Head of Programming

From Starchive Wiki

The Head of Programming, in some years known as the Director of Programming, is responsible for show applications, the show schedule, monitoring show attendance, and sometimes helping to develop the content and quality of shows.

They are contactable via [email protected].

Previous Heads of Programming

Year Name Position Title
2009/10 Maria Mackenzie Head of Programming
2012/13 Jasper Hamlet Director of Programming
2013/14 Sean McDonald Director of Programming
2014/15 Unknown Unknown
2015/16 Unknown Unknown
2016/17 Unknown Unknown
2017/18 Blandine Hoge Head of Programming
2018/19 Blandine Hoge Head of Programming
2019/20 Anna Rose Harris Head of Programming
2020/21 Rose Kleeger Head of Programming
2021/22 Joel Butcher Head of Programming

Assistant Head of Programming

The inclusion of an assistant varies each year. The responsibilities of the assistant are usually decided by the Head of Programming.

Year Name Position Title
2018/19 Anna Rose Harris Assistant Head of Programming
2019/20 Rose Kleeger Assistant Head of Programming

Handover

This section is intended to help the new Head of Programming settle into the role. Adapted from 2019 handover document, written by Blandine Hoge.

Intro

As Head of Programming, you’re in charge of choosing who gets to host a show each semester, and making sure that STAR shows are the best they can be. You will have to create application forms, arrange and run demos, build the schedule, organise first show sit-ins, organise show skimming/feedback, and track show attendance, all whilst being available to help out show hosts when they need you. It’s a difficult and time-consuming role, especially around the start of each semester, but it can be incredibly rewarding.

Tasks

September

  • Show application form
    • Include the following:
      1. Name of show
      2. Emails of all hosts
      3. Show description for the website
      4. Whether they are a new or returning show
      5. At least five time slots they are available
      6. The attendance policy and station rules
    • Check previous forms as examples
    • Double-check that "required answer" is active for every question
    • Double-check that the form can be shared outside of standrewsradio.com, and test this with someone before sharing the form publicly
  • Demos
    • Demos are the second part of show applications. They're basically an informal interview to hear people describe their idea.
    • All shows, including returning shows, should go through demos in semester 1. Make sure the application form mentions this.
    • Have a document ready to make notes, and share this with your assistant, and anyone else helping to run demos.
    • Demos are a chance for people to explain their idea to you, especially if their application was unclear – sometimes people can explain a concept much better in person than in writing.
    • Ask people to prepare the following for their demo:
      1. A verbal description of their show
      2. An overview of what their first show would sound like
      3. A preferred time slot – this may have changed since they completed the application form
    • What to look for in a demo:
      1. Are they keen?
      2. Do they really want to be on air?
      3. Do they believe in their idea?
      4. Are they organised – did they arrive on time, with a clear idea, and everything you told them to prepare?
  • Scheduling
    • Set aside an evening to meet with your assistant and the Station Manager
    • Work through applications filling every available slot on the schedule
    • Remember to leave a space for the Office Hours show before committee meetings, and other committee shows if applicable (e.g. The Record's show), although they should have sent an application anyway!
    • Leave a block empty for live lounges if the Station Manager requests this. They may also want a space left for one-off shows, e.g. society collabs.
    • Try to avoid getting a headache
  • Acceptance emails
    • Send acceptances first, rejections last, incase a successful show has changed their mind, or can no longer do their allocated time
    • Either you or the Station Manager should create a closed Facebook group for all show hosts to join
    • Make sure every current host joins this group: include the link in acceptance emails, post it in last year's show group, and ask the Head Technician to remind everyone during training
    • Include a PDF version of the show guide in acceptance emails
    • Make it clear (in both acceptance and rejection emails) that every show will have to reapply in January
    • Keep a list of current show hosts' emails, so you can copy and paste this whenever needed
    • When sending mass emails, put the recipients in the "bcc" line, and your own email (or hello@) in the "to" line, and remember to cc the Station Manager
  • Training
    • Once you have sent out acceptance emails to shows, the Head Technician will organise show training. This usually takes them a whole weekend. Whether you want to join them, and give programming advice to the shows here, is up to you. This advice should include:
      1. Arrive at least five minutes before your show is due to start
      2. Complete the sign-in book
      3. For your first show, script your introduction, and bring more music than you think you will need: one hour for music shows, half an hour for talk shows
      4. Plan the structure of each show using bullet points, but don't completely script beyond the intro
  • Sit-ins
    • Create a copy of the schedule, with all new shows highlighted, and share this with committee@
    • All committee members who have had their own shows before must sign up to help
    • Every new show must have a committee member with them for their first show
    • Guidelines for sit-ins:
      1. Arrive early to help upload music to Myriad
      2. Help with tech, e.g. turning microphones on/off
      3. Give feedback afterwards, e.g. "work on improvising talk sections", "prepare more music"
  • As of 2019/20, new shows can apply throughout the semester. It should be a similar process, just for individual shows, as soon as their application comes in. Towards the end of the semester, let any new applicants know that their application will be reviewed at the start of semester 2, since there's not much point starting a new show in revision week.

January

  • Application form
    • Much the same as in semester 1, but ask if returning shows want to keep the same time slot as they had last semester if possible.
  • Demos
    • Same as in semester 1, except returning shows are not usually required to have another demo.
    • Use podcasts of returning shows to check they are of a good standard.
    • Be biased towards returning shows that are actively engaged in STAR e.g. by submitting a bio for the website, having good publicity, attending events, etc.
  • Sit-ins
    • Same as in semester 1, i.e. only new shows require sit-ins.

Throughout the year

  • Attendance
    • Create a private copy of the schedule each week, and colour-code each show as i) present, ii) absent with notification, iii) absent without notification, iv) absent for two weeks in a row without notification, v) absent for three weeks in a row
    • To check attendance, use a combination of:
      1. Signatures in the sign-in book
      2. Podcasts
      3. Myriad login record – ask the Head Technician to show you how to access this, and to set your Myriad account up so it can access this
    • It may help if you ask other committee members to send a picture of the sign-in book to [[email protected] programming@] whenever they go in for their show
    • If you suspect a show was absent, always email the hosts; many people forget to complete the sign-in book or login to Myriad, and it's easy to mistake a music show's podcast for AutoFade
    • If a show misses two weeks in a row, reach out to them.
    • If a show misses three weeks in a row, with no contact, remove their show from the schedule. Update the schedule whenever this happens, and notify the Station Manager, Head Technician, and Head of Web, so they can remove the show from the website schedule, etc.
  • Skimming
    • You can decide whether to check every show, or only check shows that request feedback. Hopefully you listen to a lot of shows anyway, so will know which ones need improvement.
    • Ask other committee members to help, and use the podcasts archive.
    • The aim of skimming is up to you and the Station Manager. You can decide to email feedback to all shows that need to improve, regardless of whether they request it.

Key dates

  • Summer:
    • Make the show application form
    • Help the Head of Marketing promote the application forms for both shows, and assistant committee positions
  • Semester 1:
    • Close applications around a week after Freshers' Fayre
    • Prepare the schedule and send acceptance emails in the following week
    • Aim to be on air by week 3, allowing a weekend for the Tech Team to train everyone beforehand
  • Christmas break:
    • Help the Head of Marketing promote show applications
  • Semester 2:
    • Close applications around the end of Refreshers' Week
    • Aim to be on air by week 2 – there shouldn't be as many new shows, so the Tech Team hopefully won't need a whole weekend to train everyone

Links and tips

  • Google Forms – learn how to change sharing access to public, and how to use "jump to section" based on previous answers
  • bit.ly – use this to create a short url for your master copy of the schedule. (The Head of Marketing may be able to redirect bit.ly/starschedule to the newest version.)
    • Include show names, host names, and emails on this version of the schedule
    • Send this schedule to the Head of Web and Head Technician, so they can update the website schedule and Myriad database

Contacts