This is AYY’s asscociation newsletter for the week 20/2017

 

Upcoming events and important dates and events for associations

For advance bookings see number 2!

May 21st: Deadline for signup to internationalisation competition
May 31^st: Deadline for events to be submitted to the student calendar
May 22nd 12noon – June 6th 12noon: Deadline for submitting belated association notices at https://tahlo.ayy.fi/
Sep 8th: Opening ceremonies for the academic year 2017-2018

 

Content of the newsletter

1. Operating grants 2017 and missing association notices
2. Advance booking of AYY’s facilities rented on a one-time basis
3. Your association’s events to the student calendar
4. Sign up latest on May 21st: Competition for associations – the most internationalised will be rewarded!

 

1. Operating grants 2017 and missing association notices

The operating grants for 2017 have been granted and the sums are available at /en/associations/services/operating-grants/operating-grants-2017/

Operating grants are paid when all the prerequisites have been fulfilled. The payment order regarding the grants will be sent to most associations on the 19^th of May. The payment will be visible on the account submitted to the TAHLO system by the beginning of June.

If an association has discrepancies or things missing from their profiles on the AYY website, they will be notified before the final submission round opens on the 22^nd of May. The profile must be completed before the grants are paid, according to the instructions submitted when the applications opened. Organizations that have been granted additional time for certain appendices will not be specifically reminded about submitting them. These organizations must submit the appendices in accordance with the instructions they have received when the additional time was granted in order to receive the grant.

Associations that have not yet filed an association notice for 2017 must do so between the 22nd of May, 12:00 and 5th of June, 12:00 at https://tahlo.ayy.fi/. It is no longer possible to apply for operating grants this year. If the association fails to fill an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s list of associations.

 

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

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 to permanently 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 address tila (at) 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

3. Your association’s events to the student calendar

AYY’s printed student calendar has traditionally contained different events organized by associations, so those who use the calendar can easily keep track of stuff. This will also be the case in the calendar for 2017-18.

Below is a Google docs link, where you can add your events. You can find instructions in the document.

The absolute deadline for this is on the 31^st of May before midnight!

https://docs.google.com/spreadsheets/d/1KXTn9HGVzePyjNrity4-DTtxl18Ns9zKIvqDpsDmPKY/edit?usp=sharing

Have a great spring and don’t hesitate to contact tiedottaja (a) ayy.fi

 

4. Sign up latest on May 21^st: 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.

Sign up latest on 21st of May!

 

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).