Description:

This section of the UCLA Communications Board Policies & Procedures Manual provides information about the financial principles and operations of the Communications Board and the Student Media.

Purpose: 

To foster understanding and trust with the UCLA community, the Communications Board wishes to clearly describe the financial guidelines and operations of the Student Media.

I. Advertising
Description:

This document provides the statements comprising the UCLA Communications Board advertising policy.

Statement of Support of the UCLA Student Conduct Code

The UCLA Communications Board fully supports the UCLA Student Conduct Code and will not accept advertisements for activities which are prima facie violations of the UCLA Student Conduct Code.

Statement of Non-Discrimination in Advertising

The UCLA Communications Board fully supports the University of California’s policy on non-discrimination. The student media reserves the right to reject or modify advertising portraying disability, age, sex, or sexual orientation. It is the expectation of the Communications Board that the student media will exercise the right fairly and with sensitivity.

Complaint Procedure

Any person believing that any advertising in the student media violates the Board’s policy on non-discrimination or the Student Conduct Code should communicate his or her complaints in writing to the Business Manager, (name of student medium), 118 Kerckhoff Hall, Westwood Plaza, Los Angeles, CA 90024-1641. For assistance with housing discrimination problems, call: UCLA Housing Office (310) 825-4491, or Westside Fair Housing (310) 473-3949.

Statement of Right to Refuse and Revise Advertising

Student Media reserves the right, at its sole discretion, to revise or reject any advertisement or portion thereof. Publication of an advertisement shall not affect its right to revise or reject such advertisements thereafter.
Approved: May 2, 1974
Amended: October 14, 1976
Amended: May 5, 1983
Amended: May 21, 1987
Amended: June 6, 2000
II. Budgets

Budget Authority

Student Media budgets are binding on the Editors-in-Chief, General Managers, and staffs of all Student Media, members and officers of the Board, career employees of the Board charged to the Communications Office and all other persons and organizations connected with the Board or any of its media, unless subsequently changed by Board action.

Any annual budgets or annual budgets changed by Board action are binding as if they were annual budgets. Changed annual budgets shall be submitted to the Operations Committee, before a deadline that the Communications Board establishes, and reviewed and revised by the Committee before being submitted to the Board for its action.

Financial Statements

Monthly financial statements shall be furnished to Board members, Editors-in-Chief, and General Managers as soon as they become available at the close of each month’s business.

Public Information

A reasonable number of copies of any budget or any budget request shall be furnished to any interested party. The budgets, financial records and other items of similar nature of the Communications Board are public property, open and available for examination by anyone during the regular working hours of ASUCLA.

Budget Development

As a matter of policy and fiscal prudence budgets must be balanced. All operating budgets in a given fiscal year must be fully budgeted for, and those expenses must be covered by budgeted sales. To the extent permitted by agreements with the University administration, and where otherwise feasible, some net revenue should be budgeted to provide for future major capital expenditures, and to provide adequate financial security against adverse financial results in a given year.

Communications Board policy requires that each student medium cover its controllable expenses. The Board may also require a publication to cover a portion of overhead expenses. Student media which do not cover these expenses for two successive fiscal years are subject to formal evaluation by the Communications Board.

Further Guidelines

In order to foster the development of

  • student publications which will thrive and continue to develop over time
  • sound budget development
  • fair and equitable treatment of the staff

The Communications Board Operations Committee may implement other guidelines for annual budgets.

Deadlines

Student Media budgets are submitted to the Operations Committee no later than 30 days prior to the fiscal year.
The Communications Board annual budget is made available to the Board members twelve (12) days in advance of the Board meetings at which they are expected to vote on it.
Approved: April 17, 1974
Approved: October 17, 1983
Amended: April 5, 1984
Removed from the ByLaws
Amended: February 13, 1986
III. Distribution

Print Run

The number of copies printed determines, in part, the breadth of the audience reached. Accordingly, the Communications Board establishes a minimum press run to ensure appropriate distribution. The maximum number of copies printed impacts the budget, and because of its significance, is approved by the Communications Board.

The Daily Bruin

The Daily Bruin is published weekdays during the regular school year, except for holidays.

Summer Bruin

Summer Bruin is published one, two or three times a week during the summer academic period.

Newsmagazines

Al-Talib, Fem, Ha’Am, La Gente, Nommo, Pacific Ties, and Ten Percent are published at least once per quarter.

Bruin Life Yearbook

Bruin Life is published annually.

Other Publications

Other publications schedules are determined by the Communications Board.
IV. Photographic expenses

Insurance

The Communications Board will provide all media staff photographers with insurance for camera equipment. The Board will pay for the cost of the premiums. The insurance will cover the cost of repairing or replacing any camera equipment being used by a Student Media photographer while on assignment. Photographers eligible for this insurance must be paid staff photographers and must have signed the insurance policy forms required. The claimant is responsible for the $250 deductible.

Approved: January 26, 1978; Amended: February 9, 1978; Amended: May 9, 1985

Resale of Photos

Re-sale of Communications Board publication photographs shall be handled by the current Daily Bruin photo editor. The editor is responsible for informing the potential customer of prices and directing the customer to the Daily Bruin cash register to pay for any prints. Once the customer has paid for a print, he/she must furnish the photo editor with the receipt. Then the photo editor is responsible for supplying the customer with the desired print as soon as possible.

Rates will be established by the Media Director each year.

Approved (undated) Amended: May 9, 1985

V. Scholarship Fund
Description: This policy establishes the funding source for scholarships and outlines the general structure of scholarships.

Interest Revenue

Interest revenue generated by Communications Board cash and cash equivalents shall be used to fund scholarships for Student Media participants.

Scholarship Type

There are two classes of scholarships: Permanent and Occasional. Permanent scholarships receive priority in funding. Occasional scholarships, which will be funded every year if possible, will be reduced should interest revenue fail to support program expense.

Scholarships

Scholarship programs and details concerning award amounts and selection of recipients shall be approved by the Communications Board.

Program Review

The board will review the scholarship program during the annual budget cycle. Interest revenue projections will determine the size and scope of the overall program.
Approved:  January 22, 2001
VI. Staff Wages
Description: Wage rates and staffing levels shall be specifically approved by the Communications Board. The Communications Board shall maintain a schedule of all approved classifications, titles, and wage rates.

Staff Stipends

Stipends of Staff Members cannot exceed approved rates. The number of positions may vary within the total amount budgeted for stipends.

All student advertising representatives shall be paid their commissions at Communications Board approved rates on commissioned advertising.

Amended: April 4, 1985
VII. Surplus Revenue
Consideration:

Annual surpluses created by media operations are to be restricted in their use. This policy establishes how the Communications Board shall structure its general fund in which surplus revenue is saved as cash and cash equivalents by indicating how much cash it shall hold in reserve, how much it can commit to development, and how interest revenue generated by the Communications Board general fund shall be used.

The Communications Board general fund of cash and cash equivalents shall be structured according to the following:

Development Funds Cap

This portion of the reserve is available to the Communications Board to use as development capital. All cash and cash equivalents that exceed the Operational Reserve Fund level are available to fund the development of new media and other projects.

This policy does not require the Board to spend these funds, but instead caps the amount of capital available to the Board for these purposes. Expenditure of these funds requires Communications Board approval.

Operational Reserve

This portion of the reserve would fund operations when expense exceeds income or in the event of any emergencies. This Operational Reserve Fund shall be 20% of the annual operational expense budget.

General Fund Interest Policy

Interest from the general fund may be used to fund student scholarships.
Approved: January 22, 2001