This is AYY’s association newsletter 6/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

The application period for the operating grant and the submitting of association notices will begin on Saturday, 1 March. You can fill out the application or the association notice during March. Also remember to make the Otax account admin report!

 

CONTENT OF THE NEWSLETTER

1. Application period for the operating grant and the submitting of association notices to begin on 1 March
2. Otax account admin reports must be submitted by 29 March
3. Inspection lists for AYY’s facilities rented on a one-time basis to become electronic on 3 Mar 2014 
4. Sanctions for violation of the user regulations of AYY’s facilities rented on a one-time basis were specified 
5. Thank you for your feedback concerning AYY’s facilities rented on a one-time basis

 

1. Application period for the operating grant and the submitting of association notices to begin on 1 March

The submitting of AYY’s association notices and the application period for the operating grant will begin on Saturday, 1 March. The form will open at midnight at  https://lomake.ayy.fi/yhdistykset/ayys-operating-grant-application-2014/ and you can fill out the form during March. All associations in the register must fill out the association notice. If the association notice is not submitted in two consecutive years, the association will be removed from AYY’s association register. All associations approved in the first list of AYY’s association register may apply for the operating grant.

For the association notice, you will need the annual report, action plan, list of association officials and the association rules. In order to apply for the operating grant, you will also need the budget, balance sheet, income statement and information about grants that your association has received in the past two years. In addition, your association may also apply for an increased operating grant, which is usually granted for one-time special events or projects during the year. Further information on the allocated grants is available at /en/associations/services/grants-for-associations/, which includes the scoring model used for the allocation of the operating grants and the grant amounts of the previous year. You can have a look at the form from the previous year: /wp-content/uploads/Avustushakulomake-2013.pdf (opens as PDF file).

The prerequisite for the operating grant is the association profile at AYY.fi, and the associations are responsible for updating their profiles. If you have lost your user name or otherwise need help with updating your profile, you can send e-mail to jarjestoasiat@ayy.fi. Please fill out the form carefully and reserve enough time to fill it out. Operating grants are allocated based only on the information in the form.

You can receive additional information and help with the association notice and the operating grant application from the organisation sector, which can be reached at jarjestoasiat@ayy.fi. You can also contact the organisation specialist by phone at 050 520 9442. The best time to reach the organisation specialist by phone is on weekdays from 10am to 2pm.

 

2. Otax account admin reports must be submitted by 29 March

Deadline for Otax account admin report is 29 March. Accounts without reported admin will be locked on 1 Apr and sites disabled at the end of April.

Please update your PHP-applications to the latest versions and then fill in the admin report form. Please remember to mention which applications and versions you have. Clean up unnecessary keys from .ssh/authorized_keys.

You can submit the report at http://yhdistykset.ayy.fi/yllapitajailmoitus/ – Leave your report in time and fill it in carefully.

Other notes about Otax:

• phpMyAdmin will answer from ayy.fi connections only, ./:80/phpmyadmin/. Use SSH tunneling and provided phpMyAdmin instead of running your own version of it.
• If your site needs htaccess rewrites, please contact us and we’ll add AllowOverride FileInfo to vhost configuration.
• We are testing Python-support with mod_wsgi. If you want to run WSGI compatible Python applications in Otax, please contact tietotekniikka@ayy.fi.

 

3. Inspection lists for AYY’s facilities rented on a one-time basis to become electronic on 3 Mar 2014 

Aalto University Student Union will discontinue the use of paper inspection lists. From 3 Mar 2014 onwards, Otaniemi Service Point will no longer distribute old paper inspection lists.

New lists can be found at http://lomake.ayy.fi/tilat

Lists have been tested on most mobile phones and they work flawlessly. On the same site, there is a form for reporting defects. The service points provide more detailed information on the subject. Next time when you rent facilities, please get to know the list carefully!

Questions concerning the lists can be send to tilat@ayy.fi

 

4. Sanctions for violation of the user regulations of AYY’s facilities rented on a one-time basis were specified 

Sanctions concerning rental facilities, prepared by AYY’s Facility Committee and approved by AYY Board on 21 Feb 2014, have been specified. Compared to the former practice, consequences on the violation of regulations have been added to the user regulations. The purpose is to make the violation of regulations clearer and more transparent so that all renters are aware of how the liability for damages is determined.

Sanctions are available at /jasenille/tilojen-vuokraaminen/saannot-ja-sanktiot/ and they will enter into force on 3 March 2014.

 

5. Thank you for your feedback concerning AYY’s facilities rented on a one-time basis

Thank you for your feedback concerning the facilities rented on a one-time basis! The feedback has been addressed in AYY’s Facility Committee and the facility sector. Based on the feedback, we will take measures to provide our members with even better facilities.

The cleanliness of facilities, in particular, was brought up in the feedback.  We will pay more attention to cleanliness and aim at improving the supply of cleaning equipment in the facilities.

In addition, we hope that renters cooperate and look after the condition of facilities. More specific sanctions that will enter into force at the beginning of March for the violation of user regulations was also on the wish list of feedback providers and they will hopefully encourage the users to leave the facilities in a tidy condition for the next users.

However, all the improvements do not happen overnight, so we kindly ask the users to be patient. Feedback can, and should, be provided in the future! The most direct way to reach the facility sector is to send e-mail to tilat@ayy.fi.

 

WOULD YOU LIKE TO INCLUDE YOUR OWN NEWS IN THIS NEWSLETTER?

Please send a brief text by Wednesday, 10am, to the address jarjestoasiat@ayy.fi. The news will be translated so you can submit your text in one language. The content of the newsletter is ultimately edited by AYY’s Organisation and Communications Specialist Kati Penttinen (jarjestoasiat@ayy.fi, tel: 050 520 9442).