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This is AYY’s association newsletter for the week 19/2018

Now is a good time to start planning new event ideas for the autumn by booking a date and place for your event at AYY’s advance booking! When making reservations, remember the Otaniemi Night of Arts on the 6th of October and the association training on the 28th of November, as you don’t want to miss these events!

Upcoming events and important dates and events for associations
5th May: Village cleanup (https://www.facebook.com/events/163293011045218/)
7/8th May: GDPR consultations (see item 4)
13th May: Flower Day (https://www.facebook.com/events/768441560027114/)
17th May: Advance booking of AYY’s one-time rental facilities I (see item 1)
24th May: Advance booking of AYY’s one-time rental facilities II (see item 1)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 4)
27th May: Sign up your events into the yearly calendar (see item 6)
31st May: Junk bike collection ends
(/en/student-union/volunteering/sections/campus-section/collecting-of-abandoned-bicycles/)
6th Oct: SAVE THE DATE: The Otaniemi Night of Arts (see item 2)
28th Nov: SAVE THE DATE: Association training, Design Factory (see item 3)

Content of the newsletter
1. Advance booking of AYY’s one-time rental facilities starts TODAY on the 4th of May 2018
2. The Year of Arts
3. Important dates for the autumn of 2018
4. GDPR consultations – EU’s General Data Protection Regulation is coming
5. The processing of operating grants has been delayed
6. Association events into the yearly calendar 2018-19

 

1. Advance booking of AYY’s one-time rental facilities starts TODAY on the 4^th 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:

1. AYY’s internal operators, reservation period 19th April-4th May 2018.
   The reservation period ends on 4th May 2018 at 12:00 noon.
2. 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).
3. 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

 

2. The Year of Arts

This year, AYY is celebrating the Year of Arts! The aim of the Year of Arts is to highlight the creativity and artistic activities of the entire Student Union. Let’s welcome all the ARTS students to our shared Otaniemi campus with this theme!

The Year of Arts is not just a project for the Student Union’s Central Office, but also a theme that involves the sections and associations. The theme of the year is visible in the Student Union’s activities in many ways, but above all, AYY wants to encourage all associations working within its sphere of influence to take art into account and bring it out in their own activities. Art should look like its creator, so open your mind and experiment!

The Otaniemi Night of Arts is the highlight of the Year of Arts. It is a cross-artistic city festival, consisting of several events in the campus area. Content made by students form the essence of the event, and the target group is the Aalto community and Espoo. The Otaniemi Night of Arts will be held on Saturday, the 6th of October, and we hope that all associations operating within the Student Union will take part in it to organize high-quality events! Registration opens soon, so keep your eyes and ears open and start brainstorming ideas with your association!

  

3. Important dates for the autumn of 2018

A few dates relevant to Aalto people and association actives have been confirmed for the autumn of 2018. The Otaniemi Night of Arts, which celebrates AYY’s Year of Arts, will be held on Saturday, the 6th of October. An important association training for new association actives will be held on Wednesday, the 28th of November. The Lakinlaskijaiset, an important event for technology students, will be held exceptionally on the 1st of October, and the Teekkari Tradition Week will be celebrated during week 45.

Write down the dates in your association’s calendar already! Remember also to take these dates into account when planning your event calendar for the autumn and when booking facilities.

You can read more about the thoughts of the people responsible for the Year of Arts here: /en/blog/2018/03/26/year-of-arts-celebrates-aalto-creativity/
You can send your wishes regarding the association training to AYY’s Association Sector at: jarjestoasiat (a) ayy.fi

 

4. 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.

 

 

5. The processing of operating grants has been delayed
The processing of associations’ operating grant applications has been delayed. We aim to score the applications in May, and the information on the grant decisions will be sent to associations as soon as possible. Operating grants can be paid once all the terms of the grant have been fulfilled and any missing appendices have been sent to jarjestoasiat(a)ayy.fi.

After the grants have been paid, post-announcement opens for associations that have not yet submitted their association notice. Associations can no longer apply for operating grants at this point. If an association fails to submit an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s association register. The schedule for the post-announcement will be announced later in the association newsletter.

 

6. 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! For further information, please contact siiri.liitia(a)ayy.fi.

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).