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YSTV Policy: Difference between revisions
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#A YSTV Producer is an individual who produces and has accepted responsibility for one or more YSTV Productions by signing a YSTV Production Agreement. | #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 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 Ordinary Member is any member of the Media Group that does not hold a formal position within the | #An Ordinary Member is any member of the Media Group that does not hold a formal position within the Media Group. | ||
#‘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. | #‘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. | ||
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##The Administration Team are responsible for the maintenance of the Media Group’s records, both secretarial and financial, and other general administrative matters. | ##The Administration Team are responsible for the maintenance of the Media Group’s records, both secretarial and financial, and other general administrative matters. | ||
##The Production Team are responsible for all in-house productions and any rebroadcasting of third party material. | ##The Production Team are responsible for all in-house productions and any rebroadcasting of third party material. | ||
##The Commercial Team are responsible for YSTV’s public image for merchandise, social media appearance and for raising money for the | ##The Commercial Team are responsible for YSTV’s public image for merchandise, social media appearance and for raising money for the Media Group through commercial activities. | ||
##The Technical Team are responsible for the technical operations of the Media Group, the maintenance of the Media Group’s equipment, and liaison with other Officers of the Media Group with respect to technical matters. | ##The Technical Team are responsible for the technical operations of the Media Group, the maintenance of the Media Group’s equipment, and liaison with other Officers of the Media Group with respect to technical matters. | ||
##The Computing Team are responsible for all computer and network equipment of the Media Group, their operation, and maintenance. | ##The Computing Team are responsible for all computer and network equipment of the Media Group, their operation, and maintenance. | ||
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Media Group 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 all members. | Media Group 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 all members. | ||
#All Officers are required to attend Station Meetings, or present a verbal or written apology to the Secretary, Station Director, or their Team Leader, giving reasons for their absence. | #All Officers are required to attend Station Meetings, or present a verbal or written apology to the Secretary, Station Director, or their Team Leader, giving reasons for their absence. | ||
#If an Officer does not attend, and fails to provide an apology, for three consecutive | #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: | #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 | ##Station Director | ||
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##Social Secretary | ##Social Secretary | ||
##Secretary | ##Secretary | ||
#The agenda for Station Meetings is split into two sub-meetings; the “Officers’ Meeting” and the “Production Meeting”. Matters likely of interest only to those involved in the running of the | #The agenda for Station Meetings is split into two sub-meetings; the “Officers’ Meeting” and the “Production Meeting”. Matters likely of interest only to those involved in the running of the Media Group should be brought to the Officers’ 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 Station Meetings is at the discretion of the Chair, however it is advised that they include: | #The specific format of Station Meetings is at the discretion of the Chair, however it is advised that they include: | ||
##Apologies for absence | ##Apologies for absence | ||
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##Any other business | ##Any other business | ||
#The Chair of the meeting may be required to defer the Chair to the next available person on the above list if they are deemed to be unfit to chair the meeting or have a perceived conflict of interest in the matter under discussion. The decision to defer the Chair shall be taken by a simple majority vote. | #The Chair of the meeting may be required to defer the Chair to the next available person on the above list if they are deemed to be unfit to chair the meeting or have a perceived conflict of interest in the matter under discussion. The decision to defer the Chair shall be taken by a simple majority vote. | ||
#All binding decisions regarding the | #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 one quarter of the number of serving Officers at the time of the meeting and not less than 10% of the total number of ordinary members. | #Quorum for a Station Meeting shall be one quarter of the number of serving Officers at the time of the meeting and not less than 10% of the total number of ordinary members. | ||
#Votes should ordinarily be taken by show of hands, but any member of the society present at the meeting may request a secret ballot. In this case, the ballot should be counted by the Deputy Station Director, or in their absence, by an officer nominated by the Chair. They should pass the result to the Chair to be announced. | #Votes should ordinarily be taken by show of hands, but any member of the society present at the meeting may request a secret ballot. In this case, the ballot should be counted by the Deputy Station Director, or in their absence, by an officer nominated by the Chair. They should pass the result to the Chair to be announced. | ||
#The Secretary should circulate copies of the Minutes of all previous meetings that have not been previously circulated, via email and the relevant folder in the Documents drive on the Station network. 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 Secretary should circulate copies of the Minutes of all previous meetings that have not been previously circulated, via email and the relevant folder in the Documents drive on the Station network. 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 Media Group shall hold an Annual General Meeting (AGM) once per academic year, typically during week 4 of the Summer term. Ten days’ notice should be given in writing or by email to all members of the | #The Media Group shall hold an Annual General Meeting (AGM) once per academic year, typically during week 4 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 a Station Meeting and replaces it for that week. | ||
#The outgoing Committee shall review the Society Constitution and Policy in advance of the AGM to determine if revisions are required to reflect current practice and conditions. | #The outgoing Committee shall review the Society Constitution and Policy in advance of the AGM to determine if revisions are required to reflect current practice and conditions. | ||
#The Station Meeting may create (by majority vote) a working party to address specific matters. This must report to the Station Meeting on request. | #The Station Meeting may create (by majority vote) a working party to address specific matters. This must report to the Station Meeting on request. | ||
==Elections== | ==Elections== | ||
Annual society elections take place in week 4 of the Summer term, along with the Annual General Meeting. All | Annual society elections take place in week 4 of the Summer term, along with the Annual General Meeting. All Media Group 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 a Station Meeting. | ||
#The Returning Officer shall be the Chair of the Station Meeting, as described above. They are entitled to vote in the elections or abstain as they wish. If the Returning Officer wishes to stand for an individual officership they must pass the Chair of the meeting to the Deputy Station Director for the individual position. If both the Deputy Station Director and Returning Officer are standing for the same position, the duty of Returning Officer for the position passes to the next most senior position. | #The Returning Officer shall be the Chair of the Station Meeting, as described above. They are entitled to vote in the elections or abstain as they wish. If the Returning Officer wishes to stand for an individual officership they must pass the Chair of the meeting to the Deputy Station Director for the individual position. If both the Deputy Station Director and Returning Officer are standing for the same position, the duty of Returning Officer for the position passes to the next most senior position. | ||
#Only paid members of the | #Only paid members of the Media Group are eligible to stand. | ||
#Candidates for Officer positions must have read the YSTV Constitution and Policy before standing for election. | #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: | #If more than one position is up for election, they will be decided in seniority order: | ||
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#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. | #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. | ||
#All key holders must pay a £5 deposit, which is refundable upon return of the key. | #All key holders must pay a £5 deposit, which is refundable upon return of the key. | ||
#The Station Director or Deputy Station Director may propose at a Station Meeting to cut new keys for the | #The Station Director or Deputy Station Director may propose at a Station Meeting to cut new keys for the Media Group 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 | #Any member found to have duplicated a YSTV key will be asked to surrender it to the Media Group. 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== | ==Purchases== | ||
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#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 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. | #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 for all external accounts 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 | #Passwords for all external accounts 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 Media Group. | ||
# | #Media Group accounts created with any organisation or website must be registered to a position-named email address (e.g. <code>station.director@ystv.co.uk</code>) or a dedicated alias (e.g. <code>news@ystv.co.uk</code>), not a personal YSTV email address. | ||
#Publishing any content on websites other than YSTV’s own on behalf of the Media Group or a Production must be coordinated with the Commercial Team. Publishing or re-publishing YSTV programmes on other services must not take place before the initial release of the content on the YSTV website. All content published on-demand by YSTV (on <code>ystv.co.uk</code> and external sites) must include license information, preferably in the form of a relevant version of the standard licence slide graphic. | #Publishing any content on websites other than YSTV’s own on behalf of the Media Group or a Production must be coordinated with the Commercial Team. Publishing or re-publishing YSTV programmes on other services must not take place before the initial release of the content on the YSTV website. All content published on-demand by YSTV (on <code>ystv.co.uk</code> and external sites) must include license information, preferably in the form of a relevant version of the standard licence slide graphic. | ||
#In the case of co-productions, terms of publication and re-publication will be defined in the Production Agreement. | #In the case of co-productions, terms of publication and re-publication will be defined in the Production Agreement. | ||