The Charlatan’s Ethics Guidelines
A Handbook of Ethical Values and Practices
for Editorial Staff and Contributors
April 2006
1. PREAMBLE AND PURPOSE
Charlatan Publications Inc.
The Charlatan is Carleton University ‘s independent student newspaper. As such, the paper strives to report news and events that are of interest and importance to Carleton students as fairly and accurately as possible. We strive to treat everyone – reporters, editors, sources and readers – in the most fair and open manner possible.
Purpose of the Ethics Guidelines
These guidelines serve as the Charlatan’s framework for the practice of ethical journalism within reasonable interpretation of the editorial staff and contributing body in any given situation or ethical dilemma which arises in the future.
These ethics guidelines shall be considered an imperfect document, subject to amendments based on new ethical and technological considerations over time within the paper. As such, a committee should be struck on a yearly basis in March to review these guidelines.
Responsibility for the execution of these guidelines shall fall to the Editor-in-Chief and the Editorial Staff Committee.
Scope of the Ethics Guidelines
The scope of these guidelines applies to all who contribute to Charlatan Publications Inc. in any given publishing year. This includes, but is not limited to: editors, reporters, photographers, copy-editors, photographers and illustrators.
2. CONFLICT OF INTEREST
Introduction
In accordance with the aforementioned preamble and responsibilities of the paper, editorial staff and contributors to the Charlatan must make an exhaustive effort to avoid conflict of interest. When considering conflict of interest, it should be noted that bias, as well as the appearance of bias, must be avoided in all instances to maintain high standards of journalistic ethics.
As such, if a potential conflict of interest situation arises, the matter must be brought to the attention of the Editor-in-Chief and/or the Editorial Staff Committee immediately and dealt with promptly.
Affiliations and Organizations
In accordance with Charlatan Publications Inc. bylaw 13.02.D:
All editorial staff may not be involved with the executive of a political party or involved with organizing events for political parties on campus. Nor shall any editorial staff shall member be a CUSA or GSA councillors or executive member, either during their term on the Board or in the year previous to their term. Nor may any member of the editorial staff be a member of Carleton’s University’s Board of Governors or Senate during their term on the Board.
Furthermore, editorial staff should not hold elected or paid positions in any student-run clubs, organizations, and societies while serving their term.
Contributors to the paper should fully disclose and report any affiliations to organizations to section editors and/or the Editor-in-Chief, in which their coverage may appear to be biased as a result.
Editors should not be visibly participating, campaigning, organizing, or sponsoring any specific cause within reasonable limitations (Ex. Participation in charitable causes without political motivations, such as food drives, are accepted). Staff members should not attend public rallies, demonstrations, and the like, in favour or against any specific cause.
Covering the Charlatan
The paper should not be the main subject or focus of its stories to avoid the appearance of compromising our integrity.
With the exception of obscure factual information (ex. Inclusion of factual information about Charlatan Publications Inc. in coverage of the 2006 levy campaign) and in the Opinion/Editorial section, the Charlatan should not cover itself nor make reference to the paper in its contents.
Editors should not be quoted in stories.
Personal Relationships
It is essential we preserve professional detachment from our sources. Personal relationships, including romantic involvement or close relationships, between contributors/editorial staff and the individuals/groups we cover must be reported and fully disclosed to avoid biased coverage and the appearance of bias.
Gifts and Expenses
It is essential conflict does not arise from the hospitality of sources. As such, Charlatan contributors and editorial staff should not accept or give gifts of substantial financial value. This includes tickets, gifts, food or anything else with a significant emotional or financial value. Charlatan staff and contributors may accept customary press passes and promotional material for expressed editorial intent (ex. CDs sent to the Arts editor; Ravens basketball coverage).
3. SOURCES
Introduction
The Charlatan should strive to treat sources and subjects of stories as human beings deserving of respect, not merely as means to your journalistic ends.
No source should be plagiarized or made up entirely.
Identification
Charlatan contributors should clearly identify themselves as members of the paper to avoid misleading sources in any interviewing context.
Definitions
Editorial staff should ensure that they understand the following definitions. Sources, writers and editors should all clearly understand the following terms:
On the record: Implies that anything a source says in an interview can be used with attribution. Information given on the record allows readers to assess its quality because they know its source.
Off the record: Nothing a source says can be used in a story, even if the source isn’t identified. However, if the same information is given by another source on the record, the off-the-record information can serve as a second source for the purpose of verification.
Not for attribution: Information can be used on condition that the source not be identified or be identified only in a general way (Ex. “A spokesperson from the Conservative party said…”)
Anonymous Sources
Anonymous sources should be avoided unless the particular individual is absolutely the only source of verifiable information.
Anonymity is granted on the basis that names and contact information of the sources are divulged to the editor of the section they appear in as well as to the Editor-in-Chief. This policy should be made apparent to the individual who wishes to be anonymous.
Anonymous sources should not be allowed cheap shots on individuals or organizations.
Choosing Sources
Writers should strive to avoid interviewing family or friends, Charlatan advertisers, Charlatan board members, volunteers/contributors or editors for stories, unless there is absolutely no other individual who can provide the same information. If an advertiser is used as a source, other members or businesses in and of that profession that do not advertise in the Charlatan should be sought as sources as well.
Filing Information
Writers should avoid imparting personal opinion on sources during an interview (Ex. Agreeing or debating source’s opinions).
Sources should not be shown stories before publication under any circumstances.
Charlatan contributors and editorial staff should not make promises regarding the publishing of a story.
Interview recordings should only be used for the equivalent of note-taking purposes (Ex. Interviews should not be aired for public broadcast, unless upon agreement with the source). Charlatan contributors and editorial staff should honestly inform sources they are being recorded during an interview if such a question is posed.
4. ETIQUETTE
Introduction
Conduct of members of the Charlatan should reflect the proper respect for the working environment of a newsroom.
Within the Newsroom
Discussion and debate should be encouraged, but arguments in the newsroom should be quickly dealt with.
Comments and criticisms of the paper should be encouraged and given fair play for the sake of independence and objectivity.
The newsroom should foster an environment of inclusiveness for all, regardless of race, religion, sexual orientation, disabilities or gender. Statements of a derogatory nature are not acceptable.
If a source is in the newsroom the story pertaining to them should not be discussed in front of them but rather behind closed doors if it is pertinent to do so.
The door to the office should be open at all times to encourage people to come in, unless election speeches are being held. Horseplay (Ex. throwing balls around) should only be done at appropriate times and in the appropriate area of the office, not where people are working.
General Conduct of Editorial Staff
Section editors and the Editor-in-Chief should strive to have their by-lines appear as little as possible in the paper – including “files from” – whether in their section or another; the majority of opportunities should go to volunteers where this is possible. Editors should also avoid being subjects, except in the Features section.
Editors should not disclose who is responsible for writing editorials appearing in the Opinion/Editorial section.
Respect for Volunteers and Contributors
If a volunteer is mentioned in the paper in a form other than a by-line, he or she has the right to be contacted by the editorial staff. This includes, but is not limited to, Voicebox and corrections placed in the paper.
Personal Relationships in the Newsroom
Close personal relationships among Charlatan staff that may appear to create a conflict of interest in the paper must be brought to the attention of the Editor-in-Chief and/or Editorial Staff Committee and addressed immediately, even if this means an editor or employee of Charlatan Publications Inc. must recluse himself or herself from their position.
The Editor-in-Chief should not come into any relationship (Ex. Romantic involvement) with any section editors, volunteers, board members or paid Charlatan staff, that compromises working relationships.
Furthermore, section editors should also avoid engaging in relationships with volunteers, board members or any paid staff. Romantic involvement should be avoided, but if they do happen, matters should be disclosed and addressed immediately to avoid conflict-of-interest issues.
5. ACCURATE, BALANCED AND FAIR REPORTING
Introduction
The Charlatan should strive to be honest, fair and courageous in gathering, reporting and interpreting accurate information. This should be reflected in all Charlatan copy, headlines and visuals.
News gathering and Reporting
Quotes included in a story should be attributed accurately with correct spelling of names, titles and positions.
Writers and editors should always strive to gather information from a minimum of two live sources for each story.
Any person who is mentioned and/or criticized in a story by a source should be contacted exhaustively for comment by the writer and/or section editor. If the writer and/or editor has made every effort to contact the source and comments still are not provided for the story, this should be noted in the story.
Writers and/or editors should keep a copy of interview notes for a minimum of six months after in case of discrepancy accusations.
Editing
Anything published in print or online is ultimately the responsibility of the section editors and Editor-in-Chief.
In the event that the Charlatan publishes erroneous information, the editor of the section it appeared in and the Editor-in-Chief should be informed of the occurrence immediately. A correction, noting the mistake and the correct information, should be published as soon as possible to address the error.
Editors should contact their volunteer writers before making major changes to copy.
Headlines written by section editors should reflect its respective copy.
6. VISUALS
Introduction
Photographs and illustrations can reveal truths, expose wrongdoing and neglect, inspire hope and understanding and connect people through visual understanding. Visuals in the Charlatan should reflect a faithful and comprehensive depiction of the subject at hand.
Accuracy and Objectivity
Visuals should not reflect opinions, with the exception of editorial graphics appearing in the Opinion/Editorial section. Graphics should not be partisan.
While photographing subjects, Charlatan photographers should not intentionally contribute to, alter, or seek to alter or influence events. All subjects should be treated with respect and dignity.
Any photograph manipulated beyond the darkroom should be labelled as a “Photo Illustration” in the photo credit. Photographs should not be flipped. This is ultimately the responsibility of the Photo Editor.
Cutlines should not be misleading of what is actually happening in visuals. The Photo Editor and section editors should strive to identify people in photographs. This includes providing the first name, last name, program and year of study (for Carleton students) in cutlines. The Photo Editor should ensure that volunteer photographers are aware of this policy before they embark on a photo assignment.
The Charlatan should avoid using photographs which appear to foster sexual and cultural stereotypes.
Photo Assignments
The Charlatan should avoid publishing photographs that include editorial staff as subjects.
The Charlatan should make every effort to provide volunteers with opportunities to contribute to the paper’s visuals. As such, the use of provided photos should be kept to a minimum. Furthermore, editors should take photographs only as a last resort.
