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Association newsletter for the week 3/2017

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

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

Upcoming events and important dates and events for associations

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

Content of the newsletter

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

 

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

Hello and happy new year!

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

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

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

Also check the event in Facebook:

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

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

Lauri Nyrhilä

Freshman Major

Aalto University Student Union AYY

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

 

 

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

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

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

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

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

 

  1. Changes to the AYY Association Regulation

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

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

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

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

 

  1. Presentations from AYY’s association training online

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

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

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

 

 

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

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

Association newsletter for the week 2/2018

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

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

Upcoming events and important dates and events for associations

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

Content of the newsletter

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

 

  1. Changes to the AYY Association Regulation

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

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

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

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

 

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

Hello and happy new year!

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

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

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

Best regards,

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

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

 

  1. Presentations from AYY’s association training online

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

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

 

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

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

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

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

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

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

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

 

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

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

 

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

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

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

Asscociation newsletter for the week 23/2017

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

This is AYY’s asscociation newsletter for the week 23/2017

Associations that have not yet filed an association notice for 2017 must do so by the 5th of June, 12:00 noon at https://tahlo.ayy.fi/.

The last association newsletter for this spring will be published on June 9th. The first of autumn will be published on August 21st.

Upcoming events and important dates and events for associations

Jun 5th 12 noon: DL for belated association notices (see 1)
Sep 8th: Opening ceremonies for the academic year 2017-2018

Content of the newsletter

  1. Operating grants 2017 and missing association notices DL 6th of June at 12.00 noon
  2. SAVE THE DATE! AYY Association training in Finnish on the 28th of November 2017

 

  1. Operating grants 2017 and missing association notices DL 6th of June 12.00 noon

The operating grants for 2017 have been granted and the sums are available at http://ayy.fi/en/associations/services/operating-grants/operating-grants-2017/

Operating grants are paid when all the prerequisites have been fulfilled. The payment order regarding the grants will be sent to most associations on the 19th of May. For most associations, the payment order on the grant has been made into the account they have submitted to the TAHLO system.

If an association has discrepancies or things missing from their profiles on the AYY website, they have been contacted regarding the issue(s). 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 have been contacted, and the appendices must be supplied in accordance with the instructions before they will receive their grant. Associations with other evident discrepancies, like missing regulations, have also been contacted separately.

Associations that have not yet filed an association notice for 2017 must do so by the 5th of June, 12:00 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.

 

  1. SAVE THE DATE! AYY Association training in Finnish on the 28th of November 2017

This year’s association training will be held at the Design Factory in Otaniemi on November 28th. Information on the program and signups will be released later, but be sure to mark the date on your associations’ calendar already! The training will be in Finnish. An English training session will be arranged separetly. Stay tuned!

Wishes regarding the training can be sent to the student union’s organization sector at jarjestoasiat@ayy.fi.
 

DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?

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

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

Association newsletter for the week 21/2017

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

This is AYY’s asscociation newsletter for the week 21/2017

NB! The association newsletter will not be published next week!

Upcoming events and important dates for associations

May 21st: Deadline for signing up for the internationalisation contest (see 3)
May 31st: Deadline for events to be submitted to the student calendar (see 2)
May 22nd 12:00 – June 5th 12:00: Late submission for association notices open in the TAHLO system: https://tahlo.ayy.fi/ (see 1)
Sep 8th: Opening ceremonies for the academic year 2017-2018

Content of the newsletter

  1. Operating grants 2017 and missing association notices
  2. Your association’s events to the student calendar
  3. Sign up until May 21st: Competition for associations – the most internationalised will be rewarded!
  4. OLL is looking for a student group of 20 people to take care of a refreshment station in the Helsinki City Marathon – earn 500 euros for your organization!

 

  1. Operating grants 2017 and missing association notices

The operating grants for 2017 have been granted and the sums are available at http://ayy.fi/en/associations/services/operating-grants/operating-grants-2017/

Operating grants are paid when all the prerequisites have been fulfilled. The payment order regarding the grants will be sent to most associations on the 19th of May. The payment will be visible on the account submitted to the TAHLO system by the beginning of June.

If an association has discrepancies or things missing from their profiles on the AYY website, they will be notified before the final submission round opens on the 22nd of May. 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 have been reminded about submitting them.

Associations that have not yet filed an association notice for 2017 must do so between the 22nd of May, 12:00 and 5th of June, 12:00 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.

 

  1. Your association’s events to the student calendar

AYY’s printed student calendar has traditionally contained different events organized by associations, so those who use the calendar can easily keep track of stuff. This will also be the case in the calendar for 2017-18.

Below is a Google docs link, where you can add your events. You can find instructions in the document.

The absolute deadline for this is on the 31st of May before midnight!

https://docs.google.com/spreadsheets/d/1KXTn9HGVzePyjNrity4-DTtxl18Ns9zKIvqDpsDmPKY/edit?usp=sharing

Have a great spring and don’t hesitate to contact tiedottaja@ayy.fi

 

3. Sign up until May 21st: Competition for associations – the most internationalised will be rewarded!

How to make your association more international? AYY is organizing a competition for associations, rewarding the association that has made the most developments in internationalisation during 2017. The means for internationalisation and opening new participation opportunities for international students can be freely chosen by the associations, but inspiration can be sought from the ABC-guide, made to help with the process.

The association with most advancement in internationalisation will be rewarded at the association assembly in December 2017 with praise, glory and a free sauna booking at one of AYY’s saunas. We won’t award an association that’s already very international, but rather one that has developed their organization the most towards international activities during the ongoing year. Sign up with the link below, plan on how to integrate internationality into your events and operations, and prepare to report your development in November 2017. In the report you must open up what you’ve done differently this year with, for example, the enrolment of new students, information coordination or events, and what you’ve learned along the way.

Sign up here.

Sign up latest on 21st of May!

 

  1. OLL is looking for a student group of 20 people to take care of a refreshment station in the Helsinki City Marathon – earn 500 euros for your association!

The Finnish Student Sports Federation OLL has helped the Helsinki City Marathon every year by gathering a student association for one refreshment station, which is responsible for e.g. the distribution of water and sports drink to the participants. For several years, the refreshment station has been located in Helsinki, around Lauttasaari and Ruoholahti.

This year, the marathon will take place on Saturday, the 12th of August 2017, starting at 15:00, and 20 people must be at the refreshment station between 14:00 and 20:30. The refreshment station team can consist of e.g. a subject organization, student sports club or some other student association.

The people at the refreshment station are responsible for the following:

– One or more people must visit a refreshment station meeting organized by HCM in June (time and place will be announced soon). At the meeting, you will receive more information on hydration, and the location of the refreshment station will be confirmed.

– Gathering a group of at least 20 people for the entire marathon (there must be at least 20 people at the refreshment station for the entire time, because the refreshment station can get crowded during the marathon and thousands of participants will run through the station).

– Assembling the tables at the refreshment station.

– Mixing buckets of water with sports drink powder and filling the cups.

– Filling the water cups.

– Keeping the refreshment station tidy during the entire marathon.

– Helping the runners to the water/sports drink.

– Cleaning the area after the marathon and disassembling the tables.

OLL will pay a reward of 500 euros to the association’s account after the marathon.

You can also take audio equipment and e.g. your association’s shirts or banners with you to the refreshment station. So gather yourself a nice group and reply to this message as soon as possible! The fastest association will be given the task of running the refreshment station, but you must be sure at this point that you will have 20 people at the refreshment station for the entire time.

More information on the Helsinki City Marathon can be found here:

www.hcm.fi

You can also contact me for more information at:

jenny.soderman@oll.fi

and on weekdays from 8:00 to 16:00 by calling 044-7800217

 

DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?

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

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

Association newsletter for the week 20/2017

This is AYY’s asscociation newsletter for the week 20/2017

 

Upcoming events and important dates and events for associations

For advance bookings see number 2!

May 21st: Deadline for signup to internationalisation competition
May 31st: Deadline for events to be submitted to the student calendar
May 22nd 12noon – June 6th 12noon: Deadline for submitting belated association notices at https://tahlo.ayy.fi/
Sep 8th: Opening ceremonies for the academic year 2017-2018

 

Content of the newsletter

  1. Operating grants 2017 and missing association notices
  2. Advance booking of AYY’s facilities rented on a one-time basis
  3. Your association’s events to the student calendar
  4. Sign up latest on May 21st: Competition for associations – the most internationalised will be rewarded!

 

  1. Operating grants 2017 and missing association notices

The operating grants for 2017 have been granted and the sums are available at http://ayy.fi/en/associations/services/operating-grants/operating-grants-2017/

Operating grants are paid when all the prerequisites have been fulfilled. The payment order regarding the grants will be sent to most associations on the 19th of May. The payment will be visible on the account submitted to the TAHLO system by the beginning of June.

If an association has discrepancies or things missing from their profiles on the AYY website, they will be notified before the final submission round opens on the 22nd of May. 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 2017 must do so between the 22nd of May, 12:00 and 5th of June, 12:00 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.

 

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

The advance booking of AYY’s facilities rented on a one-time basis will start on Thursday 1 Dec 2016.

Advance bookings are organised by using AYY’s own booking system TILA.

You can make advance reservations for the period Mon 14 August 2017 – Sun, 7 January 2018.

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

  1. AYY’s internal operators, reservation period 19 April – 3 May 2017.
    The reservation period ends at 11.59pm on Wed, 3 May 2017.
  2. Special status associations 4 May – 12 May 2017.
    The reservation period begins at 12noon on Thu, 4 May and ends at 2pm on Fri, 12 May. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 4.30 pm onwards on Fri, 12 May 2017.
  3. Other associations in the 1st register on 13 May – 19 May 2017.
    The reservation period begins at 12 midnight on Sat, 13 May and ends at 2pm on Wed, 19 May 2017. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 4.30pm onwards on Fri, 19 May 2017.

Check out the entire advance booking schedule here.

A few notes about the making of reservations:

  1. TILA can be found at https://tila.ayy.fi/ and the users log on with Aalto University’s IT username, using the same logging system as when usingInto, for example. The easiest way to get started is to read the instructions behind the Instructions/Help link in the menu bar at the top of the page.
  2. In advance booking, facilities are reserved under the name of associations. The activation key has been sent to the email address provided by an association (usually this is the mailing list address of the association board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA if necessary.
  3. If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUP NAME”. The activation key can only be used once, so the person who has first logged on to the system may add representation rights to suitable persons in the group in order to make reservations. The reservation right is only activated for the associations which have filled out the association notice and whose information has been updated to the association register this year.
  4. Enter the event name in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at the later stages of the booking session.
  5. Please note that AYY’s internal reservations are mainly permanent.
  6. Special status associations have the opportunity to permanently book facilities for anniversaries and anniversary brunches. If there are reservations by two separate associations, of which one is anniversary or brunch of a special status association, the special status association will have the reservation. Other reservations of special status associations should be defended at a later booking   session. Therefore, in the advance booking session of special status associations, we will first clarify the duplicate reservation of special status associations and in the second booking session we will clarify all the rest of the duplicate reservations.
  7. Duplicate bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations which do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username in the advance booking session, so please bring your laptop in order to get the event running smoothly.
  8. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times:
  9. PO has rehearsals atSmökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays!
  10. The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm.Reservations before 4pm are usually available.
  11. The rent prices of 2017 will apply until 7 January 2018.
  12. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila (at) ayy.fi.

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


  1. Your association’s events to the student calendar

AYY’s printed student calendar has traditionally contained different events organized by associations, so those who use the calendar can easily keep track of stuff. This will also be the case in the calendar for 2017-18.

Below is a Google docs link, where you can add your events. You can find instructions in the document.

The absolute deadline for this is on the 31st of May before midnight!

https://docs.google.com/spreadsheets/d/1KXTn9HGVzePyjNrity4-DTtxl18Ns9zKIvqDpsDmPKY/edit?usp=sharing

Have a great spring and don’t hesitate to contact tiedottaja (a) ayy.fi

 

4. Sign up latest on May 21st: Competition for associations – the most internationalised will be rewarded!

How to make your association more international? AYY is organizing a competition for associations, rewarding the association that has made the most developments in internationalisation during 2017. The means for internationalisation and opening new participation opportunities for international students can be freely chosen by the associations, but inspiration can be sought from the ABC-guide, made to help with the process.

The association with most advancement in internationalisation will be rewarded at the association assembly in December 2017 with praise, glory and a free sauna booking at one of AYY’s saunas. We won’t award an association that’s already very international, but rather one that has developed their organization the most towards international activities during the ongoing year. Sign up with the link below, plan on how to integrate internationality into your events and operations, and prepare to report your development in November 2017. In the report you must open up what you’ve done differently this year with, for example, the enrolment of new students, information coordination or events, and what you’ve learned along the way.

Sign up here.

Sign up latest on 21st of May!

 

DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?

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

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

Asscociation newsletter for the week 14/2017

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

This is AYY’s asscociation newsletter for the week 14/2017

NB! Submissions for association notices and operating grant applications is open: https://tahlo.ayy.fi.

***NOTE! ONCE MORE! THE DEADLINE FOR SUBMITTING ASSOCIATION NOTICES AND OPERATING GRANT APPLICATIONS IS NEXT MONDAY, APRIL 3RD AT 12:00 NOON. WE WILL NOT HANDLE OPERATING GRANT APPLICATIONS THAT ARE SUBMITTED AFTER THIS.***

Upcoming events and important dates and events for associations

Apr 3rd: 12.00 noon: Deadline for applications for operational grants and association notices https://tahlo.ayy.fi (see  1)
Apr 19th.: Aalto Open Air (see 3)
Apr 29th: Crazy John (see 5)
Apr 21st–Apr 30th: Wappu Arena: http://wappuareena.jayna.fi/
Sep 8th: Opening ceremonies for the academic year 2017-2018

Content of the newsletter

  1. Submissions for association notices and operating grant applications is open from March 1st, at 12:00 noon to April 3rd, at 12:00 noon
  2. Aalto Open Air on April 19th and call for volunteers!
  3. Bring your association’s overall badges for sale!
  4. Come and be a checkpoint keeper at Crazy John!
  5. Competition for associations – the most internationalised will be rewarded!

 

1. Submissions for association notices and operating grant applications is open from March 1st, at 12:00 noon to April 3rd, at 12:00 noon

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 when it opens on March 1st, or you can contact the organizational sector before that (jarjestoasiat at ayy.fi).

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

More information about the operating grants can be found at http://ayy.fi/en/associations/services/operating-grants/, where you can also find the scoring model that is used for distributing the grants and the amount of grants distributed in the past years. In any unclear matters, please contact the organisational sector (jarjestoasiat at ayy.fi). You can also contact the Organisational Affairs Specialist by phone at 050 520 9442, available from Monday to Friday between 10-14 (excluding Thursdays).

NB! Funding for projects outside the regular operations and for new mind-blowing ideas can be applied through the TTE-Fund (http://tter.ayy.fi/hae-avustusta/briefly-in-english/).

Using the association database TAHLO

The association notice is filled out and the operating grants are applied for via the TAHLO system (Operating grant application). The system can be found at http://tahlo.ayy.fi/.

NB! This year, the association notice and operating grant application are done using the updated TAHLO system, so no information can be entered into the old system. The information from the previous years is copied into the new system. The new system opens when the submissions for association notices and operating grant applications start.

You can log in by using the association’s username and password. These are the same as during the last round of operating grant applications. If you have forgotten your username or password, you can recover it and have it sent to the association’s contact e-mail address at https://tahlo.ayy.fi/password_reset/. If you still have problems logging in, please contact the organisational sector (jarjestoasiat at ayy.fi). If your association does not already have a username and password, please contact the organisational sector immediately (jarjestoasiat at ayy.fi), and they will create a username and password for you. Store the TAHLO password somewhere safe: you will need it again next year.

Take care when filling out the information. The information from the previous year is copied from the old system. The basic information for 2016 (name of the association, address, etc.) are filled out automatically also for this year, so you do not need to fill out all the fields again. You can update the form up until it closes on 3rd April, at 12:00, so you do not need to do everything at once. Remember to save your changes before exiting a tab! Please also note that the form has some fields that the association cannot fill in by themselves (for example the class within the Association Register that the association belongs to). These fields will be filled in by the organisational sector.

If you have any problems with the system, spot any spelling mistakes or anything else that is out of place, please notify us at jarjestoasiat(at)ayy.fi. We try to be alert if, for example, the system goes down, but letting us know of any problems will help us react even faster.

New section in the application for special status associations

NB! This year, special status associations also need to fill out the new Special status tab. This is compulsory for all special status associations. The tab asks you to answer how the association currently fulfils the requirements of a special status association, as laid down in AYY’s association regulations. The information is used to examine the special status and to develop the association field of the Student Union. The information entered into the Special status tab does not affect the operating grant application, but the operating grant possibly awarded to the special status association will not be paid if the information is missing.

If you are only filling out the association notice without applying for the operating grant,

you will need:

*   Rules in effect

*   The annual report for 2016

*   The strategy for 2017

*   A list of the officers

Fill out the following tabs: General, Board, Facilities and Attachments. Special status associations must also fill out the Special Status tab. You do not need to do anything with the tab labeled Application.

If you are also applying for the operating grant,

you will need:

* Rules in effect

* The annual report for 2016

* The financial statement, balance sheet, profit and loss statement for 2016

* The strategy for 2017

* The budget for 2017

* A list of the officers

If you are going to be late with any of the documents, for example because of the date of the annual meeting, please let the organisational sector know well in advance (jarjestoasiat at ayy.fi)! Additional time can be granted for good reasons, but missing documents will count negatively towards the awarded grant.

Take good care when filling out the tabs, especially the Operating Grant Application. The operating grants will be distributed according to the scoring model: http://ayy.fi/wp-content/uploads/Pisteytysmalli_ENG.pdf. Make sure to answer all the questions carefully, as points will be distributed according to your answers.

A prerequisite for the operating grant is an association profile on the AYY website. The profile needs to exist in at least one of the official languages (Finnish or Swedish) and in English. The most important thing is that all association profiles can be found in all three language versions. You do not need to translate the profiles into all three languages; two out of three is sufficient. For example, the profile can be found in Finnish on the Finnish site (ayy.fi) and in English on the English and Swedish sites. You can add the translations from the editing page: under the Language bar on the right-hand side, you will find a section called Translations or Translate this Document.

Every association is responsible for updating their profile and its translated version. If there is no one in your association who knows either one of the official languages (Finnish or Swedish), please contact the Organisational Affairs Specialist.

You can edit the profile by logging in at http://ayy.fi/wp-admin/. The username is usually the abbreviation the association uses of itself. If you have forgotten the password, you can reset it via the login page. The usernames are usually connected to the e-mail address of the association’s board, so you should receive the confirmation e-mail there. If you have any problems, please contact the organisational sector (jarjestoasiat at ayy.fi).

 

2. Aalto Open Air on April 19th and call for volunteers!

This year, the spring starts bigger than ever as Aalto Open Air takes over the campus area! Take all your friends with you and make your way to the Alvari Square on April 19th!

At Alvari Square, you’ll find two stages where bands keep the atmosphere up. Performers include: Don Johnson Big Band, Boston Promenade and Toot Toot. The main artist will be announced soon – stay tuned ;). In addition you can enjoy different festival events, food trucks and pop-up -events offered by Aalto Festival.

So give Wappu a head start and come and enjoy the spring!

To make sure that the party won’t stop, there will be an afterparty at Täffä starting at 10pm!

The event will be organised by AYY, Aalto-university, Aava and April Jazz.

Facebook: https://www.facebook.com/events/722121711301800/

Volunteers for Aalto Open Air and Open Air afterparty!

We are looking for volunteers for Aalto Open Air and Open Air Afterparty. Aalto Open Air will take place on Alvari’s square and Open Air Afterparty at Täffä, and to succeed we need your help! The event needs volunteers for setup, cloakroom and ticket sales.

Deadline April 11th: http://lomake.ayy.fi/aava/aalto-open-air-volunteers-2017/

 

3. Bring your association’s overall badges for sale!

The spring’s overall badge sales are approaching, and we would like to see badges from as many guilds and associations as possible up for sale. The badge sales for the Wappu period are organized on Tuesday, April 18th in the Undergraduate Centre and on Wednesday, April 19th in Aalto Open Air.

The Teekkari Section (Teekkarijaosto) will take care of the sale of the badges and deposit a sum that corresponds to the badges sold into your account and return any unsold badges. In order to cover any possible losses, the Teekkari Section will take a 5 percent commission from the sales proceeds.

Submit your association’s badges for sale by filling in the form at https://lomake.ayy.fi/teekkarijaosto/merkkimyynti-2017-badge-sales-2017/.  The deadline for filling in the form is April 9th.

The badges must be delivered to AYY’s central office between April 11th and April 13th. Detailed information regarding the delivery of the badges is sent later on to associations that have filled the form.

Please note that the sales are meant only for badges that come from associations, not from private persons.

If you have any questions, contact the Teekkari Culture Directors:
Johanna Kuronen (johanna.kuronen at ayy.fi)
Tyko Viertiö (tyko.viertio at ayy.fi)

 

4. Come and be a checkpoint keeper at Crazy John!

Wappu is soon here and, with it, the highly anticipated traditional Crazy John event!

In the Crazy John event, teams consisting of about 4–10 people travel around Otaniemi the night before the Wappu eve, completing various checkpoints and competing for the title of the Craziest Team™. Now your association or group of friends has the chance to be right in the thick of it and lift everyone’s spirits by holding a checkpoint of your own!

The registration for checkpoint keepers is open at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2017-rastit-crazy-john-2017-checkpoints/ and it will end on April 25th. If your association does not have a club room and you want hold your checkpoint indoors, register as soon as possible and contact the organizers, and we will do our best to arrange the needed premises for you. The best checkpoint is rewarded with a marvelous Wappu basket with lots of goodies in it, and a free AYY rentable sauna space for one day (must be used by the end of the year).

TL;DR:
WHAT: Checkpoint for Crazy John!
WHERE: Around Otaniemi
WHEN: April 29th 2016, approx. 21.30-1.00, after the Fuksispeksit and the starting bang
REGISTRATION OPEN: Until April 20th at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2017-rastit-crazy-john-2017-checkpoints/

For further information, contact the Teekkari Culture Directors:
Tyko Viertiö and Johanna Kuronen
tyko.viertio(a)ayy.fi
johanna.kuronen(a)ayy.fi

 

5. Competition for associations – the most internationalised will be rewarded!

How to make your association more international? AYY is organizing a competition for associations, rewarding the association that has made the most developments in internationalisation during 2017. The means for internationalisation and opening new participation opportunities for international students can be freely chosen by the associations, but inspiration can be sought from the ABC-guide, made to help with the process.

The association with most advancement in internationalisation will be rewarded at the association assembly in December 2017 with praise, glory and a free sauna booking at one of AYY’s saunas. We won’t award an association that’s already very international, but rather one that has developed their organization the most towards international activities during the ongoing year. Sign up with the link below, plan on how to integrate internationality into your events and operations, and prepare to report your development in November 2017. In the report you must open up what you’ve done differently this year with, for example, the enrolment of new students, information coordination or events, and what you’ve learned along the way.

Sign up here.

DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?

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

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