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29.3.2019

Association newsletter for week 14/2019

Association Newsletter, Grants for Associations, IT Services, Rules and responsibilities, 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 14/2019

These are the last moments for the grant applications and association notices (item 1)! Make sure to take care of these for your association by Sunday so you can get excited about the upcoming events taking place around Wappu (item 3) with a good conscience.

Upcoming events and important dates for associations
29 Mar: Deadline for main admin reports for Otax (item 2)
31 Mar: Application for operating grants and submission of association notices ends (item 1 and instructions: /en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/)
3 Apr: Open meeting of Artistic Activities (/en/blog/events/open-meeting-of-artistic-activities/)
14 Apr: Parliamentary election (/en/blog/2019/03/12/futuretalks-election-spring/)
17 Apr: AYY Representative Council meeting 4/2019 (/live)

 

Contents of the newsletter
1. Application for operating grants and submission of association notices ends the day after tomorrow, act NOW!
2. Submit the main admin reports for your association’s website TODAY
3. FYI – dates of AYY events
4. Immortalise your photo as part of AYY’s photographic mosaic!
5. Reminder for associations of the opportunity to use Kide.app at the AYY contract price
6. How do you think Teekkari culture should be promoted?
7. In the AYY blog: Greetings from Mikkeli

 

1. Application for operating grants and submission of association notices ends the day after tomorrow, act NOW!
All associations operating within Aalto University Student Union must annually submit an association notice and, at the same time, associations in the 1st list can apply for an operating grant. The application period and submission of association notices ENDS THE DAY AFTER TOMORROW, on Sunday 31 Mar at 11.59 pm.

Comprehensive instructions are available here: /en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/.

NOTE!
– If your association does not submit an association notice for two consecutive years, the association may be removed from AYY’s association register and can no longer access the services.
– Operating grant applications that arrive late will not be processed.
– Each missing appendix reduces the sum of the grant. For possible appendices to be submitted late, additional time must be requested before the application period closes, and there must be a justified reason for being late. Send us a message (jarjestoasiat@ayy.fi).
– AYY’s Organisation Sector does not answer questions at the weekend, but you can find answers to frequently asked questions here: /en/blog/2019/02/28/faq-operating-grants-and-association-notices/.

Both the operating grant application and the association notice consist of tabs to be filled in in the Tahlo system and the required appendices. As appendices, we require the following from everyone:

– the current rules
– the previous operating year’s annual report
– the current operating year’s operational plan

In addition, from those applying for an operating grant:
– the current operating year’s budget
– the previous operating year’s financial statement (consists of a profit and loss account and a balance sheet)
Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset.

Carefully fill in the tabs General, Board, Facilities and Attachments and, when applying for an operating grant, the Application tab. If you are a special status association, also fill in the Special Status tab. Finally, update your association’s association profile at /wp-login.php. You can sign in with your association’s user details. Remember to update all language versions!

MORE DETAILED INSTRUCTIONS:
Detailed instructions, tips and more information at /en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/. Note that the Application tab has been updated since last year. Remember to reserve enough time to prepare the application, as applications arriving late will not be processed.

Push through the final touches!

 

2. Submit the main admin reports for your association’s website TODAY
Is your association’s website on the AYY server? It is that time of year again when the main admin report for Otax must be submitted. The deadline for the admin report is 29 Mar, and the account will be locked on 1 Apr. If you know that you will need more time for the submission, please get in touch by email at tietotekniikka@ayy.fi and we will extend your account by a month.

This year, the reports will be examined more closely than in previous years. We ask you to pay particular attention to cleaning up old access keys and clearing the www-data folder.

The admin report is available at https://lomake.ayy.fi/it/otax-admin-report/?lang=en.

Best wishes,
AYY IT

 

3. FYI – dates of AYY events
The employees and volunteers of Aalto University Student Union organise various big events aimed at all Aalto people, some of whose dates have been listed below. These are for your information and to support the planning of other events. Welcome along!

Wappu Exchange in Tampere 15 Apr https://www.facebook.com/events/791123701271281

Tutor training 17–18 Apr
Sitsi Competition 20 Apr https://www.facebook.com/events/2295608497163781
Aalto Open Air 23 Apr
Freshman Speksi 29 Apr
Opening bang of the Walpuri Tour and Night-time Prank 29 Apr
Walpuri Tour 29 Apr
Walpuri Tour afterparty and Wappu Festival 29 Apr
Wappurieha declaration 30 Apr
Manta crowning 30 Apr
Dipoli Wappu 30 Apr
Village clean-up 4 May
Tutor training 6–7 May
Flower Day 13 May
AYY 9th Annual Ball 18 May https://www.facebook.com/events/236007250677458

Also, check out the election-related events here: /en/blog/2019/03/12/futuretalks-election-spring/.

If you have any questions regarding the events, you can contact the Culture Sector at kulttuuri(a)ayy.fi or, for the part of tutor training, the Board member in charge of new students, Anna Halsas at anna.halsas(a)ayy.fi.

 

4. Immortalise your photo as part of AYY’s photographic mosaic!
Immortalise your photo as part of AYY’s photographic mosaic! In honour of the First of May, AYY’s Steering Group of Artistic Activities is producing a photographic mosaic artwork from the photo archives of students and student organisations. The theme of the artwork is “Wappu,” so we are looking for Wappu-spirited photos or ones taken around the First of May featuring students, student life and everything related.

Go through your own or your association’s photo archives and send us your pics. We need hundreds of photos in total, so there is no need to do any great elimination of the photos – this is where quantity matters! You can submit photos until 11 Apr using the form below.

https://lomake.ayy.fi/taide/photo-mosaic-wappu/

 

5. Reminder for associations of the opportunity to use Kide.app at the AYY contract price
AYY has been in cooperation with the ticket sales and registration service Kide.app (previously Bailataan.fi) since the academic year 2016/2017.

Kide.app offers organisations, guilds and other clubs a registration and ticket sales service, a webstore and the tools to enable a member register and membership sales. The service is suitable for small and large events alike, regardless of study field and the organisation’s size, and alongside simple registrations and ticket sales, it can also be used for e.g. Sitsit, Appros, cruises and other events. In Kide.app, event registrations can be collected privately by using simply a link, or the events can be publicly advertised in the service.

AYY has agreed on closer cooperation with the Kide service. Thanks to the cooperation, each association in the Student Union’s association register has the opportunity to e.g. execute their services, collect registrations and sell tickets to their events in an affordable and practical way via the website or the mobile application.

The service can be used straightaway by setting up an account for the organisation at https://kide.app/en/sales. There is no need to make a separate written contract with the service provider.

The cooperative price agreed upon with the Kide service is 2% + 0.15 € per ticket sold (normally 2.95% + 0.25 per ticket sold). The service package includes free customer service and support. The contract does not feature any monthly fees or other expenses.

More information on the service and the system’s features is available from Kassu La Habana Reyes, 045 6313726, kassu@treanglo.com and Tommi Manninen, 045 1146095, tommi@treanglo.com.

Kide.app is Finland’s most popular ticket sales channel for student events. It is used by more than 350 student organisations in 20 cities and by more than 120 000 students across Finland. The service is designed especially with student organisations’ needs in mind, and it is suitable for events of all sizes and the execution of the different services of student organisations. Find out more at https://kide.app/en/.

 

6. How do you think Teekkari culture should be promoted?
Do you have an amazing idea on how Teekkari culture should be promoted in Otaniemi? Tell us your ideas on this form: https://lomake.ayy.fi/yhdistykset/idea-for-teekkari-culture/.

At the end of last year, the Academic Engineers and Architects in Finland donated 30 000 euros towards promoting the Teekkari culture. Ideas have been collected in various workshops and now, all members of the Teekkari community get to share their ideas via the form. What do you think would best promote the Teekkari culture? Your idea can cost anything between 1–30 000 euros. The questionnaire is open until 7 Apr.

More information on the TEK donation: https://lehti.tek.fi/index.php/opiskelijat/tek-lahjoitti-teekkarikulttuurille-100-000-euroa (in Finnish).

If you have questions or comments on the project or a broader idea for presentation, please contact the project team at essi.puustinen@ayy.fi, lauri.jurvanen@ayy.fi and anna.halsas@ayy.fi.

 

7. In the AYY blog: Greetings from Mikkeli
The largest part of Aalto University students now study in Espoo’s Otaniemi, but there is a small, close group of bachelor’s level students of the School of Business to be found in Mikkeli. Read the latest news on the early part of the year in Mikkeli as written by Probba ry’s Editor-in-Chief Simo Halme in the AYY blog: /blogi/2019/03/13/greetings-from-mikkeli/?lang=en.

Remember to be in touch with Mikkeli if you want to invite the people of Mikkeli to your events or to pay them a visit, maybe for an event. The Board’s contact details are available here: http://probba.org/probba-board/.

 

 

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 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/yhdistykset

1.3.2019

Association newsletter for week 10/2019

Association Newsletter, Grants for Associations, Rules and responsibilities, 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 10/2019

Application for operating grants and submission of association notices starts NOW! Read the instructions for the application form carefully and start in good time: /en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/ (item 1).

 

Upcoming events and important dates for associations
1 Mar: Application for operating grants opens (item 1)
1 Mar: Association notice submission opens (item 1)
5 Mar: Laskiaisrieha and Gravitaatio (https://www.facebook.com/events/2296143920450164/)
10 Mar: Nomination of acknowledgement recipients ends (https://lomake.ayy.fi/hallinto/bling/)
21 Mar: AYY Representative Council meeting 3/2019 (/live)
24 Mar: TTE Fund application round II ends (item 7, http://tter.ayy.fi/ [in Finnish])
28 Mar: Last day for asking questions regarding operating grants and association notices (jarjestoasiat@ayy.fi)
31 Mar: Application for operating grants and submission of association notices ends

 

Contents of the newsletter

  1. Now is the time to submit the annual association notices and apply for AYY’s operating grants!
  2. The traditional Laskiaisrieha is back again!
  3. Otaniemi Night of Arts will be back in the autumn!
  4. Nominate recipients for AYY’s acknowledgements by 10 March
    5. Interested in developing your association’s equality?
  5. Alternative solutions for the Community structures project discussed by the Representative Council
  6. Second application round of TTE Fund for 2019 is open!
  7. Guild of Architecture’s reply to the Ilmastoveivi challenge: Veggie week 11
  8. Seminar on 15 Mar: As the theme, climate change and technology know-how as a factor for change

 

1. Now is the time to submit the annual association notices and apply for AYY’s operating grants!

All associations operating within Aalto University Student Union must annually submit an association notice and, at the same time, associations in the 1st list can apply for an operating grant. The application period and submission of association notices starts on Friday 1 Mar at 12 noon and ends on Sunday 31 Mar at 11.59 pm.

Comprehensive instructions are available here: /en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/.

Both the operating grant application and the association notice consist of tabs to be filled in in the Tahlo system and the required appendices. As appendices, we require the following from everyone:

– the current rules
– the previous operating year’s annual report
– the current operating year’s operational plan

In addition, from those applying for an operating grant:

– the current operating year’s budget
– the previous operating year’s financial statement (consists of a profit and loss account and a balance sheet)

Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset/.

Carefully fill in the tabs General, Board, Facilities and Attachments and, when applying for an operating grant, the Application tab. If you are a special status association, also fill in the Special Status tab. Finally, update your association’s association profile at /wp-login.php. You can sign in with your association’s user details. Remember to update all language versions!

MORE DETAILED INSTRUCTIONS:
Detailed instructions, tips and more information at /en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/. Note that the Application tab has been updated since last year. Remember to reserve enough time to prepare the application.

AYY’s Organisation Sector (jarjestoasiat@ayy.fi) will answer all questions regarding the operating grants.

 

2. The traditional Laskiaisrieha is back again!
On Shrove Tuesday, 5 Mar, students will once again gather in large crowds at Ullanlinnanmäki to enjoy sledging, music, competitions and other entertaining activities. And we are inviting all associations to join us to make the day even more amazing. So, dig up your tents from storage, put together your sledging gear and come along!

If you want to take part in the event as an association, need a place for your tent or some electricity, get in touch with us by email at info@laskiaisrieha.fi.

You can find more info on the event on Facebook https://www.facebook.com/events/1132008500340004/ and at www.laskiaisrieha.fi (in Finnish).

 

3. Otaniemi Night of Arts will be back in the autumn!
Have your say on the timing of Otaniemi Night of Arts and tell us about your preliminary interest in organising a subevent via the form below!

https://forms.office.com/Pages/ResponsePage.aspx?id=0377CHYR0EKKo6ccnH8gelqUeg23k_tBmr4Tl7IOrOVUOVYzQ0NHMDAxUEVJVUhZWks2WlNSRzIzVS4u

 

4. Nominate recipients for AYY’s acknowledgements by 10 March
Do you know a pioneer, unprejudiced bridge-builder or interdisciplinary hard worker in the Aalto community who deserves recognition? Nominate a recipient for the Aalto University Student Union acknowledgement award for 2019.

You can make nominations until 10 March, after which the acknowledgement working group will propose the final acknowledgement recipients to the AYY Board. An acknowledgement can be awarded to a current or former member or employee of the Student Union.

Read more about the acknowledgements and nominate a recipient via this link: https://lomake.ayy.fi/hallinto/bling/.

If you would like to take part in deciding who gets the awards this year, you can also apply to the acknowledgement working group. The acknowledgment working group’s task is to receive the proposals for the acknowledgment recipients, process these proposals and propose the final recipients to the Student Union’s Board.

The group is looking for motivated students from different fields of study. If you are interested, apply here: https://lomake.ayy.fi/hallinto/hakemuslomake-huomionosoitustyoryhmaan/ (in Finnish, translation coming soon).

 

5. Interested in developing your association’s equality?
Does your association discuss equality? Are you thinking about the best ways to organise events or prepare an equality plan or maybe wondering about the accessibility of your organisation’s facilities? Are you thinking about means to prevent and interfere with inappropriate behaviour and harassment?

The easiest way to get more information on developing equality in associations is to read through AYY’s renewed Association Guide’s Equality section at https://yhdistysopas.ayy.fi/equality/?lang=en.

You can find more information on equality planning applicable to associations and on preparing an equality plan on the Allianssi website at https://www.alli.fi/palvelutyhdenvertaisuus/tasa-arvo-ja-yhdenvertaisuussuunnittelu (in Finnish).

If you wish to discuss developing equality, means to prevent harassment or would like information or training on these topics for your association, you can contact AYY’s Advocacy Specialist in charge of Equality, Lauri Jurvanen, at lauri.jurvanen@ayy.fi, tel. 050 520 9418.

 

6. Alternative solutions for the Community structures project discussed by the Representative Council
The solution alternatives for the Community structures project were addressed in the Representative Council meeting on 28 Feb. The Council had a preliminary discussion on the models, and the goal was to get some direction from the Council on which solutions the project will move towards next. So, the recording of the Representative Council meeting is worth watching at ayy.fi/live.

The solution proposals will be added to the meeting materials: https://inside.ayy.fi/pages/viewpage.action?pageId=40468739.

Detailed information on the goals of the project can be found in the introduction piece on Project Coordinator Elina Nieminen (/en/blog/2018/08/23/new-project-coordinator-helps-the-aalto-community-develop/), and the presentations of the previous stages in the Representative Council meeting materials for last autumn and this spring at https://inside.ayy.fi/display/ED/2018.

Further information: Project Coordinator Elina Nieminen, elina.nieminen@ayy.fi, tel. 0406819612.

 

7. Second application round of TTE Fund for 2019 is open!
The second application round of TTE Fund for 2019 is open! The Fund can grant financial aid for all AYY members as well as communities operating in connection with it. TTE Fund supports operations that reach for the stars, get other people excited to join in and can be seen and heard.

You can apply for grants from TTE Fund in two ways: through the application rounds organised around three times a year, or via the continuous application process which is open during semesters. Via the continuous application process, the maximum amount of a grant is 2000 €, whereas the amount of project funding in the actual application rounds is not limited.

Application time for the second round of 2019 ends on Sunday 24 Mar 2019 at 11.59 pm. Instructions for preparing an application and its attachments can be found on the Fund’s website at http://tter.ayy.fi/ (in Finnish). The grants are applied for by filling in an online form that can be found at https://lomake.ayy.fi/tter/hakulomake/.

 

8. Guild of Architecture’s reply to the Ilmastoveivi challenge: Veggie week 11

Hello, all!

We at the Guild of Architecture got excited about the Ilmastoveivi challenge brought forward by Inkubio and decided to challenge you all to join us for vegetarianism for week 11!

The consumption of food together with housing and transport constitute the three biggest personal burdens on the environment, so what we are in the habit of eating makes a big difference in reducing our carbon footprint. As Inkubio also said in its message, the significance of climate actions grows when undertaken together, thus causing a bigger change. For these reasons, we want to challenge everyone to adopt a vegetarian diet for a week and, as an added effort, we ourselves decided to eat fully vegan food for the week in question!

The idea behind this vegetarian challenge is to encourage everyone to think about their personal eating habits and, for one week, avoid the biggest burdens on the environment in an average diet, aka meat products.

Ilmastoveivi is a campaign aiming to get Finland to use its EU presidency period effectively for the good of the environment. You can read more about Ilmastoveivi and sign the petition at https://www.ilmastoveivi2019.fi/en.html.

So, go ahead and join us for eating responsibly on 11–17 Mar! You can find us on social media and share your personal experiences with the following hashtags: #vegeviikko11 #univeivi #ilmastoveivi2019

For tomorrow,

Guild of Architecture Board

 

9. Seminar on 15 Mar: As the theme, climate change and technology know-how as a factor for change

Limiting global warming to 1.5 degrees requires huge measures from everyone, and not least from those with higher education in the field of technology. Climate change creates new demands for employees, society and the industrial life alike.

What kind of know-how does this change require? How has education already reacted and will react to this in the future?

Join us in discussing this and other topical questions on the university education of the technology field in a seminar by the Academic Engineers and Architects in Finland with the universities in the technology field. The topic will be addressed by Keynote speakers Mika Anttonen, Max Mickelsson and Mikko Dufva. The seminar is particularly suitable for Chairs, persons in charge of studies and anyone interested in climate matters. The event is Finnish-language.

More information and registration by 8 Mar at https://education.tek.fi/ (in Finnish).

 

 

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. NOTE! The association newsletter goes on holiday next week and returns on 15 Mar.

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

21.6.2018

Association newsletter week 26/2018

Association Newsletter, Rules and responsibilities, Yhdistystiedote 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 26/2018

Last week to file your missing association notices! Please note that the deadline is surprisingly in the middle of the day, on Friday at 12:00 noon. The association newsletter will take a summer holiday after next week, so remember to send in your last announcements by Wednesday at 10:00 to the address tiedotteet (a) ayy.fi. Have a fantastic Midsummer!

 

Upcoming events and important dates and events for associations
29th June at 12 noon: Post-announcement for association notices ends (see item 1 and instructions)
30th June: AYY’s space survey for associations closes (see item 2)
30th June: Deadline for financial support applications for the Otaniemi Night of Arts (http://otanieminightofarts.fi/)
3rd July: Afterwork at Smökki and beach volleyball tournament (see item 5)
31st July: Survey on AYY’s advocacy policies closes (direct link to the survey https://lomake.ayy.fi/vaikuttaminen/share-your-ideas-on-ayys-advocacy-policies/)

Contents of the newsletter
1. File your missing association notices by Friday, the 29th of June, 12:00 noon
2. What kind of spaces does your association need? Have an impact by taking the survey!
3. Apply for support for your Otaniemi Night of Arts sub-event through AYY by the end of June
4. Service office’s summer opening hours
5. Afterwork at Smökki and the Smökki Cup beach volleyball tournament on the 3rd of July
6. AYY’s new logos now available
7. AYY is now GDPR-compatible

 

1. File your missing association notices by Friday, the 29th of June, 12:00 noon
All associations within AYY must fill out a yearly association notice. Associations that have not yet filed an association notice for 2018 must do so before the 29th of June, 12:00 noon. It is no longer possible to apply for operating grants this year. If the association fails to fill an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s list of associations.

Association notices are submitted through the TAHLO system, which can be found at http://tahlo.ayy.fi/. You can log in using your association’s username and password. If you have forgotten your username or password, you can recover it and have it sent to the association’s contact e-mail address at https://tahlo.ayy.fi/password_reset/.

Fill out the following Tahlo tabs carefully: General, Board, Facilities and Attachments. You can update the form up until it closes on the 29th of June at 12:00 noon, so you do not need to do everything at once. Remember to save your changes before exiting a tab!

When filling out the association notice, you will need:
*   Rules in effect
*   The annual report for 2017
*   The strategy for 2018
*   A list of the officers

Also remember to update your association profile on the AYY website. For more detailed instructions, see /en/blog/2018/02/28/submissions-for-association-notices-and-operating-grant-applications/. If you have any questions or problems, do not hesitate to contact the organizational sector (jarjestoasiat at ayy.fi)

 

2. What kind of spaces does your association need? Have an impact by taking the survey!
How satisfied are you with the facilities that AYY provides for associations? What new spaces and services would your association like to see? And what are your association’s hopes regarding the Student Center?

Take the survey for associations about AYY’s spaces by the 30th of June to get your voice heard! Answers to the survey will be used in the planning of the Student Center and other AYY’s upcoming facilities.

Take the survey here: https://lomake.ayy.fi/fi/space-survey-for-associations/

A free use of an AYY rentable space (excluding Servin mökki and Rantasauna) will be raffled among associations that have taken the survey during June. The prize is valid until the end of the year 2018.

 

3. Apply for support for your Otaniemi Night of Arts sub-event through AYY by the end of June
The Otaniemi Night of Arts will be held for the first time on Saturday, the 6th of October. It is a cross-artistic, free campus festival, where all willing associations within AYY can take part in making the creative program. There are already more than a dozen operators involved!

The easiest way to get financial support for your event is by submitting your application by the 30th of June through the form found at www.otanieminightofarts.fi. There is no upper limit to the sum of the financial support, and applications are handled on a case-by-case basis. Now is the perfect time to make your wildest event ideas a reality! In addition to financial support, AYY provides event organizers with the use of its own facilities and those of the event’s partners, free of charge.

Your event can be pretty much anything, as long as it is related to art in some way: an exhibition, a live music night, a dance workshop or even poetry karaoke. Only imagination and the laws of physics are the limit!

Read more about the Otaniemi Night of Arts, apply for support and sign up as a sub-event organizer:
http://otanieminightofarts.fi/

For further information and advice on creating your sub-event, send an email to tero.uuttana (a) ayy.fi

 

4. Service office’s summer opening hours
AYY’s service office in Otaniemi will be open at exceptional hours during the summer:

– The office is closed on Midsummer Eve (Fri 22nd June) and between 9th July and 27th July (key distribution service for one-time rental facilities on Mondays between 14:00 and 17:00).

– The housing services’ telephone service is closed between Mon 2nd July and Wed 1st August.

– Exceptional opening hours of the cashier service: weekdays from 1st to 8th June 12:00–14:00, from 2nd to 6th July 12:00–14:00.

You can check the full opening hours and contact details of the service office on the AYY website: /en/contact-information/#Otaniemi

 

5. Afterwork at Smökki and the Smökki Cup beach volleyball tournament on the 3rd of July

The residents of Otaniemi have transitioned to a summer mode, each in their own way. Some withdrawal symptoms of the spring’s event-mania can be observed. Hard-working or hardly-working friends are nowhere to be found. What to do?

The answer is obvious: let’s go to the wellbeing committee’s SmökkiAfterwork on 3rd of July! Gather all your friends regardless of their summer plans and come enjoy the sunny weather, a few drinks and the great company on this Tuesday evening. Pub Smökki has it all: world cup football, authentic PubQuiz and a lot more! Refreshments and snacks are available for a small cash fee.

A volleyball tournament is also held alongside the afterwork by the AAVA’s sports committee, more info can be found here: https://www.facebook.com/events/394287647757015/

Summary:
What: Afterwork for the whole Otaniemi
When: On Tuesday 3.7. from 17 onwards
Where: Smökki, Jämeräntaival 4
Why: Because it’s summer and time for an afterwork in good company!
FB-event: https://www.facebook.com/events/172285916784689/

 

6. AYY’s new logos now available
At the beginning of 2018, the Aalto University Student Union adopted a brand strategy for the first time. The idea of AYY as an enabler of the best student’s life in the world is at the core of this strategy.

With the brand work, AYY’s visual outlook and logos were renewed, and they are now available for associations at https://inside.ayy.fi/display/KUV/AYY+Logot. If your association’s materials contain AYY’s logo anywhere (on your website, in your magazine or in your freshman guide, for example), we ask you to update the logos to comply with the new look by the beginning of the next academic year. You can also find visual guidelines on the website linked above.

If you want to read more about AYY’s brand strategy, check out the article on pages 40-41 in the latest AINO magazine, where Noora Vänttinen, Chair of AYY’s Board, explains how the new brand was built and what were the thoughts behind the new logo: https://issuu.com/aino-lehti/docs/aino2_2018_issuu.

 

7. AYY is now GDPR-compatible
The EU General Data Protection Regulation came into effect on Friday, the 25th of May 2018. AYY has prepared for the regulation in many ways to keep the data of our members safe.

The privacy statements on AYY’s registers with contact personnel can be found at https://rekisterit.ayy.fi/

AYY has trained its staff and the associations in its sphere of influence on the GDPR. You can check out the information, aimed towards associations, with examples, here: https://inside.ayy.fi/display/TIET/Tietosuoja (requires you to sign in using your Aalto University ID)

Please note that if you do not wish to receive the AYY association newsletter, you can unsubscribe from the list by following the instructions behind the link: https://list.ayy.fi/mailman/listinfo/ayy-info-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).

Do you 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

15.6.2018

Association newsletter week 25/2018

Association Newsletter, Rules and responsibilities, Yhdistystiedote 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 25/2018

Still a few weeks left to file your missing association notices! Also remember to answer the space survey for associations and share your ideas on AYY’s advocacy policies. Associations intending to rent facilities from AYY in the summer should also check out the service office’s summer opening hours.

Upcoming events and important dates and events for associations
29th June at 12 noon: Post-announcement for association notices ends (see item 1 and instructions)
30th June: AYY’s space survey for associations closes (see item 2)
30th June: Deadline for financial support applications for the Otaniemi Night of Arts (http://otanieminightofarts.fi/)
3rd July: Afterwork at Smökki and beach volleyball tournament (see item 4)
31st July: Survey on AYY’s advocacy policies closes (see item 5 and direct link to the survey)

 

Contents of the newsletter
1. File your missing association notices by Friday, the 29th of June, 12:00 noon
2. What kind of spaces does your association need? Have an impact by taking the survey!
3. Service office’s summer opening hours
4. Afterwork at Smökki and the Smökki Cup beach volleyball tournament on the 3rd of July
5. Share your ideas on AYY’s advocacy policies

 

1. File your missing association notices by Friday, the 29th of June, 12:00 noon
All associations within AYY must fill out a yearly association notice. Associations that have not yet filed an association notice for 2018 must do so before the 29th of June, 12:00 noon. It is no longer possible to apply for operating grants this year. If the association fails to fill an association notice in the allocated time for the second year in a row, the association can be removed from the Student Union’s list of associations.

Association notices are submitted through the TAHLO system, which can be found at http://tahlo.ayy.fi/. You can log in using your association’s username and password. If you have forgotten your username or password, you can recover it and have it sent to the association’s contact e-mail address at https://tahlo.ayy.fi/password_reset/.

Fill out the following Tahlo tabs carefully: General, Board, Facilities and Attachments. You can update the form up until it closes on the 29th of June at 12:00 noon, so you do not need to do everything at once. Remember to save your changes before exiting a tab!

When filling out the association notice, you will need:
*   Rules in effect
*   The annual report for 2017
*   The strategy for 2018
*   A list of the officers

Also remember to update your association profile on the AYY website. For more detailed instructions, see /en/blog/2018/02/28/submissions-for-association-notices-and-operating-grant-applications/. If you have any questions or problems, do not hesitate to contact the organizational sector (jarjestoasiat at ayy.fi)

 

2. What kind of spaces does your association need? Have an impact by taking the survey!
How satisfied are you with the facilities that AYY provides for associations? What new spaces and services would your association like to see? And what are your association’s hopes regarding the Student Center?

Take the survey for associations about AYY’s spaces by the 30th of June to get your voice heard! Answers to the survey will be used in the planning of the Student Center and other AYY’s upcoming facilities.

Take the survey here: https://lomake.ayy.fi/fi/space-survey-for-associations/

A free use of an AYY rentable space (excluding Servin mökki and Rantasauna) will be raffled among associations that have taken the survey. The prize is valid for the rest of the year.

 

3. Service office’s summer opening hours
AYY’s service office in Otaniemi will be open at exceptional hours during the summer:

– The office is closed on Midsummer Eve (Fri 22nd June) and between 9th July and 27th July (key distribution service for one-time rental facilities on Mondays between 14:00 and 17:00).

– The housing services’ telephone service is closed between Mon 2nd July and Wed 1st August.

– Exceptional opening hours of the cashier service: weekdays from 1st to 8th June 12:00–14:00, from 2nd to 6th July 12:00–14:00.

You can check the full opening hours and contact details of the service office on the AYY website: /en/contact-information/#Otaniemi

 

4. Afterwork at Smökki and the Smökki Cup beach volleyball tournament on the 3rd of July

The residents of Otaniemi have transitioned to a summer mode, each in their own way. Some withdrawal symptoms of the spring’s event-mania can be observed. Hard-working or hardly-working friends are nowhere to be found. What to do?

The answer is obvious: let’s go to the wellbeing committee’s SmökkiAfterwork on 3rd of July! Gather all your friends regardless of their summer plans and come enjoy the sunny weather, a few drinks and the great company on this Tuesday evening. Pub Smökki has it all: world cup football, authentic PubQuiz and a lot more! Refreshments and snacks are available for a small cash fee.

A volleyball tournament is also held alongside the afterwork by the AAVA’s sports committee, more info can be found here: https://www.facebook.com/events/394287647757015/

Summary:
What: Afterwork for the whole Otaniemi
When: On Tuesday 3.7. from 17 onwards
Where: Smökki, Jämeräntaival 4
Why: Because it’s summer and time for an afterwork in good company!
FB-event: https://www.facebook.com/events/172285916784689/

 

5. Share your ideas on AYY’s advocacy policies
The Aalto University Student Union is updating its policy papers this year. At the same time, the current policy papers will be combined into a single document. In what societal questions should Aalto people be especially active in?

By taking the survey, you can bring new issues and ideas to the policy paper preparation work: https://lomake.ayy.fi/vaikuttaminen/kerro-ideasi-ayyn-vaikuttamislinjoista/

The survey is open until July 31st. For more information, please contact AYY’s Advocacy and Communications Manager: heikki.isotalo (a) 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).

Do you 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

12.1.2018

Association newsletter for the week 3/2017

Association Newsletter, Associations, Rules and responsibilities, Training and Courses Leave a comment

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

This is AYY’s asscociation newsletter for the week 3/2018 

Upcoming events and important dates and events for associations

Jan 12th: Deadline for registering your checkpoint to Winter day
Jan 16th: Winter day (see 1)
Jan 21st: TTER’s deadline (see 2)

Content of the newsletter

  1. Welcome to host a checkpoint at Winter day on January 16th
  2. The first application round of TTE-Fund in 2018 is open!
  3. Changes to the AYY Association Regulation
  4. Presentations from AYY’s association training online
  5. Save the date: security training in Finnish on the 26th of January 2018

 

  1. Welcome to host a checkpoint at Winter day on January 16th

Hello and happy new year!

Frost, winter and the new year brings the Winter Day upon us. I warmly welcome every association, guild and tutor to host a checkpoint in the event for the crawling freshmen. The event is held on Tuesday 16.1. and the checkpoints are open from 14:30 and will close at 17:30. All the saunas in Otaniemi will open at 17:00 and the afterparty, After Ski which starts in Smökki at 20:00.

You can register your checkpoint until the 12th of January with this form:

http://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastinpitajaksi-checkpoint-for-winter-day-16-1/

Also check the event in Facebook:

https://www.facebook.com/events/152910288672536/

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

Lauri Nyrhilä

Freshman Major

Aalto University Student Union AYY

+358 40 1959210 | lauri.nyrhila@ayy.fi

 

 

  1. The first application round of TTE-Fund in 2018 is open!

The first application round of TTE-Fund in 2018 is open! The fund may grant financial aid for all AYY members and the association within it. TTE-Fund supports visible activities that reach for the stars and make other people excited.

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

The first application round of 2018 will end on Sunday, 21 Jan 2018, at 11.59pm. Instructions for the application and its attachments are available on the website of the fund at http://tter.ayy.fi/. The grant can be applied for with an online form which is available at: https://lomake.ayy.fi/tter/hakulomake/

Deadlines of the application rounds for the year 2018 and other additional information is available on TTE-Fund’s website at http://tter.ayy.fi/. Also check out the facebook site at www.facebook.com/tterahasto.

 

  1. Changes to the AYY Association Regulation

The AYY Representative Council decided at their meeting 7/2017, held on the 2nd of November, to change the stipulations in the association regulation regarding the number of members in associations and the responsibility of keeping the Student Union up to date on the number of members. The exact requirement, 7 members, previously only concerned associations on the first list. The same requirement was now extended to concern associations also on the second list. So, from now on, second list associations must also have at least 7 members that belong to AYY. However, the requirement of at least 60% of members with the right to vote being members of the Student Union only applies when the association belongs to the first list.

To check and update the number of members, a stipulation was added for all associations about informing the Student Union on member numbers and percentages of members that belong to AYY as part of the association notice. This means that the member lists will be under scrutiny in the upcoming association notice check-up during the spring of 2018. The inspection of the association notices is based on the information submitted to the TAHLO system by the associations, same as before.

Revised association regulation: https://inside.ayy.fi/pages/viewpage.action?pageId=12615842

More information on the subject from organizational affairs and communications specialist Ahto Harmo at jarjestoasiat@ayy.fi.

 

  1. Presentations from AYY’s association training online

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

Presentations from the English association training can now be found at /en/associations/services/training-and-courses/association-training/.

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

 

 

  1. Save the date: security training in Finnish on the 26th of January 2018

AYY is organizing a security and harassment prevention training in Otaniemi on the 26th of January, in cooperation with the Student Union of the University of Helsinki (HYY). More information and signups to be informed next week. The training will be held in Finnish.

8.1.2018

Association newsletter for the week 2/2018

Association Newsletter, Associations, Rules and responsibilities 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 2/2018

Upcoming events and important dates and events for associations

Jan 12th: Deadline for registering your checkpoint to Winter day: http://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastinpitajaksi-checkpoint-for-winter-day-16-1/
Jan 16th: Winter day (see 2)

Content of the newsletter

  1. Changes to the AYY Association Regulation
  2. Welcome to host a checkpoint at Winter day on January 16th
  3. Presentations from AYY’s association training online
  4. Remember to join AYY’s event marketing groups for next year
  5. Pick up you association mail from AYY’s letterboxes

 

  1. Changes to the AYY Association Regulation

The AYY Representative Council decided at their meeting 7/2017, held on the 2nd of November, to change the stipulations in the association regulation regarding the number of members in associations and the responsibility of keeping the Student Union up to date on the number of members. The exact requirement, 7 members, previously only concerned associations on the first list. The same requirement was now extended to concern associations also on the second list. So, from now on, second list associations must also have at least 7 members that belong to AYY. However, the requirement of at least 60% of members with the right to vote being members of the Student Union only applies when the association belongs to the first list.

To check and update the number of members, a stipulation was added for all associations about informing the Student Union on member numbers and percentages of members that belong to AYY as part of the association notice. This means that the member lists will be under scrutiny in the upcoming association notice check-up during the spring of 2018. The inspection of the association notices is based on the information submitted to the TAHLO system by the associations, same as before.

Revised association regulation: https://inside.ayy.fi/pages/viewpage.action?pageId=12615842

More information on the subject from organizational affairs and communications specialist Ahto Harmo at jarjestoasiat ät ayy.fi.

 

  1. Welcome to host a checkpoint at Winter day on January 16th

Hello and happy new year!

Frost, winter and the new year brings the Winter Day upon us. I warmly welcome every association, guild and tutor to host a checkpoint in the event for the crawling freshmen. The event is held on Tuesday 16.1. and the checkpoints are open from 14:30 and will close at 17:30. All the saunas in Otaniemi will open at 17:00 and the afterparty, After Ski which starts in Smökki at 20:00.

You can register your checkpoint until the 12th of January with this form:  http://lomake.ayy.fi/teekkarijaosto/talvipaivan-rastinpitajaksi-checkpoint-for-winter-day-16-1/

Also check the event in Facebook: https://www.facebook.com/events/152910288672536/

Best regards,

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

Lauri Nyrhilä
Freshman Major
Aalto University Student Union AYY
+358 40 1959210 | lauri.nyrhila at ayy.fi

 

  1. Presentations from AYY’s association training online

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

Presentations from the English association training can now be found at /en/associations/services/training-and-courses/association-training/.

 

4. Remember to join AYY’s event marketing groups for next year

AYY Events is a channel for events hosted by Aalto University Student Union. In the group, you can advertise your non-commercial events that are intended for Aalto University students.

https://www.facebook.com/groups/AYYEvents/

AYY Sports and Wellbeing is a channel operated by the Aalto University Student Union for sports and wellbeing events and opportunities aimed at students. You can use the channel to advertise interesting sports activities and wellbeing-related events for Aalto students. The aim of the group is to encourage Aalto people to take part in easily accessible sports and wellbeing activities.

https://www.facebook.com/groups/2062045280696358/

AYY Study Events is a channel for studying events and opportunities hosted by Aalto University Student Union. In the group, you can advertise studying opportunities that are intended for Aalto University students.

https://www.facebook.com/groups/1079976045426133/

 

  1. Pick up you association mail from AYY’s letterboxes

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

 

WOULD YOU WISH TO HAVE 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).