[ASA-Official] [ASA-OFFICIAL] New Board, Anti-Hazing, Midway Allocations, Space Allocations, Postering Announcements

Tue Apr 5 21:40:49 EDT 2016

Dear Student Group Leaders,

Please take note of the following announcements:

(1) Welcoming new ASA Executive Board

(2) Anti-Hazing Forms

(3) CPW Midway Allocations

(4) Space Announcements

(5) Postering Announcements

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(1) Welcoming new ASA Executive Board

Please join us in welcoming our 2016-2017 ASA Executive Board!

President: Nichole Clarke

Treasurer: Tim Henry

Undergraduate Member At Large: Gabriel Ginorio

Graduate Member at Large: Chelsea Voss

Student Member at Large: William Huang

We are looking for people for remaining open seats and would appreciate if
you can forward this announcement to the rest of your club members. The
remaining positions are: Secretary, one more Undergraduate Member At Large,
one more Graduate Member At Large. Anyone interested, please contact <
asa-exec at mit.edu> for more information.

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(2) Annual Required Membership Confirmation and Anti-Hazing Form Signing
(due 4/10/16)

The deadline for the ASA’s annual update process has passed. 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. Dorms, FSILG’s, and
Club Sports do not need to fill these forms out, as they are taken care of
through other administrative boards.

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:444/membership/confirm/>
https://asa.mit.edu/membership/confirm/ with the exception

If you have not already done so, each group MUST submit these forms by
April 10, 2016 at 11:59PM EDT. This is the THIRD extended deadline we have
given. Late submissions will be penalized by a fine of $50 and eventually
suspension and/or derecognition and no submissions will result in
derecognition. If your group wishes to participate in CPW Midway, you MUST
fill these requirements out before 4/7 11:59PM. 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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(3)  ASA Activities Midway (CPW Midway) Assignments

The CPW Midway will take place in Johnson Ice Rink at 1-3PM on Saturday,
April 9, 2016.

This year's CPW Activities Midway will be held in JOHNSON ICE RINK from

1-3 PM on Saturday, April 9, 2016. A map and a full list of CPW

Midway table booth assignments has not been finalized, but can be found
here by Thursday:

<http://web.mit.edu/asa/publicity/midway.html>. If you would like to

sign up for the waitlist for a booth, please sign up by Wednesday, April 6
at 11:59PM through this link:
https://docs.google.com/forms/d/16rpsNFDMCm8-_1cX09OLpAHWLWdfdRKHowy-WkbcFTU/viewform
.

Anti-Hazing Form Compliance: If you have NOT filled out the anti-hazing
forms and membership confirmation forms by Thursday 11:59 PM you will NOT
be allowed to participate in the Midway and stand on grounds for
derecognition.

Sign-in and setup: Your group must sign in with the ASA when you

arrive at the Midway. You may arrive to set up beginning at 12 PM, and

you must check in by 12:30 PM. Otherwise, your group will be fined $25

for a late check-in, and your table may be re-allocated to a group on

the waitlist. We will start re-allocating booths promptly at 12:30 PM,

so please be on time.

Canceling: If your group can no longer attend or perform at the

Midway, please let us know via email at <asa-midway at mit.edu> at least

24 hours in advance. Failure to cancel prior to 24 hours will result

in a $25 fine; failure to cancel by the start of check-in will result

in a $50 fine.

General setup: Please remember that no external speakers may be used

at the booths. The ASA board reserves the right to request that volume

be reduced or sound turned off if it becomes a problem for neighboring

groups or performances. For fire safety reasons, please remember to

stay at or by your booth at all times (within arms reach). Do not

block any entrances or aisles or hand out flyers at the doorway.

Violations of these rules may be cause for a fine of up to $50,

depending on the infraction. If your booth is not staffed at any point

during that 2 hour period, your group will be fined $25. Finally,

groups that leave before the conclusion of the Midway without

permission from the ASA will incur a $50 fine.

In addition, if your group is bringing large items, doing

demonstrations, or using electricity for anything other than laptops

or other displays, make sure you review the safety guidelines at

<https://ehs.mit.edu/site/content/types-events-activities-need-safety-plan>,

and, if necessary, send a description of your activity to

<safe-project at mit.edu> so they can suggest tips to improve safety.

Performers: Any music used for your performance should be non-explicit

and appropriately censored.  Due to the number of performing groups,

each performer has up to 5 MIN and no more for their set. You will have a
two minute buffer for setup and takedown. You can find performance times
here: <http://web.mit.edu/asa/publicity/pdf/2016cpwMidway_performances.pdf>.
Please send your music cuts of no more than 5 MINUTES to asa-midway at mit.edu
by Friday April 8, 11:59 PM.

Please visit <http://web.mit.edu/asa/publicity/midway.html> for

complete details.

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(4) Space Assignments Available

The ASA is pleased to present our space assignments.

The assignments in detail--including which groups are vacating and entering
a space--are here: <
https://docs.google.com/spreadsheets/d/1qKeOcsgcOgA_Qq1teZ4DnTx1RZF0ArvVgQogf1WB7ik/edit?usp=sharing
>.

If you have any questions, please send an email to <asa-space at mit.edu
<asa-exec at mit.edu>>. We understand that moving in/out for some groups is
not a simple task, and we’re here to help. We would like everything to be
finalized by May 1st, giving ample time to move (especially during the
extra long weekend of April 15-19) and before the stress of finals kick in.

Finally, as you may notice from our allocations, we still have a small
amount of space available and would like to invite you to send an
application for the remaining spaces through the following link before
April 11, 2016: https://asa.scripts.mit.edu:444/applications/space/space.php.
We will be giving priority to the groups that had space assigned in the
previous allocation cycle, and were not able to retain their space this
cycle.

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(5) Postering Updates

CPW is soon! If your postering space is currently empty, please fill in
your postering space with a poster ASAP so that the prefrosh can see all of
the awesome student groups of MIT, and get excited about your student group
as well!

You can check here whether your group’s poster is filled or not: <
https://goo.gl/nGw33y>. Your postering space will have a flier indicating
that it belongs to your group.

If your postering space is not in line with the bulletin board guidelines <
http://web.mit.edu/asa/resources/bulletin-board-alloc.html> by Friday April
15, your postering space will be deallocated.

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>
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