June 24, 2024

University Gift Acceptance Policy

Vendors sometimes seek to express their appreciation for the University’s business by offering gifts, food, meals and invitations to parties. This can especially be true during the holiday season. The University’s Policy states that such offers are inappropriate and consequently are not accepted by the Procurement Services Department staff. We strongly encourage all UMW faculty and staff to abide by this policy.

The University is a member of the National Institute of Governmental Purchasing (NIGP) and endorses and supports its Code of Ethics. In keeping with that Code and the Laws of the Commonwealth, and in the spirit of a professional public entity, the employees of the University cannot accept gifts of any kind from vendors. The University, as an Agency of the Commonwealth of Virginia, and its employees are subject to the Virginia Comprehensive Conflict of Interests Act as well as the Virginia Public Procurement Act.

We greatly appreciate your understanding and support of this policy. Vendors can best convey their appreciation by continuing to promptly provide high-quality goods and excellent, reliable services at the best possible prices.

Erma A. Baker
Assistant VP for Business Services & CPO

Business Services — December 2013 eUpdate

December 2013 Updates and Announcements

  • Procurement Services
    • Supplier Diversity Pacesetter Award
    • Tier II Status Attained
    • Holiday SPCC Sign-Off Date
    • SPCC Annual Training
    • Forms
    • Contract Activity
    • Gift Policy
  • Parking
    • Parking Advisory: Winter Parking Locations
  • Bookstore
    • Holiday Ornament
    • Annual Holiday Open House: 20% Off
  • Copy Center
    • Networking Training, Dec. 17.
  • Post Office
    • USPS Rate Increase – Jan. 26, 2014
  • EagleOne
    • Off Campus Merchants

Procurement Logo




Since our last eUpdate, the Procurement Services Department has received state-wide recognition for increasing efforts toward supplier diversity, and UMW was awarded Tier II operating authority in the areas of IT and Procurement.

Initial changes: 

1) The SPCC 5 day rule no longer applies.

2) The purchase of writing implements is no longer exclusive to VIB.

All other regulations are in place at this time.



Members of UMW's procurement team pose with their Supplier Diversity Pacesetter Award.

Members of UMW’s procurement team pose with their Supplier Diversity Pacesetter Award.


On Oct. 28, 2013, UMW Procurement Services received the Supplier Diversity Pacesetter award during the Governor’s 2013 Supplier Diversity Awards Program. The award was presented by Ms. Ida McPherson, Director of the Department of Minority Business Enterprise, in conjunction with the Commonwealth of Virginia Procurement Forum.


EagleEye Article: http://umweagleeye.wpengine.com/2013/11/07/procurement-services-receives-statewide-award/




On Oct. 29, UMW was approved for Tier II operating authority in the functional areas of Information Technology and Procurement (excluding real property or construction). In the letter from Richard Brown, secretary of finance, granting that authority, Brown stated, “This is a solid achievement and reflects the continuing hard work and expertise of the staff at the University of Mary Washington.”

UMW is transitioning to new rules and regulations associated with Tier II. Additional information will follow as the transition unfolds.



Please ensure that all transactions are coded and signed-off by the following date:

  • Winter Break – Dec. 18, 2013 (sweep date: Dec. 19)



The annual SPCC training is required for all cardholders and cardholder reviewers. The training is available in the Knowledge Center and needs to be completed by Feb. 15, 2014.

Instructions on Accessing SPCC Training

Questions? Contact Melissa Myers at (540) 654-1057



  • Grant Writing RFP – awarded McAllister & Quinn
  • Bookstore POS – Negotiations in process
  • Rental Equipment -Awarded
  • Carnival/Entertainment Rental Contract- Awarded
  • Athletic Prospect Recruitment Software – Intent to Award Posted
  • Admissions Search contract – Contract documents under review


Are available on the procurement website, as we adapt to new procurement reference points, please utilize the website as the official source of forms.




UMW Procurement Policy regarding acceptance of gifts may be accessed on the procurement website.


Parking Logo



Due to the possibility of inclement weather during campus break, ALL vehicles that will be left unattended/overnight on campus during the Winter Break should be parked in Sunken Road lots #11 and #13, and the William Street lot.

In the event of a Snow Emergency Declaration, all other lots/areas will need to be clear of vehicles, this includes Fac/Staff vehicles and any UMW assigned Service/Pool Vehicles for all departments. Please move these vehicles to the above mentioned areas, or the Physical Plant, and follow any other instructions.

Have a safe and enjoyable holiday season.  Contact the Parking Management Office (540)654-1129 with any questions.

Bookstore Logo



holiday ornament


$20.99 in the UMW Bookstore (while supplies last).






Enjoy 20% off regularly priced UMW Clothing and Insignia:   In progress now through December 13.


Copy Center Logo




Interested in using all the features of your “copier” aka multi-function device? Attend a 30 minute training session on Tues., Dec. 17 in Tyler House.

Attendees will learn how to:
–        Scan to email
–        Scan to thumb drive
–        Scan in color
… eliminate the need to fax, lower print costs!

Call ext. 1935 to book a training time.


Post Office 300 dpi




Effective Jan. 26, 2014 the United States Postal Service will increase prices on most classes of mail. Single-Piece First-Class Mail letters increase from 46 cents to 47 cents.

Get your forever stamps now at the UMW Post Office, before the price increases.

EagleOne Logo



During Winter break, our merchant partners will continue to accept EagleOne.

Use the link below to see our current list of merchant partners.


Please contact Business Services for information and assistance at x1576.

Happy Holidays !

Holiday sustainability




Brand Standards and Visual Identity Toolkit

The Office of University Relations has unveiled to the campus community the completed Brand Standards and Visual Identity Toolkit. This document replaces the Graphic Standards, which have been in use since 2004.

This toolkit has been developed over the course of many months, and it has been endorsed by President Hurley and approved by the Cabinet.

As you review the identity standards, please remember that first impressions occur in a multitude of formats. From print to electronic communications to online to social media, the manner by which we visually present the University of Mary Washington has a significant impact on how we are viewed by the public. As we communicate about the University, this publication will provide detailed guidelines for using our trademarked logos and other visual representations of the University.

This is a fluid document: changes should and will be made as situations dictate. In conjunction with release of these standards, President Hurley has appointed a Visual Identity and Brand Standards Committee, which will serve an oversight and compliance role. This committee will also consider any proposed changes to the standards. Current members include:

Anna Billingsley, chair
Erma Baker
Richard Finkelstein
Malcolm Holmes
Shelley Keith
Lou Martinette
AJ Newell
Clint Often
Anand Rao
Gregg Stull
Mark Thaden
Marty Wilder
Susan Worrell
Representative from Admissions
Representative from Student Activities
Student representative

By consistently following the guidelines outlined in the Toolkit, we can all help build a strong, unified image for the University of Mary Washington.

Should you have questions about the Brand Standards and Visual Identity Toolkit, contact Anna Billingsley, Associate Vice President for University Relations, at (504) 654-1686 or abilling@umw.edu; or AJ Newell, Director of Design Services and Brand Coordinator, at (540) 654-1934 or anewell@umw.edu.

The Brand Standards and Visual Identity Toolkit is a PDF file. You may download it here.

Erma Baker Named VP of National Organization

Erma Baker, assistant vice president for business services and chief purchasing officer, has been named vice president of the National Association of College Auxiliary Services-East  (NACAS-East).

NACAS, headquartered in Charlottesville, is the largest auxiliary services support organization serving higher education.  Established in 1969, NACAS is a nonprofit higher education association serving auxiliary services and student support services professional. The east region encompasses 13 states as well as Washington, D.C., Ontario, Quebec, Atlantic Provinces, Ireland and the United Kingdom.