From jgiang at mit.edu  Sat Jan 21 00:35:01 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Sat, 21 Jan 2023 05:35:01 +0000
Subject: [ASA-Official] SOLE Financial Training | Campus Preview Weekend
Message-ID: <DS7PR01MB7711FD4EECA3AFC8B4862123DCCA9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   SOLE Financial Training

  *   Campus Preview Weekend

________________________________

SOLE Financial Training

SOLE is holding a financial training on January 23, 2023 @ 5:00 EST via Zoom. Each organization is asked to send at least one financial officer to this training.


The training session is only 60 minutes long, and will cover a range of important topics such as reimbursements, revenue guidelines, new MIT policies, and procurement options, employment, travel, and much more. This training is extremely useful and ASA can?t recommend it enough.


Groups are expected at all times to have at least one financial officer who has attended a training in the past year.

________________________________

Campus Preview Weekend

The time has come for the CPW 2023 Community Site to go live! The site can be accessed here: https://community.mitcpw.org/.

The Community Site will be the central hub for all things CPW as it relates to the MIT Community. Important deadlines such as the Event Registration, Hosting Registration, and Funding Request deadlines can be found on the site.

  *   Funding Request Deadline: Friday, March 3rd

  *   Event Registration Deadline: Sunday, March 19th

  *   Host Registration Deadline: Sunday, March 26th

Since our adMITs look forward to the student-run events during CPW, we figured we would highlight some helpful information:

  *   As we are using a new event registration platform this year (Attendee Interactive), we?ve made sure to go over the basics on this FAQ sheet.<https://docs.google.com/document/d/19Ii7TI53WF8EO_B-ne6YMl0RBjDfFB5KLA8y_aPoY2U/edit?usp=sharing>

  *   Before registering your event, you will need to create a profile. Once a profile is created, you can register events for your student group.

  *   On top of registering your event through Attendee Interactive, you will also need to ensure you are reserving your event space (the sooner the better).

Reserving event space:

Submitting an event does not reserve your event location. Use the links below to reserve your event space:

  *   Most rooms on campus can be reserved through Reserve Campus Activities Complex<http://cac-ems2.mit.edu/EmsWebApp/> (CAC).

  *   Reserve a space in DAPER<https://daper.mit.edu/> by emailing Molly Dufour at mdufour at mit.edu

  *   Reserve a classroom through the Registrar?s office<https://classrooms.mit.edu/classrooms/#/choose>

  *   For inquiries about other space on campus, please email us at cpw at mitadmissions.org

  *   Reserve department owned spaces through the department admin

If you have any questions, concerns or are looking for guidance, don?t hesitate to reach out to the CPW team at cpw at mitadmissions.org.

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230121/2f8a8444/attachment.htm>

From jgiang at mit.edu  Sun Feb 12 20:36:27 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 13 Feb 2023 01:36:27 +0000
Subject: [ASA-Official] Spring LEF/ARCADE | New Groups | Postering Rules |
 CPW
Message-ID: <DS7PR01MB7711318E4344E06198132127DCDD9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Spring LEF/ARCADE

  *   Spring New Groups Application

  *   Postering Rules Will Be Strictly Enforced

  *   Campus Preview Weekend

________________________________

Spring LEF/ARCADE Applications

Spring LEF/ARCADE applications <https://cglink.me/2cy/s315> are now open and due March 1. This cycle covers events in April - June. If you need an extension, please email <asa-treasury at mit.edu> on or before March 1 to avoid late penalty. All applications must be received by March 8, regardless of any extension allowed. Read more about LEF/ARCADE here: <https://asa.mit.edu/group-resources/funding-large-events>.

________________________________

Spring New Groups Application

The Spring 2023 cycle for new group applications is officially open. You can find details on how to apply on the ASA website (https://asa.mit.edu/start-group/new-group-application). The application will close on March 5th. Note that any funded groups will not be accepted in time to apply for Spring cycle funding deadlines and should instead target the Summer cycle deadlines.

________________________________

Postering Rules Will Be Strictly Enforced

With the new poster board allocations done (posted on our website), we will be enforcing the rules for both public and private boards. Clubs are responsible for covering their private boards and regularly clearing posters added by groups not authorized to use their board. Additionally, if your club's board is being affected by unauthorized postering, email a picture to asa-postering at mit.edu and we will reprimand the offending group for you.


Rules for private and public boards:

http://asa.mit.edu/advertisingpublicity/asa-bulletin-boards

http://asa.mit.edu/advertisingpublicity/public-advertising-space

________________________________

Campus Preview Weekend

The time has come for the CPW 2023 Community Site to go live! The site can be accessed here: https://community.mitcpw.org/.

The Community Site will be the central hub for all things CPW as it relates to the MIT Community. Important deadlines such as the Event Registration, Hosting Registration, and Funding Request deadlines can be found on the site.

  *   Funding Request Deadline: Friday, March 3rd

  *   Event Registration Deadline: Sunday, March 19th

  *   Host Registration Deadline: Sunday, March 26th

Since our adMITs look forward to the student-run events during CPW, we figured we would highlight some helpful information:

  *   As we are using a new event registration platform this year (Attendee Interactive), we?ve made sure to go over the basics on this FAQ sheet.<https://docs.google.com/document/d/19Ii7TI53WF8EO_B-ne6YMl0RBjDfFB5KLA8y_aPoY2U/edit?usp=sharing>

  *   Before registering your event, you will need to create a profile. Once a profile is created, you can register events for your student group.

  *   On top of registering your event through Attendee Interactive, you will also need to ensure you are reserving your event space (the sooner the better).

Reserving event space:

Submitting an event does not reserve your event location. Use the links below to reserve your event space:

  *   Most rooms on campus can be reserved through Reserve Campus Activities Complex<http://cac-ems2.mit.edu/EmsWebApp/> (CAC).

  *   Reserve a space in DAPER<https://daper.mit.edu/> by emailing Molly Dufour at mdufour at mit.edu

  *   Reserve a classroom through the Registrar?s office<https://classrooms.mit.edu/classrooms/#/choose>

  *   For inquiries about other space on campus, please email us at cpw at mitadmissions.org

  *   Reserve department owned spaces through the department admin

If you have any questions, concerns or are looking for guidance, don?t hesitate to reach out to the CPW team at cpw at mitadmissions.org.

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230213/497ab16b/attachment-0001.htm>

From jgiang at mit.edu  Mon Feb 27 11:49:56 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 27 Feb 2023 16:49:56 +0000
Subject: [ASA-Official] Spring GBM | CPW Event Registration | New Groups
 Application | W20 Repairs
Message-ID: <DS7PR01MB7711426F02159EE532734CC3DCAF9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   ASA Spring General Body Meeting

  *   Reminder for CPW Event Registration

  *   New Groups Application

  *   W20 Repairs Website

________________________________

ASA Spring General Body Meeting

Our Spring General Body Meeting will be the evening of April 3rd from 5:00-6:00 PM in 34-101. We will send out an agenda including any documents to review before the meeting at least one week before that date.


The same rules apply as for a normal GBM: FSILGs, graduate dorms, and club sports may attend if they wish to but are not required to do so. ASA groups are still required to send one member per group, but you may represent as many groups as you like, and each attendee can only exercise one vote.

________________________________

Reminder for CPW Event Registration

[NOTICE] CPW Midway sign-ups will open in March!

The CPW 2023 Community Site is live! The site can be accessed here: <https://community.mitcpw.org/>.

The Community Site will be the central hub for all things CPW as it relates to the MIT Community. Important deadlines such as the Event Registration, Hosting Registration, and Funding Request deadlines can be found on the site.

  *   Funding Request Deadline: Friday, March 3rd

  *   Event Registration Deadline: Sunday, March 19th

  *   Host Registration Deadline: Sunday, March 26th

Since our adMITs look forward to the student-run events during CPW, we figured we would highlight some helpful information:

  *   As we are using a new event registration platform this year (Attendee Interactive), we?ve made sure to go over the basics on this FAQ sheet.<https://docs.google.com/document/d/19Ii7TI53WF8EO_B-ne6YMl0RBjDfFB5KLA8y_aPoY2U/edit?usp=sharing>

  *   Before registering your event, you will need to create a profile. Once a profile is created, you can register events for your student group.

  *   On top of registering your event through Attendee Interactive, you will also need to ensure you are reserving your event space (the sooner the better).

Reserving event space:

Submitting an event does not reserve your event location. Use the links below to reserve your event space:

  *   Most rooms on campus can be reserved through Reserve Campus Activities Complex<http://cac-ems2.mit.edu/EmsWebApp/> (CAC).

  *   Reserve a space in DAPER<https://daper.mit.edu/> by emailing Molly Dufour at <mdufour at mit.edu>

  *   Reserve a classroom through the Registrar?s office<https://classrooms.mit.edu/classrooms/#/choose>

  *   For inquiries about other space on campus, please email us at <cpw at mitadmissions.org>

  *   Reserve department owned spaces through the department admin

If you have any questions, concerns or are looking for guidance, don?t hesitate to reach out to the CPW team at <cpw at mitadmissions.org>.

________________________________

New Groups Application

The Spring 2023 cycle for new group applications is officially open. You can find details on how to apply on the ASA website <https://asa.mit.edu/start-group/new-group-application>. The application will close on March 5th. Note that any funded groups will not be accepted in time to apply for Spring cycle funding deadlines and should instead target the Summer cycle deadlines.

________________________________

W20 Repairs Website

If your group uses space in W20 (Stratton Student Center), please see the CAC website<https://studentlife.mit.edu/cac/stratton-student-center/w20-repair-updates> for updates on the status of spaces, linked below. Access to the 3rd and 4th floor is restricted until W20 reopens in August, after renovations are complete. However, if you need to access your group space to retrieve materials, please complete this form<https://cglink.me/2cy/s319> to arrange access for your group or contact <student-activities at mit.edu> if you have questions.


<https://studentlife.mit.edu/cac/stratton-student-center/w20-repair-updates>

<https://cglink.me/2cy/s319>

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230227/08dbbeb5/attachment-0001.htm>

From jgiang at mit.edu  Sun Mar  5 15:56:48 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Sun, 5 Mar 2023 20:56:48 +0000
Subject: [ASA-Official] Spring GBM | CPW Midway Signup | LEF/ARCADE
Message-ID: <DS7PR01MB77113B70E5124C06AE57D74DDCB19@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   ASA Spring General Body Meeting

  *   CPW Midway Signup

  *   LEF/ARCADE Late Deadline

________________________________

ASA Spring General Body Meeting

Another reminder that our Spring General Body Meeting will be the evening of April 3rd from 5:00-7:00 PM in 34-101. Elections for members of the ASA Board will occur during this GBM. Please arrive promptly so we can start on time to get through the agenda as efficiently as possible. We will send out an agenda including any documents to review before the meeting at least one week before that date.


The same rules apply as for a normal GBM: FSILGs, graduate dorms, and club sports may attend if they wish to but are not required to do so.


ASA groups are still required to send one member per group, but you may represent as many groups as you like, and each attendee can only exercise one vote. Each ASA-recognized group is required to send their President or a presidentially appointed GBM Proxy; groups that do not send a representative will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Food will be served.

________________________________

CPW Midway Signup

The CPW Midway will be on Saturday, April 15th from 1:00-3:00pm. Groups can signup for the Midway at <https://cglink.me/2cy/s340>. The deadline for signups is Friday, April 7th at 11:59pm.

________________________________

LEF/ARCADE Late Application

The application for LEF/ARCADE closed on March 1, but you can still apply late with a final deadline of March 8. You can submit applications at <https://cglink.me/2cy/s315>. Note that late applications may be subject to a penalty, unless you have requested an extension.

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230305/60886be5/attachment.htm>

From jgiang at mit.edu  Sat Mar 18 15:27:45 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Sat, 18 Mar 2023 19:27:45 +0000
Subject: [ASA-Official] CPW Event Signup | CPW Midway Signup | W20 Cleanout
 | Spring GBM
Message-ID: <DS7PR01MB7711B0D5EBF63384D7E07D36DC829@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   CPW Event Signup

  *   CPW Midway Signup

  *   W20 Cleanout

  *   ASA Spring General Body Meeting

________________________________

CPW Event Signup

The CPW Event (not Midway) registration deadline is Sunday, March 19th. Please make sure to register student organization events by then. For more information, please see previous ASA Official emails or go to <https://community.mitcpw.org/>.

If you have any questions, concerns or are looking for guidance, don?t hesitate to reach out to the CPW team at <cpw at mitadmissions.org>.

________________________________

CPW Midway Signup

The CPW Midway will be on Saturday, April 15th from 1:00-3:00pm. Groups can signup for the Midway at <https://cglink.me/2cy/s340>. The deadline for signups is Friday, April 7th at 11:59pm.


If you wish to perform at the Midway, and have specific A/V requests outside of basic equipment, please complete <https://cglink.me/2cy/s357> by Saturday, April 1st at 11:59pm.

________________________________

W20 Cleanout

Due to feedback from student groups about the limited timeframe for the W20 4th Floor Cleanout, SOLE has expanded the window for cleanout sessions. SOLE is now available Monday through Friday, March 15th - March 28th from 9am-5pm for groups to check in and be escorted to their space.


You can sign up for a cleanout time using this online form: <https://engage.mit.edu/click?email_links_id=178&member_id=11987166>


If your group does not label items for storage, there is a risk that they will be thrown away. If you have questions or need special arrangements please email <w20-fourthfloor-move at mit.edu>.

________________________________

ASA Spring General Body Meeting

Another reminder that our Spring General Body Meeting will be on the evening of Monday, April 3rd from 5:00-7:00 PM in 34-101. Elections for members of the ASA Board will occur during this GBM. Please arrive promptly so we can start on time to get through the agenda as efficiently as possible. We will send out an agenda including any documents to review before the meeting at least one week before that date.


The same rules apply as for a normal GBM: FSILGs, graduate dorms, and club sports may attend if they wish to but are not required to do so.


ASA groups are still required to send one member per group, but you may represent as many groups as you like, and each attendee can only exercise one vote. Each ASA-recognized group is required to send their President or a presidentially appointed GBM Proxy; groups that do not send a representative will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Food will be served.

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230318/9d75a2f8/attachment-0001.htm>

From jgiang at mit.edu  Sun Mar 26 21:15:55 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 27 Mar 2023 01:15:55 +0000
Subject: [ASA-Official] ASA Spring General Body Meeting Agenda
Message-ID: <DS7PR01MB7711084964111424A838B681DC8B9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   ASA Spring General Body Meeting Agenda

________________________________

ASA Spring General Body Meeting Agenda

Another reminder that our Spring General Body Meeting will be on the evening of Monday, April 3rd from 5:00-7:00 PM in 34-101. The agenda<https://docs.google.com/document/d/1--ql876xsfy0kqUMq0fHAnA-3t-UqHyzwlHiuT7oudo/edit?usp=sharing> is linked here: <https://docs.google.com/document/d/1--ql876xsfy0kqUMq0fHAnA-3t-UqHyzwlHiuT7oudo/edit?usp=sharing>


Elections for members of the ASA Board will occur during this GBM. Please arrive promptly so we can start on time to get through the agenda as efficiently as possible. We will send out an agenda including any documents to review before the meeting at least one week before that date.


The same rules apply as for a normal GBM: FSILGs, graduate dorms, and club sports may attend if they wish to but are not required to do so.


ASA groups are still required to send one member per group, but you may represent as many groups as you like, and each attendee can only exercise one vote. Each ASA-recognized group is required to send their President or a presidentially appointed GBM Proxy; groups that do not send a representative will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. As per usual, there will be a makeup option available to groups that are unable to send a member to the GBM. Food will be served.

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230327/c9324634/attachment.htm>

From jgiang at mit.edu  Mon Apr  3 12:49:43 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 3 Apr 2023 16:49:43 +0000
Subject: [ASA-Official] Reminder ASA Spring General Body Meeting TODAY
Message-ID: <DS7PR01MB77118D79B4B67ADABEABB0A7DC929@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   ASA Spring General Body Meeting TODAY

________________________________

ASA Spring General Body Meeting TODAY

A reminder that the ASA Spring General Body Meeting is TODAY from 5:00-7:00 PM in 34-101. The agenda<https://docs.google.com/document/d/1--ql876xsfy0kqUMq0fHAnA-3t-UqHyzwlHiuT7oudo/edit?usp=sharing> is linked here: <https://docs.google.com/document/d/1--ql876xsfy0kqUMq0fHAnA-3t-UqHyzwlHiuT7oudo/edit?usp=sharing>


Elections for members of the ASA Board will occur during this GBM. Please arrive promptly so we can start on time to get through the agenda as efficiently as possible. We will send out an agenda including any documents to review before the meeting at least one week before that date.


The same rules apply as for a normal GBM: FSILGs, graduate dorms, and club sports may attend if they wish to but are not required to do so.


ASA groups are required to send one member per group, but you may represent as many groups as you like, and each attendee can only exercise one vote. Each ASA-recognized group is required to send their President or a presidentially appointed GBM Proxy (assign the Proxy tag on Engage); groups that do not send a representative will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. As per usual, there will be a makeup option available to groups that are unable to send a member to the GBM. Food will be served.

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230403/6c102463/attachment.htm>

From jgiang at mit.edu  Wed Apr 12 13:11:25 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Wed, 12 Apr 2023 17:11:25 +0000
Subject: [ASA-Official] CPW Midway | GBM Makeup | New ASA Board
Message-ID: <PH7PR01MB77037870586BE833B0D3985BDC9B9@PH7PR01MB7703.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   CPW Midway

  *   Spring GBM Makeup

  *   New ASA Board

________________________________

CPW Midway

The CPW Midway will be on Saturday, April 15th from 1:00-3:00pm, at the Johnson Ice Rink.


Initial booth assignments can be viewed at <https://docs.google.com/spreadsheets/d/1hHDiOVgpzGBRXqLgKE0eobjwr_iaItEA1p6v_GYecRM/edit?usp=sharing>, as well as information on how to proceed if there are issues. Performing groups have been contacted about the performance schedule, and this will be made publicly available once finalized.


As there are some tables still available, late Midway table requests can be submitted at the form <https://cglink.me/2cy/s375> until TOMORROW Thursday, April 13th at 11:59am. Submissions will be considered on a case-by-case basis, and assignment is subject to availability.


Please contact <asa-midway at mit.edu> if you have any questions.

________________________________

Spring GBM Makeup

If you were not in attendance at the ASA Spring GBM, you must complete this quiz using the minutes and slides to receive credit for your group. If you fail to do this, your group will be fined $25 by the ASA. A link to the quiz is here: <https://cglink.me/2cy/s373>. The deadline to complete this quiz is Midnight on Tuesday, May 2.

________________________________

New ASA Board

A new ASA Board has been elected! The new officers are as follows:

  *   President: Cormac O?Neill

  *   Treasurer: Vincent Zu

  *   Secretary: Jessica Giang

  *   Groups Chair: Colin Clark

  *   Space Chair: Diana Shklover

If you are interested in joining the ASA Exec Board, please email us at <asa-exec at mit.edu>. We would love to have you, and have plenty of open positions for you to make an impact and have your voice heard!

________________________________


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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230412/9ebec343/attachment.htm>

From jgiang at mit.edu  Fri Apr 14 21:51:23 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Sat, 15 Apr 2023 01:51:23 +0000
Subject: [ASA-Official] CPW Midway Map and Policies
Message-ID: <DS7PR01MB7711A40D00530EA54F9D59A3DC9E9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   CPW Midway Map and Policies

________________________________

Campus Preview Weekend Midway Map and Policies

Reminder that the CPW Midway is TOMORROW, Saturday April 15th, 2023. Groups must check in from 12:00pm-12:30pm and the midway will be at 1:00pm-3:00pm at the Johnson Ice Rink.


The midway map is linked here along with the performance schedule:

<https://docs.google.com/file/d/1NYmxC6Fk82FVFwNL1c_QFvBhG6MOdYGl/edit?usp=docslist_api&filetype=msword>


Please read the following policies carefully:

Sign-in and Setup

  *   Your group must sign in with the ASA when you arrive at the Midway.

  *   Groups can start check-in and set up as early as 12:00 PM.

  *   Groups must check in by 12:30 PM. Groups that are late may be fined $25 and will have to forfeit their table if there is a waitlist.

Cancelling

  *   If your group can no longer attend and/or perform at the Midway, please let us know via email at <asa-midway at mit.edu> at least 1 hour in advance. Groups that cancel after that point may be fined $50.

  *   Groups that don't cancel by the time check-in starts will be fined up to $75.

General Setup

  *   Limit members at booths - In an attempt to alleviate congestion at this year?s midway, we are asking that groups limit the number of persons at each table to 4.  If your group has a half table, please limit your club membership to 2. The ASA will make exceptions for performing groups who are about to or have just performed.

  *   No external speakers - you may use laptop or other similarly quiet speakers. This is to address numerous extreme noise complaints, allow groups to be able to speak to interested individuals, and for performances to be heard. ASA Board members may ask you to reduce the volume or turn off sound on any speakers if it is causing problems for your neighbors or performances.

  *   Stay at/by your booth - no handing out flyers at the doorway, no blocking the entrance or aisles, etc.

     *   In order to keep walkways clear for fire safety reasons, groups are required to stay within arms? reach of their table at all points. Do not block any entrances or aisles or hand out flyers at the doorway. Non-compliance may result in a $50 fine.

     *   If your booth is not staffed at any point during that 2-hour period, your group may be fined up to $25.

     *   Groups that leave before the conclusion of the Midway without permission from the ASA will incur a $75 fine.

  *   Keep walkways clear at all times

     *   No additional furniture, tables, chairs, or large objects in aisles between booths at any time.

  *   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.

Performances.

  *   Any music used for your performance should be non-explicit and appropriately censored.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230415/d49806c3/attachment.htm>

From jgiang at mit.edu  Sun Apr 16 16:33:28 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Sun, 16 Apr 2023 20:33:28 +0000
Subject: [ASA-Official] Mail and Packages | SOLE Financial and Transition
 Workshops
Message-ID: <DS7PR01MB7711CB7A582EFB1756559310DC9F9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Mail and Packages

  *   SOLE Financial Training

  *   Student Organization Officer Transition Workshop

________________________________

Mail and Packages

We kindly remind all student organizations that have outstanding packages and pieces of mail sent out to the Student Center (W20-500) to stop by the SOLE office and pick them up before the W20 closure on Monday, April 17th. The packages are located on the left when you enter the office next to the CAC front desk. Light pieces of mail are located in the mail distribution on the wall marked with the initial of the student group's name. Please note that pieces of mail older than one year will be shredded if no one shows up to pick them up.


If you plan to order items during the W20 closure, please make sure they are addressed to your student organization at the shipping address below:


MIT Mail Services - 350 Brookline St, Cambridge, MA 02139


If you have any questions, please email <sole at mit.edu>

________________________________

SOLE Financial Training

SOLE invites all student leaders interested in assisting student organizations in conducting financial business and navigating MIT systems to join the Financial Training on Wednesday, April 19th, from 5 to 6 pm, via Zoom. The session will cover how to navigate Buy2Pay, RFPs, Travel, CVCs, and all things needed to conduct an organization's business. Register now: <https://cglink.me/2cy/r913722<https://cglink.me/2cy/r913722>>

________________________________

Student Organization Officer Transition Workshop

At the end of each academic year, the Student Officer Leadership Committee (SOLC) offers a workshop with essential content and information to help student organizations transition leadership such as:

  *   Best practices on leadership transitions

  *   Financial account information, access, and budget planning

  *   Resource guides and documentation to hand over to new leaders

  *   An opportunity to network with other student leaders

  *   A case study activity to practice successful transition procedures

PLEASE NOTE: This event is REQUIRED for ASA-recognized student organizations. Each student organization must send one of their top executive leaders (President, Vice President, Treasurer, or Other Equivalent Role) in order to receive credit from the SOLE Office.

Please register using the form below. We look forward to seeing you there!


Who: Incoming, Outgoing, or Returning Organization Executive-Level Officers

Date & Time: Wednesday, April 26th, 2023 from 6:30PM - 8:00PM (Dinner will be provided)

Location: iHQ (Building E38) 7th Floor

Registration Link: <https://cglink.me/2cy/r913723>


Deadline to Register: Wednesday, April 19th

All students who register after Wednesday, April 19th will not be guaranteed dinner at the event.


Should you have any questions, please email <sole at mit.edu>.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230416/7bbe9d43/attachment-0001.htm>

From jgiang at mit.edu  Tue May  2 15:44:47 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Tue, 2 May 2023 19:44:47 +0000
Subject: [ASA-Official] GBM Makeup | Spring Re-recognition | W20 Closure
 Storage | Early Returns | Postering
Message-ID: <DS7PR01MB77118B487D2E7DB006722982DC6F9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   GBM Makeup

  *   Spring Re-recognition

  *   Accessible Storage Access for Student Center Closure

  *   Early Returns Form

  *   Postering Fine

________________________________

GBM Makeup

If you were not in attendance at the ASA Spring GBM, you must complete this quiz to receive credit for your group. The minutes and slides from the GBM are linked at the top of the quiz.


If you fail to do this, your group will be fined $25 by the ASA. A link to the quiz is here: <https://cglink.me/2cy/s373>. The deadline to complete this quiz has been extended by two days to 11:59 PM ET on Thursday, May 4.

________________________________

Spring Re-recognition

The Spring Re-recognition cycle is now open, and is due Friday, May 19th at 11:59 PM ET.


Groups recognized for the first time this semester, Club Sports, FSILG groups and Student Governments are not required to complete the re-recognition process. Otherwise, your group will be required to complete re-recognition. Please read through and complete each of the following steps for your group.


Step 1 - Officer Response: The group president, or other officer, fills out the Engage form found here: <https://cglink.me/2cy/s391>.


The officer must confirm that the group will not discriminate following MIT?s non-discrimination policy, agree to the MA state anti-hazing laws, confirm and define their group membership, and upload a copy of their constitution to both the form and their club?s page on Engage.


If you are an officer of multiple groups, you will need to complete the form multiple times. Only one response per group is required.


If your group does not appear in the dropdown, and is required to complete re-recognition, please email <asa-groups at mit.edu>.


Step 2 - Member Response: Distribute the following Engage form to your members, and have at least five current MIT student members confirm their membership in your group by completing this form: <https://cglink.me/2cy/s392>.


Students that are members of multiple groups will need to complete the form individually for each club.


The deadline to complete both steps of this process is Friday, May 19th at 11:59 PM ET. Groups with late submissions will be penalized with fines unless late due to extenuating circumstances, which should be shared before the deadline, and will be suspended and/or derecognized if re-recognition is not completed at all.


To ensure groups are aware of their status in the completion of steps, we will be posting a running update on groups? completion of re-recognition on our website: <https://asa.mit.edu/start-group/spring-re-recognition>. This will be updated every few days for the first week, and more frequently as we approach the deadline. If you have questions about this process, please email <asa-groups at mit.edu>.

________________________________

Accessible Storage Access for Student Center Closure

Groups that put items into boxes labeled as accessible storage during the Student Center move out should have received information about how and where to access their items. If your group has not received this, please contact SOLE <sole at mit.edu> for more information.

________________________________

Early Returns Form

If your group would like to have a booth at the Fall Activities Midway but is unable to do so because none of your members can be on campus, a limited number of members can apply for an early return. If these members get early returns and then do not show up at Midway, their groups will be fined.


The early return will allow them to move into on-campus housing on Thursday, August 31 instead of Friday, September 1. Anyone requesting this early return should fill out the form at <https://cglink.me/2cy/s360>. In addition, their group must complete the group sponsorship form at <https://cglink.me/2cy/s393>. The deadline for both of these forms is Sunday, July 16 at 11:59 PM ET.

??

________________________________

Postering Fine

The ASA will start regularly enforcing the postering rules listed in full on our website <https://asa.mit.edu/advertisingpublicity/public-advertising-space> again. This includes a fine structure for postering violations. Note that, in addition to covering all ASA postering boards, the ASA postering rules also cover ASA-recognized groups postering on non-ASA spaces. Additionally, note that groups with private boards may be fined for not keeping their boards filled.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230502/eeea318f/attachment-0001.htm>

From jgiang at mit.edu  Thu May 18 21:29:59 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Fri, 19 May 2023 01:29:59 +0000
Subject: [ASA-Official] Spring Re-recognition | Summer LEF/ARCADE
Message-ID: <DS7PR01MB7711EDF96BC04B9FE4A0DBE9DC7C9@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Spring Re-recognition Due Friday

  *   Summer LEF/ARCADE Application

________________________________

Spring Re-recognition Due Friday

The Spring Re-recognition cycle is open and is due TOMORROW Friday, May 19th at 11:59 PM ET.


Groups recognized for the first time this semester, Club Sports, FSILG groups and Student Governments are not required to complete the re-recognition process. Otherwise, your group will be required to complete re-recognition. Please read through and complete each of the following steps for your group.


Step 1 - Officer Response: The group president, or other officer, fills out the Engage form found here: <https://cglink.me/2cy/s391>. The officer must confirm that the group will not discriminate following MIT?s non-discrimination policy, agree to the MA state anti-hazing laws, confirm and define their group membership, and upload a copy of their constitution to both the form and their club?s page on Engage.


If you are an officer of multiple groups, you will need to complete the form multiple times. Only one response per group is required. If your group does not appear in the dropdown, and is required to complete re-recognition, please email <asa-groups at mit.edu>.


Step 2 - Member Response: Distribute the following Engage form to your members, and have at least five current MIT student members confirm their membership in your group by completing this form: <https://cglink.me/2cy/s392>. Students that are members of multiple groups will need to complete the form individually for each club.


The deadline to complete both steps of this process is this Friday, May 19th at 11:59 PM ET. Groups with late submissions will be penalized with fines unless late due to extenuating circumstances, which should be shared before the deadline this Friday, and will be suspended and/or derecognized if re-recognition is not completed at all.


To ensure groups are aware of their status in the completion of steps, we will be posting a running update on groups? completion of re-recognition on our website: <https://asa.mit.edu/start-group/spring-re-recognition>. If you have questions about this process, please email <asa-groups at mit.edu>.

________________________________

Summer LEF/ARCADE Application

Summer LEF/ARCADE applications <https://cglink.me/2cy/s395> are now open and due June 8. This cycle covers events in July - September. No extension will be allowed unless there is an extenuating circumstance.


Please review the funding guidelines <https://asa.mit.edu/lefarcade-descriptions-guidelines> before applying. ASA has voted to make several changes to the funding guidelines, including funding priority and restrictions on fundable items. In addition, please consider applying for other funding sources <https://asa.mit.edu/group-resources/group-funding> as LEF/ARCADE will be very competitive.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230519/4317438b/attachment.htm>

From jgiang at mit.edu  Sat Jun  3 00:12:08 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Sat, 3 Jun 2023 04:12:08 +0000
Subject: [ASA-Official] Summer LEF/ARCADE Application | Spring
 Re-recognition | Early Returns Form
Message-ID: <DS7PR01MB77110993A29A35DE90B4D763DC4FA@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Summer LEF/ARCADE Application

  *   Spring Re-Recognition

  *   Early Returns Form

________________________________

Summer LEF/ARCADE Application

Summer LEF/ARCADE applications <https://cglink.me/2cy/s395> are now open and due Thursday June 8th. This cycle covers events from July - September. No extension will be allowed unless there is an extenuating circumstance.


Please review the funding guidelines <https://asa.mit.edu/lefarcade-descriptions-guidelines> before applying. ASA has voted to make several changes to the funding guidelines, including funding priority and restrictions on fundable items. In addition, please consider applying for other funding sources <https://asa.mit.edu/group-resources/group-funding> as we expect that LEF/ARCADE will be very competitive.

________________________________

Spring Re-Recognition

In light of several groups missing the deadline to submit their officer and member forms for spring re-recognition, we are extending the deadline for the final time to midnight on Friday June 9th. As a reminder, the original instructions are below, but please do not hesitate to reach out with any questions or concerns. That being said, there will be no further extensions without prior communications, so we implore you to handle this immediately if necessary.


Groups recognized for the first time this semester, Club Sports, FSILG groups, and Edgerton Groups are not required to complete the re-recognition process. Otherwise, your group will be required to complete re-recognition. Please read through and complete each of the following steps for your group.


Step 1 - Officer Response: The group president, or other officer, fills out the Engage form found here: <https://cglink.me/2cy/s391>. The officer must confirm that the group will not discriminate following MIT?s non-discrimination policy, agree to the MA state anti-hazing laws, confirm and define their group membership, and upload a copy of their constitution to both the form and their club?s page on Engage.


If you are an officer of multiple groups, you will need to complete the form multiple times. Only one response per group is required. If your group does not appear in the dropdown and is required to complete re-recognition, please email <asa-groups at mit.edu<mailto:asa-groups at mit.edu>>.


Step 2 - Member Response: Distribute the following Engage form to your members, and have at least five current MIT student members confirm their membership in your group by completing this form: <https://cglink.me/2cy/s392>. Students that are members of multiple groups will need to complete the form individually for each club.

________________________________

Early Returns Form

If your group would like to have a booth at the Fall Activities Midway and is unable to do so because none of your members can be on campus, a limited number of members can apply for an early return. Please note that if these members receive early returns and then do not show up at Midway, their groups will be fined.


The early return will allow them to move into on-campus housing on Thursday, August 31 instead of Friday, September 1. Anyone requesting this early return should fill out the form at <https://cglink.me/2cy/s360>. In addition, their group must complete the group sponsorship form at <https://cglink.me/2cy/s393>. The deadline for both of these forms is Sunday, July 16 at 11:59 PM ET.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230603/8b7eab59/attachment-0001.htm>

From jgiang at mit.edu  Mon Jul 17 15:37:54 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 17 Jul 2023 19:37:54 +0000
Subject: [ASA-Official] Student Center Closer Delay | Early Returns Form
Message-ID: <DS7PR01MB7711793CBBC5A7474598D104DC3BA@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Student Center Closure Delay

  *   Early Returns Form

________________________________

Student Center Delay

Unfortunately, as was announced in an earlier email from SOLE, the re-opening of the fourth floor of the Student Center has been delayed until a current estimate of early October. This means that groups with ASA-assigned office spaces in the Student Center will not have access to their office, or to any items in long-term storage, until around sometime in early October. Note that we are not sure at the moment if groups will be able to access any items in long-term storage in time for the Orientation Midway, so please work with SOLE to figure out logistics.


If your group?s Fall activities might be impacted by this delay, SOLE is holding office hours until Friday July 28th to help students think through alternative solutions and to help with financial support if needed. You can schedule a one-on-one meeting with SOLE on engage to discuss these things at the following link <engage.mit.edu<https://engage.mit.edu/click?email_links_id=2641&member_id=11992337>>. You can also direct any questions you may have towards <w20-fourthfloor-move at mit.edu<mailto:w20-fourthfloor-move at mit.edu>>.


NOTE: In order to ensure that groups do not have to set up their storage space twice in the course of one year, the 2023-2024 space reallocation cycle will be completed before the fourth floor reopens. Please look out for emails regarding renewing or obtaining ASA space.

________________________________

Early Returns Form

If your group would like to have a booth at the Fall Activities Midway and is unable to do so because none of your members can be on campus, a limited number of members can apply for an early return. Please note that if these members receive early returns and then do not show up at Midway, their groups will be fined.


The early return will allow them to move into on-campus housing on Thursday, August 31 instead of Friday, September 1. Anyone requesting this early return should fill out the form at <https://cglink.me/2cy/s360>. In addition, their group must complete the group sponsorship form at <https://cglink.me/2cy/s393>. The deadline for both of these forms has been extended to this Friday, July 21 at 11:59 PM ET.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230717/e0c1da79/attachment.htm>

From jgiang at mit.edu  Mon Jul 31 18:08:37 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 31 Jul 2023 22:08:37 +0000
Subject: [ASA-Official] Orientation Midway Signup | Early Returns | Space
 Application
Message-ID: <DS7PR01MB7711CAD4BB337A9CF550F832DC05A@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Orientation Midway Signup

  *   Midway Early Returns

  *   Space Application

________________________________

Orientation Midway Signup

The Orientation Midway will be on Friday, September 1st from 2:30-4:30 PM. Groups can sign up for the Midway at <https://cglink.me/2cy/s428>. The deadline for signups is on Sunday, August 20th at 11:59 PM.


If you wish to perform at the Midway, and have specific A/V requests outside of basic equipment, please complete this form <https://cglink.me/2cy/s429> by Friday, August 18th at 11:59 PM.

________________________________

Midway Early Returns

Those who have completed the individual early return application and also had their group complete the group sponsorship form have now received an email confirmation with instructions to complete the HRS early arrival form.

________________________________

Space Application

If you wish to apply for office space, storage, or bulletin boards for your group, fill out the space application <https://cglink.me/2cy/s430> by Sunday, October 1st at 11:59 PM. Student Groups that currently have space MUST also fill it out, otherwise we will assume you no longer wish to use it. If you have any questions, you can reach us at <asa-space at mit.edu<mailto:asa-space at mit.edu>>.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230731/53e00be6/attachment.htm>

From jgiang at mit.edu  Sun Aug 27 17:09:08 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Sun, 27 Aug 2023 21:09:08 +0000
Subject: [ASA-Official] Orientation Midway | Space Application | Late
 Re-recognition | LEF/ARCADE
Message-ID: <DS7PR01MB7711443EFCB466C829D060B3DCE1A@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Orientation Midway Signup and Initial Allocations

  *   Space Application

  *   Late Re-recognition Procedures

  *   LEF/ARCADE Application

________________________________

Orientation Midway Signup and Initial Allocations

The initial booth allocations for this year?s Orientation Midway can be found here: <https://docs.google.com/spreadsheets/d/1CGuHFrBc1gUMoYyH_QCWajJYJbKDWtdlmq5M2CYkq8w/edit?usp=sharing>. If your group has registered for a booth, please check this sheet to make sure that you have been allocated enough space.


If your group would like to have a booth and has not registered yet, first come first serve sign ups are still available at <https://cglink.me/2cy/s428>.


Groups that registered to perform should have received an email with an initial performance schedule and a music submission form. Please make sure that the proposed time slot works for your group and submit music as required. If your group intends to perform and did not receive this email, please contact <asa-midway at mit.edu<mailto:asa-midway at mit.edu>> as soon as possible.


If you have any further questions about the Midway, please contact <asa-midway at mit.edu<mailto:asa-midway at mit.edu>>.

________________________________

Space Application

If you wish to apply for office or storage space for your group, fill out the space application <https://cglink.me/2cy/s430> by Sunday, October 1st at 11:59 PM. Student Groups that currently have space MUST also fill it out, otherwise we will assume you no longer wish to use it. If you have any questions, you can reach us at <asa-space at mit.edu<mailto:asa-space at mit.edu>>.

________________________________

Late Re-recognition Procedures

Despite multiple extensions, several clubs have failed to complete re-recognition on time. For clubs still hoping to finish re-recognition, the below forms will be opened for around two more weeks, closing at 11:59pm on Friday, September 8th. Completion of these forms will incur a $25 late fine to your club. Failure to meet this deadline will result in derecognition and a loss of ASA group privileges. You can check the status of your re-recognition here<https://docs.google.com/spreadsheets/d/1jdXxd0vMEBQuj6t1UQjqJp-8rzw-nDb_/edit#gid=597611441>. As always, don?t hesitate to reach out to asa-groups at mit.edu<mailto:asa-groups at mit.edu> with any questions or concerns.


Groups recognized for the first time this semester, Club Sports, FSILG groups, and Edgerton Groups are not required to complete the re-recognition process. Otherwise, your group will be required to complete re-recognition. Please read through and complete each of the following steps for your group.


Step 1 - Officer Response: The group president, or other officer, fills out the Engage form found here: <https://cglink.me/2cy/s391>. The officer must confirm that the group will not discriminate following MIT?s non-discrimination policy, agree to the MA state anti-hazing laws, confirm and define their group membership, and upload a copy of their constitution to both the form and their club?s page on Engage.


If you are an officer of multiple groups, you will need to complete the form multiple times. Only one response per group is required. If your group does not appear in the dropdown and is required to complete re-recognition, please email <asa-groups at mit.edu<mailto:asa-groups at mit.edu>>.


Step 2 - Member Response: Distribute the following Engage form to your members, and have at least five current MIT student members confirm their membership in your group by completing this form: <https://cglink.me/2cy/s392>. Students that are members of multiple groups will need to complete the form individually for each club.

________________________________

Fall LEF/ARCADE Application

Fall LEF/ARCADE applications <https://cglink.me/2cy/s436> are now open and due Friday September 15th. This cycle covers events from October to December. No extension will be allowed unless there is an extenuating circumstance.


Please review the funding guidelines <https://asa.mit.edu/lefarcade-descriptions-guidelines> before applying. In addition, please consider applying for other funding sources <https://asa.mit.edu/group-resources/group-funding> as we expect that LEF/ARCADE will be very competitive.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230827/8c3c31bc/attachment-0001.htm>

From jgiang at mit.edu  Thu Aug 31 12:49:52 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Thu, 31 Aug 2023 16:49:52 +0000
Subject: [ASA-Official] Orientation Midway Map and Policies
Message-ID: <DS7PR01MB7711A774A036DAEF2482638CDCE5A@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Orientation Midway Map and Policies

________________________________

Orientation Midway Map and Policies

Reminder that the Orientation Midway is TOMORROW, Friday September 1st, 2023. Groups and ASA sponsored early returns must check in from 1:30pm-2:00pm and the midway will be at 2:30pm-4:30pm at the Johnson Ice Rink.


The midway map is linked here along with the performance schedule:

<https://docs.google.com/document/d/1iPTjlZeCkhK-HuxbOaYc_PXtTfP-SU9s>


Please read the following policies carefully:

Sign-in and Setup

  *   Your group must sign in with the ASA when you arrive at the Midway.

  *   Groups can start check-in and set up as early as 1:30 PM.

  *   Groups must check in by 2:00 PM. Groups that are late may be fined $25 and will have to forfeit their table if there is a waitlist.

  *   Individuals who received ASA-sponsored early returns must check in individually. Groups will be fined $50 per early return who does not check in (independent of other fines).

Cancelling

  *   If your group can no longer attend and/or perform at the Midway, please let us know via email at <asa-midway at mit.edu<mailto:asa-midway at mit.edu>> at least 1 hour in advance. Groups that cancel after that point may be fined $50.

  *   Groups that don't cancel by the time check-in starts will be fined up to $75.

General Setup

  *   Limit members at booths - In an attempt to alleviate congestion at this year?s midway, we are asking that groups limit the number of persons at each table to 4.  If your group has a half table, please limit your club membership to 2. The ASA will make exceptions for performing groups who are about to or have just performed.

  *   No external speakers - you may use laptop or other similarly quiet speakers. This is to address numerous extreme noise complaints, allow groups to be able to speak to interested individuals, and for performances to be heard. ASA Board members may ask you to reduce the volume or turn off sound on any speakers if it is causing problems for your neighbors or performances.

  *   Stay at/by your booth - no handing out flyers at the doorway, no blocking the entrance or aisles, etc.

     *   In order to keep walkways clear for fire safety reasons, groups are required to stay within arms? reach of their table at all points. Do not block any entrances or aisles or hand out flyers at the doorway. Non-compliance may result in a $50 fine.

     *   If your booth is not staffed at any point during that 2-hour period, your group may be fined up to $25.

     *   Groups that leave before the conclusion of the Midway without permission from the ASA will incur a $75 fine.

  *   Keep walkways clear at all times

     *   No additional furniture, tables, chairs, or large objects in aisles between booths at any time.

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

Performances.

  *   Any music used for your performance should be non-explicit and appropriately censored.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230831/083b0de7/attachment-0001.htm>

From jgiang at mit.edu  Thu Sep  7 20:24:48 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Fri, 8 Sep 2023 00:24:48 +0000
Subject: [ASA-Official] SOLE Student Officer Engage Trainings | General Due
 Dates | Midway Feedback
Message-ID: <DS7PR01MB7711FF71C3481237E6963A7DDCEDA@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   SOLE Student Officer Engage Training

  *   Late Re-recognition Procedures REMINDER

  *   Fall LEF/ARCADE Application

  *   Space Application

  *   Midway Feedback

________________________________

SOLE Student Officer Engage Training

If you haven?t already attended the first session, this is a general reminder that SOLE is holding Engage training for student officers. Student org officers should only register for one of the three sessions offered; you can register for a session on <https://engage.mit.edu/>.


These trainings will offer an introduction to the Engage platform. Highlights include: updating your group category, mission statement, primary contacts, officers and roles, and discussing membership management and e-mail functionality. All student org officers who participate in one of these training sessions will be entered in a raffle to win $1,000 for their student organization.


The training sessions will be conducted by Joe Pernick, CampusGroups' Implementation & Training Manager, with the presence of at least one member from the SOLE office in each session.


<Student Org Officer Engage Training: Session 1<https://engage.mit.edu/event_details?uid=0d52c5bbc86c707bdf06687ccc23aba8>> TODAY

Thu, Sep 7, 2023

5 PM ? 6 PM


<Student Org Officer Engage Training: Session 2<https://engage.mit.edu/event_details?uid=13372c0d8e845a55c881578bd84355a3>>

Thu, Sep 14, 2023

5 PM ? 6 PM


<Student Org Officer Engage Training: Session 3<https://engage.mit.edu/event_details?uid=44392a51d48eff9f63b08a7e3c25eb33>>

Thu, Sep 21, 2023

5 PM ? 6 PM

________________________________

Late Re-recognition Procedures REMINDER

Despite multiple extensions, several clubs have failed to complete re-recognition on time. For clubs still hoping to finish re-recognition, the below forms will be open for one more day, and closing TOMORROW, Friday, September 8th at 11:59 PM. Completion of these forms will incur a $25 late fine to your club. Failure to meet this deadline will result in derecognition and a loss of ASA group privileges. You can check the status of your re-recognition <here<https://docs.google.com/spreadsheets/d/1jdXxd0vMEBQuj6t1UQjqJp-8rzw-nDb_/edit#gid=597611441>>. As always, don?t hesitate to reach out to <asa-groups at mit.edu<mailto:asa-groups at mit.edu>> with any questions or concerns.


Groups recognized for the first time this semester, Club Sports, FSILG groups, and Edgerton Groups are not required to complete the re-recognition process. Otherwise, your group will be required to complete re-recognition. Please read through and complete each of the following steps for your group.


Step 1 - Officer Response: The group president, or other officer, fills out the Engage form found here: <https://cglink.me/2cy/s391>. The officer must confirm that the group will not discriminate following MIT?s non-discrimination policy, agree to the MA state anti-hazing laws, confirm and define their group membership, and upload a copy of their constitution to both the form and their club?s page on Engage.


If you are an officer of multiple groups, you will need to complete the form multiple times. Only one response per group is required. If your group does not appear in the dropdown and is required to complete re-recognition, please email <asa-groups at mit.edu<mailto:asa-groups at mit.edu>>.


Step 2 - Member Response: Distribute the following Engage form to your members, and have at least five current MIT student members confirm their membership in your group by completing this form: <https://cglink.me/2cy/s392>. Students that are members of multiple groups will need to complete the form individually for each club.

________________________________

Fall LEF/ARCADE Application

Fall LEF/ARCADE applications <https://cglink.me/2cy/s436> are now open and due Friday September 15th. This cycle covers events from October to December. No extension will be allowed unless there is an extenuating circumstance.


Please review the funding guidelines <https://asa.mit.edu/lefarcade-descriptions-guidelines> before applying. In addition, please consider applying for other funding sources <https://asa.mit.edu/group-resources/group-funding> as we expect that LEF/ARCADE will be very competitive.

________________________________

Space Application

If you wish to apply for office or storage space for your group, fill out the space application <https://cglink.me/2cy/s430> by Sunday, October 1st at 11:59 PM. Student Groups that currently have space MUST also fill it out, otherwise we will assume you no longer wish to use it. If you have any questions, you can reach us at <asa-space at mit.edu<mailto:asa-space at mit.edu>>.

________________________________

Midway Feedback

If you have any feedback about the Orientation Activities Midway, please add it to this form so ASA can take it into account: <https://cglink.me/2cy/s446>.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230908/e0be77d4/attachment-0001.htm>

From jgiang at mit.edu  Mon Sep 25 20:10:32 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Tue, 26 Sep 2023 00:10:32 +0000
Subject: [ASA-Official] Fall GBM
Message-ID: <DS7PR01MB7711B12BFE173D8690747DF7DCFCA@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Fall General Body Meeting

________________________________

Fall General Body Meeting

Our Fall General Body Meeting will be the evening of Monday October 30th from 5:00-7:00 PM in 34-101. Put it on your calendars! We will send out an agenda including any documents to review before the meeting at least one week before that date.


Please arrive promptly so we can complete check-ins and start on time to get through the agenda as efficiently as possible. Every student group is required to send a representative, with the exception of individual FSILGs, dorms, and club sports; those groups? governance groups may attend if they wish to but are not required to do so. There will be makeup options for groups that are entirely unable to attend, but if groups do neither of these, they will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Dinner will be served.


Any member may check-in for a group and may check-in for more than one group. However, only students listed as President, Treasurer, Group Admin, or GBM proxy in the group's ASA Database entry <engage.mit.edu<https://engage.mit.edu/>> may exercise the group's vote. Furthermore, no one may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives.


Please make sure to designate a GBM proxy in the Engage database prior to the GBM if you do not expect a President, Treasurer, or Group Admin to be present at the meeting.


If you have any topics pertaining to student group activities on campus you would like to suggest be addressed at the meeting, please submit your questions, comments, or concerns using this form: <https://cglink.me/2cy/s451>.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20230926/e9d3c01e/attachment.htm>

From jgiang at mit.edu  Wed Oct  4 01:31:11 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Wed, 4 Oct 2023 05:31:11 +0000
Subject: [ASA-Official] Space Applications | Fall GBM
Message-ID: <DS7PR01MB77118F15EC347AC7C3241E53DCCBA@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Space Applications Late Deadline

  *   Fall General Body Meeting

________________________________

Space Applications Late Deadline

The original space application deadline of October 1 has now passed, so all new applications will be considered late and deprioritized accordingly. If your group wishes to have office/locker space, please complete this form: <https://cglink.me/2cy/s430> by 11:59 pm on Friday, October 6. Groups that already have office/locker space must submit this application or have all of their space deallocated. Please note that ASA does not guarantee your group will retain all of its space by reapplying, due to the limited amount available.

________________________________

Fall General Body Meeting

Our Fall General Body Meeting will be the evening of Monday October 30th from 5:00-7:00 PM in 34-101. Put it on your calendars! We will send out an agenda including any documents to review before the meeting at least one week before that date.


Please arrive promptly so we can complete check-ins and start on time to get through the agenda as efficiently as possible. Every student group is required to send a representative, with the exception of individual FSILGs, dorms, and club sports; those groups? governance groups may attend if they wish to but are not required to do so. There will be makeup options for groups that are entirely unable to attend, but if groups do neither of these, they will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Dinner will be served.


Any member may check-in for a group and may check-in for more than one group. However, only students listed as President, Treasurer, Group Admin, or GBM proxy in the group's ASA Database entry <engage.mit.edu<https://engage.mit.edu/>> may exercise the group's vote. Furthermore, no one may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives.


Please make sure to designate a GBM proxy in the Engage database prior to the GBM if you do not expect a President, Treasurer, or Group Admin to be present at the meeting.


If you have any topics pertaining to student group activities on campus you would like to suggest be addressed at the meeting, please submit your questions, comments, or concerns using this form: <https://cglink.me/2cy/s451>.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20231004/9c15b876/attachment.htm>

From jgiang at mit.edu  Mon Oct 16 19:01:18 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 16 Oct 2023 23:01:18 +0000
Subject: [ASA-Official] Space Allocation Information | Fall GBM | Hazing
 Form | Engage Sessions
Message-ID: <DS7PR01MB7711B9C4B13ADD1E80E066A5DCD7A@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Space Allocation Information

  *   Fall GBM

  *   Hazing Form

  *   Engage Sessions

________________________________

Space Allocation Information

With the recent reopening of the ASA office/storage spaces in the 4th floor of the Student Center, there has been some confusion about the ongoing Space Allocation cycle. The new allocations have not been decided yet, and the assignments which were followed last Friday were only created to give guidance to the movers. As a result, groups that applied for new/more space will receive the official results in around a week.

________________________________

Fall General Body Meeting

Our Fall General Body Meeting will be the evening of Monday October 30th from 5:00-7:00 PM in 34-101. Put it on your calendars! We will send out an agenda including any documents to review before the meeting at least one week before that date.


Please arrive promptly so we can complete check-ins and start on time to get through the agenda as efficiently as possible. Every student group is required to send a representative, with the exception of individual FSILGs, dorms, and club sports; those groups? governance groups may attend if they wish to but are not required to do so. There will be makeup options for groups that are entirely unable to attend, but if groups do neither of these, they will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Dinner will be served.


Any member may check-in for a group and may check-in for more than one group. However, only students listed as President, Treasurer, Group Admin, or GBM proxy in the group's ASA Database entry <engage.mit.edu<https://engage.mit.edu/>> may exercise the group's vote. Furthermore, no one may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives.


Please make sure to designate a GBM proxy in the Engage database prior to the GBM if you do not expect a President, Treasurer, or Group Admin to be present at the meeting.


If you have any topics pertaining to student group activities on campus you would like to suggest be addressed at the meeting, please submit your questions, comments, or concerns using this form: <https://cglink.me/2cy/s451>.

________________________________

Important Reminder: Please sign and upload the Hazing Form by October 30th

This is a friendly reminder from the SOLE office regarding the Hazing Form requirement. We kindly request one representative from each ASA-recognized student organization and all Residential Life groups to carefully read and sign the Hazing Form, which is accessible via this link<https://powerforms.docusign.net/a9071afe-acf2-4a49-91bf-40ee2512ca4e?env=na2&acct=a76475db-2ab3-4a5f-b7bd-1ba6a5dd7f4e&accountId=a76475db-2ab3-4a5f-b7bd-1ba6a5dd7f4e&recipientLang=en>. <https://powerforms.docusign.net/a9071afe-acf2-4a49-91bf-40ee2512ca4e?env=na2&acct=a76475db-2ab3-4a5f-b7bd-1ba6a5dd7f4e&accountId=a76475db-2ab3-4a5f-b7bd-1ba6a5dd7f4e&recipientLang=en>


Once the form has been completed, we kindly request that each group upload a signed copy of the Hazing Form to the "Files" section on Engage. Additionally, please ensure that you share the content of the Hazing Form with all members of your group for their awareness.


We kindly ask all groups to complete this important task no later than the ASA General Body Meeting scheduled for Monday, October 30th. Should you have any questions or need further assistance, please do not hesitate to reach out to SOLE at <sole at mit.edu<mailto:sole at mit.edu>>.

________________________________

Update your Engage Page: Engage Sessions

Don't miss SOLE?s Engage training sessions every Thursday in October, from 5-6pm. We'll guide student organization officers through updating essential elements on your group page: Mission Statement, Primary Contact, Group Officers, Member Roster, Group Category, Funding Source, Membership, and Type of Activity Tags. Plus, learn about the resources available on Engage, like emails, surveys, and websites. Join us here<https://cglink.me/2cy/r914192> <https://cglink.me/2cy/r914192>!

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20231016/cff22e26/attachment-0001.htm>

From jgiang at mit.edu  Fri Oct 20 17:04:33 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Fri, 20 Oct 2023 21:04:33 +0000
Subject: [ASA-Official] New Campus-Wide Postering Policy | Fall GBM
Message-ID: <DS7PR01MB7711FFAFE74D49AAF2604B08DCDBA@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   New Campus-Wide Postering Policy

  *   Fall ASA GBM

________________________________

New Campus-Wide Postering Policy

As a result of a couple high-profile postering-related controversies, the MIT administration has created a new postering policy<https://policies.mit.edu/policies-procedures/120-relations-public-use-mit-name-and-facilities-use/125-use-facilities/1255> for public postering spaces.

<https://policies.mit.edu/policies-procedures/120-relations-public-use-mit-name-and-facilities-use/125-use-facilities/1255>


This was created with significant input from the ASA Postering Chair and other student leaders to try to mitigate impact on student groups? current postering abilities. Read the exact text for details, but the postering policy broadly restricts postering to MIT-relevant activities and information from MIT groups (including student groups). Messaging from individuals is now prohibited, except for individuals running for student government offices. Messaging from groups about their events, activities, programs, and views remains permitted.


The ordinary ASA rules on postering on ASA public boards<https://asa.mit.edu/advertisingpublicity/public-advertising-space> <https://asa.mit.edu/advertisingpublicity/public-advertising-space> (and postering by ASA-recognized groups) remain in place and will still be enforced by students on the ASA. These rules manage things like resource usage on the boards, but not poster content. For issues with poster content, you can email us to be referred to the Rapid Response Team listed in the new Institute policy.


We are also in the process of labeling private boards with club ownership. If another group posters on your club?s private board, you are allowed to clear it immediately (and can contact the ASA if you wish us to send them an official warning). Some private boards are still unallocated, so we encourage clubs to reach out to <asa-postering at mit.edu<mailto:asa-postering at mit.edu>> requesting a private board.

________________________________

Fall General Body Meeting

Our ASA Fall General Body Meeting will be the evening of Monday October 30th (sPoOky) from 5:00-7:00 PM in 34-101. Put it on your calendars! We will send out an agenda including any documents to review before the meeting at least one week before that date.


Please arrive promptly so we can complete check-ins and start on time to get through the agenda as efficiently as possible. Every student group is required to send a representative, with the exception of individual FSILGs, dorms, and club sports; those groups? governance groups may attend if they wish to but are not required to do so. There will be makeup options for groups that are entirely unable to attend, but if groups do neither of these, they will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Dinner will be served.


Any member may check-in for a group and may check-in for more than one group. However, only students listed as President, Treasurer, Group Admin, or GBM proxy in the group's ASA Database entry <engage.mit.edu<https://engage.mit.edu/>> may exercise the group's vote. Furthermore, no one may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives.


Please make sure to designate a GBM proxy in the Engage database prior to the GBM if you do not expect a President, Treasurer, or Group Admin to be present at the meeting.


If you have any topics pertaining to student group activities on campus you would like to suggest be addressed at the meeting, please submit your questions, comments, or concerns using this form: <https://cglink.me/2cy/s451>.

NOTE: This form is closing this Sunday Oct 29th at 2pm so we can finalize the agenda before sending it out.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20231020/2a055d68/attachment.htm>

From jgiang at mit.edu  Tue Oct 24 13:42:54 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Tue, 24 Oct 2023 17:42:54 +0000
Subject: [ASA-Official] Fall General Body Meeting and Agenda
Message-ID: <DS7PR01MB77113C899B80C0643225F4E5DCDFA@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   Fall GBM Agenda

________________________________

Fall General Body Meeting and Agenda

Our ASA Fall General Body Meeting will be NEXT WEEK the evening of Monday October 30th (sPoOky) from 5:00-7:00 PM in 34-101. Put it on your calendars! The agenda is linked here:

<https://docs.google.com/document/d/1enraLIeXEUZyVhJx7yk4eDhBX_4bwHtBrffxJ8WoORo/edit?usp=sharing>


Please arrive promptly so we can complete check-ins and start on time to get through the agenda as efficiently as possible. Every student group is required to send a representative, with the exception of individual FSILGs, dorms, and club sports; those groups? governance groups may attend if they wish to but are not required to do so. There will be makeup options for groups that are entirely unable to attend, but if groups do neither of these, they will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Dinner will be served.


Any member may check-in for a group and may check-in for more than one group. However, only students listed as President, Treasurer, Group Admin, or GBM proxy in the group's ASA Database entry <engage.mit.edu<https://engage.mit.edu/>> may exercise the group's vote. Furthermore, no one may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives.


Please make sure to designate a GBM proxy in the Engage database prior to the GBM if you do not expect a President, Treasurer, or Group Admin to be present at the meeting.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20231024/ce1a1256/attachment.htm>

From jgiang at mit.edu  Mon Oct 30 12:31:41 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 30 Oct 2023 16:31:41 +0000
Subject: [ASA-Official] Reminder ASA Fall GBM TODAY
Message-ID: <DS7PR01MB7711AE1C3361979B295451E0DCA1A@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   ASA Fall GBM TODAY

________________________________

Fall General Body Meeting is TODAY

Reminder that our ASA Fall General Body Meeting is TODAY on October 30th (sPoOky) from 5:00-7:00 PM in 34-101. The agenda is linked here:

<https://docs.google.com/document/d/1enraLIeXEUZyVhJx7yk4eDhBX_4bwHtBrffxJ8WoORo/edit?usp=sharing>


Please arrive promptly so we can complete check-ins and start on time to get through the agenda as efficiently as possible. Every student group is required to send a representative, with the exception of individual FSILGs, dorms, and club sports; those groups? governance groups may attend if they wish to but are not required to do so. There will be makeup options for groups that are entirely unable to attend, but if groups do neither of these, they will incur a fine and may be suspended or de-recognized if the group has repeatedly missed GBMs. Dinner will be served.


Any member may check-in for a group and may check-in for more than one group. However, only students listed as President, Treasurer, Group Admin, or GBM proxy in the group's ASA Database entry <engage.mit.edu<https://engage.mit.edu/>> may exercise the group's vote. Furthermore, no one may exercise the vote of more than one group, and each group has only one vote even if they send multiple representatives.


Please make sure to designate a GBM proxy in the Engage database prior to the GBM if you do not expect a President, Treasurer, or Group Admin to be present at the meeting.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20231030/9542924d/attachment.htm>

From jgiang at mit.edu  Mon Nov 20 17:33:08 2023
From: jgiang at mit.edu (Jessica Giang)
Date: Mon, 20 Nov 2023 22:33:08 +0000
Subject: [ASA-Official] GBM Makeup Form | Initial Space Allocations |
 LEF/ARCADE Update
Message-ID: <DS7PR01MB77110A29DC379561B510CF20DCB4A@DS7PR01MB7711.prod.exchangelabs.com>

Dear Student Group Leaders,


Please read the following announcements carefully:

  *   GBM Makeup and Feedback Form

  *   Initial Space Allocations

  *   LEF/ARCADE Fall Cycle Update

  *   LEF/ARCADE Winter Cycle Applications

________________________________

GBM Makeup and Feedback Form

If you could not attend the ASA GBM on October 30, please take the following GBM Makeup quiz<https://cglink.me/2cy/s502>, using the GBM slides and minutes for reference. You will need to pass the quiz to receive credit. If you have any feedback from the GBM that you would like ASA to see, please fill out the feedback form or email us.


Quiz: <https://cglink.me/2cy/s502>

GBM Slides: <GBM_Fall23.pdf - Google Drive<https://drive.google.com/file/d/1bMp_SMieC8O0309j4tK7I0faqohOVJNe/view>>

GBM Feedback: <https://cglink.me/2cy/s484>

________________________________

Initial Space Allocations

You can find the initial space allocations here: <https://docs.google.com/spreadsheets/d/1VBJsb0FpIcA0qEohYq_StNQOz6GZkEhHtvVhnynsx7U/edit?usp=sharing>. If you are not happy with the current allocations, you can appeal by filling out this form: <https://cglink.me/2cy/s504>. Appeals are due next Sunday, 12/03/2023 at 11:59pm.

________________________________

LEF/ARCADE Fall Cycle Update

We have finished reviewing the LEF/ARCADE appeals for Fall 2023 and allocated approximately $5000 to groups. If your group submitted an appeal, you should have received an email with the outcome. Feel free to contact us at <asa-treasury at mit.edu<mailto:asa-treasury at mit.edu>> if you have questions, or if you have not heard from us. As a reminder, post-event reports are due 30 days after the event. Please refer to the allocation email for details.


We?d love to hear your feedback on LEF/ARCADE. Send them now on Engage<https://cglink.me/2cy/s484> <https://cglink.me/2cy/s484> or join our weekly meeting<https://asa.mit.edu/about-asa/meetings-and-office-hours> <https://asa.mit.edu/about-asa/meetings-and-office-hours>.

________________________________

LEF/ARCADE Winter Cycle Applications

LEF/ARCADE winter applications <https://cglink.me/2cy/s505> are open now until December 8th. This cycle covers events from January to March. No extension will be allowed unless there are extenuating circumstances.


Please review the funding guidelines <https://asa.mit.edu/lefarcade-descriptions-guidelines> before applying. In addition, please consider applying for other funding sources <https://asa.mit.edu/group-resources/group-funding> as we expect that LEF/ARCADE will be very competitive.

________________________________

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<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://mailman.mit.edu/pipermail/asa-official/attachments/20231120/34c66882/attachment-0001.htm>