XII. OFFICE OF UNIVERSITY RELATIONS The mission of this Office is to promote and enhance the University's image both internally and among the public. This office advises faculties and offices on public relations activities and press relations; provides assistance in the arrangements of major University events and official ceremonies; and assists in arranging visits and accommodations for alumni and University guests. The two offices within University Relations execute separate functions but are organizationally integrated to maximize the interrelatedness of information, public relations, alumni affairs and development. 1. Publications and Electronic Communication The Office is responsible for the production of a regular programme of publications as well as publications commemorating or celebrating special occasions to strengthen internal and external communications as well as to maintain and update an electronic communication channel for the University community: a. The Annual Report gives an overall account of the accomplishments and developments of the University during each academic year. It contains the President & Vice- Chancellor’s message, reviews of the University academic and campus development, students’ activities and important statistical information. Readership extends from University staff to Court and Council members, donors, potential donors, government departments, other educational institutions, the media and the community at large. b. The Baptist Fax is a campus newspaper in Chinese which serves as an established channel for the University community to share its plans, thoughts and news, and provides practical and interesting information to staff, students and alumni. It is jointly prepared by the University Relations, the Office of the President & Vice- Chancellor and the Student Affairs Office. Members of the Editorial Board, comprising professionals from the School of Communication, Student Affairs Office, Office of the President & Vice-Chancellor, Academic Registry and University Relations, are appointed by the President & Vice-Chancellor. The Editorial Board is chaired by the Director of University Relations. c. The New Horizons is a publication which reflects the determination of the University to head for new horizons in further strengthening its commitment to higher education in Hong Kong. This bilingual publication is issued two to three times a year and covers important University events and news, profiles of staff and special features on departments and offices. Members of the Editorial Board are appointed by the President & Vice-Chancellor, comprising the Academic Vice-President, the Vice-President (Research and Support Services) and professionals from the Department of Journalism, the Department of Chinese Language and Literature and the Office of University Relations. d. The Alumni Newsbrief is a newsletter published for the alumni of the University, providing them with the latest University news which are of particular relevance to them. These include news on alumni associations, alumni gatherings, benefits offered by the University to alumni in using campus facilities, acknowledgements to alumni for donations towards University fundraising projects and other news of interest to alumni. Three issues of the newsletter are published annually. e. The Newsette is an internal English newsletter keeping all staff members informed of up-to-date University news including events, activities, appointments, major student activities and staff activities, news and publications. It is published weekly except for long holidays and the summer vacation. The Newsette is also placed onto the gopher on Monday morning for colleagues' easy access. f. The Announcements and Events is an electronic platform for the posting of new announcements and events of the various departments and offices within the University. It is placed in the University Web site. The platform gives an overview of recent, present and upcoming announcements and events of the University. 2. Alumni Affairs and Development Office a. Alumni Affairs - To cultivate a supportive and mutually beneficial relationship with the alumni, the office develops and maintains an updated and comprehensive database of alumni so as to keep alumni informed of the latest University news through regular correspondence and publications. A strong linkage with local and overseas alumni associations and chapters including the Century Club is fostered. Close communication with individual alumni or alumni groups is maintained through emails, letters and participation in alumni meetings. The office plans and organizes alumni gatherings, reunions and visits in co-ordination with alumni associations. The office also provides support to the formation of new alumni associations. b. Fund-raising - The office develops and implements plans and projects for gift solicitation among alumni and other prospective donors. An updated database of donors is maintained to enhance the cultivation and development of effective relations with donors/potential donors through correspondences, newsletters, arrangement of guest visits and acknowledgement of donations. The office also compiles reports on fund-raising activities for submission to the University Court, assists in coordinating the development of proposals for financial assistance and fundraising related matters, prepare promotional materials for University development projects as needed. 3. Information and Public Relations Office a. Media Relations - This office acts as the University's initial and official contact with the mass media. It liaises with the media to increase visibility for the developments of the University by issuing press releases, organising press conferences/briefings/tours, arranging press interviews, handling media enquiries, issuing a monthly diary of events, maintaining a press clipping filing system and producing informative materials for both the local and overseas media. b. Publicity and Promotions - Publicity materials for university-wide purposes are produced for distributions to University visitors, donors, the media and the public. The office also provides assistance to the Director of University Relations to coordinate the University's participation in territory-wide exhibitions. Collaborations with universities in China have been established to introduce Hong Kong Baptist University to the public on the mainland. .