Constitution

The Penmen Press Constitution

Updated July 2018

Article I. Name

        The name of this organization shall be “The Penmen Press.

Article II. Purpose

        The purpose of this organization is to publish the student newspaper which informs the SNHU community of important matters in a timely and unbiased manner. This organization offers students real-world experience in all aspects of newspaper publication.

Article III. Cost and Distribution

        The Penmen Press shall be free of charge to the Southern New Hampshire University community and shall be distributed to all areas of the university. The Penmen Press shall also be available online to reach the greater SNHU community.

Article IV. Staff

        The Penmen Press shall be headed by the Editors in Chief (2), also known as EIC(s). An Editorial Committee comprised of section editors and a Management Committee of managers shall be responsible for newspaper content and operations, respectively. Committee members will be responsible for overseeing staff members (active members who do not currently hold a leadership position). Specific positions outlined in Article VI.

The Penmen Press shall be managed by the Executive Board, which is made up of the Editors in Chief (2), one editorial representative and one management representative (chosen by the committee members), and one staff/committee member chosen by popular vote of all staff.

Article V. Authority

        The Executive Board shall operate as a board of directors, discussing and overseeing decision making for the well-being of the newspaper. The Executive board is made of five members and shall meet weekly. Members will represent and lead their committee. Final say over topics of discussion shall be at the discretion of the EICs.

The Editorial Committee is responsible for all content of the newspaper within each member’s individual section. The Editorial Committee will consult with the other editors and EIC(s) when forming decisions as to what is to be published and will provide weekly updates about their sections and staffs; however, the EIC(s) will have final decision over content of the newspaper.

The Management Committee is responsible for the newspaper’s operations. They will consult with the Editors in Chief to develop strategic plans and projects to further the Penmen Press’s reach and influence in the SNHU and Manchester community. They will be responsible for obtaining advertisement opportunities, cultivating and maintaining relationships with other clubs and organizations through co-sponsorships and events and creating and executing marketing and business decisions. Each manager will be expected to give weekly updates on current projects to the EICs, Committee members and staff members; however, the EIC(s) will have final decision over the operations of the newspaper.

Editor(s) in Chief will also provide weekly updates regarding the paper’s progress, content, goals and new initiatives. They will be involved in every aspect of the newspaper’s functions, including content and operations.

 

Article VI. Duties

        The duties of the Executive Board, Editorial Committee, Management Committee and the staff members are as follows. Inability to fulfill duties may result in individual meetings with EIC(s) and/or formal action. All Executive Board members are required to maintain a minimum GPA of 2.5 for undergraduate students and 3.0 for graduate, per Office of Student Involvement guidelines.

Section 1. Editor(s) in Chief Shall:

  1. Schedule and lead all weekly all-staff meetings and act as facilitator for discussion (barring unavoidable and unforeseen conflict)
  2. Maintain attendance records for all meetings
  3. Facilitate weekly updates on organizational projects at meetings
  4. Delegate and finalize newspaper content to fulfill the needs of the SNHU community
  5. Assist committee members with their respective responsibilities when necessary, either by discretion of the committee member(s) or EIC(s)
  6. Supply instructive materials/workshops to assist in the production of the newspaper and knowledge of responsibilities
  7. Mediate and resolve staff problems when they arise
  8. Proofread the final copy of issue before printing
  9. Establish organizational goals, projects and events
  10. Communicate effectively with all members of the staff, adviser and members of the SNHU Community as needed in person and through digital communication
  11. Conduct individual meetings as needed
  12. Be responsible for monitoring progress of for-credit staff as directed by the syllabi
  13. Lead and coordinate meetings with Executive Board
  14. Cultivate community within the organization
  15. Organize monthly all-Committee meetings

 

Section 2. Editorial Committee

Editor Representative shall:

  1. Represent the editorial committee in the Executive Board
  2. Attend every Executive Board meeting unless otherwise discussed with the EIC(s)
  3. Lead the editorial committee in committee meetings. Within these meetings, Editorial Representative will:
    1. Ensure weekly content schedule is produced
    2. Assist editors in development of stories
    3. Report back to Executive Board with weekly status update
    4. Communicate with the Editorial Committee about current Executive Board actions as seen necessary by Executive Board
    5. Listen and advise Editors regarding conflicts
    6. Keep track of Editorial Committee meeting attendance

News Editor(s) shall:

  1. Be aware of news on campus to assign to staff writers
  2. Monitor campus events, news and climate to produce and assign breaking news stories for PenmenPress.com
  3. Direct writers through proper channels of communication in regards to gathering substantial and balanced information
  4. Promote, enforce and edit articles for accuracy and integrity
  5. Read and review all articles in section and edit for content and format
  6. Utilize revisions section of PenmenPress.com for editing and discuss criticisms and mistakes with staff writers during all-member meetings
  7. Maintain a working and up to date knowledge of Style Guide
  8. Adhere to editorial submission schedule
  9. Communicate with Copy Editor(s), Layout Editor(s) and EIC(s) for late articles
  10. Ensure staff writers are writing social media draft posts
  11. Edit social media drafts
  12. Produce at least one article for their section per week for PenmenPress.com

Arts and Entertainment Editor(s) shall:

  1. Maintain a schedule of trending pop culture to delegate coverage to staff writers
  2. Read and review all articles in section and edit for content and format
  3. Utilize revisions section of PenmenPress.com for editing and discuss criticisms and mistakes with staff writers during all-member meetings
  4. Maintain a working and up to date knowledge of Style Guide
  5. Adhere to editorial submission schedule
  6. Communicate with Copy Editors, Layout Editor and EIC(s) for late articles
  7. Ensure staff writers are writing social media draft posts
  8. Edit social media drafts
  9. Produce at least one article for their section per week for PenmenPress.com

Sports Editor(s) shall:

  1. Maintain a schedule of sporting events and news on and off campus to delegate coverage to staff writers
  2. Maintain a working knowledge of sports terminology to accurately cover events
  3. Read and review all articles in section and edit for content and format
  4. Utilize revisions section of PenmenPress.com for editing and discuss criticisms and mistakes with staff writers during all-member meetings
  5. Maintain a working and up to date knowledge of Style Guide
  6. Adhere to editorial submission schedule
  7. Communicate with Copy Editors, Layout Editor and EIC(s) for late articles
  8. Ensure staff writers are writing social media draft posts
  9. Edit social media drafts
  10. Produce at least one article for their section per week for PenmenPress.com

Opinion Editor(s) shall:

  1. Be aware of controversial topics on campus about on and off campus issues
  2. Determine which articles contain a strong argument to effectively convey an opinion
  3. Read and review all articles in section and edit for content and format
  4. Utilize revisions section of PenmenPress.com for editing and discuss criticisms and mistakes with staff writers during all-member meetings
  5. Maintain a working and up to date knowledge of Style Guide
  6. Adhere to editorial submission schedule
  7. Communicate with Copy Editors, Layout Editor and EIC(s) for late articles
  8. Ensure staff writers are writing social media draft posts
  9. Edit social media drafts
  10. Produce at least one article for their section per week for PenmenPress.com

Penmen Abroad Editor(s) shall:

  1. Effectively communicate with the Study Abroad Office and International Student Affairs to stay up to date with study abroad opportunities and information
  2. Maintain a working communication and collaboration with a core staff of study abroad and international students
  3. Read and review all articles in section and edit for content and format
  4. Utilize revisions section of PenmenPress.com for editing and discuss criticisms and mistakes with staff writers during all-member meetings
  5. Maintain a working and up to date knowledge of Style Guide
  6. Adhere to editorial submission schedule
  7. Communicate with Copy Editors, Layout Editor and EIC(s) for late articles
  8. Ensure staff writers are writing social media draft posts
  9. Edit social media drafts
  10. Produce at least one article for their section per week for PenmenPress.com

Copy Editor(s) shall:

  1. Edit all sections for content and format
  2. Utilize revisions section of PenmenPress.com for editing and discuss criticisms and mistakes with section editors during all-member meetings
  3. Maintain a working and up to date knowledge of Style Guide
  4. Adhere to copy submission schedule
  5. Communicate with Layout Editor and EIC(s) for late articles
  6. Edit social media drafts
  7. Update staff regularly with feedback (trends, common errors, etc.)

Layout Editor(s) shall:

  1. Plan the layout dummy before layout weekend
  2. Consult with the EIC(s) in terms of article placement (front page content, advertisements, etc.)
  3. Organize Layout Team communications effectively
  4. Delegate responsibility by assigning pages to the Layout Team by Friday morning
  5. Train new Layout Team members and answer questions in a timely fashion
  6. Complete final layout for publication and email it to the printer by Sunday night at midnight
  7. Review all pages and give advice for Layout Team regarding changes and errors
  8. Adhere to layout submission schedule

Photography Editor(s) shall:

  1. Coordinate assignments with photographers regarding on and off campus events
  2. Communicate with Layout Team and Photography Team regularly about upcoming projects
  3. Maintain up-to-date database of SNHU stock photos and review semesterly to make necessary updates and adjustments
  4. Organize black and white photos for print issue
  5. Adhere to photography submission schedule and communicate with Layout Editor and EIC(s) about late submissions

Lead Videographer(s) shall:

  1. Lead team in production of bi-weekly journalistic video content for PenmenPress.com and social media (videos must be at least one minute in length, unless otherwise discussed)
  2. Lead team in production of one video about Penmen Press and staff per month
  3. Coordinate assignments for Video Team relevant to news stories, both on and off campus
  4. Have working knowledge of camera functions and video software(s) and techniques
  5. Provide guidance to Video Team regarding use of camera and video technologies and techniques  
  6. Review videos from the Video Team and offer constructive criticism prior to deadline
  7. Collaborate and communicate with section editors to involve written journalists in production of video content

 

Section 3. Management Committee

Manager Representative shall:

  1. Represent the Management Committee in the Executive Board
  2. Attend every Executive Board meeting unless otherwise discussed with the EIC(s)
  3. Lead the Management Committee in committee meetings. Within these meetings, Manager Representative will:
    1. Facilitate discussion among managers
    2. Determine opportunities for collaboration amongst managers
    3. Report back to Executive Board with weekly status update
    4. Communicate with the Management Committee about current Executive Board actions as seen necessary by Executive Board
    5. Listen and advise managers regarding conflicts
    6. Keep track of Management Committee meeting attendance

Business Manager shall:

  1. Monitor budget and provide updates to EICs and adviser on an as-needed basis
  2. Communicate effectively with advertisers, outside contacts and university staff, keeping EICs informed of all developments
  3. Coordinate conference and travel arrangements with the Office of Student Involvement

Online Manager(s) shall:

  1. Maintain and explore current design and technological standards on PenmenPress.com
  2. Train and offer real time guidance to staff regarding organization technologies
  3. Collaborate with Business Manager regarding online marketing
  4. Manage accounts and permissions/functions of site
  5. Record Penmen Press account information across various platforms

Social Media Manager(s) shall:

  1. Coordinate social media posts with the Social Media Team and Editorial Committee Monday-Friday
  2. Engage with followers and other relevant accounts on social media
  3. Post live updates for breaking news stories
  4. Monitor and analyze social media data to create relevant goals and initiatives

Community Relations Manager(s) shall:

  1. Coordinate marketing strategies to promote Penmen Press
  2. Coordinate events for the SNHU Community that reflect The Penmen Press’s values and mission
  3. Collaborate with other clubs and organizations on campus
  4. Communicate with Editor(s) in Chief, Events Committee, clubs and organizations and the SNHU community regarding potential projects
  5. Maintain a working knowledge of 25Live and Master Calendar

 

Section 4. General Staff

Staff Representative shall:

  1. Represent the staff in the Executive Board
  2. Attend every Executive Board meeting unless otherwise discussed with the EIC(s)
  3. Plan and coordinate staff-bonding events with EICs (movie night, game night, etc.) to promote community
  4. Effectively communicate with staff regarding feelings and concerns with Penmen Press happenings
  5. Report back to Executive Board with weekly status update
  6. Communicate with staff about current Executive Board actions as seen necessary by Executive Board

Staff Writer(s) shall:

  1. Write journalistic articles
  2. Report to their respective Section Editor for assignments
  3. Maintain a working and up to date knowledge of Style Guide
  4. Adhere to staff submission schedule
  5. Communicate with Section Editor(s) regarding late submissions
  6. Submit articles through the PenmenPress.com portal
  7. Check all facts prior to submission
  8. Draft a social media post for each written article

Staff Manager(s) shall:

  1. Report to the manager of their specific section
  2. Adhere to deadlines and duties as outlined by manager

 

Article VII. Adviser

The adviser shall be a faculty member with experience in journalism. The adviser shall work with the Editor(s) in Chief in holding staff workshops and offering guidance, as well as being liaison with the university staff, faculty and administration.

 

Article VIII. Appointments

The adviser and current EIC(s) shall determine the ascending Editor(s) in Chief. Ascending section editors shall be discussed and appointed by the current section editor, EIC(s), and adviser. Emergency appointments shall be discussed and determined by the Executive Board.

 

Article IX. Editor Removal

In the event of unsatisfactory performance by an Editor, their position shall be discussed by the EIC(s) and the Faculty adviser. In the event of unsatisfactory performance by an EIC(s), their position on staff shall be up for discussion by the Executive Board, decision to be made by Faculty adviser.

 

Article XI. Adviser Removal

In the event of unsatisfactory performance by an adviser, their position shall be discussed by the EIC(s) and that adviser in an attempt to resolve the conflicts internally. Should this be insufficient, the conflicts shall be discussed in the presence of a neutral third party from the Office of Student Involvement. In the event that this discussion does not resolve the conflict, the adviser position shall be discussed by the full Executive Board before being brought by the EIC(s) to the Assistant Director of the Office of Student Involvement for advice, conflict resolution, and possible removal if necessary. After this formal discussion, if adviser removal is the best solution for the wellbeing of the club, EIC(s) should bring this to the Dean of Students and/or Vice President of Academic Affairs.

 

Article XII. Capital Expenditures

All capital expenditures of The Penmen Press liability account over $250 shall come to a vote before the Executive Board and shall need a majority vote of ½ plus one to pass.

 

Article XIII. Disclaimer

The Penmen Press is a bi-weekly publication funded largely by the Student Government Association and independent advertising sales. The Penmen Press will accept all responsible articles and letters to the Editor, and print them as space permits. All submissions and letters must be typed, double spaced, signed, and include contact information. All submissions and letters are subject to editing and must meet the standards of quality and values as set by the editorial board. Editorial viewpoints are those of the editor(s) and/or the writer(s). The Penmen Press is published by Southern New Hampshire University, but the opinions and viewpoints do not reflect those of the SNHU faculty, staff, or administration.

Article XIV. Comments

The Penmen Press reserves the right to delete comments found offensive. Comments containing any of the following will be reviewed for deletion:

LIBEL: Untrue statements or comments about living persons will be deleted.

EXCESSIVE PROFANITY: Comments which contain a substantial amount of profane statements or words will be deleted. The Penmen Press Editorial Board shall have the final say over what “substantial” and/or “excessive” is.

INTOLERANCE: Any comments which attack racial, ethnic, sexual orientation, gender, or religious parts of SNHU’s community will be deleted.

HOSTILITY: Any comments deemed to be intentionally inciting conflict between users.

SELF PROMOTION: Irrelevant comments used to attract attention to a commenter’s enterprise will be deleted. Those interested in promotion with The Penmen Press should contact organization through email.

 

Article XV. Drafting and Ratification

This constitution was drafted in July 2018 and ratified September 5, 2018 by The Penmen Press staff and nullifies all previous constitutions.

Amendments to this constitution may be made at any Penmen Press meeting by ⅔  vote of the quorum, provided that the amendment is accompanied by a full statement of the reasons thereof, and has been submitted in writing at a previous Penmen Press meeting.