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This is AYY’s association newsletter for the week 21/2018

The first advance booking rounds of facilities are finished, and you should now enter the dates of confirmed events into the yearly calendar (see item 3). The advance booking of facilities for associations in the first list starts this Friday (see item 1). And a final reminder of the EU’s General Data Protection Regulation, which will come into effect on Friday, the 25th of May (see item 2). Have a sunny weekend, everyone!

Upcoming events and important dates and events for associations
24th May: Advance booking of AYY’s one-time rental facilities II (see item 1 and detailed instructions)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 2 and instructions)
27th May: Last day to sign up your events into the yearly calendar (see item 3)
31st May: Junk bike collection ends
(/en/student-union/volunteering/sections/campus-section/collecting-of-abandoned-bicycles/)
5th Sep: SAVE THE DATE: Aalto Day One
1st Oct: SAVE THE DATE: Lakinlaskijaiset
6th Oct: SAVE THE DATE: The Otaniemi Night of Arts (http://otaniemenyo.fi/)
28th Nov: SAVE THE DATE: Association training, Design Factory

Contents of the newsletter
1. Advance booking of AYY’s one-time rental facilities has started
2. Checklist for the General Data Protection Regulation (GDPR)
3. Association events into the yearly calendar 2018-19 –  last week to add your events
4. Sub-event application period for the Otaniemi Night of Arts on the 6th of October is now open

 

1. Advance booking of AYY’s one-time rental facilities

The advance booking of AYY’s one-time rental facilities for other associations in the 1st register start on Friday, the 18th 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 at the Undergraduate Center, (Otakaari 1) hall M1 (M232).
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 at the Undergraduate Center, (Otakaari 1) hall M1 (M232).

Read more about how to make bookings: /en/blog/2018/04/20/57389/

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. Checklist for the General Data Protection Regulation (GDPR)
The regulation will come into effect in a week, on the 25th of May. Make sure that your association has done at least the following:

• Privacy statements for your personal data registers.
• The statements can be accessed directly from the form used for gathering the personal data.
• The processors of the personal data are familiar with the proper way of processing the data (a data protection policy has been created and the processors have read it).
• The registers have been saved securely.
• Old, unnecessary information have been removed from the registers.
• You are prepared to receive information requests from persons in the register – you know how the data should be sent to the persons.

AYY’s instruction page can be found at https://inside.ayy.fi/display/TIET/Tietosuoja (requires you to sign in using your Aalto University ID). It contains the most important issues related to the regulation, tips about collecting event sign-ups, training material, document templates and frequently asked questions.

If you have any questions related to GDPR or you want to have your association’s data protection documents checked, please contact AYY’s IT Expert petteri.nummela (a) ayy.fi.

 

3. Association events into the yearly calendar 2018-19 – last week to add your events
Only one week left to add your events to AYY’s yearly calendar 2018-19. If you haven’t done it yet, add your association’s known events for the next academic year to this Excel Online document:

https://ayyfi.sharepoint.com/:x:/g/viestinta/EfOsbZ0GgGJPoPUEaVel0Z8BOxInnozQmq3uNDIXYcd0Mg?e=6ZtQR2

Add your event by Sunday, the 27th of May 2018 at the latest.

Please note that only the event information in the Excel file is added to AYY’s association calendar. The personal information of the contact persons is only collected in case there are problems with the entry – they are not printed into the calendar or stored for any other purpose.

For more information, please contact siiri.liitia (a) ayy.fi.

 

4. Sub-event application period for the Otaniemi Night of Arts on the 6th of October is now open
The Otaniemi Night of Arts will be held for the first time on Saturday, the 6th of October. It is a cross-artistic, free campus festival, where all willing associations within AYY can take part in making the creative program.

The Otaniemi Night of Arts consists of several sub-events organized by students, and the application period for the sub-events is now open. Your event can be pretty much anything, as long as it is related to art in some way: an exhibition, a live music night, a dance workshop or even poetry karaoke. Only imagination and the laws of physics are the limit!

AYY provides the use of facilities for event organizers for free. You can also receive financial support for your event through AYY and the TTE Fund.

Read more about the Otaniemi Night of Arts and sign up as a sub-event organizer: /en/students/student-culture/annual-events/otaniemenyo/

More information: tero.uuttana (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).