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Association newsletter for the week 3/2017

If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset.

This is AYY’s asscociation newsletter for the week 3/2018 

Upcoming events and important dates and events for associations

Jan 12th: Deadline for registering your checkpoint to Winter day
Jan 16th: Winter day (see 1)
Jan 21st: TTER’s deadline (see 2)

Content of the newsletter

  1. Welcome to host a checkpoint at Winter day on January 16th
  2. The first application round of TTE-Fund in 2018 is open!
  3. Changes to the AYY Association Regulation
  4. Presentations from AYY’s association training online
  5. Save the date: security training in Finnish on the 26th of January 2018

 

  1. Welcome to host a checkpoint at Winter day on January 16th

Hello and happy new year!

Frost, winter and the new year brings the Winter Day upon us. I warmly welcome every association, guild and tutor to host a checkpoint in the event for the crawling freshmen. The event is held on Tuesday 16.1. and the checkpoints are open from 14:30 and will close at 17:30. All the saunas in Otaniemi will open at 17:00 and the afterparty, After Ski which starts in Smökki at 20:00.

You can register your checkpoint until the 12th of January with this form:

http://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastinpitajaksi-checkpoint-for-winter-day-16-1/

Also check the event in Facebook:

https://www.facebook.com/events/152910288672536/

If you have any questions, don’t hesitate to ask!

Lauri Nyrhilä

Freshman Major

Aalto University Student Union AYY

+358 40 1959210 | lauri.nyrhila@ayy.fi

 

 

  1. The first application round of TTE-Fund in 2018 is open!

The first application round of TTE-Fund in 2018 is open! The fund may grant financial aid for all AYY members and the association within it. TTE-Fund supports visible activities that reach for the stars and make other people excited.

You can apply for grants from TTE-Fund in two ways: through the application rounds arranged approximately three times a year and through the continuous application period which is open during the academic terms. During the continuous application period, you can apply for the grants with the maximum of 2000€, whereas the amount of project grants during the actual application rounds is not limited.

The first application round of 2018 will end on Sunday, 21 Jan 2018, at 11.59pm. Instructions for the application and its attachments are available on the website of the fund at http://tter.ayy.fi/. The grant can be applied for with an online form which is available at: https://lomake.ayy.fi/tter/hakulomake/

Deadlines of the application rounds for the year 2018 and other additional information is available on TTE-Fund’s website at http://tter.ayy.fi/. Also check out the facebook site at www.facebook.com/tterahasto.

 

  1. Changes to the AYY Association Regulation

The AYY Representative Council decided at their meeting 7/2017, held on the 2nd of November, to change the stipulations in the association regulation regarding the number of members in associations and the responsibility of keeping the Student Union up to date on the number of members. The exact requirement, 7 members, previously only concerned associations on the first list. The same requirement was now extended to concern associations also on the second list. So, from now on, second list associations must also have at least 7 members that belong to AYY. However, the requirement of at least 60% of members with the right to vote being members of the Student Union only applies when the association belongs to the first list.

To check and update the number of members, a stipulation was added for all associations about informing the Student Union on member numbers and percentages of members that belong to AYY as part of the association notice. This means that the member lists will be under scrutiny in the upcoming association notice check-up during the spring of 2018. The inspection of the association notices is based on the information submitted to the TAHLO system by the associations, same as before.

Revised association regulation: https://inside.ayy.fi/pages/viewpage.action?pageId=12615842

More information on the subject from organizational affairs and communications specialist Ahto Harmo at jarjestoasiat@ayy.fi.

 

  1. Presentations from AYY’s association training online

Most of the presentations from the Finnish association training can now be found on AYY’s website at http://ayy.fi/yhdistykset/palvelut/koulutus-ja-kurssit/yhdistyskoulutus/.

Presentations from the English association training can now be found at https://ayy.fi/en/associations/services/training-and-courses/association-training/.

Some of the presentations are still missing, but all of them will be uploaded on the website as soon as possible.

 

 

  1. Save the date: security training in Finnish on the 26th of January 2018

AYY is organizing a security and harassment prevention training in Otaniemi on the 26th of January, in cooperation with the Student Union of the University of Helsinki (HYY). More information and signups to be informed next week. The training will be held in Finnish.

Association newsletter for the week 2/2018

If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset.

This is AYY’s asscociation newsletter for the week 2/2018

Upcoming events and important dates and events for associations

Jan 12th: Deadline for registering your checkpoint to Winter day: http://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastinpitajaksi-checkpoint-for-winter-day-16-1/
Jan 16th: Winter day (see 2)

Content of the newsletter

  1. Changes to the AYY Association Regulation
  2. Welcome to host a checkpoint at Winter day on January 16th
  3. Presentations from AYY’s association training online
  4. Remember to join AYY’s event marketing groups for next year
  5. Pick up you association mail from AYY’s letterboxes

 

  1. Changes to the AYY Association Regulation

The AYY Representative Council decided at their meeting 7/2017, held on the 2nd of November, to change the stipulations in the association regulation regarding the number of members in associations and the responsibility of keeping the Student Union up to date on the number of members. The exact requirement, 7 members, previously only concerned associations on the first list. The same requirement was now extended to concern associations also on the second list. So, from now on, second list associations must also have at least 7 members that belong to AYY. However, the requirement of at least 60% of members with the right to vote being members of the Student Union only applies when the association belongs to the first list.

To check and update the number of members, a stipulation was added for all associations about informing the Student Union on member numbers and percentages of members that belong to AYY as part of the association notice. This means that the member lists will be under scrutiny in the upcoming association notice check-up during the spring of 2018. The inspection of the association notices is based on the information submitted to the TAHLO system by the associations, same as before.

Revised association regulation: https://inside.ayy.fi/pages/viewpage.action?pageId=12615842

More information on the subject from organizational affairs and communications specialist Ahto Harmo at jarjestoasiat ät ayy.fi.

 

  1. Welcome to host a checkpoint at Winter day on January 16th

Hello and happy new year!

Frost, winter and the new year brings the Winter Day upon us. I warmly welcome every association, guild and tutor to host a checkpoint in the event for the crawling freshmen. The event is held on Tuesday 16.1. and the checkpoints are open from 14:30 and will close at 17:30. All the saunas in Otaniemi will open at 17:00 and the afterparty, After Ski which starts in Smökki at 20:00.

You can register your checkpoint until the 12th of January with this form:  http://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastinpitajaksi-checkpoint-for-winter-day-16-1/

Also check the event in Facebook: https://www.facebook.com/events/152910288672536/

Best regards,

If you have any questions, don’t hesitate to ask!

Lauri Nyrhilä
Freshman Major
Aalto University Student Union AYY
+358 40 1959210 | lauri.nyrhila at ayy.fi

 

  1. Presentations from AYY’s association training online

Most of the presentations from the Finnish association training can now be found on AYY’s website at http://ayy.fi/yhdistykset/palvelut/koulutus-ja-kurssit/yhdistyskoulutus/.

Presentations from the English association training can now be found at https://ayy.fi/en/associations/services/training-and-courses/association-training/.

 

4. Remember to join AYY’s event marketing groups for next year

AYY Events is a channel for events hosted by Aalto University Student Union. In the group, you can advertise your non-commercial events that are intended for Aalto University students.

https://www.facebook.com/groups/AYYEvents/

AYY Sports and Wellbeing is a channel operated by the Aalto University Student Union for sports and wellbeing events and opportunities aimed at students. You can use the channel to advertise interesting sports activities and wellbeing-related events for Aalto students. The aim of the group is to encourage Aalto people to take part in easily accessible sports and wellbeing activities.

https://www.facebook.com/groups/2062045280696358/

AYY Study Events is a channel for studying events and opportunities hosted by Aalto University Student Union. In the group, you can advertise studying opportunities that are intended for Aalto University students.

https://www.facebook.com/groups/1079976045426133/

 

  1. Pick up you association mail from AYY’s letterboxes

AYY’s association letterboxes are overflowing. Please come and pick up your association mail in order to make space for new mail!

 

WOULD YOU WISH TO HAVE YOUR OWN NEWS IN THIS NEWSLETTER?

Send your short text to us by Wednesday 10:00 AM to the address tiedotteet (a) ayy.fi. The news will be translated, so you can send them only in a single language if you wish.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).

Association newsletter for the week 1/2018

If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset.

This is AYY’s asscociation newsletter for the week 1/2018

This is the last association newsletter of the year. It is time to thank everyone for the year and wish everyone a happy new year!

Next year, in addition to changes in the members of the Board, the organization and communications sectors will see changes in staff as the organizational affairs and communications specialist will take a study leave. The call for applications for the position of a substitute specialist can be found at: https://ayy.fi/en/student-union/vacancies/organizational-affairs-and-communications-specialist/

Content of the newsletter

  1. Presentations from AYY’s association training online
  2. Remember to join AYY’s event marketing groups for next year
  3. Save the date: security training in Finnish on the 26th of January 2018

 

  1. Presentations from AYY’s association training online

Most of the presentations from the Finnish association training can now be found on AYY’s website at http://ayy.fi/yhdistykset/palvelut/koulutus-ja-kurssit/yhdistyskoulutus/.

Presentations from the English association training can now be found at https://ayy.fi/en/associations/services/training-and-courses/association-training/.

Some of the presentations are still missing, but all of them will be uploaded on the website as soon as possible.

  1. Remember to join AYY’s event marketing groups for next year

AYY Events is a channel for events hosted by Aalto University Student Union. In the group, you can advertise your non-commercial events that are intended for Aalto University students.

https://www.facebook.com/groups/AYYEvents/

AYY Sports and Wellbeing is a channel operated by the Aalto University Student Union for sports and wellbeing events and opportunities aimed at students. You can use the channel to advertise interesting sports activities and wellbeing-related events for Aalto students. The aim of the group is to encourage Aalto people to take part in easily accessible sports and wellbeing activities.

https://www.facebook.com/groups/2062045280696358/

AYY Study Events is a channel for studying events and opportunities hosted by Aalto University Student Union. In the group, you can advertise studying opportunities that are intended for Aalto University students.

https://www.facebook.com/groups/1079976045426133/

  1. Save the date: security training in Finnish on the 26th of January 2018

AYY is organizing a security and harassment prevention training in Otaniemi on the 26th of January, in cooperation with the Student Union of the University of Helsinki (HYY). More information and signups to be informed later. The training will be held in Finnish.

 

DO YOU WISH TO HAVE YOUR OWN NEWS IN THIS NEWSLETTER?

Send your short text to us by Wednesday 10:00 AM to the address tiedotteet (a) ayy.fi. The news will be translated, so you can send them only in a single language if you wish.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).

Revised opening hours in the festive season

AYY’s service points have the following opening times during Christmas holidays:

Otaniemi service point & housing office

Dec 22 open at 12-14

Dec 23 – Jan 1 closed

Jan 2 open at 10-16

Open for picking up keys to facilities rented on one-time basis: Thu 28 Dec at 14-16

If you’re unable to pick up the keys in the time mentioned, please contact us via email (ayy@ayy.fi) to arrange a time for the key pick up.

Arabia service point

Closed Dec 21 2017 – Jan 7 2018

Association newsletter for the week 51/2017

If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset.

This is AYY’s asscociation newsletter for the week 51/2017

Content of the newsletter

  1. Advance booking of AYY’s facilities rented on a one-time basis

 

  1. Advance booking of AYY’s facilities rented on a one-time basis to start on 1 December!

The advance booking of AYY’s facilities rented on a one-time basis for associations will start on Friday 1st December 2017. Advance bookings are organised by using AYY’s own booking system TILA.

You can make advance reservations for the period Mon, 8 January 2018 – Sun, 12 August 2018.

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

  1. AYY’s internal operators, reservation period 9 November – 30 November 2017.
    The reservation period ends at 11.59pm on Thu, 30 November 2017.
  2. Special status associations 1 December – 12 December 2017.
    The reservation period begins at 12noon on Fri, 1 December and ends at 2pm on Tue, 12 December. The booking session will be held at AYY’s office in Otaniemi from 4.30 pm onwards on Tue, 12 December 2017.
  3. Other associations in the 1stlist on 13 December – 18 December 2017.
    The reservation period begins at 12 midnight on Wed, 13 December and ends at 2pm on Mon, 18 December 2017.The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30pm onwards on Mon, 18 December 2017.

Check out the entire advance booking schedule here:

https://tila.ayy.fi/calendar/?fd=08012018;ld=12082018;r=1,2,3,4,5,6,7,8,9,10,11,12,13,14,15,16,17,18,19,20,21,23,24,25,26,27,30,31,32,33,34,35,36

A few notes about the making of reservations:

  1. TILA can be found at https://tila.ayy.fi/ and the users log in with Aalto University’s IT username, using the same logging system as when using Into, for example. The easiest way to get started is to read the instructions behind the Instructions/Help link in the menu bar at the top of the page.
  2. In advance booking, facilities are reserved under the name of associations. The activation key has been sent to the email address provided by an association (usually this is the mailing list address of the association board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA if necessary.
  3. If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUPNAME”. The activation key can only be used once, so the person who has first logged on to the system may add representation rights to suitable persons in the group in order to make reservations. The reservation right is only activated for the associations which have filled out the association notice and whose information has been updated to the association register this year.
  4. Enter the event name in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at the later stages of the booking session.
  5. Please note that AYY’s internal reservations are mainly permanent.
  6. Any reservations for anniversaries and anniversary brunches made by special status associations take priority compared to other reservations made by other associations. Reservations made by special status associations will be confirmed when that reservation period ends. In the first booking session we will clarify the duplicate reservation of special status associations.The special status associations do not have to come to defend their reservations to the second booking session.
  7. Duplicate bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations which do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username in the advance booking session, so please bring your laptop in order to get the event running smoothly.
  8. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times:
    1. PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays!
    2. The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm. Reservations before 4pm are usually available.
  9. The prices for internal operators and associations will stay the same as in 2017. Price list can be found here: https://ayy.fi/en/students/services/rental-of-facilities/price-list/
  10. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila (at) ayy.fi.

Please note! Due to renovations there are some exceptions:

  • Gorsu can not be booked for the following time period: 8.1.-12.8.2018
  • Tatami hall can not be booked for the following time period: 1.4.-12.8.2018
  • Ossinkulma can not be booked for the following time period 1.5.-12.8.2018

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

 

DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?

Send your short text to us by Wednesday 10:00 AM to the address tiedotteet (a) ayy.fi. The news will be translated, so you can send them only in a single language if you wish.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).

Advance booking of AYY’s facilities rented on a one-time basis started on 1 December

The advance booking of AYY’s facilities rented on a one-time basis for associations will start on Friday 1st December 2017. Advance bookings are organised by using AYY’s own booking system TILA.  

You can make advance reservations for the period Mon, 8 January 2018 Sun, 12 August 2018. 

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

  1. AYY’s internal operators, reservation period 9 November – 30 November 2017.
    The reservation period ends at 11.59pm on Thu, 30 November 2017. 
  2. Special status associations 1 December – 12 December 2017.
    The reservation period begins at 12noon on Fri, 1 December and ends at 2pm on Tue, 12 December. The booking session will be held at AYY’s office in Otaniemi from 4.30 pm onwards on Tue, 12 December 2017. 
  3. Other associations in the 1stlist on 13 December – 18 December 2017.
    The reservation period begins at 12 midnight on Wed, 13 December and ends at 2pm on Mon, 18 December 2017.The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30pm onwards on Mon, 18 December 2017. 

Check out the entire advance booking schedule here.

A few notes about the making of reservations: 

  1. TILA can be found at https://tila.ayy.fi/ and the users log in with Aalto University’s IT username, using the same logging system as when using Into, for example. The easiest way to get started is to read the instructions behind the Instructions/Help link in the menu bar at the top of the page. 
  2. In advance booking, facilities are reserved under the name of associations. The activation key has been sent to the email address provided by an association (usually this is the mailing list address of the association board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA if necessary. 
  3. If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUPNAME”. The activation key can only be used once, so the person who has first logged on to the system may add representation rights to suitable persons in the group in order to make reservations. The reservation right is only activated for the associations which have filled out the association notice and whose information has been updated to the association register this year. 
  4. Enter the event name in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at the later stages of the booking session. 
  5. Please note that AYY’s internal reservations are mainly permanent. 
  6. Any reservations for anniversaries and anniversary brunches made by special status associations take priority compared to other reservations made by other associations. Reservations made by special status associations will be confirmed when that reservation period ends. In the first booking session we will clarify the duplicate reservation of special status associations. The special status associations do not have to come to defend their reservations to the second booking session.
  7. Duplicate bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations which do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username in the advance booking session, so please bring your laptop in order to get the event running smoothly. 
  8. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times: 
  9. PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays! 
  10. The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm. Reservations before 4pm are usually available. 
  11. The prices for internal operators and associations will stay the same as in 2017. Price list can be found here: ayy.fi/en/price-list
  12. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila@ayy.fi. 

Please note! Due to renovations there are some exceptions:

  • Gorsu can not be booked for the following time period: 8.1.-12.8.2018
  • Tatami hall can not be booked for the following time period: 1.4.-12.8.2018
  • Ossinkulma can not be booked for the following time period 1.5.-12.8.2018

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