HYY will organise a training session for the treasurers of its organisations. The training session covers the preparing of financial statements. In the training session, you learn how to prepare financial statements for the organisation. APA Johanna Hilden is the instructor. The course is held in Mannerheim hall, at 5 pm-7 pm. The course will be held in Finnish.

In the training session, we will use Tilitin software, so please bring your own computer and install the software before the training session. You can download Tilitin for free here: http://helineva.net/tilitin/

You can send questions to the instructor in advance. If you already know some tricky problems concerning the calculation of the balance sheet, expenditure in the income statement, posting of receipts or any other issue related to financial statements, please send your question to Johanna to  johanna.hilden [at] outlook.com

Please sign up for the training session by 1 Dec via the e-form: https://elomake.helsinki.fi/lomakkeet/55917/lomake.html

Seminar for the Chairpersons at the New Student House at 4.30pm on 11 Nov
HYY awards the bilingual act of the year
HYY's Halloped Wiki has been published
Application period for the University's travel grants ends on Nov 19
Become HYY's representative of Hoas delegation!
Coming: Financial statement night for treasurers Dec 3 in Mannerheim hall

 

 

Seminar for the Chairpersons at the New Student House at 4.30pm on 11 Nov

HYY's Committee for Organisational Affairs welcomes all current and the next year's chairpersons in organisations within HYY to the seminar for the chairpersons on 11 Nov! In the seminar, you can exchange experiences about acting as the chairperson, share ideas and hear about current affairs from the organisational field! At the same time, the future chairpersons can get valuable information from the chairpersons who have meritoriously completed their duty. Come and meet your colleagues and spend a relaxed evening together!

Sign up for the seminar for the chairpersons on 24 Oct-11 Nov with the form:
http://goo.gl/wmnvLs  

The seminar will be arranged on Tuesday, 11 Nov, 4.30pm-8.30pm in Mannerheim Hall (New Student House, Mannerheimintie 5 A, 5th floor). In between the programme, we provide tasty food and drinks for the thirsty. The night will continue in a more casual atmosphere (minisitsit+sauna)!

In addition to the chairperson, another representative from your organisation is welcome to the event.

On Facebook: https://www.facebook.com/events/738580296189112/

For further information on the event, please contact:

Ahto Harmo
Chairperson of HYY's Committee for Organisational Affairs
ahto.fi.harmo@helsinki.fi
0405467351

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HYY awards the bilingual act of the year

The university of Helsinki is officially bilingual (Finnish and Swedish). HYY honours a person or organization that has promoted bilingualism at the university with the prize “Bilingual act of the year”. The winner is published at the Finnish Swedish Heritage Day on 6 November.
If you know, for instance, a student organization that functions well in both Finnish and Swedish or if you have attended a good bilingual course, then please let us know.
Suggestions should be sent to board member Mats Ittonen (mats.ittonen(at)hyy.fi) by 31 October. The suggestions should include a short description of what the person or organization has done for bilingualism.

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HYY's Halloped Wiki has been published

The Halloped Wiki, i.e. HYY's guide for student representatives in university administration has been published at hyy.helsinki.fi/halloped. The purpose of the Halloped Wiki, which is executed as an open online guide, is to support the work of student representatives in university administration and open up the university administration for students who are interested in having influence.

At the time of publication, the Halloped Wiki has approximately 40 articles, the topics range from means of influence to the structures of university administration. The wiki does not try to be an extensive data bank on the entire university, but the purpose is to open up the most difficult and essential administrative twists and guide you to find more information. The Halloped Wiki is published only in Finnish for now.
The Halloped Wiki is a natural addition to guide material aimed at HYY's volunteers. HYY has already previously produced the Organisation Wiki aimed at the organisation members. Halloped wiki: http://hyy.helsinki.fi/halloped

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Application period for the University's travel grants ends on Nov 19

Once a year, the University of Helsinki allocates grants to student organisations operating within the University. The grants may be applied for study trips, seminars and congresses, as well as the visits of international student organisations. 

Read more at Flamma: https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=con...

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Become a member of Hoas delegation!

HYY is now looking for members and vice members to Hoas delegation for the term 2015–2016. Read more from HYY's web pages:

http://hyy.helsinki.fi/fi/media-arkisto/uutiset/hae-hoas-valtuuskuntaan-...

 

1 Reservation rounds for Alina Hall to begin on 1 Oct
2 Application period for the University's travel grants to begin on 16 Oct
3 Does your organisation have a mailbox at the Central Office?
4 Please remember: committee contests for organisations

1 Reservation rounds for Alina Hall to begin on 1 Oct

Reservation rounds for Alina Hall are here again. During the reservation rounds, user hours are reserved for the spring of 2015.

Reservation rounds

Alina Hall can be reserved during the reservation rounds which are organised twice a year. There are two reservation rounds and you can make one reservation during both rounds. 
Organisations, which make reservations, must participate in the user training for Alina Hall during the year of 2015 or participate in a separately organised additional training. If the organisation does not participate in the training session, the reservation will expire.
Reservations are made through an electronic form.

Advance reservations

Advance reservation period is 12noon on 1 Oct-10pm on 5 Oct. During this period, organisations have the opportunity to book festive premises in advance before the beginning of actual booking rounds if they have a well-grounded reason (e.g. anniversary) to apply for a specific date.  
Advance reservation requests are filled in at: http://goo.gl/WFThrl
Decisions on advance reservations are made by the Committee for Organisational Affairs together with the board member in charge of organisations and the specialist (organisations) at 4.30pm-7.30pm on 7 Oct.

Actual reservation rounds

Reservations are made during two rounds. During both periods, organisations can make one reservation for Alina. Organisations must check the available hours from the Student Union's electronic calendar at
http://hyy.helsinki.fi/varaukset/. Reservation rounds will be organised on 8 Oct–12 Oct and 15 Oct–19 Apr.

The arrival time of the reservation does not affect the status of booking, but incomplete or late applications will not be processed. If there are overlapping bookings, the organisations in question will be offered other available dates through mediation. If agreement is not reached, the matter is settled by drawing lots. The chairperson of the Committee for Organisational Affairs is in charge of the mediation and the raffle together with the committee.
NB! The contact person designated by the organisation should be reachable by telephone after the end of both booking rounds when bookings will be processed. In this way, the mediation of overlapping bookings is possible. Organisations should also consider alternative dates in case the original booking overlaps with an event of another organisation. Please make sure before each booking that the requested date is available!

Round I
Reservation period 12noon, 8 Oct–10pm, 12 Oct
Reservations are made through the form: http://goo.gl/vSn5S5
Processing of reservations 13 Oct, 4.30pm-7.30pm

Round II
Reservation period 12noon, 15 Oct-10pm, 19 Oct
Reservations are made through the form: http://goo.gl/QgKT4Z
Processing of reservations 20 Oct, 1pm-4pm

Please note that the reservation rounds do not end at midnight!

Reservations are updated to the electronic calendar after the reservation rounds.

Reservations after the reservation rounds

You can inquire the remaining available dates at HYY's Service Office from 24 Oct onwards. The available dates are visible on HYY's reservation calendar at  http://hyy.helsinki.fi/varaukset/

Prioritisation of reservations

Advance booking particularly concerns anniversaries, the afterparties of anniversaries and events with a specific date. Traditionally, the greatest emphasis during the regular booking rounds has been on the cooperation events of organisations. If the organisation has not checked the available hours, it may affect the prioritisation order of reservations. The Committee for Organisational Affairs decides on the prioritisation together with the board member in charge of organisational affairs and the specialist (organisations).
Terms and conditions of HYY's festive premises which concern the use of Alina Hall are available at http://hyy.helsinki.fi/sites/default/files/Alina-salin%20k%C3%A4ytt%C3%B...

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2 Application period for the University's travel grants to begin on 16 Oct

Once a year, the University of Helsinki allocates grants to student organisations operating within the University. The grants may be applied for study trips, seminars and congresses, as well as the visits of international student organisations. 

Read more at Flamma: https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_pageLabel=con...

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3 Does your organisation have a mailbox at the Central Office?

Does your organisation order mail to the New Student House or is your organisation's postal address located at Mannerheimintie 5 A? If yes, please remember to check the mailbox of your organisation at the Central Office! A mail carrier does not deliver mail any higher than the 2nd floor, so all the mail addressed to organisational facilities at the New Student House are delivered to the Central Office. You can access the mailbox during the opening hours of the services office. If you are not sure where your organisation mail is delivered, please contact the specialist in charge of organisations.

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4 Please remember: committee contests for organisations

The contests of HYY's Committee for Organisational Affairs and the Committee for Academic Affairs have been open already for a while but you still have time to participate. It is easy to participate, so you should register your organisation for contests related to advocacy work, sports activities, websites, magazines or overall badges. The best participants will be rewarded!

More specific contest instructions and the schedule: http://hyy.helsinki.fi/en/blog/hyys-organisation-contests-2014

1 Have a great autumn, organisation members!
2 Leave your mark on Alina Hall, become a table sponsor
3 Freshman Adventure, 25 Sept
4 Invite HYY's Freshman Chancellor to visit your organisation!
5 Seminar for the Chairpersons II on 11 Nov

 

Have a great autumn, organisation members!

In honour of autumn, the floor in Alina Hall has been varnished beautiful and we have acquired new sturdier tables.

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Leave your mark on Alina Hall, become a table sponsor

Would your organisation like to have a sponsor table in Alina Hall? In honour of new tables, we offer all interested organisations the opportunity of having your own sponsor table at Alina Hall. A sponsor organisation can decorate their table surface with their organisation logo, for example. The sponsor table costs €50 and organisations can have one table. Tables are given to the fastest ones.
Further information and registration:
Specialist (organisations) Emi Maeda
emi.maeda@hyy.fi

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Freshman Adventure, 25 Sept

Freshman Adventure is the biggest freshman event of the autumn, where 40 different organisations arrange checkpoints. Now we still need plenty of new students. Even if your organisation does not arrange a checkpoint, you can still register your freshmen for the event. Please make sure that they do not miss anything during their unique freshman autumn! Further information and register form is available at: http://hyy.helsinki.fi/fi/opiskelijalle/uudet-opiskelijat/fuksiseikkailu
Deadline for registration is 15 Sept.

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Invite HYY's Freshman Chancellor to visit your organisation!

HYY has recently appointed its first ever Freshman Chancellor, who acts as the Student Union's face and connects all new students. Freshman Chancellor 2014 is a second-year student Juuso Nieminen. He will participate in HYY's own freshman events, the Opening Carnival on 1 Sept and the Freshman Adventure on 25 Sept, and he also has his own Facebook site https://www.facebook.com/fuksikansleri where he updates news and pictures about places and events related to student life, which he has visited.
 
At this point, your organisation comes to the picture. Would you like Freshman Chancellor to tell about your event and activities to new students of the University of Helsinki? Do you have an event which Freshman Chancellor could visit or where he could be part of the event?
 
Freshman Chancellor hopes to visit as various events as possible, whether it is a casual coffee break or a glorious spectacle, a small recreational group or a large organisation. His goal is to show new students all that can be found in the student community, and this cannot be done without presenting organisations!
 
If you want to invite Freshman Chancellor to your event, please send e-mail to fuksikansleri@hyy.fi. Please mention the date of the event, the type of the event, who is the organiser, and how you would like Freshman Chancellor to participate (say hi quickly, make a speech, anything else…).
Kind regards,
Juuso Nieminen, HYY's Freshman Chancellor
Matleena Kosonen, HYY's Board Member

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Seminar for the Chairpersons II on 11 Nov

HYY's Committee for Organisational Affairs welcomes all chairpersons in organisations within HYY to the seminar for the chairpersons on 11 Nov! In the seminar, you can exchange experiences about acting as the chairperson, share ideas and hear about current affairs from the organisational field.

More information and sign up later on.

1 Student organisation, join us co-creating the biggest freshman event of the year!
3 Organisations, sign up for the opening carnival!
4 Remember: HYY's organisation contests 2014
5 Invite international students in your activities - Welcome Fair on Aug 27-28 at 10-17 p.m.
6 Come to arrange HYY's 146th anniversary!
7 FREE-OF-CHARGE PRINTING CONTINUES FOR STUDENTS
8 Please tidy up your premises before summer
9 HYY is on a summer vacation Jun 19 - Jul 27

 

N E W S L E T T E R   F O R   S T U D E N T   O R G A N I Z A T I O N S
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HYY’s Organisation wiki: http://hyy.helsinki.fi/wiki
HYY’s Organisational affairs: https://www.facebook.com/HYYnJarjestoasiat
Troubles with organisational premises: toimisto at hyy.fi, 050 551 6145. Jarjestosihteeri at hyy.fi, 050 537 3798.

1 Student organisation, join us co-creating the biggest freshman event of the year!

Do you believe that the best freshman event is being held by your organization or in your faculty? You probably haven’t seen everything yet.

The Freshman adventure (Fuksiseikkailu) is an event for all the new students at the University of Helsinki held on 25 September 2014. The event will be held all around the city. During the Freshman adventure the freshmen will get to know the wide variety of student organizations through engaging tasks at checkpoints located where the organization is actually operating. Also the Student Union (HYY) will be exhibiting its facilities and activities as a part of the event, so this will be a chance for the freshmen to get to know HYY. The Freshman adventure is being held for the first time.  The event will be mainly in Finnish, but checkpoints are encouraged to be also in either English or Swedish.

Grab the opportunity to recruit new members, exhibit your activities and show the other student organizations who has the best groove and most innovative checkpoint task!

The event will begin with a common starting shot in the city center, spread out throughout the city and gather up again to the finishing line and after party in the city center. The starting time is at 16 pm and the finishing line will close at 21 pm, at which time the checkpoints are also allowed to close. The organizations are asked to exhibit their activities in their own facilities, so that the new students will see all the diverse place where the student culture lives and the event will spread outside the city center. Also the organizations that don’t have any facilities of their own can naturally take part. In this case we will collaborate a suitable location.

The participants will collect themselves points from the different categories, so that all of the checkpoints will surely get visitors. The organizations can of course market their checkpoint before the event for example at the Opening Carnival at 1 September or attract audience by selling overall badges or tickets to their events. The checkpoints have only one requirement: engaging activities!

In practice, holding a checkpoint means giving a short (c. 10 minutes) task for freshman groups of varying size (5-10 persons) during the event in organizations own facilities or elsewhere. More detailed information on practical issues and timetables will follow for registering organizations in August.

So register your organization for the event by 16 June via E-form. In addition to the name of your organization, tell also the raw idea of your checkpoint and its location in Helsinki. The final checkpoint plans will be asked by the end of August.

Register via form: https://elomake.helsinki.fi/lomakkeet/51712/lomake.html

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3 Organisations, sign up for the opening carnival!

The Opening Ceremony of the academic year and the Opening Carnival will be celebrated on Monday, 1 September. According to the Rector's decision, teaching has not been organised in the afternoon of the opening day in previous years, and this will probably be the case this year, too. Therefore everyone at the University can participate both in the Opening Ceremony at 12noon and the Opening Carnival from 2pm to 6pm if they wish to do so. The more specific programme of the opening day will be published on the HYY website at the end of August.

The organisations within HYY and university units can introduce their activities for thousands of students during the Opening Carnival. This is an excellent opportunity to gain new enthusiastic members for organisational activities! You can register with the following form by 12noon on 11 August: https://elomake.helsinki.fi/lomakkeet/43329/lomake.html?rinnakkaislomake...

In addition to the presentations of organisations, the opening carnival offers versatile programme, such as the performances of choirs, orchestras, theatre groups and sports clubs within HYY. If your organisation or group wants to perform at the Carnival, please get in touch asap with HYY's Specialist-Producer Pipsa Penttinen (pipsa.penttinen at hyy.fi, 050 537 2831).

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4 Remember: HYY's organisation contests 2014

HYY's committees declare open the organisation contests of the year 2014. Deadline for entries depends on a category, the winner of each contest will be published in HYY's chairperson seminar on 11 Nov 2014. All contest juries will be published at the same time. The prize varies depending on a category.

This year's categories are:

Freshman event contest
Sports event contest
Website contest
Organisation paper contest
Overall badge contest
Academic affairs deed of the year

More information (rules, deadlines, etc.) here: http://hyy.helsinki.fi/en/blog/hyys-organisation-contests-2014

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5 Invite international students in your activities - Welcome Fair on Aug 27-28 at 10-17 p.m.

In August it is possible for associations active within HYY to participate in the Welcome Fair for international degree and exchange students. The event takes place at the Language Center of the University of Helsinki on 27th and 28th of August between 10 and 17 p.m. Go international at home, join the event and invite international students in your associations’ activities!
Enrol your association to the Welcome Fair of the autumn 2014. You can participate for some hours or for the whole day. The places available are limited, registrations to HYY specialist Katja Långvik by e-mail on katja.langvik@hyy.fi before  the 20th of August. More information available also by phone: 050 543 9608.

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6 Come to arrange HYY's 146th anniversary!

Are big parties close to your heart or do you enjoy academic anniversary festivities? Have you perhaps been involved in organising one, or are you good at pulling the strings? Apply for the position of HYY's anniversary master!

The 146th anniversary will take place on 26 Nov and it is celebrated in the form of academic dinner party. The anniversary master will participate in the planning of the party and is responsible for the practical implementation. You can also apply as a pair!

A total reward of EUR 1,000 is paid for the master or masters. Free-form applications should be sent to the address hallinto(at)hyy.fi with the subject ”KYLLÄ! - vuosijuhlamestariksi 2014” by 4pm on Mon, 9 June 2014. Possible interviews will be held during the week 24.

Further information:

Pipsa Penttinen, Specialist-Producer (culture) tel. 050 537 2831, pipsa.penttinen(a)hyy.fi
Aarni Suvitie, Board Member in charge of cultural affairs tel. 050 325 8041, aarni.suvitie(a)hyy.fi

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7 FREE-OF-CHARGE PRINTING CONTINUES FOR STUDENTS

The board of the IT Center has decided that the current students’ printing practice will continue until the end of 2015.
Black and white printing will continue for free with separately designated printers at general information technology premises. These printers can only print in black and white; they cannot be used to copy or scan. Printing is only permitted for documents related to studying.
Unigrafia multi-function printers intended for colour printing, scanning and copying are no longer free of charge, since 15 April. Material unrelated to studying can also be printed with these devices.
The university continues the development of its digital learning environment so that in future, for example, written work that relates to studying can be returned electronically and the need for printing related to studying would be as minimal as possible.
Https://flamma.helsinki.fi/portal/home/sisalto?_nfpb=true&_windowLabel=contentviewer&contentId=HY320159&lang=en&_pageLabel=content_view

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8 Please tidy up your premises before summer

Please tidy up your premises so that flies or other pests cannot invade them during the summer. For example, it’s wise to remove any food supplies before hot weather. Empty bottles should also be properly discarded.

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9 HYY is on a summer vacation Jun 19 - Jul 27

HYY's service office is closed from June 19 to July 27. HYY wishes all student organisations a nice and relaxing summer!

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HYY's committees declare open the organisation contests of the year 2014. Deadline for entries depends on a category, the winner of each contest will be published in HYY's chairperson seminar on 11 Nov 2014. All contest juries will be published at the same time. The prize varies depending on a category.

Freshman event contest

Does your organisation arrange a unique or inspiring freshman event? The Committee for Tutor Affairs is looking for the best freshman event – something a little different, something new: sports, picnics, trekking... The event concept does not have to be new, but the event should be arranged in the coming autumn. The main criterion is that the event aims at taking into account all new students of the organisation.

You can participate in the contest by sending an informal description of  your freshman event (max. 300 words) and the contact person's details as an e-mail attachment (.doc/.odt/.pdf). Based on the event description, the Committee for Tutor Affairs chooses the five best events for the final round and will attend these events. The winner will be published in the chairperson seminar organised on 11 Nov, so the event should be arranged before that!
NB! Only organisations may participate.

Please send an e-mail including the description of your freshman event to the chairperson of the Committee for Tutor Affairs to ville.eerola@helsinki.fi no later than 15 Aug 2014. Late entries will not be considered.
The winner will receive one hundred (100) euro.

Further information and registration: ville.eerola a helsinki.fi

 

Sports event contest

Are you the most sporty organisation in HYY? Does your organisation arrange a sports event that gathers together many interested exercisers? HYY's Committee for Organisational Affairs and Unisport are looking for the most exercising and unique event concept from among HYY's organisations. Sports events consist of several aspects. In the evaluation, we particularly take into account easily accessible events.

Organisations must send a description of the organised sports event. Please tell us how you organise the event and how your organisation can reach different exercisers in your organisation. You can also attach photo or video material of the event. Please send your application to the Committee for Organisational Affairs to jyrki.eriksson a helsinki.fi no later than 10 Oct 2014. Late applications will not be considered.

Events will be evaluated by a jury invited by the Committee for Organisational Affairs, which includes persons from Unisport and the Committee for Organisational Affairs. 
The winner will receive one hundred (100) euro and a free sports experiment at Unisport facilities sponsored by Unisport.

Further information and registration: jyrki.eriksson a helsinki.fi

 

Website contest

Does your organisation have a visually stunning website? How about the content? The Committee for Organisational Affairs is looking for the most beautiful and purposeful website from among HYY's organisations. Websites consist of several aspects, and you should pay attention to the appearance, content and usability.

The Committee for Organisational Affairs will elect a jury from among the committee, which will select the finalists. External experts may also be invited to the jury. The committee meeting will vote on the fnalists.
Organisations should send a screenshot of their website, the address of the website and contact details of the organisation to tero.juutilainen@helsinki.fi no later than 10 Oct 2014.

Entries must be submitted no later than 10 Oct. Late entries will not be considered.
The winner will receive one hundred (100) euro.

Further information and registration: tero.juutilainen a helsinki.fi

 

Organisation paper contest

Does your organisation edit the best paper in the field? Prove your skills by sending your paper to be evaluated by an expert panel convened by HYY's Committee for Organisational Affairs.

You can participate in the contest by submitting one printed issue from the year of 2014 to HYY's Central Office (HYY, Mannerheimintie 5 A, 00100 HKI) with a covering letter. The covering letter must include the organisation which edits the paper, as well as the name, e-mail address and telephone number of the contact person. The letter should be addressed to HYY's Committee for Organisational Affairs / Organisation Paper Contest. Delivered material will not be returned.

The winner will be elected by a three-member jury of experts convened by HYY's Committee for Organisational Affairs. The jury will select the winner only based on the delivered papers. No additional material will be taken into account. The members of the jury will be published in connection with the announcement of the winner.

Deadline for the contest is 3pm on 17 Oct. Late applications will not be considered.

The winner will receive one hundred (100) euro.

Further information: ahto.fi.harmo a helsinki.fi

 

Overall badge contest

Is your organisation designing a new badge or do you already have an extremely great or fun overall badge? If you answered YES to either of these questions, please send your badge to the Committee for Organisational Affairs.

You can participate in the contest by sending an overall badge or its sketch. Badges should be delivered to the Committee for Organisational Affairs at HYY's Central Office (Mannerheimintie 5 A, 00100 Helsinki). The letter should be addressed to HYY's Committee for Organisational Affairs / Overall Badge Contest. Drafts in formats .jpg, .pdf or .svg should be sent via email to ahto.fi.harmo a helsinki.fi. Please attach a covering letter with a badge or sketch, which includes the organisation's name, contact person's name, e-mail address and telephone number. You can also write a brief informal description of the badge in the covering letter. Delivered material will NOT be returned.

HYY's Committee for Organisational Affairs will elect the winner.

Deadline for entries is 3pm on 31 Oct. Late entries will not be considered.
The winner will receive one hundred (100) euro.

Further information: ahto.fi.harmo a helsinki.fi

 

Academic affairs deed of the year

Does your organisation engage in advocacy work to promote the students' rights or improve teaching? You can nominate a deed related to your organisation's advocacy work or the development of teaching for the contest organised by HYYs Committee for Academic Affairs. Such deeds may be, for example, issues related to study guidance or information, success in negotiations on the use of facilities or course replacement projects.

You can make an informal nomination to the presiding officers of the Committee for Academic Affairs via email to elli.saari a helsinki.fi. The application should include the background of the deed, the end result and the organisation's share in the matter. Nominations will be presented in the meeting of the Committee for Academic Affairs in the autumn, where the winner will be chosen by vote. 

Nominations must be made no later than 3pm on 3 Oct. Late entries will not be considered.

The winner will receive sixty (60) euro.

Further information and registration: elli.saari a helsinki.fi

Does your organisation want to make some money on May Day?

Now there is a good opportunity to do an eco action by working together and to fill the coffers of your organisation.

HYY declares a competitive bidding for organisations for cleaning Ullanlinnanmäki after May Day. The organisation must commit to provide the full contribution of at least ten people. Cleaning will take place on Fri 2 May, approx. from 7am to 2pm.

Bids by 12 April to Pipsa Penttinen (pipsa.penttinen(at)hyy.fi, 050 537 2831).

HYY allocates project grants for organisations which operate within the student union. The grant is intended for making activities more diverse, implementing new projects and making related purchases. The allocation of the project grants particularly emphasises projects related to the reception of new students and the integration of international students.

A total amount of the grants is EUR 7,000, the maximum amount for one project is EUR 500. You may apply for the grants through a separate form, which is available at https://elomake.helsinki.fi/lomakkeet/50163/. The form will close at 11.59pm on 11 Apr 2014.

 

Terms and conditions for the grant

  •  Projects do not mean continuous or annual activities of organisations
  • The purpose of the project is not contradictory with HYY's objectives or the equality plan
  • The aim is to allocate grants equally to a variety of projects in different types of organisations
  • Grants may also be allocated for projects implemented earlier in the year of 2014 if they otherwise meet the allocation criteria
  • Grants are not allocated for permanent salaries or fees
  • The maximum of EUR 500 may be granted for one project
  • The grant may be targeted to cover specific costs
  • If a project is not implemented or if its nature changes significantly, the organisation must return the received grant
  • The organisation must submit a report or clarification to HYY about the implementation of the project either on a separately announced date or in connection with the annual report from the year of 2014.

All organisations that apply for the grant will be informed about the decisions. All organisations which receive the grant will be sent the allocated amount and the reminder about terms and conditions, as well as a possible date by which the organisation must submit a clarification on the use of the grant.

 

More information:

Teemu Palkki 

HYY board member

Financial Committee, Kindred Nations, Sport

050-5950324

teemu.palkki@hyy.fi

Booking rounds

Alina Hall can be booked during the booking rounds organised twice a year. There are two booking rounds and during both rounds the organisation can apply for one date. The organisation which makes the booking must have participated in the user training for Alina Hall during the year 2014 or participate in a separately organised additional training event. If the organisation does not participate in the training, the booking will be cancelled.

Bookings are made through an electronic form.

Advance booking

Advance booking period is 25 March - 31 March. During this period, the organisation can book festive premises in advance before the beginning of the actual booking rounds if the organisation has a well-justified reason (such as the anniversary) to apply for a certain date. Advance bookings
are submitted by email to the Chair of the Committee for Organisational Affairs Aarni Suvitie to the address ahto.fi.harmo@helsinki.fi.

Advance booking must include:

  • name of the organisation that makes the booking
  • contact person and telephone number
  • event for which you want to book the premises and the nature of the event

Decisions on advance bookings are made by the Committee for Organisational Affairs together with the board member in charge of organisations and the organisation specialist 5pm - 7pm on 1 Apr.

Actual booking rounds

Bookings are made during two rounds. On both rounds, the organisation can apply for one date. Organisations should check the vacant dates from the Student Union's electronic calendar at http://hyy.helsinki.fi/varaukset/. Booking rounds are organised on 3.4.-7.4. and 10.4.-14.4. The arrival time of the booking does not affect the status of booking but incomplete or late applications will not be processed. If there are overlapping reservations, the organisations in question are offered other available dates through mediation. If the agreement is not reached, the matter is settled by drawing lots. The chair of the Committee for Organisational Affairs together with the Committee is responsible for the mediation and drawing lots.

NB! The contact person designated by the organisation should be reachable by telephone after the end of booking rounds when bookings are processed. In this way, the mediation of overlapping bookings is possible. Organisations should also consider alternative dates in case the original booking overlaps with an event of another organisation. Please make sure before each booking that the requested date is available.

Round I

Booking period: 12 noon on 3 Apr – 10pm on 7 Apr. Bookings are made through the form
https://elomake.helsinki.fi/lomakkeet/49284/lomake.html
Processing 5pm - 8pm on 8 Apr.

Round II

Booking period, 12 noon on 10 Apr– 10pm on 14 Apr. Bookings are made through the form
https://elomake.helsinki.fi/lomakkeet/49285/lomake.html
Procsessing on 5pm - 8pm on 15 Apr.

Please not that reservation periods do not end at midnight!

Reservations will be updated to the electronic calendar after the booking rounds.

Bookings after the rounds

Organisations may request the remaining available dates from HYY's Services Office from 17th April onwards. Available dates can be seen in HYY's booking calendar http://hyy.helsinki.fi/varaukset/

Prioritising of bookings

Advance booking particularly concerns anniversaries, the after parties of anniversaries and events with a specific date. During the regular booking rounds, the greatest emphasis has traditionally been on the organisations' cooperation events. Prioritising is decided by the Committee for Organisational Affairs together with the board member in charge of organisations and the organisation specialist.

Terms and conditions for HYY's festive premises which concern the use of Alina Hall are available at http://hyy.helsinki.fi/sites/default/files/rules_party_meeting_halls.pdf

Each organisation using Alina Hall in the spring or autumn term must send at least one representative to the user training of Alina Hall in order to use their reservation. The next training will be organised on 18 March , 4pm in Alina Hall(Mannerheimintie 5 A, 3rd floor). Please note that if your organisation has already taken part in training during 2014, you do not have to attend the training again. In addition to training held in May, one more training will be held in the autumn.

Registrations by 17 March and further information: Chair of the Committee for Organisational Affairs Ahto Harmo, ahto.fi.harmo@helsinki.fi.

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