All editors and writers assigned to a staff position have agreed to uphold the following broad editorial standards and policies. All contributors are also subject to this policy.
Rights of Reply: It is the policy of The University Times to give the subjects of articles a fair opportunity to respond, via a right of reply, if an article makes allegations of wrongdoing, dishonesty or ineptitude, or if a piece criticises its subject, be they a person or an institution. In some cases, such as when the timeliness of an article merits its publication before a response is received, it is our policy to note that a request for comment has been made, and then to update articles with the response once it is received. In certain cases, a new article with a full response will be published.
Correction of Errors and Fact Checking: It is the policy of The University Times to correct all errors and inaccuracies as soon as we learn of them. All corrections are noted with a timestamped correction note at the end of the article in question. Accuracy is the bedrock of our trustworthiness; dedicated fact-checking is expected. Fact-checking with a source is encouraged; however, authors ought not to share drafts or extensive sections of articles with sources or outsiders in advance of publication, so as not to give the impression that a source is dictating the direction of the article. Any staff member or writer who deliberately provides false information betrays the foundation of the University Times, and such behaviour will never be tolerated.
Updating of Articles after Publication: Often, as we learn of new facts or details, or there are developments to a story, an already published story may be edited to reflect these developments. In most cases – and when the update concerns something other than the correction of an error – it is not necessary to signify that a change has been made to an article, and it is updated as such.
Fairness and Disclosure: Staff members will never lie to gain information or promise favourable coverage in return for cooperation. In public, journalists do not have to disclose their presence (e.g., at a protest, an event open to the public, or looking at a freely accessible online group). However, staff members cannot use false names or make cover stories, and cannot solicit answers to questions without disclosing their affiliation with the University Times. Exceptions include situations where disclosure would seriously harm their safety, or if disclosing their affiliation with the paper would give them favourable treatment (e.g., when writing a review of a cafe). Any other exception must be approved in advance by the Editor.
Anonymous Articles: Generally, the publication of articles written by anonymous authors is forbidden at The University Times. In certain cases, the Editor may make an exception if the publication of an anonymous article is of great public interest, and there is a significant risk that the writer may experience great harm as a result of their name being associated with the article, and where it is not possible for another person to write the piece.
Quotations on the Condition of Anonymity: It is the policy of The University Times to avoid anonymous quotations where possible. In a lot of cases, it is possible to find someone who is willing to speak on the record about a certain issue, and every effort should be made by writers of The University Times to encourage sources to speak on the record. Exceptions to this policy can be granted by the Editor only, in cases where quotations given on the condition of anonymity add significantly to a piece, and where it is quite unlikely that sources would be willing to say the same things on the record. Furthermore, fictionalising facts (e.g., using another name for a person) is prohibited, and writers must use other devices to conceal identities when necessary.
Requests for Comment, Naming of Spokespersons and Press Officers: It is the policy of The University Times to name all spokespersons and press officers who give quotations on behalf of an institution. Often, when The University Times requests quotations, the request is made to certain named individuals in an institution, rather than the respective press officer, and naming press officers is a way of making it clear to readers just who is issuing a response. Is it also our policy to make readers aware when a request for comment or interview from or with a specific individual has been rebuffed in lieu of a prepared statement issued through an institution’s press officer.
Sources of Statements: When a quotation is issued in a press release rather than directly to a reporter, it is our policy to indicate as such in articles. Similarly, if a quotation is received by email, text or via instant messaging such as Facebook, rather than by phone or in person, it is our policy to indicate as such. Thus, it is our policy to encourage writers to push for on-the-record quotations in person or over the phone, as there is greater possibility for a back-and-forth discussion with a source, and less chance that a rehearsed and pre-prepared statement will make its way into an article.
Quotation Approval: Quotation approval, wherein someone is only willing to be quoted if they are given the right to review and edit what they have said in an interview after the fact, is strictly forbidden at The University Times. In extremely rare cases, granting the right to approve quotations is warranted, but only if it is approved in advance by the Editor. This right is typically only granted in long-form pieces, and never in a news context. Similarly, requests to see pieces before a quotation is given are not granted. Sometimes, The University Times grants a source the right to see a piece before it is published to have input with regards to accuracy, but only in the understanding that the source has no right to make changes to the piece, and the final decision rests with the relevant section editor.
Removal of Articles or Other Content: Articles, images and other content published in The University Times are never removed unless a significant error or misunderstanding led to its publication. However, in almost all such cases, a correction, editor’s note and apology is appended to an article instead of the article in question being removed. In cases where an article has been written fairly, properly and without error, there are no circumstances in which a request for its removal may be granted, regardless of the time interval between the publication and the request.
Attribution: When using information from another news source, it is policy to attribute that information.
Legal Issues: It is our policy to always follow the law. Some examples of potential legal issues our writers must keep in mind are as follows (this list is not exhaustive): (1) Stories that allege legal behaviour or otherwise damaging allegations; (2) Investigations involving private or personal information (e.g., health, sexual violence, or situations involving children); (3) Investigations involving seeking information without authorisation; (4) Use of information that a source may have obtained illegally (e.g., stolen documents); (5) Demands that writers or staff sign releases or NDAs; (6) Copyright, fair use, and other issues involving non-original images or material; (7) Laws in other countries. Post-publication issues: (1) Threats or hints of legal action against the University Times; (2) Complaints or communication from lawyers; (3) Serious errors; (4) Copyright violations; (5) Demands to share reporting material.
If any of these concerns arise, please contact the Editor immediately. The University Times has access to legal representation and will make use of it if necessary.
Conflicts: Staff members must always ensure they are acting with impartiality. Staff are responsible for transparently reporting potential conflicts. Conflicts, including romantic or sexual relationships, close friendships, and professional relationships (including society or Student Union roles), must be disclosed to the Editorial Board, who are responsible for making determinations on the level of involvement staff are permitted to have on certain beats or stories. Staff who are found to have a conflict may not be involved in the process of writing, editing, copyediting, or posting a story. As rules: (1) The University Times will never pay for interviews, documents, or other information; (2) Generally, staff are to refuse unsolicited awards, gifts or meals. In extreme circumstances (for example, where it would be culturally inappropriate), staff must first contact the Editor. Press passes are exempt from this; however, free tickets are not; (3) Staff may not use non-public information for their own financial gain or the financial benefit of their families; (4) Staff members may never cover institutions, events, or situations where their families are involved; (5) When covering elections, news editors may not indicate who they intend to vote for or join any campaign teams (including on personal social media), and news reporters/editors covering Students’ Union activities may not hold any formal position in the Students’ Union (including Class Representative). Similarly, when covering society elections, staff members may not have formal roles in any committee, subcommittee, or other formal group. When covering the CSC, reporters may not be treasurers or hold formal CSC positions. When covering other publications, reporters may not be staff members.
If any staff member, contributor, or student suspects a conflict, it must be reported immediately to the Editorial Board. If there is a question of conflict with regard to hiring or an internal non-editorial matter, it must be reported to the Welfare Officer.
Plagiarism: The University Times does not tolerate plagiarism under any circumstances, and any writer or editor found to have plagiarised will immediately be asked to resign from their position. In cases where a pattern of plagiarism emerges, it is the policy of The University Times to apologise to readers, and, as of 2015, to name the staff member who has plagiarised in that apology. All editors and writers assigned to a staff position are made aware of this policy on their appointment.
AI Use: The use of Large Language Models is not permitted at the University Times for anything involving the actual act of writing or editing. Our business is helping students become better writers and editors. The University Times’s editing process involves an AI check on all articles, and Editors will not hesitate to ask a writer to re-write an article or request the version history of the document. The following are some prohibited uses of AI: (1) Writing an article using AI; (2) Co-writing an article using AI; (3) Using AI to come up with a headline; (4) Editing an article using AI; (5) Exclusive use of AI to do research.
AI is permitted subject to approval from the Editor. The following are some examples of generally approved uses of AI (except when dealing with confidential or sensitive content where there are data privacy issues): (1) Use of AI transcription services like Otter AI; (2) The use of AI for webpage monitoring; (3) Using AI demonstratively in an article (e.g., “this is what ChatGPT said when prompted…”).
Editing Process and Oversight: Every piece that is published by The University Times has been reviewed by at least two staff members above the rank of Senior Staff Writer. Editors check for accuracy and determine whether a piece is fair and impartial (barring stories specifically noted as “opinion”), as well as for clarity, spelling and grammatical errors.
Breaches: Staff members or contributors who are found to have breached any of these policies may face: (1) Termination; (2) Demotion; (3) Loss of certain privileges; (4) Prohibition from contributing to the University Times.
