YSTV Policy: Difference between revisions

#“The Control Room” is the room within the Station which holds the electronic and computer equipment used in the production of programmes, YSTV’s server system and the editing stations.

#“The Tech Cupboard” (formerly known as “The Workshop”) is the room within the Station used for maintenance and storage of equipment.

#“In writing” means either a printed or handwritten document, which must be signed in person, or an email, or a formal message in Slack.

#“OB” is an abbreviation of Outside Broadcast. Any live programme produced outside of the Studio is considered an Outside Broadcast.  

#‘A show of hands’ is a vote where all ordinary members present are required to vote (by raising their hands at the appropriate point) either in favour of the motion, against the motion, or abstain from the vote. Any member directly affected by the outcome of the vote (e.g, producers when ratifying a production) must not be present for the vote. The motion shall be passed if there are more votes in favour than against.

#Computing Service refers to an aspect of YSTV’s computing software and equipment.

==Rules and Regulations==

###Administration Director (Leader of Admin Team);

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

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

###Marketing Director (Lead of Marketing Team).

==Non-Committee Positions==

#Deputy Computing Director  

##A member of the Computing Team;

###Keeping the Kanban board system up to date with regards to the computing meetings outcome;

###Minuting the computing meetings.

#Head of Commercial

##A member of the Production Team;

### Ensuring commercial productions are completed on time and to the best standard possible liaising with Head of Presentation;

###Assisting the Production Director in their responsibilities, as directed by the Production Director;

#Head of Factual

##A member of the Production Team;

###Being the first point of contact for York Sport or the York Sport President;

###Working with head of outreach and head of commercial they are responsible for liaison with sports teams external to the university for the creation of content and outside opportunities.

# Head of Entertainment  

## Member of Production Team

##A member of the Marketing Team;

##The duties of the Head of Engagement include:

###Assisting the Marketing Director in growing YSTV’s audience both within and outside of the student population;

###Actively seeking out new audiences for YSTV’s content, and utilise the most appropriate platforms to engage them;

###Being responsible for outreach to other student groups, the Students Union and the University in order to promote YSTV’s content;

###Assisting the Marketing Director in the upload of content to YSTV’s social media.

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

#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.

#Any non-commercial project made by YSTV has to be uploaded to our website.

#In extreme situations, the production may encounter exceptional circumstances resulting in the immediate cessation of the production.

##Such exceptional circumstances are as follows:

###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:

##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.

##The production may be reinstated at any time by the person responsible for the cessation, with the expectation that the issue has been resolved.

##If a person believes the cessation to have been unfair, they may appeal to the Station Director directly, but if this is not immediately revoked the appeal decision goes to the committee, with the possibility of the cessation being revoked if their appeal is upheld by a majority committee-only vote.

==Computing Policy==

##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.

##Both the computing director and the deputy are required to attend; apologies need to be sent if not attending.

##Can be called by anyone on the computing team.

##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.  

#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

##Marketing Director

#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:

#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 Administration Director should circulate copies of the Minutes of all previous meetings that have not been previously circulated through an electronically publicly available platform to all members. The Minutes should be circulated to the membership within two days of the Station Meeting. A member may contest that the Minutes are a true and accurate record of the events of the meeting, and a vote may be taken to amend the document. If amended, the new minutes shall be circulated as above.

#The Admin Meeting may create (by majority vote) a working party to address specific matters. This must report to the Admin Meeting on request.

==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.

#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:

##Administration Director

##Marketing Director

##Head of Factual

##Head of Commercial

##Head of Sport

##Head of Entertainment

##Deputy Computing Director

##Head of Engagement

##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.

#Any candidate who is elected to an officership shall be deemed to have resigned at the end of the meeting from any other officership that they may hold in YSTV. Their new officership commences from the end of the meeting.

==Equipment for External Filming==

#Before taking any equipment off campus, the equipment must be booked out online and signed out.

==Equipment Loans==

#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 an Admin Meeting.

#Any person that wishes to borrow individually-owned equipment or items that has been temporarily lent to YSTV for use in their work, must additionally contact the original owner of said equipment and/or items. The owner must give written permission before the equipment/item can be taken out and used. These items will not appear on the Online Booking System.

==Station Keys==

#YSTV key-card access to the Station is the responsibility of the Administration Director.

#All officers of YSTV should be on the key list. The Station Director or Administration Director may add any member to the key list. The Administration Director is responsible for maintaining the list and members are advised to contact the Station Director or Administration Director if they would like to be added to the 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. This may be appealed against at an Admin Meeting.

==Purchases==

#All agreed purchases made on behalf of YSTV will be refunded to the purchaser from YSTV’s YUSU grant or Own Funds account upon completion and submission of a claim form via the YUSU Finance System in accordance with their guidelines.

==The Station==

The Station must not be entered by any student without the presence of a member whose name is on the key list.  

#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.

#Anyone in a state of intoxication should be removed from the Station for the duration of their intoxication by the most senior member present at the time.

#Upon leaving the Station the RCD-protected power circuits (1, 2, 3, 4) must be switched off, unless any power equipment which must temporarily remain on, e.g. that being used for stream output; the window must be closed; the blinds must be shut; and all doors locked.

==External Websites==

==The Constitution==

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

#The Administration Director should also ensure that YUSU hold an up-to-date copy of the YSTV Constitution.

==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]]