Use of Campus Trademarks and Logos Policy

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Category Name: Business and Financial
Responsible Unit: Procurement and Payment
Responsible VP: Vice President of Administration & Finance
Adoption Date: 2010-07-01
Last Revision Date: 2021-07-02
Last Review Date: 2021-07-02
Shared governance: none

Policy Statement

In an effort to protect the name of SUNY Brockport and its logos from inappropriate use, the College has partnered with a licensing group that issues license agreements to qualified vendors for qualified products and collects royalties, where applicable, for the production and appropriate use of the College name and logos.

Purpose/Scope

The purpose of this policy is to protect the College's image and trademark use.

Applicability

This policy will apply to any/all campus personnel utilizing any/all funding sources used for payment - State, including IFR, DIFR, and SUTRA accounts, Brockport Auxiliary Services Corp (BASC), BASC-Other Agency Accounts, BASC-College Support, Research Foundation, Brockport Foundation, Brockport Student Government (BSG), and Procurement Card.

Definitions

 There are no definitions for this policy at this time.

Policy Procedures

All products that will be produced using a SUNY Brockport trademark or logo will require that the order be placed with a Certified Licensed Vendor that is managed by the Nexus Licensing Group. This will include all apparel and promotional products – even those that do not require royalty payments. (Royalties are paid by vendors when a trademarked product is produced and then sold for a profit, e.g., bookstore products and fundraiser items.)

When using a Certified Licensed Vendor for apparel or sports equipment purchases, it will not be necessary to obtain a Fair Labor Certification since the vendor, in becoming licensed, has already agreed that all products sold to the College will meet fair labor standards. These vendors will also have access to approved trademarks and logos for the College. A list of current licensed vendors and products is available via the Licensee List.

This list should be consulted prior to each purchase since a vendor may add/delete product categories to/from their licensing or decide to not renew their license and, thus, no longer be eligible to produce product with SUNY Brockport trademarks and logos.

If a department wishes to create new artwork using a College trademark or logo, or modify an existing one, a new design approval will be required by the Office of College Communications. College Communications authorizes use of the new artwork with all licensed vendors.

Sample College trademarks and logos are as follows: SUNY Brockport seal (torch), “SUNY Brockport,” Golden Eagles athletic eagle, and “Golden Eagles.”

The following items are excluded from all licensing and may not be produced with any campus names, logos or other markings:

  • Alcoholic beverages and certain related products
  • Tobacco, lighters and other smoking-related products
  • Drug paraphernalia
  • Firearms, weapons or related products
  • Food and beverage products*
  • Sexually-oriented goods
  • Health, skin care and toiletry products
  • Goods related to gambling, lotteries and sweepstakes
  • Religious or burial goods
  • Products of a political nature
  • Goods including names or pictures of current students 
  • Services of any kind (e.g., moving companies, area entertainment programs or tour services)
  • Goods making unfavorable references to race, religion, sex, national origin or disabilities
  • Certain sports/athletic equipment
  • Any product with a design that incorporates trademarks or copyrights not owned by the College, unless written permission is received from the Office of College Communications
  • Products in “poor taste,” including bathroom products

*Food and beverage products and accompanying packaging may be allowed on a case-by-case basis, pending full review and written permission by the Office of College Communications.

The College reserves the right to restrict the use of any trademarks and logos that do not support the mission, values and integrity of the College.

There are instances where the collection of royalties and the time and expense to license a vendor is not necessary. Certain transactions may be appropriate for a Single Order Supplier Agreement and Single Order License Request that, at no cost to the campus or the vendor, allows for an efficient means to license a company to use names and marks representing the College on a one-time basis.

To qualify for a single order license, the requirements are: (1) the request must originate from a campus department and/or organization, and (2) items will not be resold above cost or used for commercial promotional purposes. 

The following intended product uses may apply for single order licensing:

  • Sale to members of campus club/department at cost
  • Sale to the public at cost
  • Giveaway/promotion
  • Supply equipment for office or classroom
  • Display/signage
  • Award/recognition
  • Uniform
  • Product promotion or ad

A Single Order License Request must be issued before a campus department or organization may order products bearing names and marks of the campus. The department or organization, with assistance by the supplier, must provide the required license information and submit to the Office of College Communications and Procurement & Payment Services for approval to exempt the purchase from all royalty requirements and to confirm design compliance using TM (trademark) status. The following information, located on the Single Order License Request form, is required for the one-time license:

  • origin of request;
  • the product, with a brief description;
  • the design, illustrating the campus names and marks to be used;
  • the supplier and source of imprinting;
  • the intended use of the product (e.g., resale, office, award); and
  • acknowledgment (signature) by department head or officer

Once the design is approved by College Communications, the Single Order License Request must be submitted to the vendor by the Purchase Assistant with the Single Order Supplier Agreement. The supplier must agree to and sign the terms of the Single Order Supplier Agreement. Upon the return of a signed agreement to the Purchase Assistant, the order may be placed with the vendor.

A Fair Labor Certificate will, once again, be required for all apparel and sports equipment ordered using the Single Order License process. See the Anti-Sweatshop Policy for these detailed requirements.

Note: Single Order Licensing is required prior to EACH order or reorder.

Links to Related Procedures and Information

Anti-Sweatshop Policy
Licensee List
Sample College trademarks and logos
Single Order License Request form

Contact Information

Director of Campus Services or via (585) 395-2351.

History (in descending order)

Item Date Explanation
Next Review Date 2024-07-02 Three-year review
Revision Date 2021-07-02 Policy Updated
Revision Date 2021-05-13 Policy Updated
Adoption Date 2010-07-01 Policy Adopted
Draft Review Date N/A Draft Policy under 30-day Campus Review

Approval

This policy is approved by:

President's Cabinet

2021-07-02

Last Updated 10/5/21