Campus Policy for Commemorative Trees, Plantings, Objects and Plaques

Purpose

To ensure that gifts and commemorative objects meet applicable standards and enhance and support the appearance of the University of Illinois at Urbana-Champaign.

Scope

Commemorative trees, plantings, and objects recognize gifts from one or more donors to the University. These gifts may be given to an endowment fund, a current use fund, or they may be a gift-in-kind. Commemorative trees, plantings and objects may be located on campus, at Allerton Park and Retreat Center, and the Arboretum.

Authority

This policy is implemented under the authority of the Executive Director of Facilities & Services.

Policy

To have a commemorative tree, planting, or object placed on campus, a monetary gift or a gift-in-kind must be made to the campus. All gifts are to be processed through the University of Illinois Foundation. Facilities & Services, the Allerton Park and Retreat Center, and the Arboretum will recommend minimum gift levels that will be approved by the Associate Chancellor for Development.

Definitions

  • Commemorative trees are those which are appropriate for our geographical location.
  • Commemorative plantings may include, but are not limited to, flowers and shrubs.
  • Commemorative objects may include, but are not limited to, benches, plazas, walkways and special features such as fountains, pavilions, sculptures, etc.
  • Commemorative plaque may honor an individual or group, designate a campus landmark, or highlight a historic campus event.

Processes/Procedures/Guidelines

Applicants begin the process by completing and sending the appropriate form to the Director of Planning, Facilities & Services, Physical Plant Services Building, 1501 South Oak Street, Champaign, IL 61820.

The Facilities & Services’ Director of Planning, Director of the Allerton Park and Retreat Center, or the Director of the Arboretum, after consultation with a donor, reserves the right to determine the type and placement of all trees, plantings, plaques and objects under this policy. In the case of commemorative plaques where a monetary gift is not provided, Facilities & Services must review the location, size, design, and content of the plaque. The scope of some projects may require the approval of the Chancellor’s Capital Review Committee.

Facilities & Services, the Allerton Park and Retreat Center, or the Arboretum will provide the following:

  • The actual tree, planting or object, unless it is a gift-in-kind.
  • All materials and labor required for installation and maintenance of the commemorative tree, gift planting or object.
  • All labor required to install and maintain standard campus identifying tags (example) as described below.

The cost of producing the plaque will be borne by the unit requesting installation.

Records

After installation, each commemorative tree, planting and object will be photographed, sited from two or more reference points, and its description will be recorded and filed with Facilities & Services (F&S). A copy will be forwarded to the donor of the gift, the University of Illinois Foundation, F&S Director of Planning, and when appropriate, the Allerton Park and Retreat Center or the Arboretum.

Each commemorative tree, planting, or object will be recognized by means of a standard campus identification tag. Items of information to be included on each tag will be limited to the following:

  • Person for whom the tree, planting, or object commemorates.
  • Common and botanical names of trees and plantings.
  • Name of donor (optional); when more than one donor is involved, a collective name such as “Friends of” or “Family of” will be implemented.
  • Date planted or installed. See Example of Campus Identification Tag for standard layout of tag text for commemorative trees and plantings.

The Facilities & Services’ Director of Planning, the Allerton Park and Retreat Center, or the Arboretum will develop exact wording and layout for each tag after receiving advice from the donor. Prior to printing of each tag, a mock-up will be sent to the donor for a review of accuracy.

Guidelines

  • For the duration of its life span, each commemorative tree, planting, and object will be maintained by the appropriate campus unit.
  • All records associated with each commemorative tree, planting and object will be maintained for the duration of each item’s life span by Facilities & Services, the Allerton Park and Retreat Center, or the Arboretum.
  • All costs in conjunction with the replacement of commemorative trees and plantings will be incurred by the office of the Executive Director of Facilities & Services.
  • If a commemorative tree, planting, or object dies or becomes unsightly due to disease, vandalism, or acts of God (as determined by Facilities & Services, the Allerton Park and Retreat Center, or the Arboretum) within ten years of the planting or installation, it will be removed and a replacement will be installed in the name of the donor.
  • A standard campus identification tag will be attached to or placed near the tree or object and maintained.
  • If unforeseen construction (such as new buildings or roads) causes the removal of a commemorative tree, planting, or object within twenty (20) years of the time it is planted, it will be relocated or replaced in an appropriate location in the name of the donor. All records and recognition measures as described under Records will be updated and renewed in conjunction with all replacement trees.
  • The location, size, and selection of all replacement trees, plantings and objects will be determined by the Facilities & Services’ Director of Planning, the Allerton Park and Retreat Center, or the Arboretum.

Contact

Questions regarding this policy may be addressed to the F&S Planning Division, (217) 265-5013.