Community Relations fonds Compiled by Erwin Wodarczak (1994) and Marnie Burnham (1996) Last revised November 2011 *** Institutional records -- researcher access subject to review *** University of British Columbia Archives Table of Contents Fonds Description o Title / Dates of Creation / Physical Description o Administrative History o Scope and Content o Notes Series Descriptions o Office Administration series. o Subject Files series. o Media Relations series. o Campus Tours series. o Films and Scripts series. o Donors and Financial Programmes series. o Congregation series. o Faculty and External CV's (biographical information) series. o Central File series. o President's Report on the Health Sciences series. o UBC 75th Anniversary Projects series. File List Catalogue entry (UBC Library catalogue) Fonds Description Community Relations fonds. – 1944-1991. 20.46 m of textual records and other materials. Administrative History Community Relations emerged in 1985, replacing Information Services which functioned from 1965-1985. Like its predecessor, Community Relations strives to increase public understanding and support for the University. This goal is accomplished through encouraging public use of University facilities and campus attractions, promoting improved liaison between the University and the public and private sectors, and providing the media with information about UBC and its activities. Community Relations produces several publications, such as UBC Reports, in an effort to keep both the University community and the public informed about significant University events. In addition, this office provides public relations and counselling services for UBC academic and administrative units in all aspects of internal and external communications. In 1985, the Community Relations Office included the Director, the Publications Editor, and Community Relations Officers (changed to Information Officer in 1986). In late 1986, a News Bureau was established, later altering its name to Media Relations in 1991. In 1989, the UBC Speakers Bureau was transferred from the Alumni Association. Marketing was added in 1989, and re-named Promotion in 1992. In 1995, Community Relations changed its name to University Relations. Scope and Content Fonds consists of minutes, agendas, financial statements, reports, surveys, publications, news releases and transcripts relating to activities and programs of Community Relations. It also includes subject files containing information concerning UBC organizations. Fonds is organized into ten series: Office Administration, Subject Files, Media Relations, Campus Tours, Films and Scripts, Donors and Financial Aid Programmes, Congregation, Faculty and External CV's (biographical information), Central File Series, President's Report on the Health Sciences, and UBC 75th Anniversary Projects. Notes Fonds consists of institutional records – access requests must be reviewed by the University's FOIPOP Coordinator. Includes 10 photographs, b&w ; 20 x 25 cm and 9.5 x 12 cm., 1 negative, 8 films (8mm), and 8 audio cassettes Some parts of fonds date from era of Information Services. Access to some materials restricted. File list available. Related records can be found in the Information Office and Information Services fonds. Series Descriptions Office Administration series. - 1955-1986. 65 cm of textual records. Series consists of correspondence, budgets, mailing lists, job descriptions, policies and drafts relating to the administrative activities of Community Relations. Series also includes surveys regarding publications and public relations as well as speeches, publications and clippings. Two subseries: General and Budget Information. Subject Files series. - 1944-1987. 10.15 m of textual records. Series includes clippings, publications, reports, news releases, briefs and correspondence concerning issues, events and institutions monitored by Community Relations. Series is organized alphabetically according to subject file title. Media Relations series. - 1969-1983. 50 cm of textual records. Series consists of news releases produced by Media Relations as well as transcripts and clippings of media reports and interviews. Transcripts of Senate meetings (1970-1976) are also included. Four subseries: News Releases, Transcripts-Senate, Transcripts-Other, and Media Log (Clippings). Campus Tours series. - 1974-1984. 42 cm of textual records. Series includes logs, statistics, forms, and correspondence concerning visitor programs, summer tours, and special events sponsored by Community Relations. Two subseries: Summer Tour/ Visitor Information and M.L.A. Days. Films and Scripts series. - 1967-1984. 9 cm of textual records. 8 films (8mm). 8 audiocassettes. Series consists of scripts, films and film clips, correspondence, and reports relating to campus events and attractions. In addition, the series includes audio recordings of public services announcements produced to promote research being conducted at UBC. Audiocassettes are listed in the Sound and Moving Images database. Donors and Financial Programmes series. - 1959-1987. 60 cm of textual records. Series contains information regarding financial aid programmes, donors and recipients, including correspondence, programme guidelines, reports, and clippings. Series composed of files organized alphabetically by name of financial aid program. Congregation series. - 1944-1986. 45 cm of textual records. 10 photographs, b&w ; 20 x 25 cm and 9.5 x 12 cm. 1 negative. Series consists of addresses, programmes, photographs, clippings, press releases, and correspondence. Faculty and External CV's (biographical information) series. - [n.d]. 95 cm of textual records. Series consists of CV's containing biographical information about UBC Faculty, as well as prominant scholars, artists, politicians and executives who have visited the University. Series composed of files organized alphabetically by surname. Central File series. - 1949-1989. 4.6 m of textual records. Series consists of agendas, minutes, publications, reports, financial statements, statistics, and surveys generated by the Community Relations Office. Files within series maintained in the classification system of originating office. President's Report on the Health Sciences series. - 1988-1991. 45 cm of textual records. Series includes publications, correspondence, and author's notes created and accumulated during the development of the President's Report on the Health Sciences. Transcripts of personal interviews with health care professionals and scholars also included. Four subseries: UBC Offices, Other Institutions, Associated Events, and General Topics. UBC 75th Anniversary Projects series. - 1988-1991. 1.6 m of textual records. Series includes correspondence, minutes of meetings, financial statements, proposals, publications, and reports relating to projects developed by Community Relations for UBC's 75th Anniversary. Series also includes clippings of press coverage of associated events. 19 subseries: Administration, Alumni Projects/ Homecoming, Campaign Projects, Corporate Sponsorship, Campus Projects, Discover Summer, Executive Committee, Finance, Honorary Patrons, Legacy Committee, Marketing, Operations, Planning Advisory Committee, Programs, 75th [Anniversary] Kits, Special Events, Sports/Recreation and Volunteer Program. File List Box 1 OFFICE ADMINISTRATION General 1-1 A/V Presentation - Script Drafts 1976-80 1-2 Banham, J.A. - Correspondence 1984-85 1-3 Basic Facts About UBC 1969-83 1-4 Board of Governors/Chancellor - Clippings, Correspondence, Speeches 1979- 81 1-5 Canadian Science Writers - Tip Sheets Replies November-December 1972 1-6 Community Relations, Office of (formerly Info Services) 1981-84 1-7 Employee Files - Job Descriptions for Professional Staff 1978-81 1-8 Enrollment, Expenditures, and Provincial Operating Grant to UBC 1969-75 1-9 Faculty Publications Lists 1969-70 1-10 Faculty Wage Award (1981) - Correspondence, Notes August 1981 1-11 Film Project, UBC 1979-80 1-12 Graphics - Notes, Correspondence 1979-80 1-13 "Ideas" - Clippings, Printed Material February-April 1981 1-14 Information Policy (PR Policy) 1955-76 1-15 Info Services - General 1979-80 1-16 Info Services - General 1980-81 1-16a Info Services - PR Planning 1978-80 1-17 Information Services Filing System 1970-76 1-18 Information Services Floor Plans & Documents Pertaining to Moves 1969-70 1-19 Information Services List of Activities and Functions April 1976 1-20 Job Descriptions / Organizational Chart / Filing Key 1979-80 1-21 Mail Strikes, Distribution Arrangements and Routes During [n.d.] 1-22 Mailing lists 1979-81 1-23 Meetings - Information Services Staff 1973-81 1-24 Public Relations Policies - Other Universities 1971-77 1-25 Policies and Procedures - Information Services Departmental Directives and Procedures 1979-85 1-26 President's Letter to MLA's - Correspondence, Notes 1980-81 1-27 President's Report 1968-77 1-28 President's Report - Mailing April-May 1979 1-29 President's Report - Current File 1979-80 1-30 President's Report - Dec. 1980 1980-81 1-31 President's Report - March 1983 1982-83 1-32 President's Report - Mailing Lists 1983-84 Box 2 2-1 President's Report 1983-84 2-2 Press Release Subject Forms January-November 1975 2-3 Publications - "UBC Reports" - Questionnaire July 1980 2-4 Recruitment of Students - Notes, Memos December 1980 2-5 Speech Idea Material 1978-81 [split] 2-6 Speeches, Speech Drafts 1978-81 [split] 2-7 Surveys - Info. and PR Depts. - Can. Universities 1973 2-8 Surveys - Information and PR Depts. - U.S.