[ASA-Official] ASA General Body Meeting; Bulletin Board Allocations; CPW

Ben Kraft benkraft at mit.edu
Tue Feb 17 16:51:14 EST 2015

Dear Student Group Leaders,

Please take note of the following announcements:

(1) Required Attendance: ASA General Body Meeting (Wednesday, March 11)
(2) ASA Executive Board Elections (Wednesday, March 11)
(3) Private Bulletin Board Allocations 2015 and 2016
(4) CPW event registration and space reservations
(5) MIT2016 events


(1) Required Attendance: General Body Meeting (Wednesday, March 11)

This is an announcement that the spring General Body Meeting will be held
on Wednesday, March 11, at 6pm in room 34-101. The meeting will begin at
6pm; please arrive before 6pm so you will have time to check in before the
meeting starts. Dinner will be provided after the meeting.  Every student
group is required to send a representative, with the exception of
individual FSILGs and club sports; those groups’ governance groups must
still attend. Groups that do not send a representative will incur a $50
fine, and may be suspended or de-recognized if the group has repeatedly
missed GBMs.

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

All GBM proxies from previous GBMs have been cleared, so if you would like
someone other than your President, Treasurer, or Group Admin to vote, you
must re-designate them in the Database.

The tentative agenda is:

1. Updates from the Board
2. Elections for President, Treasurer, Secretary, Graduate Members at
Large, Undergraduate Members at Large, and Student Member at Large (in that

If you have any questions or concerns, please email us at <asa-exec at mit.edu


(2) Executive Board Elections (Wednesday, March 11)

At the GBM, elections for the 2015-2016 ASA Executive Board will be held.
We will elect eight positions: President, Treasurer, Secretary, two
Graduate Members-at-Large (GMALs), two Undergraduate Members-at-Large
(UMALs), and one Student Member-at-Large (SMAL).

Together, Board members are responsible for:
- advocacy on behalf of student groups
- allocation of resources among student groups
- oversight of student group activity (including recognition and
- student group arbitration and support
- organization of events such as the Activities Midways
- writing code for the ASA database, which helps us better keep track of
student groups
- establishing and enforcing policies for student groups
- other projects to improve student groups according to members’ interests

Most Board members will pick a handful of these responsibilities that
interest them to focus on.

If you are interested in running for any of these positions, we encourage
you to contact us at <asa-elect at mit.edu> with any questions you might have,
or to learn more information about the Board’s activities.  We will also be
holding office hours at which current Board members will be available to
talk to prospective Board members; these will be posted at <


(3) Private Bulletin Board Allocations 2015 and 2016

Allocations for private bulletin boards for this cycle are now availabile
at <http://web.mit.edu/asa/resources/bulletin-boards-2015-2016.pdf>. They
were delayed due to the time it took to handle several issues. Please look
them over. The timeline for moving to the new cycle of boards will
officially be as follows:

02/28/2015: Appeals and late applications due
03/08/2015: Final allocations released, groups may start to occupy new
spaces that are empty and take down their existing posters
03/15/2015: Posters in wrong spaces or posters not yet taken down will be
collected by the Postering Chair and kept for 1 week.
03/22/2015: Deadline for groups complying with all rules, which can be
found here <http://web.mit.edu/asa/resources/bulletin-board-alloc.html>.

To appeal for a different or a new space, please use this short form <
http://goo.gl/forms/KyR0vW0SJY>. It is due on February 28th.

For groups awarded locked cases, I will be in touch in line with the
timeline about getting your group a key.

Questions, comments, and concerns can be sent to <asa-postering at mit.edu>,
including requests for extensions (the postering chair does her best to
accommodate all reasonable requests).


(4) CPW event registration and space reservations

Campus Preview Weekend 2015 will take place from Thursday, April 16 though
Sunday, April 19.  Event registration is now open at <
http://community.mitcpw.org/>; the deadline to register events is March 2.
If you have any questions, contact Admissions at <cpw at mit.edu>.

If you wish to hold an event in CAC event space, you must:

1. Register your event on the CPW Website, <http://community.mitcpw.org/>
(deadline is 3/2/15).

Questions?  Contact CPW.

2. Request a CAC space for your event, using the special CPW CAC Room
Request in your CAC virtual account, <http://studentlife.mit.edu/cac>.
(deadline is 3/12/15).  If your group does not have an account, contact CAC
to request one.

If you have any questions about CAC event space for CPW, contact CAC at <
campus-activities at mit.edu>.

As was the case last year, CPW events will generally be required to end at
1am.  However, events extending beyond 1am may request an exception to CPW
Event Regulations and may be approved if there is a compelling reason the
event cannot be held prior to 1am.  Admissions recommends that all events
continuing after 1am be registered at least one week in advance of the
events deadline, to allow time to change plans if the exception is not
approved.  If you have any questions about this policy and how it may
affect your group, contact Admissions <cpw at mit.edu> or the ASA <
asa-exec at mit.edu>.


(5) MIT2016

Next year, MIT will be holding an immense celebration to commemorate the
100th anniversary of the Institute's move to Cambridge.  MIT2016 will last
about 100 days and will feature events across the Institute.  The events
are intended to showcase MIT's research, culture, and history, and its role
in the City of Cambridge. We're expecting attendees from around the Boston
area, as well as hordes of MIT alums.

This is a great opportunity for student groups:

  - Huge visibility to the public
  - Unconventional venues (outdoor dance festival in Kendall Square?)
  - Collaboration with the City of Cambridge (e.g. access to schools)
  - Funding may be available!*

*obviously within limits, and for selected events.

If your group might be interested in being part of an event, let us know
here *by March 10:* <tinyurl.com/MIT2016-ASA>.

The survey is informal and should take about 30 seconds.  It's not a
commitment to run an event, just an indication that there is *some*
interest in your group.

Contact <drolnick at mit.edu> with any questions!


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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