Procedures for Using the Hokkaido University Ambassador and Partner System
1. Introduction of Hokkaido University Ambassadors and Partners
An Application for Use of the Hokkaido University Ambassador and Partner System shall be submitted when a department of HU wishes to receive cooperation from or seek a collaboration with ambassadors and/or partners for overseas activities. The application shall be submitted to the International PR Team by the person in charge of general affairs in that department. The International PR Team shall select suitable parties, create a Hokkaido University Ambassador/Partner Introduction Form and send it to the applicant and the person in charge of general affairs. They shall also contact the party with whom the applicant wishes to work and provide them with details on the application. Subsequent communication and coordination shall be carried out between the applicant and the ambassador or partner. After using the system, the applicant shall promptly submit a Report on Use of the Hokkaido University Ambassador and Partner System to the International PR Team.
The system is anticipated to be used for purposes such as those below:
- Communication, coordination, interpreting and guidance when somebody involved with HU makes an overseas visit
- Provision of details to HU students wishing to study overseas
- Support for overseas events and establishment of new events related to HU
If any party wishes to request support from ambassadors and/or partners for other purposes, the person in charge shall make a direct inquiry to the International PR Team.
2. Distributing Information via Hokkaido University Ambassadors and Partners
Any department of HU wishing to distribute information via ambassadors and partners shall submit an Application for Use of the Hokkaido University Ambassador and Partner System in the same way as in 1. The information to be distributed shall be attached to the application in data form. The International PR Team shall review the information, ask the ambassador or partner to distribute it and report back to the applicant afterwards.
The following information is suitable for distribution by ambassadors and partners.
- Information on research or other activities by HU affiliates involved with the country or region where the ambassador or partner lives.
- Information on events related to HU in the country or region where the ambassador or partner lives.
If a department of HU wishes to distribute other information related to HU via ambassadors or partners, the person in charge shall make a direct inquiry to the International PR Team.
3. Remuneration for Ambassadors and Partners
Ambassadors and partners shall receive remuneration according to HU’s regulations if work such as interpreting, presentations, instruction or advice is requested via the system. The applicant in the department that requested the use of the system shall carry out the remuneration procedure immediately after use of the system. The applicant or another affiliate of HU shall be present as a supervisor throughout the activity to be paid. If circumstances make it impossible for an affiliate of HU to fulfill their responsibilities as a supervisor, the applicant shall inform the International PR Team of this when submitting the Application for Use of the Hokkaido University Ambassador and Partner System.
4. Communication and Coordination between Hokkaido University Ambassadors and Partners and HU
The International PR Team shall be the first point of contact when a department of HU wishes to request cooperation from an ambassador or partner or when an ambassador or partner wishes to contact or request cooperation from a department of HU. The International PR Team shall be the first point of contact with ambassadors and partners even in countries and regions that have an overseas office of HU or other organization affiliated with HU. If a specific member of the applicable department of HU made a request to use the system, that person shall be the first point of contact for communication and coordination with the department. Otherwise, the person in charge of international affairs in the department shall assume this role.
The International PR Team shall introduce ambassadors and partners to departments wishing to use the system. After the introduction, communication and coordination shall take place directly between the applicant and the ambassador or partner. However, the International PR Team shall contact the applicable overseas office and share information for activities in countries or regions with an overseas office of HU.
If an issue of any kind arises between the applicant and the ambassador or partner, the applicant shall immediately contact the International PR Team and work with the person in charge at the International PR Team to resolve the issue quickly. If an issue is reported to the International PR Team by an ambassador or partner, the Public Relations Office shall communicate and coordinate with the applicant and work with them to solve the issue.
The applicant shall create a Report on Use of the Hokkaido University Ambassador and Partner System and submit it to the International PR Team after using the system.
5. Other
In cases not covered by 1. or 2., the person in charge shall make a direct inquiry to the International PR Team. The International PR Team shall explore possible ways of using the system and report back to the person in charge about whether it is possible to use the system.