[ASA-Official] [ASA-OFFICIAL] Required Attendance: General Body Meeting (12/08/15), LEF-ARCADE Updated Policies and Winter Cycle (12/18/2015), CAC's Opening of the Reservation Books

[Jiwon Kim]

Dear Student Group Leaders,

Please take note of the following announcements:

(1) Required Attendance: General Body Meeting (12/08/15)

(2) LEF-ARCADE Updated Policies and Winter Cycle (12/18/2015)

(3) CAC's Opening of the Reservation Books

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(1) REQUIRED ATTENDANCE: GENERAL BODY MEETING (12/08/15)

This is an announcement that the fall General Body Meeting will be held on
Tuesday, December 8, at 5:30pm in room to be determined. Please arrive by
5:00pm so we can complete check-in’s and start on time. Every student group
is required to send a representative, with the exception of individual
FSILGs, graduate dorms, and club sports; those groups’ governance groups
must still attend. Because this is a short-notice, groups that do not send
a representative will incur a $25, not $50, fine, and may be suspended or
de-recognized if the group has repeatedly missed GBMs. Dinner will be
served.

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.

The agenda is:

1. Discussion on advisors

2. Discussion on space storage

3. Discussion on current website and database

4. Reiteration of poster policy

5. Updates from the Board

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

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(2) LEF-ARCADE UPDATED POLICIES AND WINTER CYCLE (12/18/2015)

Effective this coming cycle, please look to the ASA Website in the near
future for updated LEF-ARCADE policies.  The updated policies and
information should be available come 12/8/2015 11:59PM EST at the latest.
Once posted, if you have any questions regarding the policies please email
the ASA Treasurer <asa-treasurer at mit.edu>.

The deadline to submit applications to the Large Event Fund (LEF) and the
Assisting Recurring Cultural And Diversity Events (ARCADE) fund Winter
Cycle is 12/18/2015 at 11:59PM EST. This deadline is for events occurring
between January 1, 2016 and March 31, 2016. 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 Joel Pettigrew, <joelp at mit.edu>,
about scheduling an appointment.

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(3) CAC's Opening of the Reservation Books

Be sure to get ready for the Campus Activities Complex’s Opening of the
Reservation Books for next academic year.  The process begins on Monday,
11/30/15 at 9 am. This opening covers September 7, 2016 through May 24,
2017.

You must have an active CAC-DAPER virtual scheduling account to participate
in this process. Student groups have a group account.

This year, you will have a new template in your virtual account to cover
this opening: CAC Academic Year 2016-2017 Room Request. You will not be
able to build off of any pre-existing reservations.

Please read about the details of this opening at
http://studentlife.mit.edu/cac/services/opening.  Not understanding the
rules of this process can potentially create issues when you reserve.

Questions?  Contact campus-activities 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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