AYY’s services for associations
On this page you’ll find brief descriptions of services offered to associations, grouped into facilities, training and advice, IT services and communications. In addition to the services outlined below, there are also other services reserved for associations with special status.
The comprehensive Association Guide contains information on how to found and register an association, administration and finances, and community-related topics. The section about association funding and financial support is worth reading to check how associations are awarded operating grants, start-up grants and support from the TTE-Fund. In order to access the services, associations must belong to AYY’s register of associations. Instructions on how to apply to be included on the register of associations can be found in the Association Guide.
The services offered differ slightly depending on whether the association is on the first or second list. For more information, check the Association Guide.
For all matters relating to associations and association activities, please contact AYY’s Organisation Sector [LINKKI ayy.fi yhteystietoihin].
On this guide, you can find nearly everything that associations operating within AYY need for their operations’ support and safeguard.
Aalto University’s student union offers operating grants and start-up grants to associations that operate within it.
AYY rents out sauna, sitsit, festive and meeting facilities and a van to its members at an affordable price. You can learn more about the facilities and the rental terms in more detail on this website.
You can find AYY’s association newsletters here.
Facilities for individual events or longer-term rent. A van is also available to rent.
To rent a facility, associations need their own username and password for the facility booking system, tila.ayy.fi. The holder of these log-in details can share user rights with new users via the administration menu in the facility booking system. If none of the current users are in possession of these log-in details, you can send an email to tilat(at)ayy.fi to have the rights added to the operators for the current year.
Associations on the first list of the student union’s register of associations can book facilities in advance during advance booking rounds organised in late spring and late autumn, traditionally known as “tilakähmyt”.
Advance booking rounds are always announced in the association newsletter.
In its residential buildings, AYY owns club room and storage facilities which it rents to associations operating within AYY for ongoing use. When new club or storage facilities become vacant, a general application period is announced in the association newsletter.
Club facilities are mainly allocated to associations which do not already have any facilities. It is also possible to apply together with another association. The Facility Committee examines applications, scores them in accordance with a scoring model, and then proposes the allocation of spaces to the Board.
More detailed instructions and restrictions can be found in the scoring model for club and storage facilities.
Please note: Due to renovations under way at JMT 3 and JMT 5 from 2018-2019, AYY will most likely not be able to offer facilities to new associations during this time. All club and storage facilities that are vacant or are about to become vacant are required for associations that have had to move operations due to the renovation. We will announce any changes to the situation in the association newsletter.
Training and advice
Association training in November and advice regarding e.g. amendments to rules.
Each year around November and December, AYY’s Organisation Sector organises association training for associations operating within the student union. Association training aims to help new operators within associations to get started and go through matters relating to basic association activities. In addition to basic topics, the training also deals with more advanced topics like financial management.
In addition to association training, the student union occasionally arranges other training on topical issues, and organises meetings for association Chairs. These are announced in the association newsletter.
AYY’s Organisational Affairs and Communications Specialist advises associations on all matters related to association operations. The most common requests for advice concern amendments to rules and various questions about administration. Please contact the Organisation Sector for advisory matters.
Communications and archiving
Important information for association operators in the weekly association newsletter, channels to advertise events, a PO box and archiving services.
The association newsletter is published on Fridays during academic terms. The association newsletter is aimed at associations operating within AYY and their active operators. All important matters within the student union that relate to associations are announced in the newsletter. All contact details provided by associations are added to the newsletter in April, when the submission of notices of association has closed.
You can subscribe at any time to receive the newsletter by e-mail, or follow it on AYY’s website. More detailed information on the content of the newsletter, as well as the latest newsletters, can be found here.
Associations operating under the student union can obtain a PO box from the AYY office. The PO boxes are located in the lobby of the service office on the second floor. The PO box makes it easier to send post, such as invitations, between associations.
Associations can advertise their events via AYY’s communication channels. Associations can submit their event advertisements to the Viikkotiedote weekly newsletter, which reaches a wide member audience. Associations can also add their events to AYY’s event calendar using their association log-in details, or use the AYY Events group on Facebook. Associations can also present their activities and operations at various events over the course of the year, such as the Aalto Party in September.
The student union’s archive offers associations storage space, supplies, and advice on archiving. The purpose of archiving is to create a vivid idea of the association’s operations for future operators. It is recommended to archive and appropriately mark all self-produced material relating to the association’s operations, as well as other materials that might interest future generations. Tips on how to limit archiving can be found on the Yhdistystoimijat website (in Finnish). Don’t be afraid to contact arkisto(a)ayy.fi and ask for tips.
Benefits for associations with special status
Associations with special status are offered various benefits in order to safeguard interests and ensure close cooperation between AYY and associations.
Special status associations are appointed a Board Angel from the student union board who acts as a link between the association and the student union board.
If it wishes, a special status association can send representatives to committees and other cooperative bodies provided by the student union, such as the council consisting of chairpersons of special status associations.
If it wishes, a special status association can collect its association membership fee in connection with the electronic registration for the academic term.
Special status associations are given first access to the twice-yearly advance bookings of the van and rental facilities.