CEDARS Publicity and Promotions

3a. Web Accessibility and Language Policy

3b. General Guidelines

(i) Promotion of Activities under the Personal Data (Privacy) Ordinance

(ii) Copyright Issue for All Publicity Materials

Copyright Ownership
•   Copyright of all design works / photos/ videos produced by students for CEDARS belongs to CEDARS, unless otherwise agreed.
•    Students who designed / produced videos for CEDARS are not allowed to publish related images/ videos via personal/ commercial channels without the permission of CEDARS.
•    Terms and conditions for copyright matters with external vendors should be specified by mutual agreement.
Copyright Protection & Permission
•    There should be NO copyright infringement for all design works and audio-visual contents in videos.
•    Sources and credit lines (if necessary) of design works and audio-visual contents in videos should be specified in the Copyright Declaration Forms.
•   Download the following forms for completion by student designers /student videographers:
Copyright Declaration Form for Design Work (Word | Pdf)
Copyright Declaration Form for Video Production (Word | Pdf)
•    Learn more about copyright: The Copyright Classroom - HKU

(iii) Commitment to Sustainability

All printed publications shall have a display of FSC logo (provided by the printer) or a statement of using recycled paper (e.g. “Printed on recycled paper”).

(iv) Suggested Workflow for Publicity and Promotion

Sections/teams should ensure all publicity materials are error-free.

Remarks:

Black text = by Sections/Teams

Green text = via Dean’s Office (Dean’s Office reserves the right to schedule promotions, suggest amendments for text contents to optimise the quality and effectiveness of promotion.)

(v) Dean's Office Persons In-Charge

For all matters related to publicity and promotion on various publicity channels (including Facebook, Instagram, YouTube Channel, email, website, and notice boards), please send email to deansoffice@cedars.hku.hk.

(vi) Enquiry Point(s) in Sections/Teams

Colleagues can contact their respective sections/teams representative(s), who are members of Publicity Working Group, for enquiries:

Campus Life	Helen Lau Sandy Poon	helenhl@hku.hk sandyps@hku.hk
Careers	Larry Leung Julian Tsang	larrylky@hku.hk julian.tsang@hku.hk
CoPE	Suki Lam	sukilcw@hku.hk
GE	Karen Lam	klkaren@hku.hk

3c. Guideline of Using CEDARS Logo

(i) CEDARS Logo Specification and Sample

(ii) Download All CEDARS Logo (jpg/ png/ai)

(iii) Approval Procedure to Use HKU Logos/Shield

(iv) External Parties’ Logo Usage in CEDARS Publicity

3d. CEDARS Branding Materials

(i) CEDARS Virtual Background

(ii) Business Card for General Enquiry

For use by supporting staff when dealing with student enquiries

Front

Back

(iii) Souvenirs

As souvenirs for students/guests

a. Sticker
b. Cutlery
c. Tote Bag (2023 Design)	(Front)	(Back)
d. Webcam Cover	(Front)	(Back)
e. Towel
f. Red Packet	(Front)	(Back)

Contact Points for Stocks of All Souvenirs:

Alice Yu (aylyu@hku.hk), Lilac Zhu (lilaczhu@hku.hk) or Hannah Yuen (hannahkh@hku.hk)

(iv) Handheld Microphone Tags

Handheld Microphone Tags for big events and ceremonies organised by CEDARS

Side 1

Side 2

Contact Points for Loan of Microphone Tags:

Hannah Yuen (hannahkh@hku.hk) or Lilac Zhu (lilaczhu@hku.hk)

3e. Posting of Publicity Materials on Campus

(i) Internal Rules of Posting Publicity Materials on Campus

(ii) Internal Guideline and Templates for CEDARS Notice Boards

(iii) Free Posting Notice Boards on Campus

3f. Promotion via CEDARS Website, Bulk Email, and HKU Website

(i) CEDARS Website

a. Website Content Management System (CMS)

Visit CEDARS CMS to edit the pages as appropriate. Please contact sections/teams admin for granting of access rights and operation details.

b. Homepage Banner

Submit your request by filling in the Online Publicity Request Form with

1. An image (Dimension: 990 x 350 pixels; File size: not exceed 1MB)

2. A URL with details of the news/event

3. A proposed period for posting (Otherwise, the default posting period is 2 weeks)

4. An alternative text for the website banner (English only, shorter than 64 characters)

Requirements of alternative text:
•   Be accurate and equivalent in presenting the same content and function of the image
•   Do not use abbreviation (e.g. FYE) unless the readers understand what it refers to
•   Do not use phrases “image of…” or “graphic of… of…” to describe the image
•   Do not use the file format (announcement.jpg) to describe the image

Sample

c. Central Event Calendar

Coming events should be promoted on Central CEDARS Calendar as soon as possible.

1. Visit CEDARS CMS

2. Login using HKU portal

3. Click "University", "Event", "Insert"

4. Fill in Event Title and other details

5. Choose section, start date and end date

6. Input the link of website (if any)

7. Upload the poster image (if any)

8. Click "Save"

d. External Learning Opportunities

To bring out the full strengths of students and maximize their exposure and experience of students in the realms of intellectual, personal, moral and social development, CEDARS provides different types of external learning opportunities to students.

i. Internal Guideline for Promotion of External Learning Opportunities on CEDARS’s Website

ii. Approval of entries (via CMS) / Contact points

• Jasmine Leung (chingjas@hku.hk) and Lilac Zhu (lilaczhu@hku.hk)

e. Publications

New publications should be put under “Publication” on CEDARS website as soon as possible.

Send your request with the file of publication (pdf) to the contact list of Dean’s Office

(ii) CEDARS E-newsletter

Submission Flow

1. An Excel file for CEDARS E-newsletter will be shared to the designated folder in Microsoft Teams on every Monday.

2. Follow the procedures to add new or edit posted entries.

3. Amendments and additions should be posted by 10:00 am Friday.

*The posted entries in E-newsletter will be posted under “CEDARS News and Programmes” on CEDARS website.

Sample

(iii) HKU Bulk Email

CEDARS’s Policy

Special Note - Bulk Email to Staff

DoSA’s approval MUST be sought for all bulk emails to staff before submission, by email to dosa@hku.hk, cc to Candy Wong (candywhy@hku.hk).

Submission Flow

1. Login HKU portal

2. Click "Campus Information Service", choose "Bulk Email (Submit Request)"

3. Click "Submit"

4. Fill in the details and then click "HTML & Plain Text"

5. Download CEDARS bulk email template source code at

https://www.cedars.hku.hk/bulkmail/index2021.html

6. Copy the template source code and paste to ITS bulkmail interface (view video tutorial)

7. Add content

8. Check sample of mass email

Standard Format Requirements

• HKU and CEDARS logos at the bottom are mandatory.

• Use of frame and CEDARS/programme/event banner is mandatory.

(iv) HKU Flipboard

Each section/team should identify/submit AT LEAST ONE flip board post per year.

Content Requirements

Headline:

• English: 22 characters maximum, with a hyperlink

• Chinese: 9 characters maximum, with a hyperlink

Theme Picture: 1054 x 694 pixels

Submission Flow

Submit your request by filling in the Online Publicity Request Form.

Sample

(v) HKU U-Vision

1. Go to https://uvision.hku.hk/index.php

2. Login HKU Portal

3. Upload poster (in format of .jpg or .png) or video

4. File size: max 5MB (poster)

5. Fill in the details (title, description, broadcast start time and end time, etc.)

6. Check out the channel’s technical requirements at http://uvision.hku.hk/uvweb/Seminar/UVISION_GuideAndSpecs.pdf

3g. Promotion via Social Media Platform

Special Note – Opening of new social media accounts
DoSA’s approval MUST be sought for opening of new social media accounts / YouTube Channels.

(i) CEDARS Facebook Page / Instagram

a. CEDARS Official Facebook Page/Instagram Accounts

Official Facebook Page Accounts

CEDARS – https://www.facebook.com/hku.cedars

CEDARS – HKU Students’ Achievements – https://www.facebook.com/hkucedars.prize/

CEDARS – First Year Experience at HKU – https://www.facebook.com/HKUFYE/

CEDARS – CYMCC – https://www.facebook.com/hkucedars.cymcc/

CEDARS – HKU Career Fair – https://www.facebook.com/hkucedars.careerfair/

CEDARS - CoPE – https://www.facebook.com/hkucedars.cope/

CEDARS - GE – https://www.facebook.com/hkucedars.ge/

Official Instagram Accounts

CEDARS – https://www.instagram.com/hku.cedars

CEDARS - CoPE – https://www.instagram.com/hkucedars.cope

CEDARS - GE– https://www.instagram.com/hkucedars.ge/

b. Facebook/Instagram Internal Guideline

Please submit the materials for vetting/ handling via Online Publicity Request Form at least 3 working days in advance.

Including the following contents:

• Types of posts

• Suggested posting materials

• Materials submission specifications

• Submission flow

• Submission frequency

• Repost

• Management role

(ii) CEDARS GIPHY Channel

a. HKU-CEDARS: https://giphy.com/CEDARS

b. GIPHY specification and guideline: https://support.giphy.com/hc/en-us/sections/360002893551-Making-GIFs-Stickers-Text-and-Games

c. Submission Specification:

• Animated GIF in RGB
• 500-600px with an even-numbered height and width.
• Stickers must be exported with transparency
(i.e. no white or colored background)
• Tags (for searching in IG)

*Please make sure no copyright infringement for the stickers.
d. Submission Flow (5 working days is required):
Send your request with the required materials to the contact points of Dean’s Office.
e. Recommended Gif maker: https://ezgif.com/maker

(iii) CEDARS YouTube Channel

a. CEDARS Official YouTube Channels

HKU-CEDARS: https://www.youtube.com/hkucedars-official

CEDARS – GE: https://www.youtube.com/user/hkugened

b. YouTube Channel Internal Guideline

Please submit the materials for vetting/ handling via Online Publicity Request Form at least 5 working days in advance.

c. Copyright Declaration Form for Video Production (Download word pdf)

d. Download Standard Opening and Ending for videos produced by CEDARS

• Opening (Download Working File (in .aep) | Video File (in .mp4))

• Ending (Download Working File (in .aep) | Video File (in .mp4))

3h. Internal Multimedia Inventory

CEDARS Media (https://dmp2.cedars.hku.hk/photo) is for internal archive only. Major features are highlighted as follows. Please refer to user manual for step-by-step instructions.

Photo and Video Requirements

• Sections/ Teams shall upload all multimedia items (“Items”) to this gallery for internal archive, including official photos, snapshots, videos taken by students/ staff/ working partners, and those for internal reference.

• Do not upload Items of non-official internal private gatherings to this gallery.

• Upon request by Dean’s office, Items of official internal gatherings may be uploaded to this gallery.

• Supported file formats:

o Image formats: BMP, GIF, JPEG, PNG, RAW (3fr, arw, cr2, cr3, crw, dcr, dng, erf, k25, kdc, mef, mos, mrw, nef, orf, ptx, pef, raf, raw, rw2, sr2, srf), TIFF, HEIC

o Video formats: 3G2, 3GP, ASF, AVI, DivX, FLV, M4V, MOV, MP4, MPEG, MPG, MTS, M2TS, M2T, QT, WMV, XviD

Usage of Items

• Selected Items may be used for promotion, presentations, publications and/or reports by Sections/ Teams and Dean’s office.

• Please ensure there is no copyright infringement for all Items.

• If the Items are intended for commercial purposes or sharing with external parties, please seek consent from concerned Sections/ Teams and participants/ guests as appropriate.

Uploading and Downloading Items

• Sections/ Teams can upload to, download from and view Items in their own named folders only.

Photo and Video Management

• Naming folders –

o For one-off programmes/ events held in the academic year

o Programme Name > Event Date (Date Month Year)

o Example: HKU StartUp Job Fair > 05-07 Nov 2019

o For programmes with a series of activities held across the academic year

o Programme Name > Academic Year > Event Name, Event Date (Date Month Year)

o Example: Person Enrichment Programme > 2018-2019 > Very You × Ann Choi” Photo Exhibition (26 Mar – 5 Apr 2019)

Submission Frequency

Once per semester or upon completion of programmes/ activities