• Recycling center
• Apartments and rents
• Housing office
• How to apply
• Maintenance and cleaning
• New housing rules
  • Point calculation
  • Adminstrative regulation for the halls of residence
  • Housing regulation
• Regulations

 

ADMINISTRATIVE REGULATION FOR THE HALLS OF RESIDENCE

Chapter I
General provisions

Section 1, Scope of application

This regulation is followed in students' residential apartments owned and administered by the Aalto University Student Union (later referred as the Student Union) and its subsidiaries and associated companies. In these apartments, the limited residential self-government is followed as is enacted in the Act on Joint Management of Rental Buildings (YHVL 649/1990) and this regulation.

In this regulation, Teekkari Village refers to the residential apartments owned by the Student Union and located on the campus area of Otaniemi in Espoo, and Heinävaara refers to the residential apartments owned by the Student Union in Leppävaara in Espoo on the address Rummunlyöjänkatu 3.

 

Section 2, Bodies

The housing cooperation body attends to all common affairs of housing localities.

Administration for other localities than Teekkari Village is the responsibility of a housing committee, building meetings, a residents' committee or a resident representative, a castle warden possibly appointed to the location, the Financial Committee and the Board of the Student Union.

A housing committee, building meetings, the Village Senate, castle wardens, the Financial Committee and the Board of the Student Union are in charge of the administration of Teekkari Village.

In addition to this regulation, orders concerning the bodies are included in the instructions for castle wardens and the working orders of the Board and the Financial Committee.

The Housing Office of the Student Union attends to the practical affairs of the housing localities and it is directed by the manager of the Housing Office of the Student Union. 

 

Chapter II

Housing cooperation body

 

Section 3, Composition

The housing cooperation body consists of two (2) representatives of the Student Union and the representative of residents. The representatives of residents are the members of the Village Senate, castle wardens in Teekkari Village and the chairpersons of the resident committees or the resident representatives of residential apartments. The chairperson is one of the Student Union representatives and the vice chairperson is one of the representatives of residents.

 

Section 4, Functions

The functions of a housing cooperation body are:

1.      to appoint three (3) representatives of residents to the housing committee. The representatives of residents should represent the residents of the Student Union housing localities as diversely as possible;

2.      to appoint the representative of residents to the Financial Committee;

3.      to state an optional opinion on the budget for the activities related to the halls of residence and the grounds for defining the rent;

4.      to take part in the preparation of, and negotiate and state an optional opinion on, the long-term repair and financing plans of the halls of residence;

5.      to make proposals for, and negotiate and state an optional opinion on, the content of maintenance agreements, upkeep systems and the arrangement of maintenance duties; 

6.      to take part in the preparation of, and negotiate and state an optional opinion on, the issues concerning the whole housing stock of the Student Union; 

7.      to decide on the instructions for castle wardens;

8.      to state an optional opinion on the Housing Regulation and the Administrative Regulation of the Halls of Residence and

9.      to take part in the drafting of the annual report of the activities related to the halls of residence together with the manager of the financial office and to state an optional opinion on the profit calculation.

 

Section 5, Term and meetings

The term of the housing cooperation body is a calendar year.

The housing cooperation body is convened by the chairperson of the housing cooperation body. The housing cooperation body convenes at least twice per year or upon notification of at least five (5) members of the housing cooperation body. The meeting must be convened within 30 days of the presentation of this notification. The invitation to the meeting must be issued to every member of the housing cooperation body at least four (4) weekdays before the meeting in the manner agreed by the housing cooperation body.

The meeting of the housing cooperation body has a quorum when it has been convened according to the rules and when at least one fourth (1/4) of its members are present, among them the chairperson or the vice chairperson.

The housing cooperation body appoints a secretary among themselves who takes the minutes of the meeting. The minutes of the housing cooperation body must be issued to inform the Village Senate, residents' committees and the housing office.

 

Chapter III

Housing committee

 

Section 6, Composition

A housing committee consists of three (3) representatives of residents and three (3) representatives appointed by the Student Union Board. The housing cooperation body appoints three representatives of residents to the housing committee. A person who has acted in the housing committee already for three (3) terms cannot be appointed as the representative of residents in the housing committee. The chairperson is one of the Student Union representatives and the vice chairperson is one of the representatives of residents.

          A representative of residents in the housing committee who moves out of a residential          apartment of the Student Union is regarded as resigned and a successor for the remaining          term must be appointed to replace the representative in the next meeting of the housing          cooperation body.

An employee of the housing committee acts as the secretary of the housing committee without having the voting right.

 

Section 7, Functions

The functions of the housing committee are:

1. to prepare changes to the Housing Regulation for the Representatve Council of        the Student Union;

2. to decide on the principles of the resident selection and to inspect the right of residence within the limits of the housing regulation;

3. to supervise the implementation of the resident selection and to inspect the right of residence;

4. to handle the complaints, appeals and proposals from residents within the limits of its authority;

5. to promote the settlement of any disputes connected with living in the building and if necessary to act as an arbitrator in cases of disturbances and

6. to decide on any matter which the Village Senate, an individual residents' committee or the resident representative, the Board, the Representative Council or the Financial Committee of the Student Union regard as necessary to be passed to the housing committee for decision.

 

Section 8, Term and meetings

The term of the housing committee is a calendar year.

The housing committee is convened by the chairperson of the housing committee or if prevented, a vice chairperson convenes the meeting. The housing committee convenes at least once per month during the lecture periods of Aalto University or upon notification of at least two (2) members of the housing committee. During the lecture terms of Aalto University, meetings have to be convened within a week and during other times within two (2) weeks of the presentation of the appeal. The invitation to a meeting has to be issued to every member of the housing committee at least four (4) weekdays before the meeting in a manner agreed on between the members of the housing committee.

The meeting of the housing committee has a quorum when it is invited according to the rules and when at least half (½) of its members are present, including the chairperson or the vice chairperson.

         

          The secretary of the housing committee takes the minutes of the meeting. The minutes        are public but the publicity of other documents follows the Act on the Openness of         Government Activities (621/1999). The minutes are issued within a month from the      meeting to inform the AUS Board and the housing office where they are available for           reading upon request.

In the meetings of the housing committee, only the members and the secretary of the housing committee have the right for presence and speech. However, the housing committee can grant the right for presence and speech also to other persons.

 

Section 9, Shelving

An issue which is discussed for the first time is shelved for further clarifications upon notification of at least one quarter (¼) of the present members of the housing committee. When rediscussing the issue, it is shelved upon notification of at least three quarters (¾) of the present members of the housing committee.

If the issue is presented to a housing committee in an essentially changed form due to clarifications and presentations, it is regarded as being presented for the first time.

 

Chapter IV

Building Meetings

 

Section 10, Assembly

Each residential real estate has their own building meeting. Convening the building meeting is the responsibility of the castle warden, the residents' committee or the resident representative of the residential real estate. If the castle warden, the residents' committee or the resident representative is absent or prevented, the meeting is convened by the person appointed by the Student Union Board.

The actual building meeting is annually organised during November.

An additional building meeting must be called upon notification of the Village Senate, the residents' committee or the resident representative or at least ten (10) residents of the building. The meeting has to be convened within two (2) weeks from the proved presentation of the notification.

The invitation to the building meeting has to be issued to every resident of the residential real estate and placed on the notice board of the building and issued to the housing office at least seven (7) days before the meeting. The invitation must state the matters to be addressed in the meeting and its time and place.

The building meeting appoints a secretary who takes the minutes of the meeting. The minutes of the building meeting must be issued to inform the housing office which further delivers them to the person in charge of the housing affairs in the Student Union. The minutes must be delivered to the housing office within seven (7) days.

 

Section 11, Voting right

All residents of the residential real estate who are over 18 and other users which have rented premises in the residential real estate are entitled to vote in the building meetings. The premises rented on a one-time basis are not taken into account.

 

Section 12, Functions

The actual building meeting

1. appoints the castle warden among the residents of residential real estates in Teekkari Village, in other real estates the building meeting appoints a castle warden if it wishes to do so and

2.  makes proposals for increasing the comfortability of living.

In other housing localities than Teekkari Village, the building meeting appoints the residents' committee which has from three (3) to eight (8) members. 

The building meeting can also cover other matters connected with residents' wishes.

 

Chapter V

Residents' committees

Excluding Teekkari Village, a residents' committee acts in housing localities or instead of the resident representative who is an appointed person in a confidential post. In a building meeting, a castle warden can be appointed among participants if they wish to do so.

 

Section 13, Composition and selection

The building meeting appoints a resident council from three (3) to eight (8) members to housing localities with the exception of Teekkari Village. The resident council is appointed to housing localities where at least 30 members of the Student Union live. The resident representative can be appointed to other localities as the elected official for residents instead of the residents' committee.

A member of the residents' committee who has moved out of a residential apartment is considered resigned and a successor must be appointed for the remaining term in the additional resident meeting.

The building meeting also appoints in non-residential co-operatives or housing co-operatives under the Act on State-subsidised Housing Loans the candidates of residents to the board of a non-residential co-operative or a housing co-operative.

 

Section 14, Functions

The functions of a residents' committee are, as applicable, those which are listed as the functions of the residents' committee in Section 10 of the Act on Joint Management of Rental Buildings.

In addition to these functions, the resident council must promote the comfort of residents and develop the premises and services of residential apartments by advising new residents and organising common events for residents, among other things.

The residents' committee can also decide to give a written complaint to a resident who causes disorder or vandalism or violates the orders of the building regulation, of which a copy must be delivered to inform the person in charge of the housing affairs in the Student Union.

 

Section 15, Term and meetings

The term of the residents' committee is a calendar year. The residents' committee can get organised before the beginning of its term.

In its first meeting, the residents' committee appoints a chairperson, vice chairperson and secretary among them.

The residents' committee is convened by the chairperson of the residents' committee or if one is prevented a vice chairperson convenes the meeting. The residents' committee assembles at least twice per calendar year or upon notification of at least two (2) members of the residents' committee. The invitation to the meeting must be issued to every member of the residents' committee and the person in charge of the housing affairs of the Student Union, and the invitation to the meeting must be publically placed on the notice board of the building in question at least four (4) weekdays before the meeting. The invitation must state the matters to be addressed in the meeting and its time and place.

The meeting of the residents' committee has a quorum when it is convened according to the rules and when at least half (½) of its members are present, including the chairperson or the vice chairperson.

The secretary of the residents' committee takes the minutes of the meeting. The minutes must be published on the notice board of the residential real estate and issued to inform the person in charge of the housing affairs in the Student Union and the housing office where it is available for reading upon request.

Every resident of the residential real estate, the members of the financial committee, the housing committee and the Board, the employees of the Student Union and the persons separately appointed by the Board have the right for presence in the meeting of a residents' committee.

 

Section 16, Finances of the residents' committee

The person in charge of housing affairs in the Student Union is responsible for developing and supervising the residential activities in housing localities. The person supervises the use of allowances directed to promote the residential activities and the comfortability of common facilities.

 

Chapter VI

Village Senate

 

Section 17, Jurisdiction

The Village Senate is a joint body of residents of Teekkari Village halls of residence under the Student Union Board. 

The Village Senate is a cooperation body referred to in Section 16 of the Act on Joint Management of Rental Buildings and it attends to the functions of the residents' committee in Teekkari Village.

 

Section 18, Composition

The Village Senate includes the chairperson appointed by the Student Union Board and the maximum of three (3) other members and from six to nine (6-9) members elected in the residential elections. All members of the Village Senate have the right to vote.

The Village Senate appoints a vice chairperson for itself from among the members appointed by the residents. A secretary is a person appointed by the Student Union Board who does not have to be a member of The Village Senate. 

 

Section 19, Election

The Village Senate members appointed by residents are appointed among Teekkari Village residents in the village elections where the election order approved by the Representative Council of the Student Union is applied to.

The elections are annually conducted in November, at least on one (1) weekday.

The elections are annually conducted in November, at least on one (1) weekday. The village elections replace the resident meeting in Teekkari Village required by the Act on Joint Management of Rental Buildings.

The Village Senate appoints an election committee to conduct the elections each calendar year. The election committee consists of a chairperson and from four to six (4-6) members.

The number of persons appointed in the elections is decided by the Village Senate of the previous year, within the limits of these regulations, when setting up the election committee to its work.

If a member who is appointed in the village elections by the Village Senate becomes permanently prevented, the first deputy member will be called to replace him/her. A member of the Village Senate who moves out of Teekkari Village is regarded as resigned and the first deputy member will be called to replace him/her.

Other members of the Village Senate are appointed by the Student Union Board. A member of the Student Union Board acts as the chairperson and the secretary is appointed by the Student Union Board. If a member appointed by the Board becomes permanently prevented, the Board appoints a new member to replace him/her.

 

Section 20, Voting right and eligibility

Entitled to vote in the Village Senate elections are all persons over 18 who live in the residential apartments of the Student Union in Teekkari Village and the users who rent premises in Teekkari Village. For the users who rent premises in Teekkari Village, one rental agreement equates to one vote. However, premises rented on a one-time basis are not taken into consideration.

 

Section 21, Functions

The functions of the Village Senate are:

1.      to appoint the vice chairperson of the village senate from among the members appointed to the Village Senate by the residents;

2.      to elect, if requested, representatives of Teekkari Village residents to other bodies; 

3.      to act as a link between the Student Union, the castle wardens of Teekkari Village and residents;

4.      to act as a cooperation body defined in the Act in Teekkari Village

5.      to attend to the duties of the housing committee in Teekkari Village; 

6.      to decide on the regulation of the Teekkari Village halls of residence;

7.      to decide on the directions for the common premises of Teekkari Village;

8.      to prepare changes to the working order of the Village Senate;

9.      to note down the minutes of the housing cooperation body and the building meetings of Teekkari Village;

10.  to take part in the preparation of, and negotiate and state an optional opinion on, the long-term renovation plans of Teekkari Village;

11.  to take part in the preparation of, and negotiate and state an optional comment on the long-term funding plans of the halls of residence in Teekkari Village;

12.  to make proposals, negotiate and state an optional comment on the maintenance agreements, upkeep systems and the arrangement of maintenance duties in Teekkari Village;

13.  to decide within the limits of the budget on the minor upkeep and maintenance of residental real estates in Teekkari Village;

14.  to supervise the execution of all maintenance and repair measures carried out at the joint expense of Teekkari Village residents and other holders of apartments;

15.  to promote the settlement of any disputes connected with living in the building and if necessary to act as an arbitrator in cases of disturbances;

16.  to promote through its operations the development of living conditions in Teekkari Village and to attend to Teekkari Village and its comfort of living;

17.  to receive and handle the proposals on improving the comfort of living;

18.  to organise joint events for residents and

19.  to decide on the matters within its authority, which the Representative Council, the Board and the Financial Committee of the Student Union, a building meeting of Teekkari Village or fifteen (15) persons entitled to vote in a building meeting regard as necessary to be passed to the Village Senate for decision. 

 

Section 22, Term and meetings

The term of the Village Senate is a calendar year from the first day of January following the elections. The Village Senate can get organised before the beginning of the term.

The Village Senate is convened by the chairperson of the Village Senate or by the vice chairperson when the chairperson is prevented. The Village Senate convenes at least once per month during the lecture periods of Aalto University or upon notification of at least two (2) members of the Village Senate or fifteen (15) members eligible in the village elections. Meetings during the lecture periods of Aalto University must be organised within a week and in other times within two (2) weeks of the presentation of the request.

The meeting invitation must be issued to each member of the Village Senate at least four (4) weekdays before the meeting in the manner the Village Senate has agreed on. In addition, the meeting times must be available for residents at least four (4) weekdays before the meeting.

The meeting of the Village Senate has a quorum when it is called according to the rules and when at least half (½) of its members are present, including the chairperson and the vice chairperson.

The secretary of the Village Senate takes the minutes of the meeting. The minutes and their attachments are public. However, the Village Senate can for weighty reasons declare part of the minutes or attachments as confidential.

The minutes are issued within a month from the meeting to inform the Student Union Board and the housing office where they are available for reading upon request.

All residents of Teekkari Village, the members of the Financial Committee, housing committee and the Board, the Student Union employees and the persons separately ordered by the Board have the right for presence in the Village Senate meetings, unless the Village Senate for a weighty reason decides otherwise.

          The chairperson and the village senate can grant the right for presence and    speech also    to other persons.

 

Section 23, Committees

The Village Senate can set up committees under its subordination to which it can delegate its preparation and executive power. A clear subject matter to be handled and implemented and the term which cannot exceed the term of the Village Senate must be defined for the committee. Additionally, a Village Senate member is appointed to act as a contact person for the committee.

 

 

Chapter VII

Castle Wardens

 

Section 24, Election and term

A castle warden is appointed for each building in Teekkari Village and Heinävaara in an actual building meeting from among the residents of a residential real estate. A castle warden can also be appointed to other residential real estates. This is decided in a building meeting of each residential real estate. The term of a castle warden is a calendar year.

If a castle warden moves out of a residential real estate or is otherwise permanently prevented, a new castle warden is elected for the remaining term.

 

Section 25, Voting right and eligibility

In castle warden elections, entitled to vote are all who are entitled to vote in the building meetings of each building.

In castle warden elections, eligible are all residents over 18 in the residential real estate.

 

Section 26, Functions

The functions of a castle warden are:

1.      to convene a building meeting in Teekkari Village and Heinävaara and act as its chairperson. In other housing localities, convening a building meeting is primarily the responsibilty of the residents' committee or a resident representative;

2.      to supervise the rights of residents;

3.      to supervise the condition of the building and the following of regulations and to inform the housing office or the person in charge of the Student Union housing affairs and;

4.      to aim at promoting residents' comfort of living;

5.      to act in cooperation with the residents' committee of a residential real estate or the Village Senate;

6.      The duties of castle wardens are ordered more specificly in the instructions for castle wardens.

 

Chapter VIII

Specific provisions

Section 27, Decision-making

The decision of the bodies defined in this regulation is the opinion supported by the majority of votes cast in the meeting. The voting manner is decided by the body based on the proposal of the chairperson. The person elections are conducted as a closed ballot vote. When the votes fall even, the chairperson has the casting vote. However, the person elections are decided by a draw.

 

Section 28, Following the working order of the Board

The bodies defined in this regulation must follow the working order of the Board when applicable.

 

Section 29, Right for information

The housing cooperation bodies, the housing committee, the residents' committee, the Village Senate and building meetings have the right to receive necessary information for using their rights from the property owner or one's representative.

 

Section 30, Appealing against decisions

A person unsatisfied with the decision of the housing cooperation body, housing committee, residents' committee or the Village Senate can present a written request for rectification within two (2) weeks from the publishing of a decision. A person who is unsatisfied with the decision of the housing cooperation body presents the request to the housing cooperation body, a person who is unsatisfied with the decision of the housing committee presents the request to the housing committee, a person who is unsatisfied with the decision of the residents' committee presents the request to the residents' committee and a person who is unsatisfied with the decision of the Village Senate presents the request to the Village Senate.

A housing cooperation body, housing committee, residents' committee and the Village Senate have to verify the decision and announce their reasoned and final decision on the matter within one (1) month at the latest from the issuing of the request for rectification. A person who is not satisfied with the decision can further appeal to the Student Union Board which has the right for procedure and legitimacy inspection and returning the matter to be handled, with the exception of the housing committee whose decision can be appealed against to the administrative court.

          The same complaint practice concerns the committees subordinated to the Village Senate,    unless otherwise mentioned in this regulation or the working order of the Village Senate.       In these cases, the appeal for rectification is presented to the committee in question and,   if necessary, further to the Student Union Board. 

In housing affairs, one can only appeal against decisions concerning oneself.

 

Section 31, Appealing against other operations

Appeals, comments or requests for rectification should primarily be directed to the  housing cooperation body, housing committee, residents' committee or the Village Senate depending on whose sphere of authority it is related to. The matter should be handled in the following meeting after its reception or in the following meeting. The body which covered the issue has to send a reply or at least a notice of the appeal being handled within two (2) weeks from the meeting where it was covered. The one in question can further appeal to the Student Union Board which can give a complaint to the body which handled the issue.

 

Section 32, Changing the regulation and entry into force

The Representative Council decides on changing this regulation. The housing cooperation body  should be heard when preparing the proposed alteration.