A bylaw relating generally to the conduct of the affairs of Canadian University Press/Presse Universitaire Canadienne (the “Corporation”)
BE IT ENACTED as a bylaw of the Corporation as follows:
A. In this bylaw and all other bylaws of the Corporation, unless the context otherwise requires:
1. “Act” means the Canada Not For Profit Corporations Act S.C. 2009, c.23 including the Regulations made pursuant to the Act, and any statute or regulations that may be substituted, as amended from time to time;
2. “articles” means the original or restated articles of incorporation or articles of amendment, amalgamation, continuance, reorganization, arrangement or revival of the Corporation;
3. “Board” means the Board of Directors of the Corporation and “director” means a member of the Board;
4. “bylaw” or “constitution” means this bylaw and any other bylaw of the Corporation as amended and which are, from time to time, in force and effect;
5. “the Corporation” means Canadian University Press/Presse Universitaire Canadienne, which may be abbreviated as CUP or PUC;
6. “meeting of members” or “plenary” includes an annual meeting of members or a special meeting of members; “special meeting of members” includes a meeting of any class or classes of members and a special meeting of all members entitled to vote at an annual meeting of members;
7. “member” means a member of the Corporation. Members may be campus publications within Canada including but not limited to newspapers, magazines or other periodicals, and/or online publications.
8. “National Office” means the National Executive
9. “National Plenary” means members convened for a the annual general meeting of the Corporation and is the supreme decision making body of the Corporation;
10. “ordinary resolution” means a resolution passed by a majority of not less than 50% plus 1 of the votes cast on that resolution;
11. “procedural motion” means motions that act upon the processes or procedures being followed in the meeting
12. “proposal” means a proposal submitted by a member of the Corporation that meets the requirements of section 163 (Shareholder Proposals) of the Act;
13. “region” refer to a subclassification of membership based on geography, language, and/or special interest;
14. “regional plenary” or “regional members meeting” means a meeting of members in one region;
15. “Regulations” means the regulations made under the Act, as amended, restated or in effect from time to time;
16. “simple majority” means not less than 50% plus 1;
17. “special resolution” means a resolution passed by a majority of not less than two thirds (2/3) of the votes cast on that resolution; and
18. “statutes” mean the Letters Patent or Supplementary Letters Patent of the Corporation.
A. In the interpretation of this bylaw, words in the singular include the plural and vice versa, words in one gender include all genders, and “person” includes an individual, body corporate, partnership, trust and unincorporated organization. “Shall” means an absolute obligation. “May” means a discretionary power, permission but not obligation. This power is to be exercised in the best interests of the Corporation and not in an arbitrary fashion. Other than as specified above, words and expressions defined in the Act have the same meanings when used in these bylaws.
III. Legal and Financial
A. The Corporation may have a corporate seal in the form approved from time to time by the Board. If a corporate seal is approved by the Board, the Secretary of the Corporation shall be the custodian of the corporate seal.
B. Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring execution by the Corporation may be signed by any two (2) of its officers. In addition, the Board may from time to time direct the manner in which and the person or persons by whom a particular document or type of document shall be executed. Any person authorized to sign any document may affix the corporate seal (if any) to the document. Any signing officer may certify a copy of any instrument, resolution, bylaw or other document of the Corporation to be a true copy thereof.
C. The financial year end of the Corporation shall be April 30 in each year.
D. The banking business of the Corporation shall be transacted at such bank, trust company or other firm or corporation carrying on a banking business in Canada or elsewhere as the Board of Directors may designate, appoint or authorize from time to time by resolution. The banking business or any part of it shall be transacted by an officer or officers of the Corporation and/or other persons as the Board of Directors may by resolution from time to time designate, direct or authorize.
E. The directors of the Corporation may, with a two thirds majority vote of the board of directors, borrow money on the credit of the corporation; issue, reissue, sell, pledge or hypothecate debt obligations of the corporation; give a guarantee on behalf and mortgage, hypothecate, pledge or otherwise create a security interest in all or any property of the corporation, owned or subsequently acquired, to secure any debt obligation of the corporation.
F. The Corporation shall send to the members a copy of the annual financial statements and other documents referred to in subsection 172(1) (Annual Financial Statements) of the Act or a copy of a publication of the Corporation reproducing the information contained in the documents. Instead of sending the documents, the Corporation may send a summary to each member along with a notice informing the member of the procedure for obtaining a copy of the documents themselves free of charge. The Corporation is not required to send the documents or a summary to a member who, in writing, declines to receive such documents.
A. Membership Conditions
1. Subject to the articles, there shall be one (1) class of members in the Corporation.
2. Each member shall be entitled to receive notice of, attend and vote at all meetings of the members of the Corporation
3. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendments to this section of the bylaws if those amendments affect membership rights and/or conditions described in paragraphs 197(1)(e), (h), (l) or (m).
B. Application and Eligibility for Membership
1. The Board of Directors shall establish rules and procedures for application and eligibility criteria for membership
C. Membership Transferability
1. A membership may only be transferred with the approval of the Board of Directors or its designate.
D. Membership Dues
1. Members shall be notified in writing of the membership dues at any time payable by them and, if any are not paid within one (1) calendar months of the invoice date, the members in default shall automatically cease to be members of the Corporation.
2. Members experiencing periods of financial difficulty may request in writing to the Board of Directors a review of membership dues or payment schedule. The Board of Directors shall establish rules and procedures for the submission and consideration of such requests.
3. The formula by which CUP determines membership fees may only be altered by a resolution of the National Plenary.
E. Termination of Membership
1. A membership in the Corporation is terminated when:
a) The member dies, or, in the case of a member that is a corporation, the corporation is dissolved;
b) A member fails to maintain any qualifications for membership described in the section on membership conditions of these bylaws;
c) The member resigns by delivering a written resignation to the President or National Executive in which case such resignation shall be effective 30 days upon receipt of notice;
d) The member is expelled in accordance with any Discipline of Members section or is otherwise terminated in accordance with the articles or bylaws;
e) The member’s term of membership expires; or
f) The Corporation is liquidated or dissolved under the Act.
2. Any member whose membership has been terminated must follow the normal application process for membership as defined in these ByLaws in order to apply for membership.
F. Effect of Termination of Membership
1. Subject to the articles, upon any termination of membership, the rights of the member, including any rights in the property of the Corporation, automatically cease to exist.
2. No membership dues shall be refunded in part or in whole as a result of termination of membership.
G. Discipline of Members
1. The Board shall have authority to suspend or expel any member from the Corporation for any one or more of the following grounds: violating any provision of the articles, bylaws, or written policies of the Corporation; carrying out any conduct which may be detrimental to the Corporation as determined by the Board in its sole discretion; for any other reason that the Board in its sole and absolute discretion considers to be reasonable, having regard to the purpose of the Corporation
2. In the event that the Board determines that a member should be expelled or suspended from membership in the Corporation, the President, or such other officer as may be designated by the Board, shall provide twenty (20) days notice of suspension or expulsion to the member and shall provide reasons for the proposed suspension or expulsion. The member may make written submissions to the President, or such other officer as may be designated by the Board, in response to the notice received within such twenty (20) day period. In the event that no written submissions are received by the President, the President, or such other officer as may be designated by the Board, may proceed to notify the member that the member is suspended or expelled from membership in the Corporation. If written submissions are received in accordance with this section, the Board will consider such submissions in arriving at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The Board’s decision shall be final and binding on the member, without any further right of appeal.
A. Regions of the Corporation
1. The regions of the corporation shall be:
a) Western region (WRCUP), including all members within British Columbia and Yukon Territory;
b) Prairies and Northern region (PNCUP), including all members within Alberta, Saskatchewan, Manitoba, Northwest Territories and Nunavut;
c) Ontario region (ORCUP), including all members within Ontario;
d) Quebec region (CUPbeq), including all members within Quebec;
e) Atlantic region (ARCUP), including all members within Nova Scotia, New Brunswick, Prince Edward Island and Newfoundland and Labrador
2. Regional Rights and Responsibilities
a) Regions of the corporation may:
(1) Administer such funds as may be granted to the region by CUP or collected from member papers by voluntary contributions.
(2) Undertake special projects for the benefit of the region.
(3) Be mandated by a members meeting, the execution of which shall be the responsibility of the regional staff working with the region’s members.
3. Regional Subsidies and Events
a) Every region shall be allocated a regional subsidy, for the purpose of holding conferences, speakers, or relevant events.
b) The subsidy will be a total of 2.45% of the annual budget of the Corporation.
c) Regional subsidies shall be allocated in the following ratio:
(1) Regions with one (1) Board representative — 1 share of the 2.45%
(2) Regions with two (2) Board representatives — 1.5 shares of the 2.45%
d) 50% of each regional subsidy will go towards the funding of events in the fall semester and 50% will go towards the funding of events in the spring semester.
e) Members may vote to allocate up to 100% of the subsidy towards any event by resolution at a regional members meeting
f) The Corporation shall act only as the subsidy granting body for any event and shall not be held responsible for any budget shortfall resulting from the event.
g) Any member who wishes to make use of regional subsidy funding must:
(1) Prepare a proposal outlining the event or project including a budget specifying how much money will be spent on the event or project, how much of the regional subsidy is being requested, and delegate fees (if applicable).
(2) Inform and invite all members of the region.
h) Proposals will be presented and voted on at a regional members meeting
i) If no proposal for subsidy allocation has been approved in a given region by July 31 (for the fall semester) or November 30 (for the spring semester), the following procedure will be followed:
(1) The regional Board representative or President will send out a call for proposals no later than August 1 (for the fall semester) or December 1 (for the spring semester) encouraging member papers to bid to host events and setting a deadline for applications of no later than September 1 (for the fall semester) or January 1 (for the spring semester).
(2) If only one proposal is received by the deadline, the Board may automatically approve the request, but must send notice to members in the region.
(3) If more than one proposal for funding is received by the given deadline and the total of requested funding of all proposals is more than the amount set aside for that semester, the proposals will be sent out to membership and members will vote on their preference at a regional members meeting
(4) Should no proposals be received by the deadline, the regional Board representative or President will send out another request for proposals with no deadline and proposals will be approved or denied by the Board on a firstcome firstserved basis for the remainder of the semester.
j) Only staff at member papers, regional directors, and the President are eligible to submit proposals to make use of regional subsidies.
VI. Members’ Meetings
A. Notice of Members Meeting
1. Notice of the time and place of a meeting of members shall be given to each member entitled to vote at the meeting by telephonic, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21 to 35 days before the day on which the meeting is to be held. If a member requests that the notice be given by nonelectronic means, the notice will be sent by mail, courier or personal delivery.
2. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the bylaws of the Corporation to change the manner of giving notice to members entitled to vote at a meeting of members.
B. Members Calling a Members’ Meeting
1. The Board of Directors shall call a special meeting of members in accordance with Section 167 of the Act, on written requisition of members carrying not less than 5% of the voting rights. If the directors do not call a meeting within twenty one (21) days of receiving the requisition, any member who signed the requisition may call the meeting.
C. Absentee Voting at Members’ Meetings
1. Voting by proxy shall be permitted, except on procedural motions. A member’s proxy may only be taken up by another member and no member may hold more than two proxies. Notice of proxy must be given to the Plenary Chair in writing at by the member giving over its vote. Either a form of proxy or a reminder of right to use a proxy shall be attached to the notice of meeting given to all voting members before the Plenary is convened.
2. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the bylaws of the Corporation to change this method of voting by members not in attendance at a meeting of members.
D. Place of Members’ meetings
1. Subject to compliance with section 159 (Place of Members’ Meetings) of the Act, meetings of the members may be held at any place within Canada determined by the Board or, if all of the members entitled to vote at such meeting so agree, outside Canada.
E. Persons Entitled to be Present at Members’ Meetings
1. The only persons entitled to be present at a meeting of members shall be those entitled to vote at the meeting, the directors, the National Office and the public accountant of the Corporation and such other persons who are entitled or required under any provision of the Act, articles or bylaws of the Corporation to be present at the meeting. Any other person may be admitted only on the invitation of the Chair of the meeting or by resolution of the members.
F. Chair of Members’ meetings
1. Members of the corporation may choose a nonvoting individual as Chair for members’ meetings by a two thirds approval of the membership. Failing the appointment and approval of a Chair the National Executive or their designate shall Chair the meeting.
G. Chair of Regional Members’ meetings
1. Regional directors will Chair regional members’ meetings for their respective region. Failing the presence of the regional director, the National Executive or their designate shall Chair regional members’ meetings.
H. Quorum at Members’ Meetings
1. A quorum at any meeting of the members (unless a greater number of members are required to be present by the Act) shall be a simple majority of the members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of members, the members present may proceed with the business of the meeting even if a quorum is not present throughout the meeting.
I. Votes to Govern at Members’ Meetings
1. At any meeting of members every question shall, unless otherwise provided by the articles or bylaws or by the Act, be determined by a simple majority of the votes cast on the questions.
J. Participation by Electronic Means at Members’ Meetings
1. If the Corporation chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the Act.
2. A person participating in a meeting by such means is deemed to be present at the meeting. Notwithstanding any other provision of this bylaw, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the Corporation has made available for that purpose.
K. Members’ Meeting Held Entirely by Electronic Means
1. Meetings of members may be held entirely by telephonic, an electronic or other communication facility provided communication between all participants can be facilitated in accordance with the Act.
L. Regional Members’ meetings
1. Regional meetings of the membership can be held from time to time to discuss regionally specific issues and allocate funds specified for regionally specific use by the Board of Directors.
2. Regional members’ meetings can take place if any of the following criteria are met:
a) A majority of members in any given region are present at regional conference or event approved by membership in that region as an official regional conference.
b) A regional meeting is called by the regional director or President for which members of the region have been given one week advance notice of the time and place and that quorum is met.
c) At any time in which all members are present and unanimously consent to the holding of a meeting.
3. Quorum for regional members’ meetings shall be a simple majority of the members of the region.
M. Cost of publishing proposals for Annual Members’ Meetings
1. The member who submitted the proposal shall pay the cost of including the proposal and any statement in the notice of meeting at which the proposal is to be presented unless otherwise provided by ordinary resolution of the members present at the meeting.
VII. Board Of Directors
1. The Board of Directors shall uphold the Corporation’s ByLaws, Standing Resolutions, and other policy as set by membership
2. The Board of Directors shall manage the property and business of the Corporation.
3. The Board of Directors shall oversee National Office, make interim and short term policies and ensure member input into the operations of the Corporation between members’ meetings.
4. The Board of Directors shall make budgetary revisions as necessary.
5. The Board of Directors must authorize all unbudgeted expenditures over $1,000. The Board may not authorize any single unbudgeted expenditure over $10,000.
6. Board decisions may be overturned by a simple majority decision at a members’ meeting.
7. Each Director and the Board as a whole shall abide by all of the Corporation’s motions of policy, and provincial and federal regulations and laws.
8. All meetings of the Board shall be conducted in accordance with Robert’s Rules of Order, except when unanimous consent of voting members has been given to do otherwise.
B. Eligibility to hold office as a Director
1. Individuals must meet the following qualifications in order to hold office as a director of the corporation.
a) May not hold other paid positions within the Corporation.
b) Must be eighteen years of age or older
c) Must be legally eligible to hold office as a director according to the Act.
C. Eligibility of representatives
1. Regional representatives: Be an active member of a CUP paper for the duration of the director’s first year on the board, the following year it is not required to be an active member of a CUP paper.
2. Industry representatives: Be involved in a notforprofit, media, or other relevant industry. 3. Continuity representative: Have been an officer of the corporation in the previous year as outlined in VII Officers B.
D. Composition of Directors
1. The Board shall be composed of the following:
a) One (1) president.
b) One (1) representative elected from each region by the membership of that region for any region consisting of 20 or less members.
c) Two (2) representatives elected from the region by the membership of that region for any region consisting of 21 or more members as recognized at National Plenary.
d) Three (3) representatives from the notforprofit, media and/or other relevant industry.
e) One (1) representative from the previous year’s president, National Executive, chair of the board, vice chair, treasurer, or human resources officer.
E. Board Elections
1. The President, Industry representatives, and the continuity representative shall be elected by ordinary resolution at the National Plenary.
2. If an election is unable to occur at the National Plenary,industry and continuity representatives shall be elected by ordinary resolution at a members’ meeting.
3. Regional directors shall be elected by ordinary resolution at a regional members meeting.
F. Duties of Board members
1. Board members shall have read the bylaws and policy manual of the Corporation before their term commences.
2. Each Board member is responsible for attending all Board meetings, as they are called by the Chair.
3. Duties of directors shall also include
a) Regular communication with members in their region.
b) Providing a written or verbal report at each Board meeting to inform the Board of any concerns or issues in the region.
4. Duties of the National Office shall also include
a) Providing a written report to each regularly scheduled Board meeting to be given to the Chair one (1) week before the meeting is convened.
G. Persons Entitled to Be Present
1. The only persons entitled to attend a meeting of the Board of Directors shall be the Directors, and the public accountant of the Corporation.
2. Other persons may be admitted only on the invitation of the Chair with the consent of the voting members of the Board.
H. Term of Office of Board Members
1. The term of office for the Continuity Representative shall be one year, from May 1 (or upon being appointed after May 1) until April 30.
2. The term of office for the regional and industry representatives shall be two years, from May 1 (or upon being appointed after May 1) until April 30 until two (2) years following.
3. Any vacancy filled within that period will serve until the next meeting of members.
I. Vacancy of Board Members
1. The office of a Board member shall be automatically vacated:
a) If the Board member shall resign the office by delivering a written resignation to the Chair or Vice Chair
b) If the Board member becomes ineligible to serve as a Board member in accordance with section 126 of the Act;
c) By ordinary resolution of the Members in accordance with section 130 of the Act; or
d) On death of the Board Member
2. To fill a vacancy of a Board member:
a) A vacancy on the board may be filled by appointment of the board of directors until the next members meeting, or regional members meeting for regional representatives.
J. Calling of Meetings of Board of Directors
1. Meetings of the Board may be called by the Chair of the Board, the vice chair of the Board or any two (2) directors at any time.
K. Notice of Meeting of Board of Directors
1. Notice of the time and place for the holding of a meeting of the Board shall be given in the manner provided in the section on giving notice of meeting of directors of this bylaw to every director of the Corporation not less than seven (7) days before the time when the meeting is to be held. Notice of a meeting shall not be necessary if all of the directors are present, and none objects to the holding of the meeting, or if those absent have waived notice of or have otherwise signified their consent to the holding of such meeting. Notice of an adjourned meeting is not required if the time and place of the adjourned meeting is announced at the original meeting. Unless the bylaw otherwise provides, no notice of meeting need specify the purpose or the business to be transacted at the meeting except that a notice of meeting of directors shall specify any matter referred to in subsection 138(2) (Limits on Authority) of the Act that is to be dealt with at the meeting.
L. Regular Meetings of the Board of Directors
1. The Board may appoint a day or days in any month or months for regular meetings of the Board at a place and hour to be named. A copy of any resolution of the Board fixing the place and time of such regular meetings of the Board shall be sent to each director forthwith after being passed, but no other notice shall be required for any such regular meeting except if subsection 136(3) (Notice of Meeting) of the Act requires the purpose thereof or the business to be transacted to be specified in the notice.
M. The Board shall meet at least four (4) times per fiscal year
N. Emergency Meetings of the Board of Directors
1. Emergency meetings of the Board may be called by the Chair for urgent matters as determined by the Chair. The Chair must give at least 48 hours notice to the Directors before an emergency meeting of the Board can begin.
O. Votes to Govern at Meetings of the Board of Directors
1. At all meetings of the Board, every question, except certain procedural motions as governed by Robert’s Rules, shall be decided by a simple majority of the votes cast on the question.
P. Committees of the Board of Directors
1. The Board may from time to time appoint any committee or other advisory body, as it deems necessary or appropriate for such purposes and, subject to the Act, with such powers as the Board shall see fit. Any such committee may formulate its own rules of procedure, subject to such regulations or directions as the Board may from time to time make. Any committee member may be removed by resolution of the Board of Directors.
Q. Conflict of Interest
1. Directors are expected to recognize situations where their personal interests are, or may appear to be, in conflict with the best interests of the Corporation, and to excuse themselves from discussion and decisions in which they have a fiduciary or complimentary interest.
2. Other Directors may also request a Director’s absence if they can identify a potential conflict of interest.
1. Minutes shall be compiled by the corporate Secretary within one month of each Board meeting. All minutes, excluding those deemed by the Board to be “incamera”, shall be made available to the membership within fourteen (14) days of them having been approved by the Board of Directors.
A. Appointment of Officers
1. The Board may designate the offices of the Corporation, appoint officers on an annual or more frequent basis, specify their duties and, subject to the Act, delegate to such officers the power to manage the affairs of the Corporation. An officer may, but need not be, a director unless these bylaws otherwise provide. Two (2) or more offices may be held by the same person.
2. A Director may be appointed to any office of the Corporation except the office of President by ordinary resolution of the Board of Directors.
3. Officers of the Corporation shall serve a term of one (1) year.
B. The officers of the corporation shall be:
1. The President,
2. The Vice President
3. The Secretary,
4. The Chair of the Board of Directors,
5. The Vice Chair of the Board of Directors,
6. The Treasurer
7. The Human Resources Representative
C. Description of Offices
1. Unless otherwise specified by the Board (which may, subject to the Act modify, restrict or supplement such duties and powers), the offices of the Corporation, if designated and if officers are appointed, shall have the following duties and powers associated with their positions:
a) Chair of the Board – The Chair of the Board shall be the President or if the office of President is vacant a director. The Chair of the Board, if any, shall, when present, preside at all meetings of the Board of Directors. The Chair shall be responsible for ensuring a budget committee is struck no later than October 31 of each year to prepare the annual budget for the following year. The Chair shall be the spokesperson of the Corporation. The Chair shall have such other duties and powers as the Board may specify.
b) Vice Chair of the Board – The Vice Chair of the Board, if one is to be appointed, shall be a director. If the Chair of the Board is absent or is unable or refuses to act, the Vice Chair of the Board, if any, shall, when present, preside at all meetings of the Board of Directors. The Vice Chair shall provide support to the Chair as needed. The Vice Chair shall have such other duties and powers as the Board may specify.
c) President – The President shall be the chair of the board of directors. The President shall, subject to the authority of the Board, have general supervision of the affairs of the Corporation.
d) VicePresident –The Vice President shall be the Vice Chair. If the President is absent or is unable or refuses to act, the Vice President, if any, shall, when present, preside at all meetings of the Board of Directors. The Vice Chair shall provide support to the President as needed and have such powers and duties as the Board may specify.
e) Secretary – The Secretary shall attend and be the Secretary of all meetings of the Board, members and committees of the Board. The Secretary shall enter or cause to be entered in the Corporation’s minute book, minutes of all proceedings at such meetings; the Secretary shall give, or cause to be given, as and when instructed, notices to members, directors, the public accountant and members of committees; the Secretary shall be the custodian of all books, papers, records, documents and other instruments belonging to the Corporation.
f) Treasurer – The Treasurer shall be a director. The Treasurer shall supervise the financial affairs of the Corporation, ensure that accurate financial records are kept and that proper care is taken in the receipt, disbursement, and deposit of funds and securities. The Treasurer shall, make recommendations to the Board and membership in matters regarding the financial position of the Corporation, and have such powers and duties as the Board may specify.
g) Human Resources Representative — The human resources representative shall be a director. The human resources representative may partake in the hiring of any employee and ensure that all hiring policies are in accordance with the law. The human resources representative shall act as a mediator in the event of disputes between or regarding directors of the Corporation. The human resources representative shall have such powers and duties as the Board may specify.
h) National Executive — The national executive shall be the chief executive officer and chief financial officer of the Corporation and shall be responsible for implementing the strategic plans and policies of the Corporation. The National Executive shall oversee the corporation’s’ editorial content had have such powers and duties and the board may specify .
2. The powers and duties of all officers of the Corporation shall be such as the terms of their engagement call for, or the Board requires of them. The Board may from time to time and subject to the Act, vary, add to or limit the powers and duties of any officer.
D. National Office Election
1. The national office staff shall be elected by ordinary resolution at the National Plenary.
2. If an election is unable to occur at the National Plenary, the national office staff, shall be elected by ordinary resolution at a members’ meeting.
3. The term of office for the national office staff shall be one (1) year.
E. Vacancy in Office
1. In the absence of a written agreement to the contrary, the Board may remove, whether for cause or without cause, any officer of the Corporation. Unless so removed, an officer shall hold office until the earlier of:
a) The officer’s successor being appointed,
b) The officer’s resignation,
c) Such officer ceasing to be a director (if a necessary qualification of appointment) or
d) The officer’s death.
2. If the office of any officer of the Corporation, except President, shall be or become vacant, the directors may, by resolution, appoint a person to fill such vacancy.
F. Removal of Officers
1. An officer may, by resolution of the Board of Directors, be removed before the expiration of term.
IX. Indemnification and Insurance
A. The Corporation shall indemnify its present and former Directors and officers to the full extent permitted by the Act.
B. The Corporation may purchase and maintain insurance for the benefit of any present or past Director or officer or any other person acting on CUP’s behalf against any liability incurred by such person
C. In their capacity as a Director, officer or agent of the Corporation, except where the liability relates to their failure to act honestly and in good faith with a view to the best interests of the Corporation or
D. In their capacity as a Director or officer of another body corporate where they acts or acted in that capacity at the Corporation’s request, except where the liability relates to their failure to act honestly and in good faith with a view to the best interests of the body corporate.
X. National Plenary Commissions
A. Prior to convening National Plenary, the Board of Directors shall cause commissions to be struck from representatives of the members; these commissions shall review membership, and finances, and the structure of the Corporation.
B. Commission facilitator positions shall be filled by members of the Board of Directors and coordinated by the Chair of the Board of Directors.
C. For the purpose of National Plenary commissions, all members of the Corporation shall be ordered by size of operating budget and divided into the three following membership categories, which will be roughly equally represented on the commissions:
1. Category 1: Members with annual revenue in the lowest third.
2. Category 2: Members with annual revenue in the middle third.
3. Category 3: Members with annual revenue in the highest third.
A. Any notice (which term includes any communication or document), other than notice of a meeting of members or a meeting of the Board of Directors, to be given (which term includes sent, delivered or served) pursuant to the Act, the articles, the bylaws or otherwise to a member, director, officer or member of a committee of the Board or to the public accountant shall be sufficiently given:
B. If delivered personally to the person to whom it is to be given or if delivered to such person’s address as shown in the records of the Corporation or in the case of notice to a director to the latest address as shown in the last notice that was sent by the Corporation in accordance with section 128 (Notice of directors) or 134 (Notice of change of directors);
C. If mailed to such person at such person’s recorded address by prepaid ordinary or air mail;
D. If sent to such person by telephonic, electronic or other communication facility at such person’s recorded address for that purpose; or
E. If provided in the form of an electronic document in accordance with Part 17 of the Act.
F. A notice so delivered shall be deemed to have been given when it is delivered personally or to the recorded address as aforesaid; a notice so mailed shall be deemed to have been given when deposited in a post office or public letter box; and a notice so sent by any means of transmitted or recorded communication shall be deemed to have been given when dispatched or delivered to the appropriate communication company or agency or its representative for dispatch. The Secretary may change or cause to be changed the recorded address of any member, director, officer, public accountant or member of a committee of the Board in accordance with any information believed by the Secretary to be reliable. The declaration by the Secretary that notice has been given pursuant to this bylaw shall be sufficient and conclusive evidence of the giving of such notice. The signature of any director or officer of the Corporation to any notice or other document to be given by the Corporation may be written, stamped, typewritten or printed or partly written, stamped, typewritten or printed.
XII. Omissions and Errors
A. The accidental omission to give any notice to any member, director, officer, member of a committee of the Board or public accountant, or the nonreceipt of any notice by any such person where the Corporation has provided notice in accordance with the bylaws or any error in any notice not affecting its substance shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.
XIII. Invalidity of any Provisions of this Bylaw
A. The invalidity or unenforceability of any provision of this bylaw shall not affect the validity or enforceability of the remaining provisions of this bylaw.
XIV. By laws and Effective Date
A. Subject to the articles, the Board of Directors may, by resolution, make, amend or repeal any bylaws that regulate the activities or affairs of the Corporation. Any such bylaw, amendment or repeal shall be effective from the date of the resolution of directors until the next meeting of members where it may be confirmed, rejected or amended by the members by ordinary resolution. If the bylaw, amendment or repeal is confirmed or confirmed as amended by the members it remains effective in the form in which it was confirmed. The bylaw, amendment or repeal ceases to have effect if it is not submitted to the members at the next meeting of members or if it is rejected by the members at the meeting.
B. This section does not apply to a bylaw that requires a special resolution of the members according to subsection 197(1) (fundamental change) of the Act because such bylaw amendments or repeals are only effective when confirmed by members.
Date modified: 01/18/2015 at the CUP National Plenary
Canadian University Press/
Presse Universitaire Canadienne
Policy & Procedure Manual
Table of contents:
PART I: DEFINING PRINCIPLES pages 1-7
PART II: CUP AND ITS MEMBERSHIP pages 7-8
PART III: FINANCES pages 8-9
PART IV: WIRE AND EDITORIAL SERVICES page 9-10
PART V: JHM AWARDS pages 10-13
PART VI: PARTNERSHIPS pages 13-15
PART VII: CUP CONFERENCES pages 15-19
PART IX: SUSTAINABILITY page 20-21
PART X: ELECTIONS AND REFERENDA pages 21-32
PART XI: BILINGUALISM page 32
PART XIII: MISCELLANEOUS page 32
PART I: DEFINING PRINCIPLES
- The Canadian University Press is committed to uniting, strengthening and supporting the Canadian student press.
- Canadian University Press Statement of Principles
- We, the members of Canadian University Press, affirm that the student press in Canada has a
vital social role. As a cooperative, we propose the following as the basis of that role, which will be
expressed in a wide variety of editorial policies.
- Common Principles
- We believe that the mission of the student press is to seek out and publish the truth without fear or favour, hold a loyalty to students and the broader public, be rigorous in the discipline of verification and serve as an independent watchdog on institutions, governments, corporations and other powerful interests.
ii.We believe student publications exist as an essential component of the student
communities they come from and that they should be accessible to those communities.
iii. In addition, we believe the student press should maintain a critical perspective, and
keep in mind the needs and concerns of non-students.
- We believe student papers can be valuable and constructive within their communities,
by providing information and analysis, and by giving a forum to individuals and groups
that have little or no access to other media.
- We also believe the student press should work towards environmental responsibility.
We believe the student press should acknowledge its privileged position in being
relatively free from commercial and managerial controls. It should strive to protect and
enhance that position by defending its editorial autonomy and giving its staff the power
to democratically determine the paper’s advertising and financial policies. Because of
its relative freedom, the student press can examine issues neglected by other media.
Our mandate is to cover issues, which affect students. However, we believe that no
subject need fall outside the grasp of the student press, and that we best serve our
purposes when we help widen the boundaries of debate on educational and social
- Thus, we intend to defend freedom of expression, and make possible an atmosphere of
critical inquiry and imaginative thought. As it recognizes the potential dangers of the
concentration of corporate media ownership, CUP recognizes its responsibility to work
towards and promote an atmosphere of media diversity.
vii. In pursuit of these ideals, we shall employ educative, investigative and active methods.
We also will try to recognize our own limitations, and to maintain a sense of humour and humility.
- Freedoms and Responsibilities
- We believe our ideals can only be achieved under conditions of freedom and autonomy
for the people working in the student press.
- Therefore, we believe student publications should be free to determine and uphold their
own editorial policies, including advertising policies, regardless of pressure from student
governments, school administrations, police, any level of government, corporations or
iii. We believe student publications should be free from the implicit editorial control that
results from financial control of the publication by student governments or
- Because of its relative freedom and privilege, we believe that one of the roles of the
student press should be to give a voice to those communities which have been
marginalized or denied power in Canadian society.
- We believe student publications should receive in full and without delay any student
levies collected on their behalf by administrations, or budgets approved by students,
their governments, or their administrators. These funds should not be discontinued,
withheld, or decreased by any means or under any circumstances other than those
specified in the publication’s constitution or in agreements between the publication and
the financial body concerned.
- We believe it is in the interest of all students and all educational institutions to provide
space and facilities for the use of student publications without financial penalties or
conditions on editorial policy.
vii. We believe the power to control content, structure and policy should rest with the staff
of the publication. Therefore, each publication should have a written constitution, and
should strive to include at least the following provisions:
1) That the publication defines the qualifications for voting staff members, which should be open
to, but not necessarily limited to, all students;
2) That the staff alone democratically determines the editorial policy of the publication, as set out
in a Statement of Principles or similar document in the publication’s constitution;
3) That no body except the staff has exclusive power to determine the internal structure of the
4) That the publication guarantees regular, publicized staff meetings with an established quorum
and democratic procedures;
5) That no body except the staff has exclusive power to establish due process to evaluate any
charges that one or more of its members have acted irresponsibly, including, but not limited to,
elections, impeachments and censuring of editors, coordinators, or other staff positions.
6) That the publication will attempt to remove barriers (both subtle and overt) to participation of
7) That the publication will strive to provide a working environment free of harassment or other
forms of hateful action, and will have mechanisms in place to redress such incidents when they
8) That the publication will provide a forum for the free exchange of information, ideas and
opinions among all students but not to the exclusion of others;
9) That the staff or its representatives reserve the power to prohibit publication of material that
contravenes Canadian libel or hate literature, or other material it reasonably believes has no
place in its publication;
10) That notwithstanding the above, the staff or its representatives shall have the power to publish any material they judge appropriate;
11) That the staff of the publication declares its own principles in the text of the constitution as
democratically determined by the staff and will be open to continual re-evaluation and revision;
12) That the staff has the power to join and participate in any organization it deems fit, and to
withdraw from any organization it believes is no longer of benefit to the publication.
- The Role of Canadian University Press
- We believe Canadian University Press can unite, strengthen and support the Canadian
- To avoid any undue advantage to any paper or group of appears which, because of
size, location or financial situation, might otherwise dominate the organization, the
Canadian University Press operates as a co-operative. As such, we can engage in
dialogue, undertake projects and take positions that are in the shared interests of
iii. We therefore believe it is our responsibility to ensure the Canadian University Press
remains a co-operative and to endure its procedures and ideas evolve to suit the
collective needs of all members while answering the concerns of each.
- As a co-operative, it is also our responsibility to develop and promote these principles.
Together, we have the responsibility to set membership criteria based upon these
principles, and we should continually attempt to help each other fulfil them, taking into
account the realities of student publishing.
- We affirm that the Statement of Principles is a living document, and only continual
criticism, refinement, reevaluation and renewal can ensure it remains so.
- Canadian University Press Code of Ethics
We, the members of Canadian University Press, recognize that student journalists can only be
effective in their aims if their publications are credible and respected.
We also acknowledge that rigid regulations and laws cannot always anticipate the exigencies of a
situation. There may be times when the public good overrides other considerations.
In general, however, we affirm the following guidelines as a minimal level of responsibility and
ethical behaviour that every student journalist and publication should strive for:
- Bias and Honesty
- Journalists’ perspectives are determined by their positions within society, and will be
necessarily biased. They must therefore recognize the political implications of their
work, and attempt to treat their subjects fairly despite their biases.
- Journalists will make every possible effort to avoid reporting on external organizations
in which they are significantly involved. To further this goal, they, should strive to
disclose all potential and actual conflicts of interest to other members of the staff.
However, in the event that the journalist has no option but to report on such an
organization, they will prominently disclose the conflict to readers within or alongside
the printed article.
iii. However, membership in a disadvantaged ethnic, racial, gender, sexual, class or
otherwise identifiable social group shall never be construed as a conflict of interest,
even when reporting on issues directly affecting the group in question.
- Bias or prejudice against members of a marginalized group should have no place in the
editorial policy of any publication. An ethical publication will seek instead to publish
material which helps disperse such prejudices in its readership.
- Publishing material intended to promote hatred or violence against any group or person
is unethical, unless for the purpose of reporting on an incident of relevance to the
person or community. In the latter case, journalists should be cautious about whether
they are unintentionally giving a forum to hateful material without adequately countering
- Papers will pay the costs incurred in the gathering and publishing of news, and shall not
pay individuals or organizations for exclusive rights to any news story. Staff will not
accept free gifts of any sort and will only accept free material or privileges for coverage
on the understanding that the paper is under no obligation to the individuals or groups
- Fairness and Accuracy
- Journalists should realize fully their personal responsibility for all material submitted for
publication. They should not falsify information or documents, nor distort or
misrepresent facts, whether purposefully or through neglect.
- So-called news communications or press releases from private and government
sources should never be published without substantiation of their claims nor without
seeking the opinions of people who may be affected by the issue or events in question.
iii. In addition, journalists should not plagiarize material from other writers or other media
nor should they take facts from other sources without corroboration.
- Journalists should strive to seek out all points of view that they deem relevant to the
issue at hand. They should especially seek out those whose views have been
neglected by the mainstream press, or in previous coverage of the issue, and those
who may stand to suffer by the effects of that event or decision under consideration.
- However, they should also give due consideration to opposing viewpoints, allowing
such interests to represent themselves accurately and to best advantage in each news
- Journalists should not report unsubstantiated opinions as fact, condemn persons or
groups by innuendo or hearsay, or distort meaning by over or under-emphasis, or by
placing facts or quotations out of context, or by using headlines not warranted by the
vii. Journalists should have the freedom and the responsibility to protect the anonymity of
sources to whom they have given such assurances.
viii. Journalists should not use unattributed quotations. All information should be confirmed and corroborated from more than one source.
- Journalists should normally identify themselves and their journalistic affiliations before
conducting an interview.
- The publication should rectify in print, at the first available opportunity, all culpable mistakes, recognizing its responsibility for everything published. These corrections
should be in a position of prominence comparable to the one in which the original error
- Photos should not be altered in such a way that events are falsified, unless the
falsehood of the photo is clear from its context. Stereotypes should not be perpetuated
through photography and photographers should be sensitive to the distortions and
abuses their images may promote.
xii. Graphic material might not be strictly accurate, but artistic licence should not be used
as an excuse to misrepresent an issue or make false information credible. Similar
cautions should be observed in publishing satirical or fictional material.
xiii. Publications should maintain opinion and letters sections, and strive to publish as many
such pieces as space allows while reserving the right to refuse to publish pieces that
compromise the editorial integrity of the publication. An open dialogue with readers
should be encouraged.
- Privacy and Legal Responsibility
- Journalists should consistently respect the dignity, privacy, freedoms, and well-being of
the people encountered while gathering and presenting information.
- Any conflicts arising between an individual’s privacy and the community’s need to know
about the conduct of vital matters should be judged by the staff of the publication.
iii. Journalists should bear in mind the permanent effect that damaging information may
have on an individual’s life. However, they should also take into account the systemic
and pervasive inequalities that privacy rights afford to some people over others.
- Journalists should be cautious about the publication of information that may enable or
assist individuals, police, government agencies or others to harass or persecute an
individual or group, even if such information is not damaging in and of itself. Such cases
should be judged in much the same manner as privacy issues.
- Journalists should be wary of sensationalizing violations of people’s dignity or privacy.
Publications will refrain from publishing, without consent, the names of the victims of
crimes which carry a social stigma.
- Publications should not publish information damaging to an individual’s or group’s
interests or reputation without giving them a chance to reply.
vii. Journalists should also be familiar with the laws of libel and contempt of court which
exist in Canada.
- Statement of Direction
- Canadian University Press recognizes that hierarchies based upon power and privilege
exist in Canada and the important role the post-secondary system plays in influencing
the social order. This role is reflected in the policies regarding accessibility to post secondary
education and the resulting composition of the student body, in the content of the information we receive, and is evidenced by the future positions we are expected to occupy within the economic and social order.
- Canadian University Press should strive to provide students with the information and
analysis of the nature and role of post-secondary education within the Canadian
economic and social system, relate financial policies against post-secondary education
and other social services to the general economic situation in Canada, and assist
students in making informed decisions regarding these policies.
iii. Further, CUP should report on and critically evaluate the role played by existing student
organizations in responding to these situations and encourage change in leadership
and/or structure of these organizations where they fail to recognize their responsibility
to encourage students to act.
- Because of Canadian University Press’ relatively unique freedoms in comparison to
other news sources, it should also strive to address those stories and topics, even
outside the immediate scope of student relevance, which are neglected by other media.
Canadian University Press, as a supporter of social justice and equality, should strive to
inform Canadian students of any hierarchical system found to be based upon power
and privilege, or to be oppressive to women, lesbians, gay men, bisexuals,
transgendered, queer, the differently abled, First Nations’ peoples, racial and ethnic
minorities or other minorities or marginalized peoples.
- No Religious Affiliation
- Although members are permitted to express religious inclinations so long as they do not
contravene the Statement of Principles, CUP will not associate itself with any particular religion or religious group.
PART II: CUP AND ITS MEMBERSHIP
- Contact With CUP and its Members
- Every member paper shall ensure that the following duties are performed
- The national office is informed every year by September 21 of , the paper’s deadlines,
mailing addresses, phone numbers, email addresses, and editors’ names and positions.
- At the end of every year, adequate information about CUP is provided to incoming staff
iii. Information distributed by CUP is read and staff are kept aware of developments within
- Efforts are made to communicate with other CUP members and with student media
outlets both in and outside of Canada
- A delegate from each member paper is elected or appointed by September 30. The delegate will contact their regional representative to inform them of their selection. That delegate will be expected to attend national and regional membership meetings and participate in conference calls or other communications with the president or director of their region on a regular basis. CUP staff will communicates a list of expectations for the position by August 30 of each year.
- Members-only Resources
- Member newspapers may distribute CUP’s members-only resources among the staff and
volunteers at their paper. Member newspapers may not distribute CUP’s members-only
resources to any newspaper or other group outside of CUP membership.Members only resources include:
- Minutes and reports from membership meetings or board of directors
- CUP’s operational budget
iii. CUP’s annual welcome package for members
- CUP’s resource guide to writing and working in the campus press
- And other documents as directed by CUP’s board of directors.
- Public Resources
- In the interest of transparency CUP shall publish the following resources on the public section of our website for the benefit of members, other campus papers, and the general public.
- CUP’s by-laws, policies, membership fee structure, commission guides, and other documents as directed by CUP’s board of directors.
- Resources and documents related to pursuing independence, autonomy and referenda
- Identification in Member Papers
- All member papers shall include the name of their city or town, and name of their
institution, as well as address and telephone numbers in their masthead.
- All member papers shall recognize their membership in Canadian University Press within
the masthead of any and all printed or digital publications.
- Privileges and Responsibilities of Membership
- All member papers shall either pay their membership fees promptly and in full, or shall
follow the proper procedure for fee deferral as enumerated in the CUP policy manual.
ii.Every member paper shall submit to the National Executive any story published by the member of national or regional significance.
iii. Every member paper shall send print copies of all of its issues to National Office.
- Member papers may reprint material from CUP’s print and online copy services,
provided that reprinted material is properly credited. The attribution “CUP”, “Canadian
University Press”, “PUC” or “Presse Universitaire Canadienne” must be run with every
story edited by a designee of Canadian University Press on behalf of CUP.
- All members in good standing are entitled one vote on each resolution at a Plenary
session or referendum.
iii. All members in good standing are entitled to proffer candidates for staff positions and
for the Board of Directors.
PART III: FINANCES
- Membership Fees
- Membership fees are two per cent of papers’ operating budgets for papers with a budget of $40,000 or less and 2.5 per cent for papers with a budget more than $40,000 to a maximum of $2,500.
- Membership Fee Billing Procedure
- The National Office should attempt to notify members of their fees owing by
September 1, with second notice issued on September 15.
- Membership Fee Review Procedure
- All members who wish to have their fees reduced or deferred must deliver a written
request to the President or the Chair of the Board of Directors no later than the due date on their invoice received. Requests are to be reviewed by the Board within two (2) weeks of receipt of the request. The Board can review deferral requests by email (or telephone conference if necessary).
- Members who have experienced substantial drops in percentages of advertising sales
or dire loss of revenue, have been involved in lawsuits, student union or administration
troubles, or any other extenuating circumstances should be considered for deferral or
iii. In the event that the Board determines that a fee deferral is warranted, it may be
granted for up to three (3) months past the due date of the invoice.
- In the event that the Board determines a fee reduction is warranted, they may reduce a
member’s membership dues up to 50%.
- The President should notify the member in writing regarding the status of the deferral or reduction request within three (3) business days of the Board’s decision.
- New Member Discount
- A new member of CUP shall be granted a reduction of up to 50% of their fees for the
first year of membership in CUP.
- In some circumstances, the Board of Directors may grant additional discounts or
incentives to new members at their discretion.
iii. The new member discount is not available to papers who have held CUP membership
within three (3) calendar years of their application to become new members.
- A Budget subcommittee shall be struck to prepare a draft budget for the Board’s consideration at
the November Board Meeting and for the Services and Financial Commission at the
National Conference to work off of.
- This committee shall be composed of the National Executive, Treasurer, and one additional member of the Board of Directors (ideally the President).
- This subcommittee shall create a preliminary draft budget using previous years budgets as guides and incorporating changes as suggested by the Board at Summer School. It is the Treasurer’s responsibility to coordinate this subcommittee.viewable without publishing rights to non-members.
- An RSS feed of all CUP member websites, organized by topic and regions, shall be regularly updated by the National Executive and sent to CUP members with instructions on how to use an RSS reader. All CUP member papers may reprint content from CUP member websites as long as (CUP) is included with the placeline and the original creator and paper it was first published in is in the byline.
- Work uploaded to the wire and/or any content management system (CMS) provided by CUP remains property of the respective member as per each paper’s copyright policies.
PART V: JHM AWARDS
- The Johnnies
(John H. McDonald Awards for Excellence in Student Journalism)
- The awards shall be open to any individual who is a student or recent graduate (within
one year) from a post-secondary institution in Canada.
- Announcements and Deadlines
- The call to announce the opening of nominations for the awards must take place in the
first week of September
- Deadline for the awards will happen within a week on either side of October 31
iii. At the very least, the JHM coordinator must send out reminders at the end of
September, early October, and a few days before the deadline.
- Calls for nominations shall be announced at all fall regional conferences by any
available CUP staff
- Categories for Awards
- Categories may be added to each year, providing the JHM coordinator is able to
fundraise enough money to provide prizes for new categories.
- Mandatory categories include:
1) News writing
2) Arts writing
3) Features writing
4 Sports writing
iii. Non-mandatory categories include:
2) Illustration or graphic
3) Solutions-oriented journalism
4) Investigative journalism
5) Opinions writing
- Each year at the national conference the JHM coordinator will consult with the
membership to consider additional categories.
- Entries must have been published first in a student newspaper between the dates of
October 15 of the previous year and October 31 of the current year. (an allowance of
two weeks on either side of these dates will be allowable).
- Individuals may nominate their own work or that of other individuals. All nominees and
nominators must have been affiliated with an eligible student publication at the time the
work was originally published.
iii. An individual may only be nominated in any particular category once. If they are
nominated more than once either by themselves or others, the JHM Coordinator will
have the authority to disqualify all but one entry. Priority on the entry allowed to remain
will be given to entries submitted by the nominee themselves, and to the first
- Entries submitted by multiple authors or as a group will be considered individual entries
and not count as multiple submissions in the same category.
- To qualify, the entrant must not have received direct funding from anyone other than the
employer of the creator of the entry or the newspaper in which the entry first appeared.
- A story may comprise a main story and one closely related sidebar.
vii. An entrant is any individual or group of up to five individuals who submit(s) an entry and
who is/are identified on the entry ballot.
viii. The same entry will not be accepted in more than one category.
- If an entry does not comply with the restrictions of the intended category, the JHM
Coordinator, in their sole discretion, amend the entry to bring it into compliance or
disqualify said entry.
- No entry may be submitted more than one time.
- The JHM Coordinator and National Executive are not eligible for JHM Awards as their role in establishing awards criteria and selecting judges amounts to a conflict interest.
- If any of the eligibility requirements are not met, a submission will be disqualified from the JHM Awards.
- The JHM coordinator must notify the entrant and the National Executive when a submission is disqualified and provide a brief description for the cause of disqualification.
iii. After the period of submissions is closed, the JHM coordinator will prepare a report about submissions that were disqualified and submit the report to the National Executive no later than Nov. 20. The report must include:
- The total number of submissions disqualified
- The reason why each submission was disqualified
- The National Executive will verify the legitimacy of the disqualifications and ask for approval from the President or the chair of the CUP Board
- The report will not be distributed publicly, however it will be available upon request
to anyone who submitted work to the JHM Awards that year
- If the grounds for disqualification do not meet the approval of the National Executive or president or chair, the JHM coordinator will be subject to CUP’s progressive discipline policy and every effort will be made to put wrongly-disqualified submissions back in the running
- Each award will have a panel of three judges from the journalism community. In the
case of a tie, the prize money will be split evenly between the winning entries. Judges
will provide the winners and finalists to JHM Coordinator by December 31, so that a
shortlist can be published well in advance of the awards.
- Each qualifying entry will be considered in competition with all others duly entered in the
same category by a panel of three judges selected by the JHM Coordinator.
iii. In evaluating the merit of an entry, judges shall consider:
1) the criteria for the respective categories;
2) professional journalistic ethics and commonly accepted standards; and
3) The judges will recommend to the JHM Coordinator whether any entry in the category merits the granting of an award in that category.
- All judges’ decisions are final.
- In the event that the JHM Coordinator believes an award at any time compromises the
integrity of the JHM Student Journalism Awards program, the JHM Coordinator may at
any time revoke any award upon consultation with the CUP Board of Directors.
- Entry Fee
- All entrants to the JHM Awards are subject to a $25 dollar entry fee per submission to a maximum of $125 per paper.
- Entry fees for all JHM Awards are waived for individuals at CUP member papers.
iii. The JHM Coordinator will consult with the National Executive to arrange for invoicing and payment for award entries.
PART VI: PARTNERSHIPS
- Partnership Policy
- What is a partnership?
- A partnership is a mutually beneficial arrangement between Canadian University Press
(herein referred to as CUP) or one of its member papers and an external organization.
These organizations include journalism organizations and foundations, large or small
businesses, post-secondary institutions, government departments, or community
- Purpose of the partnership
- The purpose of such partnerships is to support the on-going development of student
journalism. However, the nature of a partnership dictates that all parties involved
receive equal attention and benefit. Thus, CUP recognizes that the desires of the
external party will also be considered when entering a partnership with CUP.
- Examples of Partnerships
- Partnerships can involve monetary funding for the education of student journalists, but
may also include non-fiduciary commitments. These commitments may include, but are not limited to: mentorships, internships, apprenticeships, guest lecturers, cooperative education supervisors, objects of job shadowing, tutors, directors of research projects, material donations, access to facilities, etc.
- Commitment to the Partnership
- Endeavors of this magnitude might require a significant amount of commitment from all
parties involved. However, it is at the discretion of the parties involved in said
partnership to decide at the onset of the depth of their association.
- Ownership of the partnership is shared equally by both CUP and the organization that it
has partnered with. Thus, equal effort should arise from all parties involved, so as to
avoid disproportionate weight in duties, efforts and benefits.
iii. Partnerships can vary in degree, kind, and length. All parties involved in partnerships may decide, by promptly notifying other parties involved, to seize, modify or intensify the relationship at anytime. The latter two should be pursued with the cooperation of all affected parties, while the former does not require unanimous consent — it is recommended. Multilateralism is integral in ensuring the smooth formation, revision, and, if necessary, disassembly of partnerships.
- Some partnerships are formalized by written agreements; others are informal and
based upon trust. Whatever the extent of the partnership, it is essential that all partners
agree to the goals and objectives and how the arrangement will come to fruition.
1) Any informal agreement must be documented and presented to the CUP Board of Directors
and/or included in transition materials for the next year’s CUP National Office staff.
2) Any formal written agreement must be reviewed by CUP’s appointed legal counsel. The legal
review must be approved by the CUP Board of Directors prior to signing by an Officer of CUP.
- Principles for Fundraising
- The principles which are outlined below are intended to provide guidance to members
in the area of acquiring resources from non-CUP sources. These may be financial,
human, or material in nature. Supported arrangements:
1) Reflect a philosophy of support and assistance to CUP and students and consistent Include
consultation with the CUP Board of Directors
2) Include consultation with the National Plenary at the discretion of the CUP Board of Directors.
3) Are legal, ethical, accountable and for the benefit students (no tobacco or alcohol products and are fiscally responsible)
4) Are subject to the discretion of the National Executive and CUP Board of Directors when the use of donated materials, resources and services are involved.
5) Do not require students to listen to or read commercial advertisements (i.e. avoids
- Involve specified time frames and include a regular review of arrangements
1) Involve co-operative (consortium) efforts to achieve maximum commercial advantage wherever possible
2) Permit recognition and promotion by CUP (Including display of corporate symbols where
acceptable and appropriate)
3) Do not require direct endorsement of products or services unless authorized by the
National Executive and the CUP Board of Directors.
4) Require approval of plenary for any region-wide agreements or campaigns for funds by outside organizations
- CWA/SCA Canada
- CUP will maintain a partnership with CWA/SCA Canada in the interest of creating
additional services for its members.
- CUP will provide office space for one (1) employee of CWA/SCA Canada to administer
programs and/or services created through this partnership in the National Office.
- The programs and/or services that are provided to CUP by CWA/SCA Canada include
but are not limited to:
1) The purpose of the mentorship program is to pair staff and volunteers at CUP member
publications with working professionals in the media industry who are members of CWA/SCA
Canada and its affiliates.
- Associate Membership in CWA/SCA Canada
1) The purpose of the associate membership program is to create professional opportunities for
journalists working at CUP publications through services offered by CWA/SCA Canada and its
- Participants in any program and/or service offered through this partnership must be
students or recent graduates at a post-secondary institution in and must also be or have
been affiliated with a CUP member paper.
- FREE Media
- CUP will endorse FREE Media as a preferred media planning and buying agency,
supplier and sales agency for CUP Member publications as per the terms of the
agreement signed April 18, 2013.
PART VII: CUP CONFERENCES
- National Conference Location
- The location and host paper of the National Conference for each subsequent year will be
determined by a majority vote at each plenary session.
- Potential host papers must submit a bid outlining potential locations, speakers, events,
and attractions of their city.
- Potential host papers must also proffer candidates from their papers to be hired as
national conference coordinators. However, the national conference coordinators will be
subject to CUP hiring procedures prior to being officially hired by CUP.
- Should no location and host paper be selected at CUP plenary, or the selected host and
location fall through, the national office will immediately send out a call for bids and the
host paper and location of the national conference.
- Whenever possible, national conferences shall offer sessions, speakers, services and
other content in both English and French.
- Travel Pool
- Each year CUP papers shall pay into a travel pool to fund the transportation costs of
delegates attending the national conference. This pool exists to make the annual general
meeting of the cooperative accessible to all members.
- The pool shall operate as follows:
- By July 15, the national executive shall find the average travel cost of delegates attending the
national conference by a reasonable mode of transportation. CUP staff travel costs
shall not be included in travel pool.
- Papers in the intermediate budget-size category shall pay into the pool in the amount of
the average cost of travel for delegates increased by 10%.
iii. Papers in the smallest budget-size category shall pay into the pool in the amount of the
average cost of travel for delegates decreased by 35%.
- Papers in the largest budget-size category shall pay into the pool in the amount of the
average cost of travel for delegates increased by 35%.
- Host papers of the national conference shall not be required to pay into the travel pool.
- New members (in their first year of membership) may choose not to participate.
vii. Any surplus from the initial travel pool collection will be counted, set aside, and
reinvested in the following year’s travel pool.
viii. Small papers may choose not to pay into the travel pool provided that no delegate from
that paper is attending the national conference.
- Papers may choose an alternative mode of transportation other than the one deemed
reasonable for them the CUP national executive but shall simply be refunded the cost of travel
for the method of transportation originally deemed reasonable
- Any surplus from the initial travel pool collection will be credited to each paper
proportionally and reflected in the following year’s invoice.
- Travel pool delegates must be in attendance during final plenary, unless another
representative of their staff attends in their stead.
xii. Reimbursements for travel pool expenses will only be made to member papers and not
to individual staff members
- A report will be compiled each year by the CUP National Executive by March 15 and will include the following:
- Previous year’s surplus
- This year’s surplus
iii. Cost for each paper to attend national conference.
- Total cost of travel.
- Average cost of travel.
- Travel pool fees for small, medium, and large papers.
vii. Surplus/deficit for present year.
viii. Any additional income/expenditures related to the travel pool not mentioned above.
- List of papers who opted for an alternative mode of transportation than that selected by
the National Executive.
- List of papers who were deemed by the CUP National Executive too close to fly and the mode of
transportation for each.
- Papers must register their travel pool delegates and make travel arrangements with the
CUP National Executive by December 20 in order to have their travel pool delegates organized
and paid for upfront by CUP.
- If a paper does not register a travel pool delegate by December 20 that paper is
entitled to reimbursement if a member of their paper is present at final plenary. The
reimbursement will be based on the original calculations used to determine travel pool
- A paper may choose to book travel themselves and apply for reimbursement from CUP
provided they approve the expenses before December 20.
- Regional Conferences
- Each member shall endeavor to send a representative to each National Conference and
each Regional Conference as may be called in its region.
- Getting Started:
- Each region of CUP should endeavour to host at least one event per semester.
- Host papers will be selected according to the Regions section of CUP By-law.
iii. The host paper, regional executives, and regional staff must keep CUP papers informed
of the details of the conference, including agendas, dates, times, and delegate
arrangements (transportation, billeting etc.)
- Regional conference planners should ensure that invitations and information about the
conference are sent to all non-CUP student papers in the region.
- At least one member of the CUP national office should attend, in addition to the CUP regional staff, and regional representative.
- Conference Planners and/or regional representatives may structure regional conferences at
their discretion. However they should endeavor to structure the conference to meet the
training needs of their region consultations with the papers and the regional staff.
- If more than 50 per cent of members are present, regional plenary should be convened.
A regional plenary should include:
- An agenda which include a review of conference proceedings (reports from caucuses
and commissions, and screenings for regional positions).
- Any motions made by regional members, staff or directors.
iii. The setting of projects and goals for the region
- Discussion of the date and place of the next regional conference
- Job descriptions of regional staff should adhere to those set at the year’s national
conference, though regions may modify the duties of regional staff to suit the specific
needs of the region.
- Conference host papers will have the option of running all finances through the CUP National
Office in order to avoid individuals or small papers taking on unnecessary financial risk.
- Host papers must choose up front if they will manage finances themselves or run all
expenditures and revenue (including delegate fees) through national office.
- If the host paper chooses not to use national office for conference financial
management the president will forward the host paper regional subsidy according the
budget approved by each region.
iii. Papers who choose to use national office for conference financial management will not
be entitled to any reimbursements unless expenditures are previously approved by the
CUP national office.
- Special Issues Caucuses
- Special Issues Caucuses shall promote awareness of issues involving marginalized
- Each Special Issues Caucus shall be open to members of member papers who self-identify as members of the social group represented by the caucus and any members invited by the Special Issues Caucus.
- Special Issues Caucuses may be created by a simple majority vote by National or
- Special Issues Caucuses may be dissolved by a two-thirds vote by National or Regional
Plenary, provided such caucuses have been dormant for at least two years.
- Each Special Issues Caucus may elect a Special Issues Coordinator. Such coordinator
shall be reported to plenary after the coordinator’s election.
- Conference coordinators shall arrange at least one meeting of each established caucus
at each national and regional conference, and include these meetings in the schedules of
such conferences, on either the first or second day of the conference.
- Special Issues Caucuses may report and present motions at National Plenary, as in the
case of commissions.
- Special Issues Caucuses are encouraged to hold forums to discuss issues with all
- The following caucuses are currently active within CUP, subject to caucus policies as
- Women’s Caucus
- Queer, Trans and Allies Caucus
iii. Anti-racism Caucus
- Disabilities Caucus
- Francophone Caucus
- The first meetings of the special issues caucuses should not be scheduled concurrently
with each other or other sessions during the conference.
- Inclusivity/Sensitivity Training
- A session will be made available on the first full day of the national conference that will be
dialogue training to foster inclusiveness in relation to people’s personal backgrounds,
including but not limited to: gender, ability, sexual orientation, ethnicity, religion and
socio-economic standing. The training session should also address the place of media
within broader power structures as well as the role media can play in scrutinizing power
- This session will not be scheduled alongside any other session, including seminars,
roundtables, caucus meetings, or commission meetings.
- This session shall, whenever possible, be facilitated by an individual – or a group of
individuals – that have relevant, professional experience and training in sensitivity/inclusivity (i.e. anti-oppression) issues.
- Relevant resource material be included in each CUP National Conference delegate
- This session is mandatory for all members attending the National Conference.
PART IX: SUSTAINABILITY
- Ecological Sustainability Framework
- CUP should strive to lessen the impact of our ecological footprint.
- CUP must take proactive steps to address ecological concerns, and lead by example.
- The national executive should update membership about their progress and any new
initiatives relating to ecological practices or sustainability in general.
- The CUP Board of Directors should discuss new developments in environmentally sound
products and policies during their meetings.
- Paper Waste
- Documents should be printed double-sided, including but not limited to: minutes,
agendas, memo, letters, conference guides, workshop handouts, etc.
- If the double-sided method is not compatible with the technology available, the reusable
pages should be set aside to be reborn as office material, such as notepads, scrap
paper, etc. to cut waste and save money.
- All national office and conference-related printing is to be done on Forest Steward Council
- Online Guides
- PDF files of resource material, meeting agendas, minutes and memos should be made
available on the CUP website as alternatives to paper copies, with hard copy backups available at the national office.
- Conference coordinators should keep sustainability in mind when planning national and
regional conferences, by reducing consumption. The following guidelines are
recommendations to reduce waste and lower costs:
- Workshop tools
1) Overhead projectors for transparencies
2) LCD projectors for digital presentations
3) Reduced number of printed handouts, with PDF versions available online
1) Shade-grown fairly traded coffee when possible
2) If conference facilities do not provide reusable plates, cups or utensils, each delegate attending a regional conference should be instructed by the conference coordinator to bring their own plate, bowl, fork, spoon, knife and mug.
1) Delegate materials should be packaged in a reusable bag or cloth tote.
2) T-shirts should be purchased from companies which do not use sweatshop labour.
3) Coordinators are encouraged to purchase materials locally to support community infrastructure.
4) Notepads should be made of recycled paper
PART X: ELECTIONS AND REFERENDA
- National Election Procedure
- The CUP Board HR officer will open the application process by electronically distributing
the national election brochure to membership, and posting copies of the job descriptions for President, Industry and Continuity Representatives, and National Executive by November 1 of each year. The first round of applications will be accepted until November 30.
- The HR officer shall consult HR Policy for further details concerning the national election
iii. If there are no nominations for any position at the close of nominations, the CUP HR officer will re-open the application process by electronically distributing the national election brochure to membership, and electronically posting copies of the job descriptions for President, Industry and Continuity Representatives, and/or National Executive by no more than one week following the close of the first round of applications. The second round of applications will close on December 31.
- In the instance that no applications for industry or continuity representatives are received in the second round, the board may appoint eligible candidates to those positions in accordance with the procedure outlined in CUP By-laws.
- In the instance that an application for the President or National Executive is not received before the national conference, the board chair and HR officer will conduct an online election in accordance with the Secondary Election Procedure.
- All candidates must submit their applications electronically to the HR officer ten days before the first full day of the national conference.
- All applications shall consist of a cover letter, resume, three professional references,
and no more than five clippings for National Executive candidates.
1) The cover letter shall not exceed one page in length, and contain no more than a total of 800
2) The resume shall not exceed two pages.
3) The three references shall consist of contact information for individuals who can verify
information provided on the applicant’s resume.
iii. Nine days before the first full day of the national conference, the HR officer shall post each
application in the document depot, and post the names of the applicants to the CUP
- The HR officer shall actively collect memberships’ questions and concerns, and ensure
they are factored into the screening process.
- A candidate may withdraw their application up until one (1) hour before final plenary begins.
- The CUP Board of Directors Human Resources representative (HR officer) shall contact all
National staff candidates’ references by phone no less than seven days before the start
of the national conference in order to verify details laid out in the candidate’s
- Candidates shall submit a criminal background check as part of their application.
Applicants who can’t afford to have the check done shall apply to the Board of Directors
for a loan to cover the costs, with repayment options to be determined on a case-by-case
iii. The HR officer shall present a report to the hiring commission on the result of the
reference and legal background checks at the first meeting of the commission. Should
there be any grievances, the commission shall further investigate during the screening
process and interviews.
- The hiring commission can identify and remove candidates who have falsely
represented themselves in their cover letter and/or resume, or who have been charged
for sexual assault, fraud, embezzlement, or any other charges relating to the job
- A decision to remove a candidate from the screening process will be made by
resolution of the commission.
- If the hiring commission decides that a candidate should be removed from the national office elections, they will write another detailed report of the discrepancies and present
it to the CUP membership during mid week plenary. Should this report recommend that
the candidate not be considered for national office, membership can then vote to
overturn the hiring commission’s decision.
vii. The screening process is not to remove candidates because of their personality,
platform, or CUP experience.
viii. The screening process for National Executive candidates shall also include the editing test.
- The HR officer shall announce the names of the candidates who the screening
commission has agreed by resolution are eligible to run in the election at the beginning
of the mid-week plenary session.
- At that time, members of the hiring commission will post the resume, cover letter and
headshot of each candidate and, in the case of National Executive candidates, the hiring commission will also post clippings and the editing test in the writer’s resource room and in a
prominent place at the CUP national conference determined by the hiring commission
and make other copies available as requested by membership and emailed to all
conference attendees and CUP members, and that the editing test shall be distributed
with a score attributed to it.
- The hiring commission members will also supply a visual identifier indicating that the person is a candidate.
xii. President, National Executive, Industry and Continuity visual indicators will be different.
xiii. In the event that no candidate is deemed eligible to run for President or National Executive, the election for that position shall recommence using the secondary election process outlined in section 3.
- No candidate shall be allowed to produce any campaign material, either electronically
or not. i.e. Handbills, posters, T-shirts, Facebook pages
- The HR officer shall send out to membership a list of all candidates who pass the
screening process along with a mugshot and a 800-word (maximum) description
supplied from the candidate. The mail-out will be done at least five days before the
beginning of the conference. Info and mugshots must be provided to the HR officer along
with the application.
- Midweek Plenary Forum
- No events shall run concurrently to the midweek plenary forum at the National
- After being cleared to run in the election by the screening commission, all applicants
shall have the opportunity to participate in an open forum at midweek plenary at the
iii. The forum shall be chaired by the HR officer.
- Membership will have the opportunity to ask questions of each candidate for a
maximum of ten minutes.
- Each question must be related to the relevant job description.
- The ordering of candidates shall be:
1) Presidential candidates in random order.
2) National Executive candidates in random order.
3) Continuity Representative candidates in random order
4) Industry Representative candidates in random order
vii. Any question that violates the principles of the CUP Code of Conduct and/or are illegal
in nature shall be disallowed by the chair.
viii. Once the question period has begun, the doors to the forum will be locked and no
member may join the mid week plenary forum screening.
- During the question period, national executive candidates will be sequestered in a
separate room outside of the plenary room and brought in during their question period
only. Once the candidate is finished, they are sequestered again and the next candidate
is brought in.
- During the question period, presidential, and board candidates will not be sequestered and will be asked questions in alternating order to allow for debate.
- Speeches and Questions
- Speeches will take place at final plenary. All speeches must take place consecutively.
1) The order of speeches will be random.
2) Quorum, based on a roll call, is required before the interview process can begin. As soon as
quorum is reached, the doors to the plenary floor will be locked and no member may join the
screenings part way through.
- During the election process it is required that all electronic devices be turned off, and
removed from the plenary table.
iii. All National Executive candidates will then be sequestered in a separate room outside of the plenary room and brought in one at a time.
- Each candidate will then be allowed seven minutes to make a statement to plenary.
- Following this speech, members of the hiring commission shall ask each candidate a minimum of four and maximum of six questions. Only one question may be a joke
question, which must be related to the position.
1) All the candidates for the same position shall be asked the same questions.
- The interview shall take no more than twenty (20) minutes per candidate.
vii. Once the National Executive candidate is finished, they are re-sequestered and the next candidate brought in.
viii. All candidates for the same position will be asked the same questions.
- Voting and Scrutineering
- Members will vote by secret ballot once every candidate has spoken.
1) The ballots shall be created by the hiring commission prior to the election.
2) The candidates names will appear in alphabetical order by surname by position on the ballot.
3) A preferential ballot will be used, whereby papers rank their preferences for each position
4) If only one candidate is running for any position, a yes/no vote is taken
- The HR officer, plenary chair and two ballot counters chosen from the Hiring Commission will then leave the plenary room together to count the ballots.
iii. The first ballot counter will count the ballots in privacy. The second ballot counter will
then independently count the ballots in privacy. The HR officer and plenary chair will
supervise. If there is only one candidate running for a position, a yes or no vote is
taken. If a no vote is reached, the election is considered invalid for that position. The
election process shall then commence using the secondary election procedure.
- The vote is considered valid if both ballot counters counts are the same.
- The vote is considered invalid if both ballot counters counts are not the same.
- The ballot counters must recount separately until the vote is valid.
vii. Members shall have the opportunity to cast their ballot prior to final plenary. The hiring
commission will prepare advance ballots and the HR officer will announce at the
beginning of the conference where and when members can fill out their advance ballot.
Advance balloting shall be available a minimum of 24 hours before final plenary. Upon
request the HR officer shall provide the member with an advance ballot and remove their
name from the list of papers eligible to vote during the election portion of final plenary.
The member shall seal their ballot in an envelope, sign across the seal and place their
ballot in a secured ballot box. The HR officer shall ensure the ballot box is kept in a
secure location. The advance ballots shall remain in their sealed state until all ballots
have been collected, at which time the ballot counters shall count the ballots among
those cast during final plenary in accordance with part ii-vi of this subsection.
- Declaring a Winner
- The candidate with the fewest first-place votes is removed from the ballot. The papers
who voted for the eliminated candidate then have their votes distributed to their second place
choice. The process is repeated until a winner is chosen.
- In the event of a yes no vote, the winner is decided by a simple majority (50 per cent
plus one) in favour of the candidate. If a no vote is reached, the election is considered
invalid for that position and the secondary election procedure begins.
- In the event of a tie:
- The HR officer will inform plenary and the candidates for the position where voting has
tied. The HR officer and commission members will then determine an additional three
questions. All candidates will be asked the same questions.
- A second vote will take place, following the above procedures, after all candidates
present have answered the additional questions.
iii. If a second tie occurs, the HR officer will inform plenary and the candidates for the position
where voting has tied. The election shall be considered indeterminate for that position,
and the emergency election process shall commence.
- Regional Election Procedure (at Regional Plenary)
- Plenary Room
- Once quorum is reached, the doors to the plenary room will be closed.
- No member may enter the room part way through the screenings.
iii. No member who wishes to vote may leave the room.
- Electoral Officers
- A chief electoral officer (CEO) and one election scrutineer will run the election.
- The CEO will be selected from the following list in descending order.
1) CUP president
2) CUP president-elect.
3) CUP National Executive
4) CUP National Executive-elect
5) CUP regional representative
6) CUP regional bureau chief (RBC).
7) Any person present, elected by a majority (50 percent plus one) vote of regional plenary.
iii. CUP staff, directors and members may remove themselves from this list for any reason.
- No regional representative who is running for election shall be eligible to be the CEO.
- The scrutineer will be selected by regional plenary by a simple majority (50 per cent
plus one) vote.
- Candidates for CUP regional representative will submit their applications to the CEO before
- The starting time for this plenary session must be announced at least 24 hours in
advance by the CEO
iii. Candidates may submit a position paper and resume
- All applications must be submitted to the CEO no later than an hour before plenary
- Candidates may stand for election in absentia
- Candidates must prove that they will be staff at a CUP newspaper for the duration of the first year of their term.
- No candidate shall be allowed to produce any campaign material, either electronically
or not. i.e. Handbills, posters, T-shirts, Facebook pages
- All candidates must leave the plenary room once elections commence.
- The CEO will present all candidates’ applications to plenary.
iii. The CEO and members present will approve up to five questions for each position.
These questions may be prepared by the CEO and interested members in advance of
plenary. All candidates for each position must be asked the same questions.
- Candidates will be allowed to present to plenary for 5-10 minutes.
- The CEO, or an approved delegate, will ask the previously approved questions.
iii. Each candidate may speak for no more than 30 minutes, including presentations and
- Candidates who run in absentia may request the CEO read some or all of their
submissions to plenary.
- Voting and Scrutineering
- Ballots that are illegible or incorrectly filled out will be considered spoiled and therefore
will not count in the elections.
- Once every candidate has spoken, members will vote by secret ballot.
iii. The CEO and scrutineer will then leave the plenary room together to count the ballots.
The CEO will count them in privacy. The scrutineer will then independently count the
ballots in privacy.
- The vote is considered valid if the scrutineer and CEO’s counts are the same.
- The vote is considered invalid if the scrutineer and CEO’s counts are not the same.
- The CEO and scrutineer must recount separately until the vote is valid.
- Declaring a Winner
- The winner is decided by a simple majority (50 per cent plus one).
- If the first ballot does not achieve a majority for one candidate, the candidate with the
least votes is eliminated and another vote is taken until a simple majority is achieved.
iii. If there is only one candidate running for a position, a yes or no vote is taken. If a no
vote is reached, the election is considered invalid for that position. The position then
remains vacant until such time that another in-person regional plenary can be
- If there is a tie, a vote to break the tie occurs using the tiebreaking policy below.
- Once a winner is declared, the scrutineer will destroy all ballots.
- In the event of a tie
- The CEO will inform plenary and the candidates for the position where voting has tied.
The CEO and members will then determine an additional three questions. All candidates will be asked the same questions.
- A second vote will take place, following the above procedures, after all candidates
present have answered the additional questions.
iii. If a second tie occurs, the CEO will inform plenary and the candidates for the position
where voting has tied. The CEO will then open the floor to discussion from members. A
third vote will then take place.
- If a third tie occurs, the election is considered invalid for that position, and the vacancy
shall be filled in accordance to the procedure outlined in CUP By-law.
- Secondary Election Process
- In the event that no applications are received for a National Office position and/or an
online election must be held, the following procedure will be used to conduct an online
election of National Office staff:
- All candidates will be given six (6) days to prepare and submit a video, not exceeding
seven (7) minutes, outlining their platform and/or why they wish to be elected and to
- The videos submitted by each candidate must be one continuous shot, contain no
effects or editing, and contain no props, pictures or other individuals.
iii. Each candidate will upload their file to video sharing platform chosen by the HR
representative of the CUP board of directors from a personal account within the 6 day
period and ensure the video is set to be unsearchable.
- The candidates will submit the direct link to their video to the National Executive, chair of the board and HR officer before the end of the six (6) day period. The National Executive will arrange to have all videos posted at the same time to the CUP website no later than 48 hours after the final deadline.
- In place of the question and answer period usually designated for candidates during final plenary, the board chair and HR officer will call each candidate and ask the questions approved by the HR Commission at the national conference. This will be done in accordance with the Policy Manual. This call will be recorded and posted online along with the videos of each candidate.
- The ballot for the online elections will include an option to vote no. In the instance that
the no vote receives 50% the application process will restart.
vii. All online polling will be conducted over a five (5) day period. Quorum is 2/3 of the voting membership, including abstentions.
viii. In the event that after five (5) days, a quorum of 2/3 voting members is not reached,
voting will be extended in three (3) day increments until quorum is met.
- All election polls will be posted on the cup.ca website and facilitated through a secure
application that is determined by the HR officer of the CUP board of directors.
- All papers will be granted seven (7) days to register an email to be used to verify proper
authorization for voting on behalf of one’s paper.
- Registering an email is not required, however if multiple votes are registered from any
one paper all votes registered from that paper may be disqualified.
xii. All written communications made to membership regarding this process will be sent in
one email with complete translations.
xiii. The announcement of the winners will be made within 24 hours of the close of polling
via teleconference with all candidates and the available members of the CUP board of
- In the event of the resignation or impeachment of National Office staff, the national election is void, or a hiring procedure is ambiguous or not explicit, the Board of Directors shall call for nominations
for a replacement, in accordance with appointment procedures set out below:
- Immediately notify all member papers and call for applications for the vacant position.
- Accept applications for two weeks.
iii. Appoint one applicant to the position by means of a two-thirds (2/3) majority vote until the next members meeting or end of the term, whichever comes first.
- Present the applicant to membership for ratification by simple majority vote (50 per cent plus one) as per procedure at the next members meeting.
- In the event that the applicant is not ratified, the process shall recommence.
- Emergency Election Process
- In the event that a President or National Executive, Industry or Continuity Representative election results in a tie between two or more candidates a referendum shall be used to elect a successful candidate. The HR officer shall implement the following procedure:
- Immediately notify all member papers and inform them that the election was tied.
- Inform member papers that only candidates who participated in the final plenary election process will appear on the referendum ballot.
iii. Present the candidates to membership for election by simple majority vote (50 per cent
plus one) through referendum as per Referendum Process and Procedure.
- Distribute the candidates’ initial application packages and in the case of National Executive
candidates, completed editing tests–to membership along with the referendum ballot.
- Following the completion of the election process, the successful candidate shall be
presented to membership for ratification by membership through simple majority vote
(50 per cent plus one) through referendum as per Referendum Process and Procedure.
- Referendum Process and Procedure
- In the event that a referendum is required, the following procedure will be followed, in
accordance CUP By-law.
- To hold a national referendum, the Chair of the Board of Directors must ensure that
adequate access to appropriate technology is extended and all members are asked to
vote on a specific question. The Chair shall request a vote on a specific question. The
Chair of the Board of Directors may determine the technology (be it web-based, mail, or
email) using which the referendum is to be conducted.
- In the case of a regional referendum, the regional representative will assume this role.
- In the case that the regional representative is the position that must be filled, the President or Chair of the Board of Directors will assume this role.
- The ballot shall contain only the referendum question. Any explanatory notes or related
information shall be presented separately.
- In the event that more than one question is proposed, separate ballots shall be used.
- Two-thirds of members must vote within a thirty (30 day period for the results to be
- The Board of Directors shall be responsible for tabulating the ballots. The Board shall
appoint two scrutineers who are not in conflict of interest with the subject of the
referendum to inspect and oversee the tabulation.
- A simple majority is required for the passage of any policy-related questions proposed in
a referendum that do not require a special resolution as defined by the Act.
- The results of all votes, except those undertaken to select staff or directors, shall be sent
in roll call format to all members via the CUP listserv immediately after tabulation.
- Once a referendum question is approved by the Board, any changes necessitated by
such referenda it shall become effective immediately after tabulation unless alternate
timing is specified.
- National Election Brochure
- The election brochure will have the following on it:
1) The applicable job descriptions.
2) The national election procedure.
3) How to nominate and what you need to run.
4) Deadlines for nominations, when the nomination packages are posted (including editing tests)
and when elections are held.
5) Where nomination packages are posted.
6) People to talk to if you have questions.
7) Any other information deemed relevant by the membership and staff.
- The HR officer will also post the election brochure on the CUP listserv and the CUP
website by December 1.
- National Editing Test
- Who creates the editing test
- The editing test will be written by the incumbent National Executive and CUP
board human resources representative (HR officer) before mid-week plenary.
- If the National Executive is running again, a replacement will be found from this list in descending order:
1) CUP President.
2) Any regional bureau chief (RBC), or the Ottawa bureau chief (OBC).
3) CUP Board Chair.
4) CUP Board Vice Chair.
5) Other CUP board regional representatives.
6) News editors from CUP papers.
iii. A member of this list may withdraw themselves from the list for whatever reason.
- Nature of Editing Test
- The composition of the editing test will be left to the discretion of these two staff
members but it must:
1) Have a time limit of two hours.
2) Be composed of both comprehension questions about subjects such as libel, CP style and
basic journalism facts, as well as an editing portion where candidates must edit a piece no
longer than 700 words
3) Be supervised by at least one member of the Hiring Commission members in a room separate from membership and staff.
- During the test, candidates will have access to a:
1) CP Style guide.
2) CP Caps and Spelling guide.
3) Journalist’s Legal guide
4) A computer with an internet connection.
iii. Candidates must write on the hard copy of the test provided by the Hiring Commission.
They may not retype the test themselves.
- Once the editing tests are completed they are posted next to the candidates’ packages
with a note saying that the candidates had two hours to complete the test.
PART XI: BILINGUALISM
- Rights of French Members
- Regardless of fees paid, all French members shall have the same rights afforded to all
member papers including rights of voting and submitting candidates for CUP staff
- Until such time as Francophone members feel that services are sufficient to begin paying full
membership fees, CUP reserves the right to allocate a smaller percentage of fees
towards French services.
PART XIII: MISCELLANEOUS
- Undying Enmity
- In recognition of the eternal hatred that exists between the Gateway and the Ubyssey,
each year’s national conference shall prominently incorporate an informal dance-off
(including break dancing) between the Ubyssey and the Gateway, even if they aren’t both
- Every paper in attendance will be required to declare allegiance to one of those factions.
The Martlet may automatically be on the Ubyssey’s side.
- Any new members (within the first year of membership) present at the conference shall
adjudicate and officiate the dance-off.
- Any delegate who is attending their first national conference must dance the flamenco.
Date modified: 2015-01-16 by the CUP Board of Directors
Human Resources Policy
Canadian University Press shall work with employees whenever possible to improve poor performance. Progressive discipline is for problems such as poor performance, late or incomplete work, poor behavior or lack of communication. CUP reserves the right, with cause, to terminate the employment of Officers of the corporation.
I. Code of Conduct
1. This code applies to the Canadian University Press (hitherto referred to as CUP) workplace. For the intent of the code the workplace is defined as CUP national office, the time at all CUP conferences, and board meetings , as well as the time spent traveling to and from said conferences and meetings. The CUP workplace also extends to all CUP listservs and communications from CUP email addresses as well as any other time that a CUP staff member, volunteer or member can reasonably be considered to be representing CUP.
2. This code applies to all members of CUP, meaning the staff and volunteers and all members of CUP papers, including paid staff and volunteers while in the CUP workplace. CUP encourages its member newspapers to adopt this Code.
1. Complaints with respect to a violation of this Code may be made by members of CUP in relation to the conduct of other members where the complainant is directly or indirectly affected by the conduct in question.
1. All CUP members may reasonably expect to pursue their work in a safe and civil environment. CUP therefore does not condone harassment or offenses against property. CUP does not condone harassment on the basis of race, colour, sexual orientation, disability, age, marital status, political or religious affiliation, place of origin, class or gender.
1. Harassment may be verbal, physical, or psychological. It is unwelcome and unsolicited.
2. It may be one incident or a series of incidents.
3. Harassment consists of any vexatious comment or conduct that is known, or should reasonably be known, to be unwelcome.
4. Harassment may include, but is not limited to:
a) unwelcome remarks, jokes, innuendoes or taunts about a person’s body, clothing, sex, sexuality, racial background, disability, age;
b) insulting gestures and practical jokes: for example, of a sexist, racist or homophobic nature;
c) the display of pornographic and/or racist material;
e) refusing to talk to, or work cooperatively with a person because of her or his sex, race, colour, sexuality, age;
f) unwelcome physical contact, such as patting, touching, pinching;
g) unwelcome sexual overtures;
h) sexual assault;
i) physical assault; and,
j) creating, or threatening to create, a condition which unnecessarily endangers or threatens the health, safety or wellbeing of another member or group of members.
E. Behavioral Expectations
1. Members are expected to conduct themselves in a manner that is conducive to a positive environment and abstain from conduct that is detrimental to the reputation of CUP.
2. Those who hold positions at CUP must abide by the CUP code of conduct online when discussing CUPrelated business, articles, or using a CUPrelated social media account.
a) The general guideline is “if you wouldn’t publish it, don’t post it.”
b) If an individual includes an acknowledgement of a CUP position in their bio on a personal account, this policy also applies.
F. Offences Against Property
1. Offenses against property are defined as willfully or recklessly taking, having unauthorized possession of, and/or damaging or destroying any property belonging to:
a) CUP; or
b) Any member when such property is in the CUP workplace.
2. To threaten any of the abovementioned offenses will be considered in the same light.
G. Conflict of Interest
1. As journalists we feel it is important to maintain accuracy, integrity and fairness in all situations. Thus we shall make every effort to avoid conflicts of interest, both real and perceived.
2. If a conflict of interest arises, the staff member in question shall inform the National Executive or human resources rep immediately, and a plan of action developed as quickly as possible.
3. To avoid conflict of interest:
a) there shall be a clear delineation between opinion pieces and reporting.
2) CUP staff shall not write or edit articles concerning any organization movement or affiliation of which he or she is a volunteer, member, paid staff, or involved in any capacity.
c) CUP staff should not be working for any nonaffiliated political bodies or lobby groups.
d) CUP staff shall disclose previously existing relationships with sources or subjects.
e) CUP staff must not use privileged information obtained by their position to further personal interest.
(1) “Privileged information” can include but is not limited to confidential corporate information and story leads.
(2) Personal interest could include but is not limited to sharing or selling this information raw or in the form of a story.
(3) Any information gathered in an employee’s capacity as CUP staff be considered “privileged information.”
f) The national staff are not permitted to work for a competitive organization during their term of office, except when working for the organization as a Officer of CUP, as in a partnership. In circumstances of external work, the CUP board of directors shall make the final decision on whether it’s a conflict.
4. Recognizing our own fallibility as writers and editors, CUP staff are encouraged to ask for a second opinion or seek feedback if they are unsure if a conflict of interest exists.
5. Seeking and receiving feedback is a way to improve coverage on our newswire and in our papers.
1. All CUP members are expected to refrain from violating this Code. Members of CUP who have supervisory authority over others bear particular responsibility to act in a timely and effective manner if they become aware of any violation of this Code.
I. Assistance from CUP Board HR Officer
1. The HR Officer will be the informant and enforcer of the CUP code of conduct and the HR policy to management and directors/officers. The management will inform and enforce HR policy and CUP code of conduct to staff, membership and conference delegates.
2. This Code establishes that the CUP Board Human Resource Officer is mandated to assist CUP members in resolving incidents involving an alleged violation of this Code, in an effective and constructive manner. Such assistance is available to individuals who believe that they have been subjected to conduct that violates this Code, to those with supervisory authority who are called upon to respond to incidents of such conduct, and to those individuals who have been charged with the violation of this Code.
3. In the case where the HR Officer has violated this Code or is perceived to pose a conflict of interest to the case, the complainant may seek assistance from the Chairperson of the Board. The Chairperson thus takes on the role of the HR Officer for this purpose.
J. Complaints Subject to a Range of Responses
1. In keeping with the desire to settle conflicts in an effective and constructive manner, CUP shall endeavour to seek an appropriate response to any alleged violations of this Code, ranging from the use of alternate methods of conflict resolution to formal procedures for adjudicating complaints .If a violation has occurred, every attempt shall be made to use remedies and sanctions that restore harmony, collegiality and cooperation between members.
2. After consulting the HR Officer, the complainant shall decide upon one of the following courses of action:
a) To take no further action;
b) To proceed with informal conflict resolution, mediated by the HR Officer, or by an
c) alternate mediator, should the HR Officer feel it necessary to seek outside mediation;
d) To pursue any other course of action available at law; or
e) To file a formal complaint.
K. Formal Complaint
1. At all stages of the complaint procedure the rights to confidentiality and fairness of both the complainant(s) and the defendant(s) shall be held in the highest regard by all participants.
a) Normally, a formal complaint should be made within two months of the alleged violation. This period may be extended at the discretion of the HR Officer or alternate recipient of the complaint.
b) Any formal complaint must be made in writing and include substantive detail as to the nature and extent of the alleged code violation(s), and must specify the identity of the defendant(s).
c) Complaints should only be filed by those directly affected by the alleged violation. Complaints may not be brought on behalf of another party.
d) Formal complaints should be filed to the attention HR Officer of the CUP Board.
e) The complaint may be filed to the Chair of the CUP Board in lieu of the HR Officer should either the complainant or the HR Officer feel that the latter is not able to fairly process the complaint.
f) In either of the events that both the HR Officer and Chair prove to be either unavailable, or have recused themselves, then any other voting member of the CUP Board, or the President or National Bureau Chief may receive the complaint.
g) The recipient of the complaint will then act as chair of the grievance committee.
h) The committee chair shall hold the complaint in confidence.
i) The committee chair shall inform the complainant(s) of any delays regarding the complaint procedure, should they occur.
L. Initial Composition of the Grievance Committee
1. The grievance committee shall be composed of three (3) officers of Canadian University Press according to the following guidelines and procedure.
a) The chair of the committee shall work to immediately fill the two other positions, avoiding any persons known to be substantially in conflict with either the complainant(s) or defendant(s).
b) The first additional member of the committee shall be a voting director of the CUP Board The second additional member of the committee shall be the National Executive or, if they prove unavailable, one of the Women’s Issues, Queer Issues, Disabilities, or Antiracism Coordinators,
c) Preference should be given to selecting committee members who can meet in person, though meeting by conference telephone call may be necessary in some situations,
d) The chair should also recognize the need to represent a diversity of backgrounds and opinions on the committee.
e) Having preliminarily established an absence of malice or conflict on the part of a prospective member of the committee, the chair shall disclose the written complaint to the prospective committee member in strict, stated confidence. The chair shall then ask the prospective committee member to declare if they feel able to deal fairly with the complaint involving the named parties. If they can not do so then they shall be replaced by another suitable member according to the criteria set out in this policy.
f) The chair shall make every reasonable effort to complete the initial selection of the grievance committee within 48 hours of receiving the complaint; sooner if practicable.
g) The chair will notify the complainant(s) of the composition of the grievance committee to ensure there are no substantial conflicts from the perspective of the complainant(s). It shall fall to the judgment of the committee as a whole to weigh any objections.
M. Notification of Defendant(s) and Right of Reply
1. The chair of the committee shall make every reasonable effort to notify the defendant(s) in writing that a complaint has been filed within 24 hours of the approval of the committee by the complainant(s); sooner if practicable.
2. The composition of the committee shall also be disclosed at this time.
3. The defendant(s) shall receive a copy of the formal complaint as well.
4. The defendant(s) shall be encouraged to submit a written statement in answer to the complaint.
5. The defendant(s) shall also be expressly notified of the opportunity to state, in writing, any objections to the composition of the committee.
6. The defendant(s) shall normally have 48 hours to compose these responses, though this may be extended at the discretion of the committee.
N. Committee Review
1. Immediately after receipt of documents from the defendant(s) the chair shall disclose to the grievance committee the defendant(s)’ reply to the allegations.
2. Any objection on the part of the defendant(s) to the composition of the board shall also be reviewed.
3. If any two members of the committee feel the third to be in a substantial conflict, and the third does not willingly recuse him/herself, then the third may be removed by the two and a new third may be sought according to guidelines in this policy.
4. If the chair is dismissed by the other two then the first committee member from the list in this policy shall become the new chair. The new chair shall select a new member of the committee from that same list to fill the vacancy.
5. In the event that the composition of the grievance committee changes by resignation or removal, both the complainant(s) and defendant(s) shall have a right of reply to the appointment of any new member of the committee.
6. Objections to these appointment shall be weighed by the committee and, if warranted, the new member may be removed and replaced by another candidate from the list in this policy.
7. Any dismissed member shall continue to maintain the confidence of all knowledge pertaining to the complaint and reply thereto.
8. The intent of this provision is to ensure that the committee is fair and impartial; these procedures should not be employed frivolously to delay the proceedings.
1. The committee shall investigate the details of the alleged code violation to ascertain their veracity.
2. Any interviews conducted shall be recorded and transcribed for the investigation file.
3. Interviews shall be conducted only in the presence of all members of the committee; though meeting in person is preferred this provision may be satisfied by conference calling.
4. Both the complainant(s) and defendant(s) shall have the opportunity to suggest witnesses for interview.
5. Hearsay shall not be admissible and shall be stricken from the record. (Hearsay may be understood as secondhand evidence in which the witness is not telling what he/she knows personally, but what others have said to him/her).
6. Committee members shall not ask leading questions of the witness. (Leading questions are those which supply new information to the witness or otherwise suggest an answer or putting words in the mouth of the witness.)
7. Witnesses shall be entitled to request a copy of the transcript of their interview no less than 48 hours from giving it, and may ask for it from the investigation file at any time until the records are destroyed in accordance with provisions in this policy.
8. Witnesses may correct errors they note but may not change their testimony. If witnesses persist in desiring to significantly alter their statements then their entire testimony shall be deemed discredited and hence ignored.
9. Once the committee is satisfied with the evidence collected they shall forward it to the defendant(s) for review.
10. The defendant(s) shall be given the opportunity to respond in writing to any evidence considered by the committee.
1. The committee may not render a decision until it has collected sufficient facts upon which to act. Decisions must be in writing and must enumerate the rationale for their ruling.
2. The grievance committee:
a) May dismiss the complaint if found to be groundless or dilatory.
b) May recommend another form of mediation if the complaint does not fall within the purview of this code.
c) In respect of a defendant who is a representative of a member paper and not also an officer of CUP the committee may resolve any of the following individually or in combination:
(1) To request an apology from the defendant(s);
(2) To issue a confidential formal notice of reprimand of the defendant to the attention of appropriate authorities at the defendant(s)’ paper;
(3) To issue a temporary suspension of privileges of the defendant, including automatic and immediate expulsion from any CUP function and/or cessation participation in any online CUP community (this provision is intended to be employed to remove offenders deemed to pose a serious risk to the safety of others, with more permanent action to be taken pending the outcome of a related proceeding, e.g. a criminal case, some other arbitration or a related appeal to the CUP Board); and/or,
(4) To recommend to the CUP Board a permanent revocation of the defendant(s)’ privileges, enjoining them from ever attending conferences, participating in any online CUP community, or running for any CUP offices.
d) In respect of a defendant who is an officer of CUP, the committee may resolve any of the following individually or in combination:
(1) To request an apology from the defendant(s);
(2) To issue a formal reprimand for the personnel file (which may be referenced in combination with later reprimands or warnings [issued as part of other grievances adjudicated under article 11 of the constitution] as cause for termination by the CUP Board);
(3) To order an immediate shortterm suspension with pay (if applicable) for up to two weeks, which shall include immediate expulsion from any CUP conferences and/or meetings (this provision is intended to be employed to remove offenders deemed to pose a serious risk to the safety of others, with more permanent action to be taken pending the outcome of a related proceeding, e.g. criminal, or pending the decision of the CUP Board on the recommendation of termination). The suspension may be extended indefinitely at the discretion of the CUP Board;
(4) To refer a recommendation of termination of employment or contract (if applicable) to the CUP Board for ratification; and/or,
(5) To recommend to the CUP Board a permanent revocation of the defendant(s)’ privileges, enjoining them from ever attending conferences, participating in any online CUP community, or running for any CUP offices.
3. Though the members of the committee will ideally be in consensus, a member in disagreement with the decision’s grounds and/or scope must detail their reasoning in a dissenting opinion as part of the written decision.
Q. Role of the CUP Board: Referrals for Ratification of Certain Decisions; Appeals
1. It shall fall to the CUP Board to act as the body of appeal for all matters arising from this Code’s grievance committee process. It must be stressed that aspects of the complaints and the identity of those involved shall be kept in the strictest confidence and that all discussions shall be held in camera.
a) The complainant(s) may appeal dismissal of the complaint to the CUP Board in writing within one month of the decision by the grievance committee.
b) Any member of the CUP Board in a conflict of interest or named in the complaint shall recuse themselves from any discussion of the issue at the Board. A twothirds majority of other voting members of the board may force this recusal.
c) The extension of any suspension must be ratified by the CUP Board with full reference to the investigation files. It shall fall to the CUP Board at that time to decide whether the suspension will include pay (if applicable), and whether to replace the defendant(s) on an interim basis (if applicable).
d) Any recommendation for termination or permanent revocation of privileges must be ratified by the CUP Board with full reference to the investigation files.
e) The defendant(s) may appeal any ratification decision of the CUP Board in writing.
f) 6) The defendant(s) is/are entitled to a hearing before the CUP Board in respect of any appeal.
g) All decisions of the CUP Board must be given in writing and must include reasoning, and shall be appropriately filed with other documents from the investigation. As with decisions from the committee level, dissenting opinions shall be included if applicable.
R. Methods of Communication
1. Both complainants and defendants are entitled to the speedy resolution of these proceedings. As such, various methods may be employed to correspond provided the confidentiality of material being transmitted is assured.
a) With the permission of the recipient, email may be used to transmit documents, with the telephone used to verify receipt.
b) With the permission of the recipient, facsimile may be used to transmit documents with the telephone used to verify receipt.
c) Interviews during the investigation phase may be conducted either in person or via telephone,
d) in the latter case provided all members of the committee are participating via conference call.
e) Ideally the grievance committee will meet in person, but if necessary they may convene by telephone provided all members are in receipt of the same documents, and provided all members are accounted for via conference call.
S. Records of Decisions and Investigations
1. The written decision issued by the grievance committee or subsequently by the CUP Board will be included in the personnel file of the defendant(s) along with the investigation transcripts, as well as the original written complaint and reply.
a) Both the complainant(s) and the defendant(s) have the right to see these documents;
b) Other witnesses in the investigation do not.
2. Records from complaints deemed dilatory or groundless shall be destroyed after one month, once the window for appeal has elapsed.
3. Records of all other complaints and decisions shall be retained in the files for three (3) years, at which point they shall be destroyed under the supervision of the CUP National Executive and HR Officer.
T. Notification of Decisions
1. The right to confidentiality of complainants and defendants must be balanced firstly against Directors’ need to be aware, and secondly against need for members to be kept aware of the disposition of their officers.
2. Decisions arising out of this process, both of the committee and the CUP Board shall remain confidential except in the following cases, and even so only specified aspects will be made selectively available according to the stipulations in each case:
a) In the event of any reprimand being issued to a CUP officer, the CUP Board shall be notified in camera of the identity of those reprimanded, but not of the specifics of the complaint.
b) In the event of a reprimand of a conference delegate, the CUP Board shall be notified and the senior representative of the defendant’s paper shall also be notified. The details of the complaint and arising decision shall otherwise remain confidential.
c) In the event of any suspensions arising from this process, members will be notified of the suspension of the defendant, and further that it came about as a consequence of a Code of Conduct violation, and told what other process is (appeal to the CUP Board or appeal to the courts in answer to the decision). The details of the complaint and arising decision shall otherwise remain confidential.
d) In the event of a termination by the CUP Board, based on the recommendation of the grievance committee, members shall be notified that the defendant has been dismissed on the basis of a Code of Conduct violation. The details of the complaint and the decision shall otherwise remain confidential.
e) 5) None of the provisions laid out in this section shall be interpreted as to limit the power of the CUP Board to consider all evidence on a confidential basis in the event of an appeal.
U. Informing the Community
1. The CUP Board Human Resource Officer shall undertake to inform all members, staff and volunteers of CUP of the provisions of this Code and the services provided along with it.
V. Fairness and Consistency
1. Complaints made under this Code shall be adjudicated in a manner that is consistent with the principles of natural justice and fair for all parties to the complaint, regardless of constituency. The principles of natural justice may be defined broadly as the obligation to hear the other side and to make a decision untainted by bias.
W. Consultation With The CUP Board HR Officer
1. The CUP Board HR Officer shall be impartial in the exercise of her/his functions, and shall respect the confidentiality of all parties to any matter in which the HR Officer has been requested to assist.
X. Complaints Relating to the Operations of the HR Officer
1. If a member considers that the HR Officer has failed to follow the procedures outlined in this Code, with respect to any matter to which the member has been a party, she or he may submit a written complaint, detailing the alleged procedural failure, to the President or Chairperson of the CUP Board. The President or Chairperson shall investigate the complaint against the HR Officer and inform the member of the results of the investigation. The President or Chairperson, shall decide upon an appropriate disciplinary course of action.
2. In the case where the Chairperson is acting as HR Officer, the complainant shall file their complaint with another member of the CUP Board to carry out this function.
Y. Recourse to Law
1. This Code does not detract from the right of members to seek the recourse of law.
II. Progressive Discipline for Parttime Staff
A. A. Should any party feel that a staff member (includes all positions paid by CUP or by grants secured by CUP) is found to be in violation of the terms of his/her contract, or fails to fulfill aspects of his/her job description, the following disciplinary measures will take place.
B. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the circumstances of job abandonment, severe dereliction of duties, sexual assault, fraud, embezzlement, etc.
1. The first warning is verbal and given by the CUP National Executive. Both warnings must include specific examples of the behaviour that needs to be changed and suggestions for performance improvement. Each of the warnings must be documented and filed in the confidential personnel files by the National Executive. Documentation should include the date of the warning, the improvements that needed to be made and the signatures of those who gave the warning. Documentation should also include any responses by the staff member in question to the charges of poor performance. At least one week must elapse between the first and second warning.
2. The Second and Final warning is written and given to the staff member by the CUP 1. 10 National Executive. The second warning must include suggestions for performance improvement and explicitly state that if poor performance continues the staff member will be fired. A copy of the third warning must be signed and dated by the staff member in question and filed in the confidential personnel file by the National Executive. If the staff member disagrees with the content of the warning, he or she can write a letter to the National Executive outlining what he or she disagrees with. The third and final warning must be given no less than one week after the second warning.
3. The National Executive will inform the CUP Board that the staff member has received a third and final warning and that if performance does not improve the staff members’ contract will be terminated. In the case that the staff member in question has filed a formal letter of disagreement with the warning to the National Executive the CUP Board will also be informed about the content of the letter.
4. The National Executive shall send a letter to said staff member indicating the board’s acknowledgement of the warnings and advising the staff member they will face dismissal pending another infraction of their job description and/or contract.
5. Dismissal: If the staff member in question’s performance has not improved after a period of no less than one week after the second warning, the National Executive, will terminate of the staff member’s contract resulting in immediate dismissal. The National Executive must contact said staff member immediately to notify him/her and send a formal letter documenting the dismissal. The National Executive must file a copy of this letter in the confidential personnel file.
6. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the extreme circumstances of sexual assault, fraud, embezzlement, etc.
III. Progressive Discipline for National Executive
A. Should any party feel that the National Executive is not meeting the terms of his/her contract or is not fulfilling aspects of his/her job description, the following procedure shall be followed. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the circumstances of job abandonment, severe dereliction of duties, sexual assault, fraud, embezzlement, etc.
1. The complainant will send a formal grievance letter to the CUP HR Officer. The letter should outline the specific grievance and what action the complainant wishes to see.
2. Upon receipt of a formal grievance letter, the President or Board Chair and HR Officer. must meet to discuss the grievance. The President or Board Chair and HR Officer will proceed with progressive discipline at their discretion. If they decide formal discipline is necessary the Board HR officer must immediately arrange for a meeting with said staff member. The HR Officer and President or Chair will endeavour to maintain the confidentiality of the complainant at all times. The HR Officer will be responsible for filing all correspondence and documentation of the disciplinary process and for maintaining its confidentiality.
3. The first two warnings are oral and given by the President or Board Chair and HR Officer. Both warnings must include specific examples of the behaviour that needs to be changed and suggestions for performance improvement. Each of the warnings must be documented and filed in the confidential personnel files kept by the HR Officer. Documentation should include the date of the warning, the improvements that need to be made and the signatures of the HR Officer and Chair. Documentation should also include any responses by the staff member in question to the charges of poor performance. At least two weeks must elapse between the first and second warning.
4. Upon the receipt of a third grievance letter the CUP Board HR Officer and President or Chair will call an emergency meeting of the CUP Board of Directors to discuss the third and final warning.
a) The third and final warning will be given at the discretion of the CUP Board.
b) The third and final warning is written, signed and given to the staff member by the Board HR Officer and President or Chair.
c) The third warning must include suggestions for performance improvement and explicitly state that if poor performance continues the staff member will be fired.
d) A copy of the third warning must be signed and dated by the staff member in question and filed in the confidential personnel file by the HR Officer.
e) If the staff member disagrees with the content of the warning, he or she can write a letter to the HR Officer. outlining what he or she disagrees with.
f) A third warning must be given no less than two weeks after a second warning.
5. The CUP board’s Human Resources Rep. shall send a letter to said staff member indicating the board’s acknowledgement of the warnings and letting the staff member know that they will face dismissal pending another infraction of their job description and/or contract.
6. Dismissal: If a fourth grievance letter is filed after a period of no less than two weeks, the HR Officer and President or Chair must call an emergency meeting of the CUP Board to discuss the possible dismissal of the staff member in question. In the event that the CUP Board moves to dismiss the staff member the motion must have 2/3 to carry.
7. The HR Officer and at least one other member of the Board must contact said staff member immediately to notify him/her that the CUP Board has voted in favour of his/her dismissal, pending ratification by plenary. The Board must also send a formal letter documenting the dismissal to said staff member. The HR Officer must file a copy of this letter in the confidential personnel file.
8. Immediately after contacting said staff member the HR Officer will post a notice to the CUP member listserv informing all members that the progressive discipline process has been exhausted and that the termination of the staff member’s contract is up for member’s ratification.
9. A vote for impeachment of the National Executive at the next National conference (if it is within two months of this final infraction) be brought forward by the CUP Board of Directors. A referendum will otherwise be held by the CUP Board of Directors.
10. The CUP Board of Directors will elect hire an interim National Executive until one can be elected by member papers.
11. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the circumstances of job abandonment, failure to improve, failure to respond to pleas for adequate communication, extreme disregard for job duties as decided by the staff member’s immediate supervisor, severe dereliction of duties, sexual assault, fraud, embezzlement, etc.
IV. Emergency Removal Procedure
A. Under extreme circumstances such as sexual assault, fraud, embezzlement, etc., the CUP Board shall have the authority to terminate immediately the employment of any CUP staff member as outlined in the Progressive Discipline Policy.
B. The HR Officer and at least one other member of the Board must notify said staff member of the grievance.
C. An emergency board meeting shall be set for no more than ten days from notification. Immediately following notification, the staff member shall be suspended until the Board has made its decision
D. Member papers will be advised of the situation via the CUP listserv, and encouraged to broach their questions or concerns prior to the emergency board meeting.
E. The staff member shall be entitled to legal counsel, and encouraged to speak to the grievance.
F. The Board will release a decision to the membership within 48 hours of the meeting, barring any unforeseen legal concerns.
V. Impeachment Procedure
A. If a member has a motion for impeachment that motion must be submitted in writing to the CUP President or Board Chair and to the HR Officer. In the event of a conflict of interest with a CUP President or Board Chair or HR Officer the second copy of the motion shall be submitted to the CUP Board ViceChair.
B. After those who received the motion have sought legal counsel, the CUP Board will convene for an emergency session and will submit to the member in question, the mover, 1. 13 and to the seconder a statement as to the legal ramifications of the motion to impeach. 24 hours following the aforementioned parties having been sent the statement of legal ramifications either the President or Chair, the HR Officer or the Vice Chair shall distribute the motion to impeach to all members.
C. Those who receive the motion must distribute it to all members within 24 hours, after having discussed the motion with the mover and the seconder and having sought legal counsel.
D. An emergency plenary session will convene to meet and vote on the motion as soon as all papers register for the conference have at least one representative in attendance.
E. No delegate may leave or join said emergency plenary in midsession nor may they communicate with parties outside of said session.
F. The conference coordinators are responsible for taking proper precautions to ensure the safety of the staff member in question, of the mover, and of the seconder.
A. The national executive, at its discretion, may post bail for any CUP employee.
VII. Unpaid Leave(s) of Absense
A. The National Executive is eligible to take up to ten regular business days of unpaid leave during the term of employment.
B. Any leave of absence must be approved by the CUP Board of Directors.
C. Notwithstanding extenuating circumstances, all applications for leave must be made to the Board no less than fifteen regular business days before desired start date of the leave.
D. The Board must approve the leave no less than ten regular business days before the start of the leave of absence.
E. Notwithstanding extenuating circumstances, the Board shall not grant any leave during the months of September or January.
F. Upon approval of the leave, the CUP Board will:
1. Work with the National Executive to determine who will cover essential duties during the absence.
2. Communicate to membership the name of the staff member it has granted leave to, the duration of the leave, and which staff members will be accepting which duties during the absence.
VIII. Sensitivity Training
A. CUP will offer sensitivity and antioppression training at the Summer School training session each year.
VIII. National Conference Staff
A. National Conference Staff is defined as any CUP staff or members hired or chosen to serve as “staff” at a national conference. This includes but is not limited to:
1. The National Executive, CUP President, Conference coordinator(s), Board of Directors, Commission facilitators, safety coordinator(s), newsletter coordinator(s).
B. All conference staff, excluding the conference coordinators, shall be required to work a minimum of one safety shift and one “on call” shift during the course of the conference.
1. At least one conference coordinator shall be deemed “on duty” and available for contact at all times. The on duty coordinator will be clearly outlined in the safety shift schedule.
2. The National Executive will organize and distribute the safety shift schedule to all staff before the first day of the conference.
C. Staff scheduled to work or be on call for safety shifts are prohibited from consuming any alcohol or controlled substances for 4 hours before the first safety shift of the day and 4 hours after the last safety shift of the work day is over.
D. During the final night gala and any other event or evening designated by the board of directors, upon the recommendation of the conference and /or national staff, all National Conference Staff shall be considered on duty and shall be prohibited from consuming alcohol or other controlled substances for 4 hours before the event begins until 4 hours after the last safety shift of the work day is over.
E. Failure of National Conference staff to strictly adhere to these policies will result in enacting the procedures outlined in the CUP Progressive Discipline policy.
F. All National Conference Staff shall be required to sign a contract indicating they are aware of and intend to adhere to: these policies, the CUP Code of Conduct, Human Resources Policies (in particular the progressive disciplinary policies) and any supplementary policies outlined by the board of directors prior to the beginning of each conference.
PART II: JOB DESCRIPTIONS
1. The President is responsible for governing CUP and representing CUP to other organizations and the community at large.
2. The President is responsible for enacting the mandate of plenary and chairing the board of directors between national plenaries.
1. The President will set organizational goals and direction for the duration of the term of office.
2. The President will act as a public advocate for the student press.
C. Financial duties:
1. The President will act as signing officer for CUP.
2. All expenditures by regional staff according to priorities set by regions must be authorized by the President or National Executive.
D. Member relations:
1. Respond to information requests in cooperation with the National Executive.
2. Keep track of member papers through direct communication and regional directors.
1. The President will share responsibility for attending regional conferences with the National Executive when budget permits.
2. The President will provide assistance and resources to regional conference coordinators and help coordinators to develop a budget for their event.
1. The President will serve as chair of the CUP board of directors.
2. The President will ensure that all members of the CUP Board of Directors receive their board packages at least five working days before each board meeting.
3. The President is responsible for composing an introduction package for the CUP board of directors by the first meeting of the year. The package should include exit reports, a vision for the upcoming year, the board policies and procedures manual, motions passed at the previous national plenary, and updated copies of the CUP bylaws and Policy Manuals.
G. National Conference:
1. The President will act as a resource at plenary and be the Joint Commission Facilitator at the National Conference.
1. The President will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
2. The President will prepare an end of year transition report for the incoming President to be presented to the CUP board at the final meeting of the year, detailing work completed, challenges faced and items of concern and celebration.
I. Term of office:
1. The President’s term begins May 1 and concludes April 30 the following year.
1. The annual salary of the President is outlined in the CUP budget.
i. If the President does not meet the expectations of this job description, he or she will be subject to CUP’s progressive discipline policy as laid out in section VII.3 of the Policy Manual.
1. The President is elected by a simple majority (50 per cent plus one) by plenary at the National Plenary
II. CUP Board Regional Representative
1. CUP will ensure there is one director elected in each of the following regions: Atlantic Canada, Quebec, Prairies and Northern, Western (B.C. & Yukon) and Ontario.
2. CUP regional directors will represent the member papers of their region at the CUP board level and act as a liaison between member papers and the National Office.
1. The CUP regional representative’s primary duty is to encourage members to fulfill their responsibilities to CUP.
2. The CUP regional representative is also required to attend all CUP board meetings.
1. The CUP regional representative can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUPrelated business and workshops at locations outside of the regional director’s home city, from National Office.
D. Member Communication
1. Phone/email all member papers by the end of August to make contact and outline the ways in which they can use the CUP regional director as a resource. The director should also determine how to continue contact with the member on a frequent basis.
2. Respond to all member inquiries by email within 72 hours barring extreme circumstances.
3. Initiate and maintain communication with member and trial papers with the least possible cost to CUP.
4. Communicate regularly with the Bureau Chiefs for their respective regions to share information and coordinate services to papers in the region.
5. Work, in conjunction with the President and National Executive, to seek and recruit new members within the region.
6. Request (though not require) each constituent member’s constitution, budgets, staff positions and structures for archival and referral purposes by Sept. 21 of each year and make such documents available through the CUP website, with the permission of that member paper.
E. National Conference
1. i. Act as a resource for plenary and commissions at the National Conference.
F. Regional Conferences
1. Chair all plenary sessions held at regional conferences.
1. Write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
2. Provide a detailed transition report about his/her experiences in the position to incoming regional directors detailing work completed, challenges faced and items of concern and celebration. The report should also cover problems, or suggestions that may require special attention.
1. Directors will attend CUP regional conferences, the National Conference and Summer School as funds allow.
2. Directors will perform other duties deemed important by the region.
3. Directors are required to submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.
4. Directors will read CUP’s constitution, standing resolutions and policy manual before the first board meeting.
I. Term of Office
1. The CUP regional director’s term will run for two (2) years from May 1 (or upon being elected or appointed after May 1) until April 30 of the final year.
2. The election of regional directors will be staggered, with half of the board of directors being hired each year, beginning with Western, Atlantic and one Ontario director. Prairies, Quebec, and the other Ontario director will be hired the following year.
3. Regional directors must be an active member of a CUP paper for the duration of the director’s first year on the board, and the following year it is not required to be an active member of a CUP paper.
1. The annual stipend for Regional Directors is outlined in the CUP budget. The stipend shall be divided by the number of inperson board meetings and an equal share will be paid out per meeting attended.
2. The Regional Directors will receive 40% of their stipend (considering two years’ stipend as a whole) in the first year of their terms, and the remaining 60% in their second year of terms. If a Regional Director abdicates his/her position after completion of the first year, s/he thereby forfeits all of the remaining 60% of his/her stipend.
3. 20 per cent of the stipend will be placed in conditional pay pending submission of an endofyear report and fulfillment of this job description.
1. Directors who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline policy.
1. Regional Representatives are elected by a simple majority vote (50 per cent plus one) following CUP policies for regional elections.
III. National Executive
1. The National Executive is CUP’s chief administrator and is responsible for running for the organization and representing CUP to other organizations and the community at large.
2. The National Executive is also CUP’s chief editor and is responsible for running CUP’s editorial services, including but not limited to the national wire, Bureau Chiefs and Editors, maintaining resource guides, and acting as a general editorial resource for the membership.
3. The National Executive is responsible carrying out all duties assigned to in CUP’s bylaws.
B. Financial Duties
1. The National Executive will serve as chief executive officer and chief financial officer and act as signing officer for CUP.
2. All expenditures by regional staff according to priorities set by regions must be authorized by the National Executive.
3. The National Executive is responsible for calculating membership fees and mailing invoices to member papers.
4. The National Executive is responsible for dealing with problem bills.
5. The National Executive will fulfill financial requirements to supplement jobs performed by the bookkeeper including but not limited to invoicing, recording accounts receivable,tracking accounts receivable, banking, and writing cheques.
6. The National Executive will provide financial statements to the treasurer of the CUP board of directors as requested.
C. Editorial duties
1. The National Executive will be responsible for any and all editorial content that is published by CUP on cupwire.ca, ensuring that any content published are neither libellous nor in contempt of court, meet CUP’s style standards, are factual, grammatical and spelling error free and localized references are eliminated if applicable.
2. The National Executive will plan and oversee CUP’s social media strategy.
D. Member Relations
1. Outline all services provided by CUP and its staff at the beginning of September and January of each fiscal year either by mail or email.
2. Call and make contact with every member paper at least once by the end of September. Respond to information requests. Keep track of member papers through direct communication and regional representatives.
3. The National Executive will undertake recruitment efforts to grow CUP’s membership,including but not limited to maintaining regular contact with nonCUP papers, keeping an updated contact list of nonCUP paper editors, distribute recruitment packages and do appropriate follow up, and target specific papers for facetoface recruitment by national staff in consultation with the Board of Directors.
1. The National Executive will be responsible for attending regional conferences when budget permits.
2. The National Executive will do general office work such as answering the phone, filing and general office upkeep.
3. The National Executive will oversee office equipment, contracts and new purchases.
4. The National Executive will endeavour to learn the CUPprovided CMS or server storage system and liaise with whoever is maintaining the system on a regular basis.
5. The National Executive will provide assistance and resources to regional conference coordinators and help coordinators to develop a budget for their event.
6. The National Executive will oversee the hiring and supervision of contract positions in accordance with CUP’s policy manual when necessary, including but not limited to applying for a Human Resource Development Canada summer student grant when the budget permits.
7. The National Executive will determine ways to acquire volunteer National Office staff as needed.
8. The National Executive will update the alumni database as necessary, including adding all new CUP staff, and maintain communication with CUP alumni.
9. The National Executive will spend two weeks training the incoming National Executive during the last two weeks of the term of office.
F. National Conference
1. The National Executive will act as a resource at plenary and for commissions at the National Conference.
2. The National Executive must ensure CUP’s editorial needs are being met throughout the duration of the National Conference, including but not limited to ensuring stories are being published to the wire and fulfilling requests from member newspapers.
1. The National Executive will provide a written report for every meeting of the CUP board of directors, detailing work completed, challenges faced and items of concern and celebration.
2. The National Executive will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
3. The National Executive will prepare an end of year transition report for the incoming National Executive to be presented to the CUP board at the final meeting of the year, detailing work completed, challenges faced and items of concern and celebration.
H. Term of Office
1. The National Executive’s term begins May 1 and concludes April 30 the following year. The position is based on 52 week term of office at 10 hours per week from May 1 to August 14 and 40 hours per week from August 15 to April 30.
1. The annual salary of the National Executive is outlined in the CUP budget.
1. If the National Executive does not meet the expectations of this job description, he or she will be subject to CUP’s Progressive Discipline Policy.
IV. Bureau Chief
A. A. Definition
1. Canadian University Press will staff one bureau in the following areas: Atlantic Canada, Quebec, Ontario, the Prairies, B.C. and Ottawa.
2. Regional Bureau Chiefs will also cover one section beat and produce content that can be used by all CUP papers. Beats may be: Sports, Arts & Life, Opinion, Labour, Science & Technology
3. Bureau Chiefs will report to the National Executive.
1. Bureau Chiefs will be responsible for covering events happening in and around their regions sections and educational institutions that are of national interest.
2. Bureau Chiefs are also responsible for covering government events, meetings, caucuses and happenings in the provincial legislature(s), with an eye for youth and educational issues that are of national interest.
3. The Ottawa Bureau Chief is responsible for covering federal government events, meetings, caucuses and happenings on Parliament Hill, as well as national interest and lobby groups and events in Ottawa.
4. The Quebec Bureau Chief is responsible for covering events outside of Montreal and maintaining a working relationship with CUP’s newspapers in Montreal to facilitate coverage of the city where appropriate.
5. The B.C. Bureau Chief is responsible for covering events and issues occurring in the North.
1. Bureau Chiefs will be responsible for meeting a story quota of at least 15 each semester for CUP’s national wire.
2. Bureau Chiefs will be responsible for submitting artwork with each story filed and working with CUP’s multimedia editor to provide multimedia assets, including but not limited to infographics, audio reporting, video reporting, alternative story formats, etc., where appropriate.
3. Bureau Chiefs will also be responsible for staffing requests for coverage from member papers, including but not limited to covering stories, completing interviews, organizing multimedia, etc.
1. Bureau Chiefs can request access to a fieldwork fund, used for reportingrelated expenses, from National Office.
2. Bureau Chiefs can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUPrelated business and/or workshops at locations outside of the Bureau Chief’s home city, from National Office.
3. Bureau Chiefs located in a provincial capital can request a press pass to the provincial legislature from National Office.
4. The Ottawa Bureau Chief may be given a press pass to the Parliamentary Press Gallery by National Office.
5. Bureau Chiefs will maintain a list of contacts, on an ongoing basis, including lobby groups, student leaders and councils, experts frequently consulted, various governmental groups and departments, and any other useful contacts to be shared with CUP member papers and other CUP staff.
E. Member Resources and Training
1. Bureau Chiefs will act as a resource for member papers in their regions with the intent to give feedback on paper content, writing style and story ideas on an ongoing basis as requested.
2. Bureau Chiefs will provide story ideas and assist in increasing any member newspaper’s reporting skills upon request.
3. Bureau Chiefs should help organize technical and issues seminars for member newspapers in their region that improve journalism skills upon request and ensure, whenever possible, that these seminars keep costs low.
4. Bureau Chiefs will maintain regular contact with member newspapers and aid Regional Representatives in recruitment efforts.
1. Bureau Chiefs will encourage all papers in their region to contribute stories of national interest to the wire.
2. Bureau Chiefs will contact all papers in the region to outline ways member papers can use the bureau as a resource.
3. Bureau Chiefs will work to maintain CUP’s social media accounts by promoting their own work, that of member newspapers and other relevant news.
1. Bureau Chiefs will attend CUP regional conferences, the National Conference and Summer School as funds allow.
2. Bureau Chiefs will communicate regularly with the National Executive and other bureaus and editors.
3. Bureau Chiefs are required to submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.
1. Bureau Chiefs will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
2. Bureau Chiefs will write a transition report for the incoming bureau to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.
I. Term of Office
1. The Bureau Chief’s term will run from May 1 (or upon being hired after May 1) until April 30.
2. The editorial components of this job description are considered active beginning the week before the start of each semester.
3. Any pay mentioned in this job description will be provided from Sept. 1 to April 30.
4. Bureau Chiefs must be an active member of a CUP paper during their term of office.
1. The annual salary of the Bureau Chief is outlined in the CUP budget.
2. 20 per cent of the salary will be placed in conditional pay pending submission of an endofyear report and fulfillment of this job description.
1. Bureau Chiefs who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline Policy
1. Bureau Chiefs will be hired by a committee as outlined in the Policy Manual by April 15 each year.
V. Multimedia Editor
i. Canadian University Press will staff one editor who will be responsible for multimedia content for the wire.
ii. The Multimedia Editor will report to the National Bureau Chief.
i. The Multimedia Editor will be responsible for curating and creating audio and video content and other online features for the wire.
ii. The Multimedia Editor should be available to answer questions from CUP member papers and to guide them in building a web presence and integrating multimedia content on their website.
i. The Multimedia Editor will be responsible for submitting a minimum of eight (8) pieces of content per week to the wire. Content can be chosen from member papers for their journalistic merit and national relevance, or created specifically for the wire by the editor or other CUP contributors. Content can include but is not limited to: podcasts, audio, video, infographics, interactive features, data projects and photo galleries.
ii. The Multimedia Editor will encourage member papers to create nationally relevant multimedia content for the wire.
iii. The Multimedia Editor will edit and organize all submissions and publish them directly to the wire in consultation with the National Bureau Chief, whether alongside existing wire content or on their own in a CUP multimedia depot.
iv. The Multimedia Editor will ensure CUP has a multimedia depot that is constantly updated and accessible to members.
v. The Multimedia Editor will ensure that all content: is neither libellous nor in contempt of court; meets CUP’s style standards; are factual, grammatical, and spellingerror free; and that localized references are eliminated where possible.
vi. The Multimedia Editor will work with Bureaus and Editors to provide multimedia assets for existing wire stories.
vii. The Multimedia Editor will coordinate with staff working on CUPprovided CMS or server storage and provide insight into the project.
i. The Multimedia Editor can request access to a field work fund, used for reporting related expenses, from National Office.
ii. The Multimedia Editor can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUPrelated business and workshops at locations outside of the Editor’s home city, from National Office.
E. Member Resources and Training
i. The Multimedia Editor will act as a resource for member papers with the intent to give feedback on multimedia content and ideas for content on an ongoing basis as requested.
ii. The Multimedia Editor will compose at least two resource guides per year that will encourage member papers to include more multimedia content on their websites and offer tips on how to do so.
iii. The Multimedia Editor should help organize technical and issues seminars for member newspapers in their region that improve multimedia journalism skills upon request and ensure, whenever possible, that these seminars keep costs low.
iv. The Multimedia Editor should organize and conduct technical and issues seminars for member newspapers outside their region via Skype or other appropriate teleconference.
v. The Multimedia Editor will maintain regular contact with member newspapers.
i. The Multimedia Editor will encourage all papers to contribute multimedia content to the wire.
ii. The Multimedia Editor will contact all papers to outline ways member papers can use multimedia content on the wire and CUP’s multimediarelated resources. The Multimedia Editor will be responsible for maintaining a multimediarelated listserv.
i. The Multimedia Editor will attend CUP regional conferences, the National Conference and Summer School as funds allow.
ii. The Multimedia Editor will communicate regularly with the National Bureau Chief and 1. 24 other bureaus and editors.
iii. The Multimedia Editor will submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.
i. The Multimedia Editor will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
ii. The Multimedia Editor will write a transitional report for the incoming editor to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.
I. Term of Office
i. The Multimedia Editor’s term will run from May 1 (or upon being hired after May 1) until April 30.
ii. The editorial components of this job description are considered active beginning the week before the start of each semester.
iii. Any pay mentioned in this job description will be provided from Sept. 1 to April 30.
iv. The Multimedia Editor must be an active member at a CUP member newspaper during his or her term of office.
i. The annual salary of the Multimedia Editor is outlined in the CUP budget.
ii. 20 per cent of the salary will be placed in conditional pay pending submission of an endofyear report and fulfillment of this job description.
i. Editors who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline Policy.
i. The Multimedia Editor will be hired by a committee as outlined in the Policy Manual by April 15 each year.
6. National Conference Coordinators
i. There shall be two coordinators of the National Conference who shall split up the duties outlined in this job description according to their particular strengths.
ii. If for any reason only one National Conference coordinator is hired, they shall not be entitled to the salary of the second position.
B. Administrative Duties
i. Keep the National Executive informed on the National Conference.
ii. Act as a signing authority for CUP.
iii. Solicit funding, services, and sponsorship for the National Conference.
iv. Prepare and administrate the National Conference budget in consultation with National Office.
C. National Conference
i. Work to organize, arrange and supervise all aspects of the National Conference.
ii. Work in conjunction with the host paper to ensure that assistance and resources are provided for National Conference staff.
iii. Work and liaise with cocoordinator to ensure that all job responsibilities be met.
iv. Investigate hotel sites.
v. Cosign the hotel contract with the National Executive during the summer.
vi. Arrange press releases about the National Conference.
vii. Promote conferences to local nonCUP papers in conjunction with the host paper staff.
viii. Arrange speakers for seminars.
ix. Arrange keynote speakers who are locally available and coordinate selection of keynote speakers from other parts of the country.
x. Ensure that papers receive a primer with the conference schedule at least two weeks before the National Conference.
xi. Act as a resource for plenary and commissions at the National Conference.
xii. Ensure adequate, welllocated space for each of the caucuses.
xiii. Ensure that the National Conference runs smoothly.
i. National Conference Coordinators will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
ii. National Conference Coordinators will write a transition report for the incoming coordinators to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.
E. Term of Office
i. This position begins on May 1 (or upon being hired after May 1) and continues parttime (estimated time commitment of 1520 hours per week) until Feb. 30 of the following year.
i. The annual salary of the National Conference Coordinator is outlined in the CUP budget.
ii. 20 per cent of the salary will be placed in conditional pay pending submission of an endofyear report and fulfillment of the above job description.
i. National Conference Coordinators who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline Policy.
i. National Conference Coordinators will be hired by a committee as outlined in the Policy Manual by April 15 each year.
VI. John H. McDonald Awards Coordinator
A. Administrative Duties
i. Keep the National Executive informed on the status of the JHM awards.
ii. Provide a list of sponsors, judges, and other notable resources to the National Executive upon the end of their term.
i. Fundraise at least $500 for each category included in the awards and arrange for suitable donations for the 2nd and 3rd place prizes in each category.
ii. Fundraise additional amounts as required for the funding of the JHM gala at the national conference.
C. JHM Awards for Excellence in Student Journalism (The Johnnies)
i. Work to organize, arrange and supervise all aspects of the awards.
ii. Promote the Johnnies to all members of student press.
iii. Update award category descriptions as necessary.
iv. Work with the National Conference Coordinators to ensure the JHM Gala has an appropriate venue for presenting awards.
v. Find three judges for each awards category by the deadline for awards submissions. vi. Collect all nominations of the JHM awards.
vii. Organize, blind, and send out nominations to judges in order to allow them one full month for judging.
viii. Send a short list to all applicants no later than three weeks prior to the National Conference.
ix. Facilitate the JHM Gala, ensuring that whenever possible judges and sponsors are in attendance to present awards.
x. Ensure that prizes for all winners are distributed and received, along with a certificate outlining their accomplishment.
i. The Awards Coordinator will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
ii. The Awards Coordinator will write a transition report for the incoming editor to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.
E. Term of Office
i. The Awards Coordinator’s term will run from May 1 (or upon being hired after May 1) until April 30.
ii. Any pay mentioned in this job description will be provided from Sept. 1 to April 30.
iii. The Awards Coordinator must be an active member at a CUP member newspaper during his or her terms of office.
i. The annual salary of the Awards Coordinator is outlined in the CUP budget.
ii. 20 per cent of the salary will be placed in conditional pay pending submission of an endofyear report and fulfillment of this job description.
i. If the Awards Coordinator does not meet the expectations of this job description, he or she will be subject to CUP’s Progressive Discipline Policy.
i. The Awards Coordinator will be hired by a committee as outlined in the Policy Manual by April 15 each year.
VII. Women’s Issues Coordinator
A. The Women’s Issues Coordinator shall be selected by and from the women’s issues caucus at National Conference and shall commit to serving a oneyear term from May 1 to April 30 of the year that immediately follows.
B. The Women’s Issues Coordinator shall cooperate with the antiracism, disability and queer issues coordinators to increase awareness and coverage of the common ground women and oppressed communities share, and of the overlap of these groups, such as in the case of lesbians, women of colour, Third World women, and women in national liberation struggles.
C. The Women’s Issues Coordinator shall encourage member newspapers and regional conference coordinators to hold women’s caucuses.
D. The Women’s Issues Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems female staff within the region are facing.
E. The Women’s Issues Coordinator shall advise, educate, and propose solutions to the newspaper staff in order to resolve specific problems and conflicts female staffers are experiencing due to sexism on their respective papers.
F. The Women’s Issues Coordinator shall review copy, graphics, and coverage with newspaper staff to eliminate sexist graphics and copy to improve coverage of issues concerning women and sexism.
G. The Women’s Issues Coordinator shall work to increase awareness of sexist advertising and to encourage newspaper staff to refuse to print sexist advertisements and to boycott companies with sexist policies.
H. Should the Women’s Issues Coordinator vacate her position at a CUP member paper, she will forfeit the position of Women’s Issues Coordinator
I. Filling the position of Women’s Issues Coordinator on an interim basis will be the responsibility of the National Executive.
J. The Women’s Issues Coordinator shall act as a resource to and, where possible, act as chair of the women’s issues caucus.
K. The Women’s Issues Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of women within CUP.
L. The Women’s Issues Coordinator shall be responsible for organizing an online discussion about an issue(s) facing women in relation to journalism once per semester for the duration of their term.
VIII. Queer Issues Coordinator
A. The Queer Issues Coordinator shall be selected by and from the Queer, Trans and Allies caucus at the annual National Conference and shall commit to serving a oneyear term from May 1 to April 30 of the year that immediately follows
B. The Queer Issues Coordinator shall cooperate with the racial diversity, women’s issues, and disability coordinators to increase awareness and coverage of the common ground queer/trans and oppressed communities share, and the various intersections of these groups.
C. The Queer Issues Coordinator shall encourage member newspapers and regional conference coordinators to hold Queer, Trans and Allies caucuses.
D. The Queer Issues Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems queer and trans staff within the region are facing.
E. The Queer Issues Coordinator shall advise, educate, and propose solutions to the newspaper staff in order to resolve specific problems and conflicts queer and trans staff are experiencing due to homophobia, transphobia or other forms of discrimination on their respective papers.
F. The Queer Issues Coordinator shall review copy, graphics and coverage with newspaper staff to eliminate homophobic, transphobic and discriminatory graphics and copy to improve coverage of issues concerning queer and trans persons.
G. The Queer Issues Coordinator shall work to increase awareness of homophobic, transphobic and discriminatory advertising and to encourage newspaper staff to refuse to print homophobic, transphobic and discriminatory advertisements.
H. Should the Queer Issues Coordinator vacate his or her position at a CUP member paper, he or she will forfeit the position of Queer/Trans Coordinator
I. Filling the position of Queer Issues Coordinator on an interim basis will be the responsibility of the National Executive.
J. The Queer Issues Coordinator shall act as a resource to and, where possible, as chair of the queer, trans and allied caucus.
K. The Queer Issues Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of queer and trans journalists within CUP. L. The Queer Issues Coordinator shall be responsible for organizing an online discussion about an issue(s) facing queer and trans people in relation to journalism once per semester for the duration of their term.
IX. Antiracism Coordinator
A. The AntiRacism Coordinator shall be selected by and from the racial diversity caucus at the annual National Conference and shall commit to serving a oneyear term from May 1 to April 30 of the year that immediately follows
B. The AntiRacism Coordinator shall cooperate with the disability, women’s issues, and Queer Issues coordinators to increase awareness and coverage of the common ground women and oppressed communities share, and the various intersections of these groups.
C. The AntiRacism Coordinator shall encourage member newspapers and regional conference coordinators to hold racial diversity caucuses.
D. The AntiRacism Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems racialised staff within the region are facing.
E. The antiRacism Coordinator shall advise, educate, and propose solutions to the newspaper staff in order to resolve specific problems and conflicts racialised staff are experiencing due to racism or other forms of discrimination on their respective papers.
F. The AntiRacism Coordinator shall review copy, graphics, and coverage with newspaper staff to eliminate racist and discriminatory graphics and copy to improve coverage of issues concerning racialised communities and racism.
G. The AntiRacism Coordinator shall work to increase awareness of racist and discriminatory advertising and to encourage newspaper staff to refuse to print racist and discriminatory advertisements.
H. Should the AntiRacism Coordinator vacate his or her position at a CUP member paper, he or she will forfeit the position of AntiRacism Coordinator.
I. Filling the position of AntiRacism Coordinator on an interim basis will be the responsibility of the National Executive.
J. The AntiRacism Coordinator shall act as a resource to and, where possible, act as chair of the racial diversity caucus.
K. The AntiRacism Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of racialised journalists within CUP.
L. The AntiRacism Coordinator shall be responsible for organizing an online discussion about an issue(s) facing people of colour in relation to journalism once per semester for the duration of their term.
X. Disability Coordinator
A. The Disability Coordinator shall be selected by and from the disability caucus at the annual National Conference and shall commit to serving a oneyear term from May 1 to April 30 of the year that immediately follows.
B. The Disability Coordinator shall cooperate with the racial diversity, women’s issues, and queer issues coordinators to increase awareness and coverage of the common ground women and oppressed communities share, and the various intersections of these groups.
C. The Disability Coordinator shall encourage member newspapers and regional conference coordinators to hold disability caucuses.
D. The Disability Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems staff with disabilities within the region are facing
E. The Disability Coordinator shall advise, educate and propose solutions to the newspaper staff in order to resolve specific problems and conflicts staff with disabilities are experiencing due to ableism or other forms of discrimination as it pertains to visible and invisible disabilities on their respective papers.
F. The Disability Coordinator shall review copy, graphics and coverage with newspaper staff to eliminate ableist and discriminatory graphics and copy to improve coverage of issues concerning persons with disabilities.
G. The Disability Coordinator shall work to increase awareness of ableist and discriminatory advertising and to encourage newspaper staff to refuse to print ableist and discriminatory advertisements.
H. Should the Disability Coordinator vacate his or her position at a CUP member paper, he or she will forfeit the position of Disability Coordinator.
I. Filling the position of Disability Coordinator on an interim basis will be the responsibility of the National Executive.
J. The Disability Coordinator shall act as a resource to and, where possible, as chair of the disability caucus.
K. The Disability Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of journalists with disabilities 1. 31 within CUP.
L. The Disability Coordinator shall be responsible for organizing an online discussion about an issue(s) facing people with disabilities in relation to journalism once per semester for the duration of their term.
XI. National Conference Daily Communications Coordinator
i. The national conference daily communications coordinator’s goal is to create a daily newsletter about the conference in accordance with CUP’s policy.
ii. The content of the communications should include a mix of previews of keynote speakers and/or workshops, and any other stories or information that he or she deems relevant to the delegates of the national conference.
iii. The communications will be made easily available to delegates in print and/or online, whichever is chosen to be appropriate by the CUP Board of Directors.
B. Member Training
i. The coordinator will organize and guide volunteers from member papers to contribute to the newsletter.
i. A second communications coordinator may be enlisted by the CUP board of directors, if deemed necessary.
D. Term of Office
i. The coordinator’s position begins once they are informed by the CUP board of directors that they’ve been chosen to volunteer at the national conference, and ends immediately after the conference.
i. As the position of communications coordinator is a volunteer position rather than a paid one, there is no remuneration. But, CUP will waive the conference fees and pay for travel to the conference.
i. The communications coordinator is chosen by a committee struck by the CUP board of directors, who make their decision based on the merit and skill of the applicant.
XII. National Conference Safety Coordinators
i. The safety coordinators’ goals are to ensure delegates act in a safe and responsible manner while staying at the conference hotel.
ii. They must coordinate with the hotel staff to lay down ground rules and fire procedures.
iii. They must create a safety video to be played at the first meeting of delegates, outlining the ground rules for the hotel.
iv. Coordinators must ensure four people are on safety during each shift.
B. Member Training
i. Safety coordinators must train and coordinate volunteers from the conference staff.
i. Each safety coordinator may schedule two shifts off.
D. Term of Office
i. The coordinators’ positions begin once they are informed by the CUP board of directors that they’ve been chosen to volunteer at the national conference, and ends immediately after the conference.
i. As the position of safety coordinator is a volunteer position rather than a paid one, there is no remuneration, but CUP will waive the conference fees and pay for travel to the conference.
i. The safety coordinators are chosen by a committee struck by the CUP board of directors, who make their decision based on the merit and skill of the applicant.
Date Modified: 2015/01/16 by the CUP Board of Directors 1. 33
CUP Social Media Guidelines
Canadian University Press, herein after referred to as CUP, recognizes the increasing
importance of social media and wants to ensure that employees and members recognize
the implications of their activities on social media sites to CUP, its brand, its reputation
1.1 Account – A registered individualized service within any social media or social
networking site specified to one individual, group, brand, event, or product.
1.2 Bureau accounts – Any account specific to a CUP Bureau
1.3 Central accounts – CUP National office accounts
1.4 User – An account holder within a specific social media or social networking site.
1.5 Social Media (Social Network) – Media services accessible through the Internet and
to a number of sources. These can include, but are not limited to, blogs (ie. WordPress,
Blogger), micro blogs (ie.Twitter), Social Networks (ie. Facebook, LinkedIn, Myspace,
Friendster), Multimedia Sharing Services (ie. Flickr, Instagram, Youtube), and
Geolocation Services (ie. Foursquare).
1.6 Post – Publishing content on a social media site or service.
1.7 Membership – All papers who pay membership fees to CUP
2.0 Social Media Accounts
The CUP Social Media Policy applies to the following accounts:
2.1 Level A – CUP Accounts
2.1.1 Accounts associated with CUP that represent its bureaus and operations.
Select members of CUP control these accounts.
2.1.2 All CUP accounts must first be approved by the Communications Manager.
The Communications Manager will document and store all passwords and logins.
2.1.3 CUP reserves the right to retain all up-to-date passwords to these accounts
and have final say over anything posted.
2.1.4 Content of these accounts must be consistent with and uphold Canadian
media law and ethical standards.
2.1.5 CUP reserves the right to request the removal or modification of posts,
and when necessary the closure of accounts.
2.2 Level B – Personal Accounts
2.2.1 CUP respects the right of volunteers and employees to maintain personal
accounts on social networking sites
2.2.2 Personal accounts governed by this policy are accounts that belong to an
individual and state that they are a member or employee of CUP, or that
they are in some way affiliated with CUP.
2.2.3 Inclusion of a disclaimer does not preclude a personal account from being
governed by this policy.
2.2.4 CUP reserves the right to require removal of CUP affiliation from a personal
3.0 General post guidelines
3.1 All posts must reflect strong, current, media ethics and comply with the laws of
3.2 All accounts will be kept relevant.
3.2.1 The Communication Manager is to communicate at least once per week
from at least one (1) central account.
3.2.2 All CUP accounts, including, but not limited to bureau and central accounts
should also be used regularly, a minimum of once daily is encouraged.
3.2.3 All accounts will be reviewed and updated with relevant information
annually by the appropriate incoming account holder.
3.3 All social media platforms and accounts by staff are considered public for all intents
4.1 Employees and members of CUP are often privy to information before it is made
public. They are prohibited from disclosing any information on a social networking site
prior to the information being disseminated from the National Bureau Chief, President or
Communication Manager through mass email, press release or a central account.
4.2 Non-disclosure agreements signed by employees of CUP extend to social networking
5.1 Be transparent when making any corrections or modifications to posts on social
5.1.1 Post on the appropriate social media platforms immediately admitting to
error. 5.1.2 Depending on severity, report the error to the Communications
Manager. This includes but is not limited to cases of libel, wrongful reporting, or
5.1.3 Make the modification or correction as soon as possible
5.1.4 CUP recommends following social media etiquette, ie: posting a follow-up
correction instead of simply deleting a tweet/post/comment.
5.2 CUP reserves the right to make corrections and to remove posts on CUP accounts, in
CUP’s sole discretion.
5.2.1 If CUP requests something be removed or corrected and the account holder
does not comply, the account holder will be subject to the CUP progressive
6.1 CUP reserves the right to post photographs from public events on social networking
6.2 Requests to remove photographs or names of subjects of photographs on any social
networking site will be discussed and decided upon by any combination of at least two
(2) of the following individuals: the National Bureau Chief, President, Communication
Manager, account holder.
7.1 This policy will be reviewed at least every two (2) years by the Board of Directors
and Communications Manager to ensure relevant social media practices are accounted
Last reviewed: August 14, 2013