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This is AYY’s asscociation newsletter for the week 18/2017

 

Upcoming events and important dates and events for associations
Apr 21st–Apr 30th: Wappu Arena (see 2): http://wappuareena.jayna.fi/
Sep 8th: 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 to start on 4 May!
2. Competition for associations – the most internationalised will be rewarded!
3. Participate and propose your events to Otaniemi Free Space!

 

1. 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 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 14 August 2017 – Sun, 7 January 2018.

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

1. AYY’s internal operators, reservation period 19 April – 3 May 2017.
   The reservation period ends at 11.59pm on Wed, 3 May 2017.
2. Special status associations 4 May – 12 May 2017.
   The reservation period begins at 12noon on Thu, 4 May and ends at 2pm on Fri, 12 May. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 4.30 pm onwards on Fri, 12 May 2017.
3. Other associations in the 1st register on 13 May – 19 May 2017.
   The reservation period begins at 12 midnight on Sat, 13 May and ends at 2pm on Wed, 19 May 2017. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 4.30pm onwards on Fri, 19 May 2017.

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 usingInto, 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 fora 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:
9. PO has rehearsals atSmökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays!
10. 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.
11. The rent prices of 2017 will apply until 7 January 2018.
12. 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 AYY’s service manager: riitu.nuutinen (a) ayy.fi

 

2. Competition for associations – the most internationalised will be rewarded!

How to make your association more international? AYY is organizing a competition for associations, rewarding the association that has made the most developments in internationalisation during 2017. The means for internationalisation and opening new participation opportunities for international students can be freely chosen by the associations, but inspiration can be sought from the ABC-guide, made to help with the process.

The association with most advancement in internationalisation will be rewarded at the association assembly in December 2017 with praise, glory and a free sauna booking at one of AYY’s saunas. We won’t award an association that’s already very international, but rather one that has developed their organization the most towards international activities during the ongoing year. Sign up with the link below, plan on how to integrate internationality into your events and operations, and prepare to report your development in November 2017. In the report you must open up what you’ve done differently this year with, for example, the enrolment of new students, information coordination or events, and what you’ve learned along the way.

Sign up here.

 

3. Participate and propose your events to Otaniemi Free Space!

Otaniemi Free Space is a student-led, community-based cultural space and test platform in the former ADD LAB space (address: Sähkömiehentie 4 G), which will be open between April 7th and May 27th 2017.

We now invite you or your community to join in on the activities and produce content in the space. The activities organized can be anything from an art installation to a lecture event, or from a bike repair workshop to a music concert. The main focus, however, is welcoming everyone, doing things together and learning from others. We especially encourage collaboration between different parties in Otaniemi and students at Aalto University. You can also come and volunteer in the project.

We will offer the venue (space for events, projects and exhibitions as well as a kitchen), different types of equipment (a projector, PA systems etc) and will advertise your event or project on our social media page and our website.

You’re warmly welcome to join us!

Check out our various spaces and calendar

https://www.facebook.com/ofreespace/ or http://ofree.space/

 

DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?

Send your short text to us by Wednesday 10:00 AM, into the address tiedotteet (a) ayy.fi. The news will be translated, so you can send them only in a single language if you wish.

The information in the newsletter is edited by the AYY association and communications specialist, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).