Project Portfolio Preliminary Discussion of the Council 4

Project Portfolio Preliminary Discussion of the Council 4 November

AYY resource planning • AYY strategy has been renewed during 2016 – AYY as a social actor (2017 -2018) – AYY – construcing membership to the Aalto community (2017 -2018) – AYY housing as homes for students (2017 -2021(2026)) – Communication plan / methods. Strongly linked to others! • A project portfolio shall be prepared based on these, with ideas for projects for the office programme for the next few years

How did the brainstorming for the project portfolio take place? • In strategy work with working groups, AYY office and the Council • In August at AYY office strategy cottage • Workshop on 13 October (people from the office and student representatives present) • Between the sectors and the Board

What do we need answers for at the moment? • Do the suggested projects seem good? – Do they correspond with the development trends in the strategy to a sufficient extent? – Is something missing? • The records are still being finalised. No sticking to details but broad lines!

Feedback from the form • 13 answers, thank you! – Development ideas for projects – New project ideas / remarks what is missing -> these are added to this presentation – More ambition is wanted • Deadline for the form is 9 th of November – More ideas and comments are wanted! – The board will use the ideas when writing the final version

Order of processing • Sections 1. 2. 3. 4. 5. AYY – construcing membership to the Aalto community AYY as a social actor Communication methods AYY housing as homes for students Other projects • Comments can be provided regarding individual projects, after different sections and in the end • Prioritising in the end

AYY – constructing membership to the Aalto community • Project ideas 12 – Aim: Everyone will feel a part of the Aalto community: 6 – Aim: The structures of AYY and the Aalto community support cross-disciplinary cooperation between different fields and student cultures: 3 – Aim: The student has the possibility to create their own individual cross-disciplinary study modules: 0 • A goal for lobbying rather than concrete projects • Project ideas for 2017 -2018

Reorganising the association structures and updating the Statute of the Association AYY – constructing membership to the Aalto community The structures of AYY and the Aalto community support crossdisciplinary cooperation between different fields and student cultures Aim: AYY Statute of the Association is applicable to the current association field and adjusts to possible external changes (e. g. changes in higher education structures) Duration: 24 months Recommended start: early 2017 Currently, the Statute of the Association is not applicable to the current university and association field in terms of associations with a special status. This causes confusion e. g. in terms of so-called hierarchical relations between different associations with a special status. The Statute of the Association will be updated in the project in cooperation with the associations and the rest of the field. The impact on the AYY committee structure and representation of its cooperative bodies must be taken into account when updating it. The project is also strongly linked to how AYY is able to provide peer support on a section/committee level.

Home Internationalisation Guide for associations into use AYY – constructing membership to the Aalto community: Everyone feels a part of the Aalto community Aim Associations will have the means that they need for more international association operations and recognise the benefits of an international university community. The threshold for participation for the students in associations and the community will be lowered. Duration: 12 months Recommended start Recommeded start: 2017 While Aalto will start to implement the home internationalisation plan prepared in 2016 in order to internationalise its studies and the university community, AYY will deploy the Home Internationalisation Guide to the associations. The benefits of the Home Internationalisation Guide do not remain on the association level, but it is possible to benefit from its advice e. g. through competition and training offered by the International Committee.

Associations closer to AYY – constructing membership to the Aalto community: Everyone feels a part of the Aalto community Aim: Cooperation between AYY and the associations runs smoothly and also reaches the average student. Duration: 12 months Recommended start: 2017 AYY cooperates with a body that collects associations, for example the Council. Associations are encouraged to communicate about AYY’s operations to their own members. In this manner, AYY aims to reach the students better through the associations, and the students also commit to AYY and the Aalto Community.

Aalto community in orientation AYY – constructing membership to the Aalto community: Everyone feels a part of the Aalto community Aim: The versatility of being an Aalto community member becomes apparent to all students in the beginning of their studies in an inspiring manner. New students understand the possibilities that the Aalto University offers for cross-disciplinary operations. Duration: 6 months Recommended start: beginning of 2017 The versatility of Aalto’s academic and student culture, which anyone can represent, can be seen in the orientation of new students. AYY’s own presentations in the orientation demonstrate the cross-disciplinary operations and Aalto community via videos or other presentations. Together with Aalto, new students are given the opportunity to familiarise themselves with cross-disciplinary study possibilities. Material is produced to support this and the guidance skills of study councellors and coordinators are developed. In tutoring, the crossdisciplinary cooperation between tutor groups and content of tutor training are emphasised.

AYY volunteering operations serve all Aalto community members in a cross-disciplinary and versatile manner AYY – constructing membership to the Aalto community: The structures of AYY and the Aalto community support the crosscultural cooperation between different fields and student cultures Aim: AYY volunteering operations serve all Aalto members in a cross-disciplinary and versatile manner. Aalto members feel close to AYY operations. Duration: 24 months Recommended start: 2018 Examining AYY volunteering operations with the help of its sections and target mapping their tasks. If possible, making efforts to develop the structures and operations of the volunteering (sections, committees and collective committees) so that they better serve all Aalto community members. Examining what kind of volunteer operations the members want and are ready to do. This could mean more versatile and projectoriented volunteering tasks.

Target mapping for sections and their tasks AYY – constructing membership to the Aalto community: Everyone feels a part of the Aalto community Aim: The sections’ actors know what they are striving for with their operations and what its role is in terms of the direction of the Student Union. Duration: 12 months Recommended start: 2017 Determining the task, aim and what the section strives for with their operations in terms of the direction of the Student Union together with the section. The sections will be given tools and methods of creating activities that implement the direction of the Student Union. In addition, supporting the sections’ operations in e. g. event planning through orientation and legacy.

Supporting the members and associations in constructing Aalto membership AYY – constructing membership to the Aalto community The structures of AYY and the Aalto community support crossdisciplinary cooperation between different fields and student cultures Aim: The members and associations can, if they wish, receive support from AYY for operations supporting Aalto community membership. Duration: 6 months Recommended start: 2017/2018 Creating a set of criteria and a model for operations that construct Aalto membership, which will be communicated to the members and associations. The support may contain competence, councelling and personnel resources. In addition, it is possible to map parties who can enable constructing Aalto community membership and communicate it to those who need assistance.

Preparing for the Arabia move AYY – constructing membership to the Aalto community: Aim: AYY helps the ARTS student associations in preparing for the move to Otaniemi and finding premises. AYY sees to it that the information about important issues related to the move is transferred to Arabia. Duration: 24 months Recommended start: 2017 Preparations must be made for the move in terms of actions (moving event, premises for ARTS associations) as well in terms of communication (info events, otherwise functional communication for associations) and by establishing a committee preparing for the move.

Lobbying in constructing membership to the Aalto community AYY – constructing membership to the Aalto community: Everyone feels a part of the Aalto community Aim: Improving the attainability of lobbying and increasing the awareness and opportunities for participation in lobbying. Lobbying is done for everyone, and others than AYY board members can participate. Duration: 24 months Recommended start: 2017 The modes of operation for the lobbying sector will be made more open, increasing communication regarding the aims of lobbying and open discussion events organised on topical themes (cf. Tokyo’s What’s going on in ARTS events), participating in topical lobbying events, being more visible. Paying special attention to increasing the participation of international students and Master’s students. In addition, the project includes developing lobbying to be more attainable through the Study Council. In 2017, the Council is chaired by a volunteer with whom the Council’s operations will be developed. The Council meetings will be used for handling study affairs in wider cooperation by opening them to all students. Emphasis on the Study Council operations being relevant for students in all disciplines.

Artistic activities for AYY – constructing membership to the Aalto community Aim: AYY has a clear concept of what is a part of its artistic activities. Creativity and arts are visible in AYY operations. AYY’s structures support many different ways to volunteer, and AYY has many volunteers from ARTS. Cooperation with TOKYO is strengthened. Duration: 12 months Recommended start: 2017 Comprehensive brainstorming is done at AYY, showing how creativity and the arts can be visible in its activities. One method for this brainstorming is establishing a working group/ arts group for artistic activity.

Continuation of the student centre project AYY – constructing membership to the Aalto community Aim: Participation in the project is a requirement for the decision to participate in the project. When implemented, the student centre would implement crossdisciplinary meetings between Aalto University students and stakeholders and Aalto student life. Duration: 24 months Recommended start: continued in 2017

Special support to students in Mikkeli campus AYY – constructing membership to the Aalto community Everyone feels a part of the Aalto community Aim: The students starting their studies in Mikkeli know the role of the Student Union in the student community. They have the possibility to get appropriate services. Transferring to Master’s studies in Töölö or Otaniemi is easy. Duration: 6 months Recommended start: 2017 / The Student Union strengthens the relationship with Probbra ry student association for Mikkeli students. The availability of the services will be developed on a needs-basis and the equal availability of the Student Union’s resources is ensured in an easily approachable manner. For example, the role of the Student Union’s employees in helping with lobbying and student organisations will be enhanced.

“looking into Aino magazine's future and it's role and importance for students and the student union could be a good project for the board's plan of action for the years” Aino magazine AYY – constructing membership to the Aalto community Aim: ADD Duration Recommended start ED

A project for student sports AYY – constructing membership to the Aalto community Feedback from the form: • We are missing the student sports • Sports is a great way to create community and improve health • Project could be for example to make a study about the state of sports in student associations. AYY could also create a system for supporting new sport associations Aim: ADD Duration Recommended start ED

AYY – constructing membership to the Aalto community • Comments on the whole – Are things advancing in the right direction? – Are the needs met? – Is something missing? • More detailed prioritisation later!

AYY as a social actor • Project ideas: 12 – AYY’s influence is goal-oriented, long-term and proactive: 3 – AYY’s members are interested in social influence and know how to make it happen: 5 – AYY has a clear picture of social stakeholders and a plan for influencing them: 2 – AYY communicates about social issues and influence to its members 1 • Project ideas for 2017 -2018

Visually influential communication AYY as a social actor AYY communicates about social issues and influence to its members Aim: AYY communicates about social issues in a visually influential manner instead of boring texts. Messages are easier to grasp due to the visual aspect. Duration: 12 months Recommended start: In connection with/ after brand work 2018 Making communication more versatile and visual e. g. in the form of a video or infograph. Boldly making a statement and not being afraid of being provocative. Collecting a pool of AD talents who can be used when needed.

Stakeholder mapping AYY as a social actor AYY has a clear picture of social stakeholders and a plan for influencing them Aim: AYY has knowhow about suitable stakeholders for each goal Duration: 4 months Recommended start: 2017 Mapping with which stakeholders AYY currently keeps contact. Considering also new stakeholders in different areas. AYY alumni are seen as an important stakeholder group.

Managing and monitoring influence (CRM) AYY as a social actor AYY has a clear picture of social stakeholders and a plan for influencing them Aim: The organisation uses a management system for influencing them Duration: 4 months Recommended start: 2017/2018 Taking the CRM system into use and agreeing on common procedures for its use (preparing guidelines).

Defining impact goals AYY as a social actor AYY’s influence is goal-oriented, long-term and proactive. Aim: AYY has defined impact goals that are easy to update based on which the influencing work can be guided and monitored. Duration 6 months Recommended start: Early 2017 Defining goals and the process for updating them. Communicating to their members and representatives. Monitoring the implementation of the impact goals.

Annual calendar for influence AYY as a social actor AYY’s influence is goal-oriented, long-term and proactive. Aim: Reacting to recurring themes and searching for new themes as a part of the annual calendar ¨Duration 1 month Recommended start: Early 2017 Recording possibilities for influence in a form that is easy to update

Impact strategy: outlining and communication competence AYY as a social actor AYY’s influence is goal-oriented, long-term and proactive. Aim: AYY has a clear process for outlining and is able to use effective methods and channels of influencing ¨Duration: 2 months Recommended start: 2017 Creating a process that enables as quick and efficient outlining as possible. In addition, mapping and assessing ways of influencing – methods and channels. Defining the most effective methods and channels of influencing and taking them into use. Role distribution is clear in influencing stakeholders.

Game Changers as a part of society AYY as a social actor AYY members are interested in social influence and know how to make it happen Aim: AYY has a clear process for outlining and is able to use effective methods and channels of influencing Duration: 12 months Recommended start: 2017 The University Strategy has the aim of training Game Changers who know their position in society. After the project, AYY and Aalto will share a common concept of social influence. The Aalto community and its members bravely take a stand on social issues and act as active members of society.

Participation in the development of Otaniemi AYY as a social actor AYY members are interested in social influence and know how to make it happen Aim: Each member of the Aalto community has the possibility to influence the development of their own living environment. Duration: 12 months Recommended start: 2017/2018 Continuing the Kampussauna (Campus Sauna) concept piloted this year with the campus section, and bringing up new topics. Informing the members more actively about the stages in the forms and possibilities to influence as a part of OAS.

Municipal election campaign AYY as a social actor Aim: Creating a municipal election campaign Duration: 6 months Recommended start: 2017 Bringing up AYY’s themes in discussion and bringing them to the candidate’s awareness and encouraging members to vote

Council elections AYY as a social actor AYY members are interested in social influence and know how to make it happen Aim: Aalto students are aware of the Council elections, familiarise themselves with the election groups and vote eagerly. Social dialogue takes place in the Council. The voting percentage increases from the previous year. Duration: 9 months Recommended start: 2017 The Council groups prepare election platforms and the possibilities for individual students to vote according to their own values becomes easier. A working group will be appointed for advertising the Council elections in the beginning of the year, which plans the marketing campaign for example by making use of an appropriate theme

Diversification of social dialogue AYY as a social actor AYY members are interested in social influence and know how to make it happen Aim Versatile social dialogue takes place in the Aalto community. Social dialogue is not limited to only topics related to studying. The members know which channels they can use to make AYY aware of their own ideas. Duration: 6 -12 months Recommended start: 2017/2018 AYY stimulates the students to also discuss social issues that are not directly related to studying. AYY boldly seizes topical issues. Organising social discussion events and encouraging members to participate in discussion on social media. Increasing awareness, increasing the commitment of members and associations in the topics.

Social political council AYY as a social actor AYY members are interested in social influence and know how to make it happen Aim: Social political student representatives and other interested parties are gathered to discuss topical socio-political topics. Sociopolitical affairs on a national level are brought to wider discussion and a forum is created for the social political operations on Aalto level, for sharing good practices and solving problems. Duration: 3 -6 months AYY gathers a group of EAY board members, student representatives and others interested in socio-political affairs, to discuss local and national socio-political affairs. The Council’s task is to arouse interest in sociopolitical discussion and train volunteers.

Creating low-effort ways to have an influece and making decision more transparent AYY as a social actor AYY members are interested in social influence and know how to make it happen Aim ADD ED

Feedback from the form: • Projects regarding environment are missing Environmentally friendly projects AYY as a social actor -> We will keep this in mind with the board. If you have good ideas, please use the form! Aim ADD ED

AYY as as social actor • Comments on the whole – Are things advancing in the right direction? – Are the needs met? – Is something missing? • More detailed prioritisation later!

Communication strategy • A large number of communicative methods related to the direction of the Student Union were recorded in communication strategy work – AYY as a social actor: 6 of the projects are very communication-oriented • In addition, two projects related to theme

Brand work Aim: AYY has a visible, consistent and recognisable brand. The purpose of the new brand is for the members to experience AYY as its own Student Union. Duration: 12 months Recommended start: 2017 Making a brand for AYY. Considering how the brands operating within AYY currently are a natural part of AYY’s total brand. A brand of its own will be customised for housing operations, which will be connected to the AYY brand. Defining what Aalto community membership means from the point of view of AYY. Creating a common visual look. Defining the tone of voice and its scope, as well as AYY’s key messages. The brand will be deployed to the office personnel and taken actively into use in everyday operations.

Brand work • Comments?

Renewal of the weekly newsletter Aim: AYY will have a new, automated weekly newsletter in the style of the 2020 s Duration: 6 months Recommended start: 2017 The weekly newsletter will be developed to meet modern needs. Automatising layout of the newsletter to prioritise time. Creating a new look for the weekly newsletter, in accordance with the outlines defined in the brand.

Renewal of the weekly newsletter • Comments?

AYY housing as homes for students • Projects have been discussed in connection with real estate strategy work • The projects planned for 2017 are listed here

Housing preference profile survey AYY housing as homes for students Suitable and sufficient – AYY’s real estate stock meets the demand Aim: AYY knows what kind of apartments should be implemented in the new housing sites. Duration: >12 kk Recommended start: 2017 A quantitative survey will be implemented based on the preference profiles regarding the housing preferences of the Aalto university students. AYY’s housing distribution target will be prepared on the basis of the survey, where housing types as well as their distribution per area are considered.

Brand for AYY housing operations AYY housing as homes for students Open and visible housing service Aim: AYY housing operations are a central part of the Student Union’s operations. The residents feel like they are living in a Student Union apartment. Duration: 12 months Recommended start: In connection with other brand work Developing a brand for housing operations that is independent and recognisable, but connected with the Student Union. Making a plan for implementing the brand, which includes e. g. places where the brand is supposed to be visibile, as well as an investment programme through which the brand will be made visible in AYY housing sites.

Renewal of resident selection to support communal spirit AYY housing as homes for students Communal and individual – resident-based living Aim: Popularity for communal living increases and applying for communal housing types becomes easier. Duration: 12 months Recommended start: 2017 Examining and taking into use methdos through which resident selection can increase the popularity of communal living. This may mean e. g. apartments for a group of friends or a limited possibility for the residents in shared student apartments to influence the resident selection in their own apartment. When selecting the methods, the balance between needs and community spirit will be taken into account. The Housing Regulations and the scoring for housing applications will be updated if needed.

Systematic methods for studying housing satisfaction AYY housing as homes for students Communal and individual – resident-based living Aim: Information is compiled for AYY, based on which the housing services and real estate stock and its use can be developed. Duration: 12 months Recommended start: 2017 Developing comprehensive and systematic means to study the residents’ satisfaction and the success of housing services. These may include e. g. annual housing satisfaction surveys. The received information will be used for developing the AYY housing operations and to help with focusing renovations and rent determination.

Developing locking and automation systems AYY housing as homes for students Digitalisation of housing and facility services Aim: Building technology enables digitalisation of the leasing process. Duration: >24 months Recommended start: 2017 Developing the locking and control systems for saunas and one-time rental facilities at AYY housing sites so that the process can be digitalised. This is primarily done in connection with building renovations.

Development of the facility system and payment possibility AYY housing as homes for students Digitalisation of housing and facility services Aim: Digitalisation of the booking and payment process reduces manual work. Duration: >24 months Recommended start: 2017 The management for the AYY saunas and one-time rental facilities is digitalised so that in the majority of the cases no manual work is needed. The residents can book, pay and use the facilities in a flexible manner and, if needed, even at short notice, and the whole process can be managed digitally.

AYY housing as homes for students • Comments?

Activating and awarding the Council Other project Aim: The Council knows the Central Office and feels closer to its personnel, gets to know each other also in an informal setting and to give deeper thought to certain themes. Duration: 12 months Recommended start: 2017 Establishing committees within the Council that focus on certain issues, and people interested in these issues will be brought together to discuss and delve deeper into the issues. In the beginning of the year, the student representatives are introduced to the Central Office and its employees. Informal discussion between the representatives is encouraged with appropriate communication channels and educational recreation. Looking into new options for meeting venues.

Comments on the whole?

Prioritisation