Constitution

This is the constitution of the University Radio York society. Any errors in the transcription should be reported to the last editor.

Definitions

1. The name of the organisation will be University Radio York, hereafter referred to as its abbreviation, URY.
2. The Station is used to refer to the URY’s studio building in Vanbrugh College.
3. YUSU and “the union” are used to refer to The University of York Students’ Union (YUSU)
4. YUM is used to refer to York University Media, as outlined in the YUSU Constitution and Media Charter.
5. Computing Service or Computing Services refers to one or more aspects of URY’s computing software and equipment.
6. The University of York shall hereby be referred to as “the University”.
7. Policy & Review Group is as defined in the Bye-laws of YUSU.

Ratification

1. A society shall be recognised by YUSU, provided that a constitution, code of practice, an equipment list, risk assessment and up-to-date membership list are provided.
2. The trustee board will begin the re-ratification process in the summer term for the following academic year.
3. Societies who have not requested to be re-ratified by week 10 of the summer term are considered no longer in existence.
4. Every member of the society agrees to abide by the YUSU byelaws, the YUSU constitution and the society's own code of conduct. The society remains responsible for the actions of its members in the course of their society duties.
5. YUSU retains the right to suspend or refuse recognition to any club or society that contravenes the standard society constitution, the YUSU constitution, or the YUSU byelaws.

Membership

1. Membership shall be open to any member of the University, and any associate member, as defined in the union’s constitution.
2. Membership may be offered to people who are not connected with the University but they may not hold office in the society.
3. Only members of the union may be signatories.
4. The cost of Membership shall be £7 for all members.
5. URY may choose at a Station Meeting to have non-fee paying Honorary members. The Honorary membership will last as long as the Station Meeting decides but shall not be shorter that the remainder of the academic year in which the Honorary membership is conferred.
6. The Honorary President shall be an ex-officio Honorary Member.
7. All members must sign a declaration on joining URY, stating that they have never been, nor have any intention of being, involved in pirate radio.

Honorary President

1. URY will appoint an Honorary President, who must be a member of the University's staff.
2. The appointment of an Honorary President will be approved at a URY Station Meeting, in consultation with the University authorities.
3. The Honorary President will hold URY's license, and should satisfy themselves that the requirements of the license are being adhered to.

Officers

Officer Duties

1. Officers are responsible to the members of the society.
2. Three committee officers must be signatories of the society.
3. No committee officer shall serve for more than 12 months without re-election.
4. An officer is subject to a vote of NO CONFIDENCE by a meeting of the society.
5. An officer may resign at any time by written notification to the Station Manager. The resignation will be immediately announced and nominations open for election. The election must not occur until 7 days after the announcement was made.
6. All Heads of Teams have the following duties:
   1. To coordinate other members of their team.
   2. To promote the team and its activities to current and potential members.
   3. To perform the duties of other Officers within their team if the position is vacant.
7. All Assistant Heads of Teams have the following duties:
   1. To perform duties within their respective Head of Team’s remit under the direction of the Head of Team.
   2. To act as Head of Team in absence of an elected Head of Team.
8. All Officers within a Team must attend Team meetings, organised at least three times a term by the relevant Head of Team.
9. Each Officer position may be held by only one person, with the exception of Assistant Station Manager, for which two people may jointly stand, and Assistant Heads of Teams, for which there are two positions open to one person each.
   1. If one member in a jointly-held position steps down, the other member must also stand down.
10. In addition to the responsibilities listed above, each Officer position has additional duties as outlined in the following sections.

Management Team

Station Manager

1. Shall act as the Head of Team for the Management Team.
2. Co-ordinate and lead all URY Teams, campaigns, activities and events.
3. Chair Station Meetings, EGMs and the AGM.
4. Implement and develop URY’s long term strategic planning processes.
5. Implement and enforce URY’s Constitution and Policy.
6. Produce weekly relevant information to appear in the studio and mailing list.
7. Ensure the Honorary President holds all necessary licenses for URY to operate and that these licenses are paid and adhered to.
8. Co-ordinate entries to all relevant student media awards.

Assistant Station Manager

1. This position may only be held by a member who is already an Officer, who will act as Assistant Station Manager alongside their other duties.
2. Shall act as the Assistant Head of Team for the Management Team.
3. Act as the Health and Safety Officer for URY.
4. Review and update URY’s Health and Safety documentation on an annual basis.
5. Ensures YUSU are informed of any procedures that require their involvement.
6. Ensures all members follow URY’s Code of Practice.

Treasurer

1. Management of accounts and finances in accordance to Section 12 (Finance) of this constitution.
2. Liaison inside and outside the University on all financial matters.

Secretary

1. Taking and publishing minutes of all Station Meetings and Officer Reports.
2. Maintenance of the Station office, including stationary levels.
3. Replying to miscellaneous correspondence.

Presenting Team

Programme Controller

1. Shall act as the Head of Team for the Presenting Team.
2. Responsible for co-ordination of all presenters.
3. Responsible for leading scheduling of Programming and ensuring the quality of Programmes.
4. Responsible for ensuring and verifying the logging of all output.
5. Responsible for ensuring presenter contracts are adhered to.

Training Coordinator

1. Shall act as the Assistant Head of Team for the Presenting Team.
2. Responsible for co-ordinating training of new presenters and ensuring their continued competence and good practice.

News Team

Head of News and Sport

1. Shall act as the Head of Team for the News Team.
2. Coordinate all official campus, local, national and international news, sport, political and current affairs programming.
3. Manage the production of official URY news output both on-air and online, including the weekly URY Newshour.
4. Responsible for the upkeep of Studio 2 in cooperation with the Head of Speech and all URY News OB/Studio equipment.
5. Responsible for covering YUSU Meetings.

News Editor

1. Shall act as the Assistant Head of Team for the News Team.
2. Coordinate news reporters.
3. Organise cover and arrange content for URY’s daily and hourly bulletins.

Sports Editor

1. Produce weekly sport content for the URY Newshour.
2. Coordinate sport reporters.
3. Collate campus sport scores for the URY Website and programmes.

News Reporter (News and Sport)

1. Responsible to URY news and sport editor(s) and the head of news.
2. Should attend the weekly news meeting.
3. Should actively look for campus news and sports stories for the wider agenda.
4. Multiple instances of this officership can be created.

Music Team

Head of Music

1. Shall act as the Head of Team for the Music Team.
2. Acquisition and purchase of musical material and equipment for URY’s use.
3. Liaison with record companies and promoters.
4. Organise presenters for weekly music team shows.
5. Assist the Programme Controller with the scheduling of Specialist Music shows.
6. Compile the weekly URY Playlist and Recommended Listening playlist and ensuring distribution to all presenters.

Assistant Head of Music

1. Shall act as the Assistant Head of Team for the Music Team.

Sessions Manager

1. Organise and produce the weekly URY Sessions Show.
2. Record, upload and maintain an archive of URY live sessions on the URY Music Soundcloud and other locations as determined by the Head of Music.

Interviews Manager

1. Organise and assist with interviews.
2. Record upload and maintain an archive of URY interviews on the URY Music Soundcloud and other locations as determined by the Head of Music.

Librarian

1. Catalogue and maintain music material in the URY Central Database.
2. Catalogue and maintain the URY Vinyl and CD libraries.
3. Develop and implement storage procedures for the URY Vinyl and CD libraries.

Chart Supremo

1. Prepare, produce and present the weekly URY Chart Show.
2. Compile and distribute the weekly URY Chart Return sheets, both internally and externally.

Speech Team

Head of Speech

1. Shall act as the Head of Team for the Speech Team.
2. Manage the production of official URY speech output both on-air and online, including the weekly URY Speech programme.
3. Responsible for the upkeep of Studio 2 in cooperation with the Head of News and Sport.

Assistant Head of Speech

1. Shall act as the Assistant Head of Team for the Speech Team.

Cinema and Theatre Liaison

1. Liaise with local cinemas and theatres to obtain information about press showings and other information such as competitions.
2. Ensure cinema and theatre contact details are up to date.
3. Organise cinema and theatre reviews.

Documentaries and Features Editor

1. Manage the production of official URY speech documentaries and other factual output both on-air and online, in association with the Head of Speech.

Speech Officer

1. Duties given at the discretion of any of the members of the speech team detailed above.
2. Multiple instances of this officership can be created.

Events Team

Head of Events

1. Shall act as the Head of Team for the Events Team.
2. Responsible for organising events, including liaison with YUSU Health and Safety, completion of Event Management Forms and provision of electricity and network access.
3. Responsible for the on-air and online content output of URY throughout special events campus-based or otherwise.
4. Co-ordination of all non-broadcast live events including gigs, club nights, DJ Sessions.
5. Liaison with Station Management and all other relevant Officers regarding every event.
6. Ensure that event financial planning is comprehensive, adequate and cleared by Station Management.

Assistant Head of Events

1. Shall act as the Assistant Head of Team for the Events Team.

Production Team

Head of Production

1. Shall act as the Head of Team for the Production Team.
2. Produce and acquire all jingles, beds, idents, adverts and audio promotional material.
3. Provide assistance for presenters producing material for their shows.
4. Provide radio edits of tracks as requested by the Presenting and Music Teams.
5. Organisation and maintenance of production CDs and resources on URY’s computer system.

Assistant Head of Production

1. Shall act as the Assistant Head of Team for the Production Team.

Computing Team

Head of Computing

1. Shall act as the Head of Team for the Computing Team.
2. Work with the YUSU Data Protection Officer to ensure all information is stored appropriately.
3. Ensure the privacy of all users and their data.
4. Ensure that URY’s output or other IT Services systems are not unduly disrupted by a URY run Computing Service.
5. Ensure the security of URY’s Computing Services, including the encryption of all sensitive information (e.g. passwords).
6. Manage and issue credentials and privileges with the URY Computing Services.
7. Ensure the use of any Computer privileges delegated to any member are used only for the purposes in which they were granted, including revoking such privileges if they are abused. Any such revocation will be done with the consent of the Management Team and reviewed at the next Station meeting.
8. Liaise with IT Services on the maintenance and development of Computing Services, including ensuring the continued provision of URY’s external network connectivity.
9. Liaise with Heads of Teams and other Officers to ensure Computing Services are used in their intended and optimal fashion, and to ensure Computing Services develop to continue to satisfy URY’s requirements.
10. Manage and ensure the continued service of URY’s Webcast output.
11. Delegate privileges on Computing Services to other members of URY, YUSU or IT Services, with consent from the Management Team.
12. Shall have full, unrestricted access to all Computing Services for the purpose of ensuring their continued service and development, including the `root` password for all servers.
13. Work with the Chief Engineer to prepare and develop Disaster Recovery plans to enable continued operation or to restore operation as quickly as possible in the event of an emergency, including the loss of the Head of Computing and associated privileges to the Computing Services.

Assistant Head of Computing

1. Act as the Assistant Head of Team for the Computing Team.

Webmaster

1. Maintain the URY front-end website (ury.org.uk), including any browser-based online Computing Service and any alternate formats (e.g. mobile/print).
2. Evolve and develop the URY website alongside the Management and Marketing Teams.

Computing Officer

1. Multiple instances of this officership can be created, each with a specialist role within the team's remit.
2. These roles are decided upon by the head of team as required.

Engineering Team

Chief Engineer

1. Shall act as the Head of Team for the Engineering Team.
2. Maintenance, development and procurement of URY’s broadcast equipment, including the transmitter and aerial mast.
3. Upkeep of URY’s fixtures and fittings.
4. Ensure Outside Broadcasts and other events have sufficient technical assistance.
5. Ensure URY equipment has passed necessary safety tests (e.g. PAT testing).
6. Work with the Head of Computing to prepare and develop Disaster Recovery plans to enable continued operation or to restore operation as quickly as possible in the event of an emergency, including the loss of the Chief Engineer, station or broadcast equipment.

Assistant Chief Engineer

1. Shall act as the Assistant Head of Team for the Engineering Team.

Engineering Officer

1. Assists Chief Engineer and Assistant Chief Engineer on Outside Broadcasts and other engineering projects as directed.
2. Multiple instances of this officership can be created.

Marketing Team

Head of Marketing

1. Shall act as the Head of Team for the Marketing Team.
2. Manage external representation of URY.
3. Acquire on-air and off-air sponsorship/advertising in agreement with the Management Team.
4. Produce, verify and distribute URY publicity.
5. Promote URY to its listeners and enhance URY’s presence within the University.
6. Co-ordinate promotions and competitions, including warm-up shows for the weekly YUSU Club Nights.

Assistant Head of Marketing

1. Shall act as the Assistant Head of Team for the Marketing Team.

Digital Content Manager

1. Negotiate, upload and maintain URY’s online content including, but not limited to URY Player, photos and videos to assist with on-air programming.
2. Develop and maintain consistent use of social media to extent the online presence of URY.
3. Co-ordinate with the Management and Presenting Teams to ensure a fair online representation of URY.

Other Officers

Social Secretary

1. Organise and publicise regular URY socials to all members in accordance to YUSU guidelines.

Officer without Portfolio

1. Shall not be a member of any team.
2. Assists any team under the direction of Heads of Teams and the Management Team.
3. Shall polish the URY plaque.

Code of Practice

1. A member must not participate in or omit to mention anything which might cause injury/damage to themselves or others.
2. All members must adhere to the health and safety rules and procedures of YUSU, the society and the University.
3. No members should attend workshops, activities and meetings under the influence of drink and/or drugs.
4. No member should undertake any action that may bring the reputation of the society, YUSU or the University into disrepute.
5. Respect the different viewpoints of the society members if different from your own.
6. Respect the property of the university, YUSU, the society, University students and society members.
7. All members should have access to the contact details of the whole committee.
8. The Committee shall oversee health and safety, coordinate safety checks and PAT test electrical goods owned by the society.
9. Participant selection for society activities should be objective.
10. Keep all records of the society up to date such as membership lists and contact details.
11. Socials (and the activities within) are opt-in only and shall have no bearing on any status within the society, and/or society elections.
12. Drinking should not be the theme of the social and members should be able to take part in all activities whether drinking alcohol or not.
13. Members of YUSU will not apply what may be perceived as peer pressure upon individuals in any social situation.
14. Breaches of this code of practise may result in a disciplinary hearing carried out by the Student Activities Officer.

Broadcasting Policy

1. Any officer can make a request for broadcasting to cease to the following people, and it must be confirmed by them:
   1. Station Manager
   2. Assistant Station Manager
   3. Honorary President
2. Broadcasting may recommence when the person who initiated the cessation gives their consent and has consulted the above.
3. A decision to deny the use of URY facilities to any member may be made at a Station Meeting. That person must be informed when such a motion is to be discussed and invited to the relevant meeting. The Station Manager, Assistant Station Manager, Programme Controller and Training Coordinator may deny the use of facilities temporarily until the next Station Meeting.
4. A member may appeal any decision made to the YUSU Student Activities Officer.
5. All broadcasting will comply with the relevant standards and practices published by Ofcom and other relevant licencing and standards bodies.
6. All presenters must sign a copy of the Presenter Contract before going on air.
7. A list of all persons who were on air at any time, including guests must be maintained.
8. The News Team are entitled to at least a two-minute hourly news programme and a 60 minute weekly news programme, to be scheduled jointly by the Presenting and News Teams.
9. The Music Team are entitled to at least a 60 minute weekly music programme, to be scheduled jointly by the Presenting and Music teams.
10. The Speech Team are entitled to at least a 60 minute weekly speech programme, to be scheduled jointly by the Presenting and Speech Teams.
11. All broadcast output, including sustaining services, must be logged in accordance with the Ofcom guidelines.
12. The Head of Computing and Chief Engineer must separately check, that both audio loggers are working on a weekly basis whilst URY is broadcasting.
13. An officer of the Computing or Engineering Teams must confirm that both audio loggers are working after any work in their vicinity.

Lending & Services

1. Equipment or facilities may be leant out for non-URY purposes at the discretion of a Station Meeting, with the permission of the Chief Engineer. URY reserves the right to refuse lending.
   1. A nominal charge may be made for this service on a case-by-case-basis.
   2. All borrowed equipment is to be returned as soon as possible. Damaged or faulty equipment must be taken to the Chief Engineer and repair costs will be applicable to those that have borrowed the equipment.
2. All music in the URY Central Database and CD and Vinyl Stores are not for the personal use of any URY member or any body other than URY. All relevant copyright and distribution laws must be adhered to.
3. Requests received by URY for the provision of DJ services can be accepted at the discretion of a Station Meeting.
   1. Guide pricing is £50 per night regardless of the quantity of DJs.
   2. YUSU or other large campus events may have this fee waived at the discretion of a Station Meeting.

Meetings

1. Societies can hold committee meetings, general meetings, AGMs (Annual General Meetings) and EGMs (Extraordinary General Meetings).
2. All meetings are open and must be advertised to all members. A motion may be passed to exclude non-members of URY.
3. EGMs shall be advertised to the society members and the YUSU Student Activities Officer seven working days before the meeting.
4. Motions must be passed by a simple majority of those present and voting.
5. The quorum for all meetings shall be 10% of the membership of the society.
6. If quoracy cannot be met at a society general meeting, called in accordance with its constitution, Policy & Review Group can ratify the decisions taken.
7. Abstentions shall count towards quoracy but shall not count for or against.

Station Meetings

1. URY shall hold a Station Meeting, which incorporates both a committee and general meeting on a weekly basis during term time.
2. Station Meetings may be chaired by any Officer at the discretion of the Station Manager.
3. The agenda of Station Meetings will be decided by the chair, but must include ratification of the previous minutes, Head of Team reports and Any Other Business.

Debate Motions

During debate, the following calls from the floor are allowed:

1. Challenge to the quorum. This will result in an immediate count of those present, and the meeting will be closed if inquorate.
2. Challenge to the chair. This will result in the challenger being asked to put their reasons to the meeting. The chair may reply to the challenge. The meeting will then reach a decision by means of a SMV. If the challenge is upheld, the chair is passed to the successor as defined in Order of Succession below, for the remainder of the meeting or until such time as a subsequent challenge to the chair is upheld.
3. Move to a bar. This will result in a vote being held on whether or not to move to a bar, the vote being a SMV. If the motion is passed the meeting will be adjourned while all members proceed to the nearest college bar with instructions to purchase one pint (or appropriate legal measure) of any liquid provided by the licensee for consumption on or off the premises. The meeting will recommence when 75% of those who have proceeded to the bar have returned, subject to a quorum count.

Order of Succession

The order of officer succession at Station Meetings is as follows:

1. Station Manager
2. Assistant Station Manager
3. Programme Controller
4. Training Coordinator
5. Head of News
6. Head of Music
7. Head of Speech
8. Head of Marketing
9. Head of Production
10. Chief Engineer
11. Head of Computing
12. Head of Events
13. Assistant Head of News
14. Assistant Head of Music
15. Assistant Head of Speech
16. Assistant Head of Marketing
17. Treasurer

Elections & AGM

1. An AGM of the society will take place at least once in every 12 month period, in which every Officer position is re-elected, with the exception of Assistant Station Manager which is elected at the subsequent Station Meeting.
2. This meeting shall be called by the Station Manager and be advertised to all members of the society and the YUSU Student Activities Officer with at least seven working days’ notice.
3. All members should be made aware of their ability to stand for election and vote.
4. Non-members and non-students’ union members shall not be permitted to vote or stand for election.
5. Election rules require candidates to leave the room and a choice of either STV or simple majority voting.
6. The YUSU Student Activities Officer can call a general meeting of any society, at which elections can be held, with significant cause to do so.
7. An election may be held at any Station Meeting. Nominations must reach the Station Manager in writing 48 hours before the start of the meeting at which the election is to take place.
8. Each candidate must be nominated and seconded in their nomination. All URY members except the returning officer may propose or second any one candidate for each post.
9. Absentee voting in elections will not be permitted.
10. At the Station Meeting following an AGM, any position which remains vacant may be temporarily delegated to any other Officer until such a time that the position is filled.
    1. It must be clear to all members that the Officer position is still available.

Constitutional Amendments

1. This constitution may be amended by a two thirds vote at a society general meeting.
2. If amended, the constitution shall be re-ratified by the YUSU Student Activities Officer before coming into effect.
3. Any proposed amendment must be notified to the members seven days before the meeting at which it is to be discussed. The proposed constitution must be displayed prominently on the URY notice board.

Finance

1. All the Society’s funds will be lodged with YUSU; all monies should be banked with the YUSU Finance Office.
2. The treasurer, chairperson and secretary shall automatically be signatories to accounts opened by the society, but this can be altered with the committee’s approval. YUSU must always have an up-to-date signatory list.
3. Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of the society. Signatories may not sign for claims made on their own behalf.
4. The society’s own funds accounts shall be available for inspection at any reasonable time by any member of the society on the online membership list, the YUSU Student Activities Officer or Policy & Review Group.

Indemnity

1. The Honorary President will be indemnified, out of URY's assets, against losses or liabilities which they may incur in or about the execution of their office or otherwise in relation thereto.
2. Every officer of the society shall be entitled to be indemnified out of the assets of the society against all losses or liability which he or she may sustain or incur in or about the execution of or in relation to his or her office.
3. No officer of the society shall be liable for any loss, damage or misfortune which may happen to or be incurred by the society in the execution of the duties of his or her office in relation thereto.
4. Providing that nothing in this clause shall affect their liability for the consequences of any negligent act on their part.