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This is AYY’s association newsletter for the week 50/2016.

N.B.! There have been complaints to the Student Union about the bad behaviour of Aalto students on a cruise ship, which disturbed other passengers. We hope that those who are active in organising the excursions and other events of associations and those who take part in the the events always remember to behave appropriately and respect others, even in the hustle and bustle of the celebrations. It’s worth remembering that one person’s bad behaviour easily brands a larger group.

The association bulletin will come out once more this year. The first association bulletin of January will come out on 13.1.2017.

Upcoming events and important dates and events for associations

1 Dec – 12 Dec: Advance booking period for special status associations
13 Dec – 19 Dec: Advance booking period for associations in the 1st list
16.1.2017: AYY’s Association Training in English
8.9.2017: Opening ceremonies for the academic year 2017-2018

Content of the newsletter

1. Advance booking of AYY’s facilities rented on a one-time basis is open – check the schedule for booking sessions!
2. Save the date: AYY’s association training in English 16^th of Jan 2017
3. Pick up you association mail from AYY’s letterboxes

 

1. Advance booking of AYY’s facilities rented on a one-time basis is open – check the schedule for booking sessions!

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).

 

2. Save the date: AYY’s association training in English 16^th of Jan 2017

AYY’s association training in English will be held on Jan 16^th 2017 from 4 pm – 7 pm. Sign up and detailed contents of the training will be released later on so stay tuned!

 

3. Pick up you association mail from AYY’s letterboxes

AYY’s association letterboxes are overflowing. Please come and pick up your association mail in order to make space for new mail!

 

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).