[ASA-Official] CAC Opening of the Books; Card Readers on Student Center; Required Membership Confirmation; Bulletin Board Applications

[Cory Hernandez]

*Dear Student Group Leaders,

Please take note of the following announcements:

(1) CAC Opening Books for 2013-2014 Academic Year, November 26, 2012
(2) Card Readers on Student Center, November 20, 2012
(3) Annual Required Membership Confirmation and Anti-Hazing Form Signing
(4) Private Bulletin Board Application and Allocation Process
(5) Holiday Closings
(6) LEF/ARCADE Deadline, November 25, 2012

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(1) CAC Opening Books for 2013-2014 Academic Year

On Monday, November 26, 2012 at 9 am the Campus Activities Complex will
open their reservation books for the year from July 1, 2013 to June 30,
2014.

Your group can book space for:

--Concerts

--Parties

--Lectures

--Cultural Events

--Conferences

--Weekly Meeting Space

This process will be similar to last year.  Special Note:  Walker
Memorial/Morss Hall will be available for all of next year.  For more
details on the process, http://studentlife.mit.edu/cac/services/opening.
 This process is virtual, so you will be using your virtual scheduling
account.

Only a few events can be booked at first, so it is strongly encouraged that
you look at the information on the web to avoid problems and denials.

If you have any questions or concerns, please contact Jennifer Smith (
jbsmith at mit.edu) in the CAC.

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(2) Card Readers on Student Center

Beginning next Tuesday morning, November 20, at 1AM, the CAC will initiate
the locking the Student Center perimeter doors nightly, between 1AM to 6
AM, on a 7-days per week, on-going basis.  Valid MIT ID holders will be
able to access the building during those hours through the proximity card
readers on the back perimeter doors (adjacent to the Bank of America ATMs)
and the front perimeter doors (closest to the
MIT Federal Credit Union).

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

(3) Annual Required Membership Confirmation and Anti-Hazing Form Signing

It is now time for the ASA’s annual update process. We use this to verify
that all groups are active and have enough members. Additionally, by
Massachusetts law, every group is required attest to having distributed a
copy of the Massachusetts hazing law to its members. Finally, we also ask
that groups reaffirm that they do not discriminate.

Each ASA-recognized student group must have an officer listed in the ASA DB
complete the form at
https://asa.mit.edu/membership/update/<https://asa.mit.edu:444/membership/update/>
.

Each group also must have at least five MIT student members confirm
membership by filling out the form at
https://asa.mit.edu/membership/confirm/<https://asa.mit.edu:444/membership/confirm/>
.

Each group should submit these forms by November 27, 2012. Late submissions
will be penalized by fines (up to $150) and eventually suspension and
derecognition.

If, at any time, you have questions, including about the timeline or
getting extensions, please email us at asa-exec at mit.edu.

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(4) Private Bulletin Board Application and Allocation Process

The time has come for our biannual reallocation of all private student
group bulletin boards across campus. Every group (even those which already
have a board) must fill out the application if they are interested:

<https://asa.scripts.mit.edu:444/applications/boards/boards.php>

The process of allocations is outlined as follows:
Applications Due: December 15th
Allocation decisions released: January 14th
Appeals Due: January 25th
Final Allocations released: February 1st

If your group currently has a board: It must be removed by the appeals date
(Jan 25th). There will be a $50 fine for posters which are not down by the
final allocation date (Feb 1st).

The period when all of the boards are empty (Jan 25th to Feb 14th) will
have more stringent enforcement of the rule against public postering on
allocated spaces. In particular, fines for this will be $50 dollar per
offense with no warning.

If your group receives a board: The new poster must be up by two weeks
after the allocation (Feb 15th). There will be a $25 fine if it is still
not up a week later (Feb 22nd), and the board will be reallocated a week
later (Mar 1st) if it is still not properly filled.  All boards must meet a
list of criteria at <
http://web.mit.edu/asa/resources/pdf/asa_boards_responsibilities.pdf>.

Please note that funded student groups have priority in getting a board.

Any questions about the application or this process should be sent to
asa-boards at mit.edu.

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(5) Holiday Closings

Kresge, MIT Chapel, and the Religious Activities Center will be closed and
secured at 6PM on Wednesday, Nov. 21. They will reopen on Saturday morning,
November 24, at 8AM or as needed

The Student Center will operate as follows:

--Wednesday, November 21, closure at 11:00PM

--Thursday, November 22 (Thanksgiving) closed

--Friday, November 23 (MIT Holiday) closed

--Saturday, November 24 re-open at 7:00AM

Walker will remain accessible as it cannot be physically secured

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(6) LEF/ARCADE Deadline November 25, 2012

The deadline to submit applications to the Large Event Fund (LEF) and the
Assisting Recurring Cultural And Diversity Events (ARCADE) fund is Sunday,
25 November at 11:59 pm. This deadline is for events occurring between 1
January 2013 and 31 March 2013. 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 Alana
Hamlett (ahamlett at mit.edu) and Joel Pettigrew (joelp 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 - 8:00pm on Thursdays,
but please check our online calendar, <
http://web.mit.edu/asa/about/office-hours.html>, for additional hours and
cancellations before coming.

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

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*
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