This is AYY’s association newsletter for the week 50/2015.

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. Advance booking of AYY’s facilities rented on a one-time basis
2. AYY’s association training in English
3. Sports clubs, apply for development grant for club activities by 18 Dec!

1. Advance booking of AYY’s facilities rented on a one-time basis

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).

2. AYY’s association training in English

The training session for association activities in English will be held on 9 Dec at 1500-1800. The session is directed at international students who are active in associations that function within the Aalto community. We will discuss such matters as communications, regulations concerning associations and AYY’s services for associations. The training location is AYY’s office (Otakaari 11, Espoo).

Please register latest at Monday 7th Dec: https://lomake.ayy.fi/yhdistykset/334-2/

More information:
Ahto Harmo
Specialist, Organizational Affairs and Communications
Aalto University Student Union (AYY)
ahto.harmo@ayy.fi

3. Sports clubs, apply for development grant for club activities by 18 Dec!

Last week on Thursday, the Ministry of Education and Culture (OKM) opened the call for applications for the development grant for club activities. The grant is ideal for any student sports club and I definitely recommend you to read about the call for applications in more detail.

The development grant for club activities is intended for the development of sports club activities. The sports club grant is a state grant for situations when a club wishes to develop easily available activities for children and young people, try out new innovative activities, increase versatility of activities through new sports or develop leisure activities within the field. With the grant, clubs can also strengthen the quality of activities and communality as well as support volunteering. The sports club grant promotes the implementation of diverse sports in voluntary activities.

The applied amount ranges from €2,500 to €15,000 and the share of the club’s own financing must be at least 25%. The deadline for applications is 18 Dec, so please act fast. Af first, please read carefully the application instructions and the form: http://www.minedu.fi/OPM/Liikunta/liikuntapolitiikka/avustukset/Avustukset_seuratoiminnan_kehittamiseen.html?lang=en

The Finnish Student Sports Federation is glad to help sports clubs in all matters related to the application process. Please contact Training and Event Coordinator Jyrki Eriksson (jyrki.eriksson@oll.fi). Please do not hesitate to get in touch, together we can make your application as good as possible.

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).