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About UPB

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What is the UPB?

Since 1924, the Undergraduate Publications Board has overseen the production of each of the university's recognized publications (with the exception of The Chronicle and Towerview). The Board also approves and supports emerging publications, known as Independents, runs the Blackburn Literary Festival, and administers the John Spencer Bassett Fund. Our continued mission is to provide diverse forums in which students can engage their creative, intellectual, political and literary faculties.

How can I print with UPB?

A new publication first must seek new group recognition through SOFC. Follow the steps outlined on this page: http://student.groups.duke.edu/SOFC_New_Organizations

Once a publication is a recognized student group, its editors must apply for funding from the Bassett Fund, which meets regularly to grant funding to new publications. Contact Bassett chairwoman Tassity Johnson (tassity.johnson@duke.edu) to set up a meeting.

Once the publication has printed once, it is considered part of the UPB. Its members are UPB board members and are therefore expected to serve on committees within UPB. The publication may also use the official UPB racks to distribute issues.

At the end of the year, when UPB submits its annual budget, the sitting UPB board members will vote whether or not to allow the new group to use official UPB funds, which are split between all represented publications.

Undergraduate Publications Board Constitution

last updated and approved 4/16/09

I. Preamble

Since 1924, the Undergraduate Publications Board has overseen the production of each of the university's recognized publications (with the exception of The Chronicle and Towerview). The UPB also approves and supports emerging publications, runs the Blackburn Literary Festival, and administers the John Spencer Bassett Fund.

Our continued mission is to provide diverse forums in which students can engage their creative, intellectual, political and literary faculties.

II. Purpose

a. Name This organization shall be known as the Undergraduate Publications Board of Duke University, referred to hereafter as the UPB or the Board.

b. Scope

Sanctioned by the Duke University Board of Trustees, the UPB shall be responsible for the official undergraduate publications of the University.

c. Definition of Undergraduate Publication

An undergraduate publication is any book, magazine, journal, newspaper, handbook, or guide produced regularly by an organization composed primarily of undergraduates whose main purpose is the production of the publication.

d. Rights

• The UPB may grant or withdraw a charter for official undergraduate publications. • It shall be the duty of the UPB to formulate and enforce policies governing publications and to manage its available funds. • The UPB shall act to maintain the quality of the undergraduate publications and serve as a forum for the exchange of ideas. III. Mandatory Meetings The board will hold no fewer than Four (4) meetings each academic year. The board is encouraged to hold more general body meetings as well. All members of the UPB are required to attend these mandatory meetings to avoid suspension from the board. The meetings will be

a. The First Saturday in September At this meeting: • First-semester UPB Terms Commence • Chair Elected • Manager Elected • Old Business • Committee Memberships Established • Committee Chairs Appointed • Committees Schedule Committee Meeting(s) • New Publications Considered for Membership • Annual Schedules Reviewed • Provisions made for the publication of UPB Calendar

b. The First Saturday in November At this meeting: • Old Business • New Publications Considered for Membership • Committee Activities Reviewed • Receivership Recommendations, • Production and Practices Recommendations • Internal Affairs Recommendations • Schedules Reviewed

c. The First Saturday in February At this meeting: • Second-semester UPB Terms Commence • New Chair Elected • Manager Elected • Old Business • Committee Memberships Established • Committee Chairs Appointed • Committees Schedule Committee Meeting(s) • New Publications Considered for Membership • Semester-Long Schedules Reviewed (for new publications)

d. The First Saturday in April At this meeting: • Old Business • New Publications Considered for Membership • Committee Activities Reviewed • Annual Budgeting IV. Resources The UPB shall maintain resources on behalf of publications to insure their continued success. The UPB shall provide member publications with:

a. Archives • A digital archive of issues on behalf of all publications • An archive of previous publication budgets • An archive of previous publishing schedules • A record of per-issue printing costs and publishers who furnished those costs • A list of publishers used by on-campus publications and one-paragraph reviews of their quality • A record of all approved funding decisions made by the John Spencer Bassett Fund Committee • (Note that all archive shall be kept starting from the date of the ratification of this document into perpetuity.)

b. Hardware and Software • A copy of Adobe InDesign for Mac/PC or an equivalent layout product for the most common platforms now available. • Computers available for publications to use. • A camera for use by publications

c. Training Materials, Best Practices and Guides • Detailed training documents for publishing citations, layout and other elements essential to successful publishing. • A knowledgebase for paper weights, types, color schemes, and other publishing jargon to ensure that editors can effectively communicate the specifications for their publications to publishers • Recommendations for member publications regarding how to seek publishers and guidelines for estimating costs based on publishing specifications. • Guides for how to set up and run successful publications on Duke’s campus.

V. Standards In keeping with its mission maintain the quality of the undergraduate publications and serve as a forum for the exchange of ideas the UPB shall hold its member publications to the following standards:

a. Deadlines • Member publications must meet the deadlines specified in their annual or biannual schedule, submitted according to the section on Annual Materials. • If a publication will fail to meet an established deadline, its editor must inform the Chair of the UPB thirty (30) days prior to the date, in writing, and submit his or her publication to the jurisdiction of the board at that time in order to avoid suspension from the UPB and the alteration of the publication's status to dormancy until such time that an appropriate new staff can be constituted.

b. Open Accounting • Member publications must meet the costs specified in their annual or biannual budgets, submitted according to the section on Annual Materials. • All member publications must make it possible for the Manager of the UPB check the balance of their accounts and to view a history of their transactions. • Must make available the name of their treasurer or business manager at the first meeting of each semester. • Must provide to the board a copy of all invoices paid or due at the meeting immediately following its receipt.

c. Quality of Writing and Presentation • All publications will adhere to the Code of Ethics of the United States Student Press Association, a copy of which will maintained by the Production and Practices committee. • The UPB may take action against publications which are consistently produced at a stylistic level not befitting a Duke University publication.

i. Censorship • The UPB shall not undertake to exercise powers of censorship on any publication, either public or private. • This prohibition shall not prevent the UPB from taking action against publications that failed to use the degree of care a reasonable person would have used to ascertain the truth or falsity of statements before making them, exhibited actual malicious intent or displayed a reckless disregard of the truth. • This prohibition shall not prevent the UPB from taking action against publications that publish writing significantly marred by error, omission, or unintelligible grammar.

d. Distribution • Member publications must distribute their issues completely in a timely fashion. • Should a member publication fail to distribute its issues within fifteen (15) days of their receipt, the UPB has the right to take control of their distribution, and may take action against the publication. • Each time a magazine is published, Editors must submit two copies of each issue to the Duke University Archives in Perkins Library in accordance with their guidelines. • Each time a magazine is published, Editors must submit a digital copy to the Production and Practices Committee for the UPB archive.

e. Annual Materials • At the first meeting of each academic year, member publications must submit a detailed publishing schedule which must, at minimum, outline submission deadlines and publishing deadlines. A form will be provided by the Internal Affairs committee, available at OSAF, which will allow groups to write down their schedules in a uniform manner. The publishing deadline will regard the submission of materials to the publisher, at which time the Board will be notified, ensuring that member publications are not penalized for difficulties on the part of publishers. • Before publications select publishers, editors must submit a list of bids to the Production and Practices Committee, along with their printing specifications. The committee will solicit a reverse bid auction and submit their recommendations to the publication. Although publications are not to proceed until the committee has made its recommendation, the recommendation is purely advisory and individual publications are free to select their preferred publisher. • At the first meeting of the second semester of the academic year, publications will submit annual budget estimates. These estimates will be made using a form made available by the internal affairs committee. • At the last mandatory meeting of the academic year, when annual budgets are allocated, UPB publications must bring a final budget form. This form will need to have the signature of the Chair of the Production and Practices committee, confirming that the publication has met with that group to determine its publishing costs. The committee will submit a reverse auction bid for the publication to determine the lowest price, and make a recommendation for the publisher which should also be on the final budget form submitted.

VI. Officers

a. Chair The Chair shall serve as the representative of the Board to the Duke University Community and the Board of Trustees.

i. Responsibilities • To plan and oversee all meetings and procedures of the Board. • To serve as an ex officio advisor to any committee or publication, • To keep track of the progress of current publications to ensure their efficacy and capacity to publish on time, and their conforming to Board standards. • Empowered to sign any official documents relating to the Board’s business. • To sit on the Internal Affairs Committee.

b. Vice Chair The Vice Chair shall serve as the representative of the Board to the Student Organization Finance Committee.

i. Responsibilities • To sit as a voting member of SOFC • To work to aid the Board in regard to external affairs, e.g. Student Activities Fairs, etc. • To sit on the Committee for Publications in Receivership

c. Manager

i. Responsibilities • To take minutes at every Board meeting and make them available to all members of the Board (usually by email) • To draft in conjunction with the Editors, budget proposals and recommendations for each publication, and in conjunction with the Chair, budget proposals and recommendations for the Board’s general fund. • Like the Chair, will be empowered to sign off on financial statements pertaining to the Board and its publications. • To sit on the Production and Practices Committee

d. Non-Voting Ex-Officio Officers

i. Dean of Trinity College of Arts and Sciences • The Dean of Trinity College of Arts and Sciences shall serve as a non-voting member of the Board. • The Dean shall have the power to appoint one faculty member from Trinity College to serve as a proxy and represent his or her interests. • If the Dean should not commit to attend or appoint a proxy prior to the commencement of the term, the UPB Chair may nominate a faculty member to serve in place of the Dean’s appointment.

ii. Vice President of Student Affairs • The Vice President of Student Affairs shall serve as a non-voting member of the Board. • The Vice President shall have the power to appoint one staff member from Student Affairs to serve as a proxy and represent his or her interests. • If the Vice President should not commit to attend or appoint a proxy prior to the commencement of the term, the UPB Chair may nominate a member of the Student Affairs staff to serve in place of the Vice President’s appointment.

iii. Director of the Office of Student Activities and Facilities • The Director of the Office of Student Activities and Facilities shall serve as a non-voting member of the Board. • The Director shall have the power to appoint one member of the Office of Student Activities and Facilities to serve as a proxy and represent his or her interests. • If the Director should not commit to attend or appoint a proxy prior to the commencement of the term, the UPB Chair may nominate a member of the Office of Student Activities and Facilities to serve in place of the Director’s appointment.

iv. Observers • All meetings of the UPB are open unless specifically closed by motion. All voting members and officers named in this constitution may attend closed sessions. • Anyone in attendance at a meeting not specifically designated a seat on the board will be termed an observer, must notify the Chair of their attendance and interest in the meeting, and may remain during open sessions at the discretion of the Chair. To remain during a closed session requires a board vote. VII. Subcommittees The UPB will maintain four standing subcommittees.

a. The Bassett Fund Committee

i. Membership • The John Spencer Bassett Fund Committee shall consist of no less than three members of the UPB, and shall be chaired by one of those members.

ii. Purpose • The Committee shall solicit proposals for use of the John Spencer Bassett Memorial Fund and make recommendations for the use of the Fund. • Finance (partially or entirely) public lectures, special projects, and/or experimental undertakings in the field of creative writing and communication arts. • Defray honoraria, travel, and other expenses relating to the Blackburn Literary Festival. • Finance or supplement the expenses of any of the official undergraduate publications of the university.

iii. Guidelines Funding shall be used to support meritorious projects in the fields of creative writing and communications arts. The committee is strongly encouraged, though not bound, to use the following criteria in selecting projects to fund, insuring that the proposal will: • Elicit intellectual curiosity. • Benefit the Duke community. • Demonstrate managerial and organizational strength. • These criteria suggest a broad goal of attempting to ensure student exposure to fine arts, sciences, politics, etc. The reason any favor is shown to fine arts is because they often are overlooked by other campus groups. But the committee must show no negative bias toward any group or event because of an ideological conflict. Hence, the funds are available to any group, sponsored by Duke or not, as long as the event is on the Duke campus, is open to the entire student body and benefits the student body.

iv. Responsibilities • Update the application form as needed and provide application forms at a central location. • Develop an advertising plan to make the student community aware of the Fund. • Review all applications and make funding recommendations to the UPB. In so doing, the committee shall provide a brief description of each application, the amount requested, indicate how well the application meets the criteria and the amount recommended for funding. The UPB must approve all recommendations. This may be done by email at the discretion of the chair. • Notify the applicant of the funding decision in a timely fashion. • Provide a written summary of all funding decisions for the current year to the members of the Production and Practices committee prior to the last mandatory Board meeting of the year (the first Saturday in April). The summary should indicate any balance remaining in the Fund and a recommendation for its use. • The committee should also be aware of events taking place on campus since the Fund favors areas not receiving as much exposure.

v. Application Procedure • The summary should indicate any balance remaining in the Fund and a recommendation for its use. • Applications should be submitted in writing and no less than one month prior to the event. • Applicants shall complete the application form, answer all the questions, provide any additional materials, and indicate how their activity or event addresses the criteria of the Fund. • The organization or group responsible for the event or the activity must sign a contract stating that the group will submit financial documents to the committee after the events take place, and they will acknowledge the John Spencer Bassett Memorial Fund as a sponsor on advertisements, flyers, posters, programs, and other promotional literature. • Any unused monies shall revert to the John Spencer Bassett Memorial Fund.

b. The Production and Practices Committee

i. Membership • The Production and Practices Committee shall consist of no less than three members of the UPB, and shall be chaired by one of those members. One of those members must be the UPB manager. The UPB manager may not chair the Production and Practices committee.

ii. Purpose • Improve the quality of undergraduate publications on campus • To develop and maintain guides, training materials, and knowledge about publishing for use by member publications • To make recommendations to the UPB regarding strategic investments and initiatives which will supplement the production of publications • The keep detailed records of the activities of the UPB and maintain the archives listed in the Resources article.

iii. Guidelines • The Production and Practices committee shall meet with member publications and advise them on publishing specifications. • The committee serves entirely as an advisory body; publications are not required to use publishers endorsed by the committee provided their chosen publisher is within their budget. • The committee will solicit reverse auction bids(in which publishers make increasingly lower bids for the printing of a publication of certain specifications) for publishing contracts and keep record of the quotes it receives in an archival printing binder. • The committee will prepare manuals and training sessions for individual publications • The committee will maintain detailed knowledge of all the technical aspects of publishing and make its expertise available to member publications • The committee will keep detailed knowledge of editorial practices and make its expertise available to member publications • The committee will maintain or make provision for the maintenance of all UPB archives, including but not limited to: historical schedules, budgets, prior issues, past publishing quotes, meeting minutes, training manuals, and prior board membership.

c. The Committee for Publications in Receivership The CPR Committee or Reorganization Committee

i. Membership • The Committee for Publications in Receivership shall consist of no less than three members of the UPB, and shall be chaired by one of those members.

ii. Purpose • To prevent member publications from missing their publishing goals, losing critical components of their staffs, and, at worst, from going totally dormant. • Take affirmative steps to audit existing publications in accordance with the article on publication Responsibilities. • In serious cases, recommend that the UPB take control of, reorganize, or remove a member publication.

iii. Guidelines • The CPR committee will work with publications which will fail or have failed to meet their publishing deadlines or costs, to help the publication to once again publish independently. • The committee will have the power to secure resources to help publications meet deadlines, remove or replace publication staff, and revise publishing schedules. • The committee shall have the power to make recommendations about the status of publications, and will be charged with providing honest assessments of the well-being of publications with which it works.

iv. Stages of Receivership • Many publications occasionally find themselves shorthanded and thus unable to meet their publishing goals. In the most basic stage, the committee will work with publications to help them find staff members to fulfill specific roles or will step in to lend a few hours of layout, accounting, or editorial work. • If a publication systematically fails to meet its deadlines (more than two instances in a single year in which the publication fails to attend meetings, solicits submissions after set deadline, fails to present materials to publisher on time, or fails to distribute publications after the alloted 15 days), loses a portion of its core staff such that it is unable to meet said deadlines, or otherwise faces the likelihood of continued struggles, the committee may escalate its involvement in the internal affairs of that publication. The committee may recommend that a publication be suspended, be re-chartered, disbanded, or that the UPB take other appropriate action to allow the publication to once again publish independently.

d. The Internal Affairs Committee

i. Membership • The Internal Affairs Committee shall consist of no less than three members of the UPB and shall be chaired by one of those members. One of those members must be the UPB chair. The UPB chair may not chair the Internal Affairs Committee.

ii. Purpose • Maintain the UPB board and ensure compliance with constitutional procedures. • Schedule meetings, set goals, develop advertising, and otherwise work to sustain the mission of the UPB. • The develop materials which promote all publications and the role of student publishing on Duke’s campus

iii. Guidelines • The committee will work to ensure that the UPB effectively meets the needs of undergraduate publications, revising procedures, rules, and the constitution for that purpose, while also developing materials and methods which further that goal.

e. Responsibilities • Maintain the UPB website and other resources (such as the UPB calendar, display racks, a campus map featuring the locations of said racks, etc.) which are meant for all publications on campus • The committee will maintain or make provision for the maintenance of all UPB forms, including but not limited to: the application to become a new member publication, the annual schedule form, the annual budget form, etc.

VIII. Member Publications Any organization, designated a publication, which has achieved “Charter” status or its equivalent from the Student Government shall be a member publication of the UPB.

Publications which have not printed in the last academic year will serve as members of the board, and must fulfill the responsibilities of full members, but will not be allowed to vote or participate in budgeting until their first issue has been printed.

Given that they have successfully fulfilled the obligations of full member publications, these publications, which cannot vote, will receive priority consideration from the Bassett Fund Committee. IX. The Chanticleer a. Purpose The purpose of this section is to establish the relationship between the Chanticleer and UPB. As an undergraduate publication, the Chanticleer falls under the jurisdiction of the UPB, but because of its size and history, this section acknowledges its unique relationship with UPB.

b. Oversight As described in this Constitution, UPB's purpose is to provide oversight over and guidance to undergraduate publications. Traditionally, the Chanticleer has operated independently of UPB; The UPB agrees that it does not wish to actively oversee the Chanticleer for the following reasons:

• Staff size: The Chanticleer's staff is generally between 20 and 30 active members, including an editor in chief, managing editor, and six section editors with significant responsibilities. This leadership has traditionally been strong, allowing staffing issues to be resolved without assistance from UPB. • Budget size: The Chanticleer's budget is currently (as of spring 2009) around $130,000 per year. This is more than twice the size of the budget for the other UPB publications combined. • Different from other publications: The product produced by the Chanticleer's staff is fundamentally different from the other UPB publications. Responsibilities of the Chanticleer's staff are much different than for other publications (e.g. photographing all varsity sports), and it is not practical for UPB to be involved in their oversight. Training of editors is conducted through mentorship over multiple years, a system that has traditionally been successful.

For these reasons, the UPB grants the Chanticleer exemption UPB oversight except as noted below. In the following extreme cases, UPB may ask the Chanticleer's OSAF advisor to intervene in the Chanticleer's operations. UPB will not intervene without the consent of the Chanticleer's OSAF advisor. This is to allow the Chanticleer to attempt to solve problems internally and to avoid undue burden on UPB.

• Deviations from publishing schedule: The Chanticleer is expected to adhere to a strict publishing schedule: a volume should be ready to distribute to students each fall semester (for example, the 2008-2009 yearbook will begin to be distributed in the fall of 2009). If the UPB or the Chanticleer's OSAF advisor believes the Chanticleer's staff is not able to adhere to this schedule, either may request UPB intervention. In this case, the standard UPB policies for helping a troubled publication will apply. • Deviations from distribution schedule: The Chanticleer's staff is expected to distribute all copies of a given book by the time that book's freshman class graduates (e.g. copies of the 2005-2006 book should be distributed by the time the Class of 2009 graduates). If it appears that a significant number of copies of a book will be left over after its freshman class graduates, the UPB may ask the Chanticleer's OSAF advisor permission to intervene. In this case, the standard UPB policies for publications failing to distribute properly will apply.

c. Chanticleer Budgeting It is in the best interest of both the Chanticleer and the rest of UPB for the Chanticleer's budget to be considered separate from that of other publications. It will be the sole responsibility of the Chanticleer's editor in chief (and his/her staff) to negotiate directly with DSG and SOFC for the Chanticleer's budget. Unless requested by the Chanticleer's editor in chief or OSAF advisor, UPB will not be involved in this process.

d. The Chanticleer editor in chief's participation on UPB The editor in chief of the Chanticleer must, through fulfilling his or her role, have significant experience with creating a successful publication (including technical knowledge and creative aptitude with respect to print publications, management of a large staff, etc.). Thus, the input of the Chanticleer's editor in chief will likely be valuable to UPB. For this reason, the Chanticleer's editor in chief, or a proxy from the staff (such as the managing editor), is considered a full voting member of UPB, with all the implied responsibilities (e.g. committee membership, meeting attendance, etc.).

e. The “Shared” Resources Clause In fall of 2008, the Chanticleer moved from its own office in the basement of the Flowers building and UPB moved from its office on the bottom floor of West Union into a joint office in 02 Bryan Center (the old Devil's Duplicates location). The new location was an improvement for all publications in the sense that it is more visible to the student body. Additionally, having a joint office allows other publications to use the Chanticleer's computers when they are not in use by the Chanticleer staff.

Because of its large size, the Chanticleer brought significantly more resources (i.e. computers, furniture, etc.) to the new office than UPB did. Additionally, the Chanticleer's old space was fairly comparable in size to the new UPB office; UPB's old office in West Union was significantly smaller than the new office. With this in mind, the following was established at the time of the move between the UPB's OSAF advisor and the Chanticleer:

• The Chanticleer will have exclusive use of the following space in the office: the small office with glass windows against the south (front) wall of the office; and the large storage room on the east side of the office (through which the bathroom is accessed). The Chanticleer will have exclusive access to the small office (i.e. a separate key from the main office door). • The Chanticleer will continue to have exclusive use of all its equipment (including but not limited to cameras, lenses, printers, projectors, computers [3 iMacs with extra monitors as of spring 2009], etc.). At the sole discretion of the Chanticleer editor in chief, Chanticleer equipment may be lent or shared with other UPB publications. Currently (for the 2008-2009 academic year), other UPB publications may use the Chanticleer computers in the main office when they are not in use by Chanticleer staff. • The Chanticleer will be able to store boxes of yearbooks in the main UPB office as necessary. The east storage room will be filled first before boxes are stored in the main UPB office. • The Chanticleer will have priority access to schedule the entire UPB office for senior portraits. Portraits generally occur over four weeks spread throughout the academic year X. Membership a. Eligibility The Editor-in-Chief of a UPB member publication will be a voting member of the UPB.

i. Special Circumstances Rule Should the Editor-in-Chief be unable to serve on the board due to special circumstances, such as a serious conflict of schedule, the board may accept the appointment of another member of the publication as a voting member of the board. It must be made clear to the board that this member is not the Editor-in-Chief of the publication in question and the reason for his or her alternate appointment must be outlined. The board may, at its sole discretion by its own procedure, refuse membership to anyone who is not the Editor-in-Chief of a member publication.

b. Terms Editors will serve one-semester terms. Editors may remain members of the board for multiple semesters, but no new voting members of the board may be accepted mid-semester. Should a board member discontinue his or her membership on the board while it is in session, that publication will lose its voting seat until the commencement of the next term.

i. Commencement of Terms Terms commence at the first meeting of each semester. In the fall this is no later than the first Saturday in September. In the spring this is no later than the first Saturday in February.

ii. Nomination Prior to the first meeting of each semester, the UPB member currently representing a UPB publication will submit to the current UPB the name of the Editor-in-Chief of their publication for the upcoming term. The person so named will commence his or term the following semester.

c. Conditions • Committee Membership Each member of the UPB must serve on at least one subcommittee. Failure to attend subcommittee meetings will result in suspension from the UPB. • Members of the UPB must attend all of the meetings of the UPB. Members may send proxies to attend in their place, but proxies are treated as Observers, though they do fulfill the attendance requirement of the member publication. Failure to attend meetings will result in suspension from the UPB.

d. Penalties i. Receivership Publications in any state of receivership agree to cede some of their autonomy in exchange for help from the UPB. In the most trivial of cases, this can amount to allowing members of the CPR committee to take on roles in the publication which allow the next issue to come out on time. In the most severe, it could amount to a complete takeover and reorganization by the UPB.

ii. Suspension If a publication is suspended from the board, that publication loses all rights and privileges until the next term of the board commences, at which time their suspension will be reviewed no later than the first mandatory meeting of that term.

iii. “Take Action” For the UPB board to “Take Action” means that the board may impose any penalties or mandates it deems fit. In order to “Take Action” the board must decide both what, standard was not met, and also what action to take. This course requires a majority vote of the UPB. This measure is limited and largely regards minor infractions that do not dramatically hinder the functioning of the publication or the Board as a whole. XI. Procedures for Funding i. Guidelines • The UPB will distribute annual funding at the final mandated meeting of the academic year. Publications must come to the meeting with a prepared final budget meeting the criteria outline in the section on annual materials in order to vote on the budgets proposed. • Distribution of funds cannot be an exact science, however, publications must together decide how many issues to print, at what quality, and for what price, for each member publication which has submitted a budget proposal even if that budget is not a final budget meeting the criteria required to vote. • Members are encouraged to consider readership, benefit to campus, legacy, impact, cost, quality, previous allocations, category, and the broad spectrum of considerations which affect the benefits student publications provide when making their decisions.

ii. Procedures • The UPB Chair will chair the budget meeting. The Chair and Manager will announce how much has been requested and how much is available, along with any other pertinent information. Publications will proceed to receive allocations in an order determined by the voting members present. All funding decisions are made by majority vote of those present at the meeting and eligible to vote. Discussion may be tabled for part of the meeting in the interest of time, but all budget decisions must be made by the time the meeting adjourns. Budgets will be disbursed at the beginning of the next Academic year. XII. Procedures for Selecting Committees and Officers Officers and committees are selected at the outset of each term, at the first meeting of that term. The UPB manager and UPB chair are elected as the first order of business.

The UPB Chair and UPB Manager will be elected by nomination and secret ballot. Nominees will be allowed to speak to their qualifications and reasons for running prior to the vote. These procedures may be further refined by the members present.

Once the Chair and the Manager are elected, the Chair will immediately assume the role of meeting chair and will preside over the process of selecting committee seats. Committee members are nominated and then appointed by the chair. All members of the UPB must sit on one committee, though members may elect to sit on more. The Chair must simply ensure that at least three members are appointed to each committee, and that all board members serve on at least one. (There should thus rarely arise a circumstance in which a UPB member, volunteering to serve on a subcommittee, would be denied the opportunity to do so).

Committees will select their own chairs by vote and notify the UPB Chair of their selections prior to the end of the meeting.

a. Interim Officers Should a board member, serving already on the board, remain the presumptive Editor of his or her respective publication in the following term, that member shall be eligible to become an “Interim Officer.” This position may only be assumed if the currently presiding Chair or Manager are unwilling or unable to continue serving in their respective role (For instance, if the Chair is a graduating senior, an Interim Chair may be selected to serve until the first meeting in the Fall). Terms for interim officers terminate with the selection of the new full officer at the outset of a term. XIII. Acknowledgments in Publications All undergraduate publications at Duke University must either include the following statement in their publication on the staff page or acknowledgement page: [Name of publication] is a member publication authorized by the Duke University Undergraduate Publications Board or must include a membership mark (logo) approved by the UPB.

a. Example 1 - Text • The Chanticleer is a member publication of the Duke University Undergraduate Publications Board.

b. Example 2 – Logo • Member publications may download the logo from the UPB website or receive the logo from the Production and Practices committee, in a high-resolution Photo format and include it in their text as an acknowledgement of their membership in the UPB. The Internal Affairs committee is charged with revising and maintaining this publishing mark.

XIV. Copyright The UPB holds the copyright on all materials published by member publications, whether in print or electronic form. In certain cases the work remains the intellectual property of the individual author(s). These are noted where appropriate.

In general, permission to copy or disseminate UPB materials, either print or electronic, is granted if the following conditions are met:

• Copies are not made or distributed for commercial advantage • The UPB copyright and its date appear on the reproduced materials • Notice is given that copying is by permission of the UPB

To disseminate otherwise, or to republish, requires written permission. XV. Amendments Proposals for amendments to the constitution shall be presented in written form for the Board’s consideration at least seven (7) days prior to the meeting at which the voting takes place. Proposals for amendments must be approved by two-thirds of the voting membership of the Board. XVI. Ratification and Enactment This Constitution shall be enacted when ratified by at least two-thirds of the votes cast of the members of the Undergraduate Publications Board established in 2003.

Upon enactment of this Constitution, the present Constitution of the Undergraduate Publications Board shall be amended throughout by substitution of this Constitution therefore.

All statutes, rules, policies, and By-Laws that are in effect at the time of ratification of this Constitution and that are not inconsistent with this Constitution shall remain valid and binding upon UPB.

This Constitution Respectfully Submitted By Andrew Tutt, Percy Xu, and Brian Crews on March 29th, 2009