[ASA-Official] Annual Membership Confirmation, Club Email Lists, Bylaw Changes, Leadership Sessions and Trainings

Jay T Lang jaytlang at mit.edu
Fri Apr 26 12:33:12 EDT 2019

Dear Student Group Leaders,

Please take note of the following announcements:

1. Annual Required Membership Confirmation and Anti-Hazing Verification (Due 5/17/19)

2. Reminder: Update Club Email Lists

3. Updates on Changes to ASA Bylaws

4. Save the Date: Fall Student Leadership Training (9/21/19)

5. Transition Session for New Leaders (5/9/19)


(1) Annual Required Membership Confirmation and Anti-Hazing Verification (Due 5/17/19)

It is now time for the ASA’s annual re-recognition process. We use this to verify groups are active and have enough members. By Massachusetts State Law, every group is required to attest to having distributed a copy of the Massachusetts hazing law to its members. We also ask that groups reaffirm that they do not discriminate. The process is different this year with the new database, so please pay close attention to the details below.

Please note that Club Sports, FSILG groups, and Panhellenic groups do NOT have to complete this ASA process.

* Step 1: Group president (or other officer) fills out the Engage form found here: <https://engage.mit.edu/submitter/form/start/265954>. The officer must confirm that they will not discriminate following MIT’s non-discrimination policy, agree to the MA state anti-hazing laws, and confirm and define their group membership, along with providing some logistical details. If you are the president of multiple groups, you will need to complete the form multiple times. Only one response per group is required.

* Step 2: Each group must have at least five MIT student members confirm their membership by filling out this form: <https://engage.mit.edu/submitter/form/start/265977>. Students that are members of multiple groups will need to fill out the form individually for each club. If you are having difficulty filling out the form multiple times, try copying the link into a new tab, or using an incognito window. If a group does not appear on the drop-down list, they do not need to have students confirm membership.

One you have completed the officer re-recognition and have begun submitting membership updates, you can check your group's status by reaching out to asa-groups at mit.edu<https://owa.exchange.mit.edu/owa/redir.aspx?C=uP3XxiFGmTDKzX6oUc7mLHEDFUqm54NdIX1DDbZff_TmEiCV5MHWCA..&URL=mailto%3aasa-groups%40mit.edu>. The deadline to complete these steps is Friday, May 17th at 11:59 pm. Clubs with late submissions will be penalized with fines (up to $100), and will be suspended and/or derecognized if the submission is not completed.


(2) Reminder: Update Club Email Lists

As the academic year comes to a close, please make sure you add new officers to your official email address and update your Engage rosters with new officer permissions.  Every year, student groups are derecognized because incoming officers are not yet on their groups’ officer email lists and therefore do not receive ASA Official emails about the annual re-recognition process. It is the group’s responsibility to maintain their mailing lists and Engage rosters to ensure that they are receiving information distributed by the ASA. If you are an outgoing group president or treasurer, please update your email list and forward this ASA-Official to your new student leaders to ensure the above steps are completed.


(3) Updates on Changes to ASA Bylaws

Thank you for all your feedback on the ASA operating guidelines proposed at the GBM! After taking your feedback into account and discussing with UA and GSC representatives, the board will NOT be implementing changes to change the number of students needed to start a group (it will remain at 5), and will not be implementing any rules that prohibit an application process for groups.

Once we have a finalized document of changes that has been approved by the UA and GSC, we will send it out to student groups for a final comment period before implementation or another round of edits if there are serious remaining concerns. This will not happen until the fall semester. An updated version of the GBM slides has been posted on the ASA website <<http://asa.mit.edu/about/meeting-notes.html>> with comments on what will or will not be included in the proposed changes.


(4) Save the Date: Fall SAO Student Leadership Training (9/21/19)

Are you serving in a presidential role for your organization? If so, mark down Saturday, September 21st, 2019 in your calendar for the SAO Student Organization Leadership Summit! This training for student organizational leaders who serve in a presidential role in their club will be taking place over the course of 6 hours on 9/21/19 - and will provide a unique opportunity to learn about new policies, to meet key administrators, to provide feedback about your experiences, and to receive additional training. As requested, the SAO wanted to make sure this event save the date was sent out now, as organizations are beginning to plan their September retreats.

Additional details will be sent out shortly. Further questions in the meantime may be directed to sao-desk at mit.edu


(5) Celebrate, Eat, & Learn - Transition Session for New Leaders (5/9/19)

Are you newly elected to role your leadership role in your group? If so, Congratulations! Fall 2019 is right around the corner, and we want to make sure you start off on the right foot. (If not, please forward this to your new organization's incoming leaders)

On May 9th, from 5:30PM to 6:30PM, come celebrate your new position as a student organizational leader, learn first hand from your peers, and ask questions to a panel of guests about the ins-and-outs of being a student leader on the MIT campus.

This will provide all an opportunity to ask questions first-hand, to understand crucial policies, to gear up for next-year, and to connect with peers from other organizations.

Delicious Treats Will be Provided - Please RSVP Here:



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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