San José State University Society of American Archivists Student Chapter Constitution
Adapted from the Constitution approved by the membership, May 2012; revised and approved by the membership, March 1, 2015; revised as per SAA policy, to take effect January 28, 2016; revised and approved by the membership, November 26, 2020.
Article I: Name
Article II: Purpose
Article III: Affiliation
Article IV: Annual Report for SAA
Article V: Membership
Article VI: Officers
Article VII: Officer Nominations and Elections
Article VIII: Executive Committee
Article IX: Duties of Officers
Article X: Officer Resignation/Removal From Office
Article XI: Meetings
Article XII: Committees and Special Interest Groups
Article XIII: Dues/Fees
Article XIV: Constitution
Article XV: Amendments
Article XVI: Dissolution
ARTICLE I (NAME)
The name of this organization is the Society of American Archivists Student Chapter (SAASC). It is the SAASC for the School of Information (iSchool) at San José State University.
ARTICLE II (PURPOSE)
The Society of American Archivists (SAA) is a professional organization established to provide a means for effective cooperation among persons concerned with the documentation of human experience. The members of SAASC seek to:
- Promote archival interests in our academic community,
- Discuss archival issues and the archival profession,
- Engage in professional activities and foster career development,
- Invite professional archivists and others with relevant expertise to discuss theoretical perspectives, practical experiences, or research initiatives,
- Visit repositories and organize participation in events of related interest,
- Know of the objectives, policies, programs, and publications of the SAA,
- Represent our SAASC at SAA and state archivists’ meetings, and
- Promote communication with other student groups within San José State University’s School of Information (iSchool), as well as student chapters at other universities, in order to develop mutual interests within the library and archival professions.
ARTICLE III (AFFILIATION)
SAASC is affiliated with the national organization, the Society of American Archivists (SAA).
ARTICLE IV (ANNUAL REPORT FOR SAA)
SAASC will submit an Annual Report to the SAA Executive Office by May 31st. This Annual Report will contain a list of the names of members, officers and faculty advisor of SAASC. It will also contain a summary list of SAASC activities for one academic year, beginning in the fall semester and ending after the summer term.
ARTICLE V (MEMBERSHIP)
- Voting membership is restricted to matriculated, currently enrolled students, faculty, and staff at San José State University who are individual members of the Society of American Archivists (SAA). At least 80% of all members must be matriculated, currently enrolled students of the San José State University School of Information (iSchool).
- People indicate their SAASC membership by joining the student chapter’s online learning and communication portal, currently Canvas.
- Membership in the organization will not be denied to anyone on the basis of race, religion, national origin, age, sex, disability, veteran’s status, or sexual orientation, except as sanctioned by law (California Administrative Code, Title 5, Section 41500; Education amendments of 1972, Title IX).
- There shall be no hazing.
ARTICLE VI (OFFICERS)
- All officers shall be matriculated, currently enrolled students of the San José State University School of Information (iSchool) who are individual members of SAA. If elected officers are not members of SAA at the time of nomination, officers must provide proof of SAA membership within one month of taking office.
- The officers of SAASC shall consist of no less than one Chair, one Vice Chair, and one Secretary. Members will be permitted to hold up to two offices if unopposed.
- The officers of SAASC may appoint members to unofficial positions that are not required to exist from year to year. It is the responsibility of the officers to define the duties of the appointed positions prior to making the appointments.
- Any member can propose and fill any unofficial position if unopposed. It is the responsibility of the member who creates an unofficial position to describe and perform the duties of that position. Unofficial positions need not exist from year to year.
- Term of office shall be for one academic year, beginning in the fall semester and ending after the summer term. If a mid-year vacancy occurs in any office, the vacancy must be filled immediately. If more than one person seeks the position, all members will vote to determine the replacement. Voting is done by secret ballot; the ballots are submitted to the Faculty Advisor who tallies the votes and announces the results.
- The Faculty Advisor is not an officer. He/she shall be a member of SAA and will act as a liaison between SAASC and SAA in matters concerning both organizations. The Faculty Advisor will house the SAASC paper archives in his/her office and manage the password to the chapter’s digital archives.
ARTICLE VII (OFFICER NOMINATIONS AND ELECTIONS)
- Nominations and election of officers will be held in April. After elections take place, officers will serve their time in the upcoming academic year, as defined in Article VI above. All SAASC members, as defined in Article V, have the right to self-nominate, be nominated as candidates, and vote in elections. Nominees must formally agree to their nominations.
- Officers are elected by a formal plurality vote. Voting is done by secret ballot; the ballots are submitted to the Faculty Advisor who tallies the votes and announces the results. If no more than one member seeks any officer position, and if that member’s candidacy is unopposed, then that member can assume the role without being elected by formal plurality vote.
- The Faculty Advisor will oversee the nomination and election process during the spring semester of each academic year.
ARTICLE VIII (EXECUTIVE COMMITTEE)
The officers listed in Article VI will comprise the Executive Committee of SAASC.
ARTICLE IX (DUTIES OF OFFICERS)
The responsibilities of the officers shall be the following:
A. Chair (Keep duties same as existing chair)
- Act as the executive authority on all matters concerning the functioning of SAASC and its relationship with SAA, iSchool, and SJSU,
- Plan, announce and moderate meetings,
- Oversee the content of the SAASC web site and social media presence, including communications through the current San José State University online learning interface,
- Supervise the production and distribution of publications,
- Annually update SAA student chapter advisors and the SJSU iSchool Student Leadership advisors with the names of SAASC elected officers and appointments,
- Collect all relevant documents to be housed in the SAASC archives; these documents may include but are not limited to: minutes, publications, official correspondence, photographs, videos, electronic files, and other items deemed to be of enduring value, and
- Facilitate the compilation and submittal of the Annual Report for SAA (due May 31st. See SAA site for details on what the Annual Report should contain.).
B. Vice Chair
- Assume the office of the Chair should it be vacated during the stated term of office,
- Assume the duties of the Chair when he/she is absent,
- Assist with any functions designated by the Chair, and
- Plan and coordinate the organization of events in cooperation with the Executive Committee and the general membership and,
- Identify and announce events held outside, but relevant to, SAASC.
- Form ad hoc committees as needed and,
- Assist with the compilation of the Annual Report for SAA.
- Maintain a complete and current roster of all members (if deemed necessary by the Executive Committee and the general membership),
- Record the minutes of each meeting and make them available to all members no later than one week after the meeting, and
- Assist with the compilation of the Annual Report for SAA.
- Maintain the SAASC website, online learning and communication portal (Canvas), social media sites, and its link to the following web sites: SAA, iSchool, and SJSU,
- Establish links with the web sites of other related organizations, as appropriate,
- Ensure that the “Events” page of the web site is updated, and
- Assist with the compilation of the Annual Report for SAA.
ARTICLE X (OFFICER RESIGNATION/REMOVAL FROM OFFICE)
- An officer may resign his or her position at any time by stating the effective date of resignation to the Executive Committee and Faculty Advisor. The resignation shall be made known to the general membership immediately. The open position should be filled within a reasonable time frame upon receiving the resignation. The open position will be filled using the officer nomination and election process stated in Article VII.
- Any member who is dissatisfied with the work of an officer may express his or her complaint to the Faculty Advisor. The Faculty Advisor will serve as the final arbiter in all matters and will approve any resolutions made after a complete investigation has been completed by the Executive Committee and all evidence has been reviewed.
- If a majority of members vote to remove an officer from office, the vacancy must be filled immediately. If more than one person seeks the position, all members will vote to determine the replacement. Voting is done by secret ballot; the ballots are submitted to the Faculty Advisor who tallies the votes and announces the results.
ARTICLE XI (MEETINGS)
- The annual meeting will be held virtually within four weeks of the first day of classes of each academic year. Additional meetings can be held at any time if warranted by the Executive Committee and the general membership.
- Officers and Officer Elects will hold one meeting within two weeks of the end of the spring semester. This meeting is to help new officers transition into their roles.
- Meetings will be conducted via any of the following means: in-person, or virtually, using the current San José State University online learning and communication interface.
- Attendance by 50 percent of the members constitutes a quorum. Meetings will observe Robert’s Rules of Order.
A. Photographs of Events
- Whenever photographs are taken of SAASC-related meetings or events, oral permission will be obtained from the photographer and the individuals depicted in the photographs before they are posted on the SAASC web site.
- Photographs depicting any works that are known to be protected under 17 U.S.C. §101(a)(5)(8), including but not limited to: pictorial, graphic, and sculptural works; and architectural works will not be posted.
ARTICLE XII (COMMITTEES AND SPECIAL INTEREST GROUPS)
- The Executive Committee shall have the authority to name committees and committee leaders.
- A Special Interest Group (SIG) can be formed by any member. There is no requirement for minimum or maximum number of participants in a given SIG. Participation in a SIG is not mandatory. Communication among SIG participants can happen however and whenever members choose. A SIG need not exist from year to year.
ARTICLE XIII (DUES/FEES)
No dues or fees shall be assessed and collected by SAASC for membership. However, voting members are required to hold SAA membership, with all associated fees.
ARTICLE XIV (CONSTITUTION)
This constitution establishes the operating basis of SAASC. A current copy of it will be accessible by all members through the SAASC section of the current San José State University online learning and communication interface as well as the SAASC website. A current hard copy of it will be housed in the office of the Faculty Advisor.
ARTICLE XV (AMENDMENTS)
Any member can originate an amendment to this constitution at any time. Proposed amendments shall be posted to the SAASC section of the current San José State University online learning and communication portal. Any member can respond to the proposal. The proposed amendment shall be adopted if approved by a majority of those responding. The adopted amendment shall be effective immediately.
ARTICLE XVI (DISSOLUTION)
- In the event of the dissolution of this organization, any funds or assets will be allocated as designated by the Executive Committee in office at the time of dissolution.
- Failure to submit an Annual Report as required by the SAA will initiate an inquiry by the SAA that could result in dissolution of SAASC.
- Failure to maintain a minimum of five members will also result in dissolution of SAASC.
This constitution was adopted January 28, 2016.