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YSTV Constitution: Difference between revisions
AGM 2020
Caroline.pv (talk | contribs) (AGM 2020) |
Caroline.pv (talk | contribs) (AGM 2020) |
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## In the case of inappropriate distribution of tasks or a general lack of communication between the members holding a joint position, the Station Director and the Social Secretary are to intervene and resolve this issue. In the case of the Station Director being the jointly run position in question, this task falls to the Studio Manager and the Social Secretary. | ## In the case of inappropriate distribution of tasks or a general lack of communication between the members holding a joint position, the Station Director and the Social Secretary are to intervene and resolve this issue. In the case of the Station Director being the jointly run position in question, this task falls to the Studio Manager and the Social Secretary. | ||
==Duties of | ==Duties of YSTV’s Committee== | ||
# | # YSTV's President is responsible for: | ||
## Ensuring that | ## Ensuring that YSTV's policies are adhered to | ||
## Ensuring the | ## Ensuring the YSTV Committee contains officers named in 8.2 | ||
## Attending | ## Attending YSTV Officer Training and YSTV AGM | ||
## Calling and chairing meetings of your societies committee | ## Calling and chairing meetings of your societies committee | ||
## Delegating tasks | ## Delegating tasks | ||
## Being a spokesperson/figurehead | ## Being a spokesperson/figurehead | ||
## Maintaining committee enthusiasm | ## Maintaining committee enthusiasm | ||
## Publicising | ## Publicising YSTV | ||
## Any other duties as agreed by the Committee. | ## Any other duties as agreed by the Committee. | ||
## Ensuring the actions taken by | ## Ensuring the actions taken by YSTV do not damage its longevity and take measures to future-proof the operation of the station | ||
# | # YSTV's Secretary is responsible for: | ||
## Attending Media Group Officer Training and | ## Attending Media Group Officer Training and the YSTV AGM | ||
## Taking care of | ## Taking care of YSTV's admin | ||
## Keeping | ## Keeping YSTV’s backpages up-to-date, including signatories and memberships | ||
## Arranging meetings and book rooms or venues | ## Arranging meetings and book rooms or venues | ||
## Creating agendas and keeping minutes of meetings as necessary | ## Creating agendas and keeping minutes of meetings as necessary | ||
## Communicating regularly with your members | ## Communicating regularly with your members | ||
## Being aware of key dates for | ## Being aware of key dates for YSTV throughout the year | ||
## Collecting post from Activities Office when you receive an email | ## Collecting post from Activities Office when you receive an email | ||
## Reading and managing | ## Reading and managing YSTV emails, post, and official requests on social media | ||
## Organising the AGM (Annual General Meeting) in association with | ## Organising the AGM (Annual General Meeting) in association with YSTV's President | ||
## Any other duties as agreed by the Committee | ## Any other duties as agreed by the Committee | ||
# The Treasurer is responsible for: | # The Treasurer is responsible for: | ||
## Administering | ## Administering YSTV’s finances in accordance with the Constitution, Laws and By-Laws of YUSU | ||
## Attending Media Group Officer Training and | ## Attending Media Group Officer Training and YSTV's AGM | ||
## 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 | ## Keep the committee and members informed of the YSTV’s financial situation | ||
## Countersign every claims form and transport form | ## Countersign every claims form and transport form | ||
## 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; | |||
## Any other duties as agreed by the Committee | ## Any other duties as agreed by the Committee | ||
#In addition to those noted for the | #In addition to those noted for the YSTV President above, the Station Director has the following duties: | ||
## To organise (with the Secretary) and chair the AGM; | ## To organise (with the Secretary) and chair the AGM; | ||
## To coordinate and support the other Officers of | ## To coordinate and support the other Officers of YSTV; | ||
## To ensure that the membership are kept informed of and encouraged to participate in all | ## To ensure that the membership are kept informed of and encouraged to participate in all YSTV’s activities; | ||
## 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 | ## To deal with external clients, the press and media (both campus and commercial), in association with the Head of Marketing. | ||
# The Station Manager is responsible for the smooth running of the Station and has the following duties: | # The Station Manager is responsible for the smooth running of the Station and has the following duties: | ||
## To deputise the Station Director; | ## To deputise the Station Director; | ||
## To be the Team Leader for the Administration Team; | ## To be the Team Leader for the Administration Team; | ||
## To act as a first point of contact for any internal disputes within | ## To act as a first point of contact for any internal disputes within YSTV; | ||
## To coordinate and support the other Officers in | ## To coordinate and support the other Officers in YSTV; | ||
## To coordinate usage of | ## 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 work closely with the Social Secretary to encourage friendship within | ## To work closely with the Social Secretary to encourage friendship within YSTV; | ||
## To ensure the upkeep of any rooms occupied by | ## To ensure the upkeep of any rooms occupied by YSTV and to maintain a pleasant working environment, liaising with University administration where necessary; | ||
## To ensure that all rooms used by | ## 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 oversee | ## To oversee the management of key card access and ensure that only members on the key list have key-card access to the Studio; | ||
## To oversee the upkeep of YSTV’s documentation. | ## To oversee the upkeep of YSTV’s documentation, making sure all relevant documents are accessible to members through an online service, where GPDR regulations allow for it. | ||
## To be responsible for Health and Safety within the day-to-day working of | ## To be responsible for Health and Safety within the day-to-day working of YSTV; | ||
## To oversee general welfare and well-being of | ## 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. | ||
# The Production Director has the following duties: | # The Production Director has the following duties: | ||
## To be Team Leader for the Production Team; | ## To be Team Leader for the Production Team; | ||
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## To coordinate and collate YSTV’s entries for the National Student Television Awards alongside the Head of Presentation; | ## To coordinate and collate YSTV’s entries for the National Student Television Awards alongside the Head of Presentation; | ||
## To encourage all members of the Production Team to feel part of the Team; | ## To encourage all members of the Production Team to feel part of the Team; | ||
## To work with the Station Director and | ## To work with the Station Director and Head of Marketing to encourage new members to get involved with YSTV and promote new shows. | ||
## To chair weekly Production Meetings, which shall inform all present members about the status of current and upcoming productions and shall give all members the opportunity to bring forth their ideas for new projects; | ## To chair weekly Production Meetings, which shall inform all present members about the status of current and upcoming productions and shall give all members the opportunity to bring forth their ideas for new projects; | ||
## To liaise with external clients alongside the | ## To liaise with external clients alongside the Head of Marketing and appoint producers for commercial productions; | ||
##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 | # The Head of Marketing has the following duties: | ||
## To | ##To oversee the spending of YSTV’s marketing budget; | ||
##To coordinate the raising of money for YSTV through advertising, sponsorship and other commercial activities, in collaboration with the Treasurer; | |||
## To coordinate the raising of money for | ##To ensure that non-production contracts entered into with commercial organisations are not at the risk of exploitation or of falling through, whilst liaising with YUSU; | ||
## To ensure that contracts entered into with commercial organisations are | ##To ensure that all contracts entered into with advertisers and sponsors are met; | ||
## To ensure that all contracts entered into with advertisers and sponsors are met; | ##To coordinate the promotion of YSTV and its activities to students and the general public; | ||
## To coordinate the promotion of YSTV and its activities to students and the general public; | ##To be responsible for the acquisition of merchandise for YSTV, and actively seek the best quality and best value for YSTV and its members; | ||
## To be responsible for the acquisition of merchandise for | ##To ensure that YSTV, both as a media group and as a television station, is well promoted within the student body and the general public; | ||
## To ensure that YSTV, both as a media group and as a television station, is well promoted within the student body and the general public; | ##To encourage new members and the student population to interact more with YSTV; | ||
## To encourage new members and the student population to interact more with YSTV; | ##To coordinate recruitment campaigns for new members; | ||
## To coordinate recruitment campaigns for new members; | ##To oversee YSTV’s presence on Social Media; | ||
## To oversee YSTV’s presence on Social Media; | ##To be responsible for uploading consistent social media posts at YSTV events by fulfilling these responsibilities themselves or delegating this responsibility to another member. | ||
## To be the first point of contact for external clients alongside the Production Director | ##To be the first point of contact for external clients alongside the Production Director; | ||
# The Technical Director has the following responsibilities:To be Team Leader for the Technical Team; | |||
# The Technical Director has the following responsibilities: | ##To oversee the spending of Technical Team; | ||
##To supervise and direct the technical operations of YSTV; | |||
## To | ##To ensure all equipment owned by YSTV is adequately maintained and safe to use; | ||
## To supervise and direct the technical operations of | ##To advise YSTV on technical equipment purchases; | ||
## To ensure all equipment owned by | ##To advise YSTV on technical matters; | ||
## To advise | ##To maintain an up to date audit of all YSTV equipment, assets and risk assessments, alongside the Station Director and Station Manager; | ||
## To advise | ##To deliver relevant technical training to all YSTV members. | ||
## To maintain an up to date audit of all | ##To oversee equipment bookings, allocations and hires through the internal equipment booking system; | ||
## To deliver relevant technical training to all YSTV members. | ##To be responsible for the keys to the server rack; | ||
## To oversee equipment bookings, allocations and hires through the internal equipment booking system | ##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 | ##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 | ##To oversee the spending of Computing Team; | ||
## To be responsible for the operations and maintenance of all general purpose computing equipment owned by | ##To be responsible for the operations and maintenance of all general purpose computing equipment owned by YSTV; | ||
## To be responsible for | ##To be responsible for YSTV’s compliance with the regulations laid down by the University of York’s IT Services; | ||
## To advise | ##To advise YSTV on purchases of computing equipment; | ||
## To keep adequate backups of data and software owned by | ##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 ensure | Should 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 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 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 maintain the relationship between YSTV and IT Services; | |||
##To work with the Technical 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 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 Head of Presentation has the following responsibilities: | # The Head of Presentation has the following responsibilities: | ||
## To work with the | ##To work with the Head of Marketing 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; | ||
## 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 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 coordinate the logistics of YSTV’s entries to and attendance of the NaSTA conference and awards and be the first point of contact for NaSTA queries. | ##To coordinate the logistics of YSTV’s entries to and attendance of the NaSTA conference and awards and be the first point of contact for NaSTA queries. | ||
# The Social Secretary has the following responsibilities: | # The Social Secretary has the following responsibilities: | ||
## To encourage members of | ## To encourage members of YSTV to socialise together; | ||
## To promote friendship and understanding between members of | ##To promote friendship and understanding between members of YSTV; | ||
## To organise social events for members of | ##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. | ||
==Dismissal and Resignation of Committee Members:== | ==Dismissal and Resignation of Committee Members:== | ||