University of West Georgia Campus Advertising,
Sales and Solicitation Policy

Mission

The mission of the University Advertising, Sales, and Solicitation Policy is to ensure compliance with Board of Regents policy regarding business activities and to exercise the required control and supervision on the campus of the University of West Georgia. 

Scope

The policy shall apply to all campus personnel, faculty, staff, student organizations and visitors, and to all facilities, including all buildings, land and open spaces, and to any person, organization, or business desirous of using campus facilities.  This policy extends to the Newnan campus.

Responsibility

The chief business officer of the institution has the responsibility to control, manage and supervise all business activity on his/her respective campus. 

Board policy states:  “Institutions of the University System shall not permit the operation of private business enterprises on their campuses, except as otherwise provided by contract. All business enterprises operated on a campus of an institution of the University System shall be operated as auxiliary enterprises and shall be under the direct management, control and supervision of the chief business officer of the institution.” (Board of Regents Policy Manual, Section: 711.02).

"Business Enterprise" includes solicitation (direct or via advertising) and other activities associated with a business enterprise.

General Policy Statement

The Board of Regents of the University System of Georgia has established policies, which are for the benefit of the member institutions.  The Division of Business and Auxiliary Services, under the auspices of the Office of the Vice President for Business and Finance, shall be the only body empowered to conduct business activity on the campus of the University of West Georgia.

Business activity shall include any undertaking of an individual or group which encompasses the production, sale, distribution, by sale or gifts, of products or services.  The sale and distribution of products and services includes any method of marketing by way of direct selling or indirect selling, including the use of posters, flyers, handouts, or other promotional literature.  Such activities shall be subject to the provisions of this policy.

Distribution of non-commercial written material such as pamphlets, handbills, circulars, newspapers, magazines and other materials which are protected by the First Amendment may be given away or sold on a person-to-person basis in open areas at least 20 feet from outside of buildings and other closed structures on the campus, except as follows.  No stand, table or booth shall be used in distribution except at University Community Center upon permission of the Director of Student Activities.  “Drop (bulk) delivery” or unattended distribution is not permitted.  Distribution shall be made from a designated location and sales person are not allowed to walk around campus distributing written material.

There shall be no advertisement or other public statement in which the University of West Georgia’s name is used in connection with any non-university organization, business, or person in any manner or medium that implies that the University supports, approves, or endorses any product, service, interest, position, or ideology of that organization, business, or person.  The Division of Business and Auxiliary Services may require that approved non-university events or activities include in their advertisements the following disclaimer:

“This event/activity is not sponsored by the University of West Georgia.”

Release of Directory Information

The name, address and phone number and e-mail address of faculty, staff and students are collected both formally by the university and informally by many departments on campus.  It is the intent of the university to keep this information private and used only for official university business.  However, the Georgia Open Records law requires the university to release directory information to whoever makes a request.  Which particular directory file is released will be based on the request received.  Open records requests are handled by the Office of Institutional Research and Planning in consultation with the university’s legal advisor.

ADVERTISING

The University Advertising Policy shall apply to all non-university entities and/or commercial business which desire to place advertising on the campus of the University of West Georgia.  Nothing herein shall prohibit university departments from advertising and promoting their own services or programs on the university campus. 

In general, commercial businesses and all non-institutional entities are prohibited from indiscriminately advertising on the campus.  Flyers, poster, etc. promoting business establishments containing advertising are banned.  The prohibition also includes the placement on campus of non-university publications, which contain advertising.

Advertising of a private enterprise on campus is permitted only in approved campus publications, newspapers, magazines, or by direct U.S. Mail.

The privilege of selling advertising is restricted to The West Georgian unless a committee consisting of the Director of Development, Director of Public Relations, and the Director of Student Activities grants specific authorization.  The Office of Student Activities in the Campus Center (678-839-5500) may be contacted for more information.

Advertising may appear in the following campus media:

1.       The West Georgian, the official campus newspaper

2.       Advertising related to athletic events

3.       Promotional material related to auxiliary services units and their products

4.       Other official publications of the university.

SALES

The Division of Business and Auxiliary Services shall be the only body empowered to conduct sales activity on the West Georgia campus.  

Procedures for Commercially Sponsored Sales

1.       Individuals or businesses wishing to do sales or solicitations must contact the Office of Auxiliary Services in the University Community Center (678-839-6525) to be approved in advance.

2.       Commercial activities will be limited to the University Community Center and are subject to space availability and must adhere to University System of Georgia’s guidelines and policies.

3.       Sales require the following:

a.       A valid State of Georgia Occupational Tax Certificate.

It will be the intent of the university to make a photo copy of the Certificate, along with the representative’s driver’s license to be retained on file.  At its sole option, the university may ask the Department of Public Safety to verify the status of any vendor on campus.

4.       The Director of Auxiliary Services will grant or deny permission upon documentation of item 3 (a) and upon confirmation of the availability of appropriate sales space.

5.       A fee of $50 per day or 10% of sales, whichever is greater, payable to the University of West Georgia is required.  This fee shall be paid in the Auxiliary Services office.

6.       Sales or Solicitation in direct competition with the auxiliary operations of the university are prohibited.

7.       Off-campus groups will be limited to a one-day sale or solicitation per semester. The period will be between the hours of 9:00 AM and 4:30 PM Monday -Friday.  No sales or solicitations are allowed during the first two weeks of each semester.

8.       Vendors must be prepared to provide their own table(s), chair(s), and extension cords to display their products.  At its sole option, the university may provide limited assistance.

9.       Newspapers may be sold through coin-operated vending racks approved by and at locations designated by the Director of Business and Auxiliary Services or his designee.  Only one rack per newspaper may normally be placed at each authorized location, and any exception to this must be approved by the Director of Business and Auxiliary Services.  Newspapers may also be given away by placing information on designated information tables at the University Community Center.  Newspapers may be given away through totally enclosed vending racks approved by and at locations designated by the Director of Auxiliary Services.

Newspapers may be given away through approved readership programs and using appropriate newspaper racks approved by and at locations designated by the Director of Business and Auxiliary Services, and in consultation with appropriate Division Vice President(s).

10.   Distribution or sale of newspapers shall not be made in buildings or closed areas on campus except as provided by this regulation.  Subscription solicitation is governed by the Solicitation section of this policy.

Procedures for University Sponsored Sales

The university recognizes that Athletics, recognized student organizations, academic and administrative departments and the West Georgia Foundation have limited needs to conduct sales on the campus.  This policy permits the following:

1.       Athletics:  Auxiliary Services reserves the right to govern all food, beverage and other goods at all intercollegiate and/or special athletic events held on campus. Auxiliary Services may delegate this responsibility to Athletics on a case by case basis.  Athletics is further authorized to sub-let this activity to a UWG recognized student organization or, a non-profit civic or charitable organization as long as there is a financial benefit returned to the athletic department from this activity.  Beverages sold through concessions must be of the same brand as the university’s contracted beverage provider.

2.       Student organizations:

a. Sales by a student organization must be conducted totally by a recognized student group.  Co-sponsoring with a non-university group is prohibited.

b.       Student organizations must contact the Department of Student Activities to request authorization for a sale.

c.       ARAMARK Dining Services, the university’s exclusive food service provider, must approve food sales, other than bake sale type items. 

d.       A completed Fund-Raiser Approval Form is required prior to the initiation of the sale.  Student organizations are required to adhere to all Student Activities policies regarding sales and fund raising. Funds raised must be deposited to and accounted for through the student organization’s university revenue account.

3. Academic and administrative departments – Academic departments, units or programs may also have limited authority to conduct sales in conjunction with educational activities.  Revenue and expenditures associated within academic departments and unit’s educational courses, which involve, as part of the educational experience, the sponsorship of activities and the production and sale of a product on a limited basis shall be accounted for through the Comptroller’s Office as departmental sales and services.

4. University Foundation - The West Georgia Foundation, Inc. may conduct sales on campus in which the revenue is for the benefit of the university’s mission.  Permission to conduct sales activity must be approved by the chief business officer prior to the activity.

SOLICITATION

Solicitation shall include any undertaking of an individual or group which attempts to promote the sale or use of a particular product or service.  Specifically, this policy addresses the following:

1.       Soliciting on campus (door to door or office to office) is expressly prohibited.

2. There shall be no soliciting of funds, prizes, or awards for scholarships, loans, grants, equipment, supplies, or other purposes unless it is approved by and in cooperation with the Office of the Assoc. Vice President of Development and/or others expressly authorized by the President.

3.       Solicitation in or on all campus facilities (buildings and grounds) by for-profit corporations, non-profit organizations, private individuals, faculty, staff, or non-resident students is prohibited. 

4. Personal solicitation through campus e-mail list serves is prohibited

The following solicitation activities have been approved as exceptions to the policy.

Procedures for University Sponsored Solicitation

1.       The University of West Georgia participates in the Georgia State Charitable Contributions Program, the Annual Fund Drive (A-Day) and a number of approved charitable events during the year.  Participation by employees is on a voluntary basis.  The Vice President for Business and Finance must approve campus-wide solicitation for charitable organizations.

Procedures for Student Sponsored Solicitation

1. Solicitations by a Student Organization is permitted but must be conducted totally by a recognized student group.  Co-sponsoring with a non-university group is prohibited.

2. Student organizations must contact the Department of Student Activities to request authorization for a solicitation event.

3. A completed Fund-Raiser Approval Form is required prior to the initiation of the sales/solicitation event.  Student organizations are required to adhere to all Student Activities policies regarding sales and fund raising. Funds raised must be deposited to and accounted for through the student organization’s university revenue account.

Procedures for Athletic Sponsored Solicitation

1. The Athletic Department must follow the solicitation policy governing any other administrative unit on campus.

2. Solicitation in the form of Corporate Sponsorship must follow the procedures outlined in Procedures for Corporate Sponsored Activities.

Procedures for Alumni and Development

1. The office of Alumni and Development must follow the solicitation policy governing any other administrative unit on campus.

2. Solicitation in the form of Corporate Sponsorship must follow the procedures outlined in Procedures for Corporate Sponsored Activities.

CORPORATE SPONSORSHIP

Procedures for Corporate Sponsored Activities

Corporate sponsorship of university activities by private business enterprises are permitted provided that such sponsorships do not:

• involve the explicit advertising of alcohol, tobacco products or the promotion of sexually explicit materials
• compete with business enterprises contracted through Auxiliary Services
• bring adverse exposure to the university

Solicitation of corporate sponsorships shall be consistent with the procedures outlined in the West Georgia Foundation Prospect Cultivation/Solicitation Request Form.  Forms may be obtained from Vice President for University Advancement and are attached as Exhibit B. Solicitation for corporate sponsorships shall be in consultation with the Vice President for Business and Finance and Vice President for University Advancement, and, where appropriate, the Vice President of Academic Affairs and the Vice President for Student Services.

The university reserves the right to accept or reject any and all sponsorship activities.

Corporate Sponsorships requiring either party to enter into a contractual arrangement must be reviewed and approved by the Vice President for Business and Finance, or his designee and the university legal advisor, prior to acceptance. 

The following units of the university are permitted to solicit corporate sponsorships

1. Intercollegiate Athletics

1. The director of athletics, or his designee, may solicit corporate sponsorship for intercollegiate athletic events.  The types or sponsorships shall be governed by Attachment A - Corporate Sponsorship Benefits, which is made part of this policy
   
   

2. Student Activities (Intramurals and registered student organizations)
   
   a. The director of student activities may request corporate sponsorships for activities under his/her control.  Sponsorships may take the form
   

• Print opportunities


• Signage


• Game and event promotions


• Apparel advertising and sponsorship

2. Sponsorships may be long-term, (e.g. signage at intramural venues) be of a limited nature, or be a one-time event.
3. Attachment A – Examples of Corporate Sponsorship should be used as a guide.

3. West Georgia Foundation
1. The West Georgia Foundation, Inc. may hold events on the campus that are supported through corporate sponsorship.

4. Academic Affairs, Business and Finance, Student Services, University Advancement

a.       Units reporting to these divisions may solicit corporate sponsorships, where appropriate, in consultation with and approval of their respective vice president.                                   

All the above must follow the existing University policy of completing the West Georgia Foundation's Prospect Cultivation/Solicitation Request form that is submitted to all divisions to ensure there is no conflict with other units' solicitation efforts. A copy of this form is Attachment B to this document.

REVISIONS TO POLICY

This Advertising, Sales and Solicitation policy will be reviewed and may be revised each year for the next two years, and every five years after that. (PAC 6/8/04)

Attachment A

Examples of Corporate Sponsorship

Print Opportunities

Point of Contact Displays

Game programs (ads)

Ticket Backs

Schedule Cards

Schedule Posters (Can include the name of corporate sponsor) (Can be posted on campus per the Posting Policy)

Signage (name and logo on following)

HPE Scoreboard (Coke & CB&T)

Cole Field Scoreboard

HPE Wall signage in gym

Grisham Stadium mobile boards and banners

Electronic Media

UWG homepage link to www.uwgbraves.com

Banner opportunities on www.uwgbraves.com

Note: third party - Affinity USA, operates www.uwgbraves.com

In-game Promotions

Interactive contests with fans

On-court promotions

Premium item giveaways

Promotional display or sampling area

Game Day Sponsorship

Game Tickets (Reserve Seating)

Public address announcements

Display/Sampling area

Premium item giveaways

On-court promotions

Employee Customer appreciation

Supernight

Corporate Signage at event

Promotional Display or sampling area

Public Service announcements

Corporate sponsorship acknowledgement using print and electronic mediums

Attachment B

West Georgia Foundation Prospect Cultivation/Solicitation Request Form

Department Codes

Athletics
Athletics	500
College of Arts and Sciences
Dean’s Office/Arts & Sciences	100
Art	110
Biology	115
Chemistry	120
Computing	125
English/Philosophy	130
Mass Communication	145
Mathematics	150
Music	155
Nursing	160
Physics	165
Theatre Arts	170
College of Business
Dean’s Office/Business	200
Accounting and Finance	210
Economics	215
Management & Business Sys.	220
Marketing and Real Estate	225
Continuing Education
Continuing Education	1100
College of Education
Dean’s Office/Education	300
Curriculum and Instruction	310
Counseling & Educational Psychology	315
Physical Educating & Research	320
Research, Media & Technology	325
Special Ed. & Speech Lang. Pathology	330
Educational Leadership & Found.	335
Graduate School
Dean’s Office/Graduate School	305
Honors College
Dean’s Office/Honors College	50
Advanced Academy	55
Graduate School
Dean’s Office/Graduate School	400
Library
Library Director	605
Vice Presidents
VP Academic Affairs	600
VP Business & Finance	700
VP Student Services	800
VP University Advancement	900
President’s Office
President's Office	1000	1000