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====== National History and Archives Committee Policy Manual ======

===== Purpose =====

  1. Purpose
    - It shall be the purpose of the National History and Archives Committee to assist the National Historian in the performance of their duties

===== The Prospectus =====

  2. The Prospectus
    - The Prospectus shall contain historical information about the Fraternity.
    - “Historical information shall include an overview of the Fraternity’s origins; the names, founding dates, and locations of active and inactive Chapters; the names of past and current National Officers and Members of the Permanent Board of Trustees; and other facts of significance which tell the story of the Fraternity
    - The National Historian, in conjunction with the National Secretary and the National History and Archives Committee, will be responsible for updating The Prospectus every two years. Updates to The Prospectus must be approved by the National Executive Committee.

===== Submissions to National Archives =====

  3. Submissions to the National Archives
    - Submission Process
      - Documents must be submitted to the National Historian either by mail or in person.
      - Any documents submitted electronically must be submitted in Word, Excel, .html or .pdf format.
      - The only documents allowed to be submitted electronically are:
        - Address lists
        - Chapter By-Laws & Policies 
        - Chapter Handbook
        - Goal(s) information
        - National and Chapter webpages 
        - Minutes
        - [[policies:national-constitution|National Constitution]] & [[policies:|Policies]] 
        - National Convention information 
        - Reports
        - Scrapbook summaries
      - When submitting documents, check to make sure the following information is provided:
        - Date
        - Chapter
        - Full names of involved parties
        - Title for the document (e.g. National History and Archive Meeting Minutes)
      - All financial records seven years and older shall be submitted to the archives on a yearly basis.
      - All non-financial documents five years and older shall be submitted to the archives on a yearly basis.
    - Deadlines
      - All records for the Archives must be submitted to the National Archives prior to April 30th of each year.
      - All outgoing National Officers must submit at Convention any information that is not needed for the next term of office.
    - Required Documents
      - National President
        - Correspondence
        - Goal information and updates
      - National Vice President of Chapter Maintenance
        - Correspondence
        - Chapter Handbook — Maintenance Section Updates
        - National Committee on Chapter Maintenance meeting minutes
        - Reports from Chapters
      - National Vice President of Expansion
        - Correspondence
        - Chapter Handbook — Expansion Section Updates
        - National Committee for Expansion meeting minutes
        - Records regarding expansion contacts and colonization attempts
      - National Secretary
        - Alumni updates
        - Chapter By-laws
        - Initiation rituals
        - Master phone/address list updates
        - Minutes of all National bodies
        - [[policies:national-constitution|National Constitution]] and [[policies:|Policies]]
        - National Convention information (agendas, etc)
        - National Correspondence
        - Officer lists
      - National Treasurer
        - Active Brothers list
        - Correspondence
        - Initiation reports
        - National Finance Committee meeting minutes
        - National financial records
      - National Communications Officer
        - Public statements or communications on notable issues
        - Copy of each publication of //The Clef// across all formats
        - Correspondence
      - National Information Technology Committee Chair
        - Copy of the National webpage and Chapter webpages
        - Correspondence
        - National Information Technology Committee meeting minutes
      - All Permanent Board of Trustee members
        - Correspondence
      - Board Risk Management Advisor
        - Contact information for Fraternity lawyer, accountant, and insurance agent (if applicable)
        - Copies of insurance policies held by the National Fraternity
        - Copies of legal and financial documents indicating the Fraternity’s current corporate and tax-exempt status
      - Board Financial Advisor
        - Audit reports issued by the Fraternity-retained accountant
        - Copies of legal and financial documents indicating the Fraternity’s current corporate and tax-exempt status
      - Standards Advisor
        - Any changes to the official Fraternal symbols.
      - Chapters
        - Chapter newsletters
        - Composite photograph
        - Correspondence
        - Detailed summary of Chapter activities
        - Financial records
        - Labeled photographs
        - Minutes
        - Alumni Brothers Update List
        - Scrapbooks over five years old are encouraged, but not required, to be submitted.

===== “Price”less Memories Scrapbook Competition =====

  4. “Price”less Memories Scrapbook Competition Rules
    - The name of this award shall be the //“Price”less Memories Award// in honor and memory of Percy W. Price, father of Mu Beta Psi.
    - The purposes of the competition shall be:
      - To tell a story of the Chapter’s events of the entire year.
      - To foster the study of music, encourage fellowship among musicians, and advance music within the college community.
      - To stimulate interest in the Fraternity.
      - To preserve the history of the Chapter.
    - Construction
      - The name of Chapter shall be on the cover.
      - The title page shall include the name of 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 scrapbook shall not exceed 14” × 18”.
    - Time Frame
      - The current year's materials, beginning with the previous National Convention should be included.
    - Required Content
      - Chapter information
        - List of Chapter officers and advisors (photos may be included).
        - Chapter roll, with addresses and phone numbers or active Brothers, advisors, Chapter sweetheart (if applicable).
        - Photo composite of Brothers.
        - Information about your college or university.
      - Service projects
        - Service to campus
        - Service to community
        - Service to the Fraternity
      - Pledging activities
        - Pledge 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
    - Suggested Content (not necessarily in the order give)
      - Fund-raising activities
      - Social and Fellowship events
      - Field trips
        - Pamphlets of places visited
        - Photos of trips
      - Inter-Chapter activities
      - Brother Information
        - Memorial pages, dedicated to all Brothers who pass away during current year. Include Active, Inactive, Alumni, Honorary, Associate, etc.
          - Newspaper obituary.
          - Photograph of Brother, if available.
          - Funeral memorial bulletins
          - Respectful remembrances are most appropriate
        - Individual Brother’s successful milestones – wedding, birth, etc.
      - Publicity for ALL subjects of content listed above (show relationship to Chapter/Brother):
        - Newspaper articles concerning Chapter functions 
          - Include the name of publication
          - Include the dateline (when article was published)
        - Photographs of Chapter activities
          - Caption snapshots with title of event
          - Include dates of event
          - Include location of subject in photo
          - Include names of people in photo
        - Newsletter articles
        - Magazine articles
        - Invitations and/or thank you notes
        - Correspondence
        - Programs or bulletins
        - Memorabilia
      - Additional selections may be added at the discretion of the Chapter.
    - Inappropriate Content
      - Chapters are to use discretion with the selection of photographs that are included in the Scrapbook.
      - Content with is considered to be inappropriate includes, but is not limited to:
        - Depictions of the consumption of alcohol.
        - Depictions of the consumption or usage of any illegal substance or narcotics.
        - Depictions of any lewd behavior.
        - Depictions of any illegal activity.
    - Judging
      - Scrapbooks will be judged on the following criteria:
        - General appearance
        - Neatness
        - Creativity
        - Content
        - Arrangement of material
        - Preservation technique
      - The National Officers and permanent Board of Trustees members shall judge scrapbooks prior to the banquet at each National Convention.
      - If it is determined that a Scrapbook contains inappropriate content, the Judges will have the discretion to disqualify it from the competition by a majority vote.
      - Scoring
         - The National Historian shall oversee the judging process. In the event that the National Historian is absent, they shall appoint a designee to oversee the judging process
         - Each Judge will rank their top three favorite scrapbooks based on the judging criteria. The first choice shall receive three points. The second choice shall receive two points. The third choice shall receive one point.
         -  The National Historian or their designee shall tabulate all of the points to determine a winner. The winner shall be the Chapter whose scrapbook receives the highest number of points.
         -  In the event of a tie, the Judges will be presented with the names of the top two scrapbooks and will choose their top choice. That scrapbook shall receive one point. The National Historian, or their designee, shall tabulate all of the points to determine a winner.
      - The winning Chapter will receive the traveling Mu Beta Psi banner and $50.00 as an award.
    - Scrapbooks will be returned to the Chapters after presentation of the award and the submission of the summary by the Chapters.

===== Policy =====

  5. This policy shall be revised as necessary by the National History and Archives Committee and approved by (⅔) two-thirds vote of the National Executive Committee with presentation to the National Convention upon approval.

> Approved: March 9, 2012
> Amended April 18, 2022
> Christopher Ciarlariello
> Acting National Secretary
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