Allocation of premises 2020, updated 28 October 2020
Info sessions about premises will be held during November. At least one person from their cluster must participate in at least one of the info sessions.
Sign up for info sessions here.
The info sessions on the premises are held at the following times:
- 5 November at 5 pm
- 11 November at 5 pm
- 16 November at 5 pm
- 23 November at 5 pm
In case you forgot to sign up, the Zoom link for the info session is here.
During the info session, we will cover the contents of the contract, the user guideline for organisational premises and other relevant matters related to the use of the premises.
The documents related to premises can be viewed below:
In its meeting 36 / 2020 (on 22 October), the board of HYY has decided on the allocation of premises in accordance with the proposition made by the Financial Committee.
The final allocation of premises can be found here.
Information about the signing of the contracts and other actions related to the allocation process will be sent later.
In its meeting 6/2020 (on 9 September), the Financial Committee has decided on the final proposal for the allocation of premises.
The proposal did not change from the initial version. This proposal will be ratified by the HYY board in its meeting on October 1st.
The final proposal for the allocation of premises can be found here.
The Financial Committee’s decision can be appealed by sending a letter of appeal in written form to the board of HYY within 14 days of this notification (latest September 24). Letters of appeal can be delivered either via e-mail to email@example.com or by post to address Mannerheimintie 5 A, 2nd floor, 00100 Helsinki.
Chair of the Financial Committee
050 595 0324
In its meeting 5/2020 (on 26 May), the Financial Committee has decided on the initial proposal for the allocation of premises. This proposal is not the final allocation. Organisations may comment on the initial proposal for the allocation of premises until 31 August, if they so desire.
Comments on the initial proposal should be made in writing and in electronic form – otherwise there is no set form. In other words, you can send your comments to firstname.lastname@example.org as an email or an email attachment. Please use the title ‘Comments on the allocation of premises by <name of organisation>’. Your comment should also mention the name of the organisation represented by the comment. Unfortunately, we will not be able to take into account comments that are sent in late due to scheduling and preparatory reasons.
The decision on the proposal for the allocation of premises to be sent for the Board to confirm will be made by the Financial Committee in its first meeting of the autumn, on 10 September. The Board makes the final decision on the allocation of premises.
Allocation of HYY’s organisational premises begins on 16 March 2020
HYY is allocating organisational premises for 2021–2023. All organisations that operate under HYY and have entered their information into the TAHLO system may apply for the premises. To apply, organisations need to fill in the application form and the survey on the use of premises. Organisations that have already been using HYY’s organisational premises on the current allocation period must fill in the form for the allocation of premises, too.
The application form and the survey on the use of premises must be filled in by 3 pm on 29 April. Due to the exceptional situation with the opening hours of the services office and abiding the recommendation to avoid physical contact, we can only accept the applications for premises in electronic form. Therefore, send the applications to email@example.com as PDF files. Late or deficient applications will not be processed.
If you have filled the application already by hand, we recommend that you scan the document with a scanner or you can also take a picture of the final page which has the signatures and attach it to the application (the application should be in one pdf). Electronic signatures with e.g. Adobe or some other e-signature software are accepted also.
Financial committee’s decision on the principles and schedule for the allocation of organisational premises
HYY’s Financial Committee will draft a proposal based on the organisations’ wishes and then send it for comments for the summer.
The following will be considered when allocating the premises:
- The extent and coverage of the organisation’s activities among HYY’s members
- The suitability of the premises for the organisation’s activities
- The organisation’s chances of getting premises suitable for its activities for free from elsewhere
- The organisation’s need for operating space
- The way the organisation has looked after its premises
- The way the organisation has acted in its premises
Schedule for the allocation of premises
- 16 March: The allocation of premises opens
- 29 April at 3.00 pm: Deadline for the application forms and the surveys on the use of premises – late or deficient applications will not be processed
- 26 May: The Financial Committee makes a preliminary decision on the allocation of premises
- 1 June–31 August: The Financial Committee’s draft is circulated for comments among the organisations
- September: The Financial Committee meets in September to approve a draft, which is then proposed to HYY’s Board for approval
- 1 January 2021: The allocation of premises takes effect
Organisations operating under HYY may apply for the premises either alone or jointly. In both cases, all organisations must fill in the application form for premises and the survey on the use of premises.
In a joint application, all applications are delivered together and must include an attached document detailing which organisations are jointly applying for the premises and why.
What premises can organisations apply for?
Organisations may apply for premises from Staircase A in the New Student House, Domus Gaudium and the Hub at Mechelininkatu 3D. Two rooms will be taken out of use in Staircase A in the New Student House to make way for the upcoming lift project: an office room that has acted as a storage room on the 4th floor and a smaller storage room on the 6th floor which has been used by Valtsikan Speksi.
What if my organisation is not currently using HYY’s premises? Do we still need to fill in the survey on the use of premises?
In case your organisation has been accepted to operate under HYY and you have entered your organisation’s contact information, number of members and the basis of calculation for the number of members into TAHLO, you may fill in the application form and apply for organisational premises. In such situations, you do not have to fill in the survey on the use of premises.
What if we organised a lot of joint events last year? How do we enter these into the survey on the use of premises?
Agree on who marks each event as their own among the organising parties of the event. This helps us avoid double events.
Chair of the Financial Committee
050 595 0324
Member of the Board in charge of organisations
050 543 9615
050 537 3798