Constitution and Bylaws


Preamble

We, the members of the Student Archivists at Maryland do hereby establish this constitution in order that our Purposes be realized to its fullest extent.

Article 1: Name

The name of this organization will be the Student Archivists at Maryland, henceforth referred to as the Student Archivists at Maryland.

Article II: Purpose

The Student Archivists at Maryland is established for the expressed purpose of developing archival skills as well as an awareness of social responsibilities to encourage student to participate in archival affairs.

The Student Archivists at Maryland understands and is committed to fulfilling its responsibilities of abiding by the University of Maryland policies.

Article III: Membership

Active membership shall be limited to Persons officially connected with the University as faculty, staff, or students. In addition the following requirements are necessary to constitute active membership:

  1. Attendance of a specified number of meetings per semester, this number to be determined by the officers and if necessary made permanent by amendment.
  2. Active participation in all activities sponsored by the Student Archivists at Maryland is encouraged.
  3. All members must also be Society of American Archivists Individual members.

The Student Archivists at Maryland openly admits students to its membership and does not discriminate on the basis of race, color, creed, sex, or sexual orientation.

Article IV: Officers

The Student Archivists at Maryland will be governed by the following means:

  1. Officers: the officers of the Organization shall be a chairperson, a secretary, a treasurer, and a webmaster.
    • The elected Chairperson shall preside at all meetings and appoint all committee chairpersons and represent group interests to outside organizations.
    • The elected Secretary shall handle all external correspondence, new members, rule observance/protocol, document events, and maintain chapter archives
    • The elected Treasurer shall act as liaison with the Office of Campus Programs, be responsible for financial obligations, budgeting, and accounts of the Student Archivists at Maryland.
    • The elected Webmaster shall maintain the organization website with current and relevant information.
  2. Executive Committee: the executive committee shall consist of the officers and additional members. The committee is empowered to conduct business between general meetings.

Article V: Operations

  1. Voting eligibility
    • Those members meeting the requirements of active membership as set forth in Article will be granted voting privileges.
  2. Election Process
    • All elections will be held on an annual basis at the end of each academic year unless the officer(s) has graduated mid-year and thus vacated his or her position, in such case an election will be held to fill the position(s).
    • The Chair will take nominations from the floor (via e-mail). The nomination process must be closed, and the movement seconded. Voting shall be accomplished by both paper and electronic ballot. The Secretary/Treasurer shall count the votes.
  3. Removal
    • Any officer of the Student Archivists at Maryland in violation of the Organization's purpose or constitution may be removed from office by the following process:
    • A written request by at least three members of the organization.
    • A Written notification to the officer of the request, asking the officer to be present at the next meeting and prepared to speak.
    • A 2/3 majority vote is necessary to remove the officer.
  4. Meetings
    • Meetings will be held on a regular basis and will follow the procedures set forth in Robert's Rules of Order.

Article VI: Finances

The Student Archivists at Maryland will finance its activities by the following means:

  1. Voluntary contributions of its members will be used to defray the cost of refreshments and other incidental expenses.
  2. The Student Archivists at Maryland will submit a budget to the Student Government Association Finance Committee on an annual basis and request funding appropriate to the effective operation of the organization for each year.

Article VII: Amendments

The constitution is binding to all members of the Student Archivists at Maryland. However, the constitution is not binding unto itself.

  1. Amendments to the constitution may be proposed in writing by voting member of the Student Archivists at Maryland and any meeting at which 2/3 of the voting members are present.
  2. These amendments will be placed on the agenda for the next regular meeting of the Executive Committee or other officer grouping.
  3. Proposed amendments will become effective following approval of 2/3 majority vote of active members.

Article VIII: Registration Renewal

The Student Archivists at Maryland will apply to the Office of Campus Programs for registration on an annual basis one month after the Student Archivists at Maryland's new officer elections.

Other

On February 10, 2000, Student Archivists at Maryland instituted a policy requiring interested parties to complete an application form and pay $5.00/yr in dues to become an official member of SAM.

Revised: Spring 2008

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