[ASA-Official] FYSM, Recruitment rules, and Tuesday Night Event

[Rebecca E Krentz-Wee]

Dear Student Group Officers,

Please take note of the following announcements:

1. First Year Student Mailing Submissions due by Monday, July 5
2. ASA Recruitment Rules
3. SLOPE Tuesday Night Event Application
4. Midway Date: Friday, September 3
5. Yearly Activity Survey

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1. First Year Student Mailing (FYSM) Submissions due by 7/5

Like last year, the ASA is going to compile a website with an index of all the
groups. Each group can submit a slide, a short description, and a link to their
website. The FYSM website will be advertised to incoming students through
postcards and the Graduate Student News.

More information and the submission form can be found at:
http://web.mit.edu/asa/publicity/summer-mailing.html

PLEASE NOTE: MIT web certificates are needed to submit to and view FYSM, so make
sure you are using a browser with your certificates enabled. More information
about certificates is at: http://ist.mit.edu/services/certificates.
Additionally, certificates expire at the end of July, so if you are updating
your entry or viewing FYSM after the deadline, then make sure to get new
certificates.

Please contact asa-fysm at mit.edu with any troubles or questions regarding the
submission form or FYSM in general.

We will be collecting some statistical information about visits to the FYSM
website. If you would be interested in receiving information related to your
group, please contact us (asa-fysm at mit.edu) and we can discuss what information
we can and are willing to provide you with.

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2. ASA Recruitment Rules

The ASA Recruitment Rules have been finalized and approved by the current ASA
Executive Board. These rules are very similar to the document that was
presented at the Spring ASA General Body Meeting. Please read these rules
carefully, follow them, and contact us at asa-exec at mit.edu with any questions
or for any clarifications.

The rules are posted at: http://web.mit.edu/asa/rules/recruitment-rules.html

Important points to note:
- disallowed advertising methods before the Midway include:
* mass emails to those not previously known to the group
* handing out flyers
* actively collecting or soliciting information from new students
* inviting freshmen to Facebook groups
* using extremely limited drop poster spaces (such as drop poster spaces)
- any events with any recruitment component are also disallowed
- all Publicity Guideline violations (for example postering violations) will be
fined at triple the normal rate and fines, not warnings, may be given for first
offenses. Additional postering restrictions are also in place.
- exemptions must be sought at least two weeks in advance by email to
asa-exec at mit.edu

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3. SLOPE Tuesday Night Event Application

It's that time of year again! Sign your group up to take part in Tour d'Tech -
this year's Tuesday Night Event during Orientation. We're looking for fun and
interactive activities and performances to pack the Student Center so that we
can show our incoming frosh what the MIT community is all about. This year's
event will be held on Tuesday, August 31 from 8pm to 10pm. The application for
space at this event is due on July 19. Questions about this event should be
sent to slope-tne10 at mit.edu.

The application is at:
https://spreadsheets.google.com/viewform?hl=en&formkey=dERPZXBRX1ItNHpRRTdMa1BOdEpVb1E6MQ#gid=0

Clarification of how the ASA Recruitment Rules apply to the Tuesday Night Event:
- Freshmen may be given free stuff or handouts, but any advertising/recruiting
component of said items must be incidental. If the item could as easily have no
recruiting component, it should.
- Freshmen will be able to receive a paper with a map and list of attending
groups with contact addresses and websites. Group members may annotate the list
to mark the group whose booth they are at, or to provide personal contact
information, if they desire.
- If asked, groups may describe what they do briefly, and are encouraged to tell
freshmen to find them at the Midway
- Groups may announce (e.g., before a performance at the TNE) events commonly
attended by the general MIT community (e.g., plays or concerts) but not those
generally attended only by (prospective or actual) group members (e.g.,
auditions or group mixers)
- As the TNE is "extremely limited reserved advertising space", groups may not
advertise other events at the TNE.
- Groups may not take signups at the TNE, or guide freshmen through signing up
while at the TNE (e.g., on a laptop or smartphone)

Violations of Recruitment Rules at this event will be taken particularly
seriously. Consequences include losing booth space and/or performance time at
the ASA Midway that Friday.

As with all recruitment rules, groups are encouraged to contact asa-exec at mit.edu
with any questions.

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4. Midway Date: Friday, September 3

The Fall Activities Midway will be held on Friday, September 3 in the afternoon.
While we did consider moving the date of the Midway, it was not determined to be
clearly feasible and advantageous for this year. We will likely send a survey
out early in fall and reconsider the options for Orientation 2011.

More information and a request form will be mailed out in the next few weeks.

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5. Yearly Activity Survey

Remember to have your new officers fill out the ASA yearly activity survey,
which will be used to compile the ASA group directory.

The survey is available here: http://asa.mit.edu/directory/edit.php

The results are available here: http://asa.mit.edu/directory/view.php

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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