This is AYY’s association newsletter for the week 4/2015. 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. Heikki Pulkkinen in charge of organisational affairs in the year of 2015
2. The first application round of TTE-Fund in 2015 is open!
3. Main administrator notifications for otax
4. Association training material available on AYY’s website
5. AYY’s budget changes concerning associations

1. HEIKKI PULKKINEN IN CHARGE OF ORGANISATIONAL AFFAIRS IN THE YEAR OF 2015

In the year of 2015, Heikki Pulkkinen is in charge of organisational affairs in HYY Board. Heikki studies technical physics at the School of Science. He has previously acted as the chairperson of the Physicist Guild. In addition to organisational affairs, Heikki is in charge of campus affairs, particularly housing and facilities. You can reach Heikki by e-mail at heikki.pulkkinen@ayy.fi and by telephone (041)437-7542. With issues regarding organisational affairs in general, however, you should use the address jarjestoasiat@ayy.fi, where you can also reach the organisation specialist.

Further information on the Board and its composition is available here: /en/contact-information/board/

2. THE FIRST APPLICATION ROUND OF TTE-FUND IN 2015 IS OPEN!

The first application round of TTE-Fund in 2015 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 1000€, whereas the amount of project grants during the actual application rounds is not limited.

The first application round of 2015 will end on Sunday, 25 January 2015, 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 2015 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.

3. MAIN ADMINISTRATOR NOTIFICATIONS FOR OTAX

Concerning associations which have websites or usernames for AYY’s web hotel service 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.

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/otax-admin-report/?lang=en

Further information on Otax services is available at /en/associations/services/it-services/website-services-on-otax/

4. ASSOCIATION TRAINING MATERIAL AVAILABLE ON AYY’S WEBSITE

AYY’s association training sessions were held on Wednesday, 3 Dec. The meeting addressed services provided by AYY, communications, interpretation of regulations, meeting technique and association activities in general. The material used in the training sessions is available on AYY’s website at: /en/associations/services/training-and-courses/association-training/. At the moment, the slides are only available in Finnish but they will be translated as soon as possible.

5. AYY’S BUDGET CHANGES CONCERNING ASSOCIATIONS

AYY’s budget for the year of 2015 was decided at the Representative Council meeting 11/2014 on 27 Nov. In the meeting, the increased operating grant allocated for organisations and the general project grant allocated by AYY were removed from the budget. Both budget items were relatively small and project grants were not very popular. The removed EUR 5,000 was transferred into operating grants. In the spring of 2015, a total of EUR 67,000 of operating grants are allocated to the associations, of which EUR 18,000 are allocated to special status associations and EUR 49,000 to other associations.

From the beginning of the year onwards, all project grants will be directed to TTE-Fund, which has better conditions for the allocation of grants, as well as much more to allocate. Any AYY’s member or a community or association within AYY may apply for the grant. Several members of AYY can also apply for the grant together. The grant is allocated for larger and smaller projects, which activate students, increase liveliness in the community and spread positive feelings. You can apply for the grant from TTE-Fund in two ways: during the application rounds organised three times a year and during the continous application process, which is open during the academic terms. The continuous application process is only intended for small projects (EUR 1,000 or less), the amount of the project grant is not limited during other application rounds. More information on the grants allocated by TTE-Fund is available here: http://tter.ayy.fi/ The majority of the instructions are only available in Finnish but you can also apply in English and Swedish. Further inquiries may be addressed to the Board of TTE-Fund: tter@ayy.fi

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 for the week 51/2014. 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 the last association newsletter published this year. The first association newsletter of the spring will be published on Friday, 16 Jan. If you want to submit material for that newsletter, DL is the previous Wednesday at 10am. AYY’s organisation sector will also take a Christmas break from 17 Dec onwards. Advising, interpretation of regulations and other general services will return back to normal  on 12 Jan. Have a relaxing holiday!

CONTENT OF THE NEWSLETTER
1. AYY’s advance booking of facilities rented on a one-time basis is ongoing
2. Opening hours of service points during the Christmas and the turn of the year
3. Association training session material is available on AYY’s website
4. Association-related changes in AYY’s budget 2015

1.  AYY’S ADVANCE BOOKING OF FACILITIES RENTED ON A ONE-TIME BASIS IS ONGOING

AYY’s advance booking of facilities rented on a one-time basis for the associations started on Monday, 1 Dec 2014. 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 Help link in the menu bar at the top of the page.

You can make advance reservations for the period Mon, 12 Jan 2015 – Sun, 16 Aug 2015.

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

1. AYY’s internal operators, reservation period 11-30 Nov 2014. The reservation period ends at 11.59pm on Sun, 30 Nov 2014.
2. Special status associations 1-9 Dec 2014. The reservation period begins at 12noon on Mon, 1 Dec and ends at 7.59am on Tue, 9 Dec 2014. The booking session will be held at AYY’s Central Office (Otakaari 11, large meeting room, 2^nd floor) from 5pm onwards on Tue, 9 Dec 2014.
3. Other associations in the 1^st register on 10-17 Dec 2014. The reservation period begins at 8am on Wed, 10 Dec and ends at 7.59pm on Wed, 17 Dec 2014. The booking session will be held in Hall M232 (Otakaari 1) from 5pm onwards on Wed, 17 Dec 2014.

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:
   1. PO has rehearsals at Smökki every Monday. Please avoid sitsit on Mondays!
   2. RWBK has rehearsals at Smökki every Tuesday at 7pm-9pm. Please avoid sitsit on Tuesdays as well, although Retuperä is often flexible when needed.
   3. 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. Please note that the prices and booking practices for summer weekends in Smökki differ from other facilities. This means that summer weekends (Fri-Sun) between 1 Jun-31 Aug are available for everyone with different prices and the person who makes the reservation first can have the facility.
9. Prices for all facilities from 12 Jan 2015 onwards will be confirmed in AYY Board meeting in weeks 48 or 49. The prices will most likely increase. You can check the new prices at  /jasenille/tilojen-vuokraaminen/ or on the front page of TILA system.
10. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila@ayy.fi.

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@ayy.fi, 050-5209434).

2. OPENING HOURS OF SERVICES POINTS DURING THE CHRISTMAS AND THE TURN OF THE YEAR

SERVICE POINTS:

Otaniemi

• Fri, 12 Dec, 9am-1pm
• Fri, 19 Dec, 9am-12noon
• Week 52 (22-28 Dec) CLOSED
• Mon-Tue 29-30 Dec, 9am-4pm
• Wed, 31 Dec, 9am-1pm
• Thu, 1 Jan 2015 CLOSED
• Fri, 2 Jan 2015, 9am-4pm
• Mon, 5 Jan 2015, 9am-4pm
• Tue, 6 Jan 2015 CLOSED
• From Wed, 7 Jan 2015 onwards, open normally on weekdays at 9am-4pm

Keys to facilities rented on a one-time basis must be collected on THURSDAY, 18 Dec or no later than Friday, 19 Dec. (NB! Opening hours on Friday: 9am-12noon)

Arabia

• 20 Dec 2014-6 Jan 2015 CLOSED

Töölö

• 19 Dec 2014-6 Jan 2015 CLOSED

HOUSING OFFICE:

• Fri, 12 Dec CLOSED
• Fri, 19 Dec–Sun, 28 Dec CLOSED
• Mon-Wed 29-31 Dec, open normally
• Thu, 1 Jan 2015 CLOSED
• Fri, 2 Jan 2015, 9am-4pm
• Mon, 5 Jan 2015 klo 12noon-4pm
• Tue, 6 Jan 2015 CLOSED
• From Wed, 7 Jan 2015 onwards open normally

3. ASSOCIATION TRAINING SESSION MATERIAL IS AVAILABLE ON AYY’S WEBSITE

AYY’s association training sessions were held on Wednesday, 3 Dec. The meeting addressed services provided by AYY, communications, interpretation of regulations, meeting technique and association activities in general. The material used in the training sessions is available on AYY’s website at: /en/associations/services/training-and-courses/association-training/. At the moment, the slides are only available in Finnish but they will be translated as soon as possible.

Thank you for all the participants!

4. ASSOCIATION-RELATED CHANGES IN AYY’S BUDGET

AYY’s budget for the year 2015 was decided on 27 Nov at the Representative Council meeting 11/2014. The increased operating grant allocated for associations and the general project grant allocated by AYY were deleted from the budget. Both budget items were relatively small and project grants were not much used. The detached EUR 5,000 were transferred to operating grants. In the spring of 2015, a total of EUR 67,000 will be allocated for associations as operating grants, of which EUR 18,000 to special status associations and EUR 49,000 to others.

Starting at the beginning of the year, all project grants will be directed to TTE-Fund, which has better conditions for allocating the grant than AYY, and it also has much more to allocate. Any AYY member, association or community operating within AYY may apply for the grant. Several AYY members can also apply for the grant together. Grants are allocated for larger and smaller projects, which activate students, add more spirit to the community and contribute to a positive atmosphere. You can apply for the grant from TTE-Fund in two ways: during the application rounds organised approximately three times a year and through continuous application process, which is open during the academic terms. The continuous application process is only intended for small projects (EUR 1,000 or less). In other application rounds, the amount of the project grant is not limited. You can read more about the grants allocated by TTE-Fund here: http://tter.ayy.fi/ The majority of the instructions are only available in Finnish but you can also apply for the grant in English and Swedish. More detailed questions can be addressed to TTE-Fund: tter@ayy.fi

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 for the week 48/2014. 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. AYY’s advance booking of facilities rented on a one-time basis to begin on 1 Dec 2014
2. 24/7 facility for students at Maarintalo
3. AYY’s association training at 5pm on 3 Dec

1.  AYY’S ADVANCE BOOKING OF FACILITIES RENTED ON A ONE-TIME BASIS TO BEGIN ON 1 DEC 2014  

AYY’s advance booking of facilities rented on a one-time basis for the associations will begin on Monday, 1 Dec 2014. 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 Help link in the menu bar at the top of the page.

You can make advance reservations for the period Mon, 12 Jan 2015 – Sun, 16 Aug 2015.

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

1. AYY’s internal operators, reservation period 11-30 Nov 2014. The reservation period ends at 11.59pm on Sun, 30 Nov 2014.
2. Special status associations 1-9 Dec 2014. The reservation period begins at 12noon on Mon, 1 Dec and ends at 7.59am on Tue, 9 Dec 2014. The booking session will be held at AYY’s Central Office (Otakaari 11, large meeting room, 2^nd floor) from 5pm onwards on Tue, 9 Dec 2014.
3. Other associations in the 1^st register on 10-17 Dec 2014. The reservation period begins at 8am on Wed, 10 Dec and ends at 7.59pm on Wed, 17 Dec 2014. The booking session will be held in Hall M232 (Otakaari 1) from 5pm onwards on Wed, 17 Dec 2014.

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. Please avoid sitsit on Mondays!

b)    RWBK has rehearsals at Smökki every Tuesday at 7pm-9pm. Please avoid sitsit on Tuesdays as well, although Retuperä is often flexible when needed.

c)    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. Please note that the prices and booking practices for summer weekends in Smökki differ from other facilities. This means that summer weekends (Fri-Sun) between 1 Jun-31 Aug are available for everyone with different prices and the person who makes the reservation first can have the facility.
9. Prices for all facilities from 12 Jan 2015 onwards will be confirmed in AYY Board meeting in weeks 48 or 49. The prices will most likely increase. You can check the new prices at /en/students/rental-of-facilities/ or on the front page of TILA system.
10. System instructions are available in Finnish and English. The implementation of the Swedish interface and instructions are in progress. In addition, TILA system is being further developed. Users are asked to report about detected problems, inconsistencies in the text or development ideas to the address tila@ayy.fi.

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@ayy.fi, 050-5209434).

2. 24/7 FACILITY FOR STUDENTS AT MAARINTALO

24/7 facility is available for guilds and other associations on the 2^nd floor of Maarintalo (Sähkömiehentie 3, room 240-241), where you can have meetings, play games, watch films, etc. The building is open on weekdays at 8am-4pm. If the door is locked, you can ask the mail room downstairs to open the door on weekdays between 8am-4pm. Between 4pm-8am, you can ask the security guard in the building to open the front door downstairs if necessary.

The same AYY’s user rules apply to this facility. The only exception is that you do not have to fill out the checklist and the consumption of alcohol is prohibited in the facility. There is no running water or dishes, although you are allowed to consume meeting refreshments. After you have used the facility, you must clean the room and take all your items with you. Aalto University or AYY are not responsible for items you have left behind.

You can book the facility at booking.aalto.fi by logging in with Aalto username. After this, you can find the facility below ”Tilakalenteri/AYY” title in the facility menu on the left, in the section ”Otaniemi /  AYY”. Please also remember to choose ”U90202 AYY-yhteistyö” as the responsible unit when making the reservation. You can also make recurrent reservations for the facility. Write the name of the association or the guild as the reservation name if you make a reservation for your association or guild.

We aim at improving the facility equipment in the future. Development ideas and further instructions: tilat@ayy.fi

3. AYY’S ASSOCIATION TRAINING AT 5PM ON 3 DECEMBER 

AYY’s association training will be organised at Espoo Design Factory (Betonimiehentie 5) at 5pm on 3 Dec. The training is intended for old and new operators in the member associations of AYY’s association register. There is also information for those who are interested  in organisational activities or consider the establishment of a new association. Training is suitable both for beginners in association activities and more experienced actors. The training session will be organised in Finnish.

The training session addresses, among other things, general association activities, AYY’s services, meeting technique and communications. In order to keep our minds working, we also provide snacks and refreshments.

Initial programme:
Common programme for everyone, 5pm-6.30pm

• Introduction to association activities: the Board’s responsibility, the annucal calendar of the association, interpretation of rules
• AYY’s services and communications in Aalto community
• Operating grants for associations
• TTE-Fund grants
• Internationality and trilingualism in associations
• Equality in associations

Specialised group-specific programme, 6.45pm-8pm
Group 1: Rules and responsibilities, meeting technique and documents, duties and responsibilities of the Board
Particularly useful for chairpersons, vice chairpersons, secretaries and new association actors
Group 2: Event marketing and association communications
Particularly useful for communications officers, persons in charge of communications and event organisers
Group 3: Financial management in associations
Particularly for treasurers, both former and current, as well as chairpersons

You can sign up for the training session at https://lomake.ayy.fi/yhdistykset/yhdistyskoulutus-2014/. Please register in advance in order to confirm the amount of refreshments and evaluate the need for space. In addition, advance information on participants will help the speakers’ preparation. You can also include special requests for the training content: the earlier, the better.

Please note that the training will be held in Finnish.

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 Organisation and Communications Specialist Kati Penttinen (kati.penttinen@ayy.fi, tel: 050 520 9442).