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I: OFFICIAL NAME
The official name
of this organization shall be the Society of American Archivists Student
Chapter (SAASC) at the University of Pittsburgh. The acronym SAASC may
be used to represent the Student Chapter of the Society of American Archivists
at the University of Pittsburgh on all official announcements and documentation.
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II: PURPOSE
It is the goal of
the Society of American Archivists Student Chapter at the University of
Pittsburgh to:
1. Facilitate and
encourage membership by students and future records professionals in the
Society of American Archivists;
2. Provide a forum for discussion between students of information science
with a practical interest in archives and records management;
3. Acquaint members with the objectives, ethics, and publications of the
Society of American Archivists;
4. Develop and encourage interaction with other student groups to promote
the mutual interests in the library, information, and records professions;
and
5. Engage students interested in the archives profession with professional
members of the archival community.
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III: ACTIVITIES
The SAASC at the
University of Pittsburgh shall endeavor to cultivate leaders in the archival
profession, broadening student understanding of archival issues, archival
education, and the archival profession by:
1. Inviting guest
archival educators and others with relevant knowledge, expertise, and
experience from both inside and outside the institution to discuss theoretical
perspectives, practical experiences, or research initiatives;
2. Organizing visits to area repositories;
3. Eliciting reports from fellow students who have attended regional and
national archival conferences or research initiatives;
4. Encouraging professional activities among members;
5. Developing and encouraging interaction with other student groups, such
as the student chapters of the American Library Association, the American
Society for Information Science, the Special Libraries Association, and
Infinity, to promote mutual interests of allied professions;
6. Acquainting members with the objectives, policies, programs, ethics,
and publications of the Society of American Archivists; and
7. Promoting archival interests within the University of Pittsburgh by
planning colloquia or serving on curriculum committees.
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IV: MEMBERSHIP
Active membership
in SAASC shall be limited to students currently enrolled in the Graduate
School of Information Sciences who are as well individual members of the
national Society of American Archivists. Faculty, staff and alumni of
the University and non-University persons may participate in the meetings
and activities of the organization but may not vote, hold office, or serve
in formal leadership position. No hazing or illegal discrimination shall
be used as a condition of membership in the organization. Membership criteria
are indiscriminate of race, creed, age, sex and nationality.
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V: OFFICERS
Section 1. Executive
Board
1. The officers of this organization shall consist of a President, Secretary,
Business Manager, and Web Coordinator.
2. The Executive Board shall consist of the officers and the faculty advisor(s).
3. The chief officer(s) and the Student Chapter faculty advisor of each
Chapter shall subscribe to SAA’s Student Listserv.
4. The officers shall have the following responsibilities:
a. The responsibilities of the President shall include but not be limited
to:
i. Heading the Executive Board.
ii. Conducting and convening chapter meetings.
iii. Having the ultimate responsibility for the functioning of the organization
and its relationship with SAA Headquarters.
iv. Acting as the liaison between the Student Chapter and national SAA,
as well as the faculty advisor.
v. Performing such duties as are normally required of the office of President;
and as the Membership may determine.
b. The responsibilities
of the Secretary shall include but not be limited to:
i. Recording the minutes of all Student Chapter meetings.
ii. Composing official correspondence between the Executive Board, Faculty
Advisor(s), and the General Membership.
iii. Performing such duties as are normally required of the office of
Secretary; and as the President may delegate; and as the Membership may
determine.
c. The responsibilities
of the Business Manager shall include but not be limited to:
i. Maintaining accurate records of all financial matters.
ii. Ensuring compliance with both national SAA and University of Pittsburgh
regulations pertaining to collection, allocation, and dispensation of
funds.
iii. Meeting University of Pittsburgh’s Student Activities office regarding
funds.
iv. Performing such duties as are normally required of the office of Business
Manager; and as the President may delegate; and as the Membership may
determine.
d. The responsibilities
of the Web Coordinator shall include but not be limited to:
i. Maintaining functionality of chapter website and update information
in a timely fashion, as necessary.
ii. Archive accurate records of past Chapter functions and activities,
and past versions of the Chapter webpage.
iii. Maintain Chapter-specific electronic mail accounts.
e. The responsibilities
of the Faculty Advisor shall include but not be limited to:
i. Providing assistance with student activities as needed.
ii. Serving as an information resource regarding the national Society
of American Archivists.
Section 2. Removal of Officers
Officers of the Society of American Archivists Student Chapter of the
University of Pittsburgh may be removed from office upon a simple majority
vote of the executive board and the active members of the chapter. Should
the voting result in a tie, the Faculty Advisor(s) shall be called upon
to cast the deciding vote.
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VI: ELECTIONS
Section 1. Nominations
1. Nominations shall open at the beginning of the Fall Term or as needed
to replace vacant positions.
2. Members may be nominated in person at a meeting or via notice sent
to the Secretary and the Faculty Advisor(s).
3. Self-nomination is acceptable.
4. Membership in the Society of American Archivists is required to run
for an Executive Board position.
Section 2. Elections
1. Elections shall be held annually at the first scheduled Fall Term meeting
of the Student Chapter, or no later than September 30, and as necessary
during the year to fill vacated positions.
2. All active members of the Chapter are entitled to vote for the officers
of the organization.
3. Each active member is allowed one (1) vote.
4. Initial elections shall be made known to all interested SIS graduate
students; subsequent elections should be made known to all active SAASC
members and faculty advisor(s).
Section 3. Vacancies
Should any SAASC Executive Board office become vacant at any point during
the semester, a new election for the remaining term of office shall be
run by the SAASC Executive Board. At the next regularly scheduled SAASC
general meeting, notice shall be given to all active members about the
availability of the Executive Board office. All active members at the
University of Pittsburgh shall be eligible to fill the vacant office.
As well, notice shall be given of the date of the next regularly scheduled
SAASC general meeting as the date of the election for this position. Any
active member may declare candidacy for this office by submitting a nomination
prior to the next regularly scheduled SAASC general meeting. All candidates
shall be present at this general meeting where the position statements
shall be made available. Voting for this position shall be done at the
general meeting. All active members at this general meeting shall be given
one vote and the candidate with the most votes shall be elected to fulfill
the remaining term of office.
Section 4. Terms
of Office
Terms of Office for all officers shall be one academic year with no restriction
on the number of incumbencies.
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VII: COMMITTEES
No provision is made
for the existence of committees. However, should the existence of a committee
be deemed valuable by majority vote, then voting procedures shall be the
same as those for electing executive officers.
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VIII: ACTIVITIES
Section 1. Meetings
1. There shall be a minimum of three (3) meetings per semester of the
Fall and Spring Semesters.
2. Summer Semester meetings shall be left to the discretion of the Executive
Board and the Faculty Advisor(s).
Section 2. Activities
and Programs
1. Activities and Programs sponsored by the Chapter shall be open to all
interested individuals. Should attendance numbers be limited, preference
for attendance shall be as follows:
a. Active Members.
b. SIS graduate students not actively members of SAASC.
b. School of Library and Information Science Faculty.
c. School of Library and Information Science Staff.
d. Nonaffiliated individuals.
2. There shall be a minimum of two (2) activities or programs per semester
of both the Fall and Spring Semesters.
3. Summer Semester activities shall be left to the discretion of the Executive
Board and Faculty Advisors.
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IX: FINANCES
Section 1. Finances
All finances shall be deposited and handled through the SORC (Financial
Services Office, “Jeff Donovan” “Corey James”)
Section 2. Dues
Dues shall not be enacted. Financial requirements of membership in SAASC
are limited to membership dues required by the national Society of American
Archivists, which may fluctuate annually.
Section 3. Process
University of Pittsburgh SAASC shall comply with the national SAA regulations
on collection, allocation, and dispensation of funds.
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X: PARLIAMENTARY PROCEDURE
Robert’s Rules of
Order, Newly Revised, shall be the parliamentary authority in all cases
not addressed herein and in which they are not inconsistent with the constitution
and any special rules of order which the Executive Board uses to aid in
the orderly running of the general meetings.
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XI: AMENDMENTS
All proposals for
accepting Constitutional changes shall originate in a General Meeting
by a member of the Executive Board. A proposed amendment shall become
effective after it is approved by a (2/3) vote of a majority of the members
at the next consecutive general meeting. In the interim, notice shall
be sent by the Secretary of the proposed amendment to all active members
of SAASC. Specified changes shall be posted on the Chapter website by
the Web Coordinator within one month of ratification.
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XII: STATEMENT OF NONDISCRIMINATION
The Society of American
Archivists Student Chapter at the University of Pittsburgh at no time
shall discriminate against a person because of that person’s race, religion,
sex, sexual orientation, color, national origin, ethnic background, age,
differential ability, or veteran’s status, as in agreement with University
policy.
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