GASHE Standard for Creating Activity Descriptions

• Introduction
• Elements of Description
• Appendix: Example of an Activity Description

Introduction

This standard provides general guidance for the preparation of descriptions of the activities performed by higher education institutions in Scotland in order to fulfil their broad functions. Functions are the fundamental things an institution does in order to achieve its goals and strategies. Examples in higher education are student administration, teaching, research and governance. Activities are the physical or intellectual processes that an institution carries out in order to fulfil these functions. Examples in higher education are handling student discipline, maintaining student records and administering courses. These are all activities carried out to fulfil the function of student administration.

Activity descriptions are intended to complement and supplement descriptions of records created in accordance with the International Council on Archives General International Standard for Archival Description (ISAD(G)) (PDF document), 2nd edition, 1999 and authority records created in accordance with the International Standard Archival Authority Record for Corporate Bodies, Persons and Families (ISAAR (CPF)) (PDF document), 2nd edition, 2004. They are not intended as the basis for a physical rearrangement of records based on function and activity. Instead, they offer a means of providing additional contextual information to enable the fuller interpretation of records by the user as well as providing improved access to the records. Descriptions of the activities performed by organisations in order to fulfil their broad functions can explain how, why and by whom an activity was performed from the time the organisation first began performing it right up until the present day or the date the organisation ceased performing it. They can explain how and why records were produced and subsequently used and show their relationships both with the activity and with other records. They can also provide access to all the records created or used in connection with a single activity, thereby enhancing resource discovery. Keeping this information separate both from the descriptions of the records and the authority records not only means less repetition of information but also allows for the construction of flexible finding aid systems.

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The standard is to be used in conjunction with the Joint Information Systems Committee HEI Business Function & Activity Model, compiled by Elizabeth Parker in 2003. The JISC model is a systematic guide to the functions and activities performed in higher education and is to be used to identify and select the titles of individual activities and the function they were performed to fulfil. Descriptions of those activities can then be prepared using the guidelines set out in this standard.

The standard determines the elements of description available for use in an activity description. These are grouped in four information areas: the identity statement area, the context area, the allied material area and the note area. All the elements are available for use but the following are considered essential:

1.1 Identity Code
1.2 Institution
1.3 Function
1.4 Activity
1.5 Dates of Activity
2.2 Activity History
4.2 Rules and Conventions
4.3 Date(s) of description

Each element is numbered but it is not necessary to reproduce the numbers in an activity description. These are provided for citation purposes only.

A full example of an activity description prepared in accordance with this standard is given as an appendix. The standard has been developed not only through theoretical principles but also through practical experimental work. All feedback is welcomed.

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Elements of Description

• 1. IDENTITY STATEMENT AREA
• 2. CONTEXT AREA
• 3. ALLIED MATERIAL AREA
• 4. NOTE AREA

1. IDENTITY STATEMENT AREA

This area conveys information to identify the activity.

• 1.1 Identity Code
  A unique code to identify the activity description.
• 1.2 Institution
  The name of the institution performing the activity. This should be constructed according to the National Council on Archives Rules for the Construction of Personal, Place and Corporate Names, 1997.

  If the institution has changed its name at any point in its history, record all previous names as well as the most recent name. The activity description should relate to the entire existence of the institution, regardless of any changes of name.

  It is intended that this element should link to authority records created in accordance with the International Council on Archives International Standard Archival Authority Record for Corporate Bodies, Persons and Families, 2nd edition, 2004.

• 1.3 Function
  The name of the function the activity was performed to fulfil. This should be taken from the Joint Information Systems Committee HEI Business Function & Activity Model, compiled by Elizabeth Parker in 2003.
• 1.4 Activity
  The name of the activity. This should be taken from the Joint Information Systems Committee HEI Business Function & Activity Model, compiled by Elizabeth Parker in 2003.
• 1.5 Dates of Activity
  The covering dates for the period the activity was performed.
  This date does not necessarily reflect the dates/life span of the institution performing the activity.

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2. CONTEXT AREA

This area conveys information on how, why and by whom the activity was performed.

• 2.1 Activity Performed by
  The names of all office bearers, departments, faculties, organisations or other bodies involved in the performance of the activity. If required, add the covering dates when each body was involved in the activity.

  It is intended that each name within this element should link to an authority record created in accordance with the International Council on Archives International Standard Archival Authority Record for Corporate Bodies, Persons and Families, 2nd edition, 2004.

• 2.2 Activity History
  An administrative history of the activity from the time the institution first began performing it right up until the present day or the date the institution ceased performing it.

  Record concisely how and why the activity was performed, any legislation governing or affecting the performance of the activity, the roles played by all relevant office bearers, departments, faculties, organisations and other bodies in the performance of the activity and how this may have changed over time, and the records produced or used in the course of the activity. Pay particular attention to the relationships between the records and the activity. The aim is to explain the purpose of the records and the relationships between them by placing them clearly in the context of their creation and subsequent use. It is not necessary to record here a definition of the activity itself. Cite any sources of information used in the creation of the activity history.

  Ensure that all information provided in this element is directly relevant to the activity in question. Record any related activity or activities in 3.2 Related Activities.

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3. ALLIED MATERIAL AREA

This area conveys information on the records created or used in the course of the activity and any related activities.

• 3.1 Scope and Content
  All the records created or used in the course of the activity. Record the title of each record with its covering dates, reference code and, if required, a brief note on its content or other explanatory note to make explicit the relationship of the record(s) to the activity. Records can be described here at any level ie fonds, subfonds, series, subseries, file or item. List the records in chronological order.

  It is intended that each record described within this element should link to a full description of the record created in accordance with the International Council on Archives General International Standard Archival Description (ISAD(G)), 2nd edition, 1999. Therefore it is not necessary to provide here an exhaustive description of the record. Instead, record just sufficient information to enable it to act as a pointer to the fuller ISAD(G) record. In this way, unnecessary repetition will be avoided.

• 3.2 Related Activities
  All related activities. List activities in alphabetical order.

  It is intended that each activity listed within this element should link to the full description of that activity created in compliance with this standard. Therefore it is not necessary to describe here the related activity. If required, a brief explanatory note can be added to make explicit the relationship with the other activity or activities. In this way, unnecessary repetition will be avoided.

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4. NOTE AREA

This area conveys information on the preparation and revision of the activity description, and the rules and conventions used.

• 4.1 Archivist’s Notes
  Notes for other archivists on any aspect of the compilation of the activity description or the history of the activity. This element is not intended to be viewed by the public.
• 4.2 Rules and Conventions
  The conventions or rules followed in creating the activity description.
• 4.3 Date(s) of description
  The date(s) the activity description was prepared or revised and the person(s) by whom the description was prepared.

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Appendix: Example of an Activity Description

IDENTITY STATEMENT AREA

• Identity Code:  C0740-F003-008
• Institution:  University of Glasgow
• Function:  Student administration
• Activity:  Student registration
• Dates of Activity:  1451 to date

CONTEXT AREA

• Activity performed by:
  Rector
  Professors
  Library
  Clerk of Senate
  Registry 1911 to date
• Activity history:
  The process of student registration initially appears to have been known as incorporation, although surviving records from the 1470s onwards also describe the process as being "admitted" to the University. Later, the process became known as matriculation. This terminology remained in use until 2005 when the University changed it to registration.

  In the earliest years of the University, students were incorporated by the Rector in a formal meeting of the congregation of the University. Students had to swear to obey the Rector’s commands, to keep the University’s secrets and not reveal them to the University’s prejudice, and to maintain the University’s "privileges, statutes and liberties". In addition, after the Reformation students were required to swear obedience to the University statutes and to acknowledge the Confession of Faith and teaching of the Reformed Church. The Rector caused the students’ names to be recorded. After incorporation a student was known as a "suppost", one placed under the rule of the Rector.

  Matriculation was not fully comprehensive until 1859. Before that date, only those gowned students (those studying Latin, Greek, Logic, Ethics and Physics) who wished to proceed to graduation, or any student who wished to vote in the rectorial election, had to matriculate. For many years it was therefore possible for a student to attend the University without ever having matriculated, and, as matriculation involved the payment of fees, there was incentive for it to be avoided.

  In order to matriculate, students simply inscribed their names in the University albums. These albums were maintained by the Clerk of the University. Matriculation could initially take place at any time during the year. In 1727, however, a royal commission laid down, among many other regulations, that the general matriculation of gowned students was to be held annually on the lawful day immediately preceding the rectorial election (held on 15th or 16th November), although matriculation was still allowed at other times as required. In addition, ungowned students were required, when matriculating, to promise to attend their classes for three months at least and to repeat the promise every subsequent year of attendance.

  At a Senate meeting in March 1843 a series of regulations for the use of the Library were approved, the first of which stated that: "Every student whatsoever shall at the beginning of the winter session enrol his name in the Library album and with the exceptions specified below, shall, on doing so, pay the sum of seven shillings to the Library fund." Thus it became compulsory for all students to register in the Library album, but this was not the same as formal matriculation and names which appear in the Library registers do not always also appear in the matriculation albums.

  Matriculation only become compulsory in 1859, following the passing of the Scottish Universities Commission Ordinance No. 3, dated 6 July 1859, which laid down: "That from and after the fifteenth day of October in this present year, there shall be, in the said University of Glasgow, one matriculation only of each student for each session of attendance; and such matriculation shall, like the matriculation or enrolment now in use at the Library in the said University, be compulsory on all students, and shall, for the session in respect of which it takes place, entitle students to the use of the Library and all the privileges of matriculated students; and the matriculation fee for the winter session shall be ten shillings and for the summer session five shillings." Matriculation was the responsibility of the Clerk of Senate. A Matriculation Office was run by an assistant to the Clerk of Senate under the Clerk of Senate’s direction.

  Many ordinances were subsequently issued regarding matriculation, the majority of which altered the amount of fees payable. Some ordinances, however, had a greater significance. Ordinance No. 50 (1889) ruled that the University Court could allow attendance of a single class in any faculty by those not matriculating if they paid an entrance fee of five shillings and a class fee on top of that. Attendance was on the condition that the students did not proceed to graduation, receive a certificate or be entitled to any other University privilege. Ordinance No. 147 (1889) ruled that a student had to be enrolled in one or more classes as well as having paid the matriculation fee in order to be fully matriculated. The ordinance with the greatest significance, however, was Ordinance No. 18 (1889) which allowed women to graduate. In 1892, under this ordinance, women were for the first time admitted as matriculated students of the University. However, women matriculated separately from men until 1935 when the separate teaching of women came to an end. Until this date, they matriculated at the Secretary’s office in Queen Margaret College and not in the University.

  In 1911, responsibility for matriculation passed to the newly created Registry. In 1921, a Matriculation and Examinations Clerk was appointed within the Registry. In c1998, the Registry was divided into sections, with matriculation becoming the responsibility of the Matriculation Section.

ALLIED MATERIAL AREA

• Scope and Content:
  • Annales Universitatis Glasguensis 1451-1558 Ref: GB 0248 GUA 26613 (Clerk’s Press 1)
    Includes names of students incorporated in the university 1451-1558
  • Jura, Leges, Instituta 1578-1721 Ref: GB 0248 GUA 26619 (Clerk’s Press 7)
    Includes lists of matriculated students 1590/1-1696
  • Accounts and other records 1595-1726 Ref: GB 0248 GUA 26623 (Clerk’s Press 11)
    Includes signatures of matriculated students 1634-1649, 1668
  • Album Universitatis 1697-1763 Ref: GB 0248 GUA 26659 (Clerk’s Press 45)
    Includes lists of matriculated students 1697-1756
  • Album Universitatis 1756-1809 Ref: GB 0248 GUA 26678 (Clerk’s Press 64)
  • List of matriculated students 1810-1854 ref: GB 0248 GUA 26005
  • List of matriculated students 1855-1858 ref: GB 0248 GUA 26007
  • Index by William Innes Addison to matriculation albums 1728-1858 Compiled 1893 Ref: GB 0248 GUA 26780
  • Papers of William Innes Addison, Registrar of the University of Glasgow 1906-1913, 1895-1913 Ref: GB 0248 GUA R 15/4
  • Papers relating to Addison’s research for "The Matriculation Albums of the University of Glasgow from 1727 to 1858"
  • Register of attested students 1766-1843 Ref: GB 0248 GUA 26680 (Clerk’s Press 66)
    This is a register of those ungowned students who wanted to vote in the rectorial elections and therefore had to swear to attend lectures for at least three months (as per 1727 Royal Commission statutes)
  • Register of attested students 1844-1858 Ref: GB 0248 GUA 26681 (Clerk’s Press 66)
    This is a register of those ungowned students who wanted to vote in the rectorial elections and therefore had to swear to attend lectures for at least three months (as per 1727 Royal Commission statutes)
  • Library rules and subscriptions 1768-1769 Ref: GB 0248 GUA 26751 (Clerk’s Press XXI, 115)
    Includes list of students subscribing to library rules, with date of matriculation and subject of study 1768-1769 (but including students matriculating from 1743)
  • Library registers 1843-1859 Ref: GB 0248 GUA R 8/1/1-2
  • Matriculation albums (men and women) 1859-1978 Ref: GB 0248 GUA R 8/1/3-41
  • Matriculation albums (women) 1892-1942, 1965-1966 Ref: GB 0248 GUA R 8/2
  • Matriculation albums for non-curriculum classes (men and women) 1888-1962 Ref: GB 0248 GUA R 8/3
  • Matriculation slips 1880-1989 Ref: GB 0248 GUA R 8/5
  • Sample matriculation forms and notices concerning matriculation dates and fees 1967-1969 Ref: GB 0248 GUA R 8/6
• Related Activities:  Student administration/Student registration, Queen Margaret College, Glasgow

NOTE AREA

• Archivist’s Notes:  None.
• Rules and Conventions:  Titles of function and activity taken from Joint Information Systems Committee HEI Business Function & Activity Model, compiled by Elizabeth Parker in 2003. Activity description compiled according to GASHE Standard for Creating Activity Descriptions, 2005.
• Date(s) of description:  Activity description compiled by Emily Woolmore, GASHE project archivist, 15 October 2000. Revised by Victoria Peters, research archivist, 20 April 2004 and 1 April 2005.

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