This is AYY’s association newsletter 14/2015. 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. Operating grant application period and the submitting of association notices to end on 31 Mar!
2. Changes to the reservation right for facilities rented on a one-time basis
3. Main administrator notifications for Otax by 29 Mar!
4. Club rooms and storage facilities open for applications, DL 12 Apr 2015
5. May Day is approaching – add your association’s May Day events to wappu.fi site!
6. Submit your events for AYY’s academic year calendar 2015-2016, DL 16 May
1. OPERATING GRANT APPLICATION PERIOD AND THE SUBMITTING OF ASSOCIATION NOTICES TO END ON 31 MAR!
The submitting of AYY’s annual association notices and the application period for the operating grant will end on next week’s Tuesday, 31 Mar, 11.59pm.
All associations approved in the first list of AYY’s association register may apply for the operating grant. All associations in AYY’s association register must fill in the association notice.
You can submit the notice and fill in the application by signing in at the address http://tahlo.ayy.fi and creating username for your association. Associations have to create the username by themselves.
More detailed instructions on how to apply for the operating grant or submit the association notice re available here.
Please note! If your username is too long, the system will automatically cut it after 11 characters and link the username with the association name that you have provided. There is no separate notification about this. When a username has been created for an association under a certain name, you cannot create a new organisation or username under the same name and you have to be able to sign in with the abbreviated username. So please pay attention when creating the username!
Be on time! There is surprisingly much information to fill in. In addition, the form is brand new and therefore there may be unexpected features that will slow down the process. Help or IT support outside the office hours is not provided, so it is advisable to apply well before the deadline. Please report any bugs or other problems that you may detect to the address jarjestoasiat@ayy.fi in order for us to fix them for the next year. So please fill in the application well before the deadline!
If you encounter any problems or need help, please contact the organisation specialist (jarjestoasiat@ayy.fi). You can also reach the organisation specialist by phone at 050 520 9442, the best time to call is on weekdays at 10am-2pm.
2. CHANGES TO THE RESERVATION RIGHT FOR FACILITIES RENTED ON A ONE-TIME BASIS
At its meeting 14/2015, AYY Board decided that the reservation right of facilities rented on a one-time basis will be removed from those who do not pay the bill after the first reminder. The reservation right is returned immediately after the payment is received on AYY’s account. The change enters into force immediately and applies to all the users.
3. MAIN ADMINISTRATOR NOTIFICATIONS FOR OTAX
Main administrator notifications for Otax must be made by 29 March. For those accounts which do not provide the notification, the username will be locked on 1 Apr and the site will be closed. This concerns associations which have websites or usernames for AYY’s web hotel service Otax.
The administrator notification has been renewed and is more extensive than previously. At the same time, the notifier needs to check the running applications, users with access to the username, etc. Detailed instructions can be found in the notification form. Please reserve enough time for filling in the notification and for checking the site.
You can fill in the notification at https://lomake.ayy.fi/it/yllapitajailmoitus/
Further information on Otax services is available at here.
4. CLUB ROOMS AND STORAGE FACILITIES OPEN FOR APPLICATIONS, APPLICATION DL 12 APR 2015
The allocation practices of facilities rented permanently for associations were renewed in 2014. In the future, available facilities will be published in the association newsletter, after which the associations can apply for the facility. Facilities are allocated based on the scoring model for facilities rented for associations (pdf).
The application period for facilities is ongoing. You can apply for storage facilities and club rooms through the electronic application form:
Storage facilities: https://lomake.ayy.fi/hallinto/storage-facilities-application-form/
Club rooms: https://lomake.ayy.fi/hallinto/application-form-for-club-room/
You can review the available facilities and floor areas when filling in the application forms. You can check available club rooms during the round which is organised on Wednesday, 1 Apr 2015 (2.15pm in the lobby of AYY’s Central Office, 2nd floor).
The application schedule is as follows:
The application form is open on Wed, 25 Mar, 12noon–Sun, 12 Apr, 11.59pm.
AYY’s facility committee will process applications in week 16. AYY Board makes decisions on facilities based on the proposal of the facility committee in week 17.
We aim at making agreements for facilities starting in May 2015. Rental agreements are valid until further notice, unless otherwise mentioned.
NB! Only applications delivered through the previously-mentioned forms are taken into account. Previous facility inquiries submitted via e-mail or late applications will not be addressed.
Further information: Johanna Pietiläinen, firstname.surname (a) ayy.fi, 050 520 9434
5. MAY DAY IS APPROACHING – ADD YOUR ASSOCIATION’S MAY DAY EVENTS TO WAPPU.FI WEBSITE!
May Day is approaching and wappu.fi site will open again! Anyone in Aalto community can add their own May Events for everyone to see. http://wappu.fi
So add your association events to the site now! If you do not have all the details yet, you can also add the so-called dummy, i.e. the date reservation. You can update the event information later if you create a user account and password when adding the event. Please also include at least the title and a brief description in English so that international students can participate as well.
Please note that events do not appear in the calendar immediately because the administrator must approve them first.
If the page does not work or you forget your password, please contact the administrator via e-mail: webmaster@ayy.fi
6. SUBMIT YOUR EVENTS FOR AYY’S ACADEMIC YEAR CALENDAR 2015-2016, DL 26 MAY
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 Tuesday, 26 May 2015. 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 26 May 2015, 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/ayycalendar2015
Questions and comments to AYY’s Communications Officer Henna Lahti (henna.lahti@ayy.fi or 050 520 9440).
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).