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ARCS Atlanta Chapter Records

ARCS Atlanta Chapter Records

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Descriptive Summary

Title: ARCS Atlanta Chapter Records
Identification: MS431
Date: 1990-2013
Size/Quantity: 9.9 linear feet (19 document cases, 1 half-size document case, 2 media cases, 1 oversize folder)
Language: This collection is written in English.
Creator: ARCS Atlanta Chapter.
Repository: Archives & Records Management, Library, Georgia Institute of Technology
Abstract:This collection contains documentation of the founding of the Atlanta Chapter, records of the Executive Committee and other committees of the organization, printed materials, and videos and CDs of some of the Chapter's events.

Biographical/Historical Note

The Atlanta Chapter of ARCS, the Achievement Rewards for College Scientists Foundation, was incorporated in 1992. The organization awarded the first three scholarships in October of that year. The national foundation, which was founded in September 1958, was formed "to support high-achieving students in the fields of science, engineering, and medical research at universities within geographic areas of ARCS Foundation Chapters," according to the organization's website. Accordingly, the Atlanta Chapter supports scholars who attend Emory University, Georgia Institute of Technology, Morehouse College, and the University of Georgia.

The Atlanta Chapter was formed by Mary O'Connor, who served as the Chapter's first President, along with fifteen other founding members and twenty charter members. By 2011, membership had grown to over 130 volunteer members. Awards are granted annually to students who are selected by their schools; every November, a luncheon is held to honor the winners. By 2010 over $2.3 million dollars, all of which was raised and distributed in the Atlanta area, had been awarded to deserving scholars at the four Georgia institutions the Atlanta Chapter serves.

The Chapter consists of an Executive Committee, which includes the President and President-elect; Vice-Presidents of Communication, Education/Events, Fund Development, Membership, Finance/Treasurer, Administration, and University Relations; Recording Secretary; and Parliamentarian. Committees include: Database, Directory, Endowments Fund, Historian, Member Relations, Newsletter, Nominating, Public Relations, Retreat, Scholar Awards Luncheon, Scholars, Speakers, Special Events, and Website. All Past Presidents form an Advisory Committee to the Board.


Scope and Content Note

Series 1 contains a notebook documenting the founding of the Atlanta Chapter, a timeline of the first ten years of the Chapter's existence, and a list of Board positions and officers that covers the first fifteen years of the Chapter. Charter certificates and a commendation from Georgia Governor Roy Barnes on the Chapter's tenth anniversary are also included in this series. Series 2 consists of the Executive Committee records. The series includes the President's and Board notebooks as well as minutes, financial records, and membership records. The administrative files and notebooks in Subseries 2, and the Recording Secretary's notebooks in Subseries 4 of Series 2, contain the best documentation of the day-to-day activities of the Board and the Atlanta Chapter. Series 3, the Committee records, is made up of records of some of the committees that are not included in the Executive Committee, particularly the Public Relations Committee, the Retreats Committee, and the Scholar Awards Luncheon Committee. Series 4 consists of the major printed materials produced by the Atlanta Chapter, including membership directories, brochures and flyers, Awards Luncheon programs, and newsletters. Series 5 houses the videos and CDs relating to some of the major events of the Atlanta Chapter, as well as electronic files of some of the paper records.


Arrangement

This collection has been arranged into five series, some of which are further divided into subseries:

SERIES 1. History of Atlanta Chapter

SERIES 2. Executive Committee records

SERIES 3. Committee files

SERIES 4. Printed materials

SERIES 5. Videos and CDs


Index Terms

ARCS Atlanta Chapter.
ARCS Foundation.
Engineering--Scholarships, fellowships, etc.
Medicine--Scholarships, fellowships, etc.
Science--Scholarships, fellowships, etc.
Women volunteers--Georgia--Atlanta.
Women--Societies and clubs--Georgia--Atlanta.

Administrative Information

Preferred Citation

Please cite [Item, Folder Title, Series], ARCS Atlanta Chapter Records (MS431), Archives, Library and Information Center, Georgia Institute of Technology.

Provenance

Gifts, 2009-2011 (accession numbers 2009.011, 2010.048, 2011.041). Additions in October 2013 include accessions 2011.092, 2012.049, and 2013.048.

Processing Information

Christine de Catanzaro processed these records in December 2011. Additions of approximately 1.3 linear feet were made in October 2013.

Accruals

Annual additions to this collection are expected.

Revisions to Finding Aid

May 2012:
  • Charter certificates and commendation from Governor Barnes added to the collection. October 2013: Additions from accessions 2011.092, 2012.049, and 2013.048 completed.

  • Restrictions

    Restrictions: Access

    Researchers must seek written permission from authorized officers of ARCS Atlanta Chapter to access these materials (expiration date 2036). In addition, three folders have been restricted due to privacy concerns.

    Restrictions: Use

    Permission to publish materials from this collection must be obtained from the Head of Archives and Special Collections.


    Separated Material

    The photo albums and loose photographs have been separated and processed as VAM431; artifacts (including banners) have been transferred to the artifacts collections.


    Related Material

    The Georgia Tech Archives also houses the records of the national ARCS Foundation (MS430).


    Other Finding Aids

    A print copy of this finding aid is available on request in the Georgia Tech Archives reading room.


    Container List

    Request Items

     

    SERIES 1: History of Atlanta Chapter, 1991-2007

    Description

    This small series contains a notebook documenting the founding of the Atlanta Chapter, as well as a timeline of the first ten years of the Atlanta Chapter's existence and a list of Board positions and officers. It also includes incorporation documents, charter certificates for the Atlanta Chapter, and commendations from Georgia Governor Roy Barnes and the Georgia Secretary of State.

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    11Founding documents notebook, 1991-1992
    12Atlanta Chapter Board positions, officers, 1992-2007
    13Timeline - Atlanta Chapter, 1991-2001
    14Incorporation documents, January-February 1992

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    1Charter certificates, February 1992
    15Commendation - Georgia Secretary of State, November 1999

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    1Commendation (10-year anniversary) from Governor Barnes (GA), October 2001
     

    SERIES 2: Executive Committee records, 1990-2011

    Description

    Series 2 consists of the Executive Committee records. It includes the President's and Board notebooks as well as minutes, financial records, and membership records. The administrative files and notebooks in Subseries 2 and the Recording Secretary's notebooks in Subseries 4 contain the best documentation of the day-to-day activities of the Board and the Atlanta Chapter.



    Subseries 1: General administrative files, 1992-2009

    This small subseries contains a few items of correspondence, some procedures manuals, and information on field trips.

    Files have been arranged alphabetically.

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    21Correspondence - Emory, August 1999
    22Correspondence - University of Georgia, January 2001
    23Correspondence, 2008-2009
    24Field trips, 1992-1995
    25Field trips, 2000-2007
    26Printed matter, newspaper clippings, 1997-2002
    27Procedures manuals and forms, ca. 1997-1998, undated



    Series 2, Subseries 2: President's records, 1990-2008

    Subseries 2 consists of administrative files and notebooks maintained mainly by the Presidents of the ARCS Atlanta Chapter. These notebooks and files contain lists of officers, Chapter bylaws, agendas and minutes of Board meetings, financial records, programs and other printed materials, as well as details of field trips, retreats, luncheons, and other annual events of the Chapter.

    Files have been arranged chronologically.

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    31Administrative files (Mary O'Connor), 1990-1993
    32Administrative files (Mary O'Connor), 1991-1992
    33Administrative files, bylaws (Mary O'Connor), 1991-1992
    34Administrative files (Mary O'Connor), 1992-1993
    35Administrative files, 1993-1994

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    41Board notebook, 1995-1996
    42Board notebook, 1996-1997
    43Board notebook, 1997-1998
    44Board notebook (folder 1 of 2), 1997-1998
    45Board notebook (folder 2 of 2), 1997-1998

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    51Board notebook (folder 1 of 2), 1998-1999
    52Board notebook (folder 2 of 2), 1998-1999
    53President's notebook, 1998-1999
    54President's notebook (folder 1 of 2), 1999-2000

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    61President's notebook (folder 2 of 2), 1999-2000
    62President's notebook (Sally Hinkle) (folder 1 of 2), 2000-2001
    63President's notebook (Sally Hinkle) (folder 2 of 2), 2000-2001
    64President's speeches, reports, 2000-2008 and undated



    Series 2, Subseries 3: Finance/Treasurer: Financial records, 1992-2007

    Subseries 3 contains budgetary, tax, and financial records from the 1990s and one file covering 2006-2007. Further financial records are found in Series 2, Subseries 2 and Subseries 4.

    Files have been arranged chronologically.

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    71Tax status, 1992, 1996
    72Finances, 1992-1994
    73Financial reports, 1994-1998
    74Budget and finances, 1998-1999
    75Agendas and finances, 2006-2007



    Series 2, Subseries 4: Recording Secretary: Minutes, 1998-2011

    Along with Series 2, Subseries 2, this subseries represents the best documentation of the day-to-day activities of the Board and officers of the ARCS Atlanta Chapter. These minutes, which were originally housed in large notebooks, contain details of decisions made at Board meetings, financial information, activities and special events, printed matter, and information on the activities of the Executive Committee and other committees of the Chapter. The minutes from 2011-2012 are available electronically in Series 5.

    Files have been arranged chronologically.

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    81Minutes - Recording Secretary (Beverly Stacy) notebook, 1998-1999
    82Minutes - Recording Secretary (Jane L. Huffard) notebook (folder 1 of 2), 1999-2000
    83Minutes - Recording Secretary (Jane L. Huffard) notebook (folder 2 of 2), 1999-2000
    84Minutes - Recording Secretary (Clare Whitfield) notebook (folder 1 of 2), 2000-2001
    85Minutes - Recording Secretary (Clare Whitfield) notebook (folder 2 of 2), 2000-2001
    86Minutes - Recording Secretary (Kay Weiss) notebook, 2001-2002
    87Minutes - Recording Secretary (Kay Weiss) notebook, 2002-2003

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    91Minutes - Recording Secretary (Ginny Plummer) notebook, 2003-2004
    92Minutes - Recording Secretary (Peg Cooley) notebook, 2004-2005
    93Minutes - Recording Secretary (Sharon Flores) notebook (folder 1 of 2), 2005-2006
    94Minutes - Recording Secretary (Sharon Flores) notebook (folder 2 of 2), 2005-2006
    95Minutes - Recording Secretary (Sharon Flores) notebook (folder 1 of 2), 2006-2007
    96Minutes - Recording Secretary (Sharon Flores) notebook (folder 2 of 2), 2006-2007

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    101Minutes - Recording Secretary (Lynn Cornett) notebook (folder 1 of 2), 2007-2008
    102Minutes - Recording Secretary (Lynn Cornett) notebook (folder 2 of 2), 2007-2008
    103Minutes - Recording Secretary (Lynn Cornett) notebook (folder 1 of 2), 2008-2009
    104Minutes - Recording Secretary (Lynn Cornett) notebook (folder 2 of 2), 2008-2009
    105Chapter Minutes and Archive notebook (folder 1 of 2), 2009-2010
    106Chapter Minutes and Archive notebook (folder 2 of 2), 2009-2010
    107Minutes - Board Meeting, 2010-2011



    Series 2, Subseries 5: Membership records, 1993-2011

    This subseries includes membership forms, correspondence, and lists of members of the Atlanta Chapter. See Series 4, Printed materials, for several annual printed membership directories.

    Files have been arranged chronologically.

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    111Membership directory, ca. 1993
    112New members list, ca. 1994-1995
    113Recommendations for membership (RESTRICTED), ca. 1994-1995
    114Membership files, 1994-1998
    115Membership forms, correspondence, 1999-2004
    116New members, 1999-2006
    117Membership notebook, 2007-2008

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    211Membership applications (RESTRICTED), 2001-2005
    212Membership applications (RESTRICTED), 2003-2006
    213Membership applications (RESTRICTED), 2008-2011
     

    SERIES 3: Committee records, 1992-2013

    Description

    Series 3 contains the records of committees that are not part of the Executive Committee, including Public Relations, Retreats, and the Scholar Awards Luncheon Committee.



    Series 3, Subseries 1: Public Relations Committee, 1992-2013

    Series 3, Subseries 1 contains the files of the Public Relations Committee, including press releases, newspaper clippings, media materials, and guides.

    Files have been arranged chronologically.

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    121Public Relations files, 1992
    122Newspaper clippings, 1992-1995
    123Speakers, ca. 1993
    124Scholars (RESTRICTED), 1993-1994
    125Correspondence, 1994-1995
    126Public Relations files, 1994-1995
    127Newspaper clippings, 1994-1995
    128Press releases, media materials, 1994-1995

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    131Public Relations guide, 1994-1995
    132Newspaper clippings, brochure, 1995-1996
    133Newspaper clippings, 1995-1996
    134National Annual Meeting (Atlanta, Ga.), May 1996
    135Public Relations Board notebook, 2000-2001
    136Public Relations files, 2001-2003
    137Public Relations files, 2002-2003
    138Public Relations files, 2003-2004
    139Public Relations files, 2004-2005
    1310Public Relations files, 2006-2007
    1311Public Relations files, 2006-2010
    1312Newspaper clipping, January 2013



    Series 3, Subseries 2: Retreats Committee, 2006

    Series 3, Subseries 2 contains a single folder of materials relating to the Philadelphia retreat in 2006. See VAM431 for further documentation of the retreats of the Atlanta Chapter.

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    141Philadelphia retreat notebook, 2006



    Series 3, Subseries 3: Scholar Awards Luncheon Committee, 1992-2006

    Series 3, Subseries 3 contains the records of the Scholar Awards Luncheon Committee, including mainly the planning notebooks of the committee. For programs for the Scholar Awards Luncheon, see Series 4; for videos of some luncheons, see Series 5.

    Files have been arranged chronologically.

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    142Fact booklet, 1992-1993
    143Scholar Awards Luncheons, 1992-1993
    144Scholars, 1992-1997
    145Scholar photos and biographies (RESTRICTED), 1997-1998
    146Scholar Awards Luncheon, 1998
    147Scholar Awards Luncheon notebook, 1998
    148Alumni Scholars correspondence, 1999
    149Scholar Awards Luncheon mailing list, 1999
    1410Scholar Awards Luncheon notebook (folder 1 of 2), 2000

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    151Scholar Awards Luncheon notebook (folder 2 of 2), 2000
    152Scholar Awards Luncheon notebook, 2001
    153Scholar Awards Luncheon notebook, 2002
    154Scholar Awards Luncheon and Medallion Ceremony notebook, 2005
    155Scholar Awards Luncheon notebook, 2006
     

    SERIES 4: Printed materials, 1992-2013

    Arrangement

    Files have been arranged alphabetically by publication type.

    Description

    This series contains the printed materials produced by the Atlanta Chapter, including brochures, invitations, membership directories, newsletters, awards luncheon programs, and programs for other special events, as well as some annual reports. Copies of newsletters that are missing in print form may be available on CD (see Series 5).

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    161Annual Reports (1998-1999 and 1999-2000), 1999-2000

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    221Annual Report (2000-2001), May 2001
    222Annual Report (2002-2003), May 2003
    223Annual Report (2005-2006), undated
    224Annual Report (2007-2008), undated
    162Awards Luncheon program, 1992-1995
    163Awards Luncheon programs, 1996-1999
    164Awards Luncheon programs, 2000-2004
    165Awards Luncheon programs, 2005-2009
    166Awards Luncheon programs, 2010-2011
    167Brochures, ca. 1991-1993
    168Brochures, June 2006 and undated

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    171Brochures (Emory and University of Georgia), 2001, ca. 2008
    172Brochures (Georgia Institute of Technology), 2001
    173Fifteen/Fifty Celebration program, September 2007
    174Flyers, ca. 1992
    175Invitations, 1992-2007
    176Medallion Presentation program, November 2001
    177Membership Directory, 1996-1997
    178Membership Directories, 1998-2001
    179Membership Directory (2001-2002) and Annual Report (2000-2001), ca. 2001
    1710Membership Directory (2002-2003) and Annual Report (2001-2002), ca. 2002
    1711Membership Handbook (2004-2005), ca. 2004
    1712Membership Handbook, 2010-2011
    1713Membership Handbook, 2011-2012

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    181National newsletters, 1993, 2000
    182Newsletters Volumes I-III (missing I-1, I-3, II-2, II-3), 1997-1999
    183Newsletters E-Zine Volumes IV-VI (missing VI-2, VI-3), 2002-2004
    185Newsletters Volumes VI-VIII (missing VI-1, VI-4), 2005-2007
    186Newsletters Volumes IX-XI (missing X-1, XI-3, XI-4), 2008-2011
    187Newsletters Volume XII (missing XII-2), 2011-2012
    188Newsletter Volume I-3, Winter 2013
    185Profiles, 2004-2006
    1810University of Georgia - Achievement Rewards for College Scientists in the UGA Biomedical Sciences and Human Health Program, March 2000
     

    SERIES 5: Videos and CDs, 1990-2012

    Description

    Series 5 contains several videos of the Scholar Awards Luncheon, one from the national ARCS meeting held in Atlanta in 1996, and videos from other national meetings. CDs include two relating to the annual Scholar Luncheon, and several containing electronic copies of some of the paper records in this collection, including Board meetings and minutes as well as newsletters. Some minutes and newsletters exist only in electronic form. One floppy disk from the 1997-1998 scholar awards is also included.

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    19Video: ARCS Foundation "The Next Generation", 1990
    19Video: ARCS Foundation 1996 Conference, 1996
    19Video: ARCS Foundation "Making a Difference in the World", October 1998

    Box

    20Video: 1999 Scholar Awards Luncheon (2 copies), November 1999
    20Video: 2002 Scholar Awards Luncheon, November 2002
    20Floppy disk: 1997-1998 Scholar Awards Luncheon, November 1997
    20CD: 2001 Scholar Awards Luncheon, November 2001
    20CD: 2007 Scholar Awards Luncheon, November 2007
    19CD: Atlanta ARCS Archive (2 copies), 1994-2006
    19CD: Archive, 2008-2009
    19CD: ARCS Board 2010, 2010
    19CD: ARCS Atlanta Board Meetings and Minutes, 2011-2012
    19CD: CASE 2009 Distinguished Service Awards, July 2009
    19CD: ARCS Newsletters - Digital versions, 2005-2012