ASSOCIATION NEWSLETTER FOR THE WEEK 21/2014
This is AYY’s association newsletter for the week 21/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset
CONTENT OF THE NEWSLETTER
1. The round of comments on the new scoring model for the allocation of operating grants to begin
2. AYY’s advance booking of facilities is ongoing
3. Organise a sports experiment during the well-being week of Aalto in the autumn
4. Submit your events for AYY’s academic year calendar 2014-2015
5. Apply for funding for your event from AFYE by 30 May!
1. THE ROUND OF COMMENTS ON THE NEW SCORING MODEL FOR THE ALLOCATION OF OPERATING GRANTS TO BEGIN
The reform process of operating grants is progressing. The organisation sector has now prepared the first draft of a new scoring model, based on which the amount of the operating grants allocated for organisations is determined. When preparing the draft, we have heard the Representative Council, the council consisting of the chairpersons of special status associations, and we have collected feedback after the allocation of the operating grants. Now we need comments and opinions from all associations. Today, Friday, 16 May, the round of comments begins, during which each AYY’s association has the opportunity to make its comments on the draft of a new scoring model. The commenting period will end on Monday, 2 June. You can make comments in Finnish, Swedish or English. We expect comments to include direct amendment proposals (such as omissions, additions or specifications) as well as grounds for each amendment. In addition to associations, the Representative Council groups can make comments. Comments can be submitted to the organisation sector at jarjestoasiat@ayy.fi
The scoring model draft and background material have been delivered to associations list for the round of comments, which include information about the reasons for the reform and the grounds for some amendments. The material is available directly from the organisation sector. The material is currently only available in Finnish.
After the round of comments, we will draft a summary which is delivered to associations. Comments are taken into account when preparing the final model. The new model is expected to be completed during the summer and it will be applied to the allocation of operating grants already next year.
If you have any questions about the material for the round of comments, if you want to discuss about the reform of the scoring model or need clarification, please contact Organisation Specialist
Kati Penttinen: jarjestoasiat@ayy.fi, tel. 050 520 9442
2. AYY’S ADVANCE BOOKING OF FACILITIES IS ONGOING!
Advance booking of AYY’s facilities rented on a one-time basis began for associations on Friday, 9 May. Reservations are made for the first time through a new reservation system TILA.
TILA can be found at https://tila.ayy.fi/ and the users log on by using Aalto University’s IT username, using the same logging system as when using Into. 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.
The system is still actively developed during the summer and new features will be added gradually. We kindly ask the users to report any problems or suggestions to tila@ayy.fi.
A few notes at this point:
- In advance booking, facilities are reserved under the name of associations. The activation key has been sent to the email address provided by an association (usually this is the mailing list address of the association board) by Friday, 9 May. You can only use the activation key 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 subject of the activation message is ”TILA: Activation key for group GROUP NAME”. The reservation right is only activated for the associations which have filled out the association notice and whose information has been updated to the association register this year.
- User instructions for the system are only available in Finnish at this point. The English version of the system will be added when it has been completed based on feedback. The Swedish user interface and instructions will be created after the end of the advance booking period. Due to constant development, some of the texts in the Finnish user interface may be in English at this point.
If you have not received your confirmation code for the user group that you represent, please contact Administrative Director at johanna.pietilainen@ayy.fi.
A more detailed schedule of the advance booking:
The reservation period is Mon, 18 Aug 2014-Sun, 11 Jan 2015.
The initial schedule for facility reservations in the system is as follows:
- 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 held in the large meeting room at AYY’s Central Office at Otakaari 11 (2ndfloor) from 3pm onwards on Fri, 16 May
- 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 held from 5pm onwards on Mon, 26 May at Otakaari 4 (Mechanical engineering), hall 326.
Please note that as previously, AYY’s internal reservations are permanent but the reservations of special status associations are not. The reservations of special status associations should also be defended at a later booking event. Therefore, in the advance booking session of special status associations, we will clarify the overlapping reservations of special status associations and in the other booking session we will review all the rest of the overlapping reservations.
3. ORGANISE A SPORTS EXPERIMENT DURING THE WELL-BEING WEEK OF AALTO IN THE AUTUMN
In the autumn, AYY and Aalto will organise a well-being week in week 40 (29 Sept-3 Oct 2014). The week consists of lectures, well-being stands on campus and UniSport group exercises. A variety of sports experiments are also provided during the week.
Would you like to organise a sports experiment during the well-being week of Aalto?
Please send us information about your sports experiment with possible registration instructions to tiedottaja@ayy.fi or anssi.panula@kyweb.fi no later than Monday, 8 Sept 2014. After this, the information will be added to voihyvin.ayy.fi site. Information on sports experiments from the previous autumn are available at: http://voihyvin.ayy.fi/?page_id=7
You can organise a sports experiment at any time during the week 40, but the registration should open at 12noon on Monday, 15 Sept, so that everyone can participate if they want to. The organiser of the experiment is responsible for collecting possible entry fees and registrations.
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.
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).