1. This procedure is applicable to official documents issued in the name of the College.

 

2. The manuscript of the official documents issued in the name of the College must be prepared by the person in charge of the relevant unit, who will also complete an Application Form for Use of the Official Seal (for a sample, please see picture 1 attached). The document shall then be reviewed and countersigned by the unit head and the supervisor concerned respectively.

 

3. The electronic versions of the text and attachment(s) of the official documents shall be sent to uicco@uic.edu.cn, and the original of Application Form for Use of the Official Seal shall be sent to the President and College Office. Upon receipt of these documents, the President and College Office will see to it that the document gets properly formatted, registered, stamped, scanned and filed away (please refer to Picture 2 and 3 for the written style). The officially stamped original document will then be collected and delivered by the unit concerned.

 

4. The President and College Office will carefully scrutinize the official document to ensure whether it is properly presented, and that it complies with the requirements governing its submission. The President and College Office will not substantially modify the contents of the document, but it reserves the right to make necessary changes to the document where it detects major factual errors or inaccuracies to the unit concerned.

 

5. Given that the preparation of a particular document may involve several units, the responsible unit should take the initiative to liaise and confirm with all concerned units, as and where necessary, arrange for the document to be countersigned by all units involved.

 

 

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