5.12.2014

Association Newsletter for the week 50/2014

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This is AYY’s association newsletter for the week 50/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

The association newsletter and the weekly newsletter will take a Christmas break: the last association newsletter of the autumn will be published on Friday, 12 Dec. One more newsletter will be published after this one. The first association newsletter of the spring will be published on 16 Jan. If you want to submit material for that newsletter, DL is the previous Wednesday (14 Jan) at 10am. Have a relaxing Christmas!

CONTENT OF THE NEWSLETTER
1. AYY’s advance booking of facilities rented on a one-time basis is ongoing
2. Prices for AYY’s facilities rented on a one-time basis were decided for 2015
3. Association training session material is available on AYY’s website
4. Association-related changes in AYY’s budget 2015

1.  AYY’S ADVANCE BOOKING OF FACILITIES RENTED ON A ONE-TIME BASIS IS ONGOING

AYY’s advance booking of facilities rented on a one-time basis for the associations started 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:
    1. PO has rehearsals at Smökki every Monday. Please avoid sitsit on Mondays!
    2. RWBK has rehearsals at Smökki every Tuesday at 7pm-9pm. Please avoid sitsit on Tuesdays as well, although Retuperä is often flexible when needed.
    3. 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.
  8. 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.
  9. 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  /jasenille/tilojen-vuokraaminen/ or on the front page of TILA system.
  10. 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. PRICES FOR AYY’S FACILITIES RENTED ON A ONE-TIME BASES WERE DECIDED FOR 2015

AYY Board has made decisions on prices for facilities rented on a one-time basis for next year. In terms of AYY’s member prices, there are changes only concerning two locations: the price of Rantasauna tub increased to EUR 70 and the price of game and sitsit room increased to EUR 30. You can check the entire price list here.

Further information: tilat@ayy.fi

3. ASSOCIATION TRAINING SESSION MATERIAL IS AVAILABLE ON AYY’S WEBSITE

AYY’s association training sessions were held on Wednesday, 3 Dec. The meeting addressed services provided by AYY, communications, interpretation of regulations, meeting technique and association activities in general. The material used in the training sessions is available on AYY’s website at: /en/associations/services/training-and-courses/association-training/. At the moment, the slides are only available in Finnish but they will be translated as soon as possible.

Thank you for all the participants!

4. ASSOCIATION-RELATED CHANGES IN AYY’S BUDGET

AYY’s budget for the year 2015 was decided on 27 Nov at the Representative Council meeting 11/2014. The increased operating grant allocated for associations and the general project grant allocated by AYY were deleted from the budget. Both budget items were relatively small and project grants were not much used. The detached EUR 5,000 were transferred to operating grants. In the spring of 2015, a total of EUR 67,000 will be allocated for associations as operating grants, of which EUR 18,000 to special status associations and EUR 49,000 to others.

Starting at the beginning of the year, all project grants will be directed to TTE-Fund, which has better conditions for allocating the grant than AYY, and it also has much more to allocate. Any AYY member, association or community operating within AYY may apply for the grant. Several AYY members can also apply for the grant together. Grants are allocated for larger and smaller projects, which activate students, add more spirit to the community and contribute to a positive atmosphere. You can apply for the grant from TTE-Fund in two ways: during the application rounds organised approximately three times a year and through continuous application process, which is open during the academic terms. The continuous application process is only intended for small projects (EUR 1,000 or less). In other application rounds, the amount of the project grant is not limited. You can read more about the grants allocated by TTE-Fund here: http://tter.ayy.fi/ The majority of the instructions are only available in Finnish but you can also apply for the grant in English and Swedish. More detailed questions can be addressed to TTE-Fund: tter@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).