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  • Juil Yoon/Canadian University Press

    Juil Yoon/Canadian University Press

DEADLINE EXTENDED TO Dec. 31: Be CUP’s next President, National Executive or board member!

The Canadian University Press (CUP) has extended nominations to be CUP’s next President, Industry Representative or Continuity Representative on the CUP board of directors.

That’s right, this year CUP’s President position will lead CUP’s board of directors giving members the power to directly elect the chair of the board for CUP 78 (2015-2016). This also means that you can now serve as CUP’s President from anywhere in Canada.

We are also accepting applications for the staff position of National Executive who is in charge of CUP’s administrative and editorial duties.This paid position is 10 hours a week during the summer and full-time from Aug.15 to April 30.

All positions will be elected during CUP’s National Plenary which will be held at ACCESS NASH 77 which will be held at the Shaw Centre in Ottawa from Jan. 14-18, 2015.

Please review the below job descriptions and elections procedures and email your application to hr@cup.ca by Dec.31, 2014.

All applications shall consist of a cover letter, resume, three professional references,and no more than five clippings
1) The cover letter shall not exceed two pages in length, and contain no more than a total of 800 words.
2) The resume shall not exceed three pages
3) The three references shall consist of contact information for individuals who can verify information provided on the applicant’s resume.

Please note that all applications for the National Executive position require a criminal background check as part of the application.

Please send your application to: hr@cup.ca by Dec. 31, 2014

CUP President Job Description
CUP Industry Representative job description
CUP Continuity Representative job description
CUP National Executive job description
CUP National Election Procedure Nov.2014

 

The CUP Board of Directors is accepting applications for the following regions:

Western (B.C. & Yukon) Regional Representative –  4-month term ending April 30, 2015

Quebec Regional Representative- 2-year term ending April 30, 2016

Please send your applications to hr@cup.ca by Jan. 16, 2015 and direct any questions to either CEO, CUP National Executive Jane Lytvynenko at executive@cup.ca, or election scrutineer, CUP chairperson Mick Sweetman at chair@cup.ca.

Regional Representatives will be elected at the regional members meetings at NASH on Saturday, Jan. 17 if those meetings have quorum (if the meetings do not meet quorum the board may appoint applicants as per CUP bylaws).

Please note that CUP has Directors and Officers insurance for its 2014–15 year. You must be a part of a CUP member paper to apply.

Criteria
So you’re considering becoming a member of the CUP Board? Here is a list the skills and qualities that would be tremendously helpful for Board members to join the CUP Board with.

If you’re not thinking about being a candidate yourself, we hope that you keep this list of criteria at the forefront as your cast your vote for your regional representative on the CUP Board.

  • Thoughtful
  • Active listener
  • Critical social awareness
  • Experience with anti-oppression practices
  • Self-aware (you’re aware of your strengths, your challenges and your desires, ie/ what you’re hoping to gain from being on the CUP Board)
  • Honest and courageous — you say what you mean, even if it’s not popular
  • Critical thinking and analysis
  • Financial literacy
  • Non-judgmental interpersonal skills
  • Concise and accessible writing skills
  • Competent at member relations
  • Experience with public speaking
  • Strategic thinking and planning
  • Politically astute
  • Member of an equity-seeking group
  • Fluent or functional in French
Mandate & Responsibilities
The following excerpts come from CUP bylaw.

Mandate

  • The Board of Directors shall uphold the Corporation’s By-Laws, Standing Resolutions, and other policy as set by membership.
  • The Board of Directors shall manage the property and business of the Corporation.
  • The Board of Directors shall oversee National Office, make interim and short-term policies and ensure member input into the operations of the Corporation between members’ meetings.
  • The Board of Directors shall make budgetary revisions as necessary.
  • The Board of Directors must authorize all unbudgeted expenditures over $1,000. The Board may not authorize any single unbudgeted expenditure over $10,000.
  • Board decisions may be overturned by a simple majority decision at a members’ meeting.
  • Each Director and the Board as a whole shall abide by all of the Corporation’s motions of policy, and provincial and federal regulations and laws.
  • All meetings of the Board shall be conducted in accordance with Robert’s Rules of Order, except when unanimous consent of voting members has been given to do otherwise.

Composition of Directors

  • The Board shall be composed of the following:
  • One (1) representative elected from each region by the membership of that region for any region consisting of 20 or less members.
  • Two (2) representatives elected from the region by the membership of that region for any region consisting of 21 or more members as recognized at National Plenary.
  • Three (3) representatives from the not-for-profit, media and/or other relevant industry.
  • One (1) representative from the previous year’s president, national bureau chief, chair of the board, vice-chair, treasurer, or human resources officer.

Duties of Board members

  • Board members shall have read the by-laws and policy manual of the Corporation before their term commences.
  • Each Board member is responsible for attending all Board meetings, as they are called by the Chair.
  • Duties of directors shall also include
  • Regular communication with members in their region.
  • Providing a written or verbal report at each Board meeting to inform the Board of any concerns or issues in the region.

Term of Office of Board Members

  • The term of office for the regional and industry representatives shall be two years, from May 1 (or upon being appointed after May 1) until April 30 until two (2) years following.
  • Any vacancy filled within that period will serve until the next meeting of members.

Regular Meetings of the Board of Directors

  • The Board may appoint a day or days in any month or months for regular meetings of the Board at a place and hour to be named. A copy of any resolution of the Board fixing the place and time of such regular meetings of the Board shall be sent to each director forthwith after being passed, but no other notice shall be required for any such regular meeting except if subsection 136(3) (Notice of Meeting) of the Act requires the purpose thereof or the business to be transacted to be specified in the notice.
  • The Board shall meet at least four (4) times per fiscal year; two (2) of these meetings shall be in person before National Plenary is convened.
Job description
This job description comes from the CUP Human Resources Policy.

CUP Board Regional Director

A. Definition

i. CUP will ensure there is one director elected in each of the following regions: Atlantic Canada, Quebec, the Prairies, Ontario and B.C.;

ii. CUP regional directors will represent the member papers of their region at the CUP board level and act as a liaison between member papers and the National Office.

B. Goals

i. The CUP regional director’s primary duty is to encourage members to fulfill their responsibilities to CUP.

ii. The CUP regional director is also required to attend all CUP board meetings.

C. Resources

i. Budget permitting, the CUP regional director can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUP-related business and workshops at locations outside of the regional director’s home city, from National Office.

D. Member Communication

i. Phone/email all member papers by the end of August to make contact and outline the ways in which they can use the CUP regional director as a resource. The director should also determine how to continue contact with the member on a frequent basis.

ii. Respond to all member inquiries by email within 72 hours barring extreme circumstances.

iii. Initiate and maintain communication with member and trial papers with the least possible cost to CUP.

iv. Communicate regularly with the Bureau Chiefs for their respective regions to share information and coordinate services to papers in the region.

v. Work, in conjunction with the President, to seek and recruit new members within the region.

vi. Request (though not require) each constituent member’s constitution, budgets, staff positions and structures for archival and referral purposes by Sept. 21 of each year and make such documents available through the CUP website, with the permission of that member paper.

E. National Conference

i. Act as a resource for plenary and commissions at the National Conference.

F. Regional Conferences

i. Chair all plenary sessions held at regional conferences.

G. Reports

i. Write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.

ii. Provide a detailed transition report about his/her experiences in the position to incoming regional directors detailing work completed, challenges faced and items of concern and celebration. The report should also cover problems, or suggestions that may require special attention.

H. General

i. Directors will attend CUP regional conferences, the National Conference and Summer School as funds allow.

ii. Directors will perform other duties deemed important by the region.

iii. Directors are required to submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.

iv. Directors will read CUP’s constitution, standing resolutions and policy manual before the first board meeting.

I. Term of Office

i. The CUP regional director’s term will run for two years starting on May 1

ii. Regional Directors must be an active member of a CUP paper for the duration of the director’s term on the board.

J. Remuneration

i. The annual stipend for Regional Directors is outlined in the CUP budget. The stipend shall be divided by the number of in-person board meetings and an equal share will be paid out per meeting attended.

ii. The Regional Directors will receive 40 per cent of their stipend (considering two years’ stipend as a whole) in the first year of their terms, and the remaining 60 per cent in their second year of terms. If a Regional Director abdicates his/her position after completion of the first year, s/he thereby forfeits all of the remaining 60% of his/her stipend.

iii. 20 per cent of the stipend will be placed in conditional pay pending submission of an end-of-year report and fulfillment of this job description.

K. Discipline

i. Directors who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline policy.

L. Hiring

i. Regional Directors are elected by a simple majority vote (50 per cent plus one) following CUP policies for regional elections.

Election process & timeline
Timeline

Applications due Friday, Jan. 16, 2015 , 11:59 p.m. Eastern Time

Election: Morning of Saturday, Jan. 17 at regional members meetings

Regional Election Procedure (at Regional Plenary)

Plenary Room

Once quorum is reached, the doors to the plenary room will be closed.

No member may enter the room part way through the screenings.

No member who wishes to vote may leave the room.

Electoral Officers

A chief electoral officer (CEO) and one election scrutineer will run the election.

The CEO will be selected from the following list in descending order.

1) CUP president

2) CUP president-elect.

3) CUP National Executive

5) CUP regional director

6) CUP regional bureau chief (RBC).

7) Any person present, elected by a majority (50 percent plus one) vote of regional plenary.

 

CUP staff, directors and members may remove themselves from this list for any reason.

A possible reason for withdrawing is if the person is running again.

 

The scrutineer will be selected by regional plenary by a simple majority (50 per cent

plus one) vote.

 

Applications

Candidates for CUP regional director will submit their applications to the CEO before plenary convenes.

The starting time for this plenary session must be announced at least 24 hours in advance by the CEO

Candidates may submit a position paper and resume.

All applications must be submitted to the CEO no later than an hour before plenary starts

Candidates may stand for election in absentia

Candidates must prove that they will be staff at a CUP newspaper for the first year of their term.


Campaigning

No candidate shall be allowed to produce any campaign material, either electronically or not. i.e. Handbills, posters, T-shirts, Facebook pages

 

Questions

All candidates must leave the plenary room once elections commence.

The CEO will present all candidates’ applications to plenary.

The CEO and members present will approve up to five questions for each position. These questions may be prepared by the CEO and interested members in advance of plenary. All candidates for each position must be asked the same questions.

 

Interviews

Candidates will be allowed to present to plenary for 5-10 minutes.

The CEO, or an approved delegate, will ask the previously approved questions.

Each candidate may speak for no more than 30 minutes, including presentations and questions.

Candidates who run in absentia may request the CEO read some or all of their submissions to plenary.

 

Voting and Scrutineering

Ballots that are illegible or incorrectly filled out will be considered spoiled and therefore will not count in the elections.

Once every candidate has spoken, members will vote by secret ballot.

 

The CEO and scrutineer will then leave the plenary room together to count the ballots. The CEO will count them in privacy. The scrutineer will then independently count the ballots in privacy.

  1. The vote is considered valid if the scrutineer and CEO’s counts are the same.
  2. The vote is considered invalid if the scrutineer and CEO’s counts are not the same.
  3. The CEO and scrutineer must recount separately until the vote is valid.

Declaring a Winner

The winner is decided by a simple majority (50 per cent plus one).

If the first ballot does not achieve a majority for one candidate, the candidate with the least votes is eliminated and another vote is taken until a simple majority is achieved.

If there is only one candidate running for a position, a yes or no vote is taken. If a no vote is reached, the election is considered invalid for that position. The position then remains vacant until such time that another in-person regional plenary can be convened.

If there is a tie, a vote to break the tie occurs using the tiebreaking policy below.

Once a winner is declared, the scrutineer will destroy all ballots.

In the event of a tie

The CEO will inform plenary and the candidates for the position where voting has tied

The CEO and members will then determine an additional three questions. All candidates will be asked the same questions.

A second vote will take place, following the above procedures, after all candidates present have answered the additional questions.

If a second tie occurs, the CEO will inform plenary and the candidates for the position where voting has tied. The CEO will then open the floor to discussion from members. A third vote will then take place.

If a third tie occurs, the election is considered invalid for that position, and the vacancy shall be filled in accordance to the procedure outlined in CUP By-law.

CUP is hiring special issues coordinators:

We are looking for four volunteer special issues coordinators:

  • Queer issues coordinator
  • Anti-racism coordinator
  • Disabilities coordinator
  • Women’s issues coordinator

Applicants will be accepted until filled.
Submit your resume and cover letter or direct questions to to Jane Lytvynenko, national executive at executive@cup.ca. You must be a part of a CUP member paper to apply.

Queer issues coordinator job description

Queer Issues Coordinator
A. The Queer Issues Coordinator shall be selected by and from the Queer, Trans and Allies
caucus at the annual National Conference and shall commit to serving a one­year term
from May 1 to April 30 of the year that immediately follows
B. The Queer Issues Coordinator shall co­operate with the racial diversity, women’s issues,
and disability coordinators to increase awareness and coverage of the common ground
queer/trans and oppressed communities share, and the various intersections of these
groups.
C. The Queer Issues Coordinator shall encourage member newspapers and regional
conference coordinators to hold Queer, Trans and Allies caucuses.
D. The Queer Issues Coordinator shall maintain regular contact with newspaper staff and
bureau chiefs of each region with the specific aim of becoming aware of the problems
queer and trans staff within the region are facing.
E. The Queer Issues Coordinator shall advise, educate, and propose solutions to the
newspaper staff in order to resolve specific problems and conflicts queer and trans staff
are experiencing due to homophobia, transphobia or other forms of discrimination on
their respective papers.
F. The Queer Issues Coordinator shall review copy, graphics and coverage with newspaper
staff to eliminate homophobic, transphobic and discriminatory graphics and copy to
improve coverage of issues concerning queer and trans persons.
G. The Queer Issues Coordinator shall work to increase awareness of homophobic,
transphobic and discriminatory advertising and to encourage newspaper staff to refuse to
print homophobic, transphobic and discriminatory advertisements.
H. Should the Queer Issues Coordinator vacate his or her position at a CUP member paper,
he or she will forfeit the position of Queer/Trans Coordinator
I. Filling the position of Queer Issues Coordinator on an interim basis will be the
responsibility of the National Executive.
J. The Queer Issues Coordinator shall act as a resource to and, where possible, as chair of
the queer, trans and allied caucus.
K. The Queer Issues Coordinator shall advise the National Executive and regional bureau
chiefs on strategies to improve the involvement and representation of queer and trans
journalists within CUP.

Anti-racism coordinator job description

Anti­-racism Coordinator
A. The Anti-­Racism Coordinator shall be selected by and from the racial diversity caucus at
the annual National Conference and shall commit to serving a one­year term from May 1
to April 30 of the year that immediately follows.
B. The Anti­-Racism Coordinator shall co­operate with the disability, women’s issues, and
Queer Issues coordinators to increase awareness and coverage of the common ground
women and oppressed communities share, and the various intersections of these groups.
C. The Anti-­Racism Coordinator shall encourage member newspapers and regional
conference coordinators to hold racial diversity caucuses.
D. The Anti-­Racism Coordinator shall maintain regular contact with newspaper staff and
bureau chiefs of each region with the specific aim of becoming aware of the problems
racialised staff within the region are facing.
E. The Anti-­Racism Coordinator shall advise, educate, and propose solutions to the
newspaper staff in order to resolve specific problems and conflicts racialised staff are
experiencing due to racism or other forms of discrimination on their respective papers.
F. The Anti­-Racism Coordinator shall review copy, graphics, and coverage with newspaper
staff to eliminate racist and discriminatory graphics and copy to improve coverage of
issues concerning racialised communities and racism.
G. The Anti-­Racism Coordinator shall work to increase awareness of racist and
discriminatory advertising and to encourage newspaper staff to refuse to print racist and
discriminatory advertisements.
H. Should the Anti-­Racism Coordinator vacate his or her position at a CUP member paper,
he or she will forfeit the position of Anti­Racism Coordinator.
I. Filling the position of Anti­-Racism Coordinator on an interim basis will be the
responsibility of the National Executive.
J. The Anti­-Racism Coordinator shall act as a resource to and, where possible, act as chair
of the racial diversity caucus.
K. The Anti­-Racism Coordinator shall advise the National Executive and regional bureau
chiefs on strategies to improve the involvement and representation of racialised
journalists within CUP.

Disabilities coordinator job description

Disability Coordinator
A. The Disability Coordinator shall be selected by and from the disability caucus at the
annual National Conference and shall commit to serving a one­year term from May 1 to
April 30 of the year that immediately follows.
B. The Disability Coordinator shall co­operate with the racial diversity, women’s issues, and
queer issues coordinators to increase awareness and coverage of the common ground
women and oppressed communities share, and the various intersections of these groups.
C. The Disability Coordinator shall encourage member newspapers and regional conference
coordinators to hold disability caucuses.
D. The Disability Coordinator shall maintain regular contact with newspaper staff and bureau
chiefs of each region with the specific aim of becoming aware of the problems staff with
disabilities within the region are facing.
E. The Disability Coordinator shall advise, educate and propose solutions to the newspaper
staff in order to resolve specific problems and conflicts staff with disabilities are
experiencing due to ableism or other forms of discrimination as it pertains to visible and
invisible disabilities on their respective papers.
F. The Disability Coordinator shall review copy, graphics and coverage with newspaper staff
to eliminate ableist and discriminatory graphics and copy to improve coverage of issues
concerning persons with disabilities.
G. The Disability Coordinator shall work to increase awareness of ableist and discriminatory
advertising and to encourage newspaper staff to refuse to print ableist and discriminatory
advertisements.
H. Should the Disability Coordinator vacate his or her position at a CUP member paper, he
or she will forfeit the position of Disability Coordinator.
I. Filling the position of Disability Coordinator on an interim basis will be the responsibility of
the National Executive.
J. The Disability Coordinator shall act as a resource to and, where possible, as chair of the
disability caucus.
K. The Disability Coordinator shall advise the National Executive and regional bureau chiefs
on strategies to improve the involvement and representation of journalists with disabilities
within CUP.

Women issues coordinator job description

Women’s Issues Coordinator

A. The Women’s Issues Coordinator shall be selected by and from the women’s issues
caucus at National Conference and shall commit to serving a one­year term from May 1
to April 30 of the year that immediately follows.
B. The Women’s Issues Coordinator shall co­operate with the anti­racism, disability and
queer issues coordinators to increase awareness and coverage of the common ground women
and oppressed communities share, and of the overlap of these groups, such as in the
case of lesbians, women of colour, Third World women, and women in national liberation
struggles.
C. The Women’s Issues Coordinator shall encourage member newspapers and regional
conference coordinators to hold women’s caucuses.
D. The Women’s Issues Coordinator shall maintain regular contact with newspaper staff and
bureau chiefs of each region with the specific aim of becoming aware of the problems
female staff within the region are facing.
E. The Women’s Issues Coordinator shall advise, educate, and propose solutions to the
newspaper staff in order to resolve specific problems and conflicts female staffers are
experiencing due to sexism on their respective papers.
F. The Women’s Issues Coordinator shall review copy, graphics, and coverage with
newspaper staff to eliminate sexist graphics and copy to improve coverage of issues
concerning women and sexism.
G. The Women’s Issues Coordinator shall work to increase awareness of sexist advertising
and to encourage newspaper staff to refuse to print sexist advertisements and to boycott
companies with sexist policies.
H. Should the Women’s Issues Coordinator vacate her position at a CUP member paper,
she will forfeit the position of Women’s Issues Coordinator
I. Filling the position of Women’s Issues Coordinator on an interim basis will be the
responsibility of the National Executive.
J. The Women’s Issues Coordinator shall act as a resource to and, where possible, act as
chair of the women’s issues caucus.
K. The Women’s Issues Coordinator shall advise the National Executive and regional
bureau chiefs on strategies to improve the involvement and representation of women
within CUP.