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ARGOSY PUBLICATIONS INC.

POLICY MANUAL

DRAFT 204/10/11

Amended By Argosy Funders, [Insert date]Revised By Publication Board, April 2011Drafted By Julie StephensonOriginal Document Argosy Constitution, c. 2006


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PART I: DEFINING PRINCIPLES1. The ArgosyStatement of Principles2. No Religious Affiliation

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

PART III: HUMAN RESOURCES1. The ArgosyCode of Conduct2. Progressive Discipline for Staff3. Performance Reviews4. Staff Surveys5. Emergency Removal Procedure6. Personal Grievances

7. Sensitivity Training

PART IV: FINANCES & PUBLISHING1. Honoraria2. Budget3. Purchasing4. Publishing Year5. Suspension of PublishingPART V: HIRING1. Editor in Chief Hiring Procedure2. Staff Hiring Procedure

3. Interim Hiring Procedure4. Copy Editor Editing TestPART VI: JOB DESCRIPTIONS1. All Staff2. Editor in Chief3. Business Manager4. Advertising Manager5. Office Manager6. Production Manager7. Circulations Manager8. IT Manager9. Online Editor10. Copy Editors11. Photo Editors12. Illustrator13. Section Editors

14. Writers

PART VII: ADVERTISING1. Student Group Advertising2. Local Advertising3. National Advertising4. Quid Pro Quo AdvertisingPART VIII: STAFF TRAINING1. Staff Manuals2. Fall Training3. Winter TrainingPART IX: MEETINGS1. Staff Meetings2. General Meetings3. Emergency MeetingsPART X: WEBSITE1. Mandate2. Code of Conduct3. Responsibilities

PART XI: SUSTAINABILITY1. Ecological Sustainability Framework2. Paper Waste3. Online Guides

PART XII: CUP MEMBERSHIP1. General Definitions2. Fees3. Contact

PART XIII: LIBEL & COPYRIGHT1. Code of Ethics2. Copyright3. Email Policy4. Confidentiality5. Charges of Libel

PART XIV: MISCELLANEOUS1. Statements of Support2. Partnerships3. Journalism Resources4. Crake Sawdon Award


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Argosy Policy Manual Draft 3

Part I: DEFINING PRINCIPLES1. The Argosy Statement of PrinciplesWe, 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 awide variety of editorial policies.

a). Common Principlesi. We believe student publications exist as an essential component of the student communitiesthey come from and that they should be accessible to those communities.ii. In addition, we believe The Argosyshould maintain a critical perspective, and keep in mindthe needs and concerns of non-students.iii. We believe student papers can be valuable and constructive within their communities, byproviding information and analysis, and by giving a forum to individuals and groups that havelittle or no access to other media.

iv. We also believe The Argosyshould work towards environmental responsibility.v. We believe The Argosyshould acknowledge its privileged position in being relatively freefrom commercial and managerial controls. It should strive to protect and enhance thatposition by defending its editorial autonomy and giving its staff the power to democraticallydetermine tThe

Argosycan examine issues neglected by other media. Our mandate is to cover issues whichaffect students. However, we believe that no subject need fall outside the grasp of the studentpress, and that we best serve our purposes when we help widen the boundaries of debate oneducational and social issues.vi. Thus, we intend to defend freedom of expression, and make possible an atmosphere ofcritical inquiry and imaginative thought. As it recognizes the potential dangers of theconcentration of corporate media ownership, The Argosyrecognizes 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. Wealso will try to recognize our own limitations, and to maintain a sense of humour and humility.

b). Freedoms and Responsibilitiesi. We believe our ideals can only be achieved under conditions of freedom and autonomy forthe people working in the student press.ii. Therefore, we believe The Argosyshould be free to determine and uphold their owneditorial policies, including advertising policies, regardless of pressure from studentgovernments, school administrations, police, and any level of government, corporations orany others.iii. We believe The Argosyshould be free from the implicit editorial control that results fromfinancial control of the publication by student governments or administrators.iv. We believe The Argosyshould receive in full and without delay any student levies collectedon their behalf by administrations, or budgets approved by students, their governments, ortheir administrators. These funds should not be discontinued, withheld, or decreased by anyor in agreements between the publication and the financial body concerned.

c). The Role ofThe Argosyi. We affirm that The Argosyshall contribute to the intellectual and social life of the Mount

Allison community by (1) keeping students informed about events in the community, (2)


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actively encouraging and undertaking critical analysis of events affecting Mount Allisonstudents; (3) providing a forum for reputable print media, and; (4) providing a forum for theexpression 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 contravenethe Statement of Principles, The Argosywill not associate itself with any particular religion or religiousgroup.Part II: MEMBERSHIP FEES1. Membership FeeThere will be an annual fee charged to all registered students of Mount Allison University.

a. and in consultation with the outgoing Business Manager.

b. The fee can only be raised by a 2/3 majority vote at a general meeting of the corporation.c. The meeting must be advertised in The Argosya week before it occurs with the proposed

increase clearly stated within the advertisement.

2. Membership Billing ProcedureDirect billing of all funders is handled by Mount Allison Financial Services. The Business Managermust fill out the appropriate paperwork once during each Academic term to receive the funds fromFinancial Services. Financial Services must be notified of changes to the membership fee directly afterthey occur.

3. Membership WithdrawalAny funder or paying member of Argosy Publications Inc., may formally submit a written request to optout of their member fees. The request must be submitted to the Editor in Chief and referred to thePublication Board, who will approve the opt out. If a funder opts out of the payment of fees, theyrelinquish any voting rights and will not be allowed to fill either staff or student positions on thePublication Board.

PART III: HUMAN RESOURCES1. The Argosy Code of Conducta). Scope

i. This code applies to The Argosyworkplace. For the intent of the code the workplace isdefined as The Argosyoffice, the time at all CUP conferences, board meetings, as wellas the time spent traveling to and from said conferences and meetings. The Argosyworkplace also extends to allArgosylistservs and communications fromArgosyemailaddresses as well as any other time that anArgosystaff member or volunteer canreasonably be considered to be representing The Argosy.

ii. This code applies to all staff members ofThe Argosy, meaning the officers and volunteers.b). Jurisdiction


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i. Complaints with respect to a violation of this Code may be made by members of The Argosyinrelation to the conduct of other members where the complainant is directly or indirectlyaffected by the conduct in question. See paragraphs 1.h.i and 1.j.i of Part VI ofThe Argosypolicy manual.

c). Rightsi. AllArgosystaff and volunteers may reasonably expect to pursue their work in a safe and civil

environment. The Argosytherefore does not condone harassment or offenses against property.The Argosydoes 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). Harassmenti. Harassment may be verbal, physical, or psychological. It is unwelcome and unsolicited. It may be

one incident or a series of incidents. Harassment consists of any vexatious comment orconduct that is known, or should reasonably be known, to be unwelcome.

ii. Harassment may include, but is not limited to: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 orthreatens 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 apositive environment and abstain from conduct that is detrimental to the reputation ofThe

Argosy.f). Offenses Against Property

i. Offenses against property are defined as wilfully or recklessly taking, having unauthorizedpossession of, and/or damaging or destroying any property belonging to:

1) The Argosy; or2) any staff or volunteer when such property is in The Argosyworkplace.

To threaten any of the above-mentioned offenses will be considered in the same light.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 andperceived.ii. If a conflict of interest arises, the staff member in question shall inform the Editor in Chief orHuman Resources Representative immediately, and a plan of action developed as quickly aspossible.iii. To avoid conflict of interest:

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


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2.Argosystaff shall not write or edit articles concerning any organization movement oraffiliation of which he or she is a volunteer, member, paid staff, or involved in anycapacity.3.Argosystaff should not be working for any non-affiliated political bodies or lobbygroups.4.Argosystaff shall disclose previously existing relationships with sources or subjects.5.Argosystaff must not use privileged information obtained by their position to furtherpersonal interest.

iv. Recognizing our own fallibility as writers and editors,Argosystaff are encouraged to ask fora second opinion or seek feedback if they are unsure if a conflict of interest exists. Seekingand receiving feedback is a way to improve coverage in our newspaper.

h). Responsibilitiesi. AllArgosymembers are expected to refrain from violating this Code. Members ofThe

Argosywho have supervisory authority over others bear particular responsibility to act in atimely 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 aneffective and constructive manner. Such assistance is available to individuals who believe thatthey have been subjected to conduct that violates this Code, to those with supervisory authoritywho are called upon to respond to incidents of such conduct, and to those individuals whohave 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 aconflict of interest to the case, the complainant may seek assistance from the Chairperson ofthe Board. The Chairperson thus takes on the role of the HR Representative for this purpose.

j). Complaints Subject To A Range Of Responsesi. In keeping with the desire to settle conflicts in an effective and constructive manner, The

Argosyshall endeavour to seek an appropriate response to any alleged violations of thisCode, ranging from the use of alternate methods of conflict resolution to formal procedures

for adjudicating complaints (Section 2 of Part III ofThe Argosypolicy manual). If a violationhas occurred, every attempt shall be made to use remedies and sanctions that restoreharmony, collegiality and cooperation between members.

k). Fairness And Consistencyi. Complaints made under this Code shall be adjudicated in a manner that is consistent withthe principles of natural justice and fair for all parties to the complaint, regardless ofconstituency. The principles of natural justice may be defined broadly as the obligation to hearthe other side and to make a decision untainted by bias.

l). Consultation with the HR Representativei. The HR Representative shall be impartial in the exercise of her/his functions, and shallrespect 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 Representativei. If a member considers that the HR Representative has failed to follow the proceduresoutlined in this Code, with respect to any matter to which the member has been a party, sheor he may submit a written complaint, detailing the alleged procedural failure, to theChairperson of the Publication Board. The Chairperson shall investigate the complaint againstthe HR Representative and inform the member of the results of the investigation. TheChairperson, in consultation with the Editor in Chief, shall decide upon an appropriatedisciplinary course of action.


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ii. In the case where the Chairperson is acting as HR Representative, the complainant shall file theircomplaint with another member of the Publication Board to carry out this function.

n). Recourse to Lawi. 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 of his/hercontract or is not fulfilling aspects of his/her job description, the following procedure shall befollowed.b). The complainant will send a formal grievance letter to The ArgosyHuman ResourcesRepresentative, or the Editor in Chief. The letter should outline the specific grievance and what actionthe complainant wishes to see.c). Upon receipt of a formal grievance letter, the Editor in Chief and Human Resources Representativemust meet to discuss the grievance. The Editor in Chief and Human Resources Representative willproceed with discipline at their discretion as outlined in section f.d). The Human Resources Representative and Editor in Chief will endeavour to maintain theconfidentiality of the complainant at all times.

e). The Human Resources Representative will be responsible for filing all correspondence anddocumentation of the disciplinary process and for maintaining its confidentialityf). Should discipline be deemed necessary by the Editor in Chief and Human ResourcesRepresentative, the Editor in Chief must immediately arrange for a meeting with the staff memberagainst 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 andsuggestions for performance improvement.ii. This warning must be documented and filed in the confidential personnel files kept by thehuman resources representative.iii. Documentation should include the date of the warning, the improvements that need to bemade and the signatures of the human resources representative and Editor in Chief.

iv. Documentation should also include any responses by the staff member in question to thecharges of poor performance.g). No less than two (2) weeks after the initial oral warning the Editor in Chief and the HumanResources Representative shall meet to discuss the performance subsequent to the oral warning of thestaff 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 Editorin Chief and Human Resources Representativeiii. The second warning must include suggestions for performance improvement and explicitlystate 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 questionand 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 tothe Human Resources Representative outlining what he or she disagrees with. This letter mustbe received by the Human Resources Representative within one (1) week of issuance of thewritten warning.

h). No less than one (1) week after the issuance of the second warning, the Editor in Chief and theHuman Resources Representative shall meet to discuss the performance subsequent to the writtenwarning of the staff member in question and decide if further disciplinary action shall be pursued.


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i. Should further discipline be deemed necessary the Editor in Chief and Human ResourcesRepresentative will call an emergency meeting of the Publication Board to discuss the dismissalof the staff member in question.

i). In the event that the Publication Board pass a motion with a two-thirds (2/3) majority endorsing thedismissal of the staff member in question, the staff member in question must be contacted immediatelyto notify him/her that the Board motion for his/her impeachment shall be presented at an emergencyBoard 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 ResourcesRepresentative and at least one other member of the Board.ii. The staff member shall be informed of his/her right to prepare and present a defence at thetime of the impeachment motion.iii. The notification must be documented and filed in the confidential personnel files kept bythe Human Resources Representative.iv. Documentation should include the date of the notification, and the signatures of theHuman Resources Representative and Editor in Chief.v. Documentation should also include any responses by the staff member in question to thenotification of the impeachment motion.

j). Immediately after contacting said staff member the Human Resources Representative will send anemail to the paidArgosystaff listserv informing all staff members that the discipline process has beenexhausted 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 calledBoard meeting with a required quorum of two-thirds (2/3) of Board members.l). Votes by proxy are not allowed on motions of dismissal.m). The funders shall be informed of a decision of dismissal.n). The Publication Boardshall not, during the spring semester or a semester when The Argosyis notbeing published, vote to dismiss any person elected to a paid staff position with The Argosy.

3. Performance Reviewsa). During the last month of the Fall semester, the Human Resources Representative shall work with

The Argosyto complete performance reviews of each paid position on the newspaper.b). With the understanding that the performance reviews must be inclusive, the Human ResourcesRepresentative shall observe all staff members completing their duties on at least two (2) occasionsduring the Fall semester.c). The Human Resources Representative shall send out four (4) calls for mandatory feedback from thestaff;

i) The Editorial, Production, Operations, Support, and Writing staffs shall provide writtenfeedback on the performance of the Editor in Chief,ii) The Editorial, Production, Operations, Support, and Writing staffs shall provide writtenfeedback 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. Allresponses should be sent directly to the Human Resources Representative and keptconfidential.

d). The Human Resources Representative shall compile all external and internal information into aformal report. The report must be presented to the Publication Board at the first meeting of the Boardafter the December break. The report must be presented no later than the second week of classes.e). At the time of the presentation, the Human Resources Representative must make recommendationsfor staff advancement.


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4. Staff Surveysa). A staff survey, created by the Editor in Chief and in conjunction with the Human ResourcesRepresentative, must be administered to the staff during the first week of March.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 a report to theBoard at the final meeting of the year with suggestions for structural improvement.5. Emergency Removal Procedurea. Under extreme circumstances such as sexual assault, fraud, embezzlement, etc., the Publication

Board shall have the authority to terminate immediately the employment of anyArgosystaffmember as outlined in Part III ofThe ArgosyPolicy Manual, Section 2.k.

b. The Human Resources Representative and at least one other member of the Board must notify saidstaff 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. Funders will be advised of the situation via The Argosylistserv, and encouraged to broach their

questions or concerns prior to the emergency board meeting.f. The staff member shall be entitled to legal counsel, and encouraged to speak to the grievance.g. The Board will release a decision to the membership within 48 hours of the meeting, barring anyunforeseen legal concerns.6. Personal Grievancesa). Staff having grievances of a personal nature with others in the workplace ofTheArgosyofficeshould:i) Seek the counsel of the Editor in Chief or Human Resources Representative, and then if necessaryconsult 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 Resources Representative is not apossibility, the staff member should approach another member of the core-essential staff, a member

of the board of directors, and/or consult with the University counselling centre and seek professionalhelp respecting the issue.b). In order to facilitate resolution of any problems of such a nature, the Editor in Chief shall ensureaccess to the procedure outlined herein.c). The Editor in Chief shall also ensure access to a list of telephone numbers and addresses forpersons from whom counsel and advice can be sought, should it be necessary.d). The Editor in Chief shall not undertake to counsel or solve a problem which without professionalhelp could damage voting members involved, including but not limited to sexual harassment andassault in the workplace.

7. Sensitivity Traininga). The Argosywill offer sensitivity and anti-oppression training at the Fall training session each year.

PART IV: FINANCES & PUBLISHING1. Honorariaa). Honoraria for allArgosystaff is set by the Editor in Chief and Business Manager at the beginningof each fiscal year.b). All Honoraria must be approved by the Publication Board during the first meeting in the Fallsemester.


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c). Any changes to honoraria must be presented and approved by the Publication Board.d). Honoraria is paid out four times per year by the Business Manager;

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 thefollowing;

i) submitted their Transistion Report to the Editor in Chief in electronic form,ii) returned any 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 ofThe ArgosyPolicyof Honoraria.

2. Budgeta). The Editor in Chief and the Business Manager are responsible for creating an operating budget forThe Argosyby the beginning of the fiscal year.

b). The budget must be approved by the Publication Board at the first meeting of the Fall Semester.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 ofThe Argosymay submit a formal request to the Editor in Chief to view the currentoperating budget.

i) The Editor in Chief will arrange a time for the Funder(s) to come into the office and viewthe budget.ii) The Business Manager should be available to answer any questions that might arise fromthe viewing of the budget.

3. Purchasinga). The purchasing of relevant materials, equipment, and or sundry items forThe Argosyis the

responsibility of the Editor in Chief and Business Manager.b). If another person purchases items for theArgosy, they must present an original receipt to bereimbursed.

4. Publishing Yeara). The publishing year forThe Argosyis 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 givenpublishing year and the page numbers said issues.c). If they deem necessary, the Editor in Chief may remove or add issues to the publishing yeargranted they have;

i) given printers and The Argosystaff 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 thePublication Board.5. Suspension of Publishinga). In the event publishing is suspended, which could occur for a number of reasons includingproblems with the printers or a halt order from a third party, the Editor in Chief must immediatelycontact 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


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must seek legal counsel and proceed with direction and caution.PART V: HIRING1. Editor in Chief Hiring Procedurea). The Editor in Chief ofThe Argosyshall be selected by the Editor in Chief Selection Committee nolater 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 ArgosyConstitution as to the composition of theEditor in Chief Selection Committee.c). The outgoing Editor in Chief shall ensure that the availability of the Editor in Chief position isadvertised in at least two (2) issues ofThe Argosyover a period of at least (2) weeks prior to theapplication deadline.

i) qualifications.ii) IfThe Argosyis experiencing a publishing hiatus, the position is to be prominentlyadvertised 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 to the HumanResources Representative, and who will subsequently distribute copies of the relevant applicationmaterials to the members of the Selection Committee after the deadline has passed.

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

ii) Editor in Chief candidates will be notified of interview times after all applications havebeen received.

iii) Any member of the Selection Committee will be allowed to ask an Editor in Chiefcandidate any question during the interview process which pertains to the operation ofThe

Argosy, provided that the questions do not violate the New Brunswick Human Rights Act orThe ArgosyCode of Ethics.

iv) After interviews take place, at a meeting of the Selection Committee, candidates will beshortlisted for a question meeting to take place on the Thursday following the interviews.Quorum for this meeting shall be seventy-five (75) per cent of the committee.

v) The candidates for Editor in Chief will present themselves at a public meeting to which allstudents of the university will be able to attend. The hiring committee must also meetquorum at this meeting. Any person in attendance at this meeting will have theopportunity to ask the candidates for Editor in Chief any question which pertains to theoperation ofThe Argosy, provided that the questions do not violate the New BrunswickHuman Rights Act orThe ArgosyCode of Ethics.

vi) Following the question meeting, the Selection Committee will meet, with quorum beingseventy-five (75) per cent of the committee, to make a final decision on the position ofEditor in Chief.

vii) The decision of the Editor in Chief Selection Committee will be final unless overruled by atwo-thirds (2/3) vote of Funders (Correspondents and Staff) at a general meeting.Members will be provided with the opportunity to over-turn the decision of the Editor inChief Selection Committee at the first general meeting ofThe Argosyfollowing the

2. Staff Hiring Procedurea). The remaining staff ofThe Argosyshall be selected by the Staff Hiring Committee before the last


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Monday of March for the following May 1-April 30 term.b). Refer to By-law10, Section 3, sub-section d in TheArgosy Constitution as to the composition of theEditor in Chief Selection Committee.c). The outgoing Editor in Chief shall ensure that the availability of the staff positions is advertised in atleast two (2) issues ofThe Argosy.

i) IfThe Argosyis experiencing a publishing hiatus, positions are to be prominentlyadvertised as the Board of Directors sees fit.

d). A prospective candidate may apply for no more than three (3) positions, except by specialdispensation of the Staff Hiring Committee, which may permit additional applications from acandidate if they feel the candidate to be genuinely capable of each of the respective jobs.e). Applications are to be submitted, at least twenty-four (24) hours prior to the consideration ofapplications, to the Office Manager, who will subsequently distribute copies of relevant applicationmaterials 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.

f). Any member of the Staff Hiring Committee will be allowed to ask a staff candidate any questionpertaining to the job, provided that the questions do not violate the New Brunswick Human Rights ActorThe ArgosyCode of Ethics.g). All decisions of the Staff Hiring Committee shall be final.

3. Interim Hiring Procedurea). If there is a termination or resignation at any point during the Publishing year, the Editor in Chiefmust fill the empty staff positions.b). In the case of a vacancy for a staff position, the Editor in Chief must gather an Interim HiringCommittee 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 yearsexperience onArgosystaff, not including their current year).iv). If senior staff does not exist, the Editor in Chief will choose the staff member they feelbest suited.

c). A call for applications must be advertised to the entire student body through email.d). Applications must be accepted for a minimum period of one (1) weeke). 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 fieldpotential 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.

4. Copy Editor Editing Testa). Creation of the Editing Test

i. The editing test will be written by the outgoing and incoming Editors in Chief and the humanresources representative (HR Rep) before staff hiring begins.

b). Nature of Editing Test


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i. The composition of the editing test will be left to the discretion of these three staff members but itmust: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 maynot retype the test themselves.iv. Once the editing tests are completed they are graded by the creators of the test and the resultsare presented to the Staff Hiring Committee.

PART VI: JOB DESCRIPTIONS1. General Responsibilities

All staff shall be responsible for:a) Attending weekly staff and general meetings;b) Setting deadlines at first staff meeting of the year, and ensuring these deadlines are adhered to byall staff and volunteers;c) Where applicable, ensuring in conjunction with the photo editor that all photos appearing in theirsection have captions;d) Where applicable ensuring in conjunction with the photo editor that sufficient photographs andgraphics are provided for stories;e) Where applicable discussing with the Production Manager a rough layout for their section.f) Attending additional functions such as staff training;g) Maintaining set office hours and posting them prominently;h) Where applicable maintaining an updated contact directory and reference materials;

i) Where applicable ensuring along with the Editor in Chief and design manager that stories are in thecorrect format for layout;j) Where applicable incorporating new media into the website;k) Where applicable write and submit a year-end transition report.2. Editor in ChiefThe 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;3) Ensuring in conjunction with the Production Manager that layout is of a standard satisfactory to The

Argosy;

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 for discussion anddebate;7) Ensuring that all potentially defamatory material is presented to a lawyer for an opinion before it isprinted;8) Proofing the onlineArgosybefore 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;


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11) Acting as the official liaison between The Argosystaff and the community;12) Ensuring that records are kept of all staff decisions and business transactions of the

Argosyin conjunction with the business manager;13) Ensuring that TheArgosypurchases all necessary equipment in conjunction with the businessmanager;14) Ensuring in conjunction with the business manager, and in consultation with the board ofdirectors, that an accurate operating budget is prepared and followed, and that financial records areaccurately kept;15) Ensuring in conjunction with the business manager and the external accountant that accuratefinancial 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 ofThe 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 isprovided to both staff and volunteers;24) Establishing in conjunction with the Business Manager and Production Manager the number ofissues and pages that will appear in a timely manner;25) Ensuring in conjunction with the Advertising Manager and Design Manager there is anappropriate balance between advertising and written content in each issue ofThe Argosy;26) Copy-writing and copy-editing The Argosystaff manuals;27) Organizing staff events, including meetings, training sessions, and social events;28) Ensuring issues ofThe Argosypublished in the spring semester are posted online;29) Ensuring issues ofTheArgosypublished in the spring semester 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 humanresources representative;32) Assuming the responsibilities created by staff vacancies.33) Marketing the paper within the University community in conjunction with the business manager;34) Overseeing the evaluation of flagged online comments in consultation with the webmaster;35) Ensuring TheArgosy follows all legal documents such as the Code of Ethics, Libel laws, and Codeof Conduct;36) Submitting reports at the Winter and Spring Bi-Annual General Meetings37) Overseeing distribution ofTheArgosyon and off campus, tracking distribution and ensuring thatTheArgosyis delivered to drop-off points within a reasonable time structure, in conjunction with the

business manager and the circulations manager;38) Monitoring the effectiveness of distribution and developing strategy for improving circulation, inconjunction with the business manager and the circulation manager;39) Setting aside copies ofTheArgosyfor bound volumes;

3. Business ManagerThe business manager shall be responsible for:1) Ensuring sufficient advertising is sold forTheArgosy;2) Representing the paper on the board of directors;


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3) Ensuring in conjunction with the Editor in Chief, and in consultation with the board of directors, thatan 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 alsoinclude estimated revenue from student levies and advertising, as well as assets/liabilities from theprevious year;4) Ensuring that day-to-day activities are recorded in TheArgosyaccounting system;5) Giving a detailed report on the finances ofThe Argosyat each board of directors meeting;6) Managing The Argosybank accounts;7) Ensuring in conjunction with the Editor in Chief and the external accountant that accurate financialrecords are kept and tax returns are prepared;8) Administering the honoraria ofTheArgosy;9) Ensuring the collection of accounts receivable;10) Overseeing distribution and mail-outs ofTheArgosyon and off campus;11) Advertising TheArgosy with appropriate media;12) Marketing the paper within the University community in conjunction with the Editor in Chief;13) Maintaining a minimum of 15 hours per week in the office during the hours of 9:00 am and 5:00pm, Monday through Friday;

14) Acting as a business liaison between the staff, Campus Plus and CUP, and mailing copies of thepaper to Campus Plus and CUP;15) Ensuring that funding is available for all necessary equipment purchases;16) Acting as a signing authority forThe Argosy;17) Ensuring in conjunction with the production manager that ads produced in-house for advertisingclients are of a satisfactory quality;18) Writing a year-end report and ensuring it is received by their successor;

4. Advertising ManagerThe 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 Argosythrough advertisement sales.3) The Advertising Manager will solicit advertisements from local businesses and report all sales to theBusiness 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 TheArgosywith 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 ManagerThe office manager shall be responsible for:1) Organizing and coordinating office operations and procedures in order to ensureorganizational effectiveness and efficiency;

i) Keeping the office in generally clean stateii) Keeping the office in a functional stateiii) Maintaining office equipment

2) Sitting on The ArgosyPublications Board as the Secretary of the Board and a nonvotingmember;


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3) Maintaining the archives, including bindi4) 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 andmaking 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 ofThe Argosyproduction and day-to-day office activities.8) Act as the Human Resources Representative forThe Argosyand fulfil the following duties;

i) The Human Resources Representative shall provide a written report at the Boardmeeting before the December break in publishing and the last Board meeting of thepublishing year. This report shall be given to the Chair at least one week before themeeting is convened.ii) The Human Resources Representative is responsible for filing all relevant personneldocuments.iii) The Human Resources Representative shall maintain documents and ensure theconfidentiality of these documents.iv) The Human Resources Representative shall pass on relevant documents to that

v) The Human Resources Representative shall be a member of any commission orcommittee concerned with hiring or human resource policy, except where suchmembership presents a conflict of interest for the Representative.vi) The Human Resources Representative shall ensure that staff receive fair andinformative evaluation.vii) The Human Resources Representative shall ensure that The Argosyhiringprocedures are conducted in accordance with the law.viii) The Human Resources Representative shall act as a mediator in the event ofdisputes between or regardingArgosystaff, unless the dispute concerns theRepresentative, in which case the Chair of the Board of Directors shall act in the

ix) The Human Resources Representative shall ensure that end-of-term reports aredistributed to the appropriate staff.

6. Production ManagerThe production manager shall be responsible for:

1) Co-ordinating and supervising the layout of the paper, and ensuring that the paper is completed

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 materia

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

7) Training new staff and volunteers in design and layout techniques;

8) Organizing design and layout seminars;


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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 thepaper 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 ManagerThe 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 businessmanager;

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 ManagerThe IT Manager shall be responsible for:1) Maintaining and upgrading computer hardware, software and networking systems ofThe Argosy;2) Recommending computer-related purchases to the business manager and approving suchpurchases;

3) EnsuringArgosydata is backed up at least once per semester during the fall and winter semesters;4) EnsuringArgosybusiness data is backed up on a monthly basis;5) CataloguingArgosyequipment for inventory purposes;6) EnsuringArgosyservers are cleaned out of unnecessary files at least once per year during thewinter semester;7) Training staff and volunteers in proper use ofArgosysoftware and file systems;8 ) Maintaining contact with CUP and Campus Plus regarding any network requirements;9) Maintaining contact with ngthe 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 EditorThe Online Editor shall be responsible for:1) Actively manage and update The Argosywebsite

a. In consultation with the Editor in Chief and Production Manager ensure the website layoutembodies effective website design and remains a social and shareable website

i. Consult with the IT Manager to resolve technical issuesb. With final approval from the Editor in Chief,

i. Upload standard articles to the website


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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 videos2) Utilize Google Analytics to track effectiveness of social media and other means to drive traffic to the

website3) Actively utilize social media (Twitter, Facebook, etc.) to engage and communicate with students and

other readers

4) Actively solicit reader and contributor submissions [email protected]

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

above duties.

10. Copy EditorsThe 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 style) andgrammar.

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 Argosystaff 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 EditorsThe 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 ofThe Argosyequipment;

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.
mailto:onlineeditormailto:onlineeditormailto:onlineeditorhttp://www.google.com/url?q=https%3A%2F%2Fwww.mta.ca%2Fwmail%2Fhorde%2Fimp%2Fmessage.php%3Fmailbox%3DINBOX%26index%3D18087&sa=D&sntz=1&usg=AFQjCNENTh8r1420_A6MSIAAg2w1cnVPAghttp://www.google.com/url?q=https%3A%2F%2Fwww.mta.ca%2Fwmail%2Fhorde%2Fimp%2Fmessage.php%3Fmailbox%3DINBOX%26index%3D18087&sa=D&sntz=1&usg=AFQjCNENTh8r1420_A6MSIAAg2w1cnVPAghttp://www.google.com/url?q=https%3A%2F%2Fwww.mta.ca%2Fwmail%2Fhorde%2Fimp%2Fmessage.php%3Fmailbox%3DINBOX%26index%3D18087&sa=D&sntz=1&usg=AFQjCNENTh8r1420_A6MSIAAg2w1cnVPAghttp://www.google.com/url?q=https%3A%2F%2Fwww.mta.ca%2Fwmail%2Fhorde%2Fimp%2Fmessage.php%3Fmailbox%3DINBOX%26index%3D18087&sa=D&sntz=1&usg=AFQjCNENTh8r1420_A6MSIAAg2w1cnVPAgmailto:onlineeditormailto:onlineeditor


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12. IllustratorThe 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 Editorsa) 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;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 areestablished and kept;8) Ensuring along with production manager that stories are in the correct format for layout andthat each story contains a headline;9) Consulting with the photo editor and photographers concerning the story list every publishingweek;

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 aide

in article development;4) Attending monthly town meetings;5) Spending approximately 20 hours per week completing their duties.

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;The Sex

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:


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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 publishing

where applicable;6) Making regular contributions to The Argosyoutside 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;10) Spending approximately 10 hours per week completing their duties.

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 TheArgosyfor publication in a

reasonable time structure as determined by the editor;4) Maintaining relationships with material distributors;5) Spending approximately 15 hours per week completing their duties.

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 national

presences;3) Making sure that reviews for said materials are submitted to TheArgosyfor 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;6) Spending approximately 15 hours per week completing their duties.

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;

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 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.

i) The Humour Editor shall be responsible for:1) Soliciting material in the form of comic strips, cartoons and short prose/poetry pieces (such

as the super-quiz or Top Tens) for inclusion in the section;


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2) Producing comics and graphics independently;3) Spending approximately 10 hours per week completing their duties.

14. Writersa) 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 andArgosyCode 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:

2) Writing the weekly SAC Beat column.

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: ADVERTISING1. Student Group Advertisinga) The Argosywill not charge student groups to print short advertisements for student-run events taking

place on campus.

i) The advertisement must be 50 words or shorter.

ii) No graphics may be used

b) If student groups would like an longer or larger advertisement printed in TheArgosy, they must be

billed by The Argosyadvertising scale.2. Local Advertisinga) The advertising rates shall be set by May 1 by the incoming Editor in Chief and Business Manager

in conjunction with the Advertising Manager.


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b) The Argosywill strive to develop positive relationships with all businesses in Sackville and the

surrounding area.

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

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

deposited in The Argosybank accounts.

3. National Advertisinga) National ads are brought into The Argosy

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

appropriate ads onto The Argosyserver.

c) Five (5) copies ofThe Argosymust be sent to Campus Plus after each publication ofThe Argosy.4. Quid Pro Quo Advertisinga) The Argosymay, 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.

d) The Argosycurrently holds Quid Pro Quo agreements with the Tantramarsh Blues Society, CHMA,

and the SAC.PART VIII: STAFF TRAINING1. Staff Manualsa). 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-copy form in The

Argosyoffice.

2. Fall Traininga). The Editor in Chief, in conjunction with the 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

ii) Editingiii) Layout and design

iv) Interview techniques

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

v) Libel

vii) Responsibilities specific to each position

viii) Sensitivity


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3. Winter Traininga). After consultation with the Human Resources Representative, 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: MEETINGS1. 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 advance and catch up on missedmaterial.d). The date and time of the weekly meetings will be decided upon at the beginning of eachPublishing year but should remain constant. Ideally, the meetings should take place the day before thegeneral staff meetings.

2. General Meetingsa). All writing and design staff, including Section Editors, Photo Staff, Production Manager, SectionWriters, 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 mustnotify the Editor in Chief in advance and 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 meetingsshould take place on Thursdays.

3. Emergency Meetingsa). 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.


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c). Communication of the meeting will be to the discretion of the Editor in Chief.

PART X: WEBSITE1. Mandatea). The Argosyrecognizes its first priority and duty is to provide the students of Mount Allison

University with fair, insightful, and respectful coverage of the campus and community.The Argosyis bound by its code of ethics and constitution and these are enforced by itsEditor in Chief and Board of Directors. In that vein of thought, the web presence forThe

Argosyis bound by the same documents and by-laws.b). The Argosywebsite exists as a secondary measure of bringing information to the students

of Mount Allison University.

2. Code of Conducta). All material posted on the website, whether originally printed in the newspaper 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 Argosy Publications Inc.s comment areas must be vetted and maintained by

the IT Manager and the Editor in Chief. If any comments are inappropriate, they will beremoved.3. Responsibilities

a). It is the responsibility of the Online Editor and Editor in Chief to upload all material to the

website.b). Any maintenance must be approved by the Editor in Chief and carried out by the OnlineEditor and IT Manager.

PART XI: SUSTAINABILITY1. Ecological Sustainability Frameworka) The Argosyshould strive to lessen the impact of our ecological footprint.b) The Argosymust 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 ArgosyBoard of Directors should discuss new developments in environmentally sound productsand policies during their meetings.

2. Paper Wastea) 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. to cutwaste and save money.


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3. Online Guidesa) PDF files of resource material, meeting agendas, minutes and memos should be made available on

The Argosywebsite as alternatives to paper copies, with hard copy backups available at the office.

PART XII: CUP MEMBERSHIP1. General Definitionsa). 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 student news service in the world,

and North America's only student press co-operative, CUP is how student newspapers exchange

stories and ideas.

b). The Argosyis 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 and one national conference over the Academic

year.

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

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 to

communicate 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


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

student papers across the country.

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) We may decided at any time to leave the cooperative by a two-thirds (2/3) majority at a meeting ofthe Funders. CUP must be notified of our decision and the proper paperwork must be filed.

2. Feesa). As members of CUP, we pay 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. Contacta) Each year, one person on staff be designated as the CUP liaison and ensure the following duties

are performed:i) The national office is informed every year by September 21 of the CUP liaison, the

names and positions.

the CUP exchange is maintained.

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

cation.

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

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

CUP Liaison.

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

PART XIII: LIBEL & COPYRIGHT1. Code of Ethicsa).

), including the Editor in Chief, section editors, and

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

employment.

i) journalists shall strive to discover completely all relevant facts and information

pertaining to material to be published.


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ii) Journalists with The Argosyare 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) All Argosy 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 Argosyduring

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 The

Argosy.

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.x) The Argosywill not Administrative Council.

Paid advertisements and opinions notwithstanding, The Argosyshall reserve editorial

prerogative.

xi) The Argosyshall follow the laws of New Brunswick and Canada, and fall under the Mount

Allison University Judicial System.

xii) Complaints regarding Theadherence 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) EachArgosyjournalist 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) AllArgosyjournalists 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. Copyrighta) Any material printed in The Argosypublication or on The Argosywebsite is property of Argosy

Publications Inc.

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

material underArgosycopyright.

3. Email Policya) The Argosyholds 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 by

May 1.

c). Staff may only use the Webmail account for official Argosy business.


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d). Any abuse of the Webmail account will result in a ban of use for staff.

ii) Personal Accounts

a).

Argosy Publications Inc.

b) Through the Webmail account, The Argosy

caution and responsibility.

4. Confidentialitya). The Argosyreserves the right to withhold names from print based on two criteria:

i) By request of the author, or

ii) At the discretion of the Editor in Chief.

b). The Argosyreserves the right to keep all sources confidential.

5. Charges of Libel

a) IfThe Argosyis charged with libel in the form of a lawsuit, the Editor in Chief must call anemergency meeting of the Publication Board to discuss how to proceed.

b) The Argosymust 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: MISCELLANEOUS1. Statements of Supporta) The Argosymay be approached by third party organizations looking for support on an issue,

situation, or endeavour.b) The Argosyreserves the right to decide to independently show support for a third party 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. Partnershipsa) The Argosyreserves the right to form partnerships with third party organizations that are mutually

beneficial for reasons including;

i) Charity

ii) Advertising

iii) Training

b) The decision must be presented and approved by the Publication Board.3. Journalism Resourcesa) The Argosywishes 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.


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4. Crake Sawdon Awarda) The Argosyrecognizes 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 academicyear to honour William Boyle Sawdon, former editor ofThe Argosy, soldier, and noted journalist and

publisher. This award is made annually to the student who has 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 ofThe Argosymust 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 shall be advertised in The Argosyafter the selection hasbeen announced.