Manual - College Broadcasters, Inc.

UIW TV
Policies and Procedures Manual
This policy and procedures manual is for general reference regarding UIW TV. This manual will
be publicly posted in the UIW TV Studio, in Blackboard, in the GM’s office and made publicly
available to any one who requests it.
I. Mission Statement:
UIW TV is dedicated to provide both student and faculty members of the University of the
Incarnate Word with a variety of quality programming. Programming will inform and entertain,
while incorporating and promoting the same core values and mission of the University. In
addition, UIWTV will also provide:
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Hands-on experience for students with an interest in the production process and aesthetics
of broadcast television
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Promote education, while serving the University as a positive, reliable, and entertaining
source of campus news, sports, and events
•
Learn to deal with real-life production challenges while obtaining professional experience
II. Paid Staff Positions
The only paid staff positions at UIW TV are the Operations Manager (OM), Program
Director (PD), News Director (ND), Sports Director (SD), Entertainment Director (ED), and
Underwriting/Promotions Director (UD). Other paid positions may become available during
a given year. All positions are determined by the faculty advisor after the interviewing of
applicants. Positions are in effect for one year from June-May. UIW students interested in
any of these positions must submit a resume to the faculty advisor in March. The OM is
responsible for the day-to-day operation of UIW TV. The PD is responsible for the
programming of the station. The ND is responsible for emphasizing the output of all
newscasts. The SP responsibility emphasizes the output of all sporting events. The ED will
be responsible for the creation of entertainment news and programming. The UD is
responsible for the publicity, promotions, contact person for service events, as well as
sponsorships.
III. Management Board & Positions
The UIW TV Advisory Board is appointed by the faculty to assist in the management of the
station. The specific powers of the Advisory Board are explained in the UIW TV Operations
Manual. The Advisory Board may or may not choose to include persons holding any of the
following positions.
Operations Manager (OM) - The OM supervises the daily activities of the television station
by guiding the departments to set and accomplish goals. The OM is responsible for all
additional duties delegated to him/her by the General Manager concerning any aspect of the
operations of the station. The OM chairs all Advisory Council and general staff meetings and
is responsible for the recording and appropriate dissemination and minutes of those meetings.
Coordinating the activities of the various activities of the various departments, the station
manager works closely in association with the department directors while overseeing all
aspects of the station personnel. When possible, the OM along with the other department heads
should represent the television station at all events.
Program Director (PD) - The Program Director is responsible for all on-air talent and
program functions of the station with the exception of those responsibilities and operations
delegated to other department heads. All scheduling of programs as authorized by the General
Manager and coordinating with the Sports Director and News Director and Entertainment
Director falls within this function. The Program Director is also responsible for the selection
and appropriate training of all TV operators and for regular ongoing monitoring of their
activities through air checks, training and critique sessions and reviewing to the on-air
broadcasts. It is his/her duty to coordinate the activities of all programming personnel in a
manner as to assure that all programmers have their appropriate training, provide
programming, station promos and new programming material for the station.
The PD is also responsible for quality control of all pre-produced materials used on-air and
also is responsible for scheduling the use of the production facilities and for maintenance and
production facilities and maintenance of the production station. He/she is directly responsible
with the Entertainment Director, News Director and Sports Director and works cooperatively
with other members of the Advisory Board to assist in the development of new program
materials for station use. The PD is directly responsible for overseeing day-to-day activities of
the production staff and to provide appropriate training and critique for them. The Program
Director has the authority to reject any and all production materials not deemed a general
surveillance of equipment and production materials for purposes of control and supply. In
addition, the Program Director should be familiar with all the components of production.
Under individual circumstances, the Program Director may have new duties and
responsibilities assigned to him/her on a temporary or permanent basis after consultation with
the Advisory Board.
News Director (ND) - The News Director will be responsible for all on-air news cast delivery.
He/she will oversee student and volunteer reporting, editing, and overall production. The news
director will also be responsible for recruiting, coordinating, and evaluating talent. The news
director will work closely with all the UIWtv executive members for additional projects and
productions. The News Director is will be required to be present in all news cast productions.
He/she will ensure that the studio and crew are prepared. The news director will also verify
and approve scripts, cg graphics, studio background, audio, and camera shots. The news
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director will also be responsible for the pre approval of a finished a product. He/she is also
responsible for the final delivery of a products punctuality.
Sports Director (SD) - Administrative duties of the SD are to produce a sports news program
that focuses primarily on Cardinal athletics; as well as, coordinating and producing live
sporting events on campus. The SD is responsible for promoting UIW TV sports
programming along with promoting the station at campus sporting events. The SD is required
to attend news department and staff meetings.
Clerical duties of the SD require that an archive of UIW TV sports programming is updated
and maintained in a timely manner. The SD must also prepare a sports programming schedule
for the Programming and News Departments. The SD is the director of the sports newscasts
and must coordinate with talent and production to ensure sporting events are covered and
stories are ready for final production.
Entertainment Director (ED) – Administrative duties of the ED are to produce quality
entertainment programming. Duties include approving or disapproving of new programming
that fits into the entertainment criteria. Programming must appeal to UIW TV’s target
audience. The ED must prepare and promote an entertainment-programming schedule. The
ED is required to attend department and staff meetings.
The ED is required to update and maintain new programming in the UIW TV archive. The ED
is the director of entertainment programming, and must ensure talent and production are
preparing and executing quality ideas and stories.
Underwriting/Promotions Director (UD) - The Underwriting/Promotions Director is
responsible for all promotional and public relations activities of the station, including both onair and in-station promotion of station events and activities as well as coordinating and
maintaining an appropriate station image in off-air activities. The role of this position is both
external to the community the station serves and internal to communicate station activities to
the entire staff. Underwriting/Promotions Director is the key liaison in all matters pertaining to
the presentation of the UIW-TV image. They will work directly with the OM to obtain
underwriting for events, online and on Channel 15. They will actively seek sponsorships for
the funding of all operations of the station along with the OM and the GM. They are also
responsible for working cooperatively with the KUIW underwriting team. The handling of all
contracts will be administered under the auspices of this position.
Web Master (WM) - The Webmaster is responsible for the design, functionality, content and
maintenance of the UIW TV website- UIWTV.org. The daily maintenance of cleaning up
comments, adding/deleting content, and an overall watchdog mentality will be necessary to
keep the site in order. The Webmaster will report directly to the GM but will take updates and
clearing requests from the Advisory Board.
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IV. General Policies & Objectives
UIW TV is owned by the University of the Incarnate Word in San Antonio Texas and
accepts as its primary purpose and function, the responsibility to “serve in the public interest,
convenience, and necessity.”
The station is obligated to make a continuing, active search to ascertain the needs of the UIW
community served and to fulfill those needs to the best of its ability.
Therefore, one primary purpose of the UIW television station (UIW TV) is to serve in the
public interest, convenience, and necessity within an assigned viewing audience.
UIW TV is owned by the University of the Incarnate Word. The station is under direct
supervision of the Department of Communication Arts and operates as a primary supervised
television laboratory for students.
Therefore, by nature of its ownership and curricular affiliation, a second primary purpose of
the UIW TV is to provide a co-curricular broadcast training experience for talented students
interested in television as a career or exploratory experience.
UIW TV will provide opportunities for research and innovation in creative programming,
utilizing the full resources of the department and the curriculum. In addition, UIW TV will
provide, where feasible and appropriate, an alternative programming service to its viewers,
features not otherwise obtainable to online television viewers on other television stations.
UIW TV will at all times comply with the spirit and letter of the UIW Mission Statement by
recognizing its position as a private educational institution.
By virtue of its ownership, UIW TV is a public image source for the University of the
Incarnate Word. The station will constantly endeavor to enhance the image and the visibility of
the University of the Incarnate Word and the Department of Communication Arts through the
production and broadcasting of quality programming. This station is not a primary
disseminator of information from the University of the Incarnate Word to the public, since that
is a function of the Public Relations Department at the University of the Incarnate Word. All
requests from sources outside the University for “direct feeds” of information concerning the
University of the Incarnate Word’s events and/or activities should be referred to the Public
Relations Office.
Opportunities to be involved in the activities of the UIW TV Television shall not be denied
because of religion, race, color, national origin, age, sex, marital status, veteran status,
handicap, and/or sexual orientation.
UIW TV as a responsible television station, shall at all times retain the right of final judgment
over programming decisions.
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V. Equipment & Room Policies
The following rules are written from the all-inclusive policies enforced by the UIW
Communications Arts Department, and the UIW TV staff must abide these policies.
1. No eating, drinking, or smoking is permitted in any UIW Studios, including UIW TV
studio, control room, audio production room, video editing lab and Mac Lab. A first violation
will result in a documented warning signed by the student and GM. A second violation will
result in a suspension from the use of all UIW TV equipment for a one-week period.
2. Only the engineers will do changes of the connections to any piece of TV studio/control
room equipment. The equipment has been installed to achieve most of the things necessary to
provide basic TV productions. Further flexibility is available at the digression of the General
Manager. Therefore only some one who understands the system and effects, which might
result from connection changes, must do the changing of any connections. Switching of cable
connections will result in the immediate suspension of the student’s use of all UIW TV
equipment for a period of two weeks.
3. Each school day, the Operations Manager will do an equipment checkout in order to
ascertain the operating status of all equipment in the UIW TV facilities. Any malfunctioning
equipment will be identified and listed for repair.
4. Any student taking out UIW TV equipment or using the UIW TV facilities will sign a form
stating that he/she is responsible for its care. If a piece of equipment ceases to work properly
while in use, or is found out of order when any use is intended, it is the student’s
responsibility to inform the Operations Manager of such in writing:
a. Which specific piece of equipment is out of order?
b. Date and Time of the occurrence?
c. Conditions under which the equipment went out of order, if known.
5. For any equipment found to have been misused or abused, the student responsible will:
a. Be suspended for all equipment use for a two-week period.
b. Be charged for the repair or replacement of equipment.
c. Be charged for stolen equipment.
6. Communication Arts equipment that is returned late will incur a $25.00 per day late
charge. After 5 days, the student will be responsible for the replacement cost of the
equipment.
7. Unauthorized use or abuse of equipment and/or facilities will result in a student’s
immediate suspension from all UIW TV equipment use for a period of one semester.
The UIW TV Station has the authority to have the University of the Incarnate Word
withhold grades of students until all outstanding bills are paid.
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VI. Appeals
In each case of violation of station policies and procedures, some of which are listed above,
the UIWTV management will determine if the incident is severe enough for suspension or
dismissal and will inform the involved staff member(s) of their decision. All suspended or
dismissed staff members will be notified in writing, and a copy of that notice shall be placed
in the student’s personnel file at the station.
Appeals of the UIWTV management decision must be presented in writing to the Operations
Manager within 10 days of the decision for suspension or dismissal. The Operations Manager
will review all facts and assertions presented by the UIW TV management, at the time of its
deliberation; as well as in support of the appeal. This information and recommendations will
then be passed on to the Station General Manager within 5 working days. The General
Manager will make a final decision on the appeal.
VII. Station Organization
The University of the Incarnate Word, as governed in descending order by the Board of
Trustees, President, Provost, Dean of Interactive Media & Design, and Chairperson of the
Department of Communication Arts authorizes overall station policy, operating function, and
financial activity.
a. The Faculty Advisor of the UIW TV station is the Chair Person of the Department of
Communication Arts and is responsible for all activities representing the station.
b. The Operations Manager is hired by the Chairperson of Communication Arts and is
responsible to the department for day-to-day operations of the station as well as any
activities representing the station.
c. The Advisory Board of the UIW TV station consists of the faculty advisor, the
Operations Manager, the Program Director, News Director, Sports Director,
Entertainment Director, Underwriting Director, and those students appointed to the
Advisory staff positions by the Department of Communication Arts. Other faculty
members, staff, and off campus advisers may be included on board.
The Structure of the UIW TV Advisory Council embraces the department concept of
management. It is highly functional in nature. The members of the Advisory Council are equal
in voting statue. The Chairperson of the Advisory Council is the Operation Manager. In the
Station Manager’s absence, the Program Director assumes leadership.
The Advisory Council sets both immediate and long-term goals for UIW TV and works to
assure that goals are achieved. In doing this, among other activities, the Advisory Council
makes major programming decisions on a long-range basis, coordinates station activities, and
reviews and evaluates the progress of station personnel. The Advisory Council also approves
appointment to any supervisory management positions on the station staff.
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Advisory Council positions normally are selected near the end of the Spring Term for the
following regular Academic Year. In addition, selected positions may be filled as deemed
appropriate by the department for the summer months. Further vacancies may occur from
time-to-time by resignation or other causes. When a position is to be filled on the Advisory
Council, notice of that pending or current vacancy is posted on the department and TV station
bulletin boards & Blackboard. Any student who wishes to be considered may apply for the
position(s) posted by completing the Advisory Staff Application Form and submitting it to the
UIW TV Operations Manager, along with any other supporting documents, before the
deadline.
At the next Advisory Council meeting, interview times will be established for each applicant
for each vacancy posted. All candidates for a position will be interviewed, and the Advisory
Council will deliberate and recommend the name of the most acceptable candidate to the UIW
TV Operations Manager by secret ballot. The Operations Manager will review the Advisory
Council’s recommendation(s), attach his/her own recommendation(s), and forward them to
the Department of Communication Arts. The Department, after deliberation, makes the final
decision on the appointment of the person to fill each vacancy.
The Advisory Council, the Operations Manager, and the Department of Communication Arts
all have the option of voting to reopen any position for which a suitable applicant has not been
determined. In such case, the reopening notice of the position vacancy is posted, and the
above procedure is repeated. Persons who originally applied for a position that has been
reopened may reapply for that position.
VIII. Regulations for Working at UIW TV
Student Advisory Staff personnel will volunteer or register for TV practicum credit. For the
positions of Operations Manager and Program Director, up to 3 credits of practicum may be
earned per semester. It is the responsibility of the Operations Manager to determine the
number of hours to be earned by Advisory Staff personnel and to act on request for practicum
registration. Regular staff members will volunteer or will do practicum work. It is the
responsibility of the Advisory Staff and the Operations Manager to oversee workloads for all
station personnel.
Students who wish to volunteer his/her services at UIW TV, for the purpose of gaining
experience in the field and/or as a vocational interest, may make application to do so. The
nature of his/her credit is governed by the student’s own interest and aptitude and will be
determined and utilized by the appropriate Advisory Staff member(s) and Faculty Advisor.
Each student will sign the standard UIW TV policies and procedures manual form and abide
by the Communication Arts departmental policies.
Practicum students are under the guidance of the Faculty Advisor. The Advisor approves
where the students work at the station, with the advice of the appropriate Advisory Staff
member(s). Such students will abide by the UIW TV practicum policies, which apply to
several practicum-granting activities. The Faculty Advisor shall determine the grade for the
practicum student after consultation with the appropriate Advisory Staff Member(s).
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Advisory Staff positions generally should be filled with students enrolled for practicum credit.
Any student who registers for a practicum credit without prior approval of the Faculty
Advisor may be required to withdraw form the course. Community service hours (up to 15
hours) may be included for volunteers at the station. This will be determined on a case-bycase basis.
IX. Conduct & Responsibilities of Station Personnel
UIW TV will adhere to and be governed by all regulations set forth in this document and the
university’s student handbook. All station personnel must sign a paper yearly stating they have
read, understand and will adhere to these policies and procedures.
Responsibilities
The Operating logs are university documents, which show compliance with certain Rules and
Regulation and must be maintained accurately. Therefore, the person whose signature appears
on these Logs for a certain period of time is fully responsible for all station materials during
that time and for proper operation of the station. Any and all irregularities must be recorded
on the Log and brought to the attention of the Program Director. In like manner, staff
personnel in the TV Station are responsible for actions that take place in the stations. Each
must check to make certain that any visitors or telephone callers are well treated and that
strangers are offered assistance and have specific business in the station. Each staff member is
responsible for the security of the entire station, including video equipment. If any staff
member has questions, he/she should contact the Program Director or other Advisory council
members.
Noise
Noise levels are to be kept at a minimum everywhere in the station. Faculty and staff are
active in non-station pursuits in other office rooms and classrooms in the Communication Arts
Department.
Studio Monitors
Studio Monitors are to be kept at a reasonable level to avoid damage to the speakers and avoid
interference with other activities at the station or in the Communication Arts Department.
STATION USE AFTER HOURS
Those staff members wishing to use station facilities after 12 a.m. should get written
permission from either the Operations Manager or the faculty advisor for permission.
In each case of violation of station policies and procedures, some of which are listed below,
the UIW TV management will determine if the incident is severe enough for suspension or
dismissal and will inform the involved staff member(s) of its decision. All suspended or
dismissed staff members will be notified in writing, and a copy of that notice shall be placed
in the student’s personnel file at the station.
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Actions that trigger warnings:
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Tardiness.
Handling station property in a careless manner.
Uncaring attitude toward UIW TV, your work, and your fellow broadcasters.
Violations of various other policies described in this manual.
Dismissal without warning:
• Performing under the influence of alcohol or illegal substances.
• Failure to show for an assignment without making prior arrangements for a substitute or
being excused by the Program Director.
• Failure to show for any assignment without being excused by your UIW TV supervisor.
• Removing or stealing station equipment without approval from the UIW TV staff.
Department Polices & Program Department
Programmers are responsible for any and all materials aired when they are on the air. Any
abusive, profane or obscene language will be dealt with by the Advisory council. Care is to
be exercised to prevent the use of material suggesting drug orientation.
All complaints received by any person concerning programming on the station should be
carefully noted and referred to the Program Director and Station Manager. Also, they should
be dealt with politely.
Any programmer who must be absent from his/her assigned program must notify the
Program Director and Station Manager as to when he/she will be absent and what competent
substitute has been found for that date.
X. On Air Style
Every student working for UIW TV is responsible for maintaining the image of the station.
The most important rule to follow in selecting on-camera outfits is to keep them simple,
plain, and low-key. We want the audience to focus on you and what you have to say, not
what you’re wearing. Bring an extra shirt, blouse, and/or jacket with you incase what you’re
wearing clashes with someone next to you or the environment you’re filming in.
Female talent should wear make-up to enhance features, NOT alter them.
Camera operators must also remember they’re fundamental role in maintaining UIW TV’s
image. No need to pull out your best suit, just don’t look like you just woke up. Try to wear
a UIW TV shirt to help promote the station as you work.
DO
• Wear colors in the medium range; medium blue, green, maroon, wine, light brown, rust,
gold, dark grey, purple, etc.
• Consider your hair color when choosing your outfit: if your hair is light, (blonde or grey)
lighter colors are okay. Beige, light grey, pink, light blue, and most pastels are fine.
• If your hair is dark, stick to the medium range to dark colors, still taking care to avoid
black.
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•
•
Men: Follow the same rules for choosing a tie—a non-shiny, plain tie that matches your
suit is best.
Small patterns and prints are okay as long as they are not clearly visible from 10 feet
away. Pinstripes, small checks, paisleys, etc. are fine.
DO NOT
• Do not wear white.
• Do not wear black.
• Do not wear any loud patterns like plaids, stripes, checks, or any pattern which is clearly
visible from 10 feet away.
• Do not wear any “glittery” material like sequins, or anything very shiny that reflects light.
• Do not wear shiny jewelry that may catch and reflect light.
• Do not wear anything loud or distracting, for instance, a t-shirt with a large Mickey
Mouse character on it or a low-cut blouse.
• Do not wear silk or wool ties/scarves.
XI. UIW TV OTA Policies
Obscenity/ Indecency
Definitions: In public Notice 87-153, the Federal Communications Commission makes two
definitions:
Indecency- “language or material that depicts or describes, in terms patently offensive as
measured by contemporary community standards for the television medium, sexual or
excretory activities or organs.”
Obscenity- “must meet a three prong test: (1) an average person, applying contemporary
community standards, must find that the material, as a whole, appeals to the prurient interest;
(2) the material must depict or describe, in a patently offensive way, sexual conduct specially
defined by the applicable state law; and (3) the material, taken as a whole, must lack serious
literary, artistic, political, or scientific value.”
All station members should be familiar with these definitions, upon which rules stated below
are based.
UIW TV Obscenity/Indecency Policy:
• No indecent or profane language may used at any time on the air by an announcer.
• If you think that some recorded material may be offensive to some listeners, you should
bring it to the attention of Management who will review the material and decide if it is
appropriate for airplay.
• Material marked as inappropriate for airplay should not be played on the air under any
circumstances.
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XII. Operations Manual
UIW TV Server Usage
All Comm Arts students have access to our server in the labs. If you are enrolled in a production
course, you will also have access to the Video server, Audio server, UIWTV server and Mac Lab
server. Excessive storage, abuse or unauthorized use of our computer systems and server will not
be tolerated. Be careful when adding and deleting files to the system. Use only YOUR folder for
storage. You should only have only ONE folder for storage. ALL FILES LEFT ON THE
SERVER ONE WEEK AFTER THE SEMESTER IS OVER WILL BE TRASHED. Back up
your files to CD, DVD or hard disk before the end of the semester. All UIW Technology Policies
apply. UIW policies link:
http://support.uiwtx.edu/Homepage/TechPolicies.html
Facilities Usage Policies
AD290 is the TV studio. AD293 and AD299 are the video & audio editing facilities. These labs
can be used from 6:00 am to 12:00 pm everyday except during class times. UIW Police have
been instructed to make you leave the labs by midnight. You MUST have a building/room access
pass from the police department. Passes are obtained from the instructor. A sign up sheet will be
available inside each lab. A 4-hour limit on video labs and 2 hours for audio labs is the norm. If
you work together, you may sign up back to back. If you are 15 minutes late for an assigned
time, anyone can take over your time slot. Mac Lab Golden Rules are in effect for these labs too.
Only students enrolled in a current semester production course may use these facilities unless
special permission is received from the Coordinator of the Department.
Equipment Checkout Policy
Audio and video production equipment may be checked out for use in your productions. It is
generally checked out and in from the instructor, the coordinator, or Robert. It is used for ONE
day and brought back the following day at a designated time. ONLY the above people can check
out and in of the equipment. Late charges of $25.00 a day will be assessed. Longer periods of use
are at the discretion of the faculty member. Stolen or lost equipment must be paid back to UIW.
UIW student accounts will be charged until payment is received in full. Grades may be withheld
until payment is received. You are responsible for the equipment when it is checked out to you.
INDIVIDUAL (S) MAY BE DENIED CHECK OUT PRIVLEGES IF they misuse or abuse any
equipment, have brought equipment back late, or repeatedly contravened any of the rules.
Golden Rules of All Labs
THE PRIMARY PURPOSE OF THE LABS IS to facilitate the computer-based learning needs
of students currently enrolled in computer classes in Comm Arts. It also is available to all Comm
Arts students for projects in Comm Arts classes.
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NO FOOD OR DRINKS in the lab. Ever! No bottled drinks! Put in your purse or backpack.
DO NOT PLACE ITEMS ON THE COMPUTERS.
YOU ARE RESPONSIBLE FOR YOUR OWN COMPUTER FILES. Put on the server in
YOUR folder. DO NOT DELETE OTHER PEOPLE'S FILES - PERIOD!
THE MAC LAB IS NOT A PLACE TO PLAY Internet games, engage in Internet Chat, nor
"rip" MP3 files (especially during class lab time). Audio labs are for editing audio, video labs are
for working in video. No Facebook or other programs should be used in these labs. The Mac Lab
is for all other programs.
DO NOT INSTALL PROGRAMS OR ATTEMPT TO COPY PROGRAMS on to or from the
lab computers. Not only would you likely cause the computer to experience operational conflicts
and/or possible crashes, but it may be, in all likelihood, ILLEGAL!
DO NOT ATTEMPT TO "FIX" ANY LAB HARDWARE/SOFTWARE. Alert the Lab Assistant
to any problems you may be having and let them make the determination of how best to handle
"fixing" the problem.
KEEP THE LABS CLEAN AND PUT THEM BACK IN ORDER AS YOU FOUND THEM.
KEEP THEM NEAT.
INDIVIDUAL(S) MAY BE DENIED USE OF THE LAB FACILITIES IF, they misuse or
abuse any equipment, engage in conduct which is disturbing to others, or have repeatedly
contravened any of the lab rules.
KEEP THE STUDIOS CLEAN
EATING, DRINKING AND SMOKING ARE STRICTLY PROHIBITED IN ANY UIW
STUDIO OR LAB. FAILURE TO COMPLY WITH THIS REGULATION COULD
RESULT IN YOU BEING FIRED OR A GRADE REDUCTION IN THE CLASS
ASSOCIATED WITH WORKING AT UIW TV.
XIII. UIW TV Fundraising/Underwriting
Getting Started
Success in selling advertising or sponsorships in radio or TV is very much tied to the public
perception of your operation. Likewise, how much you are able to charge is dependent
upon many factors such as market size, audience size, and demographics.
If you approach sales from the client’s perspective instead of the stations, you will have
greater success. The goal of the client is to increase business popularity and sales. You
need to show that client how advertising with your station will help their goal become
attainable.
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It is important to establish long-term commitments with businesses. This provides
consistency and a level of trust develops between parties that are essential to an on-going
relationship.
Legalities
You may be restricted by UIW to advertise for businesses like bars, strip clubs, etc due to
internal policies. You must check with the University before advertising with a company to
make sure there aren’t any conflicts because other areas of the school may already be
working with that company or business. Every school is different, so check with your
school officials to be sure before getting started.
The 6 things you can do on the air:
1.
2.
3.
4.
5.
6.
Name of business
Address
Phone number
Hours of Operation
Product Line (such as delivery, clothing store, discounts, etc).
Logo Phrase
Anything more than the above 6 items in an underwriting announcement is called
ENHANCED UNDERWRITING and may result in a FCC fine of $1,000.00 per time the
announcement aired.
The announcement may not contain any qualitative descriptions (best selection/widest
variety), price references or adjective (best, convenient). If in doubt, send a sample script to
one of the CBI officers for a look over.
Any money collected by the station via underwriting MUST go directly to the station. On
air, you are not permitted to raise funds for any organization other than the station itself.
Overview
Think for a second of all the things at your station that are sponsorable:
On air – Newscasts
Off-air – Giveaway items
Weather
Staff shirts
Sportscasts
Web Site Banner Ads
Events calendar
Booth/Tent Remote Setup
Game Radios
Community Event Sponsors
Talk Shows
Coupon Sheets
Specialty Show/Programming
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This list is virtually endless. The most important thing to remember is to NEVER give
anything away for FREE. If you don’t charge a business for putting their log on your
website, then you’re telling that sponsor that the feature isn’t worth anything.
Selling Preparation
Before hitting the streets, it helps to have something to show your potential clients. This can
take the form of a media kit that explains the station, the benefits of underwriting,
advertising packages, and prices.
First Calls
The first meeting between a station account Advisory and a business owner should not
involve a sales pitch. You are just there on a fact-finding mission known as a Customer
Needs Analysis or CAN. Questions to ask could include:
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Describe your primary customer
What is your yearly advertising budget?
How much of that do you spend on print? TV? Direct Mail? Radio? Web?
What is unique about your business?
Where do you want this business to be in 5 years?
Who are your main competitors?
What products are your best sellers? Slowest?
Do you have peak times of the year for this business? What are they?
By gathering the information and setting up a follow-up appointment, you can come up with
a plan of how advertising on your station will help his/her business get more customers in
the door.
Target the business with a certain advertising style and time of day that matches up best
with their customers. A local fast food joint getting the most store traffic after 1- PM may
not want to advertise in the morning, or maybe they do if the owner told you he/she wants to
beef-up the lunch crowd.
Spec spots are also very successful in completing a sale. A spec spot is a tape of what the
client’s on-air announcement might sound like or look like should they purchase a schedule
of announcements with your station. In many cases, just the fact you took the time to
produce an announcement about their business will impress the owner enough to sign a
contract. For non-commercial stations, it also reduces the mystery of underwriting.
Other Essentials
1. Once a contract is signed and numbered, the work has just begun. As the account
representative, you must service the account. This means regular calls to the client to
make sure they are happy or if they want to adjust the copy/music/voice or something
else about the announcement. To sign a client and ignore them shows that you a really
only wanted their money and you don’t care about the success of the business or if the
advertising worked. If this happens, it’s almost guaranteed they won’t sign on again.
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2. Once you’ve established a client list and your time as Underwriter has elapsed, the last
few months of your tenure should include a transfer of the account for the upcoming year.
This includes a meeting with all the necessary people to make sure the client is
comfortable and up to speed with the changes.
3. You need a regular policy of billing, collection, and late charges. Try as you might, some
clients will be deadbeats. Your student government may have lawyer representation that
could act on your behalf with a quick letter to non-paying clients that will usually shake
the money loose. Some think that because they’re dealing with college students, they can
get away with not paying their bills. A regular, unwavering policy of billing on a specific
day each month and “X” number of days to pay will increase your station’s profile in the
business community.
4. Numbered contracts and multiple copies are essential for protection purposes. Have two
other copies of the contract in different locations as proof of the agreement in the event
that a client refuses to pay.
XIV. The Mission of UIW
The first Sisters of Charity of the Incarnate Word were 3 young French women, motivated by
the love of God and their recognition of God’s presence in each person. They came to San
Antonio in 1869 to minister to the sick and poor. Their spirit of Christian service is
perpetuated in the University of the Incarnate Word primarily through teaching and
scholarship. Inspired by Judeo-Christian values, the University aims to educate men and
women who will become concerned and enlightened citizens.
The University is committed to educational excellence in a context of faith in Jesus Christ,
the Incarnate Word of God. It promotes life-long learning and fosters the development of the
whole person. The faculty and students support one another in the search for and the
communication of truth. The University is open to thoughtful innovation that serves the
spiritual and material needs of people. The curriculum offers students an integrated program
of liberal arts and professional studies, including a global-perspective and an emphasis on
social justice and community service.
The University of the Incarnate Word is a Catholic institution that welcomes persons of
diverse backgrounds, in the belief that their respectful interaction advances the discovery of
truth, mutual understanding, self-realization, and the common good.
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Handbook Index
I. Mission Statement
II. Paid Staff Positions
III. Management Board & Positions
Operations Manager
Program Director
News Director
Sports Director
Entertainment Director
Underwriting/Promotions Director
Web Master
IV. General Policies & Objectives
V. Equipment & Room Policies
VI. Appeals
VII. Station Organization
VIII. Regulations for Working at UIW TV
IX. Conduct & Responsibilities of Station Personnel
Responsibilities
Station Use After Hours
Actions that Trigger Warnings
Dismissal Without Warning
Department Polices & Program Department
X. On Air Style
Do’s
Don’t’s
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XI. UIW TV OTA Policies
Obscenity/ Indecency Definitions
UIW TV Obscenity/Indecency Policy
XII. Operations Manual
UIW TV Server Usage
Facilities Usage Policies
Equipment Checkout Policy
Golden Rules of All Labs
XIII. UIW TV Fundraising/Underwriting
Getting Started
Legalities
The 6 things you can do on the air
Overview
Selling Preparation
First Calls
Other Essentials
XIV. The Mission of UIW
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