6.10.2008

Instructions for the Maintenance of Association Data

• Inputting basic information about the association
• Inputting various language versions following the insertion of basic information
• Updating the association's information

All Turku region associations, non-profit organisations or societies are welcome to join the Turku Association Directory. An association member may apply for VETUMA credentials as a private individual. Using the VETUMA credentials allows him or her to keep and update the information about the association in the City of Turku Internet Service.

VETUMA-authenticationn stands for identifying oneself and making payments on the Internet.

• Would you like to obtain VETUMA-credentials?

Inputting basic information about the association

After identifying yourself using your VETUMA-credentials, the text “Tee uusi”(Create new) will appear on the menu on the left-hand side. Clicking on it will open the basic information form.

On the basic-information spool sheet, insert the information about the association that is the same in all the language versions.

On the basic information spool sheet, check all category options you think apply to your association. If there is a + symbol in front of the category name, click on the symbol to open more options to allow you to specify in more detail the operational area of the association. The category information will be passed upwards, which means that by checking the most specific lower category, the association’s information can be viewed on the upper levels as well.

At the bottom of the page there is an item called Society. The pull-down menu will list all the associations that your user ID gives you access to for maintenance purposes. From the listing, you may select the association whose information you are updating.

Next, the information contained in the basic information spool sheet may be saved. This will prompt a preview screen to appear, containing the chosen categories. You may continue to edit the information as you wish.

Language versions follow the basic information

After the basic information is complete, you should open a form for inputting the information for a given language version. The languages used in the Association Directory are Finnish, Swedish and English.

When you first open the screen, only one option for a form will open up: “Avaa tyhjä lomake (Open empty form). If the association’s information is inputted in more than one language, you may select the information of an already inputted language as the base for the next entry. In doing so, it is important to remember to translate all required items, f.ex. post office Turku –  Åbo in Swedish.

Please note: No information about the association will be shown on the language-version pages, unless the information has been inputted via the spool-sheet of the language in question.

Name of the association

This field is mandatory. The name of the association may be the association’s official name, or a more commonly used derivation thereof.

The association’s street address, postal code and post office

You may write the association’s street address in these fields. The goal is to entice interested parties to pay a visit so that they may get acquainted with the association’s activities. If the  Chairperson operates the association from his or her home, for instance, it’s better to leave the field open.

The association’s email address

This field is mandatory. The email address should be given using the @ symbol. On the actual pages, it will not be shown as a link, or a as a complete email address. Instead, the @-symbol is replaced by an (a)-marking in order to avoid junk mail.

The association’s information will be removed from the Association Directory after six months, unless it is updated. The updating request is sent well in advance to the association’s email address.

Description of the association’s activities

Besides a general introduction of the association, it is advisable to provide information on the various groups, the location of their activities, and whether or not they are accepting new members. As part of describing the association’s activities, you may also include information on membership and when one may join the association.

Contact person information

At a minimum, one contact person’s title or area of responsibility and telephone number should be given so that city residents may contact him or her and ask for more detailed information without having to have access to an email connection.

The contact person’s telephone number should be given using the following format: +3582330000.

The maximum number of contact persons permitted is fifteen. From the link “Lisää yhteyshenkilö” (Add a contact person), a new row opens up, which allows you to list the information for leaders of groups for young people, women, retirees, those who are employed, and immigrants, among others.

You may remove a contact person by removing the red check mark at the end of the row, when, for example, the association’s activities change.

After completing the contact information, you may save the association’s information and move over to the spool sheet of the next language version. After the last saving procedure, the association’s information is sent to the system, where it is immediately updated on the network.

Please note: The categories in the association directory will be first publicised in early October to allow associations sufficient time for submitting information.

Updating the association's information

Updating the association’s information is easy. After entering your VETUMA-credentials, the text “Päivitä tietosi” (Update information) will appear on the menu on the left-hand side of the screen. By clicking on it, you will see a listing of all the information you have inputted concerning the association.

Please note. Association data must be updated every six months − otherwise, the information will be removed from the database. A reminder regarding the update will be sent to the association’s email-address well in advance.

All the information concerning the association that you are authorised to view will appear on your screen. Following every piece of information is a link: “Muokkaa” (Edit), “Poista” (Delete) and “Ota pohjaksi” (Use as template).

The Edit-link allows you to, for example, update the activity description, add contact persons, and create or remove language versions.

The Delete-link allows you to remove the association’s information altogether from the city’s network service. Before the data is removed, you will receive a message asking you to confirm the removal- function to prevent accidental removal of the association data.

The Use as template -link brings up the desired association information to be used as the base for new data. This function is useful, for example, when a new association shares much of the same contact information as its predecessor.

If it is a matter of new target groups in a sports club, for example, it is advisable to input the data by adding contact persons and updating the activity description via the Muokkaa (Edit)-link.

After the association information has been edited and saved, the data will be sent to the data base in the same way as when the information was inputted for the first time.

The uppermost link on the Update information-page is “Ilmoita yhdistys” (Add an association), giving you the same view as the “Tee uusi” (Create new)-link in the Navigator on the left-hand side.

Contact persons:

• Cultural organisations: Riitta Virtanen
• Sports and exercise organisations: Päivi Matilainen
• Youth organisations: Emmi Pulli
• Other: verkkotoimitus(a)turku.fi