1. Purpose

1.1 The purpose of this policy is to establish the principles for the creation of productive strategic sponsorship alliances.

2. Scope and application

2.1 This policy applies to all areas of the University.

2.2 All sponsorship alliances must be consistent with existing University policies.

3. Definitions

3.1 Refer to the University’s Glossary of Terms for definitions as they specifically relate to policy documents.

Financial support is a monetary amount which is invoiced and liable for GST.

In-kind support refers to provision of access to non-financial services including, but not limited to, venues, resources, facilities, staff, intellectual expertise or branded material. In-kind support is calculated by considering the opportunity cost, that is, how much it would cost if the in-kind support provided had been paid for. In-kind support is liable for GST.

Agreement manager refers to the UniSC staff member appointed to oversee the sponsorship agreement, including responsibility for preparing the Agreement, administration of the terms of the Agreement, including financial administration, reporting on the sponsorship and ensuring that appropriate records are maintained in accordance with the University’s records management system.

4. Policy statement

4.1 The University is committed to ensuring its financial arrangements are carried out in an ethical manner and to ensure there are adequate processes in place for sponsorship arrangements.

5. Principles

5.1 Entering into a sponsorship agreement with the University does not entitle the other party to influence any policy, position, or decision of the University.

5.2 The University does not enter into any sponsorship where the association with the prospective partner or acceptance of the sponsorship could jeopardise the integrity, values, financial or legal position of the University or could adversely impact upon the University's standing and reputation in the community.

5.3 The University considers its sponsorship as alliances that reflect its vison, policies and brand values.

5.4 The University reserves the right to review all third parties involved in a sponsorship arrangement, and to withdraw from a sponsorship without penalty when there is a conflict of interest or dissonance in regard to this policy.

5.5 All use of the UniSC logo and corporate identity must adhere to the UniSC Brand Guidelines. Permitted use of the UniSC logo and corporate identity must be detailed in the sponsorship agreement with the University and must include pre-production approval of any logo use. Marketing and Communications is the approval authority for any use of the logo and corporate identity, and approval must be obtained before any logo use.

5.6 An external organisation that uses University premises or facilities and wishes to display their own signage during an event must first obtain permission from Marketing and Communications. Permanent or ongoing signage is not permitted. Any signage erected on University premises or facilities can be taken down and discarded at the University’s discretion.

5.7 Sponsorship arrangements do not permit the other party to use the University’s communication channels to engage with the University’s audiences, unless negotiated in the sponsorship agreement and approved by Marketing and Communications.

6. Selection and coordination of sponsorships

6.1 The University does not support sponsorships that:

(a) do not reflect the University’s vision, policies and brand values;

(b) do not provide a demonstrable benefit to the University, its students, staff, alumni or communities;

(c) can adversely affect the reputation of the University;

(d) are tied to registered political parties;

(e) are deemed to promote religious activities;

(f) are associated with sexual services or sex industry venues;

(g) are associated with tobacco products;

(h) are associated with the promotion of gambling;

(i) can reasonably be judged as offending or denigrating individuals or community groups; or

(j) are deemed inappropriate by the Vice-Chancellor and President.

6.2 The University reserves the right to consult relevant individuals and organisations (both internal and external to the University) in relation to any sponsorship.

6.3 A sponsorship arrangement can comprise in-kind support, financial support or a combination of both.

6.4 In the negotiation of any sponsorship arrangement, the commercial value of all in-kind support must be clearly identified and acknowledged.

6.5 While sponsorship proposals can be received by any part of the University, all sponsorship proposals must be assessed and approved by the either the Director, Marketing and Communications for outbound sponsorships or the General Manager, Industry Engagement for inbound sponsorships. When the Director, Marketing and Communications or the General Manager, Industry Engagement requires clarification on a sponsorship arrangement, they must consult with the Vice-Chancellor and President prior to finalising their determination.

6.6 All sponsorship, whether financial or in-kind, are embodied in a written contractual agreement between the University and the sponsorship partner. No benefits can be provided to or received from sponsors before a sponsorship agreement is fully executed. Sponsorship agreements must be prepared by the Agreement Manager and endorsed by UniSC Legal Services and recorded in accordance with Records Management - Procedures. A copy of the agreement must be sent to Marketing and Communications once signed by both parties.

6.7 All financial sponsorship will incur GST thus is not philanthropy and will not receive a DGR gift receipt as per ATO tax law: “It must truly be a gift or donation – that is, you are voluntarily transferring money or property without receiving, or expecting to receive, any material benefit or advantage in return.” 

6.8 Outgoing sponsorships

6.8.1 Outgoing sponsorship refers to a commercial arrangement between the University and an individual, group or organisation where the University provides financial or in-kind support, in return for an identified schedule of benefits or value, tangible or intangible.

6.8.2 Marketing and Communication is responsible for the approval of the University’s outgoing sponsorship arrangements. It seeks to ensure:

(a) the University only enters into suitable sponsorship arrangements;

(b) that all sponsorships have measurable outcomes;

(c) that all sponsorship opportunities are assessed fairly, equitably, and according to strategic criteria;

(d) that the financial investment in sponsorship is transparent and appropriate; and

(e) that the University maximises the full potential benefit from any outgoing sponsorship arrangement.

6.9 Incoming sponsorships

6.9.1 Incoming sponsorship refers to a financial contribution the University receives from a corporation, foundation, individual or other non-government organisation in return for an identified schedule of benefits or value, tangible or intangible. This does not include externally funded research or academic consultancy activities which can or cannot provide a benefit to the funder.

6.9.2 Incoming sponsorship is a tool to be used for securing resources to achieve the University’s strategic goals.

6.9.3 The University takes a coordinated and strategic approach to its internal and external stakeholder community. To achieve this the General Manager, Industry Engagement must be informed and approve, all intended approaches before any incoming sponsorship requests are made.

6.9.4 All incoming sponsorship relationships with the University must be identified and recorded in Industry Engagement’s CRM database.

6.9.5 Sponsorship where there is a material benefit (quid pro quo) to the stakeholder is subject to GST and as such cannot be counted philanthropic income.

6.9.6 The Australian Tax Office (ATO) requires that donations be made without any conditions that could benefit the donor.

6.9.7 Corporate/Industry sponsorship primarily is based on a materially beneficial relationship between the university and the industry partner, thus is not philanthropy.

6.9.8 Common examples of material benefit include (not an exhaustive list):

(a) giving control of scholarship/ bursary selection process;

(b) allowing the sponsor to use the University’s name or logo; and

(c) naming an event after the sponsor.

6.9.9 When the approach is deemed to be philanthropic, the Head of Advancement must be informed and approve, all intended approaches before any donor or prospective donor requests are made.

7. Authorities and responsibilities

7.1 As the Approval Authority, Vice-Chancellor and President approves this policy in accordance with the University of the Sunshine Coast Act 1998 (Qld).

7.2 As the Responsible Executive Member the Pro Vice-Chancellor (Global and Engagement) can approve procedures and guidelines to operationalise this policy. All procedures and guidelines must be compatible with the provisions of this policy.

7.3 As the Designated Officer the Director, Marketing and Communications can approve associated documents to support the application of this policy. All associated documents must be compatible with the provisions of the policy.

7.4 This policy operates from the last amended date, with all previous iterations of sponsorship policy replaced and no longer operating from this date.

7.5 All records relating to sponsorship must be stored and managed in accordance with the Records Management - Procedures.

7.6 This policy must be maintained in accordance with the University Policy Documents – Procedures and reviewed on standard 5-year policy review cycle.

7.7 Any exception to this policy to enable a more appropriate result must be approved in accordance with the University Policy Documents – Procedures prior to deviation from the policy.

7.8 Refer to Schedule C of the Delegations Manual in relation to the approved delegations detailed within this policy.

7.9 The following authorities/responsibilities are delegated under this policy:

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