AYY’s Association Register

AYY keeps the association register of associations which operate within the student union. Only associations on the association register receive AYY’s help and support for their operations. The association register is divided into the first and second list. Conditions for joining the register and benefits of the register are determined in the Association Regulation (pdf) approved by the Representative Council. The AYY Board makes the decisions to join associations to the list. The association register is administered by the Organisation Sector.

Rights and responsibilities of associations in the association register
First list
Special status associations
Second list
Joining the association register
Removing an association from the association register

Rights and responsibilities of associations in the association register

An association in AYY’s association register receives the same rights as an individual student union member, as well as services particularly aimed at associations. Benefits for all associations in the register are as follows:

Each association in the register must annually submit the association notice in order to review that the association is still active and meets the requirements set by the Association Regulation. If the association amends its rules, it must notify the organisation specialist immediately, who checks that the conditions set for the register membership are also met after the amendments.

More information on rule amendments.

First list

The majority of associations in AYY’s association register belong to the first list. In addition to the previously-mentioned, associations in the first list are entitled to:

  • apply for the operating grant (only new, established associations)
  • participate in the advance reservation of the van and facilities rented on a one-time basis (advance booking of facilities)
  • rent club or storage facilities from the student union

In order to join the first list, the association must meet the following conditions:

  • the association must have at least seven members
  • at least 60% and at least seven (7) of the association members entitled to vote must be members of AYY (does not apply to choirs or orchestras)
  • Association rules must not limit the opportunity of the student union members to become association members entitled to vote: AYY’s members may not be discriminated against.
  • When the association is discontinued or suspended, its funds must be transferred to the student union, another first list association within AYY or to the Teknologföreningen-nation, a fund or a foundation, which aim is to support the Aalto community or its members.

Exceptions to conditions may be made on the decision of the Representative Council.

Special status associations

In addition, there are special status associations in the first list of the association register, such as Otaniemen killat, TOKYO ry, Aalto University Business Student Ry, Probba Ry which operates at the Mikkeli campus, and the doctoral students’ association Aallonhuiput. Associations may receive the special status if they

  • meet the requirements set for associations in the first list
  • comprehensively represent students of one or several degree programmes or a special target group
  • represent their interests in degree programmes, departments, faculties, university and professional contexts
  • keep in touch with the economic life and other operators in society
  • coordinate their activities together with other special status associations and the student union
  • contribute to the guidance and integration of one’s student group into the academic community together with the student union and other special status associations
  • promote diverse student union activities

Special status associations may

  • send representatives to committees and other cooperative organs provided by the student union (such as the council consisting of chairpersons)
  • have a board member for support, who is appointed from among the Student Union Board
  • collect the association’s membership fee in connection with the electronic registration for the academic term

Associations must apply for the special status separately. The Student Union Representative Council decides on the allocation of special status. More information on the application process can be received from the associations sector.

Second list

Associations may be approved to the second list of the association register if their activities are student activities and if the student union members operate in the association. Assocations in the second list receive the same rights as individual student union members, as well as the opportunity to use mailing lists and the Otax server.

Joining the association register

The AYY Board makes decisions to join associations to the association register.

 

Joining the association register is applied through the following process:

  1. Fill out a separate form
  2. Wait for instructions from the association sector
  3. Fill out the associations information according to the instructions into the TAHLO system and/or act according to the other instructions
    • The system requires the associations basic info, registry info, contact info, languages, bank account info and board contact information, offices and the following appendixes:
      • Approved regulations
      • Founding charter and meeting minutes for the founding meeting (under other appendixes as a single PDF)
  4. Inform the association sector according to the given instructions, when all information has been submitted to the system
  5. The association sector goes through each information submitted, along with appendixes and checks if the association fulfils the requirements to enter the Student Union’s association registry, either in the first or second list
  6. If everything is in order, the association sector forwards the application and appendices to the Board.

Always follow the given instructions. It makes the process easier and faster for everyone!

It may take a while to join the association register, depending on how busy the organisation sector and the rule committee are and for example whether the rules need to be corrected. In order to facilitate the process, it is advisable to contact the organisation specialist already before applying for the registry when the association is being founded in order to draft the rules in accordance with the Association Regulation.

Removing associations from the association register

An association may leave AYY’s associaton register at any time by submitting a written notice to the Student Union Board or the association sector.

If the association no longer complies with the requirements of the Association Regulation, the Board may remove the association from the entire register or transfer it to a lower list. The Board may also remove the association from the register if the association fails to deliver the association notice in two consecutive years.