ASSOCIATION NEWSLETTER FOR THE WEEK 18/2014

This is AYY’s association newsletter for the week 18/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

Have a nice May Day!

CONTENT OF THE NEWSLETTER

1. AYY’s operating grants were allocated

2. Tell your opinion about operating grants

3. AYY’s advance booking of facilities to begin soon

4. Submit your events for AYY’s academic year calendar 2014-2015

5. Apply for funding for your event from AFYE by 30 May!

6. Host a checkpoint at Crazy John

 

1. AYY’S OPERATING GRANTS WERE ALLOCATED

AYY Board has made decisions on the operating grants for the year of 2014 at its meetings 18/2014 and 19/2014. The entire list of the allocated grants can be found on AYY’s website at /en/associations/services/grants-for-associations/ayys-operating-grants-2014/ Associations that have applied for the grant will be informed about the decisions. Grants will be processed by next week and they should be in the association accounts within a few weeks.

In 2014, a total of 147 associations applied for the operating grant, of which 19 are special status associations. 33 associations applied for the increased operating grant. The number of applications increased significantly from last year when 132 associations applied for the grant, of which 16 were special status associations. The increase in the number of applications resulted in the reduction of the grant, particularly for some special status associations. This year, EUR 17,150 were allocated for special status associations, EUR 41,975 were allocated for other associations and the increased grants amounted to EUR 2,600. The amount of the grant was reduced for associations which delivered late or incomplete applications.

During the processing of applications, some applications were not processed due to a combination of technical and human errors. Also these applications are now processed.

If your association has applied for the grant but cannot be found among the list of associations that have received the grant, please contact the organisation sector. Your application has been processed if you have received a confirmation to the applicant’s e-mail.

The organisation sector apologises for any inconvenience.

 

2. TELL YOUR OPINION ABOUT AYY’S OPERATING GRANTS

This year, a major project in AYY’s organisation sector is to renew the scoring model for the operating grant applications in 2015. The current model was drafted after the merger of the student unions in 2010. The model has been reformed slightly in 2011 without major changes. Our community, however, is constantly evolving and the current model may not be the best possible option.
More than 200 associations are registered into AYY’s association register and almost all of them are part of the first register and therefore eligible to apply for the operating grant. The associations range from small recreational associations of ten members to associations which represent an entire discipline and have over 500 members.
You can review the current scoring model at /wp-content/uploads/Pisteytysmalli_2012.pdf . The scoring model pays attention to the size of the association, reachability, the number of activities, versatility and effectiveness. It does not evaluate or try to control the activities of associations. Our principle is to let all the flowers bloom.

Now the organisation sector needs opinions on the current model and the need for revising. Please share your opinion through a brief survey: https://lomake.ayy.fi/yhdistykset/ta-palaute2014/ 

 

3. AYY’S ADVANCE BOOKING OF FACILITIES TO BEGIN SOON!

AYY’s facilities rented on a one-time basis will open soon for advance reservations.

The reservation period is Mon, 18 Aug 2014-Sun, 11 Jan 2015. 

The initial schedule for facility reservations in the system is as follows:

1)  Reservation period for AYY’s internal operators will begin during week 16 (more detailed information to be provided through internal communications). The reservation period ends at 11.59pm on Wed, 7 May 2014, 11.59pm.

2)  Special status associations, Fri, 9 May-Wed, 14 May 2014. The reservation period ends at 11.59 pm on Wed, 14 May 2014. The booking session will be most likely held in the large meeting room at AYY’s Central Office at Otakaari 11 (2^ndfloor) from 3pm onwards on Fri, 16 May

3)  Associations in the 1^st register, Sat,17 May-Fri, 23 May 2014. The reservation period ends at 8am on Fri, 23 May. The booking session will be most likely held from 5pm onwards on Mon, 26 May. The location will be announced later.

Please note that the advance booking system for facilities has changed. Now you need Aalto username and password to log in. In addition, you will also need a separate confirmation code, which will be sent to the official e-mail address provided by the association. If you have not received your code before your reservation period begins, please contact Administrative Director at johanna.pietilainen (at) ayy.fi.)

Detailed schedules will be confirmed and instructions for using the system will be submitted later. However, you should already write down the reservation periods in your calendar!

 

4. SUBMIT YOUR EVENTS FOR AYY’S ACADEMIC YEAR CALENDAR 2014-2015

Associations and actors within AYY have the opportunity to submit important event dates for the student union’s academic year calendar. Events can be submitted through the google docs file linked below until Sunday, 25 May 2014. Please add your events under the correct month in chronological order. Please enter the text you want in the calendar ”Event name/Text” field (yellow background). Please note that one line can hold up the maximum of 25 characters of text, including spaces. When writing the text, please consider how many lines from  your own calendar you wish to be ”wasted”. The calendar is trilingual so please take this into account when planning the text.

If there are several events marked on the same date, the event that concerns most of the students will end up in the calendar. The file is editable until the provided deadline 25 May 2014, until which you can make changes to your events. Please fill out the columns carefully, and check and double check that the information is correct. Please also remember to include information on who is organising the event.

http://tinyurl.com/ayycalendar2014

Questions and comments to AYY’s Communications Officer Henna Lahti (henna.lahti@ayy.fi or 050 520 9440).

 

5. APPLY FOR FUNDING FOR YOUR EVENT FROM AFYE BY 30 MAY!

Aalto First Year Experience (AFYE) invites student organisations to join us in creating an unforgettable first year to new Aalto students. AFYE offers funding to organise events targeted at new students during the coming academic year.

Read more about the funding application and the terms for the possible event at our AFYE-website in the Into-portal:https://into.aalto.fi/display/enafye/Apply+for+funding+to+organize+an+AFYE+event

DL for funding applications: 30 May

Funding decisions: 13 June

If you need more information, please send an email to afye@aalto.fi.

You are welcome to notify us also if you are already arranging an event to which new students from different fields would be welcome. We would be happy to include the event in our online calendar.

 

6. HOST A CHECK POINT AT CRAZY JOHN!

Crazy John!

Otaniemi’s night will be full of silly foolishness of May Day as Crazy John takes place on 29 April!

As freshmen teams have parted after the starting shot of Yöjäynä, it’s time to find out who is the craziest, funniest and the most creative group of friends in Otaniemi! 4-10 persons per team.

If you want to host a check point at Crazy John it is now possible!

You can register via this link:

https://lomake.ayy.fi/teekkarijaosto/hullu-jussin-rastit-crazy-johns-checkpoints/

 

WOULD YOU LIKE TO INCLUDE YOUR OWN NEWS IN THIS NEWSLETTER?

Please send a brief text by Wednesday, 10am, to the address jarjestoasiat@ayy.fi. The news will be translated so you can submit your text in one language. The content of the newsletter is ultimately edited by AYY’s Organisation and Communications Specialist Kati Penttinen (jarjestoasiat@ayy.fi, tel: 050 520 9442).

ASSOCIATION NEWSLETTER FOR THE WEEK 16/2014

This is AYY’s association newsletter for the week 16/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

 

CONTENT OF THE NEWSLETTER

1. AYY’s advance booking of facilities to begin soon

2. Submit your events for AYY’s academic year calendar 2014-2015

3. Aava has challenged your association to participate in the Akateeminen Wartti!

4. AYY is looking for a tenant for office space in Otaniemi

5. Please remember to respond to the association facility survey

6. Apply for funding for your event from AFYE by 30 May!

7. Have your badges on sale at Academic Quarter!

8. Host a checkpoint at Crazy John

 

1. AYY’S ADVANCE BOOKING OF FACILITIES TO BEGIN SOON!

AYY’s facilities rented on a one-time basis will open soon for advance reservations.

The reservation period is Mon, 18 Aug 2014-Sun, 11 Jan 2015. 

The initial schedule for facility reservations in the system is as follows:

1)  Reservation period for AYY’s internal operators will begin during week 16 (more detailed information to be provided through internal communications). The reservation period ends at 11.59pm on Wed, 7 May 2014, 11.59pm.

2)  Special status associations, Fri, 9 May-Wed, 14 May 2014. The reservation period ends at 11.59 pm on Wed, 14 May 2014.

The booking session will be most likely held in the large meeting room at AYY’s Central Office at Otakaari 11 (2^nd floor) from 3pm onwards on Fri, 16 May

3)  Associations in the 1^st register, Sat,17 May-Fri, 23 May 2014. The reservation period ends at 8am on Fri, 23 May. The booking session will be most likely held from 5pm onwards on Mon, 26 May. The location will be announced later.

Please note that the advance booking system for facilities has changed. Now you need Aalto username and password to log in. In addition, you will also need a separate confirmation code, which will be sent to the official e-mail address provided by the association. If you have not received your code before your reservation period begins, please contact Administrative Director at johanna.pietilainen (at) ayy.fi.)

Detailed schedules will be confirmed and instructions for using the system will be submitted later. However, you should already write down the reservation periods in your calendar!

 

2. SUBMIT YOUR EVENTS FOR AYY’S ACADEMIC YEAR CALENDAR 2014-2015

Associations and actors within AYY have the opportunity to submit important event dates for the student union’s academic year calendar. Events can be submitted through the google docs file linked below until Sunday, 25 May 2014. Please add your events under the correct month in chronological order. Please enter the text you want in the calendar ”Event name/Text” field (yellow background). Please note that one line can hold up the maximum of 25 characters of text, including spaces. When writing the text, please consider how many lines from  your own calendar you wish to be ”wasted”. The calendar is trilingual so please take this into account when planning the text.

If there are several events marked on the same date, the event that concerns most of the students will end up in the calendar. The file is editable until the provided deadline 25 May 2014, until which you can make changes to your events. Please fill out the columns carefully, and check and double check that the information is correct. Please also remember to include information on who is organising the event.

http://tinyurl.com/ayycalendar2014

Questions and comments to AYY’s Communications Officer Henna Lahti (henna.lahti@ayy.fi or 050 520 9440).

 

3. AAVA HAS CHALLENGED YOUR ASSOCIATION TO PARTICIPATE IN THE AKATEEMINEN WARTTI!

Community Committee of Aalto organizes the event at Alvari Square in Otaniemi on 22 Apr 2014!

Academic Quarter is the higher education students’ laid-back and action-packed relay race, where teams will try to proceed as far as possible in 15 minutes. The winner of the competition is a team that runs the furthest. However, in the spirit of the event, we also reward the best team spirit and the best look. You can gather your own team from among your group of friends in your own guild, subject organization, polytechnic or university.

The race includes 7 legs. The runner of the last leg possibly runs until the 15 minutes are up. All teams do not necessarily have time to use all the seven legs, so depending on your speed, you can have 5-7 runners in your team.

More info: http://wartti.wappu.fi/

Facebook: https://www.facebook.com/events/635313819856253/

 

4. AYY IS LOOKING FOR A TENANT FOR OFFICE SPACE IN OTANIEMI

Aalto University Student Union offers for rent office space at the address Jämeräntaival 4 in Otaniemi. Office space is located in connection with Servin Mökki. Entrance to facilities is separate from the entrance to Servin Mökki facilities rented on a one-time basis. The facilities are not connected other than through the emergency exit.

The facilities are divided into three different sized office spaces and a shared meeting room. It is also possible to use the meeting room as office space if necessary and if the tenant so wishes.

In addition to office and meeting facilities, there are two toilets and a lobby/waiting area.
Facilities are available in the following sizes (approximate sizes)

• Meeting room/office space: 31.5m2
• Office space 1: 20.5m2
• Office space 2: 14m2
• Office space 3: 7m2

Facilities are suitable for several smaller operators or one larger tenant. Tenants may choose to rent only one or all of the office spaces. In case of several tenants, the tenants agree on the shared use of the meeting room. Tenants will share toilets and kitchen area.

Facilities are released from current tenants on 31 June.

Rental amounts are negotiable.

If you are interested in the facilities, please contact the Student Union’s Secretary General Janne Koskenniemi (janne.koskenniemi@ayy.fi , 0505209415) or the Student Union’s Property Manager Esa Markkanen (esa.markkanen@ayy.fi , 050 342 8393).

 

5.  PLEASE REMEMBER TO RESPOND TO THE ASSOCIATION FACILITY SURVEY

Numerous different associations operate within AYY. Some of these associations use association facilities and the rest would like to have one. Or at least that is what we think in AYY.

However, because belief is not knowledge, we are now reviewing the facility needs and wishes of associations, as well as the use of current facilities. Through the survey, we hope to receive diverse information so that we can take different perspectives into account when considering the use of facilities in the future. We hope to receive answers both from those associations which already use association facilities and those which would like to have one!

Please respond to the survey on behalf of your association at http://lomake.ayy.fi/hallinto/yhdistysten-tilatoiveiden-kartoittaminen

You can respond until Monday, 21 Apr 2014.

Further information: Administrative Director Johanna Pietiläinen (johanna.pietilainen@ayy.fi, 050 520 9434)

 

6. APPLY FOR FUNDING FOR YOUR EVENT FROM AFYE BY 30 MAY!

Aalto First Year Experience (AFYE) invites student organisations to join us in creating an unforgettable first year to new Aalto students. AFYE offers funding to organise events targeted at new students during the coming academic year.

Read more about the funding application and the terms for the possible event at our AFYE-website in the Into-portal: https://into.aalto.fi/display/enafye/Apply+for+funding+to+organize+an+AFYE+event

DL for funding applications: 30 May

Funding decisions: 13 June

If you need more information, please send an email to afye@aalto.fi.

You are welcome to notify us also if you are already arranging an event to which new students from different fields would be welcome. We would be happy to include the event in our online calendar.

 

7. HAVE YOUR BADGES ON SALE AT ACADEMIC QUARTER!

Are you interested in having your badges on sale at Academic Quarter?

Fill out your information here and we will sell your badges for you:

https://lomake.ayy.fi/teekkarijaosto/merkkimyynti-badge-sales/

Teekkari Section will sell your badges and put the equivalent amount of money in your account and return the unsold badges.

Bagdes must be delivered to Teekkari Section before the Academic Quarter. We will announce the time and place for those who wish to be involved.

If you have any questions, please contact Teekkari Culture Directors: Jyri Yli-Villamo and Noora Vänttinen (firstname.surname@ayy.fi).

 

8. HOST A CHECK POINT AT CRAZY JOHN!

Crazy John!

Otaniemi’s night will be full of silly foolishness of May Day as Crazy John takes place on 29 April!

As freshmen teams have parted after the starting shot of Yöjäynä, it’s time to find out who is the craziest, funniest and the most creative group of friends in Otaniemi! 4-10 persons per team.

If you want to host a check point at Crazy John it is now possible!

You can register via this link:

https://lomake.ayy.fi/teekkarijaosto/hullu-jussin-rastit-crazy-johns-checkpoints/

 

WOULD YOU LIKE TO INCLUDE YOUR OWN NEWS IN THIS NEWSLETTER?

Please send a brief text by Wednesday, 10am, to the address jarjestoasiat@ayy.fi. The news will be translated so you can submit your text in one language. The content of the newsletter is ultimately edited by AYY’s Organisation and Communications Specialist Kati Penttinen (jarjestoasiat@ayy.fi, tel: 050 520 9442).

 

ASSOCIATION NEWSLETTER FOR THE WEEK 13/2014

This is AYY’s association newsletter for the week 13/2014. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

The application period for the operating grant and the submitting of association notices are ongoing. You can fill out the application or the notice until the end of March. AYY’s scholarships are also open for applications until 11 Apr.

CONTENT OF THE NEWSLETTER

1. Application period for the operating grant and the submitting of association notices are ongoing

2. Is the current operating grant model up to date?

3. Respond to the association facility survey 

4. Add your association events to wappu.fi site!

5. Millenium paviljonki  event seeks assistants

 

1. APPLICATION PERIOD FOR THE OPERATING GRANT AND THE SUBMITTING OF ASSOCIATION NOTICES ARE ONGOING

The submitting of AYY’s association notices and the application period for the operating grant has begun. The form can be filled out at https://lomake.ayy.fi/yhdistykset/ayyn-toiminta-avustushakemus-2014/ . The form will close at 11.59pm on 31 March.

All associations in the register must fill out the association notice. If the association notice is not submitted in two consecutive years, the association will be removed from AYY’s association register. All associations approved in the first list of AYY’s association register may apply for the operating grant.

For the association notice, you will need the annual report, action plan, list of association officials and the association rules. In order to apply for the operating grant, you will also need the budget, balance sheet, income statement and information about grants that your association has received in the past two years. In addition, your association may also apply for an increased operating grant, which is usually granted for one-time special events or projects during the year. Further information on the allocated grants is available at /apurahat-yhdistyksille/, which includes the scoring model used for the allocation of the operating grants and the grant amounts of the previous year.

The prerequisite for the operating grant is the association profile at AYY.fi, and the associations are responsible for updating their profiles. If you have lost your user name or otherwise need help with updating your profile, you can send e-mail to jarjestoasiat@ayy.fi. Please fill out the form carefully and reserve enough time to fill it out. Operating grants are allocated based only on the information in the form.

You can receive additional information and help with the association notice and the operating grant application from the organisation sector, which can be reached at jarjestoasiat@ayy.fi. You can also contact the organisation specialist by phone at 050 520 9442. The best time to reach the organisation specialist by phone is on weekdays from 10am to 2pm.

 

2. IS THE CURRENT OPERATING GRANT MODEL UP TO DATE? 

This year, AYY is reviewing the operating grants. The major project of the year is to review the grants and possibly renew them if necessary. The board member in charge Niko wrote about this topic in AYY’s blog (unfortunately only available in Finnish: /blogi/2014/03/18/onko-yhdistysten-nykyinen-toiminta-avustusmalli-ajantasalla/) As soon as the operating grants are allocated, we will conduct a brief survey to associations about how the application process of the operating grants felt like from the applicant’s point of view and how it could be improved. This year’s grants will be allocated in accordance with the old pattern. The reform process will properly begin in April-May when this year’s grants have been given out of the way.

Before this, we mainly review the current situation.

The project is proceeding in such a way that the problems of the current process will be evaluated in connection with the allocation of the operating grants. At the same time, we collect the opinions of associations with the previously-mentioned survey, meet the council and receive comments. After this, the organisation sector will prepare a proposal for a new model. Before the official decision, we will organise a round of comments, when each association within AYY may comment on the new model. The round of comments will be most likely arranged electronically through this list. It looks like the official round of comments will take place at the end of April or the very beginning of May. If necessary, or if the associations so request, we can also organise an open discussion.

If you or your association have comments, questions, ideas or fears at this stage, please contact the organisation sector: jarjestoasiat@ayy.fi Now is the perfect time to influence preparatory work.

 

3. RESPOND TO THE ASSOCIATION FACILITY SURVEY

Numerous different associations operate within AYY. Some of these associations use association facilities and the rest would like to have one. Or at least that is what we think in AYY.

However, because belief is not knowledge, we are now reviewing the facility needs and wishes of associations, as well as the use of current facilities. Through the survey, we hope to receive diverse information so that we can take different perspectives into account when considering the use of facilities in the future. We hope to receive answers both from those associations which already use association facilities and those which would like to have one!

Please respond to the survey on behalf of your association at http://lomake.ayy.fi/hallinto/yhdistysten-tilatoiveiden-kartoittaminen

You can respond until Monday, 21 Apr 2014.

Further information: Administrative Director Johanna Pietiläinen (johanna.pietilainen@ayy.fi, 050 520 9434)

 

4. ADD YOUR ASSOCIATION EVENTS TO WAPPU.FI SITE!

May Day is approaching and traditionally the wappu.fi site has been opened. The site gathers together all May Day related events within our community, so that it is as easy as possible to find interesting events and participate in them.

This is an invitation to you: please add your association’s events to the site. Even if the details of your event have not been confirmed yet, please add at least a dummy, so that everyone can take down the date. Event information can be easily updated later after you have registered your user name and password when creating the event. Events will not appear immediately in the calendar but will be added there as soon as possible.

If the site does not work or if you have any questions, you can contact administrators via e-mail: webmaster@ayy.fi

 

5. MILLENIUM PAVILJONKI  EVENT SEEKS ASSISTANTS

Technology Academedy Finland seeks assistants for 10e/h for Millenium Paviljonki  event in Helsinki’s Kansalaistori Square 28.4.-13.5.2014.

Exhibition Guides

We are looking for a minimum of 12 guides to serve as presenters of the Mission Better Life! project exhibition of the Finnish universities of technology from 28 April to 13 May 2014. Your job is to tell visitors about the projects featured in the exhibition according to instructions issued separately. We expect you to be fluent in Finnish and English, and to be customer-oriented. Other languages, Swedish in particular, are considered an asset. The shifts vary in duration depending on the events programme of each day.

Info Guides

We are looking for a minimum of six guides to work at the Millennium Pavilion Info Desk from 28 April to 14 May 2014. You will be in charge of receiving and advising visitors to the pavilion. We expect you to be fluent in Finnish and English, and to be very customer-oriented. Other languages, Swedish in particular, are considered an asset. The shifts vary in duration depending on the events programme of each day. The average shift will be five hours.

Marshals

We are looking for one man and one woman to serve as marshals at the Millennium Technology Prize ceremonies on 7 May 2014.

 

Send in your applications to coordinator Nana Keränen by 28 March 2014. nana.keranen@technologyacademy.fi

 

WOULD YOU LIKE TO INCLUDE YOUR OWN NEWS IN THIS NEWSLETTER?

Please send a brief text by Wednesday, 10am, to the address jarjestoasiat@ayy.fi. The news will be translated so you can submit your text in one language. The content of the newsletter is ultimately edited by AYY’s Organisation and Communications Specialist Kati Penttinen (jarjestoasiat@ayy.fi, tel: 050 520 9442).