University Licensing Procedure

1. Purpose

The purpose of this procedure is to outline the steps required to obtain approval to use Bowling Green State University trademarks, logos, and other branding elements on merchandise, promotional products, apparel, and other branded items. These procedures help to ensure consistency, brand integrity, and compliance.

2. Licensing overview

University Licensing is responsible for the safeguarding of Bowling Green State University’s name, logos, and trademarks to ensure proper and consistent use.

University Licensing exists to protect the integrity and reputation of the University brand, ensure consistency across all merchandise and promotional materials, maintain compliance with trademark and copyright laws, support officially licensed products, and approved vendors, and promote quality and ethical manufacturing standards.

University Licensing works in coordination of its exclusive licensing agent, Collegiate Licensing Company (CLC) to administer all licensing activities such as vendor approvals, product development, and the use of all Bowling Green State University logos, trademarks, and branding elements.

This procedure intends to help campus departments, student organizations, vendors, and external partners understand and navigate the proper use and processes of Bowling Green State University names, logos, trademarks, and other branding elements.

3. Who must follow licensing procedures

This procedure applies to all University-affiliated individuals and units requesting production, purchase, sales, or distribution of products displaying University trademarks and logos.

This includes:

• University Departments, offices, colleges, and academic units
• Intercollegiate athletics teams and programs
• Recognized Student Organizations (RSOs) and Clubs
• University-sponsored programs, events, camps, and clinics
• Corporate sponsors and University partners
• External vendors producing products on behalf of Bowling Green State University
• Retailers and other entities authorized to produce or sell University-branded merchandise

All requests are subject to the same licensing and product approval process regardless of the requesting department, organization, funding source, intended audience or intended use, or purchase method.

The intended use and distribution of product(s) may affect the applicable license type, royalty requirements, or additional approvals. However, this does not eliminate the requirement to follow the licensing and product approval process.

4. Licensing and ordering procedure

Before ordering, purchasing, producing, selling, or distributing a product displaying a Bowling Green State University trademark or logo, the requested department, organization, or entity must follow the proper procedure and guide below.

Step 1: Identify the Use of University Trademarks, Logos, and Other Branding Elements

Determine whether the proposed product(s) will display or contain a university trademark, logo, or other protected branding element.

University trademarks, logos, and other elements may include:

• Bowling Green State University
• BGSU
• Falcons
• Departmental logos
• College logos
• Mascot names or images
• Spirit and vintage logos
• Official University logos
• Athletics Logos
• Other words, phrases, symbols, designs, or branding elements associated with Bowling Green State University

If you are unsure if an image, name, design, or other element is protected, the requesting area should contact the University Licensing Brand Manager before proceeding.

Step 2: Determine the Product’s Intended Use

Identify the use and distribution of the product.

Examples may include:

• Internal University use
• Employee or staff apparel
• Student organization apparel or merchandise
• Promotional giveaways
• Recruitment materials
• Fundraising
• Retail or commercial sales
• Sponsorship or co-branded products
• External distribution

The intended use, audience, and method of distribution will determine the appropriate license type, list of approved vendors, royalty requirements, and whether additional review is necessary.

Step 3: Select a University- Licensed Vendor

Only a vendor that is authorized and licensed to manufacture a product(s) displaying a university trademark or logo may produce it.

Before requesting a quote, submitting a purchase requisition, placing an order, making a payment, or authorizing production, the requesting party should verify that the vendor holds an active University license. Please work with the University Licensing Brand Manager to select a licensed and approved vendor.

If a preferred vendor is not currently licensed, the party making the request must contact the University Licensing Brand Manager before proceeding with any order. The University Licensing Brand Manager will review options which may include:

• Selecting an already licensed vendor
• Requesting that the vendor apply for the appropriate license.

Please note that the previous use of a vendor does not guarantee that the vendor’s license remains active or covers the requested product category.

Step 4: Design and Artwork Approval Process

The requesting party should work with a licensed vendor to create and develop artwork that complies with university brand standards for the requesting party’s needs.

The requesting party should submit all artwork displaying university branding elements such as trademarks and logos through the University’s designated licensing approval process prior to any production. 

Each artwork request will flow through the selected vendor. The selected vendor will submit artwork through Collegiate Licensing Agency’s (CLC) Brand Manager 360 program which will route directly to the University Licensing Brand Manager for approval.

Artwork submissions should include the following:

• Final artwork or product design with images
• Product type and description
• Requesting University department, college, organization, or other entity
• Intended use.
• Quantity
• Distribution method
• Any additional information requested during the review.

The University Licensing Brand Manager reviews all artwork to ensure branding standards are met and that the item/product meets all requirements.

Step 5: Complete Licensing and Brand Review

The University Licensing Brand Manager will review the proposed product and artwork.

The review may consider the following:

• Proper use and reproduction of any University mark
• Compliance with University branding standards
• Product type and quality
• Intended use
• Applicable license type
• Royalty requirements or exemptions
• NCAA, Conference, or other applicable requirements
• Existing sponsorships, licensing, or other exclusive vendor agreements
• Co-branding requirements
• Any additional considerations

The University Licensing Brand Manager may require additional review for requests involving student-athlete names, images, or likeness, corporate sponsors, third-party logos, restricted product categories, or other specialized uses.

Step 6: Receive Approvals

The requesting party and vendor must receive approval through the University’s designated licensing approval process before production begins.

Approval of a purchase requisition, purchase order, quote, invoice, payment request, procurement method, or funding source does not replace the licensing or artwork approval for any order.

Changes made to artwork, products, quantities, vendors, or intended use may be subject to additional approvals and reviews.

Step 7: Place the Order

After receiving licensing and artwork approval, the requesting party may complete the order through the University’s Purchasing and Procurement procedures.

Please note that any changes involving the vendor use or artwork are subject to review and the requesting party must disclose them prior to placing an order to the University Licensing Brand Manager.

Step 8: Production and Distribution

The licensed vendor may begin production only after receiving the required licensing and artwork approval.

The licensed vendor must produce products in accordance with the approved artwork, product type, intended use, distribution method, and licensing requirements.

Vendors may not sell, distribute, or use products for purposes beyond the approved use without additional review by the University Licensing Brand Manager.

5. Special review considerations

Although all requests should follow the same licensing and product approval procedure, certain uses may require additional information or review.

Additional review may apply to the following:

• Products intended for sale or fundraising.
• Products involving student-athlete names, images, or likeness.
• Corporate sponsorships and co-branded products
• Products displaying third-party names, logos, and giveaways
• Products associated with camps, clinics, and other special events
• Products distributed outside of the University
• Restricted or sensitive product categories
• Products that conflict with existing partnerships, licenses, or other agreements
• Requests involving vendors that do not hold an active University license

Additional review does not create a separate licensing procedure and does not eliminate any step in the standard licensing and product approval process.

6. Restricted uses

University trademarks may not be used in connection with certain products, services, messages, or activates unless explicitly authorized in writing by the University and when applicable, its authorized licensing agent, CLC.

Restricted uses may include  the following:

• Alcohol, tobacco, controlled substances, or related products
• Gambling or sports betting
• Firearms, weapons, or other related products
• Explicit, discriminatory, defamatory, or offensive content
• Political campaigns or candidate endorsements
• Uses that imply unauthorized University endorsement, sponsorship, or affiliation.
• Uses that conflict with University values or policies.
• Uses that conflict with existing licensing agreements, sponsorship agreements, or exclusive vendor relationships.

The University reserves the right to determine whether a proposed product, design, or its use is appropriate.

7. Noncompliance

Orders placed or products produced without proper licensing and artwork approvals may be subject to review and corrective action.

Corrective actions may include:

• Artwork revisions
• Production delays
• Denial or cancellation of the request
• Removal or discontinuation of unauthorized products
• Restrictions on future use of university trademarks
• Vendor licensing review, suspension, or termination
• Other appropriate University or legal action

The receipt of products, completion of production, issuance of a purchase order, or submission of an invoice does not replace licensing or artwork approval.

8. Questions and assistance

Questions regarding University licensing, vendor eligibility, artwork approvals, license types, royalties, or the appropriate use of University trademarks and logos should be directed to the University Licensing Brand Manager before placing any order or before production begins.