5,328 total views

SCAN is one of the subcommittees within the Lancaster University Students’ Union. Its operation and governance are provided under this constitution.

SCAN BYE LAW

Correct as of 28th April 2022

1. STATUS
  1. Student Comment and News is a student group affiliated with Lancaster University Students’ Union and shall be known and referred to as SCAN.
2. OBJECTIVES
  1. SCAN shall exist to provide a campus-wide newspaper for the purpose of informing and entertaining the University population. 
  2. It shall also provide training and experience to students of the University who are interested in Journalism.
3. MEMBERSHIP
  1. The membership of SCAN is open to any member of Lancaster University Students’ Union. 
    • Full membership shall be defined as having paid the yearly membership fee for SCAN via Union Cloud.
    • -Only full members of SCAN may hold a position on the Editorial Committee.
  2. Any member of Lancaster University Students’ Union may submit articles for publication, without becoming a member of SCAN. However, non-members can only submit three articles before membership is required.
  3. Lancaster University Students’ Union Full Time Officers are exempt from this rule. 
  1. Membership of SCAN does not automatically imply an entitlement to publication and will be subject to the decision of the Editorial Committee. 
  2. No member shall defame the name or reputation of SCAN or engage in any activity that may cause harm to the name or reputation of the paper. 
  3. No member shall use the name or facilities of SCAN for financial gain. 
  4. No member may use the name or facilities of SCAN to further any political interests. 
  5. All members of SCAN are volunteers, with no financial reward for their contributions. 
  6. The SCAN Editor in Chief shall keep an accurate list of members.
  7. The SCAN Editor in Chief shall ensure that membership of the Editorial Committee is inclusive and representative of the Lancaster University student population based on the details reported in the Lancaster University Access and participation plan 2020-21. This will include individuals who are LGBTQ+, disabled, mature, international or ethnic minority students. The current document reports that these groups make up approximately 60% of the student population and the Editor in Chief should attempt to reflect this in the Editorial Committee. 
  8. When necessary, members of SCAN can request access requirements to resources or events relating to SCAN .e.g. SPA National Conference, Article Style Sheets…
4. GOVERNANCE OF SCAN 
  1. SCAN is part of Lancaster University Students’ Union and is governed by the Lancaster University Students’ Union Articles of Association. 
  2. The sovereign ruling body of SCAN is a general meeting, notwithstanding the ultimate control of Lancaster University Students’ Union Trustee Board. 
  3. The financial affairs of the paper shall comply with Lancaster University Students’ Union’s Financial Regulations
  4. The Vice President Societies and Media’s decision on matters of content is final. 
  5. The day-to-day running of SCAN is the responsibility of the SCAN Editor in Chief who will remain in full consultation with the Editorial Committee and the Vice President Societies and Media. 
5. GENERAL MEETINGS
  1. At least one general meeting shall be held each academic year, or at the Editor in Chief’s discretion, with notice of the meeting being given at least seven days before it takes place. 
  2. Additional general meetings may be called by the SCAN Editor in Chief or by a majority decision of the Editorial Committee or through a petition signed by at least fifteen members of SCAN. 
  3. The general meeting shall be chaired by the SCAN Editor in Chief or the Associate Editor if the SCAN Editor in Chief is absent. 
    • If neither are present the meeting cannot take place and an alternative time will be decided. 
    • Only full members at the time a General Meeting is called may have the right to attend, speak and vote. 
    • General meetings shall allow members to: 
      • Form SCAN policy by way of a motion;
      • Discuss the editorial direction of SCAN;
      • Ask questions of the Editorial Committee. 
  4. General meetings shall have the power to: 
    • Make Bye Law amendments, subject to ratification by the Lancaster University Students’ Union Executive Committee. 
  5. All matters require a simple majority to pass, except Bye Law amendments, which requires a two-thirds majority in favour. 
  6. All members of the Editorial Committee are required to submit a short report on their section to the general meeting for the perusal of members. 
  7. Emergency general meetings may be called by the SCAN Editor in Chief or 50% of the Editorial Committee, or a petition signed by at least fifteen members of SCAN. Written notice of the meeting must be given two days before it takes place. 
    • The quorum for an emergency general meeting shall be a minimum of fifteen members, with at least five of those members not being on the Editorial Committee. 
6. EDITORIAL POSITIONS 
  1. There shall be fourteen permanent Editorial positions within SCAN: 
    • the SCAN Editor in Chief
    • the Associate Editor
    • the Arts Associate Editor
    • the Online Editor
    • Secretary
    • the News Editor(s)
    • the Comment Editor(s)
    • the Sport Editor(s)
    • the Arts and Culture Editor(s)
    • the Music Editor(s)
    • the Screen Editor(s)
    • the Lifestyle Editor(s)
    • the Creative Writing Editor(s)
    • Head(s) of Media and Publicity
  2. The incoming SCAN Editor in Chief may introduce new Editorial positions as they see fit but these positions won’t need to be committed to the Bye Laws until such a time as they have become an otherwise permanent positions – after the role has been reappointed by three consecutive SCAN Editor in Chiefs. 
  3. Each section should also have a Deputy Editor. These are to be appointed by each Section Editor before the end of the Michaelmas term of the current academic year. 
    • Deputy Editors have the responsibility of helping Section Editors run their section. 
    • They shall assist the Section Editor in any reasonable way, as requested by the Section Editor.
    • Deputy Editors are not required to sit on the Editorial Committee. 
    • They may sit on the Editorial Committee instead of their Section Editor if the Section Editor is going to be absent from the meeting, or at the Section Editor or Editor in Chief’s discretion. The Section Editor must inform the SCAN Editor in Chief that their Deputy Editor will be attending in their place and still send their apologies. 
7. RESPONSIBILITIES OF SECTION EDITORS

The Editorial Positions, as defined in Section 6 of this Bye-Law, shall assist the SCAN Editor in Chief with the publication of SCAN. 

SCAN Editor in Chief

One person may hold this post at any time, who must;

  1. Take full editorial responsibility for the production of SCAN, both in its newspaper and digital forms, ensuring publications are relevant, accurate and timely;
  2. Report primarily on issues that are of interest to Lancaster University’s students and, secondly, any other content at the SCAN Editor’s discretion;
  3. Proactively seek guidance on legally contentious reporting issues via the Vice President Societies and Media and take their advice on behalf of the Trustee Board;
  4. Liaise with relevant Lancaster University Students’ Union Marketing and Communications and Finance staff regarding production issues and charges (both paper and digital) to ensure;
    • A clear publication schedule and known print costs;
    • Agreement regarding advertising content (ordinarily no more than 1/3 of the paper);
    • An agreed procedure for the coverage/inclusive of the Lancaster University Students’ Union material/publicity;
  5. Be the budget holder for SCAN, ensuring that resources are effectively spent with consideration to medium term aims for SCAN.
  6. Recruit and train a team of student journalists to support the production of SCAN. 
  7. Ensure all contributors understand journalistic best practice: their role, rights and responsibilities. 
  8. Be responsible for delegating the task of organising socials for the members of SCAN to the SCAN Secretary.

Associate Editor(s);

One person may hold this post at any time, who;

  1. Shall assist the SCAN Editor in Chief in the production of the paper and in any reasonable way as requested by the SCAN Editor in Chief;
  2. Shall provide any support possible to the News Editor(s), Comment Editor(s), Sports Editor(s), Online Editor(s) and Head(s) of Publicity.
  3. Shall liaise closely with the News Editor(s), Comment Editor(s), Sports Editor(s), Head(s) of Publicity and the Online Editor to aid their development and work;
  4. Shall assist the SCAN Editor in Chief in an administrative capacity preparing agendas and taking minutes for Editorial Committee Meetings;
  5. Shall be jointly responsible with the SCAN Editor in Chief and Head(s) of Publicity for the marketing and promotion of SCAN to readers and writers. 
  6. Shall maintain an inventory of SCAN equipment. 

Arts Associate Editor;

One person may hold this post at any time, who;

  1. Shall assist the SCAN Editor in Chief in the production of SCAN, and in any reasonable way as requested by the SCAN Editor in Chief;
  2. Shall provide any support possible to the Arts Section Editor(s).

Online Editor;

One Person may hold this post at any time, who: 

  1. Shall be responsible for keeping the SCAN website up to date;
  2. Shall liaise with Lancaster University Students’ Union Communications and Marketing staff to ensure the proper operation and continual improvement of the SCAN website;
  3. Shall liaise with Lancaster University Students’ Union Communications and Marketing staff to ensure SCAN has a presence on relevant mobile devices and technologies;
  4. Shall ensure progress is made in developing other online media such as blogs, podcasts, videos and apps; 
  5. Shall liaise with Section Editors to ensure a range of exclusive material relevant to each section is available for online publication;

News Editor(s);

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for ensuring the reporting of news, on a campus, local and national basis, as is deemed appropriate by the SCAN Editor in Chief and Associate Editor, and subject to constraints in the Lancaster University Students’ Union Articles of Association; 
  2. Shall ensure that all news stories are accurate before submission of these items for publication;
  3. Shall arrange any interviews possible which are relevant to the section; 
  4. Shall liaise with the Online Editor to ensure a range of relevant content for the section is available to publish online.

Comment Editor(s);

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for coordinating the creation of interesting comment and opinion for submission to the paper; 
  2. Shall ensure any interviews possible which are relevant to the section; 
  3. Shall liaise with the Online Editor to ensure a range of relevant content for section is available to publish online. 

Sports Editor(s);

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for organising the coverage of all university sporting issues/events;
  2. Shall organise the coverage of local or national sporting issues/events;
  3. Shall liaise with both the Sports and Societies team for any necessary information/details;
  4. Shall arrange any interviews possible which are relevant to the section; 
  5. Shall liaise with the Online Editor to ensure a range of relevant content for the section is available to publish online. 

Arts & Culture Editor(s); 

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for liaising with external bodies both locally and nationally to ensure there is a wide range of cultural material for publication in each issue;
  2. Shall arrange for the coverage of the materials received/attended; 
  3. Shall arrange any interviews possible which are relevant to the section; 
  4. Shall liaise with the Online Editor to ensure a range of relevant content for section is available to publish online.

Music Editor(s);

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for liaising with external bodies both locally and nationally to ensure there is a wide range of musical material for publication in each issue;
  2. Shall arrange for the coverage of the materials received/attended; 
  3. Shall arrange any interviews possible which are relevant to the section; 
  4. Shall liaise with the Online Editor to ensure a range of relevant content for section is available to publish online.

Screen Editor(s);

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for liaising with external bodies both locally and nationally to ensure there is a wide range of film, TV and games related material for publication in each issue;
  2. Shall arrange for the coverage of the materials received/attended; 
  3. Shall arrange any interviews possible which are relevant to the section; 
  4. Shall liaise with the Online Editor to ensure a range of relevant content for section is available to publish online.

Lifestyle Editor;

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for ensuring the production of interesting Lifestyle features for submission to the paper; 
  2. Should be aware of current and future Lifestyle trends relevant to students;
  3. Shall arrange any interviews which are relevant to the section 
  4. Shall liaise with the Online Editor to ensure a range of relevant content for the section is available to publish online. 

Creative Writing Editor(s);

Up to two people may hold this post at any time, who:

  1. Shall be responsible for ensuring the publication of creative writing competition results and creative writing features for submission to the paper; 
  2. Shall liaise with the SCAN Illustrators to ensure a visually appealing Creative Writing section of the paper; 
  3. Shall arrange any interviews and features possible which are relevant to the section;
  4. Shall liaise with the Online Editor to ensure range of relevant content for section is available to publish online; 

Head(s) of Media and Publicity;

Up to two people may hold this post at any time, who: 

  1. Shall be responsible for any social media marketing required for SCAN, including the sharing of articles via the SCAN Instagram and Twitter accounts;
  2. Shall be responsible for the promotion of SCAN on campus and ensure that all papers are displayed in appropriate areas of the University;
  3. Shall liaise with the Online Editor to ensure the promotion of articles on the social media sites is timetabled correctly;
  4. Shall liaise with Lancaster University Students’ Union Communications and Marketing staff to work with external or internal providers to create income through sponsorship deals and advertisement within the paper and online.

Section Editors General Responsibilities 
All Section Editors shall be responsible for:

  1. Assisting the SCAN Editor in Chief in ensuring impartiality and freedom from bias are present in SCAN;
  2. The organisation of regular section meetings for contributors to their section, to be held at the Section Editors’ discretion; 
  3. Ensuring that articles are proofread and edited to a standard suitable for publication before submission to the SCAN Editor in Chief; 
  4. Ensuring that all articles/images uploaded to The Dash and Flickr by the content deadline;
  5. Ensuring that all articles are accurate;
  6. Ensuring that writers are made aware of events which are happening which are relevant to them;
  7. The promotion of their section by whatever means appropriate. 
8. THE EDITORIAL COMMITTEE
  1. The Editorial Committee consists of the post holders of all Editorial positions within the paper. 
  2. Quorum of the Committee shall be the attendance of post holders of at least two-thirds of the filled positions. 
  3. The meetings shall be chaired by the SCAN Editor in Chief, or in their absence the Associate Editor. In the absence of both the SCAN Editor in Chief and Associate Editor no meeting can go ahead. 
  4. The meetings shall be minuted by the Associate Editor, or in the absence of the Associate Editor, the Arts Associate Editor.
  5. The time and venue of meetings shall be communicated by the SCAN Editor in Chief to all Section Editors at least three days before the meeting. 
  6. An Editorial Committee meeting may be called by the SCAN Editor in Chief, or by 50% of the members of the Editorial Committee. 
  7. The agendas for such meetings shall be circulated to all Section Editors by email no later than 5pm the day before the meeting. Any agenda items must be with the SCAN Editor in Chief or Associate Editor at least 24 hours before the meeting. 
  8. The minutes of Editorial Committee Meetings shall be circulated to members by the Associate Editor within three days of the meeting, and copies of such will be held electronically for reference. 
  9. Any member who is going to be absent from any Editorial Committee Meeting should inform the SCAN Editor in Chief or Associate Editor no later than midday on the day of the meeting.
9. ELECTION OF SCAN EDITOR
  1. The running of the election for SCAN Editor in Chief is the responsibility of the outgoing SCAN Editor in Chief, who shall act as Chief Returning Officer (CRO), in placement of a member of the Democracy Committee. Should the SCAN Editor in Chief be a candidate in the election, another officer may be appointed Acting CRO by the Editorial Committee for the duration of that election. 
  2. The CRO may appoint a Deputy Returning Officer (DRO) to assist in their duties. The DRO must be a member of the SCAN Editorial Committee.
  3. The election shall be held at a General Meeting towards the end of Lent term, or during Summer term.
  4. The SCAN Editor in Chief elect will not take up their position until the end of the Summer term. The post will run from the end of the Summer Term for the duration of one year. 
  5. The process for nominations shall be decided by the outgoing SCAN Editor in Chief and communicated to the membership of SCAN at least one week before the election. 
  6. For the election, Alternative Transferable Vote (ATV) shall be used. 
  7. Re-Open nominations shall be a candidate in the election. 
  8. The election will be preceded by speeches from the candidates. These speeches shall not exceed five minutes. This is followed by questions to the candidates directed through the CRO, who shall act as Chair. 
  9. Candidates unable to attend must send written confirmation of their intention to stand and this must be read out by the CRO after the speeches from other candidates. If no confirmation is received, exclusion from the election will result. 
  10. Voting shall be by secret ballot. 
  11. All ballot papers must be retained for at least 21 days from the date of the election. 
  12. Any complaints regarding elections should at first be taken to the CRO. Their decision can be appealed to the Democracy Committee whose decision is final, subject to the complaints procedure set out in the Union Articles of Association. 
  13. The CRO and Deputy CRO:
    • Must be current members of the Union;
    • May not be candidates in the election;
    • May not nominate or second any of the candidates;
    • Are responsible for the fair running of the election;
    • Are responsible for production of the nomination sheets;
    • Are responsible for the production, duplication and distribution of ballot papers to voters;
10. APPOINTMENT OF SECTION EDITORS
  1. Section Editors shall be appointed by the incoming SCAN Editor in Chief in close consultation with the current or outgoing Section Editors. Where appropriate, the outgoing SCAN Editor in Chief and Associate Editor shall also be consulted. 
  2. The SCAN Editor-elect will strive to ensure that the process of appointing new Section Editors is fair, open and transparent. 
  3. The SCAN Editor-elect has the final say over the appointment of Section Editors and all appointments are made at their discretion. All decisions, however, shall be discussed with relevant members of both the incoming and outgoing Editorial Committee, where necessary.
  4. Section Editors wishing to remain in their post for another academic year require re-appointment by the incoming SCAN Editor in Chief. 
11. LEAVING A POST
  1. Resignations must be made in writing to the SCAN Editor in Chief. Two weeks notice must be given, so that applications can reopen. If the outgoing section editor is unavailable for their notice period, the SCAN Editor in Chief shall carry out the appointment process without the close consultation usually required. 
  2. Should the SCAN Editor in Chief choose to resign, they must make their resignation in writing to the Lancaster University Students’ Union President and Vice President Societies and Media, and make reasonable effort to circulate it to the Editorial Committee. At least two weeks notice must be given. 
    • The Associate Editor will take temporary responsibility for the role, with support from the Vice President Societies and Media as required. A General Meeting must be held at the earliest opportunity to elect a new SCAN Editor in Chief. 
  3. If any member of the Editorial Committee feels that another member is not fulfilling their duties correctly they may propose a vote of no confidence in the position holder; the Vice President Societies and Media is exempt. This must be passed by a majority vote by the Editorial Committee. If this passes, the post holder will be asked to leave and a new post holder will be appointed. 
    • The SCAN Editor in Chief is not exempt from this. In the event of a vote of no confidence in the SCAN Editor in Chief, the Associate Editor will take temporary responsibility of the role with support from the Vice President Societies and Media. 
  4. If the SCAN Editor in Chief feels a member of the Editorial Committee is not fulfilling their duties correctly they may unilaterally remove them from office. The Editorial Committee shall be consulted throughout this process and shall be informed of any subsequent decisions made by the SCAN Editor in Chief. 
  5. There shall be a right of appeal in writing to the Lancaster University Students’ Union Vice President Societies and Media should a member of the Editorial Committee feel there has been unfair treatment. 
12. TRAINING AND DEVELOPMENT
  1. The Vice President Societies and Media and the SCAN Editor in Chief shall be responsible for providing Section Editors with any relevant training to their positions. 
  2. Section Editors shall provide training and support to writers in their section with the assistance provided by the SCAN Editor in Chief if necessary. 
  3. All Section Editors will be given sufficient legal training before providing content for the physical or online publication.
  4. The incoming SCAN Editor in Chief shall be trained by the outgoing SCAN Editor in Chief to this end, they shall work closely on the production of the Summer Term issues with the outgoing SCAN Editor in Chief. 
  5. All outgoing Section Editors should provide appropriate training to ensure that the incoming Section Editors develop the knowledge and skills necessary to perform their new role. 
  6. The SCAN Editor in Chief shall compile a dossier of relevant information for training purposes to be handed onto their successor.
13. SUBMISSIONS 
  1. Any member of Lancaster University Students’ Union or a person with close affiliation to Lancaster University may submit content for publication. 
  2. How to submit content shall be advertised widely by the SCAN Editor in Chief and the Editorial Committee with promotional material appearing in the physical and online publications.
  3. The final decision over publication of content lies solely with the SCAN Editor in Chief with input from a legal/financial nature available via Lancaster University Students’ Union.