Update: SNAP Draft Bylaws

(revised 6/14/2013)

SOCIETY OF AMERICAN ARCHIVISTS

STUDENTS AND NEW ARCHIVES PROFESSIONALS ROUNDTABLE

BYLAWS

ARTICLE ONE: MISSION

The Students and New Archives Professionals (SNAP) Roundtable exists to focus attention on and give voice to the needs and concerns of its members--and, in particular, students, interns, new professionals, early-career archivists, and individuals seeking professional employment--within the Society of American Archivists (SAA) and the field in general.

ARTICLE TWO: STATEMENT OF GOALS AND OBJECTIVES

SNAP will:

1. Advocate on behalf of students and new archives professionals (new archivists) by raising their visibility within SAA, promoting their unique skills and areas of expertise, and providing a formal channel to voice their needs and concerns in regard to relevant issues.

2. Provide a forum for new archivists to share their concerns and learn from each other.

3. Bridge the gap between participation in SAA student chapters and participation in SAA.

4. Encourage new archivists to become members of and pursue leadership positions within SAA.

5. Facilitate and encourage remote participation through social media and other online resources and thereby provide a model to other SAA groups for engaging members online.

6. Support new archivists as they begin their careers as well as when they move from entry-level positions to mid-career or managerial positions.

ARTICLE THREE: MEMBERSHIP

Any member or nonmember of SAA, including new and more experienced archives professionals, may participate in SNAP in accordance with the most current Guidelines for Roundtables as set forth by the SAA Council.

ARTICLE FOUR: GOVERNANCE

A. Steering Committee

The SNAP Steering Committee will be composed of six members, three of whom will be elected officers (chair, vice chair/chair elect, and secretary), with the others elected at large.

Steering committee members (with the exception of the vice chair/chair-elect) will serve a term of one year. At least one member of the steering committee must be present at the annual meeting.

The steering committee will:

1. Provide leadership to and share information with roundtable members.

2. Identify and appoint ex officio members to the steering committee

3. Solicit input from members.

4. Organize roundtable elections and voting.

5. Appoint temporary and/or permanent committees as needed.

B. Officers

The chair, vice chair/chair-elect, and secretary will serve as officers of the roundtable. Only members of SAA and the SNAP Roundtable may hold these positions. The term for each office is one year, beginning at the close of the SAA annual meeting.

1. The chair directs and reports the activities of the roundtable, organizes and runs the annual meeting, leads the steering committee, and handles administrative duties, including, but not limited to submitting the roundtable’s annual report and serving as the roundtable’s liaison to SAA and its Council. The chair, in consultation with the other members of the steering committee, may solicit and appoint roundtable volunteers to serve as the web liaison, newsletter coordinator, student chapter coordinator, and/or social media coordinator.

2. The vice chair/chair-elect assists the chair in the operation of the roundtable, serves as acting chair in the absence of the chair, and participates as a member of the steering committee. The vice chair/chair-elect also takes over the position of chair in the event that the chair resigns or becomes unable to serve.

3. The secretary serves as the official record keeper of the roundtable, is responsible for compiling and sharing minutes from steering committee and annual meetings, and coordinates the work of the communications subcommittee, when and if such a committee is deemed necessary.

C. Ex Officio Steering Committee Members

Ex officio members of the steering committee will be non-voting and will consist of SAA’s appointed Council Liaison and positions duly appointed by the SNAP Roundtable Steering Committee, which may include:

1. Web coordinator: Maintain the SNAP website with current news and information and update as necessary.

2. Social media coordinator: Manage the social media presence of the roundtable, distribute news and information, and promote interaction of SNAP members on various social media platforms.

3. Newsletter coordinator: In charge of production and distribution of the newsletter and the promotion of SNAP and its activities. If deemed necessary, the outreach/newsletter coordinator will have the authority to solicit volunteers to assist in the newsletter’s preparation.

4. Student chapter coordinator: Serve as a liaison between SNAP and SAA student chapters.

5. Blog coordinator: Manage the blog presence of the roundtable, distribute news and information, and promote interaction of SNAP members on the blog.

The steering committee may appoint additional coordinators/ex officio members as needed.

D. Meetings

1. SNAP will meet once per year at the time of the annual meeting of the SAA. The time and agenda will be announced in the SNAP newsletter and on the SNAP listserv prior to the meeting.

2. The Steering Committee will convene remotely (virtually or by phone) on a regular basis and as needed, as determined by the committee members.

3. SNAP members are encouraged to gather and meet outside of the annual meeting, including at regional conferences, informally, or virtually.

E. Elections and Voting

1. Elections

1. Voting for roundtable officers and steering committee positions will be conducted via an online ballot system provided by the SAA staff. The steering committee will be responsible for organizing roundtable voting and elections and ensuring that elections comply with the criteria and rules for Section elections, as outlined in the SAA Guidelines for Roundtables. All candidates for election must be members of SAA and the roundtable, and only SAA members are eligible to vote for roundtable leaders. To ensure adequate student representation in the roundtable leadership, at least two candidates on the slate must be students at the time of the election.

2. The steering committee may recruit volunteers from the roundtable membership to assist with the nominating and election process, if it so chooses. The committee will be responsible for ensuring adequate student representation among the candidate slate. The committee will solicit candidates for the next year’s officers and steering committee using notices on the listserv, newsletter, website, social media, etc., and prepare an appropriate slate of candidates.

3. All nominations must be collected by the steering committee by June 1. The committee, in coordination with the communications subcommittee, will be responsible for publicizing the slate of candidates and ensuring that ballot information will be made available to roundtable members no later than July 1 and be accessible for at least two weeks. Election results will be announced around the time of the annual meeting and roundtable officers and steering committee members will assume office at the close of the annual meeting.

2. Voting

All roundtable voting, including non-election voting, will take place electronically.

Roundtable election and business votes will be determined by a plurality of the voting members; amendments to roundtable bylaws require a two-thirds (2/3) majority for passage.

3. Resignations

Should any elected officer or steering committee member resign, a special election will be held to fill the vacancy.

ARTICLE FIVE: COMMUNICATIONS

SNAP will distribute information to SAA members and the general archival community via the roundtable’s newsletter, SAA’s member communications, the SNAP listserv, the roundtable’s website, and via social media. Roundtable communications will be coordinated by a communications subcommittee that will consist of the roundtable secretary, web coordinator, outreach/newsletter coordinator, and social media coordinator.

A. Newsletter

1. The roundtable will publish a newsletter periodically, at least two (2) times per year, detailing the activities, projects, and initiatives of the roundtable and its members.

2. Once published, the newsletter will be available via the SNAP website.

B. Listserv: 

1. The listserv is maintained for the benefit of the roundtable as a forum for students and new and/or emerging archives professionals to discuss topics and concerns, make inquiries to other listserv members, and make announcements.

2. In accordance with SAA’s Guidelines, the listerv is open to all, and anyone with an email account may subscribe to the listserv.

C. Website:

1. The roundtable will maintain a current website detailing its leadership, membership, activities, and resources for the membership.

2. The SNAP website serves as the public interface between the roundtable and its members, the larger SAA community, and the general public.

3. The website will be maintained and modified in accordance with the most current Guidelines for Roundtable Websites of the SAA, and will adhere to accessibility best practices.

D. Social Media

Information regarding the roundtable will be distributed to the roundtable’s members and general archival community via social media sites.

VI. Amendments

1. These Bylaws may be amended by a two-thirds (2/3) majority of the members voting in an electronic ballot.

2. Amendments to these Bylaws may be proposed by any roundtable member. Such proposed bylaws amendments must be submitted to the roundtable chair sixty (60) days prior to the annual meeting and must then be publicized on the roundtable’s website, listserv, social media, etc. at least one month prior to the annual meeting. A discussion of the proposed amendments may take place electronically, as well as at the roundtable annual meeting.

3. After appropriate notice and discussions, proposed amendments shall be voted on immediately following the annual meeting.

4. When the SAA Council amends the Guidelines for Roundtables that affect specific provisions of these Bylaws then those provisions will be considered amended and shall take effect immediately, and not require a vote of the roundtable membership.