YSTV Policy

This is the YSTV policy as dated 9th June 2008. It is also available both in the documents directory on the server, and the old website at http://old.ystv.co.uk/about/policy.pdf.

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 constitutuion 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.

Web Designer

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.

Network Engineer

A member of the technical team.
Responsible for the maintenance and up-keep of the audio-visual distribution network.
Will ensure that network monitors are serviced and functioning.

Training and Documentation Manager

A member of the technical team, although close liaison with the production team is advisable.
Will be responsible for the production of training literature appropriate to equipment owned by and actions carried out by the station.
Will ensure that members new to a technique are trained to the same basic level, as specified in the training literature.
Will ensure literature is kept up to date as equipment revisions are made.
Will provide members with the opportunity to become familiar with the principles of the station as supervised by an officer or member with the required level of competence.

Assistant Production Director

A member of the production team.
Responsible for assisting the Production Director in his/her responsibilities, as directed by the Production Director.

Head of Presentation

A member of the production team, although liaison with the technical team is advisable.
Is responsible for ensuring a coherent and consistent brand identity for the station. This includes but is not limited to overseeing the production of idents and trailers, and working with the commercial team to ensure consistency between on-screen and printed branding.
Is responsible for monitoring the quality of all output, and advising producers on ways to improve the appearance and technical quality of their programmes.
Will work closely with the Production Director to nurture producers and productions, encouraging the development of high quality output.
Will work closely with the training manager to equip producers and other members with the skills necessary to maintain high standards of output.
To aid the Production Director in assessing and reviewing YSTV’s programming to continually strive to produce programmes of a high quality aimed appropriately at our audience.
To assist the Production Director in preparing YSTV’s entries for the National Student Television Association awards.

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 concept and any instances of that concept which have been produced. For example, YSTV Week is a programme, as is Woodstock.
An episode is a specific instance of a programme. For example, YSTV Week – Summer Week 3, 2006 is an episode of YSTV Week.
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.

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. On ratification, the producer(s) become a YSTV Producer(s) if they are not already. They must then sign a copy of the YSTV Production Agreement before any broadcast is made.
A pre-recorded programme may be produced by someone who is not a YSTV Producer, however in this case the programme must also have an Executive Producer. The Executive Producer must be either the Production Director or another YSTV Producer, and they may have as much or as little involvement in making the programme as suits everyone involved. However they must be the one to accept overall responsibility by ensuring they have watched the programme before it is broadcast and signing a Production Agreement.

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 appopriate 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:

The same responsibilities as any officer, including being expected to attend station meetings or submit apologies.
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, and with the Technical team to ensure that the facilities they need/request are feasible and available. In return can expect to receive help and advice from these officers in making and improving their Poductions.

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.

3.5 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, including being required to sign a new Production Agreement. 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, and must both sign the Production Agreement. 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 roducer for another YSTV roduction, or are elected to a different post.

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 re-charging batteries and logging all tape used in Tapelog.

If the equipment is being taken out for more than 6 hours it must be signed out on the equipment signing out sheets. Be considerate of other shows and check what their needs may be.

OBs off Campus

Before taking any equipment off campus an officer must be notified, and arrangements made to have the equipment insured for use off campus.

Equipment Loans

Equipment Borrowing

If any equipment is removed by any member of YSTV, 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 and connecting 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 YSTV officer.

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.

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 Goodricke 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

Any member may be added to the key list by either the Director or Studio Manager. The Director is responsible for maintaining the list, one copy of which should be kept with the porters, and another in the station.

Removal from the key list

The Director or Studio Manager 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, their own key must also be returned to the station.

Key Holder 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 ONE member of the Committee.

Purchases between £20 and £50

All Purchases with a value between £20 and £50 must be authorised by at least TWO members of the Committee.

Purchases above £50

All Purchases above and including the value of £50 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 keylist.

Tidiness after Programmes

The producer of a programme is responsible for the tidiness of the station at the end of that programme.

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.

Withdrawal of Equipment

The Technical Director may withdraw any item of YSTV's equipment from use for technical maintenance or repair.

Litter

All members are responsible for placing their rubbish into the bins provided. The Studio Manager is responsible for ensuring that the litter bins within YSTV are emptied, however all members are strongly encouraged to help with this.

Insurance

The Studio Manager 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.

5. 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 Goodricke Bursar.

6. No smoking is permitted within the Station. 7. The consumption of alcoholic drink within the station is forbidden. However a reasonable (any amount below 2 units) amount of alcohol may be consumed within the studio in front of a camera for the purposes of broadcast.

8. 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.

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

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

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 2 team leaders or the Director feel it necessary to bar a member from using this line, in which case they may do so.