Union Board records, 1912-2010, bulk 1922-2010
A Guide to the Records at the Indiana University Archives
Finding aid prepared by Danielle Emerling and Whitney
Indiana University Office of University Archives and Records Management
1320 East Tenth Street
Herman B Wells Library E460
Bloomington, IN 47405-7000
Indiana Memorial Union. Union Board.
Union Board records, 1912-2010, bulk 1922-2010
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
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 oriented events.
Collection is organized into five series: Minutes, agendas and working papers;
Administrative subject files; Publications (including some audio materials); 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 tapes.
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
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 arranged chronologically.
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 Memorial
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 (box 28).
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 subseries.
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
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
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, 2011.
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
2 May 1922-7 March
Financial Records,1912-1914 (?)
August 1923 - Attendance Record, May 2, 1922 -
August 1, 1923
1924 - Attendance Record, May 1, 1923 – February 25,
13 May 1923
May 1924 – Attendance Record, March 11, 1924 -
May 6, 1924
May 1925 - Attendance Record, May 13, 1924 – May
May 1928 - Attendance Record, May 3, 1927 – May
May 1929 - Attendance Record, May 8, 1928 – May
May 1930 - Attendance Record, May 7, 1929 – May
May 1931 - Attendance Record, May 13, 1930 – May
May 1932 - Attendance Record, May 12, 1931 – May
March 1933 - Attendance Record, May 2, 1932 – March
Bound Volume: Minutes of the Union Board: 14 March 1933 – 2 May
April 1933 - Attendance Record, March 14, 1933 – April
Bound Volume: Minutes of the Union Board: 17 April 1933 – 27
Correspondence and Reports, 1938-1942
Bound Volume: Minutes of the Union Board: 13 October 1942 – 14
July 1943 – Attendance Record, June 7, 1943 – July
March 1944 – Attendance Record, September 21, 1943 –
March 7, 1944
30 January 1947
Bound Volume: Minutes of the Union Board: 26 September 1950 – 24
Bound Volume: Minutes of the Union Board: April 1955 – 24 April
April 1955 – Attendance Record, February 7, 1995 –
April 24, 1955
January 1956 – Attendance Record, September 14, 1955 –
January 11, 1956
Bound Volume: Minutes of the Union Board: 01 May 1956 – 28
April 1957 – Attendance Record, September 18, 1956 –
April 29, 1957