1 Information package on how to apply credits for organizational activities

2 Emi Maeda returns to the position of the organisation specialist

3 Financial statement night 12 Dec

4 Winners of the organisation contests 2013

5 University Students' Torch Parade on 6 Dec 2013

6 Apply for HYY's furniture grant

 

1 Information package on how to apply credits for organizational activities

 

By the Rector's decision, it is possible to include 10 credits of administrative and organisational activities in the degrees undertaken in the faculties of the University of Helsinki. Currently, all 11 faculties of the University of Helsinki allocate at least some credits for the work of elected officials.

The student union has compiled a report and an information package on how to apply for credits in each faculty, which is available on HYY's website.

Report on the credits allocated for administrative and organisational activities in the various faculties of the University of Helsinki: http://hyy.helsinki.fi/sites/default/files/jarjestonoppaselvitys_2013_0.pdf

Information package for students on how to apply for credits: http://hyy.helsinki.fi/fi/j%C3%A4rjest%C3%B6t/opintopisteit%C3%A4-j%C3%A4rjest%C3%B6toiminnasta

Report and information package are unfortunately available only in Finnish. Contact your faculty for information how to apply for credits.

 

2 Emi Maeda returns to the position of the organisation specialist

 

HYY's Organisation Specialist Emi Maeda, who took a year-long study leave, has returned to work on 18 Nov. Contact information: emi.maeda at hyy.fi, 050 5373798.

Akseli Huhtanen, Maeda's deputy during the study leave, would like to thank all the organisation actors for their cooperation and contribution to voluntary work among the students!

 

 

3 Financial statement night 12 Dec

 

12 Dec, financial statement night, Mannerheim Hall, 5pm-8pm: APA Johanna Hilden is the instructor in the financial statement training. The training is aimed at treasurers of the organisations and provides concrete tools for the drafting of the financial statement. The training will be held mainly in Finnish. Please sign up by 10 Dec: https://elomake.helsinki.fi/lomakkeet/46340/lomake.html

 

 

4 Winners of the organisation contests 2013

 

The winners of the organisation contests of 2013 were announced at HYY's seminar for chairpersons in organisations on 14 Nov. The quality of the contest was high in each category. In the organisation paper category, for example, as many as 17 organisation papers signed up for the contest. In the organisation paper category, three honorable mentions were granted to three papers. The winning organisations each received a cash award of EUR 100, and the winner of the paper category also received Ylioppilaslehden vuosisata book. In the cooperation deed category, the winner gets a free reservation for Sivistys rooftop sauna.

The Winners of 2013 are:

Event concept category: Katharsis & Putkinotko, RUNOSOUL event

Cooperation deed category: Lääketieteenkandidaattiseura, BMI Innovation Project (in cooperation with: Athene, Inkubio, Prodeko)

Overall badge category: Helsingin akateemiset kinkyt HÄKKI

Organisation paper category: Winner: Tyyppiarvo (Moodi ry), Honorary mentions: Teema (Katharsis ry), Tutkain (Kannunvalajat ry), Varsinaissuomalainen (Varsinaissuomalainen osakunta)

 

 

5 University Students' Torch Parade on 6 Dec 2013

 

The student unions of the capital region HYY, AYY, TaiYO and SHS organise the traditional Independence Day torch parade of university students on Friday, 6 Dec. The organising of the parade and the distribution of torches will begin at 4pm between the Väinämöinen field and the Hietaniemi Cemetery gates. Please wear warm clothing and your student cap!

The torch parade leaves just before at 5pm and proceeds through the centre of the city and by the Presidential Palace to the public event at Senate Square which begins just before 6pm. The programme includes, among other things, speeches by the representatives of the city and the student unions as well as choir singing. The event ends approximately at 6.15pm.

We kindly ask the organisations operating within HYY to inform us if your flag will participate in the laying of the garland at the War Memorial (organising at 3.30pm) and the parade. Please sign up by Tuesday, 4 December, by e-mail to pipsa.penttinen@hyy.fi<mailto:pipsa.penttinen@hyy.fi>. For further information, please contact Specialist-Producer Pipsa Penttinen, tel. 050 537 2831.

Further information and directions: http://itsenaisyyspaiva.ayy.fi/en.

 

6 Apply for HYY's furniture grant

 

HYY supports furniture purchases for the interior decoration of organisational facilities. The grant is mainly intended for the furniture purchases of the organisations which operate in HYY's facilities, and the grant is mainly directed to the purchasing of tables, chairs, cupboards with locks and other interior supplies. When evaluating the applications, we pay attention to the fact that  furniture increases the cosiness of organisational premises and the organisations are willing to look after their premises even better.

The furniture grant is annually allocated in two periods, in the spring and in the autumn, according to submitted applications. The furniture grant of the autumn is paid at the beginning of December but you can already submit applications. The deadline for applications is 30 Nov 2013.

Applications which specify the need for furniture and formalities connected with purchases can be sent by e-mail to jarjestosihteeri(at)hyy.fi or by mail to the address Helsingin yliopiston ylioppilaskunta, PL 1099, 00101 HELSINKI

 

 

Winners of HYY's student organisation competitions 2013 are:

 

Event concept

Katharsis & Putkinotko, RUNOSOUL

 

Co-operation

Lääketieteenkandidaattiseura, BMI Innovation Project (in co-operation with med Athene, Inkubio, Prodeko)

 
Overall badge
Helsingin akateemiset kinkyt HÄKKI

 

Organisation paper

Winner: Tyyppiarvo (publisher: Moodi ry)
Commendation: Teema (publisher: Katharsis ry), Tutkain (publisher: Kannunvalajat ry), Varsinaissuomalainen (publisher: Varsinaissuomalainen osakunta).

 

HYY congratulates all the winners!

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 participate in the user training for Alina Hall during the year 2013 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 27 Octorber-4 November. 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 aarni.suvitie at 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
  • An estimate of the amount of attendees at 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.

 

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 8 Nov-15 Nov and 22 Nov-29 Nov.

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 both 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: 12noon on 8 Nov - 10pm on 15 Nov

Bookings are made through the form https://elomake.helsinki.fi/lomakkeet/46099/lomake.html

 

Round II

Booking period, 12noon on 22 Nov - 10pm on 29 Nov

Bookings are made through the form https://elomake.helsinki.fi/lomakkeet/46100/lomake.html

 

Please note 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 9 December 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

Did your organisation forget to apply for facilities in the facility allocation process? In accordance with the decision of HYY's Financial Committee made in the spring, the organisational facility allocation may be supplemented also outside the actual facility allocation process. Thus, the organisations which do not have organisational facilities or forgot to apply for them during the facility application period in the spring, may submit an open application by 3pm on 30 Sept. Signed applications can be sent by e-mail to jarjesto at hyy.fi or as a paper version to the address Helsingin yliopiston ylioppilaskunta, PL 1099, 00101 HELSINKI or delivered to HYY's Services Office during its opening hours.

 

 

More precise criteria and the application conditions for supplementary facility application are available on HYY's website: http://hyy.helsinki.fi/sites/default/files/Uusien%20j%C3%A4rjest%C3%B6jen%20hyv%C3%A4ksyminen%20HYYn%20tiloihin%202013.pdf

 

 

More information:

 

 

Akseli Huhtanen, akseli.huhtanen at hyy.fi, 05055373798

 

Associations that wish to be included in the associations operating within HYY must fill in the electronic application form in TAHLO system on HYY's website and submit the required attachments through TAHLO or to HYY's Services Office. The deadline for the autumn period is 3pm on Monday, 30 Sept. The association applications are processed by HYY's Financial Committee. Information about acceptance or rejection is usually received within one month after the application deadline.

New associations must meet the requirements for the associations operating within HYY. 

The following attachments are required for the approved decision:
    Budget 2013
    Action plan 2013
    Association rules
    The minutes of the inaugural meeting or the charter of the association
    A list of members. For HYY's members, the list must include the student number of the University of Helsinki.
 
Further information:
HYY Board Member Lauramaija Hurme, lauramaija.hurme [ a ] hyy.fi, 050 543 9615
Specialist in charge of associations Akseli Huhtanen, jarjestosihteeri [ a ] hyy.fi, 050 537 3798

1 Happy autumn season to all! 
2 Member register training for associations on 18 Sept 
3 Organisation training sessions in the autumn 
4 Bike tour for a better campus! 
5 Attachments for operating grant applications are missing 
6 Supplementary facility application is open until 3pm on 30 Sept 
7 Apply for HYY's furniture grant 
8 Opening of basement sauna Niiniluoto and meeting room Seppele to be delayed 
9 Tables in Alina hall in September-October

 

 

1 Happy autumn season to all!

The autumn season has begun both for the organisations and HYY's organisational services. The Office for Organisational Affairs is open on  Mon, 10am-5pm and Tue-Fri, 10am-3pm. Exceptional opening hours on HYY's website.

The reception of freshmen is the most important moment of the year for organisations and  organisational facilities. So please remember to familiarise your new members with the use of facilities and the user regulation for organisational facilities  (http://hyy.helsinki.fi/sites/default/files/jarjestotilojen_kayttoohjesaa...). Please make the organisational facilities the apple of a freshman's eye – this makes things more comfortable to everyone!

 

 
2 Member register training for associations on 18 Sept

All associations must have a member register by law and HYY also requires that its associations monitor the number of members. However, the maintenance, establishment and secure storing is not always easy. HYY will organise a member register training for all interested parties at 5pm-8pm on Wed, 18 Sept. The trainer is Olli Välke from Visio study centre. Välke's background is in the student union activities and he has written guides concerning organisational activities. An optional pre-assignment is sent to the participants before the training. The training will be held in Finnish.

Themes of the training:
- Why is the registration necessary and which terms does the law impose upon it?
- How is the register set up in practice?
- How is the register maintained and updated?
- How are the maintenance responsibility and the register transferred to the new board?

Please register by 11.59pm on 15 Sept via E-form: https://elomake.helsinki.fi/lomakkeet/44469/lomake.html

For further information on the training, please contact Organisation Specialist Akseli Huhtanen, jarjestosihteeri (at) hyy.fi, 0505373798.

 

3 Organisation training sessions in the autumn

Again in the autumn of 2013, HYY organises training sessions related to association activities for organisation members and other interested parties. Training sessions in the autumn term: 

18 Sept, member register training, Mannerheim Hall, 5pm-8pm: Instructor Olli Välke from Visio Study Centre tells about the preparing, maintenance and security of the member register required by law. Please sign up by 15 Sept: https://elomake.helsinki.fi/lomakkeet/44469/lomake.html

7 Oct, planning seminar for organisations, Meeting Room Rydman, 5pm-8pm: Better activities through better planning! The seminar will focus on the practices of organisational activities in workshops, such as the approval of the action plan in the autumn meeting, planning of the strategy, communication plans, etc. Registration instructions will be available later. 

17 Oct, equality-themed mini-seminar, Mannerheim Hall, 4pm-6pm: HYY organises a panel-like mini-seminar related to equality themes, where all interested parties are welcome. The speakers come from various NGOs.   

14 Nov, seminar for chairpersons II, Mannerheim Hall, 5pm-9pm: The seminar, which ends the term of the boards in organisations, goes through the successes and frustrations of the year, and the winners of HYY's organisation contests will be announced. The seminar is intended for the current and future chairpersons of the organisations. Registration instructions will be available later. 

10 Dec, financial statement night, Mannerheim Hall, 5pm-8pm: APA Johanna Mäntyharju is the instructor in the financial statement training. The training is aimed at treasurers of the organisations and provides concrete tools for the drafting of the financial statement.

 
4 Bike tour for a better campus!

HYY and the organisations will arrange a Critical Bike Tour to campuses on 10 Sept

The tour cycles through campuses, demands bike lanes and bike racks where to lock the bike frame and many minor improvements, so that students could move around Helsinki more easily.

Meeting at Narinkkatori Square at 5.30pm, start at 6pm. The tour cycles through Kumpula at around  6.45pm.

Tour participants:
- Student Union of the University of Helsinki
- Helsinki Cyclists
- Helsinki Friends of the Earth
- Prologi
- TKO-äly
- Helsinki University Greens
- HYY's Independent Left
- add your organisation here

If you want your organisation to participate, please register your organisation and contact person to FB event or Otso!

Further information:
FB event: https://www.facebook.com/events/434165663340290/
Otso Kivekäs, Helsinki Cyclists
otso.kivekas at hepo.fi
044 3336338

 
5 Attachments for operating grant applications are missing

Some of the organisations which applied for HYY's operating grant have still not sent all application attachments. If the grant was allocated to your organisation (check the amount of the aid and the grounds from Tahlo) but you have not received the money, please check whether all the required documents are in Tahlo and send any missing attachments to Organisation Specialist Akseli Huhtanen to akseli.huhtanen at hyy.fi.

6 Supplementary facility application is open until 3pm on 30 Sept

Did your organisation forget to apply for facilities in the facility allocation process? In accordance with the decision of HYY's Financial Committee made in the spring, the organisational facility allocation may be supplemented also outside the actual facility allocation process. Thus, the organisations which do not have organisational facilities or forgot to apply for them during the facility application period in the spring, may submit an open application by 3pm on 30 Sept. Signed applications can be sent by e-mail to jarjesto at hyy.fi or as a paper version to the address Helsingin yliopiston ylioppilaskunta, PL 1099, 00101 HELSINKI or delivered to HYY's Services Office during its opening hours.

More precise criteria and the application conditions for supplementary facility application are available on HYY's website: http://hyy.helsinki.fi/sites/default/files/Uusien%20j%C3%A4rjest%C3%B6je...

 
7 Apply for HYY's furniture grant

HYY supports furniture purchases for the interior decoration of organisational facilities. The grant is mainly intended for the furniture purchases of the organisations which operate in HYY's facilities, and the grant is mainly directed to the purchasing of tables, chairs, cupboards with locks and other interior supplies. When evaluating the applications, we pay attention to the fact that  furniture increases the cosiness of organisational premises and the organisations are willing to look after their premises even better.
 
The furniture grant is annually allocated in two periods, in the spring and in the autumn, according to submitted applications. The furniture grant of the autumn is paid at the beginning of December but you can already submit applications. The deadline for applications is 30 Nov 2013.

Applications which specify the need for furniture and formalities connected with purchases can be sent by e-mail to jarjestosihteeri(at)hyy.fi or by mail to the address Helsingin yliopiston ylioppilaskunta, PL 1099, 00101 HELSINKI

 
8 Opening of basement sauna Niiniluoto and meeting room Seppele to be delayed

Renovation in the basement sauna Niiniluoto at the New Student House and new locking in the meeting room Seppele at Domus Gaudium have been delayed due to unexpected events. The facilities will most likely be available for organisational use at the beginning of October. Reservations for the end of the year may be requested by e-mail at hyy.fi.

 
9 Tables in Alina hall in September-October

During the year an excessive number of tables in Alina hall have gone broken due to careless handling. New, more durable tables have been ordered but the delivery is delayed and so there has been a lack of tables in the hall. The situation has been temporarily fixed with tables from other premises, and there are now seats for 80 persons again.

All associations must have a member register by law and HYY also requires that its associations monitor the number of members. However, the maintenance, establishment and secure storing is not always easy. HYY will organise a member register training for all interested parties at 5pm-8pm on Wed, 18 Sept. The trainer is Olli Välke from Visio study centre. Välke's background is in the student union activities and he has written guides concerning organisational activities. An optional pre-assignment is sent to the participants before the training. The training will be held in Finnish.

 

 

Themes of the training:

 

  • Why is the registration necessary and which terms does the law impose upon it?
  • How is the register set up in practice?
  • How is the register maintained and updated?
  • How are the maintenance responsibility and the register transferred to the new board?

 

 

Please register by 11.59pm on 15 Sept via E-form: https://elomake.helsinki.fi/lomakkeet/44469/lomake.html

 

 

For further information on the training, please contact Organisation Specialist Akseli Huhtanen, jarjestosihteeri (at) hyy.fi, 0505373798.

 

1 Organisations, sign up for the opening carnival!
2 Invite international students in your activities - Welcome Fair on 29th and 30th Aug at 10-17 pm
3 Summer opening hours of the services office
4 Please tidy up your premises before summer
5 Come to arrange HYY's 145th anniversary!
6 Welcome to Helsinki Think Company!
7 Earn EUR 500 for your organisation!
8 Take the survey on local democracy and advocacy
9 Have a good summer
 
 

 

1 Organisations, sign up for the opening carnival!

 

The Opening Ceremony of the academic year and the Opening Carnival will be celebrated on Monday, 2 September. According to the Rector's decision, teaching is not organized in the afternoon of the opening day and 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 12 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).

 

2 Invite international students in your activities - Welcome Fair on 29th and 30th Aug at 10-17 pm

 

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 29th and 30th 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 2013. 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 27th of August. More information available also by phone: 050 543 9608.

 

3 Summer opening hours of the services office

 

HYY's Services Office will be closed in the summer from June 20 to July 26. In addition, the Services office is closed June 7 and June 14.

NB! If your organisation has a mailbox at the central office, please remember to empty it before Midsummer Day (25 June)! Also, please remember to discontinue or change your magazine subscriptions to another address for the summer.

 

4 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 vice to remove any food supplies before hot weather. Empty bottles should also be properly discarded.

 

5 Come to arrange HYY's 145th 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? So apply for the position of HYY's anniversary master!

 

The 145th 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 2013" by 4pm on Mon, 10 June 2013. 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
Elina Tyynelä, Board Member in charge of cultural affairs tel. 050 325 8041, elina.tyynela(a)hyy.fi

 

6 Welcome to Helsinki Think Company!

 

Helsinki Think Company is a meeting place for new kind of entrepreneurship in the middle of the city, where students, researchers and entrepreneurial-minded can build networks. It is a communal workspace, scene of events and a passage to services. Whether you are a boot-strapping start-upper, experienced serial entrepreneur or just an enthusiast, the space is open to you! We hope to see you in Vuorikatu 5, from Monday to Friday between 10 am and 6pm. Check out our events: http://network.helsinkithinkcompany.fi/events.

 

7 Earn EUR 500 for your organisation!

 

OLL is looking for a student group of 20 people to be in charge of a refreshment station in Helsinki City Marathon

 

The Finnish Student Sports Federation OLL has annually helped Helsinki City Marathon by gathering a student association to one refreshment station, which is responsible for the distribution of water and Gatorade to the participants. For several years, the refreshment station has been located in Lauttasaari in Helsinki. This year, the marathon will be run on Saturday, 17 Aug, starting at 3pm and 20 people must be at the service point approximately between 2pm-8.30pm. The refreshment station group can consist of a subject organisation, student sports club or other student association, for example.

 

For this responsibility, OLL will pay a reward of EUR 500 to the association account after the marathon.

 

Further information:
jenny.soderman(at)oll.fi
and on weekdays between 8am-4pm at the number 044-7800217

 

8 Take the survey on local democracy and advocacy

 

Association members in the metropolitan area: please respond to the survey of OK Study Centre on local democracy and advocacy, and you could win a book gift card or cinema tickets! Surveys:  www.webropolsurveys.com/S/FCB5D4738820E33A.par ja www.webropolsurveys.com/S/0F3202F6D65682E0.par

 

The last day to respond is 2 June 2013.

 

9 Have a good summer

 

HYY's organisational sector wishes relaxing and leisurely summer to organisation members. The next organisation newsletter will be published in the beginning of the autumn.

 

 

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