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The Bylaws of The Rensselaer Polytechnic

Approved by the Editorial Board on 12/4/2016.

Section I: Name

The name of this organization shall be The Rensselaer Polytechnic, hereafter referred to as The Polytechnic. Colloquially, the news organization is known as The Poly.

Section II: Purpose

The purpose of The Polytechnic shall be to keep the members of the Rensselaer community informed of all pertinent events, to lead student opinion, and to provide other material for reader enjoyment.

Section III: Staff

  1. Editors

    1. Senior Editors

      1. Editor in Chief

        1. The editor in chief presides at all business meetings, editorial content meetings, editorial board elections, removal proceedings, and endorsement meetings, determines the agenda for these meetings, and is responsible for setting the time and location of these meetings.
        2. The editor in chief is the voice of the news organization and represents it when called upon. The editor in chief is responsible for directing the overall operation of the organization in every aspect. The editor in chief will, when necessity dictates, expand his or her duties to ensure the smooth operation of the news organization.
        3. The editor in chief is the final authority on style, content, and layout of the content published on the website.
        4. The editor in chief acts for the editorial board in its absence.

      2. Managing Editors

        1. The senior managing editor acts with the authority of the editor in chief in the editor in chief’s absence or when the editor in chief is ineligible due to conflict of interest. In addition, the senior managing editor acts as advisor to the editor in chief, keeps minutes at all business and editorial content meetings, and assumes all duties of managing editors as outlined in paragraph (ii) below.
        2. The managing editors are directly responsible for the production of the news organization. They must ensure that each section of the news organization meets the standards of style and quality set by the editor in chief and the editorial board. They must also ensure consistency among the separate sections of the news organization. The managing editors will also assist in any area of the organization the editor in chief deems necessary. There may be up to two managing editors at any time.

      3. Contributing Editors

        1. The contributing editors are directly responsible for the quality of the news organization. They are required to contribute their services to whichever departments the editor in chief deems necessary. This includes, but is not limited to, writing articles for each of the sections, assisting the copy department with proofreading all content, and assisting each department with preparing their content on the site. The contributing editors shall also assist the managing editors in whichever duties those editors or the editor in chief so chooses. There may be up to two contributing editors at any time.

    2. Department Editors

      1. News Editor

        1. The news editor is directly responsible for the content and layout of the News section of the website.

      2. Business Manager

        1. The business manager is directly responsible for all financial matters of The Polytechnic, including, but not limited to, managing all sources of income (advertising, subscriptions, etc.), preparation and maintenance of the annual budget of the news organization, processing all payments and charges, and maintaining the accuracy and timeliness of all accounts.

      3. Features Editor

        1. The features editor is directly responsible for the content and layout of the Features section of the website.

      4. Sports Editor

        1. The sports editor is directly responsible for the content and layout of the Sports section of the website.

      5. Editorial/Opinion Editor

        1. The editorial/opinion editor is directly responsible for the content and layout of the Editorial/Opinion section of the website.

      6. Copy Editor

        1. The copy editor is directly responsible for proofreading the news organization's content each week. He or she must proofread all content for style, grammar, spelling, libel, and factual accuracy.

      7. Photography Editor

        1. The photography editor is directly responsible for taking, gathering, and preparing for publication all photos that appear on the website and social media each week. He or she is also directly responsible for the maintenance of the photography equipment owned by The Polytechnic.

      8. Publicity Editor

        1. The publicity editor is directly responsible for the promotion of The Polytechnic's content on social media and on campus. He or she is also responsible for postering around campus, setting the schedule of posts on social media, coordinating and collecting the content of posts from various other sections, and publishing it.

      9. In addition to the above, each department editor is directly responsible for their department and the membership therein.

    3. Associate Editors

      1. The associate editors shall consist of no more than two associate editors each for the following departments: News, Features, Sports, Editorial/Opinion, Publicity, Copy, and Photography. Each associate editor assists his or her supervising department editor in whatever fashion that department editor deems necessary.

      2. There shall be on the editorial board, as ex-officio members, two regular director positions (advertising director and technology director) and any contingency director positions as the need arises. All directors shall be appointed by the editor in chief. An appointment must be confirmed and may be rejected by a two-thirds vote of the Editorial Board. Directors must be full-time, activity fee-paying students or their spouses.

        1. The advertising director is directly responsible for soliciting, taking orders for, and placing advertisements on the website. The advertising director is responsible for creating the manifest and advertising breakdown for each issue. He or she also serves as the contact person of the news organization to its advertisers. The advertising director reports directly to the business manager.

        2. The technology director is directly responsible for the installation and maintenance of all computer hardware and software used by The Polytechnic and for managing computer and network security. He or she is also responsible for the maintenance of the Polytechnic website including, but not limited to, presentation of the content of each issue of The Polytechnic for online viewing. He or she is also responsible for the format and functionality of The Polytechnic’s internet presence. Should The Polytechnic’s website be self-hosted, the technology director shall ensure continuous and consistent service. The technology director reports directly to the editor in chief.

        3. A contingency director may be named when vacancies occur in all department editor and associate editor positions of a particular department. Upon appointment, the contingency director assumes the responsibilities of the department editor of that department as defined in subsection (C), part (6) until the vacancy is filled by the election of a department or associate editor.

    4. There may be any number of coordinators, who are appointed by the editor in chief on the recommendation of the department editors or when the editor in chief sees fit. Coordinators serve as apprentices or assistants to department editors or directors and are responsible for the duties assigned to them by their supervising editor or director. The department editor or director to whom the coordinator will report has the power to reject the editor in chief’s appointment of the coordinator. Coordinators must be members of the Rensselaer Union; RPI faculty, staff, or alumni; or members of the Hudson-Mohawk Consortium.

    5. Any person who wishes to resign their membership or position (elected or otherwise) on The Polytechnic must do so by submitting it in writing to the editor in chief.

Section IV: Meetings

  1. Business Meetings

    1. Business meetings shall be held for the purpose of making all financial and policy decisions of The Polytechnic.

    2. Business meetings shall be open to all members of The Polytechnic.

    3. The editor in chief shall call these meetings at least once a week during the period of publication and decide their location and time.

    4. A business meeting may also be called by a petition signed by at least half of the staff. Such a petition shall name a location and time for the business meeting.

    5. Only editorial board members are eligible to vote on governing, policy, and business decisions made at business meetings.

    6. In the event of a conflict of interest or the appearance of a conflict of interest, an individual must recuse themselves, thereby not counting towards voting quorum. Abstentions, which count towards quorum, may be used for any reason, including if an individual does not feel that they have enough information. An abstention has the same effect as a vote in the negative.

    7. Quorum shall consist of two-thirds of the editorial board membership.

    8. Absentee ballots are allowed for business meetings and shall be delivered to the meeting chair. Voting by proxy is not allowed for business meetings.

  2. Editorial Content Meetings

    1. Editorial content meetings shall be held for the purpose of deciding the editorial content of The Polytechnic.

    2. Editorial content meetings shall be open to all members of The Polytechnic. Editorial content meetings will be closed to all except members of the editorial board. Outside consultants may be allowed to attend such meetings at the discretion of the editor in chief; however, these consultants shall not participate in discussion save to answer direct questions from the editorial board and must keep all discussions at said meetings confidential. Only members of the editorial board may vote.

    3. The editor in chief shall call these meetings at least once a week during the period of publication and decide their location and time.

    4. An editorial content meeting may also be called by a petition signed by at least half of the editorial board membership. Such a petition shall name a location and time for the editorial content meeting.

    5. Quorum shall consist of two-thirds of the editorial board membership.

    6. All editorial content and policy shall be confidential until publication. Violation of editorial confidence is grounds for removal from office.

    7. In the event of a conflict of interest or the appearance of a conflict of interest, an individual must recuse themselves, thereby not counting towards voting quorum. Abstentions, which count towards quorum, may be used if an individual does not feel that they have enough information. An abstention has the same effect as a no vote.

    8. Absentee ballots and voting by proxy are not allowed for editorial content meetings.

  3. Endorsement Meetings

    1. Endorsement meetings shall be held for the purpose of deciding whether to endorse a candidate for a campus officer position.

      1. The editorial board may consider endorsing candidates for any number of positions, but in order to consider any candidates for endorsement of any position, the editorial board must at least consider the endorsement of a candidate for Grand Marshal and for President of the Union.

      2. The editorial board shall provide the option of an interview to each candidate as recognized by the Student Senate running for an office up for endorsement and present to them prior to the interview a written questionnaire. The editorial board must consider each of those candidates who are interviewed for endorsement.

      3. Meetings during which candidates are interviewed shall be closed to all except those outlined in Section (IV) subsection (3) clause (iii) and the interviewee. Quorum shall consist of two-thirds of the editorial board membership. The editorial board may publish transcripts or recordings of these interviews as part of its coverage of elections.

      4. Candidate Endorsement Voting Procedure

        1. Upon completion of the interviews of all candidates, those outlined in Section (IV) subsection (3) clause (iii) will meet in a closed meeting and discuss the merits of each candidate and then, for each position considered, the editorial board will vote by secret ballot for the candidate they wish to endorse or for no candidate.

        2. The Polytechnic will endorse a candidate based upon a five-sixths vote of quorum.

        3. If not one and only one candidate receives an endorsement in the first ballot then the editorial board will again have discussion and vote by secret ballot. If for a second time not one and only one candidate receive an endorsement, then the editorial board will have one last period of discussion and vote by secret ballot a final time. If not one and only one candidate is endorsed at this point, then The Polytechnic shall not endorse a candidate for that position.

        4. Abstentions may only be used for conflicts of interest and count as a vote for a null candidate. Votes for a null candidate are tallied as are those for a real candidate.

        5. Neither absentee ballots nor voting by proxy are allowed for candidate endorsement meetings.

    2. Endorsement meetings shall be held for the purpose of deciding whether to support or oppose referendas voted on by the student body during Rensselaer Union-sponsored election.

      1. Meetings during which referenda are considered shall be closed to all except those outlined in clause(iii). Quorum shall consist of two-thirds of the editorial board membership.

      2. The editor in chief shall call these meetings and decide their location and time.

      3. Referenda Endorsement Voting Procedure

        1. For each referendum considered, the meeting participants will discuss the merits of the referendum and then the editorial board will vote by secret ballot whether to support, oppose, or take no stance on the referendum.

        2. The Polytechnic will only support or oppose a referendum based upon a five-sixths vote of quorum in either the affirmative or the negative.

        3. If no stance is endorsed in the first ballot, then the editorial board will again have discussion and vote by secret ballot. If for a second time no stance is endorsed, then the editorial board will have one last period of discussion and vote by secret ballot a final time. If no stance is endorsed at this point, then The Polytechnic shall not support or oppose to the referendum in question.

        4. Abstentions may only be used for conflicts of interest.

        5. Neither absentee ballots nor voting by proxy are allowed for referenda endorsement meetings.

    3. All editoral board members may participate in endorsement meetings. Other members of The Poly may be invited to participate by the editor in chief. The invitations must be announced to the editorial board two business meetings before the first endorsement meeting.