1.16

1. THE UNIVERSITY PARK UNDERGRADUATE ASSOCIATION
The Pennsylvania State University
16th Assembly
2021 – 2022 Session
Policy #01-16
April 28, 2021
Be it decided by the Assembly of Student Representatives,
having been brought to the floor by the Committee on Steering,
a
POLICY
Creation of the Department for Public Relations
Nature of the Situation:
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The Outreach and Communication Departments have been separate entities since the
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establishment of the Justice and Equity Committee at the beginning of the 15th
Assembly. While
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these separate entities accomplished their stated goals, their roles often overlap.
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In an effort to consolidate efficacy and direction of the two departments, and to codify an
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overarching system for both departments, it is the goal of the Boas-Rodriguez Administration to
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be able to establish a formalized structure for Communications and Outreach. A system that
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specifically directs Outreach to focus on external communications and directs Communications
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to focus on internal work order. With the advice from former leadership of the committees plus
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the vision for the executive branch of the Boas-Rodriguez Administration in mind, the following
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changes are recommended:
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Recommended Course of Action:
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It is recommended to establish the Department of Public Relations, which will contain both the
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offices of Outreach and Communications. While this reorganization will not remove any
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responsibilities, it will restructure the way that the work is divided, managed, and separated. This
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will increase efficiency of both departments and redistribute responsibilities so that each director
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and committee member has a clear, sufficient work statement.
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2. Furthermore, we strongly suggest the Department of Public Relations appoint a Style Guide
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Manager to publish a UPUA Style Guide detailing how to brand various types of official
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communication media and providing templates for such purposes.
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The revisions to the constitution are highlighted below:
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Remove §6.3.7 Department of Communications.
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Remove §6.3.9 Department of Outreach.
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Add:
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§6.3.7 The Department of Public Relations shall be a permanent Subsidiary of the
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Executive Branch. The Department, with its various Directors, shall be divided into two
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distinct sub-departments:
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cl. i The Office of Communications shall be a sub-group of the Public
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Relations Department, reporting to the Executive Director of Public Relations.
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pt. a This Office shall be led by a Director of Communications.
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1. This Director shall be granted the same responsibilities and
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rights of Executive Directors.
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pt. b Maintain the UPUA’s various social media accounts, website, and
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all other online and/or digital presences.
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1. This includes the maintenance of the UPUA Legislative
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Docket on the UPUA website in conjunction with the Committee on
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Governmental Affairs.
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pt. d Establish and maintain a working relationship with all relevant
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media sources and outlets, serving as the primary contact to these
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organizations from the UPUA.
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pt. e Assist, upon request, any Subsidiary of any Branch in the creation
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of marketing and advertising materials for the UPUA and its programs, or
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general public relations guidance and advice.
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pt. f Including but not limited to the creation of custom graphics,
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authoring of press releases, securing advertisements and signage.
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cl. ii The Office of Outreach shall be a sub-group of Public Relations
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Department, reporting to the Executive Director of Public Relations
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pt. a This Office shall be led by a Director of Outreach.
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1. This Director shall be granted the same responsibilities and
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rights of Executive Directors.
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3. pt. b Develop and establish the UPUA’s relationships with various
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subsidiaries and stakeholders that encompass the University Park
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Undergraduate Student Body.
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pt. c Oversee the process of the creation of new affiliates from
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organizations with which to engage with the UPUA.
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pt. d Host various events to publicly engage with the University Park
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Undergraduate Student Body.
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pt. e Oversee all outreach efforts and maintain a list of organizations
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and contacts which may be useful for UPUA collaborative projects in
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the future.
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pt. f Release a monthly newsletter, in conjunction with the
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Department of Communications, showcasing the UPUA’s work to and
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inviting interest from the greater University Park Undergraduate
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Student Body.
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Adjust section numbers accordingly within the constitution.
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[See Appendix A]
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The revisions to the bylaws are highlighted below:
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Change:
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§1.2.7 (…)
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cl. vii Affiliates shall, unless with a reasonable excuse, attend meetings under the
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Department of Outreach Public Relations and maintain contact with the
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Executive Director of Outreach.
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§4.3.5 Justice and Equity
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cl. iii Retain the Executive Director of Outreach as a non-voting member of the
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committee.
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§4.3.6 Steering
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cl. iv Be composed of all Standing CORE Committee Chairs.
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pt. a The President, Vice-President, Secretary, Executive Director of
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Communications, Executive Director of Outreach Public Relations, Chief
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of Staff, and Chief Justice shall be considered non-voting members with
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floor privileges.
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[See Appendix B]
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4. Respectfully submitted,
Sydney Gibbard
College of Engineering
Speaker of the Assembly
Samantha Browne
At-Large Representative
Chair of Student Life
Steering Vote: 5/0/0
Assembly Vote: 38/0/0
Speaker of the Assembly ________________________________________________
President of the Student Body ________________________________________________
The University Park Undergraduate Association
Erin E Boas