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This is AYY’s asscociation newsletter for the week 10/2017
NB! Submissions for association notices and operating grant applications is open: https://tahlo.ayy.fi.
Upcoming events and important dates and events for associations
Mar 29th: The main administrator notifications of Otax deadline (see 3)
Apr 3rd, 12.00 noon: Deadline for applications for operational grants and association notices https://tahlo.ayy.fi (see 1)
Apr 21st – Apr 30th: Wappuarena: http://wappuareena.jayna.fi/ (see 5)
Sep 8th: Opening ceremonies for the academic year 2017-2018
Content of the newsletter
- Submissions for association notices and operating grant applications is open from March 1st, at 12:00 noon to April 3rd, at 12:00 noon
- The second application round of TTE-Fund in 2017 is open!
- The main administrator notifications of Otax must be done by 29.3.
- Train as a Security Officer, AYY pays for the costs!
- Wappuarena
- Submissions for association notices and operating grant applications is open from March 1st, at 12:00 noon to April 3rd, at 12:00 noon
All associations within AYY must fill out a yearly association notice. Failing to fill out the notice for two consecutive years or submitting an association notice with clearly inadequate information may lead to the association being removed from the AYY Association Register. Only associations belonging to the first list of AYY’s Association Register can apply for operating grants. You can check which list your association belongs to from the TAHLO system when it opens on March 1st, or you can contact the organizational sector before that (jarjestoasiat at ayy.fi).
The operating grant applications and association notices will be handled as soon as possible during April. Any possible delays will be informed of separately.
More information about the operating grants can be found at /en/associations/services/operating-grants/, where you can also find the scoring model that is used for distributing the grants and the amount of grants distributed in the past years. In any unclear matters, please contact the organisational sector (jarjestoasiat at ayy.fi). You can also contact the Organisational Affairs Specialist by phone at 050 520 9442, available from Monday to Friday between 10-14 (excluding Thursdays).
NB! Funding for projects outside the regular operations and for new mind-blowing ideas can be applied through the TTE-Fund (http://tter.ayy.fi/hae-avustusta/briefly-in-english/).
Using the association database TAHLO
The association notice is filled out and the operating grants are applied for via the TAHLO system (Operating grant application). The system can be found at http://tahlo.ayy.fi/.
NB! This year, the association notice and operating grant application are done using the updated TAHLO system, so no information can be entered into the old system. The information from the previous years is copied into the new system. The new system opens when the submissions for association notices and operating grant applications start.
You can log in by using the association’s username and password. These are the same as during the last round of operating grant applications. If you have forgotten your username or password, you can recover it and have it sent to the association’s contact e-mail address at https://tahlo.ayy.fi/password_reset/. If you still have problems logging in, please contact the organisational sector (jarjestoasiat at ayy.fi). If your association does not already have a username and password, please contact the organisational sector immediately (jarjestoasiat at ayy.fi), and they will create a username and password for you. Store the TAHLO password somewhere safe: you will need it again next year.
Take care when filling out the information. The information from the previous year is copied from the old system. The basic information for 2016 (name of the association, address, etc.) are filled out automatically also for this year, so you do not need to fill out all the fields again. You can update the form up until it closes on 3rd April, at 12:00, so you do not need to do everything at once. Remember to save your changes before exiting a tab! Please also note that the form has some fields that the association cannot fill in by themselves (for example the class within the Association Register that the association belongs to). These fields will be filled in by the organisational sector.
If you have any problems with the system, spot any spelling mistakes or anything else that is out of place, please notify us at jarjestoasiat(at)ayy.fi. We try to be alert if, for example, the system goes down, but letting us know of any problems will help us react even faster.
New section in the application for special status associations
NB! This year, special status associations also need to fill out the new Special status tab. This is compulsory for all special status associations. The tab asks you to answer how the association currently fulfils the requirements of a special status association, as laid down in AYY’s association regulations. The information is used to examine the special status and to develop the association field of the Student Union. The information entered into the Special status tab does not affect the operating grant application, but the operating grant possibly awarded to the special status association will not be paid if the information is missing.
If you are only filling out the association notice without applying for the operating grant,
you will need:
* Rules in effect
* The annual report for 2016
* The strategy for 2017
* A list of the officers
Fill out the following tabs: General, Board, Facilities and Attachments. Special status associations must also fill out the Special Status tab. You do not need to do anything with the tab labeled Application.
If you are also applying for the operating grant,
you will need:
* Rules in effect
* The annual report for 2016
* The financial statement, balance sheet, profit and loss statement for 2016
* The strategy for 2017
* The budget for 2017
* A list of the officers
If you are going to be late with any of the documents, for example because of the date of the annual meeting, please let the organisational sector know well in advance (jarjestoasiat at ayy.fi)! Additional time can be granted for good reasons, but missing documents will count negatively towards the awarded grant.
Take good care when filling out the tabs, especially the Operating Grant Application. The operating grants will be distributed according to the scoring model: /wp-content/uploads/Pisteytysmalli_ENG.pdf. Make sure to answer all the questions carefully, as points will be distributed according to your answers.
A prerequisite for the operating grant is an association profile on the AYY website. The profile needs to exist in at least one of the official languages (Finnish or Swedish) and in English. The most important thing is that all association profiles can be found in all three language versions. You do not need to translate the profiles into all three languages; two out of three is sufficient. For example, the profile can be found in Finnish on the Finnish site (ayy.fi) and in English on the English and Swedish sites. You can add the translations from the editing page: under the Language bar on the right-hand side, you will find a section called Translations or Translate this Document.
Every association is responsible for updating their profile and its translated version. If there is no one in your association who knows either one of the official languages (Finnish or Swedish), please contact the Organisational Affairs Specialist.
You can edit the profile by logging in at /wp-admin/. The username is usually the abbreviation the association uses of itself. If you have forgotten the password, you can reset it via the login page. The usernames are usually connected to the e-mail address of the association’s board, so you should receive the confirmation e-mail there. If you have any problems, please contact the organisational sector (jarjestoasiat at ayy.fi).
- The second application round of TTE-Fund in 2017 is open!
The second application round of TTE-Fund in 2017 is open! The fund may grant financial aid for all AYY members and the association within it. TTE-Fund supports visible activities that reach for the stars and make other people excited.
You can apply for grants from TTE-Fund in two ways: through the application rounds arranged approximately three times a year and through the continuous application period which is open during the academic terms. During the continuous application period, you can apply for the grants with the maximum of 2000€, whereas the amount of project grants during the actual application rounds is not limited.
The second application round of 2017 will end on Sunday, 19 March 2017, at 11.59pm. Instructions for the application and its attachments are available on the website of the fund at http://tter.ayy.fi/. The grant can be applied for with an online form which is available at: https://lomake.ayy.fi/tter/hakulomake/
Deadlines for the application rounds of spring 2017 and other additional information is available on TTE-Fund’s website at http://tter.ayy.fi/. Also check out the facebook site at www.facebook.com/tterahasto.
- The main administrator notifications of Otax must be done by 29.3
Concerning associations which have webpages or IDs at AYY’s web hotel service Otax.
The main administrator notifications of Otax must be done by 29.3. In the case of those accounts from which notifications have not been made, the IDs will be locked on 1.4. and the site will be closed down.
At the same time, the notifier must check the applications that are running, users who have access to the ID etc. You can find more detailed instructions on the notification form. Set aside enough time to make the notification and check the site.
You can make a notification at https://lomake.ayy.fi/it/yllapitajailmoitus/
More information Otax and other IT services offered by AYY to associations can be found at https://otax.fi/.
- Train as a Security Officer, AYY pays for the costs!
AYY is organizing a Security Officer course as intensive training from the 24th to the 28th of March 2017. The course is free if you commit to working as a Security Officer in four (4) AYY events by the end of 2018.
The course has 20 slots and it’s organized at AYY premises in Otaniemi and Vaasankatu. The signup opens on the 27th of February at 12:00 and closes on the 12th of March at 23:59 or when the course is full.
The course will be held in Finnish.
More info and signup: https://lomake.ayy.fi/vapaaehtosiset/kouluttaudu-jarjestyksenvalvojaksi/
- Wappuarena
This year the 30. Jäynäkilpailu (30th annual Student Prank Competition) is being celebrated and to honor the anniversary we want to add a little extra boost to the Wappu spirit! Our goal is to offer everyone a great place right in the middle of Otaniemi campus, to be used as a location for all the awesome Aalto community Wappu events that are held.
Wappuarena will work both as the hottest meeting point of Otaniemi as well as the most wanted place to organize all sorts of Wappu events, from April 21st to April 30th. Wappuarena will be built on Alvarin aukio. We, on behalf of Jäynäkilpailu will create an awesome setting for you as an organisation to take your Wappu fever to another level!
Interested? Read more about the project and how to book it from: wappuareena.jayna.fi
DO YOU WANT YOUR OWN NEWS IN THIS NEWSLETTER?
Send your short text to us by Wednesday 10:00 AM, into 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).