SOLA Spectator Newspaper Constitution
Newspaper Executive
The editor of the newspaper will be elected through a one person- one-vote system. Editorial candidates must submit their names before the voting process. The paper’s editor will be selected in a first-past-the-post electoral system. Simply, the candidate that garners the most votes becomes editor. In the event of a tie the Advisory Board would select the editor from the tied candidates. The staff of the newspaper cannot leave the first meeting of the year without electing an editor.
The editor oversees the day-to-day operations of the newspaper. The editor brings forward a candidate for treasurer at the second meeting of the year. The editor sets and enforces deadlines. The editor, after consultation with the Advisory Board, may choose to eject someone from the paper. This person must be seen to be hindering the paper’s staff or production. The editor must set the agenda for every newspaper meeting. The editor chooses the date for every newspaper meeting after consultation with the group. The editor must approve any changes to the paper’s constitution and must give an address as to the state of the paper at least once a year. The editor must approve of every article included in the newspaper. The editor must approve of each article that each writer has chosen to write about. The editor oversees distribution of the newspaper. The editor also has powers to overrule the constitution in the event of an emergency, but the emergency must be deemed so by a member of the Advisory Board.
After the editor is elected he or she must select a person to be the paper’s Treasurer. After the editor has made his decision the rest of the paper’s staff will vote to either confirm or reject the candidate. The leader of the Advisory Board will ask for those who favour the editor to say yea and then those opposed to say nay. If nobody says nay then the candidate is considered confirmed. If someone says ‘nay’ then the confirmation will go to a secret vote process. The candidate must receive over half of the vote (51%). If the candidate is rejected by an unsubstantial vote than the floor will be opened to nominations. The nominations will be voted on also needing 51% to be confirmed. The staff of the newspaper cannot leave the second meeting of the year without confirming a treasurer.
The treasurer oversees the finances of the paper. The treasurer acts as sort of a vice editor and will lead paper meetings in the absence of the editor. The treasurer decides how to raise money for the paper and then how to spend the money. The treasurer will determine when to ask the school for funds and when to spend from the paper’s own resources. The treasurer must give a report on the party’s finances at every staff meeting. The treasurer must also address the staff concerning the paper’s budget at least once a year. The treasurer controls all funds accumulated by the paper and will settle all debts the paper may accumulate.
The Advisory Board is made up of all teachers who are associated with the paper. The Board will oversee the actions of the editor, treasurer and staff of the paper. The Board advises the editor on certain sensitive issues and act as paper liaison to the school. The Board will lead newspaper meetings when the editor and treasurer are absence. The Board also has the right to bring impeachment proceedings to the paper’s staff. At least one board member must see each newspaper before it can become published. The Board also coordinates the newspaper’s Internet site along with the editor. The Advisory Board has the power to prematurely end meetings in an emergency situation. The Advisory Board must approve of the use of emergency powers by the editor.
Impeachment is the process of removing an official from office. Only the Advisory Board may bring forth an impeachment vote. If the Advisory Board feels that the editor is not doing his or her duty to the best of their ability then they may make a recommendation that the paper staff vote to impeach the editor. If this occurs then one staff member must rise in the meeting in the time allotted to ‘new business’ and ask for an impeachment vote. If this occurs the paper staff (not including the treasurer or Board) is given a piece of paper on which they will indicate if they are for or against impeachment of the editor. The treasurer, who counts the votes, will announce the result of votes. At least two thirds of the paper must vote for impeachment or it is considered a vote of confidence for the editor to continue. Impeachment proceedings must be held in the presence of the editor and not in his or her absence. An impeachment vote is mandatory if the newspaper has not published an issue in over forty school days.
The editor sets the agenda of every staff meeting. The editor must allow time for new business and suggestions. Each meeting must include a financial report from the treasurer. If the treasurer is absent the Editor will move that the report be pushed back until the next meeting. If there is a pressing financial concern the editor will give the report. In each meeting al articles completed will be handed in to the editor on disc. The Advisory Board is also allotted a time in each meeting to say anything of concern.
The paper will meet at least once a week for at least fifteen minutes each time. If there is no way to meet in a certain week then the Editor must confer with the Advisory Board and Treasurer. Each meeting is opened by the editor and closed by the editor. The editor, however, cannot end a meeting unless a staff member requests a motion of adjournment.
Each member of the paper is expected to attend every staff meeting. The meeting dates are set on a meeting-by-meeting basis. If a person misses two meeting without an acceptable excuse he or she may be ejected from the paper. For a meeting to take place at least half of the paper’s staff must be present. Attendance will be taken every meeting by the editor.
At each meeting editor appoints someone to take the minutes. Usually it is the same person each time, however, if the person is absent or cannot fulfill their duty then another staff member will write the minutes. The minutes must be taken at each meeting and submitted to the editor at the conclusion of each meeting. The minutes for each meeting must be photo copied and given to each staff member at the next meeting.
The paper should consist of one editor, one treasurer and eleven writers. The paper would then have a staff of thirteen not including the Advisory Board. Addition of staff members will occur on a case-by-case basis. If a staff member leaves the paper for any reason a replacement must be selected within the next month. The paper staff can fluctuate above thirteen if deemed appropriate by the editor. The editor, however, must give reason to the paper’s staff about why he or she feels a new member will benefit the paper.
The name of the newspaper can only be changed in an unanimous decision of the newspaper staff. An amendment to change the name must be introduced during the ‘new business’ section of the staff meeting.
Any other changes to the newspaper constitution must be debated in a staff meeting and then voted on by the entire staff. In order for the constitution to change, two thirds of the staff must support the change along with the editor, Treasurer and Advisory Board. Suggested changes may be brought up during the ‘new business’ portion of each staff meeting.
Each article that is submitted must be at least 100 hundred words in length. Each article must be written in the font known as ‘Times New Roman’ at size ’12. Each article must be saved on disc and presented to the editor along with a hard copy. The format of each picture will be in JPEG. Each article should include a by line which lists the author and genre of the article. These requirements may be altered at the editors discretion.
As aforementioned, the editor will set all deadlines. If a writer cannot meet his or her deadline without an acceptable excuse they will be suspended from the paper until a judgment is made regarding his or her future within the staff. The editor decides, in conference with the Advisory Board, whether or not an excuse is acceptable.
In the first meeting of each year a person must be chosen to be the paper’s Internet assistant. The editor will ask if anyone would like to be the position and if necessary he will appoint someone.
The internet assistant has no defined role other than to help ease the workload for the editor and Advisory Board consultants who update the paper’s website.
The Internet will be used to update the school regarding publication dates and upcoming stories. The paper will use a free web address through the ‘Geocities’ system. Only the Editor, Advisory Board and Internet Assistant will be able to alter the website. The site must be updated on a weekly basis and use of resources such as Reuters and the Associated Press will be mandated.
The distribution of the newspaper falls under the editor’s jurisdiction. The distribution of the paper should be handled in a way that results in the paper reaching the most people. The paper should be distributed in a tasteful manner.
The newspaper must be published at least once every two months and at least three times in each semester. The staff should aim to publish the paper once every three weeks. If a paper is not published within two moths then an automatic impeachment vote is brought before the staff. (See impeachment rules)