[ASA-Official] ASA-sponsored Early Returns; LEF/ARCADE Deadline; Recruitment Rules Reminder

[Rachel Keeler]

Dear Student Group Leaders,

Please take note of the following announcements:

(1) Early Return Deadline June 10th
(2) LEF/ARCADE July-September Deadline June 17th
(3) Recruitment Rules Reminder
(4) ASA Discussions & Meeting Minutes
(5) Collier Donations

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(1) Early Return Deadline June 10th

If you are an undergraduate student who is eligible to register for
MIT in the fall, and who will be living in an undergraduate dorm
during Fall 2013, you are eligible to apply for an early return. Early
returns are given to a limited number of students who will be present
and representing their groups during orientation at the Activities
Midway, as well as participating in other student group rush events.
Those students who receive an early return will need to check in with
the ASA at the Activities Midway; failure to do so will result in a
fine. Currently, ASA early returns are projected to be able to move
into their dorms on August 29, 2012.

Due to a limited number of early returns, we would encourage groups to
obtain assistance at the midway by student members who already have an
early return through other programs, or live off-campus. Note that
students with summer housing are entitled to continuous housing during
this period without an early return.

There are two parts to the application process for early returns, both
of which can be found here:
<https://asa.scripts.mit.edu:444/applications/returns/>. The student
asking for an early return must fill out the ''Student Application''
form, and an executive member of the group must fill out the
''Sponsoring Group Application''. The two forms must be filled out by
distinct individuals. Again, both forms are due by 11:59pm on Monday,
June 10.

Please feel free to contact <asa-exec at mit.edu> if you have any questions.

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(2) LEF/ARCADE July-September Deadline June 17th

The deadline to submit applications to the Large Event Fund (LEF) and
the Assisting Recurring Cultural And Diversity Events (ARCADE) fund is
Monday June 17th. This deadline is for events occurring between July
1, 2013 and September 30, 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 MUST
meet with the Student Activities Office to discuss an event if it will
involve paying a speaker or performer.  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 by visiting our office hours.  Please
check our online calendar,
<http://web.mit.edu/asa/about/office-hours.html>, for LEF/ARCADE
office hours, as well as general ASA office hours.

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(3) Recruitment Rules Reminder

The Recruitment Rules govern what actions are allowed and not allowed
by student groups regarding recruitment while incoming undergraduate
and graduate students are arriving. Starting at CPW, new students may
only be contacted if they have previously provided their contact
information (such as at the CPW Activities Midway) or if they initiate
contact with a group. (These rules are subsumed by the stricter
Moratorium rules three weeks prior to the Midway.)

The rules during the Moratorium will probably be slightly revised for
this upcoming year. Please visit
<http://web.mit.edu/asa/rules/recruitment-rules.html> for more
information on the rules and to fill out a survey to give us feedback
on how they worked last year.

If you have any questions (or feedback on last year), please feel free
to email <asa-exec at mit.edu>.

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(4) ASA Discussions & Meeting Minutes

The ASA has a new mailing list <asa-discuss at mit.edu> that we will
occasionally use to discuss possible policy changes or other student
group issues. Individuals can add themselves using WebMoira
(<https://groups.mit.edu/webmoira/list/asa-discuss>) or blanche
themselves onto the list from an Athena command prompt.

After each ASA Executive Board Meeting and General Body Meeting, the
ASA Secretary sends out meeting minutes to <asa-minutes at mit.edu>. As
before, add yourself with WebMoira
(<https://groups.mit.edu/webmoira/list/asa-minutes>) or blanche.

In addition, meeting minutes are uploaded to our website
(<http://web.mit.edu/asa/about/meeting-notes.html>).

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(5) Collier Donations

The Division of Student Life has some opportunities for remembering
and giving in the name of the late Officer Sean Collier. There are
some funds listed below.

Sean A. Collier Memorial Fund
<https://giving.mit.edu/givenow/ConfirmGift.dyn?desig=3621900>:
Proceeds will be used to establish a Collier Medal--to be awarded to
individuals who demonstrate the values of Officer Collier--and other
causes.

The Jimmy Fund <http://www.jimmyfund.org/>: This charity supporting
the Dana-Farber Cancer Institute was a particular favorite of Officer
Collier's.

One Fund Boston <https://onefundboston.org/>: Donations will support
victims of the Marathon bombings and their loved ones.

If you're interested in fundraising, please keep in mind the
guidelines for planning student group events, and how to handle money
collected at those events. Also keep in mind that your
well-intentioned decisions may affect others -- especially campus
police -- so think through your plans carefully before setting them in
motion. Click here to find resources
<http://studentlife.mit.edu/community-giving-resources> that will help
you do the right thing while you're doing good. The DSL staff is
available to assist you so please reach out.

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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>