WDCV-Fm

Weekly Agenda | Meeting Minutes | Exec Staff Positions | Flyer Requirements | Retreat Agenda Fall 08 | Technical Docs | The Board | Summer Station Manager

Ideas for Changing Exec Staff positions (Brenda's Thoughts)

• Have at least 2 Public Affairs positions since we have been making more of a focus on PA we need more people working on it.
• Add more Events/Promotions staff so we have a total of 3 or 4 depending on what our budget looks like. Make one of those event people the point person to reserve locations through case and keep the schedule up to date. Each person could then be in charge of individual events. I think the combination of Events and promotions is still good as long as we have enough staff so one person isn't overwhelmed. It also would keep up the dialog between them.
• Change station manager position into more of a people manager rather than an event manager. This will allow the station manager(s) to focus on the overarching issues in the station and not have to worry about managing things on as much of a detail level.
• Music Directors, Events/Promotions & Public Affairs might want to start having their own mini meetings so they can address things within their own group. We might need to modify the location of our meetings or who is required to attend as we grow. We need point people from each group to keep the discussion up between different areas and management/advisers. We also might include station manager/adviser meetings throughout the semester to periodically check in with each other outside of the exec meetings.

Executive Staff for Fall 2008

Station Managers

• Chris Bratton (oversees Everything!!!)

Head Music Director - Melissa Kelly

Music Directors - Anubhav Mohan - Jon Chau - Quinn Biros - Dan Lavender

Sports Broadcasting - Geoff Arnold

Public Affairs - Kelly Larue - Michelle Sanchez - Elvira Yanez

Head of Events/Promotions - James Riley - Chris Curry

Programming Director & DJ Training - Ryan Sarno - Dan Lavender

Service Director - open position!

Secretary - Jimmy Wilkinson

Webmaster - Jimmy Wilkinson - open positions!!!

Faculty Advisers - Davis Tracy and Brenda Landis and Phil Peoples

Executive Member Duties

Being a member of the executive staff isn't all work and no play. You get a lot of benefits (CDs, posters, shirts, pins, and other promotions, first pick for your show time, you get to go to the huge citywide CMJ Music Festival in NYC, as well as many other great opportunities). The main thing about being a member of the executive staff is making sure the radio station continues to function and that the music you love, as well as public affairs and sports broadcasting, continue to be heard!

The Executive Staff is broken into 5 main departments: Music, Public Affairs, Sports Broadcasting, Events/Promotions, and General Management (see arrangement chart below)

Here are a couple general responsibilities:

1. Members of the executive board are expected to attend their department's weekly meetings. As well as a monthly/bi-monthly(?) meeting on Mondays at 5pm.

• Also they are expected to attend the retreat at the beginning of each semester (Tentative Fall date: Friday, August 22nd - Saturday, August 23rd, 2008).

2. Executive board members are to work with the head of their department and come up with ideas that are beneficial to the station.

• This may include brainstorming ideas for social events that allow DJs to interact with each other, contacting new distributors, ways to increase station presence on campus and in the community, charity projects, etc.

3. Members are expected to help out at all radio sponsored events as much as their schedule allows.

New Executive Staff Arrangement

Station Manager - Oversee Music, Events/Promotions, and General Management

General Management:

1. About every 2 weeks, file everything to be stored for inspection. This usually takes about half an hour.
2. Contact DJs who have not played PSA's, IDs, or written down their Transmitter Readings
3. Contact DJs who are missing their radio shows
4. There is a 3 strike penalty system. After three strikes take measures to suspend DJ's show

Head Music Director

1. Oversee Music Directors and schedule weekly meetings to make sure everything is coordinated.
2. Attend weekly Monday meetings to report back to the rest of exec

Head of Events/Promotions

1. Oversee Events/Promotions Directors and schedule weekly meetings to make sure everything is coordinated.
2. Attend weekly Monday meetings to report back to the rest of exec.

DJ Training Coordinator

This is usually only a job for the first month or so of broadcasting as new DJs are getting trained.

1. Train Dj Trainers
2. Assign new Djs to trainers for apprenticeship
3. Request weekly feedback from trainers on how process is going
4. Use feedback to make adjustments for future apprenticeships
5. Verify apprentices complete 3 weeks training
6. Schedule new djs with available time slot

Events/Promotions Directors

Events: To expand our listernership and to create social events for DJs, the events coordinators will be in charge of coordinating radio related events.

1. Work with Head of Events/Promotions to choose events each semester
2. Book locations needed through "Conferences and Special Events (CASE)" at least two weeks before event
3. Coordinate with Dining Services to order food & Student Senate to get special funding (ex. Non-Alcoholic Event Funding is up to $150 for an event that does not serve alcohol)
4. Coordinate with Service Coordinator to create service opportunities in preparation of and during the event
5. Organize committees with other exec members to help support you if needed
6. Work with advisors to ensure budget can support the event

Promotions: It is your responsibility as Promotions Director to make sure that our station continues to have listeners. This job entails working with both the Dickinson and Carlisle communities to be sure people know that we exist.

1. Work with exec staff to select events and shows that should be heavily promoted
2. Coordinate with service coordinator to create service opportunities related to promotions
3. Research local Carlisle and public Dickinson events that might be good for the presence of WDCV either through a live broadcast or just simply having a table with information. For instance, MOB is holding the semester's big concert: A good way to increase awareness for WDCV would be to work with MOB and have a table with fliers and DJs to talk about what the local radio is about.
4. Define strategies to help boost campus and community listenership
5. Work with advisors to define sponsorship pricing
6. First point of contact for interested parties requesting advertising
7. Work to create methods to increase advertising revenue for station

Music Director

The Music Director position is set up in a hierarchy of one or two Head Music Directors and a few Assistant Music Directors. The main job of the music director is to constantly provide new music for the DJs to be exposed to and spin. This is achieved by the following tasks:

1. Weekly Office Hours

A Music Director must maintain a regular time for weekly office hours (at least 2 hours a week). During these office hours they must go about the following responsibilities as well as be available for DJs to come in with question and/or concerns.

2. Initiating and/or Maintaining Contact with Record Labels and Promotion Labels

The station relies on a steady flow of CDs given to us for free by record labels and distributors. In order for us to have an updated library of CDs, it is integral to keep in contact with these people. Each music director is assigned to one or two contacts and is responsible for calling or emailing them. The music director should also not hesitate to do some research and contact more record labels and or promotion labels. This will allow us to get some more CDs from genres that are not represented so well in the station. Sometimes, there are CDs in the top rank of the CMJ charts and we do not get them. It is the most desirable to contact the label and try to get a promotional copy.

3. Sending charts to CMJ

No label or distributor is going to send the station CDs if we don't chart them on CMJ. Charting closes on Tuesdays at 2pm. The music director must tally up which heavy rotation CDs are played the most and send them to the Radio 200 charts on CMJ. The music director is also responsible to be up to date on when CDs go on adds and chart them on the Radio 200 Adds for that week.

4. Reviewing CDs

There is always material for the music director to listen to. The music director is responsible to listen to the CDs and determine whether it should go to the shit bin, the new music library, or heavy rotation. For the new music library, the music director is responsible for noting which tracks have profanity in them. In the heavy rotation, the music director must fill out the review sheet and write in the track names, recommended tracks, genre, recommended if you listen to, as well as noting profanity tracks. The heavy rotation should be replenished with new CDs frequently and old CDs must be phased out at appropriate times.

5. Cataloguing and Organizing the Library

All CDs that will go into the library (heavy rotation and new music) must be catalogued into the OrangeCD database. When the new music and heavy rotation CDs have gotten too old to chart, these must be put back into the library immediately. Make sure that the CD library is kept neat (as in no random CD cases scattered everywhere) and alphabetized.

6. CMJ (College Music Journal) Festival

CMJ is the pinnacle source for college radio. It is how radios across the country stay in contact with each other and different distributors/labels. Each fall we send a number of executive staff (mostly music directors) to the CMJ Festival in New York City. Tickets are paid for by the station, and depending upon our budget other expenses such as gas money, food, subway costs, etc will be compensated.

This is a very fun time with access to 40+ concerts all over the city every night during the festival. As a music director you are required to attend the panels and workshops during the day to gather information about what college radio stations are doing across the country and see what things you can bring back to improve how our own station functions. Also you should try to meet your distribution and record label contacts as well as establish new ones. You should also write a statement of what you observed at CMJ on WDCV's page of the Dickinson Blog.

Also to help out with some of the reviewing and organizing, music directors are encouraged to organize listening parties or library upkeep events to offer as service hours for DJs. This helps DJs get more involved with the radio station. The music director is expected to be relatively up to date on current college radio music and is always responsible to find ways to encourage DJs to broadcast new music.

Public Affairs

Public Affairs is an important part of WDCV. We have attained grants and other funding to expand our public affair repotoire!

1. Help to obtain copies of campus events useful for re-airing on WDCV
2. Edit programs using Sound Forge
3. Schedule airing of weekly Public Affairs shows and segments
4. Work with advisors to help support classroom production of Public Affairs segments
5. Assist in producing "The Bill Durden Show"
6. Work to recruit additional djs interested in producing public affairs radio

Programming Director

As you know, we have a lot of pre-recorded shows that play when there is not a live DJ. In this way we make sure that our station broadcasts 24/7. As a programming director it is your responsibility to make sure these pre-recorded shows stay new and fresh, as well as make sure they fully represent the WDCV flavor of under-represented music, public affairs, and sports broadcasting.

1. Work with exec staff to evaluate and select shows to record for playback.
2. Coordinate with djs to record their shows using either the cd burner or Sound Forge (a Microsoft program used for recording, you will be trained in how to use this) in the production booth
3. Edit and prepare pre-recorded shows for future airing
4. Import pre-recorded shows into Itunes
5. Maintain and update daily play lists with new shows

Secretary

1. Take minutes from each week's exec meeting
2. Send minutes to all members of exec staff after each weeks meeting
3. Keep track of office supplies, equipment, etc. and make sure to work with advisors to replenish this

Service Coordinator

DJs have a requirement of 4 hours per semester of service towards the station. It is your responsibility as service coordinator to make sure that these requirements are being completed, as well as making sure there are enough opportunities for them to be completed.

1. Work with exec staff to schedule service opportunities
2. Maintain and update bulletin board to display current and upcoming service opportunities
3. Communicate service opportunities to djs through email
4. Maintain spreadsheet of dj's completed service hours
5. Email djs monthly with reminders on how many hours they have completed and still are required to complete

Sports Broadcasting

1. The sports broadcasting teams provides the Dickinson community with live broadcasts of Red Devil sporting events.
2. Sports covered include football, mens and womens basketball, baseball, softball, and lacrosse.
3. Committed to the coverage of Division III sports, WDCV Sports Broadcasting is often listed on the NCAA, Centennial Conference, and opposing schools' websites.

Webmaster

1. Maintain website
2. Update Exec Profiles each semester as new staff are added
3. Add Dj schedule each semester and after new Djs have finished their apprenticeship
4. Update sports broadcasting Schedule
5. Update Public Affairs Schedule
6. Adjust anything as needed to maintain useful, functional site
7. Monitor stats on Warp Radio each month