<div dir="ltr">Dear Student Group Leaders,<br><br>Please take note of the following announcements:<br><br>(1) Fall Activities Midway Application Available<br>(2) First Year Summer Mailing Reminder<br>(3) Private Bulletin Board Space Update<br>
(4) Space Moving Updates<br>(5) Announcement from SAO: Online Event Registration<br>(6) Message from Career Services<br>(7) New Permitting for Barbecue Pits<br><br>----------------------------------------------------------<br>
<br>(1) Fall Activities Midway Application Available (due 8/19/2014)<br><br>The ASA is now accepting applications for Orientation Midway space and performance times. The Midway is on Friday, August 29th from 3pm to 5pm.<br>
<br>Because space is limited, by signing up for a booth, you are committing to have it staffed the entire time. Please note the following:<br>* In order to keep walkways clear, groups are required to stay within arms’ reach of their table and may be fined $50 for non-compliance.<br>
* If your booth is not staffed *at any point* during that 2 hour period, your group may be fined $25.<br>* Groups may arrive starting at 2:15 and are required to be checked in by *2:40pm*; groups that are late may be fined $25. Groups that do not check in may forfeit their table if there is a waiting list.<br>
* If you cancel less than 24 hours before the Midway, your group may be fined $50. If you do not cancel by the beginning of check-in, your group may be fined $75.<br><br>Applications for Midway space and performance times are due by August 19, 2014 at 5PM EDT. We will release the allocations of space and performance times by August 25, 2014. We cannot guarantee all groups space, although we will do our best to accommodate as many groups as possible.<br>
<br>The Midway application can be found at <<a href="http://bit.ly/UCExOQ">http://bit.ly/UCExOQ</a>>.<br><br>Please contact <<a href="mailto:asa-midway@mit.edu">asa-midway@mit.edu</a>> if you have any questions.<br>
<br>----------------------------------------------------------<br><br>(2) First Year Summer Mailing Reminder<br><br>The First Year Summer Mailing is a great opportunity to reach out to the incoming freshmen and first-year grad students! Fill out your group’s entry at <<a href="https://asa.mit.edu/fysm/submit/select/">https://asa.mit.edu/fysm/submit/select/</a>>. Incoming students will be sent a link to all of the submitted entries before they arrive on campus to virtually explore the student groups on campus.<br>
<br>You should submit your group’s entry as soon as possible. While late entries will continue to be accepted, students will begin receiving the mailing in the next week. If you have questions or concerns about the First Year Summer Mailing, please email <<a href="mailto:asa-fysm@mit.edu">asa-fysm@mit.edu</a>>.<br>
<br>----------------------------------------------------------<br><br>(3) Private Bulletin Board Space Updates<br><br>Some of the allocated private student group bulletin boards are in need of updating in order to comply with ASA policies. Many groups have either never used their board space, or their space is covered with flyers. As a reminder, it is the job of each group to upkeep their own board. Full policies are here <<a href="http://web.mit.edu/asa/resources/bulletin-board-alloc.html">http://web.mit.edu/asa/resources/bulletin-board-alloc.html</a>>. Current board allocations are listed here as well.<br>
<br>Within the next week, the new postering/boards chair (Maria Cassidy) will notify all groups who have noticeable problems with their boards that they have a set amount of time to perform housekeeping on their board space before forfeiting their board until the next cycle. The next round of board allocations will happen late this fall. The next allocations will be for two calendar years.<br>
<br>ASA has extra boards in this current cycle! If your group would like one for this semester, and agree to abide by ASA’s board policies, you are welcome to apply using this form <<a href="https://docs.google.com/forms/d/168tYbxAqbkMHr1LjVzzhkjtPeehH2-ECKc0jcbTki5U/viewform?usp=send_form">https://docs.google.com/forms/d/168tYbxAqbkMHr1LjVzzhkjtPeehH2-ECKc0jcbTki5U/viewform?usp=send_form</a>>. Boards will be allocated on a first-come, first-served basis, but with no guarantee of any remaining boards being allocated after Saturday, August 16th.<br>
<br>You are encouraged to email <a href="mailto:asa-postering@mit.edu">asa-postering@mit.edu</a> with any questions about bulletin boards or postering.<br><br>----------------------------------------------------------<br>
<br>(4) Space Moving Updates<br><br>The first wave of space movings have been successfully conducted, and most groups that have been waiting for cleared space can now prepare their moving.<br><br>For groups who are moving into W20 rooms that have card access, you should have already been granted access to your new room. If you find your card does not open the lock, please do not hesitate to email <a href="mailto:asa-space@mit.edu">asa-space@mit.edu</a>.<br>
<br>For groups who move into lockers in W20-437 and 441, your locker assignments have been added to the ASA database. Please update your “shared storage access” list in the DB (<a href="http://asa.mit.edu">asa.mit.edu</a>), and the people on the list should have card access to the rooms in a couple of days. Some lockers, mainly in W20-437, have built-in locks. For these lockers, please email <a href="mailto:asa-space@mit.edu">asa-space@mit.edu</a> to check the keys.<br>
<br>For groups who move into rooms that only have key access, please follow the instructions on this webpage to obtain the keys: <a href="http://web.mit.edu/asa/resources/office-space-alloc.html#access-keys">http://web.mit.edu/asa/resources/office-space-alloc.html#access-keys</a>.<br>
<br>Other space access instructions can also be found on the webpage: <a href="http://web.mit.edu/asa/resources/office-space-alloc.html">http://web.mit.edu/asa/resources/office-space-alloc.html</a>.<br><br>Should you have any questions about space, please email <a href="mailto:asa-space@mit.edu">asa-space@mit.edu</a>.<br>
<br>----------------------------------------------------------<br><br>(5) Announcement from SAO: Online Event Registration<br><br>SAO is pleased to announce that the new Digital Events application in the Atlas portal at <<a href="https://atlas.mit.edu">https://atlas.mit.edu</a>> has gone live! This application will entirely replace the three-part, carbonized forms used to register events required by MIT Policies and Procedures. This new application will not only provide student event planners with an electronic mechanism for event registration but also a search capability for hundreds of campus rooms and links to resources and services. Note that not all MIT spaces are accessible within this new inventory and that the scheduling of campus venues should still be done directly with the department who manages the requested space.<br>
<br>Please note that there is an event planning training module on the site, as well. It is strongly recommended that all student planners review this video before scheduling an event.The site has specific contact information if you should run into any issues, or you can bring your computer to SAO and staff there can answer any questions along the way.<br>
<br>----------------------------------------------------------<br><br>(6) Message from Career Services<br><br>Dear MIT ASA Groups, <br><br>You are receiving this email as official notification of career events during MIT’s Career Fair Week and any career events/fairs during the fall semester. If you plan any events involving employers or companies during the week of September 14 through September 20, you are required to work with the Fall Career Fair Committee. Please reach out to them via <<a href="mailto:cf-logistics@mit.edu">cf-logistics@mit.edu</a>> to organize events at least 2 weeks in advance. There are no exceptions to this rule as there are multiple employer events occurring during this time and we are trying to organize employer events effectively at MIT.<br>
<br>Secondly, there can be no career fairs or events that resemble career fairs in the fall semester. The attached document outlines the fall career fair agreement that was signed by the MIT Deans. Career fairs and career events can occur in the Spring semester but must go through an approval process. Please read more about the approval process at <<a href="http://web.mit.edu/eventguide/eventregulations/career.html">http://web.mit.edu/eventguide/eventregulations/career.html</a>>.<br>
<br>If you have any questions, please send me an email at <<a href="mailto:liverman@mit.edu">liverman@mit.edu</a>> so that your concern can be addressed.<br><br>Sincerely,<br>Deborah Liverman<br>Director, Career Services<br>
MIT Global Education and Career Development<br><br>----------------------------------------------------------<br><br>(7) New Rules for Barbecue Pits<br><br>The Cambridge Fire Department is requiring a new permit for outdoor cooking in addition to existing permits. The MIT Environmental Health and Safety Office is still working with the Fire Department on the new rules. In the meantime, groups planning barbecue events with catered food, where food will be sold, or to which the public is invited should contact Katie Blass <<a href="mailto:kblass@mit.edu">kblass@mit.edu</a>> to find out what permits they will need.</div>