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Association newsletter for week 7/2019

 

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 7/2019

Did you know that AYY will be crowning Manta this year? Tell us how it should be done (item 2).


Upcoming events and important dates for associations
12 Feb: Registration for Security Officer course opens (item 4)
28 Feb: AYY Representative Council meeting 2/2019 (http://ayy.fi/live)
5 Mar: Laskiaisrieha and Gravitaatio

 

Contents of the newsletter
1. Preview of the lightly revised operating grant
2. AYY crowns Manta this spring – have your say!
3. FYI – dates of AYY events
4. Train as a Security Officer, AYY pays for the costs!
5. Tips for performance auditors and those preparing their financial statement
6. Mindful Tools for Stress Management
7. Inkubio wants to challenge your association to join Ilmastoveivi 2019!
8. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
9. Rent image, sound and light from OUBS ry
10. Latest on the community structures project presented in the Council meeting

 

1. Preview of the lightly revised 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.

Operating grants are handed out in accordance with the scoring guideline. The previous scoring guideline is from 2014, and AYY’s association field has moved on since then. The scoring model was updated lightly in late 2018, increasing the weight of newly current themes. New sections include the promotion of equality and sustainable development, for example. The section on the association’s uniqueness was removed altogether. There may be more changes to the model and grant allocation criteria once the community structures project is completed, but these will not be effective until the allocation round of spring 2020.

The lightly updated scoring model is available here: https://inside.ayy.fi/pages/viewpage.action?pageId=12615842&preview=/12615842/40468726/Pisteytysmalli%20toiminta-avustusten%20jakoon%202018_EN.pdf

Based on the updated scoring model, the application form for the operating grants has been made lighter. 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.

The next application round for operating grants takes place in March. It would come in handy and make applying for a grant easier to have the association’s spring meetings organised before the end of March, as various documents approved in these meetings (e.g. financial statement, annual report, operational plan, budget) are required as appendices to the operating grant application. If your term of office is not tied to the calendar year, of course, there is no need to organise any extra meetings at this stage, as long as the approved documents in question from the previous term of office are at hand.

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.

 

2. AYY crowns Manta this spring – have your say!
This year, it is once again AYY’s turn to crown the Havis Amanda, and we want all Aalto people to help us come up with the best and most wonderful ideas!

Do you have an idea for how Manta’s student cap could be brought to the site? How can we celebrate the best student’s life in the world during the procession? How can this unique event be celebrated the Aalto way?

Send us your ideas now! In 2015, when AYY crowned Manta last, the community suggested using a drone to fly in the student cap, and this was brought to fruition!

https://lomake.ayy.fi/culture/manta2019-en/

 

3. FYI – dates of AYY events
The volunteers of Aalto University Student Union organise various big events aimed at all Aalto people, and some of their confirmed dates have been listed below. These are for your information and to support the planning of other events.

International Sitsit 22 Feb
Laskiaisrieha and Gravitaatio 5 Mar
ISO training afterparty 29 Mar
Tutor training 17–18 Apr and 6–7 May
Sitsi competition 20 Apr
Aalto Open Air 23 Apr
Wappurieha declaration 30 Apr
Manta crowning 30 Apr
Dipoli Wappu 30 Apr
Village clean-up 4 May
Flower Day 13 May
AYY 9th annual ball 18 May

Other dates will be confirmed later and added to this list of important dates closer to the time. If you have any questions regarding the events, you can contact the Culture Sector at kulttuuri(a)ayy.fi or, for the part of tutor training, the Board member in charge of new students, Anna Halsas at anna.halsas(a)ayy.fi.

 

4. Train as a Security Officer, AYY pays for the costs!
AYY is organising a Security Officer course in the beginning of March. The training is held on 1–3 Mar and 8–10 Mar 2019. The training is free of charge if you commit to working as a Security Officer in four (4) AYY events by the end of 2020. If there are spots left, you can also take part on the Security Officer refresher course on 9–10 Mar.

The course will be held in Finnish. The course has 15 spots and is organised in Otaniemi.

Registration opens on 12 Feb at 12 noon and closes on 19 Feb at 11.59 pm or when the course is full.

More info and registration: https://lomake.ayy.fi/vapaaehtoiset/kouluttaudu-jarjestyksenvalvojaksi/ (in Finnish).

 

5. Tips for performance auditors and those preparing their financial statement
For many associations, the operating year came to an end as the year changed, and now is high time to start preparing your financial statement. After this, the performance auditors can get going. Check the topical tips for both the financial statement and the performance audit in AYY’s Association Guide: https://yhdistysopas.ayy.fi/financial-statement-and-performance-audit/?lang=en.

In addition, there are some good materials available on the Opintokeskus website: https://www.tjs-opintokeskus.fi/julkaisut-ja-aineistot/verkkoaineistot/toiminnantarkastus/toiminnantarkastuskertomus (in Finnish).

In terms of applying for an operating grant, it would come in handy to have your financial statement and performance audit completed in time for approval in the association’s spring meeting before the end of March. Various documents approved in these meetings (e.g. financial statement, annual report, operational plan, budget) are required as appendices to the operating grant application; otherwise, an extension must be requested for their submission. More details at item 1.

 

6. Mindful Tools for Stress Management
Feeling stressed or anxious? Come and get new ideas on how to boost your wellness. When facing difficulties, we often try not to notice them. Handling stress becomes easier when we approach difficulties rather avoid them and learn to recognise when we start to feel stressed or worried. With practice, it is possible to become less reactive and more free with our responses to the stressful situation.

The workshop is on Mondays at 2–4 pm from 25 Feb to 25 March, class room Majakka (M140), Otakaari 1. The workshop is held in English. More information at https://into.aalto.fi/display/enopisk/Courses+and+workshops+for+students.

 

7. Inkubio wants to challenge your association to join Ilmastoveivi 2019!
Climate change is something that affects the daily lives of us all. All climate deeds are steps towards a better tomorrow, but the greatest effects are achieved together. We feel that our student community has plenty of potential to influence climate matters, which is why we want to encourage everyone to take part!

Ilmastoveivi 2019 is a campaign aiming to encourage the leaders of Finland to make the most of Finland’s presidency term in the Council of the European Union from July to December. As the nation holding the presidency, Finland can have a strong impact on the climate policy of the EU. More information on the campaign at https://www.ilmastoveivi2019.fi/en.html.

So, we suggest that you share the campaign with your association’s membership and challenge other parties as well, should you wish to do so. This way, we can have as big an impact as possible. We also challenge you to come up with and execute one tangible climate deed.

We intend to put some effort on recycling this year, for example, by sorting the waste from our Guild room and events in an orthodox manner. We have started by getting a bin for compostable waste for the Guild room! Think about what would be the right eco deed for your community. The successes can be shared using the hashtags #univeivi and #ilmastoveivi 2019.

Best r-eco-gards,
Inkubio Board

 

8. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
Performances of the 30th production of Teekkarispeksi, Keinolla Millä Hyvänsä (“At Any Cost”), are knocking at the door! Our musical, set in Prohibition-age New Orleans, has its premiere in the Peacock Theatre on 19 Mar, and we want to offer associations a chance to come see it at a lower cost, seeing as the premiere simultaneously acts as our 30-year anniversary performance.

Groups of more than 10 persons get a 10% discount on tickets for the anniversary performance, so this is your chance to get a group together and come mix up the voodoo doctor’s plans with your omstarts. Group tickets can be easily reserved by email at liput@teekkarispeksi.fi, and they can all be paid with one invoice. Teekkarispeksi is performed in Finnish. Ticket prices and more info on the theme of the Speksi and its other performances can be found at teekkarispeksi.fi/keinolla-milla-hyvansa/ (in Finnish).

The other performances take place in the Alexander Theatre, and although you can book group tickets for these from us as well, unfortunately no discounts are available for them.

You have to see this – at any cost.

 

9. Rent image, sound and light from OUBS ry
Alongside its other operations, OUBS ry rents out its equipment for the use of other associations and AYY members. For example, we have just acquired two Yamaha DXR12 loudspeakers that will guarantee a high-quality sound system for most occasions. Other rentable equipment includes, for example, LED lights and microphones.

Take a look at all of our rentable equipment at https://oubs.fi/laitevuokraus/ (in Finnish). Please make your rental requests in good time. We also do our best to help with questions regarding video, even though all of the related equipment is not listed as rentable.

 

10. Latest on the community structures project presented in the Council meeting
In the autumn, associations answered the community structures project questionnaires and commented on the preliminary solution proposals. Two weeks ago, results from the comment round were presented in the Representative Council meeting 1/2019. A summarised presentation of the results is available here: https://inside.ayy.fi/pages/viewpage.action?pageId=40468685&preview=/40468685/40468717/2019_yhteis%C3%B6rakenneprojekti_edustajiston_kokous_24012019.pdf (in Finnish only).

If you are not familiar with the project, it is worthwhile to watch the recording of the results being presented at http://ayy.fi/live (from the time 32:30 onwards).

Next, the project proceeds to a solution proposal compiled by the Project Coordinator, which will be presented in the next Council meeting on 28 Feb. More 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 last autumn’s Representative Council meeting materials at https://inside.ayy.fi/display/ED/2018.

 

WANT YOUR NEWS IN THIS NEWSLETTER?

Send us your short text by 10 am on Wednesday to tiedotteet (a) ayy.fi. The news will be translated, so you only have to use one language.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

Association newsletter for week 51/2018

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

 

This is the AYY association newsletter for week 51/2018

The last weeks of the year are about to start. Take a peek at AYY’s brand-new Event Guide (item 1) and go empty your association’s post box (item 3). A big congrats to everyone awarded at the Hugo Gala (item 2)!


Upcoming events and important dates for associations
17 Dec: Futuretalks: Facing/Fading Frontiers https://ayy.fi/en/blog/events/futuretalks-facing-fading-frontiers/
18 Dec: Advance booking of rentable facilities for other 1st list associations (item 4, https://ayy.fi/en/blog/events/booking-session-tilakahmyt-for-associations-in-the-1st-list/)
31 Dec: Application to AYY Committees ends (item 9, ayy.fi/stop/en/)
15 Jan: Association training in Mikkeli

 

Contents of the newsletter

1. AYY’s guide for event organisers
2. Pioneers of the Aalto community awarded at the Hugo Gala
3. Emptying your association’s post box
4. Advance booking of AYY’s rentable facilities ongoing!
5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
6. Here you are – the new Association Guide!
7. Association training materials available now
8. Store traces of your association operations in history
9. Committee applications ongoing until 31 Dec

 

1. AYY’s guide for event organisers
The AYY Event Organiser Guide is finally ready! The Guide contains a huge spread of information all the way from event organisers’ legal obligations to an event safety checklist, equality and environmental issues, crisis communications, first aid instructions and many other guidelines important for event organisers. For now, the Guide can be read here, and early next year, we will get back to which parts of the new website the Guide will be added on.

Right now, you can find the Event Guide here, in the Association Guide’s Materials bank: https://yhdistysopas.ayy.fi/wp-content/uploads/sites/20/2018/12/Tapahtumaj%C3%A4rjest%C3%A4j%C3%A4n-opas.pdf (in Finnish)

 

2. Pioneers of the Aalto community awarded at the Hugo Gala
On Friday 7 Dec 2018, a diverse group of the Aalto community’s active operators were awarded in the first Hugo Gala in history. The Gala celebrated the Aalto community and its pioneers, but this time, we were not talking about individuals but bringing to the limelight the amazing accomplishments of the associations operating in the Aalto community.

During the autumn, AYY’s Community Section Aava collected nominations of parties deserving recognition. A huge number of suggestions was sent in, and in the end, seven awards were handed out. The plan is to make the Gala an annual tradition.

Awards handed out at the Hugo Gala on 7 Dec 2018:

Community Builder 2018: Radiodiodi
Internationality Innovator 2018: Polyteknikkojen partioklubi Teepakki ry
Aalto Community Bridgebuilder 2018: Hosts and Hostesses 2018
Paving the Way for the Aalto Community 2018: Aalto Beer Pong ry
Freshman Education Trailblazer 2018: Nuoret Designerit ry
Student Wellbeing Pathfinder 2018: Teekkariratsastajat ry
Interdisciplinary Pioneer 2018: Otanko ry

Read more about the Gala and its origins: https://ayy.fi/blog/2018/12/13/hugo-gaala-palkitsi-aalto-yhteison-pioneereja/ (in Finnish)


3. Emptying your association’s post box
Some of the associations have a post box at the AYY office that is full to the brim. These post boxes should be emptied before Christmas as otherwise there is nowhere to put the new post. Some associations have not picked up their post all year, so now is high time to grab your bank statements, for example, for safekeeping.

In case you don’t know if your association has a post box, make sure to come by! The AYY office is located upstairs at Otakaari 11, and we are open daily at 12 noon–4 pm. The Service Office will close for the Christmas break on Friday 21 Dec and open its doors again on 2 Jan 2019.

 

4. Advance booking of AYY’s rentable facilities ongoing!
The advance booking of AYY’s rentable facilities, also known as tilakähmyt, are done and dusted for special status associations, and now is the turn of other associations in the first list. As usual, the bookings are made using AYY’s own booking system TILA. TILA can be found at https://tila.ayy.fi/, and users can log on with the Aalto University IT user details. The easiest way to get started is to read the instructions behind the Help link in the menu bar at the top of the page.

You can make advance bookings for the period of Mon 7 Jan 2019–Sun 11 Aug 2019. The schedule for the remaining facility reservations in the system is as follows:

Other associations in the 1st list on Wed 12 Dec–Tue 18 Dec 2018.
The reservation period begins at 12 noon on Wed 12 Dec and ends at 12 noon on Tue 18 Dec.
The booking session will be held in the Undergraduate Centre’s (Otakaari 1) hall R001/M232 M1.

More specific details and instructions can be found in Association Newsletter 49/2018, under item 3: https://ayy.fi/en/blog/2018/11/30/association-newsletter-week-49-2018/

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

 

5. Group ticket sales for Teekkarispeksi now open – bring your association to watch our 30th anniversary performance for a discounted price!
Next spring will witness the premier of the 30th Teekkarispeksi of all times, and we wanted to do something really special in honour of our anniversary. Hence, we are inviting you and your association or guild to see our 30th anniversary performance at the stunning Peacock Theatre on 19 Mar 2019!

Groups of more than 10 persons get a 10% discount on tickets for the anniversary performance, so this is your chance to get a group together and come enjoy the spring’s hottest dose of culture. Group tickets can be easily reserved by email at liput@teekkarispeksi.fi, and they can all be paid with one invoice. Teekkarispeksi is performed in Finnish. Ticket prices and the theme of this year’s Speksi can be found at teekkarispeksi.fi/keinolla-milla-hyvansa/ (in Finnish).

 

6. Here you are – the new Association Guide!
This year, the Organisation Sector has been working on the new Association Guide, and it’s finally ready! The Guide features a multitude of information that associations operating within AYY need to support their operations. The themes cover founding an association, its financial management, administration and equality alike. And plenty of other things! In addition, the extensive Materials bank helps you find essential external sources of information. Right now, the sections regarding the financial statement are particularly topical for many.

The Association Guide can be found here: https://yhdistysopas.ayy.fi/?lang=en

It is advisable to go through this website carefully at the beginning of your term in office and to keep returning to it along the way. Feedback is definitely welcome, as there are always little things to fix. There are still a few sections missing from the Swedish and English versions, but these will be uploaded as soon as the translations are completed.

In the future, you should first look for answers in the Association Guide and only afterwards contact the Organisation Sector: jarjestoasiat(a)ayy.fi.

 

7. Association training materials available now
The materials from this year’s association training for both the basic package and the themed day have been gathered into the Association Guide at https://yhdistysopas.ayy.fi/training-materials/?lang=en. Make sure to also tip off your buddies on the Board about these. The training materials are only published in the language the training was held in.

We are hoping for feedback from those who attended the association training as well as those who could not make it. What was good and what needs to be worked on? On the other hand, why was the day or the themes not suitable for you this time around? On both forms, you can also share your hopes for training in 2019.

Feedback form for the basic package on 27 Nov: http://lomake.ayy.fi/yhdistykset/palaute-peruspaketti-2018/ (in Finnish)

Feedback form for the themed day on 28 Nov: https://lomake.ayy.fi/yhdistykset/palaute-teemapaiva-2018/ (in Finnish)

Thank you so much to those who took part, and lots of luck for next year! And remember to always contact the Organisation Sector when you feel like it: jarjestoasiat(a)ayy.fi.

 

8. Store traces of your association operations in history
Is it easy to forget archiving? What is it necessary and worthwhile to archive in the first place? Now is a good time to grab hold of the topic, before many of the operators change.

The archive of Aalto University Student Union offers the associations operating within it storage space, equipment and advice on archiving. Archiving is meant to give future operators a vivid idea of the association’s operations. It is worth archiving all self-produced materials relating to the association’s operations as well as other materials that might interest the next generations, all marked appropriately. Tips for limiting your archiving can be found, for example, on the Yhdistystoimijat website (in Finnish).

What is important is that archiving is kept in mind and executed throughout the year. Don’t be afraid to ask for some tips and contact arkisto(a)ayy.fi.


9. Committee applications ongoing until 31 Dec
Application to AYY’s committees is still open until the end of December! You can apply to become part of, for example, organising big parties with the Party Committee or the Afterparty Committee, Quidditch and Humans vs. Zombies with the Outdoor Sports Committee, the Student Union’s annual ball with the Annual Ball Committee or the manifold celebrations of the Teekkari Tradition Week with the Teekkari Tradition Committee. In the committees, you will get to work on all kinds of things in an interdisciplinary group while learning lots about project management, group dynamics and event marketing alike!

Apply at ayy.fi/stop/en/!

 

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 newsletter takes a Christmas break and comes out next on 11 Jan 2019.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

Association newsletter week 49/2018

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

 

This is the AYY association newsletter for week 49/2018

A long newsletter with lots of information: Take a look at the materials from this week’s association training at yhdistysopas.ayy.fi/?lang=en and get familiar with the other contents of the brand-new Association Guide as well (items 1 and 2). For some, the advance booking of facilities starts next week already (item 3). Also, a final reminder of the applications to AYY volunteers and Hallopeds (items 7 and 8)! The association newsletter takes a break next week because of Independence Day.

 

Upcoming events and important dates for associations
30 Nov: My Career in Finland (https://www.facebook.com/events/346231852815021/)
3 Dec: Application to AYY Sections ends (item 7, ayy.fi/stop/en/)
3 Dec: Application to Hallopeds ends (item 8, https://ayy.fi/en/blog/2018/10/29/ayy-hakee-hallinnon-opiskelijaedustajia-vuodelle-2019/)
3 Dec: Application to person in charge of the AYY10 anniversary year ends (ayy.fi/stop/en/)
6 Dec: Independence Day procession (item 4, https://www.facebook.com/events/190259045237061/)
17 Dec: Futuretalks: Facing/Fading Frontiers (https://ayy.fi/en/blog/events/futuretalks-facing-fading-frontiers/)
31 Dec: Application to AYY Committees ends (item 7, https://ayy.fi/stop/en/)
15 Jan: Association training in Mikkeli

 

Contents of the newsletter
1. Here you are – the new Association Guide!
2. Association training materials available now
3. Advance booking of AYY’s rentable facilities starting soon!
4. Students of the metropolitan area celebrate Finland’s independence in the Independence Day Procession on 6 Dec
5. Version update in the IT services used by associations
6. Want KY’s pool table for your association?
7. Final reminder: Apply to AYY’s Sections or Committees for 2019!
8. Final reminder: Should the University change? Apply to Student representative in administration!
9. Store traces of your association operations in history

 

1. Here you are – the new Association Guide!
This year, the Organisation Sector has been working on the new Association Guide, and it’s finally ready! The Guide features a multitude of information that associations operating within AYY need to support their operations. The themes cover founding an association, its financial management, administration and equality alike. And plenty of other things! In addition, the extensive Materials bank helps you find essential external sources of information. Right now, the sections regarding the financial statement are particularly topical for many.

The Association Guide can be found here: https://yhdistysopas.ayy.fi/?lang=en

It is advisable to go through this website carefully at the beginning of your term in office and to keep returning to it along the way. Feedback is definitely welcome, as there are always little things to fix. There are still a few sections missing from the Swedish and English versions, but these will be uploaded as soon as the translations are completed.

In the future, you should first look for answers in the Association Guide and only afterwards contact the Organisation Sector: jarjestoasiat(a)ayy.fi.

 

2. Association training materials available now
This week’s three association training sessions are done and dusted. Thanks to all participants for your activity and for coming along. The training materials for both the basic package and the themed day are being gathered into the Association Guide at https://yhdistysopas.ayy.fi/training-materials/?lang=en.

The missing materials will be uploaded onto the site once we receive them from the trainers. Make sure to also tip off your buddies on the Board about these. The training materials are only published in the language the training was held in.

We are hoping for feedback from those who attended the association training, as well as those who could not make it. What was good and what needs to be worked on? On the other hand, why was the day or the themes not suitable for you this time around? On both forms, you can also share your hopes for training in 2019.

Feedback form for the basic package on 27 Nov: http://lomake.ayy.fi/yhdistykset/palaute-peruspaketti-2018/ (in Finnish)

Feedback form for the themed day on 28 Nov: https://lomake.ayy.fi/yhdistykset/palaute-teemapaiva-2018/ (in Finnish)

Thank you so much to those who took part, and lots of luck for next year! And remember to always contact the Organisation Sector when you feel like it: jarjestoasiat(a)ayy.fi.


3. Advance booking of AYY’s rentable facilities starting soon!
The advance booking of AYY’s rentable facilities, also known as tilakähmyt, will start on Monday 3 Dec 2018 for associations. As usual, the bookings are made using AYY’s own booking system TILA. TILA can be found at https://tila.ayy.fi/, and users can log on with the Aalto University IT user details. The easiest way to get started is to read the instructions behind the Help link in the menu bar at the top of the page.

You can make advance bookings for the period of Mon 7 January 2019–Sun 11 August 2019.

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

  1. AYY’s internal operators, reservation period 21 Nov–3 Dec 2018. The reservation period ends at 10.00 am on Mon 3 Dec 2018.
  2. Special status associations 3 Dec–11 Dec 2018. The reservation period begins at 12 noon on Mon 3 Dec and ends at 12 noon on Tue 11 Dec. The booking session will be held in Otaniemi from 4.30 pm onwards on Tue 11 Dec 2018 (information will be sent via email to associations as soon as the conference room is confirmed).
  3. Other associations in the 1st list on 12 Dec–18 Dec 2018. The reservation period begins at 12 noon on Wed 12 Dec and ends at 12 noon on Tue 18 Dec.

The booking session will be held in Otaniemi from 4.30 pm onwards on Tue 18 Dec 2018 (information will be sent via email to associations as soon as the conference room is confirmed).
A few notes about the making of reservations:

  • 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’s Board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA, if necessary.
  • If you receive representation rights for a 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 that have filled in the association notice and whose information has been updated to the association register this year.
  • 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.
  • Please note that AYY’s internal reservations are mainly permanent.
  • Any reservations for anniversaries and anniversary brunches made by special status associations take priority compared to other reservations made by other associations. Reservations made by special status associations will be confirmed when their reservation period ends. In the first booking session, we will clarify the possible duplicate reservations of special status associations. The special status associations do not have to come to the second booking session to defend their reservations.
  • 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 that 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.
  • When making reservations for long periods of time, please bear in mind that you MUST come to the associations’ advance booking session to give grounds for the bookings made. If needed, AYY will also contact the associations in advance.
  • Only reserve the facility for times when you really need it. If possible, please avoid reservations in Smökki for the following times: PO has rehearsals at Smökki every Monday at 6 pm–9 pm & RWBK at Smökki every Tuesday at 5 pm–10 pm. Please avoid sitsit on Mondays & Tuesdays.
  • There will be small changes in the prices starting 7 Jan 2019. The price list can be found here: ayy.fi/en/price-list

Please note! Due to renovations, there are some exceptions:

  • Gorsu, Living Room and Tatami Hall cannot be booked for the following time period: 7 Jan 2019–3 Mar 2019.
  • Multi-facility Hall cannot be booked for the following time period: 7 Jan 2019–5 May 2019.
  • Takka Cabinet, Game Room, Sitsi Kitchen and Rooftop Sauna cannot be booked for the following time period: 7 Jan 2019–11 Aug 2019.

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

 

4. Students of the metropolitan area celebrate Finland’s independence in the Independence Day Procession on 6 Dec
The student unions of the metropolitan area are celebrating the Finnish Independence Day on 6 Dec together, as they did last year. The event is organised by the metropolitan area’s student unions HYY, AYY, TaiYo, SHS, Kadettitoverikunta, METKA and Helga. Everyone is welcome to join the procession, torches and lights will be offered by the organisers at the start of the procession. Associations can take part in the procession with their own official flag.

Instructions and the schedule for the event can be found at https://itsenaisyyspaiva.ayy.fi/?lang=en.

The FB page for the event is at https://www.facebook.com/events/190259045237061/.

AYY traditionally offers its operators the following services:

-Flag taxi:
The association’s flag must be delivered to the service point (Otakaari 11) by 4 pm on Monday 3 Dec 2018 AND recorded in the transport list. Make sure you record the flag in the list, as only the flags in it will be taken along. The flags will be returned to the same location, where they should be picked up by Friday 7 Dec.

-Flag carrying belts and heralds’ sashes in the colours of Finland:
The Student Union has a limited number of flag carrying belts as well as blue-and-white heralds’ sashes that suit all flags to lend out. Bookings – first come, first served – by email to arkisto@ayy.fi, and on the day, the equipment will be by the flags at the organising point.

For the duration of the procession, flagbearers and heralds can safely leave their bags in the operation vehicle that goes to the Senate Square. When you hand in your flags for the return delivery, you will get back the things you left for safekeeping. Flagbearers and heralds must not have bags when they are performing their tasks.

More information: niina.palm(a)ayy.fi

 

5. Version update in the IT services used by associations
Otax.fi is the web hotel AYY offers its associations which offers website services and mailing lists. A php version update takes place in otax.fi on 8 December. For the update, service users should make sure that their website is functional before the change. For the change, a separate server will be set up alongside otax.fi from which the updated version can be found.

Check whether the person in charge of your association’s website on AYY’s server is on the mailing list on which the dates and version numbers of the change are explained in more detail. If they have missed signing up for the mailing list, they can do this at https://list.ayy.fi/mailman/listinfo/otax-web-masters.

In all of your association’s IT-related matters, you can contact tietotekniikka(a)ayy.fi.

 

6. Want KY’s pool table for your association?
Need something to do in your shared apartment or brighten up your Guild room? KY is giving away a pool table for free! The table measures 250 cm x 150 cm and is not in perfect shape, but that doesn’t stop a good game from being played on it! You will also get the balls, some cues and chalk packets. You can arrange a time to have a look at the table at Saha (Konemiehentie 4). We are hoping for a quick pickup but, above all, that the table would find a new home!

Queries: KY’s service secretaries, palvelu@kyweb.fi or tel. 040 353 8283 (Mon–Thu at 1–5 pm).

Pictures: https://drive.google.com/drive/folders/1b8MrGSJyJXSJ1mU-yrBuCxote-5uYZkY?usp=sharing

 

7. Final reminder: Apply to AYY’s Sections or Committees for 2019!
The composition of AYY’s Board for next year was officially decided in the Representative Council’s meeting yesterday! This means that the deadlines for this autumn’s volunteer recruitment are nearing: applications to AYY Sections’ members and to Hallopeds (student representative in administration) will close on 3 Dec. To the Committees, you can apply for the whole of December.

There are all kinds of positions on offer: for example, you can apply to join the organising of the Wappu Party (Teekkari Section/Party Committee) or the Aalto Afterparty (Aava/Afterparty Committee), to execute various sporting events (Aava/Outdoor Sports Committee), to renovate rentable facilities (Campus Section) or to advocate student benefits as an Aalto Halloped.

Or maybe you would like to do something unique? Apply to be in charge of the AYY10 anniversary year, and you will get right into the heart of conceptualising and executing the anniversary year and the 10th annual ball itself.

Learn more about all of the volunteer posts at ayy.fi/stop/en/! You can also get further information by following the social media channels of the Sections and AYY.


8. Final reminder: Should the University change? Apply to Student representative in administration!
Student representatives in administration, or Hallopeds, are regular students who participate in the decision-making and development of the University. Students are the best experts on their own studying and the everyday of teaching. There are more than 250 posts up for grabs. The Student Union appoints the Hallopeds for a one-calendar-year term, and all members of the Student Union are eligible to apply. The application is open until 3 Dec 2018.

There are student representatives in the degree programmes, departments, schools and the University’s central administration. The organs include the academic affairs committees, educational councils and various other committees. The Student Union, the persons in charge of Hallopeds and the organisations’ persons in charge of studies will support the advocacy work.

The official call for applications and a list of positions for 2019: https://ayy.fi/en/blog/2018/10/29/ayy-is-looking-for-student-representatives-for-2019/

The Student Union’s Halloped regulations: https://inside.ayy.fi/pages/viewpage.action?pageId=12615832&preview=/12615832/17268748/Halloped_ohjesaanto_EN.pdf

For further information, contact laura.luoto(a)ayy.fi or minna.makitalo(a)ayy.fi.

 

9. Store traces of your association operations in history
Is it easy to forget archiving? What is it necessary and worthwhile to archive in the first place? Now is a good time to grab hold of the topic, before many of the operators change.

The archive of Aalto University Student Union offers the associations operating within it storage space, equipment and advice on archiving. Archiving is meant to give future operators a vivid idea of the association’s operations. It is worth archiving all self-produced materials relating to the association’s operations as well as other materials that might interest the next generations, all marked appropriately. Tips for limiting your archiving can be found, for example, on the Yhdistystoimijat website (in Finnish).

What is important is that archiving is kept in mind and executed throughout the year. Don’t be afraid to ask for some tips and contact arkisto(a)ayy.fi.

 

 

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 newsletter takes a break on Friday 7 Dec after Independence Day.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

Association newsletter for week 47/2018

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

 

This is the AYY association newsletter for week 47/2018

Next week, associations are hoped to give their valuable views and opinions on AYY’s community structure project. Keep an eye on your Board list to get more specific instructions for the commenting (item 2). Also remember to sign up for the association training by Wednesday 21 Nov (item 1). Potential Board members should also be tipped off about the training!

 

Upcoming events and important dates for associations
19–28 Nov: Comment round for community structure project (item 2)
21 Nov: Planning workshop for equality survey (item 3, sign-up)
23 Nov: Application to Sections’ Chair ends (item 4, ayy.fi/stop/en/)
27 Nov: Association training in Finnish – basic package (item 1, sign-up, in Finnish)
28 Nov: Association training in Finnish – themed day (item 1, sign-up, in Finnish)
29 Nov: Association training in English (item 1, sign-up)
3 Dec: Application to AYY Sections ends (item 4, ayy.fi/stop/en/)
3 Dec: Application to Hallopeds ends (item 5, https://ayy.fi/en/blog/2018/10/29/ayy-hakee-hallinnon-opiskelijaedustajia-vuodelle-2019/)
3 Dec: Application to person in charge of the AYY10 anniversary year ends (item 6, ayy.fi/stop/en/)
6 Dec: Independence Day procession (https://www.facebook.com/events/190259045237061/)
31 Dec: Application to AYY Committees ends (item 4, https://ayy.fi/stop/en/)

 

Contents of the newsletter
1. AYY’s association training in English on 29 Nov, sign up by Wednesday 21 Nov!
2. Comment round for associations on the development proposals for AYY’s organisational structures coming on 19–28 Nov!
3. Are you interested in developing equality in the Aalto community?
4. Apply to AYY’s Sections or Committees for 2019!
5. Should the University change? Apply to Student representative in administration!
6. Apply to be in charge of the AYY10 anniversary year!


1. AYY’s association training in English on 29 Nov, sign up by Wednesday 21 Nov!
The English-language training is organised on Thursday 29 Nov from 4 pm to 7 pm at AYY’s office (Otakaari 11, Espoo, upstairs). The training will include communications and the basics for association work, but you can also request specific topics.

The target group is English-speaking association actives, and as the space is limited (approx. 20 persons), please attend only if you are in the target group. Max. 4 persons per association.

If there are more than four persons in your association’s actives that are in the target group and they wish to participate, please contact Organisational Affairs Specialist Essi Puustinen (essi.puustinen at ayy.fi), and we will work something out.

You can sign up here: https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english/

Sign-up closes on 21 Nov at 11.59 pm.

You can also take part in the Finnish-language association training. This is organised at the Design Factory in Otaniemi on Tue 27 Nov and Wed 28 Nov. The first day offers new operators the basics on association operations, and on the latter training day, we will delve deeper into some current themes.

Detailed information in Finnish:
Tue 27 Nov – Basics https://ayy.fi/blog/events/ayyn-yhdistyskoulutus-2/
Wed 28 Nov – Themes https://ayy.fi/blog/events/ayyn-yhdistyskoulutus-3/

Also invite your friends and potential new Board members from associations operating within AYY to come along: https://www.facebook.com/events/510059069478348/

 

2. Comment round for associations on the development proposals for AYY’s organisational structures coming on 19–28 Nov!
There is a development project of community and organisational structures in progress at Aalto University Student Union. The goal of the project is to discover via surveys, interviews and discussions how the cooperation of associations operating within AYY and the structures of the Aalto community could be developed in a way that would make the roles of different parties clearer than before. The goal of the project is a more unified student community in which the students of the different schools will be taken into account as equals better than before.

The first part of the project were the charting surveys sent to associations in September on the current situation and development needs of the structures. Thank you to all associations that took the time to answer the survey! At the moment, the project is progressing with focus group discussions in which the associations that answered the survey are forming solution models for the challenges brought up in the surveys and advance discussions.

The solution models will be sent on a comment round to all associations and volunteers on 19–28 Nov, so it’s worth reserving time from a meeting or other get-together now to comment on the solution models. Each association is meant to send only one answer, so it’s important that you take time aside from your meetings for a collective discussion. The project’s results will influence the composition of the association and volunteer fields in the future, so it’s very important that you make your views known.

If you have any questions regarding the project, send a message to Project Coordinator Elina Nieminen at elina.nieminen(a)ayy.fi.

 

3. Are you interested in developing equality in the Aalto community?
Equality has been a conversation point in the Student Union as well as the wider society. We at the Student Union now want to find out what would be the best way to chart the state of equality in the Aalto community. In early 2019, we will be collecting information about these experiences with a member survey, and now, we are in need of some help from interested parties for creating the survey!

We are organising a workshop on Wednesday 21 Nov in Avain Sauna (Otaranta 8E) at 4–6 pm. There will be some light bites on offer, so please sign up for the event by 19 Nov at the latest. Everyone is welcome to attend with their own language skills; we will be using Finnish and English at the event as working languages.

Sign up at: https://lomake.ayy.fi/sosiaalipolitiikka/planeringsworkshop-for-jamlikhetsenkaten-21-11/?lang=en

 

4. Apply to AYY’s Sections or Committees for 2019!
The former of AYY’s Board has been elected, and candidates for the Board are currently being interviewed. Next to close is the application to Chairs of AYY’s Sections on Friday 23 Nov. Application to AYY Section members remains open until 3 Dec and to the Committees for the whole of December.

There are all kinds of positions on offer: for example, you can apply to join the organising of the Wappu Party (Teekkari Section/Party Committee) or the Aalto Afterparty (Aava/Afterparty Committee), to execute various sporting events (Aava/Outdoor Sports Committee), to renovate rentable facilities (Campus Section) or to advocate student benefits as an Aalto Halloped.

And these were just a few of the volunteer positions at AYY: learn more about all of them at ayy.fi/stop/en/!

 

5. Should the University change? Apply to Student representative in administration!
Student representatives in administration, or Hallopeds, are regular students who participate in the decision-making and development of the University. Students are the best experts on their own studying and the everyday of teaching. There are more than 250 posts up for grabs. The Student Union appoints the Hallopeds for a one-calendar-year term, and all members of the Student Union are eligible to apply. The application is open until 3 Dec 2018.

There are student representatives in the degree programmes, departments, schools and the University’s central administration. The organs include the academic affairs committees, educational councils and various other committees. The Student Union, the persons in charge of Hallopeds and the organisations’ persons in charge of studies will support the advocacy work.

The official call for applications and a list of positions for 2019: https://ayy.fi/en/blog/2018/10/29/ayy-is-looking-for-student-representatives-for-2019/

The Student Union’s Halloped regulations: https://inside.ayy.fi/pages/viewpage.action?pageId=12615832&preview=/12615832/17268748/Halloped_ohjesaanto_EN.pdf

For further information, contact laura.luoto(a)ayy.fi or minna.makitalo(a)ayy.fi.

 

6. Apply to be in charge of the AYY10 anniversary year!
Our beloved Student Union has been forging ahead for some years already, and we are soon celebrating our first full decade. Now is, at last, the time to start recruiting for the position many have been waiting for: the person in charge of the AYY10 anniversary year!

As the person in charge of the anniversary year, you will be right at the heart of conceptualising and executing the anniversary year and the 10th annual ball itself. Will the anniversary year feature separate anniversary year spectacles, or will the usual events be organised bigger than before and with an AYY10 twist? How can we make the entire community participate in the anniversary year? And in particular, of course: where and how to organise the culmination itself, the annual ball that ends the anniversary year? You will be coordinating the section you recruit and ensure that this party will remain a conversation point for the Aalto community for a long time to come!

Application ends on Monday 3 Dec. Apply to make AYY history!

More information: https://ayy.fi/stop/en/ayy10/

 

 

WANT YOUR NEWS IN THIS NEWSLETTER?

Send us your short text by 10 am on Wednesday to tiedotteet (a) ayy.fi. The news will be translated, so you only have to use one language.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

Association newsletter for week 46/2018

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

 

This is the AYY association newsletter for week 46/2018

Sign-up for the association training starts NOW (item 1)! Check the programme for the training days and sign up. Also let new Board members and next year’s operators know about the training. And there is plenty of suitable programme for seasoned operators too.

Upcoming events and important dates for associations
19–28 Nov: Comment round for community structure project (item 2)
21 Nov: Planning workshop for equality survey (item 3)
21 Nov: Sign-up closes for Association Training (item 1)
23 Nov: Application to Sections’ Chair ends (item 7, ayy.fi/stop/en/)
27 Nov: Association training in Finnish – basic package (item 1, sign up here)
28 Nov: Association training in Finnish – themed day (item 1, sign up here)
29 Nov: Association training in English (item 1, sign-up here)
3 Dec: Application to AYY Sections ends (item 7, ayy.fi/stop/en/)
3 Dec: Application to Hallopeds ends (item 5)
3 Dec: Application to person in charge of the AYY10 anniversary year ends (item 6)
31 Dec: Application to AYY Committees ends (item 7, https://ayy.fi/stop/en/)

 

Contents of the newsletter
1. AYY’s association training in English on 29 Nov and in Finnish on 27–28 Nov
2. Comment round for associations on the development proposals for AYY’s organisational structures coming on 19–28 Nov!
3. Are you interested in developing equality in the Aalto community?
4. Version update in the IT services used by associations
5. Should the University change? Apply to Student representative in administration!
6. Apply to be in charge of the AYY10 anniversary year!
7. Apply to AYY’s Sections or Committees for 2019!


1. AYY’s association training in English on 29 Nov and in Finnish on 27–28 Nov
The English-language training is organised on Thursday 29 Nov from 4 pm to 7 pm at AYY’s office (Otakaari 11, Espoo, upstairs). The training will include communications and the basics for association work, but you can also request specific topics.

The target group is English-speaking association actives, and as the space is limited (approx. 20 persons), please attend only if you are in the target group. Max. 4 persons per association.

If there are more than four persons in your association’s actives that are in the target group and they wish to participate, please contact Organisational Affairs Specialist Essi Puustinen (essi.puustinen at ayy.fi), and we will work something out.

You can sign up here: https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english/ Sign-up closes on 21 Nov at 11.59 pm.

You can also take part in the Finnish-language association training. This is organised at the Design Factory in Otaniemi on Tue 27 Nov and Wed 28 Nov. The first day offers new operators the basics on association operations, and on the latter training day, we will delve deeper into some current themes. Detailed information in Finnish:
Tue 27th Nov – Basics https://ayy.fi/blog/events/ayyn-yhdistyskoulutus-2/
Wed 28th Nov – Themes https://ayy.fi/blog/events/ayyn-yhdistyskoulutus-3/

 

2. Comment round for associations on the development proposals for AYY’s organisational structures coming on 19–28 Nov!
There is a development project of community and organisational structures in progress at Aalto University Student Union. The goal of the project is to discover via surveys, interviews and discussions how the cooperation of associations operating within AYY and the structures of the Aalto community could be developed in a way that would make the roles of different parties clearer than before. The goal of the project is a more unified student community in which the students of the different schools will be taken into account as equals better than before.

The first part of the project were the charting surveys sent to associations in September on the current situation and development needs of the structures. Thank you to all associations that took the time to answer the survey! At the moment, the project is progressing with focus group discussions in which the associations that answered the survey are forming solution models for the challenges brought up in the surveys and advance discussions.

The solution models will be sent on a comment round to all associations and volunteers on 19–28 Nov, so it’s worth reserving time from a meeting or other get-together now to comment on the solution models. Each association is meant to send only one answer, so it’s important that you take time aside from your meetings for a collective discussion. The project’s results will influence the composition of the association and volunteer fields in the future, so it’s very important that you make your views known.

If you have any questions regarding the project, send a message to Project Coordinator Elina Nieminen at elina.nieminen(a)ayy.fi.

 

 

3. Are you interested in developing equality in the Aalto community?
Equality has been a conversation point in the Student Union as well as the wider society. We at the Student Union now want to find out what would be the best way to chart the state of equality in the Aalto community. In early 2019, we will be collecting information about these experiences with a member survey, and now, we are in need of some help from interested parties for creating the survey!

We are organising a workshop on Wednesday 21 Nov in Avain Sauna (Otaranta 8E) at 4–6 pm. There will be some light bites on offer, so please sign up for the event by 19 Nov at the latest. Everyone is welcome to attend with their own language skills; we will be using Finnish and English at the event as working languages.

Sign up at: https://lomake.ayy.fi/sosiaalipolitiikka/planeringsworkshop-for-jamlikhetsenkaten-21-11/?lang=en

 

4. Version update in the IT services used by associations
AYY offers associations IT services, which will have a version update in December. Please sign up for the mailing list if you are in charge of your association’s website in order to get the latest on the updates.

Otax.fi is the web hotel AYY offers its associations which offers website services and mailing lists. A php version update takes place in otax.fi in December. For the update, service users should make sure that their website is functional before the change. For the change, a separate server will be set up alongside otax.fi from which the updated version can be found.

Check whether the person in charge of your association’s website on AYY’s server is on the mailing list on which the dates and version numbers of the change are explained in more detail. If they have missed signing up for the mailing list, they can do this at https://list.ayy.fi/mailman/listinfo/otax-web-masters.

Additionally, in March next year, the main user notification for otax.fi must be filled in. In order for next year’s operators to be set up for using the service, now is a good time to make sure that the association’s internal documentation is up to date. Next year’s notifications will be gone through more closely than normal.

In all of your association’s IT-related matters, you can contact tietotekniikka(a)ayy.fi.

 

5. Should the University change? Apply to Student representative in administration!
Student representatives in administration, or Hallopeds, are regular students who participate in the decision-making and development of the University. Students are the best experts on their own studying and the everyday of teaching. There are more than 250 posts up for grabs. The Student Union appoints the Hallopeds for a one-calendar-year term, and all members of the Student Union are eligible to apply. The application is open on 21 Oct–3 Dec 2018.

There are student representatives in the degree programmes, departments, schools and the University’s central administration. The organs include the academic affairs committees, educational councils and various other committees. The Student Union, the persons in charge of Hallopeds and the organisations’ persons in charge of studies will support the advocacy work.

The official call for applications and a list of positions for 2019: https://ayy.fi/en/blog/2018/10/29/ayy-is-looking-for-student-representatives-for-2019/

The Student Union’s Halloped regulations: https://inside.ayy.fi/pages/viewpage.action?pageId=12615832&preview=/12615832/17268748/Halloped_ohjesaanto_EN.pdf

For further information, contact laura.luoto(a)ayy.fi or minna.makitalo(a)ayy.fi.

 

6. Apply to be in charge of the AYY10 anniversary year!
Our beloved Student Union has been forging ahead for some years already, and we are soon celebrating our first full decade. Now is, at last, the time to start recruiting for the position many have been waiting for: the person in charge of the AYY10 anniversary year!

As the person in charge of the anniversary year, you will be right at the heart of conceptualising and executing the anniversary year and the 10th annual ball itself. Will the anniversary year feature separate anniversary year spectacles, or will the usual events be organised bigger than before and with an AYY10 twist? How can we make the entire community participate in the anniversary year? And in particular, of course: where and how to organise the culmination itself, the annual ball that ends the anniversary year? You will be coordinating the section you recruit and ensure that this party will remain a conversation point for the Aalto community for a long time to come!

Application opens on Monday 5 Nov and ends on Monday 3 Dec. Apply to make AYY history!

More information: https://ayy.fi/stop/en/ayy10/

 

7. Apply to AYY’s Sections or Committees for 2019!
The former of AYY’s Board has been elected, and candidates for the Board are currently being interviewed. Next to close is the application to Chairs of AYY’s Sections on Friday 23 Nov. Application to AYY Section members remains open until 3 Dec and to the Committees for the whole of December.

There are all kinds of positions on offer: for example, you can apply to join the organising of the Wappu Party (Teekkari Section/Party Committee) or the Aalto Afterparty (Aava/Afterparty Committee), to execute various sporting events (Aava/Outdoor Sports Committee), to renovate rentable facilities (Campus Section) or to advocate student benefits as an Aalto Halloped.

And these were just a few of the volunteer positions at AYY: learn more about all of them at ayy.fi/stop/en/!

 

 

WANT YOUR NEWS IN THIS NEWSLETTER?

Send us your short text by 10 am on Wednesday to tiedotteet (a) ayy.fi. The news will be translated, so you only have to use one language.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

Association newsletter week 24/2018

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


This is AYY’s association newsletter for the week 24/2018

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

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


1. The opiskelijakeskus.fi website is now open

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

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

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

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

http://opiskelijakeskus.fi/

 

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

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

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

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

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

 

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

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

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

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

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

 

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

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

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

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

 

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

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

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

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

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

 

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

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

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

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

 

 

DO YOU WANT YOUR NEWS IN THIS NEWSLETTER?

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

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, phone: 050 520 9442).

Do you want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi