[ASA-Official] Fall General Body Meeting 10/25/17 6pm; ASA Elections; Office Access update; LEF Allocations

Kelsey A Becker kelseyab at mit.edu
Thu Oct 12 00:27:33 EDT 2017

Dear Student Group Leaders,

Please take note of the following announcements:

1. Fall General Body Meeting -- Wednesday October 25, 6pm in 34-101

2. ASA Executive Board Election Information

3. LEF/ARCADE Allocations and Appeals

4. ASA Space Cycle -- Applications Open Nov. 1 / Close Nov. 15

5. CAC Update -- Card Access to Office Spaces


1. Fall General Body Meeting -- Wednesday October 25 at 6:00pm in 34-101

The Fall ASA General Body Meeting (GBM) will be on Wednesday, October 25 at 6pm. Check-in and dinner will start at 6pm; the meeting will begin promptly at 6:20pm, so please make sure to arrive well before 6:20pm to allow enough time to check in and to get food.

All student groups must have at least one representative in attendance. If a student group does not attend and check-in with the ASA Executive Board at the meeting, that group will incur a $50 fine and will be suspended if this is the second consecutive GBM missed by the group or derecognized if more than two consecutive GBMs have been missed in the past.

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, or GBM proxy in the group’s ASA Database entry may exercise the group’s vote.  Furthermore, no student may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives.

Note: Club sports and FSILGs are excused from this meeting as they may be represented by their respective governing organizations; however, these groups are eligible to receive a vote if they send a representative.


2. ASA Executive Board Elections Information

At the general body meeting, we will be having elections for treasurer and one graduate member-at-large.  The graduate member-at-large must be a current MIT graduate student. The treasurer and must be a current MIT student, undergraduate or graduate. For more information on responsibilities, see: http://mit.edu/asa/about/elections.html, visit us at our office hours http://web.mit.edu/asa/about/office-hours.html, or email us at asa-exec at mit.edu.

Candidates or nominations may submitted to asa-elect at mit.edu before the General Body Meeting. Additionally, candidates may announce their candidacy at the meeting or may be nominated at that time. Candidates may elect to submit an information/platform slide to be shown at the meeting. These should be sent to asa-elect at mit.edu by 12pm on the day of the meeting. At the meeting, candidates will have two minutes to speak, and there will be a brief question-and-answer period.

If you have any questions, please feel free to e-mail asa-elect at mit.edu or asa-exec at mit.edu, or come talk to current board members during office hours<http://mit.edu/asa/about/office-hours.html> (http://mit.edu/asa/about/office-hours.html).


3. LEF/ARCADE Allocations and Appeals

LEF/ARCADE allocations have been posted on the ASA Website<http://web.mit.edu/asa/resources/large-events.html>.  Appeals for this cycle will be due Monday, October 16th at 11:59pm to asa-treasurer at mit.edu<mailto:asa-treasurer at mit.edu> .  Groups should read over the LEF/ARCADE guidelines<http://web.mit.edu/asa/resources/fund-descriptions.html> to ensure they are only appealing for fundable items.  If you have any questions, feel free to email asa-treasurer at mit.edu<mailto:asa-treasurer at mit.edu>, or attend our office hours (http://mit.edu/asa/about/office-hours.html).) Groups will be emailed with appeal decisions within 10 days of the appeals deadline.


4. ASA Space Cycle -- Applications Open Nov. 1 / Close Nov. 15

The ASA will be holding a space allocation cycle this Fall (done once every two years). A link to the application will open here<http://web.mit.edu/asa/resources/office-space-alloc.html> on Nov. 1. EVERY group that desires or requires space, including those that have space right now, should apply. The spaces allocated will be: locker and office spaces in the 4th floor of the Student Center, office spaces in Walker Memorial and some office spaces in NE52. This will be officially announced in the Fall GBM, and a motion to proceed with the allocation cycle will be presented for approval. Final allocations will be announced by the end of the Fall semester and move in/move out will be enforced during IAP.

If you have any questions on space, please email asa-space at mit.edu<mailto:asa-space at mit.edu>. The current ASA Operating Guidelines (Article VII) dictate our rules for space allocation and can be found here<http://web.mit.edu/asa/rules/pdf/ASA-Operating-Guidelines.pdf>.


5. CAC Update -- Card Access to Office Spaces

As of right now, the new student group database does not automatically submit change requests for office space access.  A working group between SAO, CAC, and the ASA is actively working on this issue.  If your group has made changes to your access lists since the creation of the new database, and you have not been in touch with CAC, please send an updated access list to caclocks at mit.edu<mailto:caclocks at mit.edu>.  This access list should contain the following for each person having a change in access:

Student Office or Locker Room Number (either W20-437 or W20-441)


MIT ID number

Type of change (Addition or Removal).


Please feel free to email asa-exec at mit.edu with any requests, questions, or other inquiries.


The ASA Executive Board


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