Guide to International Protocol

Pittsburg State University Guide to International Protocol
prepared by: The Internationalization Committee
February 2001

Introduction

Proper and respectful protocol is essential in developing and maintaining international relationships. Protocol is generally viewed as more important in other cultures than it is in the United States. First impressions are very important. Pittsburg State University's international image can be permanently affected as a result of how we handle protocol.

This brief guide offers general suggestions about proper international protocol while visiting other countries and while hosting international visitors. Some guidelines relating to specific kinds of events are also included. Anyone who would like further assistance should contact the Office of International Programs and Services.

General Guidelines

The cardinal rule that should guide your thoughts as you plan to receive international guests or travel abroad is: "When in doubt, err on the side of excess." One doesn't have to apologize for being too kind and respectful. One cannot recover from an affront and disrespect. Often what Americans might view as appropriate would be seen as minimal in many other cultures. As members of the global community, a sensitivity and understanding of cross-cultural protocol is vitally important.

While the campus community, our alumni, students and friends admire and respect our gorilla mascot, it is not the principal image we should promote with international colleagues. The symbolism surrounding the gorilla in other cultures is often in stark contrast to that which we espouse. In fact, it is generally true that only the United States emphasizes the mascot rather than the official seal.

General Guidelines for Hosting International Guests

Setting up the Schedule

1. Has the guest visited PSU previously? The answer to this question will make a difference in the activities that are set up for the guest.

2. Having one person in charge of the schedule is highly recommended. That person can notify everyone who will be seen by the visitor and remind them of protocol. In addition, that person should explain why the person is interested in visiting them so that they can prepare properly for the visit.

3. In preparing the visitor's schedule, the possibility of jet lag should be taken into consideration. It's also a good idea to allow a little down time for the visitor to take care of personal business and relax.

4. Who should the visitor see? Generally speaking, the President should have some contact with visitors. The status of the visitor and the significance of the event would dictate the extent of the President's involvement. The PSU guest list at events or meetings should include appropriate individuals with at least one person at an equivalent level of status as the highest-ranking visitor. The Crimson Club, out of the President's office, can provide a group of pre-selected students who are ready to host guests and represent the University in a dignified manner. If the visitor represents an exchange institution, any students currently at PSU from that institution should have the opportunity to meet the visitor.

5. What should the visitor see on campus? A tour is a tour is a tour unless you put some planning into it. Match the tour to the visitor's interests and needs. Many of us take the grounds and architecture of our campus for granted. The visitor won't. Make it a walking tour if possible. A typical classroom looks pretty much the same all over the world. Show the visitor a mediated classroom. Computer labs all look alike, but one that would allow a demonstration of specific software would hold interest. Highlight our uniqueness and cutting edge initiatives « the Opus 106 organ, Horace Mann, the Kansas Technology Center, etc. Student Ambassadors (schedule them through the Admission Office) are trained to give campus tours, so it's a good idea to use them, but at least one university official should accompany the visitor. A mandatory stop for all international visitors should be the Office of International Programs and Services and the Office of the Intensive English Program. For all visitors, this will underscore our commitment and involvement in internationalization. For those with a formal student exchange agreement with PSU, it will reinforce our professionalism and level of student support. Another stop should be the PSU Bookstore, where visitors might want to purchase souvenirs.

It's important to introduce visitors to all with whom they come in contact. Degrees and titles carry more prestige in other cultures than they do in the U.S. American modesty should be replaced with formality; titles should be included in the introduction. Handshakes are generally exchanged more frequently in other cultures usually upon greeting and leave-taking. Exchange of business cards is usually expected.

Gift giving is an important part of international protocol. Gifts should be high quality, but they can vary based on the status of the visitor. If it is a group, small distinctions should be made in the quality and/or quantity of gifts based on each person's status, but no one should be left out. The most impressive gifts should be reserved for the PSU President to give to the highest-ranking visitors, e.g. a rector, secretary-general of a higher education council or minister of education. Consideration should be given to the most appropriate time to give the gift.

For short visits, the university should pay all meals taken on or off campus with or without PSU officials. Costs of hotel accommodations don't vary greatly in Pittsburg, so a quality room should be reserved. A nice touch is to leave a small gift, light snacks, bottled water and PSU promotional materials in the guest's room. A car and driver should escort the guests wherever they need to go, including to and from the airport. The Sperry House can also be reserved for visiting dignitaries through Jim Triplett, Biology Department.

Suggestions for Specific Events

The campus photographer should record all events. Often there should be consideration for involving local media as well.

Ceremonies where accords, statements of collaboration, student exchange agreements and similar documents are signed should have an air of formality. These should be viewed as dignified and solemn events. The President should always be presiding over such an event. Gifts can be presented here. They should be kept discreetly out of sight so that in the event the visitor did not bring gifts, they can be taken away to avoid embarrassment. The flags of both countries should be prominently displayed. Please see Appendix for flag display guidelines. Any memorabilia from the visitor's institution or country already in PSU's possession can be displayed. Anyone who has a lapel pin from the visitor's institution should wear it. There should be modest refreshments, flowers and similar trappings. The media should be invited. Since their attendance cannot be guaranteed, a campus photographer should be there to record the event. Later, pictures should be mailed back to the visitor with a letter from the President. As at any public event, words of welcome are expected. Attractive PSU pens should be on the signing table. One becomes a gift after the signing even if the visitor chose to use a personal pen to sign.

Everyone may not arrive on time so it's advisable to gather in a nice lounge area before going to the room where the meal will be served. Meals should be dignified events where conversation is encouraged. Highest-ranking individuals should be given a tasteful presidential dinner. A student performance could be included. In many cultures, socialization is more important than sustenance. Make an effort to distribute visitors with English fluency evenly around the table. The senior visitor in a group or the single visitor is always seated to the right of the host. If possible, use place cards to ensure the people will be distributed according to the plan. Place cards can become a nice souvenir If the person's name and title, the occasion, the date and menu are all included. Gifts are very appropriate here and it's not necessary to keep them out of sight. It is not advisable to prepare foods from the visitor's culture unless you are absolutely certain it can be prepared properly. Americanized international cuisine is a faux pas. When in doubt, chicken (not fried) can be served. It's a good idea to avoid the American version of "eat and run" meals. Lunches, for example, should be more than a Caesar salad or soup and sandwich.

It is always appropriate to host a reception for international visitors. PSU personnel with equal rank of the visitor should always be invited. The President should be invited as well, but unless the visitor is of equal rank the event should not be postponed to meet the President's schedule. It is also good to invite local or state officials depending on the guest being received. International students or local community people from the visitor's culture may be able to help with preparing authentic foods and hors d'oeuvres. This always adds a nice touch along with background music from the visitor's culture. Wine may be served by special permission of the President as long as students are not attending the event. The Heritage Room of the Overman Student Center provides a nice venue for receptions.

These brief guidelines are meant to be representative of the types of things that reflect proper international protocol. There can be variations for different cultures and circumstances. The Office of International Programs and Services can provide further information.

General Guidelines for Being an International Guest

Being Introduced

Degrees and titles carry more prestige in other cultures than they do in the U.S. Handshakes are generally exchanged more frequently in other cultures, usually upon greeting and leave- taking. Exchange of business cards is expected. Guests should plan to take at least twice as many business cards as they think they will need. It is not advisable to have cards translated and printed in other languages.

Gift giving is an important part of international protocol. Gifts should be high quality, but they can vary based on the status of the recipient. It's best to take gifts for those people whom the guests know they will meet and a few extra gifts for unexpected obligations.

The following partial checklist is recommended. More information is available from the International Programs and Services Office in 118 Whitesitt.

• Check on current students, scholars, etc. from the country to be visited before leaving so you can report on how they are doing.
• Learn about foods and food etiquette.
• Check with the International Programs and Services Office for specific suggestions on targeted countries.
• Observe all safety recommendations, such as going out by yourself in a foreign country.
• Take brochures and other PSU materials. Every trip is a public relations and recruiting trip in part.
• Anticipate questions about PSU/Pittsburg so you can be prepared.
• Learn about expectations in dress and etiquette.
• Practice the pronunciation of names.

Appendix: United States of America Flag Protocol

1. It is the universal custom to display the flag only from sunrise to sunset on buildings and on stationary flagstaffs in the open. When a patriotic effect is desired, the flag may be displayed twenty-four hours a day if properly illuminated during the hours of darkness.
2. The flag should be hoisted briskly and lowered ceremoniously.
3. The flag should be displayed daily on or near the main administration building of every public institution.
4. When carried in a procession with another flag or flags, the United States flag should be carried on either the marching right; that is the flag's own right, or, if there is a line of other flags, in front of the center of that line.
5. No other flag or pennant should be placed above, or, if on the same level, to the right of the flag of the United States of America.
6. No person shall display the flag of the United Nations or any other national or international flag equal, above, or in a position of superior prominence or honor to, or in place of, the flag of the United States at any place within the United States or any Territory or possession thereof.
7. The flag of the United States of America, when it is displayed with another flag against a wall from crossed staffs, should be on the right, the flag's own right, and its staff should be in front of the staff of the other flag.
8. The flag of the United States of America should be at the center and at the highest point of the group when a number of flags of States or localities or pennants of societies are grouped and displayed from staffs.
9. When various flags are flown together with the flag of the United States in the same halyard, the flag of the United States is always raised first and lowered last.
10. When flags of two or more nations are displayed, they are to be flown from separate staffs of the same height. The flags should be of approximately equal size. International usage forbids the display of the flag of one nation above that of another nation in a time of peace.
11. When displayed either horizontally or vertically against a wall, the union should be uppermost and to the flag's own right, that is to the observer's left. The same conditions apply when displaying the flag in a window.
12. When the flag is displayed over the middle of the street, it should be suspended vertically with the union to the north in an east and west street or to the east in a north and south street.
13. When used on a speaker's platform, the flag, if displayed flat, should be displayed above and behind the speaker.
14. The flag, when flown at half-staff, should be first hoisted to the peak for an instant and then lowered to the half-staff position. The flag should be again raised to the peak before it is lowered for the day.
15. When the flag is suspended across a corridor or lobby in a building with only one main entrance, it should be suspended vertically with the union of the flag to the observer's left upon entering. If the building has more than one main entrance, the flag should be suspended vertically near the center of the corridor or lobby with the union to the north, when entrances are to the east and west or to the east when entrances are to the north and south. If there are entrances in more than two directions, the union should be to the east.
16. The United States of America flag should never be dipped to any person or thing. Regimental colors, State flags, and organizational or institutional flags are to be dipped as a mark of honor.
17. The flag should never be displayed with the union down, except as a signal of dire distress.
18. The flag should never touch anything beneath it, such as the ground, the floor, water, or merchandise.
19. The flag should never be carried flat or horizontally, but always aloft and free.
20. The flag should not be used as drapery or as a covering for a speaker's desk. Bunting of blue, white, and red always arranged with the blue above, the white in the middle, and the red below, should be used for covering a speaker's desk, draping the front of the platform, and for decoration in general.
21. The flag should never have placed on it any mark, insignia, letter, word, figure, design, picture, or drawing of any nature.
22. The flag should never be used as a receptacle for receiving, holding, carrying, or delivering anything.
23. The flag should never be used for advertising purposes in any matter whatsoever. It should not be embroidered on such articles as handkerchiefs or napkins or anything that is designed for temporary use and discard.
24. No part of the flag should ever be used as a costume or athletic uniform. However, a flag patch may be affixed to the uniform of military personnel, firemen, policemen, and members of patriotic organizations.
25. The flag, when it is in such condition that it is no longer a fitting emblem for display, should be destroyed in a dignified way, preferably by burning.