Function activity model - External relations
Study of Records Lifecycle
Content
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Public Relations Management
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Media Relations Management
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HE Sector Relations Management
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Community Relations Management
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Alumni Relations Management
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Fundraising
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Publishing
Public Relations Management
The function of raising and maintaining the institution’s public profile, and of managing its relationships with groups or individual members of the public.
Public Relations Strategy Development
RRS8.1
The activities involved in developing and establishing the institution’s public relations strategy.
Public Relations Management Planning
RRS8.2
The activities involved in developing plans to implement the institution’s public relations strategy.
Public Relations Management Performance Management
RRS8.3
The activities involved in managing the institution’s performance against the plans for implementing its public relations strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Public Relations Management Policy Development
RRS8.4
The activities involved in developing and establishing the institution’s public relations management policies.
Public Relations Management Procedures Development
RRS8.5
The activities involved in developing the institution’s public relations management procedures.
Public Communication Management
RRS8.6
The activities involved in managing the institution’s communications with groups or individual members of the public.
Activities include: handling enquiries, suggestions and complaints from the public about the institution’s policies, activities or conduct, or the activities or conduct of its staff.
Public Relations Event Management
RRS8.7
The activities involved in organising public events and co-ordinating the institution’s input to, or participation in, events organised by others to enhance its public profile.
Public events include ceremonies, celebrations, exhibitions, open days, artistic performances and sporting events.
Activities include: representing the institution officially at events.
Corporate Identity & Brand Management
RRS8.8
The activities involved in managing the institution’s corporate identity and brand.
Activities include: designing the institution’s corporate identity marks (logos, etc); compiling and ensuring use of corporate style guides; determining official use of corporate identity marks and corporate style.
Sponsorship Management
RRS8.9
The activities involved in managing the institution’s corporate sponsorship of public events to enhance its public profile.
Public events include ceremonies, celebrations, exhibitions, open days, artistic performances and sporting events.
Donation Management
RRS8.10
The activities involved in managing:
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The institution’s relationship with donors of money, property or other items to the institution (other than in response to fundraising campaigns)
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The process of donating money, property or other items to third parties (other than in response to fundraising campaigns) and the institution’s ongoing relationship with the organisations or individuals concerned
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The process of donating money or other items to third parties in response to fundraising campaigns
For handling financial transactions associated with incoming or outgoing donations of money, use 28.7 Finance Management – Financial Accounting.
Honorary Award Management
RRS8.11
The activities involved in conferring honorary awards.
Activities include: co-ordinating the award of honorary awards; liaising with the recipients of honorary degrees; organising honorary award ceremonies.
For managing media coverage of honorary awards ceremonies, use 9.6 Media Relations Management – Media Communication Management.
Media Relations Management
The function of managing the institution’s relationships with the media.
Media Relations Strategy Development
RRS9.1
The activities involved in developing and establishing the institution’s media relations strategy.
Media Relations Management Planning
RRS9.2
The activities involved in developing plans to implement the institution’s media relations strategy.
Media Relations Management Performance Management
RRS9.3
The activities involved in managing the institution’s performance against the plans for implementing its media relations strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Media Relations Management Policy Development
RRS9.4
The activities involved in developing and establishing the institution’s media relations management policies.
Media Relations Management Procedures Development
RRS9.5
The activities involved in developing the institution’s media relations management procedures.
Media Communication Management
RRS9.6
The activities involved in managing the institution’s communications with the media.
Activities include: developing media contacts; organising media briefings; organising media interviews; writing and issuing press releases; handling media enquiries.
HE Sector Relations Management
The function of managing the institution’s relationships with other HE institutions, other educational institutions, professional associations and learned bodies in the HE sector.
Activities include: establishing and maintaining membership of professional associations, learned bodies and other organisations; participating in the activities of these organisations; liaising and collaborating with other institutions on projects of mutual interest.
HE Sector Relations Strategy Development
RRS10.1
The activities involved in developing and establishing the institution’s HE sector relations strategy.
HE Sector Relations Management Planning
RRS10.2
The activities involved in developing plans to implement the institution’s HE sector relations strategy.
HE Sector Relations Management Performance Management
RRS10.3
The activities involved in managing the institution’s performance against the plans for implementing its HE sector relations strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
HE Sector Relations Management Policy Development
RRS10.4
The activities involved in developing and establishing the institution’s HE sector relations management policies.
HE Sector Relations Management Procedures Development
RRS10.5
The activities involved in developing the institution’s HE sector relations management procedures.
HE Sector Communication Management
RRS10.6
The activities involved in managing the institution’s general communications with other HE institutions, other educational institutions, professional associations and learned bodies working in the HE sector.
Activities include: making and handling general enquiries; producing newsletters, briefing papers and other publications intended for an audience within the HE sector; contributing to publications produced by others.
HE Sector Relations Event Management
RRS10.7
The activities involved in organising or hosting events for other institutions and other organisations in the HE sector, and participating in events organised by others.
Events include conferences, seminars and training events.
Activities include: representing the institution officially at events.
HE Sector Organisations Membership Administration
RRS10.8
The activities involved in establishing and maintaining corporate or individual membership of professional associations and other organisations in the HE sector, and representing the institution in the work of these organisations.
Activities include: representing the institution on committees; co-ordinating the organisation’s response to consultations undertaken by these organisations.
Community Relations Management
The function of establishing, maintaining and fostering the institution’s relationship with its local community.
Local community covers local government, charities, businesses and other organisations.
For formal dialogue with the local community through the institution’s court or other representative body, use the appropriate section of 16 Governance.
Community Relations Strategy Development
RRS11.1
The activities involved in developing and establishing the institution’s community relations strategy.
Community Relations Management Planning
RRS11.2
The activities involved in developing plans to implement the institution’s community relations strategy.
Community Relations Management Performance Management
RRS11.3
The activities involved in managing the institution’s performance against the plans for implementing its community relations strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Community Relations Management Policy Development
RRS11.4
The activities involved in developing and establishing the institution’s community relations management policies.
Community Relations Management Procedures Development
RRS11.5
The activities involved in developing the institution’s community relations management procedures.
Community Communication Management
RRS11.6
The activities involved in managing the institution’s communications with its local community.
Activities include: conducting surveys and consultations; handling enquiries, suggestions and complaints from members of the local community about the institution’s policies, activities or conduct in the community, or its impact on the community.
Community Relations Event Management
RRS11.7
The activities involved in organising or hosting events specifically for the local community, and participating in community events.
Alumni Relations Management
The function of maintaining and fostering the institution’s relationship with its former alumni.
For dealing with individual former students (e.g. for confirmation of awards), use the appropriate section of 3 Student Administration.
For fundraising activities targeted at alumni, use the appropriate section of 13 Fundraising.
Alumni Relations Strategy Development
RRS12.1
The activities involved in developing and establishing the institution’s strategy for maintaining and fostering its relationship with its alumni.
Alumni Relations Management Planning
RRS12.2
The activities involved in developing plans to implement the institution’s alumni relations strategy.
Alumni Relations Management Performance Management
RRS12.3
The activities involved in managing the institution’s performance against the plans for implementing its alumni relations strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Alumni Relations Management Policy Development
RRS12.4
The activities involved in developing and establishing the institution’s alumni relations management policies.
Alumni Relations Management Procedures Development
RRS12.5
The activities involved in developing the institution’s alumni relations management procedures.
Alumni Data Administration
RRS12.6
The activities involved in managing personal and other data on alumni which are held by the institution for the purpose of maintaining its relationship with its alumni.
Alumni Communication Management
RRS12.7
The activities involved in managing the institution’s communications with its alumni.
Activities include: planning and issuing communications to alumni, both one-off (e.g. notices of new alumni benefits or services) and regular (e.g. magazines); conducting surveys of alumni.
Alumni Relations Event Management
RRS12.8
The activities involved in supporting and organising official events for alumni.
Alumni Support
RRS12.9
The activities involved in providing support to alumni, both individually and through alumni associations.
Activities include: providing financial and other support to alumni associations; brokering contact with/between alumni.
Fundraising
The function of raising revenue additional to that provided by the main funding bodies, to support and develop the institution’s estate, activities and operations.
Fundraising Strategy Development
RRS13.1
The activities involved in developing and establishing the institution’s fundraising strategy.
Fundraising Planning
RRS13.2
The activities involved in developing plans to implement the institution’s fundraising strategy.
Fundraising Performance Management
RRS13.3
The activities involved in managing the institution’s performance against the plans for implementing its fundraising strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Fundraising Policy Development
RRS13.4
The activities involved in developing and establishing the institution’s fundraising policies.
Fundraising Procedures Development
RRS13.5
The activities involved in developing the institution’s fundraising procedures.
Fundraising Campaign Management
RRS13.6
The activities involved in designing, conducting and reviewing the effectiveness of fundraising campaigns.
For commissioning/purchasing campaign support materials, use the appropriate section of 35 Procurement.
For handling incoming funds, use 28.7 Finance Management – Financial Accounting.
Publishing
The function of producing publications for distribution internally or externally.
Publications include material published in any medium and format.
Publishing Strategy Development
RRS14.1
The activities involved in developing and establishing the institution’s publishing strategy.
Publishing Planning
RRS14.2
The activities involved in formulating plans to implement the institution’s publishing strategy.
Publishing Performance Management
RRS14.3
The activities involved in monitoring the institution’s performance against the plans for implementing its publishing strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Publishing Policy Development
RRS14.4
The activities involved in developing and establishing the institution’s publishing policies.
Publishing Procedures Development
RRS14.5
The activities involved in developing the institution’s publishing procedures.
Publication Management
RRS14.6
The activities involved in managing the design, production and distribution of individual publications.
Activities include: designing publications; commissioning, writing and editing content for publications; ensuring compliance with institutional, industry and legal requirements for publications; liaising with specialist staff on the production of publications; liaising with specialist staff on the marketing of publications; distributing publications; authorising disposal of surplus or redundant stocks of publications.
For procurement of external services for the design or production of publications, use the appropriate section of 35 Procurement.
For storage and management of stocks of publications, use the appropriate section of 33 Equipment & Consumables Management.
For retailing of publications, use 7 Retail Trading Management.
For handling payments for publications, use 28.7 Finance Management – Financial Accounting.