Society of American Archivists
University of Texas at Austin Student Chapter
CONSTITUTION Article I. Name Article II. Goals and Objectives Article III. Membership Article IV. Dues Article V. Annual Report Article VI. Board of Officers Article VII. Faculty Advisor Article VIII. Constitution and By-laws Article IX. Meetings Article X. Dissolution BYLAWS A. Duties of Officers B. Elections C. Committees D. Finances AMENDMENTS Electronic Publishing Chair
CONSTITUTIONArticle I. Name
This organization shall be known as the Society of AmericanArchivists, University of Texas Student Chapter.
Go to topArticle II. Goals and Objectives
- To provide activities for members to discuss archival issues,interact with professional archivists and engage in professionalactivities.
- To promote communication with other student groups within theUniversity, such as the American Library Association, as well asstudent chapters at other universities, in order to develop mutualinterest of the library and archival professions.
- To promote archival interest at the university and withinacademic departments through seminars, convocations and curriculumplanning.
- To acquaint members with the objectives, ethics andpublications of the Society of American Archivists.
Go to topArticle III. Membership
Section 1Membership in this organization is open to allstudents currently enrolled at the University of Texas with an interstin the archival enterprise.
Section 2 Membership in the Student Chapter requiresmembership in the Society of American Archivists.
Section 3 There shall be at least five (5) members ingood standing with the SAA to maintain status as a student chapter.
Go to topArticle IV. Dues
Section 1 As students, members of the organization willbe given a reduced rate for membership in The Society of AmericanArchivists.
Section 2 Extra dues will be decided by the Executiveboard, to help in administration of the student chapter.
Go to topArticle V. Annual Report
Section 1 A current activity report on the organization'sactivities in the past year will be prepared and submitted to Councilof the SAA for review at the end of the Fall semester.
Section 2 Failure to submit the annual report to the SAAcould result in dissolution of the Student Chapter.
Go to topArticle VI. Board of Officers
Section 1 The Board of Officers shall be the President,Vice-President, Secretary, Treasurer and Program Committee Chair. TheBoard of Officers together with the faculty advisor (Article VII.Sections 1-4) will comprise the Executive Board which shall beresponsible for the administration of the organization.
Section 2 The Board of Officers shall be elected in theSpring of each year to serve the following year.
Section 3 Officers shall serve for one year. If a vacancyshould occur in the office of Vice-President, Secretary, Treasurer, orProgram Chair, an interim replacement shall be appointed by theExecutive Board to serve until the next regularly scheduled election.
Section 4 Should the President be unable to fulfillhis/her term of office, then the Vice-President shall fulfill theremaining term as President and a new Vice-President shall be appointedby the remaining Executive Board.
Section 5 Any board member who fails to fulfill the termsof office or to serve in an agreed-upon official capacity may beremoved. Such action shall be effective only upon a majority vote ofthe Executive Board of Officers taken at an official meeting for suchpurpose. In the event that a Board member can not fulfill theobligations of the position, a new officer may be instated. (ArticleVI, Section 3 & 4)
Go to topArticle VII. Faculty Advisor(s)
Section 1 Faculty Advisor(s) shall be selected from thefaculty of the School of Information.
Section 2 The Faculty Advisor(s) shall be a professionalmember of the SAA.
Section 3 The Faculty Advisor(s) shall attend themeetings of the Collegiate Chapter, and shall aid and advise the groupon matters under consideration.
Section 4 The Faculty Advisor(s) shall be the officialcontact with the Society of American Archivists headquarters.
Go to topArticle VIII. Constitution and By-laws
Section 1 The Constitution, together with the Bylaws,shall constitute the operating basis of the chapter.
Section 2 The Constitution and By-laws may be amended orchanged at any general meeting or special meeting by a majority vote of2/3 membership, providing that sections 3 and 4 have been observed.
Section 3 By-law changes and amendment proposals must besubmitted to the President in writing with a brief description andexplanation.
Section 4 Notice of a proposed change and its substanceof change will be submitted in writing by the President on thecommunications board or mailed to all members at least two weeks priorto the meeting.
Section 5 A copy of the Constitution and Bylaws will beprovided to all members.
Go to topArticle IX. Meetings
Section 1 Meetings shall be held at the beginning of eachnew academic year and periodically throughout the year as deemednecessary.
Go to topArticle X. Dissolution
Section 1 In the event of the dissolution of thisorganization, any funds or assets shall be allocated as designated bythe Executive Board in office at the time of dissolution.
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BYLAWS
A. Duties of Officer
- President: Yearly Responsibilities:As chair of the Executive Board, the President shall preside at allmeetings, represent the student chapter in all official communicationsoutside the organization; meet with Faculty advisor; serve as liaisonbetween School of Information and SAA student chapter; monitorlistserv; monitor bank account; and resolve problems within SAA studentchapter.The President shall be an ex-officio member of all committees.
Archives week responsibilities: Search forspeaker(s)/presenter(s); coordinate arrangements for speakers’ stay,including: housing, honorarium, travel, and other special arrangements;apply for and collect monies from funding agencies on or nearcampus; coordinate all Archives week planning meetings; assignadditional duties to officers as needed; and assist officers withadditional duties.
- Vice-President: Yearly Responsibilities: The VP shall assume the duties of thePresident in the latter's absence, and assume the office of thePresident should it become vacated.
Archives week responsibilities: Attend Archives weekmeetings; search for speaker(s)/presenter(s), and share publicityduties with secretary.
- Secretary: Yearly Responsibilities:The Secretary shall be responsible for all correspondence and allpermanent records of the organization. He/she shall record minutes atmeetings and send minutes to the Webmaster. Respond to any printed or mailedrequests to SAA student chapter and maintain event information(scrapbook), in order to assist in the annual report of past events.
Archives week responsibilities: Attend Archives Week meetings; record,type, and send minutes to webmaster; and share responsibilities ofpublicity with Vice-President.Publicity responsibilities include: create press release; create flyersand posters; contact city-wide print, television, radio, and electronicmedia outlets; contact campus wide print and electronic media outlets,and contact national SAA publications and listserves.
- Treasurer: Yearly Responsibilities:The Treasurer shall have responsibility for financial matterspertaining to the organization including: monitoring the bank account; receiving and recording membership dues,reimbursing officers from chaptermonies for expenses officers incur performing chapter duties, and fileappropriate financial paperwork. In addition the Treasurer shall present a financial reportat the beginning and the end of each term. He/she shall also beresponsible for fundraisers.
Archives week responsibilities: Attend Archives weekmeetings; compose and mail fund raising letters to off-campusorganizations and businesses. Coordinateall fundraising activities beyond fundraising efforts of president.
- Events Chair: Yearly Responsibilities: The Events Chair shall be responsible forthe planning and coordinating of organizational activities, academicand non-academic, through program committees
Archives week responsibilities: Attend Archives weekmeetings; search for speaker(s)/presenter(s); arrange rooms forpresentations; make arrangements for reception after keynotepresentation; file appropriate paperwork for reception and aidsecretary and vice-president with publicity responsibilities.
- Webmaster: Attend chapter meetings;post minutes on webpage; ensure webpage is current and up to date with thefollowing information: future chapter meetings, the membership list,upcoming chapter events. In addition, the Webmaster is responsible formanaging server space, checking the SAA e-mail account, and responding or redirecting receivede-mail or any electronic communications.
Archives week responsibilities: Attend Archives weekmeetings; post meeting minutes; create website for Archives week; andassist other officers as needed.
Go to topB. Elections
- Elections for the Board of Officers shall be held in January.
- Nomination and elections of officers shall be coordinated by anAd Hoc committee appointed by the Executive Board.
- The nomination process shall begin during the first week of theSpring semester. A list of nominees shall be posted to the SAA UTstudent listserv along with their brief statements. The election shallbe conducted the near the end of January.
- All elected officers shall be chosen by e-mail ballot accordingto the procedures established by the Elections Committee and facultyadvisor at a general meeting held for such purpose.
- The candidate receiving a plurality of all votes shall beelected.
Go to topC. Committees
- A Standing Program Committee is designed to meet the objectiveof the chapter by organizing and facilitating speakers, field trips,workshops, and other academic programs and non-programs. The Committeeshall consist of the program committee chair, volunteer studentmembers, and the Faculty advisor.
- Ad Hoc Committees shall be appointed as necessary by theExecutive Board (ie. elections committee).
Go to topD. Finances
- All expenditures must be approved by the Board of Officersbefore funds may be disbursed.
- Bills must be submitted in writing before the funds are drawnupon. Receipts for all expenditures must also be submitted.
- A semester budget must be planned and submitted to theExecutive Board before each semester.
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Society of American Archivists - University of Texas at Austin Student Chapter
E-mail: saa [at] ischool.utexas.edu
Copyright ©2005 School of Information, University ofTexas at Austin
Last updated Sept. 20, 2007