[ASA-Official] Recruitment Rules Survey; ASA Treasurer Position Open; Fall GBM Scheduled; SAO Financial Signatory Trainings; Midway Thank-You; Use of Chalk Spray Paint

Rachel Keeler rhkeeler at MIT.EDU
Thu Sep 12 17:52:57 EDT 2013

Dear Student Group Leaders,

Please take note of the following announcements:

(1) Recruitment Rules Survey

(2) ASA Treasurer Position Open

(3) Fall GBM Scheduled (10/1/2013)

(4) SAO Financial Signatory Training

(5) Midway Thank-You

(6) Use of Chalk Spray Paint


(1) Recruitment Rules Survey

Unlike previous years, the ASA did not have a recruitment moratorium for
the three weeks preceding the Activities Midway, although the ASA did keep
the Spring-Summer rules. Since removing the moratorium was an experiment,
we would like to see how this lift affected groups. Ultimately, this
survey's results will factor into the ASA's decisions on recruitment rules
next year, including the decision on whether or not to bring back the

Please take our survey here: <

Please fill out as much or as little as you want. All questions are
optional to complete.

If you have any questions, please contact <asa-exec at mit.edu>.


(2) ASA Treasurer Position Open

Jacobi Vaughn, who was elected ASA treasurer in April, has resigned. Cory
Hernandez has been appointed interim treasurer in accordance with Article
IV, Section 4 of our Operating Guidelines.

An election for the treasurer position will be held at the General Body
Meeting in October. The position will last until the spring GBM, which is
expected to be in March 2014. If you are interested in holding the
position, please contact <asa-exec at mit.edu>.

The main duties of the ASA treasurer include chairing the LEF/ARCADE
funding board, processing RFPs, and managing the ASA budget. The treasurer
also sits on the UA Finboard and the GSC Funding Board. The time commitment
is around five hours per week.

If you have questions about the treasurer position, please see our Operating
Guidelines <http://web.mit.edu/asa/rules/asa-guidelines.html> (<
http://web.mit.edu/asa/rules/asa-guidelines.html>) or contact <
asa-treasurer at mit.edu>.


(3) Fall GBM Scheduled 10/1/2013 6:30pm -- *attendance required*

The Fall ASA General Body Meeting (GBM) will be on Tuesday, October 1, in
54-100. Check-in and dinner will start at 6pm; the meeting will begin
promptly at 6:30pm, so please make sure to arrive well before 6:30pm to
allow enough time to check in and get food.

All student groups must have at least one representative in attendance. If
a student group does not attend and check-in with the ASA Exec Board at the
meeting, that group will incur a $50 fine, and may be suspended if this is
the second consecutive GBM missed by the group or de-recognized if more
than two consecutive GBMs have been missed in the past.

Any member may check in for a group, and a member may check in for more
than one group. However, only students listed as president, treasurer,
group admin, or GBM proxy in the group's ASA Database entry may exercise
the group's vote. Furthermore, nobody may exercise the vote of more than
one group, and each group has only one vote even if they send multiple

*Currently, no student groups have GBM proxies listed in the database*; if
you had designated one for a previous GBM, it *has been cleared*. If you
would like someone other than your president, treasurer, or group admin to
vote at the GBM, you must designate them as a GBM proxy in the ASA database
*by 11:59pm, 9/30/13.*

Note: club sports and FSILGs are excused from this meeting as they may be
represented by their respective governing organizations; however, these
groups are eligible to receive a vote if they send a representative.

The tentative agenda is:

1. Updates from the Board, including upcoming space allocations cycle

2. Elections for Treasurer and Undergraduate Member-at-Large (in that order)

3. Proposed revision to 5/50 rule

4. Proposed revision to group categorization system


(4) SAO Financial Signatory Training

During September, the Student Activities Office will be providing financial
trainings for signatories of student groups. As the financial processes at
MIT can be complicated, it is essential that at least one representative
(e.g., your Treasurer) be knowledgeable of this process. Therefore,
attendance is required at at least one of the upcoming financial training

Furthermore, the UA and GSC funding boards require that groups applying to
them have a President or Treasurer who has attended an SAO Financial
Signatory Training.  If you have questions about this requirement, please
contact the relevant funding boards at <finboard at mit.edu> (UA Finboard) or <
gsc-treasurer at mit.edu> (GSC Funding Board).

The trainings are from 6-7:30pm on September 16-19, 2013 in 4-237.
September 16 and 17 will be for Finboard and GSC funded groups. September
18 will be for residence halls. September 19 will be for club sports.

Please visit the SAO website <
http://studentlife.mit.edu/sao/finance/training> for additional information
or contact Colin Codner <cmcodner at mit.edu> in the Student Activities Office.


(5) Midway Thank-You

A huge thank you to all of the groups for making this year’s midway such a
success! It was great to see the ice rink packed with so many energetic
groups and incoming students. It was a pleasure to work with all of you and
I hope the midway was a rewarding experience for all involved.

-Emily Moberg on behalf of the ASA Midway Organizers


(6) Use of Chalk Spray Paint

MIT Facilities would like to ask that groups not use chalk spray paint to
advertise for their group’s events. Use of chalk spray paint can cause
long-lasting damage even if it’s not permanent. Thus, there might be high
cleaning costs that your group would ultimately have to cover.

For further information on the ASA’s advertising rules, please see <


Please feel free to email <asa-exec at mit.edu> with any requests, questions,
or other inquiries.


The ASA Executive Board

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