The CADRE Constitution

 

Article I — NAME

Article II — Statement of Philosophy

Article III — Objectives

Article IV — The CADRE Board of Governors

Article V — Power and Duties of The CADRE Board of Governors

Article VI — By-Laws of The Cadre Board of Governors

Article VII — Declaration of Membership

Article VIII — Board of Governors Meetings

Article XIV — Hiring Board

Article X — Finance

Article XI — Amending the Constitution

 

Article I – NAME

The name of the organization shall be The CADRE.  

Article II– Statement of Philosophy

The CADRE is a student newspaper dedicated to acting as the voice for students’ thoughts, ideas, and concerns. The CADRE is dedicated to providing students with an accurate representation of the occurrences on campus and off-campus from a student’s perspective. The CADRE is an independent organization to ensure the material produced as accurate as possible. To protect this philosophy The CADRE constitution exists.

Article III — Objectives

  1. To deliver timely, accurate, and informative material to students.
  2. To give a voice to students on campus.
  3. To keep students informed and educated about current events on and off campus.

 

Article IV– The CADRE Board of Governors

  1. The CADRE Board of Governors is the governing body of the organization.
    1. The Board of Governors will not partake in the day-to-day operations of The CADRE.
    2. The primary purpose of the Board of Governors is to provide continuity, direction, and oversight.
  2. The CADRE Board of Governors will consist of the following voting members:
    1. One (1) Faculty Member from a related department.
    2. One (1) Student at large.
    3. The Editor-in-Chief of The Cadre.
    4. One (1) Managing Editor.
  3. The following is the only non-voting member of The Cadre Board of Governors:
    1. The Cadre Board of Governors Chair
    2. In the case of a tie, The Chair may act as the deciding vote
    3. The Business Manager will sit as the Chair
  4. Term Lengths
    1. The Managing editors, the Business Manager and the Editor-In-Chief will be hired on an annual basis.
    2. The Faculty member from a related department will be selected and given a two-year term by the other members of The Cadre Board of Governors.  The Board will review this member at the end of the two year period and may vote on whether to offer another two (2) year term or to find another person to fill the role.
    3. Students at Large will be volunteers selected by The Editor-in-Chief. Students at Large can serve an unrestricted amount of one-year terms.

 

Article V — Powers and duties of The Cadre Board of Governors

  1. The Board of Governors is the supreme governing body of The Cadre
  2. It shall be the duty of The Cadre Board of Governors to provide continuity between transitioning members of The Cadre.
  3. It shall be the duty of The Cadre Board of Governors to ensure the integrity of the material published by The Cadre.
  4. The Cadre Board of Governors may create by-laws in accordance with Article VI of this Constitution.

 

Article VI — By-Laws of The Cadre

  1. By-Laws of The Cadre will be as binding as the Constitution itself.
  2. By-Laws may be enacted to apply to any matters of The Cadre, as required.
  3. By-Laws may expand on, but not contradict or supersede the Constitution.
  4. By-Laws shall be created amended or removed by The Cadre Board of Governors according to the following procedure:
    1. Proposed Bylaws or amendments shall be formally presented at a meeting of The Cadre Board of Governors.
    2. Removal of a By-law shall be formally presented at a meeting of The Cadre Board of Governors.
    3. Publicity of a proposed By-law or an amendment or withdrawal to an existing Bylaw shall be posted in an article on The Cadre’s website one week prior to the meeting of the vote.
    4. A proposed By-law shall be voted on at a meeting of The Cadre Board of Governors held at least seven (7) days after its formal presentation. To be enacted, the proposed By-law requires a two-thirds (2/3) majority vote of The Cadre Board of Governors.
    5. Enacted By-laws shall take effect seven (7) days after being approved by The Cadre Board of Governors unless otherwise stipulated in the motion of creation or amendment.

 

 Article VII — Declaration of Membership

  1. All members of The Cadre Board of Governors and The Cadre must sign a Declaration of Membership document stating that they will follow the Constitution and shall agree to carry out their duties within two (2) weeks of being selected. If the Declaration is not signed within the allotted time, the position is considered vacated. The Declaration shall be administered by The Cadre Board of Governors Chair and signed by the Editor-in-Chief or returning member of The Cadre Board of Governors.

 

Article VIII — The Cadre Board of Governors Meetings

  1. The Cadre Board of Governors must meet at least one (1) time every month during the school year (September-April) excluding December.  Two (2) meetings per month are preferred but not required.  The actual dates will be proposed by the Editor-in-Chief and approved by The Cadre Board of Governors.
  2. Any member or individual student who wishes to have an item put on the agenda must bring the item and any relevant information to the attention of the Editor-in-Chief at least one (1) week in advance of the meeting.
  3. A quorum of The Cadre Board of Governors shall be two-thirds (⅔) of the voting members.
  4. No member may vote by proxy.
  5. Any member of The Cadre Board of Governors that misses two (2)  meetings will be automatically served with a written Notice of Motion to Impeach due to Non-Attendance by the Chair.  The Chair will report to council that a Notice of Motion to Impeach has been issued and that the voted date will occur at the following meeting of The Cadre Board of Governors at least one week following the Notice of Motion to Impeach.
  6. A member who is present for less than 50% of a meeting will be considered absent for that meeting.
  7. Meetings shall be open to all members of The Cadre except by a two-thirds (2/3) majority vote of The Cadre Board of Governors. At such times, The Cadre Board of Governors shall go into an “In Camera” session. All non-members of The Cadre Board of Governors are to vacate the meeting room with the exception of those approved by The Cadre Board of Governors.

 

Article XIV — Hiring Board

  1. The hiring board is responsible for the hiring of all Cadre employees and The Cadre Board of Governors hired its members.
  2. The hiring board shall act in accordance with The Cadre Hiring Board By-Law.

 

Article X — Finance

  1. The financial affairs of The Cadre may or may not be made public at the discretion of The Cadre Board of Governors.  The financial affairs and budgeting will be the responsibility of the Business Manager and the Editor-in-Chief.
  2. The Cadre Board of Governors will review all financial transactions for the month at each meeting of The Cadre Board of Governors.
  3. Further specifics of the financial procedures of The Cadre are described within The Cadre Finance By-Law.

 

Article XI — Amending the Constitution

  1. Notice of the proposed Constitutional amendments shall be given at a meeting of The Cadre Board of Governors at least one meeting before the proposed amendments are brought to The Cadre Board of Governors.
  2. An amendment to the Constitution must be passed by a two-thirds (2/3) majority vote in favor by The Cadre Board of Governors.
  3. The quorum for The Cadre Board of Governors when dealing with proposed amendments to the constitution is five out of six (⅚) voting members.
  4. The changes, if passed, must be publicized on The Cadre’s social media outlets and a news article.
  5. Failure to make the changes public will render the changes void.

 

Operations and Discipline Policy

 

  • Publishing

 

      1. It will be the goal of The Cadre to publish as frequently as possible to provide timely and relevant information to students on campus.
      2. Preferably, two editors will review an article before it is published.
      3. All published material must adhere to the Editorial Policy.
      4. If a managing editor is unsure if an article or letter to the editor should be published he/she must send it to the Editor-in-Chief.

 

  • Job Duties
  • Editor-In-Chief
          1. Shall provide the day-to-day guidance and oversight for the organization.
          2. Shall play a part in hiring all other employees of The Cadre.
          3. Shall be responsible for ensuring that material is being published in accordance with the Editorial Policy and Section 1 of this policy.
          4. Shall carry out any discipline against employees requiring it in accordance with Section 3 of this policy.
          5. Shall act as the primary contact for The Cadre when dealing with external parties and their requests.  
          6. Shall be responsible for quality and consistency of the published material.
          7. Shall keep office hours of 12 hours per week during the fall and winter/spring school sessions.
  • Managing Editors/ Writers
          1. Shall create unique and engaging content on a consistent basis.
          2. Shall write a minimum of three (3) articles per pay period.
          3. Shall set up and conduct interviews with external parties when necessary.
          4. Shall encourage volunteers to submit articles for editing.
          5. Shall edit submissions from volunteers minimally in accordance with the Editorial Policy.
          6. Shall be responsible for ensuring that the content they publish conforms to the standards set in Section One (1) of this policy and the Editorial Policy.
          7. Shall keep office hours of 5 hours per week during the fall and winter/spring school sessions.
  • Business Manager
        1. Shall be responsible for all duties as outlined in The Constitution and the Finance Policy.
        2. Responsible for managing The Cadre’s funds on an ongoing basis.
        3. Will record journal entries for all transactions.
        4. Shall prepare a budget for the following business manager to follow in the next school year.
        5. Will prepare a balance sheet and income statement to be posted to The Cadre’s website and social media outlets at the end of the fiscal year.
        6. Shall pursue new revenue producing opportunities.
        7. Shall be responsible for selling advertising space on The Cadre’s website.
        8. Along with the Editor-in-Chief shall be responsible for maintaining and developing The Cadre brand.

 

  • Discipline
      1. Discipline will be administered by the Editor-in-Chief with consultation recommended with the business manager.
      2. The Cadre will have a zero-tolerance policy regarding any form of harassment, discrimination, battery, or assault.
        1. A zero-tolerance policy means that if the employee is guilty of the act they will be terminated immediately with cause.
        2. If an employee wishes to submit a complaint against a co-worker for a workplace incident they may follow the formal complaint procedure outlined in Section 4 or follow an informal complaint procedure.
  • Poor-performance
        1. The Editor-in-Chief will review the quality and consistency of the writing and editing of managing editors on a monthly basis.  If content is deemed to be subpar a written warning may be issued.  Written warnings will follow the procedure outlined in Section 7 of this document.
        2. Prior to the issuance of a written warning, the Editor-in-Chief must inform the employee of what is expected of him/her moving forward and some ways to meet those expectations.  That interaction must be documented and signed by both the Editor-in-Chief and the employee and filed attached to the written warning.
        3. The Business Manager in cooperation with The Cadre Board of Governors will review the Editor-in-Chief on a monthly basis, and the Editor-in-Chief in cooperation with The Cadre Board of Governors will review the Business Manager’s performance on a monthly basis.
        4. Discipline taken against the Editor-in-Chief will be administered by the Business manager and The Cadre Board of Governors.  That discipline will follow the same progression as is found in Section 3, subsection c, subsection i and ii in this document.

Tardiness

      1. If an employee of The Cadre is scheduled to be in the office or at a meeting at a particular time and they are late for a said event a written warning will be issued.
      2. The employee must have been informed of the meeting or office hours at least one-week in advance by their direct supervisor through either email or text.
  • Office Etiquette
      1. Employees are expected to respect not only their co-workers but also the office equipment.
        1. Any employee that causes damage to office equipment will receive a written warning and may be liable for covering the costs of damages.
        2. Employees are expected to act in a professional manner within the office space.  
        3. All employees must present themselves in a professional manner at all times.
  • Social Media
      1. If material is posted that is deemed to be inappropriate or offensive by The Cadre Board of Governors discipline will be taken against the employee that posted the material.  
      2. Depending on the nature of the content termination is a plausible form of discipline through a majority vote of The Cadre Board of Governors.  
      3. For minor infractions, a written warning may be issued.
  • Other Infractions
      1. If an employee has committed an act that the supervisor feels is harmful to the overall organization or fellow employees the supervisor must document the incident, provide the employee with a copy of the incident report, and bring the incident to The Cadre Board of Governors to determine if a written warning or termination is necessary.
  • Formal Complaint Procedure
      1. A formal complaint may be made by any employee for any reason that they feel fit.
      2. Anonymity of the complainant and the defendant is of the utmost importance.
      3. Any retaliation against the complainant shall result in the person initiating the retaliation being terminated.  
      4. Formal complaints should be filed within 2 months of the incident.  This period can be extended by The Cadre Board of Governors.
      5. The formal complaint process in no way limits the employee from seeking a remedy through the legal system.
      6. All formal complaints must be made in writing and provide a high-level of detail relating to nature and extent of the incident.  It must be specific in identifying the defendant and details relating to the incident(s).
      7. Complaints cannot be filed on behalf of another party.  The Complainant must personally file the complaint.
      8. Formal complaints must be submitted to The Chair of The Cadre Board of Governors.
      9. If The Chair is deemed to be in conflict by the complainant he/she may deliver the complaint to another member of The Cadre Board of Governors that he/she deems fit.
      10. The complaint shall be held in confidence by the individual it is delivered to.  If the person it is delivered to releases the information intentionally he/she will be terminated immediately.
      11. The defendant must be informed that a complaint has been launched against them within 24 hours of it being received and the complainant being informed that the complaint will be released to the defendant.
      12. The defendant will receive a copy of the complaint.
      13. The defendant will be given the chance to submit a written statement in answer to the complaint.
      14. The defendant must also be informed of his/her right to openly state, in writing, a conflict of the member reviewing the complaint.
      15. The defendant will have 48 hours to respond to the complaint.  This time frame may be extended at the discretion of The Cadre Board of Governors.
      16. After receiving the complaint The Chair will disclose the defendant’s reply to the allegations to The Cadre Board of Governors.
      17. Any objection to a member of The Cadre Board of Governors by the defendant will also be reviewed at this time.
      18. If a member agrees that another member is in conflict in the incident they may make a motion to have that person dismissed if they do not remove themselves first.  Only three (2) of the seven (6) Cadre Board of Governors members are required to vote in favor to remove the person deemed to be in conflict.
      19. Any member dismissed from the review must keep all information about the incident in confidence after dismissal.
  • Investigation Regarding Formal Complaints
      1. The Chair will be responsible for investigating the complaint.  
      2. Any interviews conducted will be audio recorded and transcribed.
      3. Interviews require The Chair and two other members of The Cadre Board of Governors to be present.
      4. Both the complainant and the defendant will have the opportunity to provide witnesses to be interviewed.
      5. Hearsay is not admissible as evidence and will be removed from the record during an interview.  Hearsay is second-hand evidence.
      6. The interviewers must not ask leading questions of the witness.
      7. The interviewee may request a copy of the transcript after the interview is conducted.  A transcript must be provided within 48 hours.
      8. If a witness notes error within their transcript they must notify The Cadre Board of Governors and their testimony will be removed from the case file.  The witness should be re-interviewed to ensure that the transcript is correct.
      9. Once the interview team and The Cadre Board of Governors are comfortable with the amount of evidence collected it must be forwarded to the defendant for review.
      10. The defendant may respond to The Cadre Board of Governors in regards to the information received.
  • Coming to a Verdict
      1. The Cadre Board of Governors may dismiss the case if found to be groundless.
      2. The Cadre Board of Governors may determine that there is a lack of evidence to support a guilty verdict.
      3. The Cadre Board of Governors may determine the verdict to be not-guilty for any other reason and must record that reason and place it in the case file.
      4. If the evidence suggests that on the balance of probabilities the defendant is guilty he/she will be immediately terminated
      5. 4/6 of The Cadre Board of Governors must vote in favor of the verdict that is determined.
      6. The decision must be in writing and filed with all other case files.
      7. This decision does not in any way limit the complainant from seeking a remedy through the legal system.
  • Written Warning Progressive Discipline System
    1. First and second written warnings – The Editor in Chief or Business Manager may issue written warnings for the items outlined in Section 3 of this document.  The first and second written warnings must be accompanied by a written explanation including:  the area of the infraction as it relates to section 3 of this document, necessary steps needed to be undertaken by the employee in order to not receive another written warning, a summary of the consequences if another written warning is issued, and a signature of both the supervisor and the employee indicating that they have read and understood the contents of the written warning.
      1. A summary of written warnings must be presented to The Cadre Board of Directors on a monthly basis.  This presentation must indicate steps taken by the supervisor to improve the situation.
    2. The Third written warning will follow the same procedure as the first and second warnings; however, it will be the final warning and it must be clearly indicated in the warning that if the action or behavior does not improve the employee will be terminated.  The employee being reprimanded can write a letter to The Chair or another member of The Cadre Board of Governors if he/she feels that they are being wrongfully punished.  
    3. If termination is necessary the Editor-in-Chief or the Business Manager must complete the termination.  All documents related to the termination process must be retained and presented to the board.  Copies of these documents should be made for the employee being terminated for their own records.
      1. The Business manager and/or the Editor-in-Chief must consult with The Cadre Board of Governors before the termination is made official.  
    4. The employee must be given at least two weeks to improve performance or stop a certain action/behavior before being terminated.
    5. Immediate termination may be necessary in cases of workplace violence, discrimination, harassment or other misconduct that makes the workplace unsafe or unfriendly.  The Editor-in-Chief and/or Business manager may bring a report of the conduct to The Cadre Board of Governors to determine if immediate dismissal is necessary.  
      1. If The Cadre Board of Governors is unable to meet to determine the necessary cause of action in a timely manner the employee in question may be suspended until The Cadre Board of Governors can convene to determine the appropriate course of action.

Editorial Policy

  1. Expectations
    1. The Cadre will act to ensure extensive, fair, and balanced coverage of issues and ongoing occurrences both on and off the UPEI campus.
    2. The Cadre will act in accordance with the legal and ethical procedural codes of the Canadian University Press.  These codes can be found on the Canadian University Press’s website.
    3. The quality and frequency of published materials by editors will be reviewed monthly by the Editor-in-Chief.
      1. Managing Editors who do not meet expectation may be dealt with according to the discipline policy.
      2. The Editor-in-Chief must report article review findings to The Cadre Board of Governors at each meeting.
  2. Oversight
    1. The Cadre Board of Governors is responsible for ensuring that The Cadre acts in accordance with the expectations outlined in Section 1.
    2. If The Cadre Board of Governors determines a posted article to be erroneously published it has the authority to have it immediately removed and an apology article published to explain the cause of action.  This requires a majority vote by The Cadre Board of Governors.
  3. Copyright and Content Protection
    1. All editing staff must sign a content copyright agreement upon commencement of employment.
    2. The signing of this document is necessary for employment to commence and all employees must recognize that it is a binding document that, if broken, will result in immediate termination.
  4. Opinion Pieces
    1. If an editor chooses to produce an opinion piece a disclaimer must be included in the article indicating that it is solely the opinion of the author and does not necessarily represent the views of The Cadre.
  5. Letters to the Editor
    1. It is the primary goal of editors to publish all letters to the editor.  Editors should edit as little as possible for things such as length, libel, discrimination, and/or other offensive material.  The editor may acknowledge a clear conflict of interest in the piece.
    2. If a letter to the editor is not published the proposed letter must be retained and presented at the soonest Cadre Board of Governors meeting as to why it was not published.

Social Media Policy

  1. Social Media Password Distribution
    1. The following individuals will have access to the various social media passwords:
      1. Editor-in-Chief
      2. Managing Editor(s) selected by the Editor-in-Chief
  2. Content
    1. All those with passwords may post material to all social media platforms.
  3. Regulation of Content
    1. If material is posted that is deemed to be inappropriate or offensive by The Cadre Board of Governor, discipline will be taken against the employee that posted the material. Depending on the nature of the content termination is a plausible form of discipline through a majority vote of The Cadre Board of Governors. For minor infractions, a written warning may be issued.
    2. The Cadre Board of Governors should convene to decide whether or not the content should be removed as soon as possible following the incident.