The University of Texas Health Science Center at Houston (UTHSC-H) recognizes the value and importance of promoting the university and its interests in a variety of ways that involve informal interactions in social and other settings. Discussions of the aims of the university and its many activities are sometimes best accomplished outside the academic or business setting. The university supports appropriate expenditures of discretionary monies for such purposes as entertaining visiting scholars at lunches or dinners, hosting social engagements to promote a particular program or activity, and a variety of other types of social interactions. These types of activities are categorized as "official functions."
The UTHSC-H is an active and integral part of the Houston community. The institution is actively involved in promoting and advancing its mission within the Houston community, seeking support from the community for its various programs, and collaborating with other institutions to advance the welfare of the greater community. Within that context it is also actively involved in providing various forms of support to a wide range of community organizations, activities, and events. Many times this support is in the form of sponsoring an event by purchasing and hosting a table (e.g., purchasing tables at gala events.) Expenditures for these forms of support are authorized under Section 2.11, Official Function Expenditures, of the Handbook of Official Operating Procedures (HOOP).
Each year the university receives numerous requests from community organizations for financial support. The contribution that the institution and its components make annually is significant. Thus, it is essential that the university wisely and strategically invest its limited resources in such a way that its mission is advanced and its vision is achieved.
The President has charged the Office of Public Affairs with coordinating UTHSC-H's support of designated community organizations, activities, and events. The following is a recommended plan for effecting that support:
It is the policy of the university that only authorized representatives of the university may expend university discretionary funds for these purposes. In this context, "authorized" is defined as having fiduciary responsibility for discretionary accounts that are used for these purposes.
Such expenditures are usually handled only as reimbursements to an employee after the event; however, for larger scale events, the university will sometimes pay for a portion of the amenities at an event in advance through a check request process.
The university supports and promotes many colleague non-profit institutions and foundations through program sponsorships and the purchase of tables at significant functions. The Office of Public Affairs will annually release a list of organizations and events that the President and the university will support through such sponsorships each year. This will be done to assure that UTHSC-H's support of the agency is appropriately reflected and to minimize the need to purchase a multitude of tables for the same event. Prior to purchasing a table or sponsorship, deans and department heads should review the major university-supported events and plan accordingly.
Each year the Office of Public Affairs will survey university expenditures for the support of community organizations, events, and activities. The results of this survey will be used to determine the university's level of support for the next fiscal year. The Office of Public Affairs will recommend an annual budget for the participation in, and support of, community, educational, and fund raising events.
An ad hoc committee will be convened to review the previous year's requests for support and make recommendations for continued and/or future support. The committee will represent the interests of the operating units that normally participate in supporting community organizations.
The Office of Public Affairs will review requests for institutional support of community organizations and their mission, fund raising activitives, and events. Requests for financial support that are directed to schools and academic departments will be handled by those respective units.
The special committee will evaluate each request according to a set of criteria that it will develop as a part of this process. The criteria will address the university's mission and vision, marketing and community relations goals, limited resources, and priorities.
Where it is appropriate, the Office of Public Affairs will seek co-sponsorship by several offices.
Upon final approval, the Office of Public Affairs will process the request for payment.
The Office of Public Affairs will coordinate the appropriate attribution for publicity and the allocation of internal charges.
The allocation of seats will be handled by the appropriate office or individual that has been designated as institutional host/coordinator for the community event or activity.
The Office of Public Affairs will coordinate all correspondence with the appropriate organization regarding support or non-support of that organization's fund raising event.
Policy created 8/02