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This is AYY’s association newsletter for the week 48/2016.

Please note that the advance booking round of one-off rental premises for special status associations is now open! For other associations in the first list, the possibility to book will open on 13.12. (see paragraph 2). Also, already put the opening day of the academic year on 8.9.2017 in your diaries. The plans and timetables of the Aalto Parties and Afterparties will become more precise soon (see paragraph 4).

Content of the newsletter

1. AYY’s association training on 8th of December – sign up open!
2. Advance booking of AYY’s facilities rented on a one-time basis started on 1 Dec!
3. Independence Day Torch Parade
4. The opening ceremony of the academic year on Friday, 8.9.2017
5. AYY’s lost property practices are changing

 

1. AYY’s association training on 8th of December – sign up open!

 AYY’s association training will be held at Design Factory in Otaniemi on 8.12.

The training will be held in Finnish. A training in English will be held on Monday 9^th of January and the sign up will open later on.

The programme of the training consists of a shared part, in which issues concerning all association operatives are looked at, and two group parts, which the participants can choose from several options according to their needs.

In compiling the training, the replies to the training need survey are being used, for which we thank all respondents.

Sign up: https://lomake.ayy.fi/yhdistykset/ilmoittautuminen-ayyn-yhdistyskoulutukseen-8-12-2016/ (in Finnish)
Facebook: https://www.facebook.com/events/713403078812831/ (Training in Finnish)

 

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

The advance booking of AYY’s facilities rented on a one-time basis will start on Thursday 1 Dec 2016.

Advance bookings are organised by using AYY’s own booking system TILA.

You can make advance reservations for the period Mon, 9 Jan 2017 – Sun, 13 Aug 2017.

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

1. AYY’s internal operators, reservation period 7-30 Nov 2016. The reservation period ends at 11.59pm on Wed, 30 Nov 2016.
2. Special status associations 1 Dec – 12 Dec 2015. The reservation period begins at 12noon on Thu, 1 Dec and ends at 2pm on Mon, 12 Dec. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 4.30pm onwards on Mon, 12 Dec 2016.
3. Other associations in the 1st register on 13 Dec – 19 Dec 2016. The reservation period begins at 12 midnight on Tue, 13 Dec and ends at 2pm on Mon, 19 Dec 2016. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 4.30pm onwards on Mon, 19 Dec 2016.

Check out the entire advance booking schedule here.

A few notes about the making of reservations:

1. 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.
2. 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.
3. 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.
4. 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.
5. Please note that AYY’s internal reservations are mainly permanent.
6. 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.
7. 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.
8. 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.
9. The rent prices of for the year 2017 will be confirmed in the AYY council meeting on Nov 24 2016.
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 (a) ayy.fi, 050-5209434).

 

3. Independence Day Torch Parade

On 6.12. the students of the capital city area are commemorating Finland’s Independence Day with a joint torch parade. Everyone is welcome to join in the parade. Torches will be handed out for the event at the start of the parade. Associations can take part in the parade with their own flag.

Instructions and timetables for the event can be found at: http://itsenaisyyspaiva.ayy.fi/fi/.

The timetable will be updated as soon as possible.

AYY traditionally offers its operatives the following services:

Flag taxi:

The flag of the association is to be delivered to the service point (Otakaari 11) on Friday, 2.12.2015 by 4 pm AND recorded on the delivery list. Make sure that you record the flag on the list because only the flags on the list can be taken along. The flags will be returned to the same place, from where they should be collected by Friday, 9.12.

Carrying belts and herald sashes in the Finnish national colours:

The Student Union has a limited number of carrying belts for flags and blue and white herald sashes that suit all flags. Reservations in order of time of booking at arkisto@ayy.fi. The equipment can be found on the day of the event by the flags. at the organisation point.

The flag-bearers and heralds can leave their bags safely during the parade in the operational vehicle, which is going to Senate Square. When you hand in your flags for return delivery, you’ll get back the things you left for safe keeping. Flag-bearers and heralds must not have bags when they are carrying out their duties.

 

4. The opening ceremony of the academic year on Friday, 8.9.2017

Aalto has decided that the opening ceremony of the next academic year will be arranged together with the opening ceremony  of Dipoli on Friday, 8.9.2017. The plans and timetables of the Aalto Parties and Afterparties will become more precise soon!

 

5. AYY’s lost property practices are changing

Up till now, it has been possible to bring objects from clothes and bags to items of value to AYY, found in the one-off rental premises of AYY or the campus area. Due to a lack of resources, the lost property service will end at the end of this year and such items will no longer be accepted at the office of AYY.

This means that from there on, passing on clothes or bags found in the premises of AYY or the campus to lost property offices or their owners is at the responsibility of the event organisers. It will only be possible to bring phones, wallets, keys and spectacles to the service point of AYY. Travel cards found are to be returned to the service points of HSL or given to bus drivers, who will pass them on to HSL.

So, the period of November and December is the last time that you can come to look for your lost property. At the end of December, all existing lost property will be taken from the storerooms of AYY for recycling or waste collection.

 

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).