Aalto University Student Union preventing the spread of coronavirus – changes to opening hours and events
Updated on September 16th 2020
AYY follows the instructions of the Finnish Government, Finnish Institute for Health and Welfare (THL), Ministry of Education and Culture, Ministry of Social Affairs and Health and Regional State Administrative Agencies to prevent infections. The release will be updated when new measures are introduced. AYY actively follows government releases and considers the health and well-being of its members, volunteers, associations, and employees in all its actions. AYY will start opening some of its operations in a controlled manner from 1 June onwards. The AYY Board will review the following decisions if there are any significant setbacks in the development of the epidemic situation.
AYY follows the instructions of the Government in a state of emergency. The AYY Board has decided that as of 28 Aug 2020, public events will be organised only taking into account safe distances and hygiene practices instructed by Finnish Institute for Health and Welfare, Ministry of Education and Culture, Ministry of Social Affairs and Health and Regional State Administrative Agencies.
During autumn 2020, AYY will primarily only organise events that are safe in terms of their concept, location, scale and number of attendees and enable the event’s organisers and participants to adhere to the up-to-date instructions issued by the authorities.
At AYY’s events, situations will be avoided that make it challenging to maintain safe distances and good hand hygiene. Such events include, for example, events featuring plenty of alcohol, singing closely together or large crowds assembling indoors.
At AYY, an event’s format and organisation will be considered by its producer.
There will be changes in events:
The AYY10 Annual Ball will be held on 15 May 2021. The already made registrations to the Annual Ball will remain in place without any additional measures, but you can also get a refund for your tickets if you prefer. Registration will be reopened in early 2021. The events of the Anniversary Week will take place in May 2021.
Aalto Afterparty, Otasuunnistus, Poli & Dipoli Appro, Stadisuunnistus Orienteering, ISOsitsit, International Sitsit, Sitsit for Freshmen and Singing Competition Sitsit, Teekkari Tradition Celebration and Herring Breakfast, Lakinlaskijaiset Party at Dipoli, Hugo Gala, SuperSillis and Otaniemi Night of Arts will not be organised as physical events.
Read more on our release.
The most important recommendations of the authorities related to events organised in the Aalto community
It is recommended that safe distances and hygiene practices specified by THL and OKM are followed. In all events, special attention should be paid to:
- Hand hygiene and enabling hand washing throughout the event
- Maintaining safe distances (1-2 metres) throughout the event by limiting the number of participants, for example
- Indoor events and maintaining hygiene throughout the event
- Crowded spaces and queuing situations
- Activities that increase the risk of droplet infection, such as singing together, shouting, group exercise
In order to trace the chains of infection, there must be registration for each event, and participants should be instructed on how to act in the event of a possible infection. Participants should be reminded not to participate in the event if they have any symptoms, and to consider those at risk. If the safety guidelines issued by the authorities cannot be followed, we recommend that you will not organise the event.
AYY’s guidelines for events organised in the Aalto community
These guidelines include AYY’s instructions and recommendations for associations on how to organise events during COVID-19 epidemic. The guidelines complement the guidelines and recommendations of the authorities and Aalto University, which the associations and students must follow. Security arrangements for events are always the responsibility of the organiser.
AYY’s visits and journeys
Visits, trips and events set up with parties from outside of Aalto can be organised from 1 Aug 2020 onwards. It is recommended that the safe distances and hygiene practices instructed by THL and OKM are adhered to.
AYY’s Services Office
(decided at AYY board meeting 18/2020)
AYY’s Services Office is open with amended opening hours. Decisions regarding special arrangements and special opening hours are made by the services team. The opening hours will be announced on the contact page of the services office. You can ask about membership or rental facilities with this form. If you have questions about housing, you can contact us with this form.
Working at AYY office
At AYY’s office, remote work is recommended.
AYY’s rental facilities
(from 14th Sep onwards)
AYY’s rentable facilities will remain in use and can be reserved as instructed by the Services Office.
The maximum number of users will bet set for these facilities according to the seat capacity of the facilities. It is prohibited to organise events for more than 50 people in all facilities. In many facilities, the specific number of users based on social distancing is less than 50.
AYY has the right to cancel a reservation if there are plans to organise an event where the number of participants exceeds the maximum number of participants. A sanction for violating the maximum number of users will be added to the user terms of these facilities.
A message will be sent to those who have booked the facilities, asking them to report the number of participants and reminding them of safe distances and hygiene practices instructed by THL and OKM.
Read the more specific instructions on the booking of AYY’s rental facilities: https://www.ayy.fi/en/ayys-facility-rental-instructions-have-been-updated
Read the more specific event safety guidelines for AYY’s associations: https://www.ayy.fi/en/organising-safe-events-guidelines-for-ayys-associations
Most of AYY’s rental facilities use a key code when there is no need to pick up the key from the office. The booker must check from the facility information whether they can use the door code available from the TILA system or whether they must separately agree on collecting the key from AYY’s office.
Further information: [email protected]
AYY’s van and trailer
(decided at AYY board meeting 14/2020)
As of 1 June 2020, AYY has accepted new reservations for the van and the trailer. A limited number of bookings are accepted per week in order to guarantee safe use and the delivery of keys within the limited opening hours of the Services Office.
(decided at AYY board meeting 14/2020)
Residents’ personal reservations for saunas have continued as of 1 June 2020. Public sauna shifts are cancelled for the time being.
Residents’ club rooms and other common facilities in AYY’s properties have been reopened for residents’ use as of 1 June 2020. The laundry rooms are available for residents and the intensified cleaning of facilities will continue.
Reimbursement of rent concerning apartments in which a coronavirus infection is detected will be handled on a case-by-case basis if the resident is at risk. Residents who are medically at-risk have the option of temporary removal on the basis of a medical certificate.
Further information: Housing FAQ
Instructions for safe meetings
(for AYY’s volunteers, decided at AYY board meeting 14/2020)
- You should not attend gatherings if you are ill or have any symptoms. Typical symptoms of COVID-19 may include fever, cough, dyspnea, muscle aches, fatigue, runny nose, nausea, or diarrhea.
- Wash your hands actively
- Respect safe distances
- Physical gatherings in accordance with the Government regulations
- Please also consider how the person at risk can attend the gathering so that everyone has the opportunity to participate.
- After spending time in a large group, please avoid meeting persons at-risk groups, in particular, for at least a week.
Studies at Aalto
Aalto University announces measures to prevent the spread of the coronavirus on Aalto’s website and Into. On campus, it is possible to print, pick up books from the library and borrow materials. The services of study and career psychologists are available remotely.
Aalto has its own list of frequently asked questions, where you can find answers to study-related concerns. AYY also has a list of frequently asked questions about the effects of the state of emergency on a student’s daily life.
Protection against coronavirus
The Finnish Student Health Service and the Finnish Institute for Health and Welfare have published instructions and information on coronavirus. FSHS does not treat infectious diseases, so if symptoms occur, you should contact your own health centre. Aalto University has also compiled guidelines on its website. Coronavirus is transmitted through contact and droplet infection. You can prevent possible infections by taking care of good hand hygiene, coughing into your sleeve or handkerchief, and keeping a distance of at least 1.5 metres from other people. AYY would like to remind everyone that the precautions are very important in order to slow down the spread of coronavirus. This situation is certainly new and challenging for everyone, but together we will overcome this.
Elina Nieminen, Executive Director, tel. 050 520 9415
Olli Kesseli, Chair of the Board, tel. 040 688 7711