[ASA-Official] GBM Reminder (THIS WEEK), Final Postering Allocations...

Maria Cassidy mariaftw at mit.edu
Mon Mar 9 19:27:09 EDT 2015

Dear Student Group Leaders,

Please take note of the following announcements:

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

(2) Final Private Bulletin Board Allocations for 2015+2016 Cycle

(3) Annual Required Membership Confirmation and Anti-Hazing Form Signing
(due 3/17/15)

(4) ASA Activities Midway 4/18/15

(5) ASA Postering Rules and Fining System Strictly Enforced


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

This is a reminder 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
representatives.  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.

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).  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 <

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


(2) Final Private Bulletin Board Allocations for 2015+2016 Cycle

The final allocations for this cycle of private bulletin board space are
out. You can find the final allocations here <



   By March 15th, groups must take down their posters, and move into your
   new space if it's unoccupied. Please don't make me take down your poster
   GROUP’S PRIVATE SPACES. You may ONLY take down flyers that are in your new

   BY MARCH 22, all groups must fill thier spaces and be in compliance with
   space guildelines, which can be found here <



   If you have a space with a locking case, I will be in touch in about a
   week with the plan for getting you spare keys.

   If you have a Stata poster, or simply a high poster, you may borrow a
   rolling ladder from CAC (Campus Activities Complex) anytime- just stop by
   their office on the 5th floor of the student center.


If you missed this postering cycle but would like to be on the waitlist for
a board, please fill out this form: <http://goo.gl/forms/4LzYQqBxz6>.
Groups will be pulled off the waitlist on a first-come, first-served basis.

If you have any questions, concerns or issues please contact
asa-postering at mit.edu


(3) Annual Required Membership Confirmation and Anti-Hazing Form Signing
(due 3/17/15)

It is new time for the ASA’s annual update process. We use this to verify
that all groups are active and have enough members.  Additionally, by
Massachusetts law, every group is required attest to having distributed a
copy of the Massachusetts hazing law to its members. Finally, we also ask
that groups reaffirm that they do not discriminate.

Each ASA-recognized student group must have an officer listed in the ASA
database complete the form at <https://asa.mit.edu/membership/update/>.

Each group also must have at least five MIT student members confirm
membership by filling out the form at <

Each group should submit these forms by March 17th, 2014 at 11:59PM EDT.
Late submissions will be penalized by fines (up to $150) and eventually
suspension and derecognition. Groups that have been recognized in this
2014-2015 academic year do NOT need to complete this process.

If, at any time, you have questions, including about the timeline or
getting extensions, please email us at asa-exec at mit.edu.


(4) ASA Activities Midway 4/18/15

This year’s ASA Activities Midway will be held on Saturday, April 18, 2015,
from 1-3pm.  The Midway is a great way to show prospective undergraduates
considering MIT how awesome MIT’s student groups are.  The application for
booth space will be released later this month, and will be sent to <
asa-official at mit.edu>.


(5) ASA Postering Rules and Fining System Strictly Enforced

The fining system for groups postering outside of designated areas will be
strictly enforced starting March 15th, 2015. Postering outside of
designated areas, especially on private group boards that are not your own,
may result in an automatic fine. Please re-familiarize yourself with the
Public Postering Guidelines found here: <

If you have any questions, please email asa-postering at mit.edu. To report a
violation of these policies, please take a picture of the offense and email
it to asa-postering at mit.edu.


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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