[ASA-Official] Operating Guidelines Changes, Vacant Spots in ASA exec board, and Midway reminder

[Hana Sousa]

Dear Student Group Leaders,

Please read the following announcements carefully:

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Operating Guidelines Changes
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ASA vacant exec board spots
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Midway reminder & updates

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Operating Guidelines Changes
The ASA Operating Guidelines have been updated to reflect the changes on groups recognition criteria. Previously, a group should have at least 5 members to be recognized. However, we have noticed that clubs with less than 10 members were not stable and would get de-recognized in a couple of cycles. Looking forward to the Fall new groups application and re-recognition cycle, the new Operating Guidelines are now up to date on this aspect. The vast majority of the active groups already have 10+ members, so it shouldn’t be a constraint for the re-recognition process.

Over the Fall, we will update it again, since the document still mentions the UA & GSC Finboards and LEF/ARCADE. As all of you know, the current funds distribution for student organizations is hosted by SGFC, which is an independent student government, supported by UA, GSC, and ASA.

Here’s the new operating guidelines:
<https://bpb-us-e1.wpmucdn.com/sites.mit.edu/dist/1/558/files/2026/09/ASA-Operating-Guidelines-Sep-2026.docx.pdf>

Please stay tuned for this and other changes.

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ASA vacant exec board spots
Currently ASA is going through a shortage of exec members. We should have at least 7 exec members, and ideally, 12 people on the board. However, we only have four active members. To ensure we have a quorum for the next academic year and that we can keep a student government that can advocate for the student body, we need more people, especially on these positions:

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Secretary
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Groups — pillar responsible for approving or denying group applications, midway allocations
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Chair
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Undergraduate Representative
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Representatives
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Space — pillar responsible for space & postering allocations, liaison with CAC, and ASA representative on EHS walkthroughs
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Undergraduate Representative
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Graduate Representative
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Postering Chair

Since ASA has changed significantly since SGFC’s inception, we are in a decisive moment for the history of student organizations on campus. There’s a lot of room to shape the ASA we want and the ASA we need for the current MIT campus. Please let us know if you would like to be part of it. Of course, as a student government, our exec meetings always have free food.

Please email <asa-president at mit.edu>, if you’d like to participate in any of these pillars.
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Midway Reminder & Updates
Reminder that the Orientation Midway is TOMORROW Friday, September 4th, 2026. 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.

Groups that are registered to perform should fill out the forms <https://cglink.me/2cy/s1018> by TODAY at noon. This year, groups will be given 5 minutes to perform with a 2-minute buffer for setup and take down.

A new booth map will be sent tomorrow, as soon as we handle the groups that canceled their participation and the groups on the waiting list. Please make sure to read the email “Orientation Midway Map, Performances, Policies, and SGFC Funding Decision.”
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Please feel free to email <asa-exec at mit.edu> with any requests, questions, or other inquiries.


Sincerely,
The ASA Executive Board
<http://web.mit.edu/asa/about/board-members.html<https://owa.exchange.mit.edu/owa/redir.aspx?C=yJZiAshjpbls53XEeUTtaeG7QyQZOrRww1ynwDsXIq7mEiCV5MHWCA..&URL=http%3a%2f%2fweb.mit.edu%2fasa%2fabout%2fboard-members.html>>


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