YSTV Policy: Difference between revisions

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==Terms and Definitions==

#All Officers are responsible for organising and providing adequate training of new and existing members in areas relating to the Team to which they belong.  

#Officers must resign if they take office in Parliament or a sabbatical position within YUSU.  

##The Production Team are responsible for overseeing all in-house productions, seeking and producing new commercial productions and any rebroadcasting of third party material.

##The Technical Team are responsible for the technical operations of YSTV, the maintenance of YSTV’s equipment, and liaison with other Officers of YSTV with respect to technical matters.  

#Within each Team, one officership is defined as the Team Leader. These positions are as follows:  

###Production Director (Lead of Production Team);

###Technical Director (Lead of Tech Team);

##Team Leaders are responsible for coordinating the activities of their Team and YSTV’s functions within their remit, and report directly to the Station Director.  

##Team Leaders are responsible for carrying out the duties of any vacant officerships within their Team.  

##A delegate to a post is defined as an Officer who has been assigned the responsibilities of an otherwise unoccupied post.  

##A post to which a delegate has been assigned is defined as a delegated post.  

##An Officer may only take on one delegated post in addition to their primary Officership.  

##An Officer can be delegated to a post by a simple majority vote at an Admin Meeting. This vote occurs in the same way as a regular election and is open to all paid members. A show of hands vote is sufficient, although the Officer must leave the room and, as always, any present member may request a secret ballot, as described in section 9.  

==Non-Committee Positions==

#All paid members of YSTV are considered to be Ordinary Members.

###The production poses serious ethical concerns which are potentially damaging to persons involved.

##In each event, the producer is expected to recognise the risk and cease the production. In the event they do not, the following members of committee have the ability to, as an executive decision, cease the production:

###For issues outlined in 16.1.2: Technical Director, Computing Director, Production Director, Station Director;

###For issues outlined in 16.1.3: Head of Presentation, Production Director, Station Director;

##Cessation is defined as the immediate halting of production, with equipment made safe and returned to the studio.

###For live broadcasts, this includes the immediate stoppage of the broadcast.

##Any member can request to join the computing team. Can join with director or deputy computing director.

##Computing Team members will have administrator privileges and dedicated accounts to the Computing Services where possible.

#Meetings

##Chaired by the Computing Director, if they are unavailable the Deputy Computing Director will chair.

##Unless in the case of an emergency, advance notice of at least 24 hours must be given for the meeting.

##The Deputy Computing Director or an appointee of the Computing Director/Deputy Computing Director should minute the meeting.

==Meetings==

YSTV meetings (referred to as Station Meetings) shall be held weekly during the term time of the University of York. At least 24 hours of notice is required to be given to all members.  

#If an Officer does not attend, and fails to provide an apology, for three consecutive Media Group meetings, a vote of no-confidence may be taken in them, in accordance with the rules laid down in the constitution.  

#The meeting shall ordinarily be chaired by the Station Director. In their absence, the person present who is highest in the following list shall chair the meeting:

##Station Director

##Production Director  

##Technical Director  

##Head of Presentation  

##Social Secretary  

#There are two separate Station Meetings: the “Admin Meeting” and the “Production Meeting”. Matters likely of interest only to those involved in the running of YSTV should be brought to the Admin Meeting, though any member may attend if they wish. The separation from the Production Meeting is to allow those members only interested in production work (direct involvement in shows) to attend only the section that interests them and avoid topics such as the passing of budget funds.

#The specific format of Admin Meetings is at the discretion of the Chair, however it is advised that they include:

#All binding decisions regarding the Media Group (except where explicitly described elsewhere in the Constitution) shall be passed by a simple majority vote of quoracy except the Chair of the meeting. Proxy votes (via a secure and sufficiently real-time method) are permitted in the case of unavoidably absent officers, agreed at the start of the meeting. Members may abstain, in which case their vote does not count towards either side. In the event of an even split, the Chair of the meeting shall have the casting vote. After the vote, the Chair should announce that the motion has been carried or defeated, and the results and voting figures noted in the Minutes.  

#Quorum for a Station Meeting shall be 20% of the total number of media group members or 10 members of the media group, whichever is greater.

#The Media Group shall hold an Annual General Meeting (AGM) once per academic year, typically during week 3 of the Summer term. Ten days’ notice should be given in writing or by email to all members of the Media Group. The AGM has the full powers of an Admin Meeting and replaces it for that week.  

#The outgoing Committee shall review the YSTV Constitution and Policy in advance of the AGM to determine if revisions are required to reflect current practice and conditions.  

==Elections==

Annual YSTV elections take place in the week following the AGM to allow for appropriate time between meetings should any role definitions be updated. All YSTV officerships come up for election. The Officers shall serve from the end of the annual election until the end of the following annual election, subject to their resignation or being deprived of their officership by a vote of no confidence at an Admin Meeting.

#Only paid members of YSTV are eligible to stand.  

#Candidates for Officer positions must have read the YSTV Constitution and Policy before standing for election.

#If more than one position is up for election, they will be decided in seniority order:

##Station Director  

##Production Director  

##Technical Director  

##Computing Director  

##Marketing Director

##Treasurer  

##Head of Presentation  

##Head of Commercial

##Head of Sport

##Deputy Technical Director  

##Deputy Computing Director

##Head of Archives

#All candidates shall be invited to give a speech, which is not longer than two minutes for Committee positions, other than Station Director, which would have a maximum of three minutes. For all other officerships they would have a maximum of one minute to speak. During each speech other candidates for the same officership shall be excluded from the room. Candidates should be invited to give speeches in alphabetical order by surname. When all of the candidates have given their speech, the candidates shall return to answer questions put to them jointly. The order of answering shall be determined by the Chair. Those running for a position are excluded from voting on said position.

==Station Keys==

#The key list is a list of YSTV members who are allowed to hold key-card access to the Station, which is managed by James Porters. The list may be accessed at any time at ystv.co.uk/keys. #Anyone not on the key list will not be allowed key-card access.

#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. This may be appealed against at an Admin Meeting.

#Any member found to hold unauthorised YSTV key-card access will be asked to surrender it. If key-card access is not surrendered after a formal request, disciplinary action may be taken in conjunction with YUSU, the University, or the Police.

#All production purchases up to and including the value of £20 must be mentioned to the Production Director before the completion of the purchase. Verbal authorisation should be reinforced in writing.

#All production purchases above the value of £20 must be brought to an Admin Meeting and passed by majority vote. Where an Admin Meeting cannot take place in a timely fashion, the purchase may be made with the consent of a majority of the Committee, including the Treasurer.

#All new purchases of equipment must be added to the inventory/insurance list by the treasurer in liaison with the Technical or Computing Director.

#Any person choosing to eat or drink in the Station becomes fully responsible for any damage caused to any equipment as a result. See item 14 for regulations regarding alcohol. The privilege to eat in the Station may be removed by any team leader for an individual or as a whole, due to continued failure to clean up after oneself.  

#The Technical Director may withdraw any item of YSTV’s equipment from use for technical maintenance or repair. This may be questioned at an Admin Meeting.  

#Upon entrance to the Station, it is the responsibility of the key-card holders present 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.  

==The Constitution==

#The YSTV Constitution should be made available in electronic form on YSTV’s website.

==The Policy==

#The YSTV Policy sets out the rules, regulations, and procedures governing the day-to-day use of YSTV’s facilities and equipment. It covers matters such as equipment loans, production guidelines, charges for commercial services, safety, security, purchasing, and other such matters. Amendments to the Policy should be discussed at an AGM, EGM or Admin Meeting and may be voted on by a simple majority vote of those members present at the meeting.

#YSTV’s Policy should be made available in electronic form on YSTV’s website.

[[Category:Admin]]