Office and storage spaces (including lockers) are allocated every other year. New space assignments have been published during for the two year period starting January 2014. If you have concerns about your space or want to request new space in between cycles, then email the ASA Board (email@example.com).Incoming allocations:
Moving Timing and Logistics
We are organizing moving between offices individually with groups. We are endeavoring to make the process as smooth and efficient as possible. If you have any questions, please contact us at firstname.lastname@example.org.
Shared Space Agreements and Meetings
Groups sharing office space - indicated in the "shared" column in the assignment listings - need to submit shared space agreements. The purpose of this agreement is to support a successful sharing arrangement and to give the groups and ASA Board a starting point if a need arises for arbitration about the sharing of the space. If the meeting column in the listings is not checked, groups are expected to communicate directly and submit a copy of the agreement to email@example.com by Monday 2/6. We have posted a template (pdf, docx) and a sample for these agreements.
We are requesting that groups in many shared spaces have a brief (15-20min) meeting with ASA Exec representatives to discuss how the space will be shared. These meetings will also be used to discuss (and ideally approve) a shared space agreement for the space. Your group only needs to have one person at this meeting, though you may have more. Please submit this Doodle form once per group. Before coming to these meetings please look at the template shared space agreement and discuss with your group your initial ideas for those items.
Appeals and Office Hours
The deadline for appeals has passed (1/29) and we don't currently have any further space office hours scheduled. You can email firstname.lastname@example.org for clarification or further information or to schedule a time to speak in person.
Note: administrative offices (CAC, SAO, etc.) will only start using the Database on Monday 2/6. We will work CAC to start syncing access lists between the Database and doors on Monday and Tuesday (2/6-7).
i) Office access for spaces with card readers are controlled by the ASA Database.
ii) W20-437, W20-441: groups with lockers or shelf space in these rooms should also use the ASA Database. In additional, by default you can only give access to six people. If you want to give access to more people, email email@example.com for an exception.
iii) For spaces with combos: if you are remaining in the same space, your combo will remain the same. However, we strongly recommend that you request a combo change if it has been the same for the last 1-2 years or longer. You can request a change by having your president or treasurer send a request with your group name and office number to CAC (firstname.lastname@example.org). If you are moving into a new space with a combo, you should email CAC (email@example.com) for the combo.
iv) For spaces with keys: To get new keys, go to atlas.mit.edu. Click on "Campus". Click on "Service Requests". Click on "Create Request". And then click on "Keys". Fill out information as requested. Your approver is Claudette Palmer of the Campus Activities Complex. If the keys are in stock, the turnaround can be just a couple days, but it can take longer especially if the keys aren't in stock.
The deadline and late deadline for applying for space have passed. If your group would like to apply for space and you have not submitted an application, please submit an application and your group will be added to the waiting list for space.
Please make sure to read the explanation at the top of the application before continuing. Additionally, we have a text file of the application questions for your reference and brief explanations of what we expect from each section.
Student Center (W20) 4th Floor Lock Policy and Blank Cards
The Campus Activities Complex controls access to the W20 fourth floor office. Their lock policy is online. Please note that with the new ASA Database access updates will be handled differently. More information is above and this policy will be updated soon.
Starting in Summer 2011, groups with a good reason can also get "blank" cards (ones not associated with any individual). To take advantage of this last option, please email the ASA Executive Board and explain why you need "blank" cards and what you will use them for.