Senate Bill #76 Page 1
Presented to the Senate floor on April 4, 2013.
Authored by: CANO
Co-authored by: McManus
Introduced by: Kappes
Referred to: Internal Affairs Commission Recommendation: Internal Affairs Commission Do Pass as Amended, 9-0-0, on April 15, 2013. Yes: Cano, Hackney, Herskovitz, Lopez, McManus, Renslo, Rivilis, Smythe, Waaland.
An ASUCD Senate Bill to enhance institutional memory by establishing the position of ASUCD Historian and enumerating procedures for ASUCD Archives.
BACKGROUND: The ASUCD Historian position was originally created in the 2006-2007 academic year via the operating budget, which received a stipend of $56/week. However, the ASUCD Historian graduated and left this position unfilled. During this time, a lot of confusion arose around whom the position fell underneath and the duties of the positions each academic year. With no concrete direction, the ASUCD Senate unanimously voted to cut the pay for the position in half after discussing the merits of having such a vital position during the 2008-2009 academic year. The position was filled; however, their progress on archiving ASUCD records had been lost over transition between Executive Offices. Finally with no institutional memory or direction to go, the Historian position idly sat in ASUCD operating unfilled with no real purpose. Finally, during the 2011-2012 academic year, the position was cut entirely. Since then, ASUCD has produced binders of legislation, which was stored in SGAO. However, the Student Government Closet became full and unable to contain any more binders of activities within ASUCD. The Internal Affairs Commission then took on this task as a summer project to properly archive all the ASUCD materials in the Student Government Closet, which dated back to 1980s. The first obstacle was obtaining a feed scanner, which was successfully obtained. From these months of archiving ASUCD legislation and documentation, it became apparent how vital this position is to the greater ASUCD. ASUCD members can request topics to be researched about certain bills or budgets. There are many opportunities for this position to supplement the legislative process by provided ample information in regards to legislation. Finally, this position will ensure that there is a continuous written history for the generations to view.
Section 1. The ASUCD Senate hereby amends Section 204F(1) of the ASUCD Bylaws as follows:
F. Ex-officio Members of the ASUCD Commissions
(1) The ASUCD President and Vice President shall serve as ex-officio, non-voting members of all ASUCD Commissions. The following is a list of additional ex-officio members for e ach Commission:
Academic Affairs Commission: One (1) appointed designee from each of the Dean’s Advisory Committees from the College of Letters and Science, the College of Agricultur Senate Bill #76 Page 2
al and Environmental Sciences, the College of Engineering, and the College of Biologic al Sciences; and one (1) designee from the student Recruitment and Retention Center (SRRC).
Internal Affairs Commission: The ASUCD Controller, and the Elections Committee C hairperson, and the ASUCD Historian.
Business and Finance Commission: The ASUCD Controller.
External Affairs Commission: One (1) City/County Affairs designee, one (1) University Affairs designee, one Graduate Student Association (GSA) representative, and one (1) Lobby Corps designee.
Ethnic and Cultural Affairs Commission: One (1) designee from the Cross-Cultural Center, and one (1) designee from the Outreach Assembly.
Environmental Policy and Planning Commission: One (1) City/County Affairs desi gnee, and one (1) designee from the Campus Center for the Environment, and one (1) designee from the Outreach Assembly.
Gender and Sexuality Commission: One (1) Lesbian, Gay, Bisexual, and Transgender Resource Center (LGBTRC) designee; one (1) Campus Violence Prevention Program (CVPP) designee; one (1) designee from the Women’s Resources and Research Center (WRRC); and one (1) designee from the Outreach Assembly.
(2) Each ex-officio member, or that individual’s designee, will be asked by the Commission Chairperson to make a formal, quarterly presentation to the respective Commission for which that individual serves as an ex-officio member.
Section 2. The ASUCD Senate hereby amends Section 502B(9) of the ASUCD Bylaws as follows:
(1) The Interviewing Committee for ASUCD Historian shall be chaired by the ASUCD Internal Affairs Commission Chairperson. The Interviewing Committee shall include the ASUCD Controller or designee, two (2) ASUCD Senators, the Chairperson of the Internal Affairs Commission, and the outgoing ASUCD Historian. The Interviewing Committee, by a majority vote, shall select among the applicants. All members of the Interviewing Committee shall be invited; however only the Internal Affairs Commission Chairperson and ASUCD Historian need to be present for interviews to take place.
Section 3. The ASUCD Senate hereby enacts Section 504F of the ASUCD Bylaws as follows:
F. The ASUCD Historian shall serve terms of one (1) year and shall have a termination date on June 30.
Section 4. The ASUCD Senate hereby enacts Chapter Twenty-Two of the ASUCD Bylaws as follows:
CHAPTER TWENTY-TWO
ASUCD ARCHIVES
2200. PURPOSE : The purpose of the Archives is to provide the ASUCD with a comprehensive institutional memory. The ASUCD Historian shall gather, organize, maintain, preserve, and make accessible for public inspection for the study and use of the records of the ASUCD and the history of the Association. In addition, the purpose of this chapter is to establish a method for preserving the history of ASUCD, documenting all activities, and ensuring public records are available for future inspection. Senate Bill #76 Page 3
2201. ASUCD HISTORIAN: The ASUCD Historian shall serve as the officer responsible for ensuring that the archival methods established in this chapter are properly carried out.
A. Duties of the ASUCD Historian :
(1) Archive historical ASUCD documents, as described in this chapter
(2) Compile all articles and editorials from The California Aggie and/or other media sources pertaining to ASUCD in a binder each academic year.
(3) Submit a quarterly report to the Internal Affairs Commission of a historical event in ASUCD history for announcement at Senate meetings.
(4) Collaborate with the Student Government Administrative Office (SGAO) to ensure that the ASUCD website has accurate historical information.
(5) When necessary, move ASUCD records to the Shields Library Special Collection, as described in Section 2205.
(6) Collaborate with external entities to ensure ASUCD historical content is accurate.
2202. ACTIVITY BINDER : At the end of each academic year, each body of the ASUCD Senate is encouraged to compile an activity binder containing the body’s activities for the academic year. ASUCD Units are also encouraged to submit an Activity Binder.
A. This Activity Binder shall include minutes of that body, important correspondences of that body, and/or any event material put on by that body.
B. The Activity Binder shall detail the procedure through which events were organized so that future members of the body may continue to organize such events.
2203. ASUCD DOCUMENTS: ASUCD shall store the last five (5) years of ASUCD Governing Documents in SGAO. Any older document shall be archived in the ASUCD Special Collections, Peter J. Shields Library (See Bylaw 2205):
A. Agendas and Minutes of the ASUCD Senate and subordinate bodies.
B. Chronological file of all ASUCD Resolutions, Senate Bills, Ballot Measures, and Constitutional Amendments.
C. Records of ASUCD Court cases and opinions including copies of the complaint, written briefs and documents used in each case.
D. Copies of the annual budget of the ASUCD and any related and clarifying budget material.
E. Appointment rosters of all subordinate bodies of the ASUCD Senate.
F. Articles and editorials from The California Aggie and other news media sources pertaining to ASUCD.
G. At least one (1) photograph of every elected official.
2204. ARCHIVAL GUIDELINES: The following procedures describe how to archive past ASUCD documentation. When a document is found, perform the following:
A. If the document is labeled confidential or stipulated in the Bylaws closed to the public it shall be presented to the ASUCD Business Manager and relocated in Student Services and do not follow any of the following procedure. Senate Bill #76 Page 4
B. Scan the document, convert it to Portable Document Format (PDF), and transfer to proper cloud storage.
(1) If the document is an ASUCD Senate Bill or ASUCD Senate Resolution, transfer the scanned copy to the cloud storage. Ensure that a brief description of the bill or resolution is available on the ASUCD Website so that others may request access to the scanned copy of the full bill.
(2) If the document is an ASUCD Court Opinion, transfer the scanned copy to the cloud storage. Collaborate with SGAO to ensure that the scanned opinion is posted on the ASUCD website for public viewing.
C. Extract any important information from the document and ensure that it is noted in other areas, as described in the duties of the ASUCD Historian (described in Section 2202). This information may include, but is not limited to, the following:
(1) Commission Chairpersons and membership: If a document contains information about the membership of an ASUCD commission, ensure that the names of the commissioners are recorded in the proper area of the ASUCD Wiki.
(2) Documents concerning ASUCD Units: If a document contains information that applies to ASUCD Units, ensure that the Unit’s ASCUD Wiki page is properly updated with the new information.
2205. SHIELDS LIBRARY SPECIAL COLLECTION: The following procedure describes how to transfer older ASUCD documents to the Shields Library Special Collection.
A. When deemed appropriate to archive ASUCD literature, the ASUCD Historian shall contact the University Archivist at Peter J. Shields’ Library Special Collections. The Historian shall prepare an inventory list of all material available for submissions into the ASUCD Special Collection.
B. The ASUCD Business Manager must sign over ownership of documentation upon submissions to the ASUCD Special Collections.
Finance: No Appropriation: None Vote: Majority
DO PASS AS AMENDED, 12-0-0, BY A ROLL CALL VOTE OF THE ASUCD SENATE ON APRIL 18, 2013. YES: BURKE , FIGUEROA, KAPPES, NONGA, ONG, SAGALA, SAHOTA, THOMAS, TOPF, TORRES, WONDERS, XIONG.
______Carly Sandstrom Date ASUCD President