SAA UT-Austin Student Chapter

To provide activities for members to discuss archival issues, interact with professional archivists and engage in professional activities.
To promote communication with other student groups within the University, such as the American Library Association, as well as student chapters at other universities, in order to develop mutual interest of the library and archival professions.
To promote archival interest at the university and within academic departments through seminars, convocations and curriculum planning.
To acquaint members with the objectives, ethics and publications of the Society of American Archivists.

Go to the top of the page.

Article III. Membership

Section 1. Membership in this organization is open to all students currently enrolled at the University of Texas with an interst in the archival enterprise.

Section 2. Membership in the Student Chapter requires membership in the Society of American Archivists.

Section 3. There shall be at least five (5) members in good standing with the SAA to maintain status as a student chapter.

Go to the top of the page.

Article IV. Dues

Section 1. As students, members of the organization will be given a reduced rate for membership in The Society of American Archivists.

Section 2. Extra dues will be decided by the Executive Board, to help in administration of the student chapter.

Go to the top of the page.

Article V. Annual Report

Section 1. A current activity report on the organization's activities in the past year will be prepared and submitted to Council of the SAA for review at the end of the Fall semester.

Section 2. Failure to submit the annual report to the SAA could result in dissolution of the Student Chapter.

Go to the top of the page.

Article VI. Board of Officers

Section 1. The Board of Officers shall be the President, Vice-President, Secretary, Treasurer and Program Committee Chair. The Board of Officers together with the faculty advisor (Article VII. Sections 1-4) will comprise the Executive Board which shall be responsible for the administration of the organization.

Section 2. The Board of Officers shall be elected in the Spring of each year to serve the following year.

Section 3. Officers shall serve for one year. If a vacancy should occur in the office of Vice-President, Secretary, Treasurer, or Program Chair, an interim replacement shall be appointed by the Executive Board to serve until the next regularly scheduled election.

Section 4. Should the President be unable to fulfill his/her term of office, then the Vice-President shall fulfill the remaining term as President and a new Vice-President shall be appointed by the remaining Executive Board.

Section 5. Any board member who fails to fulfill the terms of office or to serve in an agreed-upon official capacity may be removed. Such action shall be effective only upon a majority vote of the Executive Board of Officers taken at an official meeting for such purpose. In the event that a Board member cannot fulfill the obligations of the position, a new officer may be instated. (Article VI, Section 3 & 4)

Go to the top of the page.

Article VII. Faculty Advisor(s)

Section 1. Faculty Advisor(s) shall be selected from the faculty of the School of Information.

Section 2. The Faculty Advisor(s) shall be a professional member of the SAA.

Section 3. The Faculty Advisor(s) shall attend the meetings of the Collegiate Chapter, and shall aid and advise the group on matters under consideration.

Section 4. The Faculty Advisor(s) shall be the official contact with the Society of American Archivists headquarters.

Go to the top of the page.

Article 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 or changed 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 be submitted to the President in writing with a brief description and explanation.

Section 4. Notice of a proposed change and its substance of change will be submitted in writing by the President on the communications board or mailed to all members at least two weeks prior to the meeting.

Section 5. A copy of the Constitution and Bylaws will be provided to all members.

Go to the top of the page.

Article IX. Meetings

Section 1. Meetings shall be held at the beginning of each new academic year and periodically throughout the year as deemed necessary.

Go to the top of the page.

Article X. Dissolution

Section 1. In the event of the dissolution of this organization, any funds or assets shall be allocated as designated by the Executive Board in office at the time of dissolution.

Go to the top of the page.

BY-LAWS

A. Duties of Officer

President:
Yearly Responsibilities: As chair of the Executive Board, the President shall preside at all meetings, represent the student chapter in all official communications outside the organization; meet with Faculty advisor; serve as liaison between School of Information and SAA student chapter; monitor listserv; monitor bank account; and resolve problems within SAA student chapter. The President shall be an ex-officio member of all committees.

Archives Week Responsibilities: Search for speaker(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 near campus; coordinate all Archives week planning meetings; assign additional duties to officers as needed; and assist officers with additional duties.
Vice President:
Yearly Responsibilities: The VP shall assume the duties of the President in the latter's absence, and assume the office of the President should it become vacated.

Archives Week Responsibilities: Attend Archives week meetings; search for speaker(s)/presenter(s), and share publicity duties with secretary.
Secretary:
Yearly Responsibilities: The Secretary shall be responsible for all correspondence and all permanent records of the organization. He/she shall record minutes at meetings and send minutes to the Webmaster. Respond to any printed or mailed requests 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 of publicity with Vice-President. Publicity responsibilities include: create press release; create flyers and posters; contact city-wide print, television, radio, and electronic media outlets; contact campus wide print and electronic media outlets, and contact national SAA publications and listservs.
Treasurer:
Yearly Responsibilities: The Treasurer shall have responsibility for financial matters pertaining to the organization including: monitoring the bank account; receiving and recording membership dues, reimbursing officers from chapter monies for expenses officers incur performing chapter duties, and file appropriate financial paperwork. In addition the Treasurer shall present a financial report at the beginning and the end of each term. He/she shall also be responsible for fundraisers.

Archives Week Responsibilities: Attend Archives week meetings; compose and mail fund raising letters to off-campus organizations and businesses. Coordinate all fundraising activities beyond fundraising efforts of president.
Events Chair:
Yearly Responsibilities: The Events Chair shall be responsible for the planning and coordinating of organizational activities, academic and non-academic, through program committees.

Archives Week Responsibilities: Attend Archives week meetings; search for speaker(s)/presenter(s); arrange rooms for presentations; make arrangements for reception after keynote presentation; file appropriate paperwork for reception and aid secretary and vice-president with publicity responsibilities.
Webmaster:
Yearly Responsibilites: Attend chapter meetings; post minutes on webpage; ensure webpage is current and up to date with the following information: future chapter meetings, the membership list, upcoming chapter events. In addition, the Webmaster is responsible for managing server space, checking the SAA e-mail account, and responding or redirecting received e-mail or any electronic communications.

Archives Week Responsibilities: Attend Archives week meetings; post meeting minutes; create website for Archives week; and assist other officers as needed.

Go to the top of the page.

B. Elections

Elections for the Board of Officers shall be held in January.
Nomination and elections of officers shall be coordinated by an Ad Hoc committee appointed by the Executive Board.
The nomination process shall begin during the first week of the Spring semester. A list of nominees shall be posted to the SAA UT student listserv along with their brief statements. The election shall be conducted the near the end of January.
All elected officers shall be chosen by e-mail ballot according to the procedures established by the Elections Committee and faculty advisor at a general meeting held for such purpose.
The candidate receiving a plurality of all votes shall be elected.

Go to the top of the page.

C. Committees

A Standing Program Committee is designed to meet the objective of the chapter by organizing and facilitating speakers, field trips, workshops, and other academic programs and non-programs. The Committee shall consist of the program committee chair, volunteer student members, and the Faculty advisor.
Ad Hoc Committees shall be appointed as necessary by the Executive Board (ie. elections committee).

Go to the top of the page.

D. Finances

All expenditures must be approved by the Board of Officers before funds may be disbursed.
Bills must be submitted in writing before the funds are drawn upon. Receipts for all expenditures must also be submitted.
A semester budget must be planned and submitted to the Executive Board before each semester.

Go to the top of the page.

Amendments

Amendment I

Go to the top of the page.