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Records of the Office of Administration and Finance

 Record Group
Identifier: RG-005

Scope and Contents

The records of the Office of Administration and Finance span the years 1877 through 2020 with the bulk from 1969-1978 and 2016-2019. Included are administrative correspondence, meeting minutes and agendas, policies, and building histories. The collection is organized according to the institution’s 2019 organizational chart into the following 10 series: Administration, Administrative Council, General Business, Human Resources, Facilities Management and Planning, Department of Public Safety, Camps and Conferences, Administrative Services, Business Manager (Orphaned), and Director of Employee Relations and Affirmative Action (Orphaned). The contents are arranged in each series in alphabetical order, but Series 2 is also followed with chronological order, as is part of Series 6.

This record group contains some valuable materials in Series 5 (Facilities Management and Planning) that describe the history of the construction of individual buildings and structures on campus. Some of the information dates back as early as 1877. Building files can include newspaper clippings, histories of the people the building was named after, correspondence, and dedication information. This series also includes several files for the Little Red Schoolhouse, a one-room historical schoolhouse that was moved from its original location to a spot on the edge of campus. The Humanities on the Road television program included a series on this schoolhouse and those documents are included. Series 6 (Department of Public Safety) has a file (Air Raid Safety --- WWII) in Sub-Series 2, Box 1, Folder 3 that has interesting information about the culture of society during that time. Series 7 (Camps and Conferences) is a notable series because it illustrates the various types of organizations that met on campus and what organizations were popular and active during specific time periods. It also confirms the active role the university played in participating in community programs. Series 8 (Administrative Services) has significant gaps in the functions this series represents because the archives has not received record transfers. Series 9 and 10 have been orphaned. Series 9, Box 1, Folder 4 was restricted, but the restriction was lifted in 2013. However, it is important to note that many of the functions of both departments have been reassigned to other departments and are noted in their respective series descriptions if that information is known.

Dates

  • 1877-2020, bulk 1969-1978, 2016-2019

Conditions Governing Access

This collection is open for research.

Conditions Governing Use

Permission to publish, quote, or reproduce must be secured from Shippensburg University Archives & Special Collections. Contact the archivist for more information.

Biographical / Historical

The office of Administration and Finance was created sometime between 1965 and 1969 and was initially called the Vice President for Administration. Dr. James H. McCormick was the first Vice President to occupy this office. He later became the Chancellor of the PA State System of Higher Education. His files for this office begin in 1969, but it is not completely clear if that was the year the office was created. In 1969, this office administered Maintenance, Public Relations, Alumni, the Computer Center, the Business Office, and the Educational Development Center. By 1970, the Administrative Council was formed and placed under the direction of the Office of Administration. The office’s name changed sometime between 1971 and 1978 to Vice President for Administrative and Student Affairs. All departments that administered to students were added under the umbrella of this office. It is unclear when the name was finally changed to Vice President for Administration & Finance, but it is listed as such in the 2006 organizational chart. At that time, the office experienced significant functional changes to oversee the following departments: Administrative Services, Budget, Facilities & Planning, Human Resources, and Public Safety. It no longer included student information. The structure of Administration and Finance did not change much under the direction of University President, Laurie Carter, except that Camps and Conferences were added to their supervision.

In the 1970s, the Vice President for Administration was a member of the faculty and was responsible for the general administration of the college. This person served on committees, worked with faculty and student leaders, coordinated with state government, closely consulted with the President of the college and participated in off-campus organizations. Today the Vice President is hired as an administrator of the university who remains in close contact with the President and serves on the university’s Executive Management Team. Responsibilities for this position includes stewardship of university finances; support for students, faculty, and staff; and serves as executive management over the departments listed above.

"Administration-Finance." Shippensburg University. Accessed March 19, 2020. https://www.ship.edu/administration_finance/.

Extent

9.44 Linear Feet (29 archives boxes)

Language of Materials

English

Custodial History

This record group was received by Archives & Special Collections as a records transfer.
Status
Completed
Author
Melanie Reed
Date
April 2020
Description rules
Describing Archives: A Content Standard
Language of description
English
Script of description
Code for undetermined script
Language of description note
English

Repository Details

Part of the Shippensburg University Archives & Special Collections Repository

Contact:
Ezra Lehman Memorial Library room 207
Shippensburg University of PA
1871 Old Main Drive
Shippensburg PA 17257
717-477-1123 x3357