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Association newsletter week 24/2018

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


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

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

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


1. The opiskelijakeskus.fi website is now open

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

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

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

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

http://opiskelijakeskus.fi/

 

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

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

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

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

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

 

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

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

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

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

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

 

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

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

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

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

 

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

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

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

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

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

 

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

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

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

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

 

 

DO YOU WANT YOUR NEWS IN THIS NEWSLETTER?

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

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

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

Association newsletter week 20/2018

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 20/2018

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

Contents of the newsletter
1. Advance booking of AYY’s one-time rental facilities has started
2. The Year of Arts
3. GDPR – ways to collect, store and use personal information
4. Association events into the yearly calendar 2018-19

1. Advance booking of AYY’s one-time rental facilities has started

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

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

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

1. AYY’s internal operators, reservation period 19th April-4th May 2018.
The reservation period ends on 4th May 2018 at 12:00 noon.
2. Special status associations 4th May-17th May 2018.
The reservation period starts on Fri, 4th May at 14:00 and ends on Thu, 17th May at 12:00 noon.
The booking session will be held in Otaniemi on Thu, 17th May 2018 from 16:30 onwards at the Undergraduate Center, (Otakaari 1) hall M1 (M232).
Other associations in the 1st register 18th May-24th May 2018.
The reservation period starts on Fri, 18th May at 12:00 noon and ends on Thu, 24th May 2018 at 12:00 noon.
The booking session will be held in Otaniemi on Thu, 24th May 2018 from 16:30 onwards at the Undergraduate Center, (Otakaari 1) hall M1 (M232).

Read more about how to make bookings: https://ayy.fi/en/blog/2018/04/20/57389/

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

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

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

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

If you have any questions related to the Year of Arts, please contact Tero Uuttana at tero.uuttana (a) ayy.fi.

3. GDPR – ways to collect, store and use personal information

Is your association still unclear on how to collect or store event sign-ups in accordance with the requirements of the new EU General Data Protection Regulation? How to make sure that only the people concerned can access the information?

We have collected various implementation methods at https://inside.ayy.fi/display/TIET/Tietosuoja (requires logging in with your Aalto University ID). The regulation will come into effect already in two weeks, on the 25th of May 2018!

4. Association events into the yearly calendar 2018-19

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

Go and add your association’s upcoming events into the following Excel Online file: https://ayyfi.sharepoint.com/:x:/g/viestinta/EfOsbZ0GgGJPoPUEaVel0Z8BOxInnozQmq3uNDIXYcd0Mg?e=6ZtQR2 Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar!

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

DO YOU WANT YOUR NEWS IN THIS NEWSLETTER?

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

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

Association newsletter week 16/2018

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 16/2018

 Upcoming events and important dates and events for associations
16th April: A! games tournament at Otahalli (https://www.facebook.com/events/208661209900787)
18th April: Aalto Open Air (https://www.facebook.com/events/167896853866470/)
19th April: Data protection is for everyone – web seminar (see item 1)
22nd April: The application period for the OtaHoas club rooms ends (see item 6)
29th April: Crazy John (see item 5, sign-up for checkpoint keepers ends on the 24th of April)
30th April: Dipoli Wappu (https://www.facebook.com/events/1543981349033605/)
19th May: AYY 8th Annual Ball calendar (see item 3)
25th May: The new EU GDPR comes into effect
27th May: Sign up your events into the yearly calendar (see item 7)

Content of the newsletter
1. Data protection is for everyone – web seminar on Thursday 19th of April
2. The GDPR sample documents on AYY’s website
3. AYY 8th Annual Ball on the 19th of May 2018
4. Add your association’s event to the Wappu Calendar and to the Whappu application!
5. Come and be a checkpoint keeper at Crazy John!
6. OtaHoas has two facilities available for associations
7. Association events into the yearly calendar 2018-19

 

1. Data protection is for everyone – web seminar on Thursday 19th of April

If your association’s actives missed the GDPR training organized by AYY last Monday, Tekniikan Akateemiset TEK, Suomen Ekonomit and legal service provider Fondia are providing a “Data protection concerns everyone” web seminar on the subject on Thursday 19th of April from 10:00 to 11:00 (in Finnish).

The web seminar looks at the most central legal questions on data protection. In addition, the data protection legislation update for the European Union will be discussed, along with the changes is brings, especially the strict sanctions and how to avoid them. The legal restrictions concerning personal data encompass the entirety of the lifespan of personal data from planning of data management to updating it and until the end of the retention period of data.

More information and signups (in Finnish): https://www.fondia.fi/tietosuoja-kuuluu-kaikille-0

N.B! The training is no doubt useful, but it is mainly aimed at companies with staff and customers (not specifically towards associations), which have personal data registers. Take note of this when signing up.

2. The GDPR sample documents on AYY’s website

Starting from May all organizations handling personal information must comply by the new EU regulation on Data Protection (the GDPR, General Data Protection Regulation).

An important thing to consider is that in about a month, on the 25th of May, each association should have the required documents on data protection and other issues in order with the regulation requirements. More information in doing this can be found here: https://ayy.fi/en/associations/services/training-and-courses/get-your-gdpr-requirements-in-order/

We are building a more comprehensive guide on GDPR aimed towards associations, along with sample documents with commentary. We will send them as soon as they are ready. If you have any questions on GDPR, you can contact the AYY ICT specialist Petteri Nummela at petteri.nummela(at)ayy.fi.

 

3. AYY 8th Annual Ball on the 19th of May 2018

The 8th Annual Ball of the Aalto University Student Union takes place on the 19th of May 2018. We welcome all members to participate in the celebrations.

This year, the party will kick off with a cocktail party at Saha, Konemiehentie 1 at 15:00. The celebration dinner will be held at restaurant Koskenranta, located at Helsinki, starting at 18:00. The dinner will consist of a three-course meal and excellent program. The afterparty locations will be announced later.

The cost of the Annual Ball is 80€ for members of AYY and 100€ for others. The registration opens on 16.4. for everyone. Dress code at the party will be white tie with academic honours.

Read more: https://www.vuosijuhlat.fi/
Herring Brunch: https://www.facebook.com/events/1913266775412681/

 

4. Add your association’s event to the Wappu Calendar and to the Whappu application!

Jäynäkilpailu and Futurice are once again working together to bring you the Whappu application to spread the Wappu cheer! The Whappu application will become available on the 11th of April. The application includes an event calendar that can be used to add open events. These events will also show up in the Wappu Calendar at wappu.fi.

Add your association’s event to the Wappu Calendar at www.wappu.fi and download the Whappu application from your application store on the 11th of April!

Contacts: wappu(a)wappu.fi.

 

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

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

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 collecting marks for their maps. 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-2018-rastit-crazy-john-2018-checkpoints/ and it will close on the 24th of April. 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 (has to be used by the end of the year).

TL;DR:

WHAT: Checkpoint for Crazy John!
WHERE: Around Otaniemi
WHEN: April 29th 2018, approx. 21:30-1:00, after the Fuksispeksit and the starting bang
REGISTRATION OPEN: Until April 24th at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2018-rastit-crazy-john-2018-checkpoints/

For further information, please contact the Teekkari Culture Directors:

Paavo Hietala and Elena Pitkänen
paavo.hietala(at)ayy.fi
elena.pitkanen(at)ayy.fi

 

6. OtaHoas has two facilities available for associations

OtaHoas (the tenant committee for Hoas student properties in Otaniemi) has two general-purpose club rooms available for associations to use. The facilities are located at Jämeräntaival 10 AB and at Servin Maijan tie 3 A.

No rent is charged for the use of the facilities, and support may be granted to associations for putting them into use. Associations may use the facilities as they see best, as long as their use brings added value to resident activities. The facilities are not suitable for night-time use.

The application period for the OtaHoas club rooms ends on 22nd April. For more information and application instructions, visit https://otahoas.ayy.fi/kerhohuoneet/tila-anti-2018/
The instructions are available only in Finnish. Please contact the tenant committee if necessary https://otahoas.ayy.fi/en/asukastoiminta/yhteystiedot/

 

7. Association events into the yearly calendar 2018-19

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

Go and add your association’s upcoming events into the following Excel Online file. Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar!

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

For further information, please contact siiri.liitia(a)ayy.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).

Association newsletter 15/2018

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 15/2018

Wappu is coming, but before that, make sure that your association’s data protection issues are in order by attending the training on Monday, the 9th of April. The sign-up closes this Friday.

Upcoming events and important dates and events for associations
9th April at 15:30-19:30: Association training on the EU’s new General Data Protection Regulation (GDPR) (see item 1, sign up by the 6th of April )
16th April: A! games tournament at Otahalli (see item 3)
18th April: Aalto Open Air (see item 4)
22nd April: The application period for the OtaHoas club rooms ends (see item 6)
29th April: Crazy John (see item 5, sign-up for checkpoint keepers ends on the 24th of April )
27th May: Sign up your events into the yearly calendar (see item 7)

Content of the newsletter
1. Training on the 9th of April: Data protection legislation is changing, is your association prepared?
2. Add your association’s event to the Wappu Calendar and to the Whappu application!
3. A! games
4. Aalto Open Air 2018
5. Come and be a checkpoint keeper at Crazy John!
6. OtaHoas has two facilities available for associations
7. Association events into the yearly calendar 2018-19
8. Many of AYY’s one-time rental facilities are undergoing renovation

 

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

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

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

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

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

More information on workshops and the event: https://www.facebook.com/events/769005286629302/
Direct link to the signup (signup closes on Friday, the 6th of April): https://www.lyyti.fi/reg/GDPRluento_9418

 

2. Add your association’s event to the Wappu Calendar and to the Whappu application!

Jäynäkilpailu and Futurice are once again working together to bring you the Whappu application to spread the Wappu cheer! The Whappu application will become available on the 11th of April. The application includes an event calendar that can be used to add open events. These events will also show up in the Wappu Calendar at wappu.fi.

Add your association’s event to the Wappu Calendar at www.wappu.fi and download the Whappu application from your application store on the 11th of April!

Contacts: wappu(a)wappu.fi.

 

3. A! games

The time has come to match the schools against one another and find out which boasts the best ball game team! The AYY Sports Committee LTMK organizes the A! games tournament, which pits the Aalto schools against one another. Gather your team and go! The tournament is hosted at Otahalli on the 16th of April, and the games are played between 9:00 and 16:00. The teams will clash in basketball, floorball, futsal, volleyball and ultimate. You can join in as many different sports as you want.

For more information and registration, check out the Facebook event: https://www.facebook.com/events/208661209900787

WHAT: A! games
WHERE: Otahalli
WHEN: 16th of April from 9:00 to 16:00

Regards,
Roope Pääkkönen

Sports tutor coordinator
Aalto University Student Union
roope.paakkonen(a)ayy.fi | +358 40 0184339

 

4. Aalto Open Air 2018

Aalto Open Air is here again on 18th of April! The epic outdoor festival conquers Alvari square and gives everyone a chance to enjoy brilliant music and the company of friends. You can also bring your own tent in order to party and sleep on the school yard all night long. It’s gonna be an amazing day, so prepare yourselves! But wait, there’s more. The best tent setup owners get a heart-and-body-warming prize: a one-time free booking of one of AYY’s fabulous rentable saunas!

Facebook: https://www.facebook.com/events/167896853866470/

WHAT: Aalto Open Air
WHERE: Alvari square
WHEN: 18th of April
COST: Nothing!
WHY: It’s time to start Wappu

Regards,
Katri Mäki-Kullas

Communications, Community Committee Aava ’18
Aalto University Student Union (AYY)
+358 400 345 052 | katri.maki-kullas(a)ayy.fi

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

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

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 collecting marks for their maps. 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-2018-rastit-crazy-john-2018-checkpoints/ and it will close on the 24th of April. 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 (has to be used by the end of the year).

TL;DR:

WHAT: Checkpoint for Crazy John!
WHERE: Around Otaniemi
WHEN: April 29th 2018, approx. 21:30-1:00, after the Fuksispeksit and the starting bang
REGISTRATION OPEN: Until April 24th at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2018-rastit-crazy-john-2018-checkpoints/

For further information, please contact the Teekkari Culture Directors:

Paavo Hietala and Elena Pitkänen
paavo.hietala(at)ayy.fi
elena.pitkanen(at)ayy.fi

 

6. OtaHoas has two facilities available for associations

OtaHoas (the tenant committee for Hoas student properties in Otaniemi) has two general-purpose club rooms available for associations to use. The facilities are located at Jämeräntaival 10 AB and at Servin Maijan tie 3 A.

No rent is charged for the use of the facilities, and support may be granted to associations for putting them into use. Associations may use the facilities as they see best, as long as their use brings added value to resident activities. The facilities are not suitable for night-time use.

For more information and application instructions, visit https://otahoas.ayy.fi/kerhohuoneet/tila-anti-2018/
The instructions are available only in Finnish. Please contact the tenant committee if necessary https://otahoas.ayy.fi/en/asukastoiminta/yhteystiedot/

 

7. Association events into the yearly calendar 2018-19

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

Go and add your association’s upcoming events into the following Excel Online file. Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar!

 

8. Many of AYY’s one-time rental facilities are undergoing renovation

The renovation of the Jämeräntaival 3, 5 and 7 properties in Otaniemi is proceeding as planned, and in terms of the overall schedule, the project has reached its halfway point. The renovation will also affect many one-time rental facilities located on the properties.

The following one-time rental facilities will undergo renovation at the start of April: Gorsu, the Living Room of the Teekkari Village and the Tatami Hall. At the end of June, renovations will also start at the Multi-Facility Hall and the Game Room.

The renovations cause many challenges for event organizers, but your patience will be rewarded with more functional and comfortable facilities. If you have any questions or comments regarding AYY’s rental facilities or their renovation, you can send a message to the Facilities Sector at tilat(at)ayy.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).

Association newsletter 13/2018

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

This is AYY’s association newsletter for the week 13/2018

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

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

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


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

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

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

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

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

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

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

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

 

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

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

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

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

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

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

 

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

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

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

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

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

 

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

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

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

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

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

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

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

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

 

DO YOU WANT YOUR NEWS IN THIS NEWSLETTER?

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

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

 

AYY’s association newsletter for the week 12/2018

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 12/2018

Upcoming events and important dates and events for associations
1st March 12:00 noon–29th March 12:00 noon: Submissions for association notices and operating grant applications (see item 1 and instructions)
18th March: TTE Fund application round ends (see item 2)
18th March: Deadline for suggestions for recipients for the AYY acknowledgement reward (see item 3 and more information)
20th March at 10:00: Deadline for competitive bidding for organisations for cleaning Ullanlinnanmäki after May Day (see item 4)
22nd March: Deadline for signups for the Security Officer course (see item 5)
29th March: Deadline for the main administrator notifications of Otax (see item 6)
8th February–6th April: #LuovutusAalto vol. 3 (campaign page)
9th April at 16:00-20:00: Save the date: Association training on the EU’s new General Data Protection Regulation (GDPR) (more information coming soon!)


Content of the newsletter
1. Submissions for association notices and operating grant applications start on March 1st and end on March 29th, at 12:00 noon
2. The TTE Fund’s second application round for 2018 is now open!
3. Suggest a recipient for the AYY acknowledgement reward
4. Does your organisation want to make some money on May Day?
5. Train as a Security Officer, AYY pays for the costs!
6. The main administrator notifications of Otax must be done by March 29th
7. The Aalto chaplains are here for you

 

1. IMPORTANT: Submissions for association notices and operating grant applications start on March 1st and end on March 29th, at 12:00 noon

Submissions for association notices and operating grant applications are now open, and the submission period will end on March 29th, at 12:00 noon. Please start in time and work on the application little by little, as the process takes some time.

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

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

What operating grant? More information: https://ayy.fi/en/associations/services/operating-grants/
I know what to do! Direct link to the application system: http://tahlo.ayy.fi/
Questions or problems? Send a message to the organizational sector (jarjestoasiat at ayy.fi) or call our Organizational Affairs Specialist at 050 520 9442.

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

 

2. The TTE Fund’s second application round for 2018 is now open!

The second application round of the TTE Fund for 2018 is now open! The fund may grant financial aid to all AYY members and associations operating within the Student Union. The TTE Fund supports visible activities that reach for the stars and make 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 grants with a maximum amount of 2000€, whereas the amount of project grants during the actual application rounds is not limited.

The second application round of 2018 will end on Sunday, 18 March 2018, at 23:59. 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 for the application rounds for spring 2018 and other additional information are available on the TTE Fund’s website at http://tter.ayy.fi/. Also check out the Facebook site at www.facebook.com/tterahasto and information in English: https://tter.ayy.fi/hae-avustusta/briefly-in-english/.

 

3. Suggest a recipient for the AYY acknowledgement reward

Do you know a pioneer, unconventional bridge-builder or a cross-disciplinary hard worker in the Aalto community who deserves recognition?

Suggest a recipient for the Aalto University Student Union acknowledgement reward! You can make suggestions until March 18th. After the suggestion period is over, the acknowledgement working group will propose the final recipients of acknowledgements to AYY’s Board. Make suggestions here: https://lomake.ayy.fi/hallinto/bling/

 

4. Does your organisation want to make some money on May Day?

Now there is a good opportunity to do an eco action and to fill the coffers of your organisation! HYY declares a competitive bidding for organisations for cleaning Ullanlinnanmäki after May Day.

The organisation must commit to provide the full contribution of at least ten people. Cleaning will take place on Wednesday, 2 May, approx. from 7 a.m. to 2 p.m.

Bids by Tuesday, 20 March, by 10 a.m. to Julius Uusinarkaus (julius.uusinarkaus(a)hyy.fi). If two organisations make the same bid, the organisation who made the bid first will win. The organisation with the best bid will be contacted on Tuesday, 20 March.

 

5. Train as a Security Officer, AYY pays for the costs!

AYY is organizing a Security Officer course. The training is held from the 6th to the 8th and from the 14th to the 16th of April 2018. The course is free if you commit to working as a Security Officer in four (4) AYY events by the end of 2019. You can also take part in the Security Officer refresher course on the 14th of April if your Security Officer card is running out of date. The refresher course is free if you commit to working as a Security Officer in one (1) AYY event.

The course has 20 slots and it’s organized in Otaniemi. The course will be held in Finnish.

The signup opens on the 12th of March at 12:00 noon and closes on the 22nd of March at 23:59 or when the course is full.

More info and signup: https://lomake.ayy.fi/vapaaehtoiset/kouluttaudu-jarjestyksenvalvojaksi/

 

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

Concerning associations that have webpages or IDs at AYY’s web hotel service Otax.

The main administrator notifications of Otax must be done by March 29th. The IDs of accounts from which notifications have not been made will be locked on April 1st, and the site will be closed down.

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

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

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

 

 7. The Aalto chaplains are here for you

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

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

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

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

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

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

 

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).