Constitution

I. Name

  1. The name of this organization will be the Society of American Archivists student chapter at UCLA.

II. Objectives

  1. To acquaint members with the objectives, ethics, activities, and publications of the archival profession and the Society of American Archivists (SAA), and to provide the membership with representation at SAA meetings.
  2. To provide opportunities for members to discuss archival issues and the archival profession, interact with professional archivists, and engage in professional activities.
  3. To promote communication with other student groups within the UCLA, such as the American Library Association and the American Society for Information Science, as well as student chapters at other universities, in order to develop the mutual interests of the library and archival professions.
  4. To promote archival interests at the University.

III. Membership

  1. Membership in the organization is open to all students currently enrolled at the University of California, Los Angeles with an interest in the archival profession.
  2. There must be at least five (5) members in good standing with the SAA to maintain the organization’s status as a student chapter.
  3. The Society of American Archivists student chapter at UCLA, in accordance with acceptable Federal and State law and University Policy, does not discriminate on the basis of race, color, national origin, religion, sex, disability, age, medical condition, ancestry, marital status, citizenship, sexual orientation, or status as a Vietnam Veteran or specially disabled Veteran. The Society of American Archivists student chapter at UCLA also prohibits sexual harassment. This non-discrimination policy covers organization membership, access to organization programs and activities, and the general treatment of members in the organization.

IV. Dues

  1. Members of the Student Chapter will be given a reduced rate for membership in the SAA
  2. Chapter dues will be decided by the Executive Board to aid in the administration of chapter activities.
  3. The Society of American Archivists student chapter at UCLA will make financial records available to authorized University officials upon request.

V. Annual Report

  1. A report on the current activities of the organization will be prepared and submitted to Council of the SAA for review on a yearly basis. This annual report will include the names of all members of the Student Chapter, the names of the Executive Board and faculty advisor, and a summary of Chapter activities of the past year.
  2. Failure to submit the annual report to the SAA will initiate an inquiry by the SAA that could result in dissolution of the Student Chapter.

VI. Officers and Advisors

  1. Officers of the organization will include a President, Vice-President, Secretary, Treasurer, and Program Chair. No person will be permitted to hold more than one office. The officers, together with the faculty advisor, will comprise the Executive Board, which will be responsible for the administration of the organization.
  2. The faculty advisor will be an individual member of the SAA, will aid and advise the Student Chapter, and act as a liaison with the SAA in matters regarding the organization.
  3. Officers will serve for a term of one year, and may be re-elected to an additional term of one year. If a vacancy should occur in the offices of Vice-President, Secretary, Treasurer, or Program Chair, an interim replacement will be appointed by the Executive Board to serve until an election can be scheduled.

VII. Constitution and Bylaws

  1. The constitution, together with the bylaws, will constitute the operating basis of the Chapter.
  2. The Executive Board is authorized to prepare, adopt, or amend the constitution or bylaws as may be desirable for the administration of the organization. Amendment proposals must be submitted to the Board in writing, and will be submitted in turn to the membership as least two weeks before a vote. They will be decided by a majority vote of the membership.
  3. A copy of the current constitution and bylaws will be made available to all members.

VIII. Meetings

  1. Meetings will be held within two weeks of the first day of classes of each academic term and regularly throughout the year as deemed necessary.
  2. Meetings will be conducted in accordance with a rules of order chosen by the Executive Board. The Secretary shall be responsible for making sure that the rules are followed.

IX. Dissolution

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

X. Duties of Officers

  1. The President will be chair of the Executive Board and will have the ultimate responsibility for the functioning of the organization at the University. The President will serve as the liaison between the Student Chapter and the SAA. The President will be an ex officio member of all committees.
  2. The Vice-President will assume the duties of the President in the latter’s absence, and, until an election can be scheduled, assume the office of the President should it become vacant. The Vice-President will direct public relations within the University community, and communication within the Chapter.
  3. The Secretary will be responsible for all correspondence and all permanent records of the organization. The Secretary will record the meeting minutes and maintain event information in order to prepare the annual report.
  4. The Treasurer will be responsible for financial matters pertaining to the organization and make available to the Executive Board and membership a financial report at the beginning of each term. The Treasurer will be responsible for fundraising activities.
  5. The Program Chair will be responsible for the planning, promotion and coordination of the activities of the organization. The Program Chair may create ad hoc committees to organize special events.

XI. Elections

  1. Elections for office will be held yearly in the first month of Spring Quarter.
  2. When an election is necessitated by a vacancy in one or more of the offices of this organization, the Executive Board will appoint an Election Coordinator who will oversee the election. The Election Coordinator will be a member of the Student Chapter and may not run for any office in that election.
  3. The Election Coordinator will be responsible for soliciting nominations and statements of intent, for posting them on the Student Chapter bulletin board, and for coordinating the date of the election with the Executive Board.
  4. The closing date for the submission of nominations will be one week before the date arranged for an election.
  5. Elections will be held by secret ballot distributed by the Election Coordinator in conjunction with the Executive Board.
  6. The newly elected Executive Board will meet for the first time within one week of the elections.
  7. All members of the organization are entitled to vote for the officers. The vote will be by secret ballot according to the procedures established by the Election Coordinator. The faculty advisor will ensure that the elections are carried out fairly and will certify their validity.

XII. Committees

  1. Ad Hoc Committees to further the objectives and interests of the Student Chapter will be appointed by the President, in concurrence with thew Executive Board, from among the membership of the Student Chapter. These Ad Hoc Committees will be chaired by a member of the Executive Board.

XIII. Finances

  1. All expenditures must be approved by the Executive Board before funds may be disbursed.
  2. Receipts and bills must be submitted in writing before the funds are drawn.
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