KSCL 91.3 FM

Policy Handbook

authors:

Chris Brown

Sara Hebert

Lacy Anderson

Alysia Leyendecker

Jon Schleuss

Other materials:

Music Director Manual

News Director Manual

Program Director Manual

KSCL Blog/Podcast Guide

DJ Manual

Note: The Policy Handbook is a guide for future heads of KSCL 91.3 FM at Centenary College of Louisiana. The General Manager should use this guide as reference material. There are many other ways to do things described in these pages. Many different minds put this project together. The current Station Manager for KSCL 91.3 FM is not bound by the contents of this work, with the exception of KSCL's Constitution and Job Description as reported by the Student Government Association and the Media Committee.

"I'm grateful for all the information I had when entering KSCL, noting history and these notes as important variables in my decision-making process." Schleuss, mar31/08

TABLE OF CONTENTS

(jump)

Constitution / By Laws

Job Description

Creating a Budget

Finances                    

Staff Positions

Hiring, Paying, and Effective Employee Management

Weekly Staff Meetings

Maintenance

Hosting Bands & Live Performances

Campus Organizations

Appendix A

(back to top)

BYLAWS OF

KSCL 91.3 FM

OF

CENTENARY COLLEGE OF LA

(as revised 3/3/2008)

Article I

Name

The name of this society shall be KSCL.

Article II

Object

KSCL is a non-commercial, education FM radio station programmed and operated by the students of Centenary College. KSCL is an extension of the Centenary College liberal arts education, where students and faculty work together to build a community focused on ethical and intellectual development. To this end:

-Students decide what goes on the air.

-KSCL programs provide access to underrepresented voices.

-KSCL events and programming are attentive to the needs of the local community and supportive of the regional culture.12

Article III

Members

The membership of this society shall be unlimited in respect to members of the current Centenary family. KSCL welcomes new DJ’s and offers positions to Centenary students, faculty and staff, regardless of area of specialty.

The DJ is responsible for everything broadcast during his or her respective show, as well as the equipment and music inventory within the station. Failure to comply with the rules of the FCC or of KSCL will result in suspension or expulsion from the radio station.

Article IV

Officers

The officers of KSCL are as follow:  Station Manager, an optional Assistant Manager, Music Director, an optional Assistant Music Director, Program Director, News Director,  Website and Automation Engineer, Genre Special Directors (Hip Hop, Loud Rock, etc.), and an unlimited number of record reviewers who shall be paid proportionally to the amount of work done within a pre-designated period of time. The officers will be paid a monthly salary set by the station manager.

The purpose of the Station Manager is to oversee all aspects of the operation of KSCL, to make sure it is broadcasting in accordance with the original license, to take charge of all financial matters, to act as a liaison betwixt the SGA and the radio station, and to always defend the best interests of KSCL. Only the Station Manager has to power to fire and hire personnel.

The Music Director is in charge of deciding what music is put in rotation. S/he compiles a weekly TOP 30 chart, which will be reported to the College Music Journal. The Music Director is to keep in touch with the current list of record company personnel from whom KSCL receives promotional services and should actively seek out new, up-and-coming record labels for service. The Music Director is also to do a majority of record reviewing and to stay on the cutting edge of new music.

The Program Director is to oversee the schedule and train all DJs. The Program Director is also to compile information leading to the broadcast of community interest programming annually.

The New Director is to compile news daily for broadcast. S/he must also write a monthly minute long public service announcement as required by the FCC.

Article V

DJ Conduct

Obscenities over the air will not be tolerated under any conditions. The DJ may not use any questionable or vulgar words, nor shall the DJ mention the name of any individual without the consent of that individual. Nor shall the DJ mention any commercial enterprise of any nature, from the suggestion of a music purchase to the visitation of a venue in the form of a “call to action.” These, as listed, are in violation of the FCC regulations in regards to non-commercial, educational stations, such as KSCL.

While at the radio station, the DJ must not engage in any conduct that may lead to the embarrassment of other radio station employees, employees of Centenary College, the college proper or any parts thereof. Also, the DJ shall not make commentary found offensive or abrasive toward any ethnic, religious, or debilitated group. Any such action will result in the dismissal of said DJ as well as a fine as set and imposed by the staff of radio station KSCL.

In keeping with FCC regulations, every song played on air must be written on a playlist. Public Service Announcements, Community Service Announcements, and tests of the Emergency Broadcast/Alert System shall be aired at the appropriate times each week and recorded on the program log. The DJ is responsible to air a legal and proper station identification at the top of every hour without exception.

The Program Director reserves the right to be selective in the hiring of DJs. KSCL will not discriminate applicants based on race, age, sex, sexual orientation, national origin, religion, or disability.

The Station Manager shall act in accordance with a contract as set forth by the Student Government Association (SGA), and shall make sure that KSCL is operated within all parameters as designated by any and all of the regulations of the FCC.

Article VI

Amending of Bylaws

The bylaws as put forth by the students of Centenary College may be amended by a two thirds vote of the paid staff members at any regular meeting, provided that the amendment was submitted in writing at a previous meeting. The rules of the FCC that apply to KSCL must remain as they are unless KSCL files for a different license. The format must remain within the realm of cutting edge, new music not heard elsewhere in the area surrounding KSCL and the Centenary community.

(back to top)

Job Description

Note: per approval of the Media Committee (mar27/08)

The General Manger of KSCL is the final authority regarding all matters of broadcasting, personnel, finances, cyberspace, and institutional and public relations. The GM must have knowledge of DJ quality, staff management, basic technical set-up, and persons within or outside Centenary to contact in the event of extraneous problems.

The GM oversees KSCL’s staff members (Program Manager, Music Director, News Director, etc.) and should be familiar with the responsibilities of each position. The GM solicits applications within the KSCL DJ community and selects staff members each academic year. The GM works with the staff to ensure each area of KSCL is operating efficiently and properly.

The GM is responsible for creating a budget each academic year and managing the finances of KSCL. As such, the GM pays staff members’ salaries and allocates funds for all KSCL fees and purchases. In cases where extra funds are needed, the GM presents a request to the media committee and/or SGA, underwrites programming, writes a grant, or works with other organizations on campus.

The GM is responsible for having a basic knowledge of KSCL’s broadcasting equipment. The GM fixes minor problems that may occur. In the event of more serious problems, the GM contacts KSCL’s faculty advisor and contracted engineer.

The GM conducts weekly staff meetings and co-directs monthly DJ meetings with the Program Director. The GM is also responsible for reporting on the status of KSCL to SGA as often as the SGA by-laws mandate.

Ultimately, the GM is responsible for overseeing the operation of a non-commercial, educational station providing the campus and community with programming unique to the surrounding area.

Qualifications 

Having participated at least one year as a DJ is required. Having held a staff position at KSCL is strongly encouraged. Being of Junior or Senior standing is also encouraged.

The following list of duties and responsibilities is not all-inclusive:

(back to top)

Creating a Budget

    The first duty of the Station Manager, after being chosen in the spring, is to create a budget for the following school year. He or she may also have to make special funds requests for the summer broadcast session. All of this should be done with the assistance of the faculty advisor and the outgoing Station Manager.

    When creating the budget, consider all previous budgets. But do not be shy about expanding the budget if you think it is necessary for the good of KSCL. Even though the Station Manager creates a budget for KSCL, this budget does not mean much to Student Life, the Student Government Association, or the Media Committee. The Station Manager has to prove to these parties the importance of the KSCL budget. Try to think about everything that the Station could possibly need over the course of a year, and put it into a user-friendly format. See the example budgets in the Appendix.

List of Items that should definitely be in the budget:

Once the annual budget has been proof-read, double-checked, and polished, find out who is approving the budgets. The Media Committee may call a meeting to approve all student-media budgets, but if this does not happen, just stick to your budget. At the beginning of the school year, one lump sum of money is automatically dumped into the KSCL account. This sum of money is a percentage of all student fees. Each student medium gets a percentage at the beginning of the year. If you would like an idea of how much KSCL will automatically receive, you can talk to the Dean of Student Life or the Director of Student Involvement to see how many students will be enrolled during a particular semester. You could probably get a rough figure in the middle of the summer. More information on student fees is available in the appendix.

The Student Government Treasurer should contact you at the beginning of the fall semester. The Treasurer will ask you how much money is left in the KSCL account. To find this out, get a financial report (FGRODTA) from the Office of Controller. SGA could take all leftover money out of the account, or they could leave it in. But the Treasurer will also tell you how much money they are putting into the KSCL account. Please see the e-mail entitled “Media Heads” in the Appendix. Also, all student-fee allocations are determined by SGA. Contact the Student Life Office for current student-fee allocations.

If this figure is less than the figure that you came up with for you budget, begin petitioning the Media Committee and then the Student Government Association as soon as they start back up. The Student Government Association is slow to get moving. They will not be ready to hear petitions until the middle of September. If they do not notify you of your liaison, contact the Vice President of Internal Affairs as soon as possible. Work with you representative on writing a proposal, and be sure to attend the Student Government meeting and defend your proposal. Be prepared for any possible questions they could ask. Do not blindly bark about how KSCL is amazing. Yes, we all know it's amazing. The manager has to prove this to an unconvinced crowd. Provide statistics, quotes from listeners, letters, involvement numbers. Think outside of the box, but consider your audience. There is no point having a station if it cannot prove its worth to the shareholders (the students).

Sources of Money on Campus:

Note: work with the Faculty Advisor to find other sources on campus and off campus

Don’t be shy about asking for money. Remember that you are asking for money to support a good cause. But if you are asking for money, you should be able to defend the specific cause.

(back to top)

Finances

The Station Manager must be up to date on all of the KSCL financial affairs. This requires making check requests, deposits, and obtaining itemized financial reports from the Business Office. The following is a step-by-step guide to the Centenary Business Office.

Check Requests, Deposits, and Financial Reports

I. Check Requests: Forms for a check request can be found in the Centenary Business Office. Sonja Smith is in charge of all account payable check requests. Check request forms allow you to:

Filling-out the Check Request form:

  1. Put in the date.
  2. Who do you want the check to be made out to?
  3. You need to know the person’s address or Centenary box number.
  4. You need to justify the check request. What is it for?
  5. Fill-out the first column on the left
  6. Fund: XXXXX
  7. Org: XXXX
  8. Account: XXXXX
  9. Program: leave this one blank
  10. Amount: how much money?
  11. Sign the request under the amount. If it is more than $500, it's usually a good idea to get a signature from the Faculty Advisor.
  12. Do not write in the following blanks: “Debit Social Security Number,” “By,” or “Approved by.”

If you need a check by a certain date, it is best to submit a check request two weeks before you need it.

For performers, definitely turn in the check request two weeks before the event and write on the check request: PICK UP. This means that you will go by the business office to pick up the check request and personally deliver it to the performer. You should also have a signed contract to turn in along with the check request. Please see “Putting on a Live Show.”

II. Deposits: The Deposit forms can also be found in the business office. If someone made out a check to KSCL or KSCL generated cash from external sources, simply take the money to the business office and ask for assistance.

III. Financial Reports: These allow you to monitor your spending. Go to the Office of the Controller, which is located on the first floor of Hamilton Hall down the hall between the Business Office and the Registrar’s Office. Ask for a FGRODTA (Fer/go/ta). You will be asked for the Fund, Organization, and Account numbers. The Controller will print out KSCL’s bank statement. The FGRODTA documents everything going out of the account and everything going into the account. The Station Manage must keep up on the KSCL business account.

(back to top)

OTHER STAFF POSITIONS

    Since the Station Manager oversees and assists the KSCL staff, the Station Manager must be familiar with the responsibilities of all other positions. It may be necessary for the Station Manager to train a staff member if the previous position-holder cannot or will not do so. While staff members are allowed to work relatively independently, the Station Manager should keep close communication with those persons to assure they are fulfilling all of their duties without difficulty. Should it be found that a staff member is not doing his or her job properly, the Station Manager should use his or her best judgment in handling the situation. Before taking any action, the Station Manager should discuss the problem(s) with the staff member in question and the faculty advisor. The biggest role of a Station Manager is to provide support to the staff.

    Backup plans are always a plus. Encourage each staff member to take on a volunteer assistant. This student could receive internship credit for their work (see Faculty Advisor and Dept. Chair of Communication).

News Director

Program Director

Music Director

Loud Rock/ Hip Hop/ World Beat/ RPM/ Jazz Directors

Website/Automation Assistant

Librarian (2 positions open):

Music Reviewer (paid $1.50 for each review):

Reporter (paid per episode):

(back to top)

HIRING AND PAYING EMPLOYEES

    The Station Manager is in charge of making sure that everyone on staff gets paid. The Station Manager designs the system by which everyone gets paid and supposedly the Station Manager gets to decide how much everyone gets paid.

    Staff members should be chosen in the spring for the upcoming school year. It is recommended that the incoming Station Manager work with the current/outgoing staff to determine candidates for each position. When possible, staff members should have a minimum of one year’s experience at KSCL. Factors to consider when hiring include expressed interest in a position, quality of previous work at KSCL, references, dedication to the position and to the station itself, class and work schedules, other extracurricular involvement, and academic performance. If someone is struggling as a student, KSCL ought not hire that person for a job that may take 10-25 hours a week away from academic efforts. Unless this person is the manager. (wink)

  1. Each employee could fill out one timesheet with her name, Social Security Number, and signature. This timesheet could then be copied so that the Station Manager does not have to obtain signatures every other week when timesheets are due.
  2. Or you could have your employees sign/date their timesheets every other week at staff meetings.
  3. Use the white timesheets that ask for total amount to be paid over the entire semester. The Payroll Office will divide the total amount by number of pay periods, thus splitting up the checks evenly. While this makes week-to-week life simpler, it has its drawbacks. For instance, if an employee doesn't keep up their work or you don't budget in school breaks, you might overpay someone. Keepin' the budget tight since 1976!

Staff Management

    It's up to the Station Manager to decide how best to conduct meetings and problems within the staff. It is a difficult line balancing a friendship with an employee, but we're all students; so you have to. Sometimes the staff doesn't do their job. KSCL's current (mar27/08) policy is to meet with the staff member and devise a plan and check goals to fix the situation. If problems still exist, set up a meeting with the staff member, yourself, and the faulty advisor. Discuss many of the same things again. Include your faculty advisor in the conversation. They are usually older and wiser. If nothing remedies the situation, termination may be the needed action. It should be a last resort. All KSCL staff are partners in the organization and their reputations make up KSCL's reputation.

    The Station Manager needs to offer help to the staff, but allow them do their own thing as they see fit. Support the staff decisions, or make it clear when things have gone awry. The best way to handle staff problems is to prepare for them. Does each staff member have an Assistant if something were to go wrong?

(back to top)

Weekly Staff Meetings

    The Station Manager should conduct a weekly staff meeting while KSCL is broadcasting or school's in session. These can be a pain to schedule, but it is important to have everyone on KSCL staff meet at least once a week. These meetings must be as organized as possible, otherwise nothing will get accomplished. Staff meetings are not a time to socialize. You can conduct these meeting in any fashion you prefer. Having a printed agenda helps structure the meeting, and allowing time for each member of staff to share what they accomplished during the previous week is a good way to get the ball rolling. It is important for everyone on staff to have an idea of how they are all contributing to the good of KSCL Radio.

(back to top)

Maintenance

    The Station Manager should have a basic knowledge of all equipment in KSCL. He or she should know how to fix minor problems, and he or she should have a basic understanding of how all equipment is set up and connected. In the event that something needs repair, the Station Manager should promptly take action and arrange for the necessary work. This may be phone call to the engineer or shipping an item from a manufacturer. It is suggested that the Station Manager create a readily accessible list of the phone numbers of the engineer, Centenary facilities services, equipment manufacturers, and customer assistance lines. It is very important that the Station Manager knows how to contact the WireReady tech-support team.

(see list in the Appendix)

(back to top)

Hosting Bands and Live Performances

(for Battle of the Bands, see Appendix)

    1. Get a band.  Sometimes bands will contact you, other times you will approach them. The Music Director should have some phone numbers & emails.

    2. Does the band have a guarantee?  Sometimes band will only play for a certain amount of money.  You want to know this so you can:

            a) get money from the budget

        b) charge admission

        c) find sponsors for the show

        d) contact CAB and/or SGA

        Since CAB has a larger budget, first ask CAB for money. They could easily do $250, but they could go higher. See the CAB Collateral Planning document in the Appendix. CAB's most recent feelings towards KSCL have changed based on their "mission statement," which isn't currently available, but should be in the future. CAB's programming philosophy supposedly states that "CAB's budget can only go to the students, and student-only programs." (CAB as of 3/26/08) KSCL obviously promotes to the public, with news geared to the majority of its listeners (aka, Shreveport/Bossier). The argument could be made that KSCL uses student fees for the students, that the staff is student-dominated and all decisions come down to students, why discriminate? If events are open to the public, it could only boost Centenary's reputation. (Note: Don't sever ties with organizations, continue to work with other campus orgs. More notes in the Appendix)

    3. What else does the band need? 

Housing is usually important.  Most smaller bands really like staying at people's houses because its free and they feel at home.  Make contact with students or other people who wouldn't mind hosting them.  This person most likely will act as a go-between for the band (giving directions, helping them get food etc.).  Also try to feed them at least one free meal, and ask before hand if they're vegetarians or have special dietary needs

    4. Secure a location.

        If you will be charging admission, try to reserve a venue that you can charge people at the door. The South Dining Hall and Kilpatrick are great for this, as is the KSCL lobby (but its small).  Make sure to reserve it through facilities. See the “Maintenance” section for instructions. Also, markers-on-the-hand work well for charging in weird spaces (like the Shell).

        If you plan to do it in the Shell, be prepared to deal with rain by reserving another spot or having alternate plans. Also if you don't feel like lugging around the KSCL PA, you can ask facilities to provide one for you and they'll have it there hooked up.  This is really awesome for shows in the shell because the PA is heavy and hard to carry. Make sure, however, that all Facilities equipment is counted beforehand and afterward. KSCL is responsible for any lost or stolen equipment.

    5. Alert DPS.

        You must do this if there is a large crowd planned, or if folks from off campus are coming. You can do this here: http://www.centenary.edu/dps/police_request

        Also be aware that they reserve the right to charge us $20 an hour for security and take it into consideration for your event. Contact Zeke Aull (zaull@centenary.edu) well in advance to discuss the charge, particularly if you are attempting to raise funds for KSCL at the show.

    6. Post up some flyers, send out global emails, use MySpace/Facebook invites, and use sidewalk chalk at least 3-4 days in advance. Make sure not to do anything too terribly racy to stay on the good side of Student Life.

    7. Get some contracts.  I've included a sample contract for a Nat Baldwin show.  It is basically fill in the blank, but you'll need it for getting checks cut.  You should submit a check request about a week in advance to have the checks for the band.  You do not need it signed ahead of time, but the Business office will smile upon you if you do.

    8. Make sure you have enough staff to help out with admission, selling merchandise, and helping the band setup and carry equipment.

    9. Have fun at the show.  Try to get some free stuff for the station if you can.

(back to top)

Appendix A

Table of Contents

(jump)

Battle of the Bands (checklist) 

Centenary Activities Board

Student Government Association (SGA)

Sending Global Emails

(back to top)

Battle of the Bands (checklist)

(back to top)

Centenary Activities Board (CAB)

Working with CAB (currently needs revision)

  1. The Centenary Activities Board can provide funds for KSCL live shows.  You will need to fill out the CAB Collateral Planning form. You can find an example of the Collateral form in the Appendix. CAB can give you up to $250 for an event, and can help by having some man power if you'd like.
  2. Talk to a member of about your plans. They will let you know when a meeting is that you may attend to propose your event. Be prepared to defend your proposal. Expect a lot of pointed questions. Explain why the event would benefit the school.
  3. If you propose your event to them in advance, they can cut you a check beforehand, or if you are running short on time, they can reimburse you or the KSCL account. You must give them a signed contract if you want a check ahead of time. The contract acts as a receipt.
  4. Check your FGRODTA to make sure that CAB reimburses KSCL!

(back to top)

Student Government Association (SGA)

Working with SGA

(back to top)

Sending Global Emails

    The Station Manager should be in charge of sending all global e-mails that pertain to KSCL affairs. The Station Manager should spell check the e-mails and make them look as professional as possible. Don’t be afraid to ask your faculty advisor for a proofread. Also, try to think of how your email will get above the 20 globals sent out daily.

    The following is a step-by-step guide to sending global e-mails:

  1. Send the request in at least 24 hours before you need it to go out.
  2. Log into the Centenary Webmail. Sometimes Gmail doesn't work for this.
  3. E-mail all global requests to global@centenary.edu.
  4. In the subject line of the e-mail, put the subject that you want to appear in the global that goes out. Think catchy!
  5. At the top of the e-mail specify what day you want the e-mail sent out.
  6. Specify who you want the email sent to (students, faculty, staff)
  7. Provide a Centenary contact e-mail address.
  8. Provide who, what, when, and where information.
  9. Sign the email with your name, position, and organization.

Notes (for now)

-Student Fees (maybe should be in reg. man.)

-Honor? (something about the honorable position, responsibilities?)

-Example of Check Request

-Example of Time Sheet (don't do the weekends!)

-Example of Employee Action Form

-List of Maintenance People

-Other organizations on Campus

-Helpful Links

-Station Structure

-Media Committee

-Internship