Training Manual
Welcome
Thank you for becoming a part of the WVCW Radio family. We hope that you will find you time here to be a fun and rewarding experience. This manual will guide the day-to-day operating procedures of WVCW for the members of the radio station staff. If you have a situation that you are unable to solve, this manual will assist you. If the manual is unable to provide a solution, ask a member of the Executive Staff or one of your advisers for more assistance. The marketing strategy and executive staff contact information will be reissued to you any time there is a change. Radio is a lot of fun and WVCW Radio is not just a place of work – it’s a community of people you will grow to care about and with whom you’ll live through some of the coolest experiences you can have while in college. WVCW is a place for students of different backgrounds, majors, interests, and music tastes to come together and be connected by a common thread. We’re excited to get to know you and hope that the time you spend at WVCW provides you with good memories and unforgettable opportunities. It is YOUR responsibility to comprehend this manual.
Our History
WVCW began as WJRB (James River Broadcasting) radio in 1967 in the basement of the Milhiser House on West Franklin Street. Back then, the station broadcast was on what was called “carrier current” AM radio. Using a very low power AM transmitter, a radio signal could be sent through the electrical wires into a building to a listening audience. That audience was made up of students living in the dorms and those dining in the Hibbs dining hall. In the late 1970’s, WJRB was renamed WVCW, as a way to more closely identify the radio station as the radio station at VCU. WVCW was chosen because the university would not allow the station to use the call letters WVCU. The last “W” or “double U” was a way for the station to “stick it to the man.” WVCW continued
broadcasting on carrier current until the late 1990’s. In 1991, the station moved from the Milhiser House to a new location in the T. Edward Temple building. It was there that the radio station began transitioning to the new millennium, first by broadcasting on cable FM radio, then by adding digital studios in the late ‘90s and beginning to broadcast online in 2002. WVCW moved to our current location the VCU Student Media Center in 2004. From there WVCW continued to grow and change, even broadcasting on regular FM radio for the first time in our history through a partnership with WTJU, the radio station at UVA. WVCW underwent a major studio renovation in 2017, which included upgrades to both the broadcasting equipment and the production studio. This renovation was the first major upgrade to the station in over 25 years and provides students with a state-of-the-art learning environment. WVCW has received numerous awards for programming and production, and has broadcast major events from September 11th to presidential elections. WVCW is also home to live broadcasts of VCU Athletics and the radio home to major Richmond events such as the annual Christmas parade on Broad Street.
Our Mission
Our mission is to enrich our community by providing programming curated from students of all backgrounds, while providing students experiential learning opportunities. From WVCW’s bylaws our mission is to provide entertainment, news and other informative material to the members of Virginia Commonwealth University, including but not limited to the students, faculty and staff of the university. WVCW also will actively seek ways to provide training in the field of broadcast communications and its procedures.
Organization
The WVCW Radio General Manager candidate are put forth by a vote of active members each February. After an interview with the Student Media Board, the elected GM begins their term on May 1. The GM hires their staff and oversees the day-to-day operation of the station. The Board, the Student Media Director, Business Manager, Creative Media Manager, and Adviser are there to advise and support the GM throughout the year. SMB General Manager
Director Bus. Manager Creative Media Manager
Program Director
Production Director
Music Director
News Director
Chalkboard Sessions Director
Promotions Director
Sports Director
Assistant Music Director
News Team
Chalkboard Assistants
Promotions Staff
Sports Team
Music Staff
Airstaff/DJs
General Manager
hello@wvcw.org The General Manager of WVCW is the figurehead of the station and the representative of the station within the university, as well as manages the station’s image in the community. The GM is also in charge of making sure that all radio proceedings go smoothly. The GM works to make sure that all of the other management staff is doing their jobs. The GM also helps to organize events and opportunities for the station and is responsible or big picture stuff and long term planning for station.
Program Director
programming@wvcw.org The Program Director is second in command at WVCW Radio. The PD steps in when the GM is unavailable. The PD’s primarily responsible for creating the WVCW Radio schedule, reviewing Specialty show applications, training and recruiting incoming DJs, building specialty show and automation clocks in GSelector, airchecking all shows, scheduling and reporting on all radio ads, building a programming team and ensuring that DJs are following the rules outlined in this manual. The Program Director is also responsible for reviewing the Studio Checklists once a week, which they will sign and date, then store in the WVCW office for one year.
Street Team
Music Director
music@wvcw.org The Music Director screens all of the music that comes into the station to decide what will be added into regular rotation. The MD also monitors and organizes the music library, maintains relationships with record companies, and manages a team of volunteers interested in screening music. The MD works closely with the Promotions Director to maintain relationships with local venues and coordinate any giveaways/tickets/interview requests in a manner most beneficial to the station as a whole. The MD is responsible for re-running the clocks set by the PD any time new music is added to the station.
Sports Director
sports@wvcw.org The Sports Director keeps track of VCU sports schedules, and produces live broadcasts of VCU Basketball games. They are the primary contact with VCU Athletics and must maintain that working relationship. The Sports Director manages (or delegates) access to and is responsible for running the WVCW Sports Twitter. The SD manages a team of volunteers to produce audio and web content for most VCU Athletics games.
Production Director
production@wvcw.org The Production Director is responsible for conceiving and creating various liners, sweepers, promos, and ads for WVCW Radio. This includes working with specialty shows to develop any show-specific imaging and assisting the HUMS 291 class with producing on-air events. The Production Director is also responsible for editing and uploading podcasts and award submissions for contest entries.
News Director
news@wvcw.org The News Director is responsible for producing a daily news update to run at the top of every hour. They are also responsible for compiling a news team and producing an hour-long news broadcast weekly, in addition to special event news coverage.
Chalkboard Sessions Director
is hired. The Program Director is ultimately responsible for all duties outlined in both positions regardless of staffing decisions.
Student Media Director
The SMD manages the entire Student Media department. They are essentially the GM of the entire SMC responsible for building and maintaining relationships for the SMC throughout the campus community. If you have any issues with, or exceeding the authority of, the WVCW advisers, the Student Media Director is the top of the SMC food chain.
chalkboardsessions@wvcw.org The Chalkboard Sessions Director is responsible for scheduling, recording, editing and releasing Chalkboard Sessions. The CSD also manages the team of volunteers that record and produce the videos. The CSD is responsible for contacting local and touring bands and alerting the SMC of any scheduled sessions.
Creative Media Manager
Promotions Director
Business Manager
outreach@wvcw.org The Promotions Director is in charge of updating WVCW’s social media and works to promote the radio station on and off campus through a mix of on-air and in-person promotional events. The Promotions Director is responsible for updating WVCW social media several times daily (including weekends), with no fewer than 20 posts across all channels a week. The Promotions Director is also in charge of securing giveaway items for the station and publicizing and/or creating station events (one per month, not counting HUMS 291 course events), and staffing the weekly Music Mondays table in the Compass.
Assistant Music Director
The Assistant Music Director works alongside the Music Director organizing the library, screening music, contacting record companies, and completing any other tasks to keep the Music Department running smoothly. The Asst. Music Director is responsible for maintaining the WVCW Events Calendar. *Asst. MD duties fall to the acting MD if no Asst. MD is hired. The Music Director is ultimately responsible for all duties outlined in both positions regardless of staffing decisions.
Assistant Program Director
The Assistant Program Director works alongside the Program Director to perform airchecks, schedule automation, train DJs and any other tasks to keep the Programming Department running smoothly. *Asst. PD duties fall to the acting PD if no Asst. PD
The CMM manages a team of SMC-employed student graphic designers and advises the student organizations at the Student Media Center. They are the go to for any design work required by WVCW and other Student Media orgs. Any decisions about printing must go through the CMM to ensure quality and consistency. The Business Manager manages the finances and human relations functions for the department. The Business Manager handles all of the funds at the SMC. The Business Manager also manages the SMC-employed Ad Sales staff and sets sales goals for the Semester. The current Student Media Business Manager, Jacob McFadden, functions as the de-facto engineer for WVCW.
WVCW Advisers
The advisers are here to help. They give advice on the operation of the radio station. They are not there to run the station. Advisers help with engineering, training, budgeting, HR, and other areas of the radio station. The advisers urge students to strive for excellence in all areas of radio operations, however they do not have any responsibility for final decisions made by station staff.
HUMS 291 Instructor
The HUMS 291 Instructor teaches the radio class and works closely with the radio station. They work with the station to schedule radio shows for the class students and are in charge of three class promotion events during each semester.
Training Process
All VCU students are welcome to participate in WVCW Radio as a DJ, department volunteer, or any other position necessary to the operation of a successful radio station. Those interested in hosting a show must first complete the new DJ application. Once completed, the Programming Director will contact those approved to continue on to the training phase. The training process begins first with a meeting to go over this training manual in detail and a training lesson on studio equipment. Once this meeting has been completed, each new trainee will be assigned to a show to shadow. After one shadow shift, DJs are ready for their first hour-long format show, which will be shadowed by the Program Director or other approved staff assigned by the Program Director. Once the trainee has completed their shadowed show, they are scheduled for a timeslot and will continue a format show for a month, 4 shifts at minimum. During this time, the Programming Team should be providing weekly aircheck notes to new DJs new DJs are just as responsible for making sure their show is being reviewed as the Programming Team is to review it. After the first month (assuming the trainee has shown sufficient improvement and incorporated Programming Team feedback), trainees are permitted to submit a specialty show application as they continue to work their format shift while awaiting approval.
Equipment, Music, Furniture
Do not, under any circumstances, reconfigure, rewire, or in any way modify equipment in the on-air studio, production studio, or office. If you encounter problems with the equipment, describe the problem, in detail, in an email to hello@wvcw.org with the subject line “Equipment Issue- HH:MM- MM/DD/YY.” Do not attempt to fix malfunctioning equipment yourself. Do not, under any circumstances, load software on any of the computers in WVCW Radio’s studios. In addition, do not change any settings or make any adjustments to the computers. Do not reconfigure furniture or anything else within the studios or the office. If you have an idea for improving furniture placement, please inform the General Manager. Chairs and stools may be moved as needed, however must be returned to their original spot once no longer in use. Do not load any music into the station’s library without permission from the Music Director or Program Director. Unauthorized files will be deleted and action will be taken against the uploaders. Do not remove any equipment, office supplies, CDs or other items without approval from a member of the executive staff. Removal of these items without authorization is considered theft, even if return is intended. Any
theft of WVCW Radio property will be referred to the VCU Police for criminal prosecution.
Marketing Model
TARGET 18-25 College Student VCU Community PRODUCT Alternative programming to commercial radio Music, Sports, News, Specialty Live Events Education Opportunities POSITION (On-Air Brand) WVCW, student-run radio at VCU. It’s not good, it’s good enough. It’s like Richmond radio..only good. MARKETING: Website App Social Media Live Events Outreach On-Air
Basic Rules
• Under no circumstances is smoking allowed inside the Student Media Center. • Food and drinks are not permitted under any circumstances in the on-air studio, or the production studio. Violations are punishable by immediate termination. Food & drinks are allowed in the WVCW Radio office. • Arrive at the station at least 15 minutes prior to your show in order to prepare and check that equipment is functioning properly ahead of your show. • DJs are expected to do their show every week at their scheduled time slot. Once three shows are missed for any reason, you will forfeit your time for the remainder of the semester. • Fall Specialty Show DJs must stick to guidelines outlined in their approved show proposal, unless discussed with the Program Director and approved in writing ahead of the broadcast. • If you cannot make your show, find someone to cover it and get the Program Director to approve that substitution in writing ASAP. Unapproved guest hosts will not be tolerated and will count as a strike against both DJs. • Specialty Show DJs are expected to have their music prepared 72 hours in advance of their show and the Music Director, Program Director, or General Manager may
check at any time. Music must be uploaded to Zetta in the appropriate category (as dictated by the PD/MD) 48 hours before the show. • DJs are solely responsible for any and all actions taken by guests in the studios. • DJs are responsible for cleaning up the studio after each use. DJs must ensure that the board, Audition computer, Zetta computer, headphones and general materials have been returned to their proper settings/ places before exiting the studio. DJs must also fill out the studio checklist anytime they enter the studio. • Staff as a collective is responsible for keeping the office clean. Do not leave any of your belongings in the office and always make sure to throw away or recycle anything that you do not want. • All on-air talent is responsible for ensuring that a recording of their show is made on the Audition computer in the studio. Failure to record your show will count as a missed show. Shows must be saved as an MP3 and titled with your SHOW NAME and the AIR DATE.
Penalties
Penalties will be delivered as a written warning (first offense), one week suspension (second offense), and termination (third offense). The written warning will come from an executive staff member and the General Manager will be alert-
Zetta
WVCW uses RCS Zetta as our music automation system. All of the music that plays on the station is housed within Zetta. The logs are programmed by the Program Director,
ed of the warning. Any DJ suspended (second offense) will forfeit their air slot and any responsibilities held at the station. All disciplinary actions will be described in writing and will be delivered by email. All disciplinary action can be appealed to the executive staff as a committee, minus the staff member that filed the initial warning. Offenses that violate rules of the FCC, violate rules of the university, violate laws of Virginia or the United States, or damage WVCW equipment will result in immediate revocation of door access and termination. These offenses may not be appealed. If the subject of a disciplinary action is not satisfied with the decision of the General Manager, they may appeal to an adviser, followed by the Director of Student Media, and finally the Student Media Board. All appeals must be submitted within a week of each decision release.
and all music is chosen by the Music Director and their team. The songs are scheduled by category and are designed to shape the sound of WVCW Radio. Do not make changes to the music log without prior approval in writing from the Program Director or the Music Director. Zetta is divided into three sections: The active carts, the music log, and hotkeys.
Zetta Logs The music log is a rundown of every song that has been scheduled to play that day. You can see songs that previously played by selecting the hour from the top of the chart. To return to the current hour, press the home icon. The current song that is playing will be marked by a green bar over the song title and a play icon under status. When the station is in full automation, the songs will continue playing no matter what you do as the DJ. When the station is in Live Assist mode, the station will continue playing until you give it a stop chain. To stop the chain, click on the icon next to the song located under the chain column. Change it to a stop and it will stop the chain after playing that song. The station will resume when you hit the play button. When automation is off, the station will not play the next song until the DJ hits the play button. This feature should not be used unless authorized by the Program Director.
Zetta Hotkeys There is a bank of easy access hotkeys that can be created for your show. These keys can include production elements and songs. These elements can be played simply by pressing the hotkey with the desired event. It will begin playing on air immediately. To create a hotkey bank for your show, talk with the Program Director about getting one set up.
Zetta CARTS
At the top of the Zetta screen there is the now playing area of the program. This will list three items: the current song, and the next two songs upcoming. These songs are divided in to carts labeled 1, 2, and 3. Each label corresponds to a pot on the board labeled Cart 1, Cart 2, and Cart 3. These pots control the levels of these songs.
Zetta Macros
In order to create a backup recording for some programs such as class shows, Zetta utilizes Macros. The Macro will appear on the top line of the cart section when recording and cannot be deleted or skipped.
In the log, the macro will appear immediately following the Top of the Hour. The times next to the songs will show the length of the macro and will make it appear as if the next event will not play until the macro is finished. That is not the case. The macro will not change the hour for the show and the times will be corrected once the macro begins recording. DO NOT EVER TRY TO REMOVE/SKIP THE MACRO EVENT. Just ignore it and allow for the next event to play as scheduled.
COMREX
Members of WVCW Radio’s Sports Department use the Comrex to broadcast sporting events. It is also used by DJs who are doing live remotes. The Comrex is a device used to broadcast from places other than the on-air studio. Use of the Comrex requires a remote DJ and a DJ in studio. Remote Instructions: 1. Turn on Comrex and plug in signal to USB port 2. Put in charger to back of Comrex and other end in an outlet (if low battery) 3. Connect headphones to back of Comrex 4. Find IP address 5. Send IP address back to studio via text or call on your phone
In-Station Instructions: 1. On Comrex site (already in background) type in IP address and any name for network. 2. Click connect. Remain in the studio to monitor connection and quality.
Headphones
Headphones are one of the most important pieces of equipment when it comes to a successful broadcast. Headphones are the most accurate way a DJ can hear what’s going out over the air in real time. The headphones are located on hooks underneath the console, near each microphone. The controls for the headphones are on the small black boxes on top of the console. These controls can be adjusted to each DJ’s needs. Headphones must be worn on air. There are no exceptions. DJs and guests are more than welcome to bring their own headphones into the studio. WVCW Radio is not responsible for lost, damaged or missing headphones. Do NOT hang headphones on the microphones, we have hooks for them! Hanging the headphones on the microphones can be damaging, and you don’t want to be responsible for damaging station equipment! H.H.H (Hang Headphones on Hooks).
Board
The board is the mothership of the radio station. It controls the on-air computer and all of the equipment. On the board there are 12 pots. Each pot is labelled with what piece of equipment it controls.
There are two program settings on the board, 1 and 2. Any pot set to program 1 is broadcasting on air. Program 2 only broadcasts in the studio. Program 2 provides one of the most useful features on the board: the ability to preview anything prior to playing it on the air. On the right side of the console, there are 3 knobs. Each knob controls the volume of different things. Do NOT take the tape off of the middle knob or right knob. They do not need to be adjusted for any reason. The knob labeled CR (control room) controls the volume of the monitors (speakers) in the studio.
TurnTables
The turntables can be used during any specialty show. You may only use your own mixer with approval from the General Manager. In order to obtain permission, email hello@wvcw.org with the model and make of your mixer. Approval will be granted on a case-by-case basis, and can be denied at any time. How to use the turntables: 1. Turn on the mixer with the switch located on the back 2. Power on the turntables 3. Turn on the pot labelled VINYL on the board 4. Adjust the volume of the turntables and pot accordingly on program 2 5. Switch the pot to program 1 and broadcast live WE INTERRUPT THIS BIT ON TURNTABLES TO BRING YOU AN IMPORTANT LEGAL MESSAGE: Did you know that there are a set of rules that you need to follow when it comes to playing a record (or any music for that matter)? Among those are the “performance complement” rules:
1. No more than 4 tracks by the same featured artist (or from a compilation album) may be transmitted to the same listener within a 3 hour period (and no more than 3 of those tracks may be transmitted consecutively). 2. No more than 3 tracks from the same album may be transmitted to the same listener within a 3-hour period (and no more than 2 of those tracks may be transmitted consecutively). This policy is part of our webcast licensing agreement, but it is also a part of United States Copyright law. The law establishes rules that say online radio can’t play too many songs in a row by a single artist to make sure that people continue to buy music.
PSAS
A public service announcement (PSA) is a message in the public interest, disseminated without charge, with the objective of raising awareness or changing public attitudes/behaviors toward a social issue. Each DJ is expected to air 1 PSA during each hour of their show. DJs are permitted to play a recorded PSA from Zetta or do a live read of a PSA that is in the studio. DJs are also permitted to write their own PSAs if they have taken HUMS 291: Working in College Radio or received training on PSA writing. All original PSAs must be approved by the Program Director with at least 24 hours notice.
LOGS
Music Logs As previously mentioned, the DJ will find the music log pre-programmed into Zetta. Format shows are required to follow the music log as scheduled. If there are any changes made to the log, DJs should record each change and e-mail it to the Program Director and Music Director. Specialty shows are allowed to provide their own music to program into the logs. That music will be programmed into Zetta and will appear in the Zetta log. Specialty shows are not required to alert the Program Director and Music Director to changes in their logs as long as the music has been pre-programmed into Zetta. Traffic Logs – logs affirming that ads/underwriting were delivered/aired. If you are scheduled to read or play a pre-recorded advertisement or underwriting spot, you need to record the date/time of the airing and sign the traffic log. Traffic logs are to be placed in the folder in the studio to be reviewed. Failure to complete a traffic log/air spots when scheduled will count as a strike toward your show.
Special programming
Occasionally, WVCW Radio will air special programming that will require pre-emptions of radio shows. Special programming includes: • Live Sports
• Promotions • Special Guests • Breaking News • In-studio performances • Radio Class on-air events • Other events deemed “Special Programming” by the WVCW Executive Staff The full list of games that WVCW will be covering live on the air will be posted in the WVCW office ASAP (no more than one week after the official game schedule is announced). WVCW reserves the right to add or remove games, but will notify any affected DJs in writing within 24 hours. If VCU advances to the tournament stage of any particular conference, WVCW will do their best to let DJs know in advance of any coverage. Due to the nature of those tournaments it may be impossible to provide adequate warning.
Legal ID: At the top of the hour, every hour, the station’s Legal ID must be played or said. A legal ID is a station’s call letters followed immediately by the city of license. Our top of the hour is WVCW Radio, Richmond, VA, online at WVCW.ORG.
Airchecks
Airchecks are critiques of your show and will be conducted by a member of the programming staff at least twice per specialty show during the semester. During an aircheck, the Program Director or their designated appointee will listen to your show and provide notes on what areas of your show are working and other areas that need improvement. They will then meet with you to discuss these notes and assist with any questions that you may have. The aircheck is an opportunity for the station to provide feedback to the DJs in an effort to help you improve your show and to ensure that all shows are adhering to the WVCW policies and procedures. If you have not received an aircheck and would like to schedule one, contact the Program Director via e-mail and copy the General Manager.
Clocks WVCW utilizes multiple clocks for broadcasting of shows. The main clock is the format show clock. This clock involves six talking breaks and 13 songs during a standard hour. This clock is used for format shows and the HUMS291 Working in College Radio students. Specialty shows and special programming utilize program specific clocks which are developed by the show DJs, the Program Director, and the Music Director.
Shifts
Missing Shifts: Missing shifts causes considerable hardship for everyone at the station. It might not seem like a big deal since we run automation through Zetta. However, since we also schedule clocks for shows, missing breaks can cause the automation to deviate from the clock.
If you know in advance that you will not be able to fill your shift, you are responsible for finding a replacement and letting the Program Director know. During breaks, excluding winter break, you are permitted to continue your show, so long as the Program Director has approved it. Missing shifts during breaks does not count against you. During midterms and finals, DJs are also not expected to continue their shifts. Late to Shifts: If a DJ is going to be late to a shift, they must notify the Program Director. Showing up late to a shift can ruin the automation schedule in the same way that missing a shift can. Being 15 minutes or more late counts as missing that shift. Starting a show late does not grant the DJ any excess time on the backend of their show, regardless of whether there is a show following them or not. If a DJ is late for 3 consecutive shifts, there is potential for disciplinary action. Contact the Program Director with any concerns about your shift time. The on-air schedule is redone each semester via the Program Director to accommodate the new course schedule of all DJs. Once you commit to a slot, you are generally expected to meet that commitment week after week. Scheduling time slots is done via Doodle – you should list any availabilities you have week-to-week. Use the comments feature to specify any preferred time slots. WVCW Radio reserves the right to schedule your show during any time slot you have marked as being open. Any show pre-empted by breaking news, events or live sports coverage is not counted against the DJ. Make-up shows or Podcasting options may be available, depending on the show.
Guests
Guests must be approved by the Program Director or Assistant Program Director. In order to have a guest, you must email the guests@wvcw.org with the name of the guest, their email, purpose for their appearance and the date(s) they will be on the show. Once completed the DJ and guest will receive an email with the guideline for on-air conduct. Guest must fill out a Google form, accepting responsibility. This process must be complete 24 hours before the show’s timeslot. Any guests in violation of the guidelines will not be permitted to be a guest for the remainder of semester and will be allowed back on a case-by-case basis. Any guest that reoccurs more than twice on any show within a month, must complete the WVCW Radio training process (“special guests” are exempt from this policy). Refusal to do so will disqualify them from being a guest on any other WVCW Radio show. Special guests include university representatives, members of other student media organizations, SMC staff, touring bands, or anyone deemed a special guest by WVCW Radio Executive Staff.
Specialty Shows
Specialty programming focuses more on specific topics or genres of music to suit the tastes of the community. Specialty shows do not have to be music based. Specialty Show Approval: Following the completion of the DJ training period, with 4 successful solo format shows, DJs will be permitted to submit a specialty show proposal. The proposals will be reviewed and feedback will be distributed by the Program Director. Specialty show hosts are required to go on air at least 4 times in their show and are still required to feature the Legal ID at the top of each hour. They must still play station imaging during their show, though they are allowed to work with the Production Director to create specialty-specific imaging. Any ads sold on WVCW must be played or read at the exact time in the exact format as dictated by the PD. Since demand for specialty shows is high, and the number of hours available in the schedule is limited, specialty show DJs are expected to promote their show adequately. Once a specialty show is approved, they must submit a design request to the General Manager for a show logo (SMC Graphic Designers can design this for free), work with the Production Director to record at least 1 show promo, and submit content to the Promotions Director for distribution on WVCW’s social media accounts. Specialty Show DJs are required to keep and update a social media page/account specific to their show. The page must include reference to WVCW and tag the official WVCW Radio account in their posts. These pages must be updated more often than a few posts before you go on-air telling people to listen. WVCW Radio owns all show titles, musical/verbal content, and recorded material that airs and reserves the right to cancel a specialty show at any time. Copies of recorded shows can be provided to the DJ at any time within one calendar year following the original broadcast.
Station Programs
Regular rotation: Since the station’s audience is so diverse, our regular rotation reflects that with diverse music choices, selected by the Music Director and their team. If a DJ has a suggestion for music to add, they should talk to the Music Director. If a DJ notices repeats or issues with any of the songs playing on regular rotation, they should notify the Music Director immediately. DJs should never criticize or complain about the music playing in regular rotation on the air. If a first-time listener was to hear a DJ complain, they wouldn’t be likely to continue listening. Complaints may be made to the music department.
Defamation
The definition of defamation is the communication of a false statement that harms the reputation of an individ-
ual person, business, product, group, government, religion, or nation. It may be spoken, which is called slander, or written, which is called libel. It is possible to slander any person who is not a public figure. If you need to question whether someone is a public figure, then don’t say anything. If you think that something should probably not be said on air, then don’t say it. In this situation, a poor decision could not only affect you but could also cause problems for the station as a whole. This applies to your on- and off-air conduct. Specialty Show social media channels or live tabling events are still considered part of the station. Stating that your opinions are not the opinions of the station, of the SMC or of VCU does not exempt you from any liability. Defamation may be referred to the Department of Academic Integrity/Student Affairs and could result in a civil suit against the responsible parties.
On Air Language
It is a violation of federal law to air obscene programming at any time. It is also a violation of federal law to air indecent programming or profane language during certain hours. Congress has given the FCC the responsibility for administratively enforcing these laws. The FCC may revoke a station license, impose a monetary forfeiture, or issue a warning if a station airs obscene, indecent, or profane material. Obscene Broadcasts Are Prohibited at All Times Obscene material is not protected by the First Amendment and cannot be broadcast at any time. The Supreme Court has established that, to be obscene, material must meet a three-pronged test: “The average person, applying contemporary community standards, would find that the work, taken as a whole, appeals to the prurient interest; Whether the work depicts or describes, in a patently offensive way, sexual conduct specifically defined by the applicable state law; and Whether the work, taken as a whole, lacks serious literary, artistic, political, or scientific value” (Miller v. California, 1973). Indecent Broadcast Restrictions The FCC has defined broadcast indecency as “language or material that, in context, depicts or describes, in terms patently offensive as measured by contemporary community standards for the broadcast medium, sexual or excretory organs or activities.” Indecent programming contains patently offensive sexual or excretory material that does not rise to the level of obscenity. The courts have held that indecent material is protected by the First Amendment and cannot be banned
entirely. It may, however, be restricted to avoid its broadcast during times of the day when there is a reasonable risk children may be in the audience. Consistent with a federal indecency statute and federal court decisions interpreting the statute, the Commission adopted a rule that broadcasts—both on television and radio that fit within the indecency definition and that are aired between 6 a.m. and 10 p.m. are prohibited and subject to indecency enforcement action. Profane Broadcast Restrictions The FCC has defined profanity as “including language so grossly offensive to members of the public who actually hear it as to amount to a nuisance.” Like indecency, profane speech is prohibited on broadcast radio and television between the hours of 6 a.m. and 10 p.m. That said, the broadcast of obscene, indecent and profane material will not air on WVCW. If a student is unsure or whether material is obscene or indecent, do not air it. While the FCC has established a “safe harbor” between the hours of 10 p.m. and 6 a.m. where broadcasters are allowed to air indecent material, WVCW does not recognize the safe harbor. WVCW staff are held responsible for all material broadcast during their programs. This includes what DJs say on air, what their guests say on air, and the recorded music played during the program. All music in Zetta must be pre-screened and deemed acceptable for broadcast by the appropriate Music Director. Students who play music from CDs or other sources are responsible for ensuring the music is acceptable for broadcast. FCC v. Pacifica Foundation (1978) identifies seven words specifically found to be actionably indecent. These words, collectively known as the seven dirty words are: shit, piss, fuck, cunt, cocksucker, motherfucker and tits. Broadcast of any of these words or their derivatives – at any time of day, in any context – are a violation of WVCW policy and the student responsible is subject to disciplinary action. Station policy also prohibits the broadcast of asshole, pussy and other slang words for female genitalia, the n-word in any form and other slang terms used to degrade a person based on age (40 or older), color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, or veteran status. We do not need to receive complaints from the audience or university for a student to be held in violation of this policy.
Payola and Plugola
Payola and plugola are two areas where it is very easy for the untrained DJ to get into trouble. Payola is the unreported payment to, or acceptance by, employees of broadcast stations, program producers or program suppliers of any money, service or valuable consideration in return for airplay of any programming. In simpler language, the DJ (or Music Director or Program Director) receives some form of compensation in exchange for playing a record over the air. Compensation can include cash, concert tickets, vacation packages, video games, computer equipment, extra copies of a CD (more than you would normally need for a giveaway) and even drugs and prostitutes. The Communications Act of 1934 requires the licensee to announce that the material being broadcast is paid for and to disclose the identity of the sponsoring individual or organization. A 1960 amendment requires any station employee who accepts cash or other consideration in exchange for broadcasting material disclose that payment to the station, who in turn ensures proper disclosures are made. Plugola is the “plugging” (mentioning) of products, events, venues or services not paid for or underwritten by a sponsor. It occurs when someone responsible for program selection at a radio station gives on-air promotion for something in which the person has a financial interest. Plugola is similar to payola, except that it need not involve an outside party or monetary payment of any kind and can be accomplished by a single station employee. Some examples of plugola are when a local night club provides payment to a radio DJ to spin records at the club and the DJ in turn announces these appearances on the air, if the operations manager schedules additional donor announcements for a company for which a friend works, or when a station or DJ is provided with “gifts” such as concert tickets with an expressed or implied understanding that the DJ will hype the artist or event. Plugola is often considered a form of employee theft, as the DJ or other staff member is giving away announcements for which the company would otherwise need to pay. Bands and businesses will frequently ask the radio station to “plug” an upcoming event. DJs are free to talk about upcoming events if they so choose, but should be aware that excessively mentioning a business could be perceived as plugola even if the DJ is not receiving any direct benefit. DJs are also not allowed to play their own music on WVCW, as there is the public appearance that material would otherwise not have received airplay.
Conflict of Interest
DJs tend to be a creative bunch and it’s only natural that some of those DJs are in local bands or solo performers. That’s totally fine, as we would never place limitations on what you could or couldn’t do outside of
the radio station. However, we do have a responsibility to our listeners to ensure all music played on the station, especially local music, is of the highest Therefore, DJs are not allowed to play their own music (or the music of family members, partners and close friends). If you are in a band, you are welcome to give the music to the appropriate Music Director to review. If the Music Director thinks your band is good enough, then your songs can be played on the station by everyone other than you.
Production Policies
Specialty show DJs are required to make a show intro and a minimum of 1 promo before they begin their show. By the end of the semester, each show must have at least 3 promos in rotation. Any production requests should be emailed to production@wvcw.org with a detailed description of what they want the piece to be, along with any necessary mp3s. The Production Director will then schedule a time to complete the production, if the requester’s presence is necessary. In order to schedule time in the production studio, please email the day and time you would like to the Production Director. It will then be added to the public Production Studio Google Calendar, which is managed by the Production Director.
Additional DJ Responsibility
As a DJ you may be asked to represent WVCW Radio as a DJ at an event for a group that is not WVCW. These opportunities may include compensation and are only offered to DJs who have proven they are capable of representing WVCW professionally. Specialty show DJs may be asked to do their show remotely, as a live remote, with compensation. Established DJs may be asked to shadow format shows done by training DJs. As a member of WVCW, it is your responsibility to contribute more to the station than just your show. Your position at the station can be terminated for refusal to fulfill additional duties. In addition to the requirements listed in this manual: 1. Check your email and respond to emails within 48 hours of receipt – in the case of an email that requires thought or attention to detail, confirmation that you received the email and an estimate of when you’ll be able to provide a full answer will be accepted. 2. Attend all mandatory staff meetings. 3. Attend at least 2 promotion events a semester*. 4. Clean up after yourself. 5. Treat others with respect. *Some of the obligations listed above (representing WVCW at an event, shadowing a trainee) may be counted as a promotional event, to be determined by the General Manger/Promotions Director.
Final Notes
This training manual should act as a guide and a resource whenever you have a question. Please remember to consult this manual before asking. If your question is answered in the manual, that is where you will be referred. Like any training manual or rule book, the language in this guide is designed to be precise and leave little room for interpretation. It is our goal to ensure that the expectations and policies of the station are clear to everyone involved and that any individual, from the newest trainee to a second-term General Manager, must abide by them. That said, remember that radio is a lot of fun and WVCW Radio is not just a place of work – it’s a community of people you will grow to care about and with whom you’ll live through some of the coolest experiences you can have while in college. WVCW is a place for students of different backgrounds, majors, interests, and music tastes to come together and be connected by a common thread. We’re excited to get to know you and hope that the time you spend at WVCW provides you with good memories and unforgettable opportunities.
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