Definitions:

Donations are voluntary contributions to the agency.

Sponsorships are solicited assistance of money, material, or service from individuals, associations or business entities to support department activities or department programs or projects.

Advertising is the non-personal communication of information, paid for and usually persuasive in nature, about products, services, or viewpoints by identified sponsors through various media.

Licensing involves the authorization for use of department emblems or symbols that are trademarked, servicemarked, or copyrighted.

PURPOSE:

To provide guidance to DNR employees in the development and management of projects and programs that include donations, sponsorships, advertising, and licensing arrangements and to ensure compliance with O.A.C. Rules 1501-4-01 through 1501-4-04 as contained hereinbelow. The Director reserves the right in his/her sole discretion to modify the applicability of this procedure in any given situation.

GENERAL RESPONSIBILITIES:

• Project/Program Coordinator: Responsible for development and implementation of projects and programs that include donations, sponsorships, advertising and licensing arrangements and to ensure compliance with O.A.C. Rules 1501-4-01 through 1501-4-04 and the guidelines established in this procedure.

• Executive Management Committee: Responsible for ensuring consistent department-wide application of O.A.C. Rules 1501-4-01 through 1501-4-04 and the guidelines outlined in this procedure in order to enhance the opportunity and regularize the administration of marketing efforts. The Committee shall consist of the following representatives:
  • Director/ Assistant Director
  • Deputy Directors
  • Office of Budget and Finance
  • Office of Communications
  • Office of Human Resources
  • Office of Legal Services
  • Office of Legislative Services

ACTION STEPS

DONATIONS

• O.A.C. Rule 1501-4-01

• DONATIONS ARE VOLUNTARY CONTRIBUTIONS TO THE AGENCY.

  THE DEPARTMENT OF NATURAL RESOURCES MAY ACCEPT DONATIONS OF MONEY, EQUIPMENT, MATERIAL AND SERVICES THAT BENEFIT THE DEPARTMENT. THE DEPARTMENT RESERVES THE RIGHT TO ACCEPT DONATIONS BASED ON THE COMPATIBILITY AND PROPRIETY OF THE DONOR WITH A PROJECT AND THE MISSION AND GOALS OF THE DEPARTMENT. MONEY, MATERIAL AND EQUIPMENT MUST BE ACCOUNTED FOR IN ACCORDANCE WITH STATE POLICIES AND PROCEDURES.

  DONATIONS WHICH WILL REQUIRE ANNUAL FUNDING FOR OPERATIONS AND MAINTENANCE, OR STAFFING, OR UNFUNDED NON-RECURRING COSTS, MAY ONLY BE ACCEPTED WHEN APPROVED IN ADVANCE BY THE DIRECTOR.

  DONATIONS MAY BE APPROPRIATELY ACKNOWLEDGED, BUT WILL NOT BE RECOGNIZED BY ANY SPECIAL PRIVILEGE ASSOCIATED WITH THE AREAS, OR THROUGH THE NAMING OF FEATURES AFTER LIVING PERSONS. EXCEPTIONS TO THIS PARAGRAPH REQUIRE THE PRIOR WRITTEN CONSENT OF THE DIRECTOR.

  NO ACKNOWLEDGEMENT SHALL CONVEY AN ENDORSEMENT OF A PARTICULAR DONOR OR PRODUCT. AN ENDORSEMENT IS DEFINED AS THE EXPRESSION OF A FAVORABLE OPINION ABOUT THE QUALITY, VALUE, OR EFFECTIVENESS OF A PARTICULAR PRODUCT, SERVICE, COMPANY, OR ORGANIZATION.

  THE DEPARTMENT MAY REJECT DONATIONS FROM ANY ENTITY WHOSE ACTIVITIES ARE EITHER INTENDED OR MAY BE CONSTRUED TO INFLUENCE THE OUTCOME OF ANY ELECTION, DEPARTMENT PERMITTING, CONTRACTING, OR OTHER REGULATORY PROGRAM.
  

• Procedure

• Employees of the department may accept voluntary donations of money, material, and services that benefit the department, division, or office. For the purposes of this policy, unsolicited sponsorships of projects and events are considered donations.

  Any donations with a value of $10,000 or more must have the prior approval of the Executive Management Committee. Any solicitation of donations (i.e. donation boxes) must have the prior written approval of the chief of the respective division or office.

  Items accepted must be compatible with the missions and goals of the department, division or office. Any donation which may be construed as not compatible requires the prior approval of the appropriate deputy director.

  Donations which will require annual funding for operations and maintenance or staffing or unfunded non-recurring costs require the prior approval of the Director.

  Donations may be appropriately acknowledged with certificates of appreciation, letters of thanks or plaques. Any special privileges associated with the area or the naming of any features require the prior written approval of the Director. No acknowledgement shall convey an endorsement of a particular donor or product.

  All donated money, material and equipment must be accounted for in accordance with state and department policies and procedures.

  Donations from entities whose activities are either intended or may be construed to influence the outcome of any election, department permitting, contracting or other regulatory program require the Director's prior written approval.

• O.A.C. Rule 1501-4-02

• SPONSORSHIPS ARE THE SOLICITED ASSISTANCE OF MONEY, MATERIAL, OR SERVICE FROM INDIVIDUALS, ASSOCIATIONS OR BUSINESS ENTITIES TO SUPPORT DEPARTMENT ACTIVITIES OR DEPARTMENT PROGRAMS OR PROJECTS.

  THE DEPARTMENT OF NATURAL RESOURCES MAY SOLICIT SPONSORSHIPS OF MONEY, MATERIALS, OR SERVICES FOR DEPARTMENT PROGRAMS OR PROJECTS. THE DEPARTMENT RESERVES THE RIGHT TO SELECT SPONSORS BASED ON THE COMPATIBILITY AND PROPRIETY OF THE SPONSOR WITH A PROJECT AND WITH THE MISSION AND GOALS OF THE DEPARTMENT. MONEY, MATERIAL AND EQUIPMENT MUST BE ACCOUNTED FOR IN ACCORDANCE WITH STATE POLICIES AND PROCEDURES.

  TO RECOGNIZE A SPONSOR FOR THEIR CONTRIBUTION OF MONEY, PRODUCTS, OR IN KIND SERVICES, THE DEPARTMENT MAY PRODUCE AND DISPLAY PUBLIC ACKNOWLEDGEMENT OF THESE SPONSORS. THE DEPARTMENT MAY ALSO ESTABLISH ADDITIONAL TERMS AND CONDITIONS.

  NO ACKNOWLEDGEMENT SHALL CONVEY AN ENDORSEMENT OF A PARTICULAR SPONSOR OR PRODUCT. AN ENDORSEMENT IS DEFINED AS THE EXPRESSION OF A FAVORABLE OPINION ABOUT THE QUALITY, VALUE, OR EFFECTIVENESS OF A PARTICULAR PRODUCT, SERVICE, COMPANY OR ORGANIZATION.

  THE DEPARTMENT MAY REJECT SPONSORSHIPS FROM ANY ENTITY WHOSE ACTIVITIES ARE EITHER INTENDED OR MAY BE CONSTRUED TO INFLUENCE THE OUTCOME OF ANY ELECTION, DEPARTMENT PERMITTING, CONTRACTING, OR OTHER REGULATORY PROGRAM.

• Procedure

• Employees of the department may solicit sponsorships according to policy guidelines established by each division and office.

  A division or office accepting sponsorships must ensure that they are accounted for in accordance with state and departmental fiscal and accounting policies and procedures. For example, when the value of a contribution solicited by the department from a sponsor for a particular project or event is anticipated to exceed $50,000 proper public notice must be given. It is the responsibility of the division or office to advertise these opportunities in accordance with state fiscal and accounting policies and procedures.

  All areas of responsibility and tasks between parties need to be clearly defined. A contract may need to be executed. All contracts shall be developed in compliance with state and departmental policies and procedures.

  Each division and office shall establish guidelines for acknowledgement of sponsors. Acknowledgements are intended solely to give public recognition of sponsors for their contributions. Acknowledgements shall adhere to the rules and guidelines as established.

ADVERTISING

• O.A.C. Rule 1501-4-03

• ADVERTISING IS THE NONPERSONAL COMMUNICATION OF INFORMATION, PAID FOR AND USUALLY PERSUASIVE IN NATURE, ABOUT PRODUCTS, SERVICES, OR VIEWPOINTS BY IDENTIFIED SPONSORS THROUGH VARIOUS MEDIA.

  THE DEPARTMENT MAY ACCEPT ADVERTISING IN COMMUNICATION MEDIA INCLUDING BUT NOT LIMITED TO BROCHURES, POSTERS, MAPS, NEWSPAPERS, PERIODICALS, FLYERS, PLACE MATS, WEB PAGES, TELEVISION SEGMENTS, AND VIDEO PRODUCTIONS. THE DEPARTMENT RESERVES THE RIGHT TO SELECT ADVERTISERS BASED ON THE COMPATIBILITY AND PROPRIETY OF THE ADVERTISER WITH A MEDIUM AND WITH THE MISSION AND GOALS OF THE DEPARTMENT. MONEY, MATERIAL AND EQUIPMENT MUST BE ACCOUNTED FOR IN ACCORDANCE WITH STATE POLICIES AND PROCEDURES.

  THE DEPARTMENT WILL NOT ACCEPT ADVERTISING FOR ILLEGAL ACTIVITIES, TOBACCO PRODUCTS, ALCOHOLIC BEVERAGE PRODUCTS OR ADVERTISING THAT CONTAINS OR CONVEYS A POLITICAL MESSAGE OR PORTRAYS ANY UNSAFE OR IMPROPER ACTIVITY OR ONE THAT IS DEMEANING TO ANY PROTECTED CLASS, INCLUDING BUT NOT LIMITED TO MINORITIES, ETHNIC GROUPS OR WOMEN.

  ALL PUBLICATIONS CARRYING ADVERTISING WILL INCLUDE A DISCLAIMER OF DEPARTMENT APPROVAL OR ENDORSEMENT OF ADVERTISED PRODUCTS OR ADVERTISERS.

  THE DEPARTMENT MAY REJECT ADVERTISING FROM ANY ENTITY WHOSE ACTIVITIES ARE EITHER INTENDED OR MAY BE CONSTRUED TO INFLUENCE THE OUTCOME OF ANY ELECTION, DEPARTMENT PERMITTING, CONTRACTING OR OTHER REGULATORY PROGRAM.

• Procedure

• Division/office chiefs will determine what projects will accept advertising and will establish ad rates for individual mediums.

  If the division/office uses an outside vendor to sell advertising, standard state and department purchasing procedures will be followed in selecting the vendor.

  A division/office accepting advertising should make every effort to ensure that the product, message or mission of the advertiser is not in conflict with the mission of another division/office of the department.

  All areas of responsibility and tasks need to be clearly defined in a contractual agreement. All ad sales efforts shall use a department advertising sales contract form to be developed. A production schedule and other timelines should be clearly outlined.

  The following disclaimer must appear in all department publications that include advertising:

  This publication contains paid advertising. Neither the State of Ohio nor the Department of Natural Resources endorses products or services listed in this publication nor accepts any liability arising from the use of the products or services advertised herein.

• O.A.C. Rule 1501-4-04

• THE DEPARTMENT OF NATURAL RESOURCES MAY TRADEMARK, SERVICEMARK, OR COPYRIGHT EMBLEMS AND OTHER SYMBOLS AND LICENSE THE USE THEREOF BY PERSONS, ASSOCIATIONS OR BUSINESS ENTITITES. THE DEPARTMENT MAY ESTABLISH TERMS AND CONDITIONS FOR USE OF DEPARTMENT EMBLEMS OR SYMBOLS THAT ARE TRADEMARKED, SERVICEMARKED, OR COPYRIGHTED. THE DEPARTMENT RESERVES THE RIGHT TO SELECT LICENSEES BASED ON THE COMPATIBILITY AND PROPRIETY OF THE LICENSEE WITH A PROJECT AND WITH THE MISSION AND GOALS OF THE DEPARTMENT. MONEY, MATERIAL AND EQUIPMNET MUST BE ACCOUNTED FOR IN ACCORDANCE WITH STATE POLICIES AND PROCEDURES.

  THE DEPARTMENT MAY REJECT LICENSING ARRANGEMENTS FROM ANY ENTITY WHOSE ACTIVITIES ARE EITHER INTENDED OR MAY BE CONSTRUED TO INFLUENCE THE OUTCOME OF ANY ELECTION, DEPARTMENT PERMITTING, CONTRACTING, OR OTHER REGULATORY PROGRAM.

• Procedure

  A trademark is a word, phrase, symbol or design, or combination thereof, which identifies and distinguishes the source of goods of one party from those of others. A servicemark is the same as a trademark except that it identifies and distinguishes the source of the service rather than the product. A trademark and servicemark (hereafter "mark") are different from a copyright or a patent. A copyright protects an original artistic or literary work; a patent protects an invention.

  As a valuable interest exists in a mark which is adopted and used to maintain and extend the good will of ODNR any use of an ODNR mark by a party outside of ODNR shall be authorized only by a written License Agreement between the parties.

Job Hotline 614-265-6990 | Office of Human Resources 614-265-6981

HR Home | State of Ohio | Administrative Services | DNR Home