[ASA-Official] LEF-ARCADE Deadline; Changes to 5/50 Policy

[Ben Kraft]

Dear Student Group Leaders,


Please take note of the following announcements:

(1) LEF-ARCADE (July - September) Funding Cycle Deadline (6/20/14)

(2) Changes to 5/50 Policy

(3) Fall Activities Midway (August *29*)

(4) Space Moving Updates

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(1) LEF-ARCADE

The deadline to submit applications to the Large Event Fund (LEF) and the
Assisting Recurring Cultural And Diversity Events (ARCADE) fund is
6/20/2014 at 11:59PM EST. The deadline for submitting late applications and
appeals will be 6/30/2014 at 11:59 PM EST. This deadline is for events
occurring between July 1, 2014 and September 30, 2014. 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>,
or 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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(2) Changes to 5/50 Policy

As we announced at the Spring General Body Meeting, the ASA has updated its
“5/50” policy.  Previously, groups were required to have at least five
student members, and have at least 50% of their membership be students.  We
are changing the latter part to require that:

* 50% of each group’s executive board must be students, and

* the group’s quorum requirement must require that at least half of the
votes on each issue belong to students.

All groups recognized by April 1, 2014 may, if they wish, continue to
operate by the old policy.  The full text of the new policy is below.


Student groups are student activities with an active membership of at least
5 MIT students.  The activity’s president and treasurer, or corresponding
officers, and at least half of the members of the group's executive board
or committee, must be registered MIT students. The group’s quorum
requirement must include a stipulation that at least half of the votes on
each issue voted at in a meeting of the group or its subcommittees must
belong to students. For example, this could be accomplished by ensuring
half the voters are students or by giving additional votes to the students
present. This rule may be appealed and an exception granted if it is felt
to be particularly deleterious (e.g., for cross-campus groups). Groups
recognized before April 1, 2014 may instead operate by the old "5/50" rule
[1] if they wish. In addition, student groups must give at least the same
opportunities to students as to non-students, and may not give non-students
preference in selection processes such as auditions and elections.

Funded student groups are student activities fulfilling all the
requirements listed for basic student groups above. These activities can be
directly linked to an MIT program, existing student group, or an academic
department. The sponsoring party of such a group is able to provide the
basic support necessary to ensure success of the group. Non-sponsor-linked
activities can be funded by student governments.

[1] The group shall have at least five student members, and at least 50% of
the overall membership of the group shall be students.

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(3) Fall Activities Midway (August *29*)

The previous announcement of the date of the ASA Activities Midway was in
error, as many of you noticed.  The Midway will take place in the afternoon
of Friday, August *29*. The form to apply for booth space will be available
by mid-July, and will be due in early August. When the form is available,
mail will be sent to this list and an announcement will be posted on our
website.

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(4) Space Moving Updates

We apologize for the delay for many groups in getting moving instructions
from the ASA.  Between the transition to newly elected ASA board members
and the end of the semester, things have been moving more slowly than we
had hoped.  We thank those groups that have begun or completed their moves
already.

We have sent out the first wave of emails to the groups who can move
immediately, without waiting for other groups. Other groups should expect
to receive email from us by late June or early July, and move in July or
early August, in order to get all of the moves completed by the end of the
summer.  If you have any questions, please email asa-space at mit.edu.

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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>
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