ASSOCIATION NEWSLETTER FOR THE WEEK 18/2014
This is AYY’s association newsletter for the week 18/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset
Have a nice May Day!
CONTENT OF THE NEWSLETTER
1. AYY’s operating grants were allocated
2. Tell your opinion about operating grants
3. AYY’s advance booking of facilities to begin soon
4. Submit your events for AYY’s academic year calendar 2014-2015
5. Apply for funding for your event from AFYE by 30 May!
6. Host a checkpoint at Crazy John
1. AYY’S OPERATING GRANTS WERE ALLOCATED
AYY Board has made decisions on the operating grants for the year of 2014 at its meetings 18/2014 and 19/2014. The entire list of the allocated grants can be found on AYY’s website at /en/associations/services/grants-for-associations/ayys-operating-grants-2014/ Associations that have applied for the grant will be informed about the decisions. Grants will be processed by next week and they should be in the association accounts within a few weeks.
In 2014, a total of 147 associations applied for the operating grant, of which 19 are special status associations. 33 associations applied for the increased operating grant. The number of applications increased significantly from last year when 132 associations applied for the grant, of which 16 were special status associations. The increase in the number of applications resulted in the reduction of the grant, particularly for some special status associations. This year, EUR 17,150 were allocated for special status associations, EUR 41,975 were allocated for other associations and the increased grants amounted to EUR 2,600. The amount of the grant was reduced for associations which delivered late or incomplete applications.
During the processing of applications, some applications were not processed due to a combination of technical and human errors. Also these applications are now processed.
If your association has applied for the grant but cannot be found among the list of associations that have received the grant, please contact the organisation sector. Your application has been processed if you have received a confirmation to the applicant’s e-mail.
The organisation sector apologises for any inconvenience.
2. TELL YOUR OPINION ABOUT AYY’S OPERATING GRANTS
This year, a major project in AYY’s organisation sector is to renew the scoring model for the operating grant applications in 2015. The current model was drafted after the merger of the student unions in 2010. The model has been reformed slightly in 2011 without major changes. Our community, however, is constantly evolving and the current model may not be the best possible option.
More than 200 associations are registered into AYY’s association register and almost all of them are part of the first register and therefore eligible to apply for the operating grant. The associations range from small recreational associations of ten members to associations which represent an entire discipline and have over 500 members.
You can review the current scoring model at /wp-content/uploads/Pisteytysmalli_2012.pdf . The scoring model pays attention to the size of the association, reachability, the number of activities, versatility and effectiveness. It does not evaluate or try to control the activities of associations. Our principle is to let all the flowers bloom.
Now the organisation sector needs opinions on the current model and the need for revising. Please share your opinion through a brief survey: https://lomake.ayy.fi/yhdistykset/ta-palaute2014/
3. AYY’S ADVANCE BOOKING OF FACILITIES TO BEGIN SOON!
AYY’s facilities rented on a one-time basis will open soon for advance reservations.
The reservation period is Mon, 18 Aug 2014-Sun, 11 Jan 2015.
The initial schedule for facility reservations in the system is as follows:
1) Reservation period for AYY’s internal operators will begin during week 16 (more detailed information to be provided through internal communications). The reservation period ends at 11.59pm on Wed, 7 May 2014, 11.59pm.
2) Special status associations, Fri, 9 May-Wed, 14 May 2014. The reservation period ends at 11.59 pm on Wed, 14 May 2014. The booking session will be most likely held in the large meeting room at AYY’s Central Office at Otakaari 11 (2ndfloor) from 3pm onwards on Fri, 16 May
3) Associations in the 1st register, Sat,17 May-Fri, 23 May 2014. The reservation period ends at 8am on Fri, 23 May. The booking session will be most likely held from 5pm onwards on Mon, 26 May. The location will be announced later.
Please note that the advance booking system for facilities has changed. Now you need Aalto username and password to log in. In addition, you will also need a separate confirmation code, which will be sent to the official e-mail address provided by the association. If you have not received your code before your reservation period begins, please contact Administrative Director at johanna.pietilainen (at) ayy.fi.)
Detailed schedules will be confirmed and instructions for using the system will be submitted later. However, you should already write down the reservation periods in your calendar!
4. SUBMIT YOUR EVENTS FOR AYY’S ACADEMIC YEAR CALENDAR 2014-2015
Associations and actors within AYY have the opportunity to submit important event dates for the student union’s academic year calendar. Events can be submitted through the google docs file linked below until Sunday, 25 May 2014. Please add your events under the correct month in chronological order. Please enter the text you want in the calendar ”Event name/Text” field (yellow background). Please note that one line can hold up the maximum of 25 characters of text, including spaces. When writing the text, please consider how many lines from your own calendar you wish to be ”wasted”. The calendar is trilingual so please take this into account when planning the text.
If there are several events marked on the same date, the event that concerns most of the students will end up in the calendar. The file is editable until the provided deadline 25 May 2014, until which you can make changes to your events. Please fill out the columns carefully, and check and double check that the information is correct. Please also remember to include information on who is organising the event.
http://tinyurl.com/ayycalendar2014
Questions and comments to AYY’s Communications Officer Henna Lahti (henna.lahti@ayy.fi or 050 520 9440).
5. APPLY FOR FUNDING FOR YOUR EVENT FROM AFYE BY 30 MAY!
Aalto First Year Experience (AFYE) invites student organisations to join us in creating an unforgettable first year to new Aalto students. AFYE offers funding to organise events targeted at new students during the coming academic year.
Read more about the funding application and the terms for the possible event at our AFYE-website in the Into-portal:https://into.aalto.fi/display/enafye/Apply+for+funding+to+organize+an+AFYE+event
DL for funding applications: 30 May
Funding decisions: 13 June
If you need more information, please send an email to afye@aalto.fi.
You are welcome to notify us also if you are already arranging an event to which new students from different fields would be welcome. We would be happy to include the event in our online calendar.
6. HOST A CHECK POINT AT CRAZY JOHN!
Crazy John!
Otaniemi’s night will be full of silly foolishness of May Day as Crazy John takes place on 29 April!
As freshmen teams have parted after the starting shot of Yöjäynä, it’s time to find out who is the craziest, funniest and the most creative group of friends in Otaniemi! 4-10 persons per team.
If you want to host a check point at Crazy John it is now possible!
You can register via this link:
https://lomake.ayy.fi/teekkarijaosto/hullu-jussin-rastit-crazy-johns-checkpoints/
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).