Allison Walter
Campus Protocol Officer

If you’ve ever attended a formal ceremony, marched in a parade or attended a sporting event, then you’ve probably heard a national anthem—music that represents a country, usually about a minute in length and often in the traditional musical style of the area. But why do anthems exist? When should they be used? What are you supposed to do while the music is playing? And where can you find national anthems from around the world?

The first song to be recognized as a national anthem is “Wilhelmus” from the Netherlands, written in the sixteenth century during the Eighty Years’ War. The practice of adopting a song as a national anthem became more common during the nineteenth century in Europe as nation states were forming. In anthems, composers explore themes such as tradition, history and the struggles of the nation throughout history. The result is an artistic piece of nationalism that can cross the traditional boundaries of communication.

Like most elements of protocol, national anthems have rules. We turn to U.S. Navy Article 245, part C for some advice about playing national anthems: “when rendering honors on the occasion of the official visits of a foreign president or sovereign or member of a royal family.” Outside of military use there are other, less formal occasions during which a national anthem could be played. The use of anthems in these situations is up to the discretion of the host. Navy Article 286 gives us a few tips about how national anthems should (or shouldn’t) be performed:

• It has been a long-standing practice to play the national anthem of a visitor before the anthem of the host nation.
• A national anthem may be played at the beginning, middle, or end of a program, the choice being made according to where it will be given the greatest dignity.
• An anthem should never be “jazzed up” to compete with modern or popular music; nor should an anthem be played as part of a medley.

A national anthem is serious music and deserves serious attention. Audience members should rise for the playing of a national anthem and remain standing until all anthems have finished (a gentle reminder before the music starts never hurts). If flags are displayed, the audience should face the flag display; if there is no flag in sight, the audience should face toward the music. If the anthem is played outside, hats and head coverings should be removed out of respect. And if you happen to be in a canoe or small boat during the national anthem, don’t worry—it’s okay for you to sit at attention during the anthem rather than standing up and risking a watery conclusion to the music.

Finding a recording of a national anthem is easy thanks to our good friend the Internet; recordings may be purchased from music stores around the world. People in the United States may also obtain anthems from the Department of the Army.

Whether you’re listening to “O Canada” or “Nkulunkulu Mnikati wetibusiso temaSwati,” realize that an anthem is at the very heart of national identity. As global citizens it’s our duty to treat any anthem with dignity and respect. If you haven’t already, take time to learn your own national anthem—you may just learn something about your own history.

Do you have a question about protocol principles and practices? Email us at int-eng-prot@illinois.edu and we’ll find an answer for you!

Allison Walter,
Campus Protocol Officer

What do Aleksandra Kollontay, Benjamin Franklin and Sidney Poitier have in common? These three historical figures from astonishingly different backgrounds have all served in the diplomatic arena. Kollontay, Russian revolutionary and feminist, served as the Russian Ambassador to Sweden and has the honor of being the first woman in the world to serve as an Ambassador; approximately 24 years after his famed electricity experiment, Franklin served as the U.S. Ambassador to France; and Poitier, who starred in films such as Guess Who’s Coming to Dinner, has served as the non-resident Bahamian ambassador to Japan since 1997. But what does it mean to be a diplomat?

The History of Diplomacy
Diplomacy is not a new idea. In fact, diplomats have existed since the first city-states were formed. Diplomacy as we know it today can be traced back to the thirteenth century, when the first embassies were formed in Northern Italy. It was here that ambassadors began the tradition of presenting their credentials to the head of state.

As diplomacy spread across the globe, disputes over level of precedence and diplomatic rank became commonplace. In 1815, the Congress of Vienna established an international system of diplomatic rank. The four levels established were ambassador extraordinary and plenipotentiary, the official representative of the head of state in a foreign country; minister plenipotentiary, a diplomatic representative, one rank below ambassador, with authority to represent the head of state; minister resident, the lowest rank of full diplomatic mission chief; and chargé d’affaires, the person in charge of a mission in a foreign country during the temporary absence of a more senior diplomat. After World War II and the creation of the United Nations, diplomatic precedence was amended to its current form, stating that ambassadors are to be ranked according to the date of their accreditation in their current host nation, as opposed to the former system that ranked ambassadors based on the relative importance of the country they represented. Today, in some countries, the ambassador who has served the longest term in his or her host nation also holds the title of dean of the diplomatic corps.

Where Can You Find Diplomats?
Diplomatic officials often work in several different locations within a country. The embassy, usually located in the capital city, is the official residence of the ambassador, while the chancery is where the chief of mission and his or her staff work. Consulates, headed by a consul general, are generally found in locations other than the capital city. The purpose of the consulate is to represent the interests of its citizens in a determined area, to issue passports and visas, and to promote trade. In smaller cities or towns, one may find an honorary consul, a person who has been appointed to represent a country’s interests in that area; however, the honorary consul is not a full-time diplomat and often combines his or her diplomatic duties with another profession.

Diplomatic Immunity
Established in the 1961 Vienna Convention on Diplomatic Relations, diplomatic immunity protects diplomats from being prosecuted while on an official mission. While this may seem like giving diplomats carte blanche to do whatever they wish, this is not the case. The purpose of diplomatic immunity is to protect diplomats from unfair prosecution as a result of political issues while they are in a foreign nation. Even with diplomatic immunity, diplomats are often very conscientious and try to follow the rules and laws in their host country. Also, diplomatic immunity doesn’t give diplomats the ability to commit serious crimes without penalty; a diplomat can be declared “persona non grata” and may face charges when returning to his or her home country.

Tips for Communicating with Diplomats
Diplomats are representatives of their country’s government and should therefore be afforded certain courtesies. For example, when addressing letters to an ambassador, you should always use the honorific “His Excellency” or “Her Excellency.” If you are addressing an ambassador in person, consider saying “Mr. Ambassador” or “Madame Ambassador.” If you would like to invite a diplomat to an event, you should submit a formal written invitation, including all pertinent information for the event, giving the maximum amount of advance notice. And should the diplomat accept your invitation, research his or her home country to acquaint yourself with customs, traditions, current events or other information that may be helpful before the festivities begin.

Do you have a question about protocol principles and practices? Email us at int-eng-prot@illinois.edu and we’ll find an answer for you!

Allison Walter
Campus Protocol Officer

Perhaps the most common question I hear as a Protocol Officer, when someone is faced with meeting a national or international dignitary, is, “What do I call him/her?” It’s a completely understandable question; when reading an article about an ambassador in the newspaper, he may be referred to as “Ambassador Doe,” but when the ambassador is interviewed on television he could be referred to as “Your Excellency.” Can both forms of address be right? How do you know which one to use, and when?

To answer these questions, we need to define the two key forms of address: titles and styles of office. A title is a prefix or suffix added to a person’s name that represents his or her official position, or professional or academic qualifications. A style of office is a prefix to a person’s name that shows rank but does not necessarily specify that person’s profession or credentials.

Titles
A title is one of the most useful pieces of information you can have about a person because it gives you very specific information about his or her profession or credentials. Examples of titles in common use are Judge, R.N. or Ph.D. When you see these titles before or after someone’s name, you know immediately that he or she is, respectively, a judge, registered nurse, or has received a doctorate degree. Titles exist for innumerable situations, including those working for governmental, religious or academic organizations.

Styles of office
Styles of office are amorphous compared to titles. One style of office may be appropriate for several different types of people. For example, “The Honorable” may refer to a state representative, the chief justice of the Supreme Court, or a U.S. ambassador. “His/Her Excellency” can refer to an ambassador from a foreign nation or the UN secretary general. This practice is ambiguous at best, but still very necessary to show proper respect for a person’s position. After all, lack of respect is a deal-breaker in some areas of the world.

Which one do I use?
Protocol texts, such as Protocol: The Complete Handbook of Diplomatic, Official and Social Usage by McCaffree and Innis, often include a very handy list that tells you how to address someone, in both written and spoken form. The following is just a small sample of what you may find in a protocol text:

• Position: President of the United States
  Envelopes should be addressed to: The President
  Written salutation: Dear Mr. President
  Conversation: Mr. President; or, in prolonged conversation, Sir


• Position: Foreign Ambassador in the United States
  Envelopes should be addressed to: His Excellency John Joseph Doe, Ambassador of (full name of country)
  Written salutation: Excellency (formal) or Dear Mr. Ambassador (informal)
  Conversation: Your Excellency or Mr. Ambassador


• Position: Queen (Great Britain)
  Envelopes should be addressed to: Her Majesty Queen Elizabeth II
  Written salutation: Madam or Your Majesty
  Conversation: Your Majesty, or in prolonged conversation, Ma’am

As you can see in the examples above, the proper form of address can be a title, a style of office, or a combination thereof, depending on the situation. Because rules differ amongst professions, and sometimes between world areas, it is best not to guess if you are unsure how to address someone. You may wish to invest in a protocol guide for situations such as these—it will prove to be a useful tool that can alleviate frustration when trying to figure out how to address someone. When given a choice between a formal or informal form of address, always err on the side of caution and use the formal form of address. Your guests will feel honored that you are making the effort to show respect for who they are and what they do.

Do you have questions about protocol principles and practices? Email us at int-eng-prot@illinois.edu and we’ll find an answer for you!

Allison Walter, Campus Protocol Officer

Imagine this—you’re sitting in a café in Saudi Arabia. When the server comes over to ask if you’re enjoying your coffee, you give him a thumbs-up because you’ve just taken a large sip. The next thing you know, the server becomes incensed and begins shouting at you angrily. What’s happened? You didn’t even open your mouth!

Like spoken language, body language, communication through voluntary or involuntary body movements, can differ between cultures. Simple gestures such as crossing your arms or giving the aforementioned thumbs-up can be interpreted in a myriad of ways. Being conscious of your body language is crucial to effective communication, not to mention making sure that you don’t have a glass of water thrown in your face unexpectedly.

Have you ever considered why someone may make huge hand gestures when she talks, while another keeps her hands clasped neatly in her lap? Or, when watching a father and his son, they make the same facial expression when they are surprised? That’s because body language is a combination of genetic and environmental factors. This is how we can account for body language variances between cultures. As we learn and grow, some gestures seem to come naturally, like smiling, but others we learn by watching the world around us. By observing the reactions of others to the gestures, we learn their meaning and their proper usage.

Do gestures have one absolute meaning? Usually not. The meaning of a gesture can vary based on context, just like spoken language. Take a common gesture, such as crossing your arms. This could mean that you are trying to unconsciously create a barrier between yourself and the person you are speaking to, you could be seriously pondering a question that was just posed, or maybe someone was overzealous with the air conditioning that day and your arms are cold. Because gestures can be ambiguous, it is important that you are aware of what you are doing with your body and the possible meanings it can have.

Conversely, learning possible meanings of different gestures can be advantageous when it comes to understanding what others are trying to communicate to you. Keeping in mind that gestures vary by region, here are a few general tips on how to ascertain someone’s feelings based on body language (from “Proxemically Speaking—Body Language in Interviews” by Julie Spencer).

Disbelief can be indicated by:
• An averted gaze;
• Touching the ear or scratching the chin;
• Eyestrain, itchiness;
• Wandering eyes, or eyes that stare away for an extended period.

Boredom can be indicated by:
• Head tilting to one side;
• Eyes looking straight at the speaker but becoming slightly unfocused.

Lying can be indicated by:
• Touching the face;
• Putting a hand over the mouth;
• Pulling at the ears;
• Scratching the nose;
• Casting eyes down, or looking downward to the left;
• Shifting in the seat;
• Wiping hands on trousers to get rid of sweat or fidgeting with hands.

Anxiety can be indicated by:
• Massaging temples;
• Different than normal breathing rates;
• Hunched shoulders;
• Nervous head movements.

So what if you’re traveling to a new place and you are unfamiliar with acceptable body language? Here are a few things you can do:

Do you homework. There are numerous reference books available to help you understand appropriate body language for the area you’re going to visit. “Kiss, Bow or Shake Hands” and the “Put Your Best Food Forward” series both list body language tips by country.

Observe your surroundings. While you’re out and about, take a look around. What do people do when they’re greeting someone or saying goodbye? How close do people stand next to each other? What kind of gestures are people making with their hands when they talk? Imitation may be the sincerest form of flattery, but in this case, it can be helpful in clearly and effectively expressing yourself.

Be flexible. Because body language differs from region to region, you may find that some things may make you uncomfortable. For instance, you may not be accustomed to the amount of affection shown between friends in certain countries (or, in some cases, lack of affection shown). Do your best to be understanding of these differences and act accordingly.
If all else fails, a warm apology always helps. It is impossible to avoid a gaffe every once in a while. When you do something that has clearly insulted someone else, be quick with a heartfelt apology. Explain that you did not understand that your action was offensive and that you will avoid it in the future. I find that people are usually able to forgive if they understand that you have good intentions.

Do you have a protocol question that you would like to see featured in the World of Protocol? Email us at int-eng-prot@illinois.edu.