====== National History and Archives Committee Policy ====== ===== Article I - Responsibilities of NHAC ===== ==== Section 1. End of year Submissions ==== - End of Year submissions must be submitted to the national historian before April 30th of each year, and must include, unless otherwise specified: - Composite photos of the Chapter. - Meeting Minutes since the previous year’s submission. - If applicable, a summary of the Zeta Chapter’s Scrapbook. - A summary of the year’s activities. - The Zeta Chapter transactions. - If applicable, Zeta Chapter Phone Tree, or an equivalent in information provided. - If applicable, Screenshots of the Zeta Chapter website (if changed). - Photos from the previous year. ==== Section 2. Creation and Submission of the Zeta Chapter Scrapbook ==== - In regards to the creation and submission of the Zeta Chapter Scrapbook at Convention each year, the National History and Archives Committee of Zeta Chapter shall be responsible for: - Selection of a theme for the scrapbook, and in addition to “[keep] it easy to have fun with.” - Acquisition of materials for the scrapbook. - Acquisition of digital material and services. - Scheduling Brother gathering for the purpose of completion of brother’s pages in addition to helping with the rest of the scrapbook. ==== Section 3. Maintain Chapter Archives in Coordination with Alumni Relations ==== - Documentation from the Alumni Relations shall be recorded by the National History and Archives Committee, such as newsletters and Alumni Reports. ==== Section 4. Preserve the History of Zeta Chapter ==== - The National History and Archives Committee shall maintain the archives of Zeta Chapter as outlined within the following Articles. ===== Article II - Duties of the Committee ===== ==== Section 1. Zeta Family Tree ==== - The Zeta Chapter family tree is to be updated at the end of each New Member education term. ==== Section 2. Organization and Management of the Chapter Archives ==== - The committee shall handle the following documentation in their respective manner: - Financial documentation must be kept for a minimum of seven years before disposal. - Non-financial documentation must be kept for a minimum of five years before disposal. - Documents may be kept for longer than their minimum requirements, and documents that are useful and/or important to the brotherhood should be kept. - Disposed digital documents should be stored in the archives. ==== Section 3. Proper Collection of information for Scrapbook ==== - The National History and Archives Committee shall be responsible for collecting information for the scrapbook in accordance with the National History and Archives Policy. ===== Article III - Committee Materials ===== ==== Section 1. Storage of Materials ==== - The scrapbooking materials should be stored and remain in a centralized location (i.e. a Brother’s house for ease of access). - All other materials shall be stored: - The locker in the MUB and storage unit. - At an all Brothers house. - In the possession of the NHAC chair. - This should only be small items. ===== Article IV - Appendices ===== ==== Section 1. Physical Scrapbook Requirements ==== - What is needed to fulfill minimum requirements for the “Price”less Moments scrapbook competition (as taken directly from the National History and Archives Policy): - The name of the Chapter shall be on the cover. - The title page shall include the name of the Chapter, Greek name, school name, city location and years that the scrapbook covers. - The scrapbook shall include a table of contents and numbered pages. - The size of the scrapbook shall not exceed 14”x18”. - The current year's material's, beginning with the previous National Convention should be included. - The current year’s materials, beginning with the previous National Convention should be included. - Chapter information - List of Chapter officers and advisors (photos may be included) - Chapter roll, with addresses and phone numbers for active Brothers, advisors - Photo composite of Brothers - Information about your college or university - Service projects - Service to campus - Service to community - Service to Fraternity - New Member Education activities - New Member Education training schedule - Formal activities - Informal activities - Service to fellow Brothers - Individual Brother's pages - Chapter activities - Annual Chapter report, of year's activities - Chapter newsletters ==== Section 2. Digital Scrapbook Requirements ==== - As adapted from the physical scrapbook requirements, the following shall be required for a digitally formatted scrapbook for the “Price”less Memories Competition: - The name of the Chapter shall be on the cover - The name of the presentation shall sufficiently indicate the chapter to whom the digital scrapbook belongs - The title page [slide] shall include the name of the Chapter, Greek name, school name, city location and years that the scrapbook covers - The scrapbook shall include a table of contents and numbered pages - The current year's material's, beginning with the previous National Convention should be included. - The current year’s materials, beginning with the previous National Convention should be included. - Chapter information - List of Chapter officers and advisors (photos may be included) - Chapter roll, with addresses and phone numbers for active Brothers, and advisors - Photo composite of Brothers - Information about your college or university - Service projects - Service to campus - Service to community - Service to Fraternity - New Member Education activities - New Member Education training schedule - Formal activities - Informal activities - Service to fellow Brothers - Individual Brother's pages - Chapter activities - Annual Chapter report, of year's activities - Chapter newsletters ==== Section 3. Additional Zeta Inclusions ==== - Typical Zeta inclusions in the scrapbook past the minimum requirements: - Fund-raising activities - Social and Fellowship events - Field trips - Pamphlets of places visited - Photos of trips - Inter-Chapter activities - Brother Information - Individual Brothers' successful milestones – wedding, birth, etc. - Publicity for ALL subjects of content listed above (show relationship to Chapter/Brother) - Photographs of Chapter activities - Invitations and/or thank you notes - Correspondence - Programs or bulletins - Memorabilia - Intramural sports - Possibly could include videos, GIFs, etc..