[mit-habitat-exec] [ASA] IAP, Office Space Allocations, Announcements
asa-exec@MIT.EDU
asa-exec at MIT.EDU
Wed Oct 22 22:42:09 EDT 2003
Dear Student Leaders,
Now well into the term, we hope the semester is treating you well. Thank you
for the huge support in responding to our surveys at the General Body Meeting.
It is time to begin thinking about IAP events. Details for submission are
below. Also, deadlines for office space allocations are fast approaching.
Read on for instructions!
Best of luck!
~ Your ASA Executive Board
<asa-exec at mit.edu>
------------------------------------
In this e-mail:
1) ASA Updates
2) LEF/ARCADE Reminders and DEADLINES
3) Budget Proposal Workshop
4) IAP 2004
5) Coffeehouse announcement
6) Office reallocations
7) Public Postering Rules
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--------------------
1) ASA Updates
--------------------
Newly appointed secretary:
The ASA Secretary position became vacant after the recent General Body
Meeting. In accordance with the ASA Constitution, the ASA President has
appointed Arthur Fitzmaurice to fill the position until the next election.
Arthur most recently served the ASA as last year's Treasurer and Chairman of
the LEF and ARCADE funding boards. We are looking forward to having Arthur
back as a member of the ASA Executive Board. Please be patient as he
transitions into this position, and get ready for an improvement in the
communication between the ASA and your student group.
New Constitution:
The ASA Constitution that was approved by the General Body last spring, has now
been officially approved by the Graduate Student Council and the Undergraduate
Association. Look for this updated constitution to be posted on the web site
soon.
----------------------------------------------------------
2) LEF/ARCADE Reminders and DEADLINES
----------------------------------------------------------
The LEF/ARCADE application deadline for funding IAP/Spring 2004 events is 5:00
PM EST on Wednesday, November 12, 2003 at the ASA Office (W20-401). Please
consult the following link for more details:
http://web.mit.edu/asa/www/funding/lef-arcade.shtml
--------------------------
3) Budget Proposal Workshop
--------------------------
The UA Finance Board, GSC Funding Board, LEF, ARCADE, and the Student
Activities Finance Office cordially invite all student groups to attend the
Budget Proposal Workshop (Thursday, Nov. 6 @ 5:30pm in Room 4-149).
Attendance is strongly recommended, as active participants will have an edge in
the upcoming funding cycles. For questions, write: budget-workshop at ua-2.mit.edu.
----------------
4) IAP 2004
----------------
Planning for IAP '04 has begun! We want MIT's student groups to be front and
center with activities for IAP 2004. IAP runs from January 5 to January 30,
2004) Here's the how-to information and important dates and deadlines:
1) WHO HAS AUTHORITY TO POST (REPRESENT) FOR AN ASA GROUP:
The current listing of people authorized to post events is located at:
http://student.mit.edu/iap/IAPsponsors.html
2) HOW TO GET AUTHORIZED TO POST FOR IAP:
Any ASA group wishing to sponsor IAP activities must designate 1-2 IAP
Coordinators who are authorized to post that group's listings.
*Each* Coordinator must get authorized to post for that group through Ms.
Leslie Bottari. Please have your Coordinator(s) send her (bottari at mit.edu):
* the name of the student group
* Each Coordinator's kerberos ID (Athena user ID)
3) HOW TO POST ACTIVITIES
Go to http://web.mit.edu/iap/postform.html and read the instructions on how to
use the posting forms. Then go to "Post, Revise, and View My IAP 2004 Subjects
and Activities."
To ROLL OVER an activity:
If your ASA group posted an activity for last IAP, as soon as your group's
coordinator is authorized to post, s/he will be able to see a list of
activities that may be rolled over from last year. Click on the "select" box to
view the activity, and then click on "edit" to roll it over.
4) QUESTIONS/PROBLEMS WITH POSTING:
The updated posting form is easy to use. However, please contact iap-
www at mit.edu for any questions or posting problems.
5) DATES AND DEADLINES FOR IAP GUIDE:
* FRIDAY, OCTOBER 31: DEADLINE FOR IAP GUIDE (print version). Any activity
that your group wants included (listed) in the printed IAP Guide must be posted
by 5:00 pm, Friday, October 31.
* ON-GOING (through end of IAP): the IAP web site (http://web.mit.edu/iap ) is
available for posting and publicizing your group's activities through the end
of IAP. The web site will always be the most accurate, up-to-date place for
information about IAP activities and subjects.
* FIRST WEEK IN DECEMBER: IAP GUIDE (Printed version) will be available in
Lobby 7.
--------------------------------------
5) Coffeehouse announcement
--------------------------------------
Would you like to perform in the Coffee House?
A collaboration between the UA, SaveTFP, and the CAC has provided the Student
Center Coffee House for use by performing student groups on Friday Nights. We
want this to be an opportunity for students to create their own
events for their fellow peers. All performing art events all welcome and can
include open practices, dress rehearsals, workshops, local musicians, game
nights, comedy shows, poetry readings, open mic, or anything else related.
Events must be free & open to all students. Preference is given to events that
are unique, entertaining, interactive, or catered to the entire student body.
If your group is interested in holding an event please email <c-house at mit.edu>
Additional info:
UA Dining Committee- web.mit.edu/ua/www/committees/dining
SaveTFP- web.mit.edu/savetfp
----------------------------
6) Office reallocations
----------------------------
If you HAVE or WANT OFFICE SPACE, you MUST let us know by NOVEMBER 7 or else
you will have ZERO office space!
The ASA reallocates student group offices once every two years. The process is
starting now; we will be collecting applications from now until November 7th.
For the remainder of November, we will be evaluating applications and
inspecting existing offices to check whether they are being used effectively.
Prior to December 1st, we will send out a priority list; groups with offices
will be categorized as "may gain space", "will have space equivalent to their
current space", "may lose some space", and "may lose all of their space".
Groups which do not currently have space will be prioritized into three lists;
all groups on list A will get space before any on list B, and all groups on
list B will get space before any on list C. You may appeal which list you are
on; appeals must be sent to asa-exec at mit.edu prior to December 8th. We will
hear those appeals prior to the end of the fall term.
The ASA will issue a list of room assignments by the end of fall finals week.
Groups will move into their new rooms during IAP.
FAQ:
1) Do all groups that apply get space?
No. There are over 300 student groups, and we expect about half of them to
apply for office space. We have 66 rooms. Even with a number of rooms getting
assigned to more than one group, we typically have a number of groups that do
not get space. We do maintain a waitlist, so that if space opens up (either we
get more, or a group loses its space for some reason), we can grant space to
groups on the waitlist.
2) We like our current room; will we automatically get to keep it?
No. There are usually significantly more requests than we have rooms. Thus,
even if your group likes its current room assignment and is using the room, we
may need to move you to a smaller room, or add another group to your room.
3) We made changes to our space (adding net drops, phone lines, built in
shelving...). Therefore we have to keep it, right?
No. We will try to take room improvements into account when figuring out where
to put groups, but there just isn't enough space.
4) Can we pick what groups we will share space with?
When assigning shared office space, we try to find compatible groups. We
encourage joint applications, if there is some group that you particularly want
to share space with. We will try to contact you if you are going to be
assigned to a shared office, to check who you are willing to share space with.
5) Are there specially outfitted rooms available?
We have three darkrooms. If you aren't one of the groups that already has one,
it is unlikely that you will get one. If you particularly need space with a
net drop, phone line, or secure storage, mention it on your application, and we
will try to take it into account.
6) Walker sucks. How can we get an office in the student center?
Unfortunately, half of our space is in walker. We will be trying to give
student center space only to groups that really need it, so the only way to
increase your chances of getting space in the student center is to have a good
reason (Walker doesn't have air conditioning is a good reason if your group
owns something that cannot stand the
heat, for example).
7) How does the ASA prioritize groups?
We look at why the group wants space, how they are using any space they
currently have, and how active the group is. If your group has a large amount
of equipment that is vital to the function of the group, we will try to assign
a space adequate to store that equipment. If your group has an office, we will
try to judge whether it is being used often, whether the contents of your
office can be compressed into a smaller space, and whether the contents of the
office are important to your group. We will try to give some preference to
large, active groups, so that office space will be benefiting the largest
possible number of students. We try to look at whether the group could
function without an office.
For example, the outing club has a large supply of equipment which they use
regularly for outings, so we try to ensure that they have a room adequate for
storing it all; many groups have small amounts of stuff that can more
reasonably be stored in a locker in the small activities locker room. WMBR
runs a radio station, which we cannot reasonably ask them to do out of
someone?s dorm room, whereas a group which occasionally meets to throw a party
is something that we can ask to just reserve a room on campus or run out of a
dorm room.
We also give lower priority to groups which we can reasonably expect to get
space elsewhere; departmental groups should contact their department, club
sports should contact the club sports council, and residential fsilgs are
expected to have space in their house.
We do not generally distribute space for the purpose of having your group or
its executive board meet in your office; there isn't enough space to go around
for that purpose, and you should be able to reserve a classroom or conference
room somewhere on campus. If you want to be an exception to this, you need a
very good reason.
8) Why is there so little space available?
Ask Dean Benedict or Provost Brown; the ASA does not have any control over how
much space is available, only how we distribute it.
9) If we don't like our prioritization, how do we appeal?
Details will be sent out with the priority list; you will need to submit a
short summary of why you think your group merits a higher classification, which
you will present to a meeting of the ASA and a representative of the SAO. We
will then ask you any questions we have, and then revote on your group's
classification.
10) If we don't like the final allocation, how do we appeal that?
This is much more difficult; you can submit a petition backed by at least 25
fully recognized class I groups (not club sports, sponsored groups, or fsilg
groups), which will put it on the agenda for our spring general body meeting; a
majority of the general body can vote to overturn a specific room allocation.
We need all of the following information to process a space request. All
information will be made public except the answer to #8. Please keep the
answers to the first ten questions short. Email your application to asa-
rooming at mit.edu, preferably in plain text. Alternately, you may submit it on
paper to the ASA mailbox in W20-401, but we would much prefer to see it
electronically. Applications are due Friday, November 7, but we would prefer
to see them earlier.
1) Name of your group
2) Contact person(s) for your group who we should contact about
rooming issues (email address)
3) Number of current undergrad members of your group
Number of current grad student members of your group
Number of other members of the MIT community who are members of
your group (alums, spouses, faculty, staff)
Number of members of your group who do not fall into the above
categories
4) What activities does your group run in a typical year?
Include frequency (every week, every month, etc), a very brief
description (one sentence), whether your events are typically in the
spring, fall, IAP, or summer, and estimated size. Try to keep it
short; this is a small part of the process, and we don't want to read
a book about your activities.
5) How frequently do the officers of your group meet?
6) If you receive office space, how frequently do you expect to use it?
7) Do you have any particular restrictions on what type of space is
useful to you (i.e. expensive equipment that is a security risk so
that you cannot share an office with anyone, you always run events in
the student center so storing things in walker is useless, you need a
darkroom because you do a lot of photography, etc).
8) Are there any particular groups that you want to share an office
with? Are there any particular groups that you refuse to share an
office with? (we are not required to make the answer to this question
9) Is this the first time you are applying for office space? If yes,
why did you not apply in previous years? (If you don't know whether
or not you applied in previous years, just say so, and we can probably
look it up).
10) If you currently have an office or storage space, where is it. If
it is shared with other groups, what fraction of the room does your
group use, and how well are you getting along with the other groups.
Is the current space meeting your needs?
11) Describe the space you want. Include how much space you need
(square foot estimate, or 'about the size of room xx-xxx'), what you
are likely to do with the space, and how having or not having the
space will affect your group. Please keep the description to no
longer than one page.
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7) Public Postering Rules
-------------------------
General rules:
ONE POSTER PER EVENT PER BOARD
Poster only in designated spaces
MIT groups have priority
You must include the sponsoring party and contact information
You must date your posters
What you CAN do:
Use flat flyers up to 22" x 17"
Poster over repeated flyers
Poster over flyers of past events
Poster over non-MIT flyers if the boards are full
What you can NOT do:
Never, ever, tear down other posters; poster over them, if applicable above,
but do not tear them down
Never poster outside designated areas
Don't poster over current flyers
Campus Activities Complex Guidelines
In addition to the ASA guidelines, additional guidelines have been established
by the Campus Activities Complex (CAC) with respect to advertising of events in
which alcohol is to be present. These guidelines may be found on page 59 of:
http://web.mit.edu/campus-activities/www/downloads/SLP_Guidebook.pdf
Contact the ASA Execboard if you want to report any violations or have any
questions or comments.
Sanctions
The ASA has established the following sanction mechanism:
For anything other than postering outside designated areas, groups will receive
a warning.
After a warning, or for postering outside of designated areas, the ASA will use
the following fine structure:
1st offense: $25.00
2nd offense: $50.00
3rd offense:$100.00
The fine doubles with each subsequent offense during each term.
Teardown Policy
Officially, posters are torn down by Facilities personnel every Thursday at
midnight. The actual teardown time will vary depending on staffing that
evening, the route that they travel through the Institute, and whether other
duties interfere.
*****************************************************************************
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This email was sent by the ASA Executive Board to the officers of all MIT
Student Activities. The ASA Executive Board moderates these mailings.
If you have questions about its contents please contact <asa-exec at mit.edu>.
You received this e-mail because you were listed as an officer of an MIT
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about a group, an officer of the student group can type 'setup asa' from
an Athena prompt. To update individual members of a list the list
administrator must use 'blanche' or 'listmaint' in Athena, or access
http://web.mit.edu/moira
with MIT certificates. The ASA does not have direct control over the
individual memberships of officer's mailing lists.
The table below indicates which lists your username is in. If you received
this e-mail in error please contact the current officers of the groups
listed.
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