Grants for Associations


Categories

Association newsletter for week 3/2019

If you want to receive the AYY association newsletter by email, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

 

This is the AYY association newsletter for week 3/2019

Happy New Year 2019, and welcome onto the list, all you new operators! The association newsletter acts as a channel for keeping all associations operating within AYY informed, and it comes out every Friday. If you want your own news to appear in the association newsletter, please deliver your materials by Wednesday 10 am to tiedotteet(a)ayy.fi. More information on the newsletter: https://ayy.fi/en/associations/association-newsletter/.

Upcoming events and important dates for associations
11 Jan: Registration for Winter Day checkpoint organiser 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/)
20 Jan: TTE-Fund application period I ends (https://tter.ayy.fi/)

 

Contents of the newsletter
1. AYY’s Organisation Sector in 2019
2. Organise a checkpoint for Winter Day on 15 Jan 2019!
3. New Board members onto associations’ mailing list and into Tahlo
4. Attention, persons in charge of studies!
5. Development of the JMT3 rentable facilities
6. First application round of TTE Fund for 2019 is open!
7. Here you are – the new Association Guide!
8. AYY’s guide for event organisers

 

1. AYY’s Organisation Sector in 2019
In 2019, the AYY Board member in charge of organisational matters is Anna Halsas. In addition to organisations, Halsas is in charge of new students and the Council that brings together the Chairs of special status associations. Essi Puustinen continues as Association and Communications Specialist. The contact address for the Organisation Sector is still jarjestoasiat@ayy.fi, and you are welcome to get in touch with anything related to association matters.

 

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. 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 the operators of 2019 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.

Any questions regarding the association mailing list and the Tahlo system can be sent to jarjestoasiat(a)ayy.fi.

 

4. Attention, persons in charge of studies!
Are you the person in charge of studies in your organisation in 2019? The Study Council, which brings together the persons in charge of studies from associations operating within AYY, is starting its operations. For the persons in charge of studies, the Study Council offers peer support, interdisciplinary friends and current information on study matters.

If you are interested in taking part, contact the Chair, Tarmo Kivioja, at tarmo.kivioja(a)aalto.fi or Leila Kettunen from AYY’s Board at leila.kettunen(a)ayy.fi.

 

5. Development of the JMT3 rentable facilities
Join the Campus Section in developing AYY’s rentable facilities!

Let us know what your association has been using the soon-to-be-renovated facilities for and what kinds of wishes you have for the them in the future. The survey focuses particularly on the following facilities: Rooftop Sauna, Game Room, Takka Cabinet, Sitsi Kitchen.

Link: https://lomake.ayy.fi/kampusjaosto/kertavuokrattavien-tilojen-kehitys/

The survey closes on 31 Jan 2019.

 

6. First application round of TTE Fund for 2019 is open!
The first application round of TTE Fund for 2019 is open! The Fund can grant financial aid for all AYY members as well as communities operating in connection with it. TTE Fund supports operations that reach for the stars, get other people excited to join in and can be seen and heard.

You can apply for grants from TTE Fund in two ways: through the application rounds organised around three times a year, or via the continuous application process which is open during semesters. Via the continuous application process, the maximum amount of a grant is 2000 €, whereas the amount of project funding in the actual application rounds is not limited.

Application time for the first round of 2019 ends on Sunday 20 Jan 2019 at 11.59 pm. Instructions for preparing an application and its attachments can be found on the Fund’s website at https://tter.ayy.fi/hae-avustusta/briefly-in-english/. The grants are applied for by filling in an online form that can be found at https://lomake.ayy.fi/tter/hakulomake/.

The times of the application rounds for autumn 2019 and other information is available on the TTE Fund website at https://tter.ayy.fi/hae-avustusta/briefly-in-english/. Also, check out the Facebook page at www.facebook.com/tterahasto (in Finnish).

 

7. Here you are – the new Association Guide!
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. 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 the association training of November 2018 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.

 

8. AYY’s guide for event organisers
The AYY Event Organiser 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.

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).

 

 

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).

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

Association newsletter week 38/2018

If you want to receive the AYY association newsletter by email, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

 

This is the AYY association newsletter for week 38/2018

The Not Cool campaign has started. Might it be time to talk about equality in your association, too, and think about your practices (item 1)? Please also note the new Telegram groups for discussion on international matters and advocacy (items 3 and 4).


Upcoming events and important dates for associations
17 Sept: Polyteekkari Museum’s guide recruitment evening (item 5)
30 Sept: Third application round of TTE Fund ends (item 7)
1 Oct: Otatarha race, Alvari Square
1 Oct: Lakinlaskijaiset, Dipoli
6 Oct: Otaniemi Night of Arts (http://otanieminightofarts.fi/)
21 Oct: Nomination for honorary members of PTK ends (https://lomake.ayy.fi/ptk/ehdota-uusia-
arwoisia/
, form in Finnish)
27 Nov: Save the date: association training in Finnish
28 Nov: Save the date: association training in Finnish
29 Nov: Save the date: association training in English

 

Contents of the newsletter
1. Not Cool! – Everyone can interfere with inappropriate behaviour
2. Have you encountered harassment or inappropriate treatment at Aalto? Contact AYY’s Harassment contact persons!
3. New Aalto International discussion group
4. AYY: Advocacy now also on Telegram
5. Polyteekkari Museum’s guide recruitment evening on Monday 17 Sept at 5 pm
6. Survey for associations coming on Wed 19 Sept
7. Third application round of TTE Fund for 2018 is open!

 

1. Not Cool! – Everyone can interfere with inappropriate behaviour
AYY has started the Not Cool! campaign, which aims to encourage everyone to recognise and interfere with inappropriate behaviour.

In the beginning of autumn, it’s good to think about harassment in general in your own student association. Do we invite everyone to join in on an equal basis? Are we using practices that someone might find discriminatory? Should we create rules or procedures that would prevent harassment and make our community more equal?

If necessary, AYY can provide you with information and support you in enhancing the equality of your activities. You can also grab a campaign poster for your association facilities from the top of the post boxes at AYY’s Central office. Read more about the campaign from the AYY website: https://ayy.fi/en/notcool #notcool

 

2. Have you encountered harassment or inappropriate treatment at Aalto? Contact AYY’s Harassment contact persons!
Aalto University Student Union has two Harassment contact persons, a man and a woman, who are AYY employees. The Harassment contact persons can be contacted if an AYY member has experienced or encountered harassment within the University community, or if your association wants help with the prevention of harassment.

The Harassment contact persons offer help with identifying harassment and provide counselling, conversational help and, if necessary, assistance in resolving the situation. If necessary, the person asking for advice is directed to other services or to contact the authorities or University staff, if this is deemed necessary and the person so wishes.

All contacts are confidential, and their content is not collected by the Student Union or communicated to anyone without the consent of the person making contact.

Harassment contact person Lauri Jurvanen hairinta-mies(a)ayy.fi tel. 050 520 9438
Harassment contact person Minna Mäkitalo hairinta-nainen(a)ayy.fi tel. 050 520 9438

The Harassment contact persons will help regardless of whether harassment has been experienced during the Student Union’s or associations’ activities or during teaching. Harassment or inappropriate behaviour can manifest itself as verbal or non-verbal insults, unwanted physical contact, threatening, unwanted contact, being left out of the community or otherwise as inappropriate complications in participating in it. The experience of harassment is subjective, so what is offensive and distressing and qualifies as harassment varies from one person to another, meaning that the most important thing is how the person making contact personally experiences the situation.

Don’t hesitate to make contact if you suspect that you have encountered harassment and need help.

Best Wishes, Harassment contact persons Minna & Lauri


3. New Aalto International discussion group
The Facebook group Aalto International is now also on Telegram to serve the same purpose, and you can join the group here: http://t.me/aaltointernational. The group is for discussion and publicity of activities and events among the Aalto University student community. The group is moderated by AYY as an informal communications channel, and the language of the group is English. Don’t forget the official channels on Facebook: @ylioppilaskunta & Instagram and Twitter: @ayy_fi.

See you in the Telegram group – don’t hesitate to come up with your thoughts @aaltointernational!

If you have any questions, concerns or ideas about internationalisation, get in touch with our specialist Rosa Väisänen (rosa.vaisanen(a)ayy.fi,  050 527 2401).


4. AYY: Advocacy now also on Telegram
Does basic income evoke emotions in you, but you don’t know who to share them with? Would you like to bounce around thoughts on open data systems, but your roommate is sick of listening to you? That’s alright, the AYY: Advocacy discussion channel can now be found on the Telegram instant messaging service, too!

AYY: Advocacy is an unofficial and independent platform for advocacy-related discussion and activity at Aalto, in Finland and around the world. Joining the community does not bind you to anything, and you don’t need to be a Student Representative or even an Aalto student to join.

The channel can be found at t.me/AYYadvocacy

More information from Advocacy and Communications Manager Heikki Isotalo, heikki.isotalo(at)ayy.fi.

 

5. Polyteekkari Museum’s guide recruitment evening on Monday 17 Sept at 5 pm
Are you all upset because you’re not a Polyteekkari Museum guide yet? Not to worry, do what Henri did and become a guide to regain those twinkly eyes. Come to the museum on Monday 17 Sept at 5 pm with a couple of hours spare and get to know the life and soul of a guide. All are welcome, regardless of study field or stage – we’ll be expecting you!

You can ask for more information by email at intendentti(a)ayy.fi.

 

6. Survey for associations coming on Wed 19 Sept
Project Coordinator for community and organisational structures Elina Nieminen has started work at the Aalto University Student Union’s Central office in the beginning of August, and her job is to conduct surveys, interviews and conversations to figure out how the structures of the Aalto community and the cooperation of the Student Union and the associations within it could be developed. The goal of the project is a more unified student community in which the students of the different schools will be taken into account as equals even better than before.

The project kicks off with a survey that will be sent out to all associations on Wednesday 19 Sept 2018. You will have two weeks to answer the survey, so it’s worth reserving time from a meeting or other get-together now to come up with your answers, as each association is meant to only answer the survey once.

More information to follow next week! If you have questions about the project, email elina.nieminen(a)ayy.fi.

Get to know Project Coordinator Elina and her project better: https://ayy.fi/en/blog/2018/08/23/new-project-coordinator-helps-the-aalto-community-develop/

 

7. Third application round of TTE Fund for 2018 is open!
The third application round of TTE Fund for 2018 is open! The Fund can grant financial aid for all AYY members and the associations within it. TTE Fund supports activities that reach for the stars, get other people excited and can be seen and heard.

You can apply for grants from TTE Fund in two ways: through the application rounds arranged approximately three times a year, or via the continuous application process which is open during semesters. Via the continuous application process, the maximum amount of a grant is 2000€, whereas the amount of project funding in the actual application rounds is not limited.

Application time for the third round of 2018 ends on Sunday 30 Sept 2018 at 11.59 pm. Instructions for the application and its attachments can be found on the Fund’s website at https://tter.ayy.fi/hae-avustusta/briefly-in-english/. To apply for a grant, fill in the online form found at https://lomake.ayy.fi/tter/hakulomake/.

The times of the application rounds for autumn 2018 and other information is available on the TTE Fund website at https://tter.ayy.fi/hae-avustusta/briefly-in-english/. Also, check out the Facebook page at www.facebook.com/tterahasto (in Finnish).

 

 

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).

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

Association newsletter week 24/2018

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 association newsletter for the week 24/2018

Upcoming events and important dates and events for associations
15th June: Collection of ideas for the Student Center ends (see item 1 and http://opiskelijakeskus.fi/)
29th June at 12 noon: Post-announcement for association notices ends (see item 2 and instructions)
30th June: Deadline for financial support applications for the Otaniemi Night of Arts (see item 3)
31st July: Survey on AYY’s advocacy policies closes (see item 4 and direct link to the survey)

Contents of the newsletter
1. The opiskelijakeskus.fi website is now open
2. Operating grants 2018 and missing association notices
3. Sub-event application period for the Otaniemi Night of Arts on the 6th of October is now open
4. Share your ideas on AYY’s advocacy policies
5. Study credits for active students
6. AYY is now GDPR-compatible


1. The opiskelijakeskus.fi website is now open

The opiskelijakeskus.fi website is now open! Check them out, browse the ideas and add your own. The Student Center is a joint venture by the Aalto University Student Union (AYY), the Aalto University Business Students (KY) and Teknologföreningen (TF). The plan is to create a building for all students on the Otaniemi campus, next to the metro station entrance and the Harald Herlin Learning Center.

A Student Center seminar was held in April 2018, , johon osallistui edustajia erityisasemayhdistysten puheenjohtajien neuvostosta, edustajistosta ja AYY:n jaostoista. The goal of the seminar was to brainstorm what kinds of facilities, functions and services the center could have.

The ideas gathered onto the opiskelijakeskus.fi website are results of the seminar. Anyone can browse the ideas, like them and add their own ideas. We will go through the most popular ideas on Friday, the 15th of June, with further planning in mind. So, visit the website and add your own top ideas. What would you want the Student center to have?

The Board members in charge of the Student Center are Emma Savela (real estate) and Noora Tanska (community). Both can be reached via their emails at firstname.surname (a) ayy.fi.

http://opiskelijakeskus.fi/

 

2. Operating grants 2018 and missing association notices
The operating grants for 2018 have been granted and the sums are available at http://ayy.fi/en/associations/services/operating-grants/operating-grants-2018/

Operating grants are paid when all the prerequisites have been fulfilled. The payment order regarding the grants has been sent to most associations this week. The payment will be visible on the account submitted to the TAHLO system by the end of June.

If an association has discrepancies or things missing from their profiles on the AYY website, they will be notified of this in early June. The profile must be completed before the grants are paid, according to the instructions submitted when the applications opened. Organizations that have been granted additional time for certain appendices will not be specifically reminded about submitting them. These organizations must submit the appendices in accordance with the instructions they have received when the additional time was granted in order to receive the grant.

Associations that have not yet filed an association notice for 2018 must do so between the 6th of June, 12:00 noon, and 20th of June, 12:00 noon, at https://tahlo.ayy.fi/. It is no longer possible to apply for operating grants this year. If the association fails to fill an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s list of associations.

Additional instructions for association notices: https://ayy.fi/en/blog/2018/02/28/submissions-for-association-notices-and-operating-grant-applications/

 

3. Sub-event application period for the Otaniemi Night of Arts on the 6th of October is now open
The Otaniemi Night of Arts will be held for the first time on Saturday, the 6th of October. It is a cross-artistic, free campus festival, where all willing associations within AYY can take part in making the creative program.

The Otaniemi Night of Arts consists of several sub-events organized by students, and the application period for the sub-events is now open. Your event can be pretty much anything, as long as it is related to art in some way: an exhibition, a live music night, a dance workshop or even poetry karaoke. Only imagination and the laws of physics are the limit!

AYY provides the use of facilities for event organizers for free. You can also receive financial support for your event through AYY and the TTE Fund until the 30th of June.

Read more about the Otaniemi Night of Arts and sign up as a sub-event organizer: https://otanieminightofarts.fi/

More information: tero.uuttana (a) ayy.fi

 

4. Share your ideas on AYY’s advocacy policies
In what societal questions should Aalto people be especially active in? How should AYY react to subsistence, equality and sustainable development?

The Aalto University Student Union is updating its policy papers this year. At the same time, the current policy papers will be combined into a single document. The idea is to create a document that ensures that AYY’s advocacy work is transparent and in line with the members’ opinions.

By taking the survey, you can bring new issues and ideas to the policy paper preparation work: https://lomake.ayy.fi/vaikuttaminen/share-your-ideas-on-ayys-advocacy-policies/

The survey is open until July 31st. For more information, please contact AYY’s Advocacy and Communications Manager: heikki.isotalo (a) ayy.fi

 

5. Study credits for active students
Hello, active students!

Have you worked actively in the Aalto University Student Union (in a section, for example), in an association operating within AYY (as a board member or officer), or in the University as a student representative in administration in 2017? You can get study credits for it.

The course (3 credits) includes writing a reflection report regarding what you have learned in the task and participation in a peer learning seminar.

Click the link to see course details: https://mycourses.aalto.fi/course/view.php?id=19730

AYY has consistently emphasized the importance of organizational activity for the development of individual know-how, and that is why we are happy that the Aalto University has decided to award study credits for students’ work in associations. For more information, please contact AYY’s education policy expert, Minna Mäkitalo, who has contributed to the format of the course: minna.makitalo (a) ayy.fi.

 

6. AYY is now GDPR-compatible
The EU General Data Protection Regulation came into effect on Friday, the 25th of May 2018. AYY has prepared for the regulation in many ways to keep the data of our members safe.

The privacy statements on AYY’s registers with contact personnel can be found at https://rekisterit.ayy.fi/

AYY has trained its staff and the associations in its sphere of influence on the GDPR. You can check out the information, aimed towards associations, with examples, here: https://inside.ayy.fi/display/TIET/Tietosuoja (requires you to sign in using your Aalto University ID)

Please note that if you do not wish to receive the AYY association newsletter, you can unsubscribe from the list by following the instructions behind the link: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

 

 

DO YOU WANT YOUR 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, Essi Puustinen (essi.puustinen (a) ayy.fi, phone: 050 520 9442).

Do you 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

Association newsletter week 23/2018

 

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 association newsletter for the week 23/2018

 Upcoming events and important dates and events for associations
29th June: Deadline for missing association notices ((see item 1)
5th Sep: Save the date: Aalto Day One
1st Oct: Save the date: Lakinlaskijaiset
6th October: Save the date: The Otaniemi Night of Arts (see item 3)
28th Nov: Save the date: Association training, Design Factory

Contents of the newsletter
1. Operating grants 2018 and missing association notices
2. Study credits for active students
3. Share your ideas on AYY’s advocacy policies
4. Sub-event application period for the Otaniemi Night of Arts on the 6th of October is now open
5. Checklist for the General Data Protection Regulation (GDPR)
6. Students at the Linnanmäki amusement park

 

1. Operating grants 2018 and missing association notices

The operating grants for 2018 have been granted and the sums are available at http://ayy.fi/en/associations/services/operating-grants/operating-grants-2018/

Operating grants are paid when all the prerequisites have been fulfilled. The payment order regarding the grants will be sent to most associations next week. The payment will be visible on the account submitted to the TAHLO system by the end of June.

If an association has discrepancies or things missing from their profiles on the AYY website, they will be notified in early June. The profile must be completed before the grants are paid, according to the instructions submitted when the applications opened. Organizations that have been granted additional time for certain appendices will not be specifically reminded about submitting them. These organizations must submit the appendices in accordance with the instructions they have received when the additional time was granted in order to receive the grant.

Associations that have not yet filed an association notice for 2018 must do so between the 6th of June, 12:00 noon, and 29th of June, 12:00 noon, at https://tahlo.ayy.fi/. It is no longer possible to apply for operating grants this year. If the association fails to fill an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s list of associations.

Additional instructions for association notices: https://ayy.fi/en/blog/2018/02/28/submissions-for-association-notices-and-operating-grant-applications/

 

2. Study credits for active students

Hello, active students!

Have you worked actively in the Aalto University Student Union (in a section, for example), in an association operating within AYY (as a board member or officer), or in the University as a student representative in administration in 2017? You can get study credits for it.

The course (3 credits) includes writing a reflection report regarding what you have learned in the task and participation in a peer learning seminar.

Click the link to see course details: https://mycourses.aalto.fi/course/view.php?id=19730

AYY has consistently emphasized the importance of organizational activity for the development of individual know-how, and that is why we are happy that the Aalto University has decided to award study credits for students’ work in associations. For more information, please contact AYY’s education policy expert, Minna Mäkitalo, who has contributed to the format of the course: minna.makitalo (a) ayy.fi.

 

3. Share your ideas on AYY’s advocacy policies

In what societal questions should Aalto people be especially active in? How should AYY react to subsistence, equality and sustainable development?

The Aalto University Student Union is updating its policy papers this year. At the same time, the current policy papers will be combined into a single document. The idea is to create a document that ensures that AYY’s advocacy work is transparent and in line with the members’ opinions.

By taking the survey, you can bring new issues and ideas to the policy paper preparation work: https://lomake.ayy.fi/vaikuttaminen/share-your-ideas-on-ayys-advocacy-policies/

The survey is open until July 31st.

 

4. Sub-event application period for the Otaniemi Night of Arts on the 6th of October is now open
The Otaniemi Night of Arts will be held for the first time on Saturday, the 6th of October. It is a cross-artistic, free campus festival, where all willing associations within AYY can take part in making the creative program.

The Otaniemi Night of Arts consists of several sub-events organized by students, and the application period for the sub-events is now open. Your event can be pretty much anything, as long as it is related to art in some way: an exhibition, a live music night, a dance workshop or even poetry karaoke. Only imagination and the laws of physics are the limit!

AYY provides the use of facilities for event organizers for free. You can also receive financial support for your event through AYY and the TTE Fund.

Read more about the Otaniemi Night of Arts and sign up as a sub-event organizer: https://ayy.fi/en/students/student-culture/annual-events/otaniemenyo/

More information: tero.uuttana (a) ayy.fi

 

 5. Checklist for the General Data Protection Regulation (GDPR)

The regulation came into effect on the 25th of May. Make sure that your association has done at least the following:

  • Privacy statements for your personal data registers.
  • The statements can be accessed directly from the form used for gathering the personal data.
  • The processors of the personal data are familiar with the proper way of processing the data (a data protection policy has been created and the processors have read it).
  • The registers have been saved securely.
  • Old, unnecessary information have been removed from the registers.
  • You are prepared to receive information requests from persons in the register – you know how the data should be sent to the persons.

AYY’s instruction page can be found at https://inside.ayy.fi/display/TIET/Tietosuoja (requires you to sign in using your Aalto University ID). It contains the most important issues related to the regulation, tips about collecting event sign-ups, training material, document templates and frequently asked questions. In the future, the page can also be accessed through the service listing for associations: https://ayy.fi/en/associations/services/

If you have any questions related to GDPR or you want to have your association’s data protection documents checked, please contact AYY’s IT Expert petteri.nummela (a) ayy.fi.

 

6. Students at the Linnanmäki amusement park

Linnanmäki only for students? Check!

The Guild of Automation and Systems Technology celebrates its 20th anniversary with a bang: The Guild, together with its cooperation partners, offers students a unique chance to spend an evening at the Linnnanmäki amusement park. A private event with a limited number of tickets provides an unforgettable opportunity to enjoy Linnanmäki without waiting in line for hours!

Mark the 5th of October 2018 in your calendar, buy a ticket, take your best student buddies with you, and wait in eager anticipation for the most amusing day of the year, when the entire Linnanmäki amusement park is open just for students for one night.

The event is supported by the TTE Fund.

Advance tickets: https://bailataan.fi/events/b71e9e0b-84d1-45a0-95f8-bb985f720b2c

Advance tickets are also sold at events, which are announced on the event’s website later. Buy your ticket now, because the price will go up after the advance sales!

WHAT: Linnanmäki just for students!
WHERE: Linnanmäki amusement park
WHEN: 5th of October 2018 between 16:00 and 20:00
MORE INFO: https://20.as.fi/linnanmaki/

Tickets are exchanged for wristbands in the autumn prior to the event. You must present your student card when exchanging your ticket. Only people who have bought a ticket can enter Linnanmäki during the event. Alcohol is sold at the amusement park, so bringing your own drinks into the area is forbidden.

The organizer reserves the right to make changes.

 

DO YOU WANT YOUR 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, Essi Puustinen (essi.puustinen (a) ayy.fi, phone: 050 520 9442).

Association newsletter week 19/2018

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 association newsletter for the week 19/2018

Now is a good time to start planning new event ideas for the autumn by booking a date and place for your event at AYY’s advance booking! When making reservations, remember the Otaniemi Night of Arts on the 6th of October and the association training on the 28th of November, as you don’t want to miss these events!

Upcoming events and important dates and events for associations
5th May: Village cleanup (https://www.facebook.com/events/163293011045218/)
7/8th May: GDPR consultations (see item 4)
13th May: Flower Day (https://www.facebook.com/events/768441560027114/)
17th May: Advance booking of AYY’s one-time rental facilities I (see item 1)
24th May: Advance booking of AYY’s one-time rental facilities II (see item 1)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 4)
27th May: Sign up your events into the yearly calendar (see item 6)
31st May: Junk bike collection ends
(https://ayy.fi/en/student-union/volunteering/sections/campus-section/collecting-of-abandoned-bicycles/)
6th Oct: SAVE THE DATE: The Otaniemi Night of Arts (see item 2)
28th Nov: SAVE THE DATE: Association training, Design Factory (see item 3)

Content of the newsletter
1. Advance booking of AYY’s one-time rental facilities starts TODAY on the 4th of May 2018
2. The Year of Arts
3. Important dates for the autumn of 2018
4. GDPR consultations – EU’s General Data Protection Regulation is coming
5. The processing of operating grants has been delayed
6. Association events into the yearly calendar 2018-19

 

1. Advance booking of AYY’s one-time rental facilities starts TODAY on the 4th of May 2018

The advance booking of AYY’s one-time rental facilities for associations starts on Thursday, the 4th of May 2018. Advance bookings are organized by using AYY’s own booking system TILA.

You can make advance bookings for the period Mon, 13th of August 2018–Sun, 6th of January 2019.

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

  1. AYY’s internal operators, reservation period 19th April-4th May 2018.
    The reservation period ends on 4th May 2018 at 12:00 noon.
  2. Special status associations 4th May-17th May 2018.
    The reservation period starts on Fri, 4th May at 14:00 and ends on Thu, 17th May at 12:00 noon.
    The booking session will be held in Otaniemi on Thu, 17th May 2018 from 16:30 onwards (the venue will be confirmed later).
  3. Other associations in the 1st register 18th May-24th May 2018.
    The reservation period starts on Fri, 18th May at 12:00 noon and ends on Thu, 24th May 2018 at 12:00 noon.
    The booking session will be held in Otaniemi on Thu, 24th May 2018 from 16:30 onwards (the venue will be confirmed later).

A few notes about making reservations:

  • TILA can be found at https://tila.ayy.fi/. Users must log in to the system with their Aalto University 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, found in the menu bar at the top of the page.
  • During advance booking, facilities are reserved under the name of the association. The activation key has been sent to the email address provided by the 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.
  • If you receive representation rights to a group, the message subject will be “TILA: Activation key for group GROUP NAME”. After this, the persons who have received the invitation can distribute representation rights to others through TILA.
  • Enter the name of the event in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at later stages of the booking session.
  • Please note that AYY’s internal reservations are mainly permanent.
  • Any reservations for anniversaries and anniversary herring brunches made by special status associations take priority over reservations made by other associations. Reservations made by special status associations will be confirmed when the corresponding reservation period ends. Overlapping reservations made by special status associations will be clarified in the first booking session.Special status associations do not have to come to defend their reservations to the second booking session.
  • Overlapping bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations that do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username at the advance booking session, so please bring your laptop in order to make the event run smoothly.
  • When making reservations for long periods of time, please bear in mind that you MUST come to the associations’ advance booking session to give grounds for the bookings made.  If needed, AYY will also contact the associations in advance.
  • Only reserve a facility for the time when you really need it. If possible, please avoid reservations in Smökki at the following times: PO has rehearsals at Smökki every Monday from 18:00 to 21:00, and RWBK has rehearsals at Smökki every Tuesday between 17:00 and 22:00. Please avoid reserving Smökki for sitsi parties on Mondays & Tuesdays.
  • The prices for internal operators and associations will stay the same as during the previous booking period. The price list can be found here: ayy.fi/en/price-list

Please note! There are some exceptions due to renovations:

  • Gorsu, Living Room, Multi-facility Hall and Tatami Hall cannot be booked starting from the 13th of August 2018.
  • OK20 upstairs cannot be booked starting from the 30th of November 2018.
  • The Rooftop Sauna, Game Room, Sitsi Kitchen and Takka Cabinet cannot be booked starting from the 10th of December 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

 

2. The Year of Arts

This year, AYY is celebrating the Year of Arts! The aim of the Year of Arts is to highlight the creativity and artistic activities of the entire Student Union. Let’s welcome all the ARTS students to our shared Otaniemi campus with this theme!

The Year of Arts is not just a project for the Student Union’s Central Office, but also a theme that involves the sections and associations. The theme of the year is visible in the Student Union’s activities in many ways, but above all, AYY wants to encourage all associations working within its sphere of influence to take art into account and bring it out in their own activities. Art should look like its creator, so open your mind and experiment!

The Otaniemi Night of Arts is the highlight of the Year of Arts. It is a cross-artistic city festival, consisting of several events in the campus area. Content made by students form the essence of the event, and the target group is the Aalto community and Espoo. The Otaniemi Night of Arts will be held on Saturday, the 6th of October, and we hope that all associations operating within the Student Union will take part in it to organize high-quality events! Registration opens soon, so keep your eyes and ears open and start brainstorming ideas with your association!

  

3. Important dates for the autumn of 2018

A few dates relevant to Aalto people and association actives have been confirmed for the autumn of 2018. The Otaniemi Night of Arts, which celebrates AYY’s Year of Arts, will be held on Saturday, the 6th of October. An important association training for new association actives will be held on Wednesday, the 28th of November. The Lakinlaskijaiset, an important event for technology students, will be held exceptionally on the 1st of October, and the Teekkari Tradition Week will be celebrated during week 45.

Write down the dates in your association’s calendar already! Remember also to take these dates into account when planning your event calendar for the autumn and when booking facilities.

You can read more about the thoughts of the people responsible for the Year of Arts here: https://ayy.fi/en/blog/2018/03/26/year-of-arts-celebrates-aalto-creativity/
You can send your wishes regarding the association training to AYY’s Association Sector at: jarjestoasiat (a) ayy.fi

 


4.
GDPR – EU’s General Data Protection Regulation is coming
Starting from the 25th of May, all organizations handling personal information must comply with the new EU General Data Protection Regulation (GDPR).

If your association is in need of last-minute consultation, we are arranging open appointments on the 7th and 8th of May at our central office in Finnish and in English. You can reserve your appointment here: https://inside.ayy.fi/display/TIET/General+Data+Protection (requires signing up with your Aalto University ID).

Behind the same link, you can also find general guidelines for preparing for the General Data Protection Regulation, as well as example documents for the privacy statements and the data protection policy for associations. The material of the training held on the 9th of April has also been added to the page in three languages.

If you have any questions related to the GDPR, please contact AYY’s IT expert at petteri.nummela(a)ayy.fi.

 

 

5. The processing of operating grants has been delayed
The processing of associations’ operating grant applications has been delayed. We aim to score the applications in May, and the information on the grant decisions will be sent to associations as soon as possible. Operating grants can be paid once all the terms of the grant have been fulfilled and any missing appendices have been sent to jarjestoasiat(a)ayy.fi.

After the grants have been paid, post-announcement opens for associations that have not yet submitted their association notice. Associations can no longer apply for operating grants at this point. If an association fails to submit an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s association register. The schedule for the post-announcement will be announced later in the association newsletter.

 

6. Association events into the yearly calendar 2018-19

AYY and TOKYO are creating a design calendar for the year 2018-19 to celebrate the move of ARTS to Otaniemi. The design calendar is handed out free of charge to members, like the traditional AYY calendar. The calendar will contain a list of events organized by organizations associations operating within AYY’s sphere of influence.

Go and add your association’s upcoming events into the following Excel Online file: https://ayyfi.sharepoint.com/:x:/g/viestinta/EfOsbZ0GgGJPoPUEaVel0Z8BOxInnozQmq3uNDIXYcd0Mg?e=6ZtQR2 Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar! For further information, please contact siiri.liitia(a)ayy.fi.

Also check out the article on the new yearly calendar: https://ayy.fi/en/blog/2018/04/09/presenting-the-design-calendar-for-year-2018-19/

 

 

DO YOU WANT YOUR 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, Essi Puustinen (essi.puustinen (a) ayy.fi, phone: 050 520 9442).

Association newsletter 13/2018

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 association newsletter for the week 13/2018

This is the final reminder: Please remember to fill in your association notice and applications for operating grants by the 29th of March, 12:00. You should also check out the important training on the EU General Data Protection Regulation (GDPR), which also concerns all associations working within AYY’s sphere of influence (item 2).

Upcoming events and important dates and events for associations
1st March 12:00 noon–29th March 12:00 noon: Submissions for association notices and operating grant applications (see item 1 and instructions)
29th March: Deadline for the main administrator notifications of Otax (see item 3)
8th February–6th April: #LuovutusAalto vol. 3 (campaign page)
9th April at 16:00-20:00: Association training on the EU’s new General Data Protection Regulation (GDPR) (see item 2 and more information)

Content of the newsletter
1. IMPORTANT: Submissions for association notices and operating grant applications – last call!
2. Training on the 9th of April: Data protection legislation is changing, is your association prepared?
3. The main administrator notifications of Otax must be done by March 29th
4. The Aalto chaplains are here for you + egg hunt


1. IMPORTANT: Submissions for association notices and operating grant applications – last call!

Submissions for association notices and operating grant applications are open, and the submission period will end on next Thursday, March 29th, at 12:00 noon. If your association has not done these tasks yet, you should do so now. No quarter will be given to people who are late! You can work on the application litte by little and check out your previous application from the TAHLO system by changing the year from the tab.

All associations within AYY must fill out a yearly association notice. Failing to fill out the notice for two consecutive years or submitting an association notice with clearly inadequate information may lead to the association being removed from the AYY Association Register. Only associations belonging to the first list of AYY’s Association Register can apply for operating grants. You can check which list your association belongs to from the TAHLO system or from the organizational sector (jarjestoasiat at ayy.fi).

Where to start? What should I do? Check out the comprehensive instructions: https://ayy.fi/en/blog/2018/02/28/submissions-for-association-notices-and-operating-grant-applications/ (you can find the answer to almost everything here, read the instructions carefully)

What operating grant? More information: https://ayy.fi/en/associations/services/operating-grants/

I know what to do! Direct link to the application system: http://tahlo.ayy.fi/

Questions or problems? Send a message to the organizational sector (jarjestoasiat at ayy.fi) or call our Organizational Affairs Specialist at 050 520 9442. To make sure you get your answer on time, please send us your questions well before the deadline.

The operating grant applications and association notices will be handled as soon as possible during April. Any possible delays will be informed of separately.

 

2. Training on the 9th of April: Data protection legislation is changing, is your association prepared?

All organizations handling personal information must use the new EU GDPR on data protection, starting from May. The law also applies to association within AYY’s sphere of influence. Join the training to learn what you need to learn about the new data protection regulation (GDPR=General Data Protection Regulation).

The training is in Finnish, but one workshop does a summary of the most important points in English. Chairpersons and people who handle member information (like the member register and event signups) should attend the event.

The training is organized at the Aalto University learning center in Otaniemi on the 9th of April from 15:30 to 19:30. The training starts with coffee, followed by the lecture from 16:00 to 18:00 and the workshops from 18:15 to 19:30. If you cannot attend, there is also an online stream for the lecture (16:00-18:00). After the lecture in Finnish, there will be a workshop in English (18:15-19:15). The workshop will summarize the key points of the webinar and give brief instructions and tips on how student organizations should develop their practices regarding personal data.

The event is organized in cooperation with Tekniikan Akateemiset and the Helsinki University Student Union.

More information on workshops and the event: https://www.tek.fi/fi/palvelut/tapahtumat/tietosuojalainsaadanto-uudistuu-onko-yhdistyksesi-valmis
Link straight to the signup: https://www.lyyti.fi/reg/Ovatko_yhdistyksesi_tietosuojaan_liittyvat_asiat_kunnossa_1898/en

 

3. The main administrator notifications of Otax must be done by March 29th

Concerning associations that have webpages or IDs at AYY’s web hotel service Otax. The main administrator notifications of Otax must be done by March 29th. The IDs of accounts from which notifications have not been made will be locked on April 1st, and the site will be closed down.

The notifier must also check the applications that are running, users who have access to the ID, etc. You can find more detailed instructions in the notification form. Please set aside enough time to make the notification and check the site.

You can make the notification at https://lomake.ayy.fi/it/otax-admin-report/?lang=en

More information on Otax and other IT services offered by AYY to associations can be found at https://otax.fi/.

 

4. The Aalto chaplains are here for you + egg hunt

Hi! We’re Anu Morikawa and Marjut Mulari, Aalto University chaplains, or just Aalto chaplains for short. We’re at the disposal of the entire university community: the students, staff and associations, regardless of your religion or beliefs.

Life is made up of many elements, and fitting them together is not always easy. Sometimes it’s good to stop and think about what kind of resources you have at your disposal. We like to think that, at its best, our work is preventive – it’s always better to air out your thoughts or concerns in life when things haven’t yet become a complete mess. Sometimes it’s enough to talk to a friend, relative or someone else close to you. Sometimes there are things that you may not want to share with your loved ones, and sometimes talking with a so-called outsider can help open up new perspectives. As chaplains, we have an absolute obligation of secrecy, and you can usually reserve a time to talk with us already for the same day.

We don’t organize any regular activities, but there are events at the Otaniemi Chapel from time to time. In the spring of 2018, there are at least Sunday brunches, creative writing afternoons and, of course, the #munajahti2018 (#egghunt2018) for associations! You can find us on Into: https://into.aalto.fi/x/PAEF and on Instagram: @aaltopapit.

Don’t be afraid to contact us in all big and small questions you may have in your life. You can book a time for a discussion by email or by phone. We’re happy to help all associations in both happy matters as well as in times of crisis and sorrow. You can also just invite us over for a coffee to your guild room, we’ll be happy to come.

The Aalto chaplains’ workstation is located in the Undergraduate Center, room M 136.

Anu Morikawa, 050 4644 375 anu.morikawa@evl.fi
Marjut Mulari, 050 365 2256 marjut.mulari@evl.fi

The most energetic EGGHUNT of the year at the Otaniemi chapel on Monday 26th of March from 14:00 to 16:00!
The traditional chapel #munajahti2018 is here again! At the egg hunt, teams have 3 minutes to find, gather, hoard, hunt and chase the eggs hidden in the chapel. The eight fastest guild teams are participating, so act fast! Come up with a name for your guild team and sign up for your own laptime on doodle at: http://bit.ly/2FfLiCv. The hunt will be followed with coffee. The hunt is organized by the Aalto chaplains and the Tapiola parish. Don’t miss it!

 

DO YOU WANT YOUR NEWS IN THIS NEWSLETTER?

Send your short text to us by Tuesday 10:00 AM (earlier than usual because of Easter) 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, Essi Puustinen (essi.puustinen (a) ayy.fi, phone: 050 520 9442).