model policy manual

Dear JACC faculty members and student editors:

If there is one most important step for a newspaper staff to take innailing down its professionalism and protecting itself against its manycampus critics, that step is to produce a detailed policy manual. Thepolicy manual is the cornerstone of any publication. Recognizing thatneed, the Executive Board of JACC has authorized the production ofthis sample policy manual which can easily to adapted to yournewspaper.

This is not intended to be the only or even the best way to do things ona campus newspaper. But it is one way. It is a way which has beensuccessful for some of our most prominent college members.

This document is presented in disk form (Macintosh WriteNow 3.0 orIBM) to ease the adoption of a policy manual for your newspaper. Feelfree to eliminate, add or change any of the material listed in thesample. Place the name of your newspaper and college in theappropriate places by substituting for the existing copy. In someplaces, editorial notes have been added to explain the backgroundbehind the listed policy, to show an option you may prefer to the onelisted or to suggest wide discussion before formal adoption of thepolicy. But whether you decide to use the policy as given, to use thepolicy in a very streamlined version or to use a fine-tuned versionconsistent with the special situation(s) found at your college, theprimary concern of JACC is to provide the easiest way possible for youto put a policy in place at the earliest possible moment.

The joy that comes from being able to refer an irate letter writer,campus administrator or unreasonable advertiser to a well writtenpolicy that was passed months or even years before the currentsituation became a problem is a genuine pleasure. It shows theprofessionalism that comes with planning and following well knownprocedures. It takes the fire out of your critics’ bards when you knowyou have done the right thing or at least have made a considereddecision on how to handle certain situations.

If you have any questions about the issues raised in the policy manual,please contact any JACC officer for comment or discussion.

Once you have produced your own finished policy manual, you should

make copies for each member of your staff and copies should bedistributed each new semester to incoming staffers. It might be helpfulto distribute copies to key campus administrators. Simply present themwith the policy manual, telling them what it is and that it has beenapproved by your Editorial Board and is sanctioned by JACC. The oddsare that the administrators will not read it but they may be impressedthat such a policy exists. When the problems come, you can refer themto the document that they were given.

Some advisers have had their Board of Trustees vote approval of thepolicy so that it takes on the strength of a district board rules. Somevoice concern about this practice because it could backfire and theboard could produce their own not so favorable version of the policy. Ifthere is no current crisis surrounding the paper and the mood isfavorable toward the paper and its adviser(s), then going to the boardmight be just a simple matter without change or controversy.

The policy should be a product of the Editorial Board thus it is best topresent this sample (with whatever changes the adviser would includebefore it goes to Editorial Board) as a suggested policy. Once passed,changes can easily be made on the disk version and updated to allstaffers as needed.

JACC hopes this document will help you survive and improve theeffectiveness of your publication.

FOREWORD

The following policy is the product of the best thinking of thestudents on the (name of publication) staff at (name of college).It has been revised many times. Each revision has been an effortto improve procedures that are the backbone of the newspaper.The policies of the newspaper are part of what has made the(name of publication) a leader in the country’s communitycollege journalism world.

Course(s): Journalism (insert correct course number)--newspaperproduction laboratory class(es)

Textbook(s): Associated Press Stylebook and Libel Manual andthe (name of publication) Policy Manual

Adviser(s):

Students will be evaluated on all of the following:

1. deadlines met 2. writing quality

3. accuracy of stories 4. fulfilling job responsibilities

5. total inches written 6. application of the principles ofethical journalism as outlined inthe Society of ProfessionalJournalists Canons of Journalism(included in this Policy Manual)

7. production abilitiesreflected and measuredin copyreading, proofreading,headline writing and page design

(Your specific grading policy could be inserted at this point. JACCmay sponsor a workshop idea exchange on grading of staffmembers at a future session during the Mid-Winter FacultyConference at Morro Bay.)

For Your Information

(Name publications) are or is publication(s) whose basic concernis a community of about (list enrollment) population.

Ordinarily editors realize they have neither the space nor theresources to compete with the metro or national publications. Tocover such stories would be self-indulgent and, usually non-productive.

If readers have strong interests in international relations,national policies, the status of major league professional teamsor the location and quality of big-city entertainment, they willsubscribe to an appropriate publication.

It is with these industry-wide facts in mind and having dueconcern for the proper teaching of journalism that the followingrule has been constructed:

1. Material submitted for grades should be suitable forpublication in the (name publication(s). That is, the materialshould be about a campus person or event, an event or personin the immediate community that would be of interest to ourreaders or an event or person farther away that has a localangle.

2. There may be occasional exceptions to this rule but theyshould be exceptions rather than the norm. They should ariseout of extraordinary events, not normal ones, and even thenthe writers should be seeking a local angle.

Therefore we do not expect to see sports stories, columns orspeculations on Rams, Raiders, Angels, Dodgers or others in thenormal course of events. We do not expect ordinarily to seeadvance or coverage stories or reviews of plays, concerts, moviesor the like that do not have an angle that is especially student-oriented. Certainly space should not be used for such outside stuffuntil the local scene has been thoroughly covered.

Ethics

The practices of good journalism are outlined in the Code of

Ethics of the Society of Professional Journalists. Maintaining thesehigh standards is vital to the survival of credibility for theprogram and its publications.

Competition

At times during the semester, it may seem that your adviser(s)emphasize competition. If so, your perception is correct. Webelieve in competition because it is the professional norm,because it is a valuable learning experience, because it breeds thepersonal characteristics of a reporter which are valued, because itis a way of comparing your work against that of your peers andbecause most employers would prefer to hire a winner with astrong track record in competition. But as the saying goes,winning is not the only thing. Participating, trying your wings,attempting to win even if you run the risk of not winning is partof the meaning of competition. Not all journalists win, but alljournalists are winners because they think like winners. Theycompete hard but fairly. They are not undone by failure. Theyprofit from what they learn each time they set their work againstothers.

Be aggressive. If you never try, you cannot lose but you will be aloser in any event.

What makes a great newspaper?

This is an excerpt from Criteria of a Good Newspaper by theAssociated Press Managing Editors Association. After considerablestudy, an APME committee reported that integrity, accuracy,responsibility and leadership form the core of the criteria.

Integrity

Maintain vigorous standards of honesty and fair play in theselection and editing of its contents as well as in all relations withnews sources and the public.

Deal dispassionately with controversial subjects and treatdisputed issues with impartiality.

Practice humility and tolerance in the face of honest conflictingopinions of disagreement.

Provide a forum for the exchange of pertinent comment andcriticism, especially if it is in conflict with the newspaper’seditorial point of view.

Label its own editorial views or expressions of opinion.

Accuracy

Exert maximum effort to print the truth in all news situations.

Strive for completeness and objectivity.

Guard against carelessness, bias or distortion by either emphasisor omission.

Correct promptly errors of fact for which the newspaper isresponsible.

Responsibility

Use mature and considered judgment in the public interest at alltimes.

Select, edit and display news on the basis of its significance andits genuine usefulness to the public.

Edit news affecting public morals with candor and good taste andavoid an imbalance of a sensational, preponderantly negative ormerely trivial news.

Accent when possible a reasonable amount of news whichillustrates the values of compassion, self-sacrifice, heroism, goodcitizenship and patriotism.

Clearly define sources of news, and tell the reader whencompetent sources cannot be identified.

Respect rights of privacy.

Instruct its staff members to conduct themselves with dignity anddecorum.

Leadership

Help to protect all rights and privileges guaranteed by law.

Act with courage in serving the public.

Stimulate and vigorously support public officials, private groupsand individuals in crusades and campaigns to increase the goodworks and eliminate the bad in the community.

Serve as a constructive critic of government at all levels,providing leadership for necessary reforms or innovations, andexposing any misfeasance in office or any misuse of publicpower.

Oppose demagogues and other selfish and unwholesome interestsregardless of their size or influence.

Guide for a good newspaper

A good newspaper is guided by truth, freedom and concern forhuman decency.

Background information

(You may wish to insert some basic information about yourdistrict, its organization and your campus structure.)

Statement of policy

The purposes of the (name of publication) are primarily these:

1. To provide instruction in the discipline of journalism and toemphasize the professional as well as the academic approach toprinciples, rights and obligations of a free press in a free society.

2. To provide the college with a quality newspaper. A qualitynewspaper possesses at least the following:

Concerns for its publics

The (name of publication) must be concerned with its publics (thestudent body, the faculty, the administration and the communityat large) because a good newspaper reports, interprets andcomments on those ideas and events that are of consequenceand/or interest to its readers.

Meeting the needs of its publics should be the basic aim of thestudent-produced newspaper. That should be fundamental in theexercise of editorial judgment, in news play, content selectionand editorial policy.

Readers should receive a newspaper that provides full andaccurate coverage of campus life and exhibits sound judgmentand reasoning in columns and editorials.

Readers deserve a newspaper that leads, informs, instructs andentertains with truth and accuracy foremost in the production ofthat newspaper.

Right to criticize

The (name of publication) deserves the right to criticize, to questionand to evaluate, and assumes responsibility for the accuracy andcompleteness of that criticism.

Constructive criticism, thoughtfully prepared and presented, is basic tothe freedom of the college press.

Responsibility

The (name of publication) realizes that the exercise of pressfreedom entails a heavy burden of responsibility.

That responsibility includes not only the right to print, but alsothe right not to print, for the (name of publication) realizes that,at least in part, the reputation of students, faculty and theinstitution, and the opinions of its readers, can be shaped by the(name of publication).

The (name of publication) staff may make mistakes, but notwithout benefiting from those mistakes and not without fullrealization that it is responsible for those mistakes.

Policy specifics

A. Management

1. To accord students a medium of free expression, thenewspaper adviser(s), college president and administrativeassistants shall refrain from management of the (name ofpublication).

2. Because publishing a newspaper is a highly technical processthat must operate within certain inflexible deadlines, it isnecessary to concentrate executive authority in the hands ofone individual--the editor in chief.

a. The editor in chief is responsible and answerable for thenews and editorial content of the (name of publication).

b. The editor in chief ensures that the campus is adequatelycovered.

c. The editor in chief is responsible for the conduct of staffmembers when they are performing (name of publication)duties. If the editor in chief believes there are journalisticor ethical reasons for the removal of a subordinate editor,subordinate editors may be removed by the editor in chief.

3. Selection of the editor in chief

a. Candidates will submit a written statement announcing theirwish to be considered as a candidate for editor in chief to anyadviser prior to the announced deadline.

b. A list of former (name of publication) journalists will besubmitted to Editorial Board. From that list the Editorial Boardwill select two interviewers who along with the outgoingeditor in chief will examine the candidate(s) and vote todetermine who will be the new editor in chief. If one of theselected interviewers is unable to serve on the interview

committee, then the Editorial Board will continue to selectinterviewers until two have agreed to make themselvesavailable. If the Editorial Board challenges the list of former(name of publication) journalists submitted to it, the Boardwill be given access to the complete alumni file to seekinterviewers for the editor in chief selection.

c. Each interviewer will have one vote. Two votes are required toselect the new editor in chief.

d. Advisers will sit in on the interviews as resources but not asvoting members of the selection body.

4. Removal of an editor in chief

a. When any two members of the Editorial Board are concernedabout the ability of the editor in chief to continue to performhis/her assigned duties, they may notify the advisers, who willcontact the members of the interview committee and aninquiry hearing will be conducted.

b. The interview committee members will determine if the editorin chief will continue in the job. The committee’s decision isfinal.

c. During the hearing, the committee will hear testimony fromany member of staff who wishes to address the committee onthe issue of the editor in chief’s ability to continue to properlyexecute the job.

d. The interview committee most desirable for this purpose is theoriginal interview committee that selected the challengededitor in chief. However, if any member of the originalcommittee is not available, replacement members of thehearing board will be selected by the remaining members ofthe original committee until the committee reaches its fullmembership of three.

B. Advisers’ role

1. The role of the advisers is to advise the editor in chief,Editorial Board and individual staff members about news

judgment, writing and placement, content, page design,professional ethics and conduct and other journalisticprinciples and techniques.

2. The advisers can often supply information that may benecessary to understand facts about a story or issue.

3. The advisers shall not impose editorial positions.

4. At least one adviser must be present at Editorial Boardproceedings.

C. Content

1. Content selection is reserved for the (name of publication)staff. The staff, and the editor in chief in particular, shallinsure that all copy meets the standards set forth in thispolicy.

2. The (name of publication) may publish information on off-campus events related to or of interest to the (name ofpublication)’s readership; however, the general rule is to covercampus activities first.

3. All art that contains opinion (cartoons and columnillustrations) shall go before the Editorial Board to determinewhether it contains any objectionable material.

4. All photos that may contain objectionable material shall bereferred to Editorial Board for a vote.

5. Obscenity and racial or religious denigration's shall notappear in the (name of publication) with the intent ofpromoting those items or to titillate the readership.

6. Interruption of circulation

a. Only the editor in chief or in the editor in chief’s absencethe managing editor may interrupt the circulation of the(name of publication). The canons of good journalismmust be paramount in the minds of the editor in chief orthe managing editor in making such a decision.

b. It is the responsibility of the Editorial Board to convene assoon as possible to decide whether the interruption ofcirculation is to be continued.

7. News treatment

a. The (name of publication) reserves the right to treatindividuals and issues on their merit as may be determined bythe facts and the considered judgment of the Editorial Board.

b. To protect academic freedom, the (name of publication) willnot quote or otherwise cite statements made during and as apart of any class without the express permission of theindividual making such statements.

c. The (name of publication) shall not publish propaganda inthe guise of news.

8. Political involvement

a. The (name of publication) is a non-partisan publication andhas no campus or off- campus political affiliations.

b. The (name of publication) reserves the right, however, topublish in editorials, letters and columns support for oropposition to any candidate or issue in on-campus, local,state or national elections.

c. The editorial or column in which a candidate or issue issupported or opposed must appear a minimum of two issuesbefore an election to provide time for rebuttal, or space mustbe offered for such rebuttal in the same issue.

d. To avoid a possible conflict of interest, a (name ofpublication) staff member shall not be a member of studentgovernment.

9. Double coverage

a. It is not uncommon for members of the (name of publication)staff to be hired by other newspapers in the area as paidemployees, stringers and interns. There have been occasionswhen staffers have been caught in a conflict of interest

between their responsibility to the (name of publication) andto the other publication(s).

b. When working on the (name of publication), the staffer isconsidered a full-time employee of the newspaper despite thelack of a salary. At any time where a potential conflict ofinterest might exist, the burden of checking with the EditorialBoard or the editor in chief is on the staffer. If you are onassignment for the (name of publication), then obviously theprimary loyalty is to the (name of publication); anyinformation you gather is first and foremost the property ofthe (name of publication). You must check before writing astory for another publication or presenting film or prints toanother publication.

c. A violation of this policy will be considered a gross breach ofethics and may cause you to be excluded from normalpublication activities.

D. Freebie policy

1. Freebies are items of value, either merchandise or specialconsideration, offered to reporters.

2. The (name of publication) and its reporters shall not acceptfreebies.

3. Items that cannot be accepted include, but are not limited to:

a. free meals

b. free records

c. free books

d. free admission to movies, plays, concerts, etc. for whichadmission is charged.

4. Reimbursement

a. Since no (name of publication) staff member is expected tosubsidize the operation of the (name of publication),

reimbursement of expenses incurred while attending to (nameof publication) business is provided when funds are available.

b. Reporters shall not attend entertainment or other eventsrequiring admission on their own initiative with the hope ofobtaining reimbursement. After prior authorization from theeditor in chief or his/her designee is sought, reimbursementcan be granted.

c. A bill for expenses shall be submitted to the editor in chiefwhen reimbursement is desired.

d. Legitimate expenses include, but are not limited to, mileagefor travel in covering a story and admission fees and otherexpenses incurred while on (name of publication) business.

e. A form for reimbursement is available from the advisers orthe editor in chief. Once the request has been approved,reimbursement can be made. The form must be filled outprior to the (name of publication) business.

5. Handling freebie offers

a. All freebies received in the mail shall be called to theattention of the editor in chief and sent back to the firmsending out the item, donated to charity or junked.

b. All phone or personal invitations or offers shall be turneddown with thanks at the time unless approved by the editor inchief.

6. Any and all violations of the freebie policy shall be considered aserious infraction and violators shall be brought before EditorialBoard for disciplinary action.

E. News room conduct

1. Conduct of individuals in the News Room shall be professional.

2. The News Room shall always be kept neat and clean.

3. Any editor that leaves his/her desk cluttered at the end of the dayshall forfeit the right of occupancy when requested.

4. No one shall sit at a desk assigned to an editor, unless firstobtaining permission from that editor.

5. The News Room is not the appropriate place to meet with friendswho are not members of the (name of publication) staff.

6. Phones

a. No personal calls may be made from the News Room except inthe case of an emergency.

b. When answering the phone use the following procedure:“(name of publication) News Room, this is (state your name)speaking. May I help you?”

c. Always be courteous.

d. Messages for staff members shall be put in their mail boxes.Messages shall contain the following information: who called,when (time and date), the message (if any), a return numberand the name of the person taking the message.

e. When dialing a number on campus, just dial the extension.When dialing a number off campus, consult the campusphone directory.

f. When leaving a message for someone to return your call,always leave your full name (first and last).

F. Columns and columnists

1. Any staff member may write a column.

2. Any person not on the (name of publication) staff may write aguest column on his/her own initiative or at the request of the(name of publication).

3. Selection of columns for publication

a. Columns shall be selected for publication by the opinioneditor after consultation with the editor in chief.

b. Of foremost concern in selecting a column for publicationshall be reader interest and good writing.

c. Columns that are obscene or contain racial, religious or groupdenigrations shall not run; the writer shall be contacted andinformed of the unacceptable portion(s) and given theopportunity to make revisions.

d. To protect the individual’s right of freedom of expression,selection of columns shall not be made on the basis ofopinions expressed therein except as noted in 3.c.

4. The (name of publication) reserves the right to condensecolumns.

5. Columns may run on pages other than the opinion page.

6. All columns must be labeled as opinion.

G. Editorial Board

1. General

a. Editorial Board is a class. The advisers are the teachers. Thechairperson is the editor in chief, managing editor or opinioneditor at the discretion of the editor in chief.

b. At least one adviser must be present at Editorial Boardmeetings.

c. Considerations of Editorial Board include:

1. Discussion of editorials, columns, cartoons and othereditorial content.

2. Discussion of the general shape and content of the newsand feature coverage in future issues.

3. Any problems and grievances from inside or outside of theRoundup, and any problems or issues surrounding policy.

4. Editorial leadership.

2. Membership

a. The Editorial Board is composed of the editor in chief,

managing editor, news editor, opinion editor, sports editor,photo editor, scene editor, focus/forum editor, feature editor,copy editor and magazine editor.

b. The editor in chief may appoint a maximum of two staffmembers, other than the editors, to Editorial Board. They willtake on all rights and responsibilities of other Board members.

c. Any non-members may attend Editorial Board meetings, withthe editor in chief, managing editor or opinion editorapproval, but they shall not have a vote.

3. Responsibilities of board members

a. Attendance at Editorial Board meetings is mandatory. It is theresponsibility of the board member to inform the EditorialBoard chairperson of an anticipated absence.

b. Board members must present editorial premises on a regularbasis. The board will assign the writing of editorials based onan approved premise.

c. Board members must keep the opinion editor supplied withopinion page copy. The opinion editor may develop a columnschedule for board members and will deliver copies of theschedule to the board members and advisers.

d. Board members must be fair and accurate and avoid gettingegos involved in the work of Editorial Board.

e. Coming into a meeting emotionally set on an opinion is notdesirable. Background information is essential on all issues tobe discussed.

f. A Policy Manual must be brought to every meeting by eachmember of the Editorial Board.

4. Editorial Board responsibilities

a. Conduct of Editorial Board meetings shall be professional atall times.

b. The Editorial Board enjoys wide freedom of choice of editorial

topics. Freedom imposes serious responsibility. Thatresponsibility is met when the Board investigates factsthoroughly, analyzes situations carefully, forms honestopinion and expresses itself clearly.

c. While the (name of publication) reserves the right to criticize,responsibility and mature judgment are expected to bebrought to bear in advance. All sides should be discussedbefore criticism is published.

d. Inaccuracies and misstatements of fact should not be part ofthe (name of publication) whether these appear in newsstories, columns, editorials or cartoons. Therefore, statementsmade as fact that are false, inaccurate and/or misleadingshould be omitted, or the item should not run until corrected.Clarification's and/or apologies will be published whenappropriate.

e. The Editorial Board determines the print worthiness of allmaterials questionable from the standpoint of obscenity, tasteand/or libel with the final decision reserved to the editor inchief.

f. The Editorial Board will not print libel. No libelous statementsin editorials or columns, or libelous drawings or photos, shallappear in the (name of publication).

g. The (name of publication) does not print profanity forprofanity’s sake. Good taste shall be the guideline. Whereprofanity is used in quotes and/or contributes significantly tothe feeling of the statement, its use shall be permitted.

h. The Editorial Board will consider complaints and grievancesleveled at the (name of publication) from both inside andoutside sources.

5. Voting

a. A voting quorum is 2/3 of the membership.

b. Each member of the Editorial Board has one vote. Advisershave no vote. A member may vote yes, no or abstain.

c. An editor may give his/her assistant editor a proxy vote in theevent of an anticipated absence. An editor without anassignment may assign a proxy to another staff member witheditor in chief, managing editor or opinion editor approval.

1. Proxies will be written and shall include the followinginformation: the names of the editor and assistant editoror approved proxy, the date and any instructions to votein a particular way on an issue.

2. An approved proxy must attend the designated meeting.d. An Editorial Board decision requires a majority vote,unless otherwise specified hereinafter.

e. Two negative votes are needed to defeat an editorial premiseor an editorial.

1. If an editorial is defeated, a pro-con column may result.

2. Representatives from each side of the issue will be assignedto write the columns.

f. Editorials are best discussed and voted upon during anEditorial Board meeting.

g. An editorial may be passed by circulating it outside EditorialBoard for signatures of the members, but only in emergenciesand with the knowledge of an adviser.

1. In circulating an editorial for signatures, the EditorialBoard chairperson shall make an effort to contact allmembers of the board.

2. If a board member refuses to sign a circulated editorial,then that action would constitute a no vote.

h. A 2/3 vote of quorum is necessary to change any (name ofpublication) policy.

i. The editor in chief has the power to override any vote and alldecisions.

6. Confidentiality

a. All proceedings of the Editorial Board and the (name ofpublication) staff are strictly confidential and shall not bediscussed with the individuals who are not members of the(name of publication) staff.

b. No Editorial Board member or (name of publication) staffershall indicate to non- staffers his/her non-agreement withEditorial Board or with decisions of the editorial staff.

c. If a (name of publication) staffer is approached by someoneexpressing dissatisfaction with an editorial stand or with thetreatment of news, the staffer shall refer the critic to the editorin chief or suggest that the critic write a letter to the editor ora guest column.

7. Editorials

a. All editorials must be produced for presentation to eachmember of Editorial Board.

b. Any journalism student (in writing classes) may write aneditorial to be considered by Editorial Board for publication.

c. The author of an editorial must be present at Editorial Boardwhen the editorial is being discussed.

d. Discussion of editorial ideas is confidential. The editorialrepresents the viewpoint of the paper (even should there bediffering viewpoints to the editorial’s passage) and isunsigned.

e. The name of the editorial writer shall not be made publicexcept in cases of competition.

f. Strong differing ideas and opinions about editorial issues maybe used as a basis for pro-con columns.

8. Opinion page

a. The masthead will always run.

b. Conflicts among columns, letters and/or editorials caused byspace limitations on the opinion page shall be resolved by the

editor in chief and the opinion editor.

1. In general, letters have priority over all other items on theopinion page. Which items shall be published shall bedetermined on the basis of the available editorials,columns and other materials for the opinion page.

2. Columns and letters may be run on news pages dependingon circumstances and at the discretion of the editor inchief as long as they are clearly labeled.

c. All art expressing an opinion shall come before the EditorialBoard for discussion and a vote on its suitability andconsistency with Roundup policies.

1. A vote is taken to determine whether the board believesthe art contains any objectionable material.

2. Another vote may be taken if the board wishes to have theart run under the editorial standing head, thereby makingit the opinion of the paper; the vote must be unanimous.

d. The opinion page is the result of the effort of the entireEditorial Board and not of the opinion editor alone.

9. Changes of policy and/or specifications and productionprocedures

a. Any and all changes of (name of publication) policyand/or specifications must come before the Editorial Boardfor approval.

b. Staff members and editors are encouraged to makerecommendations, and may appear before Editorial Boardto present arguments in favor of or in opposition to achange the editor in chief presents to the board.

c. No changes shall be made unless members of the EditorialBoard are given the opportunity to express an opinion onthe proposal.

d. A favorable vote by 2/3 of the quorum of Editorial Board isrequired to approve the proposed change. Proxies may not

be used.

10. Editorial Board procedures

a. Attendance is mandatory and roll will be called at everymeeting.

b. Any editor recorded twice for non-attendance (unexcusedand/or without an approved proxy) will have his/her classgrade adversely affected. A one-week loss of voting privilegeswill result, but attendance during this week will still bemandatory.

c. Any member absent three times (unexcused) may forfeithis/her board membership as well as his/her editorship.

d. Discussion of premise and/or editorial ideas will be recorded inwriting by the opinion editor.

e. Editorials must be edited by the editor in chief and/or theopinion editor before the editorial is reproduced and presentedto Editorial Board. Editorials should be checked against thepremise assigned and must meet high standards before theEditorial Board time is taken for it.

f. No more than one half an hour of each Editorial Boardmeeting may be devoted to one topic of discussion, editorialor outside speaker. No more than two editorials per meetingwill be dealt with, unless otherwise approved by the editor inchief.

g. Cartoons must be approved in Editorial Board. They may notbe circulated for signatures outside the Editorial Board. Onceapproved, they may not be altered in any substantial way.

H. Letters policy

1. General

a. The (name of publication) recognizes its position on campusas a printed medium for the expression of current studentopinion. Therefore, the letters to the editor shall always be

conducted in as fair and responsible a manner as possible.

b. The (name of publication) accepts all letters addressed to theeditor but reserves the right to determine the content of itspublication including the letters section.

c. The decision to publish a letter shall not be based on theletter’s agreement with (name of publication) editorialpositions.

d. The letters section shall not become a propaganda outlet forany individual or pressure group.

2. Submission of letters

a. Any person other than (name of publication) staff membersmay submit a letter to the (name of publication).

b. All letters must be accompanied by the writer’s name,signature, address and telephone number. If the letter is froma student, the (name of publication) prefers to know thestudent’s major and year in college or any other significantidentification, such as president of the honor society.

c. Student letters must include a student ID number.

d. Every attempt will be made to run all letters received prior tothe publication deadline (Thursday, noon).

3. Acceptance of letters

a. The (name of publication) accepts all letters initially, butrequests revisions of letters that are not publishable assubmitted. Letters that are not publishable include thefollowing:

1. Letters that are obscene, libelous and/or racially, sexuallyor religiously offensive.

2. Literary endeavors, poetry and publicity releases.

3. Any other material that the Editorial Board may deem notto be a letter.

4. Letters rejected by the editor in chief for specific reasons tobe stated in writing.

b. The (name of publication) also may request revisions of lettersthat would be publishable as submitted, but may reflect badlyon the (name of publication) because of language structureand/or usage or because of verbosity.

1. Letters are generally published as submitted althoughminor corrections may be made if the content is notviolated by such changes.

2. Letters should, in general, be limited to 300 words. Lettersmay be edited for length by (name of publication) editors,but the letter writer shall be given the opportunity toreduce the length of the letter whenever possible.

4. Selection of letters for publication

a. The (name of publication) publishes all letters that are not inviolation of this policy.

b. However, because of space limitations, it may not always bepossible to publish all acceptable letters. In such cases, theletters to be published will be selected by the editor in chiefand the opinion editor.

1. Letters have priority over all other items on the opinionpage.

2. Letters also may be published on other pages.

c. The proper use of logic and the accuracy of facts as well asprobable reader interest and consequence shall be of primaryimportance in the selection of letters for publication whenspace restrictions prevent publication of all letters.Inaccuracies and/or improper use of logic shall constitutegrounds for exclusion from publication.

1. Inaccuracies may be pointed out in an editor’s note. Faultylogic, if it misleads readers on an issue of importance, alsomay be pointed out.

d. If two or more letters on the same subject are received, andspace is a problem, the letter(s) to be published shall beselected in accordance with the foregoing and the followingcriteria and procedures:

1. If there are both pro and con letters, those that bestpresent the arguments for their respective sides shall bepublished.

2. If only one side of an issue is addressed, then that (orthose) that best present the issues shall be published.

3. The editor in chief and the opinion editor may seek theadvice of other editors, Editorial Board and/or the advisersin selection of letters for publication.

4. Nothing in this section of policy shall be construed asexcluding the possibility of a large number of lettersaddressing the same subject being published. Theconsequence and importance of an issue to the readershipshall be a guide in determining whether many letters arejustified.

e. If limited space makes it impossible to publish all letters, thoseletters that will be of most immediate interest and/orconsequence to the community shall have priority. Thoseletters not published may be held for the next issue.

f. In general, letters from on campus have priority over off-campus letters.

5. Referral of letters to Editorial Board

a. Letters that are referred to Editorial Board by the opinioneditor or the editor in chief shall be copied and each memberof the board shall receive a copy of the letter(s) underconsideration.

b. Matters of questionable taste, possible libel and/or obscenityshall be referred to Editorial Board for discussion and a vote.

c. Any letter that appears irrelevant shall be referred to EditorialBoard for discussion and a vote on whether to publish it.

d. Letters dealing with individuals or an individual’s behaviormust be reviewed by Editorial Board.

e. The Editorial Board shall decide whether the (name ofpublication) will withhold a letter writer’s name upon his/herrequest.

1. The letter writer shall be informed of the board’s decisionas soon as possible.

2. If the board decides that the writer’s name cannot bewithheld, then the writer shall be given the opportunity towithdraw the letter.

6. Editor’s notes

a. The purpose of the editor’s note shall be

1. To correct inaccuracies

2. To respond to questions or requests for information

3. To provide further explanation of the issues discussed inthe letter

4. To make any comment about the letter that the EditorialBoard shall deem necessary.

b. All editor’s notes shall come before Editorial Board forapproval.

c. Editor’s notes shall be kept as brief as possible and are to beavoided.

7. Miscellaneous

a. In order to promote diversity in subject matter, the (name ofpublication) (at the discretion of the Editorial Board) shallnormally limit discussion of any one subject to threeconsecutive issues of the paper.

b. If an organization submits a letter as an organization, it mustbe signed by the organization president in order to bepublished.

c. The (name of publication) shall not print pen names onletters.

d. The (name of publication) letter section will be used as anongoing public forum serving the interests of an individual oran organization.

I. Advertising policy

1. General

a. The (name of publication) shall accept advertising inaccordance with this policy.

b. Advertisements and advertisers shall not influence (name ofpublication) policy.

c. Advertisers shall not receive special editorial consideration.

d. Advertising inserts will not be accepted.

2. Advertising manager

a. The advertising manager shall be selected by the (name ofpublication) advisers.

1. A written application stating the individual’s availabilityfor the post shall be submitted to an adviser.

2. Desirable qualifications are journalism experience,advertising sales, completion of courses in merchandising,business and/or journalism, and the ability to workindependently.

b. The advertising manager shall be supervised by the (name ofpublication) advisers and shall be responsible for:

1. Conducting all financial transactions through the BusinessOffice in accordance with recognized accounting principles

2. Keeping an up-to-date record in the News Room of all adsordered, all ads to be billed and all payments

3. All advertising monies received

4. Supplying the editor in chief or the managing editor, assoon as possible after the advertising deadline, with pagedummies displaying the advertising line

5. Submitting an interim progress and financial report to the(name of publication) adviser(s) each semester.

c. The advertising manager may be removed from his/her postby the (name of publication) adviser(s) on the grounds offailure to discharge duties competently and responsibly andfailure to work well with (name of publication) editors.

3. Advertising space

a. In general, no more than 25 percent of the (name ofpublication) shall be devoted to advertising.

1. 258 column inches per 8-page issue

2. 194 column inches per 6-page issue

b. The 25 percent limit may be waived by the editor in chief forany particular issue.

4. The advertising deadline is noon one week prior to the ad’sappearance.

a. Copy and payment for classified ads must be received prior tothe deadline.

b. Camera-ready copy for display ads must be received prior tothe deadline.

5. Advertising rates

a. The local and national ad rates shall be set on therecommendation of the ad manager and the (name ofpublication) adviser(s).

b. Special discount rates may be arranged for long-running ads.

6. Solicitation of ads

a. Any member of the (name of publication) staff may solicitads, but shall do so only with the knowledge of theadvertising manager.

b. Professional advertising services may be used.

7. Advertising content

a. The copy, artwork and design of ads shall meet the samestandards of good taste that are applied to other materialappearing in the (name of publication).

b. Any ad in possible conflict with (name of publication) policyshall be submitted by the ad manager to the Editorial Boardfor discussion and a vote.

c. The (name of publication) shall not accept the following:

1. Any ad that fosters prejudice

2. Indecent or vulgar ads, offensive directly or by suggestion

3. Ads that may mislead

4. Ads for fortune telling, astrology, numerology, dreaminterpretation unless approved by the Editorial Board

5. Matrimonial or dating offers

6. Offers of homework or research papers

7. Any ad that may cause monetary loss to the readerthrough fraud or injury to health

8. Large political ads--1/4 page maximum (single ormultiple) for any single candidate or ballot measure.

d. All movies with “X” rating or no rating shall be referred toEditorial Board.

1. The Editorial Board must receive the ad material at leasttwo days prior to the ad deadline.

2. The advertising manager shall present the ad and any

other information requested by or of importance to theEditorial Board in deciding whether to run the ad.

e. The (name of publication) discourages the use of reverses inits advertising. The publication reserves the right to refuse toaccept a reverse that in the opinion of the editor in chief orthe Editorial Board detracts from the graphic impact of theeditorial presentation.

8. Procedure for taking ads

a. Follow the telephone and message-taking procedures outlinedearlier in the Policy Manual.

b. All messages should be placed on the ad manager’s desk.

c. All staffers should be familiar with the advertising ratespublished by the ad manager on the rate card in order to giveadvertisers basic information in the absence of the admanager.

Editor responsibilities

Editor in chief

1. The editor in chief is responsible and answerable for the newsand editorial content of the (name of publication). He/she isexpected to exercise his/her best judgment in this respect.

2. The editor in chief is responsible for seeing that all deadlinesare met.

3. When the editor in chief is doubtful about the facts of a story,column or editorial, he/she should consult with fellow editorsand advisers.

4. The editor in chief must make certain the photo and storyassignments are out on time.

5. The editor in chief is responsible for seeing that the NewsRoom is run in a professional manner.

6. When a factual misstatement of any consequence is

published, the editor in chief shall see that a correction ispublished immediately in an equally prominent position inthe paper as the original mistake.

7. The editor in chief must be highly conscious of the possibilityof libel in the newspaper. The greatest chance of libel in acollege publication arises in statements that question thequalifications of people for their jobs. It is not necessary toname a person to libel him/her; if the reader can deduce thename of the subject, the statement is just as libelous as if thesubject had been named.

8. The editor in chief represents the (name of publication) bothon and off campus. The editor in chief is responsible for“thank you” letters to sponsors of contests and to all otherswho have contributed in any way to the (name ofpublication).

9. The editor in chief judges placement of news stories anddirectly or indirectly coordinates special assignments.

10. Because the editor in chief is responsible for the actions ofhis/her staff, he/she must exercise the most thoughtfulconsideration in the selection of subordinate editors. He/sheshall select his/her staff in consultation with the advisers.Grounds for dismissal can be but are not limited to: contemptor non-support of the editor in chief, inability to meet theresponsibilities of the position and absences. Only personsenrolled in journalism classes are eligible for editor positions.The editor in chief will produce a formal written evaluation ofeach subordinate editor for presentation and discussion to theadvisers after four issues of the semester have been produced.

11. The editor in chief presides over Editorial Board or appointsthe managing or opinion editor as chairperson of the board.

Managing editor

1. Represents the (name of publication) in editor in chief’sabsence.

2. Works closely with the news editor to insure thorough campus

coverage.

3. Must make certain assignments are distributed on time.

4. Is a member of Editorial Board.

5. Oversees production deadlines.

6. Is evaluated after four issues by the editor in chief in a formalwritten report to the advisers.

News editor

1. Makes all assignments in writing on assignment forms.Follows up during the week on progress.

2. Receives all completed assignments and checks to see if theassignment has been fulfilled.

3. Makes a list of errant reporters for advisers.


5. Keeps updated beat list.

6. Makes photo assignments with photo editor.

7. Makes certain advisers receive pinks for grading.

8. Organizes campus coverage.


Opinion editor

1. Produce printed agenda for Editorial Board meetings.

2. Responsible for the organization, design and production of theopinion page.

3. Keeps a record of assignments, due dates and completedassignments.

4. Keeps a record of Editorial Board meetings.

5. Applies the Policy Manual to the opinion page.

6. Keeps the staff box updated.

7. Is responsible for seeing that all letters are retyped per copyspecifications with the original going into the letter file.

8. Verifies the identity of all letter writers.

9. Makes certain mandatory items appear on opinion page:

a. District statement

b. Letters disclaimer

c. Letters policy

d. A staff box with at least the name of the editor in chief

10. Maintains security for all copy on the opinion page.

11. Coordinates the efforts of staff artists.

12. Does a complete and final proof of the opinion page.



Photo editor

1. Must be enrolled photography and assist with design duringproduction, assisting with captions, photo cropping, picture-page design and pictorial advice.

2. Works with the news editor to produce assignments for thephotography class.

3. Coordinates the efforts of the entire photo staff.

4. Maintains photo and negatives files.

5. Checks progress of photographers during the week.



Sports editor

1. Is responsible for the production of all sports pages.

2. Maintains high coverage level for all on-campus sports teams,both men’s and women’s, and intramural activities.

3. Helps create the sports calendar.



Copy editor

1. Is responsible that all copy and heads on the desk arecopyread or written.

2. Maintains the proper flow of copy to its final form.

3. Sees that weak copy is rewritten.

4. Calls to the attention of reporters any serious or repeatederrors.


6. Is responsible for approving only copy that meets standardsof:

a. Completeness and fairness

b. Strong and effective lead

c. Correct organization

d. Absence of libel, unnecessary profanity, bad taste, slurs

e. Mechanics

f. Clarity

g. Conciseness


Feature editor

1. Creates a list of feature assignments for the news editor.

2. Looks for feature angles to news stories breaking in the paper.



7. Is evaluated after four issues by the editor in chief is a formalwritten report to the advisers.

Reporters

1. Responsible for covering stories deriving from beat.

2. Responsible for informing editors about future stories.

3. Should seek out opportunities to write the widest variety ofmaterial possible.

4. Should seek out opportunities to learn the production side ofthe newspaper operation and help out under the supervisionof the managing editor.

5. Must keep confidential all discussions in the News Room,Editorial Board meetings or during class time.

6. Are expected to join editors on the copy desk for at least twohours per week to write headlines and captions.

7. Should take care that the appearance of the News Room isprofessional at all times.

Photographers

1. Responsible for photographically covering news and featureevents on campus.

2. Responsible for informing the photo editor of photopossibilities.

3. Takes on more than one assignment per week.

4. Responsible for the completeness and accuracy of theinformation accompanying any assignment.

5. Includes negatives and proof sheets for each assignmenttaken.

Using your press card

Each staff member of the (name of publication) is issued a presscard for use during the course of the semester. The press card hasyour picture attached in addition to some basic informationabout your personal appearance.

Your press card is entrusted to your care because you areconsidered an important member of this staff and the (name ofpublication) wishes to identify itself with you, as we hope youwish to identify with it. It is used primarily as a way for you toprove to sources and campus officials that you are an activemember of the staff in good standing.

Obviously a press card can be abused and used in violation of(name of publication) policies or the professional code of ethics.Any violation of the press card could lead to the editor in chiefasking you to forfeit your press card or the advisers taking actionagainst your grade.

If you have any questions about how the card is to be used,please check with an adviser before putting yourself and yourjournalism future in jeopardy.

model policy manual

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