- Contributors to the Peak Publications Society’s publications retain all copyrights to their work, with the following exceptions:
- At their discretion, editors may alter contributions for publishing in any way they see fit;
- The Peak Publications Society may publish contributions in any form without seeking specific permission;
- The Peak Publications Society may re-publish contributions at any time and in any form, without permission;
- Contributions may be submitted to the National University Wire and be re-published in NUW member papers without permission.
- This policy may be altered by a majority vote of the Peak Publications Society Board of Directors.
“Editorial Process Policy”
Ideas for content are either pitched by editors to contributors or vice versa. Editors will often send out pitch email to their contributor base who can then individually pick up assignments. Contributors may also send content ideas to editors, who will either accept, reject, or modify the pitch. Editors will set a deadline for the piece to be filed by the contributor.
- Section Editing
Section editors receive their content and perform an edit for grammar, style, legality, and uniformity according to the Peak’s style guide. Edited pieces are then submitted to the Editor in Chief (EIC) and the Copy Editor through shared Google Docs. All content is due to be filed by the time of the weekly collective meeting, unless explicit permission from the EIC and Copy Editor has been given beforehand (ex: event coverage, breaking news).
- Collective Meeting
At the weekly collective meeting, section editors present their print and web content for the week and give estimated page counts. From these page estimates, it is decided by the collective what the overall page count will be, which is always a multiple of four. It is also decided what the concept for the cover image will be, whether it will be a photograph or graphic design, and which stories will have copy on the cover. The question for Peak Speak is also decided. A final post-mortem is done on the paper that was printed that week, which is going through page by page and critiqued for content and design.
- First Edit
Once copy has been submitted, it is looked over by both the EIC and the Copy Editor. The EIC either gives approval, asks for changes, or recommends to kill the piece. The Copy Editor does a first edit for accuracy, flow, style, grammar, spelling, and adherence to style guide. Once the piece of content has been revised and approved by both the EIC and the Copy Editor, it is cleared.
- Photos and Illustrations
Requests for photos and illustrations are made by section editors to the Photo Editor and the Production Editor. The Photo Editor and the Production Editor are responsible for executing these requests to the best of their ability, using their own skills, as well as their pools of contributors and staff.
Once content has been cleared first, it is ready to be laid out for print. The Production Editor coordinates with the Business Manager and the Layout Assistant(s) to arrange ads and content on pages. The Business Manager places ads on particular pages. The Production Editor and the Layout Assistant(s) lay out the content physically on the pages, using pre-existing formats or formats of their own design.
- Second and Final
Once content has been laid out, each page goes to the Proofreader for a second edit on the physical printout. This second edit also involves looking for accuracy, flow, style, grammar, spelling, and adherence to style guide. Once the Proofreader has made these suggested edits on the physical page, the page goes to the section editor, who uses makes the changes on the InDesign file. The page with the second changes is printed out once again and given to the Copy Editor for a final edit of the physical page.
After a piece of content has been through second and final, it is ready to be put online. Section editor are responsible for putting their content online through their individual WordPress account and post-dating the post for when the content is to be released.
- Exporting and Sending to Printers
Once the final edit has been completed, each page is exported to a PDF file. These PDF files are looked over once again by the copy editor and given final approval by the EIC, making changes and re-exporting when necessary. The Production Editor is responsible for checking over all pages and ensuring the quality and consistency of the print design. They are also responsible for the production of the final cover image. Once all pages have been exported, they are amalgamated into a single PDF file and sent to the printers.
AV Materials Policy
The purpose of this policy is to outline the management, responsibilities, and duties required of The Peak’s staff and contributors in the handling of AV materials.
“Staff” refers to any employee of the Peak Publications Society.
“Contributor” refers to any person who is paid for their contributions to The Peak. (See Pay Policy for more details.)
“AV materials” refers to any and all photography/videography equipment, including, but not limited to cameras, SD cards, microphones, lenses, backgrounds, lighting equipment, etc.
“Waiver form” refers to the attached Appendix A document.
“Staff Illustrator” or “Staff Photographer” refers to a contributor who produces consistently exceptional content as determined by individual section editors and is rewarded for that work.
3. Policy and Procedure
A. All staff and contributors are responsible for the equipment they take out.
i. All borrowers, staff and contributors, must fully complete a waiver form in order to sign out AV materials.
ii. A staff member must sign their own form and a staff member is required to co-sign a contributor’s form. Forms will be available in the photo studio. Completed forms will be submitted into an inbox within the photo studio.
iii. Upon return, an editor should sign on the waiver that the equipment has been returned in the space provided.
B. The multimedia editor and photo editor will take on inventory duties related to the equipment and the waiver forms.
i. Every week, the multimedia editor and photo editor will scan and upload each signed waiver to a shared file on The Peak server.
ii. Every month, the multimedia editor and photo editor will complete an inventory check using a preferred method which will track the location and condition of each AV material. As such, the AV materials will be labeled in a consistent fashion, i.e., SD card 1, Camera 1, Microphone 1, etc.
iii. The editor-in-chief retains the right to make changes to the tracking method as they see fit.
4. Disciplinary Action
A. In the event of damage to AV materials, or loss of AV materials, under the care of a staff member or contributor:
i. The staff member or contributor will discuss the proper repayment and course(s) of action following the incident with the multimedia editor, photo editor, editor-in-chief, business manager, and in the case of a contributor, the editor who co-signed the waiver.
ii. If necessary, the staff member’s final pay cheque, or the contributor’s end-of-semester invoice payment may be withheld until such a meeting and consequential steps have occurred.
The purpose of this policy is to address requests for anonymous authors and anonymous sources in the published works of the Peak Publications Society.
“Anonymous author” refers to an author who wishes to publish their work without attaching their legal name.
“Anonymous source” refers to a person who supplies information and wishes to have said information published without a connection to their legal name.
“Pseudonym” refers to a name other than the author’s or source’s legal name, under which they wish to be published or known.
- Policy and Procedure
- Anonymous authors should be avoided whenever possible, with the following exceptions, subject to the review of the Copy Editor and the Editor-in-Chief:
- The author would be put in physical/emotional danger, or in danger of losing their livelihood directly due to the publication of their work
- This policy does not protect authors whose reputations may be affected by the publication of their work
- The author would be put in potential physical or emotional danger directly due to the publication of their work
- Authors who wish to publish under a pseudonym in work(s) published by the Peak Publications Society should not be allowed to do so UNLESS
- The author would be put in potential physical or emotional danger directly due to the publication of their work
- Their work is published in the humour section
- Anonymous sources should be avoided whenever possible, with the following exceptions, subject to the review of the Copy Editor and the Editor-in-Chief:
- The source would be put in physical or emotional danger directly due to the publication of the work in which their information is used
- This policy does not protect sources whose reputations may be affected by the publication of the work in which their information is used
- The source would be put in potential physical or emotional danger directly due to the publication of the work in which their information is used
- The information supplied by the anonymous source must not be able to be obtained using any other legal method
- Anonymous sources who wish to be referred to via a pseudonym in work(s) published by the Peak Publications Society should not be allowed to do so UNLESS
- The source would be put in physical/emotional danger, or in danger of losing their livelihood directly due to the publication of the work in which their information is used
- In cases where full anonymity may not be granted, the section editor, Copy Editor, and Editor-in-Chief can discuss degrees of anonymity, including
- Publication by last name only
- Publication by first name only
- Publication by initials
- If an author or source has been granted any degree of anonymity or a pseudonym, at least two people in the Peak Publications Society must know the legal identity of the author or source.
- One of these people must be the Editor-in-Chief
- Anonymity may not be granted in retrospect.
- No section editor, without consulting the Copy Editor and the Editor-in-Chief, may grant an author or source anonymity or a pseudonym.
Conflict of Interest Policy
The purpose of this policy is to outline the regulations, expectations, and procedures used in order to prevent conflicts of interest within The Peak.
“Board” refers to the governing entity of the Peak Publications Society, the Board of Directors.
“Board member” refers to someone who is on the Board of Directors.
“Chairperson” refers to the elected head of the Board of Directors.
“Collective” refers to the entire group of members of the Peak Publications Society.
“Collective member” refers to any person in good standing as part of the Peak Publications Society (please refer to the Constitution for more details).
“Conflict of interest” refers to a real, apparent, or potential private or personal interest of an individual that has the potential to interfere with, bias, and/or influence that person’s duties at the Peak Publications Society.
“Contributor” refers to any person who is paid for their contributions to The Peak (see Contributor Pay Policy for details).
“Copy” refers to any and all written material in The Peak.
“Editorial Employee” refers to all editors including, but not limited to the Editor-in-Chief, Copy Editor, Production and Design Editor, News Editor, Opinions Editor, Features Editor, Arts Editor, Sports Editor, Humour Editor, Multimedia Editor, Assistant Multimedia Editor, Photo Editor, Assistant News Editor, Assistant Production Editors, and Staff Writers (see Job Descriptions for details).
“Employee” refers to all editorial and non-editorial employees.
“Entering into a relationship” refers to, and includes, any form of dating, be it casual, long-term, or merely for sexual gratification.
“Intimate familial relationship” refers to the relationship between immediate family members including, but not limited to: parents, siblings, step-family members, family-members-in-law, kids, and/or adopted family members.
“Non-editorial Employee” refers to the Distribution Coordinator, Business Manager, Promotions Coordinator, and Satellite Distribution Coordinator (see Job Descriptions for details).
“Perceived conflict of interest” refers to a possible influence that could interfere with, bias and/or influence a person’s duty at the Peak Publications Society, even if the conflict isn’t evident or does not exist.
“Section Editor” refers to an editor in charge of one of The Peak’s sections.
“The Society” refers to the Peak Publications Society.
- Policy and Procedure
A. An employee of the Peak Publications Society cannot have any romantic and/or sexual relations with another employee of the Peak Publications Society in which there is a difference in perceived power.
1. For more information please see Appendix I.
B. Any member of the Board cannot have any romantic and/or sexual relations with an employee of the Peak Publications Society, and vice versa.
- Members of the Board cannot have romantic and/or sexual relations with each other.
C. An editorial employee cannot have an intimate familial relationship with another editorial employee where one family member holds a supervisory position over the other, or otherwise evaluates the other family member’s work.
1. This includes, but may not be limited to the following relationships:
a)News Editor and Assistant News Editor
b)Production and Design Editor and Assistant Production Editor
c)Editor-in-Chief and any other editorial employee
d)Copy Editor and any other editorial employee
e)Multimedia Editor and Assistant Multimedia Editor
f)Any section editor and staff writer
D. A member of the Board cannot have an intimate familial relationship with any employee of the Peak Publications Society.
- Members of the Board cannot be in intimate familial relationships with each other.
E. An editorial employee must edit and proofread all copy thoroughly and critically, no matter who created the copy.
F. An editorial employee or contributor must report on, write on, and/or interview a person or organization in a fair and unbiased manner.
- Articles in the news section and sports recaps cannot be editorialized.
G. A contributor will not be paid for any copy for The Peak if the copy reports on an organization, club, event, or team (with possible exceptions) that the contributor is a part of.
- The copy must explicitly state that the writer is part of that organization, event, or team.
- For non-varsity SFU sports teams and/or other clubs, a member of the team or club may report on the team’s or club’s games, tournaments, or events so long as their involvement with the team or club is explicitly stated.
a. These contributors will be paid 50% of the regular terms for the article, subject to the Contributor Pay Policy and editorial discretion.
H. An employee cannot serve in a paid or an executive position at the Simon Fraser Student Society, an Independent Student Society, a Departmental Student Union, or the Simon Fraser University administration.
I. An editorial employee cannot serve in a paid, executive, or authoritative position in other SFU publications, subject to review by the Board of Directors and Editor-in-Chief.
J. An employee cannot hold another paid position during their tenure with the Peak Publications Society if there is or could be a conflict of interest or a perceived conflict of interest.
K. An employee of the Peak Publications Society cannot use their role, connections, or confidential information obtained through The Peak for personal gain.
L. Gifts valued at $100 or less can be accepted on the premise they will not influence or bias reporting at The Peak.
- Gifts that are valued at $100 and up will not be accepted.
- Reviewers’ tickets to events are not considered gifts and will not influence or bias the reporting of the event at The Peak.
APPENDIX I: Further Information About Object 3A
- An employee of the Peak Publications Society cannot have any romantic and/or sexual relations with another employee of the Peak Publications Society in which there is a difference in perceived power or a direct supervisory aspect to the working relationship, including, but not limited to:
A. News Editor and Assistant News Editor
B. Production and Design Editor and Assistant Production Editor
C. Copy Editor and any other editorial employee
D. Multimedia Editor and Assistant Multimedia Editor
E. Any section editor and staff writer
- Under no circumstances is the Editor-in-Chief permitted to be in a romantic and/or sexual relationship with another employee or board member.
- Under the following circumstances, a sexual and/or romantic relationship between Peak Publications Society employees may occur:
A. The involved parties are not or will not be in a working relationship as described in section one of Appendix I.
B. If the parties involved are in a relationship prior to their hiring, they must disclose their relationship status to the Chairperson of the Board of Directors and the Editor-in-Chief prior to the commencement of their work contracts
C. If the parties involved enter into their relationship in the middle of their work contracts, they must disclose their relationship status to the Chairperson of the Board of Directors and the Editor-in-Chief as soon as possible.
D. The parties involved in the relationship fill out the affirmation attached as Appendix II.
- Should a relationship be disclosed with the appropriate paperwork and then a party of the relationship fails to behave without bias toward, against, or because of the other party(ies) in the relationship, the following actions may be taken by the Board of Directors
A. A formal warning may be issued to the responsible party
B. The responsible party may be suspended
C. In the event that the lapse in judgment affects the Peak Publications Society negatively in respect to public reputation or financial credibility, or other instances of willful harm to the Peak Publications Society or employees of the Peak Publications Society, the responsible party may be terminated immediately
APPENDIX II: Affirmation of Unbiased Behaviour
I, __________________________, hereby disclose that I am in a relationship with _________________________________________________________________.
I also hereby affirm that this relationship will not impact my ability to fulfill the duties and responsibilities outlined in my job description to the best of my abilities.
I hereby affirm that I have read and understood the aforementioned responsibilities required of me as a person in a relationship which may potentially result in a conflict of interest.
I also hereby affirm that I have read and understood the possible consequences of my behaviour in this potentially biased relationship if I so choose to act in a way that is biased or otherwise influenced by my relationship with __________________________________________________________________.
I hereby affirm that I will act neither with bias nor favouritism toward my partner(s) in the relationship.
I hereby affirm that I will not, for the duration of this in-office relationship, file workplace harassment claims against the Peak Publications Society with respect to my partner(s) in the relationship.