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6.4.2018

Association newsletter 15/2018

Association Newsletter, Associations, 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 15/2018

Wappu is coming, but before that, make sure that your association’s data protection issues are in order by attending the training on Monday, the 9th of April. The sign-up closes this Friday.

Upcoming events and important dates and events for associations
9th April at 15:30-19:30: Association training on the EU’s new General Data Protection Regulation (GDPR) (see item 1, sign up by the 6th of April )
16th April: A! games tournament at Otahalli (see item 3)
18th April: Aalto Open Air (see item 4)
22nd April: The application period for the OtaHoas club rooms ends (see item 6)
29th April: Crazy John (see item 5, sign-up for checkpoint keepers ends on the 24th of April )
27th May: Sign up your events into the yearly calendar (see item 7)

Content of the newsletter
1. Training on the 9th of April: Data protection legislation is changing, is your association prepared?
2. Add your association’s event to the Wappu Calendar and to the Whappu application!
3. A! games
4. Aalto Open Air 2018
5. Come and be a checkpoint keeper at Crazy John!
6. OtaHoas has two facilities available for associations
7. Association events into the yearly calendar 2018-19
8. Many of AYY’s one-time rental facilities are undergoing renovation

 

1. Training on the 9th of April: Data protection legislation is changing, is your association prepared?

All organizations handling personal information must apply the EU’s new General Data Protection Regulation (GDPR), starting from May. The law also applies to association within AYY’s sphere of influence. Join the training to learn what you need to know about the new data protection regulation.

The training is in Finnish, but one workshop does a summary of the most important points in English. Chairpersons and people who handle member information (like the member register and event signups) should attend the event.

The training is organized at the Aalto University learning center in Otaniemi on the 9th of April from 15:30 to 19:30. The training starts with coffee, followed by the lecture from 16:00 to 18:00 and the workshops from 18:15 to 19:30. If you cannot attend, there is also an online stream for the lecture (16:00-18:00). After the lecture in Finnish, there will be a workshop in English (18:15-19:15). The workshop will summarize the key points of the webinar and give brief instructions and tips on how student organizations should develop their practices regarding personal data.

The event is organized in cooperation with Tekniikan Akateemiset and the Helsinki University Student Union.

More information on workshops and the event: https://www.facebook.com/events/769005286629302/
Direct link to the signup (signup closes on Friday, the 6th of April): https://www.lyyti.fi/reg/GDPRluento_9418

 

2. Add your association’s event to the Wappu Calendar and to the Whappu application!

Jäynäkilpailu and Futurice are once again working together to bring you the Whappu application to spread the Wappu cheer! The Whappu application will become available on the 11th of April. The application includes an event calendar that can be used to add open events. These events will also show up in the Wappu Calendar at wappu.fi.

Add your association’s event to the Wappu Calendar at www.wappu.fi and download the Whappu application from your application store on the 11th of April!

Contacts: wappu(a)wappu.fi.

 

3. A! games

The time has come to match the schools against one another and find out which boasts the best ball game team! The AYY Sports Committee LTMK organizes the A! games tournament, which pits the Aalto schools against one another. Gather your team and go! The tournament is hosted at Otahalli on the 16th of April, and the games are played between 9:00 and 16:00. The teams will clash in basketball, floorball, futsal, volleyball and ultimate. You can join in as many different sports as you want.

For more information and registration, check out the Facebook event: https://www.facebook.com/events/208661209900787

WHAT: A! games
WHERE: Otahalli
WHEN: 16th of April from 9:00 to 16:00

Regards,
Roope Pääkkönen

Sports tutor coordinator
Aalto University Student Union
roope.paakkonen(a)ayy.fi | +358 40 0184339

 

4. Aalto Open Air 2018

Aalto Open Air is here again on 18th of April! The epic outdoor festival conquers Alvari square and gives everyone a chance to enjoy brilliant music and the company of friends. You can also bring your own tent in order to party and sleep on the school yard all night long. It’s gonna be an amazing day, so prepare yourselves! But wait, there’s more. The best tent setup owners get a heart-and-body-warming prize: a one-time free booking of one of AYY’s fabulous rentable saunas!

Facebook: https://www.facebook.com/events/167896853866470/

WHAT: Aalto Open Air
WHERE: Alvari square
WHEN: 18th of April
COST: Nothing!
WHY: It’s time to start Wappu

Regards,
Katri Mäki-Kullas

Communications, Community Committee Aava ’18
Aalto University Student Union (AYY)
+358 400 345 052 | katri.maki-kullas(a)ayy.fi

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

 

6. 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.

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/

 

7. 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. Add your event by the 27th of May 2018 to ensure that it will be on the list in the calendar!

 

8. Many of AYY’s one-time rental facilities are undergoing renovation

The renovation of the Jämeräntaival 3, 5 and 7 properties in Otaniemi is proceeding as planned, and in terms of the overall schedule, the project has reached its halfway point. The renovation will also affect many one-time rental facilities located on the properties.

The following one-time rental facilities will undergo renovation at the start of April: Gorsu, the Living Room of the Teekkari Village and the Tatami Hall. At the end of June, renovations will also start at the Multi-Facility Hall and the Game Room.

The renovations cause many challenges for event organizers, but your patience will be rewarded with more functional and comfortable facilities. If you have any questions or comments regarding AYY’s rental facilities or their renovation, you can send a message to the Facilities Sector at tilat(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).

26.1.2018

Association newsletter for the week 5/2018

Association Newsletter, Associations, Rental of facilities, 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 asscociation newsletter for the week 5/2018

 

Content of the newsletter

1. Sign up for the Servin Mökki kitchen training
2. Used audio, lights, video recording and other electronics and paraphernalia sale and handout to associations at the OUBS Studio on Tuesday, the 30th of January
3. Information relaying request on the Aalto AllWell Survey, 1st to 16th of February

 

 

1. Sign up for the Servin Mökki kitchen training

Would you or your association want to host a party at Smökki and do the kitchen legwork and cooking on your own? All you need is a knowledge of operating large-scale kitchen equipment and appliances, right?

There is a remedy to that need: The Smökki kitchen training.

The next trainings are held on Wednesday, the 31st of January starting at 17:00, and on the 1st of February, starting at 18:00.
Sign up by the day before the training by 15:00 with this form: https://lomake.ayy.fi/tilat/ilmoittautuminen-servin-mokin-keittiokoulutukseen/

Note! There is a limited amount of participant slots. The training is held in Finnish.

More information from the kitchen training group at keittiokouluttajat (a) list.ayy.fi
If you have problems signing up, please contact the Service Manager (riitu.nuutinen (a)ayy.fi, 050 520 9450).

 

2. Used audio, lights, video recording and other electronics and paraphernalia sale and handout to associations at the OUBS Studio on Tuesday, the 30th of January

OUBS ry sells and gives away unused electronics and other equipment belonging to them or under their governance to associations working within AYY’s sphere of influence. Things are sold or given as they are, without guarantees or rights of return. No prior reservations and not to resellers. The event is only aimed for representatives of associations within AYY. Private individuals will get a chance at a different event, possibly organized later.

The event is held at the OUBS Studio in the Jämeräntaival 1 cellar, Tuesday 30th of January, from 17:00 to 19:30.

 

3. Information relaying request on the Aalto AllWell Survey, 1st to 16th of February

A year ago, the AllWell study found out that 20% of Aalto students are at a burnout risk, meaning that the number is double compared to the national average. This year’s AllWell opens on Thursday, the 1st of February, and is open until the 16th of February. The survey is personal and will be sent to all 2nd year bachelor students and 1st year master’s degree students. The survey is an important tool in AYY’s advocacy work, so we hope it reaches a large-as-possible crowd to ensure a high percentage of answers. We’d hope that especially subject organizations would relay the information about the survey to their members. As an added bonus, the people who answer will receive a personal feedback on their study skills a few weeks after the survey closes!

15.12.2017

Association newsletter for the week 51/2017

Association Newsletter, Associations, 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 asscociation newsletter for the week 51/2017

Content of the newsletter

  1. Advance booking of AYY’s facilities rented on a one-time basis

 

  1. Advance booking of AYY’s facilities rented on a one-time basis to start on 1 December!

The advance booking of AYY’s facilities rented on a one-time basis for associations will start on Friday 1st December 2017. Advance bookings are organised by using AYY’s own booking system TILA.

You can make advance reservations for the period Mon, 8 January 2018 – Sun, 12 August 2018.

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

  1. AYY’s internal operators, reservation period 9 November – 30 November 2017.
    The reservation period ends at 11.59pm on Thu, 30 November 2017.
  2. Special status associations 1 December – 12 December 2017.
    The reservation period begins at 12noon on Fri, 1 December and ends at 2pm on Tue, 12 December. The booking session will be held at AYY’s office in Otaniemi from 4.30 pm onwards on Tue, 12 December 2017.
  3. Other associations in the 1stlist on 13 December – 18 December 2017.
    The reservation period begins at 12 midnight on Wed, 13 December and ends at 2pm on Mon, 18 December 2017.The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30pm onwards on Mon, 18 December 2017.

Check out the entire advance booking schedule here:

https://tila.ayy.fi/calendar/?fd=08012018;ld=12082018;r=1,2,3,4,5,6,7,8,9,10,11,12,13,14,15,16,17,18,19,20,21,23,24,25,26,27,30,31,32,33,34,35,36

A few notes about the making of reservations:

  1. 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.
  2. 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.
  3. If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUPNAME”. 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.
  4. 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.
  5. Please note that AYY’s internal reservations are mainly permanent.
  6. 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.
  7. 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.
  8. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times:
    1. PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays!
    2. The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm. Reservations before 4pm are usually available.
  9. The prices for internal operators and associations will stay the same as in 2017. Price list can be found here: /en/students/services/rental-of-facilities/price-list/
  10. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila (at) ayy.fi.

Please note! Due to renovations there are some exceptions:

  • Gorsu can not be booked for the following time period: 8.1.-12.8.2018
  • Tatami hall can not be booked for the following time period: 1.4.-12.8.2018
  • Ossinkulma can not be booked for the following time period 1.5.-12.8.2018

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

 

DO YOU WANT YOUR OWN 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, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).

7.12.2017

Advance booking of AYY’s facilities rented on a one-time basis started on 1 December

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 1st December 2017. Advance bookings are organised by using AYY’s own booking system TILA.  

You can make advance reservations for the period Mon, 8 January 2018 – Sun, 12 August 2018. 

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

  1. AYY’s internal operators, reservation period 9 November – 30 November 2017.
    The reservation period ends at 11.59pm on Thu, 30 November 2017. 
  2. Special status associations 1 December – 12 December 2017.
    The reservation period begins at 12noon on Fri, 1 December and ends at 2pm on Tue, 12 December. The booking session will be held at AYY’s office in Otaniemi from 4.30 pm onwards on Tue, 12 December 2017. 
  3. Other associations in the 1stlist on 13 December – 18 December 2017.
    The reservation period begins at 12 midnight on Wed, 13 December and ends at 2pm on Mon, 18 December 2017.The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30pm onwards on Mon, 18 December 2017. 

Check out the entire advance booking schedule here.

A few notes about the making of reservations: 

  1. 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. 
  2. 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. 
  3. If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUPNAME”. 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. 
  4. 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. 
  5. Please note that AYY’s internal reservations are mainly permanent. 
  6. 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.
  7. 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. 
  8. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times: 
  9. PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays! 
  10. The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm. Reservations before 4pm are usually available. 
  11. The prices for internal operators and associations will stay the same as in 2017. Price list can be found here: ayy.fi/en/price-list
  12. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila@ayy.fi. 

Please note! Due to renovations there are some exceptions:

  • Gorsu can not be booked for the following time period: 8.1.-12.8.2018
  • Tatami hall can not be booked for the following time period: 1.4.-12.8.2018
  • Ossinkulma can not be booked for the following time period 1.5.-12.8.2018

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

1.12.2017

Association newsletter for the week 49/2017

Association Newsletter, Associations, 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 asscociation newsletter for the week 49/2017

Sign up for the association training in English: https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english-dec-2017/

Upcoming events and important dates and events for associations

Dec 7th  AYY’s association training in English, AYY’s office:

Content of the newsletter

  1. Sign up open for AYY’s association training in English on 7th of December
  2. Students’ Independence Day Procession
  3. Advance booking of AYY’s facilities rented on a one-time basis to start on 1 December!
  1. Sign up open for AYY’s association training in English on 7th of December

AYY’s association training in English will be held on 7th of December 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 at ayy.fi) and we will work something out.

You can sign up here: https://lomake.ayy.fi/yhdistykset/ayys-association-training-in-english-dec-2017/ 

Sign up closes on Tuesday 5th of Dec at 8 am.

 

  1. Students’ Independence Day Procession

Students in the Helsinki capital region will celebrate Finnish independence in a traditional manner on the 6th of December by holding a shared Independence Day procession. Everyone is welcome to join the procession. The organizers will provide participants with torches and lights, handed out at the start of the procession. Associations can take part in the procession with their own official flag.

Instructions and schedule for the event can be found at https://itsenaisyyspaiva.ayy.fi/juhlakulkue-2017/.  The FB page for the event can be found at https://www.facebook.com/events/124333588235604/.

As before, AYY will offer the following services to its members:

Flag taxi:

You must deliver your association’s flag to the service point (Otakaari 11) by Monday, the 4th of December 2017, by 16:00, AND the flag must be recorded in the delivery list. Make sure to record the flag in the list, because we will only take the flags with us that are found on the list. The flags will be returned to the same place, and they should be picked up by Friday, the 8th of December.

Carrying belts and blue and white herald ribbons:

The Student Union can borrow participants a limited number of carrying belts for flags and blue and white herald ribbons suitable for all flags. Reservations on a first-come, first-serve basis to the email address arkisto at ayy.fi. The items can be found near the flags at the place of assembly on the day of the event.

Flagbearers and heralds can leave their bags safely in the operations car for the procession. We will drive the car to the Senate Square.  You can take your belongings with you when leaving your flag at the car for the return transport. Flagbearers and heralds should not have any bags with them in the procession. The fastest can also get a ride back to Otaniemi starting from 18:15.

At the end of the event, AYY members will be offered a limited number of bus transfers back to Otaniemi. The first bus leaves around 18.30 from the Senate Square.

 

 

  1. Advance booking of AYY’s facilities rented on a one-time basis to start on 1 December!

The advance booking of AYY’s facilities rented on a one-time basis for associations will start on Friday 1st December 2017. Advance bookings are organised by using AYY’s own booking system TILA.

You can make advance reservations for the period Mon, 8 January 2018 – Sun, 12 August 2018.

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

  1. AYY’s internal operators, reservation period 9 November – 30 November 2017.
    The reservation period ends at 11.59pm on Thu, 30 November 2017.
  2. Special status associations 1 December – 12 December 2017.
    The reservation period begins at 12noon on Fri, 1 December and ends at 2pm on Tue, 12 December. The booking session will be held at AYY’s office in Otaniemi from 4.30 pm onwards on Tue, 12 December 2017.
  3. Other associations in the 1stlist on 13 December – 18 December 2017.
    The reservation period begins at 12 midnight on Wed, 13 December and ends at 2pm on Mon, 18 December 2017.The booking session will be held in the Bachelor Building (Otakaari 1) hall M1 (M232) from 4.30pm onwards on Mon, 18 December 2017.

Check out the entire advance booking schedule here:

https://tila.ayy.fi/calendar/?fd=08012018;ld=12082018;r=1,2,3,4,5,6,7,8,9,10,11,12,13,14,15,16,17,18,19,20,21,23,24,25,26,27,30,31,32,33,34,35,36

A few notes about the making of reservations:

  1. 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.
  2. 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.
  3. If you receive representation rights fora group, the message subject is ”TILA: Activation key for group GROUPNAME”. 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.
  4. 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.
  5. Please note that AYY’s internal reservations are mainly permanent.
  6. 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.
  7. 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.
  8. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times:
    1. PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 5pm-10pm. So please avoid sitsit on Mondays and Tuesdays!
    2. The multi-purpose facility and tatami hall are actively used by trainers on a daily basis between 4pm and 11pm. Reservations before 4pm are usually available.
  9. The prices for internal operators and associations will stay the same as in 2017. Price list can be found here: fi/en/price-list
  10. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila@ayy.fi.

Please note! Due to renovations there are some exceptions:

  • Gorsu can not be booked for the following time period: 8.1.-12.8.2018
  • Tatami hall can not be booked for the following time period: 1.4.-12.8.2018
  • Ossinkulma can not be booked for the following time period 1.5.-12.8.2018

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

 

DO YOU WANT YOUR OWN 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, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).

3.11.2017

Association newsletter for the week 45/2017

Associations, 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 asscociation newsletter for the week 45/2017

Upcoming events and important dates and events for associations

Nov 28th AYY’s association training in Finnish, Design Factory:
Dec 7th  AYY’s association training in English, AYY’s office:

Content of the newsletter

  1. Strong suspicion of drugging a person in Otaniemi & safety in student events
  2. #LuovutusAalto vol. 2 still under way for November!

 

1. Strong suspicion of drugging a person in Otaniemi & safety in student events

The Student Union of Aalto University (AYY) has been informed of a strong suspicion of a person being drugged at a joint event held by associations operating within AYY and the Student Union of the University of Helsinki (HYY). The event was held on the 2nd of November at Servin Mökki. The event was stopped as a result.

The organizers of the event contacted AYY immediately, after which a representative of AYY also visited the venue. The organizers of the event had been given comprehensive safety instructions, and the event was organized according to these instructions. The organizers acted in an exemplary manner by securing the safety of the victim and aborting the event immediately in a controlled manner. The person was taken to a hospital by ambulance and they are fine. AYY and HYY have been in close contact with the associations that organized the event and will continue to follow the situation. The associations’ own announcement can be found here: https://www.facebook.com/events/225829981282545/permalink/235793573619519/.

Everyone’s joint safety is an issue that cannot be compromised on in any situation and no-one’s personal untouchability can be threatened. However, if this occurs, all kinds of harassment or other threatening behaviour must be intervened in at once. This applies to both external people and to the members of the student community. If an event is only meant to be open to students, persons wanting to attend can, for example, be required to present a valid student card. Also, whether they are closed or open to everyone, no persons should be admitted to events if their behaviour worries or threatens other participants.

The situation is always serious if it causes anxiety or someone feels unsafe. If a situation of danger occurs, it’s important to know how to act. Persons who are threatening or violate the personal untouchability of someone must be expelled from the event. In threatening situations, the event must be suspended at once. The event organisers have to make sure that appropriate preparations have been made for situations of danger. This means that at least fire safety, access control and threatening behaviour have to be prepared for. There is always cause to read the usage instructions of the premises, even if the location is familiar. Exit routes must be kept clear, passage signs openly visible and its must be checked that extinguishing devices and first-aid equipment are in place. The best way to pre-empt disruptive behaviour is

  • to agree on who is responsible for access control,
  • to make sure that the event is not allowed to expand in an uncontrolled way,
  • to agree on rules for threatening situations,
  • and to minimise easy risks (e.g. scissors, tools, cooking utensils etc. out of sight)

AYY takes all cases of harassment and dangerous situations occurring at student functions seriously. Suspected criminal incidents against the well-being of a person should always be reported to the police. In this way, we can show together that no kind of harassment or violence will be tolerated at functions of the Student Union and student associations.

In situations threatening the well-being of participants, the safety of the victims should always be ensured and the emergency centre should be called. We hope that there would never be any hesitation about reporting dangerous situations without delay to the emergency centre. We also hope that all dangerous situations and incidents of harassment would be reported to AYY. In this way, we can prevent the possible spreading of problems by working together.

Also read AYY’s and the Aalto Chaplains instructions on after-management of crisis situations in student associations. The instructions include advice on meeting a person who is in shock and arranging follow-up assistance, and their purpose is to provide an action model and contact details in case of those kinds of sudden, shocking situations, crises. The link to the instructions: https://inside.ayy.fi/pages/viewpage.action?pageId=12615842

Your contact persons at AYY:

Association-specific advice
Ahto Harmo, Specialist, Organizational Affairs and Communications, ahto.harmo at ayy.fi, 050 520 9442.

Harassment contact persons
You can contact the harassment contact persons if you have experienced or observed harassment in the student community. All contact is confidential. The harassment contact people offer advice and help through discussion, and also help in clearing up the harassment situation if necessary

Lauri Jurvanen, Specialist, Social Affairs, Harassment contact person, lauri.jurvanen at ayy.fi or  hairinta-mies at ayy.fi , 050 520 9418.

Elli-Noora Kaurila, Specialist, Student Advocacy, Harassment contact person, elli-noora.kaurila at ayy.fi or hairinta-nainen at ayy.fi, 050 520 9445.

 

 2.  #LuovutusAalto vol. 2 still under way for November!

 You can save a life near you!

Blood Service is organizing a blood donation event on the 7th of November 2017 from 11:00 to 16:00 in Dipoli’s Palaver hall (Otakaari 24). Welcome!

Nearly a thousand voluntary blood donors are needed every weekday to make sure that about 50,000 seriously ill patients receive the treatment they need every year. That is why the Aalto University Student Union is once again challenging all associations active within AYY to donate blood for the common good!

The autumn LuovutusAalto challenge started on the 2nd of October, and you can donate until the 30th of November. Like in the spring, the associations that have donated the most blood, both quantitatively and in percentage terms in relation to their number of members, are awarded the use of one of AYY’s sauna facilities for one night, a diploma from the Finnish Red Cross – and of course glory and adoration! All donors also receive an overall patch from the Finnish Red Cross. In addition, groups that have donated at least 10 times during the year will receive a diploma and their names will be put up on the Blood Service website.

For more detailed participation instructions and registering your VeriRyhmä group, please visit: /en/blog/2017/10/19/luovutusaalto-vol-2/

Also join the Facebook event: https://www.facebook.com/events/1932875113700076/

Associations registered so far in AYY’s system: Guild of the Cross, Forest Products Guild, Aalto Predators, Inkubio, Prosessiteekkarit, Guild of Automation and Systems Technology and Teekkarispeksi (Veijon Luovutus). The Guild of Electrical Engineering has also signed up through the Blood Service.

Take part in the competition and help others! J

For more information, please contact the Information Officer: katarina.vesikko@ayy.fi

 

DO YOU WANT YOUR OWN 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, Ahto Harmo (ahto.harmo (a) ayy.fi, phone: 050 520 9442).