[ASA-Official] LEF-ARCADE, Early Returns, FYSM, Recruitment Rules, Fall Activities Midway, Space Allocation Cycle

[Jiwon Kim]

Dear Student Group Leaders,

Please take note of the following announcements:

(1) LEF-ARCADE Application Deadline (Due 6/11/15)
(2) Early Returns (Due 6/7/2015)
(3) First Year Summer Mailing List (Due 7/26/2015)
(4) Recruitment Rules
(5) Fall Activities Midway (9/4/2015)
(6) Space Allocation Cycle 2015-2017

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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
6/11/2015 at 11:59PM EDT. This deadline is for events occurring
between July 1, 2015 and September 30, 2015. 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) Early Returns (Applications due 6/7/2015)

If you are an undergraduate student who is eligible to register for
MIT in the fall, and who will be living in an undergraduate dorm
during Fall 2015, you are eligible to apply for an early return. Early
returns are given to a limited number of students who will be present
and representing their groups during orientation at the Activities
Midway, as well as participating in other student group rush events.
Those students who receive an early return will need to check in with
the ASA at the Activities Midway; failure to do so will result in a
fine.  ASA early returns will allow students to move into their dorms
on Thursday, September 3.

Due to a limited number of early returns, we would encourage groups to
obtain assistance at the midway by student members who already have an
early return through other programs or live off-campus. Note that
students with summer housing are entitled to continuous housing during
this period without an early return.

There are two parts to the application process for early returns, both
of which can be found here:
<https://asa.scripts.mit.edu:444/applications/returns/>. The student
asking for an early return must fill out the "Student Application"
form, and an executive member of the group must fill out the
"Sponsoring Group Application". The two forms must be filled out by
distinct individuals. Again, both forms are due by 11:59pm on Sunday,
June 7.

Please feel free to contact asa-exec at mit.edu if you have any questions.

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(3) First Year Summer Mailing (Due 7/26/2015)

The First Year Summer Mailing is a great opportunity to reach out to
the incoming freshmen and first-year grad students! Fill out your
group’s entry at <https://asa.mit.edu/fysm/submit/select/>. Incoming
students will be sent a link to all of the submitted entries before
they arrive on campus to virtually explore the student groups on
campus.

You should submit your group’s entry before Sunday, July 26. While
late entries will continue to be accepted, students will begin
receiving the mailing around then. If you have questions or concerns
about the First Year Summer Mailing, please email <asa-fysm at mit.edu>.

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(4) Recruitment Rules

The ASA Recruitment Rules govern how student groups may recruit
incoming undergraduate and graduate students.  These rules will be
unchanged from last year; we encourage you to carefully read the full
text, which is on our website at
<http://web.mit.edu/asa/rules/recruitment-rules.html>.

In short, over the summer students may only be contacted if they have
previously provided their contact information (such as at the CPW
Activities Midway) or if they initiate contact with a group.  There
will again be no recruitment moratorium, although other rules may
still apply, including MIT’s harassment policies, ASA postering rules,
and rules from other governing bodies such as the Panhellenic
Association and Club Sports Council.

If you have any questions about or feedback on the recruitment rules,
please email <asa-exec at mit.edu>.

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(5) Fall Activities Midway (9/4/2015)

The ASA Activities Midway will take place in Johnson Ice Rink on
Friday, September 4 from 2:30-4:30 pm. 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.

If you have questions or concerns about the Midway, please email
<asa-midway at mit.edu>.

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(6) Space Allocation Cycle 2015-2017

The next space application and allocation process will start in late
August/ early September, with move-ins planned for IAP or earlier. The
application’s due date will be announced in a later asa-official
towards the end of the summer term.

If you have any questions or concerns 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>