Newsletter Policies

These policies, approved by Editorial Committee and its predecessor, the Advisory Council, flesh out the Newsletter By-Law and should be used in conjunction with that. The Newsletter By-law deals with some content  issues and procedural issues relating to rejection of submissions.

Weekly Publication:
The Weekly will be published weekly (except for long weekends). [Advisory Council: June 17, 1998]

Committee Decision Making Process:
It was agreed that the Editorial Committee continue to work by a process of consensus. [Editorial Committee: May 24, 2004]

Libellous Material: see the Newsletter By-law. [Advisory Council: November 19, 1998]

Personal Attacks:
The Newsletter By-law requires rejection of submissions that are libellous or harmful. The following guidelines may be used in deciding if a submission is harmful:
(1) submissions may criticize decisions of the board, committees and staff;
(2) submissions may disagree with the opinion of another member;
(3) criticism should focus on the substance of the decision or opinion rather than the person or people who made the decision or expressed the opinion;
(4) criticism should focus on substance rather than motives or personalities; and
(5) criticism may be harsh but should not be insulting.
[Editorial Committee: May 6, 1999]

Board and Management Role:
Submissions identified as potentially problematic (i.e. containing personal attacks or possibly libellous allegations) should be forwarded ASAP, directly to both the Board and to the Property Manager.
The Board will ensure that the Property Manager has login information for the Weekly inbox, to allow vetting for potentially problematic material.
[Editorial Committee and Board of Directors, October 2017]

Anonymous Letters and Name Withheld:
Anonymous letters are not accepted. Every submission to The Weekly must identify the member or staff person submitting the item. No articles will be published in The Weekly unless it is signed by the author of the submission. A personal name must be included in submissions from the Board of Directors and committees, e.g., “Joe Blow on behalf of the Board of Directors” or “Jenny Jones for the Membership Committee.
Names of those submitting articles may be withheld by the editor at the request of the author only in the following circumstances:
+ where the article contains confidential information about the author (e.g., income status, state of health) which directly relates to the topic of the article or letter
+ when an unidentified item is received, an Editor has a discretion to reject it or become the submitter of the item.Fillers do not need to be identified if they are submitted to help the Editors fill gaps and not for publication in a particular issue.
[Advisory Council: November 19, 1998; Editorial Committee: June 17, 1999; Editorial Committee: May 8, 2003; December 2017]

Length of Submissions:
The maximum length for an individual article is 1000 words. [Editorial Committee: April 1 2005]

Rejected Submissions:
Whenever a submission is rejected by an Editor, the Chair of the Editorial Committee shall receive a copy of the submission and a copy of the letter of rejection.
[Editorial Committee: May 6, 1999]

Board Reports:
The board of directors will be asked to submit regular reports (at least once a month) to The Weekly.
[Advisory Council: June 17, 1998]

Political Submissions:
Material submitted in relation to a political issue shall not be printed anonymously. A submitter connected to the Co-operative must be identified. Articles written by members are acceptable, which may include endorsements.
For material that is submitted (rather than created) by a person connected with the Cooperative, length will be a primary criterion for acceptance or rejection.
[Advisory Council: November 19, 1998]

Indefinite ads may run repeatedly, but in a classified list rather than a display format. An indefinite ad shall be dropped from The Weekly once it appears in an issue of the Woodsworth Yellow Pages. [Advisory Council: June 17, 1998; amended, Newsletter Committee: February 4, 1999]
If an ad is submitted by the deadline for a particular issue, that ad may be run for the first time in the issue that follows that particular issue, if the Editor requires the additional time to format and insert the ad.
[Advisory Council: June 17, 1998]

Recurring Items in Weekly:
Classified Section: an on-going list of co-op members offering services would be appropriate after an initial “display” ad.

GMM notices:
All GMM meetings for the year need not be run every issue but at regular intervals, such as monthly.
[Editorial Committee: May 24, 2004]

Standing Material:
The standing material will be incorporated into a cover sheet for the Woodsworth Directory.
The cover sheet will be updated whenever the standing material changes.
The cover sheets will be produced and distributed with The Weekly as necessary.
Once the first cover sheet is distributed, The Weekly will cease carrying the standing material. [Advisory Council: June 17, 1998]

Medium of Submissions:
Submissions may be submitted as email (preferred) or on paper. [Advisory Council: November 19, 1998; amended, Editorial Committee: February 4, 1999; Editorial Committee: May 3, 2016]
The Weekly prefers to receive emailed submissions.
Getting submissions in our email inbox means that editors don’t have to copy-type.

If members don’t have access to a computer at home or work, they may use the member computer on the second floor or the free WiFi in the Penthouse and 2nd floor meeting room with their own device.
The Weekly prefers text in the body of an email, rather than attachments.

This ensures that software incompatibility won’t stop the editor from opening an article. It also means that editors won’t risk a virus from clicking on a link in an email.
Members can also attach a copy if you wish, but it may not be opened.

The Weekly will continue to welcome handwritten articles. There is a metal locked box on the second floor near the elevator.
To help make sure the editor doesn’t overlook an submission, members are requested to put “Please publish” or “for the Weekly” with the headline in the Subject of the email.

A distinctive subject line is especially useful if someone is sending more than one article – editors won’t overlook a second article from the same sender.
{Editorial Committee, October 2017}

Deadlines for Submissions:
(a) Submit by 7:00 p.m. on Wednesday.
If you cannot submit by the deadline, contact the Editor in advance and see whether a late submission can be accommodated; and
(b) If you cannot do either, contact the Editor after the deadline to see if it is still possible to accommodate a late submission.
It is up to members to get any late submissions to the editor, i.e., not to put it in The Weekly box.
(c) If The Weekly cannot accommodate a late submission (a decision which is completely in the discretion of the Editor), then the writer must wait for the next issue.
(d) Committees in particular should note that they cannot add submissions or flyers to The Weekly. They must be submitted in the usual way.
[Editorial Committee: January 19, 2004]

Deadline and Distribution:
The publication schedule is governed by the following:
The deadline for submissions is Wednesday at 7:00 p.m. although exceptions may be accommodated on a case by case basis, at the discretion of the Editor for that issue.
Each issue must be published and distributed by Sunday, although distribution by Friday is encouraged where possible.
[Advisory Council: October 15, 1998]

Production Co-ordination:
The Editor should advise Production group organizer on Thursday night of the status of the issue. The masters should be placed in a consistent place, such as a box in the cupboard in the copier room.
[Advisory Council: November 19, 1998]

Body Type:
The font size for body type may remain at 10 point. [Advisory Council: June 17, 1998]

A standard computer template for The Weekly shall be available for use by Editors.
[Advisory Council: January 14, 1999; amended, Newsletter Committee: February 4, 1999]

Identification of Editor:
Each issue should include the name of the Editor for the next issue. [Advisory Council: October 15, 1998]

Colour of Paper:
Agreed that the editor may choose the colour of the front page; the editor must keep in mind any accommodation necessary to improve readability (larger font, different font, etc.); the production crew does not change the colour unless:
(a) the colour is not available and
(b) there is a readability problem. If that is the case, the production team should contact the editor, or if he/she is not available, another editor.
[Editorial Committee: March 24, 2004]

If editors are using a low contrast colour such as lilac, the first two pages must be designed accordingly (font, etc.). Low contrast should not be used routinely, only if the editor makes a special request for it. Editors must request any specific colour choices far enough in advance from office staff.
[Editorial Committee: February 1, 2005]