[ASA-Official] [ASA Official] Orientation Midway Reminder | GSC Orientation Event Submissions

Rebecca Mae Black rblack at mit.edu
Fri Aug 14 11:36:23 EDT 2020

Dear Student Group Leaders,

Please read the following announcements carefully:

>> Orientation Midway Signup Reminder

>> GSC Orientation events announcement


Fall Orientation Midway: 8/27/20, 11AM-1PM ET

This is a reminder that the fall Orientation Midway will be virtual and held on Thursday, August 27th from 11 AM to 1 PM Eastern Time, and will be using the same platform <midway.mit.edu> that was developed in the spring for the CP* Midway -- we are currently in the process of updating the website to reference Orientation and the appropriate dates/times. If groups wish to have a Zoom call to interact with new students during the event, they are responsible for making their own Zoom link that is protected by MIT certificates (by checking the “Only authenticated users can join” box when creating a meeting.) The Zoom links can be posted on your group’s page on the website and will be displayed at the time of the event for students to access. (Groups may choose to use another virtual chat platform, though we encourage the use of Zoom because of its ability to use MIT certificates and prevent external spam.) The website itself will remain up for incoming students who cannot attend the event synchronously to explore groups afterwards. After feedback from student groups during CP*, the website/event is being advertised much more strongly than the CP* website was.

If your group participated in the CP* Midway and still has the link needed to access and edit your group’s page, you do not need to take any further action to register, and can edit and update your page freely.

If you did not participate in the spring Midway and your group does not have a page on the website, or you did participate but would like to change your primary contact email or be re-sent your access link to edit your page, you must fill out this form <https://engage.mit.edu/submitter/form/start/431969> by this Wednesday, August 19th at 11:59 PM ET, to provide sufficient time to upload new groups to the website and give time for groups to populate their pages. After your new page has been created or your submission has been processed, the primary contact email you listed will receive a link that will allow you to edit your group’s page and upload any information, media, performance videos, or Zoom links. Start thinking now about what materials you would like to put together to share!

If you have any issues with the form or your group is not on the list and you believe you should still attend, please email us at <asa-exec at mit.edu<mailto:asa-exec at mit.edu>>.


GSC Orientation events announcement

(The following is a message from the GSC Orientation Committee <gsc-oc-chair at mit.edu<mailto:gsc-oc-chair at mit.edu>>)

Hello ASA Organizations,

We, the GSC Graduate Orientation team are writing this email to inform you about the plans for graduate orientation this year as well as give you information on how to submit your events to us to publicize.

This year, Graduate orientation was divided into two main parts:  pre-orientation and main orientation. Pre-orientation (April-Mid August) included a number of informational webinars and social events for passing information on a variety of topics like Housing, Medical, Visa and Life around MIT, as well as initial ice-breaking sessions for incoming graduate students.

Main orientation is in its opening phases, and there are few important announcements and information we would like to share with you all:

> GSC Orientation is completely virtual this year. We are not organizing any in-person events.

> For most online events, we recommend using traditional Zoom-meetings. For informational and/or formal large-scale events we recommend Zoom-webinars (Link<https://zoom.us/webinar>). Keep in mind digital accessibility needs, including proper captioning if you plan to post recordings of the events on public channels (Link<https://studentlife.mit.edu/das/accessibility/digital-accessibility/captions-and-transcripts>).

> If you are considering any in-person events, you must follow MIT health and safety guidelines (Link1<https://covid19.mit.edu/campus-operations>, Link2<https://covid19.mit.edu/fall-2020-faq>) and contact your DLC’s AO<https://adminconnect.mit.edu/people/administrative-officers>/FO<https://adminconnect.mit.edu/people/financial-officers> for approval (if applicable).

The GSC-Orientation plan (as of today, times in Eastern Time) is as follows:

> Sun, Aug 30: President's Reif's Grad Welcome (11:00 AM)

> Mon, Aug 31: ISO Grad Welcome (10:00 AM)

> Mon, Aug 31: †Grad Resource Fair- Online Expo (12:00 PM)

> Wed, Sept 2: CAPD + Alumni Association 101 Webinar (12:00 PM)

> Thu, Sept 3: Graduate Student of Color Welcome (2:00 PM)

> Fri, Sept 4: GWAMIT (12:00 PM)

> Fri, Sept 4: Grad Rat (Evening)

> Sun, Sept 6: Pride Welcome (6:00 PM)

> Tue, Sept 8: Finance 101 Webinar (12:00 PM)

> Wed, Sept 9: Libraries 101 Webinar (12:00 PM) *Tentative date

> Thu, Sept 10: Entrepreneurship and Innovation 101 Webinar (12:00 PM)

†We will be sending an email out soon about how to sign up for the Resource Fair if you would like to participate.

*Please note that all of the above events are subject to change in case of unavoidable circumstances like power outages, limited bandwidth or bad internet connections.

For publicizing your events, we have decided to divide the overall orientation events into the following 4 categories:

1. GSC OC events

All these events (mentioned above) are virtual and are open to all. Thus, they will be published to all incoming grad students in a single google calendar (Link<http://gsc.mit.edu/anno-beta/calendar_feed/ccount212/click.php?id=4>).

2. Department specific events

As indicated by many department admins, they would prefer passing their events information directly to their students. Thus, we do not plan to publicize any department specific events to the incoming students unless requested.

3. ASA organizations events

We plan to publicize all the ASA organizational events in a separate single google calendar (Link<https://calendar.google.com/calendar/b/1?cid=aWcyODJtbWtrcmE5Y3BlODlldmVyaW5zY3NAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ>). Please follow the submission format provided below to submit your event details with us. We also encourage you to publicize your event via the GSC Anno<https://gsc.mit.edu/anno/submissions/>.

4. Housing group events

Similar to ASA organizational events, we plan to publicize all the housing groups related events in a separate single google calendar (Link<https://calendar.google.com/calendar/b/1?cid=NjZmYm1rMDZ2czR0czI4ZDg0ajc3Ym8xNmtAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ>). Similar to the ASA organizations, please follow the submission format provided below to submit your event details with us. We also encourage you to publicize your event via the GSC Anno<https://gsc.mit.edu/anno/submissions/>.

5. Others:

If you do not fall in any of the above categories, please follow the guidelines for ASA organizations. We will add you to that calendar (Link<https://calendar.google.com/calendar/b/1?cid=aWcyODJtbWtrcmE5Y3BlODlldmVyaW5zY3NAZ3JvdXAuY2FsZW5kYXIuZ29vZ2xlLmNvbQ>) only.

We will accept event submissions until August 28th. We will also only advertise events that occur before September 20th to keep the calendars relevant to the orientation period.

Event submission format:

Submission email:  gsc-oc-chair at mit.edu

Subject: Orientation Event submission : mm/dd hh/mm am/pm  EDT

1) Event Name

2) Date, time (EDT) and duration

3) Venue: *RSVP link

4) 2-3 line detail of the event

5) Organization name

6) Contact email

*We suggest you provide a RSVP link instead of a zoom link as the announcement will be in the public domain and public Zoom links can lead to Zoom bombing. Note that we (OC) will not be monitoring the RSVP links and it will be up to your group to send out the final Zoom link to your attendees.

*Your event should appear in the corresponding calendar within 48 hours of the submission, in case you don't see it there, please reach out to us.

Please email <gsc-oc-chair at mit.edu<mailto:gsc-oc-chair at mit.edu>> (not ASA) for any questions/confusion. We’ll be happy to help you out and look forward to hearing from you!


Maytee and Shashank

Chair, GSC Orientation


We hope you are all doing well and staying safe; as always, 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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