Student Organisation Newsletter 3/2021
1 Inspiration, development, tuning! Tuning Day on 16 Feb!
2 HYY’s harassment contact persons
3 Apply for HYY’s operational grant and organisation paper grant
4 Reservation rounds for Alina reservations for autumn 2021 begin on March 1!
5 The situation and future of Alina training
6 TAHLO walk-in in Zoom on 18 February 2021!
7 Apply for furniture purchasing grant!
8 Did you miss out on premises in the allocation of premises? Read our instructions and apply for premises by 26 February 2021!
9 Situation report on the coronavirus
10 Organisation meeting of the Student Organisations Committee on 17 February 2021!
1 Inspiration, development, tuning! Tuning Day on 16 Feb!
Do you want to develop yourself as an organisational actor? Would you like to get some tips and inspiration for tuning your organisation and making it even better? Join us at HYY’s Tuning Day to receive both training and inspiration! It is a training event for all organisational actors and features a variety of training sessions – you will get lots of chances to learn something new whether you are active in a hobby organisation, a student nation, a subject organisation or a faculty organisation!
Tuning Day 2021 is held at Zoom on Tuesday Feb 16th (clock 10am-14pm).
The workshops are organised unfortunately in Finnish.
More information: https://hyy.fi/en/news/tuning-day-2021
Registration closes on 14 February at 11.59 pm: https://www.lyyti.in/Virityspaiva_2021_6207/en
Further information:
Miran Hamidulla
Specialist (organisations)
050 537 3798
miran.hamidulla@hyy.fi
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2 HYY’s harassment contact persons
The Student Union has two harassment contact persons who provide help and guidance to students and organisations operating under HYY in harassment cases. Any contacts with the harassment contact persons are entirely confidential, and the persons work under obligation of secrecy. If you have no harassment contact persons of your own, you should inform your members about HYY’s harassment contact persons. It is also a good idea to always deal with more difficult cases together with them. You can reach the harassment contact persons at hairintayhdyshenkilo@hyy.fi, or you can contact them directly:
Tiia Niemi, tiia.niemi@hyy.fi, 050 543 9608,
Topias Tolonen, topias.tolonen@hyy.fi, 050 477 4543
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3 Apply for HYY’s operational grant and organisation paper grant
HYY annually awards operational grants to its organisations. The aim of the grants is to support the activities of organisations operating under HYY. You can apply for the operational grant through an electronic application form at tahlo.hyy.fi. Applications should be left by 1 March at 4pm.
HYY supports its organisations’ publishing activities by awarding them organisation paper grants. The grant is awarded for printed and electronic publications. You can apply for the organisation paper grant through the electronic application form service at tahlo.hyy.fi. Applications should be left by 1 March at 4pm.
Further instructions on applying and criteria for paper grant: https://hyy.fi/en/guides/grants-for-organisations
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4 Reservation rounds for Alina reservations for autumn 2021 begin on March 1!
Reservation rounds for Alina Hall for autumn 2021 begin with an advance reservation round at noon on March 1. There are three (3) reservation rounds in total, and organisations can get a total of two (2) reservations during the rounds. Organisations should review the instructions for each reservation round carefully before filling in the form for reservation requests. An incorrectly completed form may negatively affect an organisation’s chances of receiving reservations.
Further information and the forms are available at https://hyy.fi/en/news/reservation-rounds-for-alina-hall-for-autumn-2020-2
Advance reservation round
Reservation period: noon on 1 March–11.59 pm on 7 March
Reservation requests are made using the following form: https://www.lyyti.fi/reg/alinavaraukset_syksy_2021_ennakko/en
Reservation requests are processed at 5.00–8.00 pm on Monday 8 March in Zoom.
I round
Reservation period: noon on 9 March –11.59 pm on 14 March.
Reservation requests are made using the following form: https://www.lyyti.in/Alinasalin_1_varsinainen_varauskierros_syksy_2021_3894/en
Reservation requests are processed at 5.00–8.00 pm on Monday 15 March in Zoom.
II round
Reservation period: noon on 16 March –11.59 pm on 21 March
Reservation requests are made using the following form: https://www.lyyti.in/Alinasalin_2_varsinainen_varauskierros_syksy_2021_1436/en
Reservation requests are processed at 5.00–8.00 pm on Monday 22 March in Zoom.
The reservations are updated into the electronic calendar after each round. Organisations that applied for a reservation will be informed of the decisions by email.
In case you have any questions on the reservation rounds for Alina Hall, please contact: Miran Hamidulla, Specialist (organisations), miran.hamidulla@hyy.fi, 050 537 3798 & Janne Salokoski, Board member (organisations), janne.salokoski@hyy.fi, 050 543 9610
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5 The situation and future of Alina training
As our premises are closed due to the coronavirus restrictions, we have not organised user training for Alina Hall for organisations that have made reservations to the hall for this spring.
We remain prepared to organise user training for Alina Hall on short notice if the situation were to change to allow us to start using the hall again. If your organisation has a reservation to Alina Hall for the spring, please keep a close eye on our communication as your event approaches, as the user training may appear on pretty short notice if we will be able to open Alina again.
However, public discussion on the coronavirus situation is currently not very promising and we do not want to get anyone’s hopes up too much about Alina Hall opening again this spring, at least not fully.
During the spring, we will also significantly reform user training for Alina Hall. We aim to abandon training events held on location and move the training onto our Moodle platform. Our goal is that the new training method would be in use from autumn 2021 onwards, but we will tell you more about this when we know more ourselves.
Further information:
Specialist (Organisations) Miran Hamidulla
050 537 3798
miran.hamidulla@hyy.fi
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6 TAHLO walk-in in Zoom on 18 February 2021!
Would you like some help with filling in Tahlo? Do you have problems with submitting attachments? Or is there something else on your mind related to applying for operating grants? Come meet HYY’s organisational sector in our Tahlo walk-in, organised remotely in Zoom at 11 am–4 pm on 18 February 2021:
https://helsinki.zoom.us/j/68964809240
If you cannot make it at that time, the organisational sector is also happy to answer any questions you have on the theme by email or phone:
Specialist (Organisations) Miran Hamidulla
050 537 3798
miran.hamidulla@hyy.fi
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7 Apply for furniture purchasing grant!
HYY supports furniture purchases for interior decoration in organisational premises. The grant is intended for organisations which primarily operate on HYY’s premises and the grant is mainly directed to the purchasing of tables, chairs, cupboards with locks and other interior items. The aim is that the furniture would increase the cosiness of the organisational premises and the willingness of organisations to look after their premises even better.
When allocating the furniture grant, we pay attention to the following: the ecological aspect, sustainability and necessity of the purchase. The furniture grant is not supposed to cover the entire purchase price but organisations are also expected to participate in the financing of the purchase.
The grant can be applied all year round. You can apply for the grant with an informal application, which should include the following information:
– applying organisation/organisations
– applied furniture
– budget
– reasons for the purchase
Applications can be submitted by e-mail to jarjesto(at)hyy.fi or by mail to the Student Union of the University of Helsinki, PL 1099, 00101 HELSINKI. Organisations that receive the grant must provide copies of the receipts to the same address no later than within four months after the allocation of the grant.
Further information:
Specialist (Organisations) Miran Hamidulla
050 537 3798
miran.hamidulla@hyy.fi
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8 Did you miss out on premises in the allocation of premises? Read our instructions and apply for premises by 26 February 2021!
Outside the allocation process for premises, premises are only given to organisations that have not received premises in the allocation of premises. The organisation must have been accepted to operate under HYY by the end of the application period, and its up-to-date contact details must be in the TAHLO system. The premises are allocated to organisations’ use until the end of the ongoing allocation period. When new organisations are accepted to the premises, the principles of the allocation of premises in effect at the time are followed.
During the allocation periods, organisations may apply for premises twice a year. The deadline for applications in the spring is at 3 pm on the last day of February when HYY’s Services Office is open, and in the autumn it is at 3 pm on the last day of September when HYY’s Services Office is open. Late applications for organisational premises will not be processed.
The Financial Committee of HYY’s Board decides on accepting new organisations to the premises. Before the decision on locating a new organisation is made, the committee must hear the organisations already operating in the premises. When making the decision, the committee must strive to find a solution that suits all organisations. The Financial Committee’s decision may be appealed to HYY’s Board in accordance with the Student Union’s Constitution.
Further information:
Specialist (Organisations) Miran Hamidulla
050 537 3798
miran.hamidulla@hyy.fi
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9 Situation report on the coronavirus
The organisational sector is reviewing the coronavirus situation every two weeks and will inform you of the situation with the restrictions as well as other possible matters related to the coronavirus situation in the newsletter for organisations.
The coronavirus situation has not significantly improved, which means that the previously announced restrictions are still in effect. You can remind yourself of them here: www.hyy.fi/coronainstructions
If you or your organisation have any questions, please do not hesitate to contact the organisational sector! Our contact information is available on HYY’s website, both on the page for coronavirus instructions and on the contact page.
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10 Organisation meeting of the Student Organisations Committee on 17 February 2021!
Let’s make the Student Organisations Committee reflect our organisations – together
What is the Student Organisations Committee?
HYY’s committees are administrative bodies that have members and enable participation in the Student Union’s activities on a low threshold. This year, the Student Organisations Committee allows you to operate at the very centre of the interaction between organisations and HYY. The committee is a place where everyone involved with organisations can influence matters regardless of their academic age, organisational history or personal skills.
What does the committee do?
This year, it is time to build something new, functional and meaningful. Our aim is to have the committee truly meet the needs of our organisations. We want to work together to come up with ways in which we could serve our organisations even better than right now and to really start realising the reforms this requires. In the Student Organisations Committee, we do not just write our objectives down into the minutes – we work actively to achieve them.
How do I get involved?
The committee will have its organisation meeting at 6.00 pm on 17 February in Zoom: https://helsinki.zoom.us/j/67131040819
In the meeting, the committee will select itself a chair who will get to lead the committee’s activities in cooperation with the people in charge of organisations in HYY. Anyone from any organisation is welcome to join the activities, and you can decide how much time you want to use on the committee work yourself. This is your chance to influence matters – do not hesitate to join!
Further information:
Janne Salokoski
Member of HYY’s Board, organisations
janne.salokoski@hyy.fi
050 543 9610
