[ASA-Official] [ASA-OFFICIAL] Updated GBM and Elections Location, Extension on Anti-Hazing Forms, CPW Midway Signup, LEF-ARCADE, Space Updates, Poster Updates

[Jiwon Kim]

Dear Student Group Leaders,

Please take note of the following announcements:

(1) UPDATED LOCATION: Required Attendance: General Body Meeting (3/17/16)

(2) Executive Board Elections (3/17/16)

(3) EXTENDED DEADLINE: Annual Required Membership Confirmation and
Anti-Hazing Form Signing (due 3/17/16)

(4) CPW Midway Applications Now Open (Deadline 3/27/16)

(5) LEF-ARCADE Spring Cycle Deadline (3/18/16)

(6) Space Allocation Timeline

(7) Postering

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(1) UPDATED LOCATION: Required Attendance: General Body Meeting (3/17/16)

This is an announcement that the spring General Body Meeting will be held
on Thursday, March 17, at 6:30pm in location 26-100. Dinner will be
provided after the meeting; please arrive early so we may start on time.
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.

The tentative agenda is:

1. Updates from the Board

2. Elections for President, Treasurer, Secretary, GMALs, UMALs, SMAL (in
that order)

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

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(2) Executive Board Elections (3/17/16)

At the GBM, elections for the 2016-2017 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
derecognition)

- student group arbitration and support

- organization of events such as the Activities Midways

- upkeep of the new ASA database, which helps us better keep track of
student groups

- establishing and enforcing policies for student groups

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. If you would
like to submit a slide for your candidacy to be shown at the GBM, you may
email it to the same address.

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(3) EXTENDED DEADLINE: Annual Required Membership Confirmation and
Anti-Hazing Form Signing (due 3/17/16)

It is now 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/
<https://asa.mit.edu:444/membership/update/>.

Each group also must have at least five MIT student members confirm
membership by filling out the form at
https://asa.mit.edu/membership/confirm/
<https://asa.mit.edu:444/membership/confirm/>.

Each group should submit these forms by March 17, 2016 at 11:59PM EDT. Late
submissions will be penalized by fines (up to $150) and eventually
suspension and derecognition. Groups that have been newly recognized THIS
2015-2016 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.

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(4) CPW Midway Application Open (due 3/27/2016)

The application for a booth at the CPW Activities Midway can be found at <
https://docs.google.com/forms/d/16rpsNFDMCm8-_1cX09OLpAHWLWdfdRKHowy-WkbcFTU/viewform
>. You will not receive a confirmation email since this is a google form.
Applications are due on March 27th at 11:59 PM EDT. Please fill these out
as soon as possible, however. The Midway will take place from in Johnson
Ice Rink at 1-3PM on Saturday, April 9, 2016, during CPW.

For more information, see <http://web.mit.edu/asa/publicity/midway.html> or
email us at <asa-midway at mit.edu>.

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(5) LEF-ARCADE SPRING CYCLE DEADLINE (3/18/2016)

The deadline to submit applications to the Large Event Fund (LEF) and the
Assisting Recurring Cultural And Diversity Events (ARCADE) fund Spring
Cycle is 3/18/2016 at 11:59PM EST. This deadline is for events occurring
between April 1, 2016 and June 30, 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 you are unclear on any part of
your application.  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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(6) Space Allocation Timeline

March 14: deadline to appeal categorization

March 21: appeals have been heard

Apr. 1: full allocations released

Details regarding the application and our priorities in assigning space can
be found in Article VII of our Operating Guidelines, <
web.mit.edu/asa/rules/pdf/ASA-Operating-Guidelines.pdf>. Feel free to email
<asa-space at mit.edu> for more information, or with questions or concerns.

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(7) Postering Updates

Bulletin boards are a privilege given to ASA student groups who have
applied and been assigned an allocated postering space. As a reminder,
general guidelines are listed here <
http://web.mit.edu/asa/resources/bulletin-board-alloc.html> to which you
will be expected to follow. We have just completed a thorough clean-up of
ASA allocated bulletin boards and will fine $25 to groups who have been
found in violation of postering rules, including those who consistently
poster over other groups’ spaces. We are in the process of reaching out to
groups who have not kept their poster space updated with current materials
and will be re-allocating this space to other groups on the waitlist. We
will be in contact with those on the waitlist shortly.

Please contact us at <asa-postering at mit.edu> with any requests, questions,
or other inquiries.

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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>


-- 
Jiwon (Jenny) Kim
Department of Mechanical Engineering
Massachusetts Institute of Technology
Class of 2016
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