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This is AYY’s association newsletter for the week 16/2018
Upcoming events and important dates and events for associations
16th April: A! games tournament at Otahalli (https://www.facebook.com/events/208661209900787)
18th April: Aalto Open Air (https://www.facebook.com/events/167896853866470/)
19th April: Data protection is for everyone – web seminar (see item 1)
22nd April: The application period for the OtaHoas club rooms ends (see item 6)
29th April: Crazy John (see item 5, sign-up for checkpoint keepers ends on the 24th of April)
30th April: Dipoli Wappu (https://www.facebook.com/events/1543981349033605/)
19th May: AYY 8th Annual Ball calendar (see item 3)
25th May: The new EU GDPR comes into effect
27th May: Sign up your events into the yearly calendar (see item 7)
Content of the newsletter
1. Data protection is for everyone – web seminar on Thursday 19th of April
2. The GDPR sample documents on AYY’s website
3. AYY 8th Annual Ball on the 19th of May 2018
4. Add your association’s event to the Wappu Calendar and to the Whappu application!
5. Come and be a checkpoint keeper at Crazy John!
6. OtaHoas has two facilities available for associations
7. Association events into the yearly calendar 2018-19
1. Data protection is for everyone – web seminar on Thursday 19th of April
If your association’s actives missed the GDPR training organized by AYY last Monday, Tekniikan Akateemiset TEK, Suomen Ekonomit and legal service provider Fondia are providing a “Data protection concerns everyone” web seminar on the subject on Thursday 19th of April from 10:00 to 11:00 (in Finnish).
The web seminar looks at the most central legal questions on data protection. In addition, the data protection legislation update for the European Union will be discussed, along with the changes is brings, especially the strict sanctions and how to avoid them. The legal restrictions concerning personal data encompass the entirety of the lifespan of personal data from planning of data management to updating it and until the end of the retention period of data.
More information and signups (in Finnish): https://www.fondia.fi/tietosuoja-kuuluu-kaikille-0
N.B! The training is no doubt useful, but it is mainly aimed at companies with staff and customers (not specifically towards associations), which have personal data registers. Take note of this when signing up.
2. The GDPR sample documents on AYY’s website
Starting from May all organizations handling personal information must comply by the new EU regulation on Data Protection (the GDPR, General Data Protection Regulation).
An important thing to consider is that in about a month, on the 25th of May, each association should have the required documents on data protection and other issues in order with the regulation requirements. More information in doing this can be found here: /en/associations/services/training-and-courses/get-your-gdpr-requirements-in-order/
We are building a more comprehensive guide on GDPR aimed towards associations, along with sample documents with commentary. We will send them as soon as they are ready. If you have any questions on GDPR, you can contact the AYY ICT specialist Petteri Nummela at petteri.nummela(at)ayy.fi.
3. AYY 8th Annual Ball on the 19th of May 2018
The 8th Annual Ball of the Aalto University Student Union takes place on the 19th of May 2018. We welcome all members to participate in the celebrations.
This year, the party will kick off with a cocktail party at Saha, Konemiehentie 1 at 15:00. The celebration dinner will be held at restaurant Koskenranta, located at Helsinki, starting at 18:00. The dinner will consist of a three-course meal and excellent program. The afterparty locations will be announced later.
The cost of the Annual Ball is 80€ for members of AYY and 100€ for others. The registration opens on 16.4. for everyone. Dress code at the party will be white tie with academic honours.
Read more: https://www.vuosijuhlat.fi/
Herring Brunch: https://www.facebook.com/events/1913266775412681/
4. Add your association’s event to the Wappu Calendar and to the Whappu application!
Jäynäkilpailu and Futurice are once again working together to bring you the Whappu application to spread the Wappu cheer! The Whappu application will become available on the 11th of April. The application includes an event calendar that can be used to add open events. These events will also show up in the Wappu Calendar at wappu.fi.
Add your association’s event to the Wappu Calendar at www.wappu.fi and download the Whappu application from your application store on the 11th of April!
Contacts: wappu(a)wappu.fi.
5. Come and be a checkpoint keeper at Crazy John!
Wappu is soon here and, with it, the highly anticipated traditional Crazy John event, now with an Approtwist™!
In the Crazy John event, teams consisting of about 4–10 people travel around Otaniemi the night before the Wappu eve, completing various checkpoints and collecting marks for their maps. Now your association or group of friends has the chance to be right in the thick of it and lift everyone’s spirits by holding a checkpoint of your own!
The registration for checkpoint keepers is open at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2018-rastit-crazy-john-2018-checkpoints/ and it will close on the 24th of April. If your association does not have a club room and you want hold your checkpoint indoors, register as soon as possible and contact the organizers, and we will do our best to arrange the needed premises for you.
The best checkpoint is rewarded with a marvelous Wappu basket with lots of goodies in it, and a free AYY rentable sauna space for one day (has to be used by the end of the year).
TL;DR:
WHAT: Checkpoint for Crazy John!
WHERE: Around Otaniemi
WHEN: April 29th 2018, approx. 21:30-1:00, after the Fuksispeksit and the starting bang
REGISTRATION OPEN: Until April 24th at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2018-rastit-crazy-john-2018-checkpoints/
For further information, please contact the Teekkari Culture Directors:
Paavo Hietala and Elena Pitkänen
paavo.hietala(at)ayy.fi
elena.pitkanen(at)ayy.fi
6. OtaHoas has two facilities available for associations
OtaHoas (the tenant committee for Hoas student properties in Otaniemi) has two general-purpose club rooms available for associations to use. The facilities are located at Jämeräntaival 10 AB and at Servin Maijan tie 3 A.
No rent is charged for the use of the facilities, and support may be granted to associations for putting them into use. Associations may use the facilities as they see best, as long as their use brings added value to resident activities. The facilities are not suitable for night-time use.
The application period for the OtaHoas club rooms ends on 22nd April. For more information and application instructions, visit https://otahoas.ayy.fi/kerhohuoneet/tila-anti-2018/
The instructions are available only in Finnish. Please contact the tenant committee if necessary https://otahoas.ayy.fi/en/asukastoiminta/yhteystiedot/
7. Association events into the yearly calendar 2018-19
AYY and TOKYO are creating a design calendar for the year 2018-19 to celebrate the move of ARTS to Otaniemi. The design calendar is handed out free of charge to members, like the traditional AYY calendar. The calendar will contain a list of events organized by organizations associations operating within AYY’s sphere of influence.
Go and add your association’s upcoming events into the following Excel Online file. Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar!
Also check out the article on the new yearly calendar: /en/blog/2018/04/09/presenting-the-design-calendar-for-year-2018-19/
For further information, please contact siiri.liitia(a)ayy.fi.
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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, Essi Puustinen (essi.puustinen (a) ayy.fi, phone: 050 520 9442).