From cdh2014 at MIT.EDU Mon Mar 4 19:36:51 2013 From: cdh2014 at MIT.EDU (Cory Hernandez) Date: Mon, 4 Mar 2013 19:36:51 -0500 Subject: [ASA-Official] Spring General Body Meeting and ASA Elections; Public Constitutions Message-ID: Dear Student Group Leaders, Please take note of the following announcements: (1) Spring General Body Meeting 3/20/13 6:30pm -- *attendance required* (2) ASA Elections Information (3) Public Constitutions --------------------------------------- (1) Spring General Body Meeting 3/20/13 6:30pm -- *attendance required* The Spring ASA General Body Meeting (GBM) will be on Wednesday, March 20, in 32-123. Check-in and dinner will start at 6:30pm; the meeting will begin promptly at 7pm, so please make sure to arrive well before 7:00 to allow enough time to check in and get food. All student groups must have at least one representative in attendance. If a student group does not attend and check-in with the ASA Exec Board at the meeting, that group will incur a $50 fine, and may be suspended if this is the second consecutive GBM missed by the group or de-recognized if more than two consecutive GBMs have been missed in the past. Any member may check in for a group, and a member may check in for more than one group. However, only students listed as president, treasurer, group admin, or GBM proxy in the group's ASA Database entry may exercise the group's vote. Furthermore, nobody may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives. *Currently, no student groups have GBM proxies listed in the database*; if you had designated one for a previous GBM, it *has been cleared*. If you would like someone other than your president, treasurer, or group admin to vote at the GBM, you must designate them as a GBM proxy in the ASA database *by 11:59pm, 3/19.* Note: club sports and FSILGs are excused from this meeting as they may be represented by their respective governing organizations; however, these groups are eligible to receive a vote if they send a representative. The tentative agenda is: 1. Updates from the Board 2. Elections for President, Treasurer, Secretary, GMALs, UMALs, SMAL (in that order) --------------------------------------- (2) ASA Elections Information At the GBM, we will hold elections for the 2013-2014 ASA Executive Board. There are ten members on the Board, eight of whom will be elected on March 20 (the other two are representatives from the Undergraduate Association and the Graduate Student Council). Those eight positions are: *President -- According to the ASA Operating Guidelines, ?The president shall preside at all meetings of the ASA and of its Executive Board. The president shall also be the outside representative of the ASA in all matters. The president will call Executive Board and General Body meetings as necessary. In the event of a tie, may cast a vote at Executive Board meetings and General Body meetings.? *Treasurer -- According to the ASA Operating Guidelines, ?The treasurer shall be responsible for the finances of the ASA and of its Executive Board. This officer shall become a voting member of the UA Finance Board and of the GSC Funding Board unless they do not meet qualifications set forth by the respective board. The treasurer shall also be the chair of the Large Event Funds (LEF) funding board and the Assisting Recurring Cultural And Diversity Events (ARCADE) funding board.? *Secretary -- According to the ASA Operating Guidelines, ?The secretary shall keep minutes of all meetings and handle all correspondence of the ASA and its Executive Board.? *Two Graduate Members-at-Large *Two Undergraduate Members-at-Large *One Student Member-at-Large The members-at-large serve as chairs and participants in the many working groups of the ASA, including new group recognition, group communication and maintenance, bulletin boards, office and locker space, and running the fall and spring Midways. If you are interested in running for any of these positions, we encourage you to contact us at with any questions you might have, or to learn more information about the Board?s activities. If you would like to submit a slide for your candidacy to be shown at the GBM, you may email it to the same address. The current Exec Board will be holding open office hours, and we welcome anyone interested in getting more involved with the ASA to drop by our office, W20-401. They can be found on our calendar here: < http://web.mit.edu/asa/about/office-hours.html>. Note that the other two positions on the Board are appointed by the UA and the GSC. --------------------------------------- (3) Public Constitutions The ASA has decided that the constitutions for all ASA-recognized student groups must be publicly visible. We hope this will help prospective and current group members understand how each group works, as well as allowing the ASA to maintain copies of each group's constitution. If this will be a hardship for your group, or you have a good reason why your group should not have a public constitution, please let us know at < asa-exec at mit.edu> by March 20th, 2013 . --------------------------------------- Please feel free to email with any requests, questions, or other inquiries. Sincerely, The ASA Executive Board -------------- next part -------------- An HTML attachment was scrubbed... URL: http://mailman.mit.edu/pipermail/asa-official/attachments/20130304/bc19ed30/attachment.htm From rhkeeler at MIT.EDU Wed Mar 13 21:41:41 2013 From: rhkeeler at MIT.EDU (Rachel Keeler) Date: Wed, 13 Mar 2013 21:41:41 -0400 Subject: [ASA-Official] CPW Midway; ASA Elections and Spring GBM; Updates from CAC Message-ID: 1. CPW Midway Booth Applications Open -- due 11:59pm 4/4/13 2. Confirm your officers' list and president/treasurer 3. Attendance Required: Spring GBM 6:30pm 3/20 4. ASA Elections 5. Updates from CAC: Lobby 10 Rules Changes and Promotional Spaces --------------------------------------- 1. CPW Midway Booth Applications Open -- due 11:59pm 4/4/13 The ASA Activities Midway for CPW 2013 will be held on Saturday, April 13st, from 1-3pm in the Johnson Athletics Center. The Activities Midway is a great way to meet prefrosh and show off the breadth and depth of student groups at MIT. Please submit your requests promptly. We may be unable to grant late requests, particularly ones for performances or for booths with specific location or neighbor preferences. Groups that apply for a booth or performance slot and do not show up without letting us know in advance will be fined. Groups may also be fined for leaving their booth unattended or leaving early without letting us know in advance. More information and the request form for table space and performance times are at: . Requests are due by Thursday, April 4th, at 11:59pm. Email us at with any questions. --------------------------------------- 2. Confirm your officers' list and president/treasurer Your group's president and treasurer should have recently received an email to them to tell them to verify your officers' list. Additionally, your group's officers' list should have received an email with a GBM reminder. If these emails did not arrive for your groups or went to the wrong people, you should contact us at and update your ASA Database entry at . --------------------------------------- 3. Attendance Required: Spring GBM 6:30pm 3/20 This is a reminder that the spring General Body Meeting will be held on Wednesday, March 20, at 7pm in 32-123. Dinner and check-in will begin at 6:30pm. Every student group is required to send a representative, with the exception of FSILGs and club sports. Groups that do not send a representative will incur a $50 fine, and may be suspended or de-recognized if the group has repeatedly missed GBMs. Any member may check in for a group, and a member may check in for more than one group. However, only students listed as president, treasurer, group admin, or GBM proxy in the group's ASA Database entry may exercise the group's vote. Furthermore, nobody may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives. The tentative agenda is: 1. Updates from the Board 2. Elections for President, Treasurer, Secretary, GMALs, UMALs, SMAL (in that order) --------------------------------------- 4. ASA Elections At the GBM, elections for the 2013-2014 ASA Executive Board will be held. We will elect eight positions: President, Treasurer, Secretary, two Graduate Members-at-Large, two Undergraduate Members-at-Large, and one Student Member-at-Large. Together, Board members are responsible for: - advocacy on behalf of student groups - allocation of resources among student groups - oversight of student group activity (including recognition and derecognition) - student group arbitration and support - organization of events such as the Activities Midways - writing code for the ASA DB, which helps us better keep track of student groups - establishing and enforcing policies for student groups Most Board members will pick a handful of these responsibilities that interest them to focus on. If you are interested in running for any of these positions, we encourage you to contact us at with any questions you might have, or to learn more information about the Board's activities. If you would like to submit a slide for your candidacy to be shown at the GBM, you may email it to the same address. The current Exec Board will be holding open office hours, and we welcome anyone interested in getting more involved with the ASA to drop by our office, W20-401. They can be found on our calendar here: . --------------------------------------- 5: Updates from CAC: Lobby 10 Rules Changes and Promotional Spaces The following three messages are from the Campus Activities Complex: Lobby 10 Promotional Tables: A Reminder and A Change. Please remember that, since Lobby 10 is a War Memorial, all activities in this space including promotional tabling need to be respectful. Given the proximity of Lobby 10 to classrooms, particularly 10-250, and many offices, amplified sound, including music, will no longer be allowed, Monday - Friday, 9 am to 5 pm, and all noise needs to be kept to a minimum. For groups that want to have amplified sound (music) at a table, they will want to book promotional tables in the Student Center and Stata Center. If you have questions or concerns, please contact . Note that One-day Entertainment Licenses from the City of Cambridge are now $50 (previously $40, which is indicated on the event registration form). Looking for new ways to promote your events? Do not forget about CAC Student Center poster spaces. Four great locations to put a 4' high and 12' wide poster hanging from the center stairwell in W20. Also do not forget about the CAC Infinite Corridor Panels. Three centrally-located locked promotional cases near Lobby 7 with 4' high and 6' wide spaces to create eye-catching displays. Each student group can have up to 10 days per semester (weekends not included in day count) of each type of display/poster space. To book these items, just use your virtual scheduling account. For more information on these promotional opportunities, see . --------------------------------------- Please feel free to email with any requests, questions, or other inquiries. Sincerely, The ASA Executive Board From rhkeeler at MIT.EDU Wed Mar 27 22:05:04 2013 From: rhkeeler at MIT.EDU (Rachel Keeler) Date: Wed, 27 Mar 2013 22:05:04 -0400 Subject: [ASA-Official] New ASA Executive Board; Group Recognition Deadline 4/15; CPW Midway Deadline 4/4; Updates for Treasurers Message-ID: Dear Student Group Leaders, Please take note of the following announcements: (1) 2013-2014 ASA Executive Board (2) Group Recognition Cycle Deadline (April 15, 2013) (3) ASA CPW Midway Applications -- due April 4, 2013, at 11:59PM EST (4) Required Treasurers' Training (5) Reminder about RFPs (6) GSC Rental Equipment --------------------------------------- (1) 2013-2014 ASA Executive Board The ASA is now transitioning to the 2013-2014 ASA Executive Board. The members elected at the Spring General Body Meeting are: President: Rachel Keeler (rhkeeler) Treasurer: Jacobi Vaughn (jvaughn) Secretary: Emily Moberg (emoberg) Graduate Members-at-Large: Idan Blank (iblank) Jaiyin Ling (jling) Undergraduate Members-at-Large: Caterina Colon (catcolon) Cory Hernandez (cdh2014) Student Member-at-Large: Joseph Chism (jchism) (Please use the appropriate mailing lists to contact the ASA Executive Board, and *not* their personal email addresses.) The final two Board members are the GSC and UA Representatives, who will be appointed by those organizations. --------------------------------------- (2) Group Recognition Cycle Deadline (April 15, 2013) The next group recognition cycle deadline is Monday, April 15, 2013 at 11:59PM EST. Those who are interested in applying for a new student group should apply at . If you have any questions, please contact . --------------------------------------- (3) ASA CPW Midway Applications Due April 4, 2013 at 11:59PM EST The ASA Activities Midway for CPW 2013 will be held on Saturday, April 13th, from 1-3pm in the Johnson Athletics Center. The Activities Midway is a great way to meet prefrosh and show off the breadth and depth of student groups at MIT. Please submit your requests promptly. We may be unable to grant late requests, particularly ones for performances or for booths with specific location or neighbor preferences. Groups that apply for a booth or performance slot and do not show up without letting us know in advance will be fined. Groups will also be fined for leaving their booth unattended or leaving early without letting us know in advance. More information and the request form for table space and performance times are at: . Requests are due by Thursday, April 4th, 2013 at 11:59PM EST. Email us at with any questions. --------------------------------------- (4) Required Financial Signatory Training SAO Financial Signatory Training is strongly recommended for financial signatories for all groups. Furthermore, groups that apply for funding from the UA or GSC funding boards must have at least their President or Treasurer attend an SAO Financial Signatory Training. As the financial processes at MIT can be complicated, it is essential that at least one representative (e.g., your treasurer) be knowledgeable of this process. Therefore, we STRONGLY RECOMMEND attendance at one of the upcoming financial training sessions. Please visit the SAO website (http://studentlife.mit.edu/sao/finance/training) for additional information. The training is on Wednesday, April 10, 2013 from 6:00PM - 7:30PM in 3-333. For any questions, please contact Colin Codner in the Student Activities Office. --------------------------------------- (5) Reminder about RFPs As a reminder, when submitting RFPs to the Student Activities Office, you must submit two copies: an electronic RFP on SAPWeb and a paper copy to the SAO office on the fifth floor of the Student Center. See for more details. --------------------------------------- (6) GSC Equipment Rental The GSC has rental equipment, including a sound system, karaoke system, and laser pointer available for rental by graduate-majority student groups. Details can be found at . --------------------------------------- Please feel free to email with any requests, questions, or other inquiries. Sincerely, The ASA Executive Board