Repository: UIHistories Project: Board of Trustees Minutes - 1970 [PAGE 946]

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946

BOARD OF TRUSTEES

[June 17

"(n) Failure on the part of an employee to take any required physical examination, or to present evidence of freedom from tuberculosis or immunity to smallpox, after being notified to appear for same to do so, shall serve to make the University employment contract inoperative and salary payments shall cease." The Chancellors at the three campuses endorse the proposed changes, and the Executive Vice President and Provost recommends their adoption. I concur.

On motion of Mr. Swain, this recommendation and the proposed revision in The General Rules Concerning University Organisation and Procedure were approved.

ADDITION TO T H E GENERAL RULES CONCERNING UNIVERSITY ORGANIZATION AND PROCEDURE: SECTION 3 5 (16) The University Council on Libraries has approved a recommendation from the Committee on Historical Manuscripts and University Archives that the organization and functions of the University Archives be recognized by inclusion in The General Rules Concerning University Organization and Procedure. At present, the Urbana campus has the most extensive and well-defined archival program. Chicago Circle is developing its collection of university materials as well as a large collection of non-university manuscript materials. The Medical Center is limited by lack of space, but is establishing the bases for retention and collection of records and will take control of materials when space is available. In the reorganization under the chancellorship system, the status of the University Archives was not dealt with specifically. It is the consensus of the Council that the archival program on each campus should be autonomous from any other, each headed by one archivist on each campus. Therefore, I now recommend that the following section be added to the General Rules: University Archives SEC. 35 (a) T h e University Archives, a division of the library under the direction of an Archivist on each campus, is the depository for records having research or historical value and includes records transferred to its custody. T h e University Archives also includes professional and personal manuscripts of members of the academic and administrative staffs and records of faculty and student organizations that may be given to the University for preservation and use. (b) Records produced or received by any agency or employee of the University in the transaction of University business become University property. F o r the purposes of this paragraph, records shall be defined as including all documents, correspondence, accounts, files, manuscripts, publications, photographs, tapes, drawings, or other material bearing upon the activities and functions of the University or its officers and employees. No University records shall be discarded or destroyed except upon the prior approval of the Archivist pursuant to a finding and recommendation by the administrative unit involved that such records have no further administrative value. T h e Archivist shall withhold the approval of any such action until he is satisfied that the records involved have no value for other administrative offices and that they need not be retained for legal reasons, as determined by appropriate officers. W h e r e appropriate, the Archivist may arrange for the transfer of records to the University Archives as an alternative to destruction. (c) The archives of the General Offices of the University shall be under the jurisdiction of the Archivist at the Urbana-Champaign campus.

On motion of Dr. Walker, this recommendation and the proposed addition to The General Rules Concerning University Organization and Procedure are approved.

DESIGNATION O F UNIVERSITY OFFICERS FOR FACILITY SECURITY CLEARANCE (17) Officials of the United States governmental agencies have requested the Board of Trustees to designate by formal action the trustees and officers of the Board