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This is AYY’s association newsletter for the week 51/2016.

Thank you for the year 2016!

This is the last association newsletter of 2016. The first association newsletter of January will come out on 13.1.2017.

Upcoming events and important dates and events for 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. Associations sought to test the new association notification system of AYY – sign up!
2. Advance booking of AYY’s facilities rented on a one-time basis is open – check the schedule for booking sessions!
3. Save the date: AYY’s association training in English 16^th of Jan 2017
4. AYY’s lost property practices are changing
5. Pick up you association mail from AYY’s letterboxes

 

1. Associations sought to test the new association notification system of AYY – sign up!

The association notification system of AYY, TAHLO, will be updated at the start of the year. The new system is meant to be available for use for the next round of operating grant applications and association notifications in March, 2017. We would hope that we can get testers from the associations too, from the beginning of 2017. The location is the central office of AYY (Otakaari 11, Espoo). If there is interest in your association for testing the system, send an e-mail to the association sector of AYY (jarjestoasiat@ayy.fi). You can ask for more information from the same address.
 

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).

 

3. 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!

 

4. 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.

 

5. 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!