Standing Rules

Society of American Archivists
Encoded Archival Standards (EAS) Section

STANDING RULES

I. NAME.

The name of the section shall be Encoded Archival Standards (EAS) Section.

II. MISSION.

The mission of the section is to promote the implementation and use of encoding standards for dissemination of archival information. To this end, we aim to provide tools and information for use in encoding archival information; discuss and facilitate the use of software for markup, parsing, indexing, and delivery; and monitor and contribute to the development of encoding standards for archival information.

III. MEMBERS.

Membership in the section shall be determined according to the guidelines established in Section IX. Sections of the SAA Governance Manual.

IV. GOVERNANCE. 

These standing rules of the Encoded Archival Standards Section shall serve as a supplement to the SAA Section Bylaws, which govern all SAA sections. Please refer to Section IX. Sections of the SAA Governance Manual for information on membership, section election procedures, reporting requirements, and more. 

A. Officers.

The officers of the section shall be a Senior Co-chair and a Junior Co-chair. The Junior Co-chair shall be elected annually for a two-year term, serving in year one as Junior Co-chair and in year two as Senior Co-chair.

In addition, a Steering Committee of up to three members shall be elected, each for a two-year term, beginning and ending in August at SAA’s annual meeting. If a member leaves the Steering Committee before his or her term has ended, the remaining Committee members may appoint an interim member if they so choose.

B. Duties of Officers.  

Officers shall fulfill those responsibilities specified in Section IX. Sections of the SAA Governance Manual.

C. Nominations.

The Senior Co-Chair shall issue a call for nominations, including self-nominations, for the positions of Junior Co-Chair and Steering Committee member(s) every June to all section members via the section’s official email discussion list and website. A slate of candidates shall be established by the officers and announced to section members no later than June 15.

D. Elections. 

Elections shall be conducted online with the assistance of the SAA staff and in accordance with guidelines for section elections as specified in Section IX. Sections of the SAA Governance Manual. Availability of the online ballot and deadline for voting shall be announced by the Chair to all section members via the section’s official email discussion list and website.

E. Appointments.  

Section members may be appointed to additional leadership roles by the Co-chairs.

V. MEETINGS.

The section shall hold a meeting in conjunction with the SAA Annual Meeting and may meet at other times as deemed appropriate by the officers. The time and agenda shall be communicated in advance via the section’s official email discussion list and website.

VI. AMENDMENTS.

To ensure alignment with SAA’s governance documents, any amendments to the section’s standing rules should be reviewed by the executive director (or her/his designee) and the section’s Council liaison by May 1, before they are put forward in a referendum for vote by the section membership. Proposed amendments to the section’s standing rules will appear on the section’s annual election ballot for a final approval by a simple majority of the section’s membership. Any adopted amendments should be posted promptly to the section’s official microsite and be noted in the section’s next annual report to the Council. Any revisions to the section’s name or mission/description must be submitted to the Council for final approval. For more information on amendment procedures, see Section IX. Sections of the SAA Governance Manual.

Adopted by the Encoded Archival Description Roundtable membership on 8/16/13; approved by the SAA Council on 9/30/13; Sections I and II amended to reflect name change 7/25/2016. Updated per the member affinity group transition approved by the Council, August 2016.