YSTV Policy

This is the current YSTV Policy, it should also be available within the Station

Introduction

York Student Television is a student society of the University of York. Its purpose and main rules are found in its Constitution. This document outlines the day-to-day operating procedure of the society, and should be read within the context of both YSTV’s constitution and that of York University Student Union.

Non-Committee Posts

The following posts are available in the society in addition to the committee:

Deputy Technical Director

• A member of the technical team.
• Responsible for working with the Technical Director to ensure that the studio and other production facilities are available for use when required by programmes.
• Responsible for working with the Technical Director to ensure that equipment is kept in a safe and working condition.

Deputy Computing Officer

• A member of the computing team.
• Responsible for assisting the Computing Officer in his/her responsibilities, as directed by the Computing Officer.

Webmaster

• A member of the computing team.
• Responsible for working with the Computing Officer to design and maintain a user-friendly website that is universally accessible.

Assistant Commercial Director

• A member of the commercial team, although liaison with the production team is advised.
• Responsible for assisting the Commercial Director in his/her responsibilities, as directed by the Commercial Director.
• Responsible for organising the production of advertising materials (graphics, etc.) as required.
• Responsible for assisting programme producers with the publicising of their programmes

Assistant Production Director.

• A member of the production team responsible for assisting the Production Director in producing programmes.
• Responsible for supporting first-time producers with their productions, when required.
• Responsible, with the Quality Control Officer, for ensuring YSTV produces high quality shows.

O.B. Co-Ordinator

• A member of the production team, although close liaison with the commercial and technical teams is advised.
• Responsible for the organisation of YSTV events, including O.B.s and Fresher’s activities.
• Responsible for the assistance of the producers of events, such as Elections and Woodstock, to ease logistical and administrative problems.
• Responsible for working with YUSU and the Station Director to make sure that all risk assessments are completed for events.
• Responsible for ensuring that YSTV receive prominent advertising and/or promotion for their participation and/or coverage of events.

Scheduling Manager

• A member of the production team
• Responsible for organising the scheduling of YSTV programming throughout the term.
• Responsible for ensuring that, within reason, requests for programmes from the public are catered for.
• Responsible for liaising with the Commercial team to ensure that contractual obligations for the screening of advertising are met, and to ensure that the schedules receive publicity.

It is the responsibility of all officers to write an officer’s report, either orally at the Station Meeting or, preferably, a written report via the website.

All paid members of YSTV are considered to be Ordinary Members.

YSTV Productions and Producers

Definitions

In this document, the following definitions are used:

• Any piece of video is referred to as a work. This includes anything produced by YSTV, shown on YSTV or being considered for showing on YSTV.
• An idea for a potential future work is a concept.
• A YSTV Production is a work or concept which has been ratified by YSTV (see 3.2)
• A programme is a everything that has or will be produced for YSTV. For example, The York Link is a programme, as is Woodstock.
• An episode is a specific instance of a programme. For example, The York Link – Spring Week 3, 2011 is an episode of The York Link.
• A producer is a person who takes overall control of producing a work.
• A YSTV Producer is an individual who produces and has accepted responsibility for one or more YSTV Productions by signing a YSTV Production Agreement.
• An Executive Producer oversees and takes responsibility for a YSTV Production in the case that the day-to-day control of the Production is being taken by a non-YSTV producer.
• An O.B is an abbreviation of outside broadcast. Any programme produced outside of the studio is considered an outside broadcast.

YSTV Productions

A work or concept can be ratified and become a YSTV Production by one of 2 methods;

• Any work/concept may be ratified by a vote of a station meeting.
• Pre-recorded (i.e. non-live) programmes may be ratified by the Production Director. For any production to be ratified, there must be a single individual or a pair of individuals who accept overall responsibility for it.
• For a work/concept, which is to be broadcast live, to be ratified (be it a regular programme or a one-off) it must have a named producer or 2 named producers, and be passed at a station meeting. On ratification, the producer(s) become a YSTV Producer(s) if they are not already.

A ratified YSTV Production is afforded the following facilities:

• Use of the station facilities including the studio and control room and the technical equipment.
• Advertising to members via the use of the website’s signup system and the weekly station email (where the Director is given appropriate information and notice).
• Support from the Production Director and other officers as defined in their respective roles.

YSTV Producers

In addition to the non-committee posts listed in section 2, the YSTV officership shall also include YSTV Producers. On becoming a YSTV Producer, a member accepts the following responsibilities:

• To provide a written or verbal report on the production at show de-briefs during the station meeting.
• An overall responsibility for the Production they are in charge of, making sure it is of a high standard and does not break the rules of YSTV’s or YUSU’s constitution, or any applicable laws (e.g. copyright).
• They must mark all programmes as a YSTV Production, usually by the inclusion of the YSTV copyright slide at the end of each programme.

It is expected that YSTV Producers will make efforts to liaise with the Production Director and the Head of Presentation as appropriate to develop their skills and produce high quality output, the Station Director regarding legal risk, and with the Technical team to ensure that the facilities they need/request are feasible and available. In return they can expect to receive help and advice from these officers in making and improving their Productions.

Expiration of Productions

A YSTV Production ceases to be recognised as current (and therefore the producer ceases to be a YSTV Producer) if no new programmes are made within one term of the University of York. Should the same individual or someone different wish to restart production at a later date, the concept must be re-ratified via the same procedures as for a new work or concept.

Transfer of Responsibility

Should a producer wish to stand down and/or end a Production, they should inform the Production Director or a station meeting. However, should a producer wish to hand over control of a YSTV Production to a different person, the change must be ratified by a station meeting. The new producer then takes on the responsibility for the Production. At this point the new producer becomes a YSTV Producer, and the old producer ceases to be a YSTV Producer, unless they also produce a different production.

Shared Responsibility

A particular Production may have one or two nominated Producers. In the case of two producers, they share responsibility equally. They are both considered officers of the society. Any Production may also have one or two assistant producers. These members do not take on the overall responsibility for the show in terms of copyright and so on, but are expected to assist the main producer(s) in making the programmes, and are encouraged to attend station meetings. They are not considered officers of the society unless they are the YSTV producer for another YSTV production, or are elected to a different post.

Productions with other societies

Productions with other societies should be actively encouraged to improve the development opportunities offered to the members of YSTV. Mutually acceptable terms for these productions should be negotiated on an individual basis, and a written agreement produced. One member of YSTV must take overall responsibility for the production and become the producer. All members involved with the project must be paid members of YSTV, before they are allowed access to YSTV equipment.

Complaints

Any complaints regarding YSTV productions should be brought to the Station Director’s attention. These will then either be dealt with at a station meeting or on an informal level based on the Station Director’s judgement. If an individual feels that the Station Director has not or is unable to deal with the complaint sufficiently then they should contact the YUSU Student Activities Officer. Requests for the removal of a YSTV production, or an episode of a production, should be passed to the Station Director, and will be discussed at a station meeting based on whether there is a legal or welfare grounds that it should be removed. A majority vote will decide whether the production or episode is removed. If this is deemed insufficient then the YUSU Student Activities Officer should be contacted.

Equipment for OBs (Outside Broadcasts)

OBs on Campus

Any person taking Equipment from the station for YSTV business is responsible for returning and connecting the equipment to its original state. This includes both booking out equipment online, and signing cameras out. If the equipment is being taken out for more than 6 hours a team leader must agree it. Be considerate of other shows and check what their needs may be.

OBs off Campus

Before taking any equipment off campus a team leader must be notified, and arrangements made to have the equipment insured for use off campus. The equipment must be booked out online and cameras signed out. The O.B. Co-ordinator must also have knowledge of it.

Equipment Loans

Equipment Borrowing

If any member of YSTV removes any equipment, it must be signed out on an equipment borrowing form and witnessed by another member of YSTV. When is returned, the form must be signed by a member of YSTV to state that the equipment has been returned in the same condition as when it was lent out. The member who has borrowed the equipment is responsible for the equipment and also for returning it to its original state.

Borrowing of Technical Equipment

Technical test equipment may not be borrowed from YSTV for non-YSTV purposes without the consent of the Technical Director. The above procedures listed under Equipment Borrowing must also be followed.

Borrowing by non-members

YUSU societies may borrow equipment providing that full responsibility is taken for its safe and timely return (normally within 24Hrs), and it is signed out by a team leader, and passed at a station meeting beforehand. Before equipment is lent out the Commercial Director should be consulted regarding charges.

Charges

Any member making use of YSTV equipment for non-YSTV purposes should be charged according to fees laid down by the station meeting. Usually this is £10 per item per day, although each case may be individually considered by a station meeting if it is deemed necessary. It is the responsibility of the Commercial Director and Production Director to decide the charge for YUSU societies, the university, and outside companies in discussion with the technical director and treasurer.

Station keys

The Key List

The key list is a list of YSTV members who are allowed to withdraw a key to the Station, which is held by James Porters. Anyone not on the key list will not be allowed to borrow this key. On borrowing the key, the member must sign the porters' key form and their university card must be left with the porters as a deposit. The member is then responsible for looking after the key and returning it. Key holders should also be on this list.

Additions to the key list

All officers of YSTV should be on the key list. The Station Director or Deputy Station Director may add any member to the key list. The Station Director is responsible for maintaining the list, one copy of which should be kept with the porters, and another in the station. Members are advised to contact the Station Director or Deputy Station Director if they would like to be added to the list.

Removal from the key list

The Station Director may remove any member from the key list for reasons including, but not limited to, breaking rules laid down in YSTV's constitution or policy. If a key holder is removed, his or her own key must also be returned to the station. This may be appealed against at a station meeting.

Key Holders Deposit

Each key holder must pay a £5 deposit, which is refundable upon return of the key.

Purchases

Purchases under £20

All Purchases up to and including the value of £20 must be authorised by at least TWO members of the Committee with the knowledge of a signatory of the YSTV account.

Purchases above £20

All Purchases above and including the value of £20 must be brought to a Station Meeting.

The Station

Access to the Station

The Station must not be entered by any student without the presence of a member whose name is on the key list.

Tidiness after Programmes

The producer of a programme is responsible for the tidiness of the station at the end of that programme. All members of YSTV are responsible for ensuring that the station is kept tidy, and is a safe place to be.

Food and Drink

Any person choosing to eat or drink in the station becomes fully responsible for any damage caused to any equipment as a result. See section 8.7 for regulations regarding alcohol. The privilege to eat in the station may be removed for an individual or as a whole, due to continued failure to clean up after oneself.

Withdrawal of Equipment

The Technical Director may withdraw any item of YSTV's equipment from use for technical maintenance or repair. This may be questioned at a station meeting.

Litter

All members are responsible for placing their rubbish into the bins provided. All members of YSTV are responsible for ensuring that the litterbins within YSTV are emptied, this is to be co-ordinated by the Deputy Station Director in liaison with the University cleaning service.

Insurance

The Deputy Station Director is responsible for ensuring that all items owned by YSTV are insured and for maintaining a list of this equipment.

Use of Station

1. Upon entrance to the station, it is the responsibility of the member who has signed out the keys to ensure that all persons within the station abide by the policy defined here for the use of YSTV.

2. Only those persons associated with the activities of the television service are permitted to make use of the station.

3. No fewer than two people can occupy the station if work is to be carried out on the internals of any mains-powered equipment.

4. Any member overriding scheduler control becomes responsible for all output until scheduler is re-enabled. The director of a live show is ultimately responsible for it’s content.

5. All member of YSTV are required to abide by the station’s Health and Safety Procedure and Computing Policy. Failure to do so may result in ejection from the station. It is the responsibility of the member who signed out the key to make sure that visitors are aware of, and abide by, these.

6. No modification is to be made to the structure of rooms and no University owned furniture is to be removed without the prior consent of James Bursar.

7. No smoking is permitted within the Station.

8. The consumption of alcoholic within the station is forbidden. However a reasonable amount of alcohol (any amount below 2 units) may be consumed within the studio in front of a camera for the purposes of broadcast.

9. Anyone in a state of intoxication must be excluded from the station by the member who has signed out the keys and is therefore responsible at the time.

10. On no account is the Station to be used for the purpose of sleeping.

11. Upon leaving the station, main power must be switched off, the window must be closed and all doors locked.

External Websites

Any member of the YSTV officership, including non-committee roles, may request the account details of YSTV’s social media accounts from the Commercial Director. The granting of the password may be refused by the Commercial Director, Webmaster, or Station Director if they feel the individual in question should not be allowed access to these. The password should be changed at the end of each AGM. The computing team are responsible for all non-Social Media related accounts held by YSTV on external websites. The passwords may be requested by any team leader or by the Station Director.

External Telephone Calls

External telephone calls from the station may be made by any member for station business only. The exception to this is if two team leaders or the Station Director feel it necessary to bar a member from using this line, in which case they may do so.