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This is AYY’s association newsletter for the week 17/2016.

Vappu is here and it’s time to immortalise the fun moments of the wappu events and adventures! So the AYY is encouraging all associations to use the hashtag #AaltoWappu on Instagram. The best pictures, along with their stories, will be regrammed on the Instagram of the AYY. Pictures that affect the whole community are indispensable, as is creating a communal Aalto spirit outside the pictures too! So remember #AaltoWappu

 

Content of the newsletter

1. Serious vandalsim in Smökki on 20.4.
2. Add the Wappu events of your association to the wappu.fi website!
3. Advance booking of AYY’s facilities rented on a one-time basis to start on 4 May!
4. Come to the development cooperation week with your association!

1. Serious vandalsim in Smökki on 20.4.

During the party held in Smökki on 20.4., a person decided to enter the building through the roof along the ventilation duct. On the way, the heat insulation of the roof and the wooden battens and undercloth of the roof of the hall were broken, amongst other things.

So that the AYY is able to offer its members and organisations premises for celebrations, everyone must take care of them. The AYY does not accept flashes of inspiration that damage the premises or intentional wrecking of places in any circumstances.

Abuses can lead to sanctions, such as denial of the right to use the premises, turning down an operating grant application or removal from the association register. Serious and intentional abuses may be reported to the police.

Despite the misdoings and the repair work caused by them, Smökki is fit for use for the events of Wappu.

Further information:

Administrative Manager Johanna Pietiläinen, johanna.pietilainen@ayy.fi, 050 520 9434
Board Member Joona Orpana, joona.orpana@ayy.fi, 040 755 9071

 

2. Add the Wappu events of your association to the wappu.fi website!

In the Aalto community, a huge number of events will be arranged in the weeks before V/Wappu. The Wappu.fi site collates all the Wappu events for all of the (Wappu) people to see.

Go and add the events of you association to the site at http://wappu.fi/events-home/! You can update the details of the event later on when you specify the user and password in creating the event. Also be sure to write a summary of the event in the event description in English, so that international students get an impression of what is happening. Please note that events are only published in the calendar after approval by the administrator. If the site isn’t working or, for example, the password is forgotten, you can contact the administrators by e-mail at: webmaster@ayy.fi

Have a joyful Wappu!

 

3. Advance booking of AYY’s facilities rented on a one-time basis to start on 4 May!

The advance booking of AYY’s facilities rented on a one-time basis will start on Wednesday, 4 May 2016.

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, 15 Aug 2016 – Sun, 8 Jan 2017.

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

1. AYY’s internal operators, reservation period 18 Apr – 3 May 2016. The reservation period ends at 11.59pm on Tue, 3 May 2016.
2. Special status associations 4 – 11 May 2016. The reservation period begins at 12noon on Wed, 4 May and ends at 3pm on Wed, 11 May 2016. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 4pm onwards on Wed, 11 May 2016.
3. Other associations in the 1^st list of AYY’s association register on 12 – 20 May 2016. The reservation period begins at 8am on Thu, 12 May and ends at 3pm on Fri, 20 May 2016. The booking session will be held in the Bachelor Building (OK1) hall A1 from 4.30pm onwards on Fri, 20 May 2016.

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 topermanently 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:
   PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. 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. Renovation of Jämeräntaival 3-5-7 houses will most likely start in the turn of the year. Because the exact date nor the property where the renovation stars is not clear at this time, we will hold the right to cancel bookings made in the facilities of the house under renovation. We will inform the users about this as soon as we have more information.
9. 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 (a) ayy.fi, 050-5209434).

 

4. Come to the development cooperation week with your association!

The AYY is arranging a development cooperation week from 10.10.2016 to 16.10.2016, the aim of which is to increase knowledge about global issues and development cooperation as a part of the career and life of an Aalto person. Associations are invited to get involved in the development cooperation week and organise events: for example, discussion events, film nights or workshops. A reward for taking part can be paid, at least to cover the costs of the event.

If you are interested, get in touch at the address saana.rossi@ayy.fi!

 

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).