[ASA-Official] LEF-ARCADE Application, Space, Early Returns, First Year Summer Mailing List, Recruitment Rules, Fall Activities Midway

[Nichole I. Clarke]

Dear Student Group Leaders,

Please take note of the following announcements:

(1) LEF-ARCADE Application Deadline (Due 6/11/16)

(2) Space

(3) Early Returns (Due 6/7/2016)

(4) First Year Summer Mailing List (Due 7/24/2016)

(5) Recruitment Rules

(6) Fall Activities Midway (9/2/2016)

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(1) LEF ARCADE Application Deadline (Due 6/11/16)

The deadline to submit applications to the Large Event Fund (LEF) and the
Assisting Recurring Cultural And Diversity Events (ARCADE) fund Spring
Cycle is 6/11/2016 at 11:59PM EST. This deadline is for events occurring
between July 1, 2016 and September 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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(2) Space

The ASA database and CAC have updated the space assignments, so every group
should be able to access their assigned space (which you can find here
<https://asa.mit.edu/space/>). Most information on space appears in the ASA
website <http://web.mit.edu/asa/resources/office-space-alloc.html>, so
please verify that first before contacting the ASA or CAC. If you were
assigned space and do not appear in the database, contact asa-space at mit.edu.
If you have any issues with card access, contact cac-locks at mit.edu. For key
access, the ASA website outlines the procedure for obtaining the same.

We ask that every group that has any issues outstanding with space that are
not covered in the information above, fill out this google form (
http://goo.gl/forms/YHsQLb5uO7sMMosJ2) describing the issue.

We’re very sorry for the delay in attending space issues in general this
semester. If you have any other questions or concerns about Space, please
email <asa-space at mit.edu>.

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(3) Early Returns (Applications due 6/7/2016)

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 2016,
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 Wednesday, August
31.

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 Tuesday, June 7.

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

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(4) First Year Summer Mailing (Due 7/26/2016)

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 24. 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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(5) 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.  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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(6) Fall Activities Midway (9/2/2016)

The ASA Activities Midway will take place Friday September 2, 2016 from
2:30-4:30pm in Johnson Rink . 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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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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