Constitution

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

Bye-law D16 SCAN – Approved 8.10.09 Union Council

  • 1. Membership
  • 1.1. The membership of SCAN is open to any member of the Lancaster University Students’ Union, and falls into two categories, full and associate, as set out by the Union constitution, section 3.
  • 1.2. Membership of SCAN shall be free.
  • 1.3. Any individual may submit articles for publication in the paper, without becoming a member of the paper.
  • 1.4. Membership of SCAN does not automatically imply an entitlement to publication.
  • 1.5. No member shall defame the name or reputation of SCAN or engage in any activity which may cause harm to the name or reputation of the paper.
  • 1.6. No member shall use the name or facilities of SCAN for financial gain.
  • 1.7. No member may use the name or facilities of SCAN to further any political interests.
  • 1.8. All members of SCAN are volunteers, with no financial reward for their contributions, with the exception of the Vice President Media and Communications/SCAN Editor, who is an elected Students’ Union sabbatical officer.
  • 1.9. The Vice President Media and Communications/SCAN Editor shall keep an accurate list of members.
  • 2. Government of SCAN
  • 2.1. SCAN is part of the Lancaster University Students’ Union and is governed by the Union constitution.
  • 2.2. The Vice President Media and Communications/SCAN Editor is also bound by the Union constitution, though journalistic independence shall be maintained by the upholding of 2.5 of this bye law.
  • 2.3. The sovereign ruling body of SCAN is a general meeting, not withstanding the ultimate control of Union Council.
  • 2.4. The financial affairs of the paper shall comply with the Union’s financial regulations.
  • 2.5. The Vice President Media and Communications/SCAN Editor’s decision on matters of content is final.
  • 2.6. The day-to-day running of SCAN is the responsibility of the Vice President Media and Communications/SCAN Editor, in full consultation with the Editorial Committee.
  • 3. The Editorial Committee
  • 3.1. The Editorial Committee consists of the post holders of 11 positions within the paper:
    • 3.1.1. the Vice President Media and Communications/SCAN Editor
    • 3.1.2. the Assistant Editor(s)
    • 3.1.3. the News Editors(s)
    • 3.1.4. the Comment Editor(s)
    • 3.1.5. the Features Editor(s)
    • 3.1.6. the Lifestyle Editors(s)
    • 3.1.7. the Culture Editors(s)
    • 3.1.8. the Sports Editors(s)
    • 3.1.9. the Web Editors(s)
    • 3.1.10. the Head(s) of Production
    • 3.1.11. the Head(s) of Photography
  • 3.2. Quorum of the committee shall be the attendance of post holder(s) of at least two-thirds who sit on the committee. Failure to meet quorum will mean that the meeting shall have no constitutional authority.
  • 3.3. The Editorial Committee shall meet at least once each month during term time. The time and venue of this meeting shall be communicated by the Vice President Media and Communications/SCAN Editor to all section editors/heads by email at least three full days before the meeting.
  • 3.4. An Editorial Committee Meeting may be called by the Vice President Media and Communications/SCAN Editor, or by half of the members of the Editorial Committee.
  • 3.5. The agendas for such meetings shall be circulated to all section editors/heads by email no later than 5pm the day before the meeting. Any agenda items must be with the Vice President Media and Communications/SCAN Editor or Head(s) of Productions by no later than 5pm two days before the meeting.
  • 3.6. The minutes of Editorial Committee Meetings shall be circulated to members by the Head(s) of Production within a week of the meeting, and copies of such will be held in the Media and Communications/SCAN office and electronically for reference.
  • 3.7. Any member who is going to be absent from an Editorial Committee Meeting should inform the Vice President Media and Communications/SCAN Editor or Head(s) of Production no later than midday on the day of the meeting, and ensure that s/he is informed of any decisions made.
  • 3.8. The meetings shall be chaired by the Vice President Media and Communications/SCAN Editor, or in their absence the Assistant Editor, and shall be minuted by the Head(s) of Production. In the absence of both the Vice President Media and Communications/SCAN Editor and Assistant Editor no meeting can go ahead.
  • 4. Responsibilities of section editors/heads.
  • 4.1. There shall be a team of section editors/heads who shall assist the Vice President Media and Communications/SCAN Editor with publication of SCAN.
  • 4.2. Assistant Editor(s): Up to two people may hold this post at any time, who:
    • 4.2.1. shall assist the Vice President Media and Communications/SCAN Editor in any reasonable way, as requested by the Vice President Media and Communications/SCAN Editor;
    • 4.2.2. shall provide any support possible to other section editors/heads;
    • 4.2.3. shall liaise closely with the News Editor(s), the Web Editor(s) and Head(s) of Production and aid their development and work;
    • 4.2.4. is jointly responsible with the Vice President Media and Communications/SCAN Editor for the organisation of socials for the members of SCAN and shall liaise with other Lancaster University Students’ Union student media groups to arrange joint socials;
    • 4.2.5. shall sit on the Student Media Board and ensure good levels of co- operation on a variety of projects with the Vice President Media and Communications/SCAN Editor and other members of the Student Media Board;
    • 4.2.6. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.3. News Editor(s): Up to two people may hold this post at any time, who:
    • 4.3.1. shall be responsible for ensuring the reporting of news, on a campus, local and national basis, as is deemed appropriate by the Vice President Media and Communications/SCAN Editor, and subjects to constraints set down in the Union Constitution;
    • 4.3.2. will have a reporter attend each Union Council meeting, who shall be prepared to provide an accurate report of any proceedings deemed necessary and appropriate by the Vice President Media and Communications/SCAN Editor;
    • 4.3.3. shall ensure that all news stories are accurate before submission of these items for publication;
    • 4.3.4. shall arrange any interviews and features possible which are relevant to the section;
    • 4.3.5 shall liaise with the Head(s) of Photography to ensure appropriate images are available to accompany news stories;
    • 4.3.6. shall liaise with the Web Editor(s) to ensure range of relevant content for section is available to publish online;
    • 4.3.7. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.4. Comment Editor(s): Up to two people may hold this post at any time, who:
    • 4.4.1. shall be responsible for coordinating the creation of interesting comment, opinion and editorial for submission to the paper;
    • 4.4.2. shall liaise with Head(s) of Photography and cartoonists to ensure appropriate images appear in the comment section;
    • 4.4.3. shall ensure any interviews and features possible which are relevant to the section;
    • 4.4.4. shall liaise with the Web Editor(s) to ensure range of relevant content for section is available to publish online;
    • 4.4.5. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.5. Features Editors(s): Up to two people may hold this post at any time, who:
    • 4.5.1. shall be responsible for ensuring the creation of interesting features for submission to the paper;
    • 4.5.2. shall ensure there is a balance of light-hearted and serious features in each issue;
    • 4.5.3. shall liaise with Head(s) of Photography and cartoonists to ensure a visually appealing features section of the paper;
    • 4.5.4. shall arrange any interviews and features possible which are relevant to the section;
    • 4.5.5. shall liaise with the Web Editor(s) to ensure range of relevant content for section is available to publish online;
    • 4.5.6. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in the publication.
  • 4.6. Lifestyle Editor(s): Up to two people may hold this post at any time, who;
    • 4.6.1.shall be responsible for ensuring the creation of interesting lifestyle features for submission to the paper;
    • 4.6.2. shall ensure there is a balance of light-hearted and serious lifestyle features in each issue;
    • 4.6.3. shall liaise with Head(s) of Photography and cartoonists to ensure a visually appealing lifestyle section of the paper;
    • 4.6.4. shall arrange any interviews and features possible which are relevant to the section;
    • 4.6.5. shall liaise with the Web Editor(s) to ensure range of relevant content for section is available to publish online;
    • 4.6.6. shall ensure relevance of section to students by identifying current student social interests and activities.
    • 4.6.7. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.7. Culture Editor(s): Up to two people may hold this post at any time, who;
    • 4.7.1. shall be responsible for liaising with external bodies both locally and nationally to ensure there is wide range of cultural material for publication in each issue;
    • 4.7.2. shall arrange for the coverage of the materials received/attended;
    • 4.7.3. shall arrange any interviews and features possible which are relevant to the section;
    • 4.7.4. shall liaise with Head(s) of Photography and cartoonists to ensure appropriate images appear in the culture section;
    • 4.7.5. shall liaise with the Web Editor(s) to ensure range of relevant content for section is available to publish online;
    • 4.7.6. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.8. Sports Editor(s): Up to two people may hold this post at any time, who:
    • 4.8.1. shall be responsible for organising the coverage of all university sporting issues/events;
    • 4.8.2. shall organise the coverage of any relevant local or national sporting issues/events;
    • 4.8.3. shall liaise with Athletic Union staff/officers for any necessary information/details;
    • 4.8.4. shall arrange any interviews and features possible which are relevant to the section;
    • 4.8.5. shall liaise with Head(s) of Photography to ensure appropriate images are available to accompany sports stories;
    • 4.8.6. shall liaise with the Web Editor(s) to ensure range of relevant content for section is available to publish online;
    • 4.8.7. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.9. Web Editor(s): Up to three people may hold this post at any time, who shall be responsible for the regular update of the SCAN website:
    • 4.9.1. shall be responsible for editing and formatting of images and copy appropriate for publication on the internet;
    • 4.9.2. shall liaise with LUSU Communications and Marketing staff to ensure the proper operation and continual improvement of the SCAN website;
    • 4.9.3. shall ensure progress is made in developing other online media such as blogs, podcasts and videos;
    • 4.9.4. shall liaise with section editors/heads to ensure range of exclusive material relevant to each section is available for publication on the internet;
    • 4.9.5. shall arrange any interviews and features possible which are relevant to the section;
    • 4.9.6. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in the publication.
  • 4.10. Head(s) of Production: Up to two people may hold this post at any time, who;
    • 4.10.1. shall assist the Vice President Media and Communications/SCAN Editor in the laying up of the paper;
    • 4.10.2. shall be responsible for recruiting a larger team to work on layout and design of paper;
    • 4.10.3. shall assist the Vice President Media and Communications/SCAN Editor in an administrative capacity preparing agendas and taking minutes for Editorial Committee Meetings;
    • 4.10.4. shall liaise with section editors to ensure content is ready for publication deadlines;
    • 4.10.5. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.11. Head(s) of Photography: Up to two people may hold this post at any time, who:
    • 4.11.1. shall be responsible that appropriate images are available for use by Vice President Media and Communications/SCAN Editor and relevant section editors;
    • 4.11.2. shall ensure that photographers are able to cover all events requested by section editors;
    • 4.11.3. shall ensure that all images are of a standard suitable for publication in the paper and online in format that is appropriate;
    • 4.11.4. shall liaise with section editors to ensure images are available and relevant to the copy presented for publication;
    • 4.11.5. shall assist the Vice President Media and Communications/SCAN Editor in ensuring impartiality and freedom from bias are present in SCAN.
  • 4.12. All section editors/heads shall be responsible for:
    • 4.12.1. the organisation of regular section meetings for contributors to their section, to be held at least once a week during university undergraduate term time;
    • 4.12.2. ensuring that all articles are proofread and copy edited to a standard suitable for publication before submission to the Vice President Media and Communications/SCAN Editor;
    • 4.12.3. ensuring that all articles/images are with the Vice President Media and Communications/SCAN Editor by the content deadline.
    • 4.12.4. ensuring that all articles are accurate, and abide by the LUSU equal opportunities policy;
    • 4.12.5. ensuring that writers are made aware of events which are happening which are relevant to them;
    • 4.12.6. the promotion of their section by whatever means appropriate;
  • 5. Appointment of section editors/heads
  • 5.1. Section editors shall be appointed by the Vice President Media and Communications/SCAN Editor, in close consultation with the relevant, current or outgoing section editors. If an incoming Vice President Media and Communications/SCAN Editor has been elected before taking up office when a vacancy arises, the Vice President Media and Communications/SCAN Editor-elect shall also be consulted.
  • 5.2. The Vice President Media and Communications/SCAN Editor has the final say over the appointment of section editors/heads and all appointments are made at their discretion. All such decisions, however, shall be discussed with the Assistant Editor.
  • 5.3. Section Editors wishing to remain in their post into another academic year must be formally re-appointed by the Vice President Media and Communications/SCAN Editor.
  • 6. Leaving a Post
  • 6.1. Any resignation by a member of the Editorial Committee must be made in writing to the Vice President Media and Communications/SCAN Editor. Two weeks notice must be given, so that the appointment process can be carried out as noted in Section 5 of this Byelaw. If the outgoing section editor is unavailable for their notice period, the Vice President Media and Communications/SCAN Editor shall carry out the appointment process without the close consultation specified in Section 5.1 of this Byelaw.
  • 6.2. If any member of the Editorial Committee feels that another member is not fulfilling their duties correctly, as set down by this Byelaw, they may propose a vote of no confidence in the position holder; the Vice President Media and Communications/SCAN Editor however is exempt. This vote 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 as set out in Section 5 of this Byelaw.
  • 6.3. If the Vice President Media and Communications/SCAN Editor feels a member of the Editorial Committee is not fulfilling their duties correctly, as set down by this Byelaw, s/he 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 Vice President Media and Communications/SCAN Editor. There shall be a right of appeal in writing to the Union President should a member of the Editorial Committee feel there has been unfair treatment.
  • 7. Training and Development
  • 7.1. The Vice President Media and Communications/SCAN Editor shall be responsible for providing the section editors/heads with any relevant training to their positions.
  • 7.2. Section editors shall provide any training and support that individual writers may require with assistance provided by the Vice President Media and Communications/SCAN Editor if necessary.
  • 7.3. All section editors/heads will be given sufficient legal training before publication in the paper or on the Internet.
  • 7.4. The Vice President Media and Communications/SCAN Editor shall ensure that opportunities are available for section editors/heads to further their training and development in coordination with external media bodies.
  • 7.5. The incoming Vice President Media and Communications/SCAN Editor shall be trained by the outgoing Vice President Media and Communications/SCAN Editor; to this end, s/he shall work closely on the production of the final issue of the outgoing Vice President Media and Communications/SCAN Editor’s term of office.
  • 7.6. The Vice President Media and Communications/SCAN Editor shall compile a dossier of relevant information for training purposes to be handed onto their successor.
  • 8. Submissions
  • 8.1. Any member of Lancaster University Students’ Union or a person with a close affiliation to Lancaster University may submit content for publication.
  • 8.2. How to submit content shall be advertised widely by the Vice President Media and Communications/SCAN Editor and the Editorial Committee with promotional material appearing in the paper and on the internet.
  • 8.3. The final decision over publication of content lies solely with the Vice President Media and Communications/SCAN Editor with input of a legal/financial nature available from the President and General Manager as lead Trustees of Lancaster University Students’ Union where necessary.