This is AYY’s association newsletter for the week 49/2015.

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

Registration for association training sessions is ongoing! Advance booking of AYY’s facilities rented on a one-time basis to start on 30 Nov!

Content of the newsletter

1. Registration for association training sessions is ongoing
2. Torchlight procession of the Independence Day on 6 Dec
3. Advance booking of AYY’s facilities rented on a one-time basis to start on 30 Nov!

1. Registration for association training sessions is ongoing

How to lead volunteers and how to take care of finances in the association? Do you have questions about association bureaucracy or rules? How to create events and communications? What does the advocacy sector do? You can learn about these matters in AYY’s association training session at Design Factory on 2 Dec. You can now sign up for the training session!

More information in the registration form: https://lomake.ayy.fi/yhdistykset/ilmoittautuminen-ayyn-yhdistyskoulutukseen-2-12-2015/

Please register in advance in order to confirm the amount of refreshments and evaluate the need for space.

The training session is held in Finnish.

The English training session for association activities will be held on 9 Dec. The English training session is directed at international students. Registration: https://lomake.ayy.fi/yhdistykset/334-2/

2. Torchlight procession of the Independence Day on 6 Dec

University students in the metropolitan area traditionally celebrate the Finnish Independence Day with a torchlight procession on 6 Dec. All are welcome to join the procession, torchlights are provided at the beginning of the procession. Associations can participate in the procession with their own flags.

The event instructions and schedule are available at http://itsenaisyyspaiva.ayy.fi/en/.
The schedule will be updated as soon as possible.

AYY traditionally provides the following services to its members:
Transport of flags:
Association flags must be delivered to the service point (Otakaari 11) by 4pm on Thursday, 3 Dec 2015 AND recorded in the transport list. Please make sure that you record your flag in the list, as we only bring the flags mentioned in the list. Flags are returned to the same place from where you can collect them by Wednesday, 9 Dec.
Flag carrying belts and sashes in the colours of the Finnish flag:
The Student Union can borrow a limited number of flag carrying belts and the blue and white sashes suitable for all flags. Reservations for the fastest ones to arkisto@ayy.fi. Equipment can be found next to the flags at the beginning of the procession.

During the procession, flag-bearers and heralds can leave their bags to the vehicle which drives to the Senate Square. When you leave your flag for the return transport, you can get your items back. Flag-bearers and heralds are not allowed to wear bags in the procession.

3. Advance booking of AYY’s facilities rented on a one-time basis to start on 30 Nov!

The advance booking of AYY’s facilities rented on a one-time basis will start on Monday, 30 Nov 2015.

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 Instructions/Help link in the menu bar at the top of the page.

You can make advance reservations for the period Mon, 11 Jan 2016 – Sun, 14 Aug 2016.

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

1. AYY’s internal operators, reservation period 11-29 Nov 2015. The reservation period ends at 11.59pm on Sun, 29 Nov 2015.
2. Special status associations 30 Nov – 8 Dec 2015. The reservation period begins at 12noon on Mon, 30 Nov and ends at 2pm on Tue, 8 Dec. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 5pm onwards on Tue, 8 Dec 2015.
3. Other associations in the 1st register on 9-15 Dec 2015. The reservation period ends at 2pm on Wed, 16 Dec 2015. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 5pm onwards on Wed, 16 Dec 2015.

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 at 6pm-9pm and RWBK every Tuesday at 6pm-9pm. So please avoid sitsit on Mondays and Tuesdays!
   b. 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. Facility prices for the year of 2016 will be confirmed after the Representative Council has approved the budget for the next year on Wednesday, 25 Nov.
9. Three new facilities are available for reservations: cabinet and sauna at Vaasankatu and the upper floor of OK 20. More information on all the facilities is available in TILA system and AYY’s website.
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 addresstila@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 (a) ayy.fi, 050-5209434).

WOULD YOU LIKE TO INCLUDE YOUR OWN NEWS IN THIS NEWSLETTER?
Please send a brief text by Wednesday, 10am, to the address tiedotteet@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 Organisational Affairs and Communications Specialist Ahto Harmo (ahto.harmo@ayy.fi, tel: 050 520 9442).