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30.11.2018

Association newsletter week 49/2018

Association Newsletter, IT Services, Rental of facilities, Training and Courses, Yhdistystiedote Leave a comment

If you want to receive the AYY association newsletter by email, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

 

This is the AYY association newsletter for week 49/2018

A long newsletter with lots of information: Take a look at the materials from this week’s association training at yhdistysopas.ayy.fi/?lang=en and get familiar with the other contents of the brand-new Association Guide as well (items 1 and 2). For some, the advance booking of facilities starts next week already (item 3). Also, a final reminder of the applications to AYY volunteers and Hallopeds (items 7 and 8)! The association newsletter takes a break next week because of Independence Day.

 

Upcoming events and important dates for associations
30 Nov: My Career in Finland (https://www.facebook.com/events/346231852815021/)
3 Dec: Application to AYY Sections ends (item 7, ayy.fi/stop/en/)
3 Dec: Application to Hallopeds ends (item 8, /en/blog/2018/10/29/ayy-hakee-hallinnon-opiskelijaedustajia-vuodelle-2019/)
3 Dec: Application to person in charge of the AYY10 anniversary year ends (ayy.fi/stop/en/)
6 Dec: Independence Day procession (item 4, https://www.facebook.com/events/190259045237061/)
17 Dec: Futuretalks: Facing/Fading Frontiers (/en/blog/events/futuretalks-facing-fading-frontiers/)
31 Dec: Application to AYY Committees ends (item 7, /stop/en/)
15 Jan: Association training in Mikkeli

 

Contents of the newsletter
1. Here you are – the new Association Guide!
2. Association training materials available now
3. Advance booking of AYY’s rentable facilities starting soon!
4. Students of the metropolitan area celebrate Finland’s independence in the Independence Day Procession on 6 Dec
5. Version update in the IT services used by associations
6. Want KY’s pool table for your association?
7. Final reminder: Apply to AYY’s Sections or Committees for 2019!
8. Final reminder: Should the University change? Apply to Student representative in administration!
9. Store traces of your association operations in history

 

1. Here you are – the new Association Guide!
This year, the Organisation Sector has been working on the new Association Guide, and it’s finally ready! The Guide features a multitude of information that associations operating within AYY need to support their operations. The themes cover founding an association, its financial management, administration and equality alike. And plenty of other things! In addition, the extensive Materials bank helps you find essential external sources of information. Right now, the sections regarding the financial statement are particularly topical for many.

The Association Guide can be found here: https://yhdistysopas.ayy.fi/?lang=en

It is advisable to go through this website carefully at the beginning of your term in office and to keep returning to it along the way. Feedback is definitely welcome, as there are always little things to fix. There are still a few sections missing from the Swedish and English versions, but these will be uploaded as soon as the translations are completed.

In the future, you should first look for answers in the Association Guide and only afterwards contact the Organisation Sector: jarjestoasiat(a)ayy.fi.

 

2. Association training materials available now
This week’s three association training sessions are done and dusted. Thanks to all participants for your activity and for coming along. The training materials for both the basic package and the themed day are being gathered into the Association Guide at https://yhdistysopas.ayy.fi/training-materials/?lang=en.

The missing materials will be uploaded onto the site once we receive them from the trainers. Make sure to also tip off your buddies on the Board about these. The training materials are only published in the language the training was held in.

We are hoping for feedback from those who attended the association training, as well as those who could not make it. What was good and what needs to be worked on? On the other hand, why was the day or the themes not suitable for you this time around? On both forms, you can also share your hopes for training in 2019.

Feedback form for the basic package on 27 Nov: http://lomake.ayy.fi/yhdistykset/palaute-peruspaketti-2018/ (in Finnish)

Feedback form for the themed day on 28 Nov: https://lomake.ayy.fi/yhdistykset/palaute-teemapaiva-2018/ (in Finnish)

Thank you so much to those who took part, and lots of luck for next year! And remember to always contact the Organisation Sector when you feel like it: jarjestoasiat(a)ayy.fi.


3. Advance booking of AYY’s rentable facilities starting soon!
The advance booking of AYY’s rentable facilities, also known as tilakähmyt, will start on Monday 3 Dec 2018 for associations. As usual, the bookings are made using AYY’s own booking system TILA. TILA can be found at https://tila.ayy.fi/, and users can log on with the Aalto University IT user details. The easiest way to get started is to read the instructions behind the Help link in the menu bar at the top of the page.

You can make advance bookings for the period of Mon 7 January 2019–Sun 11 August 2019.

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

  1. AYY’s internal operators, reservation period 21 Nov–3 Dec 2018. The reservation period ends at 10.00 am on Mon 3 Dec 2018.
  2. Special status associations 3 Dec–11 Dec 2018. The reservation period begins at 12 noon on Mon 3 Dec and ends at 12 noon on Tue 11 Dec. The booking session will be held in Otaniemi from 4.30 pm onwards on Tue 11 Dec 2018 (information will be sent via email to associations as soon as the conference room is confirmed).
  3. Other associations in the 1st list on 12 Dec–18 Dec 2018. The reservation period begins at 12 noon on Wed 12 Dec and ends at 12 noon on Tue 18 Dec.

The booking session will be held in Otaniemi from 4.30 pm onwards on Tue 18 Dec 2018 (information will be sent via email to associations as soon as the conference room is confirmed).
A few notes about the making of reservations:

  • In advance booking, facilities are reserved under the name of associations. The activation key has been sent to the email address provided by an association (usually, this is the mailing list address of the association’s Board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA, if necessary.
  • If you receive representation rights for a group, the message subject is “TILA: Activation key for group GROUP NAME”. The activation key can only be used once, so the person who has first logged on to the system may add representation rights to suitable persons in the group in order to make reservations. The reservation right is only activated for the associations that have filled in the association notice and whose information has been updated to the association register this year.
  • Enter the event name in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at the later stages of the booking session.
  • Please note that AYY’s internal reservations are mainly permanent.
  • Any reservations for anniversaries and anniversary brunches made by special status associations take priority compared to other reservations made by other associations. Reservations made by special status associations will be confirmed when their reservation period ends. In the first booking session, we will clarify the possible duplicate reservations of special status associations. The special status associations do not have to come to the second booking session to defend their reservations.
  • Duplicate bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations that do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username in the advance booking session, so please bring your laptop in order to get the event running smoothly.
  • When making reservations for long periods of time, please bear in mind that you MUST come to the associations’ advance booking session to give grounds for the bookings made. If needed, AYY will also contact the associations in advance.
  • Only reserve the facility for times when you really need it. If possible, please avoid reservations in Smökki for the following times: PO has rehearsals at Smökki every Monday at 6 pm–9 pm & RWBK at Smökki every Tuesday at 5 pm–10 pm. Please avoid sitsit on Mondays & Tuesdays.
  • There will be small changes in the prices starting 7 Jan 2019. The price list can be found here: ayy.fi/en/price-list

Please note! Due to renovations, there are some exceptions:

  • Gorsu, Living Room and Tatami Hall cannot be booked for the following time period: 7 Jan 2019–3 Mar 2019.
  • Multi-facility Hall cannot be booked for the following time period: 7 Jan 2019–5 May 2019.
  • Takka Cabinet, Game Room, Sitsi Kitchen and Rooftop Sauna cannot be booked for the following time period: 7 Jan 2019–11 Aug 2019.

If you have not received your confirmation code for the user group that you represent or if you have any other questions related to the advance booking sessions, please contact AYY’s Service Manager: riitu.nuutinen (a) ayy.fi.

 

4. Students of the metropolitan area celebrate Finland’s independence in the Independence Day Procession on 6 Dec
The student unions of the metropolitan area are celebrating the Finnish Independence Day on 6 Dec together, as they did last year. The event is organised by the metropolitan area’s student unions HYY, AYY, TaiYo, SHS, Kadettitoverikunta, METKA and Helga. Everyone is welcome to join the procession, torches and lights will be offered by the organisers at the start of the procession. Associations can take part in the procession with their own official flag.

Instructions and the schedule for the event can be found at https://itsenaisyyspaiva.ayy.fi/?lang=en.

The FB page for the event is at https://www.facebook.com/events/190259045237061/.

AYY traditionally offers its operators the following services:

-Flag taxi:
The association’s flag must be delivered to the service point (Otakaari 11) by 4 pm on Monday 3 Dec 2018 AND recorded in the transport list. Make sure you record the flag in the list, as only the flags in it will be taken along. The flags will be returned to the same location, where they should be picked up by Friday 7 Dec.

-Flag carrying belts and heralds’ sashes in the colours of Finland:
The Student Union has a limited number of flag carrying belts as well as blue-and-white heralds’ sashes that suit all flags to lend out. Bookings – first come, first served – by email to arkisto@ayy.fi, and on the day, the equipment will be by the flags at the organising point.

For the duration of the procession, flagbearers and heralds can safely leave their bags in the operation vehicle that goes to the Senate Square. When you hand in your flags for the return delivery, you will get back the things you left for safekeeping. Flagbearers and heralds must not have bags when they are performing their tasks.

More information: niina.palm(a)ayy.fi

 

5. Version update in the IT services used by associations
Otax.fi is the web hotel AYY offers its associations which offers website services and mailing lists. A php version update takes place in otax.fi on 8 December. For the update, service users should make sure that their website is functional before the change. For the change, a separate server will be set up alongside otax.fi from which the updated version can be found.

Check whether the person in charge of your association’s website on AYY’s server is on the mailing list on which the dates and version numbers of the change are explained in more detail. If they have missed signing up for the mailing list, they can do this at https://list.ayy.fi/mailman/listinfo/otax-web-masters.

In all of your association’s IT-related matters, you can contact tietotekniikka(a)ayy.fi.

 

6. Want KY’s pool table for your association?
Need something to do in your shared apartment or brighten up your Guild room? KY is giving away a pool table for free! The table measures 250 cm x 150 cm and is not in perfect shape, but that doesn’t stop a good game from being played on it! You will also get the balls, some cues and chalk packets. You can arrange a time to have a look at the table at Saha (Konemiehentie 4). We are hoping for a quick pickup but, above all, that the table would find a new home!

Queries: KY’s service secretaries, palvelu@kyweb.fi or tel. 040 353 8283 (Mon–Thu at 1–5 pm).

Pictures: https://drive.google.com/drive/folders/1b8MrGSJyJXSJ1mU-yrBuCxote-5uYZkY?usp=sharing

 

7. Final reminder: Apply to AYY’s Sections or Committees for 2019!
The composition of AYY’s Board for next year was officially decided in the Representative Council’s meeting yesterday! This means that the deadlines for this autumn’s volunteer recruitment are nearing: applications to AYY Sections’ members and to Hallopeds (student representative in administration) will close on 3 Dec. To the Committees, you can apply for the whole of December.

There are all kinds of positions on offer: for example, you can apply to join the organising of the Wappu Party (Teekkari Section/Party Committee) or the Aalto Afterparty (Aava/Afterparty Committee), to execute various sporting events (Aava/Outdoor Sports Committee), to renovate rentable facilities (Campus Section) or to advocate student benefits as an Aalto Halloped.

Or maybe you would like to do something unique? Apply to be in charge of the AYY10 anniversary year, and you will get right into the heart of conceptualising and executing the anniversary year and the 10th annual ball itself.

Learn more about all of the volunteer posts at ayy.fi/stop/en/! You can also get further information by following the social media channels of the Sections and AYY.


8. Final reminder: Should the University change? Apply to Student representative in administration!
Student representatives in administration, or Hallopeds, are regular students who participate in the decision-making and development of the University. Students are the best experts on their own studying and the everyday of teaching. There are more than 250 posts up for grabs. The Student Union appoints the Hallopeds for a one-calendar-year term, and all members of the Student Union are eligible to apply. The application is open until 3 Dec 2018.

There are student representatives in the degree programmes, departments, schools and the University’s central administration. The organs include the academic affairs committees, educational councils and various other committees. The Student Union, the persons in charge of Hallopeds and the organisations’ persons in charge of studies will support the advocacy work.

The official call for applications and a list of positions for 2019: /en/blog/2018/10/29/ayy-is-looking-for-student-representatives-for-2019/

The Student Union’s Halloped regulations: https://inside.ayy.fi/pages/viewpage.action?pageId=12615832&preview=/12615832/17268748/Halloped_ohjesaanto_EN.pdf

For further information, contact laura.luoto(a)ayy.fi or minna.makitalo(a)ayy.fi.

 

9. Store traces of your association operations in history
Is it easy to forget archiving? What is it necessary and worthwhile to archive in the first place? Now is a good time to grab hold of the topic, before many of the operators change.

The archive of Aalto University Student Union offers the associations operating within it storage space, equipment and advice on archiving. Archiving is meant to give future operators a vivid idea of the association’s operations. It is worth archiving all self-produced materials relating to the association’s operations as well as other materials that might interest the next generations, all marked appropriately. Tips for limiting your archiving can be found, for example, on the Yhdistystoimijat website (in Finnish).

What is important is that archiving is kept in mind and executed throughout the year. Don’t be afraid to ask for some tips and contact arkisto(a)ayy.fi.

 

 

WANT YOUR NEWS IN THIS NEWSLETTER?

Send us your short text by 10 am on Wednesday to tiedotteet (a) ayy.fi. The news will be translated, so you only have to use one language. The newsletter takes a break on Friday 7 Dec after Independence Day.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/ayy-info-fi

11.5.2018

Association newsletter week 20/2018

Association Newsletter, Associations, IT Services, Rental of facilities, 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 20/2018

Upcoming events and important dates and events for associations
13th May: Flower Day (https://www.facebook.com/events/768441560027114/)
17th May: Advance booking of AYY’s one-time rental facilities I (see item 1)
24th May: Advance booking of AYY’s one-time rental facilities II (see item 1)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 3)
27th May: Last day to sign up your events into the yearly calendar (see item 4)
31st May: Junk bike collection ends
(/en/student-union/volunteering/sections/campus-section/collecting-of-abandoned-bicycles/)
6th October: SAVE THE DATE: The Otaniemi Night of Arts (see item 2)
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. The Year of Arts
3. GDPR – ways to collect, store and use personal information
4. Association events into the yearly calendar 2018-19

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

The advance booking of AYY’s one-time rental facilities for associations starts on Thursday, the 4th of 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).
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. The Year of Arts
This year, AYY is celebrating the Year of Arts! The aim of the Year of Arts is to highlight the creativity and artistic activities of the entire Student Union. Let’s welcome all the ARTS students to our shared Otaniemi campus with this theme!

The Year of Arts is not just a project for the Student Union’s Central Office, but also a theme that involves the sections and associations. The theme of the year is visible in the Student Union’s activities in many ways, but above all, AYY wants to encourage all associations working within its sphere of influence to take art into account and bring it out in their own activities. Art should look like its creator, so open your mind and experiment!

The Otaniemi Night of Arts is the highlight of the Year of Arts. It is a cross-artistic city festival, consisting of several events in the campus area. Content made by students form the essence of the event, and the target group is the Aalto community and Espoo. The Otaniemi Night of Arts will be held on Saturday, the 6th of October, and we hope that all associations operating within the Student Union will take part in it to organize high-quality events! Registration opens soon, so keep your eyes and ears open and start brainstorming ideas with your association!

If you have any questions related to the Year of Arts, please contact Tero Uuttana at tero.uuttana (a) ayy.fi.

3. GDPR – ways to collect, store and use personal information

Is your association still unclear on how to collect or store event sign-ups in accordance with the requirements of the new EU General Data Protection Regulation? How to make sure that only the people concerned can access the information?

We have collected various implementation methods at https://inside.ayy.fi/display/TIET/Tietosuoja (requires logging in with your Aalto University ID). The regulation will come into effect already in two weeks, on the 25th of May 2018!

4. Association events into the yearly calendar 2018-19

AYY and TOKYO are creating a design calendar for the year 2018-19 to celebrate the move of ARTS to Otaniemi. The design calendar is handed out free of charge to members, like the traditional AYY calendar. The calendar will contain a list of events organized by organizations associations operating within AYY’s sphere of influence.

Go and add your association’s upcoming events into the following Excel Online file: https://ayyfi.sharepoint.com/:x:/g/viestinta/EfOsbZ0GgGJPoPUEaVel0Z8BOxInnozQmq3uNDIXYcd0Mg?e=6ZtQR2 Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar!

Also check out the article on the new yearly calendar: /en/blog/2018/04/09/presenting-the-design-calendar-for-year-2018-19/

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).

4.5.2018

Association newsletter week 19/2018

Association Newsletter, Associations, Grants for Associations, IT Services, Rental of facilities 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 19/2018

Now is a good time to start planning new event ideas for the autumn by booking a date and place for your event at AYY’s advance booking! When making reservations, remember the Otaniemi Night of Arts on the 6th of October and the association training on the 28th of November, as you don’t want to miss these events!

Upcoming events and important dates and events for associations
5th May: Village cleanup (https://www.facebook.com/events/163293011045218/)
7/8th May: GDPR consultations (see item 4)
13th May: Flower Day (https://www.facebook.com/events/768441560027114/)
17th May: Advance booking of AYY’s one-time rental facilities I (see item 1)
24th May: Advance booking of AYY’s one-time rental facilities II (see item 1)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 4)
27th May: Sign up your events into the yearly calendar (see item 6)
31st May: Junk bike collection ends
(/en/student-union/volunteering/sections/campus-section/collecting-of-abandoned-bicycles/)
6th Oct: SAVE THE DATE: The Otaniemi Night of Arts (see item 2)
28th Nov: SAVE THE DATE: Association training, Design Factory (see item 3)

Content of the newsletter
1. Advance booking of AYY’s one-time rental facilities starts TODAY on the 4th of May 2018
2. The Year of Arts
3. Important dates for the autumn of 2018
4. GDPR consultations – EU’s General Data Protection Regulation is coming
5. The processing of operating grants has been delayed
6. Association events into the yearly calendar 2018-19

 

1. Advance booking of AYY’s one-time rental facilities starts TODAY on the 4th of May 2018

The advance booking of AYY’s one-time rental facilities for associations starts on Thursday, the 4th of 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 (the venue will be confirmed later).
  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 (the venue will be confirmed later).

A few notes about making reservations:

  • TILA can be found at https://tila.ayy.fi/. Users must log in to the system with their Aalto University IT username, using the same logging system as when using Into, for example. The easiest way to get started is to read the instructions behind the Instructions/Help link, found in the menu bar at the top of the page.
  • During advance booking, facilities are reserved under the name of the association. The activation key has been sent to the email address provided by the association (usually, this is the mailing list address of the association board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA if necessary.
  • If you receive representation rights to a group, the message subject will be “TILA: Activation key for group GROUP NAME”. After this, the persons who have received the invitation can distribute representation rights to others through TILA.
  • Enter the name of the event in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at later stages of the booking session.
  • Please note that AYY’s internal reservations are mainly permanent.
  • Any reservations for anniversaries and anniversary herring brunches made by special status associations take priority over reservations made by other associations. Reservations made by special status associations will be confirmed when the corresponding reservation period ends. Overlapping reservations made by special status associations will be clarified in the first booking session.Special status associations do not have to come to defend their reservations to the second booking session.
  • Overlapping bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations that do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username at the advance booking session, so please bring your laptop in order to make the event run smoothly.
  • When making reservations for long periods of time, please bear in mind that you MUST come to the associations’ advance booking session to give grounds for the bookings made.  If needed, AYY will also contact the associations in advance.
  • Only reserve a facility for the time when you really need it. If possible, please avoid reservations in Smökki at the following times: PO has rehearsals at Smökki every Monday from 18:00 to 21:00, and RWBK has rehearsals at Smökki every Tuesday between 17:00 and 22:00. Please avoid reserving Smökki for sitsi parties on Mondays & Tuesdays.
  • The prices for internal operators and associations will stay the same as during the previous booking period. The price list can be found here: ayy.fi/en/price-list

Please note! There are some exceptions due to renovations:

  • Gorsu, Living Room, Multi-facility Hall and Tatami Hall cannot be booked starting from the 13th of August 2018.
  • OK20 upstairs cannot be booked starting from the 30th of November 2018.
  • The Rooftop Sauna, Game Room, Sitsi Kitchen and Takka Cabinet cannot be booked starting from the 10th of December 2018.

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. The Year of Arts

This year, AYY is celebrating the Year of Arts! The aim of the Year of Arts is to highlight the creativity and artistic activities of the entire Student Union. Let’s welcome all the ARTS students to our shared Otaniemi campus with this theme!

The Year of Arts is not just a project for the Student Union’s Central Office, but also a theme that involves the sections and associations. The theme of the year is visible in the Student Union’s activities in many ways, but above all, AYY wants to encourage all associations working within its sphere of influence to take art into account and bring it out in their own activities. Art should look like its creator, so open your mind and experiment!

The Otaniemi Night of Arts is the highlight of the Year of Arts. It is a cross-artistic city festival, consisting of several events in the campus area. Content made by students form the essence of the event, and the target group is the Aalto community and Espoo. The Otaniemi Night of Arts will be held on Saturday, the 6th of October, and we hope that all associations operating within the Student Union will take part in it to organize high-quality events! Registration opens soon, so keep your eyes and ears open and start brainstorming ideas with your association!

  

3. Important dates for the autumn of 2018

A few dates relevant to Aalto people and association actives have been confirmed for the autumn of 2018. The Otaniemi Night of Arts, which celebrates AYY’s Year of Arts, will be held on Saturday, the 6th of October. An important association training for new association actives will be held on Wednesday, the 28th of November. The Lakinlaskijaiset, an important event for technology students, will be held exceptionally on the 1st of October, and the Teekkari Tradition Week will be celebrated during week 45.

Write down the dates in your association’s calendar already! Remember also to take these dates into account when planning your event calendar for the autumn and when booking facilities.

You can read more about the thoughts of the people responsible for the Year of Arts here: /en/blog/2018/03/26/year-of-arts-celebrates-aalto-creativity/
You can send your wishes regarding the association training to AYY’s Association Sector at: jarjestoasiat (a) ayy.fi

 


4. GDPR – EU’s General Data Protection Regulation is coming
Starting from the 25th of May, all organizations handling personal information must comply with the new EU General Data Protection Regulation (GDPR).

If your association is in need of last-minute consultation, we are arranging open appointments on the 7th and 8th of May at our central office in Finnish and in English. You can reserve your appointment here: https://inside.ayy.fi/display/TIET/General+Data+Protection (requires signing up with your Aalto University ID).

Behind the same link, you can also find general guidelines for preparing for the General Data Protection Regulation, as well as example documents for the privacy statements and the data protection policy for associations. The material of the training held on the 9th of April has also been added to the page in three languages.

If you have any questions related to the GDPR, please contact AYY’s IT expert at petteri.nummela(a)ayy.fi.

 

 

5. The processing of operating grants has been delayed
The processing of associations’ operating grant applications has been delayed. We aim to score the applications in May, and the information on the grant decisions will be sent to associations as soon as possible. Operating grants can be paid once all the terms of the grant have been fulfilled and any missing appendices have been sent to jarjestoasiat(a)ayy.fi.

After the grants have been paid, post-announcement opens for associations that have not yet submitted their association notice. Associations can no longer apply for operating grants at this point. If an association fails to submit an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s association register. The schedule for the post-announcement will be announced later in the association newsletter.

 

6. Association events into the yearly calendar 2018-19

AYY and TOKYO are creating a design calendar for the year 2018-19 to celebrate the move of ARTS to Otaniemi. The design calendar is handed out free of charge to members, like the traditional AYY calendar. The calendar will contain a list of events organized by organizations associations operating within AYY’s sphere of influence.

Go and add your association’s upcoming events into the following Excel Online file: https://ayyfi.sharepoint.com/:x:/g/viestinta/EfOsbZ0GgGJPoPUEaVel0Z8BOxInnozQmq3uNDIXYcd0Mg?e=6ZtQR2 Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar! For further information, please contact siiri.liitia(a)ayy.fi.

Also check out the article on the new yearly calendar: /en/blog/2018/04/09/presenting-the-design-calendar-for-year-2018-19/

 

 

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).

27.4.2018

Association newsletter week 18/2018

Association Newsletter, Associations, IT Services, Rental of facilities 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 18/2018

The Wappu frenzy is at its wildest, but next week, you should turn your gaze towards the autumn, as the advance booking of AYY’s one-time rental facilities starts on the 4th of May. Remember also to put the documents related to the EU’s General Data Protection Regulation in order as soon as possible. But for now, have a fantastic Wappu!

Upcoming events and important dates and events for associations
5th May: Village cleanup (https://www.facebook.com/events/163293011045218/)
13th May: Flower Day (https://www.facebook.com/events/768441560027114/)
17th May: Advance booking of AYY’s one-time rental facilities I (see item 2)
19th May: AYY 8th Annual Ball (https://www.vuosijuhlat.fi/)
24th May: Advance booking of AYY’s one-time rental facilities II (see item 2)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 1)
27th May: Sign up your events into the yearly calendar
31st May: Junk bike collection ends
(/en/student-union/volunteering/sections/campus-section/collecting-of-abandoned-bicycles/)

More important dates: www.wappu.fi and the Whappu application.

Content of the newsletter
1. GDPR – EU’s General Data Protection Regulation is coming
2. Advance booking of AYY’s one-time rental facilities starts on the 4th of May 2018
3. Village cleanup on Sat, the 5th of May
4. Association events into the yearly calendar 2018-19

 

1. GDPR – EU’s General Data Protection Regulation is coming
Starting from the 25th of May, all organizations handling personal information must comply with the new EU General Data Protection Regulation (GDPR).

If your association is in need of last-minute consultation, we are arranging open appointments on the 7th and 8th of May at our central office in Finnish and in English. You can reserve your appointment here: https://inside.ayy.fi/display/TIET/General+Data+Protection (requires signing up with your Aalto University ID).

Behind the same link, you can also find general guidelines for preparing for the General Data Protection Regulation, as well as example documents for the privacy statements and the data protection policy for associations. The material of the training held on the 9th of April has also been added to the page in three languages.

If you have any questions related to the GDPR, please contact AYY’s IT expert at petteri.nummela(a)ayy.fi.

 

2. Advance booking of AYY’s one-time rental facilities starts on the 4th of May 2018

The advance booking of AYY’s one-time rental facilities for associations starts on Thursday, the 4th of 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 (the venue will be confirmed later).
  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 (the venue will be confirmed later).

A few notes about making reservations:

  • TILA can be found at https://tila.ayy.fi/. Users must log in to the system with their Aalto University IT username, using the same logging system as when using Into, for example. The easiest way to get started is to read the instructions behind the Instructions/Help link, found in the menu bar at the top of the page.
  • During advance booking, facilities are reserved under the name of the association. The activation key has been sent to the email address provided by the association (usually, this is the mailing list address of the association board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA if necessary.
  • If you receive representation rights to a group, the message subject will be “TILA: Activation key for group GROUP NAME”. After this, the persons who have received the invitation can distribute representation rights to others through TILA.
  • Enter the name of the event in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at later stages of the booking session.
  • Please note that AYY’s internal reservations are mainly permanent.
  • Any reservations for anniversaries and anniversary herring brunches made by special status associations take priority over reservations made by other associations. Reservations made by special status associations will be confirmed when the corresponding reservation period ends. Overlapping reservations made by special status associations will be clarified in the first booking session.Special status associations do not have to come to defend their reservations to the second booking session.
  • Overlapping bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations that do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username at the advance booking session, so please bring your laptop in order to make the event run smoothly.
  • When making reservations for long periods of time, please bear in mind that you MUST come to the associations’ advance booking session to give grounds for the bookings made.  If needed, AYY will also contact the associations in advance.
  • Only reserve a facility for the time when you really need it. If possible, please avoid reservations in Smökki at the following times: PO has rehearsals at Smökki every Monday from 18:00 to 21:00, and RWBK has rehearsals at Smökki every Tuesday between 17:00 and 22:00. Please avoid reserving Smökki for sitsi parties on Mondays & Tuesdays.
  • The prices for internal operators and associations will stay the same as during the previous booking period. The price list can be found here: ayy.fi/en/price-list

Please note! There are some exceptions due to renovations:

  • Gorsu, Living Room, Multi-facility Hall and Tatami Hall cannot be booked starting from the 13th of August 2018.
  • OK20 upstairs cannot be booked starting from the 30th of November 2018.
  • The Rooftop Sauna, Game Room, Sitsi Kitchen and Takka Cabinet cannot be booked starting from the 10th of December 2018.

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


3. Village cleanup

Did you end up littering during Wappu? Join us in the Otaniemi village cleanup, organized on the 5th of May 2018, starting at 14:00! The cleanup will focus on tidying the Otaniemi environs after the effects of Wappu. Trash is being collected in teams from campus and the yards of tenements, thus committing to beautifying the village. At the end of the cleanup, the beach sauna is warmed up to provide some relaxation for the exhilarated cleanup crew, starting at 18:00. In addition to the sauna, there are also refreshments served.

WHAT? Village cleanup
WHERE? Otaniemi, sauna afterwards at Rantsu
WHEN? Saturday 5th of May at 14:00, sauna at 18:00.
WHO? To all residents of Otaniemi
PRICE? Free
FACEBOOK? https://www.facebook.com/events/163293011045218/

 

4. Association events into the yearly calendar 2018-19

AYY and TOKYO are creating a design calendar for the year 2018-19 to celebrate the move of ARTS to Otaniemi. The design calendar is handed out free of charge to members, like the traditional AYY calendar. The calendar will contain a list of events organized by organizations associations operating within AYY’s sphere of influence.

Go and add your association’s upcoming events into the following Excel Online file: https://ayyfi.sharepoint.com/:x:/g/viestinta/EfOsbZ0GgGJPoPUEaVel0Z8BOxInnozQmq3uNDIXYcd0Mg?e=6ZtQR2 Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar!

Also check out the article on the new yearly calendar: /en/blog/2018/04/09/presenting-the-design-calendar-for-year-2018-19/

 

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).

20.4.2018

Advance booking of AYY’s facilities rented on a one-time basis to start soon

Associations, Rental of facilities Leave a comment

The advance booking of AYY’s facilities rented on a one-time basis for associations will start on Friday 4th May 2018. Advance bookings are organised by using AYY’s own booking system TILA.

 

You can make advance reservations for the period Mon, 13 August 2018 – Sun, 6 January 2019.

 

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

  1. AYY’s internal operators, reservation period 19 April – 4 May 2018.
    The reservation period ends at 12noon on Fri, 4 May 2018.
  2. Special status associations 4 May – 17 May 2018.
    The reservation period begins at 2pm on Fri, 4 May and ends at 12noon on Thu, 17 May.
    The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30 pm onwards on Thu, 17 May 2018.
  3. Other associations in the 1stlist on 18 May – 24 May 2018.
    The reservation period begins at 12noon on Fri, 18 May and ends at 12noon on Thu, 24 May 2018. The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30 pm onwards on Thu, 24 May 2018.

 

A few notes about the making of reservations:

  • TILA can be found at https://tila.ayy.fi/ and the users log in with Aalto University’s IT username, using the same logging system as when using Into, for example. The easiest way to get started is to read the instructions behind the Instructions/Help link in the menu bar at the top of the page.
  • In advance booking, facilities are reserved under the name of associations. The activation key has been sent to the email address provided by an association (usually this is the mailing list address of the association board) already in the spring, so the person who has handled the facility bookings of the association this year may distribute representation rights through TILA if necessary.
  • If you receive representation rights for a group, the message subject is ”TILA: Activation key for group GROUP NAME”. The activation key can only be used once, so the person who has first logged on to the system may add representation rights to suitable persons in the group in order to make reservations. The reservation right is only activated for the associations which have filled out the association notice and whose information has been updated to the association register this year.
  • Enter the event name in the reservation. If there is no name, the event may be deleted if there are several reservations for the same date at the later stages of the booking session.
  • Please note that AYY’s internal reservations are mainly permanent.
  • Any reservations for anniversaries and anniversary brunches made by special status associations take priority compared to other reservations made by other associations. Reservations made by special status associations will be confirmed when that reservation period ends. In the first booking session we will clarify the duplicate reservation of special status associations.The special status associations do not have to come to defend their reservations to the second booking session.
  • Duplicate bookings can only be made within the reservation periods. After the end of the reservation period, associations can edit, delete or add new reservations which do not overlap with other reservations. Any duplicate reservations can be cancelled by using your own username in the advance booking session, so please bring your laptop in order to get the event running smoothly.
  • When making reservations for long periods of time, please bear in mind that you MUST come to the associations’ advance booking session to give grounds for the bookings made.  If needed, AYY will also contact the associations in advance.
  • Only reserve the facility for times when you really need it. If possible, please avoid reservations in Smökki for the following times: PO has rehearsals at Smökki every Monday 6pm-9 pm & RWBK at Smökki every Tuesday at 5pm-10pm. Please avoid sitsit on Mondays & Tuesdays.
  • The prices for internal operators and associations will stay the same as in the beginning of 2018. Price list can be found here: ayy.fi/en/price-list

Please note! Due to renovations there are some exceptions:

  • Gorsu, Living Room, Multi-facility Hall and Tatami Hall can not be booked for the following time period: 13.8.2018 –
  • OK20 upstairs can not be booked for the following time period: 30.11.2018 –
  • Takkacabinet, Game Room, Sitsi Kitchen and Rooftop Sauna can not be booked for the following time period: 10.12.2018 –

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

20.4.2018

Association newsletter week 17/2018

Association Newsletter, Associations, IT Services, Rental of facilities 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 17/2018

 Upcoming events and important dates and events for associations
22nd April: The application period for the OtaHoas club rooms ends (see item 4 and https://otahoas.ayy.fi/kerhohuoneet/tila-anti-2018/)
29th April: Crazy John (see item 5, sign-up for checkpoint keepers ends on the 24th of April)
30th April: Dipoli’s Wappu (https://www.facebook.com/events/1543981349033605/)
17th May: Advance booking of AYY’s one-time rental facilities I (see item 2)
19th May: AYY 8th Annual Ball (see item 3 and https://www.vuosijuhlat.fi/)
24th May: Advance booking of AYY’s one-time rental facilities II (see item 2)
25th May: EU’s new General Data Protection Regulation (GDPR) comes into effect (see item 1)
27th May: Sign up your events into the yearly calendar

More important dates: www.wappu.fi and the Whappu application.

Content of the newsletter
1. GDPR – EU’s General Data Protection Regulation is coming
2. Advance booking of AYY’s one-time rental facilities starts on the 4th of May 2018
3. AYY 8th Annual Ball on the 19th of May 2018
4. OtaHoas has two facilities available for associations
5. Come and be a checkpoint keeper at Crazy John!

 

1. GDPR – EU’s General Data Protection Regulation is coming
Starting from the 25th of May, all organizations handling personal information must comply with the new EU General Data Protection Regulation (GDPR).

On Monday, the 9th of April, a training was held for organizations within AYY’s sphere of influence, since the regulation also concerns all associations. The lecture material is available at https://inside.ayy.fi/display/TIET/General+Data+Protection (requires you to log in using your Aalto University username and password).

The above website also contains example documents for the privacy statements and the data protection policy for associations, frequently asked questions and general information on the subject.

If you have any questions related to the GDPR, please contact AYY’s IT expert at petteri.nummela(a)ayy.fi.

 

2. Advance booking of AYY’s one-time rental facilities starts on the 4th of May 2018
The advance booking of AYY’s one-time rental facilities for associations starts on Thursday, the 4th of 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 bookings 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 (the venue will be confirmed later).
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 (the venue will be confirmed later).

More detailed instructions will be sent in the next association newsletters. Instructions will be sent to associations also via email.

 

3. AYY 8th Annual Ball on the 19th of May 2018
The 8th Annual Ball of the Aalto University Student Union takes place on the 19th of May 2018. We welcome all members to participate in the celebrations.

This year, the party will kick off with a cocktail party at Saha, Konemiehentie 1 at 15:00. The celebration dinner will be held at restaurant Koskenranta, located in Helsinki, starting at 18:00. The dinner will consist of a three-course meal and excellent program. The afterparty locations will be announced later.

The cost of the Annual Ball is 80€ for members of AYY and 100€ for others. Signup is open until the 16th of April for all guests. The dress code at the party will be white tie with academic honors.

Read more: https://www.vuosijuhlat.fi/
Herring brunch: https://www.facebook.com/events/1913266775412681/

 

4. OtaHoas has two facilities available for associations

OtaHoas (the tenant committee for Hoas student properties in Otaniemi) has two general-purpose club rooms available for associations to use. The facilities are located at Jämeräntaival 10 AB and at Servin Maijan tie 3 A.

No rent is charged for the use of the facilities, and support may be granted to associations for putting them into use. Associations may use the facilities as they see best, as long as their use brings added value to resident activities. The facilities are not suitable for night-time use.

The application period for the OtaHoas club rooms ends on the 22nd of April. For more information and application instructions, visit https://otahoas.ayy.fi/kerhohuoneet/tila-anti-2018/

The instructions are available only in Finnish. Please contact the tenant committee if necessary https://otahoas.ayy.fi/en/asukastoiminta/yhteystiedot/


5. Come and be a checkpoint keeper at Crazy John!

Wappu is soon here and, with it, the highly anticipated traditional Crazy John event, now with an Approtwist™!

In the Crazy John event, teams consisting of about 4–10 people travel around Otaniemi the night before the Wappu eve, completing various checkpoints and collecting marks for their maps. Now your association or group of friends has the chance to be right in the thick of it and lift everyone’s spirits by holding a checkpoint of your own!

The registration for checkpoint keepers is open at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2018-rastit-crazy-john-2018-checkpoints/ and it will close on the 24th of April. If your association does not have a club room and you want hold your checkpoint indoors, register as soon as possible and contact the organizers, and we will do our best to arrange the needed premises for you.

The best checkpoint is rewarded with a marvelous Wappu basket with lots of goodies in it, and a free AYY rentable sauna space for one day (has to be used by the end of the year).

TL;DR:

WHAT: Checkpoint for Crazy John!
WHERE: Around Otaniemi
WHEN: April 29th 2018, approx. 21:30-1:00, after the Fuksispeksit and the starting bang
REGISTRATION OPEN: Until April 24th at https://lomake.ayy.fi/teekkarijaosto/hullu-jussi-2018-rastit-crazy-john-2018-checkpoints/

For further information, please contact the Teekkari Culture Directors:
Paavo Hietala and Elena Pitkänen
paavo.hietala(at)ayy.fi
elena.pitkanen(at)ayy.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).