Journalism Handbook

Updated 8/31/15

  1. Roles and Responsibilities

Editors-in-Chief

  • Responsible for all editorial aspects of the paper and web presence (facebook/website) – overall quality and meeting deadlines.
  • Set publication dates and enforce deadlines. Inform Adviser when deadlines are not met and identify reason/persons.
  • Responsible for delivering final completed paper to the printer.
  • Assign articles and ensure they run in paper. Inform Adviser of any changes to Page Plans agreed to at Editorial Board.
  • Edit all articles and pass on to Adviser.
  • Read comments from Adviserand pass on all comments to Section Editors.
  • Inform Adviser of any unresolved issues regarding comments, either from themselves or Adviser.
  • Keep Adviser informed of staff difficulties, conflicts, and ethical violations.
  • Inform Adviser if/when additional instruction is needed to address learning needs.
  • With Adviser, make all editorial staffing decisions: assigning positions and making changes if necessary.
  • Approve all content for publication.
  • Oversee and keep list of all story, art, and photo assignments. Maintain fairness in how stories are assigned or dropped.
  • Check Pony Express email regularly for reader responses and/or letters to editor.
  • Establish a positive environment for staff where diverse people and different perspectives are encouraged.
  • Praise excellent staff work and provide support to work that needs assistance.
  • Give input on student grades for each issue including failure to meet deadlines.
  • Maintain a professional relationship with Administration and faculty.
  • Coordinate with Advertising Manager to ensure that advertisements get placed and run.
  • Make financial decisions together with Adviser after discussing with Editorial Board.

Section Editors

  • The Senior Editor is fully responsible for the overall page, including choice of articles, photos, layout, accuracy, absence of typos.
  • The Junior Editor (when position is filled) is responsible for assisting the Senior Editor and learning the skills of editing and page design.
  • Give regular updates to Editorial Board regarding Page Plan, specifically:
  • What articles they plan to run – ranked by priority
  • Summary of articles, not just the topic
  • Photos planned and/or needed
  • Any deviations from assigned deadlines
  • Inform Editors-in-Chief of any changes to Page Plan
  • Work with Reporters to plan, write, and edit articles
  • Work with Reporters to write headlines/subheads
  • Work with Reportersand Photo Editor to assign and follow through on photos
  • Edit all articles in their section and pass on to one of the Editors-in-Chief
  • Take comments from Editor-in-Chief and Adviser and meet with Reporter to discuss and implement revisions. Discuss any unresolved issues with Editor-in-Chief. InvolveAdviser if necessary.
  • Layout page and print copy for review by Editors-in-Chief and Adviser.
  • Give input on Reporter grades for each issue including failure to meet deadline.
  • Miscellaneous
  • Delete old files from server – make sure correct, up-to-date version is on server.
  • Close files on computer when leaving classroom.
  • Do not leave draft layouts out for non-Journalism students to see.

Circulation Manager

  • Keep up-to-date list of Pony Patrons including extra donations.
  • Keep file of all subscription forms.
  • Before the issue date:
  • Provide News Editors with updated list of Pony Patrons for page 2.
  • Inform Adviser of number of stamps to purchase for mailing.
  • Make sure we have enough mailing stickers; get more from office.
  • Print mailing stickers the day before the paper is delivered.
  • Manage distribution of paper: both on campus and mailing.
  • Manage Swap Program with other student newspapers.

Advertising Manager

  • Inform Editors–in-Chief and Section Editors of advertisements and follow up to make sure they run.
  • Keep record of all advertisers: date/size/payment for ads.
  • Check with office to update budget after each issue and inform Adviser and Editors-in-Chief of status.
  • Instructs and follows up on students to take copy of final paper to advertisers and request another ad in next issue.

Chief Copy Editor

  • Assigns pages/sections to copy editors.
  • Works with Editors-in-Chief to create deadlines/ schedule for Section Editors to print and distribute pages.

Art Manager

  • Works with Section Editors to ensure all art (photos, illustrations, cartoons) is assigned and completed on time.
  • Using input from Section Editors and reporters, works with photographers, illustrators to develop art ideas that augment articles.

Layout Board

  • Evaluate overall look of paper and make recommendations regarding organization, font size, line spacing, layout ideas, etc. (3-4 people)

Facebook Manager

  • Under direction of the Editors-in-Chief, manages Pony Express facebook page to deliver news between print issue dates and drive interest in the print publication.

Website Team

  • Work with Editors-in-Chief to develop website strategy.
  • Develop content for website: text, photography, video

Reporter (all staff)

  • Develop story ideas, including art/photo, and write at least one article for each issue.
  • Inform Editors-in-Chief if you don’t have an article.
  • Research/Source – online, students, faculty, administration. Find news!
  • Look for ways to be helpful: write headlines, proofread, take photos, etc.
  • Subscribe to San Marin eNews – keep up to date with “official” school news. Look for opportunities to dig deeper and/or provide the student perspective.
  • Work conscientiously to improve your writing. Read and reread the handouts on journalistic style, structure, etc.
  • Regularly read at least one source of news and notice strengths/weaknesses.
  • Read like a writer. Read news and other writing with an eye to what the writer is doing and how s/he is doing it.

Ad Salespeople (all staff)

  • Check to make sure your ad is included in final layout. You’ll be the one to explain to the client if it doesn’t.
  • Take copy of final paper to advertisers and request another ad in next issue.
  1. Article Guidelines

Article Assignments

  • All J1 students must write one news, feature, or sports article before writing an opinion/editorial.
  • Editors-in-Chief may assign articles to reporters with input from the Section Editor responsible for the section where the article will appear. Real-life reporters don’t usually get to choose their articles; deal with it.

Checklist for Turning in Copy

  • Turn in two copies, one to Advisor and one to your Section Editor.
  • Slug (heading) in top right corner:
  • Your name
  • Topic
  • Section (of paper)
  • Date turned in
  • Draft (e.g. first draft, second draft, final)
  • Word count
  • Bottom of page
  • “—more—“ at bottom of each page except last
  • “—30—“ at the end of last page
  • Most recent draft stapled on top of previous draft with comments so that history of changes can be followed.
  • Drafts: double spaced, 12-point type, Times New Roman, indent first line of paragraph.
  • Final to be put on server: single spaced
  • Proofread for errors – spelling, grammar, etc.
  • Check against Deadline Checklist handout.

Layout

  • Section Editors layout their page(s) and print for review by Editors-in-Chief and Adviser.
  • All layouts must be printed by the assigned deadline. This will most likely require working outside of regular class time (lunch, free period, after school). Give yourself more than enough time to account for unexpected problems/issues!
  • Final layouts will be printed and assembled as a complete paper for review by the Editors-in-Chief and Adviser.
  • Proofreading:
  • Each layout version will be proofread both by the Section Editors and other students – Section Editors are responsible for their sections.
  • Final layout assembled as a complete paper will also be proofread.
  • Reporters must proofread their own article on the final layout and initial their approval. Make sure your hard work gets produced perfectly!
  1. Your Success

Grades

Your grade is a combination of several factors:

  1. Writing
  • Each student completes at least one article for each issue regardless of whether it runs in the paper. Two shorter (or less difficult) articles may count for one article. Students who co-write an article should write another article. Exceptions can be made for lengthy/in-depth articles.
  • Taking into account the experience of the reporter (J1, J2, J3), grades will reflect the overall quality of the writing and the ability to make deadline.
  • First drafts account for a large part of your writing grade.
  1. Contribution/Editing – your grade will also largely depend on:
  2. Your ability to work as part of a team.
  3. Contributing to class discussions, Editorial Board, press conferences, story generations, etc.
  4. Demonstrating responsibility in using your freedom to leave the class and/or work autonomously.
  5. Leadership and initiative.
  6. Ability to make deadline.
  7. Good judgment and ethical choices regarding interviews, language, choice of stories, etc.
  8. Editors will be graded on their page: overall qualityofboth layout and content, creativity, absence of errors.
  9. Editors will also be graded on the quality of the articles – drafts and final - written by others for their page.
  1. Assignments/Tests – while not a major part of your grade, assignments will be given and tests/quizzes may be given to ensure students are learning the key elements of good journalism.

Ways to Be a Great Journalist, Have Fun, and Get a Good Grade

  • Understand and share the vision for the Pony Express: providing a student voice that informs, challenges, entertains, encourages dialogue, and reflects the entire student population at San Marin.
  • Do what you need to do. Do it well and do it on time.
  • Be honest and thoughtful in discussing and critiquing your own and others’ work/ideas.
  • Be a team player. The Pony Expressis a team; each person’s success is tied to the team.
  • Take initiative. Look for ways to help and learn; don’t wait to be asked.
  • Be creative and courageous. Think outside the box. Offer ideas that may not have been tried before.
  • Work on your writing. Learn from good writing. Get better with each article.

Ways to Kill Your Grade

Ways to kill your grade include, but are not limited to:

  • Missing deadline is the fastest way to kill your grade particularly relating to:
  • Draft of copy
  • Putting copy on server
  • Layout with art
  • Not communicating with editors about the status of your story.
  • Violating key journalistic principles, including but not limited to:
  • Use of opinion or “I” outside the Opinion section.
  • Lack of sources
  • Inaccuracy
  • Excessive grammar/spelling errors indicating you haven’t proofread your story.
  • Behavior that is a negative influence on the overall effectiveness of the team rather than a positive contribution. Don’t use class time to do homework for other classes.

Students who earn a D or F may be removed from the course at semester break or not accepted into the course the following year.