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YSTV Constitution: Difference between revisions

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==Management of YSTV==
==Management of YSTV==
# Management of YSTV will be entrusted to the Committee (see point 9.0).
# Management of YSTV will be entrusted to the Committee (see point 9.0).
# The management of YSTV is conducted by the Station Management Team, which consists of: the Administration Director, the Head of Welfare and Training, the Production Director, the Technical Director, the Computing Director, the Marketing Director and is led by the Station Director.
## The Station Management Team should have at least one meeting a term to discuss the overall direction of YSTV and review longer term plans for the year. The first meeting should take place as soon as possible following elections and the newly elected team having received their handovers.


==Rules of the Media Group==
==Rules of the Media Group==
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==YSTV's Finance==
==YSTV's Finance==
# All YSTV’s funds will be lodged with the Students’ Union; all monies should be banked with the YUSU Finance Office.
# All YSTV’s funds will be lodged with the Students’ Union; all monies should be banked with the YUSU Finance Office.
# The President (Chair), Station manager Secretary and Treasurer shall automatically be signatories to accounts opened by YSTV. YUSU must always have an up-to-date signatory list.
# The President (Chair), Station manager, Administration Director and Treasurer shall automatically be signatories to accounts opened by YSTV. YUSU must always have an up-to-date signatory list.
# Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of YSTV; one of whom must be the treasurer.
# Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of YSTV; one of whom must be the treasurer.
# YSTV’s own funds accounts shall be available for inspection at any reasonable time by any YSTV member on the online membership list, or by the Student Activities Officer or the YUSU Societies Coordinator.
# YSTV’s own funds accounts shall be available for inspection at any reasonable time by any YSTV member on the online membership list, or by the Student Activities Officer or the YUSU Societies Coordinator.
# An annual membership fee is required from all YSTV members, unless YSTV states otherwise, and agrees not to receive YUSU grant.  The Committee, who are also responsible for its collection, determines this fee.
# An annual membership fee is required from all YSTV members, unless YSTV states otherwise, and agrees not to receive YUSU grant.  The Committee, who are also responsible for its collection, determines this fee.
# Students’ Union members shall receive no payment from YSTV, except in legitimate expenses incurred in connection with YSTV business.
# Students’ Union members shall receive no payment from YSTV, except in legitimate expenses incurred in connection with YSTV business.
#All financial transactions will be posted to a private Slack channel. Any member can request access  to this channel with a passing vote at admin meeting.
#The current balances for accounts are available through a spreadsheet saved in the YSTV admin  drive, updated by the treasurer daily and on-request.


== YSTV’s Committee==
== YSTV’s Committee==
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#Plus any other members you wish to elect to your Committee but you must name their positions below:   
#Plus any other members you wish to elect to your Committee but you must name their positions below:   
## Station Director (also the President/Chair of YSTV);
## Station Director (also the President/Chair of YSTV);
## Station Manager;
## Head of Welfare and Training;
## Administration Director (also the Secretary of YSTV);
## Production Director;
## Production Director;
## Technical Director;
## Technical Director;
## Computing Director;
## Computing Director;
## Head of Marketing;
## Marketing Director;
## Head of Presentation;         
## Head of Presentation;         
## Social Secretary.
## Social Secretary.
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## If the position that is held jointly by two members has a direct Deputy, both members are responsible to appropriately delegate responsibilities and share information according to the Deputy’s duties and tasks outlined in the YSTV Policy.
## If the position that is held jointly by two members has a direct Deputy, both members are responsible to appropriately delegate responsibilities and share information according to the Deputy’s duties and tasks outlined in the YSTV Policy.
## Both members who are holding a joint position are responsible for appropriately distributing tasks and responsibilities between themselves. Both members are to be held accountable by YSTV and external parties for any action taken by their position, regardless of the individual who was personally responsible for that action
## Both members who are holding a joint position are responsible for appropriately distributing tasks and responsibilities between themselves. Both members are to be held accountable by YSTV and external parties for any action taken by their position, regardless of the individual who was personally responsible for that action
## 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 Station 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 Head of Welfare and Training and the Social Secretary.


==Duties of YSTV’s Committee==
==Duties of YSTV’s Committee==
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## 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.
# YSTV's Secretary is responsible for:
# The Administration Director is responsible for:
## Attending Media Group Officer Training and the YSTV AGM
## Acting as YSTV’s Secretary; 
## Taking care of YSTV's admin  
## To be the Team Leader for the Administration Team; 
## Keeping YSTV’s backpages up-to-date, including signatories and memberships  
##Taking care of YSTV's admin; 
## Arranging meetings and booking rooms or venues  
## Keeping YSTV’s backpages up-to-date, including signatories and memberships;  ## Arranging meetings and booking 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
## Collecting post from Activities Office when you receive an email; 
## Being aware of key dates for YSTV throughout the year
## Reading and managing YSTV emails, post, and ensuring official requests on social media have  received a response; 
## Collecting post from Activities Office when you receive an email
## Reading and managing YSTV emails, post, and official requests on social media
## Organising the AGM (Annual General Meeting) in association with YSTV's President
## Organising the AGM (Annual General Meeting) in association with YSTV's President
## Any other duties as agreed by the Committee
## Overseeing 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; 
# The Treasurer is responsible for:
## To oversee the management of key card access and ensure that only members on the key  list have key-card access to the Studio; 
## Administering YSTV’s finances in accordance with the Constitution, Laws and By-Laws of YUSU
##Updating any spelling or grammatical 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. 
## Attending Media Group Officer Training and YSTV's AGM
# The Treasurer is responsible for:
## Learn and understand the Students’ Union financial system  
## Administering YSTV’s finances in accordance with the Constitution, Laws and By-Laws of YUSU; 
## Keep track of all income/expenditure  
## Learn and understand the Students’ Union financial system; 
## Keep the committee and members informed of the YSTV’s financial situation  
## Keep track of all income/expenditure; 
## Countersign every claims form and transport form
## 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;
## To set fees and manage invoices for equipment hire for non-YSTV projects in association with the Technical Director and Head of Commercial; 
## Any other duties as agreed by the Committee
## 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 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 maintain the Station’s smooth running by ensuring that it is tidy and organised;
##To work with the head of marketing on the application for merchandise and placing the order.
 
#In addition to those noted for the YSTV President above, the Station Director has the following duties:
#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 Administration Director) and chair the AGM;
## To coordinate and support the other Officers of YSTV;
## To coordinate and support the other Officers of YSTV;
## To ensure that the membership are kept informed of and encouraged to participate in all YSTV’s activities;
## 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 Head of Marketing 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.
# The Station Manager is responsible for the smooth running of the Station and has the following duties:
# The Head of Welfare and Training is responsible for:
## To deputise the Station Director;
##To deputise the Station Director;
## To be the Team Leader for the Administration Team;
## 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 within YSTV;
##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 coordinate and support the other Officers in YSTV;
##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 usage of YSTV’s space, equipment and members with the Production Team to ensure fair distribution of time between producers and programmes;
## 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 work closely with the Social Secretary to encourage friendship within YSTV;
## To work closely with the Social Secretary to encourage friendship within YSTV;
## To ensure the upkeep of any rooms occupied by YSTV and to maintain a pleasant working environment, liaising with University administration where necessary;
## To be responsible for Health and Safety within the day-to-day working of YSTV;
## To ensure that all rooms used by YSTV for meetings and OBs are left in an acceptable condition;
## Working with Treasurer to ensure facilities and spaces are accessible for all members, and YUSU where necessary, to ensure a pleasant working environment; 
## To maintain the Station’s smooth running by ensuring that it is tidy and organised;
##  To organise and lead a termly welfare meeting with the committee and implement any  agreed changes;
## 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 YSTV training;
## 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 coordinate with the team leads to ensure training is delivered consistently, effectively,  and frequently; 
## To be responsible for Health and Safety within the day-to-day working of YSTV;
## Set out learning objectives for training;
## 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 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; 
## Aim to give at least a week's notice for any training opportunities; 
## Communicate training opportunities on appropriate mediums; 
## Recommend members to appropriate training opportunities; 
## Where possible, encourage and develop different mediums of training delivery;
## Maintain list of who has been trained;
## Maintain list of training opportunities.
 
# 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 Head of Marketing to encourage new members to get involved with YSTV and promote new shows.
## To work with the Station Director and Marketing Director 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 Head of Marketing and Head of Commercial, and appoint producers for commercial productions;
## To liaise with external clients alongside the Marketing Director and Head of Commercial, 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 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 Head of Marketing has the following duties:
##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 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 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 be responsible for the acquisition of merchandise for YSTV, and actively seek the best quality and best value for YSTV and its members;
##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 coordinate recruitment campaigns for new members;
##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;
# 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;
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##To advise YSTV on technical equipment purchases;
##To advise YSTV on technical equipment purchases;
##To advise YSTV on technical matters;
##To advise YSTV on technical matters;
##To maintain an up to date audit of all YSTV equipment, assets and risk assessments, alongside the Station Director and Station Manager;
##To maintain an up to date audit of all YSTV equipment, assets and risk assessments, alongside the Station Director and Treasurer;
##To deliver relevant technical training to all YSTV members.
##To deliver relevant technical training to all YSTV members.
##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;
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##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 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.
##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:
## To be Team Leader for the Marketing Team;
## To oversee the spending of Marketing Team;
## To coordinate the raising of money for YSTV through advertising and sponsorship, in collaboration with the Treasurer and Head of Commercial;
## 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 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 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 coordinate recruitment campaigns for new members;
## To be the key contact for external clients alongside the Production Director;
## 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;
##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 Head of Marketing 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;
##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 Liaise with  the Head of Welfare and Training  to train and standardise the display of motion-graphics for video content.
##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:
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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 an elected role, that is not tied to YSTV’s committee or officership, and can therefore be held by any paid member, regardless of whether the individual already holds an elected role.
#The Media Committee Representative shall be newly elected in week 1 of summer term, or at the nearest possible convenience, to allow for a sufficient handover period from outgoing to incoming Media Committee Representative. This election shall be held akin to any given by-election during an EGM. The outgoing Media Committee Representatives term in office ends after the grant application during the third term and the newly appointed representative should join them at this meeting to shadow the process.
#YSTV’s regulation to hold a position jointly between two members does NOT apply to the Media Committee Representative; the role can only be filled by one individual at the time. However, standard dismissal and resignation procedures apply to the position, as defined in section 13.
#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.
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==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 Secretary 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.
#If amended and ratified, the Secretary of YSTV shall ensure the official constitutional document is updated within one month of the ratification and shall ensure that all members of YSTV have access to the updated constitution and are made aware of the amendments.
#If amended and ratified, the Administration Director of YSTV shall ensure the official constitutional document is updated within one month of the ratification and shall ensure that all members of YSTV have access to the updated constitution and are made aware of the amendments.


==YSTV Complaints Procedure==
==YSTV Complaints Procedure==
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#As a YSTV Committee Member I agree to abide by, enforce and operate in accordance with this Constitution, YUSU’s Constitution, YUSU’s Policies and guidelines in the Resource Hub.
#As a YSTV Committee Member I agree to abide by, enforce and operate in accordance with this Constitution, YUSU’s Constitution, YUSU’s Policies and guidelines in the Resource Hub.
(In the form as originally submitted to YUSU, each member of the committee signed below)
(In the form as originally submitted to YUSU, each member of the committee signed below)
[[Category:Admin]]
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