SOCIETIES & MEDIA COORDINATOR MOLLY PHILPOTT THE SPARK

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1 RUSU RUSU Staff Members for campus media STUDENT ACTIVITIES OFFICER SOCIETIES & MEDIA COORDINATOR MOLLY PHILPOTT VICTORIA PURCELL T: M: T: THE SPARK The Spark Newspaper The Spark Newspaper is the campus newspaper of Reading University, a media stream of Reading University Students Union. RUSU funds the outlet and provides it with the facilities to operate within. Student Media Aims Provide content aimed at students The Spark Newspaper Committee are the volunteers who drive the newspaper content and production - Providing students with the opportunity to get involved. Be accurate with facts The Newspaper is inclusive of all students at Reading University. Be informative Be current with information!1

2 Committee Roles & Responsibilities The Editor Your role involves everything from assisting with editing, designing page layouts, chairing editorial meetings, and generally making sure that each issue of Spark is accurate, informative and current. You will lead by example and positively encourage Spark contributors. You will be required to meet with the Activities Officer twice per month to keep them updated with page layouts, find out the latest information from RUSU and the University, and request quotes for forthcoming issues. Deputy Editor x 2 As Deputy Editor you will make sure there are no spelling, grammar, or other mistakes within the newspaper, including cross-checking facts, and making sure we have the relevant quotes. You will also assist with page layouts. You will step in as The Editor if The Editor is ill, or away. News Editor As News Editor, your responsibilities will include editing, sourcing news stories, laying-out and editing articles. You will cross check all facts, and make sure the relevant quotes have been included. You will support and encourage a team of reporters ensuring the news section is filled. You will assist with laying out the news section in InDesign. Sports Editor As Sports Editor, you will decide on and source content each issue. This usually includes various match results as well as features or columns. You will support and encourage The Spark writers to write about sports. You will edit the copy in your section, and check it for mistakes. You will cross check all facts, and make sure the relevant quotes have been included. You will assist with laying out the section in InDesign. Lifestyle Editor As Lifestyle Editor, you will oversee the production of each Lifestyle section, making sure that each section is up to standard. You will support and encourage The Spark writers to write Lifestyle articles. You will edit the copy in your section, and check it for mistakes. You will cross check all facts, and make sure the relevant quotes have been included. You will assist with laying out the section in InDesign. All Committee Members are Responsible for: your section contributors an update each week. Ensure that the Stephen Laurence Media Centre is kept tidy. Organising trips and events that you decide to put on. Ensuring members good conduct and safety of members. Adhering to all policies and procedures. Maintaining good communication with the Student Activities Team. Ensuring all contributors are registered on RUSU s database (The Spark Membership List). Ensuring that we have written permission to use every photograph on the website. That we have not taken ourselves. All photographers must be credited in the caption. Ensure all articles have been edited. Ensure that photos are in a print ready standard.!2

3 Entertainment Editor As Entertainment Editor, you will oversee the production of each Entertainment section, making sure that each section is up to standard. You will cross check all facts, and make sure the relevant quotes have been included. You will support and encourage The Spark writers to write Entertainment articles - you will do this by creating a list of all available reviews/ articles and sending it out to contributors via . You will edit the copy in your section, and check it for mistakes. You will assist with laying out the section in InDesign. Design Editor x 2 As Production Editor you oversee the design and layout of the paper issues. You will support and encourage a team of designers. A good working knowledge of InDesign is desirable within this role. Head of Photography The head of photography will encourage and support the spark photographers. Communicating with editors and writers to make sure The Spark takes and prints its own photos. You will coordinate equipments loans. You will coordinate the Spark photography schedule, ensuring images are sourced. Publicity & Distribution This role will oversee the distribution of The Spark. It will be your role to organise creative and effective distribution ensuring The Spark gets seen by as many students as possible. You will also look after the social media accounts, ensuring they are updated regularly with content. Secretary The secretary will take minutes at all committee meetings and circulate copies among committee members. Maintain an accurate membership list. Deal with all incoming communications and pass them on to the committee and/or members.!3

4 RUSU seeks to ensure that student involvement in activities is safe and secure, as well as enjoyable. Students should understand the behaviour expected when representing their club or society at any event, of whatever kind and wherever held. The Behavioural Policy is applicable to all members of a club or society. It is the responsibility of the committee to endorse the policy and ensure its content is made known to their members. The underlying principles are that the behaviour of the club, society or their members should: Behavioural Policy Not bring the reputation of Reading University Students Union or The University of Reading into disrepute. Not be unlawful Not cause offence, or be disrespectful towards other club and society members Not cause offence, or be disrespectful to fellow students, University Staff and members of the local community. Not involve any form of bullying or peer pressure on individuals or groups. Not carry out initiations. An initiation is an event or tradition in which members of the club are expected to perform any activity as a means of gaining credibility, status or entry within that club or society. Examples of such activities might include, the consumption of alcohol, eating concoctions of foodstuffs, nudity and behaviour that may be deemed humiliating. Not lead to financial gain for individuals or committee members. All Media facilities and equipment must be treated with care. EQUAL OPPORTUNITIES POLICY Wherever possible, activities should be accessible to all students who wish to participate. This is in accordance with RUSU s Equal Opportunities Policy (as outlined below). RUSU will not tolerate any form of discrimination, whether direct or indirect, or harassment or bullying based on any random or irrelevant distinction. Examples include distinctions on grounds of age, disability, ethnic origin, caring or parental responsibilities, gender, gender identity, sexual orientation, marital status, civil partnership status, nationality, religion or belief, race, political belief, employment status, socio-economic background, full or part time student status, HIV status, irrelevant criminal convictions, physical appearance, medical condition, mental health status and trade union membership or nonmembership. This list is not exhaustive but demonstrates RUSU s commitment to a respectful environment for all. BREACH OF POLICY If any RUSU Officer Trustee has reasonable cause to believe that a student has committed a breach of this policy they may place that student, club or society under an interim ban with immediate effect. Breaches of this policy will be investigated and the matter may then be taken to a formal RUSU Disciplinary. While a student, club or society is under an interim ban, they shall not, except with the prior consent of the RUSU Officer Trustee of RUSU or their representatives (i) enter onto RUSU premises or use RUSU facilities; or!4

5 (ii) represent RUSU at any event of whatever kind, wherever held. An interim ban shall remain in full effect until the later of the following: (a) the date on which the student is notified of the decision on their case (b) the date of which the student is notified of the outcome of any appeal If the incident occurs at the end of an academic year, any disciplinary sanctions imposed may be levied for the following year. Student Media Policy Part 1. Student Media terms & conditions Subjects & content RUSU fund Student Media to provide the opportunity for students to take part in running the media outlets. Given the opportunities provided by RUSU for student to volunteer for the media outlets, and the reliance of all RUSU s student services on RUSU s income, there are a number of legal guidelines for the media outlets to adhere to regarding RUSU s staff, services, policies and commercial activities. Concerning RUSU RUSU is the parent body, but this does not mean that it cannot be criticised. If a service or policy is not performing as it should then this can and should be highlighted. Publications & productions of this nature can be misconstrued so must be submitted for review by RUSU at least 42 hours before the publication. Always make sure you have spoken to the Student Engagement Officer for quotes and information. Elected officers are accountable to the student body. If they are not performing their role satisfactorily this can be written about but must be submitted to RUSU 48 hours before publication. Individual members of staff must not be singled out in a negative way. They are not elected officers and report to RUSU senior management. Any complaint should be directed firstly to their line manager. Concerning outside venues & services Funding for Student Media comes from RUSU which is a non-profit organisation. RUSU is dependent on its trade from retail and venues to supplement the overheads incurred in its services for students. These services include all student sports, societies, liberation & representation, campaigns and student media. Money diverted away from RUSU, however inadvertently, has a direct effect on the funding available to student services provided. Any advertising of a competing venue or service is strictly prohibited. To clarify, a competing venue or supplier is someone/something that offers what RUSU already does i.e. bars, pubs and clubs in town and around the local area and shops, cafes and newsagents. Where content concerning an upcoming one-off event that is deemed to be in the interests of the general student population is to be held at a competing venue/service provider in the local area, this will be permitted providing that the content about the event and not the venue. Content!5

6 concerning a regular event/club night at a competing venue/service provider will not be permitted. Part 2. RUSU s responsibilities & support Legal Appropriate resources shall be provided by RUSU for the Student Media Team. While RUSU remain the overall trustees; editors, producers and directors should make every effort to keep their publications lawful at all times. While every effort will be made to compromise on issues arising, RUSU reserves the right to withhold content it feels goes against these guidelines. RUSU reserves the right to take necessary action against individuals concerning the content of Student Media and its online versions. RUSU reserves the right to withdraw content from online productions, withhold content from print publications and cancel live on-air broadcasts should it feel it necessary to do so. RUSU reserves the right to withdraw funding and resource for Student Media. Rights to media produced RUSU will own rights to all content produced by Student Media. RUSU will inform the appropriate individual/team of intended use of content outside of RUSU normal operations. Any issues arising can be discussed and resolved on a case by case basis. RUSU will allow individuals/teams to use content produced through Student Media for their own portfolios. However, should the individual/team sell or profit in any way from the use of content this must be brought to the attention of RUSU in advance to ensure all previous conditions are met. Advertising revenue RUSU will provide the opportunity for students to run the Student Media however RUSU will continue to centrally fill advertising space. RUSU will retain all revenue gained from the advertising they source, under the understanding that all income into RUSU is directed back to our Student Activities and Services. Within reason, any potentially controversial adverts will be checked with to ensure they are appropriate. All media advertising requests are to be directed to RUSUs marketing department. Equipment & resources RUSU will provide each area of student media with adequate equipment and facilities to operate their individual discipline. Maintenance or replacement of equipment must be brought to the attention of RUSU. Under no circumstances should maintenance be attempted without authorisation from RUSU.!6

7 Further equipment and resources can be applied for. A written proposal outlining the reasons why additional resources are required together with how they will develop the content produced will have to be submitted to Student Activities. Licensing of all Student Media will be taken care of by RUSU. The Student Media Centre RUSU provides space within its facilities for student media to run. This space must be kept tidy and presentable at all time. All equipment must be left in an acceptable condition, and put away correctly. No food and drink is allowed within the student media centre (except water). Any members found to be irresponsible with equipment or facilities may face disciplinary action. It is the responsibility of the Committee to ensure that the Student Media Centre and Equipment is kept tidy and in order. Student Activities Constitution 1) The Spark shall operate in accordance with the Constitution of Reading University Students Union. 2) The Spark shall follow its aims and objectives. In accordance with guidelines/codes of practice/procedures issued by the body stated in point 3 below. 3)Affiliation If applicable the club/society shall be affiliated to the 4) Membership 4.1 Full Membership Full membership is only available to current University of Reading students Rights & Privileges Shall enjoy all rights & privileges relating to membership of all clubs/societies and the use of the RUSU buildings and its facilities. As provided in the RUSU constitution shall be eligible to hold any office within the club/ society and to vote in club/society elections. 4.2 Conditions of Membership The club/society may not restrict membership or activities from any RUSU student member except when complying with UK law. All members shall have read the club/society Constitution and this should be made readily available to them by the club/society committee. All members agree to adhere to the RUSU Behavioural policy.!7

8 Membership may be revoked by majority resolution of the club/society committee in consultation with the relevant RUSU Officer Trustee. An appeal may be lodged within one week of notification of the decision, by writing to the Chair of the Appeals Committee (the President of RUSU) The club/society may raise money in order to pay for the club/society activities. Membership shall be in accordance with the RUSU Constitution. 4.3 Membership Fees All clubs/societies have the right to charge membership fees. All members including committee members must pay full membership fees if charged. Where membership fees are charged, individuals will not be considered club/society members until they have paid their full membership fees and are registered on the club/society membership list held by RUSU. Where membership fees are not charged, persons will not be considered club/society members until they are registered on the club/society membership list held by RUSU. 5) Meetings The club/society must have regular scheduled committee meetings. These committee meetings will be held (weekly). 5.1 The Editor is required to meet RUSU once every 2 weeks to give an update each other with plans. These meetings will take place on 6) Committee 6.1 Committee Positions Media committee roles may be reviewed with Engagement Officer, and Media Coordinator. 6.2 Committee Responsibilities The Committee shall be responsible for ensuring the compliance of the club/society with its Aims and Objectives as outlined above. The committee are responsible for managing any funds raised through membership and are accountable to their members for these funds. Committee members must not gain financially from their positions. The Committee will be responsible for ensuring that all club/society events and activities adhere to RUSU s Behavioural Policy and Equal Opportunities Policy. At least 1 committee member must attend compulsory RUSU meetings. All contact details for the committee must be made available to RUSU. 6.3 Committee Member Recruitment!8

9 The committee will be recruited via an interview process. These must be facilitated by the Student Activities Department. One members of the committee is able to sit on the interview panel, if they are not re-running for a position. 6.4 Loss of a Committee Member during period of Office In the event of a resignation of a committee member the Student Activities Team will decide on the one of two options. These will be to either appoint an existing committee member to take on the role or open applications and start the interview process for a replacement. 6.5 Removal of a club/society Committee Member The relevant RUSU Officer shall have the authority to remove a Committee Member if they are found to be acting against the Constitution or Policies in this document. A committee member may be removed at request to the Student Engagement Officer of they fail to attend 3 committee meetings in a row, or are seen to not be active within their role. 7) Annual/Extraordinary General Meetings 7.1 Timing of Meetings The Annual General Meeting (AGM) of the club/society shall be held at a time designated by the current committee each year. An Extraordinary General Meeting (EGM) may be called at any time at the request of the committee or 25% of the club/society membership. The Secretary shall send a note of the date, time and venue of each AGM and any EGM with a list of items to be discussed to all members at least two weeks before the scheduled date of the meeting. 7.2 Voting at AGM/EGM Quoracy for an AGM or EGM shall be at least 25% of the total membership. If fewer attend, a new date must be set. The committee should inform RUSU student activities when AGM is occurring and the voting system being used, to ensure that elections are democratic and fairly run. Only current full club/society members (paid and registered with RUSU) are allowed to vote at AGM/EGM. 8) Finance 8.1 Funding The Club/Society will/can be self-funded through membership fees (where appropriate) and other fundraising. Additional funds/funding from RUSU can be applied for via the RUSU funding structure. 8.2) Sponsorship Sponsorship by external groups is permitted providing they meet the RUSU Sponsorship Process Criteria and a Sponsorship Form is completed and signed off by RUSU before any monies are accepted.!9

10 *Any advertising deals must go through RUSUs marketing department. 8.3) Financial Transparency Accounts should be presented by the Treasurer to the club/society committee at the committee meetings as outlined above. The committee must keep up to date accounts of all financial transactions made by the club/ society. The club/society may hold no other bank account other than their official RUSU account. (This is to ensure financial transparency to its membership) All payments for club/society activities shall be made by RUSU unless agreed in advance by RUSU. The club/society accounts shall be presented to the membership at the club/society AGM. The funds of the club/society shall only be used for the purpose of the club/society and no payment shall be made to any members except as reimbursement of expenses incurred on behalf of the club/society. 8.4) Club/Society Debts The club/society shall not incur debts or liabilities. The members of the Committee will be accountable for any such debts or liabilities. 9) Dissolution The Club/Society may be dissolved if: The membership agrees by democratic vote The RUSU Trustee Board deems that dissolution is in the best interest of RUSU student membership. The Club/Society has less than fifteen student members by the end of the autumn term. The Club/Society fails to arrange an AGM. The Club/Society fails to attend compulsory RUSU meetings during the academic year. Any funds or equipment remaining after all debts and liabilities have been met shall remain the property of RUSU. 10) Constitutional Changes This Constitution may be altered only in circumstances whereby the alteration is approved by the appropriate RUSU Student Officer. Alteration to this Constitution must not remove any of the fundamental principles outlined above 11) Committee Agreement The incoming Committee must agree and sign the Constitution at the beginning of their year of office. They must also sign the RUSU behaviour policy alongside this Constitution.!10