YSTV Policy

Introduction

York Student Television (often referred to as YSTV) is a student society based at the University of York which provides a television service to the staff and students of the University. 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 the current Society Constitution and with the constitution of YUSU (the University of York Students’ Union, at yusu.org).

Non-Committee Positions

The following positions are available in the Society in addition to the Committee:

Deputy Technical Director

• A member of the Technical Team.
• Responsible for assisting the Technical Director in their responsibilities, as directed by the Technical Director.
• 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 their 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 their 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 their responsibilities, as directed by the Production Director.
• Responsible for supporting first-time producers with their Productions, when required.
• Responsible, with the Head of Presentation, for ensuring YSTV produces high quality shows.

OB Coordinator

• 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 OBs and Freshers’ activities.
• Responsible for the assistance of the producers of events, such as the YUSU 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 give a weekly Officer 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 every work of televisual content that has been or will be produced by YSTV. For example, The York Link is a programme, as is Woodstock.
• An episode is a specific instance of a serial 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 OB is an abbreviation of Outside Broadcast. Any live programme produced outside of the Studio is considered an Outside Broadcast.
• A Production Agreement is a signed understanding between the Society and a Producer of their commitment and responsibility to the Production and the Society, administered by the Production Director.

YSTV Productions

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

• Any work/concept may be ratified by a vote of a Station Meeting.
• For any Production to be ratified there must be a single individual or a pair of individuals who accept overall responsibility for it.
• In the case of large OBs/large event-based productions (e.g. YUSU Elections, Roses, Woodstock), two co-producers or at least one assistant producer are required.
• 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 two 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’s Facilities including the Studio, Control Room, and technical equipment.
• Advertising to members via the use of the website’s calendar system and the weekly Society email (where the Station Director is given appropriate information and notice).
• Support from the Production Director and other officers as defined in their respective roles.ad

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 meet with all Team Leaders to receive training on the relevant aspects of producing a YSTV Production before commencing production.
• To read and abide by the YSTV Constitution and Policy.
• To attend all Station Meetings during the period in which the production is active (producing or having plans to produce content in the near future). In the event of a YSTV Producer failing to attend three consecutive Station Meetings in any term without submitting appropriate apologies, a Station Meeting may take a vote of no confidence in them. The Producer must be notified in writing or by email at least six days in advance of the meeting at which the vote is to take place. They have the right to defend themselves in person at the meeting, or to issue a written statement to the Secretary of the Society. The matter must be discussed, and a majority vote will decide whether the producership is to be retracted. Any member can request to defer the motion to the next Station Meeting, and the vote to defer the motion will take place before any discussion is carried out. An individual no-confidence motion may only be deferred once.
• To provide a written or verbal report on the Production at show de-briefs during the Station Meeting.
• Addition to the Key List, in order to complete production duties using the Porters’ Key.
• Use of a YSTV domain account and corresponding email address, and any email aliases for the Production.
• 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).
• To mark all programmes as a YSTV Production 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.

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.

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 are legal or welfare grounds for its removal. 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 External Filming

Live broadcasts from locations external to the Station must be authorised and coordinated by the OB Coordinator and Head of Presentation.

On Campus

Any person taking equipment from the Station for YSTV business is responsible for returning the equipment and restoring it to its original state at the request of the Technical Team. This includes both booking out equipment online and signing cameras out on the Equipment Sheet.

If the equipment is taken out for more than six hours a Team Leader must approve the booking. Be considerate of other shows and check what their needs may be.

Off Campus

Before taking any equipment off campus at least two Team Leaders 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.

Equipment Loans

Equipment Borrowing

If any member of YSTV removes any equipment, it must be signed out on an Equipment Borrowing Form, and either registered in the Bookings system or (where it is unbookable) known to an Officer. 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 24 hours), 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 significant item per day or a value-linked deposit, 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 and/or deposit levied upon YUSU societies, the University, and outside companies in discussion with the Technical Director and Treasurer.

Breakages

It is the responsibility of the borrower to protect the YSTV equipment in their care. In the event of damage to YSTV equipment while on loan not covered by insurance, the borrowing party will be charged for the repair or replacement of the damaged equipment. This charge may be reduced or waived by majority vote at a Station Meeting.

Station Keys

YSTV keys and access to the Station are the responsibility of the Deputy Station Director.

The Key List

The key list is a list of YSTV members who are allowed to withdraw a key to the Station (the “Porters’ Key”), which is held by James Porters. The list may be accessed at any time at http://ystv.co.uk/keys. 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, securing and locking the Station when they leave, and returning the key. 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, their key must also be returned to the Station. This may be appealed against at a Station Meeting.

Temporary Key Holders

Ordinary members who wish to temporarily hold a key to fulfil a role should consult the relevant Team Leader for that role (e.g. for an editing project, consult the Production Director). The team leader will, at their discretion, bring the request to a Station Meeting to be voted upon. Any terms of the key being held (i.e. to be returned after the project is completed) must be mentioned at the Station Meeting and minuted.

Officers’ Keys

All Officers are entitled to hold a YSTV key for the duration of their position.

Key Holders’ Deposit

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

Cutting of Keys

The Station Director or Deputy Station Director may propose at a Station Meeting to cut new keys for the Society in the event that too few are available. Upon passing a vote, it is the Deputy Station Director’s responsibility to see it done and distribute/store the new keys.

Any member found to have duplicated a YSTV key will be asked to surrender it to the Society. If a Station key is not surrendered after a formal request, disciplinary action may be taken in conjunction with YUSU, the University, or the Police.

Purchases

All agreed purchases made on behalf of the Society will be refunded to the purchaser from the Society’s YUSU grant or Own Funds account upon completion and submission of a claim form to the Treasurer.

Purchases under £20

All production purchases up to and including the value of £20 must be authorised by at least two Officers other than the purchaser, in addition to a signatory of the YSTV account. Verbal authorisation should be reinforced by a confirmation email.

Purchases above £20

All production purchases above and including the value of £20 must be brought to a Station Meeting and passed by majority vote.

Society purchases

Purchases for the benefit of YSTV’s infrastructure (primarily that maintained by the Technical and Computing teams under the Repairs and Renewals budget) shall be subject to the same policy but with a raised limit of £50.

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 litter bins 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

• Upon entrance to the Station, it is the responsibility of the key holders present (including the member who has signed out the Porters’ Key) to ensure that all persons within the Station abide by the policy defined here for the use of YSTV.
• Only those persons associated with the activities of the television service are permitted to make use of the Station.
• No fewer than two people can occupy the Station if work is to be carried out on the internals of any mains-powered equipment.
• 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 its content.
• All members 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.
• 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 the James College administrator.
• No smoking is permitted within the Station.
• The consumption of alcoholic beverages within the Station is forbidden. However a reasonable quantity of alcohol (less than 2 units) may be consumed within the Studio in front of a camera for the purposes of broadcast. Where possible it is advised that a substance similar in appearance (e.g. apple juice) is substituted.
• Anyone in a state of intoxication must be excluded from the Station by the member who has signed out the key and is therefore responsible at the time.
• On no account is the Station to be used for the purpose of sleeping.
• Upon leaving the Station the RCD-protected power circuits (1, 2, 3, 4) must be switched off, the window must be closed and all doors locked.

External Websites

The Computing Team are ultimately responsible for all online accounts held by YSTV on external websites. The passwords may be requested by any Team Leader or by the Station Director.

Social Media

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 these details may be refused by the Commercial Director, Computing Officer, or Station Director if they feel the individual in question should not be allowed access. At a Team Leader’s discretion, they may provide details or access to a trusted Ordinary Member in order for them to perform a specific role in a Production (e.g. Social Media Coordinator for an Outside Broadcast).

Any show may request publicity on one of YSTV’s social media accounts by means of the Social Media submission form on the YSTV website. The response to the request is the responsibility of the Commercial Team.

Any show may create an account with a social media website or similar service, however this shall be coordinated with the Commercial Team, and the access details shall be stored on file by the Computing Officer. Accounts for YSTV shows must acknowledge their connection to YSTV and link to YSTV’s official account on the relevant service or YSTV’s website.

Passwords should be changed at the end of each AGM, and contact details should be checked to ensure they are not locked to an address that no longer exists or is no longer associated with the Society.

Society Accounts

Society accounts created with any organisation or website must be registered to a position-named email address (e.g. station.director@ystv.co.uk) or a dedicated alias (e.g. news@ystv.co.uk), not a personal YSTV email address.

Programme Content

Publishing any content on websites other than YSTV’s own on behalf of the Society or a Production must be coordinated with the Commercial Team. Publishing or re-publishing YSTV programmes on other services must be expressly approved by the Committee, and may not take place before the initial release of the content on the YSTV website. All content published on-demand by YSTV (on ystv.co.uk and external sites) must include license information, preferably in the form of the unmodified standard license slide graphic.

In the case of co-productions, terms of publication and re-publication will be defined in the Production Agreement.

Embedding YSTV content does not require permission, and the embed code for videos is freely available on the video page. A separate credit and link back to ystv.co.uk is appreciated but not essential.