[ASA-Official] Groups Re-Registration Requirement | GBM Make-Up Quiz

[Jessica Giang]

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Groups Re-Registration Requirement 2023-2024

  *   Spring GBM Make-Up Quiz

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Groups Re-Registration Requirement 2023-2024

The Re-Registration form (formerly known as re-recognition) opened yesterday Monday April 15th and is due for all ASA recognized groups by Sunday May 12th 11:59PM EST.


NOTE: Club Sports Groups, FSILG Groups, Dorm Groups, and Sloan Student Organizations are not required to complete the re-registration process.

A current core executive officer, either president or treasurer, of each ASA-recognized student organization will need to complete the re-registration form on behalf of the student organization in order for the student organization to remain active.

Please note, this year's student organization re-registration process is different from previous years.

The ASA and SOLE Office have consolidated a number of core executive officer requirements into the re-registration process in order to decrease the periodic mandatory tasks made of core executive officers over the course of the academic year.

This year's re-registration form includes the following tasks:

  *   Read and Sign 2023-2024 MIT Student Organization Handbook Acknowledgment

  *   Read and Sign MIT Student Organization Non Discrimination Policy Acknowledgment

  *   Read, Sign, and Upload and Distribute MIT Student Organization Hazing Acknowledgment

  *   Upload Current Student Organization Constitution to Engage Group Page

  *   Add Student Organization Mission Statement to Engage Group Page

  *   Add Student Organization Recurring Meeting Information to Engage Group Page

  *   Add Student Organization Group's Officer Mailing List to Engage Group Page

  *   Assign Student Organization Core Executive Officers on Engage Group Page

  *   Upload Current Student Organization Active Student Member Roster

  *   Select Single Student Organization Category on Engage Group Page

  *   Assign Applicable Student Organization Membership Tags on Engage Group Page

  *   Assign Applicable Student Organization Activity Tags on Engage Group Page

  *   Assign Student Organization Financial and Space Signatories on Engage Group Page

  *   Confirm Student Organization Logo Compliance with MIT Student Organization Branding Policies or Confirm Outreach to mit-brand at mit.edu to Initiate Compliance Process

  *   Share Name and MIT Email Address of Student Organization Advisor (if applicable)

  *   Share When Your Student Organization's Executive Leadership (i.e. president, treasurer, etc.) Transitions Take Place During the Academic Year

The ASA and SOLE Office will be sending periodic reminder emails over the course of the 4 week period to help core executive officers stay on track to complete the re-registration form by the deadline of 11:59 PM EST on Sunday, May 12th, 2024. The SOLE Office will also advertise the re-registration window both on the Engage homepage and on their Instagram account (@mit_sole) to help remind core executive officers of the deadline.

Per the ASA guidelines, if a core executive officer does not complete the re-registration form by the deadline of 11:59 PM EST on Sunday, May 12th, 2024, their student organization will be automatically frozen the day following the deadline. Frozen organizations will immediately lose the following ASA-recognized student organization privileges: access to their ASA-assigned office/storage space, access to their ASA-assigned postering space, ability to reserve MIT campus spaces, ability to access/utilize their student organization financial accounts, ability to process finances (i.e. RFPs), access to the Engage group page. All student organizations that have been frozen will receive an email from the SOLE Office on Monday, May 13th, 2024 informing them of their frozen status and providing them with the following instructions on how to become unfrozen.

To become unfrozen, a core executive officer will be required to meet with a designated member of the SOLE Office staff during the two-week period following the re-registration deadline. The two-week unfreezing period for the 2023-2024 MIT Student Organization Re-Registration process will take place from Monday, May 13th, 2024 - Friday, May 24th, 2024. A core executive officer of a frozen student organization will select a meeting date and time from a list of pre-scheduled meeting dates and times during the two-week period. Core executive officers will not be able to schedule their meeting date and time outside of those included in the list of pre-scheduled meeting dates and times, with a valid emergency being the only exception. Valid emergencies will be determined by designated staff members of the ASA and SOLE Office on a case-by-case basis.

Core executive officers of frozen student organizations who (1) do not complete their unfreezing meeting with a designated member of the SOLE Office staff during the two-week period following the re-registration deadline from Monday, May 13th, 2024 - Friday, May 24th, 2024 or (2) do not schedule a meeting with a designated staff member of the SOLE Office at another date and time if a valid emergency has been determined to have taken place that prohibited a core executive officer to meet with a designated member of the SOLE Office during the scheduled two-week period, will be derecognized on Tuesday, May 28th, 2024.

Per ASA guidelines, student organizations that receive frozen status following the re-registration process will not qualify to receive frozen status again during the next year's re-registration process and will instead be automatically derecognized. For example, if a student organization receives frozen status because a core executive officer did not complete the 2023-2024 re-registration form by the deadline and the following year a core executive officer for the same student organization does not complete the 2024-2025 re-registration form by the deadline, the student organization will be automatically derecognized.

Thank you for taking the time to read this email in its entirety and for making note of important information, including updates and deadlines.


Email any questions to both <asa-exec at mit.edu<mailto:asa-exec at mit.edu>> and <sole at mit.ed<mailto:sole at mit.ed>u>

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Spring GBM Make-Up Quiz

If you did not attend the Spring GBM on April 1st, you are required to fill out the GBM Make-Up Quiz <https://cglink.me/2cy/s593>. Use the GBM slides and minutes for reference. You will need to pass the quiz to receive credit. If you have any feedback from the GBM that you would like ASA to see, please fill out the feedback form or email us.


GBM Slides: <https://docs.google.com/presentation/d/1-Qa3wLkxmaalCg7Jm266aVRnLg72N1rCmzYThfR5ba4/edit?usp=sharing>


GBM Minutes: <https://docs.google.com/document/d/1HOqkVBQ_MhsaV9cpi3z2GX33K2tzaiuon2tNjQIYCP0/edit?usp=sharing>

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Please feel free to email <asa-exec at mit.edu> with any requests, questions, or other inquiries.



Sincerely,

The ASA Executive Board

<http://web.mit.edu/asa/about/board-members.html<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


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