ASA - Association of Student Activities

ASA Database

Database FAQ

About officers and signatories

The online ASA Database maintains the official list of individuals fulfilling certain roles in groups.

Change from old Database: the Database sends automatic emails to the Student Activities Office (SAO) and Campus Activities Complex (CAC) when you update relevant roles, so you don't need to also email CAC for office access.

How to update your group's information

  1. Go to the Database (MIT Certificates Required)
  2. If you are a President, Treasurer, or Group Admin, you will be able to update your groups' information under the "Manage" tab that can be accessed on the top right of the screen.
  3. Under "Memberships" you will see a list of groups that you are a part of. Click on the one you would like to update.
  4. Most information can be updated on this page via the dropdown on the left.

Feel free to email if you have any questions about the Engage database.

How do we update our officer email list?

Change from old Database: you can change the officer email list that is listed in the ASA Database yourself and the Database will send notifications of the change.

We cannot update the members of your officer email list, please see the IS&T mailing list page for more info about changing the list members.

Who has permission to modify our database information?

The people who have permission to modify the database are those who are already listed in it as President, Treasurer, or Group Admin. It is not related to the members of your group’s email list. It is very important that old officers add new officers to the database after elections. Unlike the old database, financial signatories cannot currently modify the database » to give officers besides your president and treasurer editing access, add those officers as Group Admins.

Why is the transition so manual? Why can't you copy our information for us?

While we could do the transition automatically — and, indeed, we wrote code to do a fully-automatic transition that we used to populate our testing databases — we decided we preferred to do a more manual transition. There are two main reason for this.

First, it provides some impetus to keep the information up-to-date. We believe that a large portion of the information in the old database was highly outdated. By having groups input data by hand, we hoped that they would notice information in the old database that was out of date and update it while they were inputting it.

Second, it ensures that information in the database is valid. For example, we want to move towards having Athena lockers, constitutions, and so forth on file for all groups. This is a good opportunity to have groups input that information.

We believe that while this increases the work each group needs to do, it has enough value to be worth doing.

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