This is AYY’s association newsletter 15/2015. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

The application period for operating grants will continue after the Easter until 11.59pm on 7 Apr, because the system was down during the last weekend. We apologise for any inconvenience! Application instructions are available here.

Please remember to apply for club rooms and storage facilities now that they are available!

CONTENT OF THE NEWSLETTER
1. Club rooms and storage facilities open for applications, DL 12 Apr 2015
2. May Day is approaching – add your association’s May Day events to wappu.fi site!   
3. Submit your events for AYY’s academic year calendar 2015-2016, DL 16 May

1. CLUB ROOMS AND STORAGE FACILITIES OPEN FOR APPLICATIONS, APPLICATION DL 12 APR 2015

The allocation practices of facilities rented permanently for associations were renewed in 2014. In the future, available facilities will be published in the association newsletter, after which the associations can apply for the facility. Facilities are allocated based on the scoring model for facilities rented for associations (pdf).

The application period for facilities is ongoing. You can apply for storage facilities and club rooms through the electronic application form:

Storage facilities: https://lomake.ayy.fi/hallinto/storage-facilities-application-form/

Club rooms: https://lomake.ayy.fi/hallinto/application-form-for-club-room/

You can review the available facilities and floor areas when filling in the application forms.

The application schedule is as follows:

The application form is open on Wed, 25 Mar, 12noon–Sun, 12 Apr, 11.59pm.

AYY’s facility committee will process applications in week 16. AYY Board makes decisions on facilities based on the proposal of the facility committee in week 17.

We aim at making agreements for facilities starting in May 2015. Rental agreements are valid until further notice, unless otherwise mentioned.

NB! Only applications delivered through the previously-mentioned forms are taken into account. Previous facility inquiries submitted via e-mail or late applications will not be addressed.

Further information: Johanna Pietiläinen, firstname.surname (a) ayy.fi, 050 520 9434

2. MAY DAY IS APPROACHING – ADD YOUR ASSOCIATION’S MAY DAY EVENTS TO WAPPU.FI WEBSITE!

May Day is approaching and wappu.fi site will open again! Anyone in Aalto community can add their own May Events for everyone to see. http://wappu.fi/

So add your association events to the site now! If you do not have all the details yet, you can also add the so-called dummy, i.e. the date reservation. You can update the event information later if you create a user account and password when adding the event. Please also include at least the title and a brief description in English so that international students can participate as well.

Please note that events do not appear in the calendar immediately because the administrator must approve them first.

If  the page does not work or you forget your password, please contact the administrator via e-mail: webmaster@ayy.fi

3. SUBMIT YOUR EVENTS FOR AYY’S ACADEMIC YEAR CALENDAR 2015-2016, DL 26 MAY

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 Tuesday, 26 May 2015. 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 26 May 2015, 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/ayycalendar2015

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

 

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

Please send a brief text by Wednesday, 10am, to the address jarjestoasiat@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 Organisation and Communications Specialist Kati Penttinen (jarjestoasiat@ayy.fi, tel: 050 520 9442).

This is AYY’s association newsletter 14/2015. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

CONTENT OF THE NEWSLETTER
1. Operating grant application period and the submitting of association notices to end on 31 Mar!
2. Changes to the reservation right for facilities rented on a one-time basis
3. Main administrator notifications for Otax by 29 Mar!
4. Club rooms and storage facilities open for applications, DL 12 Apr 2015
5. May Day is approaching – add your association’s May Day events to wappu.fi site!   
6. Submit your events for AYY’s academic year calendar 2015-2016, DL 16 May

1. OPERATING GRANT APPLICATION PERIOD AND THE SUBMITTING OF ASSOCIATION NOTICES TO END ON 31 MAR!

The submitting of AYY’s annual association notices and the application period for the operating grant will end on next week’s Tuesday, 31 Mar, 11.59pm.

All associations approved in the first list of AYY’s association register may apply for the operating grant. All associations in AYY’s association register must fill in the association notice.

You can submit the notice and fill in the application by signing in at the address http://tahlo.ayy.fi and creating username for your association. Associations have to create the username by themselves.

More detailed instructions on how to apply for the operating grant or submit the association notice re available here.

Please note! If your username is too long, the system will automatically cut it after 11 characters and link the username with the association name that you have provided. There is no separate notification about this. When a username has been created for an association under a certain name, you cannot create a new organisation or username under the same name and you have to be able to sign in with the abbreviated username. So please pay attention when creating the username!

Be on time! There is surprisingly much information to fill in. In addition, the form is brand new and therefore there may be unexpected features that will slow down the process. Help or IT support outside the office hours is not provided, so it is advisable to apply well before the deadline. Please report any bugs or other problems that you may detect to the address jarjestoasiat@ayy.fi in order for us to fix them for the next year. So please fill in the application well before the deadline!

If you encounter any problems or need help, please contact the organisation specialist (jarjestoasiat@ayy.fi). You can also reach the organisation specialist by phone at 050 520 9442, the best time to call is on weekdays at 10am-2pm.

2. CHANGES TO THE RESERVATION RIGHT FOR FACILITIES RENTED ON A ONE-TIME BASIS

At its meeting 14/2015, AYY Board decided that the reservation right of facilities rented on a one-time basis will be removed from those who do not pay the bill after the first reminder. The reservation right is returned immediately after the payment is received on AYY’s account. The change enters into force immediately and applies to all the users.

3. MAIN ADMINISTRATOR NOTIFICATIONS FOR OTAX

Main administrator notifications for Otax must be made by 29 March. For those accounts which do not provide the notification, the username will be locked on 1 Apr and the site will be closed. This concerns associations which have websites or usernames for AYY’s web hotel service Otax.

The administrator notification has been renewed and is more extensive than previously. At the same time, the notifier needs to check the running applications, users with access to the username, etc. Detailed instructions can be found in the notification form. Please reserve enough time for filling in the notification and for checking the site.

You can fill in the notification at https://lomake.ayy.fi/it/yllapitajailmoitus/

Further information on Otax services is available at here.

4. CLUB ROOMS AND STORAGE FACILITIES OPEN FOR APPLICATIONS, APPLICATION DL 12 APR 2015

The allocation practices of facilities rented permanently for associations were renewed in 2014. In the future, available facilities will be published in the association newsletter, after which the associations can apply for the facility. Facilities are allocated based on the scoring model for facilities rented for associations (pdf).

The application period for facilities is ongoing. You can apply for storage facilities and club rooms through the electronic application form:

Storage facilities: https://lomake.ayy.fi/hallinto/storage-facilities-application-form/

Club rooms: https://lomake.ayy.fi/hallinto/application-form-for-club-room/

You can review the available facilities and floor areas when filling in the application forms. You can check available club rooms during the round which is organised on Wednesday, 1 Apr 2015 (2.15pm in the lobby of AYY’s Central Office, 2nd floor).

The application schedule is as follows:

The application form is open on Wed, 25 Mar, 12noon–Sun, 12 Apr, 11.59pm.

AYY’s facility committee will process applications in week 16. AYY Board makes decisions on facilities based on the proposal of the facility committee in week 17.

We aim at making agreements for facilities starting in May 2015. Rental agreements are valid until further notice, unless otherwise mentioned.

NB! Only applications delivered through the previously-mentioned forms are taken into account. Previous facility inquiries submitted via e-mail or late applications will not be addressed.

Further information: Johanna Pietiläinen, firstname.surname (a) ayy.fi, 050 520 9434

5. MAY DAY IS APPROACHING – ADD YOUR ASSOCIATION’S MAY DAY EVENTS TO WAPPU.FI WEBSITE!

May Day is approaching and wappu.fi site will open again! Anyone in Aalto community can add their own May Events for everyone to see. http://wappu.fi

So add your association events to the site now! If you do not have all the details yet, you can also add the so-called dummy, i.e. the date reservation. You can update the event information later if you create a user account and password when adding the event. Please also include at least the title and a brief description in English so that international students can participate as well.

Please note that events do not appear in the calendar immediately because the administrator must approve them first.

If the page does not work or you forget your password, please contact the administrator via e-mail: webmaster@ayy.fi

6. SUBMIT YOUR EVENTS FOR AYY’S ACADEMIC YEAR CALENDAR 2015-2016, DL 26 MAY

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 Tuesday, 26 May 2015. 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 26 May 2015, 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/ayycalendar2015

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

 

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

Please send a brief text by Wednesday, 10am, to the address jarjestoasiat@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 Organisation and Communications Specialist Kati Penttinen (jarjestoasiat@ayy.fi, tel: 050 520 9442).

This is AYY’s association newsletter 13/2015. If you want to receive AYY’s association newsletter to your e-mail, please subscribe at http://list.ayy.fi/mailman/listinfo/yhdistykset

CONTENT OF THE NEWSLETTER
1. Operating grant application period and the submitting of association notices is ongoing until 31 Mar!
2. Update Otax administrators by 29 Mar!
3. Club rooms and storage facilities open for applicatios, application DL 12 Apr 2015
4. May Day is approaching – add your association’s may day events to wappu.fi website!
5. Submit your events for AYY’s academic year calendar 2015-2016, DL 26 May
6. Reminder about how to act in the university facilities

1. OPERATING GRANT APPLICATION PERIOD AND THE SUBMITTING OF ASSOCIATION NOTICES ARE ONGOING

The submitting of AYY’s annual association notices and the application period for the operating grant will end on Tuesday, 31 March at the turn of the month. All associations approved in the first list of AYY’s association register may apply for the operating grant. All associations operating within AYY, however, must fill in the association notice. If the association notice is not submitted in two consecutive years, the association may be removed from AYY’s association register.  If you are uncertain whether your association belongs to the first or the second list, please contact the organisation specialist (jarjestoasiat@ayy.fi).

Associations submit the association notice and apply for the operating grant by using a brand new database Tahlo (operating grant application form). The system is available at http://tahlo.ayy.fi. More specific instructions for the operating grant applications and the submitting of association notices (e.g. The list of required documents) is available here.

Please fill in all the information carefully. When you use the system for the first time, you need to fill in plenty of information, so please reserve enough time and be on time! The next time will be easier as the information will be copied from previous years. You may update information until the forms close at 11.59pm on 31 Mar, so you do not have to remember everything at once. Please remember to save any changes!

If you encounter any problems, typos or other errors in the system, please contact jarjestoasiat@ayy.fi. We try to be alert if the system crashes, for example, but if you report any problems, we can react faster.

Please remember that the precondition for the payment of the operating grant is that the association has the association profile on AYY’s website at least in one domestic languages (Finnish or Swedish) and in English.Further information is available here.

The operating grants and association notices are processed as quickly as possible. This year, however, their allocation and payment may occur later in May due to the parliamentary elections and the capping of Manta statue.

Please note! In 2015, increased operating grants are not allocated at all. You can apply for funding from TTE-Fund for all projects outside continuous operations and for new spectacular ideas (tter.fi).

If you need further information, please send e-mail to jarjestoasiat@ayy.fi. At the same address, you get further information and help with the association notice and the applications. You can also get in touch by telephone at 050 520 9442. The best time to reach the organisation specialist by telephone is on weekdays between 10am and 2pm.

2. MAIN ADMINISTRATOR NOTIFICATIONS FOR OTAX

Main administrator notifications for Otax must be made by 29 March. For those accounts which do not provide the notification, the username will be locked on 1 Apr and the site will be closed. This concerns associations which have websites or usernames for AYY’s web hotel service Otax.

The administrator notification has been renewed and is more extensive than previously. At the same time, the notifier needs to check the running applications, users with access to the username, etc. Detailed instructions can be found in the notification form. Please reserve enough time for filling in the notification and for checking the site.

You can fill in the notification at https://lomake.ayy.fi/it/yllapitajailmoitus/

Further information on Otax services is available at here.

3. CLUB ROOMS AND STORAGE FACILITIES OPEN FOR APPLICATIONS, APPLICATION DL 12 APR 2015

The allocation practices of facilities rented permanently for associations were renewed in 2014. In the future, available facilities will be published in the association newsletter, after which the associations can apply for the facility. Facilities are allocated based on the scoring model for facilities rented for associations.

The application period for facilities is ongoing. You can apply for storage facilities and club rooms through the electronic application form:

Storage facilities: https://lomake.ayy.fi/hallinto/storage-facilities-application-form/

Club rooms: https://lomake.ayy.fi/hallinto/application-form-for-club-room/

You can review the available facilities and floor areas when filling in the application forms. You can check available club rooms during the round which is organised on Wednesday, 1 Apr 2015 (2.15pm in the lobby of AYY’s Central Office, 2^nd floor).

The application schedule is as follows:

The application form is open on Wed, 25 Mar, 12noon–Sun, 12 Apr, 11.59pm.

AYY’s facility committee will process applications in week 16. AYY Board makes decisions on facilities based on the proposal of the facility committee in week 17.

We aim at making agreements for facilities starting in May 2015. Rental agreements are valid until further notice, unless otherwise mentioned.

NB! Only applications delivered through the previously-mentioned forms are taken into account. Previous facility inquiries submitted via e-mail or late applications will not be addressed.

Further information: Johanna Pietiläinen, firstname.surname (a) ayy.fi, 050 520 9434

4. MAY DAY IS APPROACHING – ADD YOUR ASSOCIATION’S MAY DAY EVENTS TO WAPPU.FI WEBSITE!

May Day is approaching and wappu.fi site will open again! Anyone in Aalto community can add their own May Events for everyone to see. http://wappu.fi

So add your association events to the site now! If you do not have all the details yet, you can also add the so-called dummy, i.e. the date reservation. You can update the event information later if you create a user account and password when adding the event. Please also include at least the title and a brief description in English so that international students can participate as well.

Please note that events do not appear in the calendar immediately because the administrator must approve them first.

If  the page does not work or you forget your password, please contact the administrator via e-mail: webmaster@ayy.fi

5. SUBMIT YOUR EVENTS FOR AYY’S ACADEMIC YEAR CALENDAR 2015-2016, DL 26 MAY

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 Tuesday, 26 May 2015. 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 26 May 2015, 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/ayycalendar2015

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

6. REMINDED ABOUT HOW TO ACT IN UNIVERSITY FACILITIES

Now that the parliamentary election campaign is heating up, it is good to go through a few guidelines on how to act in university facilities. It is prohibited to practise any activities representing a political, religious or any other ideology in university facilities. All associations can present their activities in the lobby, but they should not refer to the elections and it is prohibited to distribute flyers or other material.

”Ticket sales tables” located in the main lobby of Otakaari 1 must be booked in advance by contacting the building janitors. When using these tables, you should remember that it is prohibited to play music as it disrupts lectures in the immediate vicinity of the lobby.

 

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

Please send a brief text by Wednesday, 10am, to the address jarjestoasiat@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 Organisation and Communications Specialist Kati Penttinen (jarjestoasiat@ayy.fi, tel: 050 520 9442).

The Association Newsletter for the week 12/2015 is unfortunately only available in Finnish and Swedish due to sick leave. Topics of the letter are in English below. If you need more information, please contact the organisation specialist (jarjestoasiat@ayy.fi)

TOPICS OF THE NEWSLETTER 
1. Operating grant application period and the submitting of association notices are on going till the end of March
2. Participate in the contest and win Rantasauna and the hot tub for your association’s use!  
3. Work available for an association in connection with the housing carnival event on 20 Mar!
4. Add the events of your association to calendar in ayy.fi
5. The second application round of TTE-Fund in 2015 is open till 22.3.
6. Apply for a garden plot from Aalto Garden at Ossinlampi! DL 22.3.