Approved: April 1996
Amended: December 2003

Purpose of SEEMP:

The purpose of SEEMP is to acquire microform copies of unique, scarce, rare and/or unusually bulky and expensive research material pertaining to the field of Slavic and East European studies; and to preserve deteriorating printed and manuscript materials of scholarly value.  SEEMP also pursues projects that make scholarly material more accessible through various venues such as digitization.

Geographically its areas of interest include the countries of Eastern and Central Europe (Albania, Belarus, Bulgaria, Bosnia & Hercegovina, Croatia, Czech Repbulic, Estonia, Hungary, Latvia, Lithuania, Republic of Macedonia, Moldova, Poland, Romania, Serbia & Montenegro, Slovakia, Slovenia, Ukraine), Russia, the Transcaucasian countries (Armenia, Azerbaijan, Georgia), and the Central Asian countries that were formerly part of the Soviet Union (Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, Uzbekistan).

I. Governance:

A. SEEMP membership consists of institutions interested in Eastern Europe and the former Soviet Union who agree to subscribe to one of the membership categories.

B. SEEMP is governed be a committee composed of the representatives of each full member institution. Each full member institution is entitled to one full vote on all questions put by mail or e-mail ballot and, if represented, to one vote on each question put during SEEMP meetings.

C. The SEEMP Committee elects an Executive Committee to implement the wishes of the membership.

D. SEEMP is administered by the Center for Research Libraries (CRL) which owns the materials purchased or preserved with SEEMP funds. Should CRL dissolve, all SEEMP materials would revert back to SEEMP with the SEEMP Executive determining the location of SEEMP materials.

II. The SEEMP Committee:

A. Work of the SEEMP Committee

1. The SEEMP Committee meets yearly, in the fall. The annual meeting is normally held in conjunction with the annual meeting of the AAASS.

2. The SEEMP Committee considers and formulates the policies and procedures governing the project.

3. The SEEMP Committee considers and makes decisions on the financial status of the project as represented in the financial report presented by CRL.

4. The SEEMP Committee suggests, reviews and votes upon materials to be added to the collection, both original filming or digitization projects and commercial purchases.

5. The SEEMP Committee elects an Executive Committee which will act according to the guidelines given to it by the membership.

6. The SEEMP Committee periodically requests production of an updated SEEMP catalog by CRL.

B. Membership Categories:

1. Full Membership--North American.

2. Overseas Membership

a. Countries of Eastern Europe and the Former Soviet Union.
b. Other Countries

3. The Executive Committee is charged with deciding on membership category in cases of dispute.

C. Fees:

1. The SEEMP Committee decides and votes upon a schedule of membership fees based on the recommendation of the Executive Committee in consultation with CRL.

2. Schedule of fees: (See Appendix I.)

D. Membership Privileges:

1. Full member institutions participate in elections to the Executive Committee, and their representatives may stand for election to the SEEMP Executive Committee.

2. Full member institutions participate in decisions taken regarding the acquisition, digitization, or preservation of materials.

3. Borrowing Privileges:

a. Full member institutions may borrow all SEEMP-funded material.

b. All members of CRL, whether members of SEEMP or not, may borrow all SEEMP-funded
material.

c. Overseas members may borrow SEEMP material provided that the institution agrees to return the material by airmail.

4. All member institutions may purchase positive copies of SEEMP-funded negative microforms at cost, plus a small service charge.

5. All member institutions may suggest suitable projects for original filming or purchase from commercial sources, or digitization to the SEEMP Committee for consideration.

6. Full membership institutions may request that SEEMP acquire "on demand" any appropriate item costing not more than an amount determined by the Executive Committee. (See Appendix 2.)

7. All membership institutions that donate materials from their own collections for microfilming by SEEMP will be entitled to receive, free of charge, one positive copy of the microform.

8. All membership institutions receive each SEEMP routine mailing and every edition of the SEEMP catalog.

9. Full membership institutions may suggest amendments to the SEEMP by-laws, and vote on the by-law changes.

III. The Executive Committee:

A. Composition--The SEEMP Executive Committee is composed of both elected and ex-officio members.

1. Elected members of the Executive Committee are: three representatives of full member institutions and a secretary also from a full member institution. During particular projects, faculty members with appropriate expertise may be recruited by the Executive Committee to serve in an advisory capacity.

2. Ex-officio members of the Executive Committee are:
a. a representative of the Slavic/East European Section of the European Division of the Library of Congress,
b. the current Chair of the Bibliography and Documentation Committee of AAASS,
c. the current Chair of the Slavic and East European Section of ACRL/ALA,
d. the immediate past SEEMP Chair (if not otherwise on the Executive Committee),
e. the designated representative from CRL.

3. The Executive Committee elects from among its members (excluding ex-officio members) a chairperson to serve a two year term, with re-election permitted.

4. A secretary shall be elected by the membership of SEEMP to serve a two year term.

B. Term of Office:

1. The term of office for elected members is two years. Re-election is permitted. Ex-officio members serve by virtue of their position.

2. Should a member of the Executive Committee be unable to serve out his/her term, the Chairperson will appoint a replacement to serve until the next election. Should the Chair be unable to complete his/her term, the Executive Committee will appoint a replacement member if one is needed and will elect a new Chairperson.

3. No member institution of SEEMP shall have more than one librarian member on the Executive Committee at one time.

C. Election of the Executive Committee:

1. Executive Committee elections are held once a year for the two vacant positions. Positions become vacant on a staggered basis. (In alternate years, two members at large; following year one member at large and the secretary)

2. The Chairperson of the SEEMP Executive Committee appoints a Nominating Committee in May of each year.

3. The Nominating Committee calls for nominations over the SEEMP listserve, composes a slate of candidates, and obtains their agreement to serve. The Nominating Committee forwards the slate to the Chairperson who informs CRL.

4. Nominees for the SEEMP Executive Committee must come from full member institutions.

5. CRL conducts the Executive Committee elections by mail or e-mail ballot of full member institutions within one month following its receipt of the slate of candidates. CRL forwards the election results to the Chairperson.

6. Any ties will be broken by the vote of the incumbent Executive Committee.

7. The Chairperson informs the successful candidates and announces the election results over the SEEMP listserve in early October..

8. Elected members begin their term of office immediately following the annual business meeting.

D. Duties of the Executive Committee:

1. The Executive Committee discusses and decides issues as directed by the membership and advises the Chairperson on the agenda and other matters.

2. The Executive Committee considers proposed amendments to the SEEMP By-Laws and presents its recommendation to the SEEMP Committee.

3. The Executive Committee arranges for periodic membership drives and provides CRL with the appropriate publicity materials.

4. The Executive Committee approves those demand purchase requests which are submitted to the Chairperson, according to the cost schedule in Appendix II. After approval the request goes to the SEEMP administrator at CRL for processing.

E. Duties of the Chairperson:

1. The Chairperson arranges for the time and place of the annual meetings, prepares an agenda, chairs the meetings, and ensures that minutes are taken and distributed to the members.

2. The Chairperson appoints a Nominating Committee, announces the slate of candidates to the membership, forwards the slate to CRL, and announces the election results.

3. The Chairperson sends a copy of any proposed amendment of the SEEMP By-Laws to CRL for a mail ballot, announces the results of the balloting to the members, and ensures that any adopted amendments are included in the official copies of the SEEMP By-Laws.

4. The Chairperson undertakes correspondence for the SEEMP Committee and reports upon responses received.

5. The Chairperson handles "Demand purchase" requests from full member institutions for items within a price range to be determined from time to time by the membership. (See appendix for current amounts.)

F. Duties of the Secretary:

1. The Secretary attends all the meetings of the SEEMP committee and the SEEMP Executive Committee and records the minutes for the membership.

2. The Secretary forwards the minutes to the Chairperson for distribution to CRL, which sends copies of the minutes to all SEEMP members. Copies of the minutes are also distributed to the ACRL/SEES Newsletter.

3. The Secretary copies and inserts any adopted by-law amendments into the official copy of the By- Laws and forwards the amended copy to the Chairperson.

G. Members of the SEEMP Executive Committee make arrangements to cover the expenses of attendance with their own institutions.

IV. Center for Research Libraries (CRL):

A. The CRL representative attends annual meetings of the SEEMP Committee and serves as an ex-officio member of the SEEMP Executive Committee.

B. CRL bills and receives membership subscription fees for SEEMP.

C. CRL arranges for the making or purchase of negative and positive microform prints in accordance with the regulations of the Project and the decisions of the SEEMP Committee.

D. CRL arranges for the timely processing of all materials received and provides an accessions list at least once a year.

E. CRL pays all authorized expenses of SEEMP from the SEEMP accounts. Only SEEMP expenses may be charged to these accounts.

F. CRL reports on the financial status of SEEMP at each annual meeting.

G. CRL accepts and processes "demand purchases" in accordance with current SEEMP Committee policy.

H. CRL conducts the SEEMP Executive Committee elections by mail or e-mail ballot to full member institutions. CRL counts the ballots and reports the results to the Chairperson.

I. CRL conducts a mail ballot on proposed By-law amendments to full member institutions. CRL counts the ballots and reports the results to the Chairperson.

J. CRL undertakes all routine SEEMP mailings including agendas, minutes, purchase ballots, financial statements, accessions lists, and publicity materials. In addition, CRL maintains the SEEMP mailing list.

K. At the direction of the SEEMP Committee, CRL produces and disseminates the SEEMP catalog.

L. At the recommendation of the SEEMP Executive Committee, CRL undertakes mailings for periodic membership drives.

V. Amendment of the SEEMP By-Laws:

A. Representatives of full member institutions may submit written copies of proposed amendments to the SEEMP By-Laws to the SEEMP Executive Committee.

B. The SEEMP Executive Committee discusses any proposed amendment and makes plans to place it before a properly constituted meeting of the SEEMP Committee with or without a recommendation.

C. The Executive Committee passes a written copy of the proposed amendment to the Chairperson who forwards it to CRL.

D. CRL includes a copy of the proposed amendment in the agenda mailing for the next regularly scheduled annual meeting.

E. The SEEMP Committee considers the proposed amendment and hears the Executive Committee's recommendation, if any. The SEEMP Committee votes on whether to place the proposed amendment on a mail ballot directed to full member institutions. A simple majority vote ensures the placement of the proposed amendment on a mail ballot.

F. CRL conducts a mail ballot on the question of the proposed amendment, counts the ballots, and reports the results to the Chairperson, who announces them at the next annual meeting.

G. If the proposed amendment receives a two-thirds affirmative vote from voting full membership institutions, it is considered adopted.

H. The Chairperson and the Secretary arrange to add the adopted amendment to the official copies of the By-Laws.

Appendix I - Schedule of Fees--October 1995

1. Full Member - North American $600 per year

2. Overseas Members

a. Countries from Eastern Europe and the Former Soviet Union $ 5 per year
b. Other countries $ 200 per year
c. Overseas members wishing to borrow must agree to return the material via airmail.

Appendix II - Schedule of Demand Purchase Expenses

1. Items costing up to $200 - requests go directly to SEEMP administrator at CRL who processes the request.

2. Items costing $200-$600 - requests go to the Chairperson of the SEEMP Executive Committee who acts upon the request following the guidelines of SEEMP policy. The Chairperson forwards the request to the SEEMP administrator at CRL for processing.