Association newsletter for week 14/2019

This is the AYY association newsletter for week 14/2019

These are the last moments for the grant applications and association notices (item 1)! Make sure to take care of these for your association by Sunday so you can get excited about the upcoming events taking place around Wappu (item 3) with a good conscience.

Upcoming events and important dates for associations

29 Mar: Deadline for main admin reports for Otax (item 2)
31 Mar: Application for operating grants and submission of association notices ends (item 1 and instructions: https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/)
3 Apr: Open meeting of Artistic Activities (https://ayy.fi/en/blog/events/open-meeting-of-artistic-activities/)
14 Apr: Parliamentary election (https://ayy.fi/en/blog/2019/03/12/futuretalks-election-spring/)
17 Apr: AYY Representative Council meeting 4/2019 (http://ayy.fi/live)

Contents of the newsletter

1. Application for operating grants and submission of association notices ends the day after tomorrow, act NOW!
2. Submit the main admin reports for your association’s website TODAY
3. FYI – dates of AYY events
4. Immortalise your photo as part of AYY’s photographic mosaic!
5. Reminder for associations of the opportunity to use Kide.app at the AYY contract price
6. How do you think Teekkari culture should be promoted?
7. In the AYY blog: Greetings from Mikkeli

1. Application for operating grants and submission of association notices ends the day after tomorrow, act NOW!

All associations operating within Aalto University Student Union must annually submit an association notice and, at the same time, associations in the 1st list can apply for an operating grant. The application period and submission of association notices ENDS THE DAY AFTER TOMORROW, on Sunday 31 Mar at 11.59 pm.

Comprehensive instructions are available here: https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/.

NOTE!
– If your association does not submit an association notice for two consecutive years, the association may be removed from AYY’s association register and can no longer access the services.
– Operating grant applications that arrive late will not be processed.
– Each missing appendix reduces the sum of the grant. For possible appendices to be submitted late, additional time must be requested before the application period closes, and there must be a justified reason for being late. Send us a message ([email protected]).
– AYY’s Organisation Sector does not answer questions at the weekend, but you can find answers to frequently asked questions here: https://ayy.fi/en/blog/2019/02/28/faq-operating-grants-and-association-notices/.

Both the operating grant application and the association notice consist of tabs to be filled in in the Tahlo system and the required appendices. As appendices, we require the following from everyone:

– the current rules
– the previous operating year’s annual report
– the current operating year’s operational plan

In addition, from those applying for an operating grant:
– the current operating year’s budget
– the previous operating year’s financial statement (consists of a profit and loss account and a balance sheet)
Log in to the Tahlo system at https://tahlo.ayy.fi/ with your association’s user details. If the user details have gone missing, they can generally be restored to your Board’s email address at https://tahlo.ayy.fi/password_reset.

Carefully fill in the tabs General, Board, Facilities and Attachments and, when applying for an operating grant, the Application tab. If you are a special status association, also fill in the Special Status tab. Finally, update your association’s association profile at https://ayy.fi/wp-login.php. You can sign in with your association’s user details. Remember to update all language versions!

MORE DETAILED INSTRUCTIONS:
Detailed instructions, tips and more information at https://ayy.fi/en/blog/2019/02/27/association-notices-and-ayys-operating-grants-2019/. Note that the Application tab has been updated since last year. Remember to reserve enough time to prepare the application, as applications arriving late will not be processed.

Push through the final touches!

2. Submit the main admin reports for your association’s website TODAY

Is your association’s website on the AYY server? It is that time of year again when the main admin report for Otax must be submitted. The deadline for the admin report is 29 Mar, and the account will be locked on 1 Apr. If you know that you will need more time for the submission, please get in touch by email at [email protected] and we will extend your account by a month.

This year, the reports will be examined more closely than in previous years. We ask you to pay particular attention to cleaning up old access keys and clearing the www-data folder.

The admin report is available at https://lomake.ayy.fi/it/otax-admin-report/?lang=en.

Best wishes,
AYY IT

3. FYI – dates of AYY events

The employees and volunteers of Aalto University Student Union organise various big events aimed at all Aalto people, some of whose dates have been listed below. These are for your information and to support the planning of other events. Welcome along!

Wappu Exchange in Tampere 15 Apr https://www.facebook.com/events/791123701271281

Tutor training 17–18 Apr
Sitsi Competition 20 Apr https://www.facebook.com/events/2295608497163781
Aalto Open Air 23 Apr
Freshman Speksi 29 Apr
Opening bang of the Walpuri Tour and Night-time Prank 29 Apr
Walpuri Tour 29 Apr
Walpuri Tour afterparty and Wappu Festival 29 Apr
Wappurieha declaration 30 Apr
Manta crowning 30 Apr
Dipoli Wappu 30 Apr
Village clean-up 4 May
Tutor training 6–7 May
Flower Day 13 May
AYY 9^th Annual Ball 18 May https://www.facebook.com/events/236007250677458

Also, check out the election-related events here: https://ayy.fi/en/blog/2019/03/12/futuretalks-election-spring/.

If you have any questions regarding the events, you can contact the Culture Sector at kulttuuri(a)ayy.fi or, for the part of tutor training, the Board member in charge of new students, Anna Halsas at anna.halsas(a)ayy.fi.

4. Immortalise your photo as part of AYY’s photographic mosaic!

Immortalise your photo as part of AYY’s photographic mosaic! In honour of the First of May, AYY’s Steering Group of Artistic Activities is producing a photographic mosaic artwork from the photo archives of students and student organisations. The theme of the artwork is “Wappu,” so we are looking for Wappu-spirited photos or ones taken around the First of May featuring students, student life and everything related.

Go through your own or your association’s photo archives and send us your pics. We need hundreds of photos in total, so there is no need to do any great elimination of the photos – this is where quantity matters! You can submit photos until 11 Apr using the form below.

https://lomake.ayy.fi/taide/photo-mosaic-wappu/

5. Reminder for associations of the opportunity to use Kide.app at the AYY contract price

AYY has been in cooperation with the ticket sales and registration service Kide.app (previously Bailataan.fi) since the academic year 2016/2017.

Kide.app offers organisations, guilds and other clubs a registration and ticket sales service, a webstore and the tools to enable a member register and membership sales. The service is suitable for small and large events alike, regardless of study field and the organisation’s size, and alongside simple registrations and ticket sales, it can also be used for e.g. Sitsit, Appros, cruises and other events. In Kide.app, event registrations can be collected privately by using simply a link, or the events can be publicly advertised in the service.

AYY has agreed on closer cooperation with the Kide service. Thanks to the cooperation, each association in the Student Union’s association register has the opportunity to e.g. execute their services, collect registrations and sell tickets to their events in an affordable and practical way via the website or the mobile application.

The service can be used straightaway by setting up an account for the organisation at https://kide.app/en/sales. There is no need to make a separate written contract with the service provider.

The cooperative price agreed upon with the Kide service is 2% + 0.15 € per ticket sold (normally 2.95% + 0.25 per ticket sold). The service package includes free customer service and support. The contract does not feature any monthly fees or other expenses.

More information on the service and the system’s features is available from Kassu La Habana Reyes, 045 6313726, [email protected] and Tommi Manninen, 045 1146095, [email protected].

Kide.app is Finland’s most popular ticket sales channel for student events. It is used by more than 350 student organisations in 20 cities and by more than 120 000 students across Finland. The service is designed especially with student organisations’ needs in mind, and it is suitable for events of all sizes and the execution of the different services of student organisations. Find out more at https://kide.app/en/.

6. How do you think Teekkari culture should be promoted?

Do you have an amazing idea on how Teekkari culture should be promoted in Otaniemi? Tell us your ideas on this form: https://lomake.ayy.fi/yhdistykset/idea-for-teekkari-culture/.

At the end of last year, the Academic Engineers and Architects in Finland donated 30 000 euros towards promoting the Teekkari culture. Ideas have been collected in various workshops and now, all members of the Teekkari community get to share their ideas via the form. What do you think would best promote the Teekkari culture? Your idea can cost anything between 1–30 000 euros. The questionnaire is open until 7 Apr.

More information on the TEK donation: https://lehti.tek.fi/index.php/opiskelijat/tek-lahjoitti-teekkarikulttuurille-100-000-euroa (in Finnish).

If you have questions or comments on the project or a broader idea for presentation, please contact the project team at [email protected], [email protected] and [email protected].

7. In the AYY blog: Greetings from Mikkeli

The largest part of Aalto University students now study in Espoo’s Otaniemi, but there is a small, close group of bachelor’s level students of the School of Business to be found in Mikkeli. Read the latest news on the early part of the year in Mikkeli as written by Probba ry’s Editor-in-Chief Simo Halme in the AYY blog: https://ayy.fi/blogi/2019/03/13/greetings-from-mikkeli/?lang=en.

Remember to be in touch with Mikkeli if you want to invite the people of Mikkeli to your events or to pay them a visit, maybe for an event. The Board’s contact details are available here: http://probba.org/probba-board/.

WANT YOUR NEWS IN THIS NEWSLETTER?

Send us your short text by 10 am on Wednesday to tiedotteet (a) ayy.fi. The news will be translated, so you only have to use one language.

The information in the newsletter is edited by the AYY Association and Communications Specialist, Essi Puustinen (essi.puustinen (a) ayy.fi, tel. 050 520 9442).

Want to unsubscribe from the association newsletter mailing list? Click on the link and follow the instructions at the bottom of the page: https://list.ayy.fi/mailman/listinfo/yhdistykset