Association newsletter for week 52/2018

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This is the AYY association newsletter for week 52/2018

Christmas holidays around the corner! In the year’s last newsletter, we are reminding you again about the Association Guide containing some great reading for Board members and those preparing financial statements (item 3). Also remember to add your new Board members onto the associations’ mailing list (item 1) and to apply to AYY’s sections if you are interested in interdisciplinary activities and event organisation (item 7). Wishing you all a relaxing Christmas holiday!

 

Upcoming events and important dates for associations
22 Dec onwards: AYY’s Services Office on Christmas break
31 Dec: Application to AYY Committees ends (item 7, ayy.fi/stop/en/)
2 Jan onwards: AYY’s Services Office returns to normal opening hours (detailed opening hours: https://ayy.fi/en/contact-information/#Otaniemi)
11 Jan: Registration for Winter Day checkpoint organisers ends (https://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastit-checkpoints-for-talvipaiva-2019/)
15 Jan: Association training in Mikkeli
15 Jan: Winter Day (https://www.facebook.com/events/644454332623787/)

 

Contents of the newsletter
1. New Board members onto associations’ mailing list and into Tahl
2. Organise a checkpoint for Winter Day on 15 Jan 2019!
3. Here you are – the new Association Guide!
4. AYY’s guide for event organisers
5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
6. Store traces of your association operations in history
7. Committee applications ongoing until 31 Dec

 

1. New Board members onto associations’ mailing list and into Tahlo
Many associations’ operators are changing with the new year, and it would be important for them to receive association-related emails via AYY’s associations’ mailing list as soon as the year begins. Please remember to add your successors onto the list here: https://list.ayy.fi/mailman/listinfo/yhdistykset. You should also check that your Board’s mailing list is forwarded to the right persons to smooth out the transition phase.

For other possible contact needs, it would also be good to have all Board members’ contact details in the Tahlo system of AYY’s association register. Using your association’s log-in details, you can add the contact details via the Board tab: https://tahlo.ayy.fi/. While you are at it, you can introduce your successor to using the system and remind them of the association notices ahead in March.

Also, updating all of your association’s log-in details when the new operators come in is probably wise. These small touches will help you kickstart 2019 that little bit smoother!

 

2. Organise a checkpoint for Winter Day on 15 Jan 2019!
Snow, frosty temperatures and the new year mean that Winter Day is back again! As usual, checkpoint organisers are needed for Winter Day, and all associations, guilds and ISO persons are warmly welcome to organise one for the freshmen. The crawl takes place on Tuesday 15 Jan 2019, and the checkpoints open at 2.30 pm and close at 5.30 pm. The Otaniemi saunas will be heating up from 5 pm onwards, and the afterparty starts in Smökki at 8.30 pm.

You can register as a checkpoint organiser until Friday 11 Jan 2019 using this form: https://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastit-checkpoints-for-talvipaiva-2019/

There is more info on the event on Facebook: https://www.facebook.com/events/644454332623787/?ti=cl

If you come up with any questions, don’t hesitate to get in touch!

With regards,

Noora Salminen
Freshman Major
Aalto University Student Union AYY
+358 50 4687157 | noora.salminen(a)ayy.fi

 

3. Here you are – the new Association Guide!
This year, the Organisation Sector has been working on the new Association Guide, and it’s finally ready! The Guide features a multitude of information that associations operating within AYY need to support their operations. The themes cover founding an association, its financial management, administration and equality alike. And plenty of other things! In addition, the extensive Materials bank helps you find essential external sources of information. Right now, the sections regarding the financial statement are particularly topical for many.

The Association Guide can be found here: https://yhdistysopas.ayy.fi/?lang=en

It is advisable to go through this website carefully at the beginning of your term in office and to keep returning to it along the way. Feedback is definitely welcome, as there are always little things to fix. There are still a few sections missing from the Swedish and English versions, but these will be uploaded as soon as the translations are completed.

You can also find the materials from 2018’s association training here: https://yhdistysopas.ayy.fi/training-materials/?lang=en.

In the future, you should first look for answers in the Association Guide and only afterwards contact the Organisation Sector: jarjestoasiat(a)ayy.fi.

 

4. AYY’s guide for event organisers
The AYY Event Organiser Guide is finally ready! The Guide contains a huge spread of information all the way from event organisers’ legal obligations to an event safety checklist, equality and environmental issues, crisis communications, first aid instructions and many other guidelines important for event organisers. For now, the Guide can be read here, and early next year, we will get back to which parts of the new website the Guide will be added on.

Right now, you can find the Event Guide here, in the Association Guide’s Materials bank: https://yhdistysopas.ayy.fi/wp-content/uploads/sites/20/2018/12/Tapahtumaj%C3%A4rjest%C3%A4j%C3%A4n-opas.pdf (in Finnish)

 

5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
Next spring will witness the premier of the 30th Teekkarispeksi of all times, and we wanted to do something really special in honour of our anniversary. Hence, we are inviting you and your association or guild to see our 30th anniversary performance at the stunning Peacock Theatre on 19 Mar 2019!

Groups of more than 10 persons get a 10% discount on tickets for the anniversary performance, so this is your chance to get a group together and come enjoy the spring’s hottest dose of culture. Group tickets can be easily reserved by email at liput@teekkarispeksi.fi, and they can all be paid with one invoice. Teekkarispeksi is performed in Finnish. Ticket prices and the theme of this year’s Speksi can be found at teekkarispeksi.fi/keinolla-milla-hyvansa/ (in Finnish).

 

6. Store traces of your association operations in history
Is it easy to forget archiving? What is it necessary and worthwhile to archive in the first place? Now is a good time to grab hold of the topic, before many of the operators change.

The archive of Aalto University Student Union offers the associations operating within it storage space, equipment and advice on archiving. Archiving is meant to give future operators a vivid idea of the association’s operations. It is worth archiving all self-produced materials relating to the association’s operations as well as other materials that might interest the next generations, all marked appropriately. Tips for limiting your archiving can be found, for example, on the Yhdistystoimijat website (in Finnish).

What is important is that archiving is kept in mind and executed throughout the year. Don’t be afraid to ask for some tips and contact arkisto(a)ayy.fi.

 

7. Committee applications ongoing until 31 Dec
Application to AYY’s committees is still open until the end of December! You can apply to become part of, for example, organising big parties with the Party Committee or the Afterparty Committee, Quidditch and Humans vs. Zombies with the Outdoor Sports Committee, the Student Union’s annual ball with the Annual Ball Committee or the manifold celebrations of the Teekkari Tradition Week with the Teekkari Tradition Committee. In the committees, you will get to work on all kinds of things in an interdisciplinary group while learning lots about project management, group dynamics and event marketing alike!

Apply at ayy.fi/stop/en/!

 

 

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 newsletter now takes a Christmas break and comes out next on 11 Jan 2019.

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

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

Will the next Design Calendar be your handiwork? Calendar contest by AYY & TOKYO

Calendar contest by AYY & TOKYO

Will the next Design Calendar be your handiwork?

Aalto University Student Union and Arts and Design Students TOKYO ry are announcing the design contest for the Design Calendar for the academic year 2019–2020.  TOKYO ry, the association for Aalto University Arts and Design Students, has published an annual design calendar since 1975. In the academic year 2019–2020, the calendar will be executed for the second time together with AYY and distributed to all Aalto University students. The designer of the calendar will be chosen with a traditional contest from among the students.

The previous contest was won by Master’s-level Interior Design student Reetta Vartiala. For the upcoming academic year, the calendar will be made for the time period of 1 Aug 2019–30 Sept 2020. The contest starts on 1 Jan 2019, and its deadline is on Thursday 31 January 2019 at 4 pm!

 

Contest rules:

1. Contest duration and right of participation

The contest period runs from 1 Jan 2019 to 31 Jan 2019 at 4 pm.

All Aalto University students have a right to participate in the contest. Preparing a calendar design requires fluent skills in Finnish or English.

2. Submission of proposals

Contest proposals must be handed in at AYY’s Service Office (Otakaari 11) by Thursday 31 January 2019 at 4 pm. To ensure anonymity, the proposals should be accompanied by a working title and a sealed envelope labelled with an alias, containing the name(s) of the designer(s) and their contact details. The proposal must be attached onto white cardboard or board.

3. Design framework

The proposal must contain at least the following designs:

  • calendar cover
  • weekly spread with space for possible adverts on the bottom
  • Student Union information pages
  • possible project calendar
  • suggestion for materials

The calendar is pocket-sized, at most A6-sized, i.e. approx. 105 x 148 mm. Flexibility will be determined based on the final design and the printer to be decided later. Calendar pages must be presented in their actual size.

Colour: There are four-colour advertisements and information sections at the beginning and end of the calendar. The calendar proper and part of the information section are bicolour.

Print run: 8000

Language: Finnish, English and Swedish (festive dates and info pages). Main language can be English, but trilingualism is a plus.

4. Choosing the winner

The winner will be chosen by a calendar panel appointed by AYY and TOKYO. The panel consists of representatives of AYY and TOKYO as well as a specialist member on visual communication design. Panel members cannot participate in the competition themselves. The panel will give feedback on the submitted works and choose the winner.

5. Winner’s commission

The winner(s) will be commissioned with the final design for the 2019–2020 calendar. The final design work will take place in early 2019. The designer(s) will be paid a remuneration of 1800€ for their work.

6. Content of the design work

The design work includes making print-ready files in cooperation with AYY’s Communications. If necessary, AYY offers work facilities on the Otaniemi campus. When preparing the final design, the commissioning party’s requirements regarding the calendar’s usability and printing costs must be taken into account. Other terms for the work will be settled when making the contract.

7. Other

Marking the national holidays must be considered in the design. Qualities to be considered in the design include ease of use, sustainability, clarity and accessibility (e.g. dyslexia), individuality and eco-friendliness. Based on experience, other good features in a calendar include ample writing space, paper that suits various pen types and durable cover material. However, these are not regular features in all calendars.

 

Please note that the panel will favour the following issues when assessing the designs:

♡ Does the calendar reflect both the Arts students’ TOKYO and all of Aalto? The calendar must look and feel like TOKYO, Finland’s biggest and most beautiful art student association, as much as the entire Aalto community.

♡ How does your calendar continue the TOKYO design calendar family? You can view a part of TOKYO’s calendar cavalcade from past years in the TOKYO Space in Otaniemi. There are past calendars from both TOKYO and AYY on display there.

♡ What does the calendar look like? How does it work? The panel also values the presentation-technical quality of the proposal. Present your proposal with sensible rhythm, preferably with signs and a visual model. Introduce the materials, paper types, fonts and colours you have used. Names alone tell the panel nothing: include samples in your presentation. Avoid graphic-designer jargon.

♡ What is special about the calendar? Ensure that the panel is aware of the new and cool features of your calendar. Write clarifying descriptions of how the calendar works. Give short and sweet reasons for your solutions.

♡ Is your proposal completely thought-through? Lead the panel’s imagination by submitting a firm proposal. The proposal is not the finished calendar, but present it as if it were.

♡ Can you take the project all the way to completion? Your knowledge of graphic design and ability to take the calendar from proposal to finished product must be apparent from your proposal. This does not mean that you have to be a graphic designer, but the work requires knowledge and experience of the technicalities of printing. Submit your proposal on time: being late suggests that the calendar itself will be late as well.

More information is available from AYY’s Communications Specialist Henna Palonen (henna.palonen@ayy.fi).

You can read more about the calendar and its history on the TOKYO website (https://tokyo.fi/tapahtumat/kalenterikilpailu/?lang=en).

 

Free your creative powers and produce the world’s best calendar design!

The scholarships of autumn 2018 have been decided

In its meeting on December the 14th, 2018, the board of AYY has accepted the proposal of the exchange scholarship committee for the distribution of the autumn 2018 scholarships, and dealt out scholarships and grants based on them.

There were 120 applications in total.

Recipients:

Arponen Jenna 375,00 €
Björklund Oscar 400,00 €
Forsberg Jukka-Pekka 600,00 €
Ganszauge Lauri 500,00 €
Haukkovaara Rosa 375,00 €
Heikkilä Paulus 400,00 €
Holopainen Patrik 400,00 €
Hurskainen Riku 600,00 €
Hyppönen Jaakko 550,00 €
Höglund Simo 500,00 €
Itälinna Veera 500,00 €
Kankare Anni 500,00 €
Koskinen Tomi 350,00 €
Kärkkäinen Emma 500,00 €
Lencioni Henri 500,00 €
Nieminen Antti-Juho 500,00 €
Niiranen Janina 350,00 €
Saksi Henri 500,00 €
Schulman Anna 600,00 €
Sippola Mikko 625,00 €
Tasa Ida 375,00 €

 

Congratulations!

Weekly Newsletter 51/2018

This is the last weekly newsletter for 2018. The first newsletter for 2019 comes out on Monday 14 Jan 2019, and the deadline for the news in it is, as usual, the previous week’s Thursday (10 Jan 2019 at 10 am).

AYY thanks everyone for the past year and wishes you a peaceful Christmas time and the best of New Years for 2019.

Week 51

Week 52/2018 – 2/2019

AYY ANNOUNCES

  1. Exceptions to end-of-year opening hours of AYY’s Services Office
  2. Futuretalks: Facing/Fading Frontiers on 17 Dec 2018
  3. Pioneers of the Aalto community awarded at the Hugo Gala
  4. Application to AYY’s committees is open until the end of December
  5. Housing Services’ Kirsi now Housing Specialist

WORKING LIFE

  1. Come to Sweco for a summer job of dreams – summer job recruitment is open!

EVENTS

  1. Metal Club Mökä’s Christmas Party on 19 Dec
  2. PTSS Election Sauna Evening on Thu 20 Dec at 5.30 pm @Sokos Hotel Tapiola Garden

SPORTS AND CAMPING

  1. Sign-up for Teekkaripurjehtijat’s navigation courses is open!
  2. Kupla’s basic course on scuba diving 2019

OTHER

  1. Youth from rainbow families wanted for research
  2. Showcase Aalto in high schools! Training session on 16 Jan 2019
  3. Apply now to become part of Aalto-Helsinki iGEM 2019 team!

 

AYY ANNOUNCES

1. Exceptions to end-of-year opening hours of AYY’s Services Office

Over Christmas, the Services Office is closed from Sat 22 Dec 2018 until Tue 1 Jan 2019. From Wednesday 2 Jan 2019 onwards, the Office returns to its normal opening hours.

You can check the opening hours and exceptions to them at https://ayy.fi/en/contact-information/#Otaniemi

2. Futuretalks: Facing/Fading Frontiers on 17 Dec 2018

Free movement has removed obstacles from the free exchange of knowledge and research in Europe and promoted versatile study and employment opportunities. Why is it still worth going on exchange, and what else does free movement enable? In which direction is free movement heading – are there new digital and tangible barriers rising in Europe?

Welcome to the Futuretalks discussion event on Monday 17 Dec at 4–6 pm in Kipsari, Väre to discuss the burning themes of Europe together with e.g. journalist Riku Rantala, Member of the European Parliament Miapetra Kumpula-Natri and Sitra’s Senior Lead Laura Halenius!

The event is part of the Futuretalks series delving into topical phenomena in Europe from the point of view of influencing. The event series deepens perspectives and the contexts of decision-making on burning themes via opening discussions.

Further information on the event: https://ayy.fi/en/blog/events/futuretalks-facing-fading-frontiers/

3. Pioneers of the Aalto community awarded at the Hugo Gala

On the evening of Friday 7 Dec 2018, a diverse group of the Aalto community’s active operators gathered in Smökki to celebrate the first Hugo Gala in history. The Gala celebrated the Aalto community and its pioneers, but this time, we were not talking about individuals but bringing to the limelight the amazing accomplishments of the associations operating in the Aalto community.

At the Gala, seven parties were awarded based on suggestions from the community. One of the awardees was Radiodiodi, who received the award Community Builder 2018. The plan is to make the Gala an annual tradition. Find the list of all awards and their recipients at https://ayy.fi/blog/2018/12/13/hugo-gaala-palkitsi-aalto-yhteison-pioneereja/ (in Finnish).

4. Application to AYY’s committees is open until the end of December

Application to AYY’s committees is still open until the end of December! You can apply to become part of, for example, organising big parties with the Party Committee or the Afterparty Committee, Quidditch and Humans vs. Zombies with the Outdoor Sports Committee, the Student Union’s annual ball with the Annual Ball Committee or the manifold celebrations of the Teekkari Tradition Week with the Teekkari Tradition Committee. In the committees, you will get to work on all kinds of things in an interdisciplinary group while learning lots about project management, group dynamics and event marketing alike!

Apply at ayy.fi/stop/en/!

5. Housing Services’ Kirsi now Housing Specialist

Kirsi Veijola, familiar from the Housing Services customer service desk, has transferred into the position of Housing Specialist. From now on, her job includes, for example, duties related to living comfortability, residential democracy and the development of communal living. Her shoes in the front line of customer services are filled by Saila Rappumäki, familiar from Student Services.

Read more about the new jobs of Kirsi and Saila at https://ayy.fi/en/blog/2018/12/13/housing-services-kirsi-now-housing-specialist-saila-transferring-from-student-services-to-customer-service/.

 

WORKING LIFE

6. Come to Sweco for a summer job of dreams – summer job recruitment is open!

Attention, technology students! Sweco is looking for students to work for them for the summer who want to develop themselves as experts of the construction and design field.

You are looking for a summer job matching your studies, and your dream is to find a work place where you could continue working in the future. Possible knowledge of design software or previous experience in the field, such as from positions in the construction site or design, is advantageous. More than previous experience, however, we value an attitude that is positive and motivated to learn new things. We are offering summer work in all our branches around Finland.

The application period for our summer jobs is 3 Dec 2018–17 Feb 2019, but the early bird catches the worm, so we advise you to act fast and ensure a work place for the summer as soon as possible. Our summer job recruitment is open on our website: https://www.sweco.fi/kesarekry2019 (in Finnish).

 

EVENTS

7. Metal Club Mökä’s Christmas Party on 19 Dec

The Christmas Party of the Metal Club Mökä is held in OK20 on Wednesday 19 Dec from 6 pm onwards. The last bash of the year promises sauna, drinks and food as well as a bit of evil Santa, so bring along a parcel worth around 6.66 €.

More information at https://ayy.fi/en/blog/events/mokan-pikkujoulut/ or on Facebook https://www.facebook.com/events/724665121226898/.

8. PTSS Election Sauna Evening on Thu 20 Dec at 5.30 pm @Sokos Hotel Tapiola Garden

Polyteknikkojen Saunaseura (the Polytech Sauna Club), or PTSS, is having a sauna evening on Thursday 20 Dec from 5.30 pm onwards in Sokos Hotel Tapiola Garden. The first round in the sauna is reserved for the association’s election meeting. The evening will also feature an appearance by the Chair of Sauna from Finland, Pekka Krook, who tells us about the quality certificate and how it was granted to the sauna experience offered by Tapiola Garden.

Bring along a towel and bathing suit and reserve some money for purchasing sauna beverages (shop-bought drinks are not allowed in the facility). Other than that, the evening is free of charge!

Notify us of your participation by 17 Dec at https://goo.gl/forms/v1mIYTQTyt7iEXR43 (in Finnish).

WHAT: Election meeting sauna of Polyteknikkojen Saunareura ry, Polyteknikernas Bastusällskap rf

WHEN: On Thursday 20 Dec 2018 at 5.30 pm

WHERE: Original Sokos Hotel Tapiola Garden, Tapionaukio 3, Espoo (sauna facility)

More information on Facebook: https://www.facebook.com/ptssry/ and https://www.facebook.com/events/2208320602789492/ (both in Finnish).

 

SPORTS AND CAMPING

9. Sign-up for Teekkaripurjehtijat’s navigation courses is open!

Teekkaripurjehtijat is organising navigation courses in the spring semester. The courses are in Finnish only. Navigointi 1 is an introductory course to navigation theory and waterborne traffic regulations. You will learn to find your way through the correct markers, to navigate using a map and to recognise other vessels based on their lights. The teaching starts from the basics, so no previous knowledge is required.

The Navigointi 2 course continues on from Navigointi 1 and gives you further information on e.g. the tides, the weather and using a radar, but it also deepens previously learned navigation skills. A prerequisite for completing the Navigointi 2 certificate is a passed archipelago boating or Navigointi 1 certificate. On TRIP’s courses, it is possible to complete both certificates during the same spring.

To take part on the course, you must be a member of Teekkaripurjehtijat (joining https://trip.ayy.fi/wordpress/?page_id=178).

More information on the courses, prices and lecture dates are available at https://trip.ayy.fi/wordpress/?page_id=211 (in Finnish). It is also possible to only complete the certificate. Direct link to sign-up form: https://docs.google.com/forms/d/e/1FAIpQLScaiRqkxvfZp35MG5ckX7ZMEiaJV9AOvDf_xfM2zugNBVbHOQ/viewform (in Finnish).

10. Kupla’s basic course on scuba diving 2019

Once again, Kupla is organising a basic course on scuba diving in the spring! The course, known as LSPK, is meant for everyone interested in scuba diving. Those who successfully complete the course are granted a CMAS P1 card and a diving classification enabling dives to a depth of 15–20 metres. The classification is equivalent to e.g. the PADI OWD classification. The CMAS P1 card is accepted world-wide as proof of your diving skills. The course teaches you the basic diving skills and gives a good foundation for safe diving both in Finland and abroad. For good measure, you will get the best company for diving from the club members, as well as company for après-diving!

The course begins with an info lecture and introductory dive on Thursday 31 Jan 2019. The info lecture is held in Otaniemi, and the intro dive in the Leppävaara swimming hall. The course price, including the intro dive, for AYY members is a student-friendly 350e. Participation on the course requires Finnish language skills. Sign up by 17 Jan!

Further information at https://kupla.org/kurssit/lspk/ (in Finnish).

Sign-up at https://docs.google.com/forms/d/e/1FAIpQLSfCXffQ4eexQUWw3TNTg79JIcvqKLYaKefYBweddwQD–77Zw/viewform (in Finnish).

 

OTHER

11. Youth from rainbow families wanted for research

As participants, young people are searched who are 15–29 years of age and who have at least one parent representing a sexual or gender minority. Answering the research questions is voluntary, confidential and takes place online anonymously (no name or personal details). The research aims to discover how the wellbeing of youth from rainbow families can be promoted and supported in pupil and student healthcare.

You can participate via this link: https://elomake3.uta.fi/lomakkeet/22195/lomake.html (in Finnish).

Data collection is open until 31 May 2019. The person in charge of the research is doctoral researcher Tiina Tuovila, University of Tampere, Faculty of Social Sciences, Nursing Science. tuovila.tiina.m@student.uta.fi.

12. Showcase Aalto in high schools! Training session on 16 Jan 2019

Each year, Aalto University students visit high schools, fairs and garrisons to talk about university studies to prospective freshmen, and a lot of enthusiastic spokespersons are needed for this.

Due to high demand, Aalto University Admission Services is organising an additional training session in January 2019 on Wednesday 16 Jan at 4.30–7.30 pm.

The training takes place in the Undergraduate Centre (Otakaari 1) and goes through the admission processes and application times at Aalto as well as the performance itself. Please note that only students who have been in the training can get compensation (100 €) for their info presentations.

Sign-up for the training can be found at https://tinyurl.com/Infoilijakoulutus2019 (in Finnish).

The training is organised if more than ten persons sign up, and the training facility is confirmed to participants in early January.

Further information: Aalto University Admission Services, hakijapalvelut@aalto.fi

13. Apply now to become part of Aalto-Helsinki iGEM 2019 team!

Are you still on the lookout for an interesting and impactful job for next summer? In that case, you just might be looking for the Aalto-Helsinki team that participates every year in the international synthetic biology competition iGEM (international Genetically Engineered Machine). During the year, together with an interdisciplinary team, you’ll get to think up, plan and execute from start to finish a synthetic biology project, spread awareness about the potential of synthetic biology and travel to other countries, culminating in the autumn in the iGEM Giant Jamboree competition in Boston.

Students from any Aalto School and study programme are eligible to apply. More information and the application form:  http://www.aaltohelsinki.com/2018/indexrekry.html

 

***

This is Aalto University Student Union’s weekly newsletter for week 51/2018. The newsletter gives you the news on AYY and its associations and sections, as well as other useful information.

If you want your own piece to appear in the newsletter, send your finalised text to tiedotteet@ayy.fi by 10 am on Thursday for publication the following week. The recommended length of the text is 500 characters and the maximum length 1 000 characters.

You can also read the newsletter on AYY’s website at https://ayy.fi/en/students/weekly-newsletter/

News concerning associations can be found in the association newsletter. Read them at https://ayy.fi/en/associations/association-newsletter/

Want to unsubscribe from the weekly newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

Pioneers of the Aalto community awarded at the Hugo Gala

Hugo-Gala. Foto: Henri Heilala

On the evening of Friday 7 Dec 2018, a diverse group of the Aalto community’s active operators gathered in Smökki to celebrate the first Hugo Gala in history. The Gala celebrated the Aalto community and its pioneers, but this time, we were not talking about individuals but bringing to the limelight the amazing accomplishments of the associations operating in the Aalto community.

What is the Hugo Gala and where did the idea come from? “Individual persons are often awarded at annual celebrations. We now wanted to thank and award specifically associations and groups for their amazing accomplishments and the work they do for the community,” explains Kaisa Talvitie, the Aava member in charge of community, of the origins of the Hugo Gala.

During the autumn, Aava collected suggestions of parties deserving recognition. Suggestions could be left in previously defined categories, which were new students, sports and wellbeing, integration of international students and interdisciplinarity. In addition to these, it was possible to suggest a different category.

A large number of suggestions was made. It was difficult to decide on winners as there were plenty of good and well-reasoned applications. “It feels like we really hit the right nerve. There are associations that do great work but have not previously received recognition for their toil. We were able to meet this need with the awards of the Hugo Gala,” says Kaisa.

In the end, seven awards were handed out. One of the awardees was Radiodiodi, who received the award of Community Builder 2018. “Radiodiodi enables the outward visibility and audibility of the community. They work to make others look good and have their voices heard while remaining in the background themselves,” reasons Talvitie about Radiodiodi’s award. A list of all award recipients can be found at the end of this story.

Radiodiodi fick priset Årets gemenskapsbyggare 2018 Foto: Henri Heilala

The Hugo Gala was organised by Aalto University Student Union’s Aalto Community Section Aava. The plan is to make the Gala an annual tradition.

 

Further information: Kaisa Talvitie, Community Section Aava’s member in charge of community, kaisa.talvitie@ayy.fi

 

Awards handed out at the Hugo Gala on 7 Dec 2018:

Community Builder 2018: Radiodiodi

Internationality Innovator 2018: Polyteknikkojen partioklubi Teepakki ry

Aalto Community Bridgebuilder 2018: Hosts and Hostesses 2018

Paving the Way for the Aalto Community 2018: Aalto Beer Pong ry

Freshman Education Trailblazer 2018: Nuoret Designerit ry

Student Wellbeing Pathfinder 2018: Teekkariratsastajat ry

Interdisciplinary Pioneer 2018: Otanko ry

Association newsletter for week 51/2018

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This is the AYY association newsletter for week 51/2018

The last weeks of the year are about to start. Take a peek at AYY’s brand-new Event Guide (item 1) and go empty your association’s post box (item 3). A big congrats to everyone awarded at the Hugo Gala (item 2)!


Upcoming events and important dates for associations
17 Dec: Futuretalks: Facing/Fading Frontiers https://ayy.fi/en/blog/events/futuretalks-facing-fading-frontiers/
18 Dec: Advance booking of rentable facilities for other 1st list associations (item 4, https://ayy.fi/en/blog/events/booking-session-tilakahmyt-for-associations-in-the-1st-list/)
31 Dec: Application to AYY Committees ends (item 9, ayy.fi/stop/en/)
15 Jan: Association training in Mikkeli

 

Contents of the newsletter

1. AYY’s guide for event organisers
2. Pioneers of the Aalto community awarded at the Hugo Gala
3. Emptying your association’s post box
4. Advance booking of AYY’s rentable facilities ongoing!
5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
6. Here you are – the new Association Guide!
7. Association training materials available now
8. Store traces of your association operations in history
9. Committee applications ongoing until 31 Dec

 

1. AYY’s guide for event organisers
The AYY Event Organiser Guide is finally ready! The Guide contains a huge spread of information all the way from event organisers’ legal obligations to an event safety checklist, equality and environmental issues, crisis communications, first aid instructions and many other guidelines important for event organisers. For now, the Guide can be read here, and early next year, we will get back to which parts of the new website the Guide will be added on.

Right now, you can find the Event Guide here, in the Association Guide’s Materials bank: https://yhdistysopas.ayy.fi/wp-content/uploads/sites/20/2018/12/Tapahtumaj%C3%A4rjest%C3%A4j%C3%A4n-opas.pdf (in Finnish)

 

2. Pioneers of the Aalto community awarded at the Hugo Gala
On Friday 7 Dec 2018, a diverse group of the Aalto community’s active operators were awarded in the first Hugo Gala in history. The Gala celebrated the Aalto community and its pioneers, but this time, we were not talking about individuals but bringing to the limelight the amazing accomplishments of the associations operating in the Aalto community.

During the autumn, AYY’s Community Section Aava collected nominations of parties deserving recognition. A huge number of suggestions was sent in, and in the end, seven awards were handed out. The plan is to make the Gala an annual tradition.

Awards handed out at the Hugo Gala on 7 Dec 2018:

Community Builder 2018: Radiodiodi
Internationality Innovator 2018: Polyteknikkojen partioklubi Teepakki ry
Aalto Community Bridgebuilder 2018: Hosts and Hostesses 2018
Paving the Way for the Aalto Community 2018: Aalto Beer Pong ry
Freshman Education Trailblazer 2018: Nuoret Designerit ry
Student Wellbeing Pathfinder 2018: Teekkariratsastajat ry
Interdisciplinary Pioneer 2018: Otanko ry

Read more about the Gala and its origins: https://ayy.fi/blog/2018/12/13/hugo-gaala-palkitsi-aalto-yhteison-pioneereja/ (in Finnish)


3. Emptying your association’s post box
Some of the associations have a post box at the AYY office that is full to the brim. These post boxes should be emptied before Christmas as otherwise there is nowhere to put the new post. Some associations have not picked up their post all year, so now is high time to grab your bank statements, for example, for safekeeping.

In case you don’t know if your association has a post box, make sure to come by! The AYY office is located upstairs at Otakaari 11, and we are open daily at 12 noon–4 pm. The Service Office will close for the Christmas break on Friday 21 Dec and open its doors again on 2 Jan 2019.

 

4. Advance booking of AYY’s rentable facilities ongoing!
The advance booking of AYY’s rentable facilities, also known as tilakähmyt, are done and dusted for special status associations, and now is the turn of other associations in the first list. 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. The easiest way to get started is to read the instructions behind the Help link in the menu bar at the top of the page.

You can make advance bookings for the period of Mon 7 Jan 2019–Sun 11 Aug 2019. The schedule for the remaining facility reservations in the system is as follows:

Other associations in the 1st list on Wed 12 Dec–Tue 18 Dec 2018.
The reservation period begins at 12 noon on Wed 12 Dec and ends at 12 noon on Tue 18 Dec.
The booking session will be held in the Undergraduate Centre’s (Otakaari 1) hall R001/M232 M1.

More specific details and instructions can be found in Association Newsletter 49/2018, under item 3: https://ayy.fi/en/blog/2018/11/30/association-newsletter-week-49-2018/

If you have not received your confirmation code for the user group that you represent or if you have any other questions related to the advance booking sessions, please contact AYY’s Service Manager: riitu.nuutinen (a) ayy.fi.

 

5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
Next spring will witness the premier of the 30th Teekkarispeksi of all times, and we wanted to do something really special in honour of our anniversary. Hence, we are inviting you and your association or guild to see our 30th anniversary performance at the stunning Peacock Theatre on 19 Mar 2019!

Groups of more than 10 persons get a 10% discount on tickets for the anniversary performance, so this is your chance to get a group together and come enjoy the spring’s hottest dose of culture. Group tickets can be easily reserved by email at liput@teekkarispeksi.fi, and they can all be paid with one invoice. Teekkarispeksi is performed in Finnish. Ticket prices and the theme of this year’s Speksi can be found at teekkarispeksi.fi/keinolla-milla-hyvansa/ (in Finnish).

 

6. Here you are – the new Association Guide!
This year, the Organisation Sector has been working on the new Association Guide, and it’s finally ready! The Guide features a multitude of information that associations operating within AYY need to support their operations. The themes cover founding an association, its financial management, administration and equality alike. And plenty of other things! In addition, the extensive Materials bank helps you find essential external sources of information. Right now, the sections regarding the financial statement are particularly topical for many.

The Association Guide can be found here: https://yhdistysopas.ayy.fi/?lang=en

It is advisable to go through this website carefully at the beginning of your term in office and to keep returning to it along the way. Feedback is definitely welcome, as there are always little things to fix. There are still a few sections missing from the Swedish and English versions, but these will be uploaded as soon as the translations are completed.

In the future, you should first look for answers in the Association Guide and only afterwards contact the Organisation Sector: jarjestoasiat(a)ayy.fi.

 

7. Association training materials available now
The materials from this year’s association training for both the basic package and the themed day have been gathered into the Association Guide at https://yhdistysopas.ayy.fi/training-materials/?lang=en. Make sure to also tip off your buddies on the Board about these. The training materials are only published in the language the training was held in.

We are hoping for feedback from those who attended the association training as well as those who could not make it. What was good and what needs to be worked on? On the other hand, why was the day or the themes not suitable for you this time around? On both forms, you can also share your hopes for training in 2019.

Feedback form for the basic package on 27 Nov: http://lomake.ayy.fi/yhdistykset/palaute-peruspaketti-2018/ (in Finnish)

Feedback form for the themed day on 28 Nov: https://lomake.ayy.fi/yhdistykset/palaute-teemapaiva-2018/ (in Finnish)

Thank you so much to those who took part, and lots of luck for next year! And remember to always contact the Organisation Sector when you feel like it: jarjestoasiat(a)ayy.fi.

 

8. Store traces of your association operations in history
Is it easy to forget archiving? What is it necessary and worthwhile to archive in the first place? Now is a good time to grab hold of the topic, before many of the operators change.

The archive of Aalto University Student Union offers the associations operating within it storage space, equipment and advice on archiving. Archiving is meant to give future operators a vivid idea of the association’s operations. It is worth archiving all self-produced materials relating to the association’s operations as well as other materials that might interest the next generations, all marked appropriately. Tips for limiting your archiving can be found, for example, on the Yhdistystoimijat website (in Finnish).

What is important is that archiving is kept in mind and executed throughout the year. Don’t be afraid to ask for some tips and contact arkisto(a)ayy.fi.


9. Committee applications ongoing until 31 Dec
Application to AYY’s committees is still open until the end of December! You can apply to become part of, for example, organising big parties with the Party Committee or the Afterparty Committee, Quidditch and Humans vs. Zombies with the Outdoor Sports Committee, the Student Union’s annual ball with the Annual Ball Committee or the manifold celebrations of the Teekkari Tradition Week with the Teekkari Tradition Committee. In the committees, you will get to work on all kinds of things in an interdisciplinary group while learning lots about project management, group dynamics and event marketing alike!

Apply at ayy.fi/stop/en/!

 

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 newsletter takes a Christmas break and comes out next on 11 Jan 2019.

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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