YSTV Constitution

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Purpose of this document

  • To assist future committees in the production of a Constitution that outlines their duties, responsibilities and guidance’s which members are expected to abide by.
  • To provide YUSU with details about the Media Group.

Name of the Media Group

  1. The Media Group’s name shall be York Student Television. It will be referred to henceforth as the ‘Media Group’.
  2. Those chosen to collectively represent the ‘Media Group’, shall be referred to as the ‘Committee’.

Aims and Objectives of the Media Group

  1. The aims and objectives of the Media Group are to promote the interests of the given activity amongst members of the Media Group.
  2. To provide an opportunity for members of the Media Group to meet and participate in the given activities together.
  3. To act on behalf of and in the interests of the Media Group members.
  4. To assist in the safe education and introduction of students to the given activity through the use of courses and experienced members.
  5. These aims shall be:
    1. To provide a television service to the University of York campus;
    2. To produce original programme content of interest and relevance to the Media Group’s membership and the student body;
    3. To provide opportunities for members to meet and network with members of the TV industry.
  6. These objectives shall be:
    1. To provide coverage, where possible and desired, of major campus events;
    2. To provide resources and framework for members to make productions of their choosing, subject to approval by the Media Group as defined in the Policy;
    3. To provide a method of broadcasting content, open to all productions and freely accessible to the public;
    4. To maintain links with the substantial network of YSTV alumni, and develop links with the television industry.

Code of Practise

  1. A member must not participate in or omit to mention anything which might cause injury/damage to themselves or others.
  2. All members must adhere to the health and safety rules and procedures of YUSU, the media group and the University.
  3. No members should attend workshops, activities and meetings under the influence of drink and/or drugs.
  4. No member should undertake any action that may bring the reputation of the media group, YUSU or the University into disrepute.
  5. Respect the different viewpoints of the media group members if different from your own.
  6. Respect the property of the University, YUSU, the media group and media group members.
  7. All members should have access to the contact details of the whole committee.
  8. The Committee shall oversee health and safety, coordinate safety checks and PAT test electrical goods owned by the media group.
  9. Participant selection for media group activities should be objective.
  10. Socials (and the activities within) are opt-in only and shall have no bearing on any status within the media group, and/or media group elections.
  11. Drinking should not be the theme of the social and members should be able to take part in all activities whether drinking alcohol or not.
  12. Members of the Media Group will not apply what may be perceived as peer pressure upon individuals in any social situation.
  13. Breaches of this code of practise may result in a disciplinary hearing carried out by the Student Activities Officer.
  14. Additional Code of Practice:
    1. Additional code of practice for the Media Group may be found in the YSTV Policy.
  15. The Media Group and all its members are to adhere to the regulations of the GDPR – especially when dealing with external clients, interviewees, guests and actors.

Membership of the Media Group

  1. Membership of the Media Group will be open to all registered students of the Union of the University of York.
  2. Membership of the Media Group, in addition to point 4.1, will be open to individuals who recognise the potential dangers of the given activity. Members shall be aware of these risks and agree to be responsible for their own actions.

Management of the Media Group

  1. Management of the Media Group will be entrusted to the Committee (see point 8.0).

Rules of the Media Group

  1. The Committee shall have the power to set Media Group rules, in accordance with the Media Group's Constitution.

Media Group Finance

  1. All the Media Group’s funds will be lodged with the Students’ Union; all monies should be banked with the YUSU Finance Office.
  2. The President (Chair), Secretary and Treasurer shall automatically be signatories to accounts opened by the media group. YUSU must always have an up-to-date signatory list.
  3. Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of the media group; one of whom must be the treasurer
  4. The media group’s own funds accounts shall be available for inspection at any reasonable time by any member of the media group on the online membership list, or by the Student Activities Officer or the YUSU Societies Coordinator.
  5. An annual membership fee is required from all Media Group members, unless the Media Group states otherwise, and agrees not to receive YUSU grant. The Committee, who are also responsible for its collection, determines this fee.
  6. Students’ Union members shall receive no payment from the Media Group, except in legitimate expenses incurred in connection with the Media Group business.

Media Group’s Committee

  1. A Committee will conduct the Media Group’s administration. This will not operate in an autonomous manner, but will satisfy all members.
  2. The democratically elected Committee must consist of:
    1. President (Chair)
    2. Secretary
    3. Treasurer
  3. Plus any other members you wish to elect to your Committee but you must name their positions below:
    1. Station Director (also the President/Chair of the Media Group);
    2. Station Manager;
    3. Production Director;
    4. Commercial Director;
    5. Technical Director;
    6. Computing Officer;
    7. Head of Presentation;
    8. Social Secretary.
  4. All of the Committee must be current registered students of the University of York.
  5. Each Committee shall serve one complete year, unless re-elected.
  6. In addition to the named members of the committee, the Media Group can also elect additional Officers separate from the committee. These positions must be named and defined in the YSTV Policy.

Election of the Committee

  1. The committee members must be democratically elected, by using the system of Single Transferable Vote.
  2. Only current members are allowed to stand for elections.
  3. The committee must be elected by the Media Group at a pre-announced Elections meeting (see point 12). This must be held at least once in every 12 month period, ideally within one week following the AGM.
  4. All members should be made aware of their ability to stand for election and vote.
  5. Non-members and non YUSU members shall not be permitted to vote or stand for election.
  6. If any vacancies occur in the committee during the academic year, they shall be democratically filled as soon as is convenient via a by-election during the Media Group’s weekly general meeting.
  7. The Student Activities Officer can call an AGM of any media group, at which elections can be held, with significant cause to do so.
  8. The entire committee shall automatically step down at the beginning of the yearly Elections Meeting.
  9. Members are allowed to hold jointly for all officer positions, but not in teams larger than 2 individuals. Additionally, all members running jointly for a position must adhere to the following regulations.
    1. If one member of a jointly elected committee position resigns from their role, the other member shall, by default, also step down from their shared position. A by-election shall be held as defined in Section 10.6.
    2. In committee-only votes, the members which hold a joint position shall only have one collective vote.
    3. If there is an irreconcilable disagreement between members holding a joint position in regards to a major decision related to their role, there shall be a committee vote in the next appropriate weekly general meeting. All present members shall be allowed to cast a vote on what action shall be taken in order to solve the disagreement and decide on the action to be taken.
    4. If the position that is held jointly by two members has a direct Deputy (as described in the YSTV Policy or Section 9.3), both members are responsible to appropriately delegate responsibilities and share information according to the Deputy’s duties and tasks outlined in the YSTV Policy.
    5. 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 the Media Group and external parties for any action taken by their position, regardless of the individual who was personally responsible for that action
    6. 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 the Media Group’s Committee

  1. The Media Group President is responsible for:
    1. Ensuring that Media Group's policies are adhered to
    2. Ensuring the Media Group Committee contains officers named in 8.2
    3. Attending Media Group Officer Training and Media Group AGM
    4. Calling and chairing meetings of your societies committee
    5. Delegating tasks
    6. Being a spokesperson/figurehead
    7. Maintaining committee enthusiasm
    8. Publicising your Media Group
    9. Any other duties as agreed by the Committee.
    10. Ensuring the actions taken by the Media Group do not damage its longevity and take measures to future-proof the operation of the station
  2. The Media Group Secretary is responsible for:
    1. Attending Media Group Officer Training and Society AGM
    2. Taking care of the media group's admin
    3. Keeping the media group’s backpages up-to-date, including signatories and memberships
    4. Arranging meetings and book rooms or venues
    5. Creating agendas and keeping minutes of meetings as necessary
    6. Communicating regularly with your members
    7. Being aware of key dates for your media group throughout the year
    8. Collecting post from Activities Office when you receive an email
    9. Reading and managing Media Group emails, post and official requests on social media
    10. Organising the AGM (Annual General Meeting) in association with the Media Group President
    11. Any other duties as agreed by the Committee
  3. The Treasurer is responsible for:
    1. Administering the Media Group’s finances in accordance with the Constitution, Laws and Bye Laws of YUSU
    2. Attending Media Group Officer Training and Media Group AGM
    3. Learn and understand the Students’ Union financial system
    4. Apply for the annual grant and extra funding from the Union as necessary
    5. Keep track of all income/expenditure
    6. Keep the committee and members informed of the media group’s financial situation
    7. Organise fundraising or sponsorship for your Media Group
    8. Countersign every claims form and transport form
    9. Oversee the budget for each event or production that requires expenditure
    10. Any other duties as agreed by the Committee
  4. In addition to those noted for the Media Group President above, the Station Director has the following duties:
    1. To organise (with the Secretary) and chair the AGM;
    2. To coordinate and support the other Officers of the Media Group;
    3. To ensure that the membership are kept informed of and encouraged to participate in all the Media Group’s activities;
    4. To hold the code to the cash box;
    5. To work with YUSU and the University to secure the continued independence of YSTV;
    6. To deal with external clients, the press and media (both campus and commercial), in association with the Commercial Director.
  5. The Station Manager is responsible for the smooth running of the Station and has the following duties:
    1. To deputise the Station Director;
    2. To be the Team Leader for the Administration Team;
    3. To act as a first point of contact for any internal disputes within the Media Group;
    4. To coordinate and support the other Officers in the Media Group;
    5. To coordinate usage of the Media Group’s space, equipment and members with the Production Team to ensure fair distribution of time between producers and programmes;
    6. To work closely with the Social Secretary to encourage friendship within the Media Group;
    7. To ensure the upkeep of any rooms occupied by the Media Group and to maintain a pleasant working environment, liaising with University administration where necessary;
    8. To ensure that all rooms used by the Media Group for meetings and OBs are left in an acceptable condition;
    9. To maintain the Station’s smooth running by ensuring that it is tidy and organised;
    10. To oversee distribution of Station keys, manage key card access of the officership, and ensure that only current members who are part of the officership or are producers have access to the studio;
    11. To oversee the upkeep of YSTV’s documentation.
    12. To be responsible for Health and Safety within the day-to-day working of the Media Group;
    13. To oversee general welfare and well-being of the Media Group’s committee, officers and members. Major well-being issues and disputes shall be discussed with the Station Director and YUSU if necessary.
  6. The Production Director has the following duties:
    1. To be Team Leader for the Production Team;
    2. To manage the Team’s budget;
    3. To encourage production of a wide range of high quality programming, assisting producers if needed;
    4. To exercise editorial control over all broadcast output, whether in-house or third-party;
    5. To coordinate and support producers of all YSTV productions;
    6. To liaise with all other campus societies who are interested in television coverage of their activities;
    7. To coordinate and collate YSTV’s entries for the National Student Television Awards alongside the Head of Presentation;
    8. To encourage all members of the Production Team to feel part of the Team;
    9. To work with the Station Director and Commercial Director to encourage new members to get involved with YSTV and promote new shows.
    10. 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;
    11. To liaise with external clients alongside the Commercial Director and appoint producers for commercial productions;
    12. To make members aware of upcoming events or other potential productions.
  7. The Commercial Director has the following duties:
    1. To be the Team Leader for the Commercial Team;
    2. To manage the Commercial Team’s budget;
    3. To coordinate the raising of money for the Media Group through advertising, sponsorship and other commercial activities;
    4. To ensure that contracts entered into with commercial organisations are “watertight” and in the interests of the Media Group, whilst liaising with YUSU;
    5. To ensure that all contracts entered into with advertisers and sponsors are met;
    6. To coordinate the promotion of YSTV and its activities to students and the general public;
    7. To be responsible for the acquisition of merchandise for the Media Group, and actively seek the best quality and best value for the Media Group and its members;
    8. 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;
    9. To encourage new members and the student population to interact more with YSTV;
    10. To coordinate recruitment campaigns for new members;
    11. To oversee YSTV’s presence on Social Media;
    12. To be the first point of contact for external clients alongside the Production Director;
    13. To organize sponsorship for the Media Group;
  8. The Technical Director has the following responsibilities:
    1. To be Team Leader for the Technical Team;
    2. To manage the Technical Team budget;
    3. To supervise and direct the technical operations of the Media Group;
    4. To ensure all equipment owned by the Society is adequately maintained and safe to use;
    5. To advise the Media Group on technical equipment purchases;
    6. To advise the Media Group on technical matters;
    7. To maintain an up to date audit of all Media Group equipment, assets and risk assessments, alongside the Station Director and Station Manager;
    8. To deliver relevant technical training to all YSTV members.
    9. To oversee equipment bookings, allocations and hires through the internal equipment booking system
    10. To ensure that the cameras are signed out, and look after media stock;
    11. To actually get sleep at least twice every week
  9. The Computing Director has the following responsibilities:
    1. To be Team Leader for the Computing Team;
    2. To manage the Computing Team budget;
    3. To be responsible for the operations and maintenance of all general purpose computing equipment owned by the Media Group;
    4. To be responsible for the Media Group’s compliance with the regulations laid down by the University of York’s IT Services;
    5. To advise the Media Group on purchases of computing equipment;
    6. To keep adequate backups of data and software owned by the Media Group;
    7. To liaise with the Technical Director in matters concerning broadcast critical computing equipment;
    8. To ensure the security of all network connected computer equipment;
    9. To control access to all computers within the Station;
    10. To ensure any and all of YSTV’s network-attached broadcasting screens are serviced and functioning.
  10. The Head of Presentation has the following responsibilities:
    1. To work with the Commercial Team to ensure consistency between on-screen and printed branding;
    2. To monitor the quality of all output, and advise producers on ways to improve the appearance and technical quality of their programmes;
    3. To work closely with the Production Director to nurture producers and productions, encouraging the development of high quality output;
    4. To work closely with the individual Team Leaders to equip producers and other members with the skills necessary to maintain high standards of output;
    5. 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;
    6. 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.
  11. The Social Secretary has the following responsibility:
    1. To encourage members of the Media Group to socialise together;
    2. To promote friendship and understanding between members of the Media Group;
    3. To organise social events for members of the Media Group to facilitate the above;
    4. To encourage people to get involved with YSTV through socials.

Dismissal and Resignation of Committee Members:

  1. No committee member shall be deemed to be dismissed unless they receive during their term of office a vote of ‘no confidence’ from their Committee.
    1. A vote of no confidence must be brought forward at an AGM, EGM or a Media Group committee meeting. Every member of the Media Group is able to motion a vote of no confidence. In order to be successful, the motion must be democratically approved by the majority (more than 50 percent) of present members, as long as the necessary quorum is met
  2. A dismissed officer may submit themself to an inter-media group vote to confirm or overturn the dismissal. Such vote shall be conducted in consultation with the Media Group's Committee.
  3. The resignation of an official shall not be of effect unless given in writing to the Media Group President and until accepted by the Media Group's Committee.

Meetings

  1. Media Groups can hold committee meetings, general meetings, AGMs (Annual General Meetings) and EGMs (Extraordinary General Meetings).
  2. All meetings are open and must be advertised to all members.
  3. The Committee shall give at least 7 days’ notice of an AGM or an EGM and be advertised to the Media Group and the Student Activities Officer
  4. The quorum at an AGM shall be 25% of the members of the Media Group or 10 members, whichever is the most.
  5. An EGM can be called by the President (Chair), any member of the committee upon written request or a majority vote by the station membership subject to quorum
  6. Every member of committee is to present a review of their time in office and their accomplishments at the AGM

Amendments to the Media Group Constitution

  1. 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.
  2. If amended, the constitution shall be re-ratified by the Student Activities Officer before coming into effect, this includes name change.
  3. If amended and ratified, the Secretary of the Media Group shall ensure the official constitutional document is updated within one month of the ratification and shall ensure that all members of the Media Group have access to the updated constitution and are made aware of the amendments.

Media Group Complaints Procedure

  1. This procedure allows members to raise complaints about any issues relating to the media group,
    1. The safety of activities
    2. The standards of instruction or leadership
    3. The standard of equipment used for the activities
    4. Bullying and harassment
    5. Disregard of YUSU’s Equal Opportunities policy.
  2. Complaints should first be addressed to the Media Group President (Chair). If this does not provide a satisfactory outcome, a Formal Complaint should be made to the Student Activities Officer in writing.
  3. YUSU’s Code of Conduct (Bye-Law 13) will be followed in addressing Formal Complaints.
  4. In serious or unresolved cases, the member will be supported in progressing the complaint through the University's Code of Practice on Harassment and/or Complaints Procedure.

Declaration (All Committee Members)

  1. As a Media Group 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)