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Association newsletter for week 12/2019

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 12/2019

We have reached the middle of the month. If you have not yet remembered to apply for an operating grant or to submit your association notice (item 1), now is high time to begin. Also note the annual main user reports for Otax (item 2).


Upcoming events and important dates for associations

21 Mar: AYY Representative Council meeting 3/2019 (http://ayy.fi/live)
24 Mar: TTE Fund application round II ends (item 5, http://tter.ayy.fi/[in Finnish])
25 Mar: Student Centre info seminar (https://ayy.fi/en/blog/2019/03/11/weekly-newsletter-11-2019/#_Toc3194741)
28 Mar: Last day for asking questions regarding operating grants and association notices (jarjestoasiat@ayy.fi)
29 Mar: Deadline for main admin reports for Otax (item 2)
31 Mar: Application for operating grants and submission of association notices ends (item 1)

 

Contents of the newsletter
1. Now is the time to submit the annual association notices and apply for AYY’s operating grants!
2. Submit the main admin reports for your association’s website by 29 Mar
3. Nominate prize winners from the Aalto community
4. Interested in developing your association’s equality?
5. Second application round of TTE Fund for 2019 ends next week!
6. Answer the brand survey for AYY’s sections
7. Facility selection for the Aalto Space application has been extended: School of Business as the latest addition
8. Culture operators: Invitation to the National Theatre on 21 Mar

 

 

1. Now is the time to submit the annual association notices and apply for AYY’s operating grants!
All associations operating within Aalto University Student Union must annually submit an association notice and, at the same time, associations in the 1st list can apply for an operating grant. The application period and submission of association notices ends on Sunday 31 Mar at 11.59 pm.

Comprehensive instructions are available here: https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/.

Both the operating grant application and the association notice consist of tabs to be filled in in the Tahlo system and the required appendices. As appendices, we require the following from everyone:

– the current rules
– the previous operating year’s annual report
– the current operating year’s operational plan

In addition, from those applying for an operating grant:
– the current operating year’s budget
– the previous operating year’s financial statement (consists of a profit and loss account and a balance sheet)

Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset.

Carefully fill in the tabs General, Board, Facilities and Attachments and, when applying for an operating grant, the Application tab. If you are a special status association, also fill in the Special Status tab. Finally, update your association’s association profile at https://ayy.fi/wp-login.php. You can sign in with your association’s user details. Remember to update all language versions!

MORE DETAILED INSTRUCTIONS:
Detailed instructions, tips and more information at https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/. Note that the Application tab has been updated since last year. Remember to reserve enough time to prepare the application.

AYY’s Organisation Sector (jarjestoasiat@ayy.fi) will answer all questions regarding the operating grants.

 

2. Submit the main admin reports for your association’s website by 29 Mar
Is your association’s website on the AYY server? It is that time of year again when the main admin report for Otax must be submitted. The deadline for the admin report is 29 Mar, and the account will be locked on 1 Apr. If you know that you will need more time for the submission, please get in touch by email at tietotekniikka@ayy.fi and we will extend your account by a month.

This year, the reports will be examined more closely than in previous years. We ask you to pay particular attention to cleaning up old access keys and clearing the www-data folder.

The admin report is available at https://lomake.ayy.fi/it/otax-admin-report/?lang=en.

Best wishes,
AYY IT

 

3. Nominate prize winners from the Aalto community
Like last year, Aalto University Student Union’s Community Committee Aava rewards associations for their work in the Aalto community. However, this year, we are collecting nominations for the whole year, so that feats done early in the year don’t get overshadowed by the time passed. Nominate associations and other groups that have succeeded this year in the following categories: Promoting student wellbeing, welcoming new students, integrating international students and bringing students from different study fields together. Additionally, you can give a nomination for your own category!

Form: https://lomake.ayy.fi/aava/nominate/

 

4. Interested in developing your association’s equality?
Does your association discuss equality? Are you thinking about the best ways to organise events or prepare an equality plan, or maybe wondering about the accessibility of your organisation’s facilities? Are you thinking about means to prevent and interfere with inappropriate behaviour and harassment?

The easiest way to get more information on developing equality in associations is to read through AYY’s renewed Association Guide’s Equality section at https://yhdistysopas.ayy.fi/equality/?lang=en.

You can find more information on equality planning applicable to associations and on preparing an equality plan on the Allianssi website at https://www.alli.fi/palvelutyhdenvertaisuus/tasa-arvo-ja-yhdenvertaisuussuunnittelu (in Finnish).

If you wish to discuss developing equality, means to prevent harassment or would like information or training on these topics for your association, you can contact AYY’s Advocacy Specialist in charge of Equality, Lauri Jurvanen, at lauri.jurvanen@ayy.fi, tel. 050 520 9418.

 

5. Second application round of TTE Fund for 2019 ends next week!
The second 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 second round of 2019 ends on Sunday 24 Mar 2019 at 11.59 pm. Instructions for preparing an application and its attachments can be found on the Fund’s website at http://tter.ayy.fi/  (in Finnish).  The grants are applied for by filling in an online form that can be found at https://lomake.ayy.fi/tter/.

 

6. Answer the brand survey for AYY’s sections
The AYY sections are charting the images held by our community of the sections’ brands. If you want to take part in influencing the sections’ brand development work, let your thoughts be known via the attached survey form. Your answers carry particular weight, as they will help further improve the sections’ brands. The survey closes on Sunday 24 Mar.

Among all respondents, we will raffle VIP and drinks tickets for the Dipoli Wappu or Aalto Afterparty.

You can access the survey here:

FI: http://bit.ly/Jbrandikysely
SV: http://bit.ly/Sbrandforfragan
EN: http://bit.ly/Sbrandquestionnaire

 

7. Facility selection for the Aalto Space application has been extended: School of Business as the latest addition
It can be challenging to find an available facility for Board meetings, studying or group work on campus. Aalto Space is a mobile application for Android and iOS devices. You can use it to book study and group work facilities as well as to navigate the campus. During 2019, the number of buildings and the facility selection will be extended to cover multiple new buildings. The School of Business building was added to the application in February 2019.

Read more at https://www.aalto.fi/news/aalto-space-mobile-application-develops-and-extends-its-range-of-buildings

 

8. Culture operators: Invitation to the National Theatre on 21 Mar
The Finnish National Theatre would like to invite culture operators to an agent evening organised especially for them at the National Theatre on 21 Mar.

Below is the official invitation and a link to the registration. The event is Finnish-language.

“Students are an important target group for the National Theatre, and the evening of theatre agents is a unique opportunity to be one of the first to hear about new performances!

As an association representative, you are warmly welcome to get to know the programme for autumn 2019, to which you will be introduced by front-row theatre makers. You will also get to enjoy an evening snack and to hear about our student discounts during the evening.

PROGRAMME ON THU 21 MAR 2019

At 5.00 pm, the doors to the Small Stage are opened and there are evening snacks on offer in the green room.
At 5.30 pm, the programme on the Small Stage begins and lasts approximately one hour.

After the programme part, you can enjoy a glass of bubbly in the green room and have a chat with the actors and staff of the National Theatre.

Sign up for the event by 19 Mar at https://lomake.ayy.fi/yrityssuhteet (in Finnish).”

With cultural greetings,

Otto Bergius
+358 50 520 9422 | otto.bergius@ayy.fi
Corporate Relations Coordinator
Aalto University Student Union (AYY)

 

 

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/yhdistykset

Association newsletter for week 10/2019

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 10/2019

Application for operating grants and submission of association notices starts NOW! Read the instructions for the application form carefully and start in good time: https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/ (item 1).

 

Upcoming events and important dates for associations
1 Mar: Application for operating grants opens (item 1)
1 Mar: Association notice submission opens (item 1)
5 Mar: Laskiaisrieha and Gravitaatio (https://www.facebook.com/events/2296143920450164/)
10 Mar: Nomination of acknowledgement recipients ends (https://lomake.ayy.fi/hallinto/bling/)
21 Mar: AYY Representative Council meeting 3/2019 (http://ayy.fi/live)
24 Mar: TTE Fund application round II ends (item 7, http://tter.ayy.fi/ [in Finnish])
28 Mar: Last day for asking questions regarding operating grants and association notices (jarjestoasiat@ayy.fi)
31 Mar: Application for operating grants and submission of association notices ends

 

Contents of the newsletter

  1. Now is the time to submit the annual association notices and apply for AYY’s operating grants!
  2. The traditional Laskiaisrieha is back again!
  3. Otaniemi Night of Arts will be back in the autumn!
  4. Nominate recipients for AYY’s acknowledgements by 10 March
    5. Interested in developing your association’s equality?
  5. Alternative solutions for the Community structures project discussed by the Representative Council
  6. Second application round of TTE Fund for 2019 is open!
  7. Guild of Architecture’s reply to the Ilmastoveivi challenge: Veggie week 11
  8. Seminar on 15 Mar: As the theme, climate change and technology know-how as a factor for change

 

1. Now is the time to submit the annual association notices and apply for AYY’s operating grants!

All associations operating within Aalto University Student Union must annually submit an association notice and, at the same time, associations in the 1st list can apply for an operating grant. The application period and submission of association notices starts on Friday 1 Mar at 12 noon and ends on Sunday 31 Mar at 11.59 pm.

Comprehensive instructions are available here: https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/.

Both the operating grant application and the association notice consist of tabs to be filled in in the Tahlo system and the required appendices. As appendices, we require the following from everyone:

– the current rules
– the previous operating year’s annual report
– the current operating year’s operational plan

In addition, from those applying for an operating grant:

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

Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset/.

Carefully fill in the tabs General, Board, Facilities and Attachments and, when applying for an operating grant, the Application tab. If you are a special status association, also fill in the Special Status tab. Finally, update your association’s association profile at https://ayy.fi/wp-login.php. You can sign in with your association’s user details. Remember to update all language versions!

MORE DETAILED INSTRUCTIONS:
Detailed instructions, tips and more information at https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/. Note that the Application tab has been updated since last year. Remember to reserve enough time to prepare the application.

AYY’s Organisation Sector (jarjestoasiat@ayy.fi) will answer all questions regarding the operating grants.

 

2. The traditional Laskiaisrieha is back again!
On Shrove Tuesday, 5 Mar, students will once again gather in large crowds at Ullanlinnanmäki to enjoy sledging, music, competitions and other entertaining activities. And we are inviting all associations to join us to make the day even more amazing. So, dig up your tents from storage, put together your sledging gear and come along!

If you want to take part in the event as an association, need a place for your tent or some electricity, get in touch with us by email at info@laskiaisrieha.fi.

You can find more info on the event on Facebook https://www.facebook.com/events/1132008500340004/ and at www.laskiaisrieha.fi (in Finnish).

 

3. Otaniemi Night of Arts will be back in the autumn!
Have your say on the timing of Otaniemi Night of Arts and tell us about your preliminary interest in organising a subevent via the form below!

https://forms.office.com/Pages/ResponsePage.aspx?id=0377CHYR0EKKo6ccnH8gelqUeg23k_tBmr4Tl7IOrOVUOVYzQ0NHMDAxUEVJVUhZWks2WlNSRzIzVS4u

 

4. Nominate recipients for AYY’s acknowledgements by 10 March
Do you know a pioneer, unprejudiced bridge-builder or interdisciplinary hard worker in the Aalto community who deserves recognition? Nominate a recipient for the Aalto University Student Union acknowledgement award for 2019.

You can make nominations until 10 March, after which the acknowledgement working group will propose the final acknowledgement recipients to the AYY Board. An acknowledgement can be awarded to a current or former member or employee of the Student Union.

Read more about the acknowledgements and nominate a recipient via this link: https://lomake.ayy.fi/hallinto/bling/.

If you would like to take part in deciding who gets the awards this year, you can also apply to the acknowledgement working group. The acknowledgment working group’s task is to receive the proposals for the acknowledgment recipients, process these proposals and propose the final recipients to the Student Union’s Board.

The group is looking for motivated students from different fields of study. If you are interested, apply here: https://lomake.ayy.fi/hallinto/hakemuslomake-huomionosoitustyoryhmaan/ (in Finnish, translation coming soon).

 

5. Interested in developing your association’s equality?
Does your association discuss equality? Are you thinking about the best ways to organise events or prepare an equality plan or maybe wondering about the accessibility of your organisation’s facilities? Are you thinking about means to prevent and interfere with inappropriate behaviour and harassment?

The easiest way to get more information on developing equality in associations is to read through AYY’s renewed Association Guide’s Equality section at https://yhdistysopas.ayy.fi/equality/?lang=en.

You can find more information on equality planning applicable to associations and on preparing an equality plan on the Allianssi website at https://www.alli.fi/palvelutyhdenvertaisuus/tasa-arvo-ja-yhdenvertaisuussuunnittelu (in Finnish).

If you wish to discuss developing equality, means to prevent harassment or would like information or training on these topics for your association, you can contact AYY’s Advocacy Specialist in charge of Equality, Lauri Jurvanen, at lauri.jurvanen@ayy.fi, tel. 050 520 9418.

 

6. Alternative solutions for the Community structures project discussed by the Representative Council
The solution alternatives for the Community structures project were addressed in the Representative Council meeting on 28 Feb. The Council had a preliminary discussion on the models, and the goal was to get some direction from the Council on which solutions the project will move towards next. So, the recording of the Representative Council meeting is worth watching at ayy.fi/live.

The solution proposals will be added to the meeting materials: https://inside.ayy.fi/pages/viewpage.action?pageId=40468739.

Detailed information on the goals of the project can be found in the introduction piece on Project Coordinator Elina Nieminen (https://ayy.fi/en/blog/2018/08/23/new-project-coordinator-helps-the-aalto-community-develop/), and the presentations of the previous stages in the Representative Council meeting materials for last autumn and this spring at https://inside.ayy.fi/display/ED/2018.

Further information: Project Coordinator Elina Nieminen, elina.nieminen@ayy.fi, tel. 0406819612.

 

7. Second application round of TTE Fund for 2019 is open!
The second 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 second round of 2019 ends on Sunday 24 Mar 2019 at 11.59 pm. Instructions for preparing an application and its attachments can be found on the Fund’s website at http://tter.ayy.fi/ (in Finnish). The grants are applied for by filling in an online form that can be found at https://lomake.ayy.fi/tter/hakulomake/.

 

8. Guild of Architecture’s reply to the Ilmastoveivi challenge: Veggie week 11

Hello, all!

We at the Guild of Architecture got excited about the Ilmastoveivi challenge brought forward by Inkubio and decided to challenge you all to join us for vegetarianism for week 11!

The consumption of food together with housing and transport constitute the three biggest personal burdens on the environment, so what we are in the habit of eating makes a big difference in reducing our carbon footprint. As Inkubio also said in its message, the significance of climate actions grows when undertaken together, thus causing a bigger change. For these reasons, we want to challenge everyone to adopt a vegetarian diet for a week and, as an added effort, we ourselves decided to eat fully vegan food for the week in question!

The idea behind this vegetarian challenge is to encourage everyone to think about their personal eating habits and, for one week, avoid the biggest burdens on the environment in an average diet, aka meat products.

Ilmastoveivi is a campaign aiming to get Finland to use its EU presidency period effectively for the good of the environment. You can read more about Ilmastoveivi and sign the petition at https://www.ilmastoveivi2019.fi/en.html.

So, go ahead and join us for eating responsibly on 11–17 Mar! You can find us on social media and share your personal experiences with the following hashtags: #vegeviikko11 #univeivi #ilmastoveivi2019

For tomorrow,

Guild of Architecture Board

 

9. Seminar on 15 Mar: As the theme, climate change and technology know-how as a factor for change

Limiting global warming to 1.5 degrees requires huge measures from everyone, and not least from those with higher education in the field of technology. Climate change creates new demands for employees, society and the industrial life alike.

What kind of know-how does this change require? How has education already reacted and will react to this in the future?

Join us in discussing this and other topical questions on the university education of the technology field in a seminar by the Academic Engineers and Architects in Finland with the universities in the technology field. The topic will be addressed by Keynote speakers Mika Anttonen, Max Mickelsson and Mikko Dufva. The seminar is particularly suitable for Chairs, persons in charge of studies and anyone interested in climate matters. The event is Finnish-language.

More information and registration by 8 Mar at https://education.tek.fi/ (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. NOTE! The association newsletter goes on holiday next week and returns on 15 Mar.

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

Frequently asked questions regarding operating grants and association notices

This page features a collection of questions and their answers to make things easier for applicants in problematic situations. If you cannot find an answer to your question here, do not hesitate to get in touch at jarjestoasiat@ayy.fi.

 

GENERAL AND USER DETAILS

A.      Where can I find the user details for the Tahlo system?

Last year’s Board should have them safe. If not, you can restore the password to your Board’s email address at https://tahlo.ayy.fi/password_reset/. If this does not work, contact us at jarjestoasiat@ayy.fi and we will look into it. You log in to the system at https://tahlo.ayy.fi/login/?next=/.

B.      Where can I find the user details for the ayy.fi website to update the association profile?

Last year’s Board should have them safe. If not, you can restore the password to your Board’s email address at https://ayy.fi/wp-login.php?action=lostpassword. If this does not work, contact us at jarjestoasiat@ayy.fi and we will look into it. You log in to the system at https://tahlo.ayy.fi/login/?next=/.

C.      For what are scores given in the grant application?

In accordance with the scoring model, which is available here: http://ayy.fi/wp-content/uploads/Pisteytysmalli_ENG.pdf?x51465. The application is used to assess e.g. the amount and variety of the association’s operations and its communality and responsibility. In addition to the answers provided in Tahlo, the appendices are an essential part of the application. A more specific score distribution for each section can be found in the Board-approved scoring model. See also the tips here for gaining extra scores.

D.      The answer choices do not fit our association, what do I do?

Answer as best you can, in accordance with the plans in your operational plan. All answer choices cannot work for more than 200 associations operating within AYY, so more specifics and information can be added in the additional information fields. If the association is found to have provided false information, it may be denied this year’s grant or the right to apply for a grant in the next application round. Also, give us feedback at jarjestoasiat@ayy.fi.

E.       How do I create an association profile?

See more detailed instructions here.

 F.       How do I know in which list our association is?

Check the Tahlo system’s General tab. If you are in the 1st list, you can apply for an operating grant. Others are only required to submit an association notice.

 

APPENDICES AND EXTRA TIME

G.      I do not have all of the required appendices, what do I do?

Everyone has an entire month to apply. That is enough time to prepare the missing documents for this year and to ask for the previous operating year’s documents from your predecessors. In accordance with good association administration, associations should have all of these documents at hand for each year. If you have a justified reason for the missing appendices, request more time before the application period ends at jarjestoasiat@ayy.fi. Each missing appendix reduces the amount of the grant. A potential grant cannot be paid out if the association has not submitted the missing appendices by 31 May 2019.

H.      I do not have the rules of our association, what do I do?

In Tahlo, check the previous year’s Attachments tab (change the year in the top right corner). Are they there? If you have not amended your rules, you can attach these same rules for the year 2019. You can also ask the previous operators or the Finnish Patent and Registration Office for these. Remember to save the most current version of the rules! If you have a justified reason for the missing appendices, request more time before the application period ends at jarjestoasiat@ayy.fi.

I.        I do not have last year’s financial documents, what do I do?

The documents in accordance with good administration must be prepared annually. You can get a lot done in a month. You can find some tips in the Association Guide’s section “Administration and finances” as well as in the training materials [in Finnish] available under “Services and info.” Simple templates [in Finnish] for preparing a balance sheet and a profit and loss account can be found in the Association Guide’s Materials bank. If you have a justified reason for the missing appendices, request more time before the application period ends at jarjestoasiat@ayy.fi.

J.        Our operating year does not follow the calendar year, which appendices do I submit?

Those for the ongoing and the previous operating year. For those following the calendar year, these are appendices for 2018 and 2019. For associations operating from summer to summer, for example, the current operating period is 2018–2019 and the previous one 2017–2018.

K.      We are a new association and have no documents yet, what do I do?

You can submit the appendices for the current operating year as normal. In place of last year’s documents, submit documents in which you explain in a couple of sentences the status of the previous year’s operations or the detailed founding dates.

L.       Our association operations are winding down and there are no documents from last year, what do I do?

Review carefully in which direction your association’s operations are heading. Will the operations keep going, pick up this year or continue to wind down? If they will keep going briskly, submit the appendices for this year as normal and, in place of last year’s documents, submit documents in which you explain in a couple of sentences the status of the previous year’s operations.

M.    How and for what can I request some extra time?

The Organisation Sector assesses the justification of the reasons individually for each association. Request more time before the application period ends at jarjestoasiat@ayy.fi and tell us at the same time when you will be able to submit the appendices. Starting to prepare your application late is not a valid reason for requesting more time. See the above items for more detailed tips on missing appendices.

N.     Our annual general meeting is too late, what do I do?

Request more time if you will not be able to have your operational documents approved in your annual general meeting before the end of March. The association meeting can also be organised later in the autumn if this is stipulated in your rules. In this case, there are clear reasons for requesting more time.

 

OTHER

O.     We have an anniversary year/a nice project for this year. Can we receive a larger grant?

AYY’s operating grants are meant for supporting associations’ ongoing operations. For all projects outside the ongoing operations and for new, mind-blowing ideas, funding can be applied for from TTE Fund (https://tter.ayy.fi/hae-avustusta/briefly-in-english/.

P.      How can I give feedback on the application form and the whole process?

The last box on Tahlo’s Application tab has room for all comments and feedback. You can also send us your feedback at jarjestoasiat@ayy.fi.

Q.     How much time does it take to process the applications and notifications?

It is impossible to give an exact estimate. There are lots of applications and only two reviewers, who will simultaneously take care of their other duties. Reviewing will take at least all of April, but we attempt to have the grants paid out before the summer. You will be informed of possible delays separately.

R. Why can’t I review my association’s applications from previous years?

The scoring model has been lightly updated and the application form revised to ease the process for associations. Less open answers and long explanations are needed, as these have been replaced with tick-box choices. Of course, you can still write in the open fields about the development of your operations as well as events that are not listed in the tick-boxes. Due to this change, the application tab has also changed for previous years, and the original applications for previous years cannot be viewed.

Now is the time to submit the annual association notices and apply for AYY’s operating grants!

All associations operating within Aalto University Student Union must annually submit an association notice and, at the same time, associations in the 1st list can apply for an operating grant. The application period and submission of association notices starts on Friday 1 Mar at 12 noon and ends on Sunday 31 Mar at 11.59 pm. At first, there are instructions for submitting the association notice, and then for applying for operating grants. At the end, you will find some tips and the contact details for asking questions.

 

WHAT ASSOCIATION NOTICE?

Associations operating within AYY must submit an association notice annually. This is essentially our way of making sure that the association continues to meet the requirements set by the Association Regulation. Hence, the most important appendix is the current rules. In accordance with the Association Regulation, an association that fails to submit the association notice in two consecutive years may be removed from the register by decision of the Board.

The association notice consists of tabs to be filled in and the required appendices. As appendices, we require:

– the current rules
– the previous operating year’s annual report
– the current operating year’s operational plan

 

HOW DO I SUBMIT AN ASSOCIATION NOTICE?

  1. Have the required appendices ready (rules, annual report and operational plan).
  2. Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset/.
  3. Carefully fill in the tabs General, Board, Facilities and Attachments. Save each tab separately as you fill them in.
  4. If you do not submit all of the required appendices, the association notice is inadequate. You can request more time to submit the appendices, but a justified and valid reason is required for this. Send a message to jarjestoasiat@ayy.fi, tell us your reasoning and when the appendices will be ready. In any case, late appendices must be delivered to AYY by 31 May 2019.
  5. Great, you have done it! You have now submitted the required association notice.
  6. In addition, you can update or create an association profile for your association at https://ayy.fi/wp-login.php. You can sign in with your association’s user details. Remember to update all language versions! More detailed instructions for updating the profile: https://ayy.fi/en/associations/services/operating-grants/.

 

WHAT OPERATING GRANT?

AYY’s operating grants are meant for supporting associations’ ongoing operations. All associations in the 1st list of AYY’s association register are eligible to apply for an operating grant.

The grants are applied for in March, and they are scored using the scoring model of operating grants (pdf). If the association submits the grant application in accordance with the instructions, the association notice required from all associations will also have been submitted in the process.

The operating grant application consists of an application form to be filled in and the required appendices. As appendices, we require:

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

In addition, a precondition for receiving a potential operating grant is an up-to-date association profile on the AYY website.

 

HOW DO I APPLY FOR AN OPERATING GRANT?

  1. Have the required appendices ready (rules, financial statement, annual report, operational plan and budget).
  2. Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset/.
  3. Carefully fill in the tabs General, Board, Application, Facilities and Attachments. Save each tab separately as you fill them in. You can complete the application piece by piece. If you are a special status association, also fill in the Special Status tab (these have no impact on applying for a grant, but filling them in is a precondition for receiving a grant).
  4. The Application tab has changed. Please note that the application form is the same for all associations operating within AYY and the tick-box choices do not include all types of the unique operations found among associations. You can give more details on these in the open fields.
  5. NOTE! Receiving the maximum score does not require weekly activities in each sector.
  6. If you do not submit all of the required appendices, each missing appendix reduces the amount of the grant. Fines can be avoided by requesting more time to submit the appendices, but a justified and valid reason is required for this. Send a message to jarjestoasiat@ayy.fi, tell us your reasoning and when the appendices will be ready. A potential grant cannot be paid out if the association has not submitted the missing appendices by 31 May 2019.
  7. Update your association’s association profile at https://ayy.fi/wp-login.php. You can sign in with your association’s user details. Remember to update all language versions! More detailed instructions for updating the profile: https://ayy.fi/en/associations/services/operating-grants/.
  8. Great, you have done it! You have now applied for a grant and submitted the required association notice.

Fill in all information on the application form in accordance with the operations described in your operational plan. If the association is found to have provided false information, it may be denied this year’s grant or the right to apply for a grant in the next application round.

 

TIPS

A. Advance preparations:
Before filling in Tahlo itself, you can do some things in advance. These are listed here. If the application period is coming to an end, it is advisable to move straight into Tahlo and fill in all tabs carefully as well as add the required appendices as instructed.

B. Reserve time and save in-between!
Please remember to start in good time, as you will need to attach all kinds of documents and should take some time to fill in the forms. The tabs in Tahlo should be saved every time a change is made on them. The information can be updated until the form closes on 31 Mar, so everything does not have to be completed in one go.

C. Application form has been revised
The tab contains more tick-box options than before. This way, there is no need to write everything about the operations in the open fields; these can be used instead to describe the operations not mentioned in the tick-boxes. However, note the exceptions for the items towards the end which require tangible examples in addition to ticking boxes. The revision aims to increase the equality of associations and ease their workload.

D. Keep your Tahlo password safe: the association will need it again next year.

 

PROBLEMS?

See the answers to the most frequently asked questions here.

 

NEED MORE INFORMATION?

AYY’s Organisation Sector (jarjestoasiat@ayy.fi) will answer all questions regarding the operating grants. You should ask the questions as soon as they pop up. The last of the questions should be sent in on Thursday 28 Mar, so that we will have enough time to answer them on Friday. You can also reach the Organisation Sector by phone at 050 520 9442 (weekdays).

If you come across any issues, spelling mistakes or other weirdness in the system, report these at jarjestoasiat@ayy.fi.

The operating grant applications and association notices will be processed as quickly as possible after the application period has ended. You will be informed of possible delays separately.

 

Association newsletter for week 9/2019

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 9/2019

There is now one week left to prepare for the application round for operating grants and submitting association notices (item 1). Also, remember the Representative Council’s meeting on Thursday (item 3) and Laskiaisrieha in early March (item 2).


Upcoming events and important dates for associations
26 Feb: Art, coffee and activity (https://www.facebook.com/events/2382344518665225/)
26 Feb: Brainstorming workshop: 30 000 euros towards Teekkaris (item 5, and more information at https://ayy.fi/en/blog/events/brainstorming-workshop-30-000-euros-towards-teekkaris/)
28 Feb: AYY Representative Council meeting 2/2019 (http://ayy.fi/live)
28 Feb: Collection of questions on ecological sustainability ends (item 4)
28 Feb: Collection of ideas for Manta crowning ends (http://lomake.ayy.fi/culture/manta2019-en)
1 Mar: Application for operating grants opens (item 1)
1 Mar: Association notice submission opens (item 1)
5 Mar: Laskiaisrieha and Gravitaatio (https://www.facebook.com/events/2296143920450164/)
28 Mar: Last day for asking questions on operating grants and association notices (jarjestoasiat@ayy.fi)
31 Mar: Application for operating grants and submission of association notices ends

 

Contents of the newsletter
1. Preparation of association notices and application for operating grants starts next Friday, 1 Mar
2. The traditional Laskiaisrieha is back again!
3. Alternative solutions for the Community structures project discussed by the Representative Council
4. Ecological sustainability entering the Association Guide and operating grants!
5. Brainstorming workshop: 30 000 euros towards Teekkaris
6. Teekkari culture in a nutshell
7. AYY’s franking machine to be taken out of use
8. Sports tutor recruitment for 2019
9. Otaniemi Night of Arts comes again

 

1. Preparation of association notices and application for operating grants starts next Friday, 1 Mar
In March, AYY wants the associations operating within it to submit their association notices, and the application period for operating grants is open for associations in the 1st list at the same time. The scoring model has been lightly updated and the application form revised to ease the process for associations.

If you have the time, you should take care of some things ahead of the start of the application period and filling in the application form. A collection of tips for these is available here: https://ayy.fi/en/blog/2019/02/20/preparations-for-applying-for-an-operating-grant/.

Operating grants are allocated based on the scoring guideline, which is available at https://inside.ayy.fi/pages/viewpage.action?pageId=12615842.

Applying for the operating grants and submitting the association notices which are obligatory to all associations operating within AYY is done in the Tahlo system at https://tahlo.ayy.fi/, for which all associations have their own user details. For now, you can check in the system that your user details work or reset your password, but other changes cannot be made during next week because of the preparations for the operating grant round.

The application round and submission of association notices are open from 1 Mar to 31 Mar. Make sure to start in good time, as you will need to attach all kinds of documents and should take some time to fill in the forms. Possible questions should be sent in by Thu 28 Mar, so that we will have enough time to answer them all on Friday.

Detailed application instructions will be sent to the contact addresses of all associations operating within AYY and to the associations’ mailing list during the next week. If you have any questions about the application round, do not hesitate to get in touch at jarjestoasiat(a)ayy.fi.

 

2. The traditional Laskiaisrieha is back again!
On Shrove Tuesday, 5 Mar, students will once again gather in large crowds at Ullanlinnanmäki to enjoy sledging, music, competitions and other entertaining activities. And we are inviting all associations to join us to make the day even more amazing. So, dig up your tents from storage, put together your sledging gear and come along!

If you want to take part in the event as an association, need a place for your tent or some electricity, get in touch with us by email at info@laskiaisrieha.fi.

You can find more info on the event on Facebook https://www.facebook.com/events/1132008500340004/ and at www.laskiaisrieha.fi (in Finnish).

 

3. Alternative solutions for the Community structures project discussed by the Representative Council
The solution alternatives for the Community structures project will be addressed in the Representative Council meeting on 28 Feb. The Council will have a preliminary discussion on the models, and the goal is to get some direction from the Council on which solutions the project will move towards next. So, the Representative Council meeting on Thursday next week is worth following at ayy.fi/live.

The solution proposals will be added to the meeting materials shortly in Finnish, and the language versions will follow early next week: https://inside.ayy.fi/pages/viewpage.action?pageId=40468739.

Detailed information on the goals of the project can be found in the introduction piece on Project Coordinator Elina Nieminen (https://ayy.fi/en/blog/2018/08/23/new-project-coordinator-helps-the-aalto-community-develop/), and the presentations of the previous stages in the Representative Council meeting materials for last autumn and this spring at https://inside.ayy.fi/display/ED/2018.

Further information: Project Coordinator Elina Nieminen, elina.nieminen@ayy.fi, tel. 0406819612.

 

4.  Ecological sustainability entering the Association Guide and operating grants!
From now on, you can gain scores in the renewed operating grant round also for promoting ecological sustainability when it comes to recycling, purchases and food and drink service, for example. What kind of information do you need for changing your practices? How can AYY support and help associations in terms of sustainable development? We will put together the best questions along with their answers in the Association Guide for all to see! Send your questions to rosa.vaisanen@ayy.fi by 28 Feb.

 

5 Brainstorming workshop: 30 000 euros towards Teekkaris
Come brainstorm about what the scholarship donated towards promoting the Teekkari culture by the Academic Engineers and Architects in Finland (TEK) could be used on. The event begins with a concise presentation of the student survey’s results and the current status of the Teekkari culture and guild operations. All Teekkari students, acting volunteers in the guilds or at AYY as well as everyone interested in Teekkaris is welcome to join us for coming up with what to spend the money on. The best ideas will reach a lot of people and live on for years to come.

The brainstorming workshop takes place on Tue 26 Feb at 3–5 pm in the Undergraduate Centre, in room Y115, which is located to the left of the doors when arriving from Alvari Square. The presentations are held in Finnish, but everyone is welcome to brainstorm in their own language. The facility is accessible, and more information is available from lauri.jurvanen@ayy.fi.

Spread the word about the event to the members of your association: https://www.facebook.com/events/2328775227133195/.

More information on the TEK donation: https://lehti.tek.fi/index.php/opiskelijat/tek-lahjoitti-teekkarikulttuurille-100-000-euroa (in Finnish).

 

6. Teekkari culture in a nutshell
Who are Teekkaris with their customs and traditions?

The JMT3 renovations closed the doors to the Polytechnical Students’ Museum in December. The exhibition and stories were packed into a documentary about the tech student culture, by the combined efforts of OUBS and our very own Museum Section and guides. The hour-long film is an effective summary of the history of Otaniemi and Teekkaris, and it features some new residents in their costumes too!

Open-to-all and free-of-charge viewings every Sunday at noon, in Kinopoli, Otakaari 20 A. Subtitles in English, seats for 18 people, no reservations. For any questions and more info, please contact museo@polyteekkarimuseo.fi.

 

7. AYY’s franking machine to be taken out of use

The franking machine used for post, located at AYY’s Central Office and occasionally used by associations as well, will be taken out of use at the end of June (30 June 2019). Associations’ letters will be sent the normal way in the future. Stamps can be bought in A Bloc stores, and the nearest post office is located in Tapiola (Länsituulentie 4, https://www.posti.fi/henkiloasiakkaat/asiakaspalvelu/palvelupisteet.html?id=021003200 [in Finnish]).

 

8.  Sports tutor recruitment for 2019
The task of a sports tutor is to encourage new students to take up exercise. Sports tutors do not need to be ISOs, tutors or top athletes – anyone can apply, regardless of the stage of their studies! The important thing is having an interest in sports and exercise and a desire to work with new students.

Next autumn, a new sports concept will be launched in which different sports associations organise weekly sessions in which people can try out different disciplines, and the idea is for the sports tutors to act as support for this concept. They would aim to help the sports associations organise their try-outs and to bring new students into the sessions.

Benefits:

  • You get to organise versatile sporting activities for new students
  • A free 4-month UniSport membership
  • Another 4-month UniSport membership if you stay active throughout the autumn
  • A Sports Tutor badge for your overalls
  • An interdisciplinary tutoring group

Application and further information: https://lomake.ayy.fi/aava/liikuntatutorhakemus-2019/

 

9. Otaniemi Night of Arts comes again
Otaniemi Night of Arts festival will be arranged again on the Autumn! Tell us your opinion about best date for the event and let us know if you are interested on arranging a sub-event for the festival.

https://forms.office.com/Pages/ResponsePage.aspx?id=0377CHYR0EKKo6ccnH8gelqUeg23k_tBmr4Tl7IOrOVUOVYzQ0NHMDAxUEVJVUhZWks2WlNSRzIzVS4u
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

Preparations for applying for an operating grant

In March, AYY will be handing out operating grants to 1st list associations. The scoring model has been lightly updated and the application form revised to ease the process for associations.

It is advisable to take care of some things ahead of the start of the application period:

  1. Make sure the documents from the previous operational year (financial statement, annual report) and this year’s documents (operational plan, budget) are in order. These, along with the current rules, are required as appendices to the application form.
  2. If possible, organise the association’s spring meeting before the end of March in order to have the documents mentioned at item 1 approved. If your rules stipulate different proceedings, comply primarily with the rules.
  3. Update your member register. Find out how many of your members are members of AYY, for example, with a member survey.

Everything mentioned above is only for guidance but, in practice, they are small steps that you are advised to take into account. The above items (apart from the financial documents) also apply to associations who are only submitting an association notice. In addition, the following more recent items will be taken into account in the scoring:

  1. The association has privacy statements in accordance with GDPR. If your association wants to prepare these, AYY’s instruction package can be found here: https://inside.ayy.fi/display/TIET/General+Data+Protection (login requires Aalto user details).
  2. The relevant association operators are familiar with AYY’s Event Organiser Guide (https://yhdistysopas.ayy.fi/wp-content/uploads/sites/20/2018/12/Tapahtumaj%C3%A4rjest%C3%A4j%C3%A4n-opas.pdf; in Finnish only).
  3. Equality practices have been discussed in the association, and written instructions may have been prepared regarding these. If you need some tips, you should take a look at the Association Guide’s section on the topic at https://yhdistysopas.ayy.fi/equality/?lang=en.
  4. The association pays attention to ecological sustainability (e.g. recycling, sensible purchases).

Items 4–7 are changes brought on by the lightly updated scoring system, and their promotion is optional for associations. Operating grants are allocated based on the scoring guideline, which is available at https://inside.ayy.fi/download/attachments/12615842/Pisteytysmalli%20toiminta-avustusten%20jakoon%202018_EN.pdf?version=1&modificationDate=1549006812000&api=v2.

If you have any questions about the application round at this point, do not hesitate to get in touch at jarjestoasiat(a)ayy.fi. Naturally, more detailed instructions and dates will be provided in the association newsletter before the application period starts.