OIST Naming Gift Guidelines
Approved by the President
November 15, 2021
Revision: April 1, 2023
1. Scope of the Guidelines
Naming OIST facilities, properties, and academic enterprise (that is, the activities that theUniversity undertakes for the creation, dissemination, and transfer of knowledge) allows theUniversity the opportunity to honor or acknowledge persons or organizations that havesignificantly contributed to the University. Such contribution is usually made either th roughoutstanding professional service or through philanthropic benefit to the University. This
document provides general guidelines for naming in recognition of philanthropic contributions
to OIST directly or via intermediate organizations such as the OIST Foundation or the Promotionand Mutual Aid Corporation for Private Schools in Japan and is part of OIST's Gift AcceptancePolicy.
2. Prerequisite
Naming in recognition of philanthropic contributions shall be conceived and executed in thecontext of sharing institutional values and engaging donors and the public for support of theinstitutional mission and vision. The names approved must be consistent with the University'svalues and ethics. Naming opportunities shall be structured for the purpose of donor a nd public
engagement, not as commercial activities. The names must not impose or imply conditions thatwould limit or appear to limit the University's ability to undertake its functions fully andimpartially.
3. Naming Facilities and Properties
3.1. Gift Levels
Facilities and properties may be named for individuals or for organizations responsible for a"substantial gift" benefiting OIST. The term "substantial gift" in this context shall be interpreted
on a case-by-case basis, informed by the monetary valuation of each naming opportunity (see3.3. Valuation below) and taking into account other factors associated with the specific situation,such as the pool of prospective donors and the strategic priorities of the University. It is expectedthat each naming opportunity shall recognize the donor according to the level of gift and featuresof the facility or property. For each naming opportunity, a minimum giving level shall beestablished and approved by the related authority as stipulated below.

13.2. Authority and Consultationa) Gift level of 1 million JPY or above: A naming proposal shall be presented to the President
by the fundraising office after proper consultation with BFM, CPR, and other University
divisions or units that may be impacted by the naming. Approval fro m the President isrequired.
b) Gift level below 1 million JPY: A naming proposal shall be presented by the fundraising office
to the related University division or unit that will be impacted by the naming. Approval by
the related division or unit is required. When OIST branding is concerned, CPR shall beconsulted. For example, naming a collection of ant specimens shall be approved by the headof the research unit owning the collection. Or another example is naming a tree on campus
shall be approved by the VP of BFM in consultation with CPR.
3.3. Valuation
While each naming opportunity shall be assessed on its own merits, it is expected that thevaluation will be conducted with benchmarks and in reference to industry standards wheneverapplicable. For instance, research by the Council for Advancement and Support of Education(CASE) indicates an industry best practice of 50 percent of the construction costs of new facilitiesand 30 percent of the replacement cost of an existing facility to be the baseline for a facility
naming gift level. For all naming opportunities, a valuation method shall be presented along with
the naming proposal to be approved by each respective authority discussed in 3.2.
3.4. Duration of a Naming
All namings will be for the useful life of the relevant facility or property unless otherwise specified
in the gift agreement. Useful life should be defined in the naming proposal in consultation withrelevant University stakeholders, including but not limited to academic leadership,representatives from Financial Management, Building and Facility Management, Research, andother offices. The useful life of a named facility or property may be subject to modifications overtime. As modifications are made, it may be necessary to alter or dissolv e namings. In theseinstances, the University, in consultation with the donor(s) honored whenever possible, OIST will
determine suitable recognition that most closely relates to the intent of the original gift.
In case the named relevant facility or property is damaged, rebuilt, or renewed due to a disaster,force majeure, or other cause beyond OIST's control, the term of the naming rights for therelevant facility or property shall be ended.

3.5. Removal of a Naming
Consideration for the removal or replacement of a name may occur if any of the following
conditions occurs:2a) The individual or organization after whom an asset has been named comes into disrepute.
b) The individual or organization after whom an asset has been named requested the removalor replacement of the name (such as due to the dissolution of a family or organization).
c) The pledge obligation is unfulfilled and/or written off.

In the case where the removal of a naming needs to be considered due to reputational risks thattranspired through events occurring after the naming gift agreement was made, the University
reserves the right to remove the name while disbursing the funds from the gift, if any remains,
on areas that are consistent with the University's mission. The decision to exercise this righ t shallbe made by the President. When the reputational risks are deemed high, the President may
consult the Board of Councilors and obtain approval from the Board of Governors before making
the decision.

3.6. Due Diligence
To avoid any appearance of commercial influence or conflict of interest, additional due diligenceshall be taken before accepting a naming gift that involves the name of a corporation or acorporate foundation. Any issues arising from the result of due diligence shall be put forward tothe Donation Review Committee for resolution as specified by OIST's Gift Acceptance Policy(Reference: OIST Policy, Rules and Procedures 7.5 Gift Acceptance).
3.7. Signage
In cooperation with the Building and Facility Management division and the Communication andPublic Relations division, the fundraising office works with donors and University stakeholders tooversee the creation of signage for all named facilities and properties associated withphilanthropic gifts. Signage includes donor walls, room or physical space nameplates, portraits,or other types of signs.
Signage recognizing gifts from donors typically should not be publicly displayed until theUniversity has received at least 50 percent of the gift related to the naming and given theexpectation that the remainder will be received following the schedule that has been mutuallyagreed upon.
4. Naming Elements of the Academic Enterprise
4.1. Academic Enterprise
The term "academic enterprise" in this guideline document refers to all the activiti es that theUniversity undertakes for the creation, dissemination, and transfer of knowledge. It includes thetraditional tasks of education and research. It also includes the endeavors led by the University
for engagement with business, public, voluntary organizations, and communities within and3

outside of the University itself to create economic, social, and cultural impact through knowledge
exchange.
Examples of elements of the academic enterprise include: programs, schools, centers, academic
positions such as chairs and professorships, faculty research funds, scholarships and fellowships,courses and lectures, administrative functions supporting the academic enterprise,awards/medals/prizes, and other projects supporting the development of OIST as an en terprisingacademic and research institution for the promotion of public interests.
4.2. Authority and Consultationa) Donation-funded course, research unit, and chair: See "Rules of Donation-funded Course,
Research Unit and Chair in Okinawa Institute of Science and Technology Graduate
University" (OIST Policy, Rules, and Procedures 7.6) for definitions and requirements. The
naming of a course, research unit, and chair must be approved by the President inconsultation with the Donation Review Committee.
b) Programs, schools, centers, and other academic entities: The naming of programs, schools,centers, and other academic entities must be approved by the President, regardless of thecash value of the gift. The President may form specific committees as appropriate fo r
consultation.
c) Scholarships and fellowships: The naming of scholarship and fellowship funds must beapproved by the President in consultation with the provost. The selection of scholarship andfellowship recipients shall be consistent with donor intent as articulated in the giftagreement or equivalent. Donors may not participate in the selection process.
d) Administrative units and positions: Naming of administrative units and positions must beapproved by the President in consultation with the related head of the administrative unit.
e) Awards, medals, and prizes: Naming of awards, medals and prizes shall be approved by thePresident. The selection of award/medal/prize recipients shall be consistent with donor
intent as articulated in the gift agreement or equivalent. Donors may not participate in theselection process.
f) Miscellaneous naming opportunities: Naming opportunities that are not otherwise set forthin this policy must be approved by the appropriate University stakeholder (e.g., thePresident, the provost, the vice president of a division, etc.) regardless of the cash value ofthe gift. If the appropriate party is not obvious, the Donation Review Committee will beconsulted.

4.3. Endowed Fund vs. Non-endowed Fund
Funds established at OIST with philanthropic gifts may be endowed or non-endowed. An endowed
fund is established to permanently support a specific need at the University. The University4

invests the endowed capital to generate income and uses the income to support the area ofactivities as designated by the donor. A non-endowed fund uses the capital donated in its entirety.
Naming opportunities exist for both types of funds. The name of an endowed fund is expected tobe permanent as the fund invests perpetually. The name of a non-endowed fund lasts until thefund ceases to exist, that is, when all of the capital has been administered according to thedonor's wishes.
4.4. Valuation
The valuation of elements of the academic enterprise shall be conducted on a case -by-case basis.
Various factors may be taken into account, including the estimated total or partial cost of keeping
the relevant academic activities up and running, the intangible assets such as brand recognition,
intellectual property, human capital, and goodwill, and the general practices in the philanthropic
field. Benchmark research and consultation with the appropriate University stakeholders arerequired. For all naming opportunities, a valuation method and a minimum gift level shall bepresented along with the naming proposal to be approved by each respective authority discussed
in 4.2.
4.5. Stewardship
The fundraising office will provide donors of naming gifts with annual reports about fund balances
and activity summaries, in addition to the standard gift acknowledgment, recognition, andstewardship discussed in the OIST Gift Acceptance Policy.
4.6. Removal of a Naming
The principles outlined in 3.5. (Removal of a Naming, Naming Facilities, and Properties) also apply
for the removal of a naming related to the elements of the academic enterprise.
5. Revisions to the Naming Gift Guidelines
Revisions to this guideline document shall be conducted in coordination with the fundraising
office and be approved by the President.

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