Policy

Editorial Policy

Preamble

The Gazette is a daily, student-funded, student-run newspaper published by University Students’ Council of the University of Western Ontario (“USC”) at The University of Western Ontario. The paper is published four days per week (Tuesdays through Fridays) during the academic year, and an additional four times during the non-academic year. The Gazette’s core potential readership consists of approximately 32,000 students at Western. It serves the student readership by reporting the news, entertaining readers, and promoting debate on issues involving the Western community and the City of London.

1.00   POLICY

1.01 This Policy consists of principles of general application: the morals, scruples and rules by which all specific editorial content of the Gazette is judged. It is the framework upon which the editorial procedures are implemented in the day-to-day operation of the paper.

1.02 The general principles comprising the “Editorial Policy” are:

  1. to publish the Gazette four times per week during Western’s academic year, and four times during the non-academic year;
  2. to continue the best traditions of the Gazette, including the publication of special editions, in the context of evolving journalistic standards where appropriate;
  3. to maintain and protect the Gazette’s status as an independent publication in all respects, and particularly in respect of editorial content, without regard to the sources of its funding by the USC or advertisers, or otherwise by virtue of Western’s administration;
  4. to ensure that the Gazette’s editorial content is researched, written, confirmed, edited and approved for publication in accordance with professional journalistic standards and best practices, and with the goal of continuous improvement in all aspects, but without prejudice to, or the diminishment of, The Gazette’s historic iconoclastic, humourous and lampooning style as a student newspaper;
  5. to inform, educate, entertain, and provoke discussion and thought on the part of Western students by the publication of interesting, relevant, accurate, objective, funny, critical, satirical, creative, insightful, and well-researched articles, graphics, cartoons and photographs in the Gazette;
  6. to promote the journalistic education and fulfillment of every contributing member of the Gazette, both on an individualistic and team basis;
  7. to uphold the spirit and intent of the Ontario Human Rights Code and the Gazette’s Code of Ethics in all of its content, administration and operations, as applicable to its readership, Gazette writers, Gazette staff, the USC, the Western community and the City of London; and,
  8. that the Editor-in-Chief, with or without consultation or consensus of the Editorial Board of the Gazette, shall have the final authority and responsibility for all editorial content in each paper.

2.00   PROCEDURES

2.01 Organization and Responsibilities

  1. The Gazette is composed of three departments: Editorial, Advertising and Composing. The Advertising department works independently from the Editorial department, which is the student-driven side of the paper. The Composing department is responsible for compiling each paper’s layout, and for working closely with the Editorial department to do so.

2.02 Editorial Board

  1. The 23-member Editorial Board is headed by three (3) full-time “Front Office” positions: the Editor-in-Chief, the Deputy Editor and the Managing Editor. The remaining members of the Editorial Board are section editors, who are hired following an interview process on an annual basis by the incoming Front Office.

2.03 Section Editor

  1. Section editors’ responsibilities include the assignment of articles to staff and writers, editing of copy, and selection and placement of stories within their appropriate section. For sensitive issues or where there is doubt or disagreement, the Editor-in-Chief’s decision is final.

2.04 The Editor-in-Chief

  1. The Editor-in-Chief is responsible for the coordination of the Editorial Board and staff in the production of the newspaper. He or she makes the final decision on the total number of pages per issue and the number and location of pages allotted to each department. He or she ensures all copy is properly edited and the layout of each page is satisfactory. The Editor-in-Chief makes the final decision on the content of each paper.

2.05 Gazette Staff & Gazette Writer

  1. All members of the Western community have the right to express opinions, to provide story suggestions, and to contribute to the Gazette.
  2. To become a Gazette Staff member, a student must have submitted and published five items of editorial content (excluding letters to the editor) during the current publishing year (May 1 – April 30) in the Gazette. Gazette Staff status is denoted in the by-line.
  3. “Gazette Writer” indicates a contributor who has published fewer than five pieces; whereas “Gazette Staff” indicates a writer who has five or more published pieces.
  4. The Gazette does not accept or print submissions from writers who have not received training in the policies and procedures of the Gazette.
  5. Columns are exclusive to Editorial Board members. Gazette Staff and Gazette Writers cannot write columns, however, exceptions may be made at the discretion of the Editor-in-Chief.

2.06 Editorial Autonomy

  1. The USC is the owner and publisher of the Gazette, and it funds a significant portion of the Gazette’s budget through student fees. Advertising sold by the Gazette funds the remainder of the paper’s budget.
  2. It is the Gazette’s responsibility to serve as a watchdog of the student government. USC involvement in day-to-day editorial decisions or policies would compromise objectivity, and the USC has therefore respected the Gazette’s journalistic imperative to remain responsible but independent of its publisher.
  3. Neither the USC’s political members nor its corporate management are involved in the editorial process of the paper, short of an incident where the paper prints content deemed libelous, racist, sexist, or otherwise contrary to law or the Gazette’s own policies.

2.07 Advisory Board

  1. The Gazette Advisory Board will advise on policy and procedural matters related to the Gazette. The Board comprises five (5) members, including a Chairperson, each of who represent professional journalists, media lawyers, and journalism faculty. Members are appointed by the incoming Front Office members.
  2. The Advisory Board meets at least twice annually to advise on general policy matters related to the Gazette. Meetings outside this schedule may occur, if the Chairperson deems it necessary.
  3. One objective of the Advisory Board is to oversee formal complaints issued through the Complaints Procedure. The secondary objective of the Board is to act as a formal body of mentors in situations where editors have questions regarding issues pertinent to print journalism.
  4. The Advisory Board should act as advisors and as overseers to the Editorial Policy. the Gazette editorial board maintains its right to editorial autonomy. While suggestions from the Advisory Board are welcome, the final authority over printing is solely that of the acting Front Office.

2.08 Content

  1. The editorial content of the Gazette is at the sole discretion of the Editorial Board, and ultimately the responsibility of the Editor-in-Chief. the Gazette makes every effort to ensure objectivity, balance and fairness in reporting news and student affairs concerning The University of Western Ontario and the Western community. Thus, itdoes not permit itself to be used as a propaganda vehicle for any individual, group or entity, nor does it single out any individual, group or entity for attack or criticism.
  2. The Gazette shall not publish material considered to be libelous, racist, sexist, or otherwise contrary to law or the Gazette’s own policies by a qualified member of the Ontario Bar (as agreed upon by both the USC and the Gazette) or by the Editor-in-Chief.
  3. All opinions published are strictly those of the author and do not necessarily reflect the opinions of the USC, the Gazette, its editors or staff

2.09 Style and Writing Guidelines

  1. The Gazette strives for accuracy and objectivity by observing the following journalistic standards and procedures:
    1. The Gazette uses a modified Canadian Press style. The CP Stylebook, along with Caps and Spelling is the guide for capitalization, abbreviation, punctuation, use of titles, neutral language, and other style matters.
    2. The Concise Oxford Dictionary is the authority for spelling, with some specific exceptions noted in the two volumes above.
    3. The Gazette also uses a style guide prepared for staff and writers based on The CP Stylebook incorporating Western’s terms and preferences.

2.10 Editing

  1. Section editors and Front Office edits all written copy. Section editors edit each piece of content at least three (3) times before submitting it to Front Office.
  2. Front Office edits each piece of content individually and whole pages of a section in their entirety. Every story goes through at least six (6) individual edits. The editing process includes grammar, spelling, CP and Gazette style, and fact checking.

2.11 Verification

  1. Writers routinely verify copy for accuracy with their sources. If a serious dispute over content arises between a writer and a source, the writer consults the Editor-in-Chief. If all subsequent attempts at agreement between the source and the writer fail, the story will not run in the publication, or, in the case of a news story, may run but with all references to the source removed.

2.12 Identification

  1. Writers may ask for information, comments and quotes from anyone at Western, but they must always identify themselves as representing the Gazette and make it clear that the information being provided may be used for publication. No one is required to answer questions posed by a writer from the Gazette. However, when pertinent to a story, the Gazette has the right to report that an individual declined to be interviewed, or could not be reached for comment at press time.

2.13 Balance

  1. When preparing a story, particularly a news story, it is the writer’s responsibility to get comments from all sides of a debate. Each story in the Gazette must have at least three (3) sources representing all sides of the story, with some exceptions at the discretion of the Editor-in-Chief.

2.14 Impartiality

  1. A clear distinction for the reader between news and opinion is essential. Articles that contain explicit opinion or personal interpretation are printed in the Gazette’s Opinion section or clearly identified as opinion.

2.15 Letters to the Editor

  1. The Gazette prints letters to the editor, subject to limitations of space and the law governing libel. The Opinions editor will judge letters by their relevance to university issues and to stories published in the paper. Letters must include the contributor’s name and identification (ie. Economics II, Dean of Arts). They must be typed, double-spaced, submitted on disk in Macintosh or IBM word-processing format, delivered to the Gazette office or emailed to opinions@westerngazette.ca or editor@westerngazette.ca. The Gazette reserves the right to edit letters and submissions and makes no guarantees that a letter will be published.

2.16 Deadlines

  1. Deadlines for ADVERTISING during the normal publishing year are as follows:
    1. Tuesday paper: deadline is the prior Thursday before 12 p.m
    2. Wednesday paper: deadline is the prior Friday before 12 p.m.
    3. Thursday paper: deadline is the prior Monday before 12 p.m.
    4. Friday paper: deadline is the prior Tuesday before 12 p.m.
    5. The academic calendar and Holidays do affect these deadline
  2. The Editorial department has the newspaper’s layout pages two days prior to publication. The deadline for all sections, except for the news department, is two days ahead of publication by 5 p.m. The News section deadline is the day prior to publication at 5 p.m., except in the case of breaking news or special events (i.e. elections).
  3. At the end of the day, the copy is placed into the layout by the composing department, and the completed pages are sent to the Gazette’s printers by 10:30 p.m. for printing on the evening prior to publication.

2.17 Corrections and Complaints

  1. If a factual error occurs, the Gazette shall admit its error promptly and publish a correction or clarification prominently in the following issue. Corrections must be brought to the attention of the Editor-in-Chief as soon as possible following publication.
  2. If a reader has a complaint about the editorial content of the Gazette, that person may file a formal complaint in writing with the Chairperson of the Advisory Board.
  3. The Complaints Procedure must be adhered to in such instance.
Code of Ethics

The Gazette’s Code of Ethics is adapted from the Canadian Association of Journalists Statement of Principles.

Preamble

The Gazette is a daily, student-funded, student-operated newspaper at The University of Western Ontario. It serves the student readership by reporting the news, entertaining readers, and promoting debate on issues involving the Western community and the City of London.

Inclusiveness

Our newsroom fosters an environment of inclusiveness for all, regardless of race, religion, sexual orientation, disabilities or gender. Statements of a derogatory nature are not acceptable in our newsroom. The door to our office is open at all times — we encourage students to come in, volunteer and contribute to the only daily student newspaper in Canada.

Independence

The Gazette must be free of any obligation to any interest other than informing Western students and serving our readership’s right to know. We will remain free of associations that may compromise integrity or damage our credibility. We will also be vigilant and courageous about holding those with power accountable.

Discrimination

The Gazette will not refer to a person’s race, colour or religion unless it is relevant to the story. We will avoid stereotypes of race, gender, age, religion, ethnicity, sexual orientation or social status.

Accuracy

The Gazette must guard against inaccuracies, bias, distortions or omissions. Gazette Staff and Gazette Writers must confirm the accuracy of their stories before they are published. Editors are also responsible for the accuracy of any facts they add or changes they make to a story.

Fairness

Our reporting must be fair, accurate, honest, and in context. When we make mistakes we will correct them, and we must not ignore or temper the facts for our own interests. We must hold ourselves to the same high standard as professional journalists.

Gazette Staff and Gazette Writers should clearly identify themselves as members of the paper to avoid misleading sources in any interviewing context. Reporters should only go undercover in rare cases when the public interest justifies it as a last resort.

Balance

There are at least two sides to every story, and sometimes there are more. Our duty, as a responsible newspaper is to print all sides of any controversy or dispute. We must make every effort to contact all sides and to notify our readers if one side did not wish to comment.

Impartiality

To be impartial does not require a newspaper to be unquestioning or to refrain from editorial expression. The Gazette must maintain a clear distinction for the reader between news and opinion. Articles that contain explicit opinion or personal interpretation should be clearly identified.

Privacy

Every person has a right to privacy. There are inevitable conflicts between the right to privacy and the public good or the right to be informed about the conduct of public affairs. Each case should be judged in the light of common sense and humanity.

Conflict of Interest

In accordance with the aforementioned preamble and responsibilities of the newspaper, editorial staff and contributors to The Gazette must make a tireless effort to avoid conflict of interest in a story. Conflicts of interest, bias — and the appearance of bias — must be avoided in all instances to maintain high standards of journalism.

Gazette Staff or Gazette Writers should neither accept anything nor pursue any activity that might compromise or seem to compromise their integrity or that of the newspaper.

Affiliations and Organizations

Editorial staff may not be involved with the executive of a political party or be involved with organizing events for political parties on campus. Neither shall editorial staff hold membership in the University Students’ Council, be it as a councillor, an executive member, on the Board of Governors or Senate, during their term on the editorial staff or in the year preceding their term.

Furthermore, editorial staff should not hold elected or paid positions in any student-run clubs, organizations or societies while serving their term. Contributors to the paper should disclose any affiliations to organizations to section editors and/or the Editor-in-Chief, in which their coverage may appear to be biased as a result.

Editors should not be participating, campaigning, organizing or sponsoring any specific cause, within reasonable limitations, (ex. participating in a food drive would be acceptable) about which they are reporting.

Sources

The Gazette strives to treat everyone — reporters, editors, sources and readers — in the most fair and open manner. We will treat sources and subjects of stories as human beings deserving of respect, not merely as means to our journalistic ends.

Fairness also requires that sources of information should be identified, except when there is a clear and pressing reason to protect their anonymity. If anonymous sources are used, reporters will independently corroborate facts. We will not allow anonymous sources to make malicious and destructive comments about individuals or organizations.

Persons publicly accused should promptly be given the opportunity to respond.

Visuals

While photographing subjects, Gazette photographers should not intentionally alter, seek to alter or influence the events. Strong photography is about capturing the moment, and it is the photographer’s task to capture this; if they fail to do so, “the moment” cannot be re-created.

Any photograph that is manipulated should be labelled as a “Photo Illustration” in the photo credit.

It should be borne in mind that no policy can anticipate every eventuality in the day-to-day operation of the newspaper. Common sense and good judgment should govern conduct at all times as we strive to adhere to these principles.

Comment Policy

The Gazette encourages comments on its stories. The Commenting Policy is intended to ensure such comments are appropriate and respectful.

Comments are monitored by the Gazette and its web editors. Comments are published as submitted without moderation. Comments may be deleted if they contain excessive profanity, promote hate of any kind, harass or intimidate other commenters, are posted more than once, use misleading or offensive names, are potentially libelous, contain commercial content, are promotional in nature, or violate the Gazette’s Code of Ethics or Letters Policy. Comments should always be relevant to the article and discussion and may be deleted if they do not offer a meaningful contribution. The Gazette may close comments on its stories if the discussion becomes unproductive, irrelevant or incendiary.

Comments on the website — like any content published by the Gazette — are the Gazette‘s property and may be published in the paper edition. The Gazette may release commenter information to police if required by law.

Any questions about this or other policies can be directed to the editor-in-chief at editor@westerngazette.ca.

Last updated: Oct. 28, 2010

Unpublishing Policy

Stories published by the Gazette are archived online. This archive in intended to mimic the function of print archives, which are used as a historical artifact and public record of accurate information. Since content in the archive is often searchable, readers or sources sometimes ask that content be removed from the archive. This policy is intended to explain the function of the online archive and appropriate reasons for removing — or “unpublishing” — content.

As a newspaper, the Gazette is in the business of publishing and generally avoids unpublishing content. The archive is a historical record and the Gazette never acts in a way that alters the accuracy and completeness of that record. Since information published in the Gazette is vetted by editors and reporters, situations rarely arise when unpublishing content is warranted or justified.

Among cases that do not qualify are letters, quotes from sources, or other information in published articles, editorials or columns that is accurate or cannot be proved inaccurate. If the information was reported accurately and gathered fairly, it is part of the public record and will not be altered.

In some cases, articles may deserve an amendment or clarification if details related to the story have since changed. Such examples are usually related to legal matters where information concerning the outcome of the matter was released after the article was published. Altering such stories is intended to improve clarity and add context.

In most cases, content fit for unpublishing must be verifiably inaccurate, potentially libellous, in contravention of a publication ban or other legal consideration.

In all cases, editors will note that an article has been altered or removed.

Any questions about this or other policies can be directed to the editor-in-chief at editor@westerngazette.ca.

Last updated Nov. 23, 2010

Elections Policy

Front Office Elections Policy

1.0  Elections

1.1  Elections for The Gazette’s front office — consisting of an editor-in-chief, a deputy editor, and a managing editor — will be held once per annum, during the second term of the school year.

 

2.0  Candidate Eligibility

2.1  All applicants must be current members of The Gazette editorial board, excepting extenuating circumstances (see 2.8)

2.2  One week prior to posting the nomination sheet front office will meet with all staff and editorial members to go over election procedures and review the Front Office Elections Policy.

2.3  The nomination sheet will be posted in a public space within The Gazette main office a minimum of three weeks prior to election day

2.4  Each applicant must have the support of two nominators. Both nominators will add their signatures along with their candidate’s name on the nomination sheet.

2.5  Nominators have the option to vote for any candidate on election day; however, their signatures should be respected as a representation of their confidence and support of their candidate.

2.6  Applicants must notify front office of their candidacy and post their names along with their nominators’ signatures at least two weeks prior to election day.

2.7  If no eligible candidates apply for any or all of the front office positions by the deadline stipulated in 2.6, the deadlines for application and nomination will be extended to a date at the current front office’s discretion to allow for front office to seek out potential candidates.

2.8  If, by the first day of the second last full week at the end of second term, no editorial board members apply, the current front office must come to a consensus on a course of action. Options include but are not limited to extending the term of current front office members, or seeking applicants outside the editorial board.

3.0  Front Office Reports

3.1  All year-end reports will remain in The Gazette’s front office year round except during the three week campaigning period (from the posting of the nomination sheet to election day).

3.2  During this period candidates may sign out a maximum of three reports at once for no longer than 24 hours.

4.0  Campaigning

4.1  No visual campaigning material (e.g. posters) is permitted in or outside The Gazette office.

4.2  Each candidate will be assigned an “interview day” by front office. During this allotted tie period, the designated candidate will have the option of interviewing and discussing platform points with members of the editorial board, front office and staff.

4.3  Any discussion of elections outside of interviews and other election-related meetings is not permitted during business hours

5.0  Voting Regulations

5.1  Only voting members are permitted to attend and observe Election Day.

5.2  All voting is anonymous.

5.3  In order to vote for a position, eligible voters must either observe the full extent of each candidate’s presentation or proxy vote (see 6.0)

5.4  Voters will write the name of their preferred candidate on the ballot supplied by front office.

5.5  Staff members’ votes carry a single-point weight

5.5.1. In order to vote, staff members must be present and active contributors for

at least three consecutive working months, or 12 weeks, prior to Elections Day.

5.6  Section editors’ votes carry a two-point weight

5.7  Front office’s votes carry a three-point weight

5.8  Ballots will be divided using a colour system, wherein each point weight will be designated based on the colour of their ballot paper

6.0  Proxy Voting

6.1  Votes may be cast before election day if a voting member of The Gazette cannot attend the ceremonies.

6.2  Proxy voters may cast a maximum of three ballots based on the applicants as they stand on the nomination list: one for editor-in-chief, one for deputy editor, and one for managing editor.

6.3  Proxy votes will write the name of their preferred candidates on separate ballots, which will be divided by front office into three separate containers: one for editor-in-chief, one for deputy editor, and one for managing editor.

6.4  Proxy votes will carry a point weight based on their staff level (see 5.5, 5.6, 5.7).

6.5  A distinctly coloured ballot will also be reserved for proxy voters

6.6  The point weight of proxy votes will be written on the ballot by a member of front office.

6.7  If a candidate is not elected for the position of their first choice and decides to drop down to compete for the next position, their proxy votes will not carry over.

6.8  Candidates may proxy vote for each other and themselves since they are not permitted to observe any aspect of the election ceremony excepting their own.

6.9  Proxy voters must meet with all candidates before casting their ballots.

6.10        Proxy votes must be submitted to a member of front office or the designated party by noon the day before elections.

7.0  Election Conduct

7.1  Editor-in-chief Elections will take place first, followed deputy editor elections and then managing editor elections.

7.2  If candidates for a particular position cannot come to a unanimous decision on their order of presentation, it will be determined by picking numbers out of a container (1 representing first, 2 representing second, etc).

7.3  While waiting for their designated speech time, candidates will remain in a secluded area outside the vicinity of The Gazette office.

7.4  Each candidate will be introduced in a maximum 3 minute speech given by one of their nominators, followed by a maximum 12 minute speech from the candidate, followed by a maximum 45 minute question and answer period.

7.5  Front office has the right to overrule any questions it deems irrelevant, unfair, or unnecessarily aggressive.

7.6  Speeches and questions and answer periods will be timed and mediated by a non-partisan speaker selected by front office.

7.7  Voting takes place after all candidates for a particular position have completed their hour-long presentation.

 

8.0  Ballot Counting

8.1  Votes will be counted by members of front office and overseen by the speaker, who will serve as an unbiased observer.

8.2  Ballots will be counted in the front office, with the blinds closed and the door shut.

8.3  Ballots will be counted three times — once by each member of front office.

8.4  The candidate with the most votes will be declared the elected member of the designated position.

8.5   After the ballots are counted, the respective candidates will be called into The Gazette’s main office to hear the winner announced.

 

9.0  Tie-breaking

9.1  In the case of a tie the following procedure will be followed:

9.2  Each tied candidate will be called into The Gazette office separately, where he or she will have one minute to speak, followed by three pre-set tie-breaking questions from front office. The questions will be identical for all tied candidates.

9.3  All attendees will be eligible to vote once again. Proxy votes will carry over as well.

9.4  Ballot counting will follow the stipulations in 8.0

9.5   If the vote remains tied, all staff ballots will be excluded from the ballot count.

9.6  If the vote remains tied, all ballots except those of front office will be excluded.

Publishing Committee

PURPOSE:

This document shall be the Terms of Reference for The Gazette Publishing Committee, which shall be a standing committee of the Board of Directors.

BACKGROUND:

The University Students’ Council is the publisher of The Gazette, and the USC Board of Directors has a fiduciary responsibility to supervise the management of the publication. The Board is made up of elected student representatives who are frequently the subject of Gazette news and editorial coverage, making it challenging for the Board to provide objective and effective governance. As such, The Gazette has not fully benefited from the strategic, policy and business decision-making that effective Board governance provides, nor have the Editors received constructive feedback on their performance, or professional development to assist them in their roles.

In response to the above challenge an arms-length Publishing Committee has been created to offer objective recommendations to the Board on strategy, policy, finance and personnel matters. The Publishing Committee is composed of students with no affiliation to The Gazette or the USC, and non-student community members who will provide valuable skills and perspectives to the committee, and act as a source of continuity.

1.00        MANDATE

1.01        Purpose

(1)  The Gazette Publishing Committee shall provide regular reports to the Board of Directors regarding the use of Gazette resources, and make recommendations regarding policy, strategy, and business matters to the Board as necessary;

  1. The Publishing Committee shall not be involved in the day-to-day management and editorial decisions of the publication, as that is the responsibility of the Editor-in-Chief, Deputy Editor, and Managing Editor and the Editorial Board.

(2)  Adjudicate editorial complaints that have not been resolved by the Editor in Chief, as per the Editorial Content Complaints procedures within the Complaints Procedure.

(3)  Subject to final ratification by the Board of Directors, the Publishing Committee shall be responsible for the following:

  1. Enact a Long-Term Plan, in collaboration with all relevant Gazette stakeholders, to stand as a reference document for The Gazette when strategic decisions need to be made, and to support the identification of priorities during the annual budget process.
    1. The Publishing Committee shall ensure The Gazette maintains a Long-Term Plan and the Editor-in-Chief, supported by all relevant full-time USC management and staff, shall be responsible for coordinating its implementation.
    2. The Publishing Committee will collaborate closely with the USC Board of Directors to ensure that the Gazette Long-Term plan is aligned with available organizational resources.
  2. Recommend The Gazette advertising, composing and editorial annual budgets to the Managing Director Financial and Corporate Resources as part of the annual USC budget process;
  3. In collaboration with the Editor-in-Chief, amend Gazette policy, included but not limited to the Gazette Constitution, Editorial Policy, and Complaints Procedures;
  4. Develop a policy and process to ensure the Editor-in-Chief, Deputy Editor, and Managing Editor receive constructive feedback on their performance, and have access to training and development opportunities that set them up for success in their roles.

2.00        COMPOSITION

2.01        The Gazette Publishing Committee shall be composed of:

(1)  Four (4) Western undergraduate students-at-large, voting, for a term of Two (2) years:

(2)  Three (3) individuals who are not Western undergraduate students, voting, for a term of Three Years ;

(3)  Chairperson of the USC Board of Directors, ex-officio, non-voting;

  1. If the Chairperson is an Executive Officer, the Board shall appoint a voting director who is not an Executive Officer.

(4)  Editor-in-Chief, Gazette, ex-officio, non-voting;

(5)  Deputy Editor, ex-officio, non-voting;

(6)  Managing Editor, ex-officio, non-voting;

(7)  Manager, Gazette Composing and Advertising Officer, ex-officio, non-voting;

(8)  Managing Director, Government Services, ex-officio, non-voting;

(9)  Managing Director, Financial and Corporate Resources, ex-officio, non-voting;

(10)        General Manager, ex-officio, non-voting.

2.02        Current Gazette staff and current USC employees or volunteers are not eligible to serve as voting members of the Committee.

3.00        APPOINTMENT OF THE PUBLISHING COMMITTEE

3.01        Voting members shall be ratified by the Board of Directors upon the recommendation of a Nominating Committee. The Nominating Committee shall be responsible for recruiting members, establishing selection criteria, and conducting a hiring process.

3.02        Student-at-large voting members shall serve for a term of two (2) years and individuals who are not Western undergraduate students shall serve for a Term of three (3) years;

(1)  To establish continuity in membership, the inaugural Committee shall be composed of:

  1. For student-at-large members: two (2) members shall serve for one (1) year and two (2) members who shall serve for two (2) years;
  2. For individuals who are not Western undergraduate students: one (1) member serve for one (1) year, one (1) member serve for two (2) years, and one (1) member serve for three (3) years.

3.03        The Gazette Publishing Committee Nominating Committee shall be composed of:

(1)  Chairperson of the Board of Directors, or designate if the Chairperson is an Executive Officer;

(2)  One (1) additional Director who is not an Executive Officer, elected by the Board;

(3)  Gazette Editor-In-Chief;

(4)  One (1) additional Gazette staff member who is elected by the Editorial Board;

(5)  Representative of the USC Human Resources Department, who shall coordinate the committee.

3.04        The Publishing Committee shall strive to make decisions by consensus; if consensus cannot be achieved, decisions shall be made by majority vote as per Roberts Rules of Order.

4.00        CHAIRPERSON

(1)  The Nominating Committee shall recommend a Chairperson to the Board of Directors each year when it presents its recommended slate of new committee members.

  1. The Chair may be any voting member of the committee, though the Nominating Committee shall give preference to members who have served for more than one year on the committee.
  2. The Board of Directors shall ratify the Chair of the Publishing Committee.

5.00        COMMITTEE OPERATIONS

5.01        The Chair, in collaboration with the Editor-in-Chief and the Managing Director, Government Services shall prepare an agenda and supporting documentation;

(1)  Agendas and supporting materials shall be distributed to Committee members no later than three business days before the meeting;

5.02        The Chair shall appoint a date for regular meetings at an hour to be named, and for such meetings no subsequent notice need be sent.

(1)  The Committee shall meet at least once per quarter, but may meet more frequently if justified by the workload;

5.03        The Committee may meet outside of regularly established meetings at the call of the Chair;

(1)  Voting and non-voting members are entitled to receive notice of special meetings.

5.04        The Chair shall report on Committee business to the Board of Directors

Complaints Procedure

Preamble

Recalling The Gazette’s commitment to responsible, accurate, timely, honest and objective reporting, The Gazette is accountable for dealing with mistakes, concerns and complaints, with the goal of upholding our integrity and observing our mandate.

1.00   PROCEDURES

1.01 Internal Complaints:

  1. Any concerns brought forward by an Editorial Board member, staff member or volunteer (collectively referred to as “Member”) will be dealt with by the Editor-in-Chief in consultation with the Human Resources Manager and in accordance with internal corporate policies and procedures.

1.02 Editorial Content Complaints:

  1. Any reader concerned with the editorial content in the newspaper is encouraged to write a Letter to the Editor.
  2. The Editor-in-Chief is the individual responsible for all editorial content in the newspaper. Readers who have concerns or complaints about editorial content are required to speak to the Editor-in-Chief about their concerns or complaints prior to taking any further steps.
  3. Where the Editor-in-Chief considers resolving the matter by addressing personnel, including volunteers, the Editor-in-Chief must bring the proposed resolution to the attention of the USC’s Human Resources Manager.
  4. Where the reader is unsatisfied with discussions had with the Editor-in-Chief, the reader may submit a written complaint to the Chairperson of the Advisory Board. Any complaint submitted must include the complainant’s name and contact information.The Chair of the Advisory Board is Scott Colby. Students who wish to submit a formal complaint can email a copy to advisory.board@westerngazette.ca or mail a hard copy to Scott Colby care of The Gazette, University Community Centre, Rm. 263, The University of Western Ontario, London, Ontario, Canada N6A3K7.
  5. Advisory Board: Where a complaint is received by the Chairperson of the Advisory Board, the Chairperson shall ensure that the complainant has already tried to resolve his or her concern with the Editor-in-Chief prior to considering the complaint.
  6. The Chairperson will deliver written acknowledgement of receipt of the complaint to the complainant within two weeks of receiving the complaint.
  7. The Chairperson will review the complaint’s validity in light of The Gazette’s Editorial Policy and Code of Ethics and determine whether the complaint will be brought before the Advisory Board.
  8. Complaints that are deemed frivolous or vexatious will not be considered. Complaints concerning content previous to Volume 101 will not be considered; only complaints initiated after the implementation of this Procedure will be reviewed.  The decision of the Chairperson regarding frivolous or vexatious complaints is final.
  9. If a complaint is deemed vexatious or frivolous, the complainant will receive a letter from the Chairperson indicating the Chairperson’s decision and that the processing of the complaint is discontinued.
  10. Complaints are reviewed by the Advisory Board in light of The Gazette’s Editorial Policy and Code of Ethics. The Advisory Board will make written recommendations to the Editor-in-Chief with respect to resolving the complaint. Where the complaint pertains to the Editor-in-Chief, the Advisory Board will submit its recommendations to the President of the USC.
  11. A written response will also be delivered by registered mail to the complainant within two weeks after the Advisory Board has made its decision.  The Board’s written response will include:
    1. any actions to be taken by The Gazette,
    2. any sanctions recommended against The Gazetteor members of its Editorial Board, staff or volunteersand,
    3. the complainant’s right to make further written complaint to the USC Board of Directors, if complainant is still unsatisfied.
  12. In the event the Board considers making a recommendation that impacts employment or volunteering, the USC’s Human Resources Manager must be brought into the discussion.
  13. USC Board of Directors: If the complainant is unsatisfied with the response of the Advisory Board, the complainant may submit a further written complaint to the USC Board of Directors within two weeks of the written response being mailed to the complainant. The written complaint must include:
    1. a copy of the original complaint;
    2. a copy of the Advisory Board’s response; and,
    3. an outline of the complainant’s ongoing concern.

    This may be sent to Attn: President, The University Students’ Council, Room 340, University Community Centre, The University of Western Ontario, London, ON N6A 3K7.

  14. Within one month of the written complaint being received by the President, the President will bring the complaint to the Board of Directors for consideration. The Board of Directors will make written recommendations to the Editor-in-Chief with respect to resolving the complaint. Where the complaint pertains to the Editor-in-Chief, the Board of Directors will deal with the matter itself.
  15. The Board of Directors will also deliver a written response to the complainant and to the Advisory Board within fourteen days of the Board of Directors’ meeting. The written response will outline:
    1. any action to be taken by the USC;
    2. any sanctions recommended against The Gazette or members of its Editorial Board, staff or volunteersand,
    3. any action to be taken by The Gazette.
  16. In the event that the Board of Directors makes recommendations or decisions that affect employment or volunteering, the Human Resources Manager must be brought into the discussion.
  17. Sanctions: The following is a non-exhaustive list of sanctions that may be imposed:
    1. a formal apology to be issued by The Gazette, and,
    2. suspension of publication or special issues.