Standing Rules

Society of American Archivists
Metadata and Digital Objects Section

STANDING RULES

 

I. NAME. The name of the section shall be Metadata and Digital Objects Section (MDOS).

II. MISSION. The mission of the section is to promote discussion, education, and collaboration among archivists interested in digitization, digital archival objects, and the metadata that enables access, management, and preservation of digital objects.

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

IV. GOVERNANCE.

A. Bylaws and Standing Rules. 

These standing rules of the Metadata and Digital Object 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. 

B. Officers.  The section shall be led by a Chair or two Co-Chairs. Ideally, the officers of the section shall be a Senior Co-Chair and a Junior Co-Chair who serve staggered two-year terms. 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.

After completion of the two-year term, the Senior Co-chair may continue to serve for another year as a Steering Committee member, if a position has become vacant. No person may serve as the senior leader of the Section for more than three successive years, nor may any person serve on the Steering Committee of the Section (in any capacities) for more than 6 successive years.

A Steering Committee of seven additional members, serving for a three-year term, shall be elected on a rotating basis as needed.

C. Duties of Officers. Officers shall fulfill those responsibilities specified in Section X. of the SAA Governance Manual and as specified in the Metadata and Digital Object Section Leadership Handbook.

D. Nominations. The Chair shall issue a call for nominations, including self-nominations, for Chair/Co-Chair and other Steering Committee positions as needed, every May, to all section members via the section’s official email discussion list and website. MDOS Co-Chairs may be nominated from the general membership or the steering committee. A slate of candidates shall be established by the officers and announced to section members no later than June 15.

E. 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.

Each non-Chair Steering Committee member is elected for a three-year term, with two members ideally elected in each year. Should a Steering Committee member not complete his/her term, the position will be filled by an interim member selected by the Steering Committee and Chair(s). Interim members would be allowed to run for their position when the interim period expires.

Only members of SAA and of MDOS may:
1) Nominate Co-Chairs as well as Steering Committee members, and/or
2) Vote via the online ballot.

Newly elected Steering Committee members and Co-Chairs officially begin their terms at the close of the SAA annual meeting.

F. Appointments. Section members may be appointed to additional leadership roles (e.g., Newsletter Editor, Web Liaison, Internship Program Coordinator, Social Media Coordinator, etc.) by majority vote of the Steering Committee. These leadership roles shall have one-year (renewable) terms, as decided by a majority vote of the Steering Committee. Further descriptions of these roles may be found in the Metadata and Digital Object Section Leadership Handbook.

The Steering Committee may also include in its meetings a student representative to serve a one-year (renewable) term.

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 officer[s]. 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.

 

MDOS Bylaws v. 11/09/14. Updated per the member affinity group transition approved by the Council, August 2016. 

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MDOR_bylaws_revised_2014.pdf146.9 KB