Guidelines for the Content, Format, and Production of University Business Cards and Standard Stationery

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CITY UNIVERSITY OF HONG KONG

Guidelines for the Content, Format, and Production of
University Business Cards and Standard Stationery

January 2011
Updated in April 2019

The following are the definitions of the terms used in these guidelines.

"University Business Card"            means a business card that bears the logo and/or name of the City University of Hong Kong

"Standard Stationery"                        means a letterhead, compliment slip, envelope, etc. that bears the logo and/or name of the City University of Hong Kong

Eligible Users of University Business Card and other Standard Stationery

1. The Logo and Name of the University together with its abbreviation CityU are registered trademarks in Hong Kong and the Mainland and are protected by law. The University authorises the following categories of persons to use the University Business Card and other Standard Stationery:
   1. Staff members of the University who have obtained the approval of their respective department heads. 
      Since staff of the Community College of City University (CCCU), all CityU subsidiaries and associated companies are not staff of the University, their business cards and stationery shall not bear the University logo.
   2.  Members of the Council of the University.
   3.  Members of the Court of the University.
   4.  Office-bearers of the Convocation of the University.

Any other person who does not fall under one of the categories above but wishes to use the University Business Card or Standard Stationery must first obtain the permission from the President or a person authorised by him to act on his behalf in such matters.

Compliance and Implementation

2. 1. The President has authorised the Director of Communications and Public Relations to act on his behalf in all matters related to the implementation of the guidelines about the content and format of the University Business Card and other Standard Stationery. Any request for deviation from the guidelines must be submitted, with strong justification, to the Director of CPR for consideration.
   2. All University Business Cards and Standard Stationery must first be approved by the Head of Department/Unit concerned, and then forwarded to the University Press (“UP”) who has been authorised to check whether the content and format of the University Business Cards and Standard Stationery adhere to the guidelines set by the University. In case of doubt, the UP will notify the Head of Department/Unit concerned and seek clarification, amendment, and confirmation. As a last resort, the UP will refer the case to the Director of Communications and Public Relations who has been authorised by the President to make the final decision under such circumstances.
   3. The Finance Office (“FO”) will not approve payment for production and printing of University Business Cards that have not been properly approved.
   4. For University Business Cards with production and printing costs not borne by the University, the procedures stipulated in (b) and (c) above must still be followed strictly.

3. The University reserves the right to refer non-compliance cases for disciplinary actions. For non-CityU staff or organisations putting the University Logo on their business cards or other stationery such as compliment slip, letterhead, or envelope, etc. without prior approval of the University, the University will issue warnings immediately with possible subsequent legal actions.

Production and Printing of University Business Cards and Standard Stationery

4. All University Business Cards and Standard Stationery must be produced and printed by the UP to ensure consistency in choice of paper, color accuracy, and print quality.

Content and Format

5. All University Business Cards and Standard Stationery must strictly follow the guidelines for content and format approved by the University. Please refer to Attachment 1 for details.

Attachment 1

Content and Format of University Business Cards and Standard Stationery

January 2011
Updated in April 2019

1. The University logo shall be the most prominent graphic element on the University Business Card and Standard Stationery. Inclusion of other logos or graphic elements, such as the logos of accreditation bodies shall be subject to the approval of the Director of Communications and Public Relations who has been authorised by the President to act on his behalf in such matters.

2. If “academic qualifications” are included on the University Business Card, the number of entries shall be limited to three. Additional entries must be approved by the President or a person authorised by him to act on his behalf in such matters.

3. If “honours and professional qualifications” are included on the University Business Card, the number of entries shall be limited to three. Honours shall be mainly academic in nature and from prestigious and internationally recognised organisations. Professional qualifications shall also be from prestigious organisations such as chartered institutions or awarded by government. Additional entries must be approved by the Director of Communications and Public Relations who has been authorised by the President to act on his behalf in such matters. A list of entries (non- exhaustive) which are deemed suitable or otherwise is included in Annex 1.

4. Only the main positions that are relevant to one’s employ­ment at the University may be included on the University Business Card.

5. Only CityU phone and fax numbers, CityU-based e-mail address and CityU-hosted website may be included on the University Business Card.

6. Samples of University Business Card and other Standard Stationery with design and layout approved by the University are obtainable from the UP.

Annex 1

Guidelines for inclusion of “Honours and Professional Qualifications”
on University Business Card

January 2011
Updated in April 2019