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YSTV Constitution: Difference between revisions
→Duties of YSTV’s Committee
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## Ensuring the YSTV Committee contains officers named in 8.2 | ## Ensuring the YSTV Committee contains officers named in 8.2 | ||
## Attending YSTV Officer Training and YSTV AGM | ## Attending YSTV Officer Training and YSTV AGM | ||
## Calling and chairing meetings of YSTV's committee | ## Calling, creating agendas for and chairing meetings of YSTV's committee | ||
##Delegating tasks | ##Delegating tasks | ||
##Being a spokesperson/figurehead | ##Being a spokesperson/figurehead | ||
##Maintaining committee enthusiasm | ##Maintaining committee enthusiasm | ||
##Publicising YSTV | ## Publicising YSTV | ||
##Any other duties as agreed by the Committee. | ##Any other duties as agreed by the Committee. | ||
##Ensuring the actions taken by YSTV do not damage its longevity and taking measures to future-proof the operation of the station. | ##Ensuring the actions taken by YSTV do not damage its longevity and taking measures to future-proof the operation of the station. | ||
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##Updating any spelling or grammatical, numerical or input errors written into the constitution and/or policy, without changing the meaning, without the need of passing it as an amendment but secretary must alert committee in an admin meeting. | ##Updating any spelling or grammatical, numerical or input errors written into the constitution and/or policy, without changing the meaning, without the need of passing it as an amendment but secretary must alert committee in an admin meeting. | ||
#The Treasurer is responsible for: | #The Treasurer is responsible for: | ||
##Administering YSTV’s finances in accordance with the Constitution, Laws and By-Laws of YUSU; | ## Administering YSTV’s finances in accordance with the Constitution, Laws and By-Laws of YUSU; | ||
##Learn and understand the Students’ Union financial system; | ##Learn and understand the Students’ Union financial system; | ||
##Keep track of all income/expenditure; | ##Keep track of all income/expenditure; | ||
##Keep the committee and members informed of the YSTV’s financial situation; | ## Keep the committee and members informed of the YSTV’s financial situation; | ||
## Oversee the budget for each event or production that requires expenditure; | ##Oversee the budget for each event or production that requires expenditure; | ||
## To set fees and manage invoices for equipment hire for non-YSTV projects in association with the Technical Director and Head of Commercial; | ##To set fees and manage invoices for equipment hire for non-YSTV projects in association with the Technical Director and Head of Commercial; | ||
##To manage YSTV’s inventory (insurance list) and keep it up to date in liaison with the Technical or Computing Director; | ##To manage YSTV’s inventory (insurance list) and keep it up to date in liaison with the Technical or Computing Director; | ||
##To coordinate usage of YSTV's space, equipment and members with the Production Team to ensure fair distribution of time between producers and programmes; | ## To coordinate usage of YSTV's space, equipment and members with the Production Team to ensure fair distribution of time between producers and programmes; | ||
##To ensure the upkeep of any rooms occupied by YSTV and ensure accessibility for all members, and to maintain a pleasant working environment, liaising with the Head of Welfare and Training, and where necessary University administration; | ##To ensure the upkeep of any rooms occupied by YSTV and ensure accessibility for all members, and to maintain a pleasant working environment, liaising with the Head of Welfare and Training, and where necessary University administration; | ||
##To ensure that all rooms used by YSTV for meetings and OBs are left in an acceptable condition; | ##To ensure that all rooms used by YSTV for meetings and OBs are left in an acceptable condition; | ||
## To maintain the Station’s smooth running by ensuring that it is tidy and organised; | ##To maintain the Station’s smooth running by ensuring that it is tidy and organised; | ||
### To organise (with the Administration Director) and chair the AGM; | ### To organise (with the Administration Director) and chair the AGM; | ||
###To coordinate and support the other Officers of YSTV; | ###To coordinate and support the other Officers of YSTV; | ||
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###To work with YUSU and the University to secure the continued independence of YSTV; | ###To work with YUSU and the University to secure the continued independence of YSTV; | ||
###To deal with external clients, the press and media (both campus and commercial), in association with the Marketing Director and Head of Commercial. | ###To deal with external clients, the press and media (both campus and commercial), in association with the Marketing Director and Head of Commercial. | ||
### To be YSTV's Media Committee representative or to delegate the position to another member of the committee. | ###To be YSTV's Media Committee representative or to delegate the position to another member of the committee. | ||
## To work with the head of marketing on the application for merchandise and placing the order. | ## To work with the head of marketing on the application for merchandise and placing the order. | ||
#The Head of Welfare and Training is responsible for: | #The Head of Welfare and Training is responsible for: | ||
##To deputise the Station Director; | ##To deputise the Station Director; | ||
## To act as a first point of contact for any internal disputes and welfare issues within YSTV; | ##To act as a first point of contact for any internal disputes and welfare issues within YSTV; | ||
##3. To oversee general welfare and well-being of YSTV’s committee, officers and members. Major well-being issues and disputes shall be discussed with the Station Director and YUSU if necessary; | ##3. To oversee general welfare and well-being of YSTV’s committee, officers and members. Major well-being issues and disputes shall be discussed with the Station Director and YUSU if necessary; | ||
##To ensure that all new members when signing up have an option to declare any additional needs, and that these needs are met, with the Station Director and YUSU where necessary; | ## To ensure that all new members when signing up have an option to declare any additional needs, and that these needs are met, with the Station Director and YUSU where necessary; | ||
##To coordinate and support the other Officers in YSTV; | ##To coordinate and support the other Officers in YSTV; | ||
##To regularly communicate with members, in addition to writing a section of the weekly emails and support the other Officers in YSTV; | ##To regularly communicate with members, in addition to writing a section of the weekly emails and support the other Officers in YSTV; | ||
##To work closely with the Social Secretary to encourage friendship within YSTV; | ##To work closely with the Social Secretary to encourage friendship within YSTV; | ||
##To be responsible for Health and Safety within the day-to-day working of YSTV; | ##To be responsible for Health and Safety within the day-to-day working of YSTV; | ||
##Working with Treasurer to ensure facilities and spaces are accessible for all members, and YUSU where necessary, to ensure a pleasant working environment; | ## Working with Treasurer to ensure facilities and spaces are accessible for all members, and YUSU where necessary, to ensure a pleasant working environment; | ||
##To organise and lead a termly welfare meeting with the committee and implement any agreed changes; | ## To organise and lead a termly welfare meeting with the committee and implement any agreed changes; | ||
##To oversee YSTV training; | ##To oversee YSTV training; | ||
##To coordinate with the team leads to ensure training is delivered consistently, effectively, and frequently; | ## To coordinate with the team leads to ensure training is delivered consistently, effectively, and frequently; | ||
##Set out learning objectives for training; | ##Set out learning objectives for training; | ||
##To be the point of contact for training requests and defer to team lead's where necessary; | ##To be the point of contact for training requests and defer to team lead's where necessary; | ||
##To ensure that communication of training is handled correctly; | ##To ensure that communication of training is handled correctly; | ||
## Aim to give at least a week's notice for any training opportunities; | ##Aim to give at least a week's notice for any training opportunities; | ||
## Communicate training opportunities on appropriate mediums; | ##Communicate training opportunities on appropriate mediums; | ||
##Recommend members to appropriate training opportunities; | ##Recommend members to appropriate training opportunities; | ||
##Where possible, encourage and develop different mediums of training delivery; | ##Where possible, encourage and develop different mediums of training delivery; | ||
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##To ensure that contracts for commercial projects are in the interests of YSTV, and are not at risk of exploitation or of falling through, whilst liaising with YUSU for advice; | ##To ensure that contracts for commercial projects are in the interests of YSTV, and are not at risk of exploitation or of falling through, whilst liaising with YUSU for advice; | ||
##To make members aware of upcoming events or other potential productions. | ##To make members aware of upcoming events or other potential productions. | ||
#The Technical Director has the following responsibilities: | # The Technical Director has the following responsibilities: | ||
##To be Team Leader for the Technical Team; | ##To be Team Leader for the Technical Team; | ||
##To oversee the spending of Technical Team; | ##To oversee the spending of Technical Team; | ||
## To supervise and direct the technical operations of YSTV; | ##To supervise and direct the technical operations of YSTV; | ||
##To ensure all equipment owned by YSTV is adequately maintained and safe to use; | ##To ensure all equipment owned by YSTV is adequately maintained and safe to use; | ||
##To advise YSTV on technical equipment purchases; | ##To advise YSTV on technical equipment purchases; | ||
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##To oversee equipment bookings, allocations and hires through the internal equipment booking system; | ##To oversee equipment bookings, allocations and hires through the internal equipment booking system; | ||
##To be responsible for the keys to the server rack; | ##To be responsible for the keys to the server rack; | ||
## To work with the Computing Director to prepare and develop Disaster Recovery plans to enable continued operation or to restore operation as quickly as possible in the event of an emergency, including the loss of the Computing Director, Station, or broadcast equipment. | ##To work with the Computing Director to prepare and develop Disaster Recovery plans to enable continued operation or to restore operation as quickly as possible in the event of an emergency, including the loss of the Computing Director, Station, or broadcast equipment. | ||
##To actually get sleep at least twice every week | ##To actually get sleep at least twice every week | ||
#The Computing Director has the following responsibilities: | # The Computing Director has the following responsibilities: | ||
##To be Team Leader for the Computing Team; | ##To be Team Leader for the Computing Team; | ||
##To oversee the spending of Computing Team; | ##To oversee the spending of Computing Team; | ||
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##To keep adequate backups of data and software owned by YSTV; | ##To keep adequate backups of data and software owned by YSTV; | ||
##To liaise with the Technical Director in matters concerning broadcast critical computing equipment; | ##To liaise with the Technical Director in matters concerning broadcast critical computing equipment; | ||
##To ensure the security of all network connected computer equipment; | ## To ensure the security of all network connected computer equipment; | ||
##To control access to all computers within the Station; | ##To control access to all computers within the Station; | ||
## To work with the YUSU Data Protection Officer to ensure all information is stored appropriately; | ## To work with the YUSU Data Protection Officer to ensure all information is stored appropriately; | ||
##To ensure the continued running and security of YSTV’s Computing Services, including the encryption of all sensitive information; | ##To ensure the continued running and security of YSTV’s Computing Services, including the encryption of all sensitive information; | ||
##To ensure the privacy of all users and their data in accordance with the appropriate laws from governing bodies; | ##To ensure the privacy of all users and their data in accordance with the appropriate laws from governing bodies; | ||
## To have full unrestricted access to all Computing Services for the purpose of ensuring their continued service and development, including the “root” password for all servers and services used; | ##To have full unrestricted access to all Computing Services for the purpose of ensuring their continued service and development, including the “root” password for all servers and services used; | ||
##To ensure continued access to necessary services provided by IT Services for either YSTV or for relevant members of YSTV, whichever is appropriate for a given service; | ##To ensure continued access to necessary services provided by IT Services for either YSTV or for relevant members of YSTV, whichever is appropriate for a given service; | ||
##To be responsible for the keys to the server rack; | ##To be responsible for the keys to the server rack; | ||
##To maintain the relationship between YSTV and IT Services; | ##To maintain the relationship between YSTV and IT Services; | ||
##To prepare, develop and lead Disaster Recovery plans with the computing team to enable continued operation or to restore operation of Computing Services as quickly as possible in the event of an emergency, including the loss of privileges to Computing Services. | ##To prepare, develop and lead Disaster Recovery plans with the computing team to enable continued operation or to restore operation of Computing Services as quickly as possible in the event of an emergency, including the loss of privileges to Computing Services. | ||
#The Marketing Director has the following responsibilities: | # The Marketing Director has the following responsibilities: | ||
##To be Team Leader for the Marketing Team; | ##To be Team Leader for the Marketing Team; | ||
##To oversee the spending of Marketing Team; | ##To oversee the spending of Marketing Team; | ||
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##To oversee YSTV’s presence on Social Media; | ##To oversee YSTV’s presence on Social Media; | ||
##Being responsible for the acquisition of merchandise for YSTV, and actively seek the best quality and best value for YSTV and its members; | ##Being responsible for the acquisition of merchandise for YSTV, and actively seek the best quality and best value for YSTV and its members; | ||
## Organise the design of merchandise and work with the treasurer to organise the application of the march order. | ##Organise the design of merchandise and work with the treasurer to organise the application of the march order. | ||
# The Head of Presentation has the following responsibilities: | #The Head of Presentation has the following responsibilities: | ||
## To work with the Marketing Director to ensure consistency between on-screen and printed branding; | ##To work with the Marketing Director to ensure consistency between on-screen and printed branding; | ||
##To monitor the quality of all output, and advise producers on ways to improve the appearance and technical quality of their programmes; | ## To monitor the quality of all output, and advise producers on ways to improve the appearance and technical quality of their programmes; | ||
##To work closely with the Production Director to nurture producers and productions, encouraging the development of high quality output; | ##To work closely with the Production Director to nurture producers and productions, encouraging the development of high quality output; | ||
##To work closely with the individual Team Leaders to equip producers and other members with the skills necessary to maintain high standards of output; | ##To work closely with the individual Team Leaders to equip producers and other members with the skills necessary to maintain high standards of output; | ||
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##To promote friendship and understanding between members of YSTV; | ##To promote friendship and understanding between members of YSTV; | ||
##To organise social events for members of YSTV to facilitate the above; | ##To organise social events for members of YSTV to facilitate the above; | ||
## To encourage people to get involved with YSTV through socials. | ##To encourage people to get involved with YSTV through socials. | ||
Data Protection | Data Protection | ||
*All membership personal data is subject to General Data Protection Regulations (GDPR), law and YUSU procedures. | *All membership personal data is subject to General Data Protection Regulations (GDPR), law and YUSU procedures. | ||
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*The Lead Signatory is required to successfully undertake GDPR online awareness and compliance training supplied by YUSU. | *The Lead Signatory is required to successfully undertake GDPR online awareness and compliance training supplied by YUSU. | ||
*The Lead Signatory must advise YUSU of any breaches of data protection as soon as they are made aware of any such breach. | *The Lead Signatory must advise YUSU of any breaches of data protection as soon as they are made aware of any such breach. | ||
*The Lead Signatory can formally nominate a Data Protection Officer from the Lead Signatory who is responsible for overseeing the society’s compliance to GDPR and YUSU procedures. | * The Lead Signatory can formally nominate a Data Protection Officer from the Lead Signatory who is responsible for overseeing the society’s compliance to GDPR and YUSU procedures. | ||
Key responsibilities include: | Key responsibilities include: | ||
#Membership personal data including email addresses are private and confidential and should only be used for society membership purposes and contact that would be reasonably expected as part of the membership offer. | #Membership personal data including email addresses are private and confidential and should only be used for society membership purposes and contact that would be reasonably expected as part of the membership offer. | ||
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==Representation in YUSU Media Comittee== | == Representation in YUSU Media Comittee== | ||
# YSTV shall be represented at YUSU’s Media Committee by the Media Committee Representative. | #YSTV shall be represented at YUSU’s Media Committee by the Media Committee Representative. | ||
#The Media Committee Representative is responsible for: | #The Media Committee Representative is responsible for: | ||
##Organising, submitting and arguing for YSTV’s annual grant application, and any other grant application that may go through the Media Committee. | ## Organising, submitting and arguing for YSTV’s annual grant application, and any other grant application that may go through the Media Committee. | ||
##Representing and speaking in the interests of YSTV at the YUSU Media Committee, a board consisting of representatives from all ratified media groups and the YUSU Activities Officer. | ##Representing and speaking in the interests of YSTV at the YUSU Media Committee, a board consisting of representatives from all ratified media groups and the YUSU Activities Officer. | ||
## Informing the membership regularly about the proceedings within the Media Committee. | ##Informing the membership regularly about the proceedings within the Media Committee. | ||
== Dismissal and Resignation of Committee Members:== | ==Dismissal and Resignation of Committee Members:== | ||
#No committee member shall be deemed to be dismissed unless they receive (during their term of office) a vote of ‘no confidence’ from their Committee. | #No committee member shall be deemed to be dismissed unless they receive (during their term of office) a vote of ‘no confidence’ from their Committee. | ||
## A vote of no confidence must be brought forward at an AGM, EGM or a YSTV committee meeting. Every member of YSTV is able to motion a vote of no confidence. In order to be successful, the motion must be democratically approved by the majority (more than 50 percent) of present members, as long as the necessary quorum is met. | ##A vote of no confidence must be brought forward at an AGM, EGM or a YSTV committee meeting. Every member of YSTV is able to motion a vote of no confidence. In order to be successful, the motion must be democratically approved by the majority (more than 50 percent) of present members, as long as the necessary quorum is met. | ||
#A dismissed officer may submit themself to an inter-media group vote to confirm or overturn the dismissal. Such vote shall be conducted in consultation with YSTV's Committee. | #A dismissed officer may submit themself to an inter-media group vote to confirm or overturn the dismissal. Such vote shall be conducted in consultation with YSTV's Committee. | ||
#The resignation of an official shall not be of effect unless given in writing to YSTV's President and until accepted by YSTV's Committee. | #The resignation of an official shall not be of effect unless given in writing to YSTV's President and until accepted by YSTV's Committee. | ||
#There is a one-week notice period in which the by-election for the newly vacant role is to be advertised to all YSTV Members, where the original member still holds the role. | #There is a one-week notice period in which the by-election for the newly vacant role is to be advertised to all YSTV Members, where the original member still holds the role. | ||
==Meetings == | == Meetings== | ||
# YSTV can hold committee meetings, general meetings, AGMs (Annual General Meetings) and EGMs (Extraordinary General Meetings). | #YSTV can hold committee meetings, general meetings, AGMs (Annual General Meetings) and EGMs (Extraordinary General Meetings). | ||
#All meetings are open and must be advertised to all members. | #All meetings are open and must be advertised to all members. | ||
# The Committee shall give at least 7 days’ notice of an AGM or an EGM and be advertised to YSTV and the YUSU Student Activities Officer. | #The Committee shall give at least 7 days’ notice of an AGM or an EGM and be advertised to YSTV and the YUSU Student Activities Officer. | ||
# The quorum at an AGM shall be 25% of the members of the Media Group or 10 members, whichever is the most. | #The quorum at an AGM shall be 25% of the members of the Media Group or 10 members, whichever is the most. | ||
# An EGM can be called by the President (Chair), any member of the committee upon written request or a majority vote by the station membership subject to quorum. | #An EGM can be called by the President (Chair), any member of the committee upon written request or a majority vote by the station membership subject to quorum. | ||
#Every member of committee is to present a review of their time in office and their accomplishments at the AGM. | #Every member of committee is to present a review of their time in office and their accomplishments at the AGM. | ||
== Amendments to the YSTV Constitution== | ==Amendments to the YSTV Constitution== | ||
#The Constitution may be amended by ½ the members present at a General Meeting and notice of any amendment must be delivered to the Administration Director and announced at the next AGM. | #The Constitution may be amended by ½ the members present at a General Meeting and notice of any amendment must be delivered to the Administration Director and announced at the next AGM. | ||
#If amended, the constitution shall be re-ratified by the YUSU Student Activities Officer before coming into effect, this includes name change. | #If amended, the constitution shall be re-ratified by the YUSU Student Activities Officer before coming into effect, this includes name change. | ||