Association newsletter for week 21/2019

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This is the AYY association newsletter for week 21/2019

When your association is done with the advance booking of rentable facilities, add your events that are open to all into next academic year’s calendar (item 1). In addition, you can influence the Associations Act until Wednesday (item 3). Have a great Annual Ball weekend!

Upcoming events and important dates for associations
18 May: AYY 9^th Annual Ball party (https://www.facebook.com/events/355197748424532/)
21 May: Booking session for other associations in the 1^st list and for bookers of hobby facilities (item 2)
26 May: Vote in the European Parliament election (https://ayy.fi/en/blog/2019/03/12/futuretalks-election-spring/, advance voting 15–21 May)
26 May: Submission of events for AYY’s calendar ends (item 1, http://bit.ly/ayycalendar2019)
3 Sept: Save the date: Aalto Party

Contents of the newsletter
1. Submit your event for the calendar for the academic year 2019–2020
2. Advance booking of rentable facilities ends for associations in the 1^st list on Tue 21 May
3. Influence the Associations Act by 22 May
4. A few storage units available in Atlantinkatu and Miestentie
5. Get your association into shape for the summer with these tips!
6. The Internationalisation A to Z guide to help out your association
7. Take over AYY’s Instagram Story for a day

1. Submit your event for the calendar for the academic year 2019–2020
Associations and operators within AYY have the opportunity to submit their important dates for the Design Calendar produced collectively by AYY and TOKYO. Events can be added to the table linked below until Sunday 26 May 2019. Add your events under the correct month in chronological order.

Write the text you want in the calendar in the column “Event name/Text.” Kindly note that there is room for a maximum of 25 characters, including spaces, on one line. When writing, think about how many lines of your own calendar you want to be “wasted.” The calendar will be trilingual, so take this into account too when planning your text.

The table can be edited until the given deadline of 26 May 2019, and you can make changes to your events until then. Take care when filling in the columns, and double-check that the information is accurate. Also remember to include the information on who is organising the event.

The table can be found at http://bit.ly/ayycalendar2019.

Questions and comments can be sent to AYY’s Communications Specialist Henna Palonen ([email protected] or 050 5209440).

2. Advance booking of rentable facilities ends for associations in the 1^st list on Tue 21 May
The advance booking of AYY’s rentable facilities, also known as tilakähmyt, has started for associations. As usual, the bookings are made using AYY’s own booking system TILA. TILA can be found at https://tila.ayy.fi/, and users can log on with the Aalto University IT user details.

You can make advance bookings for the period of Mon 12 Aug 2019–Sun 5 Jan 2020.

The schedule for facility reservations in the system is as follows:

-Special status associations
The reservation period begins at 12 noon on Mon 6 May 2019 and ends at 12 noon on Tue 14 May.
Booking session 1: Tue 14 May from 4.30 pm onwards in hall R001/M232 M1 of the Undergraduate Centre (Otakaari 1).

-Other associations in the 1st list
The reservation period begins at 12 noon on Wed 15 May 2019 and ends at 12 noon on Tue 21 May.
Booking session 2: Tue 21 May from 4.30 pm onwards in hall R001/M232 M1 of the Undergraduate Centre (Otakaari 1).

Important notice! The following change has been made to the previous advance booking round: bookings for three hobby facilities (multi-facility hall, Tatami hall, association room) are only made in the round beginning on 15 May, and associations need to come to the latter booking session on Tue 21 May to defend their bookings for these facilities. This applies to all associations! Hobby facilities can only be booked from Mon 15 May onwards. The reason for the change is to guarantee all associations more equal opportunities to book these highly-sought-after free facilities.

Find the more detailed booking instructions here: https://ayy.fi/en/blog/2019/05/06/advance-booking-of-ayys-facilities-rented-on-a-one-time-basis-started-on-6th-may/

Once the advance booking is over on 22 May, also associations in the second list and all Aalto people can start to book facilities for the autumn.

3. Influence the Associations Act by 22 May
Does the Associations Act seem distressingly strange and difficult? Have you struggled with founding or running an association? Should the registration, deregistration or decision-making of an association be made easier? Should an association also be able to operate in English in official matters? If you think so, join us in simplifying the Associations Act and communal civic activities!

The Associations Act is being updated, and everyone can influence its new direction. The Ministry of Justice’s survey is open until 22 May. The survey is used to collect information and opinions on the development needs of the legislation and practices.

Straight to survey: https://link.webropolsurveys.com/Participation/Public/a085b2f4-751d-4a9e-b72c-3e4e96330172?displayId=Fin1770410

More information: https://valtioneuvosto.fi/artikkeli/-/asset_publisher/1410853/tule-mukaan-helpottamaan-yhdistyslakia-ja-yhteisollista-kansalaistoimintaa-?_101_INSTANCE_3wyslLo1Z0ni_languageId=en_US

4. A few storage units available in Atlantinkatu and Miestentie
The property company has a few storage units free that can be rented to associations operating within AYY. A few of the units are in Jätkäsaari on Atlantinkatu, and a few are on Miestentie in Otaniemi.
The storage units are 1–2 m² in size, and their rent varies depending on the property at around 10–20 e/month. In the main, the storage units will not be rented to associations who already have a storage or club facility through AYY. Interested associations can get in touch with AYY’s Real Estate Sector at [email protected].

5. Get your association into shape for the summer with these tips!
With summer approaching, the operations of many organisations start to slow down for summer hibernation. This makes now a good time to get your organisation’s matters into shape for the summer and to make sure that the things left unorganised from the spring will not be casting a shadow over the summer holidays.

Please make sure that your association’s finances are in order for the spring. This means at least that all of the spring’s transactions, expense claims and receipts are up to date. You can find help on matters related to financial management and accounting in the Association Guide: https://yhdistysopas.ayy.fi/financial-management-and-accounting/?lang=en/. While you are at it, complete anything left hanging, such as sending messages and gathering the required signatures. If you need advice, jarjestoasiat(a)ayy.fi will answer your questions. Once all spring tasks have been finalised, it is easier to get ready for the autumn and nice to get back to your new tasks in the autumn!

Also, it is a good idea to take at least a bit of a break from organisation chores in the summer, so that your enthusiasm will carry you through the autumn as well. See you at Aalto Party on 3 Sept at the latest!

6. The Internationalisation A to Z guide to help out your association
Every fifth Aalto person is an international student. Are they taken into account in the operations and events of your association? Do you need help with internationalisation?

Making student association operations more international may seem difficult, but it can also be implemented in small steps. This guide presents tangible ways to take the international perspective into account both at the association’s events and in its operating methods. The guide is divided in three sections, of which A includes things that are easy to implement, B some things that require more investment and C more thorough internationalisation measures that have a wider impact. The aims have been divided into four areas:

Advocacy: How does your association function? How do you take the international perspective into consideration?
New students: How can you get exchange students and international degree students to join the association’s operations?
Events: What kinds of events does your association organise?
Communication: Whom does your communication reach and how? What languages are used in your association?

You can find the Internationalisation A to Z guide in the Association Guide: https://yhdistysopas.ayy.fi/internationalisation-a-to-z/?lang=en.

We hope that this guide is helpful to you and your association! If you need some help or tips regarding international students or internationalisation, you can reach our specialist Rosa Väisänen and Board member Taneli Myllykangas at [email protected]. Remember to also join the Aalto Internationalchannel on Telegram!

7. Take over AYY’s Instagram Story for a day
Do you want to talk about your operations, showcase your association or maybe show how an event is organised your way? Your association has the opportunity to tell AYY’s 2300 Instagram followers what it is that you do and how you do it. Via the Stories, the followers get to see what a versatile and multifaceted organisation field AYY has, and your association will reach new people at the same time.

Are you interested in taking over AYY’s Instagram Story? Send a note to AYY’s Communications Specialist Henna Palonen (henna.palonen(a)ayy.fi) and agree on your day. During the summer, there are especially many opportunities to take over the Story and to advertise your operations to new students as well!

WANT YOUR NEWS IN THIS NEWSLETTER?

Send us your short text by 10 am on Wednesday to tiedotteet (a) ayy.fi. The news will be translated, so you only have to use one language.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

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