ARGOSY PUBLICATIONS INC.

POLICY MANUAL








DRAFT 2
04/10/11






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

PART I: DEFINING PRINCIPLES
1. The Argosy Statement of Principles
2. No Religious Affiliation

PART II: MEMBERSHIP FEES
1. Membership Fee
2. Membership Billing Procedure
3. Membership Withdrawal

PART III: HUMAN RESOURCES
1. The Argosy Code of Conduct
2. Progressive Discipline for Staff
3. Performance Reviews
4. Staff Surveys
5. Emergency Removal Procedure
6. Personal Grievances
7. Sensitivity Training

PART IV: FINANCES & PUBLISHING
1. Honoraria
2. Budget
3. Purchasing
4. Publishing Year
5. Suspension of Publishing

PART V: HIRING
1. Editor in Chief Hiring Procedure
2. Staff Hiring Procedure
3. Interim Hiring Procedure
4. Copy Editor Editing Test

PART VI: JOB DESCRIPTIONS
1. All Staff
2. Editor in Chief
3. Business Manager
4. Advertising Manager
5. Office Manager
6. Production Manager
7. Circulations Manager
8. IT Manager
9. Online Editor
10. Copy Editors
11. Photo Editors
12. Illustrator
13. Section Editors
14. Writers

PART VII: ADVERTISING
1. Student Group Advertising
2. Local Advertising
3. National Advertising
4. Quid Pro Quo Advertising

PART VIII: STAFF TRAINING
1. Staff Manuals
2. Fall Training
3. Winter Training

PART IX: MEETINGS
1. Staff Meetings
2. General Meetings
3. Emergency Meetings

PART X: WEBSITE
1. Mandate
2. Code of Conduct
3. Responsibilities

PART XI: SUSTAINABILITY
1. Ecological Sustainability Framework
2. Paper Waste
3. Online Guides

PART XII: CUP MEMBERSHIP
1. General Definitions
2. Fees
3. Contact

PART XIII: LIBEL & COPYRIGHT
1. Code of Ethics
2. Copyright
3. Email Policy
4. Confidentiality
5. Charges of Libel

PART XIV: MISCELLANEOUS
1. Statements of Support
2. Partnerships
3. Journalism Resources
4. Crake Sawdon Award



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Part I: DEFINING PRINCIPLES

1. The Argosy Statement of Principles
We, the funders of Argosy Publications Inc., affirm that the student press has a vital social, political,
and informative role. We propose the following as the basis of that role, which will be expressed in a
wide variety of editorial policies.
a). Common Principles
i. We believe student publications exist as an essential component of the student communities
they come from and that they should be accessible to those communities.
ii. In addition, we believe The Argosy should maintain a critical perspective, and keep in mind
the needs and concerns of non-students.
iii. We believe student papers can be valuable and constructive within their communities, by
providing information and analysis, and by giving a forum to individuals and groups that have
little or no access to other media.
iv. We also believe The Argosy should work towards environmental responsibility.
v. We believe The Argosy should acknowledge its privileged position in being relatively free
from commercial and managerial controls. It should strive to protect and enhance that
position by defending its editorial autonomy and giving its staff the power to democratically
determine tbo oors oovorlisinq ono inonciol olicios. 8ocooso o ils rololivo roooom, The
Argosy can examine issues neglected by other media. Our mandate is to cover issues which
affect students. However, we believe that no subject need fall outside the grasp of the student
press, and that we best serve our purposes when we help widen the boundaries of debate on
educational and social issues.
vi. Thus, we intend to defend freedom of expression, and make possible an atmosphere of
critical inquiry and imaginative thought. As it recognizes the potential dangers of the
concentration of corporate media ownership, The Argosy recognizes its responsibility to work
towards and promote an atmosphere of media diversity.
vii. In pursuit of these ideals, we shall employ educative, investigative and active methods. We
also will try to recognize our own limitations, and to maintain a sense of humour and humility.
b). Freedoms and Responsibilities
i. We believe our ideals can only be achieved under conditions of freedom and autonomy for
the people working in the student press.
ii. Therefore, we believe The Argosy should be free to determine and uphold their own
editorial policies, including advertising policies, regardless of pressure from student
governments, school administrations, police, and any level of government, corporations or
any others.
iii. We believe The Argosy should be free from the implicit editorial control that results from
financial control of the publication by student governments or administrators.
iv. We believe The Argosy should receive in full and without delay any student levies collected
on their behalf by administrations, or budgets approved by students, their governments, or
their administrators. These funds should not be discontinued, withheld, or decreased by any
moons or onoor ony circomsloncos olbor lbon lboso sociioo in lbo oolicolions conslilolion
or in agreements between the publication and the financial body concerned.
c). The Role of The Argosy
i. We affirm that The Argosy shall contribute to the intellectual and social life of the Mount
Allison community by (1) keeping students informed about events in the community, (2)
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actively encouraging and undertaking critical analysis of events affecting Mount Allison
students; (3) providing a forum for reputable print media, and; (4) providing a forum for the
expression of student opinion.
v. We affirm that the Statement of Principles is a living document, and only continual criticism,
refinement, re-evaluation and renewal can ensure it remains so.

2. No Religious Affiliation
a. Although members are permitted to express religious inclinations so long as they do not contravene
the Statement of Principles, The Argosy will not associate itself with any particular religion or religious
group.

Part II: MEMBERSHIP FEES

1. Membership Fee
There will be an annual fee charged to all registered students of Mount Allison University.
a. Tbo onnool oo will oo ovolooloo oocb yoor oy lbo incominq ono oolqoinq Eoilors in Cbio
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 Argosy a week before it occurs with the proposed
increase clearly stated within the advertisement.
2. Membership Billing Procedure
Direct billing of all funders is handled by Mount Allison Financial Services. The Business Manager
must fill out the appropriate paperwork once during each Academic term to receive the funds from
Financial Services. Financial Services must be notified of changes to the membership fee directly after
they occur.

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

PART III: HUMAN RESOURCES

1. The Argosy Code of Conduct
a). Scope
i. This code applies to The Argosy workplace. For the intent of the code the workplace is
defined as The Argosy office, the time at all CUP conferences, board meetings, as well
as the time spent traveling to and from said conferences and meetings. The Argosy
workplace also extends to all Argosy listservs and communications from Argosy email
addresses as well as any other time that an Argosy staff member or volunteer can
reasonably be considered to be representing The Argosy.
ii. This code applies to all staff members of The Argosy, meaning the officers and volunteers.
b). Jurisdiction
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i. Complaints with respect to a violation of this Code may be made by members of The Argosy in
relation to the conduct of other members where the complainant is directly or indirectly
affected by the conduct in question. See paragraphs 1.h.i and 1.j.i of Part VI of The Argosy
policy manual.
c). Rights
i. All Argosy staff and volunteers may reasonably expect to pursue their work in a safe and civil
environment. The Argosy therefore does not condone harassment or offenses against property.
The Argosy does not condone harassment on the basis of race, colour, sexual orientation,
disability, age, marital status, political or religious affiliation, place of origin, class or gender.
d). Harassment
i. Harassment may be verbal, physical, or psychological. It is unwelcome and unsolicited. It may be
one incident or a series of incidents. Harassment consists of any vexatious comment or
conduct that is known, or should reasonably be known, to be unwelcome.
ii. Harassment may include, but is not limited to:
1. onwolcomo romor|s, |o|os, innoonooos or loonls ooool o orsons oooy, clolbinq, sox,
sexuality, racial background, disability, age;
2. insulting gestures and practical jokes: for example, of a sexist, racist or homophobic
nature;
3. the display of pornographic and/or racist material;
4. leering;
5. refusing to talk to, or work cooperatively with a person because of her or his sex, race,
colour, sexuality, age;
6. unwelcome physical contact, such as patting, touching, pinching;
7. unwelcome sexual overtures;
8. sexual assault;
9. physical assault; and,
10. creating, or threatening to create, a condition which unnecessarily endangers or
threatens the health, safety or well-being of another member or group of members.
e). Behavioural Expectations
i. Staff and volunteers are expected to conduct themselves in a manner that is conducive to a
positive environment and abstain from conduct that is detrimental to the reputation of The
Argosy.
f). Offenses Against Property
i. Offenses against property are defined as wilfully or recklessly taking, having unauthorized
possession of, and/or damaging or destroying any property belonging to:
1) The Argosy; or
2) any staff or volunteer when such property is in The Argosy workplace.
To threaten any of the above-mentioned offenses will be considered in the same light.
g). Conflict of Interest
i. As journalists we feel it is important to maintain accuracy, integrity and fairness in all
situations. Thus we shall make every effort to avoid conflicts of interest, both real and
perceived.
ii. If a conflict of interest arises, the staff member in question shall inform the Editor in Chief or
Human Resources Representative immediately, and a plan of action developed as quickly as
possible.
iii. To avoid conflict of interest:
1. there shall be a clear delineation between opinion pieces and reporting.
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2. Argosy staff shall not write or edit articles concerning any organization movement or
affiliation of which he or she is a volunteer, member, paid staff, or involved in any
capacity.
3. Argosy staff should not be working for any non-affiliated political bodies or lobby
groups.
4. Argosy staff shall disclose previously existing relationships with sources or subjects.
5. Argosy staff must not use privileged information obtained by their position to further
personal interest.
iv. Recognizing our own fallibility as writers and editors, Argosy staff are encouraged to ask for
a second opinion or seek feedback if they are unsure if a conflict of interest exists. Seeking
and receiving feedback is a way to improve coverage in our newspaper.
h). Responsibilities
i. All Argosy members are expected to refrain from violating this Code. Members of The
Argosy who have supervisory authority over others bear particular responsibility to act in a
timely and effective manner if they become aware of any violation of this Code.
i). Assistance From HR Representative
i. This Code establishes that the Human Resource Representative is mandated to assist Argosy
staff and volunteers in resolving incidents involving an alleged violation of this Code, in an
effective and constructive manner. Such assistance is available to individuals who believe that
they have been subjected to conduct that violates this Code, to those with supervisory authority
who are called upon to respond to incidents of such conduct, and to those individuals who
have been charged with the violation of this Code.
ii. In the case where the HR Representative has violated this Code or is perceived to pose a
conflict of interest to the case, the complainant may seek assistance from the Chairperson of
the Board. The Chairperson thus takes on the role of the HR Representative for this purpose.
j). Complaints Subject To A Range Of Responses
i. In keeping with the desire to settle conflicts in an effective and constructive manner, The
Argosy shall endeavour to seek an appropriate response to any alleged violations of this
Code, ranging from the use of alternate methods of conflict resolution to formal procedures
for adjudicating complaints (Section 2 of Part III of The Argosy policy manual). If a violation
has occurred, every attempt shall be made to use remedies and sanctions that restore
harmony, collegiality and cooperation between members.
k). Fairness And Consistency
i. Complaints made under this Code shall be adjudicated in a manner that is consistent with
the principles of natural justice and fair for all parties to the complaint, regardless of
constituency. The principles of natural justice may be defined broadly as the obligation to hear
the other side and to make a decision untainted by bias.
l). Consultation with the HR Representative
i. The HR Representative shall be impartial in the exercise of her/his functions, and shall
respect the confidentiality of all parties to any matter in which the HR Representative has been
requested to assist.
m). Complaints Relating to the Operations of the HR Representative
i. If a member considers that the HR Representative has failed to follow the procedures
outlined in this Code, with respect to any matter to which the member has been a party, she
or he may submit a written complaint, detailing the alleged procedural failure, to the
Chairperson of the Publication Board. The Chairperson shall investigate the complaint against
the HR Representative and inform the member of the results of the investigation. The
Chairperson, in consultation with the Editor in Chief, shall decide upon an appropriate
disciplinary course of action.
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ii. In the case where the Chairperson is acting as HR Representative, the complainant shall file their
complaint with another member of the Publication Board to carry out this function.
n). Recourse to Law
i. This Code does not detract from the right of members to seek the recourse of law.

2. Progressive Discipline for Staff
a). Should any party feel that any paid staff member is not meeting the terms of his/her
contract or is not fulfilling aspects of his/her job description, the following procedure shall be
followed.
b). The complainant will send a formal grievance letter to The Argosy Human Resources
Representative, or the Editor in Chief. The letter should outline the specific grievance and what action
the complainant wishes to see.
c). Upon receipt of a formal grievance letter, the Editor in Chief and Human Resources Representative
must meet to discuss the grievance. The Editor in Chief and Human Resources Representative will
proceed with discipline at their discretion as outlined in section f.
d). The Human Resources Representative and Editor in Chief will endeavour to maintain the
confidentiality of the complainant at all times.
e). The Human Resources Representative will be responsible for filing all correspondence and
documentation of the disciplinary process and for maintaining its confidentiality
f). Should discipline be deemed necessary by the Editor in Chief and Human Resources
Representative, the Editor in Chief must immediately arrange for a meeting with the staff member
against whom the grievance was filed, at which time an oral warning will be issued.
i. This warning must include specific examples of the behaviour that needs to be changed and
suggestions for performance improvement.
ii. This warning must be documented and filed in the confidential personnel files kept by the
human resources representative.
iii. Documentation should include the date of the warning, the improvements that need to be
made and the signatures of the human resources representative and Editor in Chief.
iv. Documentation should also include any responses by the staff member in question to the
charges of poor performance.
g). No less than two (2) weeks after the initial oral warning the Editor in Chief and the Human
Resources Representative shall meet to discuss the performance subsequent to the oral warning of the
staff member in question and decide if further disciplinary action shall be pursued.
i. Should further discipline be deemed necessary a second and final warning will be issued.
ii. The second and final warning is written, signed and given to the staff member by the Editor
in Chief and Human Resources Representative
iii. The second warning must include suggestions for performance improvement and explicitly
state that if poor performance continues the staff member will be fired.
iv. A copy of the second warning must be signed and dated by the staff member in question
and filed in the confidential personnel file by the Human Resources Representative.
v. If the staff member disagrees with the content of the warning, he or she can write a letter to
the Human Resources Representative outlining what he or she disagrees with. This letter must
be received by the Human Resources Representative within one (1) week of issuance of the
written warning.
h). No less than one (1) week after the issuance of the second warning, the Editor in Chief and the
Human Resources Representative shall meet to discuss the performance subsequent to the written
warning of the staff member in question and decide if further disciplinary action shall be pursued.
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i. Should further discipline be deemed necessary the Editor in Chief and Human Resources
Representative will call an emergency meeting of the Publication Board to discuss the dismissal
of the staff member in question.
i). In the event that the Publication Board pass a motion with a two-thirds (2/3) majority endorsing the
dismissal of the staff member in question, the staff member in question must be contacted immediately
to notify him/her that the Board motion for his/her impeachment shall be presented at an emergency
Board meeting to be held no less than one (1) week from the date of notification.
i. The notification is written, signed, and given to the staff member by the Human Resources
Representative and at least one other member of the Board.
ii. The staff member shall be informed of his/her right to prepare and present a defence at the
time of the impeachment motion.
iii. The notification must be documented and filed in the confidential personnel files kept by
the Human Resources Representative.
iv. Documentation should include the date of the notification, and the signatures of the
Human Resources Representative and Editor in Chief.
v. Documentation should also include any responses by the staff member in question to the
notification of the impeachment motion.
j). Immediately after contacting said staff member the Human Resources Representative will send an
email to the paid Argosy staff listserv informing all staff members that the discipline process has been
exhausted and that there will be a motion for the impeachment of said staff member.
k). An impeachment motion may only be carried by a two-thirds (2/3) majority vote at a duly called
Board meeting with a required quorum of two-thirds (2/3) of 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 Board shall not, during the spring semester or a semester when The Argosy is not
being published, vote to dismiss any person elected to a paid staff position with The Argosy.

3. Performance Reviews
a). During the last month of the Fall semester, the Human Resources Representative shall work with
The Argosy to complete performance reviews of each paid position on the newspaper.
b). With the understanding that the performance reviews must be inclusive, the Human Resources
Representative shall observe all staff members completing their duties on at least two (2) occasions
during the Fall semester.
c). The Human Resources Representative shall send out four (4) calls for mandatory feedback from the
staff;
i) The Editorial, Production, Operations, Support, and Writing staffs shall provide written
feedback on the performance of the Editor in Chief,
ii) The Editorial, Production, Operations, Support, and Writing staffs shall provide written
feedback on the performance of all subsections of staff,
iii) The Editor in Chief shall provide written feedback on the performance of all staff.
ix) Send a campus-wide email to students asking for feedback on staff performances. All
responses should be sent directly to the Human Resources Representative and kept
confidential.
d). The Human Resources Representative shall compile all external and internal information into a
formal report. The report must be presented to the Publication Board at the first meeting of the Board
after 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 recommendations
for staff advancement.

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4. Staff Surveys
a). A staff survey, created by the Editor in Chief and in conjunction with the Human Resources
Representative, must be administered to the staff 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 the
Board at the final meeting of the year with suggestions for structural improvement.

5. Emergency Removal Procedure
a. Under extreme circumstances such as sexual assault, fraud, embezzlement, etc., the Publication
Board shall have the authority to terminate immediately the employment of any Argosy staff
member as outlined in Part III of The Argosy Policy Manual, Section 2.k.
b. The Human Resources Representative and at least one other member of the Board must notify said
staff member of the grievance.
c. An emergency board meeting shall be set for no more than ten days from notification.
d. Immediately following notification, the staff member shall be suspended until the Board has made
its decision
e. Funders will be advised of the situation via The Argosy listserv, 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 any
unforeseen legal concerns.

6. Personal Grievances
a). Staff having grievances of a personal nature with others in the workplace of The Argosy office
should:
i) Seek the counsel of the Editor in Chief or Human Resources Representative, and then if necessary
consult with the counselling at the University and seek professional advice on the situation.
ii) When seeking the counsel of the Editor in Chief or Human Resources Representative is not a
possibility, 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 professional
help respecting the issue.
b). In order to facilitate resolution of any problems of such a nature, the Editor in Chief shall ensure
access to the procedure outlined herein.
c). The Editor in Chief shall also ensure access to a list of telephone numbers and addresses for
persons 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 professional
help could damage voting members involved, including but not limited to sexual harassment and
assault in the workplace.

7. Sensitivity Training
a). The Argosy will offer sensitivity and anti-oppression training at the Fall training session each year.

PART IV: FINANCES & PUBLISHING

1. Honoraria
a). Honoraria for all Argosy staff is set by the Editor in Chief and Business Manager at the beginning
of each fiscal year.
b). All Honoraria must be approved by the Publication Board during the first meeting in the Fall
semester.
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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 the
following;
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 of The Argosy Policy
Monool oy /ril 3C o o slo momoors yoor o omloymonl rosolls in lbo oroil o lboir inol oymonl
of Honoraria.

2. Budget
a). The Editor in Chief and the Business Manager are responsible for creating an operating budget for
The Argosy by 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 of The Argosy may submit a formal request to the Editor in Chief to view the current
operating budget.
i) The Editor in Chief will arrange a time for the Funder(s) to come into the office and view
the budget.
ii) The Business Manager should be available to answer any questions that might arise from
the viewing of the budget.

3. Purchasing
a). The purchasing of relevant materials, equipment, and or sundry items for The Argosy is the
responsibility of the Editor in Chief and Business Manager.
b). If another person purchases items for the Argosy, they must present an original receipt to be
reimbursed.

4. Publishing Year
a). The publishing year for The Argosy is May 1 to April 30.
b). It is the discretion of the Editor in Chief to decide how many issues will be printed within a given
publishing year and the page numbers said issues.
c). If they deem necessary, the Editor in Chief may remove or add issues to the publishing year
granted they have;
i) given Tbo /rqosys printers and The Argosy staff at least two (2) weeks prior notice,
ii) alerted the Publication Board to the change in scheduling.
d). Publishing in the event of a University strike is left to the discretion of the Editor in Chief and the
Publication Board.

5. Suspension of Publishing
a). In the event publishing is suspended, which could occur for a number of reasons including
problems with the printers or a halt order from a third party, the Editor in Chief must immediately
contact the Publication Board to consult on the issue.
b). If the issue cannot be quickly and amicably solved, the Editor in Chief and the Publication Board
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must seek legal counsel and proceed with direction and caution.

PART V: HIRING

1. Editor in Chief Hiring Procedure
a). The Editor in Chief of The Argosy shall be selected by the Editor in Chief Selection Committee no
later than the first Friday of March for the following May 1 to April 30 term.
b). Refer to By-law10, Section 2, sub-section b in The Argosy Constitution as to the composition of the
Editor in Chief Selection Committee.
c). The outgoing Editor in Chief shall ensure that the availability of the Editor in Chief position is
advertised in at least two (2) issues of The Argosy over a period of at least (2) weeks prior to the
application deadline.
i) Socb oovorlisomonls will nolo lbo osilions solory, lorm o oico, ono nocossory
qualifications.
ii) If The Argosy is experiencing a publishing hiatus, the position is to be prominently
advertised as the Board sees fit.
iii) The advertisement must be a minimum of half a page in size.
d) Applications are to be submitted no later than the Friday before Reading Week to the Human
Resources Representative, and who will subsequently distribute copies of the relevant application
materials 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 member
who will sit on the Board for the coming year.
ii) Editor in Chief candidates will be notified of interview times after all applications have
been received.
iii) Any member of the Selection Committee will be allowed to ask an Editor in Chief
candidate any question during the interview process which pertains to the operation of The
Argosy, provided that the questions do not violate the New Brunswick Human Rights Act or
The Argosy Code of Ethics.
iv) After interviews take place, at a meeting of the Selection Committee, candidates will be
shortlisted for a question meeting to take place on the Thursday following the interviews.
Quorum for this meeting shall be seventy-five (75) per cent of the committee.
v) The candidates for Editor in Chief will present themselves at a public meeting to which all
students of the university will be able to attend. The hiring committee must also meet
quorum at this meeting. Any person in attendance at this meeting will have the
opportunity to ask the candidates for Editor in Chief any question which pertains to the
operation of The Argosy, provided that the questions do not violate the New Brunswick
Human Rights Act or The Argosy Code of Ethics.
vi) Following the question meeting, the Selection Committee will meet, with quorum being
seventy-five (75) per cent of the committee, to make a final decision on the position of
Editor in Chief.
vii) The decision of the Editor in Chief Selection Committee will be final unless overruled by a
two-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 in
Chief Selection Committee at the first general meeting of The Argosy following the
onnooncomonl o lbo Commilloos oocision.
2. Staff Hiring Procedure
a). The remaining staff of The Argosy shall 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 The Argosy Constitution as to the composition of the
Editor in Chief Selection Committee.
c). The outgoing Editor in Chief shall ensure that the availability of the staff positions is advertised in at
least two (2) issues of The Argosy.
i) If The Argosy is experiencing a publishing hiatus, positions are to be prominently
advertised as the Board of Directors sees fit.
d). A prospective candidate may apply for no more than three (3) positions, except by special
dispensation of the Staff Hiring Committee, which may permit additional applications from a
candidate if they feel the candidate to be genuinely capable of each of the respective jobs.
e). Applications are to be submitted, at least twenty-four (24) hours prior to the consideration of
applications, to the Office Manager, who will subsequently distribute copies of relevant application
materials to the members of the Staff Hiring Committee.
i) All candidates for staff positions shall be offered an interview time.
ii) Staff candidates who apply for more than one position shall be interviewed once.
f). Any member of the Staff Hiring Committee will be allowed to ask a staff candidate any question
pertaining to the job, provided that the questions do not violate the New Brunswick Human Rights Act
or The Argosy Code of Ethics.
g). All decisions of the Staff Hiring Committee shall be final.

3. Interim Hiring Procedure
a). If there is a termination or resignation at any point during the Publishing year, the Editor in Chief
must fill the empty staff positions.
b). In the case of a vacancy for a staff position, the Editor in Chief must gather an Interim Hiring
Committee composed of the following people:
i) The Editor in Chief,
ii) The Human Resources Representative,
iii) One (1) senior staff member (senior status is denoted by one (1) or more years
experience on Argosy staff, not including their current year).
iv). If senior staff does not exist, the Editor in Chief will choose the staff member they feel
best 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) week
e). The interview and selection process will be the same as outlined in Section 4, sub-sections e-g.
f) If the vacancy occurs during the Spring term or Summer break, the Editor in Chief may field
potential staff but cannot formally hire anyone.
i) The candidates must be interviewed during the first week of classes by the Interim Hiring
Committee.
ii) A decision must be made by the second week of classes.
g). The Publication Board must be alerted to all changes in staff during the publishing year.

4. Copy Editor Editing Test
a). Creation of the Editing Test
i. The editing test will be written by the outgoing and incoming Editors in Chief and the human
resources representative (HR Rep) before staff hiring begins.
b). Nature of Editing Test
Argosy Policy Manual Draft 13

i. The composition of the editing test will be left to the discretion of these three staff members but it
must:
1. Have a time limit of two hours.
2. Be no longer than 700 words.
3. Be supervised by at least one member of the Hiring Committee in a room separate from
staff.
ii. During the test, candidates will have access to a:
1. CP Style guide.
2. A computer with an internet connection.
iii. Candidates must write on the hard copy of the test provided by the Hiring Committee. They may
not retype the test themselves.
iv. Once the editing tests are completed they are graded by the creators of the test and the results
are presented to the Staff Hiring Committee.

PART VI: JOB DESCRIPTIONS

1. General Responsibilities
All staff shall be responsible for:
a) Attending weekly staff and general meetings;
b) Setting deadlines at first staff meeting of the year, and ensuring these deadlines are adhered to by
all staff and volunteers;
c) Where applicable, ensuring in conjunction with the photo editor that all photos appearing in their
section have captions;
d) Where applicable ensuring in conjunction with the photo editor that sufficient photographs and
graphics 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 the
correct 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 Chief
The Editor in Chief shall be responsible for:
1) Acting as the spokesperson for all staff decisions pertaining to the content of the paper;
2) Representing the paper on the board of directors as the President of Argosy Publications;
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 and
debate;
7) Ensuring that all potentially defamatory material is presented to a lawyer for an opinion before it is
printed;
8) Proofing the online Argosy before it is made available to the public;
9) Dealing with outside organizations and complaints;
10) Developing in conjunction with section staff a strategy for recruiting new members to The Argosy;
Argosy Policy Manual Draft 14

11) Acting as the official liaison between The Argosy staff and the community;
12) Ensuring that records are kept of all staff decisions and business transactions of the
Argosy in conjunction with the business manager;
13) Ensuring that The Argosy purchases all necessary equipment in conjunction with the business
manager;
14) Ensuring in conjunction with the business manager, and in consultation with the board of
directors, that an accurate operating budget is prepared and followed, and that financial records are
accurately kept;
15) Ensuring in conjunction with the business manager and the external accountant that accurate
financial records are kept;
16) Acting as a signing authority for The Argosy;
17) Editing all content to be published in The Argosy;
18) Ensuring that the paper is published according to schedule;
19) Ensuring new members are familiarized with the working processes of The Argosy;
20) Writing a year-end report, and ensuring it is received by their successor;
21) Acting as official liaison with CUP
22) Maintaining a minimum of 20 hours per week in the office between the hours of 9:00 am and
5:00 pm from Monday through Friday;
23) Ensuring in conjunction with the Human Resources Representative that proper staff training is
provided to both staff and volunteers;
24) Establishing in conjunction with the Business Manager and Production Manager the number of
issues and pages that will appear in a timely manner;
25) Ensuring in conjunction with the Advertising Manager and Design Manager there is an
appropriate balance between advertising and written content in each issue of The Argosy;
26) Copy-writing and copy-editing The Argosy staff manuals;
27) Organizing staff events, including meetings, training sessions, and social events;
28) Ensuring issues of The Argosy published in the spring semester are posted online;
29) Ensuring issues of The Argosy published 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 human
resources 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 The Argosy follows all legal documents such as the Code of Ethics, Libel laws, and Code
of Conduct;
36) Submitting reports at the Winter and Spring Bi-Annual General Meetings
37) Overseeing distribution of The Argosy on and off campus, tracking distribution and ensuring that
The Argosy is 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, in
conjunction with the business manager and the circulation manager;
39) Setting aside copies of The Argosy for bound volumes;

3. Business Manager
The business manager shall be responsible for:
1) Ensuring sufficient advertising is sold for The Argosy;
2) Representing the paper on the board of directors;
Argosy Policy Manual Draft 15

3) Ensuring in conjunction with the Editor in Chief, and in consultation with the board of directors, that
an accurate operating budget is prepared and followed and shall include estimated publishing costs,
office costs, honoraria, and cost of membership in external organizations. The budget shall also
include estimated revenue from student levies and advertising, as well as assets/liabilities from the
previous year;
4) Ensuring that day-to-day activities are recorded in The Argosy accounting system;
5) Giving a detailed report on the finances of The Argosy at each board of directors meeting;
6) Managing The Argosy bank accounts;
7) Ensuring in conjunction with the Editor in Chief and the external accountant that accurate financial
records are kept and tax returns are prepared;
8) Administering the honoraria of The Argosy;
9) Ensuring the collection of accounts receivable;
10) Overseeing distribution and mail-outs of The Argosy on and off campus;
11) Advertising The Argosy 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 5:00
pm, Monday through Friday;
14) Acting as a business liaison between the staff, Campus Plus and CUP, and mailing copies of the
paper to Campus Plus and CUP;
15) Ensuring that funding is available for all necessary equipment purchases;
16) Acting as a signing authority for The Argosy;
17) Ensuring in conjunction with the production manager that ads produced in-house for advertising
clients are of a satisfactory quality;
18) Writing a year-end report and ensuring it is received by their successor;

4. Advertising Manager
The advertising manager shall be responsible for:
1) Developing positive relationships with the businesses of Sackville and the surrounding area;
2) The Advertising Manager will work closely with the Business Manager to ensure a consistent stream
of funds into The Argosy through advertisement sales.
3) The Advertising Manager will solicit advertisements from local businesses and report all sales to the
Business Manager.
4) Assisting in keeping accurate financial records for The 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 The Argosy with appropriate media;
9) Assisting in marketing the paper within the University community;
10) Maintaining office hours as set in conjunction with the business manager;
5. Office Manager
The office manager shall be responsible for:
1) Organizing and coordinating office operations and procedures in order to ensure
organizational effectiveness and efficiency;
i) Keeping the office in generally clean state
ii) Keeping the office in a functional state
iii) Maintaining office equipment
2) Sitting on The Argosy Publications Board as the Secretary of the Board and a nonvoting
member;
Argosy Policy Manual Draft 16

3) Maintaining the archives, including bindinq lbo rovioos yoors ooilions,
4) Maintaining and improving upon filing systems within the office;
5) Conducting a yearly review of all policy documents in conjunction with the Editor in Chief and
making a progressive report to the Board by Jan 31 of each year;
6) Maintaining an average of 15 office hours per week;
7) Designing organizational systems that benefit the activity of The Argosy production and day-
to-day office activities.
8) Act as the Human Resources Representative for The Argosy and fulfil the following duties;
i) The Human Resources Representative shall provide a written report at the Board
meeting before the December break in publishing and the last Board meeting of the
publishing year. This report shall be given to the Chair at least one week before the
meeting is convened.
ii) The Human Resources Representative is responsible for filing all relevant personnel
documents.
iii) The Human Resources Representative shall maintain documents and ensure the
confidentiality of these documents.
iv) The Human Resources Representative shall pass on relevant documents to that
rorosonlolivos soccossor.
v) The Human Resources Representative shall be a member of any commission or
committee concerned with hiring or human resource policy, except where such
membership presents a conflict of interest for the Representative.
vi) The Human Resources Representative shall ensure that staff receive fair and
informative evaluation.
vii) The Human Resources Representative shall ensure that The Argosy hiring
procedures are conducted in accordance with the law.
viii) The Human Resources Representative shall act as a mediator in the event of
disputes between or regarding Argosy staff, unless the dispute concerns the
Representative, in which case the Chair of the Board of Directors shall act in the
Rorosonlolivos loco.
ix) The Human Resources Representative shall ensure that end-of-term reports are
distributed to the appropriate staff.

6. Production Manager
The production manager shall be responsible for:
1) Co-ordinating and supervising the layout of the paper, and ensuring that the paper 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 material lo lbo rinlors sorvor or oolicolion,
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;
Argosy Policy Manual Draft 17

9) Reviewing design and layout with Section Editors on production night and afterwards;
10) Ensuring in conjunction with the Editor in Chief that deadlines and procedures for design of the
paper are established;
11) Keeping track of incidental changes made while producing the paper throughout the year
12) The Production Manager will have a thorough knowledge of layout and design software used for
this work (Adobe) and will be able to offer advice to section editors concerning the design of the
paper and problems that may be encountered;
13) Maintaining an average of 15 to 20 office hours per week, including production night when the
production manager must be present for the majority of time.
7. Circulations Manager
The Circulations Manager shall be responsible for:
1) Distributing the paper on campus and throughout the community on the publication date in a
timely manner;
2) Ensuring old issues are recycled;
3) Tracking pick up and distributing future papers as necessary in consultation with the business
manager;
4) Ensuring that paper is properly visible and accessible to students on campus;
5) Posting flyers and ads for newspaper as necessary;
6) Maintaining an average of 10 hours per week of work.
8. IT Manager
The IT Manager shall be responsible for:
1) Maintaining and upgrading computer hardware, software and networking systems of The Argosy;
2) Recommending computer-related purchases to the business manager and approving such
purchases;
3) Ensuring Argosy data is backed up at least once per semester during the fall and winter semesters;
4) Ensuring Argosy business data is backed up on a monthly basis;
5) Cataloguing Argosy equipment for inventory purposes;
6) Ensuring Argosy servers are cleaned out of unnecessary files at least once per year during the
winter semester;
7) Training staff and volunteers in proper use of Argosy software and file systems;
8 ) Maintaining contact with CUP and Campus Plus regarding any network requirements;
9) Maintaining contact with Moonl /llisons Comolinq ono Commonicolions ooorlmonl roqoroing
the MTA network connection;
10) Having a working knowledge of web design, FreeBSD, Apache, and php.
11) Maintaining and administering computer and online databases

9. Online Editor
The Online Editor shall be responsible for:
1) Actively manage and update The Argosy website
a. In consultation with the Editor in Chief and Production Manager ensure the website layout
embodies effective website design and remains a social and shareable website
i. Consult with the IT Manager to resolve technical issues
b. With final approval from the Editor in Chief,
i. Upload standard articles to the website
Argosy Policy Manual Draft 18

ii. Manage the content of the online only section of the website, which includes:
a). Contributing regularly to the section with articles, photos, and videos
b). Reviewing, preparing, and uploading appropriate reader submitted articles,
photos, and videos
2) Utilize Google Analytics to track effectiveness of social media and other means to drive traffic to the
website
3) Actively utilize social media (Twitter, Facebook, etc.) to engage and communicate with students and
other readers
4) Actively solicit reader and contributor submissions to onlineeditor@argosy.ca
5) Recommending photo/video equipment purchases to the business manager in order to fulfill the
above duties.
10. Copy Editors
The copy editors shall be responsible for:
1) Editing all copy submitted by the section editors and ensuring it is as free from typographical errors,
spelling errors, grammatical errors and libelous/defamatory material as possible;
2) Being familiar with the Code of Ethics as well as the basics of style (preferably CP style) and
grammar.
3) Ensuring that all potentially controversial or libellous material is presented to the Editor in Chief and
edited accordingly;
4) Maintaining and updating The Argosy style guide and ensuring staff and volunteers are aware of
the guide;
5) Keeping track of incidental changes made while editing throughout the year;
6) Working with section editors to ensure writers and editors are trained on an ongoing basis;
7) Maintaining regular office hours where The Argosy staff can approach and receive help with editing
and style;
8) Ensuring that all articles have headlines;
9) Providing copy feedback to section editors;
10) Spending approximately 6 hours each week completing their duties.
11. Photo Editors
The photo editors shall be responsible for:
1) Ensuring sufficient photos are taken for each issue in conjunction with section editors;
2) Training staff and volunteers in proper use of The Argosys comoro ono boloqroby equipment;
3) Maintaining the photo archives including adding photos to the archives each week;
4) Checking for and respecting copyright restrictions on photos;
5) Preparing photos for the website in co-ordination with the section editors;
6) Ensuring the accuracy of photo credits;
7) Creating photo illustrations as necessary;
8) Preparing photos and illustrations for layout in consultation with the section editors and production
manager;
9) Ensuring photographers write captions for their photos, and provide context and relevant facts
pertaining to the photos before submitting them to section editors;
10) Spending approximately 15 hours per week completing their duties.
Argosy Policy Manual Draft 19


12. Illustrator
The illustrator shall be responsible for:
1) Meeting with section editors after the general meeting to discuss necessary graphics for the
upcoming issue;
2) Spending time in the office on production nights to create graphics as needed;
3) Creating and developing graphics for individual stories, larger features, centrefolds, and the
newspaper in collaboration with Editors and Writers,
4) Spending approximately 6 hours per week completing their duties.
13. Section Editors
a) All section editors shall be responsible for:
1) Drawing up a weekly story list for discussion with staff;
2) Assigning stories to staff and volunteers;
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 the
CUP News Wire;
7) Ensuring along with the Editor in Chief that story and photo deadlines and procedures are
established and kept;
8) Ensuring along with production manager that stories are in the correct format for layout and
that each story contains a headline;
9) Consulting with the photo editor and photographers concerning the story list every publishing
week;
10) Consulting with the production manager concerning the amount of pages needed each
publishing 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;
5} Ensorinq lbo woo|ly conlrioolion o colomns socb os 'Tbrooqb Sloinoo Closs, 'The Sex
8omo, ono 'lnlornolionol Porsoclivos,
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:
Argosy Policy Manual Draft 20

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 Argosy outside of editing;
7) Ensuring a weekly editorial is written and edited;
8) Ensuring Missed@MTA section receives submissions and is published each week in The
Argosy;
9) Monitoring online comments in conjunction with the webmaster and in consultation with the
Editor in Chief;
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 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 The Argosy for 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 The Argosy for publication in a
reasonable time structure as determined by the editor;
4) Ensuring that reviews are clipped and sent to record labels and distributors;
5) Maintaining relationships with material distributors;
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;
4} Ensorinq woo|ly colomns socb os 'Coo| Cbic o lbo Woo|, ono 'Cooslion o lbo Woo|
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;
Argosy Policy Manual Draft 21

2) Producing comics and graphics independently;
3) Spending approximately 10 hours per week completing their duties.
14. Writers
a) All section writers shall be responsible for:
1) Writing for specific section;
2) Writing a minimum of two short stories (500-750 words) or one long story (approx. 1 500
words) per issue
3) Conducting research and interviews when applicable;
4) Submitting all written material to section editor before story deadlines;
5) Contributing to every section at least once throughout the year;
6) Assisting in the recruitment and training of volunteers;
7) Familiarizing themselves with laws of Libel and defamation and Argosy Code of Ethics;
8) Spending approximately 7 hours per week completing their duties.
b) The News Writer shall be responsible for:
1) Covering local, regional, and national news events and issues.
c) The Political Beat Writer shall be responsible for:
1} /llonoinq oll Slooonls /ominislrolivo Cooncil moolinqs,
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: ADVERTISING

1. Student Group Advertising
a) The Argosy will 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 The Argosy, they must be
billed by The Argosy advertising scale.

2. Local Advertising
a) The advertising rates shall be set by May 1 by the incoming Editor in Chief and Business Manager
in conjunction with the Advertising Manager.
Argosy Policy Manual Draft 22

b) The Argosy will strive to develop positive relationships with all businesses in Sackville and the
surrounding area.
c) Businesses advertising with The Argosy must pay by cheque or cash.
i) All payments must go to either the Business Manager or Advertising Manager to be
deposited in The Argosy bank accounts.

3. National Advertising
a) National ads are brought into The Argosy oy Comos Plos, CPs nolionol oovorlisinq oqoncy.
b) The Advertising Manager must check the Campus Plus website each week and place the
appropriate ads onto The Argosy server.
c) Five (5) copies of The Argosy must be sent to Campus Plus after each publication of The Argosy.

4. Quid Pro Quo Advertising
a) The Argosy may, at the discretion of the Editor in Chief and Business Manager, enter into quid pro
quo agreements with individuals or groups.
b) The agreements may be long term or short term.
c) The agreements must be documents and reported to the Publication Board.
d) The Argosy currently holds Quid Pro Quo agreements with the Tantramarsh Blues Society, CHMA,
and the SAC.

PART VIII: STAFF TRAINING

1. Staff Manuals
a). Staff manuals must be reviewed and edited by the incoming Editor in Chief before the beginning of
the publishing year.
b). Staff manuals must be printed and presented in hardcopy to incoming staff.
c). It is a requirement within their contracts that all staff be familiar with their respective manual.
d). Extra copies of staff manuals must be available in both electronic and hard-copy form in The
Argosy office.

2. Fall Training
a). 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) Editing
iii) 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
Argosy Policy Manual Draft 23


3. Winter Training
a). 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: MEETINGS

1. Staff Meetings
a). 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 issues
ii. Story ideas for the upcoming issue
iii. Design
iv. Centrefold plans
v. 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 missed
material.
d). The date and time of the weekly meetings will be decided upon at the beginning of each
Publishing year but should remain constant. Ideally, the meetings should take place the day before the
general staff meetings.
2. General Meetings
a). All writing and design staff, including Section Editors, Photo Staff, Production Manager, Section
Writers, and Editor in Chief shall attend a weekly meeting.
b). The meeting should focus on the following areas:
i. Story ideas for the upcoming issue
ii. Story and photo assignments
iii. Review of the current Argosy
c). If any member of the writing and design staff cannot attend a weekly meeting, they must
notify the Editor in Chief in advance and catch up on missed material.
d). The date and time of the weekly meetings will be decided upon at the
beginning of each Publishing year but should remain constant. Ideally, the meetings
should take place on Thursdays.

3. Emergency Meetings
a). Should the occasion arise, the Editor in Chief has the power to call emergency meetings
of the staff and of the Publication Board.
b). Ideally there should be twenty-four (24) hours notice before the meeting, but in extreme
circumstances there is no time minimum.
Argosy Policy Manual Draft 24

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

PART X: WEBSITE

1. Mandate
a). The Argosy recognizes its first priority and duty is to provide the students of Mount Allison
University with fair, insightful, and respectful coverage of the campus and community.
The Argosy is bound by its code of ethics and constitution and these are enforced by its
Editor in Chief and Board of Directors. In that vein of thought, the web presence for The
Argosy is bound by the same documents and by-laws.
b). The Argosy website exists as a secondary measure of bringing information to the students
of Mount Allison University.

2. Code of Conduct
a). All material posted on the website, whether originally printed in 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.
o}. /ny commonls mooo in lbo woosilos comment areas must be vetted and maintained by
the IT Manager and the Editor in Chief. If any comments are inappropriate, they will be
removed.
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 Online
Editor and IT Manager.

PART XI: SUSTAINABILITY

1. Ecological Sustainability Framework
a) The Argosy should strive to lessen the impact of our ecological footprint.
b) The Argosy must take proactive steps to address ecological concerns, and lead by example.
c) The Editor in Chief should update Funders about their progress and any new initiatives relating to
ecological practices or sustainability in general.
d) The Argosy Board of Directors should discuss new developments in environmentally sound products
and policies during their meetings.

2. Paper Waste
a) Documents should be printed double-sided, including but not limited to: minutes, agendas, memo,
letters, conference guides, workshop handouts, etc.
b) If the double-sided method is not compatible with the technology available, the reusable pages
should be set aside to be reborn as office material, such as notepads, scrap paper, etc. to cut
waste and save money.
Argosy Policy Manual Draft 25


3. Online Guides
a) PDF files of resource material, meeting agendas, minutes and memos should be made available on
The Argosy website as alternatives to paper copies, with hard copy backups available at the office.
PART XII: CUP MEMBERSHIP

1. General Definitions
a). Canadian University Press (CUP) is a national, non-profit co-operative, owned and operated by
more than 80 student newspapers from coast to coast. The oldest 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 Argosy is a member paper of the cooperative which entities us to certain services and
resources provided by CUP. Those services and resources can include:
i) The CUP Newswire: an online collective of articles from student newspapers all over the
country. The Editor in Chief will choose articles each week for submission to the newswire.
ii) Hot Ink: A CMS system designed by CUP and available for student newspapers to build
websites on.
iii) Conferences: CUP hosts two regional 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
Argosy Policy Manual Draft 26

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 of
the Funders. CUP must be notified of our decision and the proper paperwork must be filed.

2. Fees
a). 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. Contact
a) 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
oors oooolinos, moilinq ooorossos, bono nomoors, omoil ooorossos, ono ooilors
names and positions.
ii} Tbo nowsoors occoss lo the CUP exchange is maintained.
iii) Stories are uploaded to the CUP copy exchange within three (3) days of every print
issoos oolication.
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-
oors incominq CUP Liaison.
vi) Information posted to the CUP listserv is read and staff is kept aware of developments
within CUP.
vii) Regular contact should be attempted with CUP liaisons at other member papers and
efforts are made to establish links between student media outlets both in and outside of
Canada.
PART XIII: LIBEL & COPYRIGHT

1. Code of Ethics
a).Tbis Cooo o Elbics or 1oornolisls [lbo Cooo"} olios lo lbo 1oornolisls o /rqosy Poolicolions,
lnc., o Now 8ronswic| Poolicolion [lbo Comony"), including the Editor in Chief, section editors, and
soclion wrilors. Tbo Comonys 1oornolisls sboll, lo lbo oosl o lboir |nowlooqo ono ooilily, ooboro lo
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 soorvisory orsonnol or oy lbo Comonys oooro o oiroclors, wbicb moy inclooo lorminolion o
employment.
i) Tbo /rqosys journalists shall strive to discover completely all relevant facts and information
pertaining to material to be published.
Argosy Policy Manual Draft 27

ii) Journalists with The Argosy are fully responsible for the veracity of all material they submit
for publication.
iii) They shall not falsify information or documents, nor distort or misrepresent the facts.
iv) They shall respect all confidences regarding sources of information or private documents,
unless this interferes with the freedom of the press or the need to inform the public on vital
matters. Such exceptions must be approved by the EIC and legal counsel.
v) 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 Argosy during
training.
vi) They shall know and observe pertinent aspects of the International Copyright Agreement.
vii )The EIC shall rectify in print, at the first available opportunity, all harmful mistakes.
viii) The EIC shall fully realise his/her personal responsibility for everything published in 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 Argosy will not ocl os on orqon o lbo nivorsily or Slooonls Administrative Council.
Paid advertisements and opinions notwithstanding, The Argosy shall reserve editorial
prerogative.
xi) The Argosy shall follow the laws of New Brunswick and Canada, and fall under the Mount
Allison University Judicial System.
xii) Complaints regarding The /rqosys adherence to these principles shall be submitted to the
Chair of the Board, who shall deal with them in a timely fashion. The Board has the right to
suspend or dismiss those who wilfully violate these principles.
b) Each Argosy journalist is expected to adhere at all time to both this Code. Only the board of
directors shall have the authority to approve any deviation or waiver from this Code.
c) All Argosy journalists must sign a written copy of the Code at the beginning of each Fall Term to
acknowledge that they have read, understood, and agreed to follow the Code.

2. Copyright
a) Any material printed in The Argosy publication or on The Argosy website is property of Argosy
Publications Inc.
b) Any person or organization must acquire written permission from the Editor in Chief to use any
material under Argosy copyright.

3. Email Policy
a) The Argosy holds two forms of email accounts:
i) Mount Allison University Webmail
a). This account is subject to rules and regulations of the University.
b). The Editor in Chief is responsible for changing the password of this account by
May 1.
c). Staff may only use the Webmail account for official Argosy business.
Argosy Policy Manual Draft 28

d). Any abuse of the Webmail account will result in a ban of use for staff.
ii) Personal Accounts
a). /ll occoonls ono wilb '_orqosy.co ono oro soo|ocl lo rolos ono roqololions o
Argosy Publications Inc.
b) Through the Webmail account, The Argosy bos occoss lo lbo 'slooonls_mlo.co lislsorv.
c} so o lbo 'slooonls_mlo.co lislsorv is roslricloo lo lbo Eoilor in Cbio ono mosl oo osoo wilb
caution and responsibility.

4. Confidentiality
a). The Argosy reserves 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 Argosy reserves the right to keep all sources confidential.
5. Charges of Libel
a) If The Argosy is charged with libel in the form of a lawsuit, the Editor in Chief must call an
emergency meeting of the Publication Board to discuss how to proceed.
b) The Argosy must seek immediate legal counsel.
c) All staff and Board members may not speak about the charges publically unless given permission by
the legal counsel.

PART XIV: MISCELLANEOUS

1. Statements of Support
a) The Argosy may be approached by third party organizations looking for support on an issue,
situation, or endeavour.
b) The Argosy reserves the right to decide to independently show support for a 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. Partnerships
a) The Argosy reserves 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 Resources
a) The Argosy wishes to be a resource for students seeking information or training in journalism.
b) The office, general meetings, and training sessions shall be open to any student of Mount Allison
University should they wish to learn more about journalism and receive training from The Argosy.
Argosy Policy Manual Draft 29


4. Crake Sawdon Award
a) The Argosy recognizes the Crake Sawdon Award for Outstanding Contribution to Student
Journalism at Mount Allison University and encourages any former or current staff member or student
of Mount Allison to apply for the award.
b) The Crake-Sawdon Award was established by the Crake Foundation during the 2001-2 academic
year to honour William Boyle Sawdon, former editor of The Argosy, soldier, and noted journalist and
publisher. This award is made annually to the student who has made the most significant contribution
to print journalism at Mount A. Since this award was first established, it has been possible to honour
the diverse contributions of a wide range of students at Mount A involved in different facets of print
journalism, including students who have worked primarily on the technological, editorial, and
financial elements of journalism.
c) The Editor in Chief of The Argosy must be a liaison between the committee and students during the
process, although they are allowed to apply for the award themselves.
d) Applications for the Crake-Sawdon Award must include
i) A completed application form.
ii) An unofficial copy of the nominee's/applicant's transcript.
iii) A list (with dates) of all positions held, jobs, roles, etc., in which the applicant was
involved with relating to journalism.
iv) A discussion (no longer than two pages) of the the applicant's/nominee's contributions
to student print journalism at Mount Allison.
v) Applicants should also arrange for two letters of reference to be sent to
the Head of the Selection Committee by the due date. At least one letter must be from a
person familiar with the applicant's/nominee's work in print journalism at Mount Allison.
vi) Applicants can include other relevant material if they so chose.
e) The winner of the Crake Sawdon Award shall be advertised in The Argosy after the selection has
been announced.