[ASA-Official] Year-End Reminders, Summer LEF/ARCADE Deadline, 2012-2013 ASA Board, Event Registration

[D.W. Rowlands]

Dear Student Group Officers,

Please take note of the following announcements:

(1) End of Year Reminders
(2) Summer LEF/ARCADE Deadline
(3) 2012-2013 ASA Executive Board
(4) Orientation Midway and Early Return Info
(5) Event Registration Procedure Reminder


--------------------------------------

(1) End of Year Reminders

* Remember to update your ASA Database entry, including current
president, treasurer, and signatories.  A person currently listed as
president, treasurer, or group admin has to make the updates, so make
sure any graduating officers do this before they leave.  Also, please
confirm that your officer mailing list, group membership numbers, and
other information are correct in the database.

More information is at http://web.mit.edu/asa/database/index.html and
the database can be found at https://asa.mit.edu.

* The first part of the ASA Recruitment Rules are currently in effect.
 Until the Orientation Midway, groups may only contact students that
have previously provided contact info or students that initiate
contact.  The rules specific to the Orientation period and the weeks
leading up to the Orientation Midway will be finalized and announced
by the incoming ASA Executive Board in the next couple weeks.

More information is at: http://mit.edu/asa/rules/recruitment-rules.html


--------------------------------------

(2) LEF/ARCADE deadline Thursday, 7 June 2012

The deadline to submit applications to the Large Event Fund (LEF)
and/or the Assisting Recurring Cultural And Diversity Events (ARCADE)
fund is Thursday, 7 June at 11:59 pm. This deadline is for events
occurring between 1 July 2012 and 30 September 2012. The application
and more information about the funds are available online:
http://web.mit.edu/asa/resources/large-events.html.

You are encouraged to meet with someone from the Student Activities
Office to discuss your application, particularly if it is for a new
event or you are making substantial changes to your event.  You can
contact Alicia Erwin (aeerwin at mit.edu) and Alana Hamlett
(ahamlett at mit.edu) about scheduling an appointment.

You are also strongly encouraged to meet with the LEF/ARCADE board
members before submitting your application by scheduling an
appointment with us (contact the ASA Treasurer, asa-treasurer at mit.edu)
or visiting our office hours.  Office hours will generally be held
7:00pm - 9:00pm on Thursdays, but please check our online calendar:
http://web.mit.edu/asa/about/office-hours.html for additional hours
and cancellations before coming.


--------------------------------------

(3) 2012-2013 ASA Executive Board

The ASA is now transitioning to the 2012-2013 ASA Executive Board. The
members elected at the Spring General Body Meeting are:

President:
   Kuljot Anand (anandk)
Treasurer:
   D.W. Rowlands (rowlands)
Secretary:
   Benjamin Lehnert (blehnert)
Graduate Members-at-Large:
   Alex Dehnert (adehnert)
   Renee Blackburn (rmblack
Undergraduate Members-at-Large:
   Rachel Keeler (rhkeeler)
   Cory Hernandez (cdh2014)

At the GBM, the general body decided to postpone the elections for
Student Member-at-Large to the next General Body Meeting (which will
be in fall).  The 2012-2013 Board is in the process of appointing
someone to fill that position until the fall General Body Meeting.

The final two Board members are the GSC and UA Representatives, who
will be appointed by those organizations.


--------------------------------------

(4) Orientation Midway and Early Return Info

The ASA Orientation Activities Midway will be scheduled in the near
future.  Student groups have the opportunity to have booth space at
this event and potentially performance or demonstration time.  This
event marks the beginning of student group recruitment during
Orientation.  The request form for this event will be announced in
mid-July and will be due in August.

To support student group's involvement in this event, ASA will have
some early returns available for undergraduates living in dormitories
in the fall who don't have summer housing.  The exact information,
including date, of these early returns will be announced as soon as
possible, along with information on requesting one.


--------------------------------------

(5) Event Registration Procedure Reminder

Event registration is a required process for ensuring that you have a
safe and successful event. It must be completed at least five business
days prior to the event. Registration forms are available in the
Student Activities Office, CAC, the MIT Events and Information Center,
DAPER, and the Schedules Office.

What Institute Events Must Be Registered?

* ALL on-campus events where alcohol will be served
* ALL on-campus events where money will be collected during the course
of the event
* ALL on-campus events in facilities other than residence halls where
the attendance will exceed 100 people
* ALL events in residence halls, open to non-residents, where the
attendance will exceed 100 people
* ALL events in residence halls, closed to non-residents, where the
attendance will exceed 250 people
* ALL events, including conferences, where more than 20% of the
audience is (or participants are) expected to be non-MIT community
members
* ALL events that involve working with non-MIT organizations (as
co-sponsors or guests)
* ALL events that involve working with minors (less than 18 years old)
* ALL events when required by appropriate campus department or under
special circumstances

The event registration form requires signatures from the appropriate
scheduling office (CAC, Schedules office, FSILG office, etc.), the
appropriate registration office (SAO or RLP), and the MIT Police
Detail Office.

More information about the procedure for registering an event can be
found at http://web.mit.edu/eventguide/eventregistration/steps.html.


--------------------------------------

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