TtTal-viJoulukuu• AYY:ntilakähmyt• AYY:nyhdistyskoulutusTammikuu• Hallituksenjärjestäytymiskokous• NimenkirjoittajienmuutosPRH:een• Tilinkäyttöoikeuksiensiirto• Yhdistystilojenavaintenhallinnansiirto

KkKe-vätMaaliskuu• AYY:nyhdistysilmoitusjatoiminta-avustustenhakuToukokuu• AYY:ntilakähmyt

Ke-säMuista lomailla!

SsSyk-sySyyskuu• AYY:nkampuskarkelot:yhdistyksetesittäytyvät!• UusilleopiskelijoillesuunnattutapahtumaMarraskuu• Yhdistyksenvaalikokous

Editors JoonasJylhä,HennaMattila,OttoPalonen

Writers TiinaMetso(arkistointi),HannaSauli(kansainvälisetopiskelijatyhdistyksissä),VoittoKangas(tapahtumienmarkkinointi)

Layout JuhoNykänen

Place of print RedfinaOy,Espoo2012

P l a ceyour

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AALTO UNIVERSITY STUDENT UNION

GUIDE FOR ASSOCIATIONS

This guide belongs to

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P l a ceyour

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AALTO UNIVERSITY STUDENT UNION

GUIDE FOR ASSOCIATIONS

This guide belongs to

(name here)

Table of ContentsForeword 11

Student Union’s organisational sector 12

Establishment of a new association 13Schedulefortheestablishmentofanewassociation 13Draftingofrules 13Inaugurationmeetingoftheassociation 14Charter 14Secondmeeting 14AddingtheassociationtotheStudentUnion’sassociationlist 15Associationlistandregisters 15

Registration of associations 15Whatisaregisteredassociation? 15Howtoregisteranassociation? 16Whathappensafterregistration? 17Registrationofanassociationwhichhasactedunregisteredforalongperiodoftime 17

Association rules 18Reformandamendmentoftherules 18StudentUnion’srulecommittee 19

Responsibilities of association members 20Positionoftheboard 20Dutiesoftheboard 20Planning,organisingandreportingofoperations 20Decisionmakingandimplementation 21Attendingtofinances 21Approvalandresignationofmembers 22Authoritytosignandrepresentation 22Associationregisternotificationsandpermitissues 23Contracts,donationsandlegalaction 23Dutiesimposedbyassociationrules 23Dutiesnotincludedintheboard’sresponsibility 23Theboard’sresponsibility 24ObligationssetbyAYY 24

Filling out the association notice 26

Grants provided by the Student Union 26Operatinggrant 26Projectgrant 27Start-upgrant 27

Support for communications 28Associationprofileofthestudentunionwebsite 28StudentUnion’sassociationandweeklynewsletter 28E-maillists 29Socialmedia 29Academicyearcalendar 30Studentmedia 30

Event marketing 31Electroniccommunications 31Printedcommunications 32Hilariouspranks 33Thisishowitworks 35

Crisis communications 35Seriousillnessoraccident 35Violenceandsuicidethreats 36Exhaustion 36Depression 36Bullying 37Loneliness 37Substanceabuse 37

IT Services 38Otaxserver 38E-maillists 38Domains 38

Facilities provided by the Student Union 39Clubandstoragefacilities 39One-timerentalfacilities 39Advancebookingeventoffacilities 39Keysandpaymentofrent 40Useoffacilities 40Van 40

Training and courses for associations 41

International students in associations 41Basicactivitiesalsointeresttheinternationalstudents 42Personinchargeofinternationalaffairsforeveryassociation 42Howtoreachinternationalstudents? 43

Filing 44Photosaspartofarchives 45Thestudentunionarchivesprovidehelp 46

Literature 47

Appendix 47Modelcharter 47

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ForewordYouareholdingtheguidefortheassociationsofAaltoUniversityStudent

Union(AYY).Inthisguide,youwillfindalmosteverythingthatassociationsoperatingunderAYYneedforthesupportandsecurityoftheiractivities.

TherearenearlytwohundredactiveassociationsoperatingunderAYY,whichmakeourcommunityverydiverse.Eachassociationdoesvaluablework,whetheritissomethingthatmaintainsculturalheritage,developsprofessionalskills,getsstudentstoexerciseorspreadsgoodvibes.Itisimportantthatstudentsgettoknowlike-mindedpeoplealongwiththeirstudies,developthemselvesdiverselyandfindnewfriendsalsooutsidetheirstudyfield.

Thepurposeofthisconciseinformationpackageistohelpyousurviveinyourresponsibledutyasthecurrentorfutureassociationmember.Pleasegothroughthispackagecarefullyatthebeginningofyourterminordertoavoidmajorsurprisesalongtheway.TheguideincludesbasicinformationforassociationsfromAYY’sviewpoint.Inaddition,wealsorecommendthatassociationmembersreadmoreabouttheAssociationsActandmeetingtechnique,forexample.

Itisadvisabletoreturntothisguideoccasionallyinthemiddleoftheassociation’sdailyroutinesandcheckthatyouremembertheseissuesandhaveimplementedeverythingcorrectly.Werecommendthatyoubrowsethroughthisguideduringtheyear,oratleasttheassociationactor’sannualscheduleinsidethecoverofthisguide(ChapterX),whichincludesallofthemostimportantissuesduringthecalendaryearofassociationmembers.

ThisguidewasdraftedbyAYY’sorganisationalsector.Theorganisationalsectorisanorganwhichyoushouldcontactif,andwhen,youhaveanyquestionsaboutassociationactivities.Wearegladtoassistyouandguideyoutofindanswers.UpdatedinformationisavailableonAYY’swebsiteatwww.ayy.fi.

We hope you enjoy reading this guide!

Aalto University Student Union’s Organisational Sector

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Student Union’s organisational sectorYTheStudentUnion’sorganisationalsectorisabodywhichpurposeisto

helpandsupporttheactivitiesofassociationsandcommunitieswhichoperateundertheStudentUnion.Inmostyears,oneboardmemberinchargeoforganisationalaffairsandtwoemployeesresponsibleforvariousmatterswithinthesectoroperateintheorganisationalsector.Togetherwiththeorganisationalsector,theydecideonproposalsrelatedtovariousoperatinggrants,basedonwhichtheStudentUnionBoardmakesfinaldecisions.Thesectorisalsoresponsibleforassociationtraining,communicationsandthedevelopmentoforganisationalactivities.Theentireorganisationalsectorcanbereachedconvenientlyatoneaddress:jarjestoasiat@ayy.fi.

TheboardmemberinchargeactsasalinkbetweentheboardandtheorganisationalsectorandmostoftenpresentstheaffairsoftheorganisationalsectortotheBoardand,ifnecessary,totheStudentUnion’sRepresentativeCouncil.ThepersoninchargealsocomplieswiththeboardprogrammeandseekstoensurethatvarioustargetssetfortheBoardaremet.

Employeesintheorganisationalsectorareinchargeofcommunicationsdirectedtoassociations,planningofassociationtrainingandgeneraladvisingofassociations.Togetherwiththeboardmemberincharge,employeesannuallyparticipateintheallocationofoperatinggrantsandtheyalsodecideonprojectgrants.Theemployeesalsoprepareissuesrelatedtotheoperatinggrantapplicationandparticipateintherulecommitteemeetingswhereassociationrulesarediscussed.

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Establishment of a new association A widerangeofapproximately200associationsoperateunderAYY.However,ifthecurrentassociationlistdoesnothaveanythingsuitableforyou,youcanalwayscreateanewassociation!Whenfoundinganassociation,youshouldcontacttheorganisationalsectorrightatthebeginningoftheprocess.

Botholdandnewassociationsmustoperateinaccordancewiththeirrulesandmanagetheirfinancescarefully.AssociationsmustalsocomplywiththeFinnishlawandpublicpolicy.

TheStudentUnionencouragessimilarassociationsunderAaltoUniversitytocooperatewitheachother.Coalitionsarealsoencouragediftheyareconsideredpurposefulforoperations.Forthisreasonalone,itisadvisabletocheckwhetherasimilarassociationalreadyexistsbeforetheestablishmentofanewassociation.Asimilarassociationmayhaveexistedearlieranditsoperationsmaybere-established.Furtherinformationisavailablefromtheorganisationalsector.

Schedule for the establishment of a new associationTheestablishmentofnewassociationsiscarriedoutmoreorlesslikethis:

Firstly,aproposalforassociationrulesiswrittenandaninauguralmeetingisconvened(moredetailedinformationabouttheinauguralmeetinglater).

Secondly,theinauguralmeetingofanewassociationisorganised.

Thirdly,asecondmeetingisheldwheretherulesareapprovedforthesecondtime.

Fourthly,theminutes,charter,andinformalapplicationforthelistofassociationsaresubmittedtotheStudentUnion’sorganisationalsector.

Drafting of rules Associationrulesmustbeclear,legibleandsupportassociationactivitiesaswellaspossible.PreparedrulesshouldbepresentedtoAYY’sorganisationalspecialistandtherulecommitteebeforetheinaugurationmeetingsothattheycanbecommentedoninadvance.

AssociationrulesshouldbepreparedcarefullyandpreferablybebasedonAYY’smodelrulesusingtheStudentUnion’sdraftinginstructionsforassociationrules.

Finally,rulesmustfulfiltherequirementsoftheassociation

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guidelinedraftedbytheRepresentativeCouncilifthe associationwishestojoinAYY’sassociationlist.Theabove documentsareavailableonthestudentunionwebsiteat www.ayy.fiandtheappendixsectionofthisguide.

Inauguration meeting of the associationAninaugurationmeetingisageneralmeetingwhichaimstoinvolveeveryonewhoisinterested.Becauseofthis,themeetingshouldbemarketedasmuchaspossiblebytakingadvantageoftheschools’noticeboards,theStudentUnion’sassociationandweeklynewsletterandthesocialmedia.Anewassociationmusthaveatleastthreememberswhoareover15yearsofage.AssociationswithinAYYmustincludeatleastsevenAYYmembers.

Ameetinginvitationshouldincludeatleastthetime,placeandthemeetingagenda.Thefoundingmeetingmustaddressatleastthefollowing:

• foundingdecision,i.e.preparingthecharter• rules,whichshouldbepreparedinadvance• electionoftheboard• electionofauditors• electionofpossibleofficials• dateofthenextmeeting

CharterThecharteroftheassociationispreparedintheinaugurationmeetingandincludesthefollowingissues:

• establishedassociation• datewhentheassociationisestablished• personswhojointheassociation• personswhojoinedtheassociationhaveapprovedtheassociationrules• chartersample,availableintheappendixsection

Second meeting Beforethesecondmeeting,theboardmustprepareabudgetandanactionplanfortheassociation,whicharecoveredinthesecondmeeting.

Inthesecondmeeting,rulesareacceptedforthesecondtimeandtheboardmaybecompleted.Inaddition,thesameissuescanbeaddressedasinthepreviousmeeting.

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Adding the association to the Student Union’s association listWhenalloftheabovehavebeencarriedoutappropriatelyandassociationmeetingshavebeenheld,theassociationmustsubmitaninformalapplicationtotheassociationspecialistconcerningthefirstregisterofAYY’sassociationlistaswellascopiesoffoundingdocuments(minutesofmeetings,rules,contactinformationoftheboardandthecharter).TheStudentUnionBoarddecideswhethertheassociationisaddedtotheassociationlist.

Association list and registers AYY’sassociationlistisdividedintothefirstandsecondregister,whicharedeterminedbyAYY’sassociationregulation.Associationsinthefirstregisterhavemoredutiesthanassociationsinthesecondregister.Inreturn,associationsinthefirstregisterhavemorerights,suchastheopportunitytoapplyfortheoperatinggrantandparticipateintheadvancebookingofAYY’sone-timerentalfacilities.

AssociationsinthefirstregisterofAYY’sassociationlistcanapplyforaspecialstatusfromtheRepresentativeCouncil.AnassociationwithaspecialstatushastherightandtheresponsibilitytoorganisefreshmantrainingorsimilarguidancefornewstudentsandsendrepresentativestocooperationforumsofferedbytheStudentUnion.Specialstatusassociationsarealsoentitledtohigheroperatinggrants.

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Registration of associationsAnassociationoperatingundertheStudentUnionmayactasaninformal

communityorasaregisteredassociation.AregisteredassociationisenteredintheassociationregistermaintainedbytheNationalBoardofPatentsandRegistration(PRH).Thenameofaregisteredassociationisfollowedbytheabbreviationry.

What is a registered association?Inpractice,anassociationwhichoperatesinformallyislikeanygroupoffriends,whilearegisteredassociationisconsideredalegalbodyundertheFinnishlaw,whichmeansthatassociationactivitiesmusttakethefollowingintoaccount:

Membersofaregisteredassociationarenotpersonallyliableforthecommitmentsoftheassociation.Iftheassociationisnotregistered,itsmembersarepersonallyresponsibleforalloperationsincaseofdamage,forexample.

Aregisteredassociationcanmakeagreementssuchasopenabankaccount,signarentalagreement,joinanumbrellaorganisationandsoon.Inunregisteredassociations,memberswhohavemadeagreementsarepersonallyliableforanyagreementsorcommitments.

Onlyaregisteredassociationmayacquireproperty,applyforgrantsorobtainapermissiontocollectmoney.Inunregisteredassociations,associationmembersmayapplyforgrantsorownpropertyandtheyarepersonallyresponsiblefortheseactivities.

Inmanyways,therefore,theactivitiesofregisteredassociationsaremoresecurethanthoseofunregisteredassociations.Ontheotherhand,aregisteredassociationhasmoreobligations;ruleamendmentsorchangeofpersonswhoareauthorisedtosignonbehalfoftheassociationshouldalwaysbereportedtoPRH,whichcostsmoney.

How to register an association?RegistrationmeansthatanassociationisenteredintoPRH’sregisterofassociations.TheregisterofassociationsispublicandcontainsinformationonallregisteredassociationsinFinland.Anyonecanreceiveinformationfromtheregister.Youcanfindoutwhetheranassociationisregistered,whoisthechairpersonoftheassociationorwhoareauthorisedtosignonbehalfoftheassociation.

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Registrationismadewithaformcalledabasicnotification.Formsandinstructionsareavailablefromtheregisterofassociations,yourlocalregistryofficeorinanelectronicformonthewebsiteoftheNationalBoardofPatentsandRegistrationatwww.prh.fi.Fillingoutthebasicnotificationelectronicallycosts75euro.

Registrationrequiresacharterandrules.Inaddition,associationshavetoprovideinformationonstatutorypersonswhoareauthorisedtosignonbehalfoftheassociation(contactdetailsofpersonswhoareauthorisedtosignonbehalfoftheassociationinaccordancewiththeassociationrules),askfortheircontactinformationinadvance.

Aftersubmittingtheform,PRHreviewstheassociationrulestoensurethatthepurposeandfunctionoftheestablishedassociationareinaccordancewithlawandpublicpolicy.Ifcorrectionsarerequired,arequestforcorrectionissubmittedtothecontactpersonprovidedinthebasicnotificationform.Inthiscase,rulesshouldbecorrectedforthecommentedpartsandresubmittedtoPRHinaccordancewithinstructionsprovidedwitharequestforcorrection.

TheassociationwillbenotifiedwhentherulesareapprovedinPRH.AfteranapproveddecisionbyPRH,theassociationmayusetheabbreviationryinitsnameandtherightsofaregisteredassociationwillbeginimmediately.

What happens after registration?AregisteredassociationmustnotifyPRHaboutamendmentsconcerningrulesorpersonswhoareauthorisedtosignonbehalfoftheassociation.Theamendmentnoticeissubjecttoacharge.Theamendmentnoticecanbemadeelectronicallyatwww.prh.fi.

Inpractice,personsauthorisedtosignonbehalfoftheassociationchangeeverytimewhentheboardmembersoftheassociationchange,asinmostassociationrulesoneorseveralboardmembersarethepersonswhoareauthorisedtosignonbehalfoftheassociation.

Iftheassociationmakesanyamendmentstorules,therulesmustfirstbeacceptedinaccordancewiththeassociationrules(usuallyintwoconsecutiveassociationmeetings)andthensubmittedtoPRHforreview.AllruleamendmentsmustbereportedtoPRH,astheruleamendmentsofaregisteredassociationenterintoforceonlyafterPRHhasapprovedamendments.ThedissolutionoftheassociationmustalsobereportedtoPRH,otherwisetheassociationisstill

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consideredtobeactive.

Ifanassociationisalreadyregisteredbuthasforgottentosubmitamendmentnoticesinrecentyears,thelatestinformationshouldbeupdatedtoPRHassoonaspossible.Inthisway,youcanguaranteethelegalityofassociationactivities.

Registration of an association which has acted unregistered for a long period of time

ManyAYY’sassociationshaveoperatedunregisteredforseveralyears.Registrationofanunregisteredassociationiscarriedoutwiththesameprocedureasdescribedabove.Ifacharterorrulesaredisplacedandcannotbefoundfromthedrawersofpreviousmembers,theassociationmustbeformallyre-established.

AccordingtotheAssociationsAct,anunregisteredassociationmaynotownproperty.Therefore,ifyouwishtoavoidlegalproblems(mainlyiftheassociationhascollectedplentyofpropertyorveryvaluablepropertywhenunregistered),itisadvisabletoformallytransferthepropertyunderthenameoftheassociationaftertheregistration.Previousmembersoftheassociationfromtheperiodwhenthepropertywasacquiredmaydonatethepropertytotheassociationinanassociationmeeting,forexample.Inthisway,theprocesscanberecordedintheminutesandtheownershiptransitionwillberecordedforfuturegenerations.

Similarly,inaccordancewiththeAssociationsAct,agreementscannotbemadeunderthenameofanunregisteredassociation(rentalagreementforstorageorclubfacilities,forexample)butagreementsarelegallyunderthenameofthoseassociationmemberswhohavesignedtheagreement.Itisadvisabletonotifythepartiesinvolvedintheagreementabouttheregistration.

Good to know: registrationisnotrelevantintermsoftheassociationmembership.Therefore,themembershiprightofthosepersonswhohavejoinedtheassociationbeforetheregistrationwillremainthesameaftertheregistration.

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Patentti ja rekisterihallitus eli PRH

Patentti-jarekisterihallituselilyhyestiPRHonSuomenvaltionvirasto,jokaedistääteknistä,taloudellistajayhteisöllistäkehitystä.Semuunmuassare-kisteröikaikkiuudetyritykset,säätiöt jayhdistykset jaantaanäillemyös

neuvontaa.

PRHylläpitää kaupparekisteriä, yrityskiinnitysrekisteriä, yhdistysrekisteriäja säätiörekisteriä sekä myöntää patentteja, hyödyllisyysmalleja, mallioi-keuksiajatavaramerkkejä.PRH:nyhdistysrekisteristätulisilöytyäjokaisenSuomessarekisteröityneenyhdistyksetperustiedot.TämänvuoksiPRH:llepitääainailmoittaaesimerkiksisääntömuutoksetjanimenkirjoittajienvaih-tuminen(yleensäsiiskunhallituksenpuheenjohtaja,varapuheenjohtajatai

sihteerivaihtuu).

Lisätietoja PRH:sta löydät PRH:n kotisivuilta osoitteestawww.prh.fi. Omankin yhdistyksen tilanteen voi vaikka huvin vuok-si tarkistaa PRH:n yhdistysnetti tietokannasta ilmaiseksi osoitteessahttp://yhdistysrekisteri.prh.fi/ryhaku.htx. Mikäli viimeisimmästä rekiste-röintipäivämäärästäonjokulunutpitkäaika,olisiyhdistyksetsyytäilmoit-

taaPRH:lleainakintuoreimmatnimenkirjoittajientiedot.

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Association rules Everyassociationmusthaverules.Rulesresembletheassociation’sconstitution,

andyoucanalwayscheckthepurposeandcriteriaofassociationoperationsfromtherules.InadditiontotheAssociationsAct,therulesofassociationsunderAYYmustalwaysincludemattersrequiredbyAYY’sassociationregulation.Ruleprovisionsmustnotbecontrarytothelaw.

AYYhasmodelrulesdraftedforassociations,whichareveryuniversal.Byfillinginthemissinginformationinthemodelregulationwiththeassociation’sname,domicile,purposeandpractices,theassociationgetsfunctioningruleswhichfulfiltherequirementsofboththeAssociationsActandtheassociationregulation.

RulesanddocumentsdraftedbytheStudentUnionareavailableonthestudentunionwebsiteatwww.ayy.fi.TheAssociationsActcanbefoundatwww.

finlex.fi.

Reform and amendment of the rules Associationsmaysometimesneedtoamendtheirrules.Memberscanmakeanamendmentproposaltotheboard,ortheboarditselfmaydeterminetheneedforamendments.Practicalissuesforruleamendments(numberofmeetingsandtherequiredmajorityvote,etc.)arementionedintheassociationrules.

Rulesdonotgenerallyneedtobeamendedforcosmeticchanges.Suchchangescouldincludethenameofformeruniversitiesinrulesorareferencetoauditorsinsteadofoperationinspectors.Ifrulesare,however,amendedforsomeotherreason,thesecosmeticchangescanbemadeatthesametime.

WhenAYY’sassociationschangetheirrules,theyshouldcontactAYY’sorganisationalsectoralreadyatthepreparationstage.AYY’srulecommitteehelpswithruleamendmentsandensuresthatnewrulescomplywiththerequirementsoftheassociationregulation.Iftheassociationhasalreadyapprovedtherulesandthereareanyobjectionsduetotheassociationregulation,therulesmustbere-approvedintheassociationmeetingormeetings.ThesameappliestorulesalreadyapprovedbyPRH.Asaresult,moneyandtimearewasted.

Youshouldbepreparedthatitmaytakeevenseveralmonthstoamendtheassociationrules,particularlyinregisteredassociations.RegisteredassociationsshouldsubmitruleamendmentsforthereviewoftheNationalBoardofPatentsandRegistration(PRH).

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Howtoamendtherulesstepbystep:

I PreparenewrulesII ContactAYY’sorganisationalsectorwhichsubmitsrulestotherulecommit-

teeifnecessaryIII Rulesareapprovedintheassociationmeetingorintwosuccessivemeetingsif

necessaryIV NewrulesaresubmittedtoPRH(registeredassociations)V IfPRHrequiresruleamendments,thelatestversionoftherulesissubmitted

fortheinformationoftheorganisationalsector.

Student Union’s rule committee Thedutyoftherulecommittee,whichoperatesunderAYY,istoupdatethestudentunionrulesandtherulesofprocedurewhennecessary,butalsotosupportassociationswithruleissues.Theorganisationalspecialistactsasthesecretaryoftherulecommittee.Informationconcerningtherulerequirementsofassociationsaresubmittedtothecommitteethroughthesecretary.

Therulecommitteehelpsassociationstodraftnewrulesandupdatepreviousones,andensuresthattheassociationrulesfulfiltherequirementsoftheassociationregulation.RulesreviewedbytherulecommitteearepolishedinordertopassthesometimesverystrictrequirementsofPRH.

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Responsibilities of association membersTheassociationboardismainlyguidedbythelawandassociationrules.

AssociationsinAYY’sassociationlistalsohaveresponsibilitiesdeterminedbytheassociationregulation.

Position of the boardTheboardmustcarefullymanageassociationmattersinaccordancewiththelaw,associationrulesandthedecisionsoftheassociation(AssociationsAct,Section35.1).Decisionsoftheassociationaremadeinassociationmeetingswherememberscanusetheirdecision-makingpower(inannualmeetings,forexample).

Associationmeetingscanmakecleardetaileddecisions,suchasdecidetheamountofthemembershipfee,ormoregeneralpolicies,suchastheapprovaloftheactionplan.Theboardmustimplementthesedecisions.

Duties of the board Dutiesoftheboardaredeterminedaccordingtotheassociation’sdecisions,rulesandtheAssociationsAct.Theboardcanattendtoitsdutiesordelegatesomeofitsduties.TheboardcannotdelegatedutieswhicharedeterminedintheAssociationsActunderthedecision-makingpoweroftheboard,suchastheapprovalofnewmembers.Theboard’smostcommondutiesincludetheplanningandreportingofoperationsandmembershipissues.

Planning, organising and reporting of operations Inpractice,theplanningofoperationsincludesatleastthepreparingofanactionplan.Planningofoperationsshouldtakeintoconsiderationthecommongoalofassociationactivities,whichistotakecareofinterestsandaffairsofitsmembersinthebestpossiblemanner.Theactionplannotonlyworksasaguidelinebutitalsoentitlestheboardtoimplementoperationsdecidedintheassociationmeeting.Youshouldavoidcopyingtheactionplanfromthepreviousyears,andreallyspendtimeontheplanningofoperations!

Theboardshouldmanageallsectorsrelatedtoassociationactivities.Theboardcanorganiseitsoperationsanddivideresponsibilityinoperationalareasbetweentheboardmembersorestablishcommitteestomanageorpreparethe

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activitiesofoperationalsectors.Otheractiveassociationmemberscanalsobemembersofthesecommittees.Committeesareliabletotheboard.

Theboardmustreportaboutitsoperations,whichreferstothedraftingoftheannualreport.Thereportshouldatleastincludeinformationonmajoreventsandevaluationonfuturedevelopment,aswellasaclarificationonfinancesandfunding.Anaccountantoranoperationalinspectorshouldusethereportwhenevaluatingthemanagementofassociationaffairs.Basedontheannualreport,theactivitiesoftheassociationandboardareevaluated,andtheirdischargefromliabilityisdecidedon.Thereportmustprovideanaccuratepictureofassociationactivities,bringoutdeficienciesandshortcomingsandexplainwhygoalswerenotreached.Thepreparingoftheannualreportisthejointdutyofthewholeboard.Theannualreportanswerstothefollowingquestions:

• Wastheactionplanimplemented?• Weretheobjectivesreachedandweretheyrealistic?• Werethereenoughresources?• Whichmattersweresuccessful?• Whichmatterscouldbedeveloped?

Decision making and implementation Theboardshouldenableactualdecisionmaking.Inpractice,thismeansthattheboardconvenesassociationmeetingsandpreparesissuesfordiscussion.Preparationmustbecompletedsowellthatdecisionmakingispossible.Onegoodwayisthattheboardpresentscleardecisionproposalsfortheagendaconcerningmattersunderdiscussion.

Theboardisliabletoimplementdecisionswhicharemadeinassociationmeetings,includingdecisionswhicharecontrarytowhattheboardhaspreparedorsuggested.Iftheimplementationofdecisionsistheresponsibilityofotherbodies,theboardmustsupervisethatdecisionsareimplemented.Thismaypracticallymeanthattheboardsupervisestheactivitiesofitsofficials.

Theboardshouldalsomakedecisionsonmattersunderitsauthority.Mattersundertheboard’sdecision-makingpoweraredeterminedintheassociationrulesandtheAssociationsAct.Inaddition,theassociation’srulesofprocedureandregulationsmaydeterminetheboard’sdecision-makingpower.

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Attending to finances Theboardhastheresponsibilityforbudgetpreparation.Abudgetiscloselyrelatedtothemembershipfee,forwhichtheboardhastomakeaproposalintheassociationmeeting.Itshouldbenotedthatitisnotthepurposeofanon-profitassociationtogainprofit,andthereforetheassociationcanonlyengageinthosegainfulactivitieswhichareenteredintherules.

Theboarddecidesontheuseofassociationfundsinitsmeetingsandthesedecisionsmustberecordedintheminutes.Iftheboardengagesininvestmentactivitiesormakessignificantpurchasesoffixedassets,thesedecisionsmustbeincludedintheminutes.Atleastthepurposeandthenumberofdecisionsmustberecorded.

Inaddition,theboardisresponsibleforaccountinginaccordancewiththelawanditshouldprepareafinancialstatementandabalancesheet.

Approval and resignation of members Iftheboardapprovesmembersinaccordancewithrules,ithasfulldiscretionarypowertoapproveordisapprovethemembershipofanapplicant.Theapplicantmustfulfiltheconditionsformembership,whicharedeterminedinrules.Acleardecisionmustbemadeeverytimewhenanewmemberisapprovedandenterthedecisionintheminutes.Theboardshouldalsoorganisethecollectionofmembersandpayattentiontotheprotectionofpersonaldatacollection.

TheAssociationsActliststhegeneralexpulsiongroundsofassociationmembers,whereasrulescandefinethetermsformembership.Theboardmayexpelamemberunlessotherwisespecifiedintherules.Theboardisresponsiblefortherecoveryofthemembershipfee.Ifapersondoesnotpaymembershipfees,anexpulsiondecisionmustbemade.

Theboardmustkeepalistofmembers,whichmustincludeatleasteverymember’snameandplaceofdomicile.InaccordancewiththePersonalDataAct,onlyinformationthatisrelevanttoassociationactivitiesmaybesaved.Anassociationmemberhasaccesstothelistofmembersandhastherighttoreceiveallinformationconcerningoneselfinthelist.Therighttoaccessothermembers’informationonlyincludesthenameanddomicileinformation.

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Authority to sign and representation Providing authority to sign Theauthoritytosignisdefinedintheassociationrules.Thechairalwayshastheauthoritytosignunlesslimitedbytherules.Acleardecisionmustbemadeonprovidingtheauthoritytosignandrecordthedecisionintheminutes.

Responsibility for the association’s interest group relations InaccordancewiththeAssociationsAct,theboardrepresentstheassociation.Theboardisresponsibleforinterestgrouprelationswhicharerelevanttoassociationactivities.

Association register notifications and permit issuesTheboardofaregisteredassociationmustensurethatamendmentnotificationsconcerningrulechangesor

Changesofthechairorpersonswiththeauthoritytosign,whicharerequiredbytheassociationregister,arereportedtotheNationalBoardofPatentsandRegistration(PRH).Thechairmustalsonotifyaboutthechangeoftheassociation’saddress.

Theboardisresponsibleforapplyingforvariouspermissionsfromtheauthorities,suchaseventpermits.

Contracts, donations and legal actionItistheboard’sdutytosignvariouscontractsandtakelegalactiononbehalfoftheassociation,whichmeanspreparingcontractsandnegotiatingabouttheircontentswiththeotherparty.Theboard’sopportunitytomakedecisionsdependonrulesandthenatureandsignificanceofactions.Theassociationmeetingmayhavethedecision-makingauthorityincaseofaloanwhichistoomuchfortheassociation’sfinancialsituation,forexample.

Theboardalsomakesdecisionsonsmalldonationsandothertransferactivities.Theboardofasmallerandfinanciallypoorerassociationcanmakesmallerdonationsthantheboardofamoreaffluentassociation.

Duties imposed by association rules Theboardmustimplementthedutiesoftheboardlistedintherules.Rulesmayincludeserviceswhichtheassociationprovidestoitsmembers.Theboardisalsoresponsibleforproducingtheseservices.

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Duties not included in the board’s responsibility TheboardmayNOTperformthefollowingdutieswhicharetheresponsibilityoftheassociation:

• amendmentofrules• transferormortgagingofproperty• handingoverotherpropertywhichissignificantfortheassociation• decidingonvotingandelectionrules• electionorexpulsionoftheboardoritsmembers• electionorexpulsionofanauditororoperationinspector• confirmationofthefinancialstatement• dischargefromliability• dissolutionoftheassociationAssociationrulesmay,however,determinethattheboardmaydecideontheselling,exchangingormortgagingofproperty.

The board’s responsibility Theboardisresponsibleforitsactions.Thisconsistsofliabilityandcriminal,parliamentaryandmoralresponsibility.Dutyofcarerequiresthattheboardorboardmembersdonotneglecttheirdutiesdeterminedbyrulesorregulations.

Liabilityfordamagemayoccurifapersonhasintentionallyorcarelesslycauseddamage.Liabilityfordamagerequiresthattheassociationmeetingdecidestofileasuitincourt.Apersonwhohasparticipatedindecisionmakingoritsimplementationisliable.Liabilityfordamagemayalsooccurifthemonitoringorinspectionresponsibilityisneglected.

Itisrarethatboardmembershavecriminalliability.Criminalliabilitymayoccurifthesecurityoftheassociationpropertyisviolated,otherrightsoftheassociationareviolated,oramembersuffersdamageduetotheneglectofduties.

Parliamentaryliabilityiscloselyrelatedtotheassociation’strustintheboard.Membershaveshowedconfidenceinthosewhotheyhaveelectedtorepresentthemintheboard.Parliamentaryresponsibilityreferstotheretentionofconfidence.Theboardanditsindividualmemberscanonlybeexpelledduetothelackofconfidenceduringtheterm.

Moralliabilitymeans,forexample,informationaboutmember’rights,responsibilitiesandbenefits,andfamiliarisingthemselveswithrules,instructionsandguidelines,whichhaveeffectonoperations.

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Notes: Dischargefromliabilityonlyremovestheresponsibilityinrelationtoanassociation.Compensationmayberequestedbasedoninformationwhichwasunknownwhengrantingthedischarge.

Obligations set by AYYAssociation noticeAYY’sassociationregulationobligesassociationstosubmitanassociationnoticeannually.Theassociationnoticeissubmittedwiththeoperatinggrantapplicationorseparatelyiftheassociationdoesnotapplyforthegrant.

Association rules AYY’sassociationregulationdeterminesthatassociationsinthefirstregistercannotlimitintheirrulesthestudentunionmember’sopportunitytobecomeavotingmember.

Rule amendments must be reported immediately Iftheassociationamendsitsrules,ruleamendmentsmustbereportedimmediatelytothespecialistinchargeoforganisationalaffairs,sothatAYY’sboardcanreviewtheassociation’seligibilityfortheassociationlist.

Membership registerTheassociationboardmustkeepthelistofassociationmembers,whichmustincludeatleasteachmember’sfullname,domicileandinformationonwhetherthepersonisAYY’smemberornot.

Transfer of assets after the dissolution of associations AYY’sassociationguidelinedeterminesthataftertheirdissolutionortermination,associationsinthefirstregistermusttransfertheirassetstothestudentunionorotherorganisationclosetothestudentunionforactivitieswhicharesimilartothepurposeoftheassociation.Ifthisisnotpossible,assetsshouldbetransferredtosupportthestudentunionactivities.

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Filling out the association notice Associationsintheassociationlistmustsubmitanassociationnoticeannually

bytheendofMarch.AmorespecificscheduleonsubmittingtheassociationnoticeisavailableonAYY’swebsiteandtheassociationnewsletteratthebeginningoftheyear.

Theassociationshouldreservetimeforfillingoutthenotice.Theassociationnoticemustincludeatleasttheassociation’slistofofficers,informalannualreport,actionplan,validrulesandtheboard’sdirecte-mailaddress.Associationsinthefirstregisteroftheassociationlistmayapplyfortheoperatinggrant.Theoperatinggrantapplicationisfilledoutinconnectionwiththeassociationnotice.Associations,whichapplyfortheoperatinggrant,mustalsosubmittheirfinancialstatement,budgetandinformationonthenumberofassociationmemberswiththeirapplication.

Iftheassociationdoesnotsubmittheassociationnoticebythedeadlineintwoconsecutiveyears,theboardmayremovetheassociationfromtheassociationlist.

Grants provided by the Student Union AssociationscanapplyforfundingfromtheStudentUnioninordertofinance

theiractivitiesandorganisevariousprojectsandevents.Fundingmaybeappliedintheformoftheoperatinggrantsinthespring,andprojectgrantsmaybeappliedforthroughouttheyear.Inadditiontogrants,associationsmayapplyforthestart-upgranttoestablishtheiractivities.

Operating grant AYYhasdividedtheassociationsundertheStudentUnionintotwodifferentcategorieswhicharecalledthefirstandthesecondregister.AssociationsinthefirstregistermayapplyfortheoperatinggrantfromtheStudentUniononceayear,usuallyinMarch.

AspecialscoringmodelisusedintheallocationoftheoperatinggrantsandtheassociationscanreadaboutthesystemontheStudentUnion’swebsite.Thesizeoftheassociation,numberanddiversityofactivitiesandresponsibleoperationshaveeffectonthescoring.Specialstatusassociationsareentitledtohigheroperatinggrantswhichareneededfortheirresponsibilities.DecisionsonthenumberofoperatinggrantsareannuallymadebytheStudentUnionBoard

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basedontheproposalsofAYY’sorganisationalsector.

Inconnectionwiththeoperatinggrants,associationsmayalsoapplyfortheincreasedoperatinggrant,iftheassociationhasanexceptionaleventorprojectduringtheyear,suchasanniversarieseverytenthyear.Allocationcriteriafortheincreasedoperatinggrantissimilartothecriteriaoftheprojectgrant.

Project grant Whiletheoperatinggrantisonlyappliedforonceayearinthespring,associationscanapplyforprojectgrantsfromtheStudentUnionthroughouttheyear.TheStudentUnionallocatesprojectgrantsduringtheacademicyearforactivitiesthattakeplaceoutsideregularassociationactivities.Projectgrantsaremainlygrantedforone-timeprojectsoreventsthatarenotarrangedeveryyear.

ProjectgrantsmaybeappliedfromtheStudentUnion’sorganisationalsectorthroughouttheyear.However,youshouldtakeintoaccountthatiftheassociationisalreadyawareoftheprojectwhenapplyingfortheoperatinggrant,theapplicationsshouldbecombinedandtheassociationshouldapplyfortheincreasedoperatinggrant.Likewithothergrants,finaldecisionsonprojectsaremadebytheStudentUnionBoardbasedontheproposaloftheorganisationalsector.

Start-up grantTheStudentUnionalsooffersfinancialsupportfornewassociationsestablishedduringtheyearintheformofthestart-upgrant.Thestart-upgrantisintendedfortheestablishmentoftheactivitiesofanewassociation,suchastheregistrationfeesoftheNationalBoardofPatentsandRegistration.Aswithothergrants,thefinaldecisionontheallocationofthestart-upgrantismadebytheStudentUnionBoardontheproposaloftheorganisationalsector.

TTE-rahasto

Aalto-yliopistonylioppilaskunta jakaa itserahoitustayhdistyksilleker-ran vuodessa, mutta sen omistamaTTE-rahasto (teekkaritoiminnanedistämisrahasto) jakaarahoitustapitkinvuottakaikenlaiseenylioppi-laskunnanpiirissätapahtuvaantoimintaan.Vuonna2006perustettura-hastoantaanimestäänhuolimattatukeakaikilleAaltolaisillesekäyliop-

pilaskunnanläheisyydessätoimivilleyhdistyksillejayhteisöille.

Rahaston tavoitteenaon tukea ja aktivoidaopiskelijatoimintaaAalto-yhteisössäsenkaikissamuodoissa.Mitäuseampiaaltolainenpystyypro-jektiinosallistumaantaisentuotoksistanauttimaan,senparempi.Erityi-sestirahastoarvostaaprojekteja,jotkakannustavatihmisiätoimimaanjatekemäänyhdessäasioitauuden luomiseksi.KoskaAalto-yliopistonjasenopiskelijoidenarvostusriippuumyösjulkisestanäkyvyydestä,ra-hastokannustaaaktiiviseenviestintäänsekäAalto-yhteisössäettäsen

ulkopuolella.

Lisätietoja rahastosta voit lukea rahaston kotisivuiltaosoitteessatter.ayy.fi.

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Support for communications ItiseasierforassociationsandcommunitiesundertheStudentUniontoreachasmanyAaltocommunitymembersaspossible.Belowwepresentacomprehensivelistconcerningvarioustoolsandchannels,whichassociationscanutiliseintheirowncommunications.

TheStudentUnion’sorganisationalsectoralwaysoffershelpforassociationsincommunicationsmattersatjarjestoasiat@ayy.fi.Moredetailedinformationforcommunicationsforinternationalstudentsisprovidedinthisguide’ssection”Internationalstudentsinassociations”.

WhencommunicatingthroughAYY’schannels,youshouldtakeintoaccountthatAYYistrilingual.NewslettersandinformationmustthereforebeavailableinFinnish,SwedishandEnglish.

Association profile of the student union website TheStudentUnion’smostimportantcommunicationschannelisthewebsiteatwww.ayy.fi.Thewebsitealsooffersassociationstheopportunitytoreceivevisibilitythroughtheassociationprofile.Associations,whichhavecreatedtheassociationprofile,arevisibleinthe”RandomAssociation”boxonayy.fifrontpageandthelistingsoftheassociationssection.Inaddition,associationscancreateeventsforayy.fieventcalendarthroughtheassociationprofile.BasicdetailsmustalsobeavailableinSwedishandEnglish!Iftheassociationneedshelp,pleasegetintouchwithAYY’sorganisationalsector.

Youneedausernameforayy.fiinordertocreatetheassociationprofile.Allassociationsintheassociationlisthavereceivedusernames.Ifyouhavelostyourusername,youcanrequestitatjarjestoasiat@ayy.fiwebmaster@ayy.fi.

Student Union’s association and weekly newsletter Inadditiontothewebsite,thecornerstonesoftheStudentUnion’scommunicationsaretheweeklye-mailnewsletters:AYY’sweeklynewsletteraimedatallmembersandAYY’sassociationnewsletteraimedatAYY’scommunitiesandassociations.

TheweeklynewsletterisalwayspublishedonMondaysandreachesover10,000students,whichiswelloverhalfofAaltomembers.Thenumberofthee-mailnewslettersubscribersincreasesconstantly.Theweeklynewslettercollectsoneweek’seventswhichintereststudentsandareorganisedwithintheStudent

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UnionandtheUniversity.ItisadvisablethatassociationsalsotellaboutdifferentopportunitieswhichconcernallAaltomembersthroughtheweeklynewsletter.Moredetaileduserinformationoftheweeklynewsletterisavailableatwww.ayy.

fi/viikkotiedote.

AssociationnewsletterispublishedeveryFriday,whichreachesalmostallassociationsandcommunitiesoperatingundertheStudentUnion.Thenewslettergathersofficialinformationaimedatassociationsandinformationconcerninginterestingevents,trainingsandrecreationalactivitiestobeforwardedbyassociations.Justlikewiththeweeklynewsletter,theStudentUnionhopestoreceiveplentyofinformationfortheassociationnewsletterfromtheassociationsthemselves.Moredetaileduserinformationoftheassociationnewsletterisavailableatwww.ayy.fi/yhdistystiedote.

BoththeweeklynewsletterandtheassociationnewsletteraretranslatedintoSwedishandEnglish,sotrilingualcommunicationsthroughthesechannelsisparticularlyeasy.Itisadvisabletoutilisethesetranslationsintheassociation’sowncommunications!

E-mail listsAYYhasthreee-maillistsaimedatassociations.Theselistscanalsobeutilisedbytheassociations.

AssociationslistreachesalltheassociationboardsorpersonsinchargeofcommunicationsinassociationsinAYY’sassociationlist.OnFridays,theassociationnewsletterandanycurrentandurgentnewslettersaimedatAYY’sassociationsaresenttothelist.Advertisingintheassociationnewsletterisdescribedabove.Youcanjointhelistathttp://list.ayy.fi/mailman/listinfo/

yhdistykset.

Erityisetlist(erityiset@list.ayy.fi)reachestheboardsandpersonsinchargeofcommunicationsinAYY’sspecialstatusassociations.Thelistismoderatedbytheorganisationalsector.

Killatlist(killat@list.ayy.fi)reachestheboardsofengineeringstudentguilds.Thelistcanbeusedforforwardingmessagesconcerningengineeringstudents.Thelistismoderatedbytheorganisationalsector.

Social mediaAYYisalsostronglypresentinthesocialmediaandishappytoprovidethis

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channelfortheuseofassociations.TheStudentUnionispresentedonFacebook,Twitter,Foursquare,YouTubeandFlickr,amongotherthings.

ThemostimportantsocialmediachannelfortheStudentUnionisFacebook,whichisusedforcommunicationsonadailybasis.AYY’sFacebooksitecanbefoundatwww.facebook.com/ylioppilaskunta.InternationalAYYsiteisalsoonFacebook,whichisaimedspecificallyforinternationalcommunicationsoftheStudentUnion.OnAaltoEvents&Culturesite,wecollectallmajoreventsandinformationconcerningAYYanditsassociations.

Academic year calendar Everyautumn,theStudentUnionpublishestheStudentUnion’sofficialcalendarwhichisdistributedtoallmembersforfree.

Associationshavetheopportunitytosubmitthedatesoftheirimportanteventsforthecalendar.AgeneralprincipleisthataneventmustbeadequatelysignificantandconcernalargepartofAaltomembersinordertobepublishedinthecalendar.TheStudentUnionstartspreparingthecalendarinthespringandtheStudentUnion’scommunicationsofficerisresponsibleforitspublication(tiedottaja@ayy.fi).Thescheduleforthesubmittingofeventsisannouncedinthespring.

Student mediaTheStudentUnionhastwomedia:thestudentmagazineAinoandthestudentmediaAate.Theyoperateontheprinciplesoffreemediaandshouldbecontacteddirectlyiftheassociationwantstoadvertisetheireventsorprojects.

ItisparticularlyrecommendedtoparticipateinthemakingofAinoandAate.YoucanreachAino’seditorialstaffatainolehti@ayy.fiandAateataate-toimitus@ayy.fi.Furtherinformationisalsoavailableontheirwebsitesatwww.ainolehti.fiandwww.aatemedia.fi.

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Event marketing AnincrediblenumberofeventsisorganisedwithintheStudentUnion,but

theremaybedifficultieswithcommunications.TheseinstructionswillhelpassociationstoreachAaltomembers.

Electronic communicationsEvent calendarsCalendarsareeverywhere.Foreventorganising,only2-3chaptersareneeded,dependingonthedesiredtargetgroup.Youshouldstartfromthecalendaroftheassociationclosesttoyourtargetgroupand,atthesametime,addtheeventtoAYY’selectroniccalendarbyusingtheassociationprofile.Eventsareforwardedtothecalendarsofteekkariguildsusuallythroughtheassociationnewsletterore-maillistsiftheeventisopentoallAaltomembers.Youcanreacheconomicsstudentsbyaddingtheeventaddresstotheeventcalendarofkyweb,afterwhichKY’scommunicationsofficeracceptstheevent.

Itisadvisabletopreparecalendarentries3-4weeksbeforetheevent.Aaltoisbecomingmoreinternational,somakesurethateventinformationisalsoavailableinEnglish!

E-mailAYYsendsaweeklynewslettertoitsmemberseveryweek.IftheeventisinAYY’scalendar,itwillautomaticallybeincludedinthenewsletter.Ifyouhaveotherinformationconcerningtheevent,pleasewriteabriefsummaryandsendittoAYY’scommunicationsofficer(tiedottaja@ayy.fi).

Youshouldalsoconsiderwhichassociationsyouwouldliketoparticipateintheeventandsenddirecte-mailtothem.Invitationsarenoticedbetterthan”requeststoinformmembers”.Ifyouwishtoreachallspecialstatusassociationsorguilds,youshouldutiliseAYY’serityisetorkillate-maillists.

Social media Calendars,e-maillistsandmessagesarestatic.ApersonusesmanyhoursofthedayusingdifferentmediaandthemajorityofthetimeisnowadaysusedonFacebook.Itincludesalmostalltheimportantopinionleadersandactivatespeopletoparticipateinevents.IfyougetyoureventtospreadonFacebook,successfulcommunicationsareguaranteed!

OnFacebook,itisimportanttoconsiderwhichmeanstouseformarketing.Yourownpersonalprofileisrarelysufficientforapublishingplatform.Youshould

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usegroups(whereyoucanautomaticallyinviteallgroupmembers)orpages(wheneventinformationisvisibleonthewallofeveryonewholikesthepage).

RecommendedFacebookgroupsandpagesareAYY’spageAaltoEvents&Culture,pagesofallguilds,artstudents’culturemascotSherylTokyoandKY-kulttuurikanavagroup.

Asageneralrule,alleventsshouldbecreatedbetween9pm–12noon,whichisthepeakhourofFacebook.Thefirst2–4daysfromthecreationoftheeventareusuallyenoughtoevaluatewhatkindofaudiencetheeventwillget.

WebsiteTheStudentUnionmakeswebsitesformajorevents.MayDayevents,forexample,areavailableatwww.wappu.fi.Youshouldconsiderifawebsiteisagoodadditionalinvestmentincommunications.Websitesallowinterestingcontentproduction,suchasblogs,informationabouteventschedulesandachannelforallgraphicmaterial,suchasphotosfromthepreviousyear’sevents.Thelongertheguestsstayonthechannel,thebetterthewebsiteworks!Therefore,youshouldinvestinthecontentofthewebsiteandmakecommunicationsmoreaddictive.

VideosFunnyadvertisementvideoscreateenthusiasmandinformabouttheevent.Inaddition,theycanbeusedwithothercommunicationsiftheyarelinkedaspartofaFacebookevent,websiteorcalendarentries.YoucangethelpformakingvideosfromthestudentmediaAate.

Printed communications PostersNowyouhavealreadyusedthebestchannelsforcommunicationsiftheyhavebeenimplementedwell.Ifyouwanttoinvestmore,youcanuseprintadvertising.Theprice-benefitrelationofthedistributionofpostersisquestionable.However,ifyouwanttodoeverythingforcommunications,itisanotherconcretestep!

Postersarethebasisforcreatingagraphicimagefortheevent,astheyarealsosuitableforonlinedistributionandyougetagoodbasisforFacebookorwebsites.Dependingondistribution,youwillneed50–150posters.Goodlocationstodistributepostersare:

• HallsofresidenceinTeekkariVillageandHelsinki.Intheseplaces,noticeboardsinlobbiesandelevatorsarethebestplacesforadvertising.

• NoticeboardsofOtaniemischoolbuildingsandguildrooms.Therearemany

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noticeboards,sopleasemakesurewhichonesareintendedfortheschool’sowninformationandwhereeventpostersarewelcome.

• ThemainbuildingoftheSchoolofEconomics.Thebuildinghasonelargenoticeboard.OthergoodlocationsareworkhallsonthetopfloorandthedoorsofthelargestITclassrooms.

• ElevatorandnoticeboardsoftheSchoolofArts,DesignandArchitecture.Adsinelevatorsdonotusuallystayinplaceforalongtimebuttheyareeffective.Youhavetolookfornoticeboardsinthelabyrinthinebuilding,butpostersnexttoKipsaristudentrestaurantattractthesecondmostattention.Experienceshowsthatattractivepostersarethemosteffectivewaytoreachtheartsstudents.

Table signsAlmosteverystudenteatsinastudentrestaurantonceaday.Itisnotdifficulttomaketablesignsbuttheyshouldbeorderedfromaprintinghouseinordertomakethemstylish.Bymakinganinformativetablesignfortheeventandgettingatruckloadofthem,youcanreachalotofstudents.However,ittakesplentyofeffort.

Thenumberofrequiredtablesignsmayeasilybeunderestimated.Onerestaurantwillneedmorethan15tablesigns,andifyoudistributeplentyofthem,youwillneedoverhundredpieces.

Leaflets and stickers Bydistributingleafletsineventsanddisplaystandsorhandingthemtopartners,youwillgetadditionalvisibility.Itispossibletoincludeplentyofconcreteinformationinleafletsanditischeaptomakethembyyourself.

Byorderingeventstickers,youcanjumpintheworldofguerrillamarketing.Itiseasytodistributestickersandattachthemonitems,suchaslaptopsorstrangepublicplaces.However,youshouldbecarefulnottomakepeopleangryordamageanyone’sproperty.Ifyouareover-enthusiastic,youmighthavetopayforcleaningexpenses.

Hilarious pranks Guerrillamarketingrequiresskillsandcanreallymakethingshappen.Sometimesalternativemarketingcampaignsmayalsowork.HowabouthavingeventbannersatAlvariSquareorpranksrelatedtoevents?Howabouthavingawebsitelinkintheformofariddleontheasphaltorvaguetipsconcerningeventsonthecampus?Again,however,youshouldbecarefulwithpublicpropertyandavoidupsettingotherpeople.

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Mass lecturesIntheirfirstyear,newstudentsattheSchoolofEconomicsspendtheirtimeinmasslectures,anditiscommontoasklecturersforapermissiontohaveabriefpresentationaboutupcomingevents.Lecturemarketinghasprovedtobeoneofthemostefficientwaystoactivateyoungeconomicsstudents.

Intheschoolsoftechnology,lecturemarketingisstilllesswidelyused,eventhoughtherearemanymasslectures.

Lectureattackscanbeorganisedbyaskingthelecturerforapermissiontohave5minutesbeforethebeginningofalecture,playafunnyeventvideoforthewholeaudienceandleavealivelypictureoftheevent.

StandsItpaysofftogoamongthepeople.Youcanreserveaplaceforadisplaystandinconnectionwithdifferentcheckpointtours(Otasuunnistus,Mursujaiset,Talvipäivä,HulluJussi,Stadisuunnistus,forexample)whereyourassociationcantellaboutyoureventtootherstudents.

Youcanalsoaskforapermissionfromdepartmentstohaveapresentationstandinpublicpassages.Theseare,forexample,theformermainbuildingofTKK,mainbuildingoftheSchoolofEconomicsandthelobbyofTaik.Themainrequirementforthestandsistobeattractive,andthemostimportantthingistoleavesomethingconcretetopassers-by.Byarrangingacontest,drawingfreeticketsordistributingleaflets,yougetpassers-bytostopandlistenmoreeasilytowhatyouhavetosay.Themostimportantthingisthatpassers-bywillhavesomethingconcretefromthestand.

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This is how it works Good event Afterallthesehardcommunications,thereisultimatelyonlyonewaytoensurethebreakthroughofanevent;byorganisinganattractive,well-designedeventwhichmeetsthedemand.Thisisachievedbytryingoutsomethingneworusingawell-provenconcept!Agoodproductisultimatelytheonlythingthatensuresthatthemessagegetsthroughandspreadsaround.

LinkabilityGoodcommunicationslinkallchannelstogether.AcalendarentryleadstoFacebook,fromwheretheeventleadstoawebsite.Thewebsitehasallvideosconcerningtheeventandschedules.Inthisway,peoplehavetheopportunitytofindmoreinformationabouttheeventconstantly.

PartnersAssociationsrarelyorganiseeventsontheirown.Byinvitingcheckpointpersons,givingprivilegesandcooperatingwithotherassociations,AYY’scommitteesoractors,arelationnetworkiscreatedaroundtheevent.Youshouldconsiderhowotherscanparticipateandincludethemintheevent.

Story and makers Whyistheeventgood?Whatwillhappenthere?Whowillparticipate?Whowillorganiseit?Bycreatinganinterestingstorywithitsmakers,andrespondingtoquestionswhicharerarelyansweredineventcommunications,youcanachieveaninterestingandlivelyexperienceforthosewhoparticipateintheevent.Agoodstoryisdiscussed,andfinallyyoucannoticethataphenomenonhasbeencreated.

Crisis communicationsThiscrisisguidelinesummarisesinstructionsonhowtoactincaseofaccidents.

Itisalsogoodtoknowhowtoaddressproblemsrelatedtorelationships,copingandsubstanceabuse.Theassociationboardsmustbeabletodiscusstheseissuesconfidentiallywhencircumstancessorequire.

Serious illness or accident Itisthenursingstaff ’sresponsibilitytocontacttherelativesofapersonwhohasfallenillorbeeninanaccident.Ifanaccidentoccursinaneventorganisedbyanassociation,forexample,itistheassociationrepresentatives’dutytoorganiseinternalcommunicationsandappropriateaftercare.Thisshouldbedonein

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cooperationwiththestudentunionemployees(AYY’ssocialpolicyspecialist)andtheschoolstaff.Theyshouldalsoconsidertogetherhowtoapproachtherelativesofaninjuredperson.Possiblecondolencesarepresentedonbehalfoftheassociationand/ortheStudentUnion.Animportantsupportactionafteranaccidentisaftercaretogetherwithprofessionals.Afteranincident,youcanrequestdiscussionhelpfromFSHSoruniversitypastors,forexample.

Violence and suicide threats Inadangeroussituation,youshouldnotriskyourownsafetybutcallforhelp.Aviolentsituationmayafterwardsrequirediscussionwitheveryoneinvolved,andyoushouldaskforhelpfromprofessionals.

Apersonwhotalksaboutsuicideisinaverydesperatesituation,andsuicidetalksshouldnotbeignored.Thebestwaytohelpapersontalkingaboutsuicideistolistenandguidethemtoprofessionalhelp.Insuchasituation,youcanaskforadvicefrommentalhealthprofessionalsofFSHS.

Exhaustion Itisdifficulttoidentifythesignsofexcessivefatigue,asapersonontheedgerarelyadmitsthesituationtooneselforothers.Itisalsodifficulttointerveneinotherperson’sexhaustion.However,youshoulddiscusswiththepersoninquestionassoonastheperson’sbehaviourorwell-beingbeginstoworryyou.

Associationsshouldalsoconsiderwhatkindofvaluestheywishtopromote.Isafullcalendarareasontobeproudof?Associationscanemphasisetheimportanceofthestudents’coping,sothatexcesscompetitionandperformancewouldnotbeidealised.

Nyyti(www.nyyti.fi),forexample,hasvariousgroupsforstudy-relatedproblemsandon-callserviceoperatedbyvolunteers.DiscussionsupportisalsoavailableonthecrisislineoftheFinnishAssociationforMentalHealthoruniversitypastors.Aalto’sstudypsychologistsorthecareercounsellingpsychologistofrecruitmentservicescanhelpwithstudy-relatedproblems.

Depression Recognisingandadmittingone’sdepressionisdifficult.Itisevenmoredifficulttodetectanotherperson’sdepression.However,youshouldexpressyourconcernforaperson’swell-beingimmediatelyandtrytoguidethedepressedpersontoprofessionalhelp(FSHSmentalhealthservices).Thereareinstructionsand

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recognitiontestsforvarioussituationsandsymptomsifyouorapersonclosetoyousuffersfromdepression.

Bullying Bullyingreferstodismissingofotherseitherverballyorwithdifferentgestures.Itmayalsoappearassexualharassmentorexclusionfromthecommunity.

Ifyounoticebullyinginyourassociation,pleasediscusstheissuewithareliableperson(AYY’ssocialpolicyspecialist,AYY’sharassmentcontactpersons).Youshouldalwaysaskforadviceonhowtohandlethesituation,asbullyingaffectsthewholecommunity.Anassociationshouldalsoconsiderhowtoactinordertopreventsimilarincidentsinthefuture.

Loneliness Theroleofolderstudentsandtutors,inparticular,isveryimportantforbeingincludedinthestudentcommunity.Tutor,internationaltutorandassociationactivitiesshouldinvestinthewayinwhichnewstudentsarewelcomed.Anopenandinterestedreceptionmakesnewstudentstojoinactivities.Associationsshouldhaveanopenmindwhenconsideringwhatkindofactivitiestheyorganise:doeseveryonedaretojoin?Andifnot,whyso?Byhavingnewstudentsinvolvedinstudentactivities,wecanpreventlonelinessandmoreseriousproblems.

Substance abuse Consumptionofalcoholisgenerallyregardedaspartofthestudentculture.Whensubstancesareusedheavily,itisdifficulttoapproachthesubject.Despitethesensitivenatureofthematter,itisadvisabletodiscusswiththesubstanceabuserwhetheroneshouldgetprofessionalhelp.

FSHScanprovidehelp,butsubstanceabuserscanalsocontactthenearestoutpatientcare(A-Clinic,forexample)wheretheneedforhelpcanbeevaluatedfromtheprofessionalpointofview.

Preventivesubstanceabuseworkincludesencouragementforsubstance-freestudentcultureandlifestyle.Thisisanotheraspectthatassociationsshouldconsiderseriously:consumptionofalcoholisapartofmanystudents’dailylifeandassociationevents.However,associationsshouldorganiseeventswithagenuineopportunitytohavefunwithoutbooze.

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IT ServicesTheStudentUnionoffersawiderangeofITservicesforassociations.Some

oftheservicesareavailableonayy.fisite,someonotherservers.InadditiontoAYY’sorganisationalsector,ITsectorhelpstheassociationsinITmattersattietotekniikka@ayy.fi.

Otax serverOtaxistheStudentUnion’sownserverwhichhaslongtraditions.Currently,Otaxprovidesusernamesandwebspacemainlyforassociations.IntheStudentUnion’sOtaxserver,associationscanusewebsitespacesupportedbyPHPandMySQL.Forsecurityreasons,Otaxhasquitestrictsettings,butmostofphpapplications(CMS,blogs,wiki)functionwellinOtax.AnannuallyreportedadministratorisrequiredforOtaxusernames.WebapplicationswhichrununderOtaxshouldbekeptuptodate.FurtherinformationonOtaxisavailableatwww.ayy.fi/www-

palvelut-otaxilla.

E-mail listsMailmanisaprogrammedesignedtofacilitatetheadministrationofmailinglists.AllAYY’smailinglistsarelocatedintheMailmansystem,andtheassociationsarealsoofferedtheopportunitytosetupandusethemailinglistsofMailmansystem.

EachmailinglisthasanadministratorwhoautomaticallyreceivesapasswordtothesystemfromMailmanwhencreatingalist.Mailmanlistsareadministeredwithawebinterface,whichhelpsintheadministrationofthelists.Moreinformationonemaillistscanbefoundatwww.ayy.fi/mailman-sahköpostilistat.

Domains Associationscanalsoreceivetheirowndomain.DomainsfunctionwithOtaxandemaillistsifnecessary.Forfurtherinformation,pleasecontactAYY’sITservicesattietotekniikka@ayy.fi.

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Facilities provided by the Student UnionClub and storage facilitiesTheStudentUnionrentsclubfacilitiesandstoragespaceforassociationsoperatingunderAYY.Facilitiesarerentedforagivenperiod,butrentalagreementsarerenewedunlessthereareseriousreasonsfornotrenewingtheagreement.Associationscanapplyforfacilitiesfromtheorganisationalsectorthroughouttheyear.

Ifyourassociationneedscluborstoragefacilities,youshouldsubmitareasonedapplicationtotheorganisationalsectorconcerningtheneedforspace.Wearelookingfornewfacilitiescontinuously,butthereisnotenoughspaceforallassociationsinthecurrentsituation.Facilitiesinuserarelybecomeavailableandthereforeitmighttakeuptoseveralyearstoreceivefacilities.

Availableornewfacilitiesarealwaysallocatedbasedonurgency,needanduserpurpose,astherequirementsofdifferentassociationsvary.Facilitiesarealsoverydifferent,rangingfromhalfasquaremetrestoragespacetolargerclubfacilitieswithwindows.

One-time rental facilities TheStudentUnionalsorentsfacilitiesforsauna,festive,meetingorsitsipurposesforadayatatime.AssociationsoperatingunderAYYareentitledtorentfacilitiesatareducedprice.Moredetailedinformationonfacilities,pricesandusertimesareavailableatwww.ayy.fi.AYYalsohasanumberoffacilitieswhichcanberentedforfree.

Advance booking event of facilities Twiceayear,anadvancebookingeventforone-timerentalfacilitiesisarrangedforassociations.Intheevent,associationscanbookfacilitiesinadvanceforsixmonthsatatimebeforetheotherstudentunionmembersorthirdpartyrenters.TheseeventsareusuallyorganisedinMayandDecember.

Atothertimes,facilitiescanbebookedatAYYOtaniemiServicePoint.Youcanalsocheckthereservationsituationinadvanceonthestudentunionwebsitewww.ayy.fiorbycallingOtaniemiServicePoint.

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Keys and payment of rent Associationsarebilledfortheuseoffacilities,buttherentcanalsobepaidincashwhencollectingkeysforfacilities.KeyscanbecollectedfromOtaniemiServicePointonthedayofbookingbetween12noon–4pm.Forweekendbookings,keysarecollectedonFriday.KeysarereturnedtoOtaniemiServicePoint.Whentheservicepointisclosed,pleasereturnthekeystothemailboxoftheservicepointnolaterthan12noononthefollowingday.

Use of facilities Whencollectingthekeys,acheck-listisgiventotherenter,whichmustbefilledincarefully.Thiswillensurethatfacilitiesareingoodconditionforthenextrenter.Check-listsarereviewedbyapropertyassistantwhoalsorepairsanydamagesorshortcomingsenteredinthelist.Ifthelistisnotfilledincarefullyornotfilledinatall,thiswillresultinsanctions.

Irresponsibleuseoffacilitiesalsoleadstosanctionswhichrangefrom50–500euro.Issuesleadingtosanctionsare,forexample:

• leavingwindowsordoorsopenorunlocked• premisesnotbeingcleaned• secretoryproductsnotcleanedup• damagingtheproperty• complaintaboutnoise• inappropriatebehaviour

Heatingtimeofthesaunaisdifferentfromtheusertimeoffacilities.Changesandextensionstoheatingtimesmustbemadetwoweeksbeforethereservationdate.Anhourlyratewillbechargedforextendedheatinghours.

VanAYYalsorentsavantoitsmembersandtheassociationsoperatingundertheStudentUnion.ThevanisreservedeitherinconnectionwithadvancebookingoratAYY’sServicePointatOtaniemenkaari11.Furtherinformationontheusertimesandpricesisavailableatwww.ayy.fi.

Keysforthevanarecollectedfromtheservicepointatthebeginningofthebookingperiod,exceptfortheweekendreservationswhenkeyshavetobecollectedby3pmonFriday.Keysmustbereturnedby9amonthefollowingday.Anadditionalfeewillbechargedforthevanorkeysiftheyarereturnedlate.If

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thevanreturnisdelayedover30minutes,thenextrenterhastherighttobookasimilarvanfromanyplaceandbillyouforthat.Thevanmusteitherbecollectedwithin30minutesfromthestartofthereservation,ortheassociationshouldreportthetimewhentheywillcollectthevan.OtherwiseAYYcanrentthevanagainoruseitforitsownneeds.

ThedriverofthevanmustbeamemberofAYY.Incaseofdamage,thedeductibleamountis500euro.Theassociationmustreportanaccidenttotheservicepointimmediatelyandfilloutadamagereport.IfthedamageisnotreportedorifthedamageiscausedbyadriverwhoisnotamemberofAYY,thedeductibleamountisdoubled.

Training and courses for associations TheStudentUnionannuallyorganisesassociationtrainingstohelpnew

associationmembersatthebeginningoftheirterm.Usually,trainingsarescheduledaroundtheturnoftheyear,sothatnewassociationmembersmostbenefitfromthem.Onetrainingtakesplaceearlyinthespringwhentheassociationmemberschangeandthesecondtrainingintheendoftheautumnwhenmemberschangeinmanyassociations.

Trainingsusuallyincludeconciseinformationonthestudentunionactivitiesandassociationservices,financialmattersandmeetingtechnique.Specialtrainingisusuallyalsoprovidedontheactivitiesoftheassociationboard,astheboardmembersofassociationsusuallytakepartintrainings.

Itisalsopossibletoorganisetrainingsbasedontherequestsoftheassociationsthemselves,andthereforeassociationsmaysubmitrequestsforvarioustrainingstotheorganisationalsectoroftheStudentUnion.

International students in associations InadditiontoFinnishstudents,agrowingnumberofinternationalstudentsstudyatAalto.AlreadyoveronetenthofAaltostudentsareinternational:thereareapproximately950internationaldegreestudentsandapproximately650exchangestudents.AfewofthemknowFinnishbutthevastmajorityofthemspeakEnglish.Whentakingintoaccounttheinternationalstudents,themostimportantaspectistoprovideEnglishcommunicationsandeventswhereparticipationdoesnotrequireFinnishskills.

Itisimportantthatinternationalstudentsgetinvolvedinassociationand

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recreationalactivitiesastheyareoneofthebestwaystogetinvolvedinthestudentcommunityandmakeFinnishfriends.Ontheotherhand,Finnishstudentscanalsodeveloptheirlanguageskillsandinternationalexpertisewhenactingwithinternationalstudents.InternationalstudentsareusuallyveryinterestedtogetacquaintedwiththeFinnsbutmightnotfeelwelcomeinassociationactivitiesiftheactivitiesarenotdirectlypromotedtotheminEnglish.

Basic activities also interest the international students Whenplanningactivitiesforinternationalstudents,thebestwayistoinvolvethemintheassociation’snormalactivitiesthatareaimedattheFinns,ratherthanisolatinginternationalstudentstotheirownactivities.Internationalstudentsalsohavetheirownorganisationsandevents,whichhavetheirownessentialrole,butespeciallythedegreestudentsarehereforalongtimeandwanttofeelthattheyarepartoftheFinnishsociety.ManyofthemhavethesameinterestsastheFinns,suchasmusic,sports,studentpolitics,corporatevisits,orguildandsubjectorganisationactivities.

Forthecomfortabilityofinternationalstudents,themostimportantmatteristhatotherassociationmembersspeakEnglishwheninternationalstudentsarepresent,unlesstheinternationalstudentsspecificallywanttopractiseFinnish.Inaddition,itisalsorecommendedtonotesomeculturaldifferences.TheFinns’relationshipwithalcoholandnuditydiffersfromanumberofothercultures.Therefore,itisadvisabletoorganiseeventswheredrinkingisnotthemainissue,andhaveseparateshiftsformenandwomeninsaunaevenings.Thebestwaytofindouthowtotakeculturaldifferencesintoaccountistoasktheinternationalstudentsthemselves.

Person in charge of international affairs for every associationThebestwaytotaketheinternationalstudentsintoaccountinassociationactivitiesistoappointapersoninchargeofinternationalaffairs.Thepersoninchargeisaboardmemberoranactivememberwhosedutyistotakeintoaccounttheinternationalstudents’perspectiveinallmattersandtoremindaboutitifnecessary.ThepersoninchargeensuresthatanassociationinformsaboutitsactivitiesandeventsinEnglishandmakessurethatstudentswhodonotknowFinnisharenotisolatedintheassociationevents.Thepersoninchargeofinternationalaffairswelcomesinternationalstudents,tellsthemhowtoparticipate

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inactivitiesandlooksafterthem.

However,thepurposeisnotthatthepersoninchargeofinternationalaffairsissolelyresponsibleforinternationalmembersoftheassociation,butthepersoninchargeshouldorganiseinternationalaffairs.Inordertoachieveaneffectiveoutcome,otherassociationmembersshouldtakeinternationalstudentsandtheuseofEnglishintoaccountintheirownactivities.

How to reach international students?AYY’s weekly newsletter AYY’stranslatorstranslatetheentireweeklynewsletterintoSwedishandEnglish.Textscanbesubmittedtothecommunicationsofficer(tiedottaja@ayy.fi)inFinnishorEnglish.OnlytextsthataresubmittedinEnglishwillbeincludedinotherlanguageversions.TheEnglishweeklynewsletterissenttotheinternationalstudents’listsonMondayorTuesdaywhenthetranslationisready.Textsshouldbesentby10amonFridays.Theyshouldbeasshortaspossible,preferablyonlyafewlines.

FacebookOnFacebooksiteInternationalAYYyoucanadvertiseinEnglishanyeventsorissueswhichmightinteresttheinternationalstudents.

Mailing lists of international students • exchange@list.ayy.fi(reacheshundredsofexchangestudents)• int-degree@list.ayy.fi(reacheshundredsofdegreestudents)

AYY’sinternationalaffairsspecialistmoderatesthelists.Pleasesendyourmessagedirectlytothelistaddress.Messagesareforwardedtorecipientsassoonasthemoderatorhasapprovedthem.Youcannotsendattachmentstothelist.

AYY’sweeklynewsletterissenttotheselistsonMondaysorTuesdaysassoonasthetranslationisready.Itisusuallybesttoincludeeventinformationintheweeklynewsletterinordertoavoidspamonthelist.

Anyonecanfollowthelistsbysubscribingat:

http://list.ayy.fi/mailman/listinfo/exchange

http://list.ayy.fi/mailman/listinfo/int-degree

Ayy.fiAssociationsmustalsocreateanEnglishversionofAYY.fiprofile!Atleastbasicinformation,suchasthecontactdetailsoftheassociation,shouldbeavailableoneachassociation’sEnglishprofilepageonAYY.fi.

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Association’s own communicationsTheassociationwebsiteandFacebookgroupsshouldincludeinEnglishatleastthebasicinformationoftheassociation,contactdetailsofthepersoninchargeofinternationalaffairsandinformationonhowtogetinvolvedinactivities.

Ifitistoodifficulttowritefrequentlychangingsectionsonthewebsiteordailye-mailsinEnglish,youshouldatleastincludebilingualtitles.Inthisway,internationalstudentsknowthetopicbeingdiscussedanditismucheasierforthemtoaskforfurtherinformationoruseGoogleTranslate.

Assistance in international affairsAdviceandsupportininternationalaffairsareprovidedbytheStudentUnion’sinternationalaffairsspecialistandtheboardmemberinchargeofinternationalaffairs.Theybothcanbereachedbyemailatinternational(at)ayy.fi.

AYY’sinternationalsectorpromotesAalto’sinternationalisationfromastudent’sperspectiveandactsastheinterestrepresentativeofinternationalstudents.Thatiswhyweaimtomakeeveryefforttofacilitatetheinternationalstudents’fullaccesstothestudentcommunityactivitiesandwearegladtogiveadviceonhowtoreachtheinternationalstudents,forexample.

FilingJustafewyearsago,astudentorganisation’smemorywassaidtolastforfiveyears.Today,themantrahaschangedtothreeyearsandthemostpessimisticonessaythatorganisationshavenomemory.Becauseofthis,recordingandfilingofassociationactivitiesisimportantforthefuture.

TheAssociationsActonlyrequiresthattheminutesofassociationmeetingsarefiled,whicharemostlikelystoredwellintothefuture.Inaddition,associationsshouldcomplywiththeregulationsoftheAccountingActconcerningfinancialmaterial.Alargepartofassociationactivitiesmayremaininthedarkbecauseorganisationsarenotrequiredtosavelessformaldocumentation.

Ingeneral,thestrictestdefinitionoffilingonlyreferstotheconservationofpaper.However,ifyouonlyusepaper,itleavesoutmuchofcoloursandshadesoftherecordingofthetimeperiod.Filingatitsbestmayalsoincludeitems,forexample.Agoodprincipleisthatanassociationhasadocumentarchive,whichincludesminutes,financialaffairs,annualreportsandplansaswellasdifferenttestaments,eventorganisationdocumentsandpaperrecordsofitse-maillist.Inadditiontodocumentfiles,associationsshouldhaveanitemarchive,which

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includesprintingproducts,posters,textilesandinsignia,forexample.

Ifanassociationfailstostoredata,itwillbedifficulttostudythepastinthefuture.Today,andmaybetomorrow,everyoneknowswhatsomefunnyobjectis,whodonatedorconstructeditandwhytheassociationevenhasit.Anitem’sconnectiontopeople,however,isoftenlostovertime,andafterawhile,onlytheitemisleftwithoutanyknowledgeofitsbackground.

Havingfunctioningroutinesisthemostimportantaspectoffiling.Whenfilingroutinesarecleartoallassociationmembers,youdonothavetoworryaboutmissingsomethingattheendoftheyear.Youshouldhavearoutineoforderingcopiesforfilingwhenmakingorders.Agoodfilingnumberofitemsandmagazines,forexample,is1–3,nottoomuchnortoolittle.Twocopiesisareasonednumber,onecopyisforfilingandtheothercanbeusedinexhibitions,forexample.

Photos as part of archives Aphotographlosesitsinformationvalueandbecomesanartobjectifnooneknowswho,where,when,whyandwhathappened.Digitalphotographingoftodayoftenproducessuchanenormousamountofphotomaterialthatitisdifficulttomanagethem.Photographingisimportant,butitisjustasimportanttosavephotographedmaterialaspartofthehistoryoftheassociation.Dependingontheimportanceoftheevent,itisadvisabletolimitthenumberofphotostoamanageablesizeof10–40photos.

Photosshouldbesavedastheirownpackage,andincludeinformationontheevent,photographer,timeandlocation.Averynecessarypartoftheinformationistomentionpersonsinthephoto.Itisadvisabletosavethephotographer’spermissiontousethephotos–oraprohibitionofcommercialuse.

Asimplewayistomakeasub-folderannuallyundereachevent’sphotofile,andstorenumberedphotos,datasheetandthephotographer’sinformationandthepermissiontousephotos.Thiscreatesplentyofsub-folders,butatthesametime,youwillhaveamanageablecollectionofimagesavailable.

Oldphotosshouldbescannedproperlyonce,aseachscanningdamagesaphoto–theolderthephoto,thelessitshouldbeprocessedinordertopreserveit.Newerphotosfromthe1960s–1980sshouldalsobescannedduetofadingandotherdegeneratingphenomena.

Intheidealworld,allphotosshouldbeorderedaslong-lastingpapercopiesandbestoredinphotoalbums.Ifelectronicsystemsdestroyhardfiles,thepast

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canalwaysbesavedandreconstructedifyouhavepaperphotos.Enlargedoldphotosareagreatwaytopresentyourownhistoryonthepremises,asthephotoalwaystellsmorethanwords.

The student union archives provide help AssociationsarestronglyrecommendedtoutilisetheservicesoftheStudentUnion’sarchives:guidance,packagingsuppliesandstorage.Thestorageformatiscalleddepositing–materialremainsasthepropertyoftheassociation,butfilingensurestheirproperconservationandencouragesassociationstoarrangetheircollections.Whenthegroundworkisdone,futurefilingisveryeasyandeffortless.

TheStudentUnion’sarchivesarealsohappytoreceivematerialfortheirowncollection.Specialcollectingitemsincludepatches,officialbadgesandacknowledgements.Sincefilingshouldnotbeastrainonassociationfinances,AYY’sarchiveshaveresourcestoredeemitems.

ItemsforAYY’sarchivescanbebroughtdirectlytothearchivesorsubmittedthroughtheinternalmailoftheStudentUnion’soffices.Furtherinformation,adviceandguidanceonfilingisavailablefromtheStudentUnion’sarchivistatarkisto@ayy.fi.

LiteraturePaasolainen,Seppo.2010.Yhdistyksenhallituksenpelisäännöt.

Yhteistyösopimuksellatuloksiin.Protaito.

AppendixModel charter

Charter

We,theundersigned,havetodayestablishedtheassociationcalled………..,wehavebecomemembersoftheassociationandapprovedthefollowingrulesfortheassociation.

InEspoo,30April2012

Jane Doe John DoeJaneDoe JohnDoe

E. X. Sample Ed CeteraE.X.Sample EdCetera

Leikkaatästäseinälle.

Toimintaohjeet hätätilanteissa Nämäohjeetonhyvälaittaanäkyviin,esimerkiksiyhdistystilojenseinällejanettisivuille.

I ARVIOItilanne• mitäontapahtunut• tarvitaankoapua

II ESTÄlisäonnettomuudet• pelasta• varoita• lähestyvaarallistakohdettaharkiten

III TeeHÄTÄILMOITUS• Yleinenhätänumero112• Kunsoitathätänumeroon112:• kerromitäontapahtunut (sairauskohtaus,tapaturma)

• kerrotarkkapaikka, missätapausonsattunut

• vastaasinulleesitettyihinkysymyksiin (potilaanvointi,tarkemmattiedot, hälyttäjännimi)

• äläsuljepuhelintaennenkuin oletsaanutluvan

• otayhteysvahtimestariin, jokahoitaaopastuksen onnettomuuspaikalle

• ilmoitaavuntulostajasaamistasiohjeista

IV ENSIAPU• annahätäensiapu

V Kokoontumispaikalleopastus,mikälirakennusjoudutaantyhjentämään

Leikkaatästäseinälle.