If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset
This is AYY’s association newsletter for the week 18/2018
The Wappu frenzy is at its wildest, but next week, you should turn your gaze towards the autumn, as the advance booking of AYY’s one-time rental facilities starts on the 4th of May. Remember also to put the documents related to the EU’s General Data Protection Regulation in order as soon as possible. But for now, have a fantastic Wappu!
Upcoming events and important dates and events for associations
5th May: Village cleanup (https://www.facebook.com/events/163293011045218/)
13th May: Flower Day (https://www.facebook.com/events/768441560027114/)
17th May: Advance booking of AYY’s one-time rental facilities I (see item 2)
19th May: AYY 8th Annual Ball (https://www.vuosijuhlat.fi/)
24th May: Advance booking of AYY’s one-time rental facilities II (see item 2)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 1)
27th May: Sign up your events into the yearly calendar
31st May: Junk bike collection ends
(/en/student-union/volunteering/sections/campus-section/collecting-of-abandoned-bicycles/)
More important dates: www.wappu.fi and the Whappu application.
Content of the newsletter
1. GDPR – EU’s General Data Protection Regulation is coming
2. Advance booking of AYY’s one-time rental facilities starts on the 4th of May 2018
3. Village cleanup on Sat, the 5th of May
4. Association events into the yearly calendar 2018-19
1. GDPR – EU’s General Data Protection Regulation is coming
Starting from the 25th of May, all organizations handling personal information must comply with the new EU General Data Protection Regulation (GDPR).
If your association is in need of last-minute consultation, we are arranging open appointments on the 7th and 8th of May at our central office in Finnish and in English. You can reserve your appointment here: https://inside.ayy.fi/display/TIET/General+Data+Protection (requires signing up with your Aalto University ID).
Behind the same link, you can also find general guidelines for preparing for the General Data Protection Regulation, as well as example documents for the privacy statements and the data protection policy for associations. The material of the training held on the 9th of April has also been added to the page in three languages.
If you have any questions related to the GDPR, please contact AYY’s IT expert at petteri.nummela(a)ayy.fi.
2. Advance booking of AYY’s one-time rental facilities starts on the 4th of May 2018
The advance booking of AYY’s one-time rental facilities for associations starts on Thursday, the 4th of May 2018. Advance bookings are organized by using AYY’s own booking system TILA.
You can make advance bookings for the period Mon, 13th of August 2018–Sun, 6th of January 2019.
The schedule for facility reservations in the system is as follows:
-
AYY’s internal operators, reservation period 19th April-4th May 2018.
The reservation period ends on 4th May 2018 at 12:00 noon. -
Special status associations 4th May-17th May 2018.
The reservation period starts on Fri, 4th May at 14:00 and ends on Thu, 17th May at 12:00 noon.
The booking session will be held in Otaniemi on Thu, 17th May 2018 from 16:30 onwards (the venue will be confirmed later). -
Other associations in the 1st register 18th May-24th May 2018.
The reservation period starts on Fri, 18th May at 12:00 noon and ends on Thu, 24th May 2018 at 12:00 noon.
The booking session will be held in Otaniemi on Thu, 24th May 2018 from 16:30 onwards (the venue will be confirmed later).
A few notes about making reservations:
- TILA can be found at https://tila.ayy.fi/. Users must log in to the system with their Aalto University 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, found in the menu bar at the top of the page.
- During advance booking, facilities are reserved under the name of the association. The activation key has been sent to the email address provided by the 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 to a group, the message subject will be “TILA: Activation key for group GROUP NAME”. After this, the persons who have received the invitation can distribute representation rights to others through TILA.
- Enter the name of the event in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at later stages of the booking session.
- Please note that AYY’s internal reservations are mainly permanent.
- Any reservations for anniversaries and anniversary herring brunches made by special status associations take priority over reservations made by other associations. Reservations made by special status associations will be confirmed when the corresponding reservation period ends. Overlapping reservations made by special status associations will be clarified in the first booking session.Special status associations do not have to come to defend their reservations to the second booking session.
- Overlapping bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations that do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username at the advance booking session, so please bring your laptop in order to make the event run smoothly.
- When making reservations for long periods of time, please bear in mind that you MUST come to the associations’ advance booking session to give grounds for the bookings made. If needed, AYY will also contact the associations in advance.
- Only reserve a facility for the time when you really need it. If possible, please avoid reservations in Smökki at the following times: PO has rehearsals at Smökki every Monday from 18:00 to 21:00, and RWBK has rehearsals at Smökki every Tuesday between 17:00 and 22:00. Please avoid reserving Smökki for sitsi parties on Mondays & Tuesdays.
- The prices for internal operators and associations will stay the same as during the previous booking period. The price list can be found here: ayy.fi/en/price-list
Please note! There are some exceptions due to renovations:
- Gorsu, Living Room, Multi-facility Hall and Tatami Hall cannot be booked starting from the 13th of August 2018.
- OK20 upstairs cannot be booked starting from the 30th of November 2018.
- The Rooftop Sauna, Game Room, Sitsi Kitchen and Takka Cabinet cannot be booked starting from the 10th of December 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
3. Village cleanup
Did you end up littering during Wappu? Join us in the Otaniemi village cleanup, organized on the 5th of May 2018, starting at 14:00! The cleanup will focus on tidying the Otaniemi environs after the effects of Wappu. Trash is being collected in teams from campus and the yards of tenements, thus committing to beautifying the village. At the end of the cleanup, the beach sauna is warmed up to provide some relaxation for the exhilarated cleanup crew, starting at 18:00. In addition to the sauna, there are also refreshments served.
WHAT? Village cleanup
WHERE? Otaniemi, sauna afterwards at Rantsu
WHEN? Saturday 5th of May at 14:00, sauna at 18:00.
WHO? To all residents of Otaniemi
PRICE? Free
FACEBOOK? https://www.facebook.com/events/163293011045218/
4. 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: https://ayyfi.sharepoint.com/:x:/g/viestinta/EfOsbZ0GgGJPoPUEaVel0Z8BOxInnozQmq3uNDIXYcd0Mg?e=6ZtQR2 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/
DO YOU WANT YOUR 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, Essi Puustinen (essi.puustinen (a) ayy.fi, phone: 050 520 9442).