Aalto University Student Union preventing the spread of coronavirus – changes to opening hours and events

AYY:n toimisto ulkoa

 

The entire release updated on 24 June.

Updated 16 June: AYY's member services, AYY’s rental facilities
Updated on 9 June: AYY's events
Updated on 3 June: AYY's events
The entire release updated on 20 May.
Updated on 15 May 2020 at 3.45pm: AYY’s member services
Updated on 30 Apr at 12noon: Edited sections AYY’s member services, AYY’s rental facilities, AYY’s events, Recommendations for events organised within AYY 
Updated on 14 Apr at 4pm: Exceptional arrangements continued until 31 May
Updated on 9 Apr at 5pm: Edited sections AYY’s member services, AYY’s rental facilities
Updated on 25 Mar at 5pm: Edited sections: AYY’s member services, AYY’s events, AYY’s rental facilities, Gatherings in Aalto community and Recommendations for events organised within AYY
Updated on 20 Mar at 11am: Edited section AYY’s rental facilities
Updated on 17 Mar at 4.45pm: Information on the closing of laundry rooms and saunas added to section AYY’s housing 
Updated on 17 Mat ar 2pm: Added a section Studies at Aalto
Updated on 13 Mar ar 6pm: Added a section Gatherings at Aalto community

 

AYY follows the instructions of the Finnish Government and the Finnish Institute for Health and Welfare (THL) 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's events

AYY follows the instructions of the Government in a state of emergency. Gatherings and events with more than 500 persons are not organised until 31 July 2020. As of 1 Aug 2020, public events can be organised considering the safety of attendees by following the guidelines from THL and OKM (Ministry of Education and Culture) concerning safe distances and hygiene practices. 

If it is not possible to comply with safety guidelines, AYY’s producers are entitled to make special arrangements for events and their arrangements. If necessary, instructions for special arrangements are requested from the Regional State Administrative Agency, the Police or other authority. 

AYY10 anniversary celebration and anniversary week events will be postponed to the autumn of 2020. AYY10 anniversary celebration will be held at Finlandia Hall on 12 Sept. Tickets will be refunded if the new date is not suitable for participants. Anniversary guests will be contacted by email. More information on the anniversary celebration can be read at vuosijuhlat.fi.

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 recommendations for events organised in the Aalto community 

  • AYY does not recommend organising events for more than 500 persons without expertise and assistance in event safety. 
  • The use of alcohol increases careless behaviour and most likely droplet infections as well, therefore we recommend that you encourage participants to moderate alcohol use.  
  • If the number of participants needs to be limited, we recommend prioritising the participation of new students and tutors in the events that concern them. 
  • Consideration of the guidelines is particularly important in late-night events.
  • See also Aalto University's guidelines on organising safe events.

AYY’s visits and journeys 

Visits, journeys and events agreed with parties outside Aalto can be arranged as of 1 Aug 2020. Safe distances and hygiene practices specified by THL and OKM are followed.

 

AYY’s Services Office (decided at AYY board meeting 18/2020)

AYY’s Services Office will be closed until 14 Aug 2020. If necessary, a weekly on-call service will be arranged at the office to guarantee necessary services regarding keys and association mail, for example. Decisions on special arrangements in the summer and opening hours after 14 Aug 2020 will be made under the guidance of the service manager. The opening hours will be added to 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 until 31 July. If it is necessary to use office space to organise events or activities, volunteers must ask for a permission from the producer or other similar employee. 

 

AYY’s rental facilities 

AYY’s rental facilities will be opened for use in stages. Decisions depend on other decisions on measures, the purpose of facilities, as well as practical arrangements affecting the opening of the facilities, such as issues related to the management of keys and customer service.  

The following facilities will be opened as of 1 June 2020: AK Cabin, Craft Room, Gorsu, Heinävaara Cabinet and Sauna, Jämeräntaival Rooftop Sauna, Living Room of Village, Multi-Facility Hall, Ossinkulma, Ossinsauna, Otaranta Rooftop Sauna, Otaranta Club Room, Game Room, Sitsi Kitchen, Studio, Takka Cabinet, Tatami Hall, Vaasankatu Cabinet & Sauna and Association Room. 

The use of OK20 sitsi and sauna facilities, Rantasauna & Tub, and Servin Mökki & Kitchen is prohibited until 31 July 2020.  Reservations made for June and July will be cancelled by the Services Office. These facilities will be reopened as of 1 Aug 2020.  

The maximum number of users will bet set for these facilities according to the seat capacity of the facilities until 30 Sept. 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. 

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. 

It is recommended that new reservations will be made at least five (5) business days before the date of the reservation. New reservations are accepted on a limited basis, if necessary, to ensure the smooth delivery of keys within the limited customer service hours. The reservation is only valid when confirmed by the Services Office in the TILA system. If necessary, the Services Office may decide not to confirm/accept new reservations for safety reasons regarding the key management or cleaning schedule.    

Users of the facilities should follow the safety guidelines related to the COVID-19 situation. The guidelines are delivered to the bookers in connection with the invoice and can also be found on the website: https://www.ayy.fi/en/rent-facilities-or-van

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.

 

AYY’s housing (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

 

Gatherings during the summer (for AYY’s volunteers, decided at AYY board meeting 14/2020)

The COVID-19 situation is not over but restrictions are being eased nationally. A variety of small gatherings are planned for the summer. All gatherings must follow special safety measures due to the prevailing pandemic situation. Below are the terms and instructions on how to gather as safely as possible during the summer.

Conditions for volunteer gatherings during the summer: (For AYY’s volunteers, decided at AYY board meeting 14/2020, updated at the board meeting 20/2020)

Conditions must allow participants to ensure hygiene and safe distances. No crowded spaces. Adequate sleeping space and possibility to take care of hygiene. Consider bringing tents so that some of the participants can sleep safely further away from others.

Your own vehicle or the Student Union’s vehicle is always disinfected before and after use, especially the contact surfaces.   

Outdoor gatherings are recommended instead of indoor activities.

If there are no suitable options available or these conditions cannot be met, you should consider if your event could be arranged outdoors in Otaniemi.

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. 

 

Further information:

Elina Nieminen, Executive Director, tel.  050 520 9415

Olli Kesseli, Chair of the Board, tel. 040 688 7711

 

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