Procedure for Commercial Use of the Wilfrid Laurier University Name and Marks

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: President

Original Approval Date: October 28, 1992

Date of Most Recent Review/Revision: May 2, 2012

Administrative Responsibility: AVP: CPAM

Parent Policy: Policy for the Use of the Wilfrid Laurier University Name and Marks (13.1)

Authorized Use

All commercial use of branded property without the prior express written consent of the University Vice-President: Finance and Administration or his/her designate is strictly prohibited. All products using branded property shall be subject to a licensing agreement and shall comply with the established standards and guidelines for the use of University branded property. This requirement applies for the sale or distribution of branded property both on and off of a University campus. The Vice-President: Finance and Administration, or his/her designate, shall provide notice of all licensing agreements to be entered into by the University to the Assistant Vice-President: Communications, Public Affairs and Marketing (“CPAM”), or his/her designate, and to the Director, Athletics and Recreation, or his/her designate, who shall have the opportunity to consult and advise on the proposed license agreement.

The Wilfrid Laurier University Bookstore (“Bookstore”) is the authorized commercial outlet for the sale and marketing of branded property for commercial use. Annually, the Bookstore, CPAM, and Athletics and Recreation (for the Golden Hawks logo only) shall review the established standards and guidelines for the use of University branded property and confirm the standards and guidelines to be applied for the next year. In completing this review, there will be consultation with and input from all University campuses. This review and confirmation of the standards and guidelines for the next year shall be completed annually no later than December 15th.

All products using branded property for commercial use shall meet design and quality product standards as established by the University and comply with the University Policy for Ethical Purchasing (Policy 5.9).

All merchandise and products using branded property for commercial use shall be produced by a vendor duly authorized through a written licensing agreement with the University.

Application Process

Applications for the commercial use of branded property shall be made in the first instance to the University Licensing Coordinator. The Director: Retail/Printing Services is designated as the University Licensing Coordinator.

Applications shall be reviewed by the Licensing Coordinator and approved or rejected based on a review of the licensing procedures set out in this procedure, the standards and guidelines for the commercial use of University branded property, and any other applicable university policies, procedures and guidelines. The Licensing Coordinator may refer an application to internal financial or legal resources for review and advice. The University reserves the right to approve or reject an application for the commercial use of branded property in its sole discretion and any decision of the Vice-President: Finance and Administration, or his/her designate, is final.

Each new design or product application to use branded property shall be submitted as a new application for approval.

Subject to signing authority and confirmation that all applicable licensing procedures have been fulfilled, the Licensing Coordinator is authorized to enter into licensing agreements with organizations or individuals for the commercial use of branded property. All licensing agreements shall be non-exclusive, revocable, and for a specific term.

The Licensing Coordinator may authorize the use of branded property to recognized campus organizations, clubs, and athletic teams. Such authorization shall be for limited and restricted purposes and time. Any unauthorized use of branded property by a recognized campus organization, club or athletic team will be subject to investigation and prosecution, as appropriate, by the Vice-President: Finance and Administration.

All organizations, companies or individuals (and their contractors or subcontractors) that are granted a license for the commercial use of branded property by the Licensing Coordinator shall agree to conduct their business in a manner consistent with, and follow work place standards that adhere to the Code as set out in University Policy 5.9 Ethical Purchasing, as may be amended from time to time.

Fees

Unless specifically waived, all license agreements for the commercial use of branded property shall include a royalty fee based on the wholesale price of the product, which fee may be amended from time to time, and such other vendor or licensing fees as agreed upon in the license agreement.