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This is AYY’s asscociation newsletter for the week 49/2017
Sign up for the association training in English: https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english-dec-2017/
Upcoming events and important dates and events for associations
Dec 7th AYY’s association training in English, AYY’s office:
Content of the newsletter
- Sign up open for AYY’s association training in English on 7th of December
- Students’ Independence Day Procession
- Advance booking of AYY’s facilities rented on a one-time basis to start on 1 December!
- Sign up open for AYY’s association training in English on 7th of December
AYY’s association training in English will be held on 7th of December from 4 pm to 7 pm at AYY’s office (Otakaari 11, Espoo (upstairs)).
The training will include communications and the basics for association work, but you can also wish for specific topics.
The target group is English speaking association actives and the space is limited (approx. 20 persons), so please attend only if you are in the target group. Max. 4 persons per association.
If there are more than four persons in your association’s actives that are in the target group and they wish to participate, please contact the organizational affairs specialist Ahto Harmo (ahto.harmo at ayy.fi) and we will work something out.
You can sign up here: https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english-dec-2017/
Sign up closes on Tuesday 5th of Dec at 8 am.
- Students’ Independence Day Procession
Students in the Helsinki capital region will celebrate Finnish independence in a traditional manner on the 6th of December by holding a shared Independence Day procession. Everyone is welcome to join the procession. The organizers will provide participants with torches and lights, handed out at the start of the procession. Associations can take part in the procession with their own official flag.
Instructions and schedule for the event can be found at https://itsenaisyyspaiva.ayy.fi/juhlakulkue-2017/. The FB page for the event can be found at https://www.facebook.com/events/124333588235604/.
As before, AYY will offer the following services to its members:
Flag taxi:
You must deliver your association’s flag to the service point (Otakaari 11) by Monday, the 4th of December 2017, by 16:00, AND the flag must be recorded in the delivery list. Make sure to record the flag in the list, because we will only take the flags with us that are found on the list. The flags will be returned to the same place, and they should be picked up by Friday, the 8th of December.
Carrying belts and blue and white herald ribbons:
The Student Union can borrow participants a limited number of carrying belts for flags and blue and white herald ribbons suitable for all flags. Reservations on a first-come, first-serve basis to the email address arkisto at ayy.fi. The items can be found near the flags at the place of assembly on the day of the event.
Flagbearers and heralds can leave their bags safely in the operations car for the procession. We will drive the car to the Senate Square. You can take your belongings with you when leaving your flag at the car for the return transport. Flagbearers and heralds should not have any bags with them in the procession. The fastest can also get a ride back to Otaniemi starting from 18:15.
At the end of the event, AYY members will be offered a limited number of bus transfers back to Otaniemi. The first bus leaves around 18.30 from the Senate Square.
- Advance booking of AYY’s facilities rented on a one-time basis to start on 1 December!
The advance booking of AYY’s facilities rented on a one-time basis for associations will start on Friday 1st December 2017. Advance bookings are organised by using AYY’s own booking system TILA.
You can make advance reservations for the period Mon, 8 January 2018 – Sun, 12 August 2018.
The schedule for facility reservations in the system is as follows:
- AYY’s internal operators, reservation period 9 November – 30 November 2017.
The reservation period ends at 11.59pm on Thu, 30 November 2017. - Special status associations 1 December – 12 December 2017.
The reservation period begins at 12noon on Fri, 1 December and ends at 2pm on Tue, 12 December. The booking session will be held at AYY’s office in Otaniemi from 4.30 pm onwards on Tue, 12 December 2017. - Other associations in the 1stlist on 13 December – 18 December 2017.
The reservation period begins at 12 midnight on Wed, 13 December and ends at 2pm on Mon, 18 December 2017.The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30pm onwards on Mon, 18 December 2017.
Check out the entire advance booking schedule here:
A few notes about the making of reservations:
- TILA can be found at https://tila.ayy.fi/ and the users log in 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.
- 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.
- If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUPNAME”. 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.
- 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.
- Please note that AYY’s internal reservations are mainly permanent.
- Any reservations for anniversaries and anniversary brunches made by special status associations take priority compared to other reservations made by other associations. Reservations made by special status associations will be confirmed when that reservation period ends. In the first booking session we will clarify the duplicate reservation of special status associations.The special status associations do not have to come to defend their reservations to the second booking session.
- 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.
- 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!
- 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.
- The prices for internal operators and associations will stay the same as in 2017. Price list can be found here: fi/en/price-list
- 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.
Please note! Due to renovations there are some exceptions:
- Gorsu can not be booked for the following time period: 8.1.-12.8.2018
- Tatami hall can not be booked for the following time period: 1.4.-12.8.2018
- Ossinkulma can not be booked for the following time period 1.5.-12.8.2018
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
DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?
Send your short text to us by Wednesday 10:00 AM to 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).