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This is AYY’s association newsletter for the week 10/2018
Upcoming events and important dates and events for associations
1st March 12:00 noon–29th March 12:00 noon: Submissions for association notices and operating grant applications (see item 1 and instructions)
20th March at 10:00: Deadline for competitive bidding for organisations for cleaning Ullanlinnanmäki after May Day( see item 3)29th March: Deadline for the main administrator notifications of Otax (see item 4)
8th February–6th April: #LuovutusAalto vol. 3 (more information)
Content of the newsletter
1. IMPORTANT: Submissions for association notices and operating grant applications start on March 1st, at 12:00 noon, and end on March 29th, at 12:00 noon
2. Have you encountered harassment or inappropriate treatment in Aalto? Contact AYY’s harassment contact persons!
3. Does your organisation want to make some money on May Day?
4. The main administrator notifications of Otax must be done by March 29th
1. IMPORTANT: Submissions for association notices and operating grant applications start on March 1st, at 12:00 noon, and end on March 29th, at 12:00 noon
Submissions for association notices and operating grant applications started on Thursday, March 1st, at 12:00 noon, and will end on March 29th, at 12:00 noon.
All associations within AYY must fill out a yearly association notice. Failing to fill out the notice for two consecutive years or submitting an association notice with clearly inadequate information may lead to the association being removed from the AYY Association Register. Only associations belonging to the first list of AYY’s Association Register can apply for operating grants. You can check which list your association belongs to from the TAHLO system when it opens on March 1st, or you can contact the organizational sector before that (jarjestoasiat at ayy.fi).
The operating grant applications and association notices will be handled as soon as possible during April. Any possible delays will be informed of separately.
More information about the operating grants can be found at /en/associations/services/operating-grants/, where you can also find the scoring model that is used for distributing the grants and the amount of grants distributed in the past years. In any unclear matters, please contact the organisational sector (jarjestoasiat at ayy.fi). You can also contact the Organisational Affairs Specialist by phone at 050 520 9442, available from Monday to Friday between 10-14.
NB! Funding for projects outside the regular operations and for new mind-blowing ideas can be applied through the TTE-Fund (http://tter.ayy.fi/hae-avustusta/briefly-in-english/).
Using the association database TAHLO
The association notice is filled out and the operating grants are applied for via the TAHLO system (Operating grant application). The system can be found at http://tahlo.ayy.fi/.
You can log in by using the association’s username and password. These are the same as during the last round of operating grant applications. 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/. If you still have problems logging in, please contact the organisational sector (jarjestoasiat at ayy.fi). If your association does not already have a username and password, please contact the organisational sector immediately (jarjestoasiat at ayy.fi), and they will create a username and password for you. Store the TAHLO password somewhere safe: you will need it again next year.
Take care when filling out the information. The information from the previous year is copied from the old system. The basic information for 2017 (name of the association, address, etc.) are filled out automatically also for this year, so you do not need to fill out all the fields again. You can update the form up until it closes on 29th March, at 12:00, so you do not need to do everything at once. Remember to save your changes before exiting a tab! Please also note that the form has some fields that the association cannot fill in by themselves (for example the class within the Association Register that the association belongs to). These fields will be filled in by the organisational sector.
If you have any problems with the system, spot any spelling mistakes or anything else that is out of place, please notify us at jarjestoasiat(at)ayy.fi. We try to be alert if, for example, the system goes down, but letting us know of any problems will help us react even faster.
NB! Special status associations also need to fill out the Special status tab. This is compulsory for all special status associations. The tab asks you to answer how the association currently fulfils the requirements of a special status association, as laid down in AYY’s association regulations. The information is used to examine the special status and to develop the association field of the Student Union. The information entered into the Special status tab does not affect the operating grant application, but the operating grant possibly awarded to the special status association will not be paid if the information is missing.
If you are only filling out the association notice without applying for the operating grant, you will need:
* Rules in effect
* The annual report for 2017
* The strategy for 2018
* A list of the officers
Fill out the following tabs: General, Board, Facilities and Attachments. Special status associations must also fill out the Special Status tab. You do not need to do anything with the tab labeled Application.
If you are also applying for the operating grant, you will need:
* Rules in effect
* The annual report for 2017
* The financial statement, balance sheet, profit and loss statement for 2017
* The strategy for 2018
* The budget for 2018
* A list of the officers
If you are going to be late with any of the documents, for example because of the date of the annual meeting, please let the organisational sector know well in advance (jarjestoasiat at ayy.fi)! Additional time can be granted for good reasons, but missing documents will count negatively towards the awarded grant.
Take good care when filling out the tabs, especially the Operating Grant Application. The operating grants will be distributed according to the scoring model: /wp-content/uploads/Pisteytysmalli_ENG.pdf. Make sure to answer all the questions carefully, as points will be distributed according to your answers.
Profile on the AYY website
A prerequisite for the operating grant is an association profile on the AYY website. The profile needs to exist in at least one of the official languages (Finnish or Swedish) and in English. The most important thing is that all association profiles can be found in all three language versions. You do not need to translate the profiles into all three languages; two out of three is sufficient. For example, the profile can be found in Finnish on the Finnish site (ayy.fi) and in English on the English and Swedish sites. You can add the translations from the editing page: under the Language bar on the right-hand side, you will find a section called Translations or Translate this Document.
Every association is responsible for updating their profile and its translated version. If there is no one in your association who knows either one of the official languages (Finnish or Swedish), please contact the Organisational Affairs Specialist.
You can edit the profile by logging in at /wp-admin/. The username is usually the abbreviation the association uses of itself. If you have forgotten the password, you can reset it via the login page. The usernames are usually connected to the e-mail address of the association’s board, so you should receive the confirmation e-mail there. If you have any problems, please contact the organisational sector (jarjestoasiat at ayy.fi).
2. Have you encountered harassment or inappropriate treatment in Aalto? Contact AYY’s harassment contact persons!
AYY has harassment contact persons, a man and a woman who are AYY employees. Members of Aalto community can be in contact with a harassment contact person if they have themselves experienced or encountered harassment in the university community, including the Student Union’s activities, the student organization’s activities, or during study events. Harassment contact persons provide assistance in identifying harassment and provide counseling, discussion assistance, and, if needed, assist in resolving the situation. The queries are directed to other services or to contact authorities or university staff if the need arises and the person who made contact so wishes.
All contacts are confidential, and their content is not collected in the Student Union, nor is it communicated to anyone without the consent of the person who has contacted the harassment contact person.
The current harassment contact persons are:
Minna Mäkitalo, harassment contact person hairinta-nainen@ayy.fi telephone 050 520 9438
Lauri Jurvanen, harassment contact person hairinta-mies@ayy.fi telephone 050 520 9438
Harassment or inappropriate behavior may occur as verbal or nonviolent offense, unwanted physical touch, threats, unwanted communication, exclusion from a community, or otherwise hindering one’s chances of participating in the community’s activities in an inappropriate way. The experience of harassment is subjective, and what is offensive and distressing and qualifies as harassment varies from one person to another, so the most important thing is how a person experiences the situation.
Do not hesitate to contact the harassment contact persons if you suspect that you or someone you know has been harassed and needs help. We also give advice to organizations.
Best Wishes,
Harrasment contact persons Minna & Lauri
Aalto University Student Union (AYY)
3. Does your organisation want to make some money on May Day?
Now there is a good opportunity to do your part for the environment and fill the coffers of your organisation! HYY declares a competitive bidding for organisations for cleaning Ullanlinnanmäki after May Day.
The organisation must commit to provide the full contribution of at least ten people. Cleaning will take place on Wednesday, 2 May, approx. from 7am to 2pm.
Bids by Tuesday, 20 March, 10 am to Julius Uusinarkaus (julius.uusinarkaus(a)hyy.fi). If two organisations make the same bid, the organisation who made the bid first will win. The organisation with the best bid will be contacted on Tuesday, 20 March.
4. The main administrator notifications of Otax must be done by March 29th
Concerning associations that have webpages or IDs at AYY’s web hotel service Otax.
The main administrator notifications of Otax must be done by March 29th. The IDs of accounts from which notifications have not been made will be locked on April 1st, and the site will be closed down.
The notifier must also check the applications that are running, users who have access to the ID, etc. You can find more detailed instructions in the notification form. Please set aside enough time to make the notification and check the site.
You can make the notification at https://lomake.ayy.fi/it/otax-admin-report/?lang=en
More information on Otax and other IT services offered by AYY to associations can be found at https://otax.fi/.
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).
