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.

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The Sandspur College Newspaper Handbook

  1. 1. Student Newspaper of Rollins College Handbook Created by Annamarie Carlson Managing Editor 2013-2014
  2. 2. 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
  3. 3. 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
  4. 4. 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
  5. 5. 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
  6. 6. 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
  7. 7. 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).
  8. 8. 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.
  9. 9. 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.
  10. 10. 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.
  11. 11. 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.
  12. 12. 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.
  13. 13. 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.
  14. 14. 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,”
  15. 15. 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.
  16. 16. 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
  17. 17. 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.
  18. 18. 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.
  19. 19. 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
  20. 20. 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.
  21. 21. 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
  22. 22. 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
  23. 23. 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?
  24. 24. 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.
  25. 25. 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
  26. 26. 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
  27. 27. 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.
  28. 28. 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
  29. 29. 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
  30. 30. 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
  31. 31. 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.
  32. 32. 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
  33. 33. 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.
  34. 34. 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
  35. 35. 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)
  36. 36. 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.
  37. 37. 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:
  38. 38. 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.
  39. 39. 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
  40. 40. 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.
  41. 41. 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.
  42. 42. 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
  43. 43. 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
  44. 44. 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
  45. 45. 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
  46. 46. 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
  47. 47. 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
  48. 48. 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
  49. 49. 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.
  50. 50. 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
  51. 51. 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
  52. 52. 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
  53. 53. 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
  54. 54. 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
  55. 55. 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.
  56. 56. 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
  57. 57. 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.
  58. 58. 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
  59. 59. 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.
  60. 60. 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
  61. 61. 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.
  62. 62. 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
  63. 63. 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.
  64. 64. 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
  65. 65. 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.
  66. 66. 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
  67. 67. 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.

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