Official Saltman Quarterly Undergraduate Program Constitution

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1 Official Saltman Quarterly Undergraduate Program Constitution I. Name: The name of this organization shall be Saltman Quarterly, hereafter referred to as SQ. II. Purpose: Saltman Quarterly is a non-profit student organization that provides a published medium for undergraduate biology students at UCSD to publish biological research. SQ also provides authors and staff members with the skills required to be successful in communicating science and scientific advances in their future careers beyond UCSD. III. Mission: Conveying the excitement of science as well as increasing the awareness of and pride in the contributions of undergraduates to biological research in the Division of Biological Sciences, UC San Diego, and the greater San Diego community. IV. Goals: Provide an opportunity for undergraduate biology researchers to learn first-hand about the process of disseminating new knowledge and effectively communicate this knowledge in various mediums ranging from online articles to blogs Provide an opportunity for biology undergraduates to publish their own original research Provide an opportunity for the members of the SQ Program to: o hone their science communication skills o develop their leadership, interpersonal communication, team-working and project-managing skills o draw out and develop personal creativity V. Program Components: Saltman Quarterly Research Journal: The research journal is the SQ Program s flagship publication. It publishes the following types of articles: v original undergraduate and Master s student research work; articles are peer-reviewed by members of the review board with the support of the faculty advisory board v feature articles about significant research topics in the field of Biological Sciences that demonstrate Modern Biology and its social impact in addition to any associated environmental or health implications. v abstracts of research done by students in the Biology Senior Honors Thesis program v review articles which provide scholarly commentary on work already published or in progress within the field of biology, preferably of work conducted by UC San Diego Principal Investigators (PIs), or work relevant to the greater UC San Diego biological community. Under The Scope: Proceedings of the Biological Sciences Annual Research Showcase

2 The proceedings publication translates cutting-edge science presented at the annual research showcase by UC San Diego undergraduates into exciting articles for the educated layperson. SQ Insider The SQ Insider is a newsletter printed during Fall and Winter quarters. The newsletter features news articles related to a central theme or concept, previews of SQ Online articles as to promote the website and increase readership, and announcements to UCSD students concerning the Saltman Quarterly program. SQ Online SQ Online, found at sqonline.ucsd.edu, is Saltman Quarterly s online community featuring: articles surrounding biology topics not found in our print publications, student blogs, professor profiles, and more. Community Outreach Community Outreach develops projects that involve the San Diego community, particularly San Diego elementary, middle, and high schools, to expand Saltman Quarterly s goals beyond UCSD. The program seeks to educate and to increase excitement for sciences to a variety of populations. Biological Sciences Research Showcase: The Research Showcase is a judged poster session that communicates and celebrates the research achievements of undergraduate and Master s students, who have conducted research in laboratories across campus and at the La Jolla Mesa s research institutions. It is also the vehicle for annually announcing and distributing new issues of both the SQ Research Journal and Under the Scope. VI. Saltman Quarterly Staff Requirements for Membership: Undergraduate students of UCSD who are majoring or minoring in the biological sciences are eligible to be staff members in Saltman Quarterly. Membership does not include any annual fees, excluding those indicated for special events and/or activities. Meeting Policies: The staff meets as determined by the Editor-in-Chief. Weekly meetings will be held to confer with staff members, obtain input, and deal with any outstanding SQ business. Policy for Replacing Staff Members: All staff positions become open at the conclusion of the current academic year. Applications are solicited for each position from among all UCSD biology majors and minors. Staff members are appointed at the end of the spring quarter for the upcoming academic year. The Editor in Chief and Executive Editor are appointed with consultation by the Dean of Education s Office Staff. The remaining positions are filled by the Editor in Chief in consultation with the Executive Editor. Position Descriptions: a. Administrative Board Editor-in-Chief

3 o Requirements: Must be a junior or higher standing o Oversee the decisions and work of all staff members o Makes the final decisions on layout/article order, journal style, etc., where there are creative differences in the editorial staff. o Preside over agreement on the cover page of the SQ research journal with the staff and faculty advisors o Represents the publication to the UC San Diego and greater San Diego community o Arranges for the selection of staff members and ensures the smooth transition of information and materials to the newly appointed staff members for the upcoming academic year o Makes decisions for the publication that do not require discussion or voting with staff members o Is the liaison between the student organization and the Dean s Office staff; meets weekly with Staff Advisor o Meets with the newly appointed Editor-in-Chief and core staff in June to explain Executive Editor o Coordinates administrative duties on behalf of the Editor-in-Chief, including but not limited to budget, staffing, scheduling, and enforcement of deadlines o Assumes the duties of the Editor-in-Chief in the Editor-in-Chief s absence o Ultimately responsible for program finances. Assists with developing budgets and facilitating fiscal transactions o Serves as the administrative coordinator for program activities o Responsible for ensuring that both editorial and logistical timelines are met o Work with the Production Editor, Media Specialist, and Print Vendor to establish delivery timeline of printed materials o In charge of setting up logistics for weekly staff meetings o Attends all staff meetings and keeps the Editor-in-Chief apprised of outstanding action items. o Understands and articulates the mission and purpose of SQ at public events o Assists Editor-in-Chief and Publicity committee with distribution of printed publications o Meets with the newly appointed Executive Editor and core staff in June to explain b. Research Board Research Editor o Responsible for routine contact with authors submitting research articles and research review articles on the progress of article preparation and

4 submission o Provides assistance on research topics and submission guidelines for images, references, footnotes, etc. o Ensures legitimate origins of data. o Assists in the approval of submitted manuscripts for the review process o Supervises the Review Board Managers in distributing and collecting reviewed manuscripts from Review Board Members; summarizes Review Board comments for manuscript authors o Distributes and obtains Faculty Advisor reviews of manuscripts o Sets up meetings between Faculty Advisor(s) and authors o Ensures that all required revisions are made prior to editing and production of the manuscript. o Helps to obtain all necessary written consent forms for figures submitted from authors; ensures that the Author Agreement and Image Agreement are both signed and submitted prior to production of the accepted manuscript o Ensures that authors know that submitted manuscripts will be reviewed for acceptance and may not be published either online or in the print version of SQ. Final decision on manuscript acceptances lies with the Editor-in- Chief and Executive Editor o Fulfills duties as assigned by the Editor-in-Chief o Meets with the newly appointed Research Editor in June to explain and outline duties Special Sections Editor o Responsible for overseeing the progress of SQ and UTS print articles o Responsible for working with BS/MS coordinator and faculty reviewers to encourage BS/MS students to submit brevias o Reviews all brevias with Technical Editors, a review committee, faculty advisors, and authors. o Reviews the Senior Honors Theses Abstract submissions and works with Production on format and layout o Writes the annual print dedication for Dr. Paul Saltman and works with Production on layout o Meets with the newly appointed Special Sections Editor in June to explain Review Board Manager o Organizes the Review Board by contacting them via when manuscripts are ready for review and again when reviews are due o Organize quarterly workshops for educating review board members on reviewing manuscripts and scientific reviews o Puts together manuscripts and review forms o Holds Review Board workshops and other information sessions to help review board members produce high quality reviews

5 o Distributes and collects reviewed manuscripts from Review Board members and works together with the Research Editor to summarize Review Board comments for manuscript authors o Meets with the newly appointed Review Board Manager in June to explain Review Board Member o Requirements: Open to all biology majors and minors o Attends quarterly review workshops led by the Review Board Manager and faculty o Submit thorough review of student research manuscripts and scientific reviews throughout the year c. Writing SQ Features Editor o Responsible for routine, ongoing communication with staff writers on the selection of topics and progress of article research and preparation. o Consults with Editor in Chief and Research Editor in article topic selection o Provides assistance on selecting feature topics and providing guidelines for writing o For faculty interviews, provides assistance with interviewee s background research and generation of pertinent interview questions. o Reviews and edits feature articles for publication online and in print version o Meets with the newly appointed SQ Features Editor in June to explain and outline duties Under the Scope Features Editor o Responsible for routine, ongoing communication with writers on the selection of topics and progress of article research and preparation. o Consults with Editor in Chief and Research Editor in article topic selection Provides assistance on selecting feature topics and providing guidelines for writing o For undergraduate student interviews, provides assistance with interviewee s background research and generation of pertinent interview questions o Reviews and edits feature articles for publication online and in print version o Meets with the newly appointed UTS Features Editor in June to explain Staff Writer (SQ and UTS) o Requirements: Open to all biology majors and minors o Commits to writing or co-writing one print feature article during the academic year as assigned by the corresponding Features Editor. Topics typically assigned include interviews with faculty, researchers, life science

6 industry executives regarding employment, areas of future research, etc.; editorials on hot topics in biological research or other topics identified by the writer or other SQ staff to have potential interest to SQ readers. o Revises features article per review and suggestions of corresponding Features Editor, Editor in Chief, and Executive Editor Head Technical Editor ; possesses excellent English grammar skills o Coordinates the team of Technical Editors for all published material o Organizes technical editing workshops with technical editors and staff writers (including Online Reporters and Bloggers) o Manages the Technical Editor Handbook o Responsible for all Technical Editor duties as listed below o Meets with the newly appointed Head Technical Editor in June to explain Technical Editor ; possesses excellent English grammar skills o Edits assigned manuscripts for publication both online and in print o Ensures proper scientific paper format; Applies SQ style sheet to manuscript text including capitalization, paragraph formatting, footnotes, references, figure captions, title, headings, spelling, and syntax, etc. o Ensure uniformity of style across research manuscripts and review papers o Works with the manuscript authors to ensure that tables, graphics, and other scientific images in accepted manuscripts meet proper scientific paper format. This may require redoing various tables, graphs, or charts and confirming their integrity with the author. o Confirms the layout format, size, and photo quality of all graphics for both online and print version publication o To the extent feasible, maintains graphic consistency of style across accepted manuscripts d. Design and Production Head Production Editor ; possesses experience with magazine layout, Adobe InDesign, and Photoshop software o Responsible for the layout and design of entire SQ Research Journal and SQ Insider o Lays out the cover page, table of contents, and other feature pages in consultation with the Editor-in-Chief and other staff members o Coordinates with Technical Editors, Features Editors, and Special Sections Editors to ensure accuracy of text and graphics o Works with the UTS Production Editor to ensure proper production of the UTS magazine

7 o Organizes skill development meetings and workshops with design editors, illustrators, and photographers o Meets with the newly appointed Head Production Editor in June to explain Under the Scope Production Editor ; possesses experience with magazine layout, Adobe InDesign, and Photoshop software o Responsible for the layout and design of the Under the Scope magazine o Coordinates with both Technical Editors to ensure accuracy of text and graphics and also with the Under the Scope Features Editor for the content o Meets with the newly appointed UTS Production Editor in June to explain Research Design Editor with Photoshop and InDesign experience o Responsible for designing the Research and Master s Brevias sections of the SQ Research Journal o Works with Head Production Editor and Research Editors to ensure correct format of content and graphics o Assists with the design of each issue of SQ Insider o Communicates with manuscript authors to discuss design, data layout, and quality of graphics o Meets with the newly appointed Research Design Editor in June to explain Features Design Editor with Photoshop and InDesign experience o Responsible for designing the Features section of the SQ Research Journal o Works with Head Production Editor and SQ Features Editor to ensure correct format of content and graphics o Works directly with staff illustrators and photographers to arrange brainstorming sessions with Features staff writers for print title illustrations o Assists with the design of each issue of SQ Insider o Meets with the newly appointed Features Design Editor in June to explain Special Sections Design Editor with Photoshop and InDesign experience o Responsible for designing the Dr. Saltman Dedication, Senior Honors Theses Abstracts, Table of Contents, and Divider sections o Assists with the design of each issue of SQ Insider o Works with Special Sections Editor on layout of the Dr. Saltman Dedication and format of senior honors thesis abstracts o Meets with the newly appointed Special Sections Design Editor in June to

8 explain Under the Scope Features Design Editor with Photoshop and InDesign experience o Responsible for working directly with the UTS Production Editor on the layout of the entire UTS Magazine o Works with staff illustrators and photographers to arrange brainstorming sessions for print illustrations; meets with UTS Features writers and illustrators to develop concepts for title illustrations o Assists with the design of each issue of SQ Insider o Meets with the newly appointed UTS Design Editor in June to explain and outline duties Head Staff Photographer/Illustrator with Photoshop and InDesign experience o Develops multimedia projects for SQ Online in coordination with other staff members o Coordinates and brainstorms tasks for staff photographers and illustrators o Meets weekly with staff photographers and illustrators o Manages the graphics and illustrations for SQ Online, SQ Insider, SQ Research Journal, and UTS Magazine o Works with Production staff and Features writers to determine photo and/or illustration concepts o Coordinates the BS/MS photo session with staff photographers Staff Illustrator o Requirements: Open to all biology majors and minors o Responsible for meeting with Production and Features to brainstorm title illustration/graphic ideas o Publishes artwork on SQ Online, SQ Insider, SQ Research Journal, and UTS Magazine o Follows strict submission and revision deadlines Staff Photographer o Requirements: Open to all biology majors and minors o Responsible for brainstorming photography concepts for SQ Online and print publications o Works with Production and writers to determine photo concepts o Follow strict submission and revision guidelines e. Online and Media Online Editor o Responsible for managing the publication of online articles on SQ Online o Works with Online Reporters during the brainstorming, writing, and review process of SQ Online articles o Discuss article topics, themes, and angles each week and provide feedback

9 for every online article o Assist Blog Manager with managing staff bloggers and blog themes o Communicate with Media and Publicity teams about publishing articles on SQ Online o Lead brainstorming sessions with SQ and UTS Features team o Meets with the newly appointed Online Editor in June to explain and outline duties Online Reporter o Requirements: Open to all biology majors and minors o Commits to writing at least two online articles per quarter as assigned by the Online Editor o Revises online article per review and suggestions by the Online Editor, Editor-in-Chief, and Executive Editor Webmaster ; possesses experience with web design and maintenance, preferably with Dreamweaver, Fireworks, and Photoshop software o Responsible for maintaining and updating the SQ website o Responsible for publishing accepted manuscripts online in html format after acceptance and editing of text and graphics o Confirms accuracy of published information o Meets with the newly appointed Webmaster in June to explain and outline duties Blog Manager o Responsible for assisting bloggers with developing blog themes and writing styles o Creates and enforces a strict publishing schedule o Engages with social media as part of a creative team to produce original online content o Works with bloggers to edit all posts before publishing. o Is autonomous with deadlines and willing to invest extra time to ensure that deadlines are met o Meets with the newly appointed Blog Manager in June to explain and outline duties Student Blogger o Writes and develops a blog on a biology topic throughout the year o Commits to writing timely blog pieces in a regular schedule o Responsible for following deadlines and making changes based on feedback from Blog Manager, Editor-in-Chief, and the Executive Editor f. Outreach/ Publicity Community Outreach Chair

10 o In charge of developing service projects to communicate the importance of science to the greater San Diego community o Responsible for developing effective publicity campaigns for each service project o Leads information sessions about service projects and create publicity materials o Meets with the newly appointed Community Outreach Chair in June to explain Community Outreach Committee Member o Works with the Community Outreach Chair to help develop service projects o Assists with publicizing service projects and helps create materials for projects Publicity Chair o Responsible for publicizing all SQ events such as info sessions and manuscript workshops o Responsible for creation and posting of posters, flyers, or s o Organizes socials with Editor-in-Chief and Executive Editor throughout the year o Responsible for promoting SQ to faculty PIs with undergraduate researchers in their labs, to BS/MS students, to undergraduate students in the senior honors thesis program, and to all UCSD undergraduate biology researchers working in labs on the UCSD campus and affiliated organizations such as the Salk Institute and the Scripps Research Institute o Responsible for preparing a staff roster with names, phone numbers, addresses, and SQ positions and distributing them to SQ staff and Dean s Office personnel o Takes pictures of SQ events and meetings for use in print and online o Works with Research Editor and Webmaster to effectively promote submission deadlines for manuscripts and reviews o Works with Community Outreach Chair to publicize service projects on campus and the community o Meets with the newly appointed Publicity Chair in June to explain and outline duties Publicity Committee Member o Requirements: Open to all biology majors and minors o Attend weekly publicity committee meetings led by Publicity Chair o Assists with planning for socials, GBMs, and events o Serves as a representative of SQ during campus events and tabling; assists with flyering and distribution of print publications throughout the year g. Advisory Board Head Staff Advisor

11 o Part of the UCSD Division of Biology department staff; liaison between SQ and the Head Faculty Advisor o Aids in SQ finances o Meets weekly or corresponds via with the Editor-In-Chief and Executive Editor o Provides overarching big-picture input on the Saltman Quarterly program o Involved in the brainstorming and final revision process of print and online content Head Faculty Advisor o Faculty member in the UCSD Division of Biological Sciences; liaison to faculty advisors o Meets biweekly with the Editor-In-Chief and Executive Editor o Provides overarching big-picture input on the Saltman Quarterly program o Involved in the brainstorming and final revision process of print and online content Faculty Advisor o Provides general guidance and support to the SQ staff in the development and execution of Saltman Quarterly o Promotes participation in the Saltman Quarterly program by faculty and students o Advisors are required to participate in the review of content of the SQ journal, UTS magazine, SQ online, and the SQ insider SQ Research Journal and UTS magazine: faculty will review submitted research manuscripts, Masters brevias, and scientific review papers whose subject matter falls within the purview of the faculty member s academic section. SQ Online, SQ Insider: articles to review will be evenly divided among faculty advisors o Required to participate in 1 of the following projects during the year. The advisors will be contacted to help with the tasks required. Community Outreach: help develop or approve outreach projects (e.g. judge an essay contest s entries) Workshops: present at the workshop to provide expert research opinion (e.g. How to Review a Manuscript ) Guidelines: help review research guidelines available to undergraduate UCSD students who submit research o Required to participate in at least one event per quarter, including faculty mixers and all-staff meetings Staff Advisor o Provides assistance to the SQ staff where needed Requirements will vary depending on the needs of the staff. For example, if aid is needed in the media department, ACMS may be of help SQ Alumni Advisory Board o Attends either one core staff meeting or meets with the Editor-in-Chief

12 and Executive Editor in a Google Hangout once per quarter o Serves as a point of contact for questions related to their previous position for new staff members throughout the year o Role of the advisor will be determined specifically with the Editor-in- Chief and Executive Editor. Duties include: Helping with educational workshops Brainstorming SQ content ideas Helping edit SQ content Speaking at SQ events (e.g. the end-of-the-year banquet)

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