Journal policy and bylaws
Queen’s Journal Policy, Amended January 2011
TABLE OF CONTENTS
Section 1: General Editorial
Section 2: Editor(s)-in-chief
Section 3: Editorial Board
Section 4: Editorials
Section 5: Signed Editorials
Section 6: Letters to the Editor / Op-Ed
Section 7: News
Section 8: Corrections and Clarifications
Section 9: Grievances and Complaints
Section 10: Election of Editor(s)
Section 11: Website
Section 12: Journal Content Use Policy
Section 13: Contracts for Staff Members
Section 14: Summer Internships
This document is intended as a description of the operations of the “The Journal”, and as a supplement to the AMS Constitution and AMS Corporate By-laws, section 13. These policies are necessary to ensure that the students of Queen’s University have a strong, independent newspaper, and should only be added to or altered with great discretion. All changes to this policy must be approved by the Journal Board of Directors.
1. GENERAL EDITORIAL
1.01 As mandated in the AMS By-laws, section 13.01.01, The Journal shall strive to give an accurate account of news and events relevant to the University, including elections, AMS Assembly, the Corporation and referenda, and to discuss questions of current interest.
1.02 As mandated in the AMS by-laws, section 13.01.01, The Journal shall provide students with the opportunity to learn the various skills of journalism.
1.03 The editorial autonomy of The Journal is guaranteed by the AMS Constitution and AMS Corporate By-laws. Opinions expressed shall not necessarily be those of the AMS, the University, or any body or officer thereof. The Journal shall regularly bear notice to this on the editorials page.
1.04 As mandated in the AMS By-laws, section 13.01.03, “It is recognized and affirmed that it is in the best interests of the Society members, and of the University community, that the Queen’s Journal be free from the influence of student government and outside institutions with regards to its editorial integrity and accordingly, that it be independent of the Board both as to management and editorial control…”
1.05 Journal editors may edit for print all material submitted by contributors, including all letters and essays of opinion, and all photographs.
2.01 The editor(s)-in-chief is/are elected to a one-year term, during which they are the chief administrative officer(s) of The Journal.
2.02 The editor(s)-in-chief is/are responsible for all material printed in The Journal.
2.03 The editor(s)-chief is/are responsible for the leadership and management of The Journal, with the goal of achieving its mission as mandated in the AMS Constitution and by-laws.
2.04 As mandated in the AMS By-laws, section 13.02.02, the editor(s)-chief are responsible for describing in the annual strategic plan and budget the means by which The Journal will achieve its mission and objectives, and, along with the Journal Business Manager, are “accountable to the Journal Board of Directors for adherence to the annual budget and strategic plan of the Queen’s Journal.”
2.05 At their discretion, the editor(s)-in-chief may print or refuse to print any material, including advertisements, in The Journal.
2.06 The editor(s)-in-chief may act or speak on behalf of The Journal in any situation, respecting all decisions and mandates of Journal Board and Editorial Board.
2.07 The editor(s)-in-chief shall decide the composition of Editorial Board, interview all applicants for positions, and hire at their discretion according to A.M.S. hiring policy.
2.08 The editor(s)-in-chief may only be removed from office by one of the following methods, as outlined in AMS by-law 13.08:
- a campus-wide A.M.S. referendum on the following question: “Shall the present Editor(s)-in-chief of the Queen’s Journal, ______, cease to hold that position?”
- a two-thirds vote by each of Journal Board and Editorial Board with approval by the A.M.S. Board of Directors and final approval by two-thirds of A.M.S. Assembly.
- a motion by A.M.S. Board of Directors, then approved by two-thirds of Journal Board, two-thirds of Editorial Board with final approval by two-thirds of A.M.S. Assembly.
3. EDITORIAL BOARD
3.01 All editors, as well as any staff members elected by editorial board after its first meeting, shall sit on Editorial Board.
3.02 The business manager shall be a non-voting member.
3.03 Editorial Board decides The Journal’s political stance, as expressed in editorials.
3.04 The editor(s)-in-chief shall chair Editorial Board meetings.
3.05 A quorum of one-third of Editorial Board is necessary to editorialize as The Journal.
3.06 Meetings of the Editorial Board are private, except for scheduled and advertised open meetings, which should be held at least once a year.
3.07 As mandated in AMS By-laws, section 13.03, a member of editorial board may be removed by a majority vote of one-half-plus-one of Editorial Board, brought to Editorial Board by the editor(s)-in-chief. The person to be removed need not be present at this vote, but it must be held at a regularly scheduled Editorial Board meeting.
3.08 Editorial Board may place restrictions on the nature of advertising by a majority vote.
4.01 In each issue, The Journal shall print editorial(s) on topics chosen by a straight vote of Editorial Board.
4.02 The editor(s)-in-chief reserves the right to veto any topic before it is discussed. There are no other constraints on possible topics.
4.03 It is usually good practice to refrain from editorializing on a given topic until the details have been reported in the news section.
4.04 All effort should be made to reach a strong consensus, but the opinion expressed shall be determined by a straight vote of editorial board.
4.05 Opinions expressed must be legal, and statements of fact must be well supported.
4.06 The editorial(s) shall be written, without attribution, by the editorials editor. If the editorials editor is unavailable, the editorials shall be written by the editor-in-chief.
4.07 Any other editor may write editorials, at the discretion of the editor(s)-in chief.
4.08 The Journal may comment on candidate(s) or platforms in any election, with the exception of that for Journal editor(s)-in-chief.
4.09 Opinions expressed by editors in Editorial Board are private, and are to be respected as such.
5. SIGNED EDITORIALS
5.01 In each issue, one member of Editorial Board shall write an editorial on a topic of their choice, to be clearly attributed and accompanied by a picture.
5.02 Signed editorials shall be edited by the editorial page editor and the editor(s)-in-chief, and subject to the veto of the editor(s)-in-chief.
6. LETTERS TO THE EDITOR / OP-ED
6.01 The Letters section is a service to the Queen’s community. The editor(s)-in-chief and the Op-Ed editor have a responsibility to provide this service, while protecting the readership against misuse of it, including but not limited to libel, untruths, and plagiarism.
6.02 Any letter or essay of opinion may be edited for brevity, clarity, relevance, legality, truthfulness, and good taste.
6.03 Members of editorial board may not write essays of opinion or letters to the editor.
6.04 All effort should be made to print every letter as soon as possible after it is received.
6.05 All effort should be made to ensure that letters are attributed to the true author, and the author’s full name given, along with their year and discipline, position at Queen’s, or home city. To this end, letters should be submitted with a phone number or registered Queen’s email address.
6.06 Anonymity may be given at the discretion of the editor(s)-in-chief, provided he/she/they know the author’s identity.
6.07 The letters section is not a message board. All letters should express a clear position on an issue. Letters are not to be solely promotional in nature.
6.08 Priority should be given to new topics, ideas and opinions. Letters expressing unoriginal opinions should be limited, and the Op-Ed editor, at his/her discretion, may choose to print only one of many similar letters.
6.09 In cases where the editor(s)-in-chief decides to print a public apology, it may be printed in the letters section.
6.10 Any letter may be rejected at the discretion of the editor(s)-in-chief.
7.01 The Journal shall respect its role as Queen’s primary media outlet, and try to report on all things of journalistic interest to students.
7.02 The Journal welcomes and appreciates news tips and media releases, but has no obligation to print the information or to follow up on tips.
7.03 As expressed in the AMS Constitution, The Journal is entitled to send a reporter and a photographer to any AMS event free of charge.
7.04 The Journal has the right to print any information it acquires legally, provided the reporter has not agreed to go “off the record.”
7.05 Journal reporters shall introduce themselves as such prior to commencing an interview.
7.06 The Journal has the right to record interviews for the purpose of accurate reporting.
7.07 Anonymous sources may be used, with good reason, at the discretion of the editor(s)-in-chief.
7.08 All information acquired for Journal use by members of editorial board is private, except for the purposes of reporting.
7.09 In elections, The Journal should strive to educate and inform the electorate about candidates and major issues.
8. CORRECTIONS AND CLARIFICATIONS
8.01 Corrections and clarifications shall be printed only if deemed necessary by the editor(s)-in-chief and the section editor. They should be prominently placed in the news section, and clearly labelled.
9. GRIEVANCES AND COMPLAINTS
9.01 All grievances should be directed to the managing editor or editor(s)-in-chief.
9.02 A response shall be given within three days.
9.03 If the complainant is not satisfied with the response, he/she/they may request an audience with the Journal Board of Directors. The managing editor or editor(s)-in-chief shall make the complainant aware of this opportunity.
9.04 The chair of the Journal Board of Directors shall decide whether the complainant shall be heard by the Board after the complainant has submitted the complaint in writing.
9.05 If the complaint is about issues of libel, copyright infringement, or other legal responsibilities of the publisher, the Journal Board of Directors shall consult with AMS legal counsel before recommending or directing action.
9.06 A majority vote of Journal Board is sufficient to recommend the printing of a correction, clarification, retraction, or apology in The Journal.
9.07 A majority vote of Journal Board is sufficient to direct the editor(s)-in-chief to write private letter(s) of apology.
9.08 A unanimous vote by Journal Board is sufficient to mandate the printing of a correction, clarification, retraction, or apology in The Journal.
9.09 The editor(s)-in-chief shall write all letters of apology, corrections, clarifications, retractions, etc.
10. ELECTION OF EDITOR(S)
10.01 The editor(s) in chief shall be chosen through an election in the winter term of each year by members of the Queen’s Journal staff, as listed on the masthead, and students who have made four (4) forms of contribution to the current volume of the Queen’s Journal. A submission classified as a contribution shall include photographs, written articles (excluding letters to the editors) and graphics, and presence at meetings of Journal Board as a student at large.
10.02 Journal Board Statement of Responsibility
10.02.1 Journal Board shall, before the end of classes of the Fall Term, set the dates of the Journal Editor(s)-in-Chief Elections.
10.02.2 The number of signatures required for nomination to positions contested in a Journal Editor(s)-in-Chief election shall be set by Journal Board prior to the commencement of the nomination period. This number shall generally be a figure approximately one and a half times the number of editorial and business staff.
10.02.3 Any member of Journal Board running in the election, shall take a leave of absence from their seats on Journal Board for the duration of the election. The Chair of Journal Board may re-elect or replace members as necessary.
10.02.4 Journal Board shall be tasked, in concert with the Information Officer of the AMS, to ensure the elections policy continues to reflect changes made to the AMS Elections Policy. A mandatory year-end-review in April will ensure this is followed.
10.02.5 The Chair of Journal Board, under advisement from the rest of the board, may select another CEO / CRO if a conflict of interest is deemed to exist. Conflicts of interest include housemate, sibling, spousal or partner relationship.
10.03 Chief Electoral Officer (C.E.O.) Statement of Responsibility
10.03.1 The C.E.O., generally the current editor-in-chief, is responsible on any and all Journal Editor(s)-in-Chief election disputes. In making his/her rulings the C.E.O. may consult with the C.R.O. and/or any other relevant individuals. All such rulings may be appealed to the Journal Board.
10.03.2 Where a situation arises that is not explicitly considered by this document, the C.E.O. may interpret the policy in a manner consistent with its intentions.
10.03.3 The C.E.O. shall, during the nomination and campaigning period, be available to receive such disputes/complaints as may arise.
10.03.4 Should it be necessary due to unforeseen circumstances to alter, extend or cancel previously set election dates, the C.E.O. shall be empowered to do so.
10.04 Chief Returning Officer (C.R.O.) Statement of Responsibility
10.04.1 It is the responsibility of the C.R.O., generally the editor-in-chief who is not already the CEO, or in the case of a single editor-in-chief, the managing editor, to enforce the contents of this policy, as well as the decisions of the Chief Electoral Officer.
10.04.2 The CRO shall identify policy infractions and notify the offending party and the CEO. Any subsequent dispute or imposition of penalties shall fall under the purview of the CEO.
10.04.3 In the case of questions that can be answered by an explicit reference to policy, the CRO may offer a decision. Where this is not the case and interpretation is required, or the decision is not satisfactory to the complainant, written documentation signed by the complainant should be given to the CRO and then served to the CEO.
10.04.4 The C.R.O. shall make available on the first day of the nomination period a nomination package to be determined by Journal Board during the Fall term. This package shall include information on important dates (nominations / campaigning / elections); limits (on required signatures for nominations, campaign spending, posters / pamphlets, etc.); nomination sheets; a copy of this policy; other materials as decided upon by Journal Board.
10.04.5 The C.R.O. shall compile a report after each election recording the results of the election. This report is to be recorded in the minutes of the Journal Board meeting immediately following the election.
10.04.6 The CEO shall ensure that all allegations of campaign violations are officially recorded and signed by the complainant. The CEO’s rulings on complaints shall generally not exceed 24 hours from the time the complaint was lodged. Prior to the CEO’s ruling, he/she may interview witnesses and shall ensure the alleged offender has an opportunity to respond.
10.04.7 The C.R.O. shall prepare the rules for polling clerks and make them available to the Chief Constable and any other interested parties no later than one week prior to the election.
10.04.8 The C.R.O. is responsible for the organization and publicity of at least one forum.
10.04.9 The C.R.O. must ensure that there is notification of an election in the Journal at least one week prior to the election.
10.04.10 The C.R.O. shall be responsible for all polling matters.
10.05 Timetable for Elections
10.05.1 Nomination period will be determined by Journal Board in the fall term and will precede the campaign period and the election itself.
10.05.2 The campaigning period shall extend exactly 10 weekdays prior to the commencement of the election and campaigning shall cease by 11:59 pm of the day prior to election dates. Candidates’ websites may remain up and available until the completion of voting. Website content may not be altered after the 11:59pm deadline cited above.
10.05.3 As in Section 2.04, the C.E.O. may change the above timing, giving due notice, if extenuating circumstances are evident. If a situation arises where the C.E.O. delays the election/polling dates, the C.E.O. may or may not, at his/her discretion, extend the campaigning period.
10.05.4 In order to ensure there is sufficient time for transition and hiring, Elections for the Journal Editor(s)-in-chief shall be no later than the 28th of February.
10.06.1 Nominations shall be submitted as per Section 10.05 of this policy.
10.06.2 Nominations and nominees shall be deemed eligible by the following criteria:
- Membership in one of the student societies listed below
- Payment of an A.M.S. specific Student Interest Fee
10.06.3 Nominators may be from one of the following Societies:
- Arts and Science Undergraduate Society
- Concurrent Education Students Association
- Physical Health and Education Students Association
- Engineering Society
- Aesculapian Society
- Theological Society
- Commerce Society
- Nursing Students Society
- Rehabilitation Students Society
- Education Students Society
- MBA Society
- Society of Graduate and Professional Students
- Law Students Society
- Computing Students Association
10.06.4 Verification of the nominator’s student numbers shall be the sole means of validating a nomination sheet. Phone numbers and false names are unacceptable.
10.06.5 It shall be the responsibility of the C.R.O. to publicize the positions to be nominated, deadlines for such nominations and other pertinent information, in the Journal on the first and second Fridays after the start of undergraduate classes in the Winter Term.
10.06.6 Informative material on the Journal Editor(s)-in-Chief positions shall be made available to all potential candidates from the CRO.
10.06.7 Each candidate (s) is to be given a copy of the Journal Policy and other materials as per Section 10.04.4.
10.06.8 Nomination sheets are to be made available at the Journal on the opening day of the nomination period onwards. These sheets must display the following information:
- “Journal Editor(s)-in-Chief Election / By-Election”
- position(s) contested
- full names of nominees
- number of signatures required
Space shall be provided for the nominator’s name, signature, and Queen’s University student number.
10.06.9 The nomination period is purely for organizational purposes and for collecting nomination signatures.
10.06.10 Nomination signatures may not be collected in: campus pubs; cafeterias; AMS offices; and AMS services, excluding the Journal.
10.06.11 A nominee may withdraw their candidacy at any time during the nomination or campaign period. A notice of withdrawal shall be given in written form to the C.E.O.
10.06.12 No campaigning, as defined in Section 10.07, shall occur during the nomination period.
10.06.13 No individual is eligible to be a candidate in a Journal Editor(s)-in-Chief election is they are simultaneously running in any other campus election.
10.07.1 Campaigning is defined as any activity that, in and of itself, serves to publicize or promote an individual or team’s candidacy in a Journal Editor(s)-in-Chief election.
10.07.2 The spending limit for each candidate team in a Journal Editor(s)-in-Chief election shall be set at $0. All materials required for campaigning, as dictated by Section 10.07 (ex. poster stock, use of office equipment), shall be provided by the Journal as approved by the C.E.O. Special cases for expenditures shall be reviewed at the discretion of the C.R.O.
10.07.3 Campaigning includes, but is not limited to, public appearances, issue of policy statements, distribution of promotional materials or candidate information, etc.
10.07.4 The contents and methods of campaigning shall be above reproach. Candidates shall not misrepresent the character or policies of other candidates, nor shall they interfere in any manner with the campaign materials of other candidates. Candidates shall not make statements that they know are untrue. All campaigning is subject to the approval of the C.E.O.
10.07.5 Campaign materials are defined as any items that, in and of themselves, publicize or support a candidate or team of candidates, either on or off campus.
10.07.6 The use of internet, email and any other computer network by any candidate regarding the election is not allowed. Only the CEO or CRO may use email, and only for purposes of communicating procedural information about the election, such as voting location and dates.
10.07.7 All campaign materials and promotions are subject to the approval of the C.R.O.
10.07.8 Campaigning shall not commence until the end of nomination period.
10.07.9 At least one open forum shall be held. These shall occur between the close of nominations and the election dates. The open forum shall be held at a suitable venue outside the offices of the Journal.
10.07.10 Candidates shall not place campaign materials on trees or utility poles either off or on campus. This includes banners strung from utility poles.
10.07.11 No unsolicited campaigning shall be permitted in the student housing area. In particular, campaign/promotional materials may not be distributed to mailboxes nor shall any form of door-to-door campaigning be permitted.
10.07.12 No room-to-room campaigning in residence shall be permitted.
10.07.13 No materials shall be distributed or displayed inside the pubs or cafeterias. This includes buttons on pub staff, Constables on duty, or candidates at any event.
10.07.14 All campaigning shall cease by 11:59 pm of the day preceding the election. Each candidate or team of candidates will be required to remove all election material produced on their behalf for the purposes of the election by 8:00pm on the day preceding the election.
10.07.15 No candidates may use stickers in their campaign.
10.07.16 A poster shall be no larger than 29cm x 43cm.
- There shall be a limit of 10 posters per team/candidate.
- Pamphlets may not exceed a total print area of 22.5cm x 29cm, double-sided.
- There shall be a limit on pamphlets equal to 1.5 times the number of eligible voters.
10.07.17 The CRO and CEO shall remain neutral. AMS offices, email addresses and other office resources shall at no time be used for any purpose relating to an individual campaign, except insofar as provided in 10.07.2. Individuals holding AMS positions, who are serving as campaign managers, advisors or individuals otherwise closely associated with a team’s campaign, shall declare this potential conflict of interest to their supervisor. The supervisor may require an individual to assume either altered responsibilities or take a leave of absence. Any alleged violation of this policy provision shall be referred to the AMS Prosecutor’s Office.
10.07.18 In addition to 10.07.17, Journal staff members shall not use their office or position to endorse candidates or teams.
10.08 Polling Procedures
10.08.1 One poll shall be established at the Journal.
10.08.2 Any changes in polling days, as ordered by the C.E.O. shall be made known at least twenty-four (24) hours before the time normally scheduled for the closing of polls.
10.08.3 The following people are ineligible to staff a polling station: a housemate, a sibling, a spouse or partner, or someone who has been actively involved in the campaign. However, where discretion is necessary, approval for minor deviations from this policy may be sought from the CRO and Chief Student Constable.
10.08.4 Candidates shall appear on the ballot in an order determined by lottery. Each candidate pair, if any, shall determine the order in which its individual members are listed.
10.09.1 Each team shall provide one scrutineer. The number of scrutineers may also be set by the CEO and announced at the mandatory All-Candidates Meeting.
10.09.2 If it is decided by the C.R.O. that a scrutineer is acting improperly in the counting of ballots, then that person may be asked to leave. Written notice of such an incident shall be given to the C.E.O.
10.09.3 A scrutineer cannot leave the counting area until all teams are informed of the results.
10.10 Results, Tabulations and Announcements
10.10.1 The C.R.O. shall publicly announce the results only after each candidate(s) has been informed. Should the candidate(s) not be available the results will be made public no less than two (2) hours after they have been confirmed by the C.R.O.
10.10.2 Any ballot, which is spoiled or rejected, including a blank ballot, shall be considered in the total number of ballots cast.
10.11.1 A recount shall be conducted automatically if the results indicate a margin of victory constituting one percent of the total votes cast or five votes, whichever is greater.
10.11.2 A recount shall be conducted upon the receipt from a candidate of a petition containing five (5) signatures, within 48 hours of the end of the first count.
10.11.3 All recounts shall be conducted by the CRO. Each candidate(s) shall provide one scrutineer for each recount.
10.11.4 There shall be only one recount, which shall occur under either of the above conditions. The results of the recount are final.
10.12 Penalties and disqualifications
10.12.1 Any violation of this policy, as determined by the C.E.O., may also result in the disqualification of the offending team. Disqualification includes the cessation of all campaigning activities. Disqualification may also include, but is not limited to, the removal of the candidates from the election ballot, where in the opinion of the C.E.O., the integrity of the election process has been compromised. Disqualification is subject to appeal to Journal Board. All appeals of disqualification shall be heard by the Journal Board within 24 hours of notice pending.
10.12.2 Journal Board shall normally only overturn a decision of the C.E.O. if the appellant can establish to the Board’s satisfaction that the cited violation(s) occurred as a result of actions or factors outside the knowledge and beyond the control of the appellant, or if the initial judgement is found to be in error after a review of all available evidence. All members of a team shall be held equally accountable for any of their actions (i.e. an individual’s actions cannot be said to be outside of a candidate’s campaign).
Journal Board shall have the authority to impose a lesser penalty than disqualification in overturning a decision of the C.E.O. Such penalties shall generally take the form of publicized warnings posted in the Journal house and emailed by the CEO / CRO to all eligible voters.
10.12.3 Disputes/complaints must be made to the C.E.O. no later than seventy-two (72) hours after the last poll closes.
10.12.4 All decisions made by the CEO shall be subject to appeal. Journal Board, followed by the AMS Judicial Committee, represents the final levels of appeal.
11.01 All material published on the Journal website remains the property of the Journal. Reproduction of this material without proper citation is not permitted, as outlined in the Journal content use policy in section 12 of Journal policy.
11.02 The Journal will not print retractions for online content or delete information from its online archives unless it has been determined that incorrect information has been published on the site. In order for this to be established the complainant must directly approach the editors in chief regarding the error. Please see the Journal’s complaints policy in section 9 of Journal policy for more information.
11.03 The comments on the Journal’s website do not represent the views or opinions of the Journal, but of the comment-writer alone. The Journal reserves the right to remove comments, including those of libellous nature and comments that discriminate on the basis of ethnicity, nationality, citizenship, gender, religion, sexual orientation, age, marital status or mental or physical ability. All comments are moderated and may take up to 24 hours to be posted on the site barring any unforeseen circumstances. The Journal reserves the right to refrain from publishing comments. Comments are moderated by the editor(s) in chief, the web manager and the Web and Blogs Editor. Comments are not edited for grammar or spelling, or for vulgar language outside of the above restrictions. By posting comments in the feedback forum, comment-writers give the Journal permission to post and publish their names, cities and comments on the Journal website. All submissions must contain the e-mail address of the comment-writer.
11.04 Blogs belonging to Editorial Board members or Journal staff writers and contributors do not represent the views or opinions of the Journal, but of the blog-writer alone. They are edited for grammar and spelling alone. Libelous comments and unsubstantiated allegations will not be printed, nor will comments that discriminate on the basis of ethnicity, nationality, citizenship, gender, religion, sexual orientation, age, marital status or mental or physical ability.
12. JOURNAL CONTENT USE POLICY
This policy is intended to govern the use, sale and sharing of photographs and written work created by Journal editors, staff photographers, staff writers and contributing photographers and writers.
12.01.01 Photos become property of the Journal upon being taken by a photographer on assignment for the Journal.
12.01.02 When an editor, staff member or contributor is assigned to take photos for the Journal, they must promptly save all photos they have taken to a Journal-owned computer or disc.
12.01.03 Any photos taken while on assignment for the Journal, or photos that are to be published in the Journal, may not be edited in any way prior to being given to the Journal.
12.01.04 The photo editors will not edit photos beyond cropping sizing, adjusting brightness/contrast, correcting colour and changing to black and white. Photos will not be edited to misrepresent the subject matter.
12.01.05 Unless editors, staff or contributors are explicitly sent to an event in order to cover it for the Journal, they shall not use the Journal as a means to enter an event.
12.01.06 Journal photographers have the right to reproduce their own published or Journal-saved photos for portfolio use as long as all work is explicitly credited to the photographer and “the Queen’s Journal.”
12.01.07 Journal editors, staff and contributors may sell their own photos to other publications provided they receive written permission to do so from the current Journal editor(s) in chief before selling them. Any photos for sale must be explicitly credited to the photographer and “the Queen’s Journal.”
12.01.08 The Journal may sell or share any photos that are saved to Journal property or were previously published in the Journal at the discretion of the editors in chief. When a photo is sold, 60 per cent of the fee will be paid to the photographer and 40 per cent will be paid to the Journal. When contacting a photographer from a past volume, the current editor(s) in chief won’t look further back than 2002, the year the Journal’s photos became digital.
12.01.09 The rates for reprints are as follows:
- Free digital copy for students
- $20 for single print
- $75 for editorial rights and reproduction
- $150 for commercial rights and reproduction
12.02 Written content
12.02.01 Journal editors, staff and contributors may sell or share articles they wrote that were previously published in the Journal to other publications if they have received written permission to do so from the current Journal editor(s) in chief. Any reprinted articles must appear full and state immediately before or after the article, “This article originally appeared in the Queen’s Journal on [insert date and year].”
12.02.02 Journal editors, staff and contributors always have the right to reproduce their own published articles for portfolio use, as long as all work is cited as appearing in the Queen’s Journal.
12.02.03 Unless editors, staff or contributors are explicitly sent to an event in order to cover it for the Journal, they shall not use the Journal as a means to enter an event.
12.02.04 Once a writer submits an article to the appropriate section editor, that section editor and the editor(s) in chief may edit the article at their discretion, in accordance with Section 1.05 of Journal policy.
12.03 Website content
12.03.01 All the above rules apply for all online content found at www.queensjournal.ca. For more information, please see Article 11 of Journal policy.
13. CONTRACTS FOR STAFF MEMBERS
13.01 All Journal staff members aside from the Editors-in-Chief, Managing Editor when applicable, and Business Manager (who have their own contract stipulations found in Section 11 of the AMS Employment Policy & Procedures Manual) shall sign a contract with the Journal that shows staff members’ understanding of their respective job descriptions, level of honoraria, terms of employment, discipline procedure, content use policy and ethics policy.
14. SUMMER INTERNSHIPS
14.01The Kingston Whig-Standard offers four internships for persons assuming the following positions: Editor-in-Chief(s), Managing Editor, News Editor and Photo Editor. Should an Editor-in-Chief/Managing Editor take an internship other than at the Kingston Whig-Standard, he or she will present a proposal to the AMS Board of Directors stating his or her intentions. At this time, the Editor-in-Chief will inform the Board about estimated travel expenses, his/her salary, what to do with the open internship spot at the Whig-Standard, and any other matter he/she deems relevant. A decision will be made by the AMS Board whether to pro-rate the Editor-in-Chief’s salary, reimburse the Editor-in-Chief’s travel expenses, or some other solution, what to do with the open internship spot at the Whig-Standard, or any other relevant factors. After it is made, that decision shall be communicated to the Journal Board of Directors for information purposes.
14.02Should either the News Editor or Photo Editor not take the internship the Editor-in-Chief(s) will notify Journal Board. Members of the incoming editorial board will be eligible and the Editor-in-Chief(s) will notify all incoming member so the vacant position. The selection committee will consist of the incoming Editor-in-Chief(s), Managing Editor (when applicable) and on outgoing Editor-in-Chief.
AMS BYLAW 13: QUEEN’S JOURNAL
Section 13.01 General
13.01.01 The Corporation shall, on behalf of the Society, publish a newspaper known as the Queen’s Journal or the Journal which:
- shall be published at least once a week during the fall and winter terms except for weeks immediately preceding examination periods in December and April;
- shall be subject to budgetary constraints, and decisions of the Editorial Board regarding the size and dates of its issues;
- shall maintain a consistency with the normal standards of good journalism while attempting to fulfil its purposes, specifically:
- to give an accurate account of news and events relevant to the University and to discuss questions of current interest.
- to provide experience for those students interested in the fields of journalism; writing, layout and design, photography, financing, etc., and public affairs.
13.01.02 The editorial autonomy of the Queen’s Journal is guaranteed by the AMS Corporate By-laws and Constitution. It shall be honoured by all Officers of the Society, the Corporation and the University.
Opinions published in the Queen’s Journal shall not necessarily by those of the Society, the Corporation, the University, or any officer thereof. The Queen’s Journal shall regularly bear notice to this effect.
13.01.03 It is recognized and affirmed that it is in the best interests of the Society members, and of the University community, that the Queen’s Journal be free from the influence of student government and outside institutions with regards to its editorial integrity and accordingly, that it be independent of the Board both as to management and editorial control, and that the Board will not exercise financial control over the operation of the Queen’s Journal, except as specifically provided in this by-law. In accordance with this provision, after being approved by the Journal Board of Directors, the Budget and Advertising Rate of the Queen’s Journal will go directly to the AMS Board of Directors for approval.
13.01.04 Funds for the financing of the Queen’s Journal shall be secured from:
- the Student Interest Fee levy as outlined in section 3.03 of the Constitution;
- the sale of advertising space;
- the sale of subscriptions to the Queen’s Journal;
- the sale of Journal assets;
- the Journal Reserve Fixed Asset Replacement Fund;
- other fundraising and revenue generating projects which the Editorial Board considers
appropriate, provided that the assets of the Queen’s Journal are not invested without the approval of the Journal Board of Directors and the AMS Board of Directors.
13.01.05 The staff of the Queen’s Journal shall include:
- the Editor(s)-in-Chief;
- a Business Manager, who shall be a student employee of the Queen’s Journal;
- as many Editors and Assistant Editors as required and appointed by the Editor(s)-in-Chief;
- as many other assistants, reporters, photographers, and other editorial personnel as required
and appointed by the editorial staff;
- as many administrative staff members as appointed and ratified by Journal Board of Directors;
- an Advertising Manager, who shall be a student employee of the Queen’s Journal;
- Sales Representative (s) who shall be a student employee (s)of the Queen’s Journal;
- a Web Manager who shall be a student employee of the Queen’s Journal
- Ad Designers (s) who shall be student employee (s) of the Queen’s Journal
Section 13.02 Editor(s)-in-Chief
13.02.01 The Editor(s)-in-Chief shall be the Chief Administrative Officer(s) of the Queen’s Journal.
He/She (They) shall initiate Editorial Policy subject to review by the Editorial Board and the Journal Board and is (are) answerable to the Editorial Board of his/her (their) actions. This subsection, however, shall be subject to the subsection 16.01.04 of the Constitution.
13.02.02 Further to the above, the Editor(s)-in-Chief with the Journal Business Manager shall be accountable to the Journal Board of Directors for adherence to the annual budget and strategic plan of the Queen’s Journal.
13.02.03 The Editor(s)-in-Chief shall appoint all necessary Editorial Board members as soon as possible after being elected in the spring and participate in the hiring of other Journal employees (subsequent appointments shall be made by the Editorial Board).
13.02.04 The Editor(s)-in-Chief and the Business Manager both shall have signing authority for all vouchers. They shall co-sign all vouchers for cheques exceeding $1,000.00.
13.02.05 The Editor(s)-in-Chief ultimately have the final decision on paper sizes and percentage of advertising/editorial content for each issue, although this decision will in best practice be understood as a discussion made with the Business Manager with regard to the financial year as a whole and dependent on the amount of content. In the case where differences cannot be resolved, then either party may take the matter to Journal Board for resolution.
Section 13.03 Editorial Board
13.03.01 The Editorial Board of the Queen’s Journal shall include:
- the Editor(s)-in-Chief;
- the various section editors and assistant editors;
- any staff members appointed by the Editorial Board after its first meeting;
- the Business Manager as a non-voting member.
13.03.02 The Editorial Board shall review Editorial Policy and shall act as a governing body for decisions concerning the newspaper as a whole, except with regards to the percentage of advertising content, which is regarded as a financial decision emanating from the Journal Board of Directors. The Editorial Board shall:
- be responsible for devising Editorial Policy;
- participate in the formulation of editorials which are to reflect the opinion of the Editorial Board;
- be responsible for soliciting submissions, editing and fulfilling all the press night duties as required by each section of the paper;
- be responsible for monitoring the content of the Queen’s Journal for potentially libellous material;
- review both the overall and the section-by-section performance of the Queen’s Journal;
- mediate disagreements which may arise amongst Queen’s Journal staff regarding matters concerning the Queen’s Journal;
- monitor newspaper content, advertising content included, for degrading or objectifying material, subject to definition by each year’s editorial board;
- make recommendations to the Journal Board of Directors regarding capital expenditures.
13.03.03 Meetings of the Editorial Board shall be held at regular intervals as established at the opening meeting. Procedure at meetings shall be such that:
- editorials must be discussed by at least one-third (1/3) of Editorial Board and general
agreement must be reached by members present for an editorial to be published;
- quorum shall be one-half (1/2) Editorial Board membership, plus one (1):
- for policy, decisions;
- to appoint/remove a person to fill/vacate a seat on the Editorial Board or to create/remove a position on the Editorial Board, after the first editorial meeting;
- the Editor(s)-in-Chief or his/her/their delegate shall chair all meetings.
Section 13.04 Journal Board of Directors
13.04.01 The Queen’s Journal shall have a Journal Board of Directors which shall be charged with the responsibility for the long term strategic planning and financial operations of the Queen’s Journal and shall be accountable to the A.M.S. Board of Directors. If the AMS Board deems the Journal Board of Directors incapable of certain or all of its responsibilities, the AMS Board may assume direct responsibility for financial and legal concerns of the Queen’s Journal. The AMS Board shall only exercise this right after raising its concerns to the Journal Board and giving them a chance to respond to these concerns in a way that satisfies the AMS Board.
13.04.02 Without limiting the responsibilities set out above, the Journal Board of Directors will:
- approve any document (such as the Strategic Plan and subsequent Budget) of the Queen’s Journal required by the AMS Board and recommend it for approval to the AMS Board;
- review the annual report from the auditors concerning the Queen’s Journal;
- regularly review the financial position of the Queen’s Journal;
- approve all changes to advertising policy;
- approve Editor-in-Chief(s) contracts;
- accept and approve tenders for printing and other contracts;
- establish and maintain financial and legal policy for the Queen’s Journal;
- review on an annual basis all agreements between the Corporation and the Queen’s Journal
with respect to the Queen’s Journal house;
- review on a yearly basis the section of the AMS Full-Time Staff Policy which pertains to the Journal’s Administrative Assistant and recommend changes.
The AMS Board of Directors student representative to Journal Board, the Vice-President (Operations) and/or the Media Services Director, or the Journal Board Chair may, at any time, pass any documents approved by the Journal Board to the AMS Board of Directors for information purposes. However, the only documents that require AMS Board approval to take effect are changes to AMS Corporate Bylaw 13, the Journal’s strategic plan and budget, changes to the recommended ratio of editorial content to advertising content, tenders for printing and other contracts, and capital expenditures. The AMS Board of Directors student representative to Journal Board or the Media Services Director shall be responsible for ensuring these documents are brought to AMS Board of Directors meetings.
In addition, if the AMS Board of Directors is deciding to change policy that directly affects the Journal, the Journal Board, as primary stakeholders of the financial operations of the Journal, shall be notified in advance of the policy and have an opportunity to offer their thoughts and recommendations to the AMS Board of Directors.
13.04.03 The annual budget and strategic plan of the Queen’s Journal, as approved by the Journal Board of Directors, shall be subject to ratification by the AMS Board. Once ratified by the AMS Board, the Journal Board of Directors shall be responsible for ensuring that the annual budget and strategic plan of the Queen’s Journal are adhered to. If, however, material deviations from either document come about and the Journal Board of Directors does not take the necessary action to bring performance in line with the relevant document, the AMS Board may intervene and take whatever action it deems necessary to ensure that the annual budget and strategic plan of the Queen’s Journal are adhered to. Such action shall be binding on the Journal Board of Directors. The AMS Board shall only exercise this right after raising its concerns to the Journal Board and giving them a chance to respond to these concerns in a way that satisfies the AMS Board.
13.04.04 The Journal Board of Directors shall take office immediately after the last issue of the Queen’s Journal of a publishing year. The Journal Board of Directors shall meet at regular intervals and hold responsibility until the end of the publishing year. The Journal business manager shall act as interim Chair of the Journal Board until the first meeting after the staff election.
13.04.05 The Journal Board of Directors shall consist of eleven (11) voting members as follows:
- The Editor-in-Chief, or Managing Editor if requested by the Editor-in-Chief, who will share a vote;
- The Vice-President (Operations) or Media Services Director, if requested by the Vice-President (Operations);
- The Business Manager of the Queen’s Journal;
- One student member-at-large of the AMS Board of Directors
- Two members of the Queen’s Journal Editorial Board, other than the Editor-in-Chief and Managing Editor, who are elected by the incoming Editorial Board in March or April of the previous year;
- One Professor or other qualified non-student with a knowledge of Queen’s and a knowledge of the nature and functions of the Queen’s Journal; this position shall normally be a two (2) year term;
- Three (3) student members-at-large from the Alma Mater Society (AMS).
- One student member-at-large from the Society of Graduate and Professional Students (SGPS), contingent on that Society’s financial contribution to the Journal.
- The members-at-large in (viii) and (ix) will be selected by the outgoing Journal Board Chair, one outgoing Editor-in-Chief, the outgoing Vice-President (Operations) or outgoing Media Services Director, and the AMS Board of Directors student representative after a minimum of two (2) announcements for the position have appeared in the Queen’s Journal in March or April of the previous year.
- The Media Services Director sits as an ex-officio member
- The AMS General Manager sits as an ex-officio and non-voting member and s/he may send the Information Officer as his/her delegate
- The chair may only be selected from (iv), (vi), one of (viii), or (ix)
The Journal Board of Directors may appoint any member(s) of the Queen’s staff or community who is (are) deemed appropriate and beneficial to the running of the Board as non-voting members.
13.04.06 A member of the Journal Board of Directors shall cease to be eligible to remain in such office:
- if he/she ceases to hold the status by which she/he was elected/appointed to the Journal Board
- if at any time he/she becomes of unsound mind or is found by any court of competent
jurisdiction to be mentally incompetent;
- if she/he submits his/her written resignation from such office; or
- if two-thirds (2/3) of the Journal Board of Directors votes to remove that member for reasons of incompetence or neglect of his or her responsibilities, including that member’s absence from more than three (3) meetings of Journal Board without good cause; those members selected in accordance with paragraphs (ii) and (iv) of subsection 13.04.05 shall not be removed by such a vote, although a non-confidence vote may be taken and sent to AMS Board of Directors for information.
13.04.07 A voting member of the Journal Board of Directors shall be elected chair of the Journal Board at the first meeting of the new Journal Board during March or April of the previous year.
- The Chair’s administrative duties include, but are not limited to the following: calling meetings, sending out agendas, posting meeting minutes online, receiving grievance complaints, and writing rulings.
- In addition, the Chair shall write a brief report of Journal Board’s activities to present at AMS Board of Directors meetings. In the event that the Chair cannot attend the AMS Board meeting, he/she shall pass the report to the Journal Board’s AMS Board student representative or the Media Services Director to present at the AMS Board meeting.
- During meetings, the Chair is responsible for ensuring that the Editor(s)-in-Chief, the Business Manager, the Vice-President (Operations), the Media Services Director, and the AMS Board of Directors student representative present brief verbal reports at the beginning of each Journal Board meeting summarizing their activities since the last Journal Board meeting.
- In cases where the Chair is unable to fulfill his or her duties, the Business Manager shall serve as acting Chair of Journal Board.
13.04.08 Quorum for meetings of the Journal Board of Directors shall be six (6) voting members. Quorum will include Journal Board members who participate in the meeting via conference call.
13.04.09 If a vote of the Journal Board of Directors results in a tie, the Chair shall cast a second vote.
13.04.10 Notice of meetings of the Journal Board of Directors shall be provided to all members at least forty-eight (48) hours in advance unless a number equivalent to quorum agree to waive such notice.
13.04.11 The Journal Board of Directors shall meet throughout the year, twice monthly. Meetings outside of this may be called by the Chair, the Editor-in-Chief or the Vice-President (Operations) or his/her delegate. Further, a meeting shall be called by the Chair on receipt of a written request by three (3) Journal Board of Directors’ members.
13.04.12 These meeting shall be open to the public and meeting times and locations should be advertised on the Journal’s website at least forty-eight (48) hours in advance. In cases of confidential matters, the Board may move to closed session. Minutes of these meetings shall be available to the public-at-large on the Journal’s website once approved at a later Journal Board meeting.
Section 13.05 Business Manager and Advertising Department
13.05.01 The Business Manager shall be selected by a Committee consisting of the Editor(s)-in-Chief and any two (2) members of the appropriate hiring committee as set out in AMS Hiring Policy.
13.05.02 The Business Manager shall be responsible to the Editor(s)-in-Chief and the Media Services Director and shall be responsible for the daily financial operations of the Journal and the Journal house until the end of the fiscal year. The Business Manager shall submit for approval to the Journal Board of Directors the annual budget and strategic plan of the Queen’s Journal, the advertising rates, capital expenditure proposals, national advertising contracts as well as present regular reports as to the progress of the finances of the newspaper. He/she shall have the responsibility to advise on paper sizes and percentage of advertising/editorial content for each issue, a decision that in best practice will be understood as a discussion made with the Editor(s)-in-Chief with regard to the financial year as a whole and dependent on the amount of content. In the case where differences cannot be resolved, or where the Business Manager feels that the Editor(s)-in-Chief are consistently overruling his or her decision without good cause, and the outcome affects the Journal’s ability to carry out its strategic plan and/or adhere to its budget, then either party may take the matter to Journal Board for resolution.
13.05.03 The Business Manager shall be responsible for monitoring all agreements between the Corporation and the Queen’s Journal with respect to the Queen’s Journal house, as well as for upholding the duties of the Queen’s Journal as specified in any such agreements.
13.05.04 The Business staff (Advertising Manager(s), Sales Representative(s), Ad Designer (s)) shall be selected by the Editor-in-Chief and the Business Manager. Such selection shall not be final until approved by the Journal Board of Directors. The Editor-in-Chief shall select those who will work for summer editorial employment, subject to ratification by Journal Board.
13.05.05 The Sales Representative(s) shall report to the Business Manager and be responsible for adhering to his/her/their job descriptions.
13.05.06 The Advertising Manager(s) shall report to the Business Manager and be responsible for adherence to his/her/their job descriptions.
13.05.07 The Ad Designers (s) shall report to the Business Manager and be responsible for adherence to his/her/their job description.
Section 13.06 Administrative Assistant
13.06.01 The Administrative Assistant shall be selected by a Journal Hiring Committee composed of the AMS General Manager, the Editor(s)-in-Chief and the Journal Business Manager.
13.06.02 The Administrative Assistant shall report to the Editor(s)-in-Chief and the Business Manager and be responsible for the general office administration of the Journal and shall be guided by the AMS Full-Time Staff Policy.
Section 13.07 Elections
13.07.01 The Editor(s) in Chief shall be chosen through an election in the winter term of each year by members of the Queen’s Journal staff who have made four (4) forms of contribution to the current volume of the Queen’s Journal. A submission classified as a contribution shall include photographs, written articles, or graphics. Journal Board students at large are also eligible to vote. The voting list shall be compiled by a member of the retiring Editorial Board, and be published in at least three (3) consecutive issues of the Journal before the election, at least once on the Editorial Page.
13.07.02 Subject to restrictions contained in this By-law, the election shall be run in accordance with the Society Policy on Elections and Referenda except as otherwise provided for in the Queen’s Journal, Elections of the Editor (s) Policy.
13.07.03 The Queen’s Journal staff representative on the Journal Board of Directors shall be elected at a separate election held no later than September 30. Two (2) contributions shall be required for eligibility to vote.
13.07.04 The Editorial Board representative on the Journal Board of Directors shall be elected by the incoming Editorial Board during a meeting in the Spring after notification of the position being given to each Editorial Board member prior to the member.
13.07.05 Internal Referenda may be conducted by the Journal where deemed appropriate by the Editor(s)-in-Chief or the Editorial Board. Two (2) weeks notice and appropriate advertising are necessary. The Editor(s)-in-Chief or his/her/ their appointee shall act as Chief Returning Officer.
Section 13.08 Termination of Employment
13.08.01 The Editor(s)-in-Chief shall not be removed from office except by one of the following methods:
- a campus-wide referendum which shall be in the following form: “Shall the present
Editor(s)-in-Chief of the Queen’s Journal ____________ (name(s)) cease to hold that position?”;
- a two-thirds (2/3) vote by each of Journal Board and the Editorial Board with approval by AMS Board of Directors and final approval by two-thirds (2/3) of AMS Assembly;
- a motion by AMS Board of Directors, then approved by two-thirds (2/3) of Journal Board, two-thirds (2/3) of the Editorial Board with final approval by two-thirds (2/3) of Assembly.
Section 13.09 Advertising
13.09.01 Any volume of The Queen’s Journal shall not contain more than forty-five(45) percent paid display advertising in its tabloid form. The Journal Board of Directors shall be responsible for overseeing this average.
13.09.02 All advertisements placed by the Alma Mater Society will be paid for at the student rate.
Section 13.10 Queen’s Journal House
13.10.01 The Queen’s Journal operates out of 190 University Avenue. This location may only be used for the publication of the Queen’s Journal.
Section 13.11 Amendments to this By-law
13.11.01 Because of the recognized need for autonomy within the Queen’s Journal, the following sections of this By-law shall not be amended except in the usual way combined with ratification by referendum, Society Annual Meeting or Society Special General Meeting:
- 13.01.01 - .04;
- 13.02.01 - .03;
Queen’s Journal Code of Ethics
The following is the final draft of the Queen’s Journal Ethics Code, which was approved by the Queen’s Journal 2004-2005 Editorial Board on September 28, 2004. This document will be used as a guideline in the day-to-day running of the newspaper. The purpose of this document is to provide readers and staff with a clear picture of how information is collected, reported and distributed by the Journal. It also serves as a preventative measure against real or perceived conflict of interest. The guide applies to editors as well as editorial staff, and any member of the business office if they become involved in an editorial situation to which the guide applies.
- Journal staff and contributors (henceforth referred to as journalists) in every capacity associated with the Journal, will strive to collect, edit, and distribute information in an impartial, objective manner. Journalists will not report or refuse to report a story based on personal matters such as conflicts or special relationships, except in cases where such matters constitute a conflict of interest.
- Journalists will never deny or attempt to disguise their relationship with the Journal. A Journal reporter or photographer will always identify themselves as such when meeting anyone for the purposes of a Journal article. Journalists will never ask an interview subject a question or use quotes from a conversation unless the subject understands the information is to be used in an article.
- Journalists will always allow an interview subject time to discuss any points he or she feels the journalist didn’t cover in the interview.
- In the context of a small university setting, journalists must be allowed to engage in social relationships with people they have interviewed or may interview in the future. However, journalists should refrain from letting social relationships interfere with the way they cover a story. Journalists should never cover a story in which they have a significant personal stake, such a story about a significant other or a club the journalist happens to chair.
- Journalists will not use gifts to obtain interviews or other material pertinent to a story. They will also not accept gifts valued at more than $15 from interview subjects or others related to a story.
- Journalists should refrain from obtaining any form of information “off the record.” However, if such information is obtained, it is never to be used in an article or discussed with anyone other than the Journal’s lawyer. Information obtained “not for attribution” can be used in an article, but must not include any information that would identify the source. Again, such information should be avoided. Journalists should always explain these terms to interview subjects.
- The onus is always on the Journal to prove facts printed in the newspaper. As such, no article should ever contain overheard information, hearsay, or anonymous information that cannot be independently confirmed. Journalists will attempt to independently confirm any information, even if it comes from a source considered credible.
- Journalists will never give non-Journal employees access to full articles before those articles appear in print.
- The Journal’s financial well being, especially advertising concerns, should never interfere with a journalist’s ability to do his or her job. A journalist should never refrain from following a story, or cover a story in a different manner, because of concerns over how the story will affect the Journal’s advertising or financial well being.
- With the exception of summer internships, journalists will not take on a full-time position at any other publication during the time they are employed at the Journal. This applies only to Journal staff and not staff writers or contributors.
- Journalists will always quote sources and describe events as accurately as possible.
- Journalists will never alter a photograph in any fashion that alters the image’s fundamental context, or leads to a misrepresentation of the image’s information.