The document proposes consolidating the Outreach and Communications Departments into a new Department of Public Relations to increase efficiency. It recommends appointing a Style Guide Manager to publish branding guidelines. It outlines revisions to the UPUA constitution and bylaws to establish the new department structure, dividing it into Offices of Communications and Outreach with distinct responsibilities. The revisions were unanimously approved.

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