A new policy which clarifies when faculty, staff, and students at Harvard may use the name or insignia of the University or individual Schools has been approved by the Corporation and announced by Provost Harvey V. Fineberg.

"Harvard's name is one of its greatest assets,Ó said Fineberg. "But it is an asset whose value can be diminished by misuse or overuse, and we have an obligation to protect it for the long term."

The new policy, which grew out of the work last year of the University Committee on Information Technology (UCIT), spells out criteria and procedures for the use of the Harvard name or insignia by persons associated with Harvard. In addition to being discussed at length within the UCIT, the proposal for a new policy was distributed last fall to all the Schools for discussion, and was reviewed by the Deans in January.

"The intent of the policy is to ensure that any undertaking which uses the name of the University or of a School does so only when that use is accurate and appropriate, and where there is institutional accountability," said Associate Provost Dennis Thompson. "This means that labeling an activity as Ôthe Harvard project on XÕ will be done only in unusual circumstances."

"Labeling an individual project as ÔHarvardÕ should not be our default position," added Fineberg. He pointed out that in some cases, even the use of an individual School's name may not be appropriate. For example, use of the School's name in the title of an activity probably would not be appropriate if the undertaking is actually that of individual faculty members rather than a broad-based endeavor for which the Dean's Office and/or multiple departments take institutional responsibility.

Under the policy, faculty or staff who want to use the name of an individual School must get permission from the Dean. When the use of "Harvard" as a whole is requested, advance written permission must be obtained from the Provost. Students should submit requests to their Deans. Permission to use the name of a School must be granted by the Dean and the Provost in cases involving (a) the sale or distribution of a product or service, (b) a financial payment to the University or a School, or (c) a fundraising, advertising, or promotional effort for an entity other than the University or one of its Schools.

"Each case needs to be looked at as to its specific facts," said Assistant Provost Sarah Wald. Thus, she noted, it may often be appropriate to describe an undertaking as "the Project on X at the Harvard School of ABC" instead of "the Harvard project on X."

Existing programs or activities which are inconsistent with the new policy are also subject to review, but "I do not anticipate that we will undertake a University-wide effort to rename existing programs," said Provost Fineberg. "Individual deans may wish to review use of the name within their faculties to achieve internal consistency as well as conformity with the policy."

Under the new policy, faculty members and staff may continue to refer to Harvard to identify themselves, (e.g. "Jane Doe, Professor of Law, Harvard University") as long as it is done in a manner which does not imply University endorsement or responsibility for the particular activity involved.

The policy does not deal with the unauthorized use of Harvard's name by third parties, which is handled by the Office of the General Counsel and the Office for Technology and Trademark Licensing, using policies of trademark law.

Copies of the new policy are available on the Provost's Web page (www.provost.harvard) or by calling 496-5775. Questions may be addressed to Sarah Wald (sarah_wald@harvard.edu).