Union Board records, 1912-2010, bulk
A Guide to the Records at the Indiana University Archives
Finding aid prepared by Danielle Emerling and
Indiana University Office of University Archives and Records
1320 East Tenth Street
Herman B Wells Library E460
Bloomington, IN 47405-7000
Indiana Memorial Union. Union
Union Board records, 1912-2010, bulk
38.4 cubic feet (39 boxes)
Materials are in English
The Union Board serves as the governing
body for the Indiana Memorial Union, which organizes various events and activities
for students on the Indiana University Bloomington campus. Established in 1909, the
Union Board has since developed into the largest student programming body at Indiana
University. The Collection consists of minutes of Union Board meetings and a variety
of administrative documents and materials related to past programs, activities, and
Collection is open for research. Advance notice required.
Select files are closed to researchers and are indicated in the folder list.
Restricted files are related to students involved with the Madrigal Dinner
performances; these records include audition papers, cast lists, and scholarship
designations upon which Social Security Numbers are listed. Restricted files are
stored at the end of paper-based records in box 28.
The Union Board was originally organized by John M. Whittenberger in 1909 as an
organization that would “further the interests of Indiana University and her
students.” Founding members included male students and two individuals in advisory
positions, including University President William L. Bryan. In its early years, the
male-only group met in the Student Building and the old Assembly Hall before the
construction of the Indiana Memorial Union building was completed in 1932. In 1952,
women were first admitted to the Union Board following a merger with the Association
of Women Students.
Over time, the Union Board grew to consist of a governing body including an elected
student Executive Team and group of student Committee Directors. As of 2010, the
Union Board supported thirteen active programming committees overseen by three
executive team members, making a combined total of sixteen student positions, all of
whom work in tangent with Staff Advisors, Faculty and Alumni Representatives, and
the Executive Director of the Indiana Memorial Union.
The goal of the Union Board is to serve students, faculty, alumni and the greater IU
Bloomington community through a diverse range of events, activities, and programs.
Major recurring activity initiatives organized by the Union Board include film
screenings, concerts, performing arts acts, comedy shows, lectures, debates, the
publication of Canvas arts magazine, Live From Bloomington local music programming,
annual Madrigal Dinner performances, and a variety of international and culturally
Collection is organized into five series: Minutes, agendas and working papers;
Administrative subject files; Publications; Programs and events, and Audiovisual.
The Minutes, Agendas and Working Papers are divided into two subseries: the
Official” Minutes of the Union Board, and the Unofficial Minutes, Agendas and
Working Papers. The Programs and Events series is divided into four subseries:
Madrigal Dinners, Concerts, Lectures, and General. The Audiovisual series is
arranged into two subseries: U-Matic videocassette tapes and VHS videocassette
Scope and Content Note
The Union Board records span the period from 1912-2010, with the bulk of materials
concentrated between the years 1922-2008. The collection is organized into five
series: Minutes, Agendas and Working Papers; Administrative Subject Files;
Publications; Programs and Events, and Audiovisual.
The Minutes, Agendas, and Working Papers series (1912-2009) is divided into two
subseries. The first subseries is “Official” Minutes of the Union Board,
(1912-2009). These include the official, signed minutes of Union Board meetings. In
most cases these minutes consist of the original handwritten or typed copy. However,
there are quite a number of minutes that clearly are photocopies of the originals.
Union Board administrative staff have reviewed all the minutes and selected what
they regarded as the best available official version. These minutes are bound in
volumes except for the more recent electronic versions of the minutes and are
arranged chronologically. The vast majority of the records in these volumes are
minutes, but there are also some financial records, correspondence, attendance
reports and election results, and policies and proposals.
The second subseries is the Unofficial Minutes, Agendas and Working Papers
(1994-2008).. Included in this subseries are annotated copies of minutes that
clearly do not represent the official final version, agendas, budgetary statements,
notices, proposals, documents specific to Union Board committees, and other forms of
administrative documentation. Documents in this subseries organized into folders and
The second series, Administrative Subject files (1913-2010, bulk 1987-2010), contains
various documents related to the Union Board’s management and planning activities.
Included in this series are annual reports, budgets, director handbooks, director
retreat materials, strategic plans, surveys, renovation documentation, and other
topical files related to various initiatives of the Union Board and the Indiana
The Publications series (1980-2009) includes magazines, newsletters, and several
topical publications created in part by the Union Board. Prominent among the records
in this series is the publication Canvas. Compilation albums published through the
Live From Bloomington local music programming committee are also included in this
series. Audio materials from this series are housed at the end of the collection
The Programs and Events series (1935-2010) is divided into four subseries: Madrigal
Dinner, Concerts, Lectures, and General. The Madrigal Dinner subseries (1947-2001)
includes materials created in the planning and marketing of the annual Madrigal
Dinner performances organized and supported by the Union Board each December from
1947-2001. Planning documents, financial information, correspondence, audition and
casting materials, historical/research information, comparative documents from other
universities hosting similar performances, publicity materials, programs,
photographs and a male and female historical costume are present in this
The Concerts subseries (1970-2009) contains a range of documents in relation to the
scheduling, marketing, planning, and logistical matters involved with the concerts
sponsored by the Union Board. Types of materials in this series include promotional
musician and band photographs, contracts, correspondence, stage plans, ticket sales
details, and promotional materials. The series is organized alphabetically by the
name of the performer.
The Lectures subseries (1983-2006) contains a range of documents in relation to the
scheduling, marketing, planning, and logistical matters involved with the Union
Board’s activities in bringing a wide range of lecturers to speak on campus. Types
of materials in this series include promotional photographs and flyers, contracts,
correspondence, venue information, and other related documents. The series is
organized alphabetically by the name of the lecturer.
The General subseries (1935-2010) includes various documents pertaining to a variety
of Union Board initiatives, with a large portion of materials related to planning,
publicity, and Union Board subcommittees. Materials from one-time and recurring
programs, anniversary celebrations, Union Board reunions, student orientations,
student organizations, and the Whittenberger Society—an organization by which
current Union Board Directors, Union Board alumni, and Honorary Life Members
maintain a connection—are organized here. Other prominent events or topics featured
in this series include the AIDS Memorial Quilt, comedy performances, films, Live
From Bloomington, and theatre and musical events.
The final series, Audiovisual (1982-1995), contains videocassette format materials
documenting various Union Board initiatives or programs, such as lectures,
theatrical performances, Model United Nations, comedy competitions, Union Board
Magazine, Union Board Television (UBTV), and National College Television (NCTV).
The following terms have been used to index the description of this collection in
IUCAT, the IU Libraries'
online catalog. Materials about related topics, persons or places can be found by
searching the catalog using these terms.
Audio recordings, digital video recordings, and three-dimensional objects are housed
at the end of the paper record series in boxes 28 and 29; videocassette (both
U-matic and VHS) items are housed separately in boxes 30-36. Two 3.5 inch floppy
discs were removed from the collection; accessible relevant files were printed, and
paper copies were placed in appropriate folders. Details concerning specific objects
removed are indicated in the folder list.
Additional records such as newsletters, annual reports, bulletins, and publications
may be accessed in the
Archives of Institutional Memory
Archived web sites for this group may be included in
Related photographs may be available in the
Accessions 1204, 7716, 2008/062, 2009/077, 2010/063, 2011/014, 2011/031
Copyright interests for this collection have been transferred to the Trustees of
Indiana University. For more information, contact the Indiana University
[Item], Union Board records, Collection C409, Office of University Archives and
Records Management, Indiana University, Bloomington.
The various accessions which make up the collection were transferred over time
from the Union Board to the University Archives. The precise transfer date of
Accession 7716 is not known; it was accessioned by the University archives
February 22, 2007. Accession 2009/077 was transferred on September 8, 2009.
Accession 2010/063 was transferred on July 14, 2010. Accession 2011/014 was
transferred on January 24, 2011. Accession 2011/31 was transferred on March 23,
Employment contracts displaying social security numbers were removed from
Madrigal Dinner files and shredded.
Processed by Amy Jankowski.
Completed in 2011.
Minutes, agendas and working papers,1912-2009, undated
“Official” Minutes of the Union Board, 1912-2009
Bound Volume:1912-1914 (?)
1922-7 March 1933
Financial Records,1912-1914 (?)
August 1923 - Attendance Record, May 2,
1922 - August 1, 1923
February 1924 - Attendance Record, May
1, 1923 – February 25, 1924
May 1924 – Attendance Record, March
11, 1924 - May 6, 1924
May 1925 - Attendance Record, May 13,
1924 – May 12, 1925
May 1928 - Attendance Record, May 3,
1927 – May 3, 1928
May 1929 - Attendance Record, May 8,
1928 – May 30, 1929
May 1930 - Attendance Record, May 7,
1929 – May 6, 1930
May 1931 - Attendance Record, May 13,
1930 – May 5, 1931
May 1932 - Attendance Record, May 12,
1931 – May 2, 1932
March 1933 - Attendance Record, May 2,
1932 – March 14, 1933
Bound Volume: Minutes of the Union Board: 14 March 1933 –
2 May 1933
April 1933 - Attendance Record, March 14,
1933 – April 25, 1933
Bound Volume: Minutes of the Union Board: 17 April 1933 –
27 October 1942
Correspondence and Reports, 1938-1942
Bound Volume: Minutes of the Union Board: 13 October 1942
– 14 March 1950
July 1943 – Attendance Record, June 7, 1943
– July 17, 1943
March 1944 – Attendance Record, September
21, 1943 – March 7, 1944
Bound Volume: Minutes of the Union Board: 26 September
1950 – 24 March 1959
Bound Volume: Minutes of the Union Board: April 1955 – 24
April 1955 – Attendance Record, February 7,
1995 – April 24, 1955