Grants for Associations

24.2.2017

Submissions for association notices and operating grant applications start on Wednesday, March 1st, at 12:00 noon, and end on April 3rd, at 12:00 noon

Submissions for association notices and operating grant applications start on Wednesday, March 1st, at 12:00 noon, and end on April 3rd, 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 (excluding Thursdays).

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/.

NB! This year, the association notice and operating grant application are done using the updated TAHLO system, so no information can be entered into the old system. The information from the previous years is copied into the new system. The new system opens when the submissions for association notices and operating grant applications start.

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 2016 (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 3rd April, 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.

New section in the application for special status associations

NB! This year, special status associations also need to fill out the new 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 2016

* The strategy for 2017

* 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 2016

* The financial statement, balance sheet, profit and loss statement for 2016

* The strategy for 2017

* The budget for 2017

* 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.

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).

10.2.2017

Association newsletter for the 7/2017

Associations, Grants for Associations, IT Services Leave a comment

Still in translation.

Sorry for the inconvenience

20.1.2017

Association newsletter for the week 4/2017

Association Newsletter, Associations, Grants for Associations, IT Services, Training and Courses Leave a comment

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

This AYY’s association newsletter for the week 4/2017

Upcoming events and important dates and events for associations

Feb 28^th: Fastlagsjippot http://laskiaisrieha.fi/
Sep 8th: Opening ceremonies for the academic year 2017-2018

Content of the newsletter

The first application round of TTE-Fund in 2017: DL 22nd of Jan at 23:59!
The main administrator notifications of Otax must be done by 29.3
AYY’s lost property practices have changed
Presentations from AYY’s association training online
Join Laskiaisrieha with your association on February 28th

The first application round of TTE-Fund in 2017: DL 22^nd of Jan at 23:59!

The first application round of TTE-Fund in 2017 is open! The fund may grant financial aid for all AYY members and the association within it. TTE-Fund supports visible activities that reach for the stars and make other people excited.

You can apply for grants from TTE-Fund in two ways: through the application rounds arranged approximately three times a year and through the continuous application period which is open during the academic terms. During the continuous application period, you can apply for the grants with the maximum of 2000€, whereas the amount of project grants during the actual application rounds is not limited.

The first application round of 2017 will end on Sunday, 22 January 2017, at 11.59pm. Instructions for the application and its attachments are available on the website of the fund at http://tter.ayy.fi/. The grant can be applied for with an online form which is available at: https://lomake.ayy.fi/tter/hakulomake/

Deadlines for the application rounds of spring 2017 and other additional information is available on TTE-Fund’s website at http://tter.ayy.fi/. Also check out the facebook site at www.facebook.com/tterahasto.

The main administrator notifications of Otax must be done by 29.3

Concerning associations which have webpages or IDs at AYY’s web hotel service Otax.

The main administrator notifications of Otax must be done by 29.3. In the case of those accounts from which notifications have not been made, the IDs will be locked on 1.4. and the site will be closed down.

At the same time, the notifier must check the applications that are running, users who have access to the ID etc. You can find more detailed instructions on the notification form. Set aside enough time to make the notification and check the site.

You can make a notification at https://lomake.ayy.fi/it/yllapitajailmoitus/.

More information Otax and other IT services offered by AYY to associationns can be found at https://otax.fi/.

AYY’s lost property practices have changed

Up till now, it has been possible to bring objects from clothes and bags to items of value to AYY, found in the one-off rental premises of AYY or the campus area. Due to a lack of resources, the lost property service has discontinued at the end of 2016 and lost items will not be accepted at the office of AYY.

This means that passing on clothes or bags found in the premises of AYY or the campus to lost property offices or their owners is at the responsibility of the event organisers. It will only be possible to bring phones, wallets, keys and spectacles to the service point of AYY. Travel cards found are to be returned to the service points of HSL or given to bus drivers, who will pass them on to HSL.

Presentations from AYY’s association training online

Most of the presentations from the Finnish association training can now be found on AYY’s website at /yhdistykset/palvelut/koulutus-ja-kurssit/yhdistyskoulutus/.

Some of the presentations are still missing, but all of them will be uploaded on the website as soon as possible.

Join Laskiaisrieha with your association on February 28th

Laskiaisrieha 2017 will be organised, by tradition, on Feb 28th, 2017 in Kaivopuisto park, Helsinki. Things are about to get wild with music, competitions, and of course the legendary Academic downhill race! More information about the event on Facebook and at http://laskiaisrieha.fi! Vapaateekkarit welcome all associations to bring their own tent, party gear, grill, and other crazy things to Ullanlinnanmäki and spread winter joy to the whole crowd! Please notify us about your association’s arrival by sending an email to info@laskiaisrieha.fi at least one week before the event so we can prepare for your arrival.

NB! It is NOT allowed to bring vehicles/trailers, etc. with wheels on the lawn at Ullanlinnanmäki, nor is it allowed to attach structures or for example tent pegs into the lawn.
More information about the event on Facebook and at http://laskiaisrieha.fi!

See you at Ullis!

Ilkka Särkiö
Communications officer for Laskiaisrieha
0442816080
info ät laskiaisrieha.fi
Vapaateekkarit

13.1.2017

Association newsletter for the week 3/2017

Association Newsletter, Associations, Contact Information, Grants for Associations, IT Services, Rental of facilities, Rules and responsibilities, Training and Courses Leave a comment

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

This is AYY’s association newsletter for the week 3/2017.

Upcoming events and important dates and events for associations

Jan 16th: AYY’s Association Training in English, sign up https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english-jan-2017/
Feb 28^th: Laskiaisrieha, http://laskiaisrieha.fi/
Sep 8th: Opening ceremonies for the academic year 2017-2018

Content of the newsletter

AYY’s organisation sector in 2017
AYY’s lost property practices have changed
AYY’s association training in English on January 16th
The first application round of TTE-Fund in 2017 is open!
Pick up you association mail from AYY’s letterboxes
Presentations from AYY’s association training online
Join Laskiaisrieha with your association on February 28th

1. AYY’s organisation sector in 2017

In 2017 the member of the Board responsible of organisational affairs is Ville Myllylä. In addition to organisational affairs, Myllylä’s areas of responsibility as a Board member are facilities and the Council. Ahto Harmo continues as the specialist on communications and organisational affairs. The email for the organisation sector will remain jarjestoasiat@ayy.fi, and the email for facility-related issues is tilat@ayy.fi. To reach IT, email tietotekniikka@ayy.fi.

AYY’s lost property practices have changed

AYY’s association training in English on January 16th

AYY’s association training in English will be held on 16th of January from 4 pm to 7 pm at AYY’s office (Otakaari 11, Espoo (upstairs)).

The training will include communications and the basics for association work, but you can also wish for specific topics.

The target group is English speaking association actives and the space is limited (approx. 20 persons), so please attend only if you are in the target group. Max. 4 persons per association. If there are more than four persons in your association’s actives that are in the target group and they wish to participate, please contact the organizational affairs specialist Ahto Harmo (ahto.harmo@ayy.fi).

You can sign up here: https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english-jan-2017/. Sign up closes on Monday 16th of Jan at 8 am.

The first application round of TTE-Fund in 2017 is open!

The first application round of TTE-Fund in 2017 is open! The fund may grant financial aid for all AYY members and the associations within it. TTE-Fund supports visible activities that reach for the stars and make other people excited.

Pick up you association mail from AYY’s letterboxes

AYY’s association letterboxes are overflowing. Please come and pick up your association mail in order to make space for new mail!

6. Presentations from AYY’s association training online

Most of the presentations from the Finnish association training can now be found on AYY’s website at /yhdistykset/palvelut/koulutus-ja-kurssit/yhdistyskoulutus/.

Some of the presentations are still missing, but all of them will be uploaded on the website as soon as possible.

7. Join Laskiaisrieha with your association on February 28th

See you at Ullis!

Ilkka Särkiö
Communications officer for Laskiaisrieha
0442816080
info ät laskiaisrieha.fi
Vapaateekkarit

23.9.2016

Association newsletter 39/2016

Associations, Grants for Associations, Student Union, Training and Courses Leave a comment

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

This is AYY’s association newsletter for the week 39/2016.

Dear associations, remember to sign up for Campus Expo! The sign up for closes on Monday. For more information read paragraph 2. Sign up at /blog/events/kampuskarkelot-2016/.

Upcoming events and important dates and events for associations

26.9.: Sign up for Campus Expo closes: https://lomake.ayy.fi/aava/kampuskarkelot2016/ (see 2)
28.9.: Campus Expo: /en/blog/events/campus-expo-2016/
30.9.: TTER application round closes (see 5)
2.10.: Survey on training wishes closes: https://lomake.ayy.fi/yhdistykset/kysely-koulutustoiveista-yhdistyksille/
8.12.: AYY Association Training

Content of the newsletter

Survey on training wishes for the associations
Have your association put up a stand at Campus Expo!
Communications 101 for the weekly newsletter
The equality survey of AYY and Aalto University
The third application round of TTE-Fund in 2016 is open until Sep 30 11:59 pm.

Survey on training wishes for the associations

AYY is again organising association training on 8.12. at Design Factory and planning of the training is now beginning. An English session will be arranged separately according to demand. Now we’re hoping that as many associations as possible will reply to the survey regarding the training, which we’ll use to plan the association training of December and possible separate training sessions. There is time to reply to the survey until 2.10. and there’ll be a prize draw for the respondents for a free booking of the premises at either the Otaniemi Tietosauna or the Vaasankatu sauna and cabinet, to be used by 31.5.2017. Note that reservations after Jan 1st 2017 can be made after advance bookings, but you can also use the free reservation in the advance bookin period. More information about advance booking later on.

The link to the survey: https://lomake.ayy.fi/yhdistykset/kysely-koulutustoiveista-yhdistyksille/

Have your association put up a stand at Campus Expo!

AYY and Aava’s Campus Expo will be held this year on Wednesday, September 28 at the Undergraduate Center in Otaniemi. At Campus Expo, you’ll be able to introduce your association and its activities to new students, sell badges for overalls and make new acquaintances. We would like to see lots of stands, so sign up for the event, dear association activist!

During the day, the stands will be up from 10 AM to 2 PM. We will provide you a table and chair, other materials must be brought by the associations themselves. For more information, contact Aava at aava(at)list.ayy.fi.

The deadline for sign-ups is September 26, 11:59 PM.

Link for the sign-up: https://lomake.ayy.fi/aava/kampuskarkelot2016/
FB event: https://www.facebook.com/events/333465500320423/

Communications 101 for the weekly newsletter

The weekly newsletter is published during the academic year on Mondays in three languages. Materials must be sent to tiedotteet@ayy.fi on the Thursday of the previous week by 10 AM. The information officer will then edit the content and send it for translation. If proficiency in a specific language is essential for your notice, state it in the text explicitly, e.g. “The seminar will be in Finnish!” to make sure it will be included in the other language versions. The translations are available for viewing at ayy.fi on Monday – take advantage of them with your Facebook events, for example. Texts delivered in English will be published in English in all language versions.

The optimal length of a notice is about two paragraphs + link for more information. This amounts to about 100 words, 750 characters or 10 lines. The more concise the text, the better. Remember to give your text a catchy title!

By default, one notice is published in the newsletter once. If there are few other notices, one news item may be published several times. The student union’s own announcements and those of organizations operating in the immediate sphere of the union take priority over other news. You can state a desired week of publication for your notice. Also, let us know if the time of publication is crucial for some promotional event, for example. Without any special information/wishes, notices will be published in the newsletter about 1-2 weeks before the big date (i.e. date of the event, deadline for sign-ups).

Questions? Feedback? Suggestions? Contact AYY information officer Henna Palonen at tiedottaja(ä)ayy.fi or 0505209440.

The equality survey of AYY and Aalto University

Have you experienced inappropriate behaviour at student dos? Have you noticed discrimination in teaching situations? In the student associations, does everyone have the same rights? AYY and Aalto University are trying to find answers to these questions and others with an equality survey, the results of which will be utilised in coming projects to further equality.

As a prize, after responding one 100-euro gift card for the Stockmann department store will be drawn amongst those who have submitted their contact details, as well as a number of smaller prizes. The contact details are stored separately and cannot be connected to the replies to the equality survey.

You can get to the survey form from the link below:
https://www.webropolsurveys.com/S/EF26C0B1788DA268.par

The third application round of TTE-Fund in 2016 is open until Sep 30 11:59 pm.

The third application round of TTE-Fund in 2016 is open! The fund may grant financial aid for all AYY members and the association within it. TTE-Fund supports visible activities that reach for the stars and make other people excited!

The third application round of 2016 will end on Friday, 30th of September 2016, at 11:59 pm. Instructions for the application and its attachments are available on the website of the fund at http://tter.ayy.fi/. The grant can be applied for with an online form which is available at: https://lomake.ayy.fi/tter/hakulomake/.

Deadlines for the application rounds 2016 and other additional information is available on TTE-Fund’s website at http://tter.ayy.fi/. Also check out the facebook site at http://facebook.com/tterahasto.

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

Please send a brief text by Wednesday, 10am, to the address tiedotteet@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 Organisational Affairs and Communications Specialist Ahto Harmo (ahto.harmo@ayy.fi, tel: 050 520 9442).

16.9.2016