Association newsletter for week 18/2019

This is the AYY association newsletter for week 18/2019

Enjoy the best student’s life in the world! www.wappu.fi
In May you can then attend the Village clean-up (item 3), plan events for autumn (item 4) or join associations’ afterwork (item 2).

Upcoming events and important dates for associations

29 Apr: Tour de Walpuri (https://www.facebook.com/events/580838759088639/)
30 Apr: Wappurieha declaration, Manta crowning and Dipoli Wappu (item 1, https://www.facebook.com/events/341190193176027/)
4 May: Village clean-up (item 3)
6 May: Advance booking of rentable facilities starts (see exact dates at item 4)
8 May: Save the date: Associations’ afterwork (item 2, https://www.facebook.com/events/274946466724132/)
13 May: Flower Day
14 May: Booking session for the special status associations (item 4)
18 May: AYY 9^th Annual Ball (https://www.facebook.com/events/236007250677458/)
21 May: Booking session for the other associations in the 1st list (item 4)

Find more events at https://wappu.fi/ (in Finnish) and AYY’s Wappu at https://www.facebook.com/events/341190193176027/.

Contents of the newsletter

1. AYY transport from Otaniemi to Etelärautatienkatu at Wappu
2. Associations’ afterwork
3. Save the Date – Village Cleanup on 4 May
4. Preliminary info on the dates of the advance booking of rentable facilities
5. FYI – dates of AYY events in autumn 2019
6. Remember wellbeing in association operations
7. AYY’s guide for event organisers
8. The Representative Council has decided upon the Community structures project’s direction and appointed AYY’s new Executive Director
9. Volunteer as a group leader or partnership coordinator at Dare to Learn

1. AYY transport from Otaniemi to Etelärautatienkatu at Wappu

This year, AYY is crowning the Havis Amanda statue and, in the usual way, offering rides from the Otaniemi end station to the KY Building, where NESU-KY is organising the traditional Wapputerde. The latter offers a splendid opportunity to raise your spirits for AYY and KY’s collective Manta march that starts its journey towards the statue from the same location at 4 pm.

Buses towards Wapputerde are departing at regular intervals at 1.30–3.30 pm. More info will be announced in AYY’s Wappu event at https://www.facebook.com/events/341190193176027/.

Have you already heard about the Wappupotti appeal opened by the Freshman Committee that has already collected 14 000 euros for mental health services? The purpose of the appeal is to evoke discussion and to shatter the taboo surrounding mental health issues – and, of course, to support the important work of the Finnish Association for Mental Health. Make a donation at wappu.fi/mielelle (in Finnish)! The goal is to double the amount collected by the Aalto community on Wappu eve at Manta.

2. Associations’ afterwork

As it is almost summer, it is time to gather the Board members, officials and active members of associations for an afterwork in Fat Lizard in Otaniemi to have a laid-back chat about how everyone is doing. We can discuss the current topics that your association is wondering about and meet other associations’ operators at the same time. Essi and Anna from AYY’s Organisation Sector will also be present to answer your questions.

Let us know that you are coming so we can reserve a big enough table: https://lomake.ayy.fi/yhdistykset/associations-afterwork/

What: Associations’ afterwork
Where: Fat Lizard, Tietotie 1
When: Wed 8 May from 4.30 onwards
Why: Peer support and networking for association operators
FB: https://www.facebook.com/events/274946466724132/

3. Save the Date – Village Cleanup on 4 May

Once you have had some time to recover from the Wappu frolics, it is time to help our campus in this recovery process as well. This can be done best at the collective cleaning effort of the Teekkari Village, also known as the Village Cleanup. So, put down Saturday 4 May in your diary and grab a pair of cleaning gloves to put on as you arrive. Encourage your association’s members to come along to the Cleanup too. As per tradition, the cleanup crew have the opportunity to take a sauna and enjoy each other’s company after the cleaning work.

4. Preliminary info on the dates of the advance booking of rentable facilities

The advance booking of AYY’s rentable facilities, also known as tilakähmyt, will start on Monday 6 May 2019 for associations. As usual, the bookings are made using AYY’s own booking system TILA. TILA can be found at https://tila.ayy.fi/, and users can log on with the Aalto University IT user details. 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 bookings for the period of Mon 12 Aug 2019–Sun 5 Jan 2020.

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

1. AYY’s internal operators, 15 Apr–3 May 2019

2. Special status associations
The reservation period begins at 12 noon on Mon 6 May 2019 and ends at 12 noon on Tue 14 May.
Booking session 1: Tue 14 May from 4.30 pm onwards in hall R001/M232 M1 of the Undergraduate Centre (Otakaari 1).

3. Other associations in the 1st list
The reservation period begins at 12 noon on Wed 15 May 2019 and ends at 12 noon on Tue 21 May.
Booking session 2: Tue 21 May from 4.30 pm onwards in hall R001/M232 M1 of the Undergraduate Centre (Otakaari 1).

More detailed booking instructions will be announced later in the association newsletter as well as a separate email sent to all associations.

5. FYI – dates of AYY events in autumn 2019

The volunteers and employees 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!

3.9. Aalto Party
21.9. Otaniemi Night of Arts
30.9. Lakinlaskijaiset
31.10. Aalto Talent Expo
2-9.11. Teekkari tradition week
8.11. Teekkari traditions party
2-4.12. Association Trainings

6. Remember wellbeing in association operations

In addition to fun communal activities, it is also necessary to pay attention to the coping and wellbeing of the membership and actives in association operations. In Board operations, for example, the division of the workload fairly and taking into account individuals’ coping is key to the wellbeing of the operators. Additionally, it is important to remember to express gratitude and appreciation towards the work done by others. Invigorating outings for the operators can also be a good way to reward them and help them cope.

Read more from Association Guide: https://yhdistysopas.ayy.fi/wellbeing-in-association-operations/?lang=en

7. AYY’s guide for event organisers

The AYY Event Organiser Guide contains a huge spread of information all the way from event organisers’ legal obligations to an event safety checklist, equality and environmental issues, crisis communications, first aid instructions and many other guidelines important for event organisers.

You can find the Event Guide here, in the Association Guide’s Materials bank: https://yhdistysopas.ayy.fi/wp-content/uploads/sites/20/2018/12/Tapahtumaj%C3%A4rjest%C3%A4j%C3%A4n-opas.pdf (in Finnish).

Check also how you can prevent inappropriate treatment: https://yhdistysopas.ayy.fi/harassment-and-inappropriate-treatment/?lang=en

8. The Representative Council has decided upon the Community structures project’s direction and appointed AYY’s new Executive Director

In its meeting yesterday, the Representative Council decided on the plan for the development of community structures. The plan has been formed as the result of the Community structures project based on investigative work, discussions and comment rounds carried out in the community as well as on the preliminary discussions of the Representative Council.

Association classification will be developed in a direction where the associations are classified based on their operations as, for example, subject organisations, hobby and culture organisations and other organisations instead of the previous, more hierarchical structure. This enables multiform support and grants to be distributed easier, based on the needs of different associations. The updates of the Association Regulation, operating grant distribution and facility distribution will be carried out as separate projects, and associations will be able to participate in the update processes.

There is a model being planned for decision-making on Teekkari matters that goes by the working title of Guild Meeting. The purpose of the Meeting is to draw up policies on, for example, permission to wear the cap and other significant aspects of the Teekkari activities. A regulation will be created on the Guild Meeting, which will be prepared in cooperation with the Teekkari operators.

Next, more detailed schedules will be planned for the proposed measures related to the project and the resources allocated to these thought about. Nowhere near all of the revisions will be implemented this year. The plan is to renew the distribution process of the operating grants, for example, only during 2020. You will be informed of the tangible plans as they become clearer.

Thanks to all association operators for their participation so far and their comments regarding the Community structures project.

You can watch a recording of yesterday’s discussions at ayy.fi/live.
The meeting materials can be found here: https://inside.ayy.fi/pages/viewpage.action?pageId=45645825.

In addition, Elina Nieminen was appointed as AYY’s new Executive Director. She is currently working at AYY on the Community structures project. Congratulations!

9. Volunteer as a group leader or partnership coordinator at Dare to Learn

Dare to Learn is the biggest event for learning and education in Northern Europe, gathering 4000 participants from 50+ countries. The vision is to make quality learning accessible to all, learning a strategic priority and Helsinki the Global Learning Capital. Dare to Learn, rising from the student community, has been called the Slush for learning and is mainly built by enthusiastic volunteers. We welcome you into our interdisciplinary learning community!

http://www.daretolearn.fi/blog/recruitment-for-group-leaders-partnerships-coordinators-open

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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).

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