AYY’s Services for Associations
On this page, you will find brief descriptions of services offered to associations, grouped into facilities, training sessions and advice, IT services and communications. In addition to the services outlined below, there are also other services reserved for associations with a special status.
The comprehensive Association Guide includes 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 association register. Instructions on how to apply to be included in the association register can be found in the Association Guide.
The services offered differ slightly depending on whether the association is in the first or second list. For more information, please check the Association Guide.
With all matters concerning associations and association activities, please contact AYY’s Association 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 Student Union offers operating grants and start-up grants to its associations.
AYY's members can rent saunas, meeting rooms, and venues for academic dinner parties at an affordable price. You can read about the facilities and rental terms in more detail on this site.
You can find AYY’s association newsletters here.
Facilities for individual events or longer-term rent. A van is also available to rent.
In order to rent facilities, 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 current association members.
Associations in the first list of the Student Union’s association register can book facilities in advance during the advance booking sessions organised in late spring and late autumn.
Advance booking sessions are always announced in the association newsletter.
In its residential buildings, AYY owns club rooms and storage space, which it rents to AYY's associations for continuous use. When new club or storage facilities become vacant, a general application period is announced in the association newsletter.
Club rooms are mainly allocated to associations which do not have any facilities. It is also possible to apply together with another association. The Facility Committee reviews 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 rooms and storage space.
Training and advice
Association training in November and advice regarding e.g. amendments to rules.
Each year around November and December, AYY’s Association Sector organises association training for associations operating within the Student Union. Association training aims to help new members in associations to get started and go through matters related to basic association activities. In addition to basic topics, the training also addresses more advanced topics, such as financial management.
In addition to association training, the Student Union occasionally arranges other training sessions on topical issues and organises meetings for the chairpersons of associations. These events are announced in the association newsletter.
AYY’s Organisational Affairs and Communications Specialist advises associations on all matters related to association activities. The most common requests for advice concern amendments to bylaws and issues related to administration. Please contact the association 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 the academic terms. The association newsletter is aimed at AYY's associations and their active members. All important matters within the Student Union that concern associations are announced in the newsletter. All contact details provided by associations are added to the newsletter in April, when the submission of association notices 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 services office on the second floor. The PO box makes it easier to send mail, such as invitations, between associations.
Associations can advertise their events via AYY’s communication channels. Associations can submit their event advertisements to the weekly newsletter, which reaches a wide audience of members. 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 in various events over the course of the year, such as the Aalto Party in September.
The Student Union’s archives offer associations storage space, supplies, and advice on archiving. The purpose of archiving is to create a vivid idea of the association activities for future members. It is recommended to archive and appropriately mark all self-produced material related to association activities, as well as other material that might interest the future generations. Tips on how to limit archiving can be found on the Yhdistystoimijat website (in Finnish). Please do not hesitate 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 Board.
A special status association may send representatives to committees and other cooperative bodies of the Student Union, such as the council consisting of chairpersons of special status associations.
A special status association may collect its association membership fee in connection with the electronic registration for the academic term.
Special status associations are first given access to the bookings of the van and rental facilities taking place twice a year.