Web Development

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Policies Related to the UM Web Site

Procedures Related to Advertising & Sponsorship

 

I. Approvals

  • Approval for Web sites. Prior written approval must be obtained for advertising, sponsorships, and links to commercial sites.

Contact: Mary Sapp, Information Technology (who will refer the matter to the Provost if it does not fall clearly into the Provost existing guidelines), 284-3856

  • Approval of Contracts: The "authority" to enter into contracts on behalf of the University is designated by the Board of Trustees to Senior Business officers. After approval for the Web site and prior to commencement of an agreement, any written contract must be referred to the Associate VP for Business Services, who will ensure that proper language related to the Web is included and will consult Information Technology as appropriate. Some University contracts include exclusive agreements with companies that restrict our ability to enter into certain types of arrangements with their competitors. Business Services will also ensure no such restrictions apply.

Contact: Alan Fish, Associate Vice President Business Services, Business Services, 284-5550

II. Guidelines to be followed:

  • Ensuring Consistency of Sponsorships*/Gifts: Acknowledgements for sponsorship and gift agreements should be consistent with those in effect in other departments of the University. To ensure this consistency, a master list of all sponsorships and gifts is maintained by Information Technology. This list must be consulted before terms are developed. See note below for differences between sponsorships and advertising.

Contact: Mary Sapp, Information Technology, 284-3856

  • Tracking Sponsorships*/Gifts: Any form of income from a gift or a gift-in-kind must be recorded on the University gift system. Sponsorships, in some cases, are considered gifts. Gifts and gifts-in-kind should be processed in accordance with policies F30, F35, F40 and F45.

Contact: Ann House, Advancement Services, 284-2888, or Debbie Harker, Associate Controller, 284-3544

  • Tracking Revenue Other than Gifts and Sponsorships: Any income from advertising or outside links must be reported to the Controller Office for tracking since the university may be subject to Unrelated Business Income Tax (UBIT). A separate departmental account must be created in the Accounting System to track these types of revenues.

Submit a duly completed account create form to the Controller Office with a copy of the approved contract.

Contact: Debbie Harker, Associate Controller, 284-3544

*Sponsorships: The Internal Revenue Service has issued guidelines on the differences between sponsorships and advertising. Sponsorship revenue is not subject to tax while advertising revenue is. In order for revenues to be considered sponsorship none of the following can be present:

  • a call to action (i.e., drive XXX automobile, sell YYY product)
  • an endorsement (the official ZZZ of the University of Miami)
  • qualitative or comparative language (product A is better than product B)
  • price information or other indication of value

Contact: Debbie Harker, Associate Controller 284-3544

Sponsorship and Gift Practices

Web-based sponsorship* and gift acknowledgements should be consistent across various University departments with respect to following relative to the amount of the donation:

  1. size of the image on the Web page acknowledging the donation
  2. length of time image is displayed
  3. traffic to the page
  4. other forms of acknowledgement

Information Technology (contact: Mary Sapp, 284-3856) maintains a list of sponsorships/gifts and their terms that should be consulted prior to entering into a sponsorship/gift arrangement to ensure that the terms of any new sponsorships/gifts are consistent with existing ones. The terms of any new sponsorship/gift agreements must also be conveyed to IT so they can be added to the list.

In addition, all contracts must have prior written approval by Business Services, all sponsorship revenue considered gifts should be processed in accordance with Development policies F30, F35, F40 and F45.

Movement and sound will not be permitted in sponsorship/gift acknowledgements.

*Sponsorships: The Internal Revenue Service has issued guidelines on the differences between sponsorships and advertising. Sponsorship revenue is not subject to tax while advertising revenue is. In order for revenues to be considered sponsorship none of the following can be present:

  • a call to action (i.e., drive XXX automobile, sell YYY product)
  • an endorsement (the official ZZZ of the University of Miami)
  • qualitative or comparative language (product A is better than product B)
  • price information or other indication of value