Argosy Publications, Inc. Policy Manual

8/3/2019 Argosy Publications, Inc. Policy Manual

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ARGOSY PUBLICATIONS INC.

POLICY MANUAL

Approved by Argosy Funders, November 17, 2011

Amended By Argosy Funders, November 2, 2011

Revised By Publication Board, November 2, 2011


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PART I: DEFINING PRINCIPLES

1. The Argosy Statement of

Principles2. No Religious Affiliation

PART II: MEMBERSHIP FEES1. Membership Fee2. Membership Billing Procedure3. Membership Withdrawal

PART III: HUMAN RESOURCES1. The Argosy Code of Conduct

2. Progressive Discipline for Staff

3. Performance Reviews

4. Staff Surveys

5. Emergency Removal Procedure

6. Personal Grievances7. Sensitivity Training

PART IV: FINANCES & PUBLISHING

1. Honoraria

2. Budget

3. Purchasing

4. Publishing Year

5. Suspension of Publishing

PART V: HIRING

1. Editor-in-Chief Hiring Procedure2. Staff Hiring Procedure

3. Interim Hiring Procedure

4. Copy Editor Editing Test

PART VI: JOB DESCRIPTIONS

1. All Staff

2. Editor-in-Chief

3. Business Manager

4. Advertising Manager

5. Office Manager

6. Production Manager7. Circulations Manager

8. IT Manager

9. Online Editor

10. Copy Editors

11. Photo Editors

12. Illustrator

13. Section Editors

14. Writers

PART VII: ADVERTISING

1. Student Group Advertising

2. Local Advertising3. National Advertising

4. Quid Pro Quo Advertising

PART VIII: STAFF TRAINING

1. Staff Manuals

2. Fall Training

3. Winter Training

PART IX: MEETINGS

1. Staff Meetings

2. General Meetings

3. Emergency Meetings

PART X: WEBSITE

1. Mandate

2. Code of Conduct

3. Responsibilities

PART XI: SUSTAINABILITY

1. Ecological Sustainability Framework

2. Paper Waste

3. Online Guides

PART XII: CUP MEMBERSHIP

1. General Definitions

2. Fees

3. Contact

PART XIII: LIBEL & COPYRIGHT

1. Code of Ethics

2. Copyright

3. Email Policy

4. Confidentiality

5. Charges of Libel

PART XIV: MISCELLANEOUS

1. Statements of Support

2. Partnerships

3. Journalism Resources

4. Crake Sawdon Award

Part I: DEFINING PRINCIPLES


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1. The Argosy Statement of Principles

We, the funders of Argosy Publications Inc., affirm that the student press has a vital

social, political, and informative role. We propose the following as the basis of that role,

which will be expressed in a wide variety of editorial policies.

a). Common Principlesi. We believe student publications exist as an essential component of the student

communities they come from and that they should be accessible to those

communities.

ii. In addition, we believe The Argosy should maintain a critical perspective, and

keep in mind the needs and concerns of non-students.

iii. We believe student papers can be valuable and constructive within their

communities, by providing information and analysis, and by giving a forum to

individuals and groups that have little or no access to other media.

iv. We also believe The Argosy should work towards environmental responsibility.

v. We believe The Argosy should acknowledge its privileged position in being

relatively free from commercial and managerial controls. It should strive toprotect and enhance that position by defending its editorial autonomy and

giving its staff the power to democratically determine the papers advertising

and financial policies. Because of its relative freedom, The Argosy can examine

issues neglected by other media. Our mandate is to cover issues which affect

students. However, we believe that no subject need fall outside the grasp of the

student press, and that we best serve our purposes when we help widen the

boundaries of debate on educational and social issues.

vi. Thus, we intend to defend freedom of expression, and make possible an

atmosphere of critical inquiry and imaginative thought. As it recognizes the

potential dangers of the concentration of corporate media ownership, The

Argosy recognizes its responsibility to work towards and promote an atmosphere

of media diversity.vii. In pursuit of these ideals, we shall employ educative, investigative and active

methods. We also will try to recognize our own limitations, and to maintain a

sense of humour and humility.

b). Freedoms and Responsibilities

i. We believe our ideals can only be achieved under conditions of freedom and

autonomy for the people working in the student press.

ii. Therefore, we believe The Argosy should be free to determine and uphold their

own editorial policies, including advertising policies, regardless of pressure from

student governments, school administrations, police, and any level of

government, corporations or any others.

iii. We believe The Argosy should be free from the implicit editorial control thatresults from financial control of the publication by student governments or

administrators.

c). The Role of The Argosy

i. We affirm that The Argosy shall contribute to the intellectual and social life of

the Mount Allison community by (1) keeping students informed about events in

the community, (2) actively encouraging and undertaking critical analysis of


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events affecting Mount Allison students; (3) providing a forum for reputable print

media, and; (4) providing a forum for the expression of student opinion.

v. We affirm that the Statement of Principles is a living document, and only

continual criticism, refinement, re-evaluation and renewal can ensure it remains

so.

2. No Religious Affiliationa. Although members are permitted to express religious inclinations so long as they do

not contravene the Statement of Principles, The Argosy will not associate itself with any

particular religion or religious group.

Part II: MEMBERSHIP FEES

1. Membership Fee

There will be an annual fee charged to all registered students of Mount Allison University.

a.

The annual fee will be evaluated each year by the incoming and outgoingEditors in Chief and in consultation with the outgoing and incoming Business

Manager.

b. The fee can only be raised by a 2/3-majority vote at a general meeting of thecorporation.

c. The meeting must be advertised in The Argosy a week before it occurs with theproposed increase clearly stated within the advertisement.

2. Membership Billing Procedure

Direct billing of all funders is handled by Mount Allison Financial Services. The Business

Manager must fill out the appropriate paperwork once during each Academic term to

receive the funds from Financial Services. Financial Services must be notified of

changes to the membership fee directly after they occur.

3. Membership Withdrawal

Any funder or paying member of Argosy Publications Inc., may formally submit a written

request to opt out of their member fees. The request must be submitted to the Editor-in-

Chief and referred to the Publication Board, who will approve the opt out. If a funder

opts out of the payment of fees, they relinquish any voting rights and will not be

allowed to fill either staff or student positions on the Publication Board.

PART III: HUMAN RESOURCES

1. The Argosy Code of Conduct

a). Scope

i. This code applies to The Argosy workplace. For the intent of the code the

workplace is defined as The Argosy office, the time at all CUP conferences,

board meetings, as well as the time spent traveling to and from said

conferences and meetings. The Argosy workplace also extends to allArgosy

listservs and communications fromArgosy email addresses as well as any


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other time that anArgosy staff member or volunteer can reasonably be

considered to be representing The Argosy.

ii. This code applies to all staff members of The Argosy, meaning the officers and

volunteers.

b). Jurisdiction

i. Complaints with respect to a violation of this Code may be made by members ofThe Argosy in relation to the conduct of other members where the complainant

is directly or indirectly affected by the conduct in question. See paragraphs 1.h.i

and 1.j.i of Part VI of The Argosy policy manual.

c). Rights

i. AllArgosy staff and volunteers may reasonably expect to pursue their work in a safe

and civil environment. The Argosy therefore does not condone harassment or

offenses against property. The Argosy does not condone harassment on the

basis of race, colour, sexual orientation, disability, age, marital status, political or

religious affiliation, place of origin, class or gender.

d). Harassment

i. Harassment may be verbal, physical, or psychological. It is unwelcome and

unsolicited. It may be one incident or a series of incidents. Harassment consists ofany vexatious comment or conduct that is known, or should reasonably be

known, to be unwelcome.

ii. Harassment may include, but is not limited to:

1. unwelcome remarks, jokes, innuendoes or taunts about a persons body,

clothing, sex, sexuality, racial background, disability, age;

2. insulting gestures and practical jokes: for example, of a sexist, racist or

homophobic nature;

3. the display of pornographic and/or racist material;

4. leering;

5. refusing to talk to, or work cooperatively with a person because of her or

his sex, race, colour, sexuality, age;6. unwelcome physical contact, such as patting, touching, pinching;

7. unwelcome sexual overtures;

8. sexual assault;

9. physical assault; and,

10. Creating, or threatening to create, a condition which unnecessarily

endangers or threatens the health, safety or well being of another member

or group of members.

e). Behavioural Expectations

i. Staff and volunteers are expected to conduct themselves in a manner that is

conducive to a positive environment and abstain from conduct that is

detrimental to the reputation of The Argosy.f). Offenses Against Property

i. Offenses against property are defined as wilfully or recklessly taking, having

unauthorized possession of, and/or damaging or destroying any property

belonging to:

1) The Argosy; or

2) any staff or volunteer when such property is in The Argosy workplace.

To threaten any of the above-mentioned offenses will be considered in the same

light.


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g). Conflict of Interest

i. As journalists we feel it is important to maintain accuracy, integrity and fairness

in all situations. Thus we shall make every effort to avoid conflicts of interest, both

real and perceived.

ii. If a conflict of interest arises, the staff member in question shall inform the

Editor-in-Chief or Human Resources Representative or Argosy Publication Boardmember immediately, and a plan of action developed as quickly as possible.

iii. To avoid conflict of interest:

1. there shall be a clear delineation between opinion pieces and reporting.

2.Argosy staff shall not write or edit articles concerning any organization

movement or affiliation of which he or she is a volunteer, member, paid

staff, or involved in any capacity.

3.Argosy staff should not be working for any non-affiliated political bodies or

lobby groups.

4.Argosy staff shall disclose previously existing relationships with sources or

subjects with the Editor-in-Chief for consideration and advisement.

5.Argosy staff must not use privileged information obtained by their position

to further personal interest.iv. Recognizing our own fallibility as writers and editors,Argosy staff are

encouraged to ask for a second opinion or seek feedback from the Editor-in-

Chief, Human Resource Representative, or a Publication Board Representative if

they are unsure if a conflict of interest exists. Seeking and receiving feedback is a

way to improve coverage in our newspaper.

h). Responsibilities

i. AllArgosy members are expected to refrain from violating this Code. Members

of The Argosy who have supervisory authority over others bear particular

responsibility to act in a timely and effective manner if they become aware of

any violation of this Code.

i). Assistance From HR Representativei. This Code establishes that the Human Resource Representative is mandated to

assistArgosy staff and volunteers in resolving incidents involving an alleged

violation of this Code, in an effective and constructive manner. Such assistance

is available to individuals who believe that they have been subjected to

conduct that violates this Code, to those with supervisory authority who are

called upon to respond to incidents of such conduct, and to those individuals

who have been charged with the violation of this Code.

ii. In the case where the HR Representative has violated this Code or is perceived

to pose a conflict of interest to the case, the complainant may seek assistance

from the Chairperson of the Board. The Chairperson thus takes on the role of the

HR Representative for this purpose.j). Complaints Subject to a Range of Responses

i. In keeping with the desire to settle conflicts in an effective and constructive

manner, The Argosy shall endeavour to seek an appropriate response to any

alleged violations of this Code, ranging from the use of alternate methods of

conflict resolution to formal procedures for adjudicating complaints (Section 2 of

Part III of The Argosy policy manual). If a violation has occurred, every attempt

shall be made to use remedies and sanctions that restore harmony, collegiality

and cooperation between members.


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k). Fairness and Consistency

i. Complaints made under this Code shall be adjudicated in a manner that is

consistent with the principles of natural justice and fair for all parties to the

complaint, regardless of constituency. The principles of natural justice may be

defined broadly as the obligation to hear the other side and to make a decision

untainted by bias.l). Consultation with the HR Representative

i. The HR Representative shall be impartial in the exercise of her/his functions, and

shall respect the confidentiality of all parties to any matter in which the HR

Representative has been requested to assist.

m). Complaints Relating to the Operations of the HR Representative

i. If a member considers that the HR Representative has failed to follow the

procedures outlined in this Code, with respect to any matter to which the

member has been a party, she or he may submit a written complaint, detailing

the alleged procedural failure, to the Chairperson of the Publication Board. The

Chairperson shall investigate the complaint against the HR Representative and

inform the member of the results of the investigation. The Chairperson, in

consultation with the Editor-in-Chief, shall decide upon an appropriatedisciplinary course of action.

ii. In the case where the Chairperson is acting as HR Representative, the complainant

shall file their complaint with another member of the Publication Board to carry

out this function.

n). Recourse to Law

i. This Code does not detract from the right of members to seek the recourse of law.

2. Progressive Discipline for Staffa). Should any party feel that any paid staff member is not meeting the terms ofhis/her contract or is not fulfilling aspects of his/her job description, the following

procedure shall be followed.b). The complainant will send a formal grievance letter to The Argosy Human Resources

Representative, or the Editor-in-Chief. The letter should outline the specific grievance

and what action the complainant wishes to see.

c). Upon receipt of a formal grievance letter, the Editor-in-Chief and Human Resources

Representative must meet to discuss the grievance. The Editor-in-Chief and Human

Resources Representative will proceed with discipline at their discretion as outlined in

section f.

d). The Human Resources Representative and Editor-in-Chief will endeavour to maintain

the confidentiality of the complainant at all times.

e). The Human Resources Representative will be responsible for filing all

correspondence and documentation of the disciplinary process and for maintaining itsconfidentiality

f). Should discipline be deemed necessary by the Editor-in-Chief and Human Resources

Representative, the Editor-in-Chief must immediately arrange for a meeting with the

staff member against whom the grievance was filed, at which time an oral warning will

be issued.

i. This warning must include specific examples of the behaviour that needs to be

changed and suggestions for performance improvement.


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ii. This warning must be documented and filed in the confidential personnel files

kept by the human resources representative.

iii. Documentation should include the date of the warning, the improvements

that need to be made and the signatures of the human resources representative

and Editor-in-Chief.

iv. Documentation should also include any responses by the staff member inquestion to the charges of poor performance.

g). No less than two (2) weeks after the initial oral warning the Editor-in-Chief and the

Human Resources Representative shall meet to discuss the performance subsequent to

the oral warning of the staff member in question and decide if further disciplinary action

shall be pursued.

i. Should further discipline be deemed necessary a second and final warning will

be issued.

ii. The second and final warning is written, signed and given to the staff member

by the Editor-in-Chief and Human Resources Representative

iii. The second warning must include suggestions for performance improvement

and explicitly state that if poor performance continues the staff member will be

fired.iv. A copy of the second warning must be signed and dated by the staff

member in question and filed in the confidential personnel file by the Human

Resources Representative.

v. If the staff member disagrees with the content of the warning, he or she can

write a letter to the Human Resources Representative outlining what he or she

disagrees with. The Human Resources Representative must receive this letter

within one (1) week of issuance of the written warning.

h). No less than one (1) week after the issuance of the second warning, the Editor-in-

Chief and the Human Resources Representative shall meet to discuss the performance

subsequent to the written warning of the staff member in question and decide if further

disciplinary action shall be pursued.i. Should further discipline be deemed necessary the Editor-in-Chief and Human

Resources Representative will call an emergency meeting of the Publication

Board to discuss the dismissal of the staff member in question.

i). In the event that the Publication Board pass a motion with a two-thirds (2/3) majority

endorsing the dismissal of the staff member in question, the staff member in question

must be contacted immediately to notify him/her that the Board motion for his/her

impeachment shall be presented at an emergency Board meeting to be held no less

than one (1) week from the date of notification.

i. The notification is written, signed, and given to the staff member by the Human

Resources Representative and at least one other member of the Board.

ii. The staff member shall be informed of his/her right to prepare and present adefence at the time of the impeachment motion.

iii. The notification must be documented and filed in the confidential personnel

files kept by the Human Resources Representative.

iv. Documentation should include the date of the notification, and the signatures

of the Human Resources Representative and Editor-in-Chief.

v. Documentation should also include any responses by the staff member in

question to the notification of the impeachment motion.


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j). Immediately after contacting said staff member the Human Resources

Representative will send an email to the paidArgosy staff listserv informing all staff

members that the discipline process has been exhausted and that there will be a

motion for the impeachment of said staff member.

k). An impeachment motion may only be carried by a two-thirds (2/3) majority vote at

a duly called Board meeting with a required quorum of two-thirds (2/3) of Boardmembers.

l). Votes by proxy are not allowed on motions of dismissal.

3. Performance Reviews

a). During the last month of the Fall semester, the Human Resources Representative shall

work with The Argosy to complete performance reviews of each paid position on the

newspaper.

b). With the understanding that the performance reviews must be inclusive, the Human

Resources Representative may observe all staff members completing their duties on at

least two (2) occasions during the Fall semester.

c). The Human Resources Representative shall send out four (4) calls for mandatory

feedback from the staff;i) The Editorial, Production, Operations, Support, and Writing staffs shall provide

written feedback on the performance of the Editor-in-Chief,

ii) The Editorial, Production, Operations, Support, and Writing staffs shall provide

written feedback on the performance of all subsections of staff,

iii) The Editor-in-Chief shall provide written feedback on the performance of all

staff.

ix) Send a campus-wide email to students asking for feedback on staff

performances. All responses should be sent directly to the Human Resources

Representative and kept confidential.

d). The Human Resources Representative shall compile all external and internal

information into a formal report. The report must be presented to the Publication Boardat the first meeting of the Board after the December break.

e). At the time of the presentation, the Human Resources Representative may make

recommendations for staff improvement.

4. Staff Surveys

a). A staff survey, created by the Editor-in-Chief and in conjunction with the Human

Resources Representative, must be administered to the staff near the end of both Fall

and Winter semesters.

b). Surveys must be returned to the Human Resources Representative by the final week

of March.

c). The Human Resources Representative must compile all survey data and present areport to the Board at the final meeting of the year with suggestions for structural

improvement.

5. Emergency Removal Procedure

a. Under extreme circumstances such as sexual assault, fraud, embezzlement, etc., the

Publication Board shall have the authority to terminate immediately the employment

of anyArgosy staff member as outlined in Part III of The Argosy Policy Manual, Section

2.k.


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b. The Human Resources Representative and at least one other member of the Board

must notify said staff member of the grievance.

c. An emergency board meeting shall be set for no more than ten days from

notification.

d. Immediately following notification, the staff member shall be suspended until the

Board has made its decisione. The staff member shall be entitled to legal counsel, and encouraged to speak to the

grievance.

f. The Board will release a decision to the membership within 48 hours of the meeting,

barring any unforeseen legal concerns.

6. Personal Grievances

a). Staff having grievances of a personal nature in relation to the work of office of The

Argosy should:

i) Seek the counsel of the Editor-in-Chief or Human Resources Representative,

and then if necessary consult with the counselling at the University and seek

professional advice on the situation.

ii) When seeking the counsel of the Editor-in-Chief or Human ResourcesRepresentative is not a possibility, the staff member should approach a

member of the board of directors, and/or consult with the University counselling

centre and seek professional help respecting the issue.

b). In order to facilitate resolution of any problems of such a nature, the Editor-in-Chief

and/or Human Resources Representative shall ensure access to and knowledge of all

relevant procedures and rights available to the staff member.

7. Sensitivity Training

a). The Argosy will offer sensitivity and anti-oppression training at the Fall training session

each year.

PART IV: FINANCES & PUBLISHING

1. Honoraria

a). Honoraria for allArgosy staff is set by the incoming Editor-in-Chief and current

Business Manager at the beginning of each fiscal year.

b). All Honoraria must be approved by the Publication Board prior to the initiation of

calls for staff positions for the next year. The Editor-in-Chief is the only staff position that

may be filled prior to the honoraria approval.

c). Any changes to honoraria must be presented to and approved by the Publication

Board.

d). Honoraria is paid out in quarterly instalments four times per year by the BusinessManager;

i) during the second week of October,

ii) during the second week of December,

iii) during the third week of February,

ix) during the second week of April.

e) The final payment of Honoraria can only be given to staff if they have completed

both of the following;

i) submitted their Transition Report to the Editor-in-Chief in electronic form,


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ii) returned any property belonging to The Argosy including recorders, physical

key(s) or key card(s) to the Editor-in-Chief.

f). Failure to do fulfil any of the provisions laid out in Section 1.e of Part XII of The Argosy

Policy Manual by April 30 of a staff members year of employment results in the forfeit of

their final payment of Honoraria.

2. Budget

a). The incoming Editor-in-Chief and the Business Manager are responsible for creating

an operating budget forThe Argosy by the beginning of the fiscal year.

b). The budget must be approved by the Publication Board at the first meeting of the

respective fiscal year.

c). Any changes to the budget must be approved by the Publication Board.

d). The Business Manager must present the budget at the two (2) Bi-Annual General

Meetings.

e). Any Funder of The Argosy may submit a formal request to the Editor-in-Chief to view

the current operating budget.

i) The Editor-in-Chief will arrange a time for the Funder(s) to come into the

office and view the budget.ii) The Business Manager should be available to answer any questions that

might arise from the viewing of the budget.

3. Purchasing

a). The purchasing of relevant materials, equipment, and or sundry items forThe Argosy

is the responsibility of the Editor-in-Chief, Office Manager, and Business Manager.

b). If another person purchases items for theArgosy, they must present an original

receipt to be reimbursed.

4. Publishing Year

a). The publishing year forThe Argosy is May 1 to April 30.b). It is the discretion of the Editor-in-Chief to decide how many issues will be printed

within a given publishing year and the page numbers said issues.

c). If they deem necessary, the Editor-in-Chief may remove or add issues to the

publishing year granted they have;

i) given The Argosys printers and The Argosy staff at least two (2) weeks prior

notice,

ii) alerted the Publication Board to the change in scheduling.

d). Publishing in the event of a University strike is left to the discretion of the Editor-in-

Chief and the Publication Board.

5. Suspension of Publishinga). In the event publishing is suspended, it is the responsibility of the Editor-in-Chief to,

within the bounds of the law and to their best ability, ensure the paper is released in a

timely manner. In severe cases, the Editor-in-Chief must immediately contact the

Publication Board to consult on the issue.

b). If the issue cannot be quickly and amicably solved, the Editor-in-Chief and the

Publication Board may act at their discretion and proceed with direction and caution.

PART V: HIRING


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1. Editor-in-Chief Hiring Procedure

a). The Editor-in-Chief of The Argosy shall be selected by the Editor-in-Chief Selection

Committee no later than the first Friday of March for the following May 1 to April 30

term.

b). Refer to By-law10, Section 2, sub-section b in The Argosy Constitution as to thecomposition of the Editor-in-Chief Selection Committee.

c). The outgoing Editor-in-Chief shall ensure that the availability of the Editor-in-Chief

position is advertised in at least two (2) issues of The Argosy over a period of at least (2)

weeks prior to the application deadline.

i) Such advertisements will note the positions salary, term of office, and

necessary

qualifications.

ii) If The Argosy is experiencing a publishing hiatus, the position is to be

prominently

advertised as the Board sees fit.

iii) The advertisement must be a minimum of half a page in size.

d) Applications are to be submitted no later than the Friday before Reading Week tothe Human Resources Representative, and who will subsequently distribute copies of

the relevant application materials to the members of the Selection Committee after thedeadline has passed.

i) All applications must include a resume, cover letter, and the name of afaculty member who will sit on the Board for the coming year.

ii) Editor-in-Chief candidates will be notified of interview times after allapplications have been received.

iii) Any member of the Selection Committee will be allowed to ask an Editor-in-Chief candidate any question during the interview process, which pertains to

the operation of The Argosy, provided that the questions do not violate theNew Brunswick Human Rights Act orThe Argosy Code of Ethics.

iv) After interviews take place, at a meeting of the Selection Committee,candidates will be shortlisted for a question meeting to take place on the

Thursday following the interviews. Quorum for this meeting shall be three-

quarters (3/4) of the committee.

v) The candidates for Editor-in-Chief will present themselves at a public meetingto which all Funders will be able to attend. The hiring committee must also

meet quorum at this meeting. Any person in attendance at this meeting will

have the opportunity to ask the candidates for Editor-in-Chief any question

which pertains to the operation of The Argosy, provided that the questions do

not violate the New Brunswick Human Rights Act orThe Argosy Code of

Ethics.

vi) Following the question meeting, the Selection Committee will meet, withquorum being three-quarters (3/4) of the committee, to make a final decision

on the position of Editor-in-Chief.

vii)The decision of the Editor-in-Chief Selection Committee will be final unlessoverruled by a two-thirds (2/3) vote of Funders at a general meeting.

2. Staff Hiring Procedure


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a). The remaining staff of The Argosy shall be selected by the Staff Hiring Committee

before the last Monday of March for the following May 1-April 30 term.

b). The outgoing Editor-in-Chief shall ensure that the availability of the staff positions is

advertised in at least two (2) issues of The Argosy.

i) If The Argosy is experiencing a publishing hiatus, positions are to beprominently advertised as the Board of Directors sees fit.

c). A prospective candidate may apply for no more than three (3) positions, except by

special dispensation of the Staff Hiring Committee, which may permit additional

applications from a candidate if they feel the candidate to be genuinely capable of

each of the respective jobs.

d). Applications are to be submitted, at least twenty-four (24) hours prior to the

consideration of applications, to the Office Manager, who will subsequently distribute

copies of relevant application materials to the members of the Staff Hiring Committee.

i) All candidates for staff positions shall be offered an interview time.ii) Staff candidates who apply for more than one position shall be interviewed

once.

e). Any member of the Staff Hiring Committee will be allowed to ask a staff candidate

any question pertaining to the job, provided that the questions do not violate the New

Brunswick Human Rights Act orThe Argosy Code of Ethics.

f). All decisions of the Staff Hiring Committee shall be final.

3. Interim Hiring Procedure

a). If there is a termination or resignation at any point during the Publishing year, the

Editor-in-Chief must fill the empty staff positions.

b). In the case of a vacancy for a staff position, the Editor-in-Chief must gather an

Interim Hiring Committee composed of the following people:i) The Editor-in-Chief,

ii) The Human Resources Representative,

iii) One (1) senior staff member (senior status is denoted by one (1) or more

years experience onArgosy staff, not including their current year).

iv). If senior staff does not exist, the Editor-in-Chief will choose the staff member

they feel has the highest likelihood of surviving a zombie apocalypse.

c). A call for applications must be advertised to the entire student body through The

Argosy listserv.

d). Applications must be accepted for a minimum period of one (1) week

e). The interview and selection process will be the same as outlined in Section 4, sub-

sections e-g.f) If the vacancy occurs during the Spring term or Summer break, the Editor-in-Chief

may field potential staff but cannot formally hire anyone.

i) The candidates must be interviewed during the first week of classes by the

Interim Hiring Committee.

ii) A decision must be made by the second week of classes.

g). The Publication Board must be alerted to all changes in staff during the publishing

year.


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4. Copy Editor Editing Test

a). Creation of the Editing Test

i. The editing test will be written by the outgoing and incoming Editors in Chief

and the human resources representative (HR Rep) before staff hiring begins.

b). Nature of Editing Test

i. The composition of the editing test will be left to the discretion of these three staffmembers but it must:

1. Have a time limit of two hours.

2. Be no longer than 700 words.

3. Be supervised by at least one member of the Hiring Committee in a room

separate from staff.

ii. During the test, candidates will have access to a:

1. CP Style guide.

2. A computer with an internet connection.

iii. Candidates must write on the hard copy of the test provided by the Hiring

Committee. They may

not retype the test themselves.

iv. Once the editing tests are completed they are graded by the creators of the testand the results

are presented to the Staff Hiring Committee.

PART VI: JOB DESCRIPTIONS

1. General Responsibilities

All staff shall be responsible for:

a) Attending weekly staff and general meetings;

b) Where applicable setting deadlines at first staff meeting of the year, and ensuring

these deadlines are adhered to by all staff and volunteers;

c) Where applicable ensuring in conjunction with the photo editor and illustrator thatsufficient photographs and graphics are provided for stories;

d) Where applicable discussing with the Production Manager a rough layout for their

section.

e) Attending additional functions such as staff training;

f) Maintaining set office hours and posting them prominently;

g) Where applicable maintaining an updated contact directory and reference

materials;

h) Where applicable ensuring along with the Editor-in-Chief and Production Manager

that stories are in the correct format for layout;

i) Where applicable incorporating new media into the website;

j) Write and submit a year-end transition report.

2. Editor-in-Chief

The Editor-in-Chief shall be responsible for:

1) Acting as the spokesperson for all staff decisions pertaining to the content of the

paper;

2) Representing the paper on the board of directors as the President of Argosy

Publications;


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3) Ensuring in conjunction with the Production Manager that layout is of a standard

satisfactory to TheArgosy;

4) Establishing with staff deadlines and procedures for week-to-week administration of

the paper;

5) Working with all section editors to develop story ideas;

6) Ensuring that all potentially controversial material is presented to the staff fordiscussion and debate;

7) Ensuring that all potentially defamatory material is presented to a lawyer for an

opinion before it is printed;

8) Proofing the onlineArgosy before it is made available to the public;

9) Dealing with outside organizations and complaints;

10) Developing in conjunction with section staff a strategy for recruiting new members

to The Argosy;

11) Acting as the official liaison between The Argosy staff and the community;

12) Ensuring that records are kept of all staff decisions and business transactions of the

Argosy in conjunction with the business manager;

13) Ensuring that TheArgosy purchases all necessary equipment in conjunction with the

business manager;14) Ensuring in conjunction with the business manager, and in consultation with the

board of directors, that an accurate operating budget is prepared and followed, and

that financial records are accurately kept;

15) Ensuring in conjunction with the business manager and the external accountant

that accurate financial records are kept;

16) Acting as a signing authority forThe Argosy;

17) Editing all content to be published in The Argosy;

18) Ensuring that the paper is published according to schedule;

19) Ensuring new members are familiarized with the working processes of The Argosy;

20) Writing a year-end report, and ensuring it is received by their successor;

21) Acting as official liaison with CUP22) Maintaining a minimum of 20 hours per week in the office between the hours of 9:00

am and 5:00 pm from Monday through Friday;

23) Ensuring in conjunction with the Human Resources Representative that proper staff

training is provided to both staff and volunteers;

24) Establishing in conjunction with the Business Manager and Production Manager the

number of issues and pages that will appear in a timely manner;

25) Ensuring in conjunction with the Advertising Manager and Production Manager

there is an appropriate balance between advertising and written content in each issue

of The Argosy;

26) Copy-writing and copy-editing The Argosy staff manuals;

27) Organizing staff events, including meetings, training sessions, and social events;28) Ensuring issues of The Argosy are posted online;

29) Ensuring issues of TheArgosy are distributed on and off campus.

30) Ensuring in conjunction with the human resources representative that staff reviews

are completed as per the Policy Manual;

31) Where applicable administering progressive discipline of staff in conjunction with

the human resources representative;

32) Assuming the responsibilities created by staff vacancies.


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33) Marketing the paper within the University community in conjunction with the

Business and Advertising Managers;

34) Overseeing the evaluation of flagged online comments in consultation with the

webmaster;

35) Ensuring The Argosy follows all legal documents such as the Code of Ethics, Libel

laws, and Code of Conduct;36) Submitting reports at the Winter and Spring Bi-Annual General Meetings

37) Overseeing distribution of TheArgosy on and off campus, tracking distribution and

ensuring that TheArgosy is delivered to drop-off points within a reasonable time

structure, in conjunction with the circulations manager;

38) Monitoring the effectiveness of distribution and developing strategy for improving

circulation, in conjunction with the business manager and the circulation manager;

39) Setting aside copies of TheArgosy for bound volumes;

3. Business Manager

The business manager shall be responsible for:

1) Representing the paper on the board of directors;

2) Ensuring in conjunction with the Editor-in-Chief, and in consultation with the board ofdirectors, that an accurate operating budget is prepared and followed and shall

include estimated publishing costs, office costs, honoraria, and cost of membership in

external organizations. The budget shall also include estimated revenue from student

levies and advertising, as well as assets/liabilities from the previous year;

3) Ensuring that day-to-day activities are recorded in TheArgosy accounting system;

4) Giving a detailed report on the finances of The Argosy at each board of directors

meeting;

5) Managing The Argosy bank accounts;

6) Ensuring in conjunction with the Editor-in-Chief and the external accountant that

accurate financial records are kept and tax returns are prepared;

7) Administering the honoraria of TheArgosy;8) Ensuring the collection of accounts receivable;

9) Marketing the paper within the University community in conjunction with the Editor-in-

Chief;

10) Maintaining a minimum of 15 hours per week in the office during the hours of 9:00

am and 5:00 pm, Monday through Friday;

11) Acting as a business liaison between the staff, Campus Plus and CUP, and mailing

copies of the paper to Campus Plus and CUP;

12) Ensuring that funding is available for all necessary equipment purchases;

13) Acting as a signing authority forThe Argosy;

14) Writing a year-end report and ensuring it is received by their successor;

15) Ensuring that advertisers receive invoices for their purchases in a timely manner.

4. Advertising Manager

The advertising manager shall be responsible for:

1) Developing positive relationships with the businesses of Sackville and the surrounding

area;

2) The Advertising Manager will work closely with the Business Manager to ensure a

consistent stream of funds into The Argosy through advertisement sales.

3) The Advertising Manager will solicit advertisements from local businesses and report


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all sales to the Business Manager.

4) Assisting in keeping accurate financial records forThe Argosy;

5) Assisting with the day-to-day activities of advertising for the newspaper;

6) Acting as a liaison between the paper and Campus Plus;

7) Assisting with ensure the collection of accounts receivable;

8) Assisting in advertising TheArgosy with appropriate media;9) Assisting in marketing the paper within the University community;

10) Maintaining office hours as set in conjunction with the business manager.

5. Office Manager

The office manager shall be responsible for:

1) Organizing and coordinating office operations and procedures in order to ensure

organizational effectiveness and efficiency;

i) Keeping the office in generally clean state

ii) Keeping the office in a functional state

iii) Maintaining office equipment

2) Sitting on The Argosy Publications Board as the Secretary of the Board and a

nonvoting member;3) Maintaining the archives, including binding the previous years editions;

4) Maintaining and improving upon filing systems within the office;

5) Conducting a yearly review of all policy documents in conjunction with the Editor-in-

Chief and making a progressive report to the Board by Jan 31 of each year;

6) Maintaining an average of 15 office hours per week;

7) Designing organizational systems that benefit the activity of The Argosy production

and day-to-day office activities.

8) Act as the Human Resources Representative forThe Argosy and fulfil the following

duties;

i) The Human Resources Representative shall provide a written report at the

Board meeting before the December break in publishing and the last Boardmeeting of the publishing year. This report shall be given to the Chair at least one

week before the meeting is convened.

ii) The Human Resources Representative is responsible for filing all relevant

personnel documents.

iii) The Human Resources Representative shall maintain documents and ensure

the confidentiality of these documents.

iv) The Human Resources Representative shall pass on relevant documents to

that representatives successor.

v) The Human Resources Representative shall be a member of any commission or

committee concerned with hiring or human resource policy, except where such

membership presents a conflict of interest for the Representative.vi) The Human Resources Representative shall ensure that staff receive fair and

informative evaluation.

vii) The Human Resources Representative shall ensure that The Argosy hiring

procedures are conducted in accordance with the law.

viii) The Human Resources Representative shall act as a mediator in the event of

disputes between or regardingArgosy staff, unless the dispute concerns the

Representative, in which case the Chair of the Board of Directors shall act in the

Representatives place.


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ix) The Human Resources Representative shall ensure that end-of-term reports are

distributed to the appropriate staff.

6. Production Manager

The production manager shall be responsible for:

1) Co-ordinating and supervising the layout of the paper, and ensuring that the paper iscompleted according to a reasonable time structure;

2) Ensuring ads are prepared and produced for each issue in conjunction with the

advertising manager;

3) Ensuring that materials, including photos and graphics, are in proper format for

publication in The Argosy;

4) Ensuring in conjunction with the Editor-in-Chief that layout is of a standard satisfactory

to The Argosy;

5) Finalizing and uploading all publication material to the printers server for publication;

6) Maintaining contact with the printers with regards to layout and design;

7) Training new staff in design and layout techniques;

8) Organizing design and layout seminars;

9) Reviewing design and layout with Section Editors on production night and

afterwards;

10) Ensuring in conjunction with the Editor-in-Chief that deadlines and procedures for

design of the paper are established;

11) Keeping track of incidental changes made while producing the paper throughout

the year

12) The Production Manager will have a thorough knowledge of layout and design

software used for this work (Adobe) and will be able to offer advice to section editors

concerning the design of the paper and problems that may be encountered;

13) Maintaining an average of 15 to 20 office hours per week, including production

night when the production manager must be present for the majority of time.

7. Circulations Manager

The Circulations Manager shall be responsible for:

1) Distributing the paper on campus and throughout the community on the publication

date in a timely manner;

2) Ensuring old issues are recycled;

3) Tracking pick up and distributing future papers as necessary in consultation with the

business manager;

4) Ensuring that paper is properly visible and accessible to students on campus;

5) Posting flyers and ads for newspaper as necessary;

6) Maintaining an average of 10 hours per week of work.

8. IT Manager

The IT Manager shall be responsible for:

1) Maintaining and upgrading computer hardware, software and networking systems of


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The Argosy;

2) Recommending computer-related purchases to the business manager and

approving such purchases;

3) EnsuringArgosy data is backed up at least once per semester during the fall and

winter semesters;

4) EnsuringArgosy business data is backed up on a monthly basis;5) CataloguingArgosy equipment for inventory purposes;

6) EnsuringArgosy servers are cleaned out of unnecessary files at least once per year;

7) Training staff and volunteers in proper use ofArgosy software and file systems;

8 ) Maintaining contact with CUP and Campus Plus regarding any network

requirements;

9) Maintaining contact with Mount Allisons Computing and Communications

department regarding the MTA network connection;

10) Having a working knowledge of web design, FreeBSD, Apache, and php.

11) Maintaining and administering computer and online databases

9. Online Editor

The Online Editor shall be responsible for:1) Actively manage and update The Argosy website

a. In consultation with the Editor-in-Chief and Production Manager ensure thewebsite layout embodies effective website design and remains a social and

shareable website

i. Consult with the IT Manager to resolve technical issues

b. With final approval from the Editor-in-Chief,i. Upload standard articles to the website

ii. Manage the content of the online only section of the website, which

includes:

a). Contributing regularly to the section with articles, photos, and

videosb). Reviewing, preparing, and uploading appropriate reader submitted

articles,

photos, and videos

2) Utilize Google Analytics to track effectiveness of social media and other means to

drive traffic to the website

3) Actively utilize social media (Twitter, Facebook, etc.) to engage and communicate

with students and other readers

4) Actively solicit reader and contributor submissions

5) Recommending photo/video equipment purchases to the business manager in order

to fulfill the above duties.

10. Copy Editors

The copy editors shall be responsible for:

1) Editing all copy submitted by the section editors and ensuring it is as free from

typographical errors, spelling errors, grammatical errors and libelous/defamatory

material as possible;

2) Being familiar with the Code of Ethics as well as the basics of style (preferably CP


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style) and grammar.

3) Ensuring that all potentially controversial or libellous material is presented to the

Editor-in-Chief and edited accordingly;

4) Maintaining and updating The Argosy style guide and ensuring staff and volunteers

are aware of the guide;

5) Keeping track of incidental changes made while editing throughout the year;

6) Working with section editors to ensure writers and editors are trained on an ongoing

basis;

7) Maintaining regular office hours where The Argosy staff can approach and receive

help with editing and style;

8) Ensuring that all articles have headlines;

9) Providing copy feedback to section editors;

10) Spending approximately 6 hours each week completing their duties.

11. Photo Editors

The photo editors shall be responsible for:1) Ensuring sufficient photos are taken for each issue in conjunction with section editors;

2) Training staff and volunteers in proper use of The Argosys camera and photography

equipment;

3) Maintaining the photo archives including adding photos to the archives each week;

4) Checking for and respecting copyright restrictions on photos;

5) Preparing photos for the website in co-ordination with the section editors;

6) Ensuring the accuracy of photo credits;

7) Creating photo illustrations as necessary;

8) Preparing photos and illustrations for layout in consultation with the section editors

and production manager;

9) Ensuring photographers write captions for their photos, and provide context and

relevant facts pertaining to the photos before submitting them to section editors;

10) Spending approximately 15 hours per week completing their duties.

12. Illustrator

The illustrator shall be responsible for:

1) Meeting with section editors after the general meeting to discuss necessary graphics

for the upcoming issue;

2) Spending time in the office on production nights to create graphics as needed;

3) Creating and developing graphics for individual stories, larger features, centrefolds,

and the newspaper in collaboration with Editors and Writers,


13. Section Editors

a) All section editors shall be responsible for:

1) Drawing up a weekly story list for discussion with staff;

2) Assigning stories to staff and volunteers;


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3) Editing and, if necessary, rewriting stories, preferably in consultation with the

writer;

4) If applicable, writing section column;

5) Writing one general article per week;

6) Overseeing the downloading, editing, if needed, and formatting of CUP

material from theCUP News Wire;

7) Ensuring along with the Editor-in-Chief that story and photo deadlines and

procedures are

established and kept;

8) Ensuring along with production manager that stories are in the correct format

for layout and

that each story contains a headline;

9) Consulting with the photo editor and photographers concerning the story list

every publishing

week;

10) Consulting with the production manager concerning the amount of pages

needed eachpublishing week;

11) Where applicable, maintaining a positive and constructive relationship with

section writer;

12) Always being aware of campus, local, and national events and issues.

b) The News Editor shall be responsible for:

1) Striving to remain aware of campus, local and national events and issues;

2) Prioritizing news stories for each issue in consultation with the Editor-in-Chief,

Production

Manager, and Photo Editors;

3) Developing contacts within the student body, administration, faculty, and

community to aidein article development;

4) Attending monthly town meetings;


c) The Features Editor shall be responsible for:

1) Developing feature ideas;

2) Maintaining a high ratio of features are written locally each semester;

3) Localizing CUP features when necessary;

4) Ensuring that features covers a diverse range of topics;

5) Ensuring the weekly contribution of columns such as, but not limited to,

Through Stained Glass, The Sex

Bomb, and International Perspectives;6) Taking primary responsibility for the centrefold section each week;

7)Spending approximately 15 hours per week completing their duties.

d) The Submissions Editor shall be responsible for:

1) Editing letters and opinion pieces only for grammar and coherence;

2) Typing all letters and opinion pieces that have been submitted on paper;

3) Typing and processing material submitted for the Classifieds;

4) Ensuring contact information is provided with all letters and opinion pieces;

5) Contacting writers to confirm authenticity of letters and opinion pieces before


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publishing

where applicable;

6) Making regular contributions to The Argosy outside of editing;

7) Ensuring a weekly editorial is written and edited;

8) Ensuring Missed@MTA section receives submissions and is published each week

in The Argosy;

9) Monitoring online comments in conjunction with the webmaster and in

consultation with the

Editor-in-Chief;


e) The Arts and Literature Editor shall be responsible for:

1) Seeking review material, for example books/performing arts tickets/exhibition

tickets, and

distributing said materials received by TheArgosy;

2) Focusing section on local events while maintaining appropriate regional and

national

presences;3) Making sure that reviews for said materials are submitted to TheArgosy for

publication in a

reasonable time structure as determined by the editor;

4) Maintaining relationships with material distributors;


f) The Entertainment Editor shall be responsible for:

1) Seeking review material, for example albums/films/concert tickets/show

tickets, and

distributing said materials received by The Argosy;

2) Focusing section on local events while maintaining appropriate regional and

nationalpresences;

3) Making sure that reviews for said materials are submitted to TheArgosy for

publication in a

reasonable time structure as determined by the editor;

4) Ensuring that reviews are clipped and sent to record labels and distributors;

5) Maintaining relationships with material distributors;


g) The Science and Technology Editor shall be responsible for:

1) Ensuring whenever possible that the section is campus relevant;

2) Ensuring that the section covers a diverse range of both science and

technology content;3) Maintaining contact with researchers at Mount Allison;

4) Ensuring weekly columns such as, but not limited to, Geek Chic of the Week,

and Question of the Week

are produced;

5) Spending approximately 10 hours per week completing duties.

h) The Sports and Fitness Editor shall be responsible for:

1) Ensuring whenever possible that the section is campus relevant;

2) Striving to remain aware of all sporting events occurring on and off campus in


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a given

week. A network of contacts may be maintained for this purpose;

3) Ensuring statistics are compiled for the sports section of the newspaper;

4) Ensuring that the section covers a diverse range of both sports and health

content;

5) Spending approximately 15 hours per week completing duties;6) Maintain the Argosy_Sports twitter account.

i) The Humour Editor shall be responsible for:

1) Soliciting material in the form of comic strips, cartoons and short prose/poetry

pieces for inclusion in the section;

2) Producing comics and graphics independently;


14. Writers

a) All section writers shall be responsible for:

1) Writing for specific section;2) Writing a minimum of two short stories (500-750 words) or one long story

(approx. 1 500

words) per issue

3) Conducting research and interviews when applicable;

4) Submitting all written material to section editor before story deadlines;

5) Contributing to every section at least once throughout the year;

6) Assisting in the recruitment and training of volunteers;

7) Familiarizing themselves with laws of Libel and defamation andArgosy Code of

Ethics;


b) The News Writer shall be responsible for:1) Covering local, regional, and national news events and issues.

c) The Political Beat Writer shall be responsible for:

1) Attending all Students Administrative Council meetings;

2) Writing the weekly SAC Beat column;

3) News writing of primarily political interest.

d) The Features Writer shall be responsible for:

1) Covering primarily local features with occasional regional and national issues.

e) The Arts and Literature Writer shall be responsible for:

1) Attending any relevant readings, concerts, exhibitions or events.

f) The Entertainment Writer shall be responsible for:

1) Attending any relevant films, concerts, shows, or events.

g) The Science and Technology Writer shall be responsible for:1) Attending any relevant research presentations or events.

h) The Sports and Fitness Writer shall be responsible for:

1) Attending any relevant sports or fitness events.

PART VII: ADVERTISING

1. Student Group Advertising


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a) The Argosy will not charge student groups to print short advertisements for student-

run events taking place on campus.

i) The advertisement may be no longer than an ad valued at $75.

ii) The advertisement may only be black and white.

b) If student groups would like a larger or in colour advertisement printed in TheArgosy,

they must be billed according to The Argosy advertising scale.

2. Local Advertising

a) The advertising rates shall be set by May 1 by the incoming Editor-in-Chief and

Business Manager in conjunction with the Advertising Manager.

b) The Argosy will strive to develop positive relationships with all businesses in Sackville

and the surrounding area.

c) Businesses advertising with The Argosy must pay by cheque or cash.

i) All payments must go to either the Business Manager or Advertising

Manager to be

deposited in The Argosy bank accounts.

3. National Advertisinga) National ads are brought into The Argosy by Campus Plus, CUPs national advertising

agency.

b) The Advertising Manager must check the Campus Plus website each week and

place the appropriate ads onto The Argosy server.

c) Five (5) copies of The Argosy must be sent to Campus Plus after each publication of

The Argosy.

4. Quid Pro Quo Advertising

a) The Argosy may, at the discretion of the Editor-in-Chief and Business Manager, enter

into quid pro quo agreements with individuals or groups.

b) The agreements may be long term or short term.c) The agreements must be documents and reported to the Publication Board.

PART VIII: STAFF TRAINING

1. Staff Manuals

a). Staff manuals must be reviewed and edited by the incoming Editor-in-Chief before

the beginning of the publishing year.

b). Staff manuals must be printed and presented in hardcopy to incoming staff.

c). It is a requirement within their contracts that all staff be familiar with their respective

manual.

d). Extra copies of staff manuals must be available in both electronic and hard-copyform in The Argosy office.

2. Fall Training

a). The Editor-in-Chief, in conjunction with the Office Manager and acting Human

Resources Representative, must plan, coordinate, and lead mandatory staff training

sessions at the beginning of the Fall Semester.

b). Topics covered within training include but are not limited to:

i) Writing


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ii) Editing

iii) Layout and design

iv) Interview techniques

v) Use of office equipment (including computers, phones, cameras, voice

recorders, etc)

v) Libelvii) Responsibilities specific to each position

viii) Sensitivity

3. Winter Training

a). After consultation with the Office Manager, the Editor-in-Chief must plan and

coordinate training sessions to address skills that have been lost or forgotten and

methods of improving overall skills.

b). The topics covered are the discretion of the Editor-in-Chief.

PART IX: MEETINGS

1. Staff Meetingsa). All members of the Editorial Board, including all Section Editors, Photo Editors,

Production Manager, and Editor-in-Chief shall attend a weekly meeting.

b). The meeting should focus on the following areas:

i. House-keeping issuesii. Story ideas for the upcoming issueiii. Designiv. Centrefold plansv. Photos needed

c). If any member of the Editorial Board or the Production Manager cannot attend a

weekly meeting, they must notify the Editor-in-Chief twenty-four (24) hours in advanceand catch up on missed material.

d). The date and time of the weekly meetings will be decided upon at the beginning of

each Publishing year but should remain constant. Ideally, the meetings should takeplace the day before the general staff meetings.

2. General Meetings

a). All writing and design staff, including Section Editors, Photo Staff, Production

Manager, Section Writers, and Editor-in-Chief shall attend a weekly meeting.

b). The meeting should focus on the following areas:

i. Story ideas for the upcoming issueii. Story and photo assignmentsiii. Review of the currentArgosy

c). If any member of the writing and design staff cannot attend a weekly

meeting, they must notify the Editor-in-Chief in advance and catch up onmissed material.d). The date and time of the weekly meetings will be decided upon at


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the beginning of each Publishing year but should remain constant. Ideally,the meetings should take place on Thursdays.

3. Emergency Meetings

a). Should the occasion arise, the Editor-in-Chief has the power to call

emergency meetings of the staff and of the Publication Board.b). Ideally there should be twenty-four (24) hours notice before the meeting, but

in extreme circumstances there is no time minimum.c). Communication of the meeting will be to the discretion of the Editor-in-Chief.

PART X: WEBSITE

1. Mandate

a). The Argosy recognizes its first priority and duty is to provide the students ofMount Allison University with fair, insightful, and respectful coverage of the

campus and community. The Argosy is bound by its code of ethics andconstitution and these are enforced by its Editor-in-Chief and Board ofDirectors. In that vein of thought, the web presence forThe Argosy is boundby the same documents and by-laws.

b). The Argosy website exists as a secondary, albeit increasingly important,measure of bringing information to the students of Mount Allison University.

2. Code of Conduct

a). All material posted on the website, whether originally printed in thenewspaper or as web-exclusive content, must be:

i) Edited by appropriate Section Editors and Copy Editors,

ii) Edited and approved by the Editor-in-Chief.b). All material must abide by the same libel laws and code of ethics as the

newspaper.c). The appearance of the website must be maintained in an appropriate and

presentable manner in accordance with the reputation of ArgosyPublications Inc.

d). Any comments made in the websites comment areas must be vetted andmaintained by the Online Editor and the Editor-in-Chief. If any commentsare inappropriate, they will be removed.

3. Responsibilities

a). It is the responsibility of the Online Editor and Editor-in-Chief to upload allmaterial to the website.

b). Any maintenance must be approved by the Editor-in-Chief and carried outby the Online Editor and IT Manager.

c). The Argosy website shall not include content created in conjunction with ajoke issue, in reference to the commonly named The Anarchy.


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PART XI: SUSTAINABILITY

1. Ecological Sustainability Frameworka) The Argosy should strive to lessen the impact of our ecological footprint.

b) The Argosy must take proactive steps to address ecological concerns, and lead by

example.c) The Editor-in-Chief should update Funders about their progress and any new

initiatives relating to ecological practices or sustainability in general.

d) The Argosy Board of Directors should discuss new developments in environmentally

sound products and policies during their meetings.

2. Paper Waste

a) Documents should be printed double-sided, including but not limited to: minutes,

agendas, memo, letters, conference guides, workshop handouts, etc.

b) If the double-sided method is not compatible with the technology available, the

reusable pages should be set aside to be reborn as office material, such as

notepads, scrap paper, etc.

3. Online Guides

a) PDF files of resource material, meeting agendas, minutes and memos may be made

available on The Argosy website as alternatives to paper copies, with hard copy

backups available at the office.

PART XII: CUP MEMBERSHIP

1. General Definitions

a). Canadian University Press (CUP) is a national, non-profit co-operative, owned and

operated by more than 80 student newspapers from coast to coast. The oldest studentnews service in the world, and North America's only student press co-operative, CUP is

how student newspapers exchange stories and ideas.

b). The Argosy is a member paper of the cooperative which entities us to certain

services and resources provided by CUP. Those services and resources can include:

i) The CUP Newswire: an online collective of articles from student newspapers

all over the

country. The Editor-in-Chief will choose articles each week for submission to

the newswire.

ii) Hot Ink: A CMS system designed by CUP and available for student

newspapers to build

websites on.

iii) Conferences: CUP hosts two regional conference of ARCUP and one

national conference over the Academic

year.

iv) Legal Advice: CUP retains a lawyer to provide emergency legal advice for

libel threats


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against member papers. Their services range from providing advice on

funding disputes

between newspapers and their respective student unions and drafting

commercial

agreements to a full range of litigation/media law services including advising

on obscenity

laws and publication bans, vetting sensitive stories before publication and

responding to

lawsuits (threatened and actual).

v) JHM Awards for Excellence in Student Journalism: a series of student

journalism awards

to help inspire and recognize student journalists.

vi) Mentorship Program: The aims to connect ambitious student journalists with

media

professionals. The primary goal of the program is to help student journalists by

providing

them with a professional contact to talk with about improving their skill set, tips

and tricks

of the trade, professional journalism and the job market.

vii) Specialty newswires: Exchanges that cover arts, features, sports, opinions

and

Francophone news.

viii) Network of regional bureau chiefs: CUP maintains a network of regional

bureau

chiefs in Atlantic Canada, Quebec, Ontario, the Prairies and British Columbia,

as well as

an Ottawa bureau chief working out of the press gallery on Parliament Hill,

who file

weekly stories of national importance. The expertise of these bureaus is

accessible to all

CUP members, as are all the stories they file. Wherever possible, CUP staff will

provide

seminars to assist the staff of member papers.

ix) Communication Network: A series of listservs that can allow members and

staff tocommunicate quickly and effectively about regional and national issues.

x) CUP staff: One of CUP's most important functions is lending a hand to

newspapers in

trouble. A paper that needs it can expect advice and support from CUP as

well as other

student papers across the country.


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xi) Resources: It is the most exhaustive resource existing in Canada for

information on how

to run a student newspaper. They provide tips and tricks without dictating

style. They are

as easily read by first-year volunteers as they are useful to fifth-year veterans.

c) The Argosy may decided at any time to leave the cooperative by a two-thirds (2/3)

majority at a meeting of the Funders. Should a vote to leave be passed, a notification

shall be sent immediately to CUP informing it of the decision and the proper paperwork

must be filed.

2. Fees

a). As a member of CUP, The Argosy pays annual fees that provide us with access to

CUP services.

b). The fees are paid by the Business Manager at the beginning of the Fall semester.

c). Fees are set by the CUP National Office.

3. Contact

a) The Editor-in-Chief is the CUP liaison and ensure the following duties are performed:

i) The national office is informed each year by September 21 of the CUP

liaison, the

papers deadlines, mailing addresses, phone numbers, email addresses, and

editors

names and positions.

ii) The newspapers access to the CUP exchange is maintained.

iii) Stories are uploaded to the CUP copy exchange within three (3) days of

every print

issues publication.

iv) Five (5) copies of the newspaper should be regularly sent to the national

office by the Advertising Manager.

v) At the end of every year, adequate information about CUP is supplied to

the news-

papers incoming Editor-in-Chief.

vi) Information posted to the CUP listserv is read and staff is kept aware of

developments

within CUP.vii) Regular contact should be attempted with CUP liaisons at other member

papers and

efforts are made to establish links between student media outlets both in and

outside of

Canada.


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PART XIII: LIBEL & COPYRIGHT

1. Code of Ethics

a).This Code of Ethics for Journalists (the Code) applies to the Journalists of Argosy

Publications, Inc., a New Brunswick Publication (the Company), including the Editor-

in-Chief, section editors, and section writers. The Companys Journalists shall, to the best

of their knowledge and ability, adhere to and advocate the following principles and

responsibilities governing their professional and ethical conduct. The failure to adhere

to the Code will result in the disciplinary action deemed appropriate by a supervisory

personnel or by the Companys board of directors, which may include termination of

employment.

i) The Argosysjournalists shall strive to discover completely all relevant facts and

information

pertaining to material to be published.

ii) Journalists with The Argosy are fully responsible for the veracity of all material

they submit

for publication.

iii) They shall not falsify information or documents, nor distort or misrepresent the

facts.

iv) They shall respect all confidences regarding sources of information or private

documents,

unless this interferes with the freedom of the press or the need to inform the

public on vital

matters. Such exceptions must be approved by the EIC and legal counsel.

v) AllArgosy

journalists shall familiarise themselves with the laws of the land

regarding libel

and contempt of court though the means of a libel course offered by The Argosy

during

training.

vi) They shall know and observe pertinent aspects of the International Copyright

Agreement.

vii )The EIC shall rectify in print, at the first available opportunity, all harmful

mistakes.

viii) The EIC shall fully realise his/her personal responsibility for everything

published in TheArgosy.

ix) Discrimination based on race, national/ethnic origin, colour, religion, sex, age,

mental or

physical disability, etc., is unacceptable within The Argosy, in print or practice.

Such conduct

is grounds for dismissal.


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x) The Argosy will not act as an organ of the University or Students Administrative

Council.

Paid advertisements and opinions notwithstanding, The Argosy shall reserve

editorial

prerogative.

xi) The Argosy shall follow the laws of New Brunswick and Canada, and fall under

the Mount

Allison University Judicial System.

xii) Complaints regarding The Argosys adherence to these principles shall be

submitted to the

Chair of the Board, who shall deal with them in a timely fashion. The Board has

the right to

suspend or dismiss those who wilfully violate these principles.

b) EachArgosy journalist is expected to adhere at all time to both this Code. Only the

board of directors shall have the authority to approve any deviation or waiver from this

Code.

c) AllArgosy journalists must sign a written copy of the Code at the beginning of each

Fall Term to acknowledge that they have read, understood, and agreed to follow the

Code.

2. Copyright

a) Any material printed in The Argosy publication or on The Argosy website is property of

Argosy Publications Inc.

b) Any person or organization must acquire written permission from the Editor-in-Chief to

use any material underArgosy

copyright, includingArgosy

staff.

3. Email Policy

a) The Argosy holds two forms of email accounts:

i) Mount Allison University Webmail

a). This account is subject to rules and regulations of the University.

b). The Editor-in-Chief is responsible for changing the password of this

account as needed.

c). The Webmail account will only be used for official Argosy business.

b) Through the Webmail account, The Argosy has access to the [email protected]

listserv.c) Use of the [email protected] listserv is restricted to the Editor-in-Chief and must be

used responsibly and sparingly.

4. Confidentiality

a). The Argosy reserves the right to withhold names from print based on two criteria:

i) By request of the author, or


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ii) At the discretion of the Editor-in-Chief.

b). The Argosy reserves the right to keep all sources confidential.

5. Charges of Libel

a) If The Argosy is charged with libel in the form of a lawsuit, the Editor-in-Chief must call

an emergency meeting of the Publication Board to discuss how to proceed.b) The Argosy must seek immediate legal counsel.

c) All staff and Board members may not speak about the charges publically unless

given permission by the legal counsel.

PART XIV: MISCELLANEOUS

1. Statements of Support

a) The Argosy may be approached by third party organizations looking for support on

an issue, situation, or endeavour.

b) The Argosy reserves the right to decide to independently show support for a thirdparty organization as long as it is not a political party or candidate.

c) The decision of support must be presented and approved by the Publication Board

before a letter of support can be sent.

2. Partnerships

a) The Argosy reserves the right to form partnerships with third party organizations that

are mutually beneficial for reasons including, but not limited to;

i) Charity;

ii) Advertising; and

iii) Training.

b) The decision must be presented and approved by the Publication Board.

3. Journalism Resources

a) The Argosy wishes to be a resource for students seeking information or training in

journalism.

b) The office, general meetings, and training sessions shall be open to any student of

Mount Allison University should they wish to learn more about journalism and receive

training from The Argosy.

4. Crake Sawdon Award

a) The Argosy recognizes the Crake Sawdon Award for Outstanding Contribution to

Student Journalism at Mount Allison University and encourages any former or current

staff member or student of Mount Allison to apply for the award.

b) The Crake-Sawdon Award was established by the Crake Foundation during the 2001-

2 academic year to honour William Boyle Sawdon, former editor of The Argosy, soldier,

and noted journalist and publisher. This award is made annually to the student who has


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made the most significant contribution to print journalism at Mount A. Since this award

was first established, it has been possible to honour the diverse contributions of a wide

range of students at Mount A involved in different facets of print journalism, including

students who have worked primarily on the technological, editorial, and financial

elements of journalism.

c) The Editor-in-Chief of The Argosy must be a liaison between the committee and

students during the process, although they are allowed to apply for the award

themselves.

d) Applications for the Crake-Sawdon Award must include

i) A completed application form.

ii) An unofficial copy of the nominee's/applicant's transcript.

iii) A list (with dates) of all positions held, jobs, roles, etc., in which the

applicant was

involved with relating to journalism.

iv) A discussion (no longer than two pages) of the the applicant's/nominee's

contributions

to student print journalism at Mount Allison.

v) Applicants should also arrange for two letters of reference to be sent to

the Head of the Selection Committee by the due date. At least one letter

must be from a

person familiar with the applicant's/nominee's work in print journalism at

Mount Allison.

vi) Applicants can include other relevant material if they so chose.

e) The winner of the Crake Sawdon Award may be advertised in The Argosy after the

selection has been announced.

Argosy Publications, Inc. Policy Manual

Documents

Transcript of Argosy Publications, Inc. Policy Manual