Executive Order 03 – Authorizing the Records Department to Gift All USG and UPUA Records to the University Libraries
Executive Order 03
December 28th, 2020
AUTHORIZING THE SPECIAL COLLECTIONS LIBRARY TO SERVE AS THE PERMANENT STEWARD OF ALL UNDERGRADUATE STUDENT GOVERNMENT (USG) AND UNIVERSITY PARK UNDERGRADUATE ASSOCIATION (UPUA) RECORDS
By the authority vested in me as President by the Constitution of the University Park Undergraduate Association, and in order to make the organization’s records and business transparent and available to the general public, enable the chronicling of the storied history of undergraduate student governance at University Park spanning over a century, and ensure permanent storage with consistent updates of UPUA records by the Records Department, it is hereby ordered as follows:
Section 1. Precedent and Purpose.
The UPUA Constitution as of December 28th, 2020 §6.3.6.iv states, “[The Department of Records shall] submit to the University Libraries for archiving the records of the UPUA older than three (3) years. Sufficient information should be retained within the UPUA for the conduct of Business.
There are currently two collections designed to hold records of undergraduate student governance at University Park: records from the USG—UPUA’s predecessor in student governance—spanning 1906 to 2006, and records from the UPUA spanning 2006 to 2013, both of which reside in the Special Collections Library in the University Libraries.
The last submission of UPUA records to the University Libraries was performed in 2013.
The Executive Branch of the UPUA is committed to making all records of student governance at University Park available and accessible to members of the public for the purposes including but not limited to accountability, transparency, research, and history.
Section 2. Action.
The Executive Director of Records is authorized to facilitate the gifting of all UPUA and USG records to the University Libraries, while ensuring that all records remain publicly accessible to the extent permitted by the University Libraries’ policies.
The Department of Records shall create digital copies of all submissions to the Libraries for purposes of creating an online archive which is accessible to all, in alignment with the UPUA’s values described in §1.d, and which will be organized and facilitated by the Department of Records.
The Department of Records shall submit the attached Deeds of Gift to the University Libraries officiating this action no later than the end of the current year.
314 HUB-ROBESON CENTER,
December 28, 2020.