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The Sandspur College Newspaper Handbook
 

The Sandspur College Newspaper Handbook

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The handbook I created for The Sandspur, our college newspaper, which I worked with as Managing Editor, Web Editor, and a Staff Writer.

The handbook I created for The Sandspur, our college newspaper, which I worked with as Managing Editor, Web Editor, and a Staff Writer.

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    The Sandspur College Newspaper Handbook The Sandspur College Newspaper Handbook Document Transcript

    • Student Newspaper of Rollins College Handbook Created by Annamarie Carlson Managing Editor 2013-2014
    • T h e S a n d s p u r i Table of Contents Sandspur 1 Mission Statement 1 History 2 Alumni 2 Awards 2 Goals 3 Diversity Statement 3 Policies 4 Ethics Policy 4 Editorial Policies 7 Anonymous Articles 7 Anonymous Sources 7 April Fools Issue & Satire 7 Changing Online Content 8 Columns 9 Corrections in Print 9 Editorials 10 Letters to the Editor 10 Obscene Words 10 Off the Record Comments 10 Opinion Articles 11 Plagiarism 11 Publishing Articles 11 Recording Interviews 12 Right to Edit 12 Sources 12 Sources Seeing Articles 12 Submission Policies 12 Staff Policies 13 Appropriate Use of Tech 13 Business Cards 13 Disciplinary Policies 14 Email Accounts 17 Equipment and Supplies 17 Editorial Board Selection 18 Editorial Board Removal 20 Editorial Board Replace 21 Exec Board Selection 21 Exec Board Removal 22 Exec Board Replace 22 Hiring 23 Keys 25 Pay/Salaries 25 Press Badges 25 Press Requests 26 Retreats 26 Social Media Access 27 Social Media Policy 27 Staff Contracts 28 Staff Evaluations 29 Staff Files 31 Student Travel 31 Training 32 Trial Period 32 Writer Workshops 32 Other Policies 32 Grievance Procedures 32 Libel 33 Special Issues 33 The Sandspur Constitution 34 Staff Members General Duties 38 Staff Tree 39 Staff Contact Form 40 Staff Office Hours Form 42 Editor-in-Chief 43 Production Manager 45 Managing Editor 47 Head Content Editor 49 Section Editors 51 Assistant Section Editors 53 Head Copy Editor 55 Copy Editor 57 Head Designer 59 Designer 61 Photo Editor 63 Photographer—Staff 65 Photographer—Freelance 67 Illustrator—Staff 68 Illustrator—Freelance 70 Cartoonist—Staff 71 Cartoonist—Freelance 73 Staff Writer 74
    • ii T h e S a n d s p u r Beat Reporter 76 Columnists 78 Adding Photos 153 Adding Photo Galleries 153 Freelance Writer 80 Public Relations Coordinator 81 Public Relations Intern 83 Social Media Manager 85 Multimedia Manager 87 Multimedia Intern 89 Web Editor 91 Webmaster 93 Web Content Manager 95 Web Multimedia Editor 97 Archivist 99 Production Assistant 101 Radio Show Host 103 General Manager 105 Business Assistant 107 Business Intern 109 Ad Manager 111 Ad Rep 113 Making a Paper 115 Article Assignment 115 Before 115 During 120 After 122 Email Writers 122 Create Content 132 File Articles 132 Copy Editing 133 Create Budget 139 Create New Pages 139 Print Paper Layout 139 Section Editors 140 Writing Headlines 140 Writing Subheads 141 Selecting Pull Quotes 141 Writing Captions 141 Section Editor Checklists 142 Head Content Editor 144 Designers 145 Final Copy Edits 146 Final Review 147 Upload Content to Web 148 Upload Article to Website 148 Basic Article 148 Adding Podcasts 154 Adding YouTube Video 154 Schedule Content 155 Upload Issue to Issuu 155 Prep Issue 155 Upload to Issuu Account 156 Update Archives 156 Prep Website for New Issue 157 Add Print Issue to Sidebar 158 Update Video 158 Review Comments 159 Prep Facebook for New Issue 159 Update Cover Photo 159 Add Issue to Facebook 159 “This Week at The Sandspur” 161 Making the Email 161 Sending the Email 163 Contact Writers 164 Deliver Print Paper 164 Management 165 Recruitment 165 Department Meetings 169 Staff Meetings 169 Executive Board Meetings 170 Editorial Board Meetings 170 PR Meetings 171 Video Meetings 171 Business Meetings 171 Staff Events 172 Fall Retreat 172 Christmas Party 172 Spring Retreat 173 Senior Send-Off 173 Resources 174 Business 174 Sales Guide 174 Email Template 177 Creating an Invoice 178 Email Accounts 179 Office Duties 180 Sandspur Storage Locations 180 Photos 181
    • T h e S a n d s p u r iii Uploading Photos to Flickr 181 Finding Photos for Articles 182 Public Relations Events 183 Social Media 183 Software Programs 186 Web Management 187 Dashboard 187 Add New Users 188 Adding an Admin 189 Fix Email-as-Name 189 Posting Content 190 Review Comments 190 Add or Edit a Page 190 Edit a Menu 191 Edit Categories 191 Change Home Page 191 Add/Delete Plugins 192 Add or Delete Ads 192 Clear Page Cache 193 Google Analytics 193 I broke it. 193 Writing 193 Finding Stories 193 Interviews 195 Basic Article Format 196 Story Ideas 198 Regular Sections 198 News/Features Stories 199 Documents 204 Article Format 205 Copy Editing Checklist 206 Copy Editing Style Guide 207 Emails & Social Media List 211 Ethics Policy 212 How to Write Captions 215 How to Write Headlines 216 How to Write Sub-Heads 217 Interview Tips 218 Photo Guide 219 Social Media Policy 220 Social Media Posting Tips 221 Emails 222 Article Assignment: PR 223 AA: Signed-Up 224 AA: Left without Article 225 AA: Didn’t Come 226 Article Published 227 Article Status: Published 228 AS: Online Only 229 AS: Future Issue 230 AS: Not Publishing 231 Did Not Submit Article 232 Illustration—Freelance 233 Illustration—Staff 234 Photos—Freelance 235 Photos—Staff 236 Press Request Email 237 Recruitment: Professors 238 Unsubscribe 239 Forms 240 Application: Editorial & Exec 241 Application: Staff 243 Article Sign-Up Form 245 Checklist: Before Press 246 Checklist: Final Copy Editing 247 Checklist: Head Content 248 Checklist: Section Editor Job 249 Checklist: Section Editor Final 250 Complaint Form 251 Equipment Checkout Form 252 Interview Form 253 Meeting Sign-in Form 254 Mid-Semester Evaluation 255 Interview Recording Approval 256 Staff Appeal to Rehire 257 Staff Contract 258 Trial Period Evaluation 259 Warning Form 260 Sources 261
    • T h e S a n d s p u r 1 Everything Real. Everything Rollins. The Sandspur is the student newspaper of Rollins College. The student employees of The Sandspur strive to be the primary source of news about the Rollins College community, contributing to the campus by providing a voice and a real-world learning environment for students. The paper publishes weekly on Thursdays during the fall and spring semesters with a weekly circulation of 1,000 copies. The Sandspur can also be found online at thesandspur.org. The website receives approximately 4,000 views weekly. Mission Statement The Sandspur’s core purpose is to be the most accurate, thorough, and interesting source of news for the Rollins College community. To uphold this mission, the staff members of The Sandspur will:  Assertively find and pursue high-interest stories that impact the reader, create discussion, and advance knowledge  Make all content as relevant to readers as possible  Create content that reflects the diverse interests of the Rollins College community  Adhere to The Sandspur’s ethical guidelines and foster the most professional environment possible at all levels  Become technical, ethical, and successful student journalists
    • 2 T h e S a n d s p u r History The Sandspur was first published on December 20, 1984 as a literary journal with the motto “Stick to it.” The 30-page journal contained a variety of short stories and essays as well as short blurbs on various news events. The first issue included the following editorial: Unassuming yet almighty, sharp and pointed, well rounded yet many sided, assiduously tenacious, just as gritty and energetic as its name implies, victorious in single combat and therefore without a peer, wonderfully attractive, and extensive in circulation, all these, will be found, upon investigation, to be among the extraordinary qualities of the Sand-Spur. In the first few issues, The Sandspur successfully campaigned to change the colors of the college from oleander pink to the current blue and gold. The editors of the time constantly spoke on issues pertinent to the campus community. The Sandspur became the official weekly newspaper of Rollins College in 1915, adopting a traditional broadsheet newspaper format. The Sandspur continued to print as a newspaper ever since, printing its first April Fools issue in 1923 and its first full color page much later in 2002. The Sandspur also added an online platform in 2002 with the creation of thesandspur.org. In 2012, the paper redesigned its print and online components, adopting a new newspaper-magazine hybrid format along with redesigning its website. In 2014, The Sandspur’s motto was changed from “Stick to it” to “Everything real. Everything Rollins.” Alumni Alfred J. Hanna (Editor-in-Chief, 1915) Rex Ellingwood Beach (Locals Editor, 1894) Henry Buckingham Mowbray (Editor-in-Chief, 1894) Awards 2014: David L. Adams Apple Awards 3rd Place Best Sex Column 2013: Online Pacemaker Finalist 2013: College Media Association Best in Collegiate Design 1st Place Features Division
    • T h e S a n d s p u r 3 Goals The Sandspur plans to achieve its mission by striving to achieve the following goals:  The Sandspur has been a publication Rollins has been proud of for the last 120 years, as shown by the alumni that returned to celebrate their time at the paper, The Sandspur's print and web readership, and the national awards it receives annually. We plan to continue to produce a high quality paper that represents the Rollins student body and reaches out to the Winter Park community.  In the 2013-2014 school year, we have had more than 100 students contribute to The Sandspur. Through increased recruitment efforts, we plan to double that number over the next five years.  The Sandspur prides itself on being an honest publication that shows the good, and the bad, that occur at Rollins. We are not here to paint a pretty picture, but to tell the truth. You can describe that as edgy or you can describe it as the original point of a newspaper. Regardless, we plan to continue to show both sides of every issue we address and to not doubt the need for us to publish something just because it may put a part of the Rollins community in a questionable light. In short, we are not Rollins 360, nor should we ever be.  The Sandspur will increase communication between writers and editors. Through the creation of a new Writing Consultant position, we plan to shift our structure so content editing can begin during the writing process, especially since our turnaround time has to be much shorter than for a monthly or annual publication. Diversity Statement The Sandspur recognizes that a commitment to diversity is crucial to fulfilling its mission to be the primary source of news about the Rollins College community. Being open to and embracing cultural traditions, beliefs, and views strengthens our mission. The Sandspur recognizes that majority groups usually have little trouble sharing their views, while underrepresented groups do not always share that benefit. The Sandspur commits to aggressively covering underrepresented groups to the best of our ability; however, this does not necessarily mean running more stories about “minority” issues and people, as underrepresented groups have stakes in “mainstream” stories too (such as stories about tuition or dining services).
    • 4 T h e S a n d s p u r Policies The Sandspur staff abides by the following policies regarding contributions as well as staff behavior. Violation of any policies may result in content not being published or a staff member being fired. Ethics Policy The Sandspur staff members and all writers are expected to adhere to the Society of Professional Journalism’s Code of Ethics. This code of ethics is voluntarily embraced by thousands of journalists. The current version of the code was adopted in 1996 after months of study and debate among the Society’s members. All staff and contributors to The Sandspur should consider these guidelines before, while, and after editing, writing, designing, or otherwise completing work for The Sandspur. The full policy can be found in The Sandspur office, online (http://www.spj.org/pdf/ ethicscode.pdf), and printed below. Society of Professional Journalists Code of Ethics PREAMBLE Members of the Society of Professional Journalists believe that public enlightenment is the forerunner of justice and the foundation of democracy. The duty of the journalist is to further those ends by seeking truth and providing a fair and comprehensive account of events and issues. Conscientious journalists from all media and specialties strive to serve the public with thoroughness and honesty. Professional integrity is the cornerstone of a journalist's credibility. Members of the Society share a dedication to ethical behavior and adopt this code to declare the Society's principles and standards of practice. SEEK TRUTH AND REPORT IT Journalists should be honest, fair and courageous in gathering, reporting and interpreting information. Journalists should:  Test the accuracy of information from all sources and exercise care to avoid inadvertent error. Deliberate distortion is never permissible.  Diligently seek out subjects of news stories to give them the opportunity to respond to allegations of wrongdoing.  Identify sources whenever feasible. The public is entitled to as much information as possible on sources' reliability.
    • T h e S a n d s p u r 5  Always question sources’ motives before promising anonymity. Clarify conditions attached to any promise made in exchange for information. Keep promises.  Make certain that headlines, news teases, and promotional material, photos, video, audio, graphics, sound bites, and quotations do not misrepresent. They should not oversimplify or highlight incidents out of context.  Never distort the content of news photos or video. Image enhancement for technical clarity is always permissible. Label montages and photo illustrations.  Avoid misleading re-enactments or staged news events. If re-enactment is necessary to tell a story, label it.  Avoid undercover or other surreptitious methods of gathering information except when traditional open methods will not yield information vital to the public. Use of such methods should be explained as part of the story.  Never plagiarize.  Tell the story of the diversity and magnitude of the human experience boldly, even when it is unpopular to do so.  Examine their own cultural values and avoid imposing those values on others.  Avoid stereotyping by race, gender, age, religion, ethnicity, geography, sexual orientation, disability, physical appearance, or social status.  Support the open exchange of views, even views they find repugnant.  Give voice to the voiceless; official and unofficial sources of information can be equally valid.  Distinguish between advocacy and news reporting. Analysis and commentary should be labeled and not misrepresent fact or context.  Distinguish news from advertising and shun hybrids that blur the lines between the two.  Recognize a special obligation to ensure that the public's business is conducted in the open and that government records are open to inspection. MINIMIZE HARM Ethical journalists treat sources, subjects and colleagues as human beings deserving of respect. Journalists should:  Show compassion for those who may be affected adversely by news coverage. Use special sensitivity when dealing with children and inexperienced sources or subjects.  Be sensitive when seeking or using interviews or photographs of those affected by tragedy or grief.  Recognize that gathering and reporting information may cause harm or discomfort. Pursuit of the news is not a license for arrogance.
    • 6 T h e S a n d s p u r  Recognize that private people have a greater right to control information about themselves than do public officials and others who seek power, influence, or attention. Only an overriding public need can justify intrusion into anyone’s privacy.  Show good taste. Avoid pandering to lurid curiosity.  Be cautious about identifying juvenile suspects or victims of sex crimes.  Be judicious about naming criminal suspects before the formal filing of charges.  Balance a criminal suspect’s fair trial rights with the public’s right to be informed. ACT INDEPENDENTLY Journalists should be free of obligation to any interest other than the public's right to know. Journalists should:  Avoid conflicts of interest, real or perceived.  Remain free of associations and activities that may compromise integrity or damage credibility.  Refuse gifts, favors, fees, free travel, and special treatment, and shun secondary employment, political involvement, public office, and service in community organizations if they compromise journalistic integrity.  Disclose unavoidable conflicts.  Be vigilant and courageous about holding those with power accountable.  Deny favored treatment to advertisers and special interests and resist their pressure to influence news coverage.  Be wary of sources offering information for favors or money; avoid bidding for news. BE ACCOUNTABLE Journalists are accountable to their readers, listeners, viewers, and each other. Journalists should:  Clarify and explain news coverage and invite dialogue with the public over journalistic conduct.  Encourage the public to voice grievances against the news media.  Admit mistakes and correct them promptly.  Expose unethical practices of journalists and the news media.  Abide by the same high standards to which they hold others.
    • T h e S a n d s p u r 7 Editorial Policies The editorial policies of The Sandspur are determined by the Editorial Board (comprised of the Editor-in-Chief, Production Manager, and Managing Editor with advice from the General Manager and Faculty advisor) with the Editor-in-Chief making all final decisions. Editorial Policies are reviewed at the beginning of each school year during fall orientation in the Editorial Board Meeting. ANONYMOUS ARTICLES & PEN NAMES The Sandspur only accepts work attributed to its writer. The paper will not print in the newspaper or online any content that is from an anonymous author or an author writing under a pen name. ANONYMOUS SOURCES The Sandspur does not publish stories that include anonymous sources. If an anonymous or unlabeled source is quoted or cited in an article, it is the responsibility of the Copy Editor and Section Editor to immediately contact the writer and the head of their department. In this situation, the writer can choose to name their source, remove that piece of information from the article, or remove the article entirely. If the writer cannot be reached before deadline, it will be at the discretion of the Head Content Editor, with final approval from the Editor-in-Chief, to either remove the section of the article using an anonymous source or remove the article from publication entirely. APRIL FOOLS ISSUE & SATIRE The Sandspur traditionally publishes an April Fool's Issue the day of publication prior to or on April 1 each year. Each April Fool's Issue will include a statement made by the Editor-in-Chief on the second page of the paper stating that the cover and certain content in the issue is supposed to be attributed as satirical or a joke. Any pages using content that is all April Fool’s content should include the following statement at the bottom of the page: April Fool’s! The content of this page is meant to be read as satire and in no way reflects the opinions of The Sandspur, its staff, or Rollins College. Any April Fool’s articles printed on pages with non-April Fool’s Day content, as well as all April Fool’s articles posted online, should have the following statement before or after the article: April Fool’s! The content of this article is meant to be read as satire and in no way reflects the opinions of The Sandspur, its staff, or Rollins College.
    • 8 T h e S a n d s p u r Although The Sandspur does not have a satire section, it may occasionally print satirical pieces in the opinions section of the paper. All satire pieces in print and online will include the following statement before the article: The content of this article is meant to be read as satire and in no way reflects the opinions of The Sandspur, its staff, or Rollins College. CHANGING OR DELETING ONLINE CONTENT Content printed online at thesandspur.org or on any of The Sandspur's social media accounts can be corrected, similar to a correction in the print paper. Every time an online article is updated or changed, an asterisk (*) must mark the location in the article. At the bottom of the article, the person changing the article should include the date, time, and reason for the change. In the case of multiple corrections, each additional correction should be labeled by an additional asterisk (second correction**). In the case of an incorrect social media post, if the error is caught immediately (under five minute from posting), the original post can be deleted and reposted. If the error is caught after the five-minute mark, a correction post should be posted at the discretion of the Public Relations department depending the type of error. All online content, including archives, are part of The Sandspur. The Sandspur does not remove content from its online archives including stories, photos, columns, editorials, letters to the editor, and comments. Updates or corrections may be added to online content if the material is factually inaccurate or otherwise flawed. Such errors should be brought to the Editor-in-Chief's attention. If they are documented to his or her satisfaction, The Sandspur will correct the content as listed above. This is at the discretion of The Sandspur's Editor-in- Chief. To make a complaint that content is flawed, contact the Editor-in-Chief at chief@thesandspur.org with the following information:  Name, telephone number, and email address  The URL of the content  An explanation of why the material is inaccurate or should be altered  Reasonable proof of an inaccuracy Requests will be reviewed by the Editor-in-Chief and his or her decisions should be guided by this policy. When necessary, the Editor-in-Chief should discuss the situation with The Sandspur faculty advisor or attorneys.
    • T h e S a n d s p u r 9 COLUMNS Columnists are consistent writers who express interest in writing every week on a certain topic. Columns may be written by more than one individual in a rotation schedule, as long as one entry is submitted each week. To create a column, a writer must talk to the Head Content Editor about their central topic. They should bring their first column entry with them to the meeting and ideas for column topics for the following three weeks. The first two weeks of the column will be considered a trial period. Column entries must be 400-700 words in length and be turned in by Friday at 5 p.m. to submit@thesandspur.org. The Sandspur reserves the right to edit columns for grammar and content as necessary, the same as with any other content. A column can be revoked if someone plagiarizes a column or if someone does not submit his or her column on time for more than two weeks without justifiable cause. This is at the discretion of the Head Content Editor and the Editor-in-Chief. COMMENTS ON THE WEBSITE The Sandspur is committed to providing a forum for open dialogue and discussion. Comments are moderated before publication to remove spam comments and to remove comments that are against our comment policy. Comments should further the discussion on the article. The Sandspur reserves the right to not publish or delete a comment if it:  attacks an identified person or group  discriminates against a particular group on the basis of gender, religion, disability, ethnicity, or sexual orientation  personally attacks a Sandspur employee or contributor  contains excessive obscenities, sexual explicitness, or threats  could be considered libelous  is obviously written using someone else's name  is completely off-topic or is determined to be spam All comments are also subject to publication in The Sandspur. CORRECTIONS IN PRINT PAPER The Sandspur will correct facts, author names, and other appropriate content misprinted in the print paper in the following week's issue in a gray "corrections" box on page 2 of the paper. Corrections will be published at the discretion of the Editor- in-Chief.
    • 10 T h e S a n d s p u r Errors can be reported to The Sandspur through an email to staff@thesandspur.org. EDITORIALS At least one editorial will be published each semester by the Editor-in-Chief, Production Manager, or Managing Editor. The appropriate persons who wrote the editorial will be clearly marked as having written the piece. Editorials generally focus on The Sandspur itself and do not make comments on the campus or world community, but this is at the discretion of the Editor-in-Chief. LETTERS TO THE EDITOR Letters to the editor are accepted from Rollins students, faculty, staff, alumni, Winter Park community members, and people otherwise connected to Rollins. The paper will attempt to publish all letters to the editor in the print paper if possible; all submissions will be posted online. Letters to the editor must be no longer than 200 words. The Sandspur reserves the right to edit for grammar and content. Letters to the editor may be responded to by the Editor-in-Chief. OBSCENE WORDS Obscene words will only be published in the print paper if they are absolutely necessary to the content of the piece. Obscene words will never be added to an article during the editing process. OFF THE RECORD COMMENTS Some sources may state that they want to keep specific information “off the record,” meaning they will tell the reporter something during an interview that they do not want published. The expression “off the record” is not legally binding, leaving the source to trust the moral or ethical obligations of the journalist. The use of “off the record” quotes is, in the end, up to each journalist. The Sandspur stands that, unless an agreement is made ahead of time for a statement to be “off the record,” the journalist can choose to use, and sometimes should, use a remark, even if the source attempts to take back a prior remark or make a remark “off the record” after they have stated it. If someone says what they really think in an on-the-record interview, readers have a right to know. However, if a source and journalist do come into an agreement before a discussion or before a certain part of a discussion for the next topic to be “off the record,”
    • T h e S a n d s p u r 11 ethically, the journalist should not use the remarks in an interview (though that remark can be used to pursue further information or sources). However, this decision is ultimately up to each reporter. OPINION ARTICLES Writers can choose to send in opinion articles. These articles must be 400-700 words in length. The Sandspur reserves the right to edit opinions articles for grammar and content. All pages containing opinion content as well as all online opinion articles should include the following statement at the bottom of the page or article: The content of this article/page in no way reflects the opinions of The Sandspur, its staff, or Rollins College. PLAGIARISM The Sandspur does not accept plagiarized work. If a freelance writer sends in plagiarized content, the Head Copy Editor or Head Content Editor will immediately email the person to make them aware of the incident and that plagiarism is not allowed. If it happens again, The Sandspur will no longer accept content from that individual. If a staff member purposely plagiarizes any type of content, they will be let go from their position. If The Sandspur accidentally publishes plagiarized content, a correction will be placed in the following issue apologizing and stating the correct source of the content. PUBLISHING ARTICLES All letters, columns, stories, photos, art, videos, and other content become the legal property of The Sandspur upon submission to the paper unless otherwise stipulated or negotiated by the author prior to submission. Submissions can never be revoked. While The Sandspur owns all content, the author of the work does have the permission of the paper to reprint their work elsewhere. The Sandspur will accept work that has been published elsewhere as long as the author has permission to republish the work in another publication. If The Sandspur chooses to publish this type of work, however, The Sandspur will not pay the contributor for it.
    • 12 T h e S a n d s p u r RECORDING INTERVIEWS In the state of Florida, reporters may only record an interview if they either (1) have the express consent of the person or people they are interviewing (including telephone interviews) or (2) are interviewing someone in a public place where the interview might reasonably be overheard (such as a speech made by a politician). These laws are felonies that can result in criminal and civil charges. Therefore, to alleviate reporters and The Sandspur from potential criminal charges, when recording an in-person, telephone, or online Skype-interview, all writers must have the person or people being interviewed sign a copy of the recording form provided below as well as in the forms section of this handbook. All recording devices or cameras should be kept visible while recording at all times. RIGHT TO EDIT The Sandspur reserves the right to edit all content including letters, columns, stories, photos, art, and videos before publication for grammar, style, and content. SOURCES For all news, features, and sports stories, articles should include at least one quote per 400 words. All facts must be cited in every article. If sources cannot be found or are not labeled, the content will be cut from the story or the story will not be published. SOURCES SEEING ARTICLE BEFORE PUBLICATION The Sandspur recommends that reporters do not send sources the full article before publication, though this decision is ultimately up to the writer. SUBMISSION POLICIES The Sandspur does not accept slander, libel, or plagiarism. All articles must be written in English and no literature or fictional pieces will be accepted unless specifically requested for a special issue. ______________________________ (reporter name) from The Sandspur has my permission to record the duration of our interview on _____________________ (date). _________________________________ ___________________________________ Printed Name Signature
    • T h e S a n d s p u r 13 All writing must be coherent, backed up with sources (with at least one quote per 400 words for news, features, and sports stories), and follow journalistic models. All writing must be 400-700 words unless an exception is made ahead of time. All articles must be submitted by 5 p.m. to submit@thesandspur.org the Friday of the week before publication. The deadline can be extended in emergencies or in special cases by emailing the Head Content Editor and the Production Manager by 5 p.m. on Thursday. Content is accepted from Rollins students, staff, faculty, and alumni; Winter Park community members; and anyone affiliated with Rollins College. Writers will be contacted by the Managing Editor if their articles are or are not being printed. Articles may be saved for future issues, but if they are saved, they will be printed sometime that school year in print or online. If a writer would like to improve their writing to be published in the paper, they can email the Writing Consultant at staff@thesandspur.org. Staff Policies The staff policies of The Sandspur are determined by the Editorial Board (comprised of the Editor-in-Chief, Production Manager, and Managing Editor with advice from the General Manager and Faculty advisor) with the Editor-in-Chief making all final decisions. Staff Policies are reviewed at the beginning of each school year during fall orientation in the Editorial Board Meeting. APPROPRIATE USE OF IN-OFFICE TECHNOLOGY All equipment owned by The Sandspur, including computers, cameras, printers, and the light box, can only be used for The Sandspur related activities. These activities could include researching article ideas or article content, laying out the print paper, designing a cover, or taking pictures for an event. Staff members can only use these computers or equipment for personal use, including accessing social media or doing homework, if their assigned tasks are complete and with the permission of their supervisor or the Editor-in-Chief. BUSINESS CARDS Editorial Board members can request to have business cards printed with their name and title at the beginning of each school year. Other staff members can request business cards, with each case being reviewed on a case-by-case basis by the General Manager.
    • 14 T h e S a n d s p u r DISCIPLINARY POLICIES The Sandspur works on a three-strike system. All staff members will be given two written warnings (which will be filed in their staff file as well as handed to them) as well as two face-to-face meetings before being fired. A staff member can be immediately released from staff or fired after sufficient warnings dependent on the infraction. Not all infractions may be listed here. Final decisions are made by the Editor-in-Chief with the advice of the staff member’s direct supervisor as well as the General Manager and faculty advisor. Immediate Release from Staff:  Plagiarism  Sexual harassment of another employee  Not showing up to work without explanation for two weeks or more After Sufficient Warnings:  Showing up late or not at all without 24-hour notice  Not completing assigned duties each week for more than two weeks  Breaking any policies addressed in this handbook  Showing up to work intoxicated or high Whenever a staff member is not working up to par (completing their assigned jobs by deadline), misses work without sufficient notice (24 hours ahead of time), or otherwise breaks a Sandspur policy or fails to complete the expectations made in their contract, they will be given a warning. Verbal warnings may be given before paper warnings at the discretion of the Editor- in-Chief and direct supervisor of the employee in question. Warnings must be filed by someone in a leadership role to the person—for example, the Head Content Editor could write a warning for a Section Editor, and the Production Manager could write a warning for the Head Content Editor. All written warnings must be approved by the Editor-in-Chief before they are filed. When someone receives their first written warning, they will have a meeting with their supervisor to talk about the problem and concerns with the employee. The staff member receiving the warning will be given the option to set up a meeting alone with the Editor-in-Chief or faculty advisor to discuss the situation if they want to. When someone receives their second written warning, they will have a meeting with their supervisor and the Editor-in-Chief. Again, they will be given the option to set up a meeting alone with the Editor-in-Chief or faculty advisor.
    • T h e S a n d s p u r 15 The staff member receiving the warning will receive a copy of the warning slip that will also be placed in their staff file. If the staff member has a problem a third time, they may be let go from The Sandspur at the discretion of the Editor-in-Chief. A copy of the warning slip can be found below as well as in the forms section of this handbook. Warning #______ Warning Form Employee Name: ____________________________________________________ Position: ____________________________ Date: _________________________ Person Completing Form: _____________________________________________ Position: __________________________________________________________ Staff Present at Meeting: _____________________________________________ Reason for warning: Planned way to rectify concern (created during meeting): I understand that I am receiving my ____ written warning with The Sandspur and that after receiving my second warning I may be fired if I commit another infraction. I understand that I have the right to meet with the Editor-in-Chief and/or the faculty advisor one-on-one to discuss this warning. _________________________________ ___________________________________ Printed Name of Staff Member Signature _________________________________ ___________________________________ Printed Name of Supervisor Signature
    • 16 T h e S a n d s p u r A staff member who was fired through the warning system may reapply to The Sandspur the following school year. Their past behavior will be considered during the hiring process. A staff member who was immediately released from staff due to the previously listed offenses can appeal to be re-hired at The Sandspur, directly addressing why they were fired in the first place and why this incident will not happen again. The appeal must be approved by the Editor-in-Chief and faculty advisor before the individual can reapply to The Sandspur. Their past behavior will be put into consideration during the hiring process. The appeal form can be found below as well as in the forms section of this handbook.
    • T h e S a n d s p u r 17 EMAIL ACCOUNTS Specific staff members have access to specific The Sandspur email accounts:  sumbit@thesandspur.org: all staff members  staff@thesandspur.org: Editor-in-Chief, Production Manager, Managing Editor, Head Content Editor, Writing Consultant, General Manager  chief@thesandspur.org: Editor-in-Chief  advertising@thesandspur.org: Editor-in-Chief, General Manager, business staff  sandspur@rollins.edu: Editor-in-Chief, Production Manager, Managing Editor, General Manager, Public Relations staff  video@thesandspur.org: Editor-in-Chief, General Manager, video staff All emails sent to or from these accounts should be of a professional nature and all accounts should only be used for Sandspur-related tasks. Appeal Form Student Name:____________________________________________________ Past Position: ____________________ Position of Interest: ________________ Semester Fired: _________________ Reason Fired: Why do you want to return to The Sandspur? How will you make sure this behavior does not happen again? _________________________________ ___________________________________ Printed Name of Applicant Signature
    • 18 T h e S a n d s p u r EDITORIAL BOARD SELECTION Editorial Board members include the Editor-in-Chief, Production Manager, and Managing Editor. These positions are re-elected each year; just because someone is currently Production Manager does not mean they will stay Production Manager the following year. If a person does not continue in their current or a different leadership position, they are encouraged to return to their previous role at The Sandspur. If someone is not accepted for a leadership role, they still keep their current job at The Sandspur. Equipment Checkout Form Equipment Being Checked Out: Date: Time: Student Name: Phone Number: Position: Reason equipment is being borrowed: Additional equipment borrowed (bag, camera card, extra lens): Expected date of return: I understand that all equipment borrowed from The Sandspur is my responsibility. I will be expected to pay to fix or replace lost or broken equipment. I understand that all equipment should be returned fully charged within 24-hours. _________________________________ ___________________________________ Printed Name of Applicant Signature _________________________________ ___________________________________ Printed Name of Leader Signature
    • T h e S a n d s p u r 19 The Editorial Board applications for these three positions will be emailed to all current staff members in mid-February and are due the Friday before spring break. A copy of that application can be found in the forms section of this handbook. Any staff member may apply for any or multiple of these three positions. Current graduating senior staff members will review all applications for these three positions over spring break. During the two weeks following spring break, senior staff members along with the General Manager and faculty advisor (as interested and requested) will interview all potential candidates. Potential questions for these interviews are listed below. Editor-in-Chief:  What does Editor-in-Chief do? How is this different from your current job?  Why do you want to take on a larger role at The Sandspur?  Why would someone pick up your paper?  What do you feel is The Sandspur’s biggest strength, and what is its most pressing area for improvement?  What experience do you have managing other people?  How will you collect feedback from your staff, students, and community?  How do you plan to approach criticism that The Sandspur receives?  How would you deal with an employee who is consistently late with their work?  What is your experience with deadline-driven work?  Do you have any concerns about fulfilling this role next year?  What other commitments will you have next year? Production Manager:  What does the Production Manager do? How is this different from your current job?  Why do you want to take on a larger role at The Sandspur?  Why would someone pick up your paper?  What do you feel is The Sandspur’s biggest strength, and what is its most pressing area for improvement?  What experience do you have managing other people?  How would you deal with an employee who is consistently late with their work?  What is your experience with deadline-driven work?  Do you have any concerns about fulfilling this role next year?  What other commitments will you have next year? Managing Editor:  What does the Managing Editor do? How is this different from your current job?  Why do you want to take on a larger role at The Sandspur?
    • 20 T h e S a n d s p u r  Give me an example of a time you completed a project at a job on your own initiative.  How would you recruit more staff for the paper?  What do you feel is The Sandspur’s biggest strength, and what is its most pressing area for improvement?  What experience do you have managing other people?  How would you deal with an employee who is consistently late with their work?  What is your experience with deadline-driven work?  Do you have any concerns about fulfilling this role next year?  What other commitments will you have next year? After interviews have been conducted, all staff members will be spoken to by senior staff members individually about the potential candidates for the following year’s executive staff positions. All staff members will be given a chance to say who they think best fits each role and their ideas or concerns about each potential leader. Senior staff members, with the help of the General Manager and faculty advisor, will decide which students to appoint to which positions. Decisions should be announced no later than the first week of April. Editorial Board members will hold their position for the next school year. EDITORIAL BOARD REMOVAL While current Editorial Board members are serving their term in office, a current Sandspur staff member can file a petition for removal of the Editor-in-Chief, Production Manager, or Managing Editor. The staff member will need to get the signatures of a majority of the current staff to sign a petition for removal. The petition will be given to the current faculty advisor. The faculty advisor will make the executive staff members as well as all staff members aware that an Editorial Board member has been challenged. A trial will be held, presided over by the faculty advisor, allowing the student presenting the challenge to state his or her case, the student being challenged to state his or her case, and other students to voice their opinion on the situation as they wish. Afterwards, all staff members will vote on whether to keep that person in office. A vote of 2/3rds of staff members will be needed to remove an Editorial Board member from their position. If the challenged individual is not removed from office, the staff will continue to function as normal, with the staff member being asked to take the staff’s concerns into consideration. The staff member who raised the concern will not be fired or given trouble in any way.
    • T h e S a n d s p u r 21 If the challenged individual is removed from office, he or she will be asked to step down from their role in The Sandspur. He or she can choose to stay with the paper in a non-leadership role. The Production Manager and Managing Editor also follow the same warning system as all other staff members with the Editor-in-Chief acting as their direct supervisor. EDITORIAL BOARD REPLACEMENT If the Editor-in-Chief is removed from their post or leaves their job at any point during their term, the Production Manager and Managing Editor will immediately step in as co-Editors-in-Chief. An abbreviated election will be held among current staff members regarding which individual should take over as Editor-in-Chief within a week. As soon as the new person is instated as Editor-in-Chief, a search will be conducted and interviews will be held to fill the now vacant position. The now vacant position should be filled within two weeks. If the Production Manager or Managing Editor leave their position before their term is complete, the Editor-in-Chief will immediately begin a search for a replacement among current staff members. New candidates will need to apply, be interviewed, and be selected within two weeks. During those two weeks, the Head Content Editor and Head Designer will fulfill the Production Manager’s roles or the Writing Consultant will step into the Managing Editor’s role (depending which position is now vacant). The Editor-in-Chief will also help take on duties left undone because of the vacant position. EXECUTIVE BOARD SELECTION The Executive Board members include the members of the Editorial Board, Head Copy Editor, Head Content Editor, Head Designer, Public Relations Coordinator, Web Editor, Multimedia Manager, and General Manager. The Head Copy Editor, Head Content Editor, Head Designer, Public Relations Coordinator, Web Editor, and Multimedia Manager are hired through a different process than the Editorial Board or regular staff members. Staff members can apply for these positions in addition to the Editorial Board positions for the same school year, though if accepted, they will only receive one position. Typically, though not always, Executive Board staff is selected from people who have worked for The Sandspur in the past. Applications are sent out for these positions to
    • 22 T h e S a n d s p u r current staff no later than mid-February and are due the Friday before spring break. A copy of the application for Executive Board positions can be found in the forms section of this handbook. If no one on staff is offered one of these positions, the Executive Board application is opened to the entire campus the second Monday after spring break for the positions not yet filled. Executive Board members are interviewed by a combination of the past and upcoming Editorial Board members. Potential interview questions are listed under the hiring section of the policies section of this handbook. Positions should be filled by the first week of April at the latest. Executive Board members are expected to hold their positions for a full school year, but they may hold them for only one semester if they discuss this with their interviewers during the application process. In the case of an Executive Board member leaving at the end of the fall semester, the Executive Board application should be sent out to The Sandspur staff as well as the student body by the last week of October. Applications will be due the 2nd Friday of November. Candidates will be interviewed and the new staff member will be announced no later than the Tuesday before Thanksgiving break. EXECUTIVE BOARD REMOVAL Executive Board members follow the same warning system as all other staff members. EXECUTIVE BOARD REPLACEMENT If an Executive Board member is fired or leaves during their semester or year term, applications will be sent out within 48 hours to all current staff members and in the weekly campus-wide email to the campus about the vacant position. Interviews will be held after one week, and a replacement needs to be selected in no more than two weeks. During those two weeks, the supervisor of that department will take on the roles of the vacant Executive Board position with assistance from other members of that department as requested and available. The following Executive Board positions fall under the following staff members: Production Manager: Head Copy Editor, Head Content Editor, Head Designer Managing Editor: Multimedia Manager, Public Relations Coordinator, Web Editor
    • T h e S a n d s p u r 23 HIRING The Sandspur is always hiring new staff members. An online application is always available at thesandspur.org/join-staff and a print application is always available in The Sandspur office. A copy of the general hiring application can be found in the forms section of this handbook. The Managing Editor is responsible for checking the online Google application form at least once a week. This form is attached to the sumbit@thesandspur.org email account, which receives an email whenever someone fills out the application. The Managing Editor will email all applicants acknowledging their application and setting up an interview with a member of the Editorial Board. Before the interview, the Managing Editor will prepare a packet for each interview including a copy of the applicant’s application and a copy of the interview form. The interview form can be found on the next page as well as in the forms section of this handbook. Potential interview questions can be found below:  You showed interest in [name roles]. What do you think each of these positions does?  [If multiple positions of interest] What position do you think is the best fit for you?  [If older than a first year] Why do you want to work at The Sandspur now?  What is your experience with [position area]?  Do you have experience with [program software]?  Tell me about a time you worked under deadline and how you dealt with it.  Tell me about a time you had a good experience with a supervisor.  What other commitments will you have?  Do you have any concerns about fulfilling this role? All employees need to fill out an application and go through an interview before they can be officially hired. A copy of the applicant’s application and interview form will be kept in their staff file. Once offered a position, employees will sign a staff contract and work on a two-week trial period. At the end of the trial period, their supervisor and the employee will meet and decide whether staying in that role is the best fit. If someone is not hired for their position of interest, they can reapply the following semester. If a current staff member wants to move positions they need to speak to their supervisor, but they may not need to reapply.
    • 24 T h e S a n d s p u r The Sandspur Interview Form Your Name: Date of Interview: Candidate Name: Position of Interest: Potential Questions:  What is your experience with journalism?  What is your experience with [position area]?  Do you have experience with [program software]?  Tell me about a time when you had to work on a deadline.  Why do you want to work for The Sandspur?  What is your availability next/this semester?  What questions do you have? Thoughts about Applicant: Would they be a good fit at The Sandspur? Yes Maybe No Why? What position would be ideal for them? Should The Sandspur (check choice) o Hire as _______________________________ (name of role) o Start as assistant/extended trial period as _________________________ o Encourage to freelance
    • T h e S a n d s p u r 25 KEYS Facilities Management makes new keys for The Sandspur office upon request. The General Manager will request keys from facilities for anyone who proves they need one for their staff position. The Editor-in-Chief, Managing Editor, Production Manager, Head Content Editor, and Head Designer will all receive a key. If someone is fired or quits the paper, it is up to the General Manager to make sure their key is returned. PAY/SALARIES All staff members who have worked at The Sandspur for a semester will receive a stipend to be determined at the beginning of each school year by the Editorial Board and General Manager. The stipend will be divided and distributed every two weeks. Anyone who writes, illustrates, or takes photographs will receive $10 per article printed in print and/or online, illustration used in print and/or online, and photo gallery used in print and/or online after they have a combination of 7 published pieces of work. They will receive $10 for all work published to that point and for each piece of content published afterwards. Freelancers and current staff members (with more or less than one semester of work for The Sandspur can get paid for submitting content. The number of pieces of content submitted restarts at 0 at the beginning of each new semester. Anyone who writes sports articles or takes pictures at sporting events will get paid $10 per article published or photo gallery used after the first 3 pieces of published work. They will also get paid for those original 3 and any completed afterwards. The number of pieces of content submitted restarts at 0 at the beginning of each new semester. Staff members who are acting as interns and receiving school credit may not get paid unless they have two entirely separate roles. Someone could get credit for being a Public Relations Intern and paid for being a Section Editor. All situations like this must be approved by the Editor-in-Chief and the General Manager. If The Sandspur has extra money, bonuses may be distributed at the end of the fall semester or beginning of the spring semester to just the Editorial Board, just the Executive Board, or the entire staff. This decision will be made by the General Manager. PRESS BADGES All The Sandspur staff members can request a press badge (media badge with their name and photo on a lanyard) after they have completed their trial period. Freelance
    • 26 T h e S a n d s p u r writers may request a press badge after they have five published articles and with approval from the Editor-in-Chief. All requests for press badges should be sent to the General Manager via email. A nominal fee may be necessary for students to receive a press badge. PRESS REQUESTS Press ticket requests include tickets for events, concerts, theme park entrance, and other activities. When making press requests: 1. All requests for tickets must be sent to the Managing Editor via email. 2. All requests must include a contact email address for the event, the name of the event, the event date and time, and the event location. 3. The Managing Editor will send all requests for tickets from their @thesandspur.org email to the appropriate parties. 4. Freelance writers and photographers must have at least 3 published articles or photo galleries before they can make a press request. 5. Freelancers can only have one open request at a time (once that event has occurred or once they have confirmed that they will not receive tickets for that event, freelancers can request tickets to another event). 6. Staff members who have completed their trial period can have three open requests at a time. If the person requesting the ticket cannot attend the event, they must find someone to attend the event and cover it for The Sandspur. If the ticket requester did not attend the event or find someone to attend in their place, they will receive a warning. If this happens twice, they will no longer be able to request press tickets. A sample press request email is included in the emails section of this handbook. RETREATS Three retreats occur each year, two of which are mandatory for all staff. The upcoming Editorial Board, along with any members of the Executive Board or general staff they invite, will return to campus a week before upperclassmen move in to create the orientation issue, review and update the handbook, and create any new design changes for the following year. This pre-classes retreat is only required for the Editorial Board members. Members who will be returning for this retreat need to alert the General Manager before the end of the previous semester. The other two retreats—the fall and spring retreat—are mandatory for all staff members and are planned by the Managing Editor. These retreats can be as short as
    • T h e S a n d s p u r 27 two hours or as long as a day. The retreat date and time should be selected and emailed to staff members one month before the actual retreat. The fall and spring retreat should include:  introducing all staff members to one another  a low-level icebreaker activity  food  discussion of the best and worst features of the last year or semester’s Sandspurs (one of each from each member)  reviews of past year or semesters goals and whether they were achieved or not  collaboration of ways to improve The Sandspur (in small and/or large groups) with a larger conversation of which to actually implement  specific goals for each department SOCIAL MEDIA ACCESS The Sandspur can be found on various social media sites including Facebook, Twitter, Instagram, YouTube, Flickr, and Vine. The following staff members should have posting or uploading privileges for each of these accounts: Public Relations Coordinator, Public Relations Intern, Social Media Manager, Web Editor, Multimedia Manager, Editor-in-Chief, Production Manager, Managing Editor, and General Manager. All staff photographers, after their trial period, as well as the Photo Editor will also have access to the Flickr account. Freelance photographers can have access to the account after they have three published photo galleries. Photographers may be given access to the Instagram account at the discretion of the Public Relations Coordinator and Photo Editor. Members of the multimedia team may also have access to the YouTube and Vine accounts at the discretion of the Multimedia Manager. SOCIAL MEDIA POLICY Since nearly all of The Sandspur staff members can be found on at least one form of social media, the paper has a social media policy for all staff members regarding their social media use. 1. Be Transparent. Staff members are journalists working for a collegiate news publication. Ethically, they should, though are not required, to state that they are a journalist on their social media profiles.
    • 28 T h e S a n d s p u r 2. Protect Yourself and The Sandspur. If you would not want something to appear on the front page of the newspaper, do not post it. Privacy settings mean next to nothing in today’s internet world; once put out there, every post, picture, and comment exists forever. Keep in mind that everything you post reflects not just on you but on The Sandspur as well. 3. Use Common Sense. Act professional, straightforward, and appropriate on social media. Never use profanity or state offensive, obscene, bigoted, abusive, or racist comments. 4. Never Respond to Rollins Confessions. Rollins Confessions is an anonymous site where anyone can submit statements related to any aspect of life, Rollins, or The Sandspur. Staff members are strictly prohibited (this can result in a warning or other disciplinary action) from responding to any Sandspur related posts on Rollins Confessions. We also highly recommend that staffers choose not to respond to anything on this site in general, as it is a public page where anyone on the internet can see posts you like or comments you write. If you do not want that opinion following you around through job interviews for the rest of your life, do not put it out there for the world to see. 5. Respond appropriately. Staff members are highly discouraged from responding to any The Sandspur criticism they see online. These can be posted to official The Sandspur social media pages or on other people’s profiles. A staff member may have a discussion with someone about their own article, but the staff member needs to remember to never attack the reader or act overly defensive. Businesslike criticism is good to reply to, but it is best to avoid any protracted back-and-forth exchanges with angry people. Staff members are welcome and encouraged to link to content on thesandspur.org or to repost or like any content posted by the official The Sandspur account. For more information regarding general social media guidelines all employees should follow, review the Social Media Guidelines for Associated Press Employees found at http://www.ap.org/Images/Social-Media-Guidelines_tcm28-9832.pdf. STAFF CONTRACTS All employees will need to sign a staff contract as soon as they accept a position in the presence of an Editorial Board member. During that meeting, the employer and Editorial Board member will review:  Compensation  Job Responsibilities  Disciplinary Policy
    • T h e S a n d s p u r 29  Social Media Policy  Equipment Usage The contract will also state that the employee realizes that reading this handbook is part of their responsibilities—they will be expected to know and follow The Sandspur procedure. A copy of the staff contract will be kept in the employee’s file. A copy can be given to the employee as well if requested. Copies of the staff contract can be found in the forms section of this handbook. STAFF EVALUATIONS All staff members will receive an evaluation at the end of their two-week trial period, mid-semester every semester, and upon request. Evaluations will be filled out by the employee’s direct supervisor. At the end of the two-week trial period, it will be the responsibility of the supervisor to make sure that their employee receives a copy of their evaluation sheet during their two-week meeting. A copy of that evaluation sheet can be found below as well as in the forms section of this handbook.
    • 30 T h e S a n d s p u r The Managing Editor will organize the mid-semester evaluations the second week of October and the week before Spring Break. He or she will make sure that all supervisors have enough copies of the evaluation forms and are prepped to complete evaluations that week. In addition to completing the forms, all supervisors should meet with each staff members one-on-one to discuss their evaluations and any concerns the staff member may have. A copy of the mid-semester evaluation form can be found below as well as in the forms section of this handbook. The Sandspur Trial Period Evaluation Form Your Name: Date of Evaluation: Candidate Name: Position: Week 1 Comments: Week 2 Comments: Overall: Should The Sandspur (check choice) o Keep in _______________________________ (name of role) o Extend trial period as _________________________ o Encourage to freelance
    • T h e S a n d s p u r 31 STAFF FILES A file will be kept containing each staff member’s application, signed staff contract, evaluation forms, warning slips, especially fantastic writing or designs, and additional applications for leadership positions. All files will be kept in the cage in the office or in the General Manager’s office. Files will be kept until one year after a student graduates from Rollins. STUDENT TRAVEL The Sandspur cannot provide funding for student travel to conferences. Students are encouraged to apply for funding through Rollins College SHIP scholarship fund. The Sandspur Mid-Semester Evaluation Form Your Name: Date of Evaluation: Employee Name: Position: Positives: Areas to Improve: How is the employee at: Meeting Deadlines Low Average Good Excellent Working with Peers Low Average Good Excellent Fixing Errors Low Average Good Excellent What to do in the future: (create ideas during meeting)
    • 32 T h e S a n d s p u r TRAINING All new employees will be trained by their supervisor as many times as necessary. This may be a long process over a few weeks or a short process in a few meetings. All current Executive Board members should prepare time at the end of the spring semester to train their replacements for the fall semester in mid-April. TRIAL PERIOD Every staff member will participate in a two-week trial period when they are first hired. It will be their supervisor’s responsibility to set up a meeting with them at the end of their two-week trial period to review their trial period evaluation form and decide on the best course of action after the trial period. If someone is not kept on staff at the end of the trial period, they will be encouraged to freelance and can reapply for a different position immediately or the same position the following semester. WRITER WORKSHOPS The Managing Editor and Writing Consultant will conduct writer workshops every other week after article assignment meetings Monday evenings. These sessions will be mandatory for all staff writers but also open to anyone on campus. They will review how to write different types of articles, grammar rules, leads, interviews, and other writing tips. Other Policies GRIEVANCE PROCEDURES If someone outside of The Sandspur complains about The Sandspur or a specific staff member via email or letter to the editor, the Editor-in-Chief has a choice to respond publicly through the paper or through a return message. All replies should be reviewed by the General Manager or faculty advisor for advice before being published or sent. The Editor-in-Chief must keep in mind that anything written, even in an email or private message, may be reprinted or put online at any time. Staff members have the right to file a complaint about another staff member not doing their job or making them uncomfortable. These complaints should be formally filled out and given in-person to the Editor-in-Chief, General Manager, or faculty advisor. The form to file a complaint is included below as well as in the forms section of this handbook.
    • T h e S a n d s p u r 33 LIBEL Libel is a false and defamatory statement that is published which tends to harm a person’s reputation or expose him or her to public hatred, contempt, or ridicule. Libel can appear in articles, headlines, advertisements, letters to the editor, drawings, opinion stories, captions, and photographs. The Sandspur works to not publish any libelous material. To avoid libel (and the court cases that come with them):  Avoid careless reporting. If any statement is made that can hurt someone’s reputation, immediately confirm and verify that information twice.  If in doubt, do not publish. A retraction is not a defense in court.  Make all reports of arrests, investigations, and other judicial procedures factual and impartial. Limit all comment, criticism, or opinion.  Always try to get both sides of the story. All news stories especially should always be objective and never include the opinions of the reporter.  Quotations, opinion stories, and letters to the editor that contain false information about someone else are all forms of libel. Avoid them.  Make every effort to reach those whom allegations are made against and give them time to respond. SPECIAL ISSUES The Sandspur produces at least one special issue each semester. In the fall, an orientation issue is made that is distributed to first years. In the spring, the issue before April Fool’s Day is an April Fool’s Day issue that includes joking or satirical content. The Sandspur Complaint Form Your Name: Date of Complaint: Complaint Against: Complaint:
    • 34 T h e S a n d s p u r The Sandspur Constitution Purpose The Sandspur’s core purpose is to be the most accurate, thorough, and interesting source of news for the Rollins College community. To uphold this mission, the staff members of The Sandspur will:  Assertively find and pursue high-interest stories that impact the reader, create discussion, and advance knowledge  Make all content as relevant to readers as possible  Create content that reflects the diverse interests of the Rollins College community  Adhere to The Sandspur’s ethical guidelines and foster the most professional environment possible at all levels  Become technical, ethical, and successful student journalists Article I – Name The name of this organization shall be The Sandspur. Article II – Dues and Finances Section 1. The Sandspur does not collect dues for membership. Section 2. The fiscal year of The Sandspur shall be from the start of the academic year to the end. Article III – Editorial Board Section 1. The Editorial Board of the organization shall be: a. Editor-in-Chief b. Production Manager c. Managing Editor Section 2. The Editor-in-Chief has the right to add and remove Editorial Board members with the approval of the General Manager as necessary. Section 3. All student members of the organization are eligible to hold positions on the Editorial Board.
    • T h e S a n d s p u r 35 Section 4. The term for the Editorial Board of The Sandspur is one school year. Editorial Board members can re-run for positions for the following school year. Section 5. An Editorial Board member can be fired through a petition created by a current staff member that includes signatures of ½ of the current staff members. After the petition has been filed with the faculty advisor, the faculty advisor will hold a trial. During the trial, the person filing the petition will present his or her case, and the Editorial Board member in question will present his or her case. Other members may speak afterwards for or against the member in question. A vote of 2/3rds of the members of The Sandspur to remove the Editorial Board member from a leadership role will result in that member stepping down from his or her position. The person could continue working at The Sandspur in a non-leadership role. Section 6. Graduating seniors make the final decision of which students are selected to fill the following term’s Editorial Board positions based on the criteria and process outlined in the policies section of The Sandspur handbook. Section 7. Unplanned vacancies of offices will be filled by short-term applications, interviews, and selection by the remaining Editorial Board. Article IV – Membership Section 1. Membership is open to any student of Rollins College and its affiliated schools. Membership is defined as all staff members of The Sandspur. Freelancers are considered contributors to but not members of The Sandspur. Section 2. It is the policy of The Sandspur to not discriminate on the basis of sex, disability, race, age, religion, color, national or ethnic origin, ancestry, marital status, veteran status, sexual orientation, gender identity, gender expression, genetic information, physical characteristics, or any other category protected by federal, state, or local law, in its educational programs, admissions policies, financial aid, employment, or other school-administered programs. The policy is enforced by Rollins and, where applicable, federal laws such as Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964, Section 504 of the
    • 36 T h e S a n d s p u r Rehabilitation Act of 1973, and the Age Discrimination Act of 1975. The College is an equal opportunity educational institution. Article V – Contributions Section 1. Any student, staff or faculty member, Winter Park community member, or individual otherwise affiliated with Rollins College may submit content to the paper. Section 2. The Sandspur reserves the right to reject any submissions on the basis of quality or content. The Sandspur reserves the right to edit any submissions for grammar, content, and style. Section 3. Acceptance and edits of submitted content will be determined by the Head Copy Editor and Head Content Editor with all final decisions made by the Editor-in-Chief. Article VI – Position Descriptions Section 1. Job descriptions of all Editorial Board positions, Executive Board positions, and staff positions can be found in The Sandspur handbook. Section 2. Freelance contributors consist of contributing writers, illustrators, and photographers to The Sandspur. Article VII – Operational Procedure Section 1. Regular public meetings will be held every Monday evening at 6 p.m. Section2. Full operating policies for The Sandspur can be found in its handbook. Article VIII – Amendments Section 1. Amendments to this Constitution may be proposed by any staff member during meetings. Section 2. Amendments will be made with a 51% majority vote of Executive Board members. Section 3. Once the amendment has been approved, the new Constitution will be distributed to all members of the organization.
    • T h e S a n d s p u r 37 Article IX – Duties of the Advisor Section 1. The faculty advisor’s main job is to provide guidance as needed to staff members, Executive Board members, and the Editorial Board as a whole.
    • 38 T h e S a n d s p u r Staff Members The Sandspur is made up of seven main departments: Business, Content, Design, Editing, Public Relations, Video, and Web. All of these department heads report to the Production Manager, the Managing Editor, or the General Manager, all of whom directly report to the Editor-in-Chief. General Duties All staff members of The Sandspur are expected to:  Recruit new staff members and writers to the paper  Report only factual and accurate quotes and information  Be prepared to help other staff members  Meet all deadlines  Be willing to rewrite/remake/redesign  Demonstrate ability to accept responsibility and handle freedom  Contribute ideas and suggestions that will improve The Sandspur's quality  Show strong commitment to excellence of entire publication and staff
    • T h e S a n d s p u r 39 Staff Tree Editorial Board Members include:  Editor-in-Chief  Production Manager  Managing Editor Executive Board Members include:  Editorial Board Members  Head Content Editor  Head Copy Editor  Head Designer  Public Relations Coordinator  Multimedia Manager  Web Editor The General Manager and faculty advisor serve as joint advisors for The Sandspur. Editor-in-Chief Production Manager Managing Editor General Manager Head Content Editor  Section Editors  Writing Consultant Head Copy Editor  Copy Editors Head Designer  Designers  Photo Editor  Photographers  Illustrators  Cartoonists Public Relations Coordinator  PR Intern  Social Media Manager Multimedia Manager  Multimedia Intern Web Editor  Webmaster  Web Content Editor Writers  Staff Writers  Freelance Writers  Columnists  Beat Reporters Ad Managers  Ad Reps Business Intern Business Assistant Production Assistants Archivist Radio Show Hosts
    • 40 T h e S a n d s p u r Staff Contact Form 2014-2015 School Year Position Name Email Address Phone Number Editor-in-Chief David Matteson dmatteson@rollins.edu 407-242-4708 Production Manager Emily Kelly ekelly@rollins.edu 978-273-1545 Managing Editor Ali Perry cperry@rollins.edu 760-914-0007 Head Content Editor Marcie Oliveira moliviera@rollins.edu 407-624-9468 Writing Consultant Lauren Waymire lwaymire@rollins.edu 72-994-6802 Section Editors Raquel Leon rleon@rollins.edu 305-951-1735 Kyle McCoy kmccoy@rollins.edu Head Copy Editor Alex Mariano amariano@rollins.edu 407-506-3571 Copy Editors Daniel Udell dudell@rollins.edu 360-908-7377 Kate Barnekow kbarnekow@rollins.edu Staff Writers Micah Bradley mbradley@rollins.edu 615-712-0078 Myriam Gutstein mgutstein@rollins.edu 321-279-7657 Beat Reporters Rebecca Finer rfiner@rollins.edu 407-733-9676 Columnists Chris Sarafian csarafian@rollins.edu Head Designer Kayla Powers kpowers@rollins.edu Designers Alex Colvin acolvin@rollins.edu Ginna Vick gvick@rollins.edu Alyssa Schnaare aschnaare@rollins.edu 813-394-1413 Illustrators
    • T h e S a n d s p u r 41 Photo Editor Photographers Web Editor Stephanie Garcia sgarcia@rollins.edu 407-371-8503 Web Content Manager Business Assistant Taylor McCormack tmccormack@rollins.edu Ad Manager Ad Reps PR Coordinator PR Interns Social Media Manager Multimedia Manager John Berggren jberggren@rollins.edu 312-498-5585 Multimedia Intern Production Assistants Matt Boggs mboggs@rollins.edu Delivery Archivist Radio Show Hosts M. Olivia Matthews mmatthews@rollins.edu General Manager Greg Golden ggolden@rollins.edu 407-690-1386 Faculty advisor Dr. Emily Russell erussell@rolllins.edu
    • 42 T h e S a n d s p u r Staff Office Hours 2014-2015 School Year Position Name Hours in Office Editor-in-Chief David Matteson Production Manager Emily Kelly Managing Editor Ali Perry General Manager Greg Golden Head Content Editor Marcie Oliveira Writing Consultant Lauren Waymire Head Designer Kayla Powers Web Editor Stephanie Garcia PR Coordinator PR Intern Multimedia Manager John Berggren Multimedia Intern Business Assistant Taylor McCormack Production Assistants Matt Boggs Alyssa Schnaare
    • T h e S a n d s p u r 43 Editor-in-Chief The Editor-in-Chief (EIC) of The Sandspur is responsible for the overall operations of the newspaper. It is the EIC’s responsibility to ensure that all tasks, from planning to distribution, are completed. The EIC must be familiar with The Sandspur handbook and the functions of all departments and staff members of The Sandspur. The EIC is the student leader of the paper and represents the student newspaper at any and all functions. The EIC is the top staff member of The Sandspur. The EIC makes all final decisions for The Sandspur, but it is his or her duty to confer with other applicable staff members before making decisions. Reports to: Staff Advisor, Rollins College community Responsible for: Production Manager, Managing Editor Qualities of an Applicant Someone applying to be Editor-in-Chief of The Sandspur should have:  At least one year of experience with The Sandspur  Understanding of workings of all parts of The Sandspur  Working knowledge of Adobe InDesign and Adobe Photoshop  Excellent verbal and written communication skills
    • 44 T h e S a n d s p u r Editor-in-Chief Duties Weekly:  Attend both days of weekly print paper layout  Attend article assignment meeting  Make final decision on all pages in print paper  Send print paper to press  Respond to emails in the chief@thesandspur.org email account  Respond to complaints from faculty, students, and community members (serves as voice of paper) Bi-Weekly (every other week):  Run executive meetings  Attend all staff meetings Semesterly:  Complete staff evaluations of Production Manager and Managing Editor  Make final decisions on new hires  Make final decisions on firing any employees  Attend fall and spring retreats
    • T h e S a n d s p u r 45 Production Manager The Production Manager (PM) serves as co-second-in-command to the Editor-in-Chief along with the Managing Editor. The PM oversees planning and production of the print newspaper including budget, layout, editing, photo editing, and sending the paper to press. The PM attends both nights of print paper layout and makes all final layout, design, and editing decisions. The PM runs all staff meetings and trains all new staff members on production tools. Reports to: Editor-in-Chief Responsible for: Head Content Editor, Head Designer, Head Copy Editor Qualities of an Applicant Someone applying to be Production Manager of The Sandspur should have:  At least one year of experience with The Sandspur  Understanding of workings of all parts of creating the print paper  Excellent knowledge of Adobe InDesign and Adobe Photoshop  Excellent verbal and written communication skills  Experience managing and training staff members Applicants for Production Manager should be prepared to show a portfolio of their past design and/or editing work.
    • 46 T h e S a n d s p u r Production Manager Duties Weekly:  Create budget for each print paper  Review all submitted content  Attend article assignment meetings  Attend both days of weekly print paper layout  Review all pages in print paper for content and design  Complete all design and edits that do not have an Section Editor or Designer  Reach out to Head Content Editor and Head Designer before first night of layout about cover design  Fix problems with pages after Section Editors and Designers have completed them  Oversee layout of print paper  Create new page templates and folders for each new issue Bi-Weekly (every other week):  Report updates at executive meetings  Run all staff meetings  Check-in with Head Designer, Head Content Editor, and Head Copy Editor Semesterly:  Train new hires on InDesign and Photoshop  Facilitate new paper layout and page designs  Update style sheet  Complete staff evaluations of Head Content Editor, Head Designer, and Head Copy Editor  Contribute to all hiring/firing decisions  Attend fall and spring retreats General Duties:  Assist Editor-in-Chief in all duties  Act as liaison between Editor-in-Chief and production staff
    • T h e S a n d s p u r 47 Managing Editor The Managing Editor (ME) serves as co-second-in-command to the Editor-in-Chief along with the Production Manager. The ME helps manage all of the people affiliated with The Sandspur as well as maintain the connection between The Sandspur and Rollins College. The ME runs all article assignment meetings, works with writers weekly, and directly oversees all departments of The Sandspur not affiliated with the print paper or business department. In addition to managing these departments, the ME runs fall and spring retreats as well as all recruitment efforts for The Sandspur. Reports to: Editor-in-Chief Responsible for: Staff Writer, Beat Reporter, Columnist, Web Editor, Public Relations Coordinator, and Multimedia Manager Qualities of an Applicant Someone applying to be Managing Editor of The Sandspur should have:  At least one year of experience with journalism and/or managing staff  Experience managing and training staff  Experience recruiting staff  Excellent verbal and written communication skills
    • 48 T h e S a n d s p u r Managing Editor Duties Weekly:  Run article assignment meetings  Email writers after article assignment with potential interview contacts  Email interested writers list of article ideas not taken  Email writers whether their articles are to be published in print or online that week, saved for a future issue, or not printed  Email writers links to their articles after they are published online  Post list of articles (taken and not taken) on Sandspurians Facebook Page  Respond to emails in the staff@thesandspur.org email account  Send requests for press passes to various events, as requested by writers  Follow up that all web content is posted online day of print paper distribution  Meet with Public Relations Coordinator (or attend PR meetings)  Meet with Multimedia Manager (or attend video meetings)  Run recruitment efforts Bi-Weekly (every other week):  Report updates at executive meetings  Attend all staff meetings  Check-in with all staff writers, beat reporters, and columnists Semesterly:  Plan & run fall retreat  Plan & run spring retreat  Run writer workshops every other week  Coordinate staff evaluations (make sure they happen mid-semester)  Complete staff evaluations of writers, Web Editor, Head Copy Editor, Public Relations Coordinator, and Multimedia Manager  Contribute to all hiring/firing decisions  Enter paper in contests General Duties:  Assist Editor-in-Chief in all duties  Act as liaison between Editor-in-Chief and staff ME is responsible for
    • T h e S a n d s p u r 49 Head Content Editor Head Content Editor (HCE) manages all Section Editors. The HCE reviews all content when it is submitted, placing it into appropriate folders for the Head Copy Editor to access. During both nights of layout, the HCE assigns pages to all Section Editors, assists the Production Manager with creating the budget, and oversees all Section Editors. He or she completes all Section Editor duties not assigned or completed as well as works directly with writers. Reports to: Production Manager Responsible for: Section Editors, Assistant Section Editors Qualities of an Applicant Someone applying to be Head Content Editor of The Sandspur should have:  Preferably at least one year of experience with The Sandspur as a writer or Section Editor  Preferably journalism experience  Understanding of workings of all content and editing parts of The Sandspur  Working knowledge of Adobe InDesign  Working knowledge of AP Style  Excellent editing skills  Excellent verbal and written communication skills
    • 50 T h e S a n d s p u r Head Content Editor Duties Weekly:  Attend both days of weekly print paper layout (Monday and Tuesday)  Attend article assignment meetings (Monday)  Create folders for articles for each issue in Google Drive  Move articles from submit@thesandspur.org to appropriate Google Drive folders by Saturday at 5 p.m.  Check throughout weekend for any late articles  Assign Section Editors to pages after Production Manager makes budget  Oversee Section Editors during print paper layout  Complete editing duties not assigned or completed  Respond to emails in personal The Sandspur email account  Work with writers who need writing assistance Bi-Weekly (every other week):  Attend all executive meetings  Attend all staff meetings  Check-in with all Section Editors and Assistant Section Editors Semesterly:  Complete staff evaluations of all Section Editors and Assistant Section Editors  Train new Section Editors  Update headline, editing, and caption guides for Section Editors  Contribute to all hiring/firing decisions regarding Section Editors  Attend fall and spring retreats General Duties:  Assist Production Manager in all duties  Act as liaison between Production Manager and Section Editors
    • T h e S a n d s p u r 51 Section Editors Section Editors create and assign article ideas and assist with layout of various pages of the paper as assigned. During both nights of layout, Section Editors edit articles for content; create headlines, captions, pull quotes, and subheads; and work with writers to improve articles. Section Editors must bring five article ideas to each article assignment meeting, three of which must relate to Rollins. Reports to: Head Content Editor Qualities of an Applicant Someone applying to be Section Editor of The Sandspur should have:  Preferably journalism experience  Working knowledge of AP Style  Excellent editing skills  Excellent verbal and written communication skills  Be available Monday and Tuesday nights from 6 p.m. to 10 p.m.
    • 52 T h e S a n d s p u r Section Editor Duties Weekly:  Attend article assignment meetings  Bring 5 potential article ideas to each article assignment meeting, 3 of which must relate to Rollins  Attend both days of weekly print paper layout (Monday and Tuesday)  Check budget for assigned pages and articles  Thoroughly read all assigned articles  Edit articles for content: o Strong lead o No anonymous sources o Cite all quotations and statistics o Logical flow and order o Short paragraphs  Tell Head Content Editor and contact writers whose articles pose large problems (anonymous quotes, lack of sources, or other problem)  Create 5 potential headlines for each article  Select 2 potential pull quotes for each article  Check-in with Photo Editor for status of photos for article  Write a caption for photos provided for article  After Designers have placed articles: o Double-check author name, spelling, and title o Shorten or lengthen article as space requires o Check in with Head Content Editor after regular duties are complete Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Head Content Editor  Review headline, editing, and caption guides for Section Editors  Attend fall and spring retreat General Duties:  Assist Head Content Editor in all duties  Act as liaison between Head Content Editor and writers, as requested
    • T h e S a n d s p u r 53 Assistant Section Editors Assistant Section Editors create and assign article ideas and assist with layout of various pages of the paper as assigned. During one night of layout, Assistant Section Editors edit articles for content; create headlines, captions, pull quotes, and subheads; and work with writers to improve articles. Section Editors must bring three article ideas to each article assignment meeting, two of which must relate to Rollins. Reports to: Head Content Editor Qualities of an Applicant Someone applying to be Assistant Section Editor of The Sandspur should have:  Preferably journalism experience  Working knowledge of AP Style  Excellent editing skills  Excellent verbal and written communication skills  Be available Monday or Tuesday nights from 6 p.m. to 10 p.m.
    • 54 T h e S a n d s p u r Assistant Section Editor Duties Weekly:  Attend article assignment meetings  Bring 3 potential article ideas to each article assignment meeting, 2 of which must relate to Rollins  Attend one night of print paper layout (Monday or Tuesday)  Check budget for assigned pages and articles  Thoroughly read all assigned articles  Edit articles for content: o Strong lead o No anonymous sources o Cite all quotations and statistics o Logical flow and order o Short paragraphs  Tell Head Content Editor and contact writers whose articles pose large problems (anonymous quotes, lack of sources, or other problem)  Create 5 potential headlines for each article  Select 2 potential pull quotes for each article  Check-in with Photo Editor for status of photos for article  Write a caption for photos provided for article  After Designers have placed articles: o Double-check author name, spelling, and title o Shorten or lengthen article as space requires o Check in with Head Content Editor after regular duties are complete Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Head Content Editor  Review headline, editing, and caption guides for Section Editors  Attend fall and spring retreat General Duties:  Assist Head Content Editor in all duties  Act as liaison between Head Content Editor and writers, as requested
    • T h e S a n d s p u r 55 Head Copy Editor The Head Copy Editor manages all Copy Editors each week. The Head Copy Editor assigns articles to Copy Editors each week, completes any copy editing tasks not assigned or completed, and trains all Copy Editors. The Head Copy Editor also attends the second night of print paper layout to complete final copy edits on the print paper content. Reports to: Production Manager Responsible for: Copy Editors Qualities of an Applicant Someone applying to be Head Copy Editor of The Sandspur should have:  Preferably The Sandspur experience as a Copy Editor  Excellent knowledge of AP Style  Excellent editing and grammar skills  Excellent verbal and written communication skills  Be available Tuesday nights from 6 p.m. to 10 p.m.
    • 56 T h e S a n d s p u r Head Copy Editor Duties Weekly:  Attend article assignment meetings (Monday)  Assign Copy Editors articles after Head Content Editor moves them to Google Drive  Copy edit or assign any late articles  Complete copy editing duties not assigned or completed  Attend second day of print paper layout (Tuesday)  Complete in-office final copy edits of entire print paper o Individual articles o All headlines, subheads, captions, pull quotes, and figures o Correct author, spelling, and title o Photos are attributed appropriately o Page number, dates, and sections o All articles fit space on page o All students mentioned in articles have class year labeled o Spell check every page  Work with writers who need writing assistance Bi-Weekly (every other week):  Attend all executive meetings  Attend all staff meetings  Check-in with Copy Editors Semesterly:  Complete staff evaluations of all Copy Editors  Train new Copy Editors  Update The Sandspur Style Guide and copy editing test  Stay aware of any changes in AP style  Contribute to all hiring/firing decisions regarding Copy Editors  Attend fall and spring retreats General Duties:  Assist Production Manager in all duties  Act as liaison between Production Manager and Copy Editors
    • T h e S a n d s p u r 57 Copy Editor Copy Editors edit articles for grammar and style based on The Sandspur Style Guide and AP style each week. In addition to these two points, Copy Editors must fact-check all factual statements in an article. Reports to: Head Copy Editor Qualities of an Applicant Someone applying to be a Copy Editor for The Sandspur should have:  Preferably journalism experience  Excellent knowledge of AP Style  Excellent editing skills Copy Editors must pass the copy editing test to become a Copy Editor for The Sandspur. The copy editing test involves potential Copy Editors editing an article for content, grammar, and style based on The Sandspur Style Guides and AP style. Students can always take the copy editing test even if The Sandspur is not currently hiring Copy Editors. Students who pass the test will be put on a wait list.
    • 58 T h e S a n d s p u r Copy Editor Duties Weekly:  Copy edit all assigned articles following The Sandspur Style Guide and AP style  Verify all facts in stories  Move edited articles to edited folders  Email Head Copy Editor about any articles that are questionable (anonymous sources/quotes, not citing statistics, poorly written, etc.)  Email Head Copy Editor about any specific errors repeatedly done by the same writer Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Head Copy Editor  Review The Sandspur Style Guide and AP style  Attend fall and spring retreats General Duties:  Assist Head Copy Editor in all duties
    • T h e S a n d s p u r 59 Head Designer The Head Designer is responsible for all design aspects of the print paper. Each week, the Head Designer assigns Designers to specific pages and monitors the Photo Editor and all Illustrators. The Head Designer must train all new Designers on software. The Head Designer must brainstorm and assign a cover idea for the next issue by the Friday of the week prior. Reports to: Production Manager Responsible for: Designers, Illustrators, Photo Editor, Cartoonists Qualities of an Applicant Someone applying to be Head Designer of The Sandspur should have:  Preferably The Sandspur experience as a Designer  Excellent skills in Adobe InDesign, Adobe Photoshop, and Adobe Illustrator  Experience designing for a publication using above tools  Experience managing and/or training staff  Excellent verbal communication skills  Be available Monday and Tuesday nights from 6 p.m. to 10 p.m. Head Designers must provide a portfolio of their design experience.
    • 60 T h e S a n d s p u r Head Designer Duties Weekly:  Attend both days of weekly print paper layout (Monday and Tuesday)  Attend article assignment meetings (Monday)  Look at upcoming week’s articles to create cover ideas (Monday of week prior)  Look at submitted articles to assign Illustrators and Cartoonists assignments  Assign Designers to pages after Production Manager makes budget  Oversee Designers during print paper layout  Oversee Illustrators and Cartoonists to make sure assignments are in on time  Work with Photo Editor to assign Illustrators to articles that are difficult to find photos for  Complete design duties not assigned or completed Bi-Weekly (every other week):  Attend all executive meetings  Attend all staff meetings  Check-in with all design staff Semesterly:  Complete staff evaluations of all Designers, Photo Editor, Illustrators, and Cartoonists  Train new hires on InDesign and Photoshop  Facilitate new paper layout and page designs  Stay updated on new design trends  Update design style guide  Contribute to all hiring/firing decisions regarding design staff  Attend fall and spring retreats General Duties:  Assist Production Manager in all duties  Act as liaison between Production Manager and Designers
    • T h e S a n d s p u r 61 Designer Designers lay out assigned print pages each week during both days of weekly print paper layout. Designers create one unique design element each week for one article or page they are assigned. Reports to: Head Designer Qualities of an Applicant Someone applying to be Designer of The Sandspur should have:  Experience designing for a publication  Excellent skills in Adobe InDesign, Adobe Photoshop, and Adobe Illustrator  Excellent verbal communication skills  Be available Monday and Tuesday nights from 6 p.m. to 10 p.m. Designers must provide a portfolio of their design experience.
    • 62 T h e S a n d s p u r Designer Duties Weekly:  Attend both days of weekly print paper layout (Monday and Tuesday)  Lay out assigned pages for the week  Create one unique design element each week (infographic, timeline, etc.)  Reach out to Section Editor as soon as page is laid out  Save any infographics, timelines, photos, etc. (printed or unprinted) in color in “Pictures for Web” folder  Check-in with Head Designer after regular duties are complete Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Head Designer  Review The Sandspur Style Guide  Stay updated on new design ideas  Attend fall and spring retreats General Duties:  Assist Head Designer in all duties
    • T h e S a n d s p u r 63 Photo Editor The Photo Editor manages all Photographers and selects photos for all articles in the print and web editions of The Sandspur. The Photo Editor assigns photography events to and trains all Staff Photographers. The Photo Editor must be in office during both nights of layout to select appropriate photos, format all photos, and make sure photos are placed and designated correctly. Reports to: Head Designer Responsible for: Photographers Qualities of an Applicant Someone applying to be Photo Editor of The Sandspur should have:  Preferably Sandspur experience as a Staff Photographer  Excellent skills in Adobe InDesign and Adobe Photoshop  Experience taking and editing photos for a publication using above tools  Experience managing and/or training staff  Excellent verbal communication skills  Be available Monday and Tuesday nights from 6 p.m. to 10 p.m. Photo Editors must provide a portfolio of their photography experience.
    • 64 T h e S a n d s p u r Photo Editor Duties Weekly:  Attend article assignment meetings (Monday)  Assign Photographers to take photographs for articles signed-up for by writers  Assign Photographers to take photographs at major campus events  Follow-up with Photographers after events if photos are not submitted within 24 hours  Upload best photos from Photographers to Flickr  Tell Web Editor when new albums are posted on Flickr  Maintain spreadsheet of how many events each photographer has photographed  Attend both days of weekly print paper layout (Monday and Tuesday)  Find at least two photos for every article in the Google Drive (whether on the budget or not)  Save colored versions of photos to “Pictures for Web” folder  Edit all photos for print paper based on The Sandspur design guidelines  Save appropriately colored or grayscaled versions of edited photos to appropriate folders with photo author in the photo title  Reach out to Designers and Section Editors as soon as photos are ready for their pages/articles  Check in with Head Designer after regular duties are complete Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Head Designer  Review Sandspur equipment checkout procedures  Run training sessions for Photographers  Attend fall and spring retreats General Duties:  Assist Head Designer in all duties
    • T h e S a n d s p u r 65 Photographer – Staff Staff Photographers take photos for publication as interested and as assigned. Staff Photographers are expected to attend training sessions and complete assigned projects from the Photo Editor. Reports to: Photo Editor Qualities of an Applicant Someone applying to be a Staff Photographer for The Sandspur should have:  Experience taking photos using a DSLR camera  Preferably experience with Flickr  Excellent verbal communication skills Photographers can use their own camera or borrow a camera from The Sandspur or Olin Library.
    • 66 T h e S a n d s p u r Photographer—Staff Duties Weekly:  Attend article assignment meetings (Monday)  Photograph two events on campus/take photos for two different articles each week, as selected or assigned  Upload best photos to Flickr within 24 hours of event in a new set  Put Photographer name in the description of each photo  Tell Photo Editor when photos have been uploaded to Flickr Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Photo Editor  Attend fall and spring retreat General Duties:  Assist Photo Editor in all duties
    • T h e S a n d s p u r 67 Photographer – Freelance Freelance Photographers take photos for publication as interested and available. Reports to: Photo Editor Photographer—Freelance Duties As Available:  Attend article assignment meetings or contact Photo Editor through email  Photograph approved events on campus/take photos for specific articles each week  Send best photos to Photo Editor within 24 hours of event
    • 68 T h e S a n d s p u r Illustrator – Staff Staff Illustrators contribute both ideas and art for publication each week based on articles or unique ideas. Staff Illustrators will contribute cover designs as assigned. Reports to: Head Designer Qualities of an Applicant Someone applying to be a Staff Illustrator of The Sandspur should have:  Experience illustrating for a publication  Excellent skills in Adobe Illustrator  Excellent verbal communication skills  Be available Monday and Tuesday nights from 6 p.m. to 10 p.m. Staff Illustrators must provide a portfolio of their illustrating experience.
    • T h e S a n d s p u r 69 Illustrator—Staff Duties Weekly:  Attend both days of weekly print paper layout  Attend article assignment meetings  Create two illustrations each week that coincide with articles printed in paper or online, as selected or assigned  Brainstorm cover ideas with Head Designer each week  Create covers as assigned  Reach out to Section Editor as soon as articles with illustrations are selected  Save colored copies of any illustrations (printed or unprinted) in “Pictures for Web” folder  Check in with Head Designer after regular duties are complete Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Head Designer  Review The Sandspur style guide  Attend fall and spring retreats General Duties:  Assist Head Designer in all duties
    • 70 T h e S a n d s p u r Illustrator – Freelance Freelance Illustrators contribute both ideas and art for publication as interested and available. Reports to: Head Designer Illustrator—Freelance Duties As Available:  Attend article assignment meetings or contact Head Designer through email  Create illustrations that stand alone or coincide with articles printed in paper or online  Create cover and centerspread designs  Save colored copies of any illustrations (printed or unprinted) in “Pictures for Web” folder  Check in with Head Designer after submitting illustrations
    • T h e S a n d s p u r 71 Cartoonist – Staff Staff Cartoonists contribute both ideas and art for publication each week based on articles or unique ideas. Reports to: Head Designer Qualities of an Applicant Someone applying to be a Staff Cartoonist of The Sandspur should have:  Experience creating cartoons for a publication  Working knowledge of Adobe Illustrator  Excellent verbal communication skills  Be available Monday and Tuesday nights from 6 p.m. to 10 p.m. Staff Cartoonists must provide a portfolio of their experience.
    • 72 T h e S a n d s p u r Cartoonist—Staff Duties Weekly:  Attend both days of weekly print paper layout (Monday and Tuesday) as requested  Attend article assignment meetings (Monday)  Create one editorial cartoon or one comic strip each week  Reach out to Section Editor if editorial cartoon connects to article  Save colored copies of any illustrations (printed or unprinted) in “Pictures for Web” folder  Check in with Head Designer after regular duties are complete Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Head Designer  Review The Sandspur style guide  Attend fall and spring retreats General Duties:  Assist Head Designer in all duties
    • T h e S a n d s p u r 73 Cartoonist – Freelance Freelance Cartoonists contribute both ideas and art for publication as interested and available. Reports to: Head Designer Cartoonist—Freelance Duties As Available:  Attend article assignment meetings or contact Head Designer through email  Create cartoons that stand alone or coincide with articles printed in paper or online  Save colored copies of any illustrations (printed or unprinted) in “Pictures for Web” folder  Check-in with Head Designer after submitting cartoons
    • 74 T h e S a n d s p u r Staff Writer Staff Writers submit a minimum of two articles per week as chosen or assigned. Every Staff Writer will be required to cover a beat, which may be assigned. Staff Writers will need to work with editors to improve their writing. Reports to: Managing Editor Qualities of an Applicant Someone applying to be a Staff Writer at The Sandspur should have:  Preferably experience as a Freelance Writer for The Sandspur  Experience writing, preferably professionally  Strong commitment skills—a person who always follows through  Excellent verbal and written communication skills  Excellent editing skills An applicant for Staff Writer at The Sandspur will need to provide two samples of their writing, preferably for a journalistic publication.
    • T h e S a n d s p u r 75 Staff Writer Duties Weekly:  Attend article assignment meetings (Mondays)  Write at least two articles a week, as selected or assigned  Submit all articles to submit@thesandspur.org by 5 p.m. on Fridays  Conduct interviews for your articles  Write last-minute articles on short notice as needed and available Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Managing Editor and Writing Consultant  Review The Sandspur writing and copy editing guides  Attend fall and spring retreats General Duties:  Select a campus-related beat area that one of your articles must relate to each week  Assist Managing Editor in all duties
    • 76 T h e S a n d s p u r Beat Reporter Beat Reporters write at least one article per issue from their beat area. Each writer must bring their own article ideas based on their beat area. A Beat Reporter is required to create contacts that they consistently meet with to stay on top of their beat area. Beat Reporters will need to work with editors to improve their writing. Reports to: Managing Editor Qualities of an Applicant Someone applying to be a Beat Reporter at The Sandspur should have:  Preferably experience as a Freelance Writer for The Sandspur  Experience writing, preferably professionally  Experience reaching out to people and conducting interviews  Strong commitment skills—a person who always follows through  Excellent verbal and written communication skills An applicant for Beat Reporter for The Sandspur will need to provide two samples of their writing, preferably for a journalistic publication.
    • T h e S a n d s p u r 77 Beat Reporter Duties Weekly:  Attend article assignment meetings  Bring at least one article idea in your beat area to article assignment  Write at least one article a week in beat area  Contact staff, faculty, and students in beat area to find new article ideas  Submit all articles to submit@thesandspur.org by 5 p.m. on Fridays  Write last-minute articles on short notice when major events happen in your beat Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Managing Editor  Review The Sandspur writing and copy editing guides  Attend fall and spring retreats General Duties:  Assist Managing Editor in all duties
    • 78 T h e S a n d s p u r Columnists Columnists write one article a week for their column (or in rotation if in a group column). Columnists will need to be prepared to work with editors to improve their writing. Reports to: Managing Editor Qualities of an Applicant Someone applying to be a Columnist at The Sandspur should have:  Preferably experience as a Freelance Writer for The Sandspur  Experience writing, preferably professionally  Strong commitment skills—a person who always follows through  Excellent verbal and written communication skills A person proposing a column for The Sandspur will need to meet with the Managing Editor to talk through their idea, show their first column, and bring a list of ideas for their next two columns.
    • T h e S a n d s p u r 79 Columnist Duties Weekly:  Attend article assignment meetings  Tell Managing Editor topic of that week’s column no later than Wednesday  Write one column entry per week  Submit column to submit@thesandspur.org by 5 p.m. on Fridays Bi-Weekly (every other week):  Attend all staff meetings Semesterly:  Attend any training sessions run by Managing Editor  Review The Sandspur writing and copy editing guides  Attend fall and spring retreats General Duties:  Assist Managing Editor in all duties
    • 80 T h e S a n d s p u r Freelance Writer Freelance Writers attend article assignment and submit articles to The Sandspur as interested and available. Reports to: Managing Editor Freelance Writer Duties As Available:  Attend article assignment meetings (Monday) or contact Managing Editor through email  Submit all articles to submit@thesandspur.org by 5 p.m. on Fridays  Conduct interviews for articles
    • T h e S a n d s p u r 81 Public Relations Coordinator The Public Relations Coordinator increases participation and readership of The Sandspur through social media sites, campus events, and other initiatives to promote readership and involvement in The Sandspur. She or he runs the PR department of The Sandspur and plans overall PR initiatives to be implemented throughout the semester. Reports to: Managing Editor Responsible for: Public Relations Intern, Social Media Manager Qualities of an Applicant Someone applying to be Public Relations Coordinator at The Sandspur should have:  Experience in public relations (courses and/or real world experience)  Experience with Facebook, Twitter, Instagram, and YouTube  Working knowledge of all departments of The Sandspur  Experience managing and training staff  Ability to develop and see-through projects on own  Event planning experience  Excellent verbal and written communication skills
    • 82 T h e S a n d s p u r Public Relations Coordinator Duties Weekly:  Run PR meetings  Oversee social media updates  Complete PR and social media duties not assigned or completed  Look at upcoming week’s articles and media projects to create teaser ideas Bi-Weekly (every other week):  Attend all executive meetings  Attend staff meetings as necessary  Run all PR committee meetings (FoxFest, Alumni Weekend, etc.)  Check-in with PR staff Semesterly:  Create social media calendar for semester  Research new places to distribute The Sandspur  Work with campus departments and organizations to promote The Sandspur  Plan and run at least two major events each semester (FoxFest, High School Media Night, Pathways, Alumni Weekend)  Complete staff evaluations of all Public Relations Interns and the Social Media Manager  Train new hires on social media tools  Update/create social media guides  Contribute to all hiring/firing decisions regarding public relations staff  Attend fall and spring retreats General Duties:  Assist Managing Editor in all duties  Stay updated on new public relations trends  Act as liaison between Managing Editor and public relations staff
    • T h e S a n d s p u r 83 Public Relations Intern The Public Relations Intern increases participation and readership of The Sandspur through running social media sites and planning and running campus events to promote readership and involvement in The Sandspur. Reports to: Public Relations Coordinator, General Manager Qualities of an Applicant Someone applying to be Public Relations Intern at The Sandspur should have:  Experience in public relations (courses and/or real world)  Social media experience (as a promotional tool)  Working knowledge of all departments of The Sandspur  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 84 T h e S a n d s p u r Public Relations Intern Duties Weekly:  Attend PR meetings  Update assigned social media sites at regular intervals  Contact PR Coordinator when regular duties are complete  Look at upcoming week’s articles and media projects to create teaser ideas  Analyze and respond to data to help with newspaper distribution, website improvement, and social media activity  Actively recruit new staff to The Sandspur  Promote The Sandspur at local events  Work 10 office hours a week Bi-Weekly (every other week):  Run PR committee meeting (FoxFest, Alumni Weekend, etc.) Semesterly:  Focus on at least one PR event (attend all meetings, help plan and run)  Accompany the General Manager on meetings with local businesses, community members and organizations  Enter the community to seek additional locations for newspaper drop-off and discovering potential article topics  Visit Orlando media outlets to learn from their PR strategies  Research peer paper’s public relations tools  Stay updated on social media guides  Attend fall and spring retreats General Duties:  Assist Public Relations Coordinator in all duties  Stay updated on new public relations trends
    • T h e S a n d s p u r 85 Social Media Manager The Social Media Manager oversees all social media use representing The Sandspur brand. He or she updates or makes sure other staff updates all mediums professionally and consistently. Reports to: Public Relations Coordinator Qualities of an Applicant Someone applying to be Social Media Manager at The Sandspur should have:  Experience in social media as a promotional tool (courses and/or real world experience)  Experience with Facebook, Twitter, Instagram, and YouTube  Working knowledge of all departments of The Sandspur  Excellent verbal and written communication skills
    • 86 T h e S a n d s p u r Social Media Manager Duties Weekly:  Attend PR meetings  Update social media sites at regular intervals with help of Public Relations Interns (Facebook, Twitter, Instagram, LinkedIn, YouTube)  Look at upcoming week’s articles and media projects to create teaser ideas  Analyze and respond to data to help with social media activity  Complete social media duties not assigned or completed Bi-Weekly (every other week):  Attend PR committee meetings Semesterly:  Research peer paper’s social media tools  Stay updated on social media guides  Attend fall and spring retreats General Duties:  Assist Public Relations Coordinator in all duties  Stay updated on new social media trends
    • T h e S a n d s p u r 87 Multimedia Manager The Multimedia Manager creates, designs, and implements online content for The Sandspur. The Multimedia Manager oversees projects created by the Multimedia Intern and other video staff. Reports to: Managing Editor Responsible for: Multimedia Intern, Video Staff Qualities of an Applicant Someone applying to be Multimedia Coordinator at The Sandspur should have:  Experience in video creation and editing  Experience with YouTube  Working knowledge of The Sandspur  Experience managing and training staff  Ability to develop and see-through projects on own  Excellent verbal and written communication skills Applicants for this position will need to provide sample video work.
    • 88 T h e S a n d s p u r Multimedia Manager Duties Weekly:  Run video department meetings  Complete at least one video per week (upload to YouTube page)  Look at upcoming week’s articles and media projects to create video ideas  Complete video duties not assigned or completed Bi-Weekly (every other week):  Attend all executive meetings  Check-in with video staff Semesterly:  Create video project calendar for semester  Complete staff evaluations of all video staff  Train new hires on video tools  Contribute to all hiring/firing decisions regarding video staff  Attend fall and spring retreats General Duties:  Stay updated on new college video trends  Act as liaison between Managing Editor and video staff
    • T h e S a n d s p u r 89 Multimedia Intern The Multimedia Intern creates, designs, and implements online content promoting The Sandspur in print and online. The Multimedia Intern will develop audio and video projects to accompany online stories, create digital image content, and improve The Sandspur’s web presence. Reports to: Multimedia Manager Qualities of an Applicant Someone applying to be Multimedia Coordinator at The Sandspur should have:  Experience in video creation and editing  Experience with YouTube  Working knowledge of The Sandspur  Experience managing and training staff  Ability to develop and see-through projects on own  Excellent verbal and written communication skills Applicants for this position will need to provide sample video work.
    • 90 T h e S a n d s p u r Multimedia Intern Duties Weekly:  Attend video meetings  Complete at least one video per week (upload to YouTube page)  Look at upcoming week’s articles and media projects to create video ideas  Complete video duties not assigned or completed  Check-in with Multimedia Manager after assigned duties are complete  Work for 10 office hours a week Semesterly:  Contribute to video project calendar for semester  Assist with training video staff on video tools  Attend fall and spring retreats General Duties:  Create videos to promote the newspaper in print and online  Accompany staff members to record and produce interviews  Recruit video content from Rollins community  Produce video and audio shorts to supplement online story content  Enter the community to create photo and video content  Stay updated on new college video trends  Recruit new staff  Act as liaison between Multimedia Manager and video staff
    • T h e S a n d s p u r 91 Web Editor The Web Editor is responsible for the design, content planning, production, and maintenance of thesandspur.org. He or she oversees the upload of all print paper and online content as well as the creation of unique online-only elements. The Web Editor should promote the website to the Rollins community as well as plan for long-term site development and multimedia content. Reports to: Managing Editor Responsible for: Webmaster, Multimedia Editor, Web Content Manager Qualities of an Applicant Someone applying to be Web Editor at The Sandspur should have:  Preferably experience working on a website for a publication  Working knowledge of all departments of The Sandspur  Experience managing and training staff  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 92 T h e S a n d s p u r Web Editor Duties Weekly:  Review print paper content put online by Web Content Manager  Put online web only content for week  Put photo slideshows from Flickr and YouTube videos on website as they are made  Create campus wide “This Week at The Sandspur” email  Distribute campus wide email (Thursday morning)  Complete web duties not assigned or completed  Create new ideas to boost traffic on website Bi-Weekly (every other week):  Attend all executive meetings  Run all web meetings  Check-in with web staff Semesterly:  Research peer websites for new ideas  Complete staff evaluations of all web staff  Train new hires on website  Update website guides  Contribute to all hiring/firing decisions regarding web staff  Attend fall and spring retreats General Duties:  Assist Managing Editor in all duties  Stay updated on new college media web trends  Act as liaison between Managing Editor and web staff
    • T h e S a n d s p u r 93 Webmaster The Webmaster manages the technical side of thesandspur.org, works to solve any problems as they arise, prevents problems from arising, and makes the website run smoothly and efficiently. Reports to: Web Editor Qualities of an Applicant Someone applying to be Webmaster at The Sandspur should have:  Preferably experience working as a webmaster for a publication  Experience using Wordpress, HTML, CSS, and Java  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 94 T h e S a n d s p u r Webmaster Duties Weekly:  Make thesandspur.org run smoothly and efficiently  Solve technical problems as they arise  Check-in with Web Editor when duties are complete Bi-Weekly (every other week):  Attend all web meetings Semesterly:  Research peer websites for new ideas  Attend any trainings run by Web Editor  Read website guides  Attend fall and spring retreats General Duties:  Create new ideas to boost traffic on website  Stay updated on new college media web trends
    • T h e S a n d s p u r 95 Web Content Manager The Web Content Manager uploads print paper content to the website each week, preparing the website for the heavy traffic it receives the day the print paper is released. Reports to: Web Editor Qualities of an Applicant Someone applying to be Web Content Manager at The Sandspur should have:  Preferably experience working as a webmaster for a publication  Experience using Wordpress  Excellent verbal and written communication skills
    • 96 T h e S a n d s p u r Web Content Manager Duties Weekly:  Upload print paper content to website by Wednesday night  Add new poll to website each week (Wed.)  Create PDF of issue and upload to Issuu each week (Wed.)  Add Issuu PDF to website widget and Facebook plugin (Wed.)  Change Facebook page cover photo to image from cover of paper (Wed.)  Link to latest YouTube video in website sidebar  Update campus crime map  Check-in with Web Editor when duties are complete Bi-Weekly (every other week):  Attend all web meetings Semesterly:  Research peer websites for new ideas  Attend any trainings run by Web Editor  Read website guides  Attend fall and spring retreats General Duties:  Create new ideas to boost traffic on website  Stay updated on new college media web trends
    • T h e S a n d s p u r 97 Web Multimedia Editor The Web Multimedia Editor works with the design and multimedia departments to create one interactive online graphic or element for the website for each week (timeline, interactive infographic, quiz, etc.). Reports to: Web Editor Qualities of an Applicant Someone applying to be Web Multimedia Editor at The Sandspur should have:  Preferably experience working on a website for a publication  Experience creating infographics, timelines, and visuals  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 98 T h e S a n d s p u r Web Multimedia Editor Duties Weekly:  Review upcoming week’s print paper and online content  Create one interactive graphic or other element for website connected to one of those articles or a new idea  Check-in with Web Editor when duties are complete Bi-Weekly (every other week):  Attend all web meetings Semesterly:  Research peer websites for new ideas  Attend any trainings run by Web Editor  Read website guides  Attend fall and spring retreats General Duties:  Create new ideas to boost traffic on website  Stay updated on new college media web trends
    • T h e S a n d s p u r 99 Archivist The Archivist manages all past issues of The Sandspur. He or she looks for ways to use the past of the paper to improve its future. Reports to: General Manager Qualities of an Applicant Someone applying to be Archivist at The Sandspur should have:  Experience in archiving  Working knowledge of all departments and/or history of The Sandspur  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 100 T h e S a n d s p u r Archivist Duties Weekly:  Preserve 10 copies of each weekly issue  Look at upcoming week’s articles to contribute ideas for how old content could be used with the article (as a comparison, to bring in information) Bi-Weekly (every other week):  Attend all staff meetings General Duties:  Organize past copies of The Sandspur, keeping three per issue  Compile lists of past staffs by year and position  Explore options for putting past issues online  Review past papers for article and design ideas  Work with the Rollins archives to compile a history of The Sandspur  Attend fall and spring retreats
    • T h e S a n d s p u r 101 Production Assistant Production Assistants complete tasks related to The Sandspur as assigned by the General Manager. Work can include fulfilling Section Editor duties, answering the phone and emails, assisting with archiving or video production, or uploading web content. Reports to: General Manager Qualities of an Applicant Someone applying to be a Production Assistant at The Sandspur should have:  An interest in journalism  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 102 T h e S a n d s p u r Production Assistant Duties Weekly:  Check-in with General Manager at start of all shifts Bi-Weekly (every other week):  Attend all staff meetings General Duties:  Complete all tasks as assigned  Attend fall and spring retreats
    • T h e S a n d s p u r 103 Radio Show Host The Radio Show Hosts works with the General Manager to plan and implement each week’s episode of The Sandspur Hour on WPRK. Reports to: General Manager Qualities of an Applicant Someone applying to be a Radio Show Host at The Sandspur should have:  Interest in radio  Working knowledge of The Sandspur  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 104 T h e S a n d s p u r Radio Show Host Duties Weekly:  Interest in radio  Working knowledge of The Sandspur  Ability to develop and see-through projects on own  Excellent verbal and written communication skills Semesterly:  Attend fall and spring retreats
    • T h e S a n d s p u r 105 General Manager The General Manager maintains the accounts and finances of the newspaper. He or she must coordinate third-party advertising campaigns, solicit and secure local advertisers, and commission marketing staff for assistance with soliciting campaigns. The General Manager monitors the income and expenses of the newspaper as well as its account balances and providing this information to purchasing agents as needed. The General Manager oversees, manages, and trains all business staff of The Sandspur. Reports to: faculty advisor; Editor-in-Chief Responsible for: Business Assistant, Ad Manager, Business Development Intern, Public Relations Intern, Multimedia Intern, Archivist, Radio Show Host, Production Assistants
    • 106 T h e S a n d s p u r General Manager Duties Weekly:  Meet with faculty advisor  Manage budget  Supervise business department, interns, work studies, archiving, and radio show  Receive and distribute mail  Answer phone and voicemails  Respond to emails in gm@thesandspur.org and advertising@thesandspur.org Bi-Weekly (every other week):  Attend all business meetings  Attend all executive staff meetings Semesterly:  Update and maintain rate card and business tools  Complete staff evaluations of interns, work studies, business staff, archivist, and radio show host  Hire and fire interns, business staff, and work studies  Work with Rollins HR to make sure staff is paid  Visit Orlando media entities to learn from their business strategies  Create ad hoc fundraising ideas  Attend fall and spring retreats General Duties:  Make purchases  Develop strategies to increase advertising sales  Research peer newspaper’s revenue generating tools  Create revenue generating ideas  Seek current and changing practices of peer papers  Seek opportunities for additional exposure through community partnerships with organizations and campus departments
    • T h e S a n d s p u r 107 Business Assistant The Business Assistant works with the General Manager to run the business department of The Sandspur. The Business Assistant is responsible for overseeing the Ad Manager and all Ad Reps as well as managing and assisting with budget tasks, invoices, and statistics-gathering. Reports to: General Manager Responsible for: Ad Manager, Ad Reps Qualities of an Applicant Someone applying to be Business Assistant at The Sandspur should have:  Experience in business (courses and/or real world experience)  Background in fundraising  Working knowledge of The Sandspur  Experience managing and training staff  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 108 T h e S a n d s p u r Business Assistant Duties Weekly:  Assist with delivery  Gather statistics on number of papers distributed and picked-up for advertising purposes  Check-in with ad reps via email  Develop and sends invoices to current advertisers  Add weekly print and online contributors to spreadsheet  Complete duties assigned by General Manager  Mail print paper subscriptions to subscribers Bi-Weekly (every other week):  Attend all business meetings Semesterly:  Attend fall and spring retreats General Duties:  Assist with oversight of ad reps  Assist with budgeting software and budgeting in general  Creates revenue generating ideas  Communicates with local businesses
    • T h e S a n d s p u r 109 Business Development Intern The Business Development Intern assists the General Manager in managing the business department of The Sandspur. The Business Development Intern works with local advertisers as well as local Orlando media entities to generate more business- generating ideas for The Sandspur. The intern will develop tactics to increase advertising and subscription sales, testing appropriate systems for record-keeping, analyzing the budget, and researching peer newspapers’ forms of revenue generation. Reports to: General Manager Qualities of an Applicant Someone applying to be Business Development Intern at The Sandspur should have:  Experience in business (courses and/or real world experience)  Background in fundraising  Working knowledge of The Sandspur  Experience managing and training staff  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 110 T h e S a n d s p u r Business Development Intern Duties Weekly:  Contact five advertisers a week, three in person  Work 10 hours in office per week Bi-Weekly (every other week):  Attend all business meetings Semesterly:  Visit Orlando media entities to learn from their business strategies  Create ad hoc fundraising ideas  Attend fall and spring retreats General Duties:  Develop strategies to increase advertising sales  Research peer newspaper’s revenue generating tools  Assist with oversight of Ad Reps  Assist with budgeting software and budgeting in general  Create revenue generating ideas  Communicate with local businesses  Accompany the General Manager on meetings with local businesses and organizations
    • T h e S a n d s p u r 111 Ad Manager The Ad Manager is responsible for overseeing all Ad Reps as well as selling ads for the print paper, website, and campus wide email. When in office, the Ad Manager is also expected to help manage the business department of The Sandspur, including checking voicemail, returning calls, and distributing mail. The Ad Manager is responsible for telling the Production Manager how many ads must be placed in the paper that week. Reports to: General Manager Qualities of an Applicant Someone applying to be Ad Manager at The Sandspur should have:  Experience in business (courses and/or real world experience)  Background selling ads  Working knowledge of The Sandspur  Experience managing and training staff  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 112 T h e S a n d s p u r Ad Manager Duties Weekly:  Contact 5 potential advertisers a week, two in person  Manage Ad Reps  Add list of sold ads to weekly spreadsheet for that issue  Add ads to appropriate folder on drive  Put web ads online  Send ads for "This Week at The Sandspur" email to Web Editor  Work with Business Assistant to create and distribute invoices  Make sure ads were placed in each paper/email  Respond to ad requests sent to advertising@thesandspur.org  Create spreadsheet of what each Ad Rep has sold  Be available as resource to Ad Reps  Send satisfaction surveys to current advertisers Bi-Weekly (every other week):  Check in with Ad Reps  Run all business meetings Semesterly:  Completes staff evaluations of all Ad Reps  Attend fall and spring retreats General Duties:  Keep rate card updated  Answer phone and mail as necessary  Create new advertising initiatives
    • T h e S a n d s p u r 113 Ad Rep Ad Reps sell advertising space each week by reaching out to community organizations through email, phone, and in person (5 organizations per week, 2 in person). Ad Reps must check email and phone accounts regularly and keep in consistent contact with all active and potential clients. Ad Reps must update the ad spreadsheets with new contacts to avoid contacting the same places multiple times. Reports to: Ad Manager Qualities of an Applicant Someone applying to be an Ad Rep at The Sandspur should have:  Experience in business (courses and/or real world experience)  Interest in selling ads  Working knowledge of The Sandspur  Ability to develop and see-through projects on own  Excellent verbal and written communication skills
    • 114 T h e S a n d s p u r Ad Rep Duties Weekly:  Contact five new businesses per week, two in person  Maintain contact with businesses who show advertising interests  Update spreadsheet as businesses are contacted  Contact Designers when companies want ads designed for them  Report progress to Ad Manager Bi-Weekly (every other week):  Attend all business meetings Semesterly:  Attend fall and spring retreats  Review ad-selling procedures and pricing General Duties:  Assist with budgeting software and budgeting in general  Create revenue generating ideas  Communicate with local businesses
    • T h e S a n d s p u r 115 Making a Paper The Sandspur is a weekly publication that exists in print and online. This chapter includes all of the steps necessary from creating article ideas to distributing the print paper around campus. Article Assignment Mondays, 6 p.m. The Sandspur begins with article assignment meetings, Monday nights at 6 p.m. in The Sandspur office. Article assignment meetings are run by the Managing Editor. Staff Writers, Staff Illustrators, Staff Photographers, Beat Reporters, Columnists, Section Editors, and Editorial Board members are required to attend this meeting. Before Article Assignment ROLLINS CALENDAR Beginning of semester. At the beginning of each semester, the Managing Editor needs to submit The Sandspur article assignment meetings to the Rollins Calendar of Events (http://calendar.activedatax.com/rollins/EventList.aspx?fromdate=4/25/2014&todat e=5/1/2014&display=Week&view=DateTime). Once this is done, The Sandspur meeting will be included on the calendar as well as the “Today at Rollins” emails.
    • 116 T h e S a n d s p u r To submit an event, go to http://calendar.activedatax.com/rollins/oePublicForm.aspx. On the form, fill in the following information:  Event submitted by (your name, your Rollins email, and your phone #)  Event Information: o Event Name: The Sandspur Meeting o Event Categorization: All-College, Campus Life, College of Arts & Sciences, Hamilton Holt School, R-Net & Good Morning Rollins, Student Event o Event Description: Come to The Sandspur's weekly article assignment meeting. Sign up for articles to write or photos to take for your student newspaper. Ask about open positions, including designers, writers, section editors, and video staff. o Upload Image: Choose The Sandspur logo or a paper cover  Event Location: Rollins College Mills Memorial Hall  Event Schedule o Start Date/End Date: Select the first Monday of the semester for both o Recur Type: Weekly o Number of Occurrences: Count the number of weeks. o Start Time/End Time: 6 p.m. – 7 p.m.  Event Contact Information o Name: Your name o Phone #: 407-646-2696 o Email: your email or sandspur@rollins.edu  Other Information o Campus Department: The Sandspur o Event is open to the public: No o Event is open to: Everything except public o Link to more information: thesandspur.org Make sure to press “preview” and “submit” twice. You will get an email from Marketing once the event has been approved.
    • T h e S a n d s p u r 117 FACEBOOK EVENT Thursday-Saturday prior to article assignment. You must be an admin on The Sandspur’s Facebook page to create an event through it. The Managing Editor or Public Relations Coordinator should create an event for The Sandspur’s article assignment meeting once sometime between Thursday- Saturday for the following week. This is most important earlier and later in the semester. To create an event:  Go to www.facebook.com/thesandspur  Push the “Events” button below the cover photo.  In the top right, push “Create Event.”  Fill out the “Create New Event” form with something similar to the following information. o Name: “SANDSPUR INTEREST MEETING” o Details: Come one, come all to The Sandspur's interest meeting! Bring article ideas for the upcoming issue of the paper and be ready to snatch up article and photography assignments! This Monday, 6 p.m., 5th floor of Mills. Oh, and did we mention? FREE PIZZA! ALSO, learn about all of the open staff positions and internships for this year! Discover all the ways YOU can get involved in your college newspaper. We will be hiring: -Writers (staff, beat reporters, freelancers) -Photographers & Illustrators -Page Designers -Section Editors -Web Staff -Public Relations/Marketing Staff -Multimedia/Video Development Staff -Business Staff We are also offering PR, Multimedia, and Business internships.
    • 118 T h e S a n d s p u r Please post below if you are interested and cannot make it to the meeting! o When: Select date & Time: 6 p.m. o Push “Create”  After the event has been created, select a Sandspur photo as the cover photo for the event.  On the right side of the event page, push the “Invite” button. Invite any current Rollins friends you have. The description of the event should be shorter rather than longer and preferably tailored to that meeting if possible (the first and last meeting of the semester’s descriptions should be different). For the first meeting of the semester, make sure to include instructions on how to get to The Sandspur office inside the Mills building since it is confusing for first years. Try to post a link to the event in any incoming class groups as well if possible. You can no longer invite everyone who likes a page to an event. You can only invite people you are friends with. Post the link in the Facebook Sandspurians and Sandspur Staff groups and ask other staff to invite their Rollins’ friends as well. EMAIL ALERT Sunday night, Monday morning before article assignment. Sunday night or Monday morning, the Managing Editor or Public Relations Coordinator should send out a campus-wide email to students (email studentsall@rollins.edu) from the sandspur@rollins.edu email account. A sample email is included below, in the email section of this handbook, and in the “Sample Emails” folder of the sandspur@rollins.edu email account.
    • T h e S a n d s p u r 119 SET UP OFFICE Monday afternoon The Managing Editor should arrive in The Sandspur office at least half an hour before the article assignment meeting each week to set up the office. All chairs should be placed in a circle to provide a round-table atmosphere. ARTICLE IDEAS Monday afternoon The Managing Editor should bring some article ideas to the article assignment meeting to start conversation in case attendees are hesitant to speak-up. A list of potential always-pertinent article ideas are listed in the Story Ideas section of this handbook. Section Editors, Staff Writers, and Beat Reporters should always bring article ideas to these meetings as well. SIGN-IN SHEET Monday afternoon. The Managing Editor should print out a sign-in sheet and pass it around on one of the clipboards in the office to get everyone who attended the meeting’s name and email
    • 120 T h e S a n d s p u r address so they can be emailed that night. A copy of this form can be found below as well as in the forms section of this handbook. SIGN-UP SHEET Monday afternoon The Managing Editor should also print out a sign-up sheet for his or her use during the meeting to record who signed up for what articles. Notes can be made here on the direction of the piece, if the writer requests additional help, and if a specific person in the office recommends a certain contact. A copy of this form can be found below as well as in the forms section of this handbook. During Article Assignment Everyone who attends will sit in chairs in a round-table type environment in The Sandspur office. The Managing Editor should sit near the front of the room. Introduce yourself and fellow Sandspur staff members, particularly leadership staff if there are a lot of people in the room. The Sandspur Sign-In Form Name Email ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ The Sandspur Article Sign-Up Form Meeting Date: _____________ Article Idea Writer Notes ________________________________________________________________ ________________________________________________________________ ________________________________________________________________
    • T h e S a n d s p u r 121 You can start the meeting by offering up an article idea and trying to start a conversation about that topic. Once someone has taken that idea, conversation may just start to flow into other ideas, or you can call on a Section Editor to offer up their ideas. Continue to call on Section Editors whenever the room gets quiet or offer up another idea. After about ten minutes in (or earlier once you have a group of regular writers), you can open the floor to everyone to offer up ideas. Record on the sign-up sheet the names of people who signed up for articles. Remember that you will have their email and proper spelling on the sign-in sheet, so you don’t need to worry about that here. Make sure by the end of the meeting someone has signed-up for World News and that Columnists have let you know what their article for the following week will be about. Tips:  Be clear at the beginning of the meeting that just because someone offers an idea does not mean they have to write it.  Try to not start meetings with a lot of new faces with “does anyone have any ideas?” because that tends to freak some first year students out.  Give everyone ample time to either agree to sign-up for an article or offer ideas. You are in the front of the room, so those chunks of silence will seem longer to you than to everyone else. Count to five slowly in your head before moving on to another idea or person to give people time to process and respond.  If no one is very responsive or if a lot of people have not signed-up for articles, you can have everyone go around the room and suggest an idea they want to write or think someone should write. Start with a Section Editor, Staff Writer, or a regular Freelance Writer.  Make sure to be welcoming to Photographers and Illustrators too. These people sometimes get lost during these meetings because the focus is on written content.  Emphasize the value of pictures, particularly for Rollins articles and restaurant or concert reviews to meeting attendees.  Avoid having your laptop open on your lap to type notes because that puts a barrier between you and the people you are talking to. As ideas seem to be drying up or as conversation seems to drift more towards random topics and less about article ideas, get the room’s attention and close the meeting:  Remind writers about the length of articles (400-700 words) and that articles are due by Friday at 5 p.m. Let them know you will be emailing them this information tonight.
    • 122 T h e S a n d s p u r  Let everyone know that if they have any more ideas, want to sign-up for something, or are interested in other positions at The Sandspur, they can and should come talk to you, the Editor-in-Chief, or Production Manager after the meeting.  Let everyone know they are free to go if they want to. After Article Assignment Be prepared, to talk to anyone about current positions the paper is hiring for as well as more details regarding certain article ideas immediately after the meeting. WRITE FOLLOWING WEEKS ARTICLES ON THE BOARD Monday evening The Managing Editor should divide the white dry-erase board into six sections (News, Opinions, Features, A&E, Sports, Photos). List all articles that were signed-up for under the appropriate section with the name of the writer. This is for the Head Designer, Production Manager, and Editor-in-Chief to select next week’s cover art and for the Photo Editor to reach out to photographers for specific assignments. EMAIL WRITERS WHO SIGNED-UP FOR ARTICLES Monday evening The Managing Editor should email each writer who signed-up for an article using their email from the sign-in sheet. A sample email is included below as well as in the email section of this handbook.
    • T h e S a n d s p u r 123 EMAIL MEETING ATTENDEES WHO DID NOT SIGN-UP FOR ARTICLES Monday evening The Managing Editor should also compare the sign-in sheet to those who signed-up for articles. If anyone attended the meeting but did not sign-up for an article, send them an email with a list of the article ideas that are still available. Sometimes writers are too shy to speak up at meetings. NAME, Thanks for coming to article assignment this week! We have you signed up for the following articles:  GAP Article  Career and Life Planning as part of Gen Ed Curriculum For the Career and Life Planning article, consider reaching out to Ray Rogers (rrogers@rollins.edu), the director of Career Services as well as Dr. Claire Strom (Cstrom@rollins.edu) who is in charge of the committee changing the general- education program. We ask that all articles be 400-700 words in length. All articles need to be submitted by Friday at 5 p.m. to submit@thesandspur.org. Please put your name in the attachment with your article. The Sandspur has a few resources to help you write your articles:  Sandspur article how-to guides  The Style Guide that Copy Editors will be using to edit your articles each week for grammar and style to fit The Sandspur’s expectations  Lauren Waymire (lwaymire@rollins.edu) is The Sandspur’s Writing Consultant. Feel free to show her drafts of your articles throughout the week or to meet with her to improve your writing. If you aren’t already, join our Sandspurians Facebook group to keep updated with The Sandspur. If you have any questions or concerns, feel free to email me at any time. Thank you, Annamarie Carlson Managing Editor, The Sandspur
    • 124 T h e S a n d s p u r A sample email is included below as well as in the email section of this handbook. EMAIL ANYONE WHO HAS SHOWN INTEREST IN THE PAPER BUT DID NOT ATTEND THIS MEETING Monday evening The Managing Editor should create a spreadsheet (either through Excel or Google Docs) of all of the people who have shown interest in The Sandspur that school year through filling out an application, signing-up at an involvement fair, or attending at least one Sandspur article assignment meeting. Any of those students who did not attend article assignment that night should be emailed with a list of the potential article ideas for that week and invited to contribute their own ideas. A sample email is included below as well as in the email section of this handbook. NAME, It was great to see you at The Sandspur’s article assignment meeting tonight. I noticed you did not sign-up for an article, so I thought I would send you the list of articles that still need authors to see if anything sparks your interest. We would love to hear any of your ideas as well.  Sports: Athlete Profiles  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA Please let me know if you have any questions at any time.  Thank you, Annamarie
    • T h e S a n d s p u r 125 POST ARTICLES TO FACEBOOK Monday evening The Managing Editor should create a document of the articles discussed but without authors and articles signed-up for, broken down by section (the same as on the white board), on The Sandspurians Facebook Group. This allows people who did not attend the meeting a way to sign-up for articles. To create this document:  Go to The Sandspurians Facebook group  Push “Files” at the top of the page.  Push “Create Doc”  Title: Sandspur Articles for Issue # -- Due Fri. (Date)  Content: List articles that need authors first and then articles that are taken, broken down by section, afterwards. NAME, I (and The Sandspur) missed you at Sandspur Article Assignment this week! If you are interested in writing this week, here are a few articles that are looking for authors. We would love to hear your ideas as well!  Sports: Athlete Profiles  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA Just send me an email to claim an article! Always feel free to email me if you have any questions. You are receiving this email because you are on our interest list; if you would like to stop receiving these emails (and/or stop receiving our weekly campus wide updates) please let me know. Thank you, Annamarie
    • 126 T h e S a n d s p u r Contact Writers for Previous Issue Monday evening Monday night, the Managing Editor should talk to the Editor-in-Chief before leaving the office to determine which articles that did not make it to the print paper should be saved for a future issue, put online–only, or are not of publishable quality. Create List of Submitted Articles To find out names of all of the articles submitted that week, the Managing Editor needs to do the following things:  Log-in to submit@thesandspur.org (Password: sticktoit)  Go to googledrive.com  Go to folder (Vol. #)  (Issue #)  Open the Budget for that week in a new tab  In a new document, type the names/authors of all of the articles that are on the budget. These are the articles that are scheduled to be in the print paper.  Go back to the Issue folder and compare all of the articles in the “Edited,” “Unedited,” “Web Only,” and “Not Publishing” folders to those listed on the budget. Make a list of any articles that did not make it onto the budget. Meet with the Editor-in-Chief and/or Production Manager to confirm which articles that did not make it onto the budget should be put online only that week, saved for a future issue, or are not being published anywhere. After that meeting, move the articles from the “Edited” or “Unedited” folders to the appropriate folders on the Google Drive by dragging them. Also after the meeting, email the Web Editor with the names of any articles that are online-only for that week. Email Writer Who Did Not Turn In Articles The Managing Editor should compare the list of submitted articles to the list of articles signed-up for on the dry erase board or Facebook from the prior week. Any writers who did not write the articles they signed-up for should be emailed. A sample email is included below as well as in the email section of this handbook.
    • T h e S a n d s p u r 127 Email Writers about Placement of Articles Many writers, particularly new ones, are very concerned about where and when their writing will appear in the newspaper. To alleviate some of these questions, the Managing Editor should send out an email Monday night to all writers about whether their articles will appear in the print paper that week or not. Sample emails for each situation—published in the print paper, published online-only, saved for future publication, and not being published—are included below as well as in the email section of this handbook. Published in Print Paper and Online NAME, This is YOURNAME from The Sandspur. We noticed that you did not submit the article you signed up for on ARTICLE TOPIC on Friday. Are you still interested in writing this article? You can still submit it by this Friday at 5 p.m. if you are interested. Thank you, Annamarie NAME, Congratulations! We wanted to let you know that your article, ARTICLE NAME, is currently set to be printed in this week’s print and web editions of The Sandspur. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie
    • 128 T h e S a n d s p u r Published Online Only Saved for a Future Issue NAME, Thank you for your submissions to The Sandspur this week. Due to space restrictions, we have to be very selective about what we publish in the print paper each week. We wanted to let you know that, though your article, ARTICLE TITLE, will not be published in the print paper, it will be published online at thesandspur.org sometime this week. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie NAME, Thank you for your submission to The Sandspur this week. We wanted to let you know that due to the content of your ARTICLE TITLE article, we have chosen to save your article for a future print issue. You will receive another email the day your article is published in print and online. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie
    • T h e S a n d s p u r 129 Not Publishing Quality Artists and Photographers Emailed Monday evening Monday or Tuesday nights, after the list of articles has been listed on the board, the Photo Editor, Head Designer, and Production Manager should meet to look over the articles. As a group, they should decide which articles should have photos or illustrations as well as which article or articles would be cover worthy. After that meeting, the Photo Editor should email any Staff Photographers assigning them specific jobs and any Freelance Photographers offering them photography jobs. A sample email is included below as well as in the email section of this handbook. NAME, Thank you for your submission to The Sandspur this week. We want to work with you and your article, ARTICLE TITLE, a little more before we publish it. Please send an email to Lauren Waymire (lwaymire@rollins.edu) to set up a date and time to work with her on your article if you are interested in getting your writing published. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie
    • 130 T h e S a n d s p u r Email to Staff Photographer Email to Freelance Photographer NAME, It is another week at The Sandspur, so we have more photography assignments. We are looking for photos for the following articles for next week’s issue:  EVENT NAME  BUILDING NAME Please send me an email if you would like to sign-up for any of these articles. A few reminders:  Photos should be added to your Dropbox folder within 24-hours of the event. Make sure to invite submit@thesandspur.org to share the folder.  Only upload your BEST photos. Anywhere from 5-20 should be fine for an event and 3-10 for a non-event related article.  All photos must be submitted by Sunday at 5 p.m.  Send me an email when you have uploaded your photos to Dropbox.  You will receive $10 per photo set used by the paper after 7 events. Thank you, Annamarie NAME, It is another week at The Sandspur, so we have more photography assignments. I need you to photograph the following for this week’s issue:  EVENT NAME  BUILDING NAME A few reminders:  Photos should be uploaded to Flickr within 24-hours of the event.  Send me an email when you have uploaded your photos to Flickr. Thank you, Annamarie
    • T h e S a n d s p u r 131 After that meeting, the Head Designer should email any Staff Illustrators assigning them specific jobs, including cover art, and any Freelance Illustrators offering them illustrating jobs. A sample email is included below as well as in the email section of this handbook. Email to Staff Illustrator Email to Freelance Illustrator NAME, It is another week at The Sandspur, so we have more illustration assignments. I need you to create illustrations for the following articles for this week’s issue:  ARTICLE NAME – WRITER NAME/EMAIL Please email the writer to get more details on the article during the writing process to help with the illustration. Feel free to send in drafts to me during the week. Final illustrations need to turned in by Sunday at 5 p.m. to submit@thesandspur.org via email or Dropbox. Thank you, Annamarie NAME, It is another week at The Sandspur, so we have more illustration assignments. I am looking for someone to create something for the following articles:  ARTICLE NAME – WRITER NAME/EMAIL Please email me with which piece you are interested in and the writer to get more details on the article during the writing process to help with the illustration. Feel free to send in drafts to me during the week. Final illustrations need to turned in by Sunday at 5 p.m. to submit@thesandspur.org via email or Dropbox. Thank you, Annamarie
    • 132 T h e S a n d s p u r Create Content Monday-Friday During the week, writers will write their articles, photographers will take pictures, and illustrators will create additional work to go along with print content. The Sandspur staff needs to be responsive to questions from any of the content creators, by making sure to check and respond to email regularly. All articles must be submitted to submit@thesandspur.org by 5 p.m. on Friday. All photographs and illustrations must be submitted to sumbit@thesandspu.org by 5 p.m. on Sunday. File Articles Saturday By 5 p.m. on Saturday, the Head Content Editor should go through the submit@thesandspur.org Gmail account (password: sticktoit). All articles submitted after 5 p.m. the Friday of the week prior should be organized into appropriate folders for that issue in the submit account’s Google Drive. To create these folders:  Log-in to submit@thesandspur.org  Select the appropriate Volume folder  Click on the “Create” button in the top left.  Select “Folder”  Name the Folder “Issue #”. Put a “0” in front of the number for single-digit issue numbers (1-9 become 01-09)  Click on the folder you just created.  Create folders inside that folder titled: Edited, Headlines, Pictures, Unedited, xNot Publishing  Inside the “Edited” and “Unedited” Folders, create the following folders: A&E, Features, News, Opinions, Sports  Inside the “Headlines” folder, create documents called: A&E, Features, News, Opinions, Sports Return to the submit email account. Open up each attachment in Word (or a similar program on your computer). Create a new document in Google for each article submitted inside the appropriate section folder under “Unedited” for that week’s issue.
    • T h e S a n d s p u r 133 Name each document a shortened title_author’s name (example: Fox Fest Promo_Lauren Silvestri). Do this for all articles. For any pictures or illustrations sent in via gmail with articles, save them to the “Pictures” folder for that issue. If there are multiple pictures for one article, create a folder for those pictures inside the pictures folder. Copy Editing Sunday-Monday Between 5 p.m. on Saturday and noon on Sunday, the Head Copy Editor should review the number of articles for that week and email Copy Editors their articles to copy edit before 5 p.m. on Monday. Copy Editors should copy edit all articles following the below checklist and The Sandspur Style Guide. The checklist should be completed for every article the Copy Editor copy edits. Anything not listed in the style guide should follow AP Style guidelines. These documents can be found below as well as in the forms section of this handbook.
    • 134 T h e S a n d s p u r Copy Editing Checklist  Fact Checking: All statistics, dates, times, names, etc. should be correct and, for statistics, numbers, and the like, cited. You should be able to confirm a lot of information with a quick Google search or search of the Rollins website. If you cannot confirm something, mark it on the article so the Head Copy Editor can talk to the writer about where they got their information.  Leads: Each article should have a strong opening sentence. For news stories these should be straightforward (who, what, when, where, why); for all other stories they should be enticing but not a regurgitation of this information. If a lead is not strong, suggest another one using the comments feature.  Anonymous Sources: We do not publish anonymous sources or quotes. If you see them, remove them or mark on the article so we know to contact the author.  Grammar: Check for basic grammar.  Complete sentences  Commas  Oxford Comma (bread, butter, and milk—include the comma before the “and”)  Between two independent clauses with a conjunction: (“I bought milk, and I walked the dog” has a comma before the “and.” “I walked the dog and fixed the table for dinner.” does not because “fixed the table for dinner” is not a complete sentence.)  Dashes  Always use the em dash (—) with no spaces before or after (so— like this). Do not use two hyphens or put spaces before or after the dash.  Style: We follow AP Style and The Sandspur Style Guide.  Student Names: All student names should have the class year after it, like this: “Annamarie Carlson ‘14” including alumni.  Numbers: Spell out numbers zero to nine and use numerals for 10 and above.  Quotation Marks: Commas and periods go inside of quotation marks.  Times: Times should be written using the number followed by “a.m./p.m.” Do not put the 00 for something on the hour (so 1 p.m. and 1:30 a.m. are correct)  Dates: Use arabic numbers for dates and years. Do not put the “st” or “nd” after the date. Write out full months March-July and abbreviate months August-February.  SPELL CHECK EVERYTHING.
    • T h e S a n d s p u r 135 The Sandspur Style Guide Here at The Sandspur we follow The Associated Press Style Book as our guide for writing consistently and accuracy. If you have any questions about this style please refer to the full edition of the style book located in The Sandspur workroom or speak with a member of the copy editing team. General Sandspur Information  At the end of every sentence use one space, not two.  Every story must be spell checked.  Label all students’ class years.  We DO NOT use contractions unless they appear in a quotation. NAMES & QUOTATIONS When quoting or naming someone who attends, attended, or works at Rollins, always list their class year after their name (student, alumni) or their position at the college before or after their name (professor, staff). When quoting someone outside of Rollins, always explain who they are the first time their name appears. After using a quotation in full the first time, use only the person’s LAST name when you refer to them afterward. Quotation Guidelines:  Never alter quotations even to correct minor grammatical errors or word usage. (Obviously, verbal quotes do not have punctuation, so you can add it.) Casual minor tongue slips may be removed by using ellipses but should be done with extreme caution. If there is a question about a quote, either do not use it or ask the speaker to clarify.  Periods and commas belong inside quotation marks. When quoting a Rollins Student:  A&S: John Smith '05  Hamilton Holt: Hamilton Holt Student Maggie Johnson or ‘05HH  Crummer: Jacob Williams ‘05MBA  Brevard: John Smith ‘91BR  Master of Arts in Teaching: John Smith ‘05MAT  Master of Arts: John Smith ‘05MA  Honorary Degree: ‘05H  Honorary Alumnus: ‘05H  Make sure to find and double check each students’ class year. You can see the class years on Foxlink, All Users, Email Lists, Class/Program, All Day Students.
    • 136 T h e S a n d s p u r Use CTRL+F to search for the name of the student. Use this to double check spellings too. Degrees:  Do not use periods when abbreviating degrees (BA, MBA), except in the case of Ph.D.  When using the complete name of a degree, do not capitalize (Smith received a bachelor of arts degree in biology in 1982). When using the possessive form of degree, be sure to use an apostrophe (He received his master’s degree in business administration in 1982.).  Format for multiple degrees: John Smith ’84 ’85MBA o Do not put q comma between name and degree year(s) or between multiple degree years.  Married couples: o Both Rollins alumni: Jack ’52 and Jill Johnson ’54 Hayes o Female Rollins alum: Jack and Jill Johnson Hayes ’54 o Male Rollins alum: Jill and Jack Hayes ’52 When quoting professors: (see Job Titles for more information)  First time you quote or refer to them—Dr. Charles Smith, Dean Steven Neilson, Professor Jack Lewis  Afterwards only use last name.  Capitalize and spell out formal titles when they precede a name, otherwise they are lowercase—President Lewis Duncan, Dean Robert Smithers, Charles Rock, professor of economics). SPUR STYLE GUIDE Academic or administrative departments: Use upper case only when referring to department by formal title (i.e., Department of Physics, physics department). Contractions: do not use unless in a quote Dates (days, months, numbers):  days: do not abbreviate days of the week  months: abbreviate August-February (Aug.-Feb.). Do not abbreviate March- July.  dates: Always use Arabic figures, without ordinal suffixes (st, nd, rd, or th).  Put a comma between the day of the week and the month (Saturday, Feb. 23).  Put a comma between the date and the year (Feb. 23, 2013). E-mail: Hyphenate the word “e-mail.” FM, AM: no periods and capitalized.
    • T h e S a n d s p u r 137 Job titles:  Capitalize a person’s job title only when it precedes the name (Professor of English Bill Boles).  Do not capitalize title if it is preceded by school or department name (Rollins professor of English Bill Boles; English professor Bill Boles)—used in this way, the word “professor” is a job description, not a title.  Do not capitalize title if it follows a name (Bill Boles, professor of English) or is used in sentence as a description (Tom Jones is president of a real estate company in Orlando.). Money ($ and cents):  cents: Spell out the word cents in lowercase, using numerals for amounts less than a dollar. Use the $ sign and decimal system for larger amounts.  dollars: Always lowercase. Use figures and the $ sign in all except casual references or amounts without a figure. For amounts more than $1 million use the $ and numerals up to decimal places. Numbers: Spell out numbers one through nine, except when referring to age (Tom and his son Jake, age 4,) or sports rankings (the team ranked 4th). Obscenities, Profanities, Vulgarities:  Never add to an article.  If an author used one, decide if it is required to get the point of the article across. Consider using asterisk key instead: s**t or f**k.  Only use with or without asterisk if absolutely necessary. Punctuation:  There is no alternative to correct punctuation. Incorrect punctuation can change the meaning of a sentence, the results of which could be far-reaching. Even if the meaning is not changed, bad punctuation, however inconsequential can cause the reader to lose track of what is being said and give up reading a sentence.  Basic reminders: o Use the oxford comma (so: I bought milk, bread, and eggs.) o Use comma between two independent clauses with a conjunction (“I bought milk, and I walked the dog” has a comma before the “and.” “I walked the dog and fixed the table for dinner.” does not because “fixed the table for dinner” is not a complete sentence.) o Periods and commas should always reside inside a quotation mark. o Use em dashes (—, which is “Shift + Alt + –” in InDesign) and use them to connect words—without spaces. o An ellipsis begins at the end of a word and has a space between it and the next word… like this. Rollins College: Always capitalize the “C” in “College” when referring specifically to Rollins College.
    • 138 T h e S a n d s p u r Series: Include Oxford comma before the “and” in a series (red, white, and blue). Sequence: Spell out first through ninth when they indicate sequence in time or location (first base); starting with 10th, use figures. Span of years: When using “to” between years, include century on year following “to” (1992 to 1997). When hyphenating between years, do not put century on year following hyphen (1992-97), except when spanning multiple centuries (1890-1990). States: Spell out complete names of states. That/which: “Which” is used only to begin descriptive clauses separated by commas (The College, which is a 4-year institution, has 1600 students.). These clauses can be removed without affecting the sentence. “That” is used as a quantifier to the noun and is critical to the sentence (The college that he decided to attend is…). The Sandspur: Always capitalize the “The” and italicize “The Sandspur” Theater/Theatre: Use “theater” except when referring to proper nouns that use “re” spelling (Department of Theatre Arts & Dance, Annie Russell Theatre, Fred Stone Theatre). Time:  a.m./p.m.: Lowercase with periods. Avoid the redundant 10 a.m. this morning.  Do not add “00” after on-the-hour time. (So 10 a.m. not 10:00 a.m.) Titles:  Italicize book, movie, television show, play, and course titles.  Use “quotes” for poems, works of art, or titles of exhibitions. Web: Webpage and website are one word, with the “w” lower-cased (except at the beginning of a sentence).
    • T h e S a n d s p u r 139 Create Budget Monday afternoon Each week the Production Manager should create the budget before 6 p.m. on Monday nights. To make the new budget:  Login to submit@thesandspur.org  Go to Google Drive  Go to the appropriate Volume and previous issue folder  Open the prior week’s budget  Go to “File””Make a Copy”  Name the copy “Issue # Budget ‘Publication Month Date’” (example: Issue 24 Budget April 24)  In the new budget, click “File” and “Move to Folder”  Move the new budget to the new week’s Issue folder When creating the budget, make sure to review all articles in the Edited and Unedited folders for what content is timely and of the best quality. Make sure to include space for ads, photos, and illustrations as well as articles. After arriving in the office Monday night, the Head Designer and Head Content Editor should fill in names for Designers and Section Editors for each page. Create New Pages Monday afternoon Before 6 p.m. on Monday nights, the Production Manager should create the new pages for this issue in InDesign, updating the date for the week as well as the Issue number on the cover. Print Paper Layout Monday and Tuesday nights The print paper is laid out by Designers and content is edited by Section Editors. The Head Copy Editor reads over the entire paper a final time for grammatical edits on Tuesday night.
    • 140 T h e S a n d s p u r Section Editors Section Editors are responsible for editing all articles for content and size as needed, writing headlines and subheads, selecting pull quotes, and creating captions for all photos. Section Editors should list all headlines, subheads, captions, and pull quotes on the appropriate section pages in the appropriate issue folder in the Google drive. WRITING HEADLINES Headlines should follow the traditional Subject-Verb-Direct Object headline. Try to keep headlines around 5 words in length, but make them fit the space you are given. Examples: Student wins marathon Campus alcohol use increases Tips for headlines from The Student Newspaper Survival Guide:  Read the whole story first. Yes, the whole story.  Play with words. Choose a few key words and then play around. Look for synonyms, puns, rhymes, and alliterations that work well, but don’t be corny.  Use present tense and active voice.  Leave out unnecessary words. Don’t use articles like a, an, the. Use a comma instead of and.  Don’t put information in the headline that isn’t in story.  Avoid unfamiliar acronyms and abbreviations.  Avoid bad line splits. Don’t divide: two-word nouns, adjectives/nouns, verbs/adverbs, prepositions/nouns, etc.  Run a spell check.  Be specific. Vague headlines, even catchy ones, don’t make readers want to read a story.  Punch up your verbs. Strive for fresh, strong, specific verbs.  Be accurate. A mistake in a headline can be as serious—or even more so—than an error in a story.
    • T h e S a n d s p u r 141 WRITING SUBHEADS Subheads (also known as decks) should give a bit more detail about the story. These act as a short summary of the story that engages the reader to keep reading. Example: New documentary about Oregon’s annual relay race explores how a solitary sport can become a spirited team event. Tips for writing subheads (review tips for writing headlines):  Keep to 1-2 sentences.  State full student names with class years.  Indicate the type of story a reader will see (review, analysis, Q&A).  Spell out acronyms or abbreviations.  Use active voice and present tense. More subhead examples and tips can be found at http://michellerafter.com/2011/02/07/writing-basics-the-deck/. SELECTING PULL QUOTES Pull quotes are short 5-10 word quotes from a story. Pull quotes can, but do not have to be, quotes from someone other than the author of the article. Pull quotes purpose is to not just quote the text but to also pull the reader into the story. Tips for selecting pull quotes:  Read the entire story.  Make sure quote does not misinterpret the text or lead the reader to believe the author feels differently than how they do.  Pull quotes do not need to be complete sentences. WRITING CAPTIONS/CUTLINES Section Editors will write captions (or cutlines) for photos after the Photo Editor has selected the appropriate photos for each article that will appear in print or online.
    • 142 T h e S a n d s p u r A standard cutline is two-sentences that follow the following format: (Noun) (verb) (direct object) during (proper event title) at (proper noun location) in (city) on (day of the week) and/or (month) (date) (year). The second sentence should amplify the information in the first sentence, offering more details about the story. First sentence: nuts and bolts of picture (who, what, when, where, and why) Second sentence: connect photo to story Tips:  Answer who, what, when, where, why.  Write in present tense and active voice.  Identify everyone in photo whenever possible from left to right with class years.  Tell details beyond what is obvious in the photo. Cutline usage written by The Student Newspaper Survival Guide. SECTION EDITOR CHECKLIST Before completing a page, all Section Editors should review their appropriate pages one more time for everything on the checklist. The Section Editor will need to turn in their completed checklist to the Head Content Editor before they are allowed to leave. The checklist can be found below as well as in the forms section of this handbook.
    • T h e S a n d s p u r 143 Section Editor Duties Checklist Section Editor: __________________________________________________________ Task Article abbreviation: ____ ____ ____ ____ Read story Edit for content and style (see final checklist) Check all sources and facts Check author name, title, and spelling Create 5 potential headlines Create 2 subheads Select 3 pull quotes Write 2 captions. Task Article abbreviation: ____ ____ ____ ____ Read story Edit for content and style (see final checklist) Check all sources and facts Check author name, title, and spelling Create 5 potential headlines Create 2 subheads Select 3 pull quotes Write 2 captions. Task Article abbreviation: ____ ____ ____ ____ Read story Edit for content and style (see final checklist) Check all sources and facts Check author name, title, and spelling Create 5 potential headlines Create 2 subheads Select 3 pull quotes Write 2 captions.
    • 144 T h e S a n d s p u r HEAD CONTENT EDITOR CHECKLIST Before completing a page, the Head Content Editor should review all pages one more time for everything on the checklist found below. The Head Content Editor will need to turn in their completed checklist to the Production Manager before they are allowed to leave. The checklist can be found below as well as in the forms section of this handbook. Section Editor Final Page Checklist Section Editor: __________________________________________________________ Task Page Numbers: ____ ____ ____ ____ Stories No anonymous sources All facts backed up by source Strong lead that draws reader in Story is interesting Nothing is hard to understand Paragraphs are short Story is in third person (unless opinion/ae) Conclusion has a sense of finality Quote used by fourth paragraph (news, features, sports) Quotes are quotable (not facts) All names are spelled correctly and labeled with class year Article is appropriate length for space Headlines Follows subject-verb-direct object No prepositional phrases Tells point of story Spell check Subheads Tells point of story Spell check Captions All photos have captions First sentence describes photo Second sentence connects to big picture Photos are credited All names are spelled correctly and labeled Spell check
    • T h e S a n d s p u r 145 Designers Designers should consult The Sandspur Style Guide for design elements and checklists. Head Content Editor Checklist Task Page Numbers: ____ ____ ____ ____ Stories No anonymous sources All facts backed up by source Strong lead that draws reader in Story is interesting Nothing is hard to understand Paragraphs are short Story is in third person (unless opinion/ae) Conclusion has a sense of finality Quote used by fourth paragraph (news, features, sports) Quotes are quotable (not facts) All names are spelled correctly and labeled with class year Article is appropriate length for space Byline: name, title, spelled correct Sections labels correct Page numbers correct Date correct Headlines Follows subject-verb-direct object No prepositional phrases Tells point of story Spell check Subheads Tells point of story Spell check Captions All photos have captions First sentence describes photo Second sentence connects to big picture Photos are credited All names are spelled correctly and labeled Spell check
    • 146 T h e S a n d s p u r Final Copy Edits Tuesday night The Head Copy Editor does a final read over of all pages on Tuesday nights looking for grammatical, mechanics, and AP style for all text (articles, headlines, subheads, captions). The Head Copy Editor should refer to The Sandspur Style Guide in the copy editing section as well as the following Final Copy Editor Checklist. Final Copy Editing Page Checklist Task 2-3 4-5 6-7 8-9 Articles No anonymous sources All facts backed up by a source All names spelled correctly with class year Proper grammar and punctuation Headlines Subheads Captions & Pull Quotes Bylines: spelled correctly and labeled Page Number Date Section Headings (top and side) Spell Check Every Page (EditSpell Check) Task 10-11 12-13 14-15 16 Articles No anonymous sources All facts backed up by a source All names spelled correctly with class year Proper grammar and punctuation Headlines Subheads Captions & Pull Quotes Bylines: spelled correctly and labeled Page Number Date Section Headings (top and side) Spell Check Every Page (EditSpell Check)
    • T h e S a n d s p u r 147 Final Review Tuesday night The Production Manager and the Editor-in-Chief will look over the paper one final time before sending to press based on the following checklist. Send to Press Tuesday night It is the responsibility of the Editor-in-Chief to send the paper to the printer at the end of layout on Tuesday night after all checklists are complete. Before Sending to Press Checklist Task PM EIC Cover Date of publication updated Volume and issue number updated Article title clear and easy to read Author name of cover article spelled correctly Page number of cover article correct Masthead Employee list up-to-date Cover artist listed at bottom, name and class year Any corrections from previous issue Pages Page numbers Publication date Top of page section label Side of page section label Opinions page text line at bottom Spell Check All photos have captions All ads are placed—always double check! Articles Authors attributed correctly Authors’ names spelled correctly Authors’ positions labeled correctly Headlines follow Subject-Verb-DO format Headlines—only first word/proper nouns are capitalized Subheads are complete sentences. All text aligns at bottom of columns
    • 148 T h e S a n d s p u r Upload Content to Web Wednesday The Web Editor, with the help of other web staff, is in charge of uploading content to the website and making the website and Facebook page press-ready before noon on Thursday. Content can be uploaded and the website and Facebook page can be prepped anytime between when content is finalized Tuesday night and when the “This Week at The Sandspur” email is distributed before noon on Thursday. Upload Article to Website BASIC ARTICLE All of the articles in that week’s issue, as well as any articles that are online-only for that week, need to be added to thesandspur.org before the paper is released on Thursday. 1. Open the current issue’s pages in InDesign. a. On the desktop of a computer in The Sandspur office, click on “Sandspur Network Drive.” b. Go to folder “120” c. Go to the folder labeled the current issue. d. Go to the folder “Pages.” i. Open up all pages in InDesgin. ii. You can browse between pages in tabs near the top of the InDesign screen. 2. Login to thesandspur.org website. a. Go to www.thesandspur.org. Go to “About us” and then “Login.” b. Login to Wordpress with your FoxLink information. 3. Add New Post a. In the left sidebar go to Posts  Add New. b. For each article, make sure to do ALL of the following.
    • T h e S a n d s p u r 149 Task Location Details Title Main Column  Copy title from The Sandspur pages  For columns, add the column name before the title with a colon example: “Standing Up for Going Down” becomes “Sexperts: Standing Up for Going Down”) Article Text Main Column  Add subhead to beginning of article. Bold subhead text.  Copy text from InDesign page into large white space.  Leave text aligned to the left (no indents).  Add/Delete to create one empty line between each paragraph.  Add block quotes: o Copy and paste text of quote between two paragraphs where appropriate. o Highlight text and click quotation button in top row of editing tools.  Create hyperlinks to other articles or websites using hyperlink tool in the editing toolbar. o For World News, hyperlink to any sources (exact sources can be found in the Google document for World News on the submit drive). o Link to band pages or restaurant pages the first time they are mentioned in reviews. o Link to Rollins’ website pages and past articles where appropriate.  If an article relates to a past article that is not directly referenced in the article, click above the first paragraph of text. o Click the blue “i” button in the bottom row of
    • 150 T h e S a n d s p u r editing tools. o In between the [Information] [/Information] tags, type something saying about this article referring to (name of other article). o Highlight the name of the other article, click on the hyperlink button in the top row of the editing tools, and link to the other article.  If the article is an Opinions article or column paste the following text at the bottom of the article in italics: “The opinions on this page do not necessarily reflect those of The Sandspur, its staff or Rollins College.” Authors Main Column  If the author has written for us before, just start to type their name in the box. Once it appears, click on their name.  Once the correct author is attached to the article, remove yourself as author of the article.  If someone has NOT written for us before: o In the far left sidebar, go to Users  Add New Username: Rollins Email of Author Email: Rollins Email of Author First Name Last Name Website: Leave Blank Role: Contributor  If an author’s name appears as their email address not their name: o In the far left sidebar, go to Users  All Users o Search for their email address in the “Search Users” section. o Hover over their email address and click “Edit” o Under “Name” change “Display name publicly as” to their first and last name.
    • T h e S a n d s p u r 151 Categories Right Sidebar  Check off appropriate categories. You may need to check more than one.  If a subcateory is checked, check all the categories above that as well. (example: If checking off Sexperts, also check off “Columns” and “Opinions” for that article.) Tags Right Sidebar  Add tags. Always include title of article and any keywords.  Special Tags: o Slider: To have an article featured in the front page slideshow, add “slider” as a tag. Only use articles with great photos that are large enough to fill the whole slider. Be very selective. Featured Image Right Sidebar  You want EVERY article to have a featured image. Only very rarely if you can find nothing that fits the article should you leave this blank. If this is blank, make sure it is not a featured post in the slider.  Ideally, the photo editor will have found photos for every article which will be saved into the “Photos for Web” folder. If that is the case, follow the steps below to set the featured image. If that is not the case, look at the “how to select photos” section of this handbook in the Resources Chapter to find a photo for each article.  If an article has an image in the print paper: o Click “Set Featured Image.” o Click “Upload File” o Upload the image from the folder in the “Sandspur Network Drive”  Volume #  Issue #  Graphics for Web o Push “Set Featured Image” (you should be able to do photo credits at this point, but for now Wordpress is glitchy, so follow following steps instead) o X-Out of image screen if image does not show up quickly
    • 152 T h e S a n d s p u r o Scroll to the top of the page and push “Save Draft” o Re-click on “Set Featured Image” o Select photo you just uploaded o Push “Set Featured Image” o Make sure photo appears at the bottom of the page.  At the very bottom of the article, in bold, type “Photo by” followed by the source of the photo.  If an article does not have an image and can’t have an image: o Leave “Featured Image” Alone o In the main column, under “Post Options” change “Show Featured Image” to “No”  Make sure when you preview the page you check how the featured image looks. If the featured image is cut strangely, then do the following steps: o Keep the featured image in the featured image box. o In the main column, under “Post Options” change “Show Featured Image” to “No.” o Click in the main text box so your cursor is at the beginning of the text. Press enter to make space at the top of the page. Move your cursor back to the very top of the page. o Click “Add Media” above the content box. o Push “Upload Files” in the “Insert Media” box. o Click on the image you want to be the top image. o Push “Insert into Post.” o If image is too large, click on the photo and click on the landscape picture in the top left corner. o Select a smaller percentage. Repeat until photo fits properly. Publish Right Column  Find the words “Publish immediately” inside the Publish box. o Press the edit button.
    • T h e S a n d s p u r 153 o Change the date to the Thursday the print paper is released and change the time to 9:00. o Press “OK.” o Press “Schedule.” Tips  You can’t break Wordpress or InDesign, so don’t be afraid to click around if something isn’t working right. Also, Google is your best friend.  When copying content from the Centerspread, change the view to “A-Master” in the bottom left corner on InDesign.  Make sure to preview every article before you decide you are done with it to make sure it looks correct on the front end of the website.  To zoom in or out in InDesign, use “CTRL” and “+” at the same time or “CTRL” and “-“ at the same time. ADDING ADDITIONAL PHOTOS If an article has more than one image, you will want to follow these steps to insert them all. Scroll below the text in the article content box. Click so that your cursor is below the text. 1. Click “Add Media” above the content box. 2. Push “Upload Files” in the “Insert Media” box. 3. Upload the files. 4. If the files fail to show up after a minute, exit the box, save the post, and reopen the dialog box. The images should be visible. 5. To insert just one photo, select the photo in “Media Library” and push “Insert into Post.” 6. To insert multiple photos, push “Create Gallery” in the left sidebar. Select the photos you uploaded earlier that you want to use and click “Create a new gallery.” 7. To move around the location of photos you can click and drag them or switch to the “Text” editor in the main content box. Find the coding that equals the photo and copy and paste it to where you feel like the photo should go. ADDING PHOTO GALLERY POSTS OR FLICKR ALBUMS To add a post that is just a gallery of photos or to add a Flickr album to a text post:
    • 154 T h e S a n d s p u r 1. Click “Add Media” above the article content box. 2. Click on “Phototonic” 3. At the top, click on “Flickr” a. User ID: 67001684@N06 b. Display: Photosets c. Photoset ID: Get the set of numbers at the end of the URL when the photoset/album is open in Flickr. d. Number of Columns: 5 4. Push “Insert into post” If the post is just a photo gallery, change the “Format” in the right sidebar to “Photos.” Make sure to add text to the post describing the gallery, an author, categories, tags, and a featured image just as you would with any other post. ADDING PODCASTS If a post has a podcast or is just a podcast, scroll down to “Podcast Episode” in the “Add New Post” page main column. In a separate window, go to “Media” in the far left sidebar  “Add New.” Upload like you would upload an image. Copy and paste the URL of the media file. Back in the post page, add the URL under “Media URL” If the post is just a podcast, change the “Format” in the right sidebar to “Audio.” Make sure to add text to the post describing the podcast, an author, categories, tags, and a featured image just as you would with any other post. ADDING YOUTUBE VIDEO If a post includes a video or is just a YouTube video, in the main content box press the “YouTube” button in the third row of editing tools. Change the “Enter video ID (eg. FDAFSDFSDF)” to the video ID of the already uploaed YouTube video. If the post is just a video, change the “Format” in the right sidebar to “Video.” Make sure to add text to the post describing the video, an author, categories, tags, and a featured image just as you would with any other post.
    • T h e S a n d s p u r 155 Schedule Content When you are uploading each individual article, you will schedule each post to go online at 9:00 a.m. on the Thursday of publication. Once you are done uploading all of the articles, go to the “Posts” page to see all of the posts that are scheduled to be published. Select the five most important AND most visual articles. Normally these are articles that pertain to campus and include the cover story and centerspread. Hover over each of those posts and push “Quick Edit.”  Add the “slider” tag if you have not already added it.  Change the upload time to after 9 a.m., with the latest uploaded post to be the first one that appears in the slider.  Example: the cover story should upload at 9:10 a.m., the centerspread at 9:09 a.m., a story about study abroad at 9:08 a.m., a theatre preview at 9:06 a.m., and an article on construction at 9:04 a.m. Upload Issue to Issuu PREP ISSUE Due to the way the Editor-in-Chief saves the pages before sending them to press, you will need to re-export the centerspread as two separate pages instead of a spread before merging the document. 1. Open appropriate pages in InDesign. 2. Go to File  AdobePDFPresents  High Quality Print 3. Make sure PDFs are saved in appropriate folder (Issue #, Pages, PDFs). 4. Name each page by its number (ex: “01” or “12”). Push “save.” 5. On the “Export Adobe PDF” screen, under “Pages” change the “Range” to “2” or “3” (2 is for the left page of the spread, 3 is for the right page). 6. When saving the centerspread, under “Pages” keep the “Range” as “2-3.” Change the selection below that to “Spreads.” 7. When saving the centerspread for web, keep all preset settings (Range: “2-3” and “Pages”). 8. Press “Export.” Once all of your pages are saved as PDFs properly, you will need to merge all of the pages into one PDF. You will need to get on a computer with Adobe Acrobat.
    • 156 T h e S a n d s p u r 1. Open Adobe Acrobat. 2. Push “Create” in the top left corner. 3. Select “Merge Files into a Single PDF.” 4. Select “Add Files” from the top left corner. 5. Move to the appropriate folder with the PDFs for this issue. Select all of them except the original centerspread file. 6. Move files around if necessary using the “Move Up” and “Move Down” buttons to put them in the correct numerical order. 7. Push “Combine Files” at the bottom right. 8. Save merged PDF in the folder with the individual PDF documents as Volume Number-Issue Number (example: 120-24). These instructions can be found with images at http://www.wikihow.com/Merge-PDF- Files. UPLOAD TO ISSUU ACCOUNT Once the issue is prepped and merged, you will need to upload it to our Issuu account so that readers can see the print paper online. 1. Go to issuu.com. 2. Login: (thesandspur/sticktoit) 3. Push “Upload” at top of screen. 4. Push “Select a File to Get Started.” 5. Find the PDF of the issue you want to upload. 6. Once uploaded, add the following information: a. Title: The Sandspur Volume # Issue # b. Description: “This issue covers…” 7. Push “Publish Now.” UPDATE ARCHIVES Every week, you should update The Sandspur archives page once the new issue has been added to our Issuu account. To do this, you first need to create a new stack on Issuu for the current Volume. You have to create a new stack each week in order to have the most recent issue at the top of the stack. 1. Login to issuu.com. 2. Go to “Stacks” at the top right corner. 3. Scroll to the bottom and select “Create a new stack.” 4. Name the stack “Sandspur Vol.# - Issue#” (example: Sandspur 120-23)
    • T h e S a n d s p u r 157 5. Create stack. 6. Click on “My Publications” at the top of the page. 7. Push the magnifying glass below the top navigation bar. 8. Search the volume number of the current issue (“120”). 9. Start with the first issue of the volume. 10.Click on the image. Push “Add to.” 11.Search for the stack you just made. 12.Click on the image. 13.Press “Add to Stack.” 14.Do steps 9-13 for all issues in the volume so far, from first to most recent. 15.Return to “Stacks.” 16.Open the stack you have been working with. 17.Copy the long set of letters and numbers in the URL. Put that number somewhere. Once you have that number, you need to go to The Sandspur’s website. 1. Login to thesandspur.org with your FoxLink information. 2. Use the left-hand sidebar to go to “Pages.” 3. Click on “edit” below “Archives” at the bottom of the list of pages. 4. Click on “text” editor instead of the word “visual.” 5. Find the current Volume coding. 6. Find the beginning of the set of letters/numbers after “folderId=” in that coding. 7. Look at the coding from Issuu. 8. Copy the first eight letters/numbers before the first dash, the next four in the next section, and so on. Make sure to leave the dashes where they are. 9. Push “Update” on the right-side of the page. 10.Push “view page” or “preview changes” to make sure the page looks right. IF the shelf with the issues does not show up, double check the spacing of the numbers and letters in the coding. Prep Website for New Issue UPDATE POLL QUESTION Every week, thesandspur.org features a new poll question. First, you need to create the new question. 1. Login to thesandspur.org. 2. Scroll down and hover over “Polls” on the left toolbar. 3. Select “Add Poll.” 4. Add a poll question along with multiple answers. When possible, select a question that pertains to one of this week’s major articles.
    • 158 T h e S a n d s p u r 5. Push “Add Poll.” Second, you need to update the current poll. 1. In the left sidebar, hover over “Appearances” and select “Widgets.” 2. Under the “sidebar” on the right-hand side. 3. Select the dropdown arrow beside “Polls.” 4. Change the “Poll to Display.” 5. Click the “Save” button. ADD PRINT ISSUE TO SIDEBAR When looking at any page on thesandspur.org, the last box in the sidebar includes a way to view the print paper for that week. The coding needs to be changed each week to make that box show the new issue. First, you need to get the code to put there. 1. Go to the page of the PDF on issuu.com (typically issuu.com/thesandspur/docs/volumenumber-issuenumber) 2. Below the cover image, click “Share.” 3. Select “Embed.” 4. Check “Use on Tumblr, Wordpress or similar.” 5. Copy the text after “Embed Code” to use in the next section. Second, you need to place the code in the correct place. 1. Login to thesandspur.org with your FoxLink information. 2. In the left column, go to Appearance  Widgets. 3. In the right column, under “Sidebar” select the dropdown arrow beside “Backstreet: Text.” 4. Replace all code after “<h2>PRINT EDITION</h2><p>” with new code. 5. Change width to “300” and height to “334.” 6. Press “Save” at bottom of “Backstreet: Text” widget box. UPDATE VIDEO If the video department has created a new video, feature it in the sidebar of each page. To change the video: 1. In the left sidebar, hover over “Appearances” and select “Widgets.” 2. Under the “sidebar” on the right-hand side, select the dropdown arrow beside “Backstreet: Video Widget.” 3. Change the “Video ID” number to the number in the video URL. 4. Click the “Save” button.
    • T h e S a n d s p u r 159 REVIEW COMMENTS At least once a week (preferably more often), check the comments section. In the top black toolbar, click on the comments button. Hover over all unapproved comments. Most comments will be spam. Click the “spam” button for those comments. You can usually tell whether a comment is spam or not based on the name and URL—if it looks like a real name, it is usually legitimate, if it looks like “NFL Jerseys” or “Chanel for Sale” it is not. Prep Facebook for New Issue UPDATE COVER PHOTO Every week, the Facebook cover photo is updated to show off part of that week’s cover. You need to be an admin on the Facebook page to make these changes. First, you need to create the cover photo image. 1. Open up the PDF of issue. 2. Zoom in so the file takes up most of screen. 3. Print-Screen page (use “PrtSn” button on top left of keyboard). 4. Paste into paint. 5. Click “Select” button in top right corner. 6. Select a rectangle about 850x320 pixels. 7. Cut the image. 8. Paste it into a new paint document 9. Save in a location you can find again easily. Second, you need to change the cover photo on the Facebook page. 1. Go to “The Sandspur” Facebook page. 2. Hover over the cover image (the large image at the top of the page). 3. Select “Change Cover.” 4. Select “Upload Photo.” 5. Select the image that you created earlier. Push “open.” 6. Shift image by dragging it up and down as needed. 7. Push “Save Changes.” ADD ISSUE TO READ ON FACEBOOK On The Sandspur’s Facebook page, fans of the page have the ability to read the print paper through one of the tabs on the page. Every week, you need to update the coding and image for that tab. First, you need to get the code to replace the old code.
    • 160 T h e S a n d s p u r 1. Go to the page of the PDF on issuu.com (typically issuu.com/thesandspur/docs/volumenumber-issuenumber) 2. Below the cover image, click “Share.” 3. Select “Embed.” 4. Copy the text after “Embed Code” to use in the next section. Second, you need to place the code into the Facebook tab. You must be an admin or content manager on The Sandspur Facebook page to make these changes. 1. Go to “The Sandspur” Facebook page (facebook.com/thesandspur). 2. Scroll down to the four images below the cover image. 3. Click on the “Read Print Paper” image. 4. Click the green “Edit tab” button. 5. Delete all code after the “<p>.” 6. Paste the “Embed Code” from the “Getting the Code” section after the “<p>.” 7. Change the link after “Can’t see the image below? Read this week’s print edition” to the link on issuu to the PDF of the issue. 8. Push “Save and Publish.” Finally, you need to change the “Read Print Paper” tab image. 1. Go to “The Sandspur” Facebook page (facebook.com/thesandspur). 2. Scroll down to the four images below the cover image. 3. Push the dropdown arrow beside the “1” at the end of that row. 4. Hover over the “Read Print Paper” image. 5. Click on the pencil picture that appears in the top right corner.
    • T h e S a n d s p u r 161 6. Select “Edit Settings.” 7. Beside “Custom Tab Image” select “Change.” 8. Hover over the image. 9. Press “edit.” 10.Select an image file that is exactly 111x74 pixels that reflects part of that week’s cover. To create that image: a. Open a copy of that week’s issue’s PDF. b. Zoom out as much as possible (use CTRL and the “-“ keys at the same time. c. Print-screen the page using the “PrtScn” button at top right of keyboard. d. Paste the Print Screen into paint. e. Push the “select” button at the top left-hand corner. f. Use the “select” tool to create a rectangle that is 111x74 pixels. The amount of pixels selected appears in the bottom left-hand corner of the screen. g. Right-click on selection and cut. h. Open a new paint file. i. Make the white space visible very small using the small rectangle at the bottom left corner of the white space. j. Paste the image. k. Save the image somewhere where you can find it again to attach to the Facebook file. 11.Return to The Sandspur Facebook Page (should still be open in another tab). 12.Press “Okay.” 13.Make sure image changes appropriately. “This Week at The Sandspur” Wednesday-Thursday Every week, the Web Editor of The Sandspur distributes a “This Week at The Sandspur” email to the entire campus and anyone who pays for an email subscription. Making the Email The email has been made through the Outlook desktop program by editing past emails. Almost everything can be changed in the online version of the Outlook program except the images being aligned to the left. If you are using the online Outlook version, open the TEMPLATE copy of “This Week at The Sandspur.”
    • 162 T h e S a n d s p u r To find the template: 1. Go to R-Net. 2. Click on email. 3. Login with sandspur/Winter2014 4. On the left side, click the “Email Templates” folder. 5. Open the “TEMPLATE—This Week at The Sandspur” Email 6. Push the “Forward” button to edit the email. Make all edits every week off this email. Delete any rows that are not needed that week (ad, additional story rows, entire sections if no stories). Change all content (images, titles, descriptions, hyperlinks) so that all content uploaded since the last email was distributed is linked in the email. HYPERLINKS Once content has been put online, before it has been published, you can find the future URL of specific articles. Under each article’s edit page, click on “Get Shortlink” below the title. Copy and paste that text and use it as the hyperlink for the email blast. DESCRIPTIONS For featured articles, you will need to add a description. Usually, this is the subhead of the story if it includes one. If it does not, this can be a 1-2 sentence summary of the story or the first 1-2 sentences of the story. IMAGES If images do not left-align with the text to the right of the images in the web version of Outlook, then try to center them above the article title and description. Images can be larger if they are centered this way. If you can left-align images, then make sure to create a small version of the featured image with a white border around it (in Paint or a better editing tool) before inserting it into the email. FONTS In case something is deleted, all fonts should be:  Headers should be blue and Bookman Old Style size 28  Featured article titles should be black, bold, and Arial size 18.  Featured articles description should be black, Arial size 11.  “More News Stories” should be black, bold, and Arial size 11  Links to additional stories should be blue, hyperlinked, and Arial size 10.
    • T h e S a n d s p u r 163 Sending the Email MAKE SURE TO DELETE “TEMPLATE” FROM THE SUBJECT LINE AND DELETE THE FORWARDING TEXT AT THE TOP OF THE EMAIL. Send the email to all students, faculty, and staff using the following email addresses:  Students: StudentsAll@rollins.edu  Faculty: FacultyandAdjunctsAll@rollins.edu  Staff: StaffAll@rollins.edu These can all be sent in the same email. Put the above email addresses in the BCC line. In the “To” line put sandspur@rollins.edu. After sending the email to the campus, check with the General Manager to find out who else should be sent an email due to a subscription. People who want to be Unsubscribed Every year, we have some students ask to be unsubscribed from our mailing list. Due to the way campus wide emails work, we cannot do that. However, we can, out of courtesy, email them letting them know how that person can block our emails if they choose. A sample email containing this information is included below. NAME, Sorry for clogging up your inbox! Unfortunately, due to the way campus-wide emails work, we are unable to remove specific email addresses from our email blasts. However, you can block our emails on your end through a few quick steps: - Click on the gear symbol in the top right corner - Click on Options - Click "block or allow" on the right column - Scroll down and add "sandspur@rollins.edu" to the blocked senders list. If that does not work, try the steps listed here: http://office.microsoft.com/en- us/outlook-help/add-a-name-to-the-blocked-senders-list-HP005243402.aspx. I hope this helps! Annamarie Carlson Managing Editor, The Sandspur
    • 164 T h e S a n d s p u r Contact Writers Thursday Once The Sandspur content appears online on Thursday mornings, the Managing Editor should send out emails to all writers whose work was featured that week with a link to their article, inviting them to share the link on their social media accounts. A sample email is included below. Deliver Print Paper Thursday The Sandspur is distributed around campus and on Park Avenue during common hour on Thursdays. When new issues are dropped off, leftover previous issues are counted and recycled behind the bookstore. The full list of on-campus locations where the paper is distributed is available upon request from the General Manager. The paper can also be found on Park Avenue at Firehouse Subs, Smart Coffee HD, Power House Cafe, Starbucks, Barnie’s Coffee Kitchen, Palmano’s, Panera, and the City of Winter Park. NAME, Congratulations for having your articles appear in The Sandspur this week. Your article, ARTICLE TITLE, can be found online here: Feel free to share your article online via your social media pages with family and friends. We look forward to seeing you again at article assigning this Monday at 6 p.m. in the Mills Building! Annamarie Carlson Managing Editor, The Sandspur
    • Management In addition to all of the work that goes into making the paper, there is a lot of behind- the-scenes work that is required to keep The Sandspur functioning. Those sections are outlined in this chapter. Recruitment Recruitment is an endless effort at The Sandspur. If there is no content, there is no paper. While recruitment is generally led by the Managing Editor, Head Content Editor, and Public Relations Department, it is everyone’s responsibility to be constantly searching for new writers and new staff members. Recruitment Strategies Ideas for recruitment that have been attempted or discussed in the past are included below. BEFORE THE SCHOOL YEAR STARTS All of the following strategies either take place before the school year begins or involve sending emails or asking for time during the summer.  Speak to Resident Assistants and Peer Mentors during training. If any Editorial Board staff will be near campus during the beginning of August, someone should email the employee in charge of Peer Mentors and the head of
    • 166 T h e S a n d s p u r Residential Life in May asking if you can schedule a time to speak to peer mentors and RAs. This is a great time to emphasize that a Sandspur meeting can count as an event for their mentees/residents.  Speak at first year orientation. Since the Editorial Board will be returning to campus earlier in the fall, the Editor-in-Chief should email the head of Explorations to schedule a time for The Sandspur or all campus media to have a session that first year students can attend during orientation.  Create orientation issue. Creating and distributing an orientation issue—either through handing out papers to students during move-in or emailing Explorations to include a copy in each student’s folder would be a great way to reach out to all first years immediately.  Email Students. Emailing students, preferably individually, who are English or communications majors or minors can be a great way to recruit new staff members who would be interested in working for their college paper. Send these emails before the school year starts to beat recruiting tactics of other organizations.  Email professors. Send an email—preferably personalized with their name at the top (yes, this takes a while, but it often receives a better response)—to all professors reminding them that The Sandspur exists. You can offer to work with their students to create articles or find some way to work with an assignment on their syllabus as well as encouraging them to submit content themselves. You can get a list of all of the professor’s email addresses in FoxLink under the “All Users” tab. In the past, we have published work from classes including Global Peace Film Festival reviews, statistical analyses (then applied to campus) from Quantitative Reasoning courses, op-eds from INB courses about business in Orlando, and assignments from the journalism courses. These emails should be sent at the beginning of both the fall and spring semesters, preferably a week to a few days before the semester begins. A separate email could also be sent for intersession courses. A sample email is included below.
    • T h e S a n d s p u r 167 Dr./Professor NAME, As you put the finishing touches on your syllabi and prepare to begin classes next week, please consider adding a Sandspur writing assignment as part of your course. Although the paper has regular staff writers, we also accept contributions from students, staff, and faculty. Submitting an article is simple: just e- mail submit@thesandspur.org. Typically articles are about 500 words in length, although the web site allows for some longer content where appropriate. We would love to hear your voice in the paper as well as your students’ voices. We are strongly committed to publishing a diversity of voices and topics. Submissions could include a political opinion, cultural review, personal reflection, application of an economic or sociological theory to campus, etc. Possible articles for courses could include:  Spotlights on the work students are doing in the course  Application of theories studied to Rollins or the Winter Park community  Political or cultural opinion articles that connect the issue discussed to Rollins We are also hiring additional staff for the spring semester including beat writers, freelance writers, Section Editors, web staff, ad reps, and photographers. Please encourage your students to apply for these roles. They can express interest by emailing me (aecarlson@rollins.edu) or The Sandspur (sandspur@rollins.edu). If you believe your students would be interested, I would love to visit your classes for a few minutes to talk to your students about these positions. Please feel free to contact me at aecarlson@rollins.edu if you have any questions or would like any of your classes to work with the paper. I hope you have a great semester! Thanks, Annamarie ________________________________ Annamarie Carlson Managing Editor, The Sandspur Rollins College Class of 2014 aecarlson@rollins.edu The Sandspur: Web | Facebook
    • 168 T h e S a n d s p u r DURING THE SCHOOL YEAR  Visit classes. Someone from The Sandspur should speak to every RCC class, ENG 140 class, journalism class, relevant communications courses (especially Public Speaking and Public Relations), and English courses. It is also great to talk to political science, anthropology, international business, and environmental science classes who may be interested in writing opinion pieces or starting columns.  Email student organization leaders. Review Get Involved and find out the names of all of the leaders of student organizations, especially active ones on campus inviting them to attend a Sandspur meeting or submit articles about their organizations to the paper.  Email sports coaches and athletes. Email coaches and athletes inviting them to write or encourage their friends to write about other athletes and sports teams. See if you can set up a system where the baseball team covers the basketball team and vice versa.  Meet with campus departments. All campus departments, particularly OSIL, OCE, and OMA, all enjoy having their departments touted. Reach out to leaders at all three and ask them if they have a student who would be interested in submitting blurbs about upcoming events or start a column talking about what is new in their organization.  Speak at TJs. Susie Robertshaw loves having guest speakers at her weekly writing consulting and tutoring meetings. Sign-up to speak at one of the meetings about the opportunities to work at The Sandspur.  Attend organization fairs. The fall organization fair is especially helpful as almost all first years are required to attend.  Table outside the campus center. This can be a great way to distribute papers as well as recruit interested students. Make sure to be LOUD. You need to attract students’ attention and be willing to talk to strangers.  Email study abroad. Dawn Wharram in study abroad is very willing to send out an email to all students about to or currently studying abroad asking them to submit articles, photos, or videos about their experiences outside of Rollins.
    • T h e S a n d s p u r 169  Carry around business cards. Whenever a reporter or photographer is covering an event, they should have Sandspur business cards on them to distribute to anyone who asks what they are doing. General Recruitment Tips  Always bring a sign-up sheet that allows students to fill out their name and email address to every meeting, class conversation, or recruiting event.  Follow-up with everyone who shows interest within 24-hours.  Add anyone who shows interest to an interested student spreadsheet kept in the submit Google document. The Managing Editor can email these people after article assignment each week.  After talking to a class, email the professor a follow-up email reminding students of how they can get involved and with your contact information. Ask the professor to forward it on to his or her students. Some students who may have been embarrassed to show their interest in class may do so through email.  Stay persistent. Sometimes you may be lucky to get one student to show interest after talking to a class. Just keep trying. Department Meetings To help keep The Sandspur functioning, department meetings are held consistently throughout the semester. Once a set schedule is created—whether that is once a week or every other week—it should be kept. At all meetings, someone should be designated to:  Plan the agenda  Run the meeting  Take notes At the end of every meeting, any specific tasks should be taken or assigned to someone in attendance. Staff Meetings Staff meetings are typically held every other week after article assignment meetings on Monday evenings. These meetings typically include the print paper layout staff
    • 170 T h e S a n d s p u r (Designers and Section Editors), staff writers, and any other staff members who wish to attend. The Production Manager will plan the agenda and run these meetings. He or she needs to let all staff members know the schedule of staff meetings so they can make sure to be in attendance. Staff meeting topics include group critiques of the last two issues, an update on any dates or events that will be coming up, any other staff updates, and a new skill being taught or emphasized, such as headlines, captions, or something else. Executive Board Meetings Executive Board meetings are normally held every other week at a consistent date and time determined by the Executive Board members. These meetings should include the Editor-in-Chief, Production Manager, Managing Editor, General Manager, Head Designer, Head Content Editor, Head Copy Editor, Public Relations Coordinator, Multimedia Manager, and Web Editor. The Editor-in-Chief will plan the agenda and run these meetings. He or she will let the staff members know the schedule and agenda of these meetings so that each member can be prepared. Executive Board meeting topics will include evaluations of staff members, organization policies, and the function of the organization as well as updates from all departments. Editorial Board Meetings An Editorial Board meeting will be held at the beginning of the school year and again throughout the semester as needed. These meetings will include the Editor-in-Chief, Production Manager, Managing Editor, and General Manager. The Editor-in-Chief will plan the agenda and run these meetings. He or she will let the staff members know the schedule and agenda of these meetings so that each member can be prepared. Editorial Board meeting topics will include evaluations of staff members, organization polices, and the function of the organization. The initial meeting will include an overview of the handbook with a conversation about any amendments, pay policies, and other technical decisions about the paper.
    • T h e S a n d s p u r 171 Public Relations Department Meetings Public relations department meetings will be held every week or every other week at the discretion of the Public Relations Coordinator. These meetings will include the Public Relations Coordinator, Public Relations Intern, Multimedia Manager, Multimedia Intern, other public relations and multimedia staff, the General Manager, and any other staff members who wish to attend. The Public Relations Coordinator will plan the agenda and run these meetings. He or she will let the staff members know the schedule and agenda of these meetings so that each member can be prepared. Public relations department meeting topics will include updates from all members, notes on social media usage, plans for upcoming events, and a distribution of tasks among staff members at the meeting. The Sandspur Video Department Meetings Video department meetings will be held every week or every other week at the discretion of the Multimedia Manager. These meetings will include the Multimedia Manager, Multimedia Intern, other multimedia staff, the General Manager, and any other staff members who wish to attend. The Multimedia Manager will plan the agenda and run these meetings. He or she will let the staff members know the schedule and agenda of these meetings so that each member can be prepared. Video department meeting topics will include updates from all members, notes on planned videos, and a distribution of tasks among staff members at the meeting. The Sandspur Business Meetings Business department meetings will be held every other week at the discretion of the General Manager. These meetings will include the General Manager, Business Assistant, Business Intern, Ad Manager, and Ad Reps. The General Manager will plan the agenda and run these meetings. He or she will let the staff members know the schedule and agenda of these meetings so that each member can be prepared. Business department meeting topics will include updates from all members, notes on ads sold, and a distribution of tasks among staff members at the meeting.
    • 172 T h e S a n d s p u r Staff Events To increase staff bonding, create joint goals, and boost staff morale, The Sandspur has a variety of events throughout the fall and spring semesters. Both retreats are mandatory for everyone to attend. Both parties are optional. Additional training sessions may be called at the discretion of the heads of departments or the Production Manager, Managing Editor, or Editor-in-Chief. Fall Retreat Within the first two weeks of the fall semester, the Managing Editor will run a mandatory fall retreat for all staff members. The Managing Editor should let all staff know the date of the retreat before the school year begins if possible. He or she should make sure all newly hired staff members are aware of the date as soon as they are hired. This retreat can be as short as 2-3 hours or as long as a full day. The retreat may be held in The Sandspur office, though it is suggested, if possible, to get the staff together, as a group, outside of the office for at least part of the retreat. The retreat should cover the following topics:  Icebreaker that allows all staff to introduce themselves  A review of The Sandspur’s mission statement and conversation about whether the paper is achieving that statement  Overview/Critique of past Sandspurs  Individuals can contribute their favorite thing about The Sandspur and their biggest criticism  A small group and/or large group conversation about overall goals for the paper  Small group (divided by department) meetings to determine individual department goals  Discussion of recruitment plans Additional aspects of the retreat can be added as needed. Christmas Party Every year at the end of the semester the Production Manager will plan a Christmas party on campus (or at a nearby restaurant) where staff can unwind and take a break from finals. A gift exchange could occur.
    • T h e S a n d s p u r 173 Spring Retreat Within the first two weeks of the spring semester, the Managing Editor will run a mandatory fall retreat for all staff members. The Managing Editor should let all staff know the date of the retreat before the semester begins if possible. He or she should make sure all newly hired staff members are aware of the date as soon as they are hired. This retreat can be as short as 2-3 hours or as long as a full day, though the spring retreat is typically shorter than the fall retreat. The retreat may be held in The Sandspur office, though it is suggested, if possible, to get the staff together, as a group, outside of the office for at least part of the retreat. The retreat should cover the following topics:  Icebreaker that allows all staff to introduce themselves  A review of The Sandspur’s mission statement and conversation about whether the paper is achieving that statement  Overview/Critique of last semester’s Sandspurs  Individuals can contribute their favorite thing about The Sandspur and their biggest criticism  A small group and/or large group conversation about overall goals for the paper  Small group (divided by department) meetings to determine individual department goals Typically ,these types of discussions may be more in-depth in the spring semester, while the fall semester retreat may contain more conversations about plans for the paper. Additional aspects of the retreat can be added as needed. Senior Send-Off At the end of the spring semester, the rising seniors should plan a goodbye dinner or event for all staff members, but especially graduating seniors who have worked for the paper for the last four years. Typically, this meal includes Superlatives, especially for seniors, but possibly for all staff members as well in addition to presenting seniors with their graduation cords.
    • 174 T h e S a n d s p u r Resources A dumping ground for all things Sandspur, this section includes how-to sections for all aspects of the paper, from running the website and posting on social media to picking up mail and answering the phone. Resources for Business The Sandspur simply would not exist without the funding we receive from advertisers. Instructions on how to sell ads are included below. Contact the General Manager for more information. Sales Guide GAINING CLIENTS First look in the Google Drive for the adveristing@thesandspur.org email account for Ad Inquiries, which details potential clients and allows you to mark which you've contacted. In that document:  Client is the business  Contact shows any info that has been found for them  Person Contacted ensures we can keep contact with a relevant employee  Status lets us know your progress  Offers R-Card Discount lets you know whether you can pitch them an idea that their ad can announce that discount  Date of Contact is just that  Rep lets everyone know who's on the case
    • T h e S a n d s p u r 175  Proof Delivery is noted after someone fills out an insertion order that specifies their preference  Distance notes if a business is within walking or driving distance. Driving isn't as necessary, but if walking is an option, it is strongly suggested. If the right person isn't there, get their contact info to set up a meeting or continue via phone/email. IN-PERSON STRATEGIES Prior to Arriving  Check Ad Inquires to see if there is a past relationship with client  Bring a rate card, insertion order, and have a newspaper with good ad examples therein  Maintain a professional appearance  Know the client’s demographic and any student discounts for your sales pitch On Arrival “I’m _______, and I work for The Sandspur, the student newspaper of Rollins College. Rollins has over 2,000 undergrads, and we print 1,000 copies a week that are available to them as well as faculty and community members. Advertising with us could be a great opportunity for reaching our diverse student population and supporting student journalism. If you’re interested, I can show you the types of ads we’ve printed and their prices” [refer to newspaper and rate card] Sales Strategies  If a decision-maker isn’t present at a store, ask if you could have their contact information and when would be a good time for you to return  Offer different types of ads (coupons, announcements of Rollins/student discount)  Explain date ranges for particular target seasons (i.e. trips prior to spring break and summer)  Present discounts for extended runs (noted in rate card) Closing Each client must have a signed insertion order (ask General Manager for copy of document). Filling out an insertion order with a client is an easy way to explain their costs and finalize their purchase. The most important part is the row showing the variables contributing to the final cost.
    • 176 T h e S a n d s p u r First, you have the total column inches. The number of columns wide (which are 2” each) and inches in height multiply together to give you the amount of column inches. Next, the rate depends on their designation; here we’ll use the Local rate for a color ad. The Local rate of $5.75, times 12, equals $69. Then the cost is added for color. Because the column inches add up to less than 25, a flat rate of $50 is added to bring the total to $119.
    • T h e S a n d s p u r 177 Last, the cost is multiplied by the number of issues in which the ad will appear, and any discounts that may apply. By purchasing ads in 4 issues, the client earns a 5% discount. To find the total cost, 119 multiplied by 4 equals 476, times .95 (100% minus 5%) equals $452.20. NATIONAL CLIENT STRATEGIES  Visit a local branch or franchise in person before relying on a phone call or email  Refer to the Email Template to craft an email unique to each company  When presented with a list of employees online, find keywords “advertising, media, manager”  If staff list is not present, use general phone number and inquire for the right person  Website comment boxes should be last resort Email Template Hello, I'm writing on behalf of The Sandspur, Rollins College's student newspaper. If you are looking to reach Rollins students as customers, advertising with us gets your message in the hands of our diverse population and helps support college journalism. We print and distribute 1,000 copies a week on Thursdays, which are available to 2,500 students, faculty, and community members all over campus. Our prices and procedures are available on our online rate card, which also includes opportunities to advertise on our website, thesandspur.org. Please email or call back at 407-646-2696 with any questions or to place your ad today. Thank you for your time, [INSERT YOUR NAME HERE]
    • 178 T h e S a n d s p u r Creating an Invoice 1. Use invoice template 2. Enter in the customer (company that is advertising) 3. Under “name” enter in the person who you have had communications with regarding the ad 4. Fill in the address and phone number where that person can be reached. 5. Enter in the date 6. Create an invoice number for the ad (this is just a way to keep the invoices organized so you can choose any number, just make sure that they keep going in order after the first one that you choose) a. Example: Invoice #1 i. The invoice number is 201224 ii. So the invoice number for the next one would be 201225 7. The rep is the business manager or whoever the advertiser had communications with. 8. Fill in the pricing information (to be found in the media kit) a. Price per column inch i. Rates should be on media kit b. Size of ad (in terms of column inches) i. Example: if the advertiser requests an ad measuring 4 inches x 10 inches 1. 1 column = 2 inches 2. 4 inches = 2 columns 3. 2 columns x 10 inches = 20 column inches c. Color i. If the advertiser wants a color ad put the price of having it in color ii. If the advertiser wants black and white leave this box blank d. Total i. Multiply the price per column inch by the column inches of the ad then add the price for color if the advertiser requested that the ad be in color ii. If the advertiser did not want color, multiply the price per column inch by the column inches of the ad 9. Get a Sandspur envelope and write the mailing address of the advertiser on the envelope. Get a copy of the newspaper in which the advertisement was featured. Fold the invoice and the newspaper in thirds and put them in the envelope. Seal the envelope and take it to the post office at Rollins to mail it to the advertiser. (See “Mailing Instructions” document for instructions on how to mail the invoice)
    • T h e S a n d s p u r 179 Resources for Email Accounts The Sandspur includes multiple email accounts that are used by different staff members. thesandspur.org Emails All @thesandspur.org email addresses can be accessed through Google mail (gmail). Each has their own Google Drive account. submit@thesandspur.org All writers submit content to this email address. This account can be accessed by all staff members. staff@thesandspur.org This account receives emails from public relations departments of Winter Park and Orlando agencies. This account can be accessed by Executive Board members. chief@thesandspur.org This account receives emails for the Editor-in-Chief. This account can be accessed by the Editor-in-Chief only. video@thesandspur.org This account receives emails pertinent to the video department, including requests to make videos. This account can be accessed by the video department. advertising@thesandspur.org This account receives and sends ad inquiries for The Sandspur. This account can be accessed by the business department. gm@thesandspur.org This account receives and sends emails for the General Manager. This account can be accessed by the General Manager. Changing @thesandspur.org Email Accounts 1. Go to https://admin.google.com/AdminHome?pli=1&fral=1 2. Login to staff@thesandspur.org. 3. Click on “users.” To add, push the person+ symbol in the right corner.
    • 180 T h e S a n d s p u r To delete, check the box beside the person’s name and select the person/ button at the top left corner. Other Emails sandspur@rollins.edu This account distributes campus-wide emails to students, faculty, and staff at Rollins. thesandspur@yahoo.com This account is only used to access the Flickr account, which requires a yahoo email address. Resources for Office Duties Answering the Phone Whenever in the office and the phone is ringing, the phone should be answered, “Hello! This is [YOUR NAME] at The Sandspur.” Checking Voicemail To check the voicemail, press “Msgs” on the phone. The password is 2742. Listen and respond to all messages promptly. Picking Up Mail The mail should be checked once a day. The Sandspur’s box number is 2742. Ask at the window for The Sandspur’s mail. Resources for Sandspur Storage Locations Sandspur Drive The Sandspur computers are linked through a Network drive. Once logged into a Sandspur computer, you can save items to this drive. You can access it through the Sandspur folder on the desktop. This drive contains all of the InDesign files and PDFs for all past and current issues of The Sandspur.
    • T h e S a n d s p u r 181 Google Submit Drive The Google Drive attached to the submit@thesandspur.org email account can be logged into from any computer. This drive contains copies of the articles before and after they are copy edited, prior to being placed on the InDesign pages. Flickr Account The Sandspur’s Flickr account—therollinssandspur—stores all of the photos taken by photographers from past and current issues of The Sandspur. YouTube Account The Sandspur’s YouTube account—therollinssandspur—stores all of the videos created by The Sandspur’s multimedia department. Resources for Photos As a media organization, it is ideal that we use only our own photos. Unfortunately, that is not always an option. Particularly for the website, we would like a photo with every article. Ideally, these photos will directly relate to the article, but sometimes this can be stretched to create online images—for example, an article about a new major can have a cover photo of Rollins students in a classroom for the online version of the article. Uploading Photos to Flickr The Editorial Board, Photo Editor, and Staff Photographers will have access to The Sandspur Flickr account. The Photo Editor will upload any photos taken by Freelance Photographers to The Sandspur Flickr account. To upload photos to the Flickr: 1. Login to The Sandspur’s Flickr account. Talk to the Production Manager or Editor-in-Chief for access. 2. Push “choose photos.” Choose photos you want to upload. 3. Push Ctrl+A to select all the photos. 4. On the left sidebar: a. Replace all titles with title of event b. Add a description: write “Photo by [Your name]” c. Add tags about the event, sandspur, and Rollins d. Add to albums: Create a new album.
    • 182 T h e S a n d s p u r i. For the title, use the date followed by the name of the event. ii. In the description write 1-2 sentences summarizing the event followed by the location of the event and the photographer’s name. 5. Add names of people in photos if you know their names in the individual photo descriptions. 6. Upload pictures (this may take a while). Finding Photos for Articles When looking for photos, there are not a huge number we can use legally. Never just grab a photo off of a random website. When getting photos for articles follow the following steps: 1. Always, always first look for photos on The Sandspur’s Flickr: http://www.flickr.com/therollinssandspur. 2. Look at Rollins College’s photo albums for pictures to use: https://www.flickr.com/photos/rollinsnews/sets/. Credit photos “Rollins College.” 3. If you need a general Rollins photo, these two albums can be particularly helpful: a. https://www.flickr.com/photos/rollinsnews/sets/72157635814011923/ b. https://www.flickr.com/photos/rollinsnews/sets/72157638612544736/ 4. If you are working with a story that involves a movie, Disney World, or Universal, The Sandspur has media access to Universal Orlando and Disney World pressrooms as well as PBS and Warner Brothers pressrooms. Ask the Production Manager of Editor-in-Chief for login information. a. If you need photos from any other organization, look for their online media kit or pressroom. Usually, you can use photos from there. b. If the band, restaurant, or organization does not have a press section on their website, email a contact from their website from the submit@thesandspur.org email address asking if they have any photos you can use for the article. 5. If you still don’t have a photo, you have a few options. Ask the Production Manager of Editor-in-Chief for login information for these sites. Make sure to read any fine print for all of these to be sure the picture is public use. a. Free Images (previously Stock Exchange): http://www.freeimages.com/ b. Image.net c. Flickr Commons (https://www.flickr.com/commons) d. Wikipedia Commons (http://commons.wikimedia.org/wiki/Main_Page)
    • T h e S a n d s p u r 183 Resources for Public Relations Events Every semester, the Public Relations team coordinates at least one event that The Sandspur staff helps run to help promote The Sandspur and build the Rollins’ community. Some of these events include: High School Media Night. Rollins PR staff will reach out to local high school journalism classes and invite students interested in pursuing journalism in college to come to Rollins for an evening. Activities include tours of The Sandspur and WPRK, a critique of high school newspapers, food, question and answers sessions, and small break-out groups that focus on different areas of journalism including reporting, editing, design, business, and radio. Alumni Weekend. The Sandspur will participate in Alumni Weekend at Rollins by talking to alumni at the annual luncheon and holding an open house in the office for alumni to stop by and talk to the current staff. Fox Fest. The annual concert put on in the spring semester by The Sandspur and WPRK, Fox Fest brings local bands to campus for a free event for the community featuring musicians and artists. Other events could include tabling at Halloween Howl or Spring Extravaganza as well as smaller tabling events or open houses throughout the semester. Resources for Social Media The Sandspur, like most news outlets, can be found on a multitude of social media accounts. Each of those accounts is listed below along with some general posting tips for future users. General Posting Tips  Keep professional. This is not a place for The Sandspur to get into a heated argument or for you to vent about the crappy meal you had at the campus center.  Limit the exclamation points and chatspeak. Yes, we are college students, but we are also a media organization. No professional business is going to fill their posts with three exclamation points after every sentence. One is enough. Try to limit yourself to one exclamation point per post and never more than one at the end of a sentence.
    • 184 T h e S a n d s p u r  Delete URL text after Facebook has grabbed URL. Once the little Facebook box appears at the bottom of your post advertising the URL with a picture, you can delete the URL text from the post.  Use photos or video whenever possible. Photos and videos are the best ways to engage your audience.  Use interactive posts when possible. Ask questions. Post a caption contest. Do something that asks your audience to do something in return.  Share information about free food. Free food attracts students. Post about it often.  Do not link to other media outlets. This is a general rule for most media outlets. Promote our content, not someone else’s.  Be timely. Social media posts may make more sense to happen right after something happens on campus—which may not be during your normally scheduled work hours. Be flexible and willing to post updates when needed.  Schedule Posts. Find Throwback Thursday photos by looking at old Sandspurs and plan them out for the entire semester by clicking the clock button at the bottom left of a post. Plan out posts for major holidays as well.  1-3 Posts daily. Always have at least one post per day, never more than three. Scheduling Posts Consider creating a content calendar at the beginning of the semester that plans out— and possibly schedules—posts for the next month or the rest of the semester. This can help with busy times of the year when you do not have enough time to think up a unique posting idea. A plan could be set up about which days of the week equal what kinds of posts as well, such as:  Mondays: post about weekly meeting at 6 p.m.  Tuesday: Meet the Staff (photo/basic Q&A)  Wednesday: tease upcoming issue  Thursday: Throwback Thursday & link to new content  Friday: promote weekly video  Saturday: something about Orlando
    • T h e S a n d s p u r 185  Sunday: post upcoming free food list for the next week Also consider starting a rotational system—have each person on staff take a day of the week to post on. Facebook Accounts The Sandspur can be found on Facebook through its professional page (www.facebook.com/thesandspur) as well as through multiple groups:  Sandspurians Public Group: used to reach out to the Rollins community https://www.facebook.com/groups/266454343382198/  Sandspur Staff Private Group: used to talk to staff members only https://www.facebook.com/groups/236661943024901/  Sandspur Photo Peeps Public Group: used to talk to photographers  https://www.facebook.com/groups/236661943024901/ MAKING OR REMOVING AN ADMIN You must be an admin to make someone else an admin. 1. Go to “The Sandspur” Facebook page. 2. Click “Edit Page” at the top of the page. 3. Select “Manage Admin Roles.” 4. Type the name of someone to make them a “Content Creator” or “Manager” (“Content Creators” are typically interns, “Managers” are typically executive staff). 5. Push the “x” beside someone’s name to remove them. CREATING AN EVENT You must be an admin on The Sandspur Facebook page to create an event. 1. Go to “The Sandspur” Facebook page. 2. Click on the “events” image below the cover photo. 3. In the top right corner select “Create Event.” 4. Type in: a. Name of event b. Details, including location of Sandspur office. c. When (select date and time) d. Push create. 5. After creating event, add a cover photo using a Sandspur image. 6. “Join” the event. 7. Invite any Rollins-related friends.
    • 186 T h e S a n d s p u r Note: You cannot invite everyone who likes “The Sandspur” page to the event anymore. You can only invite your friends or post the link to the event on pages around Facebook. Anyone who joins the event can invite their friends to attend as well. SCHEDULING A POST 1. Go to “The Sandspur” Facebook page. 2. Scroll down to the page’s feed. 3. Fill in the box below: a. Type the post in the white space. b. Schedule the date/time for the post with the clock on the left. c. Add a location with the middle button. d. Add a photo or photos by clicking on the camera button Other Social Media Accounts  Twitter (https://twitter.com/thesandspur)  Instagram (http://instagram.com/thesandspur)  Vine (https://vine.co/The.Sandspur)  LinkedIn o Company Page: https://www.linkedin.com/company/the- sandspur?trk=biz-companies-cym o Group Page: https://www.linkedin.com/groups?home=&gid=4832562  Flickr (https://www.flickr.com/photos/therollinssandspur)  YouTube (https://www.youtube.com/user/therollinssandspur) Resources for Software Programs The Sandspur uses a variety of software programs to create the paper. A list of online guides is provided below for many of these tools: Adobe InDesign CS6  Basic Guide: http://www2.bgsu.edu/downloads/cio/file85414.pdf  Videos: http://tv.adobe.com/show/learn-indesign-cs6/  40 Different Tutorials: http://www.creativebloq.com/graphic-design- tips/indesign-tutorials-1232639 Adobe Photoshop CS6  Basic Guide: http://www2.bgsu.edu/downloads/cio/file85415.pdf  Videos: http://tv.adobe.com/show/learn-photoshop-cs6/
    • T h e S a n d s p u r 187  26 Different Tutorials: http://spyrestudios.com/26-brand-new-adobe- photoshop-cs6-tutorials/ Adobe Illustrator CS6  Basic Guide: http://www2.bgsu.edu/downloads/cio/file85413.pdf  Videos: http://tv.adobe.com/show/learn-illustrator-cs6/  100 Tutorials: http://www.creativebloq.com/digital-art/illustrator-tutorials- 1232697 Resources for Web Management The website of The Sandspur is http://thesandspur.org. Anyone with a Rollins account can login to the website using their FoxLink username and password, however they can only edit the website if they are an Editor or Administrator. To login to thesandspur.org, hover over “About Us” in the top menu bar and select “Login.” Dashboard Once you are logged in to thesandspur.org, your dashboard will look something like the one pictured below. The boxes on the right may be in a different order or may look different. Your priority is that left column. That column lets you get everywhere you could possibly need to go.
    • 188 T h e S a n d s p u r Add New Users Everyone automatically becomes a subscriber (and therefore a user) when they login to thesandspur.org. Most people who write and work for the paper have never logged in before. When creating articles, photo galleries, or video posts, the person posting the article needs to add the username of the author, whether that person has logged in before or not. -- where you create new posts and edit old posts. When you are on a top level page—like your Dashboard—the subordinate pages appear as options underneath it. -- where you upload individual photos or podcasts. -- where you create and edit pages (like Archives). -- where you create new posts and edit old posts. --where you change or add new ads. --where you make basic appearance edits, including color --where you make more advanced edits, including code --where you add new plugins --where you add or change levels of users --where you access a lot of plugins
    • T h e S a n d s p u r 189 To add a new user: 1. Hover over “Users.” 2. Click “Add New.” 3. Under “Add New User”: a. Username: author’s Rollins email address b. E-Mail: author’s Rollins email address c. First Name: author’s first name, as they want it to appear with the article d. Last Name: author’s last name e. Role: Contributor 4. Press “Add New User” Adding an Admin A person can be a subscriber or contributor to The Sandspur, but they cannot edit anything when they are logged into the website. In order to make changes, a person has to be changed to an admin or editor by someone who is already an admin. To make someone an admin: 1. Hover over “Users.” 2. Click “All Users.” 3. On the right, search the last name of the person whose status you want to change. 4. Hover over their name and click “edit.” 5. Under “Name” change their “Role” to “Editor.” Fix Email-as-Name User Issue WordPress has a few glitches, and one of them is that whenever someone logs into their WordPress account, their username (and name that displays on articles they have written) changes to their email instead of their name. This includes when you login with your own account. To change someone else’s username to their name: 1. Hover over “Users.” 2. Click “All Users.” 3. On the right, search the last name of the person whose status you want to change. 4. Hover over their name and click “edit.” 5. Under “Name” change “Display name publicly as” to their first and last name. To change your username quickly: 1. Hover over your name in the top right.
    • 190 T h e S a n d s p u r 2. Push “Edit Profile.” 3. Under “Name” change “Display name publicly as” to your first and last name. Posting Content To see a step-by-step guide to uploading articles, photo galleries, and video posts, review the “Upload Content to Website” section of the Making a Paper chapter. Review Comments All comments must be reviewed before they are posted to the website because of the number of spam comments we receive. To approve/mark as spam comments, click on comments on the left toolbar. Hover over the comment and push “Approve” or “Spam” for all unapproved comments. A general rule of thumb about spam comments is to check the username first—if the name appears to be a hyperlink to a non-name (like NFL Jerseys or Chanel for Sale), then it is spam. Add or Edit a Page To add or edit a page, hover over “Pages” in the left toolbar. Push “All Pages” to edit current pages and push “Add New” to add a new page. Current pages include: About, Archives, Advertise, Campus Crime Map, Classifieds, Contact Us, Student Organization Index, Subscribe, and WPRK Schedule. If you are ever making a page that involves a table, the appropriate coding can be found under the “Student Organization Index” page. INSERT IFRAME, FORMS, AND MAPS iFrames allow you to insert additional features such as Google Maps and Google Forms. To insert an iFrame, add the text: [dciframe]Embed URL, 575,430,0,yes,align:left[/dciframe] Change the “embed URL” to the URL the form or map has in their embed code. The “575” should be changed to the width and the “430” to the height of the iFrame. These can be added to posts as well as pages.
    • T h e S a n d s p u r 191 Edit a Menu The Sandspur’s website has two menus—the black bar at the top and the menu at the bottom of the page. Both can be edited (meaning you can change the categories and pages that appear in them) by hovering over “Appearances” in the left sidebar and then selecting “Menus.” The “General Menu (Top Navigation)” is the top menu bar. The “Section Menu (Bottom Navigation)” is the bottom menu bar. You can add pages or categories to either menu by selecting the page/category you want to add from the Pages/Categories section on the left. Make sure to press “View All” to see all pages and categories. Push “Add to Menu” once you have selected the pages you want to add. They will appear at the bottom of the page. Drag them up to where you want them to appear. The top menu can have up to two levels of sub-menus. To delete a page or category from a menu, click on the page or category name and drag it out of the menu box. Edit Categories To create a new category for posts, hover over “Posts” in the left sidebar and click “Categories.” To add a category, put in the name of the category and the parent (Columns would be the parent for Sexperts) for the category and push “Add New Category.” To delete a category, hover over its name and select “delete.” Pushing delete only removes the category, not the posts inside of it. Change Home Page and Sidebar The home page is controlled by widgets. You can access these widgets by hovering over “Appearance” and selecting “Widgets.” In the right column, there are two widget boxes. The “Sidebar” box controls the sidebar of every page. The “Magazine” box controls the main section (below the slider) of the homepage. Only widgets labelled “Magazine” will fit well into the “Magazine” section. Push the down arrow beside the word “Sidebar” or “Magazine” to edit the widgets in that section.
    • 192 T h e S a n d s p u r To add a widget to the sidebar or magazine, click on it from the “available widgets” box and drag it to the sidebar or magazine. To delete a widget from the sidebar or magazine, click on it and drag it out of the sidebar or magazine. To edit a widget, push the down arrow beside its name. Make sure to push “Save” at the bottom of the widget before you leave the page or the changes will not save. You can find more widgets by downloading plugins that have widget components. Add/Delete Plugins You can add new features to thesansdpur.org (pretty much anything you can imagine) by adding new plugins to the website. Note of caution: While, generally, poking around cannot break the website, downloading plugins that do not agree with our layout is one of the two ways to break the site and force you to call IT to fix it (the other is by messing with the coding). Most plugins are fine, but try to only download plugins with good reviews and that are up to date. To download a plugin, hover over “plugins” on the left sidebar and push “Add New.” You can use keywords to search for plugins. Once you have found one you like, click on it, download it, and activate it. The settings for the plugin should be available either as a new selection in the left sidebar or under the “Settings” option in the left sidebar. Add or Delete Ads To add or delete ads from the two rotating ad boxes on the side of the website, hover over “AdRotate” in the left sidebar. Go to “Manage Ads.” To add a new ad, push “Add New” at the top of the page. To delete an old ad, select the check box beside the ad and push “delete” or “deactivate.” Make sure to put active ads in either “Group 1” or “Group 2.” This will allow them to rotate through with the other ads in that group.
    • T h e S a n d s p u r 193 Clear Page Cache Often after updating the website, particularly after adding content, the page will revert to an older version of the website. To fix this, after uploading a lot of content or making substantial changes, hover over “Performance” in the black toolbar and select “Empty All Caches.” Google Analytics The numbers on the Google Analytics board on your dashboard are not entirely accurate. To get accurate statistics, you need to login to the submit@thesandspur.org email address account and then go to Google Analytics (http://www.google.com/analytics/). Push “Access Google Analytics” in the top right corner. Push “All Web Site Data.” The numbers you immediately see are “sessions” for the last month. To see page views, change the drop down box below “Overview” to “Page Views.” To change the amount of time you are looking at, change the date range in the top right. I broke it. Don’t freak out too badly—this happens occasionally. Typically this looks like a white screen where no one can login or make any changes. Sometimes the website itself is gone as well. Email Carrie Schulz in IT letting her know what you think caused the problem. She will fix it. She has access to the website because we are based on the Rollins server. Resources for Writing Finding Stories to Write About No matter what it may feel like, there are always stories to write about on any college campus, no matter how small. If you are really stumped on finding a story idea, try looking at old Sandspur’s, other college newspapers, or the story idea section at the end of this handbook.
    • 194 T h e S a n d s p u r Some general tips for finding stories from The Student Newspaper Survival Guide:  Look around. Study bulletin boards, the campus event calendar, Get Involved, and even the “Today at Rollins” emails. Is there a new club on campus? An unusual class? Jot down the contact information and find out what is going on.  Explore your archives. Look at past issues of The Sandspur, particularly for stories that could use a follow-up article. How has the school changed since new policies were put in place or departments were created? Did those policies seem to make any difference?  Ask questions. Set up informal focus groups with friends or roommates. Ask them what they want to read about in the paper. What are they concerned about?  Eavesdrop. Don’t be creepy, but listen to the conversations around you. What are people talking about?  Pay attention. Take notes of announcements your professors and fellow students make in class.  Develop sources. See everyone you talk to—roommates, friends, professors, tutors—as potential news sources.  Read everything. Newspapers, magazines, newsletters, fliers, emails—all of these are great resources for sources.  Mine the information Rollins is distributing. Read R360, press releases from Rollins, and other campus publications for story ideas.  Open your eyes. Look for changes on campus—construction, new businesses, closing signs, new hours. Anything that could be the beginning of a story. Specific places to find stories:  Rollins Specific o Set up a Google Alert for “Rollins College” to get an email when other news outlets are reporting on things you should be. o Rollins 360 (http://360.rollins.edu/) o Faculty Highlights (http://360.rollins.edu/faculty-highlights) o Kudos (http://360.rollins.edu/kudos) o Rollins in the News (http://360.rollins.edu/rollins-in-the-news)  Local o Orlando Sentinel (http://www.orlandosentinel.com/) o Orlando Events Calendar (http://www.visitorlando.com/events/) o Orlando Magazine (http://www.orlandomagazine.com/) o Winter Park Observer (http://www.wpmobserver.com/) o Universal Studios Pressroom (https://media.universalorlando.com/) o Walt Disney World Pressroom (http://wdwnews.com/)
    • T h e S a n d s p u r 195  National Higher Education Stories o Education Dive (Higher Ed edition) (http://www.educationdive.com/) o Chronicle of Higher Education (http://chronicle.com/section/Home/5) o New York Times’ Education Life section (http://www.nytimes.com/pages/education/) o U.S. News Education (http://www.usnews.com/education) o Inside Higher Ed (http://www.insidehighered.com/) o Huffington Post Education (http://www.huffingtonpost.com/education/) Interviews Interviews, especially your first few, can be scary. Try out some of our tips below.  Interview in person. Email and phone interviews are all right, but they do not allow for the same level of information and conversation that can occur in person. You can often learn more about what someone is saying from their body language in person, plus you can ask follow-up questions; something that is not as simple when just sending questions via email.  Get permission to record interviews. Florida has very strict recording policies, so make sure to get the person you are interviewing to sign a permission form if you plan to record the conversation.  Before the Interview: o Do as much background research as possible. Read articles and websites on the topic. Look up the person you are interviewing on Rollins’ website and Google. o Make a list of questions. Begin with the who, what, where, when, why, and how. Think about the information this source can provide. o Organize the questions. Number questions or put them in a format that makes sense. o Make an appointment. Unless you are on a tight-deadline, it is best to not just drop into people’s offices. o Dress appropriately. Try to dress like your source to make them comfortable. o Be prepared. Make sure you have a notebook, pens, documents you’ll be discussing—anything you need.  During the interview: o Introduce yourself. Identify yourself and the publication you work for. o Build rapport. Start with small talk to make the person comfortable.
    • 196 T h e S a n d s p u r o Describe your story. Explain the purpose and scope of your story. o Write it down. Even if using an audio recorder, always take notes. Don’t assume you will remember the details. o Ask open-ended questions. Avoid yes-no questions. o Show you are listening. Nod your head or utter agreeing sounds. o Make eye contact. Take time to look at your source. o Listen for quotable quotes. It is okay to ask someone to repeat themselves or slow down. o Follow up. Ask follow-up questions—do not just stick with the list of questions you brought in. o Save tough questions for the end. Build up to harder, more challenging questions. o Wrap it up. Ask for additional sources. o Be appreciative. Thank the source for talking with you. Make sure you have follow-up information. Basic Article Format A basic article looks like an inverted pyramid—you want to convey a lot of information, with the most important information up front quickly. A basic news story gives the most important information at the beginning and provides information in a decreasing order of importance. A basic article should look like: 1. A lead that hooks the reader and captures the essence of the story. For news stories, this is typically a one sentence paragraph. For features stories, this can be a few paragraphs that all work to engage the reader. 2. A second paragraph that amplifies/backs up this lead. This should include the who, what, when, where, why and how questions not addressed in the lead. 3. The third or fourth paragraph should include the lead quote that assists the lead. This is normally the strongest quote of the story and adds a human dimension. 4. The nut graph follows—a paragraph of two providing context and telling the reader why they should care. The rest of the story includes reaction, background, more quotes, and other information.
    • T h e S a n d s p u r 197 Stories should always, always include quotes from documented sources. The only exception here can be some opinions pieces, but often those stories can be made stronger by quotes as well, depending the topic. Use short, quick paragraphs. This isn’t elementary school where you follow the five- sentence rule—paragraphs are often 1-2 sentences in newspaper articles, no matter what section they are published in. Double check everything for accuracy. From the spelling of names to percentages and statistics, double check for facts and cite sources constantly. Any time information comes from a source and not your own observation it should be attributed. Use active verbs. Avoid passive voice. Keep writing concise and active.
    • 198 T h e S a n d s p u r Story Ideas Everyone is constantly surrounded by story ideas, but recognizing those ideas can be difficult. If the paper is ever struggling for content, consider any of topics below. Regular Sections or Columns World News. A short paragraph for each of 4-5 major news events around the world. Make sure writer cites where they got their information from. Campus News. Similar to world news but for the Rollins campus. Include short blurbs on 4-5 news events on campus that may not warrant an entire article or did not get covered by a reporter. Sexperts. A sex column discussing various aspects of relationships and sex on a college campus. Free Food Calendar. A weekly update on dates, times, and locations where free food can be found on campus that week. Fashion column. Very popular at other campuses, a column about Rollins fashion trends with pictures of students who have great outfits and/or explorations of different students’ closets. Often creates a broader readership.
    • T h e S a n d s p u r 199 Sports page. Especially if there are no sports articles, a regular page featuring last week’s games scores, the dates and times of upcoming games (particularly those on campus), and a photo or two. News/Features Stories A Day in the Life of the College President  Follow the college president around for a day and give the readers an idea of what their job entails.  Make a “where is PDunc” section of the paper saying where the college President is that week. Admission Rates  How have the number of applicants and admission rates changed over the past 5 or 10 years?  Has it become easier or harder to get in?  What percentage of accepted students actually enroll?  How is the waiting list for Rollins handled? Animals at Rollins  Squirrels  Cats Book Fines  Where does the money go from book fines?  What is the most common book to go unreturned? Childhood memories/Homesickness/Family  How do students bring their childhood/home with them to college?  How often do students call home?  1 in 10 individuals under 25 will lose a parent by their 25th birthday. What is this like for students on campus? Clothing: What is appropriate clothing to wear to class? Dance Marathon  Sync the DJ’s playlist to the website  Update website with hourly photo galleries.  Ask people participating: would you rather be having sex right now or have a shower? (Ask each hour and record how numbers change.)  Include a live video feed.
    • 200 T h e S a n d s p u r Disability Access  How does Rollins accommodate students with disabilities?  What do you need to qualify as having a disability? Diversity questions: about students, faculty, staff, characters in assigned books, majors, buildings named after people, etc. Financial Aid  How many students receive financial aid? How much does the average student receive? How does that compare with past years?  How much debt does the average student graduate with?  What students have work study hours? How many? What do those different jobs entail? Food  Does food at Rollins cost more or less than other schools?  Why does Rollins have a debit-card system instead of an all-you-can-eat meal plan?  Why does Rollins use Sodexo?  How are the workers treated/paid?  How do prices of food on-campus compare to buying food off-campus?  Do C-Store prices compare to the prices of Publix or Walmart?  What is it like to be a vegetarian at Rollins? A vegan? Gluten-free? To have food allergies?  How much money do students waste each year? What happens to that money?  What is the money that students pay for in their meal plan—but does not go to the students debit-card system—cover?  How much money does Rollins make off of vending machines?  Would students rather eat lunch alone or skip a meal entirely? Graduation Rates  How long does it take the average student to graduate from Rollins?  How many students graduate in 4, 5, or 6 years?  How many 5th or 6th year seniors are currently at Rollins?  How do those rates vary by race, gender, or major?  How do those rates compare to national rates? Hot Majors  What are the most popular majors?  How do they compare to the most popular majors 10 years ago?  How do they mesh with the current job market?
    • T h e S a n d s p u r 201 Hygiene: How many students do not shower? International Students  How many students are from other countries? What countries do most international students come from?  What is their process for adjusting to Rollins? What is international orientation like? Is it helpful?  How are these students recruited to Rollins? Why do they come here?  Do these students pay more money?  Are international students more or less academically-qualified than in-state students?  Has it gotten harder for in-state or international students to get in?  At what moment does Rollins become in charge of international students? At the airport? When they get to campus? If not at the airport, how do these students get to campus? Married Couples at Rollins  Are there any married couples attending Rollins right now?  Are they allowed to live together? Money: How much money are you losing every time you skip a class? Out-of-state Students: How many students are actually from Florida? What other states does Rollins attract? Are there any states that Rollins does not have students from? Porn: Can the IT department track how much porn is being watched on the campus network? Profiles: athlete, student, class, major, professor, staff member, administrator Research Funding  Which college or department or professor brings in the most research money?  Where does the money come from? Reviews: CDs, bands, concerts, movies, television, beaches, clubs, bars, restaurants Rising Costs: How much has tuition increased this year? In the last five years? The last ten? Has the amount of financial aid increased at the same rate? How does this compare to other colleges?
    • 202 T h e S a n d s p u r Security & Safety  How long does it take for a student to get into every residence hall on campus without an ID?  How often is the blue lights system used? How much does the school pay for the system? Where do the calls go?  Are the fire extinguishers on campus expired?  Are the elevators on campus expired? How often do they break? Sports for Fun: What non-competitive sports teams exist on campus? (Quidditch, fly fishing, Frisbee, football) Super Seniors  Are there any students who could graduate but stick around to take more courses?  Does Rollins do anything to push these students to graduate? Tenure & Professor Levels  How are professors approved for tenure?  What does it mean to be “tenured”?  What are the different levels of professors? What do they mean?  What happens if someone is not approved for tenure?  Do certain departments have more or less tenured professors? What does this mean? Textbooks: Bookstore vs. Amazon  Do more students rent or buy books?  Where can students get the cheapest prices?  How many students do not buy or rent textbooks at all?  How many students who rent books don’t return them?  How much can students get for selling books back?  What majors pay the most/least for textbooks? Thirsty Thursdays: feature a different drink or bar each Thursday Transfer Students  How many students transfer out of Rollins? What is that process like?  How many students transfer into Rollins? What is that process like? What do students in a transfer RCC do?  Do transfer students graduate at the same rate as non-transfer students?  How many students enter Rollins with an Associate's degree? Do they graduate any faster than non-transfer students?
    • T h e S a n d s p u r 203 Unusual/Popular Courses  What’s the most popular course at Rollins?  What new, unusual courses are being offered this and next semester?  What departments offer the most unique courses? Winter Park Institute  What do WPI speakers request when visiting campus? Has anyone made any ridiculous requests?  Who do students want to see?  Why isn’t any of this money spent on a commencement speaker? Without an R-Card: How easy or difficult is it to survive on campus for a day/week without spending any of your own money or meals on food or items? Can you convince other people (sometimes strangers) to cover for you?
    • 204 T h e S a n d s p u r Documents All documents mentioned in this paper can be found over the following pages in alphabetical order.
    • T h e S a n d s p u r 205 Article Format A basic article looks like an inverted pyramid—you want to convey a lot of information, with the most important information up front quickly. A basic news story gives the most important information at the beginning and provides information in a decreasing order of importance. A basic article should look like: 1. A lead that hooks the reader and captures the essence of the story. For news stories, this is typically a one sentence paragraph. For features stories, this can be a few paragraphs that all work to engage the reader. 2. A second paragraph that amplifies/backs up this lead. This should include the who, what, when, where, why and how questions not addressed in the lead. 3. The third or fourth paragraph should include the lead quote that assists the lead. This is normally the strongest quote of the story and adds a human dimension. 4. The nut graph follows—a paragraph of two providing context and telling the reader why they should care. The rest of the story includes reaction, background, more quotes, and other information. Stories should always, always include quotes from documented sources. The only exception here can be some opinions pieces, but often those stories can be made stronger by quotes as well, depending the topic. Use short, quick paragraphs. This isn’t elementary school where you follow the five- paragraph rule—paragraphs are often 1-2 sentences in newspaper articles, no matter what section they are published in. Double check everything for accuracy. From the spelling of names to percentages and statistics, double check for facts and cite sources constantly. Any time information comes from a source and not your own observation it should be attributed. Use active verbs. Avoid passive voice. Keep writing concise and active.
    • 206 T h e S a n d s p u r Copy Editing Checklist  Fact Checking: All statistics, dates, times, names, etc. should be correct and, for statistics, numbers, and the like, cited. You should be able to confirm a lot of information with a quick Google search or search of the Rollins website. If you cannot confirm something, mark it on the article so the Head Copy Editor can talk to the writer about where they got their information.  Leads: Each article should have a strong opening sentence. For news stories these should be straightforward (who, what, when, where, why); for all other stories they should be enticing but not a regurgitation of this information. If a lead is not strong, suggest another one using the comments feature.  Anonymous Sources: We do not publish anonymous sources or quotes. If you see them, remove them or mark on the article so we know to contact the author.  Grammar: Check for basic grammar.  Complete sentences  Commas  Oxford Comma (bread, butter, and milk—include the comma before the “and”)  Between two independent clauses with a conjunction: (“I bought milk, and I walked the dog” has a comma before the “and.” “I walked the dog and fixed the table for dinner.” does not because “fixed the table for dinner” is not a complete sentence.)  Dashes  Always use the em dash (—) with no spaces before or after (so— like this). Do not use two hyphens or put spaces before or after the dash.  Style: We follow AP Style and The Sandspur Style Guide.  Student Names: All student names should have the class year after it, like this: “Annamarie Carlson ‘14” including alumni.  Numbers: Spell out numbers zero to nine and use numerals for 10 and above.  Quotation Marks: Commas and periods go inside of quotation marks.  Times: Times should be written using the number followed by “a.m./p.m.” Do not put the 00 for something on the hour (so 1 p.m. and 1:30 a.m. are correct)  Dates: Use arabic numbers for dates and years. Do not put the “st” or “nd” after the date. Write out full months March-July and abbreviate months August-February.  SPELL CHECK EVERYTHING.
    • T h e S a n d s p u r 207 The Sandspur Copy Editing Style Guide Here at The Sandspur we follow The Associated Press Style Book as our guide for writing consistently and accuracy. If you have any questions about this style please refer to the full edition of the style book located in The Sandspur workroom or speak with a member of the copy editing team. General Sandspur Information  At the end of every sentence use one space, not two.  Every story must be spell checked.  Label all students’ class years.  We DO NOT use contractions unless they appear in a quotation. NAMES & QUOTATIONS When quoting or naming someone who attends, attended, or works at Rollins, always list their class year after their name (student, alumni) or their position at the college before or after their name (professor, staff). When quoting someone outside of Rollins, always explain who they are the first time their name appears. After using a quotation in full the first time, use only the person’s LAST name when you refer to them afterward. Quotation Guidelines:  Never alter quotations even to correct minor grammatical errors or word usage. (Obviously, verbal quotes do not have punctuation, so you can add it.) Casual minor tongue slips may be removed by using ellipses but should be done with extreme caution. If there is a question about a quote, either do not use it or ask the speaker to clarify.  Periods and commas belong inside quotation marks. When quoting a Rollins Student:  A&S: John Smith '05  Hamilton Holt: Hamilton Holt Student Maggie Johnson or ‘05HH  Crummer: Jacob Williams ‘05MBA  Brevard: John Smith ‘91BR  Master of Arts in Teaching: John Smith ‘05MAT  Master of Arts: John Smith ‘05MA  Honorary Degree: ‘05H  Honorary Alumnus: ‘05H  Make sure to find and double check each students’ class year. You can see the class years on Foxlink, All Users, Email Lists, Class/Program, All Day Students.
    • 208 T h e S a n d s p u r Use CTRL+F to search for the name of the student. Use this to double check spellings too. Degrees:  Do not use periods when abbreviating degrees (BA, MBA), except in the case of Ph.D.  When using the complete name of a degree, do not capitalize (Smith received a bachelor of arts degree in biology in 1982). When using the possessive form of degree, be sure to use an apostrophe (He received his master’s degree in business administration in 1982.).  Format for multiple degrees: John Smith ’84 ’85MBA o Do not put q comma between name and degree year(s) or between multiple degree years.  Married couples: o Both Rollins alumni: Jack ’52 and Jill Johnson ’54 Hayes o Female Rollins alum: Jack and Jill Johnson Hayes ’54 o Male Rollins alum: Jill and Jack Hayes ’52 When quoting professors: (see Job Titles for more information)  First time you quote or refer to them—Dr. Charles Smith, Dean Steven Neilson, Professor Jack Lewis  Afterwards only use last name.  Capitalize and spell out formal titles when they precede a name, otherwise they are lowercase—President Lewis Duncan, Dean Robert Smithers, Charles Rock, professor of economics). SPUR STYLE GUIDE Academic or administrative departments: Use upper case only when referring to department by formal title (i.e., Department of Physics, physics department). Contractions: do not use unless in a quote Dates (days, months, numbers):  days: do not abbreviate days of the week  months: abbreviate August-February (Aug.-Feb.). Do not abbreviate March- July.  dates: Always use Arabic figures, without ordinal suffixes (st, nd, rd, or th).  Put a comma between the day of the week and the month (Saturday, Feb. 23).  Put a comma between the date and the year (Feb. 23, 2013). E-mail: Hyphenate the word “e-mail.” FM, AM: no periods and capitalized.
    • T h e S a n d s p u r 209 Job titles:  Capitalize a person’s job title only when it precedes the name (Professor of English Bill Boles).  Do not capitalize title if it is preceded by school or department name (Rollins professor of English Bill Boles; English professor Bill Boles)—used in this way, the word “professor” is a job description, not a title.  Do not capitalize title if it follows a name (Bill Boles, professor of English) or is used in sentence as a description (Tom Jones is president of a real estate company in Orlando.). Money ($ and cents):  cents: Spell out the word cents in lowercase, using numerals for amounts less than a dollar. Use the $ sign and decimal system for larger amounts.  dollars: Always lowercase. Use figures and the $ sign in all except casual references or amounts without a figure. For amounts more than $1 million use the $ and numerals up to decimal places. Numbers: Spell out numbers one through nine, except when referring to age (Tom and his son Jake, age 4,) or sports rankings (the team ranked 4th). Obscenities, Profanities, Vulgarities:  Never add to an article.  If an author used one, decide if it is required to get the point of the article across. Consider using asterisk key instead: s**t or f**k.  Only use with or without asterisk if absolutely necessary. Punctuation:  There is no alternative to correct punctuation. Incorrect punctuation can change the meaning of a sentence, the results of which could be far-reaching. Even if the meaning is not changed, bad punctuation, however inconsequential can cause the reader to lose track of what is being said and give up reading a sentence.  Basic reminders: o Use the oxford comma (so: I bought milk, bread, and eggs.) o Use comma between two independent clauses with a conjunction (“I bought milk, and I walked the dog” has a comma before the “and.” “I walked the dog and fixed the table for dinner.” does not because “fixed the table for dinner” is not a complete sentence.) o Periods and commas should always reside inside a quotation mark. o Use em dashes (—, which is “Shift + Alt + –” in InDesign) and use them to connect words—without spaces. o An ellipsis begins at the end of a word and has a space between it and the next word… like this. Rollins College: Always capitalize the “C” in “College” when referring specifically to Rollins College.
    • 210 T h e S a n d s p u r Series: Include Oxford comma before the “and” in a series (red, white, and blue). Sequence: Spell out first through ninth when they indicate sequence in time or location (first base); starting with 10th, use figures. Span of years: When using “to” between years, include century on year following “to” (1992 to 1997). When hyphenating between years, do not put century on year following hyphen (1992-97), except when spanning multiple centuries (1890-1990). States: Spell out complete names of states. That/which: “Which” is used only to begin descriptive clauses separated by commas (The College, which is a 4-year institution, has 1600 students.). These clauses can be removed without affecting the sentence. “That” is used as a quantifier to the noun and is critical to the sentence (The college that he decided to attend is…). The Sandspur: Always capitalize the “The” and italicize “The Sandspur” Theater/Theatre: Use “theater” except when referring to proper nouns that use “re” spelling (Department of Theatre Arts & Dance, Annie Russell Theatre, Fred Stone Theatre). Time:  a.m./p.m.: Lowercase with periods. Avoid the redundant 10 a.m. this morning.  Do not add “00” after on-the-hour time. (So 10 a.m. not 10:00 a.m.) Titles:  Italicize book, movie, television show, play, and course titles.  Use “quotes” for poems, works of art, or titles of exhibitions. Web: Webpage and website are one word, with the “w” lower-cased (except at the beginning of a sentence).
    • T h e S a n d s p u r 211 Emails & Social Media Account List General Website http://thesandspur.org Sandspurians Public Facebook Group https://www.facebook.com/groups/266454343382198/ Sandspur Staff Private Facebook Group https://www.facebook.com/groups/236661943024901/ Emails Addresses submit@thesandspur.org Receives article submissions. staff@thesandspur.org Receives staff email and press requests. chief@thesandspur.org Contact for Editor-in-Chief video@thesandspur.org Contact for video department advertising@thesandspur.org Contact for all ad inquiries gm@thesandspur.org Contact for General Manager sandspur@rollins.edu Sends campus-wide emails thesandspur@yahoo.com Used for Flickr account only Social Media Accounts Facebook http://facebook.com/thesandspur Twitter https://twitter.com/thesandspur Instagram http://instagram.com/thesandspur Vine https://vine.co/The.Sandspur YouTube https://www.youtube.com/user/therollinssandspur LinkedIn Page: https://www.linkedin.com/company/the-sandspur?trk=biz- companies-cym Group: https://www.linkedin.com/groups?home=&gid=4832562 Flickr https://www.flickr.com/photos/therollinssandspur
    • 212 T h e S a n d s p u r Ethics Policy The Sandspur staff members and all writers are expected to adhere to the Society of Professional Journalism’s Code of Ethics. This code of ethics is voluntarily embraced by thousands of journalists. The current version of the code was adopted in 1996 after months of study and debate among the Society’s members. All staff and contributors to The Sandspur should consider these guidelines before, while, and after editing, writing, designing, or otherwise completing work for The Sandspur. The full policy can be found in The Sandspur office, online (http://www.spj.org/pdf/ ethicscode.pdf), and printed below. Society of Professional Journalists Code of Ethics PREAMBLE Members of the Society of Professional Journalists believe that public enlightenment is the forerunner of justice and the foundation of democracy. The duty of the journalist is to further those ends by seeking truth and providing a fair and comprehensive account of events and issues. Conscientious journalists from all media and specialties strive to serve the public with thoroughness and honesty. Professional integrity is the cornerstone of a journalist's credibility. Members of the Society share a dedication to ethical behavior and adopt this code to declare the Society's principles and standards of practice. SEEK TRUTH AND REPORT IT Journalists should be honest, fair and courageous in gathering, reporting and interpreting information. Journalists should:  Test the accuracy of information from all sources and exercise care to avoid inadvertent error. Deliberate distortion is never permissible.  Diligently seek out subjects of news stories to give them the opportunity to respond to allegations of wrongdoing.  Identify sources whenever feasible. The public is entitled to as much information as possible on sources' reliability.  Always question sources’ motives before promising anonymity. Clarify conditions attached to any promise made in exchange for information. Keep promises.  Make certain that headlines, news teases and promotional material, photos, video, audio, graphics, sound bites and quotations do not misrepresent. They should not oversimplify or highlight incidents out of context.
    • T h e S a n d s p u r 213  Never distort the content of news photos or video. Image enhancement for technical clarity is always permissible. Label montages and photo illustrations.  Avoid misleading re-enactments or staged news events. If re-enactment is necessary to tell a story, label it.  Avoid undercover or other surreptitious methods of gathering information except when traditional open methods will not yield information vital to the public. Use of such methods should be explained as part of the story  Never plagiarize.  Tell the story of the diversity and magnitude of the human experience boldly, even when it is unpopular to do so.  Examine their own cultural values and avoid imposing those values on others.  Avoid stereotyping by race, gender, age, religion, ethnicity, geography, sexual orientation, disability, physical appearance or social status.  Support the open exchange of views, even views they find repugnant.  Give voice to the voiceless; official and unofficial sources of information can be equally valid.  Distinguish between advocacy and news reporting. Analysis and commentary should be labeled and not misrepresent fact or context.  Distinguish news from advertising and shun hybrids that blur the lines between the two.  Recognize a special obligation to ensure that the public's business is conducted in the open and that government records are open to inspection. MINIMIZE HARM Ethical journalists treat sources, subjects and colleagues as human beings deserving of respect. Journalists should:  Show compassion for those who may be affected adversely by news coverage. Use special sensitivity when dealing with children and inexperienced sources or subjects.  Be sensitive when seeking or using interviews or photographs of those affected by tragedy or grief.  Recognize that gathering and reporting information may cause harm or discomfort. Pursuit of the news is not a license for arrogance.  Recognize that private people have a greater right to control information about themselves than do public officials and others who seek power, influence or attention. Only an overriding public need can justify intrusion into anyone’s privacy.  Show good taste. Avoid pandering to lurid curiosity.  Be cautious about identifying juvenile suspects or victims of sex crimes.  Be judicious about naming criminal suspects before the formal filing of charges.
    • 214 T h e S a n d s p u r  Balance a criminal suspect’s fair trial rights with the public’s right to be informed. ACT INDEPENDENTLY Journalists should be free of obligation to any interest other than the public's right to know. Journalists should:  Avoid conflicts of interest, real or perceived.  Remain free of associations and activities that may compromise integrity or damage credibility.  Refuse gifts, favors, fees, free travel and special treatment, and shun secondary employment, political involvement, public office and service in community organizations if they compromise journalistic integrity.  Disclose unavoidable conflicts.  Be vigilant and courageous about holding those with power accountable.  Deny favored treatment to advertisers and special interests and resist their pressure to influence news coverage.  Be wary of sources offering information for favors or money; avoid bidding for news. BE ACCOUNTABLE Journalists are accountable to their readers, listeners, viewers and each other. Journalists should:  Clarify and explain news coverage and invite dialogue with the public over journalistic conduct.  Encourage the public to voice grievances against the news media.  Admit mistakes and correct them promptly.  Expose unethical practices of journalists and the news media.  Abide by the same high standards to which they hold others.
    • T h e S a n d s p u r 215 How to Write Captions Section Editors will write captions (or cutlines) for photos after the Photo Editor has selected the appropriate photos for each article that will appear in print or online. A standard cutline is two-sentences that follow the following format: (Noun) (verb) (direct object) during (proper event title) at (proper noun location) in (city) on (day of the week) and/or (month) (date) (year). The second sentence should amplify the information in the first sentence, offering more details about the story. First sentence: nuts and bolts of picture (who, what, when, where, and why) Second sentence: connect photo to story Tips:  Answer who, what, when, where, why.  Write in present tense and active voice.  Identify everyone in photo whenever possible from left to right with class years.  Tell details beyond what is obvious in the photo. Cutline usage written by The Student Newspaper Survival Guide.
    • 216 T h e S a n d s p u r How to Write Headlines Headlines should follow the traditional Subject-Verb-Direct Object headline. Try to keep headlines around 5 words in length, but make them fit the space you are given. Examples: Student wins marathon Campus alcohol use increases Tips for headlines from The Student Newspaper Survival Guide:  Read the whole story first. Yes, the whole story.  Play with words. Choose a few key words and then play around. Look for synonyms, puns, rhymes, and alliterations that work well, but don’t be corny.  Use present tense and active voice.  Leave out unnecessary words. Don’t use articles like a, an, the. Use a comma instead of and.  Don’t put information in the headline that isn’t in story.  Avoid unfamiliar acronyms and abbreviations.  Avoid bad line splits. Don’t divide: two-word nouns, adjectives/nouns, verbs/adverbs, prepositions/nouns, etc.  Run a spell check.  Be specific. Vague headlines, even catchy ones, don’t make readers want to read a story.  Punch up your verbs. Strive for fresh, strong, specific verbs.  Be accurate. A mistake in a headline can be as serious—or even more so—than an error in a story.
    • T h e S a n d s p u r 217 How to Write Sub-Heads Subheads (also known as decks) should give a bit more detail about the story. These act as a short summary of the story that engages the reader to keep reading. Example: New documentary about Oregon’s annual relay race explores how a solitary sport can become a spirited team event. Tips for writing subheads (review tips for writing headlines):  Keep to 1-2 sentences.  State full student names with class years.  Indicate the type of story a reader will see (review, analysis, Q&A).  Spell out acronyms or abbreviations.  Use active voice and present tense. More subhead examples and tips can be found at http://michellerafter.com/2011/02/07/writing-basics-the-deck/.
    • 218 T h e S a n d s p u r Interview Tips Interviews, especially your first few, can be scary. Try out some of our tips below.  Interview in person. Email and phone interviews are alright, but they do not allow for the same level of information and conversation that can occur in person. You can often learn more about what someone is saying from their body language in person, plus you can ask follow-up questions; something that is not as simple when just sending questions via email.  Get permission to record interviews. Florida has very strict recording policies, so make sure to get the person you are interviewing to sign a permission form if you plan to record the conversation.  Before the Interview: o Do as much background research as possible. Read articles and websites on the topic. Look up the person you are interviewing on Rollins’ website. o Make a list of questions. Begin with the who, what, where, when, why, and how. Think about the information this source can provide. o Organize the questions. Number questions to make easier to mark answers. o Make an appointment. Unless you are on a tight-deadline, it is best to not just drop into people’s offices. o Dress appropriately. Try to dress like your source to make them comfortable.  During the interview: o Introduce yourself. Identify yourself and the publication you work for. o Describe your story. Explain the purpose and scope of your story. o Write it down. Even if using an audio recorder, always take notes. Don’t assume you will remember the details. o Ask open-ended questions. Avoid yes-no questions. o Show you are listening. Nod your head or utter agreeing sounds. o Make eye contact. Take time to look at your source. o Listen for quotable quotes. It is okay to ask someone to repeat themselves or slow down. o Follow up. Ask follow-up questions—do not just stick with the list of questions you brought in. o Save tough questions for the end. Build up to harder, more challenging questions. o Wrap it up. Ask for additional sources. o Be appreciative. Thank the source for talking with you. Make sure you have follow-up information.
    • T h e S a n d s p u r 219 Photo Guide When looking for photos, there are not a huge number we can use legally. Never just grab a photo off of a random website. When getting photos for articles follow the following steps: 1. Always, always first look for photos on The Sandspur’s Flickr: http://www.flickr.com/therollinssandspur. 2. Look at Rollins College’s photo albums for pictures to use: https://www.flickr.com/photos/rollinsnews/sets/. Credit photos “Rollins College.” 3. If you need a general Rollins photo, these two albums can be particularly helpful: a. https://www.flickr.com/photos/rollinsnews/sets/72157635814011923/ b. https://www.flickr.com/photos/rollinsnews/sets/72157638612544736/ 4. If you are working with a story that involves a movie, Disney World, or Universal, The Sandspur has media access to Universal Orlando and Disney World pressrooms as well as PBS and Warner Brothers pressrooms. Ask the Production Manager of Editor-in-Chief for login information. a. If you need photos from any other organization, look for their online media kit or pressroom. Usually, you can use photos from there. b. If the band, restaurant, or organization does not have a press section on their website, email a contact from their website from the submit@thesandspur.org email address asking if they have any photos you can use for the article. 5. If you still don’t have a photo, you have a few options. Ask the Production Manager of Editor-in-Chief for login information for these sites. Make sure to read any fine print for all of these to be sure the picture is public use. a. Free Images (previously Stock Exchange): http://www.freeimages.com/ b. Image.net c. Flickr Commons (https://www.flickr.com/commons) d. Wikipedia Commons (http://commons.wikimedia.org/wiki/Main_Page)
    • 220 T h e S a n d s p u r Social Media Policy Since nearly all of The Sandspur staff members can be found on at least one form of social media, the paper has a social media policy for all staff members regarding their social media use. 1. Be Transparent. Staff members are journalists working for a collegiate news publication. Ethically, they should, though are not required, to state that they are a journalist on their social media profiles. 2. Protect Yourself and The Sandspur. If you would not want something to appear on the front page of the newspaper, do not post it. Privacy settings mean next to nothing in today’s internet world; once put out there, every post, picture, and comment exists forever. Keep in mind that everything you post reflects not just on you but on The Sandspur as well. 3. Use Common Sense. Act professional, straightforward, and appropriate on social media. Never use profanity or state offensive, obscene, bigoted, abusive, or racist comments. 4. Never Respond to Rollins Confessions. Rollins Confessions is an anonymous site where anyone can submit statements related to any aspect of life, Rollins, or The Sandspur. Staff members are strictly prohibited (this can result in a warning or other disciplinary action) from responding to any Sandspur related posts on Rollins Confessions. We also highly recommend that staffers choose not to respond to anything on this site in general, as it is a public page where anyone on the internet can see posts you like or comments you write. If you do not want that opinion following you around through job interviews for the rest of your life, do not put it out there for the world to see. 5. Respond appropriately. Staff members are highly discouraged from responding to any The Sandspur criticism they see online. These can be posted to official The Sandspur social media pages or on other people’s profiles. A staff member may have a discussion with someone about their own article, but the staff member needs to remember to never attack the reader or act overly defensive. Businesslike criticism is good to reply to, but it is best to avoid any protracted back-and-forth exchanges with angry people. Staff members are welcome and encouraged to link to content on thesandspur.org or to repost or like any content posted by the official The Sandspur account. For more information regarding general social media guidelines all employees should follow, review the Social Media Guidelines for Associated Press Employees found at http://www.ap.org/Images/Social-Media-Guidelines_tcm28-9832.pdf.
    • T h e S a n d s p u r 221 Social Media Posting Tips General Posting Tips  Keep professional. This is not a place for The Sandspur to get into a heated argument or for you to vent about the crappy meal you had at the campus center.  Limit the exclamation points and chatspeak. Yes, we are college students, but we are also a media organization. No professional business is going to fill their posts with three exclamation points after every sentence. One is enough. Try to limit yourself to one exclamation point per post and never more than one at the end of a sentence.  Delete URL text after Facebook has grabbed URL. Once the little Facebook box appears at the bottom of your post advertising the URL with a picture, you can delete the URL text from the post.  Use photos or video whenever possible. Photos and videos are the best ways to engage your audience.  Use interactive posts when possible. Ask questions. Post a caption contest. Do something that asks your audience to do something in return.  Share information about free food. Free food attracts students. Post about it often.  Do not link to other media outlets. This is a general rule for most media outlets. Promote our content, not someone else’s.  Be timely. Social media posts may make more sense to happen right after something happens on campus—which may not be during your normally scheduled work hours. Be flexible and willing to post updates when needed.  Schedule Posts. Find Throwback Thursday photos by looking at old Sandspurs and plan them out for the entire semester by clicking the clock button at the bottom left of a post. Plan out posts for major holidays as well.  1-3 Posts daily. Always have at least one post per day, never more than three.
    • 222 T h e S a n d s p u r Emails All sample emails mentioned in the handbook can also be found over the next few pages.
    • T h e S a n d s p u r 223 Article Assignment: PR Email
    • 224 T h e S a n d s p u r Article Assignment: Signed-Up for Articles Email NAME, Thanks for coming to article assignment this week! We have you signed up for the following articles:  GAP Article  Career and Life Planning as part of Gen Ed Curriculum For the Career and Life Planning article, consider reaching out to Ray Rogers (rrogers@rollins.edu), the director of Career Services as well as Dr. Claire Strom (Cstrom@rollins.edu) who is in charge of the committee changing the general-education program. We ask that all articles be 400-700 words in length. All articles need to be submitted by Friday at 5 p.m. to submit@thesandspur.org. Please put your name in the attachment with your article. The Sandspur has a few resources to help you write your articles:  Sandspur article how-to guides  The Style Guide that Copy Editors will be using to edit your articles each week for grammar and style to fit The Sandspur’s expectations  Lauren Waymire (lwaymire@rollins.edu) is The Sandspur’s Writing Consultant. Feel free to show her drafts of your articles throughout the week or to meet with her to improve your writing. If you aren’t already, join our Sandspurians Facebook group to keep updated with The Sandspur. If you have any questions or concerns, feel free to email me at any time. Thank you, Annamarie Carlson Managing Editor, The Sandspur
    • T h e S a n d s p u r 225 Article Assignment: Left Without Signing Up for Anything NAME, It was great to see you at The Sandspur’s article assignment meeting tonight. I noticed you did not sign-up for an article, so I thought I would send you the list of articles that still need authors to see if anything sparks your interest. We would love to hear any of your ideas as well.  Sports: Athlete Profiles  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA Please let me know if you have any questions at any time.  Thank you, Annamarie
    • 226 T h e S a n d s p u r Article Assignment: Didn’t Come, but Showed Interest in Sandspur NAME, I (and The Sandspur) missed you at Sandspur Article Assignment this week! If you are interested in writing this week, here are a few articles that are looking for authors. We would love to hear your ideas as well!  Sports: Athlete Profiles  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA  SECTION: ARTICLE IDEA Just send me an email to claim an article! Always feel free to email me if you have any questions. You are receiving this email because you are on our interest list; if you would like to stop receiving these emails (and/or stop receiving our weekly campus wide updates) please let me know. Thank you, Annamarie
    • T h e S a n d s p u r 227 Article Published NAME, Congratulations for having your articles appear in The Sandspur this week. Your article, ARTICLE TITLE, can be found online here: Feel free to share your article online via your social media pages with family and friends. We look forward to seeing you again at article assigning this Monday at 6 p.m. in the Mills Building! Annamarie Carlson Managing Editor, The Sandspur
    • 228 T h e S a n d s p u r Article Status: To be Published in Print and Online NAME, Congratulations! We wanted to let you know that your article, ARTICLE NAME, is currently set to be printed in this week’s print and web editions of The Sandspur. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie
    • T h e S a n d s p u r 229 Article Status: Online Only NAME, Thank you for your submissions to The Sandspur this week. Due to space restrictions, we have to be very selective about what we publish in the print paper each week. We wanted to let you know that, though your article, ARTICLE TITLE, will not be published in the print paper, it will be published online at thesandspur.org sometime this week. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie
    • 230 T h e S a n d s p u r Article Status: Saved for Future Issue NAME, Thank you for your submission to The Sandspur this week. We wanted to let you know that due to the content of your ARTICLE TITLE article, we have chosen to save your article for a future print issue. You will receive another email the day your article is published in print and online. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie
    • T h e S a n d s p u r 231 Article Status: Not Publishing NAME, Thank you for your submission to The Sandspur this week. We want to work with you and your article, ARTICLE TITLE, a little more before we publish it. Please send an email to Lauren Waymire (lwaymire@rollins.edu) to set up a date and time to work with her on your article if you are interested in getting your writing published. We would love for you to continue writing for us. Please attend our weekly meeting, Monday evenings at 6 p.m. in our office on the 5th floor of the Mills Building. Thank you, Annamarie
    • 232 T h e S a n d s p u r Did Not Submit Article Email NAME, This is YOURNAME from The Sandspur. We noticed that you did not submit the article you signed up for on ARTICLE TOPIC on Friday. Are you still interested in writing this article? You can still submit it by this Friday at 5 p.m. if you are interested. Thank you, Annamarie
    • T h e S a n d s p u r 233 Illustration Assignments Email (Freelance) NAME, It is another week at The Sandspur, so we have more illustration assignments. I am looking for someone to create something for the following articles:  ARTICLE NAME – WRITER NAME/EMAIL Please email me with which piece you are interested in and the writer to get more details on the article during the writing process to help with the illustration. Feel free to send in drafts to me during the week. Final illustrations need to turned in by Sunday at 5 p.m. to submit@thesandspur.org via email or Dropbox. Thank you, Annamarie
    • 234 T h e S a n d s p u r Illustration Assignments Email (Staff) NAME, It is another week at The Sandspur, so we have more illustration assignments. I need you to create illustrations for the following articles for this week’s issue:  ARTICLE NAME – WRITER NAME/EMAIL Please email the writer to get more details on the article during the writing process to help with the illustration. Feel free to send in drafts to me during the week. Final illustrations need to turned in by Sunday at 5 p.m. to submit@thesandspur.org via email or Dropbox. Thank you, Annamarie
    • T h e S a n d s p u r 235 Photography Assignments Email (Freelance) NAME, It is another week at The Sandspur, so we have more photography assignments. We are looking for photos for the following articles for next week’s issue:  EVENT NAME  BUILDING NAME Please send me an email if you would like to sign-up for any of these articles. A few reminders:  Photos should be added to your Dropbox folder within 24-hours of the event. Make sure to invite submit@thesandspur.org to share the folder.  Only upload your BEST photos. Anywhere from 5-20 should be fine for an event and 3-10 for a non-event related article.  All photos must be submitted by Sunday at 5 p.m.  Send me an email when you have uploaded your photos to Dropbox.  You will receive $10 per photo set used by the paper. Thank you, Annamarie
    • 236 T h e S a n d s p u r Photography Assignments Email (Staff) NAME, It is another week at The Sandspur, so we have more photography assignments. I need you to photograph the following for this week’s issue:  EVENT NAME  BUILDING NAME A few reminders:  Photos should be uploaded to Flickr within 24-hours of the event.  Send me an email when you have uploaded your photos to Flickr. Thank you, Annamarie
    • T h e S a n d s p u r 237 Press Request Email NAME, Hello! I am YOUR NAME, Managing Editor of The Sandspur, the student newspaper of Rollins College in Winter Park, Florida. We were wondering if we would be able to get press tickets for the EVENT NAME at the LOCATION in Orlando on DATE for our reporter NAME OF REPORTER to cover the event. Would this be a possibility? Thank you, Annamarie Carlson
    • 238 T h e S a n d s p u r Recruitment: Emailing Professors Dr./Professor NAME, As you put the finishing touches on your syllabi and prepare to begin classes next week, please consider adding a Sandspur writing assignment as part of your course. Although the paper has regular staff writers, we also accept contributions from students, staff, and faculty. Submitting an article is simple: just e- mail submit@thesandspur.org. Typically articles are about 500 words in length, although the web site allows for some longer content where appropriate. We would love to hear your voice in the paper as well as your students’ voices. We are strongly committed to publishing a diversity of voices and topics. Submissions could include a political opinion, cultural review, personal reflection, application of an economic or sociological theory to campus, etc. Possible articles for courses could include:  Spotlights on the work students are doing in the course  Application of theories studied to Rollins or the Winter Park community  Political or cultural opinion articles that connect the issue discussed to Rollins We are also hiring additional staff for the spring semester including beat writers, freelance writers, Section Editors, web staff, ad reps, and photographers. Please encourage your students to apply for these roles. They can express interest by emailing me (aecarlson@rollins.edu) or The Sandspur (sandspur@rollins.edu). If you believe your students would be interested, I would love to visit your classes for a few minutes to talk to your students about these positions. Please feel free to contact me at aecarlson@rollins.edu if you have any questions or would like any of your classes to work with the paper. I hope you have a great semester! Thanks, Annamarie Carlson Managing Editor, The Sandspur aecarlson@rollins.edu The Sandspur: Web | Facebook
    • T h e S a n d s p u r 239 Unsubscribe Email NAME, Sorry for clogging up your inbox! Unfortunately, due to the way campus-wide emails work, we are unable to remove specific email addresses from our email blasts. However, you can block our emails on your end through a few quick steps: - Click on the gear symbol in the top right corner - Click on Options - Click "block or allow" on the right column - Scroll down and add "sandspur@rollins.edu" to the blocked senders list. If that does not work, try the steps listed here: http://office.microsoft.com/en- us/outlook-help/add-a-name-to-the-blocked-senders-list-HP005243402.aspx. I hope this helps! Annamarie Carlson Managing Editor, The Sandspur
    • 240 T h e S a n d s p u r Forms All forms and documents mentioned in this paper can be found over the following pages in alphabetical order. Headers have been removed so that these pages are easily printable or able to be copied for easy use.
    • T h e S a n d s p u r 241 The Sandspur Application: Editorial and Executive Board Please submit to chief@thesandspur.org or to standing Editor-in-Chief. Name: Expected graduation year: E-mail: Phone number: R-Card number: Underline position of interest: Editor-in-Chief Production Manager Managing Editor Head Designer Head Content Editor Head Copy Editor Why are you applying for the position? What do you believe is this position’s primary role? In what ways would you exemplify these characteristics? If anything, what would you do to alter The Sandspur’s current operations? If possible, relate this to your position of interest.
    • 242 T h e S a n d s p u r Being a staff member at The Sandspur is a rewarding but time-consuming job. Do you have other commitments that might prevent you from being able to dedicate the necessary time to the position? If so, how do you plan to balance the workload? Which has been your favorite recent issue of The Sandspur? Your least favorite? Why? Discuss how you would encourage and ensure communication between staff members. Further comments:
    • T h e S a n d s p u r 243 The Sandspur Application: Staff Name: Expected Graduation Year: E-mail: Main Phone Number: R-Card Number: Campus Mailbox Number: Do you live on campus? Campus Building/Room Number (if applicable): What Rollins program are you enrolled in? (please check one)  Arts & Sciences  Holt Undergraduate  Holt MLS/MA  Crummer Business Program Desired Position(s) (check all applicable)  Freelance Writer  Staff Writer  Photographer  Illustrator  Designer  Copy Editor  Head Copy Editor  Section Editor  Assistant Section Editor  Ad Rep  Delivery Person  Public Relations  Web  Other/Additional Information: ________________________________________________________________ Are you eligible for work study? (please check one)  Yes, and I would like to use it here.  Yes, but I am using it somewhere else.
    • 244 T h e S a n d s p u r  No.  I’m not sure. Please list any prior experience in journalism, writing, photography, editing, marketing, etc. (Preferably specific to your position.) Please explain your interest in this position. For Section Editor and Designer positions, please list any prior experience with Adobe InDesign or Adobe Photoshop, or other computer skills. For Section Editor and Designer positions, are you available beginning at 6:00 p.m. on Mondays and 6:00 p.m. on Tuesdays? If not, what time conflicts do you have? Why do you want to work for The Sandspur? What needs to be improved about The Sandspur? How will you help that change happen?
    • T h e S a n d s p u r 245 The Sandspur Article Sign-Up Form Meeting Date: _____________ Article Idea Writer Notes _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________
    • 246 T h e S a n d s p u r The Sandspur Checklist: Before Sending to Press Each of the below tasks should be done every week for every page. Task PM EIC Cover Date of publication updated Volume and issue number updated Article title clear and easy to read Author name of cover article spelled correctly Page number of cover article correct Masthead Employee list up-to-date Cover artist listed at bottom, name and class year Any corrections from previous issue Pages Page numbers Publication date Top of page section label Side of page section label Opinions page text line at bottom Spell Check All photos have captions All ads are placed—always double check! Articles Authors attributed correctly Authors’ names spelled correctly Authors’ positions labeled correctly Headlines follow Subject-Verb-DO format Headlines—only first word/proper nouns are capitalized Subheads are complete sentences. All text aligns at bottom of columns
    • T h e S a n d s p u r 247 The Sandspur Checklist: Final Copy Editing Each of the below tasks should be done every week for every page. Task 2-3 4-5 6-7 8-9 Articles No anonymous sources All facts backed up by a source All names spelled correctly with class year Proper grammar and punctuation Headlines Subheads Captions & Pull Quotes Bylines: spelled correctly and labeled Page Number Date Section Headings (top and side) Spell Check Every Page (EditSpell Check) Task 10-11 12-13 14-15 16 Articles No anonymous sources All facts backed up by a source All names spelled correctly with class year Proper grammar and punctuation Headlines Subheads Captions & Pull Quotes Bylines: spelled correctly and labeled Page Number Date Section Headings (top and side) Spell Check Every Page (EditSpell Check)
    • 248 T h e S a n d s p u r The Sandspur Checklist: Head Content Editor Each of the below tasks should be done every week for every page. Task Page Numbers: ____ ____ ____ ____ Stories No anonymous sources All facts backed up by source Strong lead that draws reader in Story is interesting Nothing is hard to understand Paragraphs are short Story is in third person (unless opinion/ae) Conclusion has a sense of finality Quote used by fourth paragraph (news, features, sports) Quotes are quotable (not facts) All names are spelled correctly and labeled with class year Article is appropriate length for space Byline: name, title, spelled correct Sections labels correct Page numbers correct Date correct Headlines Follows subject-verb-direct object No prepositional phrases Tells point of story Spell check Subheads Tells point of story Spell check Captions All photos have captions First sentence describes photo Second sentence connects to big picture Photos are credited All names are spelled correctly and labeled Spell check
    • T h e S a n d s p u r 249 The Sandspur Checklist: Section Editor Duties Section Editor:______________________________________________________________ Each of the below tasks should be done every week for every article assigned to each Section Editor. Task Article abbreviation: ____ ____ ____ ____ Read story Edit for content and style (see final checklist) Check all sources and facts Check author name, title, and spelling Create 5 potential headlines Create 2 subheads Select 3 pull quotes Write 2 captions. Task Article abbreviation: ____ ____ ____ ____ Read story Edit for content and style (see final checklist) Check all sources and facts Check author name, title, and spelling Create 5 potential headlines Create 2 subheads Select 3 pull quotes Write 2 captions. Task Article abbreviation: ____ ____ ____ ____ Read story Edit for content and style (see final checklist) Check all sources and facts Check author name, title, and spelling Create 5 potential headlines Create 2 subheads Select 3 pull quotes Write 2 captions.
    • 250 T h e S a n d s p u r The Sandspur Checklist: Section Editor Final Page Section Editor:______________________________________________________________ Each of the below tasks should be done every week for every page assigned to each Section Editor. Task Page Numbers: ____ ____ ____ ____ Stories No anonymous sources All facts backed up by source Strong lead that draws reader in Story is interesting Nothing is hard to understand Paragraphs are short Story is in third person (unless opinion/ae) Conclusion has a sense of finality Quote used by fourth paragraph (news, features, sports) Quotes are quotable (not facts) All names are spelled correctly and labeled with class year Article is appropriate length for space Headlines Follows subject-verb-direct object No prepositional phrases Tells point of story Spell check Subheads Tells point of story Spell check Captions All photos have captions First sentence describes photo Second sentence connects to big picture Photos are credited All names are spelled correctly and labeled Spell check
    • T h e S a n d s p u r 251 The Sandspur Complaint Form Your Name: Date of Complaint: Complaint Against: Complaint:
    • 252 T h e S a n d s p u r The Sandspur Equipment Checkout Form Equipment Being Checked Out: _________________________________________ Date: ___________________________ Time: ____________________________ Student Name: ___________________________ Phone Number: ____________ Position: ___________________________________________________________ Reason equipment is being borrowed: Additional equipment borrowed (bag, camera card, extra lens): Expected date of return: I understand that all equipment borrowed from The Sandspur is my responsibility. I will be expected to pay to fix or replace lost or broken equipment. I understand that all equipment should be returned fully charged within 24-hours. _________________________________ ___________________________________ Printed Name of Applicant Signature _________________________________ ___________________________________ Printed Name of Leader Signature
    • T h e S a n d s p u r 253 The Sandspur Interview Form Your Name: Date of Interview: Candidate Name: Position of Interest: Potential Questions:  What is your experience with journalism?  What is your experience with [position area]?  Do you have experience with [program software]?  Tell me about a time when you had to work on a deadline.  Why do you want to work for The Sandspur?  What is your availability next/this semester?  What questions do you have? Thoughts about Applicant: Would they be a good fit at The Sandspur? Yes Maybe No Why? What position would be ideal for them? Should The Sandspur (check choice) o Hire as _______________________________ (name of role) o Start as assistant/extended trial period as _________________________ o Encourage to freelance
    • 254 T h e S a n d s p u r The Sandspur Meeting Sign-In Form Name Email _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________ _________________________________________________
    • T h e S a n d s p u r 255 The Sandspur Mid-Semester Evaluation Form Your Name: Date of Evaluation: Employee Name: Position: Positives: Areas to Improve: How is the employee at: Meeting Deadlines Low Average Good Excellent Working with Peers Low Average Good Excellent Fixing Errors Low Average Good Excellent What to do in the future: (create ideas during meeting)
    • 256 T h e S a n d s p u r The Sandspur Interview Recording Approval Form ______________________________ (reporter name) from The Sandspur has my permission to record the duration of our interview on _____________________ (date). _________________________________ ___________________________________ Printed Name Signature
    • T h e S a n d s p u r 257 The Sandspur Staff Appeal to be Rehired Form Student Name:____________________________________________________ Past Position: ____________________ Position of Interest: ________________ Semester Fired: ____________________________________________________ Reason Fired: Why do you want to return to The Sandspur? How will you make sure this behavior does not happen again? _________________________________ ___________________________________ Printed Name of Applicant Signature
    • 258 T h e S a n d s p u r The Sandspur Staff Contract I, __________________________________________, am officially accepting a position as ______________________________________________ at The Sandspur, the student newspaper of Rollins College. I have thoroughly read and understand:  The responsibilities of my position  The disciplinary system of The Sandspur  The ethics policy of The Sandspur  The social media policy of The Sandspur  The equipment policy of The Sandspur I will serve as an ethically responsible journalist and fulfill all duties and responsibilities of my position at The Sandspur. I understand that after accepting this position I always represent The Sandspur as well as Rollins College as long as I hold a position at the paper. I will thoroughly read over the official policies of The Sandspur, available in my copy of The Sandspur handbook, within two weeks of starting work at the paper. I understand the payment policies of The Sandspur and any payment I may receive for my duties has been reviewed with me. _________________________________ ___________________________________ Printed Name of Applicant Signature _________________________________ ___________________________________ Printed Name of Leader Signature
    • T h e S a n d s p u r 259 The Sandspur Trial Period Evaluation Form Your Name: Date of Evaluation: Candidate Name: Position: Week 1 Comments: Week 2 Comments: Overall: Should The Sandspur (check choice) o Keep in _______________________________ (name of role) o Extend trial period as _________________________ o Encourage to freelance
    • 260 T h e S a n d s p u r The Sandspur Warning Form Warning #______ Employee Name: ____________________________________________________ Position: ____________________________ Date: _________________________ Person Completing Form: _____________________________________________ Position: __________________________________________________________ Staff Present at Meeting: _____________________________________________ Reason for warning: Planned way to rectify concern (created during meeting): I understand that I am receiving my ____ written warning with The Sandspur and that after receiving my second warning I may be fired if I commit another infraction. I understand that I have the right to meet with the Editor-in-Chief and/or the Faculty advisor one-on-one to discuss this warning. _________________________________ ___________________________________ Printed Name of Staff Member Signature _________________________________ ___________________________________ Printed Name of Supervisor Signature
    • T h e S a n d s p u r 261 Sources The sources consulted in creating this handbook outside of The Sandspur staff members and past documents are listed below. Books The Student Newspaper Survival Guide, 2nd Edition By Rachele Kanigel Covering Your Campus: A Guide for Student Newspapers By Matt Nesvisky Journalism of Ideas Daniel Reimold Student Newspapers Arizona Daily Wildcat’s Goals, Mission Statement, and Diversity Statement University of Arizona Pendulum’s Student Newspaper Handbook Elon University Sentinel’s Student Newspaper Handbook Kennesaw State University Various sessions at the 2014 College Media Association Spring National College Media Convention
    • 262 T h e S a n d s p u r