Naming Procedure

1. The purpose of our procedure

This procedure outlines the process by which Adelaide University assets may be named in recognition of highly distinguished service, exceptional philanthropic contribution, or appropriate recognition of Aboriginal or Torres Strait Islander culture and language.

Please read this procedure in conjunction with our Naming Policy.  

2. What our procedure applies to

2.1 Inclusions

This procedure applies to the process we undertake when naming Adelaide University’s physical and non-physical assets, including new naming proposals, changes to existing names, and, where applicable, the revocation of an asset name.

2.2 Exclusions

This procedure does not apply to naming assets associated with donated special collections, sponsorship, or other commercial arrangements. For these, refer to the [Library and Collections Policy], [Sponsorship Policy], and [Sponsorship Procedure].

3. Roles and responsibilities in this procedure

Please refer to the [Delegation Policy] for roles and responsibilities related to this procedure.

4. Our naming procedure

4.1. Submitting a naming proposal

Naming proposals that recognise highly distinguished service must be submitted to the Deputy Vice Chancellor, International and External Engagement (DVCIEE) for review. Proposals must include:

• a justification that outlines how the individual meets the criteria listed in the Naming Policy for recognising highly distinguished service
• written permission from the person being honoured, or their representative, for proposals recognising highly distinguished service.

Naming proposals that include an Aboriginal or Torres Strait Islander name or word must be submitted to the Deputy Vice Chancellor, Indigenous (DVCI) for review. Proposals must include:

• a justification that outlines why the proposed Aboriginal or Torres Strait Islander name or word is appropriate for the particular asset
• a record of the consultation process and evidence of informed consent provided by an appropriate community representative for proposals that include an Aboriginal or Torres Strait Islander name or word (see section 4.2).

Naming proposals that recognise exceptional philanthropic contributions must be submitted to the Chief Advancement Officer for review. Proposals must include the donation amount and consideration of how the donation meets the requirements for gift approval, in accordance with the [Philanthropic and Donations Policy]. Fundraising plans involving a potential naming offer must first be reviewed by the Chief Advancement Officer, as per the [Philanthropic and Fundraising Policy].

Proposals must also include:

• the specific asset to be named (if known), or the type of asset
• how long the name should be used
• evidence of due diligence conducted on the reputation of the nominee, to mitigate reputational risk to Adelaide University
• whether a plaque or other signage is proposed for a physical asset, and how the signage should be funded.

4.2. Conducting consultations for proposals with Aboriginal and Torres Strait Islander names or words

Proposers of asset names that include Aboriginal and Torres Strait Islander words must first consult with relevant communities prior to submitting the proposal.  DVCI may be contacted to assist with facilitating consultations if required.

Consultations must be conducted respectfully, with appreciation of cultural obligations, protocols, and timelines. Proposers must provide sufficient detail and advance notice to enable community representatives to:

• consider the proposal
• undertake internal consultation
• request further information as needed.

Records of consultation outcomes, including the community members consulted, must be retained.

Following consultation, proposers must obtain the free and informed consent of relevant community representatives before the naming proposal can be approved. Consent should be documented in writing, unless another format is preferred by the consent giver. If the proposed name is intended for use beyond the original scope, additional specific consent must be obtained.

Consent may be withdrawn at any time. If this occurs, Adelaide University will collaborate with the relevant community representatives and stakeholders to determine how the withdrawal will be managed.

4.3 Approving name proposals and recordkeeping

Proposals to name Adelaide University assets will be reviewed by:

• DVCIEE for proposals that recognise highly distinguished service
• Chief Advancement Officer for proposals that recognise exceptional philanthropic contributions
• Deputy Vice Chancellor, Indigenous for proposals that include Aboriginal or Torres Strait Islander words or names in consultation with the DVCIEE or Chief Advancement Officer as required.

Reviewers will consult with relevant parties when considering asset name proposals.

If endorsed, naming proposals will be approved as per the [Delegation Policy] and the proposer will be notified of the final decision by the DVCIEE or delegate. Records of approved and implemented named assets are recorded in a central naming register, maintained by the Office of the DVCIEE with input from delegates as required.

4.4 Implementing new or changed asset names

After approval is granted to adopt a new or changed asset name, the DVCIEE, Chief Advancement Officer, or Deputy Vice Chancellor, Indigenous, or their delegate as appropriate will communicate the change to appropriate staff members or organisational unit. The approved name must be implemented by the responsible staff as soon as practical.

For physical assets, the Chief Property Officer will coordinate updated signage and campus maps. Any wayfinding and other signage must align with Adelaide University’s corporate identity guidelines, as outlined in the [Brand Policy]. Where an asset is dual named in recognition of Aboriginal or Torres Strait Islander language and culture, the Aboriginal or Torres Strait Islander name must appear first and use the same font type, size, and colour as the English name.

Where a name proposal includes a plaque or other physical signage, the design, wording and location must be approved by the DVCIEE or delegate.

4.5 Reviewing, revoking or repurposing asset names

Asset names will be reviewed at the conclusion of their naming term (where relevant) or after 20 years from the date of approval, whichever occurs sooner. A member of the Adelaide University community may also submit a request to the DVCIEE to review an asset name for any of the following reasons:

• the asset is to be demolished, replaced, sold, or substantially altered
• the name is no longer considered to be aligned with Adelaide University’s mission, values, strategies, or policies
• continued association with the name may damage Adelaide University’s reputation
• the donor or honouree has come into disrepute
• the donor has breached the terms of their philanthropic giving documentation
• the function of the physical or non-physical asset has materially changed
• repurposing is required and permitted under the original naming approval conditions
• the honouree has requested to withdraw the use of their name.

Requests to revoke an asset name must include supporting evidence, particularly when the name is linked to historical events or individuals. Such reviews should only be undertaken in exceptional circumstances, such as when the naming is inconsistent with Adelaide University’s mission, values, strategies, or if the namesake brings Adelaide University into disrepute, contempt, scandal or ridicule.

Reviews will be conducted by the relevant authority depending on the asset type. Recommendations made at the outcome of the review will be considered and approved as per the [Delegations Policy]. Reviewing authorities for asset names are outlined below.

The outcome of a review may recommend an asset name be renewed, revoked, disestablished or repurposed. Adelaide University’s legal obligations must be considered, and [Legal Counsel] consulted, prior to implementing any decision to disestablish, revoke or repurpose an asset name. For philanthropic gifts made by bequest, naming remains subject to any binding terms specified in the will or gift documentation.

The DVCIEE or their delegate will advise the donor, honouree or their representative of the reason for a decision to disestablish, revoke or repurpose an asset name.

5. Definitions used in our procedure

Please refer to our Adelaide University Glossary for a full list of our definitions.

Donor means an individual, foundation, non-profit organisation, business/corporation, or other entity that makes a philanthropic contribution to Adelaide University.

Foundation Universities means the University of South Australia and The University of Adelaide. 

Naming opportunities mean the opportunity to formally name a University asset.

Proposer refers to any member of the Adelaide University community who submits a proposal to name a University asset.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to this procedure

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.