Association newsletter week 22/2019

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This is the AYY association newsletter for week 22/2019

This time, the newsletter contains some tips for the summer. Remember to submit the appendices left out of grant applications (item 1), get your minutes and accounting up to date (item 2) and take some time out for archiving (item 3). Remember to also have a break and enjoy the summer! The spring’s last association newsletter comes out next week, and because of Ascension Day, the materials for it need to be sent in by 10 am on Tuesday (tiedotteet@ayy.fi).

Upcoming events and important dates for associations
18 May: Vote in the European Parliament election (https://ayy.fi/en/blog/2019/03/12/futuretalks-election-spring/)
26 May: Submission of events for AYY’s calendar ends (item 4, http://bit.ly/ayycalendar2019)
3 Sept: Save the date: Aalto Party and Aalto Afterparty
21 Sept: Save the date: Otaniemi Night of Arts
28 Oct–5 Nov: AYY Representative Council election
2–4 Dec: AYY’s association training
16 May 2020: Save the date: AYY 10th Annual Ball, Finlandia Hall

 

Contents of the newsletter
1. Appendices missing from the operating grant applications must be submitted by 31 May
2.
Get your association into shape for the summer with these tips!
3. Store traces of your association operations in history – remember to archive
4. Submit your event for the calendar for the academic year 2019–2020
5. A few storage units available in Atlantinkatu and Miestentie
6. Association Guide and training materials for new Boards
7. Internationalisation A to Z guide to help out your association
8. Organise a subevent for Otaniemi Night of Arts on 21 Sept

 

1. Appendices missing from the operating grant applications must be submitted by 31 May
Some associations who applied for an operating grant in March did not submit all of the required appendices. Please send the missing or corrected appendices by 31 May to jarjestoasiat(a)ayy.fi. This reminder also applies to associations who requested more time and have not submitted their appendices yet. Submitting all appendices is a precondition for receiving an operating grant.

Below is a list to remind you of the required appendices:

– current rules

– previous operating year’s financial statement (consists of a profit and loss account and a balance sheet)
– previous operating year’s annual report
– current operating year’s operational plan
– current operating year’s budget

If you did not submit one or more of these to the Tahlo system in March, please send the appendices to jarjestoasiat(a)ayy.fi. Tahlo will be closed for a bit longer until it is reopened for late submissions.

The amounts of associations’ grants are confirmed in next week’s AYY Board meeting, so info on them will follow in next week’s newsletter!

 

2. 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!

 

3. Store traces of your association operations in history – remember to archive
Is it easy to forget archiving? What is it necessary and worthwhile to archive in the first place? Is your archiving left to the end of the year without you even noticing? Just ahead of the summer is a good time to grab hold of the topic to get this spring’s or your last operating year’s materials safe.

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 to contact arkisto(a)ayy.fi.

 

4. 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 (henna.palonen@ayy.fi or 050 5209440).

 

5. 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 kiinteistotoimi@ayy.fi.

 

6. Association Guide and training materials for new Boards
In some associations, a new Board will step in ahead of the summer. Hence, it is good to remind you of the help you have available, such as the Association Guide and the location of last autumn’s association training materials. Please pass this information on to your new operators!

The Association 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. The sections regarding the financial statement are particularly topical for many of those whose term is ending in the summer.

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.

You can also find the materials from November 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.

Also, remember to add your new operators onto the associations’ mailing 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 and that the tila.ayy.fi user details are transferred to the new operators to smooth out the transition phase.

 

7. 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 international@ayy.fi. Remember to also join the Aalto International channel on Telegram!

 

8. Organise a subevent for Otaniemi Night of Arts on 21 Sept
Otaniemi Night of Arts, the interartistic, open-to-all, free-of-charge campus festival, is organised on 21 Sept this year! What artistic fun could your association bring to the event?

In Otaniemi Night of Arts, all willing Aalto students and student organisations get to put on their own kind of artistic and creative activities. The festival consists of several smaller subevents that are mainly organised by the Aalto community. The goal is to express the creativity and versatility of the entire Aalto community. The event takes place mostly in the vicinity of Väre and the School of Business but also at AYY’s own facilities.

Registration as a subevent organiser will remain open until the beginning of August. You can also sign up right now to take part in organising the biggest and most impressive interartistic event in Otaniemi at https://ayy.fi/en/students/student-culture/annual-events/otaniemenyo/.

More information is available on the abovementioned website and from taiteellinentoiminta@list.ayy.fi..

 

 

WANT YOUR NEWS IN THIS NEWSLETTER?

Because of Ascension Day, send us your short text already by 10 am on Tuesday 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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