Regulations of the Public Relations and Marketing Department

Article 1. General Provisions

1. This regulation defines the tasks, functions, structure, authority, accountability, and regulates other issues related to the activities of the Department of Public Relations and Marketing (hereinafter – the Department) of the LEPL Georgian State University of Sport (hereinafter – the University).
2. The Department is a structural unit of the University, which, in its activities, is guided by the legislation of Georgia, the legal acts of the University, and the present regulation.
3. The Department, within its competence, is accountable to the Rector and the Head of Administration of the University and fulfills the duties provided for by the regulation.
   

Article 2. Scope of Activities and Functions of the Department

1. The scope and functions of the Department’s activities are:
   • Better informing the public about the University’s activities and raising the University’s image/awareness both regionally and internationally.
   • Managing the University’s public relations activities within its authority.
   • Informing the public about implemented, ongoing, or planned news, programs, and projects of the University.
   • Coordinating the University’s relations, within its competence, with various institutions, public and private legal entities, and international and non-governmental organizations.
   • Collecting, selecting, and analyzing information about the processes related to the University’s activities and preparing it for dissemination through mass media.
   • Creating and printing information bulletins/reports about the University’s activities and achievements on a pre-defined periodic basis.
   • Preparing a digest as needed based on monitoring periodic publications, internet publications, and television stories about the University.
   • Organizing press conferences and briefings.
   • Planning, managing, and monitoring communication campaigns and projects.
   • Selecting communication channels and working on a media plan.
   • Managing the University’s communication channels – website and other social media.
   • Organizing and conducting sports and other activities within its competence.
   • Ensuring the operation of the University’s telephone hotline.
   • Fulfilling specific assignments of the University’s Rector and Head of Administration regarding the Department’s activities.
2. When performing the functions assigned to it, the Department is authorized to:
   • Keep statistics and analyze the Department’s activities in accordance with the procedure established by law.
   • Establish business relations with similar services of Georgian and foreign higher education institutions.
   • Exercise other powers for the purpose of fulfilling the functions and tasks assigned within the framework established by the current legislation.
3. The Department is responsible for:
   • The fulfillment of the functions and tasks defined by this regulation.
   • The care and maintenance of the material resources at the Department’s disposal.

Article 3. Structure and Leadership

1. The Department is headed by the Head of the Department. The structure of the Department includes the services of the Department.
2. The Head of the Department is appointed and dismissed by the Head of Administration in agreement with the Rector.
3. The heads and employees of the Department’s services are appointed and dismissed by the University’s Head of Administration upon the recommendation of the Head of the Department.
4. In the temporary absence of the Head of the Department (leave, business trip, illness, temporary absence for more than 2 days), as well as on the instruction of the Head of the Department, their duties are performed by the Deputy Head of the Department or a person designated by the Head of the Department.
5. The structural units of the Department are:
   • Public Relations Service;
   • Marketing and Communications Service.
6. The positions defined for the Department in the University’s staff schedule are: Head of Department; Deputy Head of Department; Head of Public Relations Service; Head of Marketing and Communications Service; Lead Specialist; Chief Specialist; Senior Specialist; and Specialist for both the Public Relations Service and the Marketing and Communications Service.

Article 4. Head of the Department

1. The Head of the Department is responsible for the fulfillment of the functions assigned to the Department by the present regulation and is accountable to the Rector and the Head of Administration.
2. The Head of the Department:
   • Manages and directs the activities of the Department.
   • Represents and is responsible for the fulfillment of the Department’s rights and obligations within its competence.
   • Distributes duties among the Department’s services, giving them instructions and assignments.
   • Submits candidates to the Head of Administration for vacant positions in the Department.
   • Controls the proper fulfillment of official duties by the Department’s employees.
   • Coordinates the service’s relationship with other structural units of the University.
   • Plans the main work of public and media relations.
   • Reviews the reports on the work performed by the Department’s members.
   • Submits a report to the Head of Administration or the Rector on the activities carried out by the Department.
   • Intervenes regarding the allocation of funds necessary for the purchase/updating of material and technical means for the Department.
   • Submits proposals to the University’s Head of Administration regarding the Department’s staffing, work organization, employee incentives, and the imposition of disciplinary responsibility.
   • Intervenes regarding the professional development and retraining of the Department’s employees.
   • Exercises other powers defined by this regulation, the University’s legal acts, and Georgian legislation.
   • Vises letters, projects of individual administrative-legal acts, and other documents prepared in connection with issues falling within the service’s competence.
   • Controls the implementation of the annual plan of the Department and its structural units and performs an annual evaluation of subordinate persons; also, based on the evaluation, prepares appropriate proposals for the Rector and the Head of Administration.

Article 5. Public Relations Service

1. The functions and duties of the Public Relations Service are:
   • Participating in the development of short-term and long-term public relations strategies.
   • Coordinating the University’s relations with various state institutions, public and private legal entities, and international and non-governmental organizations within its competence.
   • Collecting, selecting, analyzing, and preparing information about the processes related to the University’s activities for dissemination through mass media.
   • Preparing a weekly PR plan.
   • Organizing press conferences and briefings.
   • Organizing planned events and ensuring their coverage.
   • Together with the Head of the Department, determining the content, actors, and speakers of events.
   • Working closely with journalists.
   • Providing video/photo materials of the event to television stations.
   • Monitoring the coverage of information distributed in the media.
   • Working closely with other structural units of the University to align PR plans.
   • Daily updating and managing the University’s website.
   • Managing and monitoring the University’s social media.
   • Promptly preparing answers to questions received through social networks.
   • Collecting frequently asked questions on social networks and providing answers for the hotline.

Article 6. Head of the Public Relations Service

1. The service consists of: the Head of the Service, Lead Specialists, Chief Specialists, Senior Specialists, and Specialists. The rights, obligations, and functions of the Head of the Service and Specialists are defined by labor contracts and job descriptions.
2. The Head of the Service:
   • Manages and directs the activities of the service.
   • Distributes functions among the service’s employees, giving them instructions and assignments.
   • Controls the fulfillment of the duties assigned to the service’s employees.
   • Ensures the review/response to correspondence received on issues falling within the service’s competence.
   • Vises letters, projects of individual administrative-legal acts, and other documents prepared in connection with issues falling within the service’s competence.
   • Upon request, submits a report to the Head of the Department on the work carried out by the service.
   • Fulfils specific assignments of the Head of the Department.
   • Exercises other rights and obligations defined by legislation and this regulation.

Article 7. Marketing and Communications Service

1. The service consists of: the Head of the Service, Lead Specialists, Chief Specialists, Senior Specialists, and Specialists. The rights, obligations, and functions of the Head of the Service and Specialists are defined by labor contracts and job descriptions.
2. The functions and duties of the Marketing and Communications Service are:
   • Participating in the development of short-term and long-term public relations strategies.
   • Planning, managing, and monitoring communication campaigns and projects.
   • Working with the press center to select communication channels and work on a media plan.
   • Planning and managing PR projects.
   • Ordering and distributing printed and photographic materials.
   • Selecting/purchasing necessary products for visiting guests and other planned events at the University.
   • Creating and printing information bulletins/reports on the University’s activities and achievements on a pre-defined periodic basis.
   • Developing messages and texts for relevant web banners and Facebook banners and creating banners in collaboration with a designer.
   • Creating designs for certificates and greeting cards.
   • Promoting the University’s faculties and their activities, as well as academic staff and successful students.

Article 8. Head of the Marketing and Communications Service

1. The Head of the Service:
   • Manages and directs the activities of the service.
   • Distributes functions among the service’s employees, giving them instructions and assignments.
   • Controls the fulfillment of the duties assigned to the service’s employees.
   • Ensures the review/response to correspondence received on issues falling within the service’s competence.
   • Vises letters, projects of individual administrative-legal acts, and other documents prepared in connection with issues falling within the service’s competence.
   • Upon request, submits a report to the Head of the Department on the work carried out by the service.
   • Fulfills specific assignments of the Head of the Department.
   • Exercises other rights and obligations defined by legislation and this regulation.

Article 9. Provision and Dissemination of Information by the Department of Public Relations and Marketing

1. All materials used to disseminate information about the University outside the University, which affect the University’s image and the perception of its name, constitute the University’s image materials, the procedures for the preparation and dissemination of which are defined by this rule.
2. The University’s image materials include:
   • Press releases, announcements, booklets, posters, and souvenir materials intended to improve the University’s name and its recognition.
   • Scientific publications, books, textbooks, and educational literature.
   • Materials published in the media on behalf of the University’s staff, interviews given to television and radio, and expert comments.
3. Press releases, announcements, booklets, posters, and souvenir materials intended to improve the University’s name and its recognition are prepared by the Department of Public Relations.
4. The request of a University structural unit for the production of souvenir and image products must be sent to the Public Relations Department. The request for the production of souvenir and image products must be accompanied by the information and visual materials that are to be placed on the product. The design of the products is developed by the team of the University’s Public Relations Department.
5. Before the publication of scientific literature or a publication by a member of the University’s staff, the author must provide information about the publication to the Department two weeks in advance. The information must include the title, volume, circulation, and a brief description of the content of the scientific literature or publication.
6. The design of the cover of the scientific literature or publication must be agreed upon with the Head of the Department, who confirms the cover project with a visé.
7. If the media presentation of a University staff member concerns the University, the staff member must verify the factual information with the Department.
8. In case of disseminating information about the University or its structural unit on the Internet (Facebook, YouTube, etc.), this information must be provided to the Department before its publication.
9. Any event or meeting planned at the University must be agreed upon with the Department in advance.

Article 10. Reorganization and Liquidation of the Department

The reorganization and liquidation of the Department are carried out in accordance with the procedure established by the legislation of Georgia.

Article 11. Procedure for Making Amendments and Additions to the Regulation

Amendments and additions to the Department’s regulation are made in accordance with the procedure established by law.

See more