ASA - Association of Student Activities

About ASA

Frequently Asked Questions

Group Recognition
ASA Database
Group Resources
Emails
Postering

Group Recognition

1) I am hoping to start a club at MIT. What are the steps to make our club official?

To apply for recognition, your group should follow the procedure outlined here. There are several deadlines for applications each year.

2) I represent a group that already exists. Is there anything I need to do for the Group Recognition Cycle?

No; it is only for new groups applying for recognition and currently unfunded groups applying to have their status changed to funded.

3) Iím not sure I want to apply for ASA recognition, but Iíd like to use the MIT name in the club.

Using the MIT name is not allowed unless the group is recognized by an MIT department or office, or by the ASA.

4) My group is currently unfunded. How can we become funded so we can apply to either the UA Finboard or GSC Funding Board?

At least a year after your group was initially recognized, your group may use the same procedure that new groups do for recognition to apply for a status change. You should apply here. There are several deadlines for applications each year. When you apply, fill out the Funded Student Group Application.

5) How long does the group recognition process take?

That depends. Typically, the ASA holds four recognition cycles throughout the year. The deadlines for each are listed here. The ASA will then set up a 15-minute meeting with each group in the days following the deadline. Next, the ASA has to meet as a whole board to make a decision. The ASA can make one of the following decisions at that meeting:

  1. Recognize the group as theyíve applied
  2. Recognize the group in a different category/capacity than theyíve applied (e.g., unfunded instead of funded)
  3. Not recognize the group
  4. Table the groupís application (in which case the ASA would get in touch with the group or appropriate MIT offices with further questions or concerns)

The ASA meets once a week, so your groupís applications can sometimes be decided within a week of meeting with us. Once the ASA makes a decision, the group will most likely be told a day or two afterward. In some cases, however, the process can take substantially longer if there are complications.

6) How do I re-recognize an old group thatís been de-recognized?

You should follow the procedures listed here. These applications are considered at the same time as new applications in one of the group recognition cycles throughout the year.

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ASA Database

1) I am the president/treasurer of an MIT student group and I cannot access our ASA database entry because our old president/treasurer is no longer available. How do I change the information in the database?

Email asa-exec@mit.edu with the name and kerberos ID of your president and treasurer, CC'ing your officers' list. We will give them access to change the entry for your group. Please update the remaining information for your group afterwards. Also, please make a note of this during your group's next transition (to new officers, board members, etc.) so they do not have to go through the same thing. Thanks!

2) How do I change my group's name in the database? We've started calling ourselves something different.

Email asa-exec@mit.edu with your current group's name, your new group's name (that you use now), and a couple of sentences explaining the name change. The ASA will then most likely make the name change in your group's database entry, and will add a note at the bottom of the entry so that future members of your group know of the name change.

3) How do we change/add/remove account numbers in the database?

If your group was just recognized, the Student Activities Office will email your group and the ASA with at least your Main Account, and also your Funding Account if your group was recognized as "funded." A member of the ASA will then add the account numbers to your database entry for your group.

If your group just had a status change to "funded," then the Student Activities Office will email your group and the ASA with the newly-created Funding Account. A member of the ASA will then add the account number to your database entry for your group.

If your group has more than two accounts (e.g., your group has a Reserve Account in addition to Main and Funding Accounts), then you should email the ASA with the name and cost object, if the Student Activities Office does not, and the ASA will add it as a Note in the bottom of your database entry.

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Group Resources

1) How often is treasurer training required?

Treasurer training is only required if the group wants or plans to apply to either the UA Finance Board (Finboard) or the GSC Funding Board--in which case, training is required once each academic year.

2) Do we have an Athena locker?

Yes! IS&T made one when your group was created. If it is not listed in your groupís ASA Database entry, contact IS&T to find out what it is.

3) How do I check the account balance for my group?

First, a clarification: The ASA does not provide group's accounts. Rather, that is through the Student Activities Office (SAO).

You can check the balance here. To get access, a financial signatory (as listed in the ASA Database) has to email funds@mit.edu requesting access to the specific accounts (both main and funding).

To check the main account balance, you'd use the Cumulative Account Balance Report; only use this report for your main account. To check the transactions that have been made to either the main or funding account, you'd use the Transaction Account Report over the desired time period.

You should direct further questions to the Student Activities Office.

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Emails

1) I keep getting emails from the ASA even though I am not part of any MIT student group. How do I get them to stop?

Unfortunately (with very rare exceptions, see below), we do not have the ability remove you; the recipients of the list asa-official are the officer lists of ASA-recognized groups, so if you're receiving emails mail it is because you are on some officer list with which you were once involved. If possible, you should figure out which lists you were on, and then either:

  1. E-mail the current officers of the club (perhaps by e-mailing the list) and ask them to take you off.
  2. Remove yourself from individual mailing lists. You can do this using WebMoira.

If you are still part of MIT (with web certificates) and you can't figure out which lists you are on, WebMoira's front page shows the lists you are a member of.

Exception: asa-official-listeners contains some non-officers-list members of asa-official; you can see if you are on it and remove yourself using WebMoira's asa-official-listeners page.

2) We have a mailman list that is preventing our getting ASA official e-mails. How do we fix this?

When you sign into the Mailman administrative interface for your list, you should do the following:

  1. Under Configuration Categories, click on Privacy Options
  2. Under that, click on Sender filters
  3. Scroll down to non-member filters
  4. The first box says "List of non-member addresses whose postings should be automatically accepted." In that box, add: asa-exec@mit.edu

If instead you do want to accept every message from every non-member, on that same page toward the bottom, there's a line that says "Action to take for postings from non-members for which no explicit action is defined." Select "Accept" as opposed to "Hold" or"Reject."

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Postering

1) For postering, does "MIT groups have priority" go so far as to mean groups can post over non-groups at will? The rules also state "Poster over non-MIT flyers if the boards are full," so does this mean anything MIT (like a class council or department or seminar) is considered a group?

MIT groups (whether ASA-recognized or academic departments or whatever) can poster over non-MIT entities (ads for restaurants and test-prep classes and such) if the boards are full, but not otherwise. All MIT entities are equivalent for the purposes of this rule. You can also poster over any group's fliers for past events or repeated / more than one per event fliers, whether they're MIT-affiliated or not.

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If there are any other questions that you think should be answered here, please email asa-exec@mit.edu. Thanks!