OIST Graduate University
Policies, Rules and Procedures
Authority: Approved by the President

Chapter 15 Name Use, Endorsements, and Use of University
Logo and Trademarks
15.1

PolicyThe Okinawa Institute of Science & Technology Graduate University (University) isinternationally known for excellence in education, research, and scientific andtechnological innovation. The University name (and abbreviated names) and its
associated marks, trademarks, logos, and symbols, and like identifying images(collectively, the "names and marks") are internationally recognized and represent thehigh caliber of our faculty, students, and staff. The names and marks convey the quality,breadth, and depth of the University's accomplishments. This Policy is intended toprotect the unique identification and reputation of the University.
The University is the owner of its names and marks, which are among its most valuableassets. Faculty, students and staff share in the benefits associated with the University's
name and marks, and therefore also share responsibilities concerning their use.
Detailed information and instructions concerning the University’s Trademark Use
Policy, and its Trademark Licensing Program, can be obtained from the Technology
Transfer Section [Link: 2.5]. See also Chapter 14, Intellectual Property and Technology
Transfer [Link: Chapter 14].
15.2 General Considerations
15.3 Rules
Names and marks of the University may not be used in a manner that implies
endorsement of, or affiliation with, events, activities, programs, products or services ofany entity not directly associated with, or licensed in writing by, the University.
15.3.1 Use of Names and Marks Restricted to Official University
Business
Attaching or using the University’s names and marks in connection with any event,activity, publication, product or service is permitted ONLY if the event, activity,1

ch15_Name-Use-Endorsements-and-Use-of-University-Logo-and-Trademarks_20170413_en.clpublication, product or service is one for which the University has formally accepted
institutional responsibility.
15.3.1.1 Use by University Personnel
Faculty and staff may use the University names and marks ONLY for official
University business. Faculty, faculty emeriti, and staff members using the University
name and marks in connection with activities conducted outside of the scope of theiremployment must use their exact title and must not imply that the University
endorses the product or activity.
15.3.1.1.1 Personal letters may not be written on stationery bearing the University
names and marks, especially in matters that may involve controversy,endorsements, or solicitations for non-University purposes.
15.3.1.2 Use by Students
Students may identify themselves on business cards as students of the University,
provided that it is clear that they are students and not employed by or representing
the University in an official capacity (Chapter 5 [Link: 5]).
Students employed by the University may also include their job title and contact
information.
Students must use a University-approved vendor to obtain business cards, to assure
conformance with University style and format requirements. Cards made using apersonal computer must also conform to University style and format; examples areavailable from the Division of Communication and Public Relations.
15.3.1.3 Use by Student Organizations
If given permission by the Vice President for Communication and Public Relations
and the Dean of the Graduate School, approved student organizations may bepermitted to use the University’s names and marks. Proposed uses of the University
names and marks must be submitted to the Vice President for Communication andPublic Relations for review and approval in advance.
Only student organizations that are both University-registered and Universitysponsored may submit proposals to use the University name and marks.
15.3.1.3.1 Voluntary student organizations (those registered with, but notsponsored by, the University) may refer to themselves as the "OIST Graduate
University ___(insert name)______,” but they may not use any other University
names and marks. Proposed graphics related to use of the term “OIST Graduate
University” by voluntary student organizations must be submitted to the Vice
2ch15_Name-Use-Endorsements-and-Use-of-University-Logo-and-Trademarks_20170413_en.cl

President for Communication and Public Relations for approval (Chapter 16.3.1[Link: 16.3.1]).
15.3.1.3.2 Student organizations and entities that are not registered with theUniversity are prohibited from any name association with the University.
15.3.1.3.3 No student organization may use the registered University Seal [Link:2.7] under any circumstances nor shall they create or use any seal bearing
University names and marks.
15.3.1.4 Use By Other Voluntary University-Affiliated Organizations
Voluntary groups comprised of University students, employees, families and friends
that are registered with the University may refer to themselves as the “OIST
Graduate University [name of group]” but they may not use any other University
names and marks. Proposed graphics related to use of the term “OIST Graduate
University” by such voluntary groups must be submitted to the Vice President forCommunication and Public Relations for approval (Chapter 16.3.1 [Link: 16.3.1]).
15.3.2 Tax Considerations
There is potential for generating revenue by licensing University names and marks;
this may also give rise to tax consequences. All proposed “business plans” involving
use of University names and marks must be reviewed and coordinated with the Vice
President for Financial Management [Link: 2.4.5] and the Technology Licensing
Section [Link: Chapter 14] prior to detailed development or implementation of suchplans.
15.3.3 Use in Fundraising
Without exception, all fundraising activities [Link: 7], whether or not names andmarks are used, must be pursued through and coordinated with the Office of thePresident. Additionally, permission to use the University’s names and marks infundraising requires approval by the Vice President for Communication and PublicRelations in order to ensure, among other things, conformance with University styleand format conventions [Link: 16.3.1].
15.3.4 Use in Partnerships and Affiliations
A partnership or affiliation that requires the use of the University’s names and marks
as a condition of the relationship (for example, research contracts/grants andprocurement contracts/agreements), may be construed as an endorsement or beotherwise problematic. Such agreements must be reviewed by the Vice President for
Financial Management [Link: 2.4.5] and by the Vice President for Communication
and Public Relations [Link: 2.4.5] prior to execution.

3ch15_Name-Use-Endorsements-and-Use-of-University-Logo-and-Trademarks_20170413_en.cl15.3.4.1 This is to be distinguished from use of the University’s names and marks
for outside academic and research-related events in which the University is aparticipant, affiliate, or sponsor. Such use is a normal adjunct to the University’s
academic and research endeavors and is ordinarily appropriate so long as theUniversity’s graphic and stylistic standards are met (Chapter 16.3.1 [Link: 16.3.1]).
15.3.5 Use in Political Campaigns
It is forbidden to use, directly or indirectly, any name and mark of the University inpolitical campaigns. Questions should be directed to the office of the Dean of theFaculty Affairs (for academic staff) or the office of the President [Link: 2.4.1](administrative staff).
15.3.6 Use in Endorsements
University faculty and staff are not permitted to give endorsements (a positiveevaluative statement about a product or service) on behalf of the University.
Statements made by University personnel in their official capacity may not in any way
imply University preference for or endorsement of a particular firm, organization,product, or service.
15.3.6.1 The Vice President for Communication and Public Relations may grant
permission to use the name of the University, but not its marks, in a statement offact concerning a vendor relationship and/or work performed. Examples:“OIST Graduate University has contracted with X Company for vehicle fleet
maintenance.”or“X has been awarded a contract for computer peripherals by OIST Graduate
University.”
Such statements may not in any way imply University preference for or endorsementof a particular firm, organization, product, or service.
Example of what may not be stated:“OIST Graduate University has contracted with X Company for vehicle fleet
maintenance because X has the best mechanics in Okinawa.”
15.3.6.2 Personal endorsements in University publications (print or electronic)
may be permissible, as long as the author makes it clear that such statements are
personal and not the position of the University or any of its units, and as long as no
personal gain is realized from the endorsement.
15.3.6.3 Objective factual valuations of products or services (not an endorsement)
must be accompanied by the following disclaimer:“The OIST Graduate University does not sponsor or endorse the products or services
described.”
4ch15_Name-Use-Endorsements-and-Use-of-University-Logo-and-Trademarks_20170413_en.cl15.3.7 Use in Marketing, Movies, TV, Press Releases, etc.
When University names and marks, or images of the University, are used inassociation with television or radio programs, videos, movies, events, projects,
magazine shoots, and similar activities, official University involvement is likely to beinferred. Requests to use photographs or other images of the University, or any of its
names and marks, in advertisements or marketing materials, or in press releases,movies or television programs, must be immediately directed to the Vice President
for Communication and Public Relations (Chapter 16 [Link: 16]).
15.3.8 Reporting Suspected Misuse or Infringement
Refer to Chapter 23, Misconduct & Whistleblower Protection [Link: 23], for guidanceon reporting suspected misuse, infringement, or other similar misconduct with regard
to name use, endorsements, or use of logo and trademarks.
15.4 Responsibilities
15.4.1 All University Personnel
15.4.2 Managers and Supervisors
15.4.3 Vice President for Communication and Public Relations
15.4.4 Technology Transfer Section
15.4.5
15.5

Vice President for Financial Management

Procedures

15.6 Forms
15.7 Contacts
15.7.1 Policy Owner:
Vice President for Communication and Public Relations
15.7.2 Other Contacts:
vpcpr@oist.jp
15.8 Definitions
15.8.1 Endorsement:
A positive evaluative statement about a product or service
15.8.2 Names and Marks:

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The University name (and abbreviated names) and its associated marks, trademarks,logos, and symbols, and like identifying images, including those that are confusingly
similar to any of the above.

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