University of Southern Maine

GOVERNANCE DOCUMENT

A. Statement of Purpose. The University of Southern Maine, as part of its commitment to diversity within a democratic culture, has established a center for the documentation, study, and promotion of diversity, human rights, and civil rights in Maine. The Center will collect, house, and preserve primary and secondary research materials on the experiences of diverse groups in Maine. It will encourage the expansion of knowledge by supporting research, developing educational and public programs, and extending its resources to scholars, students, and the general public.

B. Membership. The Steering Committee of the Jean Byers Sampson Center for Diversity in Maine (SCD) consists of the faculty scholars from each of the following meta-collections within the Center: African American; Lesbian, Gay, Bisexual, and Transgender; and Judaica; three members of the USM faculty (other than the faculty scholars) one of whom must be from the Lewiston-Auburn College faculty; one member from the USM professional staff; one member from the USM classified staff; two USM students (one being a graduate student); up to seven members from the public who are committed to the SCD’s Statement of Purpose; and the Director of the SCD. The USM Provost and Vice President for Academic Affairs and the Director of the Libraries shall serve as ex-officio members of the committee.

All members, except for the Provost and Director of the Libraries, have voting status.

Faculty representatives shall be named by the Faculty Senate, but do not have to be members of the Faculty Senate. The professional staff representative will be named by the Professional Staff Senate, but does not have to be a member of the Professional Staff Senate. The classified staff representative will be named by the Classified Staff Senate, but does not have to be a member of the Classified Staff Senate. The student representative will be named by the Student Senate in cooperation with the LAC Student Government Association, but does not have to be member of those bodies. The Graduate Council will appoint a graduate student. Members of the public are appointed by the Provost in consultation with the University and outside communities. Appointments will be for staggered, renewable two-year terms (schedule determined by the Steering Committee). The Steering Committee chair shall annually make the Steering Committee aware of membership vacancies or re-appointments.

C. Leadership. The Head of Special Collections for the USM Libraries is the Director of the SCD. The Chair of the SCD Steering Committee is chosen from the Steering Committee, appointed by the Provost, and serves without a stipend. The Director of the SCD and the faculty scholars cannot be the Chair. The Chair will convene meetings, ensure the recording and distribution of minutes, act as a liaison to Steering Committee members, compile for the Steering Committee reports of SCD activities, and oversee logistical and procedural operations of the Steering Committee.

D. Steering Committee Responsibilities. Actions of the Committee which effect the administration of the collections must be carried out in cooperation with the Special Collections Department which houses the collections and is charged with their care and administration.
(1) Assist in long-range planning for the SCD;
(2) develop policies and procedures to connect the SCD with the diversity goals of the University of Southern Maine;
(3) identify critical issues of diversity that are to be highlighted in the SCD collections;
(4) promote fund-raising efforts that build the resources needed to maintain and improve the collections;
(5) recommend opportunities for cooperative outreach and collaboration within the University community and beyond;
(6) review proposals for initiatives that utilize the collections in the Center;
(7) advocate for the SCD collections;
(8) promote the SCD within the University and to community agencies and organizations;
(9) conduct an annual review of the Steering Committee’s mission and responsibilities;
(10) review petitions for future collections that address diversity issues in Maine to become parts of the SCD and present a recommendation to the Provost for official recognition.

E. Procedural Operations.
1. Voting Procedures: A modified (friendly) Robert’s Rules of Order is used for conducting the formal business of the SCD Steering Committee. Formal actions require a simple majority vote, assuming a quorum (50%+) is present.
2. Meeting Schedule: The SCD Steering Committee meets four times during the
USM academic year (September – May).
3. Standing committees (e.g., Program, Fund-raising) will attend to the
on-going functions of the Steering Committee. Each committee will create procedures for reporting to the Steering Committee and for compiling accountability reports. Standing Committees may involve people who are not on the SCD Steering Committee.

F. Standing Committees.
1. Program Committee
a. Membership. The Sampson faculty scholars are standing members. Two members of faculty, one student, one member of classified/professional staff, and one community member. Members will be chosen from the SCD Steering Committee. The chair of the Program Committee will be chosen by the members of the committee and will serve a two-year term.
b. Committee Responsibilities. The primary responsibility of the Program Committee will be to generate and implement a schedule of events during each academic year to make maximum use of the meta-collections in the SCD and to address significant issues of diversity in Maine. Programming for an individual collection must be approved by the Collection Advisory Board or, in the absence of a Board, the Collection Faculty Scholar and the Sampson Director. All programming for the Sampson Center must be reviewed and approved by the Program Committee. Recommendations for program events must be made in the context of available resources and university policies and priorities. Other responsibilities will be generated by committee needs and priorities.
2. Fund-raising Committee
a. Membership. One member of the University Advancement office (ex officio), Sampson Center Director (ex officio), two faculty, one student, and one community member. Members will be chosen from the SCD Steering Committee. The chair of the Fund-raising Committee will be chosen by the committee and will serve a two-year term.
b. Committee Responsibilities. The primary responsibility of the Fund-raising Committee will be to recommend ideas, activities, initiatives, and procedures for building the resources to support the SCD in coordination with overall USM fundraising strategies. Recommendations will be submitted to the Steering Committee for approval.

G. Collection Advisory Boards.
1. Purpose
At the discretion of the Scholar for each of the three Sampson meta-collections, a board may be established to advise the Sampson Center on a collection’s development, fund-raising, and programming. Advisory Boards focus on the needs and development of a specific meta-collection and their activity will complement the work of the Sampson Center Steering Committee. The ex officio presence of the Scholars, the Sampson Center Director, and the Director of University Libraries on both advisory board and Steering Committee ensures coordination and communication between the boards and Steering Committee.
2. Membership
The Board should consist of individuals from the University and local community; members should be committed to the Sampson Center’s Statement of Purpose.

Dated: February, 2005. Originally drafted September, 2002.