Communication platform for the University of Bergen

Transcription

1 Overview: Objectives fr the University f Bergen's cmmunicatin and public relatins Principles and values fr cmmunicatin and public relatins at the University f Bergen (UiB) Respnsibility fr cmmunicatin at UiB and rles Target grups and channels fr UiB's cmmunicatin and public relatins Objectives and channels fr UiB's internal cmmunicatin UiB's cmmunicatin during emergencies Cmmunicatin platfrm fr the University f Bergen The purpse f the cmmunicatin platfrm is t guarantee cnsistency and cntext, and t shw which principles prvide a fundatin fr the wrk with cmmunicatin and public relatins. The platfrm will help the university achieve the main bjectives in the Strategy : Fr research: t have and prmte basic research f the highest quality acrss the university s academic disciplines. Fr dctral prgrammes: t have and prmte dctral prgrammes f the highest quality, with clse links t research in the academic envirnments Fr educatin: t ffer internatinally recgnised research-based educatin f the highest academic quality, with an emphasis n grwth, critical reflectin and ethical awareness. Fr scial dialgue: t prmte insight int academic thinking, methds and results in rder t strengthen a free, critical and pen public debate and knwledge-based scial develpment. The University f Bergen wants t have a high level f expertise, gd interactin between academic, administrative and technical staff, and efficient wrking practices in rder t achieve the university s cmmn gals. Objectives fr the University f Bergen's cmmunicatin and public relatins 1. T strengthen the public debate and knwledge-based scial develpment thrugh gd cmmunicatin and dialgue in sciety. 2. T increase the understanding f UiB's rle in sciety, and the university's academic freedm and autnmy. 3. T maintain UiB's gd reputatin. 4. T prmte UiB's pririty areas. 5. T shw the range f the research and research-based educatin at UiB. 6. T effectively cmmunicate research results, innvatin and artistic endeavurs at UiB. 7. T ffer gd infrmatin t prspective students. 8. T cmmunicate the cmpetence f ur candidates after they have cmpleted their studies. 9. T have a gd dialgue between UiB and the municipality it is based in, the reginal and central authrities, the media, and current and ptential partners. 10. T have gd, effective internal cmmunicatin and t build gd internal channels. 11. T ensure that cmmunicatin, disseminatin and public relatins are a natural part f the wrk f all emplyees. 12. T ensure that cmmunicatin during emergencies is prvided quickly and is fact-based.

2 Principles and values fr cmmunicatin and public relatins The University's cmmunicatin and public relatins wrk will be pen and welcming clear and available knwledge-based and insightful tailred t the target grups The principles are based n the Central Gvernment Cmmunicatin Plicy. Openness: Participatin: The cmmunicatin will be pen, clear and available. The university will cntribute t and participate in an pen and enlightened public debate thrugh gd disseminatin f research and knwledge. Our language will be clear and cncise, we will be welcming, and we will ffer gd service. We will cnsult students, emplyees, alumni and ther target grups when planning services and schemes, including by using established meeting places and scial media. Reach everyne: We will ensure that all relevant infrmatin reaches and is adapted t ur target grups. The cmmunicatin wrk will be based n the principles f universal design. Active: Cnsistency: Line: We will make imprtant infrmatin available. We will prvide gd infrmatin abut rights, bligatins and pprtunities actively and in a timely manner. We will fcus n expanded public disclsure and gd relatins with the media. The cmmunicatin will be cnsidered cnsistent and crdinated. The wrk will be perfrmed accrding t the line principle. This means that the persn respnsible fr cmmunicatin will be the persn respnsible fr a case. All cmmunicatin and infrmatin will be prfessinal, financiallysund and ethically justified. In additin: Expanded public disclsure: The Freedm f Infrmatin Act establishes the inhabitants' right t access. Openness and expanded public disclsure is a guiding principle at UiB. Infrmatin shuld nly be shielded when strictly necessary. Respnsibility fr cmmunicatin at UiB and rles The University leadership, represented by the Rectr, has verall respnsibility fr all activities at UiB, als internal and external cmmunicatin, public relatins and cmmunicatin abut emergencies. Management f faculties, departments, centres, the central administratin and ther units are respnsible fr the units' internal and external cmmunicatin. With bth management and emplyees, it is the persn respnsible fr a case wh is respnsible fr cmmunicatin.

3 Internal and external infrmatin will be integrated in the planning and executin f all activities. The Cmmunicatin Divisin is respnsible fr cmmunicatin and public relatins at UiB. The Divisin will systematically wrk t ensure that UiB's message is clear t the public. The Divisin will advise the leadership, the academic cmmunities and the central administratin n cmmunicatin and public relatins. The Divisin will play an active rle in ensuring that cmmunicatin frm the university is gd. The Cmmunicatin Divisin (tgether with the IT department) will ensure that UiB has gd channels and tls fr internal and external cmmunicatin with the priritised target grups. The Divisin will supprt the University's units in their wrk with cmmunicatin and public relatins thrugh curses and training, supervisin and guidance. The Divisin plays a key rle in the cmmunicatin wrk assciated with emergencies. The Cmmunicatin Divisin als prduces material and perfrms services related t editrial cntent, cntact with the media, the Internet, the graphic design and prfile, and events. The academic and administrative units at the University will prvide the Cmmunicatin Divisin with the infrmatin required fr cntact with the media and ther cmmunicatin measures. Researchers are respnsible fr cmmunicating their research and disseminating new research in the field. All emplyees are respnsible fr mnitring infrmatin prvided thrugh fficial channels at UiB, and knwledge and infrmatin must be shared with clleagues and students. Target grups The cmmunicatin and public relatins wrk will be based n analyses f the infrmatin required by the different target grups and the channels that are best suited t reaching the different target grups. This will apply t every unit, frm the leadership, via the central administratin, t the academic units (faculties, departments and centres). UiB will seek t crdinate the cmmunicatin and public relatins wrk between every unit at the university. UiB will use new channels t reach ur target grups mre effectively. Key target grups: Peple wh are affected by UiB's activities directly and every day (students and emplyees) Students and emplyees UiB wants t recruit t the University Natinal and internatinal decisin-makers Current and ptential public and private sectr partners Recruitment prfessinals The media

4 Channels Languages The main language at UiB is Nrwegian Nynrsk and Bkmål. English is the primary freign language. UiB strives t maintain a gd balance between infrmatin in the tw frms f Nrwegian, and t prvide updated, accurate infrmatin in English. Electrnic channels The University f Bergen's website ( and cmmunicatin are the primary electrnic channels f cmmunicatin. All f the targets grups must be able t easily find the infrmatin they want n ur website and when cntacting ur emplyees. UiB's use f scial media t reach different target grups is n the rise, particularly in relatin t prspective students and alumni. UiB has a dedicated alumni prtal. It cntacts the target grup thrugh infrmatin n the prtal and thrugh mnthly newsletters. Printed infrmatin UiB uses different types f printed matter t reach different target grups. UiB als publishes a dedicated research magazine, Hubr, as well as The UiB Magazine, which are sent t subscribers and key peple in different target grups. Graphic prfile UiB has a graphic prfile ( that will ensure that the University f Bergen presents itself t the utside wrld in a cnsistent and recgnisable manner. The prfile will be applied t all material that cntains infrmatin that is frmally prvided by the University f Bergen. The media The media is an imprtant target grup and channel f cmmunicatin because it reaches very many peple natinally and internatinally. UiB will have a practive and apprpriate relatinship with editrial staff and will respnd t questins frm the media. All branches f the media will have the same right t inspectin, and be met with respect and bligingness. Meeting places Physical meeting places are imprtant in terms f cmmunicatin and relatins with different target grups. The key t gd public relatins is that UiB is present at events rganised by ther actrs, visits and cnducts meetings with decisin-makers (the municipality it is based in and the central authrities), and current and ptential partners. UiB will be pen, and welcme different target grups by creating meeting places at and hsted by the university. UiB currently has the fllwing meeting places: University Museum f Bergen: The museum cnsists f the exhibitins at the Cultural Histry Cllectins, the Natural Histry Cllectins, the Museum Garden, and the Arbretum and Btanical Garden in Milde. Target grup: the general public. Natinal Science Week is an annual natinal festival where all types f research and knwledge-based institutins are invited t present their wrk t the general public in new and engaging ways. UiB sends many resurces t the Natinal Science Week in Bergen. Target grup: children, upper secndary schl pupils, the media and the general public.

5 The Christie Cnference is an annual ne-day cnference where UiB invites actrs frm academia and the public and private sectrs t discuss intersectral tpics and issues. Target grup: decisin-makers and key resurces in public and private enterprises. Alumni Days is a UiB alumni event. Alumni are invited back t their university and department fr academic input and scialising. Target grup: alumni. Open days and meetings/seminars rganised by the faculties and departments. In-huse cmmunicatin at UiB: Objectives and channels UiB will maintain a culture f penness, dialgue and infrmatin exchange acrss disciplines and departments. This will prvide a better fundatin n which UiB may achieve its general gals, and guarantee the institutin's cnsistency. A gd guideline is t present infrmatin internally befre presenting infrmatin externally, because gd internal infrmatin als prvides a basis fr gd external cmmunicatin. Dedicated actin plans will be drawn up fr internal cmmunicatin in cnnectin with change prcesses r ther majr prjects. Verbal cntact and dialgue is the mst effective channel fr internal cmmunicatin. Persnal meetings, cmbined with written infrmatin, will therefre be a priritised infrmatin channel. UiB will have gd digital channels fr infrmatin exchange thrughut the rganisatin. The emplyee pages are the primary channel fr internal infrmatin. The pages will prvide basic infrmatin fr all emplyees, and supprt the everyday wrk. They will prvide knwledge f the institutin, cntribute knwledge and tls fr the wrk, and cntain dcumentatin f each persn's situatin at wrk. and newsletters are supplementary infrmatin channels when the emplyee pages are nt suitable r d nt cntain functinality that cvers lcal needs. UiB's independent newspaper, På Høyden, is als an imprtant infrmatin channel fr emplyees. Priritised channels fr internal cmmunicatin with students at UiB are My Space and My Space is a system fr infrmatin and academic supprt at UiB. Infrmatin is cmmunicated here in the frm f messages r calendar listings fr grups at different levels, frm the curse level t every student at the university. There is als a search functin fr less critical matters. is als used t cmmunicate with students in special cases. Dedicated emergency preparedness plans address cmmunicatin and ntificatin in the event f dmestic and internatinal emergencies and undesirable incidents.

6 UiB's cmmunicatin during emergencies The University f Bergen has a dedicated actin plan fr cmmunicatin during emergencies that springs frm the university's central emergency preparedness plan. Peple wh are directly affected by an emergency must feel that UiB takes them seriusly and adapts its cmmunicatin t their needs. We will strive fr direct cmmunicatin with the actrs invlved. Infrmatin frm UiB will be given quickly, be crrect, and be clear. Our cmmunicatin will lead t the actrs affected, wn emplyees, the media and the general public receiving the mst crrect and up-t-date picture f the events and hw UiB handles the situatin. Cmmunicatin is an imprtant tl in rder t reduce harm in the event f an emergency. The Cmmunicatins Directr is a member f UiB's emergency preparedness management team, which will crdinate all relevant cmmunicatin wrk. The media will view UiB as an available and relevant surce f infrmatin, and view us as an institutin that cperates with jurnalists as much as pssible during an emergency. Margareth Barndn, Divisin Head / Senir Adviser and Berit Øxnevad-Gundersen, Principal Officer, Cmmunicatin Divisin