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11.11.2016

Association newsletter for the week 46/2016

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 46/2016.

 

Content of the newsletter

  1. AYY’s association training on 8th of December
  2. Come and hear about the voluntary positions of AYY at Arabia Campus on 21.11. and in Otaniemi on 24.11.!
  3. AYY’s lost property practices are changing


  1. AYY’s association training on 8th of December

AYY’s association training will be held at Design Factory in Otaniemi on 8.12.

The training will be held in Finnish.

The programme of the training consists of a shared part, in which issues concerning all association operatives are looked at, and two group parts, which the participants can choose from several options according to their needs. There are groups for at least financial management, the legal and regulation issues of associations, communications, fundraising and corporate relations.

In compiling the training, the replies to the training need survey are being used, for which we thank all respondents. The association that won the prize draw of the survey has been contacted separately.

Registration begins and the exact training timetable will be published during November, as soon as possible after the timetable of the training has been completed.
 

  1. Come and hear about the voluntary positions of AYY at Arabia Campus on 21.11. and in Otaniemi on 24.11.!

The volunteer search of AYY is now open! There are numerous voluntary positions at our Student Union that differ in terms of their tasks and amount of work! Roles can be found from, amongst others, event production, campus development, international affairs, student advocacy and corporate relations. Do you want to know more, what opportunities there are in our student union? Come and hear about the experiences of volunteers at Arabia Campus in front of Tokyo lounge on Monday 21.11. at 1-3 pm and at the Undergraduate Centre lobby (Otakaari 1) on Thursday 24.11. at 1-3 pm! There will be casual discussion and the opportunity to ask about different positions. Snacks will be served. We want YOU!

Facebook event at Arabia Campus on 21.11.: https://www.facebook.com/events/1828372100764809/

Facebook event in Otaniemi on 24.11.: https://www.facebook.com/events/1797604650477560/

You can find more information about the search and the experiences of volunteers at /stop/en/.


  1. AYY’s lost property practices are changing

Up till now, it has been possible to bring objects from clothes and bags to items of value to AYY, found in the one-off rental premises of AYY or the campus area. Due to a lack of resources, the lost property service will end at the end of this year and such items will no longer be accepted at the office of AYY.

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

So, the period of November and December is the last time that you can come to look for your lost property. At the end of December, all existing lost property will be taken from the storerooms of AYY for recycling or waste collection.

4. 

 

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

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

26.8.2016

Association newsletter for the week 35/2016

Association Newsletter, Associations, Community, Grants for Associations, Rental of facilities, Training and Courses Leave a comment

This is AYY’s association newsletter for the week 35/2016.

Now there is a great opportunity to earn some money for your association! Get a group together or join forces with other associations at the Sillis for the Traditional Teekkari Dinner Party. The fee is EUR 800. Read more in section 2.

We have received feedback about the noise caused by the use of Gorsu from the residents at Jämeräntaival 5 and its surroundings. It is important to be considerate when using the facilities, so please remember to abide with the usage rules. Please remind your friends to remember the nearby residents in addition to having fun. If disturbances still continue, AYY will change the time of use for the facilities to end at 23:00 instead of the current 03:00. Read more in section 1.

Upcoming events and important dates for associations and actives

28.8.: Associations’ registration for Aalto Afterparties and freshmen orientation event Otasuunnistus will close (see sections 2 and 3)
6.9.: Aalto Party (associations’ registration has closed): http://avajaiset.ayy.fi/
6.9.: Aalto Afterparty
7.9.-8.9.: Otasuunnistus orientation event
30.9.: TTER application round closes (see x)
8.12.: AYY Association Training

Content of the newsletter

  1. To be noted in using Gorsu
  2. Join the Aalto Afterparty on September 6!
  3. Arrange a checkpoint at Otasuunnistus 7-8 Sept!
  4. The third application round of TTE-Fund in 2016 is open until Sep 30 11:59 pm.
  5. Nominate new honorary members for the Guild of the Round Tower

1. To be noted in using Gorsu

After the summer, AYY has received feedback about the noise problem that the use of Gorsu has caused for residents of JMT 5. The walls and roof of the facilities do not block all the noise coming from the facilities, which significantly influences the comfort of living of the residents nearby.

For this reason, AYY reminds all the users of these facilities about the general usage rules for the facilities, in particular section stating that “Facilities are used in accordance with the law, regulations and good manners”. In addition, the facilities are in use until 03:00, but since the premises are in connection with a residential property, special attention must be paid to Section 4 in the Rules and Regulations of the Teekkari Village: “On weekdays between 11pm–7am and on weekends and public holidays between 12midnight–9am, singing, playing, loud use of a television, radio or stereo equipment and such other noise is prohibited, excluding a correctly performed teekkari hymn.”

Those who do not abide with these rules will be penalised according to the sanctions listed in the Usage rules for the Student Union’s rental facilities.

If disturbances continue, AYY will change the time of use for the facilities to end at 23:00.

 

2. Earn EUR 800 for your association: a temp job at the Sillis for the Traditional Teekkari Party!

We offer associations the possibility to earn money at the Sillis for the Traditional Teekkari Dinner Party.

We need a group of 15 workers at the Sillis organised on 12 November, from approx. 08-20. The job includes everything from the morning arrangements and cooking to cleaning up. The job will pay the association a fee of EUR 800.

If your association can’t get the required number of workers together, the job can be shared between two associations. It would be best, however, if one group could take care of the whole thing.

Registrations and inquiries can be sent to Yours Truly.

Ella Potka
Teekkariperinnejuhlatoimikunta
0505284421
ella.potka ät aalto.fi

 

3. Join the Aalto Afterparty on September 6!

Would your association like to be part of the year’s first, biggest and most amazing event? Join the Aalto Afterparty!

The traditional Aalto Afterparty will be held on the Tuesday of orientation week, and as usual, we’ll have brilliant performers, fabulous surroundings and a great vibe! We also want to offer associations an opportunity to get exposure at the event and to promote their activities to new students in a relaxed fashion. Many associations are probably already involved in other events during orientation week, such as the Aalto Party or Otasuunnistus, but at these events, students may easily get confused with so much on offer. The Aalto Afterparty would give you a chance to stand out from the crowd and make a memorable impression of your association! To participate, all you need is an inspiring, spirited activity that reflects your association, plus the people and equipment needed for organizing it.

You can inform us of your willingness to participate by sending e-mail to afterparty ät list.ayy.fi by Sunday, August 28.

We welcome you to make the Aalto Afterparty even faster and more stunning. 😉

For more information about the event, see https://www.facebook.com/events/533125386886320/.

With late summer greetings,
The Aalto Afterparty Committee

 

4. Arrange a checkpoint at Otasuunnistus!

Orientation will be here soon and so will the Otasuunnistus. I welcome your organisation to participate in Otasuunnistus on both Wednesday September 7th and Thursday September 8th. At your checkpoint you shall give the freshmen small tasks and reward them with points.  The checkpoints are open from 5PM to 10PM, and the afterparty starts in Smökki at 9:30PM. You can register your checkpoint until the 28th of August with this form:

https://lomake.ayy.fi/teekkarijaosto/otasuunnistuksen-rastit-checkpoints-for-otasuunnistus-2016/

If you have any questions, don’t hesitate to ask!

Turkka Helin
Freshman Major
+358 50 4033854 | turkka.helin@ayy.fi

 

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

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

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

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

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

 

6. Nominate new honorary members for the Guild of the Round Tower

The Guild of the Round Tower is an honorary and senior organisation operating in the vicinity of Aalto University. Persons who are at the final stage of their studies or who have recently graduated and have shown continuous interest in the culture of engineering students and other student activities at Aalto University and promoted its development in the Student Union or its associations may be nominated for the position of an honorary member. Nominations can be made until 23.59 on 12 Oct 2016 at https://lomake.ayy.fi/ptk/ehdota-uusia-arwoisia/.

Nominations can be made by an individual, guild, association or by several people, guilds or associations.

More information on PTK is available at: http://ptk.ayy.fi/.

 

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

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

27.5.2016

Association newsletter 22/2016

Association Newsletter, Associations, Rental of facilities, Rules and responsibilities Leave a comment

1. Submit your events for AYY’s academic year calendar 2016-2017

Associations and actors within AYY have the opportunity to submit important event dates for the student union’s academic year calendar. Events can be submitted through the google docs file linked below until Sunday, 29 May 2016. Please add your events under the correct month in chronological order. Please enter the text you want in the calendar ”Event name/Text” field (yellow background). Please note that one line can hold up the maximum of 25 characters of text, including spaces. When writing the text, please consider how many lines from your own calendar you wish to be ”wasted”. The calendar is trilingual so please take this into account when planning the text.

If there are several events marked on the same date, the event that concerns most of the students will end up in the calendar. The file is editable until the provided deadline 29 May 2016, until which you can make changes to your events. Please fill out the columns carefully, and check and double check that the information is correct. Please also remember to include information on who is organising the event.

http://tinyurl.com/ayycalendar2016

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

2. Operating grants for 2016 and missing association notices

Operating grants have been distributed for 2016, and the granted sums are available for viewing at

Operating grants shall be paid as soon as all conditions for the grant have been fulfilled. For most associations, payment orders have been made for May 13. The payment will show on the account entered into the TAHLO system within two weeks.

If the association’s profile on AYY’s web site is incomplete, the association shall be contacted separately. The profile must be complete per the instructions given during the round of applications before the operating grant can be paid. Associations shall not be contacted separately about appendices for which an extension has been granted; the appendices must be submitted per the instructions given along with the extension before the operating grant can be paid.

Associations that have not yet submitted their association notice for 2016 must do so by 11:59 PM on June 8 at https://tahlo.ayy.fi. Applications for operating grants can no longer be submitted. If the notice has not been submitted by the deadline for the second consecutive year, the association may be removed entirely from the student union’s associations register.

3. The possibility to apply for the club premises of OtaHoas

Club premises have become available to OtaHoas (the joint resident committee of the student accommodation sites of Otaniemi owned by Hoas) in the properties of Jämeräntaipale, Servin Maijan tie and Servinkuja as well. The associations of Otaniemi, the clubs formed by the residents and other groups are being offered the opportunity to manage these premises.

The sizes of the premises on offer vary from about 25 to 80 square metres. Almost all the premises have a toilet either in the premises or near them. No rent is charged for the premises. The premises cannot be used during the quiet period because there are residential apartments around them. OtaHoas can provide support with the expenses relating to the adoption of club premises.

The purpose of use of the premises is not restricted, but it must be one that promotes the comfort of residents. The administrators have a duty to allow the residents of Otaniemi use the premises free of charge provided that they can use the premises themselves for their own requirements.

OtaHoas will arrange viewings of the premises from Monday, 20.6., when it will be possible to get acquainted with the premises. Applications for the usage plan of the club premises must be sent by Sunday, 3.7.

Further information, registering for a viewing and application instructions are on the web pages of OtaHoas: http://otahoas.ayy.fi/kerhohuoneet/tila-anti-2016/

 

4. Make EUR 500 for your association at Helsinki City Marathon!

The Finnish Student Sports Federation (OLL) pays EUR 500 to a group of students who commit to take responsibility for the volunteers at Helsinki City Marathon drinking point (at minimum 20 persons). The biggest marathon event in Finland will take place on Saturday 13 August 2016, and the preliminary location of the drinking point, famous for OLL’s good music and atmosphere, is in Lauttasaari. The volunteer work starts at approx. 14:00 and lasts until 20:30.

Are you interested? Send a free application to: jyrki.eriksson@oll.fi at the latest by Sunday 5 June!

 

3.3.2016

Rantasauna’s tub out of use

Associations, Rental of facilities, Students Leave a comment

The tub in Rantasauna is currently out of use. The reason for this is the possibility that the terrace might collapse due to the fact that the soil under the terrace has shifted along with the drain waters. The repair work will start on Monday March 7 2016. The duration of the repairs is unfortunately not yet known.

 

8.12.2015

The opening times of AYY service points during Christmas holidays

Now!, Rental of facilities, Service Points, Students, Uncategorized Leave a comment

AYY’s service points have the following opening times during Christmas holidays:

Otaniemi service point

Dec 17 open at 9-11 & 12-14
Dec 18 open at 9-12
Dec 21-29 closed
Dec 30 open at 9-11 & 12-16
Dec 31 open at 9-12.
Jan 1 closed

Open for picking and returning of keys to facilities rented on one-time basis:

Mon 21 Dec at 15-17 & Mon 28 Dec at 15-17

If you’re unable to pick up the keys in the times mentioned, please contact the real estate assistant (050 520 9437) to arrange the key pick up.

Housing office

Dec 17 at 9-14
Dec 18 at 9-12
Dec 21-29 closed
Dec 30 open at 12-16
Dec 31 open at 9-13
Jan 1 closed

Arabia service point

Closed Dec 21 2015 – Jan 3 2016
Open normally from Jan 4 on

27.11.2015

Advance booking of AYY’s facilities rented on a one-time basis to start on 30 Nov!

Rental of facilities Leave a comment

The advance booking of AYY’s facilities rented on a one-time basis will start on Monday, 30 Nov 2015.

Advance bookings are organised by using AYY’s own booking system TILA.

TILA can be found at https://tila.ayy.fi/ and the users log on 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.

You can make advance reservations for the period Mon, 11 Jan 2016 – Sun, 14 Aug 2016.

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

  1. AYY’s internal operators, reservation period 11-29 Nov 2015. The reservation period ends at 11.59pm on Sun, 29 Nov 2015.
  2. Special status associations 30 Nov – 8 Dec 2015. The reservation period begins at 12noon on Mon, 30 Nov and ends at 2pm on Tue, 8 Dec. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 5pm onwards on Tue, 8 Dec 2015.
  3. Other associations in the 1st register on 9-16 Dec 2015. The reservation period ends at 2pm on Wed, 16 Dec 2015. The booking session will be held in the Bachelor Building (OK1) hall M1 (M232) from 5pm onwards on Wed, 16 Dec 2015.

Check out the entire advance booking schedule here.

A few notes about the making of reservations:

  1. 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.
  2. 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.
  3. 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.
  4. Please note that AYY’s internal reservations are mainly permanent.
  5. Special status associations have the opportunity to permanently book facilities for anniversaries and anniversary brunches. If there are reservations by two separate associations, of which one is anniversary or brunch of a special status association, the special status association will have the reservation. Other reservations of special status associations should be defended at a later booking   session. Therefore, in the advance booking session of special status associations, we will first clarify the duplicate reservation of special status associations and in the second booking session we will clarify all the rest of the duplicate reservations.
  6. 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.
  7. Only reserve the facility for times when you really need it. If possible, please avoid reservations for the following times:
    a. PO has rehearsals at Smökki every Monday at 6pm-9pm and RWBK every Tuesday at 6pm-9pm. So please avoid sitsit on Mondays and Tuesdays!
    b. 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.
  8. Facility prices for the year of 2016 will be confirmed after the Representative Council has approved the budget for the next year on Wednesday, 25 Nov.
  9. Three new facilities are available for reservations: cabinet and sauna at Vaasankatu and the upper floor of OK 20. More information on all the facilities is available in TILA system and AYY’s website.
  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 addresstila@ayy.fi.

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 Administrative Director (johanna.pietilainen (a) ayy.fi, 050-5209434).