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Welcome to UCSC Student Media
Welcome to Student Media, the home of all mediaoriented registered student organizations (RSOs).
These guidelines introduce you to the responsibilities
of registered organizations as well as to the available
resources. All authorized representatives, also known
as “signers,” are required to attend a Student Media
orientation because each of you is legally and financially responsible for the actions of the group.
Student Media services include:
Advising
• First Amendment/Media law & ethics
• Financial management
• Fundraising
• Marketing
• Printing your publication
• Organizing events
• Assisting your organization in navigating
campus processes & policies
• Organizational development
• Conflict management & resolution
Training
• Desktop publishing
• Film and television equipment and software
• Information on using SOMeCA forms
• Organizational leadership
• First Amendment/Media Law & Media Ethics
• Diversity & Media
Equipment and Facilities
• Certification on and use of Student Media
equipment
• Mailboxes in Press Center
• Reservation and use of university facilities
and equipment
•••••
Academic Credit
Students in some media organizations have the opportunity to receive academic credit from a faculty advisor.
For more information, contact a Student Media advisor.
Each signer of your Student Media organization
is legally and financially responsible
for the actions of your group.
•••••
What is SOMeCA?
Student Media is part of SOMeCA, which also includes
Student Organization Advising & Resources (SOAR)
and Cultural Arts & Diversity (CAD). SOMeCA is dedicated to the success of UCSC’s student organizations
and media. These unique learning environments offer
students opportunities to engage their life experiences,
their academic work and their hopes for the future.
They create programs and productions for the university that build community and campus-wide discourse.
Your organization is fully registered when:
✓✓ All signers complete the orientation process,
including the online orientation videos and
any required trainings.
✓✓ You have submitted and/or signed the
required documentation, including:
✓ Constitution for the organization (new,
updated, or approved as-is by signers, and
approved by a Student Media advisor)
✓✓ Registration Form
✓✓ Facility Use Contract
✓✓ Collaborative Organization and
Development Agreement
✓✓ Computer Account Application
✓✓ Leading an Organization
✓✓ Financial Training for Business Managers
NOTE: Broadcast organizations have additional
requirements.
Please plan for all signers to make a year-
long commitment as registration status will
be suspended or revoked if the organization
The last day to register an organization for
the 2015–16 year is the last day of fall quarter,
December 4, 2015.
Student Media Orientation Guide 2015–16 / scstudentmedia.org
drops below four signers. If you have questions
about this, or special circumstances arise, please
discuss the situation with your advisor.
Page 1
Responsibilities of Signers
Each registered Student Media organization must have at least four authorized representatives, known as the signers. Organizations typically have
other staffers as well; for a description of other staff and the requirements
for those students, see page 4. Signers are responsible for the following:
Legal Matters
• Ensuring that all organization staff who are required to do so attend
the Media Law Seminar, or fulfill the requirement as it’s stated. Student
Media maintains a database of signers and content decision-makers
who have completed the requirement. Failure to fulfill this requirement
will result in your organization not being able to print or broadcast, and/
or revocation of your registration status.
See page 4 for the 2015-16 requirements for Media Law.
Note: First Amendment law is tort law, which is subject to case-by-case
revision with new precedents being set in court decisions regularly.
Compliance with University Policies
• Ensuring the organization complies with university policy on nondiscrimination and Title IX.
• Familiarizing yourself with the university’s Principles of Community (see
page 3), and reviewing them with members of your organization.
• Familiarizing yourself with the Student Policies and Regulations Handbook (the latest version is available on the Dean of Students’ website).
• Ensuring that all activities sponsored by the organization follow the
constitution of the organization and the regulations of the university.
Financial Matters
• Signers are personally responsible for any financial debt incurred by the
organization.
• Fundraising for your organization, including writing funding proposals,
selling advertising, gathering sponsorships, or securing underwriting.
• Working with Student Media advisors and vendors to obtain quotes,
write purchase requests, and commit funds.
• Meeting all timelines and deadlines for financial matters. Your Student
Media advisor can provide information on dates and guidelines.
Failure to attend Media Law
Seminars will result in your
organization not being able
to print or broadcast,
and/or revocation of the
org’s registration status.
Please review the UCSC
Principles of Community
with all members of your
organization.
Signers are personally
responsible for any
financial debt incurred
by the organization.
Organizational Development and Leadership
• Scheduling regular meetings (weekly, biweekly, or monthly) with advisors, based on an agreement with the advisor.
• Being present at all events sponsored by the organization (at least one
person for tabling and two people for larger events).
• Representing the organization to the campus community.
• Perpetuating membership in your organization through regular outreach
methods, including tabling, flyers, classroom presentations, and events
such as university Preview Days and Fall Festival.
Media Council
• Choosing two members, a representative and an alternate, to attend
mandatory Student Media Council meetings, orientation, retreats and
trainings; this is a year-long commitment. Media Council oversees the
funds from the two student referenda that support Student Media.
Organizations that have been publishing/broadcasting for two years
consecutively have a voting seat on the council.
Important: Organizations that do not have a voting seat are welcome,
but not required to attend Media Council.
Page 2
Student Media Orientation Guide 2015–16 / scstudentmedia.org
UCSC Principles of Community
The University of California, Santa Cruz is committed to promoting and protecting an environment that values and supports every person in an atmosphere of civility, honesty, cooperation, professionalism and fairness.
UCSC expects that every campus member will practice these Principles of
Community. Likewise, Student Media expects all signers for organizations
to review and discuss these principles with their organizations.
We strive to be:
•
•
•
•
•
•
•
Diverse: We embrace diversity in all its forms and we strive for an
inclusive community that fosters an open, enlightened and productive
environment.
Open: We believe free exchange of ideas requires mutual respect and
consideration for our differences.
Purposeful: We are a participatory community united by shared commitments to: service to society; preservation and advancement of
knowledge; and innovative teaching and learning.
Caring: We promote mutual respect, trust and support to foster bonds
that strengthen the community.
Just: We are committed to due process, respect for individual dignity
and equitable access to resources, recognition and rewards.
Disciplined: We seek to advance common goals through reasonable
and realistic practices, procedures and expectations.
Celebrative: We celebrate the heritage, achievements and diversity of
the community and the uniqueness and contributions of our members.
We accept the responsibility to pursue these principles in an atmosphere
of personal and intellectual freedom, security, respect, civility and mutual
support.
“We embrace diversity in
all its forms, and we strive
for an inclusive community
that fosters an open,
enlightened and productive
environment.”
Please plan a good time to
introduce and discuss these
principles with your whole
organization.
The UCSC Principles of Community statement was developed under the aegis of
the Campus Welfare Committee, with broad campus consultation, and was endorsed by the Provost’s Advisory Council and the Chancellor in June 2001.
Student Media Orientation Guide 2015-16 / scstudentmedia.org
Page 3
Student Media Trainings & Workshops
Throughout the year, Student Media offers a number of
trainings and workshops. The requirements for attendance are shown in the table below.
IMPORTANT: Failure to fulfill requirements could result
in your organization not being able to print or broadcast. If signers do not fulfill their requirements, the
organization will lose its registration status.
Organization Staff
In addition to the four signers for your organization,
there are other students involved in various roles. These
definitions are intended to help you decide which of the
organization’s staff need to attend particular trainings.
Signers: These are the main leaders or authorized representatives of the organization, and are the legal and
financial stakeholders for all operations and decisions.
Editors/Content Decision-Makers: This position
includes any students in the organization who have
decision-making power for content (e.g., head writers,
desk editors, and segment or executive producers).
Members: These students attend meetings regularly,
but are not in a leadership or decision-making role. Your
organization’s constitution may define this role more
specifically—that is, a “member” attends x meetings
each quarter to retain voting status, for example.
Contributors: These non-members may submit content
occasionally, or are solely in a talent role in a broadcast
organization.
IMPORTANT: For organizations publishing or
broadcasting before the Media Law seminar,
all signers and content decision-makers
must pass the online media law quiz
before printing or broadcasting.
The quiz is available on the Student Media website,
scstudentmedia.org.
Media Law (fall)
Signer
Leading
an Organization (fall)
Trainings & Workshops
Leading an Organization
All signers for Student Media organizations attend this
training. Offered throughout fall quarter, it covers the
basics of organizational leadership and development,
including communication, setting goals, creating timelines, conflict resolution and more.
Media Law & Ethics
All signers and content decision-makers (see definitions
at left) must fulfill the Media Law & Ethics requirement
to learn about First Amendment issues, defamation,
copyrighted visuals and music, and how to address
ethical issues in media.
Diversity & Media Workshop
Members of Student Media organizations have access
to valuable resources and the power to make, change
and affect the culture around them. In this workshop,
we explore some of the challenges and opportunities
that go with the privilege of working in media. Offered
during fall, the workshop is required for all signers.
Equipment Boot Camps
These trainings provide certification on the equipment
the Student Media Center offers for checkout. Signers
are responsible for coordinating with Student Media
Equipment Managers to schedule workshops for their
organization. Boot camps cover only basic equipment
training, and do not include the Kessler Crane, Tricaster
or Steadicam rig. For these trainings, please schedule
with the Equipment Managers.
SCTV 101
SCTV 101 is an introductory two-unit class, offered in
fall and winter, for new members of broadcast organizations. Students learn how to use television and video
media as a tool to project their creative voice. The goal
is for students to emerge from the class prepared with
the organizational understanding, technical skills and
cultural awareness necessary to continue a successful
career in Student Media and beyond.
Diversity & Media
(fall)
Advanced Media Law
& Ethics (winter)
Media Law (spring)
Required
Required
Required
Required
Editor/Content
Decision-maker
Required: For ways to
satisfy, see “Media Law
Requirements, Fall 2015,”
at scstudentmedia.org.
Not available
Not available
Required
Optional
Member
Optional
Not available
Not available
Optional
Optional
Contributor
Optional
Not available
Not available
Optional
Optional
Page 4
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Legal Issues & Media Law & Ethics Seminars
Student Media schedules quarterly Media Law & Ethics
Seminars, which provide information on:
• First Amendment issues
• Identifying libel and slander
• Invasion of privacy
• Copyright infringement
Important: For attendance requirements, see page 4.
Staying Out of the Attorney’s Office
Every student in an organization can be held personally liable in a lawsuit. The cost for defending yourself is
typically over $250,000. The university will not provide you with a lawyer, nor cover your legal
expenses. Settlements in a defamation lawsuit are,
on average, $2.3 million. Moreover, settlements may
exist for years as a lien against future income; that is,
the lien will be activated once you begin earning money.
Legal Information Online
The resources in this list (also available on Student Media’s website) are a launch point when you have questions about legal issues whether they are related to the
First Amendment, defamation, copyright or fair use.
•
•
•
•
Student Press Law Center (www.splc.org)—This
comprehensive source provides diverse information
and up-to-date commentary on media-related cases
and law. Student media organizations may also contact the SPLC’s help desk for specific questions.
First Amendment Coalition (www.firstamendmentcoalition.org/)—This non-profit public interest
organization supports free speech, more open and
accountable government and public participation in
civic affairs. In addition to online resources, particularly related to California Sunshine Laws and FOIA
requests, it offers free one-on-one legal consultations for journalists.
Copyright Clearance Center (www.copyright.
com)—While this site is designed specifically for
academic institutions, it also answers a range of
other questions from basic copyright law and fair
use to contemporary digital use.
NOLO, Law for All (www.nolo.com/legal-encyclopedia/copyright-law)—This exhaustive resource on
copyright law is organized by topic, for example,
“Fair Use: The Four Factors,” or “Determining the
Length of Copyright Protection.”
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Student Media’s Advising Approach
Student Media does not engage in prior review. We do
take an educational approach in our advising, which is
designed to support students in their contentdevelopment process. This style of advising can support media-makers in identifying and problem-solving
potentially sensitive, legally challenging or unfamiliar
issues in complex stories. During your initial meeting,
you and your advisor will discuss this process, as well
as agreements about feedback and critique. Moving
forward, the advisor will be available for education,
training and support.
It’s important for signers and organization members to plan ahead and ask questions about legal and
ethical issues when they arise, as unresolved issues
may delay publication or production. However, in the
event your organization has an urgent situation, please
contact the Student Media print or broadcast advisor
immediately.
The cost of defending yourself in a
media lawsuit is typically over $250,000
and the average settlement is more than
$2.3 million.
Signers are responsible for ensuring
that all organization staff who are
required to do so attend the Media
Law & Ethics Seminar. Student Media
maintains a database of signers and
content decision-makers who have
attended. Failure to fulfill this requirement will result in your organization not
being able to print or broadcast, and
the organization’s registration status
will be revoked.
See page 4 for the
2015-16 requirements for Media Law.
Page 5
Starting with “Why”: Steps to a Successful Project
Before you start planning the details for a project, it’s
useful to talk about the “why” or purpose of it with
your organization. This helps members engage in the
project, and also supports projects that are in line with
the organization’s mission. Next, move to outlining the
specifics and identifying deadlines. For example:
• Discuss your organization’s mission and goals,
broadly and for the year.
• Identify your audience.
• Identify what you will be producing (broadcast;
DVD; print publication; event; etc.), and assess
whether it aligns with the organization’s mission
and goals.
• Contact your Student Media advisor to discuss
your plans.
• Identify possible funding sources, and note deadlines for campuswide funding proposals.
• Timeline key dates that may affect your plans (including for any required Student Media trainings).
• Plan ahead! This is a good rule of thumb in every
aspect of running an organization. It is especially
important when it comes to preparing funding proposals, gathering vendor quotes, creating a budget,
planning events, and distributing your project or
publication to your audience and funders.
• Know which forms you need to complete for financial transactions, to obtain quotes and gain access
to the Student Media Center computers. Some
forms are available online and in the racks in the
Student Media Center.
Producing Finished Work
If you’re interested, Student Media can offer workshops
in desktop publishing software, equipment use and
video editing software. Your advisor can also provide
information about printing, paper, binding and vendors.
Printing Your Publication
Very important: When your organization is a month
away from printing, make an appointment with your
advisor to discuss the process and create a schedule.
Obtaining a Quote
Make an appointment with your advisor to discuss
potential vendors for your project. It generally takes a
week to obtain quotes, but it can take up to two weeks
to add a vendor to the university vendor database, and
6-11 days to create a purchase order, which ensures
payment to the vendor.
Page 6
For weekly or monthly print publications, you need to get
quotes at the start of the year, but not before every issue.
We cannot use quotes from previous years, even if the
specifications are the same.
Note: To ensure your organization gets the best price,
you may want to obtain multiple quotes for comparison
purposes.
VERY IMPORTANT: State sales tax must be paid on any
publications that are printed fewer than four times annually. You will need to take sales tax into account when
planning your project’s budget. For convenience, ask the
vendor to include all tax in the quote.
Planning an Event?
We are happy to help you plan an event for your
organization (launch party, reading, anniversary
celebration, etc.), but it takes time! Keep the following in mind:
✓✓ All events require an Event Proposal Form
(even tabling). Please fill this out with your
Student Media advisor.
✓✓ Major events require at least SIX weeks to
plan, so we can work with the other campus
units who may be involved (TAPS, university
police, the venue, etc.).
✓✓ Most events involving food require a university food permit. Please discuss with your
advisor early on in the process.
✓✓ Due to liability and risk-management issues,
events are restricted to on-campus only.
✓✓ Work with your Student Media advisor to
make sure you have sufficient funding available to put on events. Some funding has
stipulations that it may be used only for
specific purposes.
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Distributing Your Work & Promoting Your Organization
Creating a plan for distributing your finished work is crucial to the continuing
success of your organization. If the audience, content contributors or funders
do not see the finished product, they may discontinue their support.
Important: All finished work (including publications, DVDs, t-shirts, etc.) must
be delivered to the Student Media Center and checked in with a staff member, so we can keep a record of productions.
Print Distribution
• Student Media archives all work created by our organizations. Please reserve 8–25 copies (depending on your production run) for Student Media
and deliver them to your advisor.
• McHenry Library archives student publications; however, if your organization is new (or changing names), you need to let the librarians in Special Collections know, so they can look for it and add it to the catalog.
• Ensure your content contributors know how to receive a copy of the
publication.
• Residence halls require a resident of the hall to distribute inside the halls,
so contact a resident or an RA to distribute your work inside.
• Make sure all your advertisers, funders, sponsors, contributors and underwriters get copies of the finished work.
• Don’t forget campus cafes and mailrooms, Baytree Bookstore, the Student Union, KZSC, the Campus Life office, and the Chancellor and Vice
Chancellors’ offices in Kerr Hall.
Well thought-out
distribution is crucial to
the continuing success of
your organization. It also
ensures your advertisers
and sponsors receive
recognition for their
financial support.
Note: The Student Media Center has limited storage space. At the end of
spring quarter, we recycle leftover publications unless you have made prior
arrangements with Student Media staff. At the end of fall quarter, all previous
year’s publications not used for outreach will be recycled.
Broadcast Video Distribution (applies to all media organizations, print
and broadcast, producing video)
To submit content for broadcast on SCTV:
• All projects must meet the technical broadcast requirements for the
station.
• All projects distributed on the web at SCTV28.com, or on SCTV Channel
3(16) must be approved by the Student Programming Review Committee.
• Submission forms must be filled out for all projects, and turned in at the
front desk, or submitted online at www.sctv28.com/forms.
• All projects must be uploaded to the server.
• For live broadcast, the submission form and aired version of the program
should be available in its entirety within a week of live broadcast.
Please contact your
advisor for details on
broadcast standards for
your completed work.
Digital Preservation
Student Media is also archiving a digital version of everything that organizations produce. At the end of the academic year, advisors will provide signers
with information about preparing their organization’s files for digital storage.
Important: All student computer accounts will be deleted at the end of each
academic year.
Note: We make every effort to preserve completed work; however, we cannot
guarantee that all archives will be permanent. Please keep a copy of work
that you may want later.
Student Media Orientation Guide 2015-16 / scstudentmedia.org
Page 7
Financial Accountability
Each organization must appoint one authorized
representative as the Business Manager. Having all four
signers involved in the finances is like having four
people writing checks from the same bank account—
it’s an easy way to get overdrawn.
Business Manager’s Responsibilities
• Important: All Business Managers are required to
attend Student Media’s basic financial training.
Several sessions will be scheduled, and you will
receive notification about the dates.
• Keep good records and meet with your advisor on
a regular basis. (Note: Student Media accounts are
updated with a short time delay.)
• Provide regular financial updates to the organization.
• Maintain and file budgets and ledgers.
• Stay updated on mandatory UCSC policies, procedures, and forms.
• Obtain all supporting documentation for
purchases and services. Bids from printers, copies
of websites, etc. must be attached to the Purchase
Request. (Purchase Request forms are available in
the form rack at the Student Media Center.)
• Turn in completed Purchase Requests (PRs) with
appropriate signatures at least 6 business days in
advance to your advisor. PRs take 6 business days
if you’re purchasing goods, 11 business days for
purchasing services if the vendor is already in the
university’s database. If the vendor is new to the
campus, allow an additional 10 days to submit the
additional paperwork. Plan ahead!
Note: When your organization pays for printing (but
not design) of a publication or t-shirt, for example,
this is a purchase of goods. If design is included in
the order, the purchase is considered a service.
• If you’d like to have food for production weekend,
please submit a Purchase Request in advance. This
avoids the need for reimbursement, which can take
up to six weeks—or may not be allowed in the type
of funds available to your organization.
Financial decisions are the responsibility of
all your organization’s signers, but you must
designate one signer as your Business Manager
to minimize the possiblity of your account
•
Reimbursements are strongly discouraged! In fact,
there is no guarantee you will be reimbursed for
purchases. If emergencies arise, check with your
advisor about how to obtain a refund, which are
done through the use of a Direct Pay Form or Entertainment and Student Programming Reimbursement form.
A federal 204 form must also be completed to
add you to the UCSC database in order to receive
reimbursements. Original detailed/itemized receipts
must accompany the completed forms along with
the organization’s authorized student signatures.
No reimbursement can be given with a non-itemized receipt (like a credit card transaction receipt
with a signature). The advisor must also approve
and sign all reimbursements.
Steps to a smooth financial transaction:
✓✓ Work with your advisor to define the
specifications of your project.
✓✓ Obtain a quote(s) from a vendor for your
project; check with your advisor if you
have questions.
✓✓ Ensure your organization has sufficient
funds to pay for your project.
✓✓ Confirm the vendor is in the UCSC vendor
database (ask a Student Media staff member to check), or have the vendor fill out a
204 form (available online).
✓✓ Have your organization’s Business Manager fill out a Purchase Requisition form, and
turn it in to a Student Media advisor.
✓✓ Student Media will generate a Purchase
Order (essentially, a promise to pay from
the university).
✓✓ An original itemized receipt must be returned and submitted to Student Media in
order for the vendor to be paid.
becoming overdrawn by too many users.
Page 8
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Campus Funding Sources
There are a variety of funding sources on campus, each
with its own purpose, guidelines, and deadlines. Read
the requirements carefully before starting on your funding application.
Note: For more information, check the websites for the
individual funding sources below, or go to Student Media’s website (scstudentmedia.org), which lists current
funding sources and links to college senates.
Potential Campus Funding Sources
• Individual colleges/college senates meet regularly
and accept applications from RSOs.
• Core Council, which includes representatives from
the ten colleges, accepts proposals for projects and
events that benefit current UCSC students.
• Committee on Ethnic Programming (CEP)* accepts proposals for projects that “support ethnic
diversity on campus by enhancing the retention and
advancement of historically excluded populations
who are currently underrepresented.”
• Student Union Assembly (SUA), the student government on campus, accepts proposals from RSOs
that “promote a successful academic and social
experience at UC Santa Cruz.”
• Student Media Council*, the student governing
body for Student Media, typically accepts proposals from media organizations once each quarter.
Your advisor and your organization’s Media Council
representative have more information about this
proposal process.
• Campus Sustainability Council accepts proposals
from RSOs “for programs and events that create,
implement, and monitor environmentally sound
practices on campus.”
• College Administrative Officer (CAO)/Provost
Funds* accepts proposals for “events and activities
that support the diversity, retention, academic and/
or programmatic goals consistent with the colleges.”
• Hitchcock Modern Poetry Fund accepts proposals
for “projects of high quality that are likely to involve,
affect, or be of interest to the UCSC community and
the Porter College community in particular.” Note:
This fund requires a faculty member to be the primary applicant, and to be the advisor for the project.
*Advisors need to sign and receive a copy of all funding
proposals listed with asterisks.
Remember, most funding sources require and/or appreciate an official quote in the funding application. These
can take time to secure, so plan ahead if you need
one. You can consult with your advisor about funding
resources, and have him or her review your application
before you submit it.
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Campus Financial/Funding Transactions
Campus financial and funding transactions can be slow
for several reasons:
• It takes time for funding committees to make decisions, and transfer funds to your organization’s
account.
• Important: The Funding Award form must be filled
out for any campus source that has awarded your
organization funding (other than CEP, which has
its own award notification procedure). Return the
Award form to a Student Media staff member.
• Funding cannot be spent until Student Media receives the Funding Award form or an official notification from the funding source.
Tips to Speed Along Your Campus Proposals and Transactions:
✓✓ Fill out forms carefully and completely.
✓✓ Address a campuswide need. Applying for
funds is a competitive process. Funding
sources look for proposals that fulfill critical needs of the campus community.
✓✓ Do not inflate your budget. Funding committee members know the cost of events
and budget items.
✓✓ Keep your proposal concise; flowery
statements may obscure your main point.
✓✓ Update proposals. Make sure that your
budget includes accurate costs.
✓✓ Follow the guidelines. Each committee
has particular requirements. Make sure the
purpose, amount requested, and budget
items match the requirements of the funding committee (e.g., some funding sources
will not cover any food expenses).
✓✓ Don’t miss deadlines. Late proposals are
not accepted.
Page 9
Advertising, Underwriting, Sponsorships
and Donations
Student Media recommends that, whenever possible, your organization
sell advertising, or secure sponsorships or underwriting. Money you raise
this way is called “earned income,” and is the only money (in addition to
gifts and donations) that carries over from year to year. There are also fewer
stipulations on how earned income can be used, which gives your organization the flexibility to hold events or purchase items such as food that may
not be allowed through campus funding sources.
If you’re interested in starting to sell ads or secure underwriting, make an
appointment with a Student Media advisor to learn more about it.
Please keep the following in mind if your organization will be selling advertising or seeking sponsorships, donations or gifts:
Advertising, Underwriting and Sponsorship
• The university regulates rate cards and advertising contracts. All RSOs
wishing to conduct earned-income activities must contact Student
Media staff for an appointment to review the requirements. Please note
that it takes a year for rate cards and ad contracts to pass through the
approval process with the campus’ Miscellaneous Fees Committee. It’s
another case where planning ahead will help!
• There are opportunities to sell advertising and seek sponsorship or
underwriting both on and off campus. Many Student Media organizations have had luck selling advertisements to or seeking sponsorship
from on-campus units (such as the Baytree Bookstore). Payments for
on-campus sponsorships and ad sales are handled through the use of
a recharge form, which is available from Student Media staff.
Gifts and Donations
• Any gifts or donations to your organization also count as earned income, and are carried over in the organization’s account from year to
year. For the difference between gifts and tax-deductible donations,
please see a Student Media advisor.
Check-handling Process
• Please have all checks sent or delivered to the Student Media office.
Our staff will deposit the funds to your account, so they are available to
your organization.
• Have checks made payable to “UC Regents/Organization name” with
your organization’s name in the Memo line of the check. Including the
organization name is essential, or the funds may not be credited appropriately.
Page 10
The money your group
raises from selling
advertising, and securing
underwriting and
sponsorships gives you the
flexibility to hold events or
purchase items that might
not be covered by campus
funding sources.
Any checks received for
advertising or donations
should be made out to
“UC Regents” with your
organization’s name in the
memo line of the check.
Have checks sent or
delivered to this address:
Student Media/Press Center
UCSC
1156 High Street
Santa Cruz, CA 95064
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Using the Student Media Center and Its Equipment
The Student Media Center is a community workspace shared by hundreds
of students, and as such needs your respect, care, and effort to keep it
clean, functional, and enjoyable—for everyone.
Student Media Center Facility Requirements
The Student Media Center is one of the few remaining facilities on campus that
allows students 24/7 access, which means your organization may be using the
facility when Student Media staff are not working. We encourage free and regular
use of the facility, and need you to observe the following rules:
• All organizations must read and adhere to the Facility Use Contract. Every
signer of your organization must sign this agreement.
• Drugs and alcohol are prohibited in the Student Media Center.
• Barbeques are not allowed here. It’s a tinder box outside!
• Every member of your organization can sign up for an account to use the
Center’s computers. A copy of the application is available in the rack by the
front desk. Note: Our network is separate from the UCSC network. Your login
will be different than your CruzMail or other campus logins.
• The Student Media Center receives minimal facility funding. Our restrooms
are cleaned twice a week, and the common areas are rarely cleaned by
custodial staff. Please leave the space cleaner than you found it, and notify
Student Media staff of any immediate safety or maintenance issues.
Code-holder Requirements for Facility Access
Any signer may become a code-holder for your organization, and will receive a
unique code for the OmniLock system. Code-holders must attend an additional
orientation with Student Media staff and learn about their responsibilities:
• Safety: This has two aspects—looking out for the students in your organization and also for the facility itself.
• Facility oversight: The Student Media Center is a highly used—and shared—
space. Please help your organization follow some common-sense, commoncourtesy guidelines. You’re the one who’s responsible for keeping the noise
level manageable, and ensuring that any trash your organization has made
gets cleaned up.
• Facility meetings: If Student Media staff calls a facility meeting, you will be
expected to attend as a code-holder and to communicate any updates to
your organization.
Productions and Meetings in the Student Media Center
Please schedule all production times—print and broadcast—with Student Media
staff. As always, it’s best to plan ahead; scheduling is first-come, first-served.
Because the Center is a highly used community space, please schedule meetings of more than 20 people at another on-campus location. Your advisor can
provide resources for other meeting spaces and help you reserve them.
Equipment Use (Computers, cameras, recording equipment, etc.)
• Important: To allow members to use equipment—including computers—all
organizations need to provide a roster of active members each quarter. In
Fall, the roster is due no later than week 5, in Winter and Spring, by week 3.
• Students must be certified to check out specific pieces of equipment. Certification bootcamp will be announced at the beginning of fall quarter. Members
must be certified and on the organization’s roster to check out equipment.
• It is the responsibility of the organization to schedule certifications for members who missed the certification bootcamp.
• Equipment use is governed by policies available in the Student Media Center.
Please ask an equipment manager for details.
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Signers for media
organizations may
become code-holders
in order to enjoy
24/7 access to the
Student Media Center.
Code-holders attend
a separate facility
orientation, which can
be scheduled with
Student Media staff.
Use of equipment is
for official projects
by registered Student
Media organizations.
Student using the
equipment are
financially responsible
for it.
•••••
All content produced
using Student Media
equipment becomes
the property of the
organization and of
Student Media.
•••••
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Student Media Contact Information
Sayo Fujioka, SOMeCA Director
Mail Stop: SOAR
Tel: 831-459-4869
Email: sfujioka@ucsc.edu
Scott Leiserson, Student Media Assistant Director
Mail Stop: Press Center
Tel: 831-459-5360
Fax: Check with your advisor
Email: sleisers@ucsc.edu
A Note about the Private Offices
There are several private staff and student organization offices within the facility. During business
hours, please respect that staff are working by
contacting front desk staff if you need to speak with
your advisor. The offices are not open to students
after business hours. Depending on the violation of
the policy, there may be serious consequences, up
to and including the loss of registered student organization status and all associated privileges.
Susan Watrous, Print Media Advisor
Mail Stop: Press Center
Tel: 831-459-5817
Fax: Check with your advisor
Email: swatrous@ucsc.edu
Evelyn Benitez, Student Media Center Manager
Mail Stop: Press Center
Tel: 831-459-2840
Fax: Check with your advisor
Email: embenite@ucsc.edu
Press Center Operations Coordinator
Email: presscenterassistant@gmail.com
Equipment Managers
Email: sctvequipment@gmail.com
Student Media organizations can have mail and
faxes sent to the following:
UCSC Student Media/Press Center
Attn: YOUR ORGANIZATION’S NAME
1156 High Street
Press Center
Santa Cruz, CA 95064
Fax: Check with your advisor
Student Media Orientation Guide 2015–16 / scstudentmedia.org
Online resources:
✓✓ http://scstudentmedia.org/
(Student Media Center website)
✓✓ Links to media organizations:
http://scstudentmedia.org/organizations/
✓✓ SCTV28.com—Student cable broadcast
television online
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