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This is AYY’s association newsletter for the week 26/2018
Last week to file your missing association notices! Please note that the deadline is surprisingly in the middle of the day, on Friday at 12:00 noon. The association newsletter will take a summer holiday after next week, so remember to send in your last announcements by Wednesday at 10:00 to the address tiedotteet (a) ayy.fi. Have a fantastic Midsummer!
Upcoming events and important dates and events for associations
29th June at 12 noon: Post-announcement for association notices ends (see item 1 and instructions)
30th June: AYY’s space survey for associations closes (see item 2)
30th June: Deadline for financial support applications for the Otaniemi Night of Arts (http://otanieminightofarts.fi/)
3rd July: Afterwork at Smökki and beach volleyball tournament (see item 5)
31st July: Survey on AYY’s advocacy policies closes (direct link to the survey https://lomake.ayy.fi/vaikuttaminen/share-your-ideas-on-ayys-advocacy-policies/)
Contents of the newsletter
1. File your missing association notices by Friday, the 29th of June, 12:00 noon
2. What kind of spaces does your association need? Have an impact by taking the survey!
3. Apply for support for your Otaniemi Night of Arts sub-event through AYY by the end of June
4. Service office’s summer opening hours
5. Afterwork at Smökki and the Smökki Cup beach volleyball tournament on the 3rd of July
6. AYY’s new logos now available
7. AYY is now GDPR-compatible
1. File your missing association notices by Friday, the 29th of June, 12:00 noon
All associations within AYY must fill out a yearly association notice. Associations that have not yet filed an association notice for 2018 must do so before the 29th of June, 12:00 noon. It is no longer possible to apply for operating grants this year. If the association fails to fill an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s list of associations.
Association notices are submitted through the TAHLO system, which can be found at http://tahlo.ayy.fi/. You can log in using your association’s username and password. If you have forgotten your username or password, you can recover it and have it sent to the association’s contact e-mail address at https://tahlo.ayy.fi/password_reset/.
Fill out the following Tahlo tabs carefully: General, Board, Facilities and Attachments. You can update the form up until it closes on the 29th of June at 12:00 noon, so you do not need to do everything at once. Remember to save your changes before exiting a tab!
When filling out the association notice, you will need:
* Rules in effect
* The annual report for 2017
* The strategy for 2018
* A list of the officers
Also remember to update your association profile on the AYY website. For more detailed instructions, see /en/blog/2018/02/28/submissions-for-association-notices-and-operating-grant-applications/. If you have any questions or problems, do not hesitate to contact the organizational sector (jarjestoasiat at ayy.fi)
2. What kind of spaces does your association need? Have an impact by taking the survey!
How satisfied are you with the facilities that AYY provides for associations? What new spaces and services would your association like to see? And what are your association’s hopes regarding the Student Center?
Take the survey for associations about AYY’s spaces by the 30th of June to get your voice heard! Answers to the survey will be used in the planning of the Student Center and other AYY’s upcoming facilities.
Take the survey here: https://lomake.ayy.fi/fi/space-survey-for-associations/
A free use of an AYY rentable space (excluding Servin mökki and Rantasauna) will be raffled among associations that have taken the survey during June. The prize is valid until the end of the year 2018.
3. Apply for support for your Otaniemi Night of Arts sub-event through AYY by the end of June
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. There are already more than a dozen operators involved!
The easiest way to get financial support for your event is by submitting your application by the 30th of June through the form found at www.otanieminightofarts.fi. There is no upper limit to the sum of the financial support, and applications are handled on a case-by-case basis. Now is the perfect time to make your wildest event ideas a reality! In addition to financial support, AYY provides event organizers with the use of its own facilities and those of the event’s partners, free of charge.
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!
Read more about the Otaniemi Night of Arts, apply for support and sign up as a sub-event organizer:
http://otanieminightofarts.fi/
For further information and advice on creating your sub-event, send an email to tero.uuttana (a) ayy.fi
4. Service office’s summer opening hours
AYY’s service office in Otaniemi will be open at exceptional hours during the summer:
– The office is closed on Midsummer Eve (Fri 22nd June) and between 9th July and 27th July (key distribution service for one-time rental facilities on Mondays between 14:00 and 17:00).
– The housing services’ telephone service is closed between Mon 2nd July and Wed 1st August.
– Exceptional opening hours of the cashier service: weekdays from 1st to 8th June 12:00–14:00, from 2nd to 6th July 12:00–14:00.
You can check the full opening hours and contact details of the service office on the AYY website: /en/contact-information/#Otaniemi
5. Afterwork at Smökki and the Smökki Cup beach volleyball tournament on the 3rd of July
The residents of Otaniemi have transitioned to a summer mode, each in their own way. Some withdrawal symptoms of the spring’s event-mania can be observed. Hard-working or hardly-working friends are nowhere to be found. What to do?
The answer is obvious: let’s go to the wellbeing committee’s SmökkiAfterwork on 3rd of July! Gather all your friends regardless of their summer plans and come enjoy the sunny weather, a few drinks and the great company on this Tuesday evening. Pub Smökki has it all: world cup football, authentic PubQuiz and a lot more! Refreshments and snacks are available for a small cash fee.
A volleyball tournament is also held alongside the afterwork by the AAVA’s sports committee, more info can be found here: https://www.facebook.com/events/394287647757015/
Summary:
What: Afterwork for the whole Otaniemi
When: On Tuesday 3.7. from 17 onwards
Where: Smökki, Jämeräntaival 4
Why: Because it’s summer and time for an afterwork in good company!
FB-event: https://www.facebook.com/events/172285916784689/
6. AYY’s new logos now available
At the beginning of 2018, the Aalto University Student Union adopted a brand strategy for the first time. The idea of AYY as an enabler of the best student’s life in the world is at the core of this strategy.
With the brand work, AYY’s visual outlook and logos were renewed, and they are now available for associations at https://inside.ayy.fi/display/KUV/AYY+Logot. If your association’s materials contain AYY’s logo anywhere (on your website, in your magazine or in your freshman guide, for example), we ask you to update the logos to comply with the new look by the beginning of the next academic year. You can also find visual guidelines on the website linked above.
If you want to read more about AYY’s brand strategy, check out the article on pages 40-41 in the latest AINO magazine, where Noora Vänttinen, Chair of AYY’s Board, explains how the new brand was built and what were the thoughts behind the new logo: https://issuu.com/aino-lehti/docs/aino2_2018_issuu.
7. AYY is now GDPR-compatible
The EU General Data Protection Regulation came into effect on Friday, the 25th of May 2018. AYY has prepared for the regulation in many ways to keep the data of our members safe.
The privacy statements on AYY’s registers with contact personnel can be found at https://rekisterit.ayy.fi/
AYY has trained its staff and the associations in its sphere of influence on the GDPR. You can check out the information, aimed towards associations, with examples, here: https://inside.ayy.fi/display/TIET/Tietosuoja (requires you to sign in using your Aalto University ID)
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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).
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