1.12.2014

Association Newsletter for the Week 49/2014

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This is AYY’s association newsletter for the week 49/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

Please remember to sign up for the association training session this Wednesday! There will be plenty of information about running an association. In addition, AYY’s advance booking of facilities for special status associations begins today. You should pay attention on the advance booking in order to receive facilities. 

CONTENT OF THE NEWSLETTER
1. AYY’s advance booking of facilities rented on a one-time basis to begin on 1 Dec 2014
2. AYY’s association training this Wednesday, 3 Dec, 5pm
3. Rent the Student Union’s trailer
4. 24/7 facility for students at Maarintalo

1.  AYY’S ADVANCE BOOKING OF FACILITIES RENTED ON A ONE-TIME BASIS TO BEGIN ON 1 DEC 2014  

AYY’s advance booking of facilities rented on a one-time basis for the associations will begin on Monday, 1 Dec 2014. Advance bookings are organised by using AYY’s own booking system TILA.

TILA can be found at https://tila.ayy.fi/ and the users log on with Aalto University’s IT username, using the same logging system as when using Into, for example. 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 reservations for the period Mon, 12 Jan 2015 – Sun, 16 Aug 2015.

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

  1. AYY’s internal operators, reservation period 11-30 Nov 2014. The reservation period ends at 11.59pm on Sun, 30 Nov 2014.
  2. Special status associations 1-9 Dec 2014. The reservation period begins at 12noon on Mon, 1 Dec and ends at 7.59am on Tue, 9 Dec 2014. The booking session will be held at AYY’s Central Office (Otakaari 11, large meeting room, 2nd floor) from 5pm onwards on Tue, 9 Dec 2014.
  3. Other associations in the 1st register on 10-17 Dec 2014. The reservation period begins at 8am on Wed, 10 Dec and ends at 7.59pm on Wed, 17 Dec 2014. The booking session will be held in Hall M232 (Otakaari 1) from 5pm onwards on Wed, 17 Dec 2014.

Check out the entire advance booking schedule here.

A few notes about the making of reservations:

  1. 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) 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.
  2. 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 which have filled out the association notice and whose information has been updated to the association register this year.
  3. 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.
  4. Please note that AYY’s internal reservations are mainly permanent.
  5. Special status associations have the opportunity to permanently book facilities for anniversaries and anniversary brunches. If there are reservations by two separate associations, of which one is anniversary or brunch of a special status association, the special status association will have the reservation. Other reservations of special status associations should be defended at a later booking session. Therefore, in the advance booking session of special status associations, we will first clarify the duplicate reservation of special status associations and in the second booking session we will clarify all the rest of the duplicate reservations.
  6. 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 which 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.
  7. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times:

a)    PO has rehearsals at Smökki every Monday. Please avoid sitsit on Mondays!

b)    RWBK has rehearsals at Smökki every Tuesday at 7pm-9pm. Please avoid sitsit on Tuesdays as well, although Retuperä is often flexible when needed.

c)    The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm. Reservations before 4pm are usually available.

  1. Please note that the prices and booking practices for summer weekends in Smökki differ from other facilities. This means that summer weekends (Fri-Sun) between 1 Jun-31 Aug are available for everyone with different prices and the person who makes the reservation first can have the facility.
  2. Prices for all facilities from 12 Jan 2015 onwards will be confirmed in AYY Board meeting in weeks 48 or 49. The prices will most likely increase. You can check the new prices at /en/students/rental-of-facilities/ or on the front page of TILA system.
  3. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila@ayy.fi.

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 Administrative Director (johanna.pietilainen@ayy.fi, 050-5209434).

2. AYY’S ASSOCIATION TRAINING NEXT WEDNESDAY, 3 DEC, 5PM, SIGN UP NOW! 

AYY’s association training will be organised at Espoo Design Factory (Betonimiehentie 5) at 5pm on 3 Dec. The training is intended for old and new operators in the member associations of AYY’s association register. There is also information for those who are interested  in organisational activities or consider the establishment of a new association. Training is suitable both for beginners in association activities and more experienced actors. The training session will be organised in Finnish.

The training session addresses, among other things, general association activities, AYY’s services, meeting technique and communications. In order to keep our minds working, we also provide snacks and refreshments.

Common programme for everyone, 5pm-6.30pm

  • Introduction to association activities: the Board’s responsibility, the annucal calendar of the association, interpretation of rules
  • AYY’s services and communications in Aalto community
  • Operating grants for associations
  • TTE-Fund grants
  • Internationality and trilingualism in associations
  • Equality in associations

Specialised group-specific programme, 6.45pm-8pm
Group 1: Rules and responsibilities, meeting technique and documents, duties and responsibilities of the Board
Particularly useful for chairpersons, vice chairpersons, secretaries and new association actors
Group 2: Event marketing and association communications
Particularly useful for communications officers, persons in charge of communications and event organisers
Group 3: Financial management in associations
Particularly for treasurers, both former and current, as well as chairpersons

You can sign up for the training session at https://lomake.ayy.fi/yhdistykset/yhdistyskoulutus-2014/. Please register in advance in order to confirm the amount of refreshments and evaluate the need for space. In addition, advance information on participants will help the speakers’ preparation.

Please note that the training will be held in Finnish.

3. RENT THE STUDENT UNION’S TRAILER

Do you have to move houses but AYY’s van is not available? Don’t worry! There is a high demand for the van and AYY aims at improving the situation. Through corporate cooperation, we have received a rented trailer for the use of our members. You can rent the trailer either for half a day or for the entire day. And the best thing is that you can use it completely free of charge! Further information on the trailer and its use is available at /jasenille/tilojen-vuokraaminen/trailerin-vuokraaminen/ . You can check the booking situation at https://tila.ayy.fi/resource/Trailer/ .

4. 24/7 FACILITY FOR STUDENTS AT MAARINTALO

24/7 facility is available for guilds and other associations on the 2nd floor of Maarintalo (Sähkömiehentie 3), where you can have meetings, play games, watch films, etc. The building is open on weekdays at 8am-4pm. If the door is locked, you can ask the mail room downstairs to open the door on weekdays between 8am-4pm. Between 4pm-8am, you can ask the security guard in the building to open the front door downstairs if necessary.

The same AYY’s user rules apply to this facility. The only exception is that you do not have to fill out the checklist and the consumption of alcohol is prohibited in the facility. There is no running water or dishes, although you are allowed to consume meeting refreshments. After you have used the facility, you must clean the room and take all your items with you. Aalto University or AYY are not responsible for items you have left behind.

You can book the facility at booking.aalto.fi by logging in with Aalto username. After this, you can find the facility below ”Tilakalenteri/AYY” title in the facility menu on the left, in the section ”Otaniemi /  AYY”. Please also remember to choose ”U90202 AYY-yhteistyö” as the responsible unit when making the reservation. You can also make recurrent reservations for the facility. Write the name of the association or the guild as the reservation name if you make a reservation for your association or guild.

We aim at improving the facility equipment in the future. Development ideas and further instructions: 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).