URH Policies and Procedures
6/3/2005
Section I. BACKGROUND ON UNIVERSITY RADIO HILO
1. The mission of URH. As a communication base of the University of Hawai‘i at Hilo and of Hawai‘i Community College, KAUA / University Radio Hilo provides the opportunity for UHH and HawCC students to gain experience, education, and training in radio broadcasting while improving the quality of life for the University/College community and the public through the broadcast of diverse, musical, cultural, educational, and informational programming.
KAUA / University Radio Hilo will:
1) Provide an environment that promotes hands on learning experience in journalism, broadcast communications, and radio technology.
2) Strengthen campus unity among the student body, student organizations, faculty, staff, and administration, and outreach to the broader community.
3) Provide programming of interest to the UHH/HawCC student populations, as well as a smooth communication channel for campus announcements.
4) Maintain high standards in our professional and broadcast operations.
2. Organization of URH. URH is a Media Organization run by the University of Hawai’i at Hilo and Hawai’i Community College Chartered Student Organization, the Board Of Media Broadcasting (the BOMB). The BOMB consists of 5 students from UHH and/or HawCC as well as 2 UHH/HawCC faculty/staff members, and 2 community members. URH is led by a General Manager, who oversees the rest of the staff, and is advised by a Faculty Advisor. University and College students as well as community members run the URH Radio Station. URH is funded primarily by a student fee at UHH and HawCC.
Section II. URH GENERAL POLICIES
1. Staff Definition. A staff member is someone who has passed the URH training procedures. Staff members include Directors (General Manager / GM, Business Manager / BM, Program Director / PD, Technical Director / TD, Music Director / MD, and News Director / ND), Disk Jockeys / DJs, and News Reporters / NRs. All of the Station Directors must be UHH or HawCC students, and at least one-half of the rest of the staff must be students. If a staff member is currently registered for at least one credit-earning course at UHH or HawCC, he or she is a student staff member, otherwise he or she is a community staff member.
The term of service for all staff members is one year, beginning at the start of the UHH summer vacation, and ending after the last day of instruction of the following Spring Semester. Staff members wishing to continue after the end of the year must re-apply for their positions.
All positions at URH are on an “at-will” basis (meaning that volunteers can leave URH at any time and URH can terminate any volunteer’s services at any time--please also see the URH grievance policy, Section II.19, and below, Section II.2: the failure to perform policy).
Staff responsibilities are outlined in Section VII.
2. Failure to Perform. Failure to meet the expectations of a staff member at URH will result in the following*:
1st offense: Verbal and written warning.
2nd offense: Fourteen days suspension from duties. Ban from the station for 14 days.
3rd offense: Six month suspension. Staff member cannot apply for a show for six months and is banned from the station for six months. A suspended staff member is not allowed to use any station facilities or be on station premise.
4th offense: Termination from the station. A terminated staff member is permanently banned from the station and his/her URH DJ Operator’s License is revoked.
* The BOMB and URH Station Directors reserve the right to apply discretion, depending on the severity of the offense.
3. Training. All prospective URH staff must attend an orientation given by the GM and PD. All new staff members and re-trained members, including Station Directors, must sign a statement acknowledging that they understand and abide by the Policies and Procedures of URH as set forth in the latest version by the BOMB. Within six months of completing all training, new staff members must serve ten hours of community service to URH, when applicable.
A. New Directors. New Directors are trained by BOMB members and other Directors.
B. New Disk Jockeys. New Disk Jockeys will first apply with the Program Director for a time slot on the radio. After new staff orientation, DJ training will be conducted by the PD and TD. Following the training, all DJ trainees will be administered a practical equipment use test and a written test on the URH Policies and Procedures manual. Upon successful completion of the training and testing process, the DJ trainees will then be issued a URH “DJ Operator’s Permit”, and become a DJ and a staff member.
C. New News Reporters. New News Reporters will first apply with the News Director. After new staff orientation, NR training will be conducted by the ND. After training, NRs are staff members, but are restricted from using regular URH equipment, room, or supplies unless he/she also has a URH DJ Operator’s Permit, or is authorized by the General Manager.
D. Re-Training. Staff members that have been away from the station for more than a semester must go through the training process again.
4. URH Operators Permit. The “DJ Operator’s Permit” certifies that the staff is able to run on-air equipment and facilities, and has read, understands, and agrees to abide by the URH Policies and Procedures manual and the UH Acceptable Use Policy for Computers. (Please refer also to the URH policy on Computer and Network Use, Section II.22)
5. Student/Community DJs. The Program Director will reserve a number of show timeslots for student DJs, and the rest may be filled by community DJs.
6. DJ Re-application Each DJ must re-apply for their time slot with the Program Director each semester, as a student or community staff member, as applicable.
7. Open Shows and Positions. All open shows will be posted on the URH website. Any staff member may apply to the Program Director for a show by filling out an application form. The show assignment decision is made by the Program Director.
Director positions, with stipend, are posted open for two weeks. Persons interested may apply for these positions to the BOMB by filling out an application form. The BOMB makes final hiring decisions.
8. Changing Air Shifts. A DJ will be responsible for his or her previous shift, for two weeks after their notice has been given. A change of shift needs to be approved by the Program Director.
9. Missing of Shows. DJs must inform the Program Director if they are unable to do their show at least 24-hours in advance. Less than a 24-hour notice will be considered a no-show. More than two consecutive no shows will result in loss of airshift. A maximum of five non-consecutive shows missed per semester with notice may result in loss of airshift. These policies do not necessarily apply in emergency situations...at the Program Director’s discretion.
10. Staff Meetings. General staff meetings are held every month if necessary, and attendance is mandatory. Advance notice of meetings will be given. If a staff member cannot make the monthly meeting, notify the Program Director at least 24-hours in advance. A staff meeting missed without prior notification is equivalent to missing a show.
11. Accountability Logs. URH Directors and BOMB members must keep track of their office hours (those spent in the office, studio, or on any URH business, except for shows) on an Accountability Log. Each Director will fill out his/her log each week, and then forward it to the BOMB Vice Chairperson. Time spent doing a radio show may not be counted toward office hours.
12. FCC Rules and Regulations. Although the FCC does not govern Internet Radio, we run our station in accordance with FCC rules for content, in order to help ease us into our conversion to include broadcast radio.
13. Smoking, Drugs, and Alcohol. In conjunction with State law, these are prohibited within any part of URH's facilities. Anyone considered ‘under the influence’ is also not allowed within the facilities. Anyone caught with drugs or alcohol or is 'under the influence' within URH facilities can be terminated (see also Section II.2).
14. URH Property. No station equipment, property or supplies are to be removed from the premises, unless part of a URH function and with prior approval by the General Manager. This applies especially to records and CD’s. Anyone caught removing equipment, property, or supplies without permission will be charged and prosecuted with theft.
15. Guest Policy. DJs may have a maximum of two (2) guests per show in the studio, regardless of the number of DJs holding the show. Exceptions are granted only with the prior approval of the Program Director. If the Program Director makes an exception, the Program Director may grant up to 5 guests in the studio. Staff members will be held accountable for their guests, and guests must always sign in.
16. Unescorted Persons. Unescorted non-staff members will not be allowed into the URH studio or office. Please refer non-staff members to the station management during business hours.
17. After Hours Operation. No one is allowed to loiter around the station’s parameters after building hours.
18. Criticism. Criticism of any staff member, program, policy, management or the station is strictly prohibited on the air or within the station. A suggestion box, located in the office, is available for staff input. The URH office door is always open to comments, suggestions, and constructive criticism. Any conflicts with staff, management, and/or programming should be taken up with the respective individual(s) and not on-air or within the station (please also refer to the URH policy on grievances, Section II.19).
19. Grievances. Any staff member who has a grievance with another should first take it up privately with the person(s) involved.
A DJ or NR staff member should, if satisfaction is not achieved, refer to his/her Director. If satisfaction is still not achieved, the staff member should refer to the General Manager. If satisfaction is still not achieved, the staff member should refer to the BOMB.
A Director should, if satisfaction is not achieved, refer to the General Manager. If satisfaction is still not achieved, the staff member should refer to the BOMB.
Complaints will be listened to, and dealt with.
20. Contacting the Directors. Non-essential station matters should be dealt with during business hours or by leaving a message on the designated director’s voice-mail. Use their pager numbers only for matters that may adversely affect the broadcasting of the station (i.e., for emergencies, urgent matters, or if the next DJ fails to arrive at the station).
21. Equipment Priorities. Equipment priorities are as follows:
1. Live Broadcasting.
2. Producing Shows.
3. Other uses.
22. Computer and Network Use. All staff members and anyone else who uses URH computers must abide by the University of Hawaii’s Acceptable Use Policy for Computers. In particular, the URH computers and network may not be used as a music file sharing system. The only music files allowed to be stored on URH computers or networks are those owned by URH.
23. Help Around the House. The Station often needs help off the air. Please consider it part of your job to help out whenever you can.
24. New Policies and Actions. The BOMB can create URH policies and administrative actions.
Section III. URH ON-AIR-POLICIES
1. Station I.D. The words “University Radio Hilo” or “URH Internet Radio Hilo” be given at the top of each and every hour with a two minute grace before or after the hour. The only exception is where it would interrupt pre-recorded programming, then the ID must be given immediately after the conclusion of the program.
2. Expressed Opinions. We have on the URH web page a disclaimer, should the operator or his/her guest wish to voice or play a statement or editorial monologue of a political or personal nature, which states: “THE VIEWS AND OPINIONS EXPRESSED ON THIS PROGRAM ARE NOT NECESSARILY THOSE OF THE UNIVERSITY OF HAWAII, NOR OF THE STAFF, MANAGEMENT, OR SPONSORS OF UNIVERSITY RADIO HILO. PLEASE DIRECT ANY CONCERNS TO THE PROGRAM DIRECTOR.”
3. Disclaimer / Censorship. Material containing explicit language will not be aired during the hours of 6 am to 10:30 pm in consideration to children, parents, and other listeners who may be offended by such material. Programming containing explicit or profane language is not permitted during the hours of 6:00 am to 10:30 pm. During the hours of 10:30 pm to 6 am, a disclaimer warning listeners of the possible inappropriateness of the material must be aired before and after the inappropriate material. Therefore, any material containing mature or explicit language or content must be disclaimed by the following disclaimer: “AS WITH ALL MEDIA, SOME MATERIAL MAY NOT BE SUITABLE FOR YOUNG CHILDREN. PARENTAL DISCRETION IS ADVISED.”
Warning: Use of foul, profane or obscene language by on–air staff is prohibited. Airing of such language could lead to termination. Also in accordance with FCC policies, obscene material is prohibited from the station 24 hours a day. Obscene material is considered depicting or describing sexual conduct and lacks serious literary, artistic, political, or scientific value. Obscenity is not protected by the First Amendment in mass media. Let’s remember that URH has a moral obligation to the community that allows us to web cast.
4. Complaints. If a complaint arises, be POLITE and ask the caller to place his/her complaint in writing to:
Program Director
University Radio Hilo
200 W. Kawili St
Hilo, HI, 96720
Assure the caller that a written complaint will be responded to. This policy is in force 24 hours a day, 7 days a week. If DJs do not comply with this policy, disciplinary action can and will be taken. Disclaiming (see section III.3) often reduces complaints.
5. Criticism by Staff. Staff will not criticize any URH program, staff, management, or the organization of URH on the air. Criticisms should be made directly to the people responsible in a mature and fair manner. (Note the current policy on grievances, section II.19.)
6. No Commercials. No Lotteries. URH is not currently accepting commercials, however, businesses can be acknowledged that have helped out with prior consent with the General Manager. All on-air give aways must be approved by the General Manager. There are no exceptions. Failure to gain consent could result in loss of airshift and a six month suspension (see Sec. II.2).
An announcement is considered a commercial if it includes comparative language, price information, or call to action, the announcement is about a commercial entity, and consideration is given in exchange for the announcement.
Lotteries are prizes that are given randomly. All listeners must have an equal opportunity to win a prize of equal value. There can be no discrimination on our part in running a contest, or in awarding gifts, nor can we run a contest that might in any way allow money to have anything to do with it. Liability can also be a problem. That’s why you don’t hear about treasure hunts; stations don’t want to have a listener hurt themselves getting to a phone. If it is a question of being the right numbered caller, try asking for the fourth caller or higher in giveaways of that nature. Being liable is nothing to fool with, so if you have uncertainty, check with the Program Director or General Manager first.
7. “Alternative” and “Educational” Radio. URH should stretch the medium and the media. It is strongly advised that we do not follow the formats of commercial radio. Be unique, different, and challenge yourself when choosing your material.
8. Quality Control. URH would like to allow on–air talent to program their own music, within the scope of the show. While the Program Director has an active role in maintaining a high level of programming quality for shows and sound, on–air staff themselves are expected to maintain the quality of music played. Don’t mention other radio stations on the air or compare us to other stations. Also criticism of PSAs, the station itself, and management is not allowed on air. While URH allows all DJs to express themselves freely and alternatively, all on-air personnel must act in a professional manner (see professionalism, Section III.16). We take pride in our station.
9. On-Air Calls. When putting callers over the air, the DJ must give the station name and inform the caller that they are on the air immediately (that means the first thing the DJ says is something like, “This is URH, you're on the air.”). NO EXCEPTIONS. Also if the caller on-air swears or voices obscenities, the DJ needs to disconnect the caller immediately and air a children’s disclaimer. (See section III.2)
10. Requests. Disc Jockeys are not required to play requests from callers. However, DJs must respond politely to any caller. In the event of harassment or an obscene caller, the DJ is to inform campus security, the Program Director, and make a note in the DJ book.
11. Timeliness. If the next DJ doesn’t show up, ensure that programming or music is playing, and call the missing DJ. Do not leave the station without calling the Program Director, or if he/she can’t be reached, the General Manager.
12. Tardiness. Excessive tardiness will result in actions outlined in the “failure to perform” offenses (section II.2). Remember that DJ’s are required to show up for their show before their scheduled time.
13. Open Show Awards. Open shows will be awarded at the Program Director’s discretion with consideration to, but not limited to, the following guidelines (and not necessarily in the order given):
1. Staff Meetings - Has the staff member shown up to staff meetings consistently?
2. Seniority - How long has the person been a staff member?
3. Extra Curricular Activities - Has the staff member volunteered their time beyond what is required?
*(The next two guidelines only apply to staff members with a show)
4. Quality of Show - Does the DJ strive for a more alternative sounding show?
5. Timeliness - Has the DJ shown up to their show consistently and on time?
14. URH Underwriting Policy. The URH underwriting policy, in accordance with the FCC’s policy for non-commercial radio stations is as follows: Underwriting differs from commercial advertisement in that underwriting is not a call to action or promotion. URH acknowledges a contribution or donation made to the station in the form of under-writing. Along with the sponsor’s name, their address, phone number and a non-qualitative description of services offered may also be included in the spot.
15. DJ Show Format and Genre. Upon Program Director’s approval, all DJs will stick to their chosen genre and format. A DJ who does not do this will be reprimanded for this failure to perform the duties of a URH DJ, which can include suspension, loss of show, or termination depending on the discretion of the URH management.
16. Professionalism. URH prides itself on being alternative and strives to continually improve our organization. The URH on-air staff is a vital resource for this endeavor. While on-air, the URH staff must maintain themselves in a professional manner. This holds true for the BOMB members as well. The URH office door is always open to comments, suggestions, and constructive criticism. Any conflicts with staff, management, and/or programming should be taken up with the respective individual(s) and not on-air or within the station (please also refer to the URH policy on grievances, Section II.19).
Section IV. FCC POLICES SUMMARY
As URH is aiming to be a Federal Communications Commission (FCC) licensed broadcast radio station, adherence to the following rules are mandatory for the organization and individual staff members. Failure to comply can result in termination (see failure to perform, section II.2).
1. Station ID at the top of the hour. (From :58 to :02).
2. No commercials. See URH On-Air Policies.
3. No lotteries. See URH On-Air Policies.
4. No open carrier -- no _dead air_ -- operator must broadcast something.
5. Operator cannot shut down the station without approval.
6. Operator cannot leave the station unattended during his/her assigned shift.
7. No profane material aired during daylight hours, 6 a.m. to 10:30 p.m. (all questionable material must be disclaimed after hours).
Section V. WHAT TO DO IF¼
1. What to do if . . . FIRE. If the blaze is larger than a bread box: GET OUT! Don’t stop for anything and get out of the building. If the fire is small, there is a fire extinguisher just outside the office, across the hall behind the glass window.
Know how to use it:
1. Pull the pin
2. Hold extinguisher upright
3. Aim at the base of the flame
4. Squeeze the handle
2. What to do if . . . Security Hassles. To contact campus security, dial 74911.
If someone you don’t know is in the studio, ask them who they are and why they are there. If this someone isn’t supposed to be at the station, firmly ask him or her to leave. If he or she refuses, call security. If you would like an escort to your car, call security. If security complains or hassles you, notify the General Manager.
3. What to do if . . . Locked out. Call the Program Director, or if he/she can’t be reached, the General Manager. The URH Directors’ contact information can be found on the back of your URH DJ Operator’s Permit. If you can’t make a call, find campus security for help.
4. What to do if . . . Something breaks. Leave a note in the DJ notes and in the Technical Director’s mailbox. Call if the problem is severe. Be very specific regarding exact piece of gear, problem, date and time.
5. Emergency Alert System (EAS). Since we are not a broadcast radio station, we have no EAS or EBS.
Section VI. URH PRODUCTION POLICIES
1. Production in the air room. Our studio has no separate room or equipment for production, so production must go on in the same room as live broadcasting.
2. When to produce. Production can only happen when the station is off the air, when the computer is being used to automatically play music, or when an already produced show is running from the computer.
3. Non-staff use. Outside organizations may arrange to use the URH studio for production (only during specified times) by contacting the GM. They may use URH facilities only under the supervision of an authorized staff person.
Section VII. URH JOB DESCRIPTION
All Staff
Staff members are responsible to be familiar with the URH Policies and Procedures manual and any revisions, as well as with URH operations as it pertains to their job responsibilities. Ignorance is not an acceptable excuse. Staff members must abide by these Policies and Procedures, as well as the rules and regulations of the State of Hawaii, the United States, the University of Hawaii, and the Federal Communications Commission -- not necessarily in that order. Failure to do so will result in immediate action, including termination.
All staff must attend monthly staff meetings.
General Manager (GM)
- Overall Administrative Director of the URH Radio Station
- Supervises the Directors and staff
- Assists PD, ND, and TD in recruitment, training and orientation of a complete staff
- Ensures that the content of the URH webcast, website, and radio station follow the URH Constitution and P&P
- Prepares Station budget in consensus with Business Manager for Executive Board approval
- Keeps Station running when DJs do not show up for their shifts
- Responsible for maintenance of the URH website, or the delegation of Webmaster
duties
- On call 24 hours/day for emergencies
- Attends bi-weekly BOMB meetings
- Is the sole representative of URH Radio Station
- Makes phone contacts with campus and community agencies seeking information on URH policies and procedures regarding PSAs
- Maintains community relations and complaints concerning programming
- Works with the Business Manager to bring in underwriters to URH
- Actively seeks out ways to gain publicity and enhance URH’s image
- Oversees and sets planning for station activities
- Has a minimum of 10 office hours per week
- Other administrative duties
Business Manager (BM)
- Accountable to the General Manager
- Chief Financial Officer
- Prepares Station budget in consensus with General Manager for BOMB approval
- Writes monthly, quarterly, and yearly fiscal reports, and forwards them to the BOMB
- Is responsible for accounts receivable and payable
- Makes purchases
- Underwriting
- Works with the GM to bring in underwriters to URH, if underwriting is needed.
- Ensures that content of underwriting be in accordance with BOMB policy.
- Secretarial Duties
- Updates and maintains files of Station Operation History
- Responsible for typing and processing of other station correspondence as necessary
- Training
- Attends all training sessions provided by the UHH Campus Center’s fiscal staff.
- Deadlines
- Responsible to meet purchasing deadlines as needed by URH and assigned by the
GM.
- Has a minimum of 10 office hours per week
- Other administrative duties
Program Director (PD)
- Accountable to the General Manager
- Acting station manager when GM is unavailable (and designates the PD)
- Actively seeks new DJs
- Conducts orientation classes for new staff with the GM
- Organizes training classes with TD
- Organizes programming genres and formats for all time slots
- Supervises and evaluates DJs
- Schedules personnel in specific programming areas
- Posts open shows and staff meetings
- Handles staff grievances
- Constantly seeks to improve performance of personnel within their specific programming areas
- Posts and maintains Production Studio sign up schedules, when available
- Maintains staff phone and email list
- Delegates PSAs, News, and Campus Announcements to shows
- Has a minimum of 10 office hours per week
- Other administrative duties
- Accountable to the General Manager
- Maintains all Radio Station equipment
- Informs General Manager of necessary repairs and equipment purchases
- Maintains and updates URH web stream
- Organizes training classes with Program Director
- Assists Music Director in maintaining music on computer hard drives
- Has a minimum of 10 office hours per week
- Other administrative duties
News Director (ND)
- Accountable to the General Manager
- Organizes News Reporting
- Actively seeks new News Reporters
- Supervises and evaluates News Staff
- Maintains Campus Announcements calendar
- Has a minimum of 10 office hours per week
- Other administrative duties
Music Director (MD)
- Accountable to the General Manager
- Responsible for reporting playlists to reporting agencies
- Recommends music purchase requests to General Manager
- Solicits demos and donations from record labels
- Maintains contacts with record labels
- Manages station's entire music library
- Maintains inventory of entire library
- Decides order of CD library, including rotation of music into recommended
playlists
- Reviews and recommends new music to DJs
- Responsible for recruiting volunteers to assist music review process
- Establishes relationships with local and extra-local musicians to help foster new alternative
music throughout the island
- Invites musicians to participate in events with the radio station
- Has a minimum of 10 office hours per week
- Other administrative duties
Disc Jockeys (DJs)
- Accountable to GM, PD, and TD
- Does regular scheduled show, on time, and within format
- Does regular scheduled show with style, flair, and an ear to the alternative
- Writes one piece of monthly public service announcement (PSA)
- Reads PSAs, campus announcements, and news as directed by the Program Director
- Is entirely responsible for the Station while on the air. Know who is in the station and be sure
you know who your friends are.
- After campus hours, is responsible for the premises of the station and surrounding area.
- Airs no obscenities or vile language
- Reads DJ notes and makes intelligent and professional contributions to it
- Files away music after using or at end of shift
News Reporters (NRs)
- Accountable to GM and News Director
- Does investigative news reporting
- Writes PSAs and Promos for live announcements, turns them in to the Program Director
- Updates Campus Announcements Calendar