ALA/SAA/AAM Committee on Archives, Libraries, and Museums (CALM) (Affiliated Group)

I. Purpose

Revised in January 2003, the charge of the joint committee is:

1. To foster and develop ways and means of effecting closer cooperation among the organizations;
2. To encourage the establishment of common standards;
3. To undertake such activities as are assigned to the committee by any of its parent bodies;
4. To initiate programs of a relevant and timely nature at the annual meetings of one or more parent bodies either through direct combined committee sponsorship or by forwarding particular program plans to the appropriate unit of one or more parent bodies for action; and
5. To refer matters of common concern to appropriate committees of ALA, SAA, or AAM.

The ALA/SAA/AAM Joint Committee on Archives, Libraries, and Museums consists of 15 members, five from each association, with co-chairs appointed by each association biennially for two-year terms.

See also: The CALM Wiki

American Archivist Editorial Board

I. Purpose

The Editorial Board advises and assists the Editor of American Archivist in the editorial review and production of the journal and in establishing and implementing editorial policies and procedures for peer review of submitted manuscripts.

The Editorial Board also assists with the evaluation of the Journal Editor as requested by the Council.

II. Board Size, Length of Terms, and Selection

The Editorial Board consists of the Editor, who serves as chair of the board, the Reviews Editor, and twelve individual board members.

The Editor is appointed by the Council. The Editor's term is three years and customarily begins on or about January 1; however, the exact date on which the individual selected assumes the responsibilities of editorship is negotiated by the individual and the Executive Director. An incumbent Editor may be re-appointed for one additional term as Editor. An individual may not serve more than two consecutive terms, but may apply for the position at a later time.

The Reviews Editor is appointed for a three-year term by the Editor. The Reviews Editor may serve no more than two consecutive terms.  The Reviews Editor is selected based on demonstrated excellent writing and editorial skills and knowledge of current research and writing in the archives field.

The twelve individuals comprising the board are appointed for four-year terms that are staggered so that one-fourth are appointed each year. At least one member of the Editorial Board shall be an international representative (that is, an individual who lives and works outside of the United States). Board members are nominated by the Editor and appointed by the SAA Vice President based on the list of nominees.  In the event that the Vice President is unable to appoint a person nominated by the Editor, the Vice President asks the Editor to nominate another person for appointment.  Individuals serving on the Editorial Board are selected because of their knowledge of archival theory, methodology, and practice; expertise in research strategies and methodologies; and experience in archival research and publication.

The Editorial Board also reflects a diversity of archival institutions and functional expertise and the demographic and geographic breadth of the profession.  An individual may serve no more than two consecutive terms on the board.

The chair of the Publications Board serves as an ex officio member of the Editorial Board.

III. Duties and Responsibilities

A. The Editor

The Editor coordinates Editorial Board activities. To maintain the editorial independence of the journal as a peer-refereed professional journal, the Editor manages the manuscript review process and makes final decisions for publication. The Editor is responsible for the solicitation, selection, peer review, and final approval of articles, features, and photographs. He or she works with authors and prospective authors on necessary revisions, reviews page proofs before publication, and works closely with the Reviews Editor, a copyeditor, an indexer, and the SAA staff, who handle journal production and business matters.

The Editor uses the Editorial Board listserv as the principal means of communication with the Editorial Board about editorial activities, including, but not limited to, statistical summary of submissions and decisions about submissions, negotiations for special issues, special achievements, problems and needs, and suggestions for Editorial Board policies.

The Editor also serves as an ex officio member of the Publications Board.

B. Reviews Editor

The Reviews Editor works in conjunction with the Editor to commission review essays; selects books and exhibits (print and online) to review; assembles, maintains, and refreshes a stable of reviewers; assigns items to be reviewed and oversees the reviews process; and edits copy for the reviews section in each issue of the journal.

C. Individual Board Members

Individual Editorial Board members assist the Editor in developing and implementing editorial policies and procedures, encouraging submissions and soliciting manuscripts to be considered for publication in American Archivist, promoting content from current and recent issues, recommending other manuscript reviewers, reviewing manuscript submissions for possible publication in the journal, and contributing as needed with reviews of professional literature and resources.

Individual board members also assist with the review of the Editor’s performance and may assist in the search for a new Editor.

D. SAA Office

The SAA office coordinates production aspects of the journal and handles business matters, including:

• Physical and digital production;
• Content licensing;
• Coordination of cover art;
• Advertising sales;
• Subscriptions and claims;
• Providing reports to assist the Editorial Board in accomplishing its goals;
• Coordinating communication with and among Editorial Board members and with SAA members at large;
• Ensuring the production and distribution of Editorial Board meeting minutes; and
• Negotiating contracts with vendors.

IV. Meetings

The Editorial Board meets at least annually during SAA’s Annual Meeting.

The SAA Executive Director, Director of Publishing, and Editorial and Production Coordinator customarily participate in all meetings of the Editorial Board.

V. Budget

The Council, as part of its budget process, approves the budget (prepared by the SAA office) for American Archivist.

VI. Reporting and Editor Performance Evaluation Procedures

The Editor reports to the Council. The Editor submits a report three times a year in advance of each Council meeting. The report includes a summary of the Editor’s activities, the production of the journal, issues and concerns, and any changes to editorial policies and procedures.

The following procedures apply to the annual performance evaluation of the Editor, which isbased on performance criteria, goals and objectives, and a formal review process. The purpose of this process is to form a basis for considering renewal of the Editor’s contract, to provide feedback to the Editor, to discuss issues of common concern, and to recognize achievements. The Executive Director establishes a schedule for this evaluation process based on a timetable for renegotiation of the contract with the Editor.

The Executive Director shares with the Editor the statement of criteria for performance evaluation, stipulating elements considered appropriate and relevant for evaluating the Editor's performance on an annual basis. This statement must be reviewed and approved by the Council.

The Executive Director solicits written and/or oral comments on the Editor’s performance from the Editorial Board, Council liaison, various SAA staff, three authors who have recently published in the journal, an author in the process of publishing in the journal, and any others who are in a position to provide useful perspectives. Also to be considered are comments received from SAA members or any other information that the Council deems appropriate.  The Editor also completes a self-evaluation.

The Executive Director compiles all feedback received and disseminates this information to the Editor and the Council. The Council reviews the feedback regarding the Editor's performance and takes appropriate action. If feasible, the Council conducts a conference call with the Editor; otherwise, the Council conveys conclusions to the Executive Director to share directly with the Editor.

In years in which the incumbent Editor is eligible for reappointment, the Executive Director contacts the incumbent Editor to determine if he or she is interested in serving a second term. If the Editor expresses such an interest, the matter is referred to the Council for evaluation. The Council makes a recommendation regarding reappointment of the Editor or directs the Executive Director to implement a search for a new Editor as outlined in VII. Editor Search Process.

VII. Editor Search Process

In years in which the incumbent Editor is ineligible for reappointment, is not offered reappointment, or chooses not to serve a second term, the Council and staff work together to conduct a search for a new Editor.

A. Qualifications of Editor

The Editor of American Archivist possesses the following qualifications:

• Leadership skills that allow them to present a vision of the journal that places it at the center of the profession's intellectual dialog.
• Ability to develop and nurture relationships with authors, both established and newly emerging, to encourage them to explore interesting questions and submit material to the journal.
• Ability to nurture interesting but not completely satisfactory submissions to successful publication.
• Ability and willingness to pay special attention to the need to develop ideas in newly emerging areas of the profession, to support the thoughtful re-examination of past professional insights, and to address issues of particular relevance to historically under-represented populations.
• Excellent personal communication and writing skills, including the ability to edit scholarly material, the ability to communicate successfully with those who make submissions, and the ability to report to those in the Society with oversight responsibility for the journal.
• Sufficient financial skill to manage the journal within the established budget.
• Sufficient time-management skills to complete tasks in an acceptable manner and to publish the journal at appropriate and regular intervals as established within the annual budget work plan.

B. Search Committee

In January of the year prior to the expiration of the incumbent Editor's term of office, the Executive Director:

• Forms a search committee consisting of the President, the Council liaison to the Editorial Board, the chair of the Publications Board, a member of the Editorial Board, the Executive Director, and the Director of Publishing.
• Consults with the search committee regarding appropriate text for a call for applicants. The deadline for initial applications is no later than May 15.
• Prepares advertising for the position in all available and appropriate SAA communication outlets.
• Consults with the search committee to identify other venues for promoting the position and/or identifying prospective candidates who might be encouraged to apply for the position.

The search committee reviews the applications, interviews candidates, and makes a recommendation to the Council on the selection of an Editor. (Should the search committee believe that there are no qualified candidates, or that additional qualified candidates are desirable, the committee is empowered to solicit additional nominations to supplement those already received.)

The Council, with due consideration of the selection committee's recommendation, makes the final decision.

Approved by the Council: February 5, 2005.
Revised: May 2014; June 2019.

Appointments Committee

I. Purpose

The Appointments Committee assists the vice-president/president-elect with the appointment process by identifying a pool of potential candidates for appointed positions to committees, boards,  and tasks forces, and to official SAA representative positions. The Committee uses the volunteer self-nomination form, for those members who wish to be considered for appointments, and consults with current appointed group chairs for possible candidates. The Committee surveys the overall list of current and potential appointments to achieve quality, balance, and diversity of appointees both overall and within each unit. At the same time, the committee maintains an openness to appointing new people, especially through the early-career member program.

II. Committee Selection, Size, and Length of Term

The committee consists of three to six members (including the committee chair and vice chair). The newly elected SAA vice president confirms the committee chair and appoints the vice chair prior to the Annual Meeting at which s/he takes office. The vice chair serves a one-year term.  After the Annual Meeting, and upon confirmation, the vice-chair shall automatically serve as committee chair for a one-year term.    Regular committee members serve for one-year to assist in the appointment process.  Membership should reflect the diverse groups represented within SAA.

The immediate past chair of the Appointments Committee shall serve on the Committee on the Selection of SAA Fellows for a one-year term.

III. Reporting Procedures

After consulting the list of volunteers and leaders' recommendations, theCommittee prepares a list of possible candidates for each committee, task force, board, or representative position to assist the vice president in selecting nominees for these posts. The Vice President is responsible for contacting nominees to confirm acceptance of the appointment.

IV. Duties and Responsibilities

The Appointments Committee is responsible for the following:

• Encouraging self-nominations by members and attendees at the Annual Meeting to give members a chance to express interest in serving on a committee, task force, or board or as a representative.
• Preparing announcements for Archival Outlook and other SAA media to encourage SAA members to submit their names for consideration for appointed groups on which they are interested in serving.
• When necessary, reviewing recommendations from current chairs, representatives, councillors, officers, and sections in conjunction with self-nominations.
• Preparing recommendations for appointments to be forwarded to the vice president.
• The Appointments Committee chair will remain available to serve in an advisory role to the President to assist with filling vacancies or appointing new groups that arise during the President's term.

Approved by the SAA Council: June 1998. Revised: November 2016, May 2022, November 2023.

Archival Repatriation Committee

I. Purpose 

The Archival Repatriation Committee works to ensure that the organization's services, activities, policies, communications, and products support the goal of supporting archivists in repatriating and receiving archival materials. It coordinates with various SAA entities, external organizations, and originating communities and monitors, evaluates, advocates for, and reports on matters relating to the repatriation of archival materials.

II. Committee Selection, Size, and Length of Terms

The committee consists of six members and two co-chairs, who are appointed by the SAA vice president/president-elect. The immediate past chair of the Native American Archives Section serves as a committee member for a one-year term. Committee members serve staggered three-year terms. The co-chairs shall serve staggered two-year terms. The vice president/president-elect shall appoint one committee member after consultation with the executive director of the Association of Tribal Archives, Libraries, and Museums.

III. Duties and Responsibilities

• Develops and disseminates guidance and training about archival repatriation.
• Serves as a point of contact and subject matter experts for people with questions about archival repatriation.
• Work on cooperative repatriation projects with organizations with similar goals.
• Engages in reparative and reciprocal actions that lead to better community and institutional relationships.
• Further ongoing investigations of relationships between the Native American Graves and Repatriation Act (NAGPRA), repatriation policy, and archival collections and/or to advocate for inclusion of archival collections in U.S. and international repatriation policy.
• Make recommendations to SAA Council for necessary actions to meet these goals.

IV. Reporting Procedures

The Repatriation Committee reports to the Council and works closely with its Council liaison, the President, and the Executive Director to ensure that it is responsive to the Council’s needs. The chair is responsible for submitting an annual report to the Council, and may also submit items for Council action or discussion and feedback as necessary. The chair also is responsible for ensuring that minutes of Repatriation Committee meetings are prepared and posted on the Repatriation Committee’s SAA-hosted website to inform SAA members of its activities and comply with SAA’s record-keeping requirements.

V. Meetings

The committee shall meet virtually as needed to conduct its work. The committee may conduct its business by email, telephone, or virtual meeting during the course of the year.

Approved by the SAA Council, May 2022.

Awards Committee

I. Purpose

The Awards Committee has five major purposes:

• To publicize awards offered by the Society of American Archivists to ensure outstanding entries.
• To actively seek and solicit nominations for awards offered by the Society of American Archivists.
• To evaluate the nominees for each award and to select winners in each category.
• To plan and carry out the awards ceremony held during the Society of American Archivists Annual Meeting.
• To review suggestions for new awards, develop criteria and guidelines, and make recommendations to the SAA Council.

II. Committee Selection, Size, and Length of Terms

The Awards Committee is composed of two committee co-chairs and the chairs of each of the awards subcommittees.

Annually the vice president/president-elect appoints one Awards Committee co-chair, who serves for one year as junior co-chair and one year as senior co-chair. 

The selection, size, and length of term of each subcommittee is determined by the Council upon adoption of a new award and may be modified by the Council.  Generally subcommittees comprise three members, each of whom serves for three years and as subcommittee chair in her/his third year.  To ensure that appropriate expertise is represented on certain awards subcommittees, however, the Council has determined the following exceptions:

• Coker Award:  The Description Section chair serves for one year as a fourth member.
• Diversity Award: The Diversity Committee chair serves as a fourth member.
• Forman Scholarship: One member of the General Commission on Archives and History of The United Methodist Church (co-sponsor of the award) serves as the fourth member.
• Ham Scholarship: All three subcommittee members must be SAA Fellows.
• Jameson Award:  The Reference, Access, and Outreach Section chair serves for one year as a fourth member.
• Lane Award:  The vice president of the Society of Southwest Archivists (co-sponsor of the award) serves for one year as a fourth member.
• Mosaic Scholarship: The subcommittee consists of six SAA members, two of whom are appointed by the Vice President each year to serve three-year terms. One appointee shall be a previous Mosaic Scholarship recipient, and the chair is appointed annually by the Vice President from among the third-year subcommittee members. The Vice President’s appointments are made in consultation with the chairs of SAA’s Diversity Committee, the Archivists and Archives of Color Roundtable, and the Archival Educators Roundtable.
• Pease Award:  The subcommittee consists of three members:  The American Archivist editor (chair), the Committee on Education vice chair, and one new appointee each year.
• Pinkett Award: The subcommittee consists of three members:  the Archives and Archivists of Color Roundtable (AACRT) senior co-chair, one member of the AACRT (typically the junior co-chair) selected by the Roundtable senior co-chair, and one new appointee each year.
• Posner Award:  All three subcommittee members must be SAA Fellows. 
• Preservation Award:  The Preservation Section chair serves for one year as a fourth member.

III. Reporting Procedures

Awards are announced during the SAA Annual Meeting, and on the SAA website and in the newsletter following the Annual Meeting. The co-chairs represent the Committee when meeting with other SAA committees and with the SAA Council and staff.

IV. Duties and Responsibilities

The Awards Committee publicizes SAA awards through announcements in the SAA newsletter and in other publications as appropriate. It also may publicize the awards during SAA Annual Meetings or conduct other activities to make archivists more aware of SAA awards. The Committee also solicits nominations for SAA awards by contacting individuals, archives organizations, and other groups that may be aware of worthy nominees.

The Committee establishes a deadline for awards nominations to be sent to the committee chair. The Awards co-chairs distribute nominations to the appropriate subcommittee. Each subcommittee evaluates nominations it receives on the basis of written criteria and selects award winner(s) as appropriate. Policy questions regarding criteria or eligibility for an award may be directed to the Awards co-chairs, the SAA Executive Director, or the Council for clarification.

The Awards co-chairs, in conjunction with the Awards Committee and the SAA Executive Director, plan an appropriate awards ceremony for the SAA Annual Meeting. Typically the ceremony is led by the Awards Committee senior co-chair, with each subcommittee chair presenting the award for which he/she is responsible. In addition to presenting the award, the subcommittee chair prepares an awards citation that may be read at the ceremony.

From time to time, the Committee reviews awards criteria and procedures and recommends any revisions that may be appropriate. The Committee may recommend new awards for the Council's consideration. The Committee also evaluates awards and changes to guidelines proposed by members of the Society and makes recommendations to the Council concerning the proposals. Should new awards be approved, the Awards Committee is responsible for drafting appropriate award criteria and procedures.

V. Meetings

The Committee meets at the Society's Annual Meeting.

Approved by the SAA Council: June 1988
Revised: January 1993, January 2007, August 2011

See also

Description of Awards
Nomination Form

Committee on Education

I. Purpose

The Committee on Education has four complementary purposes: 1) to assess the profession's educational needs; 2) to prepare and promote standards for archival education programs based in graduate schools; 3) to prepare and promote post-appointment and continuing education and training programs; and 4) to provide advice to the SAA Education Office.

The Committee on Education's work is based on the following assumptions:

• Education and professional development are essential to the continued advancement of the profession;
• As the profession continues to grow and change, continuing education programs must be addressed in a coordinated manner, ensuring that developments in all areas are based on a common understanding of the profession at all levels;
• Education and professional development offerings must be responsive to the forces and circumstances that could or should shape the profession; and
• Education and professional development should be a cooperative enterprise involving various participants, including SAA; other national, regional, and local archival organizations; graduate-level academic programs; employers; and related professional associations.

II. Committee Selection, Size, and Length of Terms

The Committee on Education consists of eleven members (including a chair, vice chair, and immediate past chair) appointed by the SAA Vice President for staggered three-year terms. The vice chair is appointed by the Vice President normally from among the committee members serving the second year of their appointment. The vice chair assumes the chair in his or her third year on the committee. Following their term as chair, the immediate past chair shall serve an additional one-year term as an ex officio member of the committee. The chair of the Digital Archives Specialist Subcommittee and the SAA Education Director serve as ex officio members of the committee.

The membership of the committee shall include a mix of archival educators and practicing archivists with expertise in one or more of the ACE categories and in continuing education development.

The vice chair of the Committee on Education serves as an ex officio member of the Theodore Calvin Pease Award Subcommittee of the SAA Awards Committee and as an informal advisor to the Students and New Archives Professionals Section.

III. Reporting Procedures

The committee reports to the Council, providing a formal written report in the fall of each year and reporting on special initiatives as necessary or requested.

The committee works closely with the Education Director, serving in an advisory capacity in education-related projects and programs operated out of the executive office.

IV. Duties and Responsibilities

The Committee on Education's charge is to review the needs for continuing education, assist the SAA Education Office in developing relevant programming, and provide guidance to the Society in this area. The tasks and responsibilities of the Committee include:

• Advise the SAA Education Director in:
  • Establishing directions and priorities for the Society's continuing education program; 
  • Monitoring the effectiveness of the offerings in light of professional needs and developments; 
  • Ensuring that the education programs are of high quality; 
  • Coordinating the work of the Education Office with other educational initiatives within SAA;
  • Compiling a list of educational opportunities.
• Review educational initiatives proposed and/or undertaken by other SAA committees and sections, as appropriate;
• Review and assess information provided by the Education Office, the Digital Archives Special Subcommittee, and the Graduate Archival Education Subcommittee on the full range of the profession's educational needs and the degree to which they are being met by existing educational opportunities, and make recommendations or undertake initiatives as appropriate;
• Advise the Council on conditions and developments that affect educational program needs;
• Maintain contact with educational offices / committees in related professions and organizations to explore opportunities for cooperative and mutually beneficial efforts;
• Revise and update Archival Continuing Education (ACE) Guidelines in accordance with policy, including publishing revisions for member comment and submission to the Standards Committee per the internal approval process.

V. Meetings

The committee meets at the SAA Annual Meeting. The committee shall meet monthly; additional mid-year meetings are scheduled depending on the availability of financial resources.

Approved by the SAA Council: August 2008
Revised: January 1992, January 1998, May 2005, August 2008, May 2011, November 2016, May 2022.

Committee on Ethics and Professional Conduct

I. Purpose

The Committee on Ethics and Professional Conduct (CEPC) advocates for and addresses issues related to ethical and professional conduct within the archival profession. CEPC supports and promotes the creation of education and outreach resources and programing relating to the Code of Ethics for Archivists and the Core Values of Archivists statement and periodically reviews each document for currency.

II. Committee Selection, Size, and Length of Terms

The CEPC consists of six members appointed by the SAA vice president for staggered three-year terms. Typically, two members are appointed annually.  Two of the six members serve as co-chairs during their last two years on the committee.  In consultation with the co-chairs, the SAA vice president appoints a junior co-chair from among the rising second-year committee members each year for a two-year term, so that the terms of the two co-chairs are staggered. Additionally, an Early-Career member will serve a one-year term.  The co-chairs work with SAA personnel to select this member from the applicants. 

III. Duties and Responsibilities

1. The committee recommends to the Council updates to the Code of Ethics for Archivists and Core Values of Archivists when these are made necessary by changes in laws governing recordkeeping, copyright, or other pertinent subjects, or by changes in professional procedures and practices.
2. The committee periodically (at least every five (5) years)conducts a complete review of the Code of Ethics for Archivists and Core Values of Archivists to ensure that ad hoc changes have not compromised its internal consistency and the document as a whole continues to meet the needs of the profession. It recommends to the Council revisions as necessary.
3. The committee upholds, promotes, and advocates for broader and more meaningful adoption of ethics across the archives profession and outlined in the SAA Statement on Diversity, Equity, and Inclusion. 
4. The committee monitors and advises on the rise of new ethical and professional conduct issues due to societal, legal, judicial and/or technological developments.
5. The committee solicits or creates case studies, outreach programming, and other educational materials in a variety of formats to promote understanding and utilization of the Code of Ethics for Archivists and Core Values of Archivists, and works with SAA staff members to make these available in appropriate ways.
6. The committee reviews its charge every two years and works with its Council liaison to propose any necessary changes for approval by the Council.

IV. Reporting Procedures

CEPC reports to the Council and works closely with its Council liaison, the President, and the Executive Director to ensure that it is responsive to the Council’s needs. The co-chairs are responsible for submitting an annual report to the Council, and may also submit items for Council action or discussion and feedback as necessary. The co-chairs also are  responsible for ensuring that minutes of CEPC meetings are prepared and posted on the CEPC’s SAA-hosted website to inform SAA members of its activities and comply with SAA’s record-keeping requirements.

Last Revised: June 2009; May 2014: July 2023

Committee on Public Awareness

I. Purpose

The Committee provides strategic information and advice to the SAA Council to enhance SAA’s capacity to promote the value of archives and archivists to institutions, communities, and society.  The Committee recommends to the SAA Council the public awareness priorities on which SAA should focus its attention and resources, within the context of the Society’s mission and strategic plan.  In addition, the Committee works with staff and outside counsel to develop programs that promote the value and role(s) of archivists and archives nationwide.

The Committee on Public Awareness (COPA) is distinguished from the Committee on Advocacy and Public Policy (CAPP) by virtue of the audiences with which each group generally interacts and whose opinions it seeks to influence. CAPP generally is concerned with influencing legislative and regulatory (i.e., public policy) decisions of government at all levels; COPA generally is concerned with influencing opinions about the value of archivists and archives among the general public and stakeholder groups other than legislators and regulators (e.g., archives users, institutional resource allocators, etc.).  The two committees may collaborate on identification of key audiences, messages, and mediums to ensure a coordinated approach to SAA’s priorities and communications.

II. Committee Selection, Size, and Length of Term:

The Committee consists of eight members (including a chair and vice chair) who are appointed by the SAA Vice President for staggered three-year terms.  The individual who is selected by the Vice President as vice chair, typically from among the third-year members, becomes vice chair in the fourth year of service and accedes to chair in the fifth year. Individuals may be reappointed to the Committee.

III. Duties and Responsibilities

The Committee has the following duties and responsibilities:

A.  Acting proactively, the Committee: 

• Works closely with SAA staff and, when available and appropriate, outside public relations counsel to develop work plans for enhancing public awareness of archivists and archives.
• Prepares drafts, for Executive Committee or Council approval, of key public awareness messages, seeking input from members, component groups, and experts as appropriate.
• Oversees development and distribution of low-cost, low-barrier tools and training for archivists to use in creating public awareness initiatives in their own local environments.
• Seeks member, public, and media feedback to continuously increase the effectiveness of and involvement with public awareness activities, including but not limited to American Archives Month.
• Determines and implements effective methods for tracking metrics associated with public awareness of and appreciation for archivists and archives.

B.  Acting in cooperation with other organizations and groups:

• Brings to the Council's attention areas in which collaboration with internal groups and external organizations, including the Council of State Archivists, the National Association of Government Archives and Records Administrators, regional archival associations, and others may advance the Society's public awareness interests.
• At the request of the Council or with its approval, cooperates with such organizations in pursuing public awareness efforts that further the interests of SAA and its members.

C.  Acting in response to requests or events, the Committee:

• Responds in a timely fashion to requests from the President (acting on behalf of the Council) or the Executive Director for background information and recommendations on matters related to public awareness issues.
• Develops and coordinates strategies for the Council and SAA to use in responding rapidly and appropriately to public awareness opportunities.
• Collaborates with SAA component groups to ensure that the Committee and the Council are aware of and responsive to the public awareness issues that are of concern to members. 

IV. Reporting

The Committee works closely with the President, its Council Liaison, and the Executive Director to ensure that it is responsive to the Council's needs and is working in coordination with the staff office. In certain cases, when time is of the essence, Committee communications with the President and Executive Director may be discussed and acted upon solely by the Executive Committee.

Adopted by the SAA Council:  March 17, 2014.

Committee on Public Policy

I. Purpose

The Committee’s purpose is to provide strategic information and advice to the SAA Council to enhance SAA’s capacity to address public policy issues and concerns affecting archivists, archives, the archival profession, and its stakeholders.  The Committee recommends to the SAA Council the public policy priorities on which SAA should focus its attention and resources, within the context of the Society’s mission and strategic plan.  Although the Committee's purview is broad, its overarching priorities are issues related to the preservation of and access to records of enduring value that affect archivists, archival institutions, and users of the archival record.

II. Size, Composition, Selection, and Length of Terms

The Committee consists of eight members. Six members are appointed by the SAA Vice President for staggered three-year terms; a vice chair and chair serve one-year terms.

The SAA Vice President appoints a vice chair from among the Committee members serving in their third year.  That individual serves a fourth year as vice chair and accedes to chair in the fifth year.  Individuals may be reappointed to the Committee.

III. Duties and Responsibilities

The Committee has the following duties and responsibilities:

A. Acting proactively, the Committee: 

• Periodically reviews and suggests (for Council approval) revisions to SAA’s Advocacy Agenda.
• Prepares drafts, for Executive Committee or Council approval, of position papers, statements, issue briefs, and other documents related to public policy issues, seeking input from members and experts (including component groups) as appropriate and feasible.
• Tracks legislative, regulatory, and other public policy issues that are of concern to archivists so that the Council is prepared to address the issues in a knowledgeable manner.
• Brings to the Council's attention areas in which collaboration with other organizations may advance the Society's public policy interests and, under Council direction or with its approval, cooperates with such organizations in furthering SAA's interests.

B. Acting in response to requests or events, the Committee:

• Responds in a timely fashion to requests from the President (acting on behalf of the Council) or the Executive Director for background information and recommendations on matters related to public policy issues.
• Develops and coordinates strategies for the Council and SAA to use in responding rapidly and appropriately to public policy issues or situations that require SAA comment and/or action.
• Prepares position statements and issue briefs on high-priority topics for approval by the Council.
• Collaborates with SAA component groups to ensure that the Committee and the Council are aware of and responsive to the advocacy and public policy issues that are of concern to members. 

IV. Reporting

The Committee works closely with the President, its Council Liaison, and the Executive Director to ensure that it is responsive to the Council's needs and is working in coordination with the staff office. In certain cases, when time is of the essence, Committee communications with the President and Executive Director may be discussed and acted upon solely by the Executive Committee.

Approved by the SAA Council: September 2013

Name change to Committee on Public Policy (COPP) approved by the SAA Council: May 2016

Committee on Research, Data, and Assessment

I. Purpose

The Committee on Research, Data, and Assessment provides access to significant and useful data and research about SAA, American archives, and their users that evidence the value of archives for society and help us improve our services to SAA members and to our consumers. The Committee will work to conduct or support relevant research and to create, gather, and preserve data by directing and engaging in several areas of activity:

• Providing SAA members with standardized tools for gathering and analyzing data;
• Providing a repository or portal for data and other research outputs;
• Providing training on gathering, analyzing, interpreting, and using data; 
• Providing up-to-date and reliable basic facts and figures about archives and archivist; and
• Providing a space to discuss and share information about research initiatives with relevance for archives and records management through the SAA Research Forum.

II. Committee Selection, Size, and Length of Term

The Committee shall consist of a minimum of eleven appointed members (including two co-chairs) serving staggered three-year terms with the possibility of reappointment. The Vice President, on behalf of the Council and with the recommendation of the Committee, appoints new members and co-chairs. Because the Committee may benefit from members who possess specialized skills and abilities that may vary from time to time, a Request for Applicant-based process may be necessary to help surface the best candidates in any particular appointment cycle. Maximum Committee size is variable, depending on the number, nature, and complexity of the projects and activities in which the Committee is engaged at any particular time.

To better facilitate the Committee’s diverse work, members may be distributed among multiple project- or activity-based subcommittees, each of which is headed by a subcommittee chair appointed by the Committee co-chairs to repeatable annual terms. The Committee co-chairs may recommend that the SAA Council form (and disband) subcommittees from time to time, based on current needs.

The vice chair of the Committee on Education will serve as an ex officio member of the committee. The outgoing co-chair may serve as an ex officio member of the committee for up to one year after rotating off the committee.

III. Reporting Procedures

The Committee co-chairs shall submit a report for each Council meeting, summarizing current activities and projects and progress toward stated objectives. As directed by the Council, the Committee co-chairs may submit a written report upon the conclusion of specific projects.

IV. Duties and Responsibilities

The Committee shall enjoy a great deal of latitude in developing and engaging in research projects and data accumulation. In so doing, the Committee must maintain frequent communication with the Council, which approves and advises on the Committee’s strategic directions, tactics, resources, activities, and projects. This communication is facilitated by the Committee co-chairs, who must ensure that the Council is aware of emergent planning and directional changes.

The Committee maintains responsibility for achieving its purpose by:

• Looking strategically at the organization’s information needs and sharing its strategies with the SAA Council and relevant component groups;
• Proactively commissioning or directly engaging in necessary and strategic research, including dissemination, preservation, promotion, and education of survey data and research (such as A*CENSUS II);
• Manage the SAA Research Forum;
• Gathering quantitative and qualitative information of strategic value for SAA in the areas of advocacy, public awareness, improved audience service, and community engagement;
• Evaluating such information and surfacing it to SAA members via dashboards, reports, and constructed data sets that members can use to better understand and act on their own environments and to perform better as archivists;
• Engaging academic and other communities within SAA to perform research by helping to set research agendas and by utilizing grants, fellowships, conferences, and other tools and levers;
• Providing a repository (or repositories) and analytical tools for sharing and evaluating useful data about archivists, repositories, audiences, and the environments in which archives function; and
• Building and maintaining, in collaboration with other SAA groups, a training site for archivists around research, data gathering, evaluation and assessment, and business intelligence.

V. Meetings

The Committee shall conduct its business largely through email and conference calls. The Committee shall meet formally each year at the SAA Annual Meeting. Any additional in-person meetings that may be necessary shall occur only with Council approval and funding.

Approved by the SAA Council, November 2018, May 2022, August 2022. 

Committee on the Selection of SAA Fellows

I. Purpose

The Committee on the Selection of SAA Fellows selects Fellows of the Society in accordance with criteria and procedures established and approved by the Council and in accordance with the Society's Constitution and Bylaws. From time to time the committee also performs other tasks assigned by the Council.

II. Committee Selection, Size, and Length of Term

The committee is composed of the three most recent past presidents of the Society, three Fellows who are elected by the Council at its winter meeting and who serve one-year terms, and the immediate past chairs of the Appointments Committee and the Nominating Committee to serve one-year terms. Current members of the committee, current members of the Council, and Society staff members are not eligible for election. The past president who has served the longest on the committee serves as chair of the committee.

III. Duties and Responsibilities

The Committee on the Selection of SAA Fellows elects new Fellows from individuals nominated by members of the Society. Individual members, primary contacts of institutional members, student members, and associate members are eligible to nominate SAA Fellows. The committee establishes a deadline for receipt of nominations well in advance of the Annual Meeting and develops a standard form for use in nominations in consultation with the Executive Director. The committee also ensures that the deadline is publicized and that the form is readily available. Nominations must include complete biographical information, including academic degrees and honors, pertinent professional and technical training, professional publications, Society activities, and a narrative description of the professional contributions that merit designation as a Fellow.

The Constitution provides that no more than five percent (5%) of the total individual membership reported at the last annual business meeting of the Society shall be elected as Fellows; that at least seventy-five percent (75%) of the members of the Committee on the Selection of Fellows must approve each candidate for a nomination to be approved; and that no member of the Society shall be elected a Fellow who has not been a full member of the Society in good standing for at least seven (7) years immediately preceding election. In approving nominations, the Committee shall be guided by achievement in each of the following criteria:

• Appropriate academic education and professional and technical training in any of the fields of the Society's interest;
• Professional archives experience in any of the fields of the Society's objectives for a minimum of seven years, which shall include evidence of professional responsibility;
• Contributions to the profession demonstrating initiative, resourcefulness, and commitment;
• Writings, presentations, and/or educational services (such as workshops or webinars) of superior quality and usefulness contributing to the realization of the Society's objectives;
• Contributions to the archives profession through active participation in the Society of American Archivists and innovative or outstanding work on behalf of the Society.

While serving on this committee standing members may not formally endorse the candidacies of any of the nominations for consideration by the committee, nor participate actively in organizing the submission of an individual nomination. Similarly, when accepting appointment to the committee, Fellows selected to serve by Council should be required to accept as a condition of service that they will not formally endorse the candidacies of any of the nominations for consideration by the committee, nor participate actively in organizing the submission of an individual nomination.

A 75% favorable vote by members of the Committee on the Selection of SAA Fellows is required for election as a Fellow.

GUIDELINES FOR REVIEWERS

Nominations should provide all the information necessary for evaluating the nominee. The evaluation should focus on the quality, quantity, and applicability of the nomination to the criteria. The evaluators should not “fill in” evidence that may be missing. This helps ensure that all nominations are evaluated from a common perspective. Evaluators may or may not personally know or be closely familiar with a nominee and their professional career, so in any given year, those who are on the evaluation committee could influence a decision if factors not included in the nomination are part of the assessment.

Focus of the award is for service to the Society of American Archivists. The nomination needs to demonstrate that the individual has made sufficient contributions to the Society to be named an SAA Fellow. This is an award that honors outstanding contributions through active participation in and efforts on behalf of SAA as well as to the broader archival profession. This is not an award for outstanding contributions to the archival profession nationally or in a region or state without demonstrable contributions to SAA as well. While a nominee’s activities in other venues strengthens the evidence in some of the criteria areas, they do not replace evidence of service in SAA. There are individuals who may be “well-known” but have not participated in the functions and activities of SAA. Such individuals may be appropriate for other awards such as the J. Franklin Jameson Archival Advocacy Award or distinguished recognition from the SAA Council.

Nominations should demonstrate the nominee meets all criteria.  The nomination should demonstrate both how the nominee meets criteria as well as explaining the strengths and impact of their contributions. The nomination should not simply list those items, but explain in a clear and compelling manner how they are superior or exceptional. Nominees will likely have more contributions in some areas compared to others; the final decision to approve a nomination should be based on the whole of contributions demonstrating a significant overall contribution, while meeting the requirement of contributions in each criterion. 

Letters provided should demonstrate the quality of the nominee’s contributions.  Letters may come from a range of individuals including professional colleagues, individuals in other professions or communities, and users who have worked with or benefited from the nominee’s efforts. These letters do not need to be from Fellows, Past Presidents, or those who might be perceived as having status in SAA. The purpose is to demonstrate the quality of the nominee’s contributions, not restate how the individual meets the criteria.

Comparability of assessment. In evaluating each nomination, evaluators should strive to ensure that their assessments are consistent and comparable between nominations. An  evaluator’s knowledge of an individual’s career, or their particular area of expertise and professional focus, should not lead to a more (or less) favorable assessment.

Recusal. Evaluators should recuse themselves from evaluating a nomination when they have a direct working relationship or other professional or personal relationship that may be perceived as too close for objectivity. This might include an individual’s supervisors, supervisees, partners in current or recent professional positions, or partners/spouses or other close relatives.  Recusal by any member of the evaluation committee is not a negative factor for the evaluation, but reflects the intent to ensure fair evaluation for all.

See the SAA Governance Manual Section XI: Fellows for more information. 

IV. Reporting Procedures

The committee chair informs the Executive Director of election results as soon as possible so that certificates may be prepared. The chair confidentially informs new Fellows of their election in advance of the Annual Meeting and publicly presents certificates to them at a ceremony at the Annual Meeting. The chair also ensures that nominators of other individuals are informed of the results of their nominations.

V. Meetings

The Committee consults by mail, telephone, and/or in person after nominations have been received so that each nominee's qualifications can be discussed and evaluated. The election of Fellows also may be held by telephone or in person, confirmed in writing, or by mail.

Approved by the SAA Council: February 1990
Revised: January 1992, August 2008, February 2010, March 2020, May 2022.

See also:

Distinguished Fellows
Fellow Nomination Form

Diversity Committee

I. Purpose

The Diversity Committee works to ensure that the organization's services, activities, policies, communications, and products support the goal of a more diverse SAA and professional archival community. It functions as a catalyst for new diversity-related initiatives, developed in coordination with various SAA entities, and monitors, evaluates, advocates for, and reports on matters pertaining to the diversity of archival practitioners and documentation.

II. Committee Selection, Size, and Length of Terms

The committee consists of nine members, including the chair and vice chair, who are appointed by the SAA vice president/president-elect. Committee members serve staggered three-year terms. In consultation with the chair, the SAA vice president appoints a vice chair from among committee members with at least one year of experience on the committee. The vice chair serves a one-year term, then accedes to a one-year term as committee chair.  

The chairs of the following member affinity groups with interests in diversity issues serve as ex officio members of the committee:

• Archivists and Archives of Color Section
• Diverse Sexuality and Gender Section
• Latin American and Caribbean Cultural Heritage Archives Section
• Membership Committee
• Native American Archives Section
• Women Archivists Section and Women's Collections Section (This is a joint seat appointed in consultation with both section chairs.)

III. Duties and Responsibilities

• Guides members and staff to recognize the integral links of diversity to all SAA entities and concerns.
• Develops diversity-related initiatives either on its own or in conjunction with other SAA units or the SAA office. Identifies prospective initiatives through reviews of the annual reports of SAA units and other means.
• Regularly informs the membership of SAA’s progress regarding the organization’s efforts.
• Monitors within and outside the organization issues that pertain to diversity concerns and advises the Council on how to address them.
• Gathers, reviews, and analyzes feedback from the general membership, SAA leaders, and the Council.
• Explores strategies with the SAA Membership Committee for recruiting and retaining individuals from underrepresented populations into the organization.
• Cultivates relationships with allied professions to seek out opportunities for collaboration.

IV. Reporting Procedures

The Diversity  Committee reports to the Council and works closely with its Council liaison, the President, and the Executive Director to ensure that it is responsive to the Council’s needs. The chair is responsible for submitting an annual report to the Council, and may also submit items for Council action or discussion and feedback as necessary. The chair also is  responsible for ensuring that minutes of Diversity Committee meetings are prepared and posted on the Diversity Committee’s SAA-hosted website to inform SAA members of its activities and comply with SAA’s record-keeping requirements.

V. Meetings

The committee meets once per year at the Annual Meeting and may also meet mid-year when appropriate. In addition, the committee may conduct its business by e-mail or telephone during the course of the year.

Approved by the SAA Council: 2003
Revised: August 2006, February 2010, May 2014

Finance Committee

I. Purpose

The Finance Committee is responsible for assisting the Council in meeting its fiduciary responsibilities by: monitoring the financial health of the organization, ensuring that its assets are protected, and providing advice and counsel to the SAA Treasurer and the Council on financial matters, including the investment program.

II. Size, Composition, Selection, and Length of Terms

The Finance Committee consists of six members: the SAA Treasurer (who serves as chair), the Executive Director, the Finance/Administration Director, and three SAA members appointed by the Vice President in consultation with the current Finance Committee members to determine what expertise is needed as appointments are made. The three appointed members of the Committee serve for staggered three-year terms, so that one individual is appointed by the Vice President each year. The Vice President may appoint a seventh member (as needed or appropriate) an individual who is not an SAA member or archivist, but who has special expertise in one or more aspects of financial management.

III. Reporting Procedures

The Finance Committee reports to each full meeting of the Council, typically via the Treasurer's formal written report, and also reports to the Council on special initiatives as necessary or requested.

IV. Duties and Responsibilities

Review the Society's financial policies and make recommendations to the Council as appropriate. Review and monitor the Society's income and expenditures, annually review SAA dues and dues revenue to assure SAA's long-term financial stability, and report to the Council on SAA's financial needs and stability. Ensure preparation of accurate, timely, and meaningful financial statements. Meet (via conference call) with the independent auditor annually and review the Annual Audit Report. Review bids, interview, and recommend to the Executive Committee the selection of the external auditor every three years. Review and monitor the Society's investments portfolio and report to the Council on the growth and stability of the investments. Recommend changes to the investment strategy and the Investment Policy as appropriate. Review bids, interview, and recommend to the Executive Committee the selection of one or more investment consultants every three years.

V. Meetings

The Committee meets via conference call 1) after receipt of each quarterly report, in order to discuss the Society's financial standing; 2) prior to submission of a draft annual budget for Council review and adoption, in order to ensure that the draft budget is responsible and reasonable; 3) annually with the external auditor, in order to receive and discuss the Annual Audit Report; and 4) as needed with the investment consultant(s), in order to monitor investment performance.

Approved by the SAA Council: August 2009
Revised: May 2010

Host Committee

I. Purpose

Working closely with the SAA Executive Director and staff, the Host Committee serves as an advisory group to, and onsite extension of, the conference staff.  Committee members provide their knowledge of the local area and its history and ideas for the non-program-related arrangements associated with the Annual Meeting. 

The conference staff works with Committee members’ suggestions, the SAA Council-adopted budget, and the input of the SAA President and other leaders and staff to explore options and make final decisions and arrangements. Committee members also contribute promotional information (including articles, photographs, and online-only information about the host city) and serve on site as registration personnel.

II. Committee Selection, Size, and Length of Terms

The SAA Vice President / President-Elect appoints the chair and members of the Host Committee for the meeting over which he/she presides as president. The chair recommends members of the Host Committee from the geographic area in which the Annual Meeting is being held. The chair may wish to designate one or more co- or deputy chairs. The Host Committee is appointed one year or more before the Annual Meeting and serves through that meeting. Members of the Host Committee must be members of SAA, although non-SAA members may be asked to advise or assist the committee.

Host Committees generally establish subcommittees to facilitate their work. The number and responsibilities of these subcommittees is left up to the needs and wishes of each Host Committee.

III. Reporting Procedures

The Host Committee chair submits a report to the SAA Council (at the Annual Meeting or soon thereafter for online consideration) that addresses the extent to which Host Committee activities addressed diversity issues, evaluates the success of the Host Committee work process over the course of the year, and outlines issues encountered or to be addressed by future Host Committees. The Host Committee chair or co-chairs should be available to advise the incoming chair/co-chairs of the next year’s Committee to ensure transfer of knowledge.

IV. Duties and Responsibilities

The Executive Director and conference staff are responsible for:

• Final selection of images, reception venues, and vendors. Final selection of the plenary speakers rests with the President and Executive Director.
• All final logistics arrangements, including negotiations and contracts.

The Host Committee’s primary duties are the following:

A. Identify, research, and recommend:

• Repositories that will hold tours and/or open houses before and/or during the meeting.
• Professional tours (and tour companies).  SAA does not provide any services related to professional tours, but may promote the availability of such tours if they do not conflict with the conference schedule.
• Local vendors that may be good prospects for the Exhibit Hall.
• Local prospects for meeting sponsors.
• Speakers for plenary session(s) (although the final decisions are made by the SAA President).
• All-Attendee Reception site. Closing Party site (if a Closing Party is held).

B. Help promote the meeting and supply articles, images, and other written materials.
The Host Committee works closely with the SAA Executive Director and staff throughout the year prior to and during the Annual Meeting.  Activities led by the Host Committee include but are not limited to:

• Make a brief presentation during the previous year's Annual Meeting and alert local archivists and others about the Annual Meeting.
• Prepare articles for several issues of SAA’s Archival Outlook to build excitement about attending a meeting in the host city and spotlight historical facts and notable local collections. Writing should be energetic, enthusiastic, and interesting; humor is appropriate. Generally these articles include photos and caption information.
• Prepare promotional and welcome information for the Preliminary, Online, and Onsite programs. Provide images (including caption information and usage rights) showing scenes of the host city that may be posted on the SAA website or used in SAA publications for promotional purposes. Images ideally should reflect the diversity of people, collections, repositories, and institutions in the geographic area.

C. Collect, compile, and use available communication mechanisms (social media, conference website, materials in the registration area) to present local information to potential Annual Meeting registrants.  The Host Committee should develop and post actively on an Annual Meeting blog, which should include links to Annual Meeting information tracked and publicized by staff on the SAA website (such as repository tours and session information), as well as the following local information:

• Travel information that will help attendees get around town as easily as possible (e.g., public transportation system maps and schedules, shuttle and taxi information, city maps). Submit to staff and consider linking to this material from the blog. 
• Dining guide.  The Host Committee may choose to compile a guide or simply to provide links to online local guides. Submit to staff and consider linking to this material from the blog.
• Lists of other information that may be of particular interest to attendees, such as local tours, bookstores, coffee houses, fun and unusual shopping destinations, nearby restaurants (with price ranges), services such as drug stores and photocopy facilities, cultural events, recreational activities, and tourist attractions. Information may be gathered from existing resources (such as the convention bureau) or the Host Committee may develop its own directory of information. Submit to staff and consider linking to this material from the blog.
• A list of repositories (e.g., archives, libraries, museums) in the area that are willing to hold tours or to open their repositories to Annual Meeting attendees. Details such as the name, address, hours, and directions to the repository should be submitted to the SAA Executive Director and staff for publication on the Annual Meeting website or via other appropriate SAA media outlets.

D.  Coordinate and supply volunteers (both Host Committee members and other volunteers) for staffing of the “Advance Registration” desk during conference hours.

• Includes checking in pre-paid registrants, handing out name badges and programs, and answering questions about the local area.  

SAA is not able to waive registration fees for Host Committee members or other volunteers. 

V. Meetings

The Host Committee meets as many times as is necessary before the Annual Meeting. SAA staff members attend some of these meetings. Meetings may be conducted in the host city, via conference call, or via alternative remote meeting technologies.

Approved by the SAA Council: September 1988
Revised: June 1992, December 2012

Membership Committee

I. Purpose

The Membership Committee cooperates with the SAA Executive Director, staff, and the Council to provide advice and counsel on matters of membership recruitment and retention.

II. Committee Selection, Size, and Length of Terms

The Membership Committee shall be composed of a chair, a vice chair/chair-elect, and six additional members to serve in staggered three-year terms. The chair of the Diversity Committee serves as an ex officio member. Standing subcommittees shall be appointed by the chair as needed and shall be chaired by a committee member.

The composition of the committee shall represent as broadly as possible all constituencies within the Society. The committee chair submits recommendations of prospective committee members to SAA's vice president/president-elect for consideration, as well as the name of a third-year committee member to serve as its next vice chair. The vice chair will serve a one-year term, followed by a one-year term as chair.

III. Reporting Procedures

The Membership Committee chair and vice chair must submit an annual report to the Council by December 31. The committee works closely with the SAA Executive Director and staff throughout the year as needed.

IV. Duties and Responsibilities

The Membership Committee is responsible for the following:

• Membership Service. Identifying the needs of members and recommending the development of services to meet those needs.
• Increasing Membership. Recommending means for increasing SAA's membership base, especially among underrepresented groups including, but not limited to, African-Americans, Latinos, Native Americans, and Asian/Pacific-Americans.
• Keeping Membership Informed. Recommending to the SAA Executive Director, the Council, and other SAA committees and related associations ways in which to make prospective and current members aware of the resources, services, and membership benefits of SAA.
• Welcoming New Members. Recommending ways to acknowledge new members and to encourage participation in SAA activities. Conducting welcoming activities via the committee's Key Contact program.
  
• Identifying Nonmember Needs and Perceptions. Gathering information on and analyzing non-members’ needs and perceptions of SAA. Recommending ways in which to meet these needs to attract non-members to join SAA.

V. Meetings

The Membership Committee meets at least once during the Annual Meeting and at other times, if necessary.

Approved by the SAA Council: January 1988
Revised: June 1992, June 1997, September 2004; December 2009

See also:
Membership Committee website
 

Mosaic Program Advisory Group (Affiliated Group)

I. Purpose

The Mosaic Program Advisory Group provides ongoing support for the Association of Research Libraries/Society of American Archivists Mosaic Program, which provides financial support, practical work experience, mentoring, career placement assistance, and leadership development to individuals who are from traditionally underrepresented racial and ethnic minority groups. The Mosaic Program work is funded by a three-year, $487,000 grant from the Institute of Museum and Library Services.

II. Task Force Selection, Size, and Length of Term

Following an open call for participation, the SAA Vice President/President-Elect will appoint five SAA members of varying levels of experience within the profession. One of those individuals will serve as the chair of the Advisory Group.  Another of those individuals will serve as the chair of the Mosaic Program Selection Committee.  All appointments are effective from July 1, 2013, to May 31, 2016

III. Reporting Procedures

The Advisory Group will submit periodic reports to the Project Director on a schedule that ensures that all IMLS grant reporting requirements are fulfilled.

IV. Duties and Responsibilities

Advisory Group members will contribute their time and perform all functions as extra-professional activities.

The Advisory Group will:

• Establish the selection criteria for Mosaic Scholars, within the parameters outlined in the grant application.

• Provide input on drafts of calls for applicants, marketing materials, and mentor training materials (e.g., webinars).

• Work with the site coordinator from each partner institution to recruit on-site internship supervisors.

• Work with the site coordinator from each partner institution to recruit on-site mentors.

• In consultation with the SAA Executive Director, the SAA Program Coordinator, and the Project Director, develop the curriculum for the annual Mosaic Program Leadership Symposium to be held in conjunction with the SAA Annual Meeting.

• Work with the Project Director and assigned staff to establish a “career placement service” that will, with the cooperation of mentors, develop programs and services to facilitate effective transitions into the professional workforce for all program participants.

• Work with the Project Director and Program Coordinator to develop and monitor outcomes-based assessment of the program.

V. Meetings

The Advisory Group will accomplish its work primarily via email, conference call, and/or other electronic means and may meet in conjunction with the SAA Annual Meeting (although funding is not provided for a face-to-face meeting).

Mosaic Program Selection Committee (Affiliated Group)

I. Purpose

The Mosaic Program Selection Committee is responsible for reviewing applications and selecting each cohort of Mosaic Scholars (five individuals in each of three years).

II. Selection, Size, and Length of Term

The Selection Committee comprises five individuals. Following an open call for participation, the SAA Vice President/President-Elect will appoint to the Committee three SAA members of varying levels of experience within the profession. The Association of Research Libraries will appoint two individuals to the Committee. The chair of the Selection Committee will also serve as a member of the Mosaic Program Advisory Group. All appointments are effective from July 1, 2013, through May 31, 2016.

III. Reporting Procedures

The Selection Committee will submit periodic reports to the Mosaic Program Advisory Group and Project Director on a schedule that ensures that applicants receive prompt notification and all grant reporting requirements are fulfilled.

IV. Duties and Responsibilities

Selection Committee members will contribute their time and perform all functions as extra-professional activities.

The Selection Committee will:

• Review the applications received in response to the call for applicants issued for each cohort (2013, 2014, and 2015) based on selection criteria established by the Mosaic Program Advisory Group within the parameters outlined in the grant application.

• Provide timely reports of its decisions to ensure that all applicants receive prompt notification.

V. Meetings

The Selection Committee will accomplish its work via email, conference call, and/or other electronic means.

Nominating Committee

I. Purpose

In accordance with the SAA Bylaws, the Nominating Committee selects a slate of candidates to present for membership vote; provides information about the slate of candidates for the SAA Newsletter; drafts questions for inclusion in the candidates' statements; prepares a final report; and reports the election results at the annual business meeting.

II. Committee Selection, Size, Length of Terms

The Nominating Committee is composed of five members who serve for one year. Three members are elected each year by the membership from a slate submitted by the outgoing Nominating Committee and from any petition and write-in candidates submitted by the membership. Two of the three second-year Council members are selected by lot at the spring meeting of the Council to complete this committee. The vice president/president-elect appoints the chair of the Nominating Committee in the event of a tie for that office, according to the procedures in Bylaw 5.A.

The immediate past chair of the Nominating Committee shall serve on the Committee on the Selection of SAA Fellows for a one-year term.

III. Duties and Responsibilities

The committee selects a slate of two candidates for each of the following offices: vice president/president-elect, three members of Council, and three Nominating Committee members. Two candidates for the office of Treasurer are chosen every third year.

Prior to the Annual Meeting, the chair obtains information from the SAA office and/or the SAA Archives regarding the preferential ballot, previous candidate slates, and election results. The Chair sends this information, along with copies of the Nominating Committee Guidelines and Information Sheets for Nominees to the other committee members. She/he also schedules committee meetings at the Annual Meeting, develops meeting agendas, and assigns responsibilities to committee members (e.g., to prepare lists of possible candidates or to contact various groups for suggestions).

The committee normally meets twice during the Annual Meeting. The first meeting, scheduled early in the week, should result in a slate of candidates for each office, a list of alternates, and a draft of the questions for the candidates' statements. (Because so much of the committee's work is completed during the Annual Meeting, if a Nominating Committee Open House is held, it should be scheduled early, perhaps prior to the first committee meeting, so that it can serve as an effective means for securing additional nominations.) The period between the two meetings of the committee is used by committee members to contact prospective candidates, inform them of the duties/ obligations of running for office, provide them with copies of the Information Sheet for Nominees, and secure commitments from as many of them as possible. The second meeting includes preparation of the final slate, the development of plans for contacting any candidates not yet committed, and approval of questions for candidates. A list of suggestions for nominations to be forwarded to the next year's committee also may be prepared at this meeting.

If alternate candidates must be approached after the Annual Meeting, the committee may reconvene by conference call. The final slate is circulated among the committee members for review, and the chair formally writes all candidates to confirm nomination prior to submitting the slate and list of candidates' questions to the Executive Director. The final slate is to be published in the SAA Newsletter. The SAA office handles the preparation and distribution of the ballot and arranges for the tabulation of election results by the Ballot Committee. The Executive Director informs each of the candidates of the results of the election.

The chair of the committee prepares a final report and submits it to the Council.

The chair reports the election results at the following annual business meeting.

IV. Criteria for Selection of Candidates

All candidates must be Individual members of SAA. Although no other formal criteria are listed for candidates, most committees strive for a balanced slate in terms of gender, geographical area, types and size of candidates repositories, and professional interests. The committee may wish to use past service on the Council as a requirement for selection of vice presidential candidates, and active participation in SAA as a requirement for candidates for the Council.

Approved by the SAA Council: June 1988. 
Revised: May 2022.

Program Committee

Publications Board

I. Purpose

The purpose of the Publications Board and Publications Editor is to ensure that the Society's non-serial publications serve the needs of its members. The Publications Board assists the Publications Editor by establishing overall policy direction, goals, and priorities for the non-serial publications program; approving manuscripts; and monitoring publications to ensure consistently high quality. The Publications Board also assists with the evaluation of the Publications Editor as requested by the Council.

II. Board Size, Length of Terms, and Selection

The Publications Board consists of the Publications Editor, who serves as chair of the board, and eight individual board members.

The Publications Editor's term of office, assuming satisfactory performance, is three years, with an option of reappointment for one additional three-year term.

The eight individual board members are appointed for four-year terms that are staggered so that one-fourth of the members are appointed each year. The Publications Editor recommends new members for appointment by the SAA Vice President. The Vice President bears ultimate responsibility for appointing board members to ensure that they represent diverse knowledge areas and constituencies within SAA. The Publications Editor's recommendations, however, bear considerable weight in this appointment process. An individual may serve no more than two consecutive terms.

The chair of The American Archivist Editorial Board will serve as an ex officio member of the Publications Board.

III. Duties and Responsibilities

A. Publications Editor

The role of the Publications Editor is to set a vision and provide philosophical and strategic direction for the program, acquire manuscripts, maintain a clear and transparent review process, direct the work of the Publications Board, cultivate partnerships with other professional associations, and seek external financial support (with the Council's permission) for specific projects.

The Publications Editor also serves as an ex officio member of The American Archivist Editorial Board.

B. Publications Board

The Publications Board assists the Publications Editor to:

1. Develop and implement editorial policies and procedures.
2. Review proposals and manuscripts, recommend peer reviewers, and coordinate review processes.
3. Solicit authors and publish works that support the archival profession.
   • Ensure that seminal archival literature remains in publication.
   • Publish new, and newly translated, academic works on advanced archival topics.
   • Publish works that establish best practices. Produce revised editions as necessary.
   • Publish new works that meet the evolving needs of the membership.
4. Continue a fiscally responsible program of publishing and distributing works relating to archival history, practice, research, and principles.
   • Work to increase funds for an expanded publications program, such as cooperative ventures with other publishers, seeking grants to defray the cost of some publications, and suggesting ways in which the Council-designated Publications Fund might be enhanced.
   • Seek ways to improve marketing strategies for current and new audiences.
5. Participate fully in all board discussions.

C. SAA Office

The SAA office coordinates the physical production and mechanical aspects of the publishing program, including:

• Negotiate contracts with authors;
• Negotiate contracts with vendors (e.g., printers);
• Negotiate contracts with other publishing outlets to distribute works;
• Oversee production of SAA publications;
• Manage inventory of titles;
• Ensure that all deadlines are met;
• Provide reports to assist the Publications Board to accomplish its goals;
• Coordinate communication with and among the Publications Board members, and with SAA members at large;
• Ensure the production and distribution of Publications Board meeting minutes.

IV. Meetings

The Publications Board typically meets twice each year, once at the Annual Meeting and once at the midpoint of the fiscal year (provided funding is available). The Council liaison, Editor of American Archivist, Executive Director, Director of Publishing, and Production Manager participate in all meetings of the Publications Board.

V. Budget

The SAA Council, as part of its budget process, approves the publications program budget, which is prepared by the SAA office.

VI. Reporting and Performance Evaluation Procedures for Editor

The Publications Editor reports directly to the Council, and is required to submit written reports three times a year to the Council. The Council also may request that the Publications Editor attend and present a verbal report in conjunction with the Annual Meeting.

If the Council expresses concern about the performance of the Publications Editor, it will charge the Executive Director to gather information so that the Council can conduct a more detailed performance review. Such a performance review would include feedback from Publications Board members, the Director of Publishing, authors, and other individuals as appropriate.

In years in which the incumbent Publications Editor is eligible for reappointment, the Executive Director will contact the incumbent Publications Editor to determine if he or she is interested in serving a second term. If the Publications Editor expresses such an interest, the matter will be referred to the Council. After reviewing the Publications Editor's performance based on the position description and consulting such individuals as it deems appropriate, the Council will determine whether it wishes to offer the Publications Editor reappointment to a second term or will direct the Executive Director to implement a search for a new Publications Editor.

Approved by the Council September 29, 2006.
Revised by the Council: June 2012.

Standards Committee

I. Purpose

The Standards Committee is responsible for initiating and facilitating the development of standards;* providing review and comment on standards that are relevant to archival theory and practice; educating the archives community about the value and role of standards; maintaining and updating the SAA Standards Portal; and partnering with related information management professional organizations on standards of mutual concern and interest.

* For the purposes of this document, the term "standards" includes standards, technical standards, conventions, rules, guidelines, and best practices. See Standards Development and Review for more information.

II. Committee Selection, Size, and Length of Term

The Standards Committee consists of nine appointed members (including two co-chairs) appointed by the SAA vice president / president-elect for staggered three-year terms. The Committee also shall include ex officio members, including chairs of all technical subcommittees and development and review teams that report to the Standards Committee, representatives of other SAA groups whose interests and activities closely interact with those of the Standards Committee, and members who serve as SAA's representatives to external organizations that deal with matters within the Committee's area of concern. Ex officio members shall include:

• The immediate past co-chair of the Standards Committee, who shall serve as an ex officio member for one year;
• SAA's representative to the American Library Association's Committee on Cataloging: Description and Access and MARC Advisory Committee;
• SAA's representative to the ARMA International Standards Development Committee (ARMA-SDC);
• SAA's representative to the International Council on Archives Experts Group on Archival Description (ICA-EGAD)
• SAA's representative to the National Information Standards Organization (NISO);
• A representative from the Canadian Council of Archives' Canadian Committee on Archival Description (CCA-CCAD);
• A representative from the International Council on Archives Committee on Best Practices and Standards (ICA-CBPS);
• Other SAA representatives appointed to standards-developing organizations; and
• Chairs of each technical subcommittee and development and review team

The SAA vice president / president-elect annually appoints three members based on recommendations from the Standards Committee co-chairs, whose terms begin at the end of the Annual Meeting. The co-chairs are appointed for staggered two-year terms, and are normally appointed based on the recommendation of the co-chairs by the vice president / president-elect from among the current and previous members of the Committee. Following the co-chair's two-year appointment, the co-chair shall become an ex officio member for one year.

Technical subcommittees. The Standards Committee may recommend that the SAA Council form (and disband) technical subcommittees. The SAA Council may charge a technical subcommittee to oversee SAA-developed standards. Technical subcommittees are responsible for the maintenance and review of the assigned standard (which requires that they monitor all feedback and calls for revision of the standard) and for promoting the standard and educating appropriate communities about it. Technical subcommittee chairs serve as regular or ex officio members of the Standards Committee.

With the recommendations of the Standards Committee co-chairs, the SAA vice president / president-elect appoints technical subcommittee chairs and members. Technical subcommittee members must have expertise related to the standard that they are responsible for maintaining. Technical subcommittees are ongoing as long as the adoped standard remains in use. Technical subcommittee chairs serve as regular or ex officio members of the Standards Committee.

Development and review teams. The Standards Committee may recommend that the SAA Council form (and disband) development and review teams to research and develop a specific standard, review a specific standard, study the need for a standard, or address a particular topic. Development and review teams are ad hoc and will be charged for an appropriate period of time as determined by the Council in consultation with the Standards Committee, not to exceed three years, and with the possibility of renewal.

With the recommendations of the Standards Committee co-chairs, the SAA vice president / president-elect appoints development and review team chairs and members. Development and review team members must have expertise related to the topic being addressed, and will most often be from the group that proposed the original project. Development and review team chairs serve as regular or ex officio members of the Standards Committee.

III. Reporting Procedures

The Standards Committee reports to the Council, providing a formal written report annually and reporting on special initiatives as necessary or requested. The co-chairs are responsible for coordinating the formulation and evaluation of the annual report and other planning documents as needed in consultation with Standards Committee members. The chair of each current technical subcommittee and development and review team is responsible for preparing and submitting an annual report of the group's activities to the Standards Committee co-chairs.

IV. Duties and Responsibilities

To fulfill its mission as described above, the Standards Committee is specifically charged to:

• Oversee the process of standards development by identifying standards needs; recommending to the Council the establishment of technical subcommittees or development and review teams, as necessary, to research, prepare, monitor, and review standards; and recommending action on proposed standards to the Council.
• Ensure that the SAA Standards Portal is maintained and updated on a timely basis.
• Develop, implement, and periodically review a profession-wide plan to address all standards needs across all the core competencies of the profession.
• Monitor and review, and recommend for endorsement when appropriate, other national and international standards that affect archival practice.
• Implement a process for the periodic review of all standards that are relevant to archival theory and practice.
• Conduct maintenance reviews of SAA-adopted standards in accordance with established review cycles.
• Publicize and promote standards-related news and information to the archives community.
• Work in concert with the Program and Education committees and SAA staff to endorse and develop workshops, conference programs, and other educational opportunities related to archives standards.
• Collaborate with international and national associations on standards development projects, with an understanding that the SAA Council must approve in advance all contractual and financial obligations.
• Coordinate the work of SAA representatives to standards organizations.
• Investigate for all SAA-developed standards the feasibility of adoption by the American National Standards Institute as a national standard.

VI. Meetings

The Standards Committee meets once per year at the SAA annual meeting. Depending on operational need and contingent on SAA Council funding, the Committee or subgroups of it may meet midyear. Periodic conference call meetings may be scheduled as needed. Although regular meetings are open to any SAA member who wishes to attend, the Committee shall also hold public meetings as needed at the SAA annual meeting to report on the progress of ongoing standards development or to review projects and to receive questions and suggestions.

Approved by the SAA Council: June 1991 (for a period of three years); June 1992, extended to June 1995
Revised: June 1998, February 2010, January 2011, January 2012, August 2013, November 2018.