Rules and Instructions for Key Holders

For Key Holders

These rules apply to all key holders.

Keys are only for OtaHoas residents. If you move out of OtaHoas housing, you must immediately return your key. You are also obligated to return your key in any situation where the residents’ committee decides so. If you will be unreachable for a long time, you must return the key to OtaHoas for that period.

Keys are strictly personal and may not be given to anyone else under any circumstances, except to a current member of the residents’ committee. The residents’ committee decides on all key distributions and transfers.

If you hand over the key to a third party despite this prohibition, you are fully responsible for all consequences related to it, such as theft, vandalism, or other misuse. Keys must not be given to other people.

You must not request or accept money for the use of the facilities.

You commit to managing reservations in the manner decided by the residents’ committee and to opening doors for reservations. Currently this means coordinating through email and Telegram.

You commit to checking the reserved spaces and related equipment or items.

You commit to reporting all issues, faults, disturbances, theft, vandalism, or other misuse to the residents’ committee immediately, unless you can resolve the issue yourself right away.

Reservations

As a key holder, you approve or reject reservations according to the following rules.

OtaHoas resources (shared facilities) are only for OtaHoas residents. They may not be reserved for associations or on behalf of associations. Exceptions are founding meetings of associations or if the residents’ committee grants special permission.

The reservation request must be formally valid and must arrive on the email list before it can be approved. If the request does not arrive on the email list, the reservation does not exist. If the request is not valid, the request does not exist.

As a key holder you may ask the requester to complete their request in the same email thread. There may be some flexibility regarding Telegram communication and the end time of reservations, but if the end time changes the requester must be informed in the email thread.

Always use "reply all" so that the discussion goes to the email list and the requester. If the requester does not use this, forward the message or a reply quoting it to the email list.

All reservation requests must be handled in the order they were received.

If you can handle the reservation, approve it by replying to the email thread to everyone. At the same time inform the requester about any changes or restrictions, such as adjusting the end time. Once you approve a reservation in the email thread, you may move the conversation to another communication channel if you wish.

You may propose a different opening time if you cannot open the space at the requested time.

After approving a reservation, add it to the calendar.

Complete the reservation process fully. If something prevents you from completing it, immediately notify the key holders’ group and make sure the residents’ committee notices. The most important thing is that the requester receives clear communication, especially if the reservation must be cancelled or the contact person changes.

Try to respond to reservations as soon as possible. If nobody else has handled the reservation, respond no later than 7–4 days before the reservation. Every request must receive a response within 48 hours at the latest.

All reservations follow the same rules that apply to users of OtaHoas resources (otahoas.fi/saannot).

Valid Reservation

A reservation request is valid if

The requester lives in OtaHoas housing and is not otherwise banned from reserving OtaHoas resources.

The request contains all required information. All fields must be filled in properly. All times must be written in Finnish time format.

There are no earlier valid reservation requests for the same time.

The requested time is reasonable, meaning it does not fall during quiet hours.

The request is not made on behalf of someone else, such as an association. Reservations are personal and for personal use. Exceptions apply to OtaHoas partner associations.

The reservation request arrives at least 24 hours before the requested time.

Generally, a person may have at the same time one reservation for facilities, one reservation for kayaks or SUP boards, and one reservation for other resources. If there are no other requests 72 hours before the requested time, multiple reservations may be allowed.

Other Matters

As a key holder you may use the space freely when there is no reservation. When you use the space yourself without a reservation, you are responsible for the space and activities there just as you would be during a reservation.

If you are leaving and there are no other key holders present, regardless of whether they hold a key to that specific space, you must remove non-key holders from the space unless a residents’ committee member allows an exception.

In this situation you may also ask an OtaHoas resident present in the space to take responsibility for it. Taking responsibility means following the same rules as reservations, but without the exclusive right to decide how the space is used. The person taking responsibility still has the right to prevent new non-key holders from entering.

If you have questions about OtaHoas operations or these rules and instructions, ask immediately from the residents’ committee or the key holders’ group. Also actively share ideas and development suggestions so the residents’ committee can budget money and resources for them.

The most important thing is that volunteering does not become burdensome and that everyone has fun and enjoys themselves.

Thank you for being a key holder.

The residents’ committee may change any of the above rules at any time and in any way.