[ASA-Official] LEF-ARCADE and group recognition cycles; messages from SAO and CAC

[Ben Kraft]

Dear Student Group Leaders,

Please take note of the following announcements:

(1) LEF-ARCADE (October - December) Funding Cycle Deadline (9/20/14)

(2) Message from SAO regarding financial trainings

(3) Announcement from CAC regarding lockers and updating ASA database
entries

(4) Group Recognition Cycle Deadline (9/13/2014)

(5) Postering Guidelines Final Reminder

(6) Office/Storage Space Moving Deadline (9/30/2014)

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(1) LEF-ARCADE (October - December) Funding Cycle Deadline (9/20/14)

The deadline to submit applications to the Large Event Fund (LEF) and the
Assisting Recurring Cultural And Diversity Events (ARCADE) fund is
9/20/2014 at 11:59PM EST. The deadline for submitting late applications and
appeals will be 9/27/2014 at 11:59 PM EST. This deadline is for events
occurring between October 1, 2014 and December 31, 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) Message from SAO regarding financial trainings

It has come to our attention errant information was provided to you
regarding the room number of the Financial Trainings.  To clarify, the
Financial Trainings are held in Building 4 - 237 (
http://studentlife.mit.edu/sao/finance/training).  We apologize for any
inconvenience that this may have caused.

Colin Codner

Assistant Director of Student Activities and Finance

cmcodner at mit.edu

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(3) CAC lockers

The Campus Activities Complex wants to remind you to keep your student
office and locker access lists up to date.  With many new people joining
your groups, be sure to take a few minutes in the ASA database to make your
group’s office and locker access lists are accurate.  Remember to eliminate
those from these lists which are no longer active in your group.  Have
members that are now alumni?  They will need to apply at the MIT Card
Office for an alumni id.  Not sure how to access the ASA database for your
group?   Contact the ASA.  Added someone to the access list but the door
does not open for them?  Contact CAC.

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(4) Group Recognition Cycle Deadline (9/13/2014)

The deadline to submit an application to be considered for this group
recognition cycle is Saturday September 13th at 11:59 PM.  A list of all
group recognition cycles for this year is at <
http://web.mit.edu/asa/start/index.html>.  This applies to new groups
wishing to become recognized or re-recognized, and existing groups wishing
to change their status (for example, from “Unfunded” to “Funded”).  The
application can be found at <http://web.mit.edu/asa/start/new-group-app.html>.
 Groups petitioning to change their classification

should also fill out this form and indicate what type of student group
they wish
to apply for and explain the reasons for the switch.

Other useful information includes the different privileges held by
different types of groups <
http://web.mit.edu/asa/privileges/compare-privileges.html> and more details
can be found at <http://web.mit.edu/asa/start/index.html> .

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(5) Postering Guidelines Final Reminder

Please review all ASA postering policies, including fine-able offenses. If
your group violates any of these rules and is reported, you will be fined.
Please send all questions to asa-postering at mit.edu.

Private space: <http://web.mit.edu/asa/resources/bulletin-board-alloc.html>

Public Space: <
http://web.mit.edu/asa/publicity/public-advertising-space.html>

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(6) Office/Storage Space Moving Deadline (9/30/2014)

Welcome back! We hope all groups that were assigned office/space have
finished or are about to finish the moving at this point. Please be noted
that we will start to delete the old office/space assignments in the ASA
database on *September 30, 2014*. After we delete the old assignments, you
will no longer be able to get access to your old assigned rooms. So, please
make sure to finish your move before September 30. If you believe that you
cannot make it to this deadline, please email asa-space at mit.edu as soon as
possible.

For groups who are moving into W20 rooms that have card access, you should
have already been granted access to your new room. If you find your card
does not open the lock, please do not hesitate to email asa-space at mit.edu.

For groups who move into lockers in W20-437 and 441, your locker
assignments have been added to the ASA database. Please update your “shared
storage access” list in the DB (asa.mit.edu<http://asa.mit.edu>), and the
people on the list should have card access to the rooms in a couple of
days. Some lockers, mainly in W20-437, have built-in locks. For these
lockers, please email asa-space at mit.edu to check the keys.

For groups who move into rooms that only have key access, please follow the
instructions on this webpage to obtain the keys:
http://web.mit.edu/asa/resources/office-space-alloc.html#access-keys.

Other space access instructions can also be found on the webpage:
http://web.mit.edu/asa/resources/office-space-alloc.html.

Should you have any questions about space, 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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