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Project guide for researchers: Recruitment and orientation: responsibilities of the supervisor / project leader

Contact persons

Academy of Fine Arts
Maria Peltonen, Personnel Administrator
Phone: +358 40 860 9502

Sibelius Academy
Eija Heinola, Personnel Administrator
Phone: +358 50 526 2024

Theatre Academy
Anna Kotka,
Phone: +358 400 792 055

Center fo Artistic Research, CERADA, History Forum and ArtsEqual
Tiina Tuomikoski, Advisor
Phone: +358 40 710 4232

Maisa Mikkonen, Coordinator
Phone: +358 50 4481425

IT Services
Juha Rosvall, IT Service Manager
Phone: +358 50 591 1453

 

Facilities Services
Matti Rautio, Head of Facilities (Academy of Fine Arts and Theatre Academy)
Phone: +358 45 636 1636

IT helpdesk
help@uniarts.fi
Phone: +358 294 47 2200

 

Recruiting employees for the project

After a funding decision has been made, the principal investigator begins preparations for recruiting project staff. The recruitment must be authorised by the Rector, the (Vice) Dean or the head of the research centre.

Recruitment methods, salary principles and supervisory relationships are agreed on with HR before beginning the recruitment process. The job titles and their respective competence levels (as outlined in the collective TES agreement) are determined in the salary principles.

After the recruitment ends, the principal investigator / supervisors submits an employment proposal to the HR expert responsible for the project’s employment contracts. The HR expert inputs the employment relationship information into the Personec HR system and delivers the employment contract to the Rector / Dean and researcher for signing.

The possible employment of employees working on hourly salary is decided on by the units based on the salary decision. Employment contracts must be made beforehand and they must specify the job descriptions and the monthly maximum of working hours. Working hours and working time allocation are discussed and agreed upon during the recruitment process.

Orientation

It is important for a newly employed researcher to be familiarised with the university’s practices at the very start of their employment relationship. The supervisor or a person authorised by them is responsible for the orientation, collaborating with the principal investigator of the project if necessary. The researcher must agree to carry out their work in accordance with the university’s internal guidelines and the financier’s instructions.

Personnel services hold group orientations for new employees, going through HR matters and other general information. New researchers receive an invitation to these orientations.

Facilities and IT equipment for new employees

The supervisor discusses the new researcher’s facility requirements with the research unit and forwards the researcher’s requests to facilities services. The employed researcher’s up-to-date information must be entered into Personec before they can be assigned a workspace.

An affiliated researcher’s workspaces are defined in the affiliation agreement. New employees can activate their Uniarts user ID by using e-banking identification. The Uniarts user ID is used to log into your e-mail account.

Before placing the order, the researcher and supervisor must make a separate agreement on all equipment and software acquisitions which are not in the project budget or a part of the standard equipment and software provided for Uniarts Helsinki employees. All additional equipment and software acquisitions are paid from the budget of the research unit placing the order. The area of responsibility and project code should be included with the order.

Your Uniarts user ID is intended for your personal use alone. Do not give your password to another person under any circumstances. Do not use your Uniarts ID or password for any other services.

When a new researcher is employed on a monthly salary, their supervisor is tasked with ordering their required equipment, possible additional software and user ID by using equipment acquisition form for new employees. The delivery time for computers is three weeks under usual circumstances.

Before placing the order, the researcher and supervisor must make a separate agreement on all equipment and software acquisitions which are not in the project budget or a part of the standard equipment and software provided for Uniarts Helsinki employees. All additional equipment and software acquisitions are paid from the budget of the research unit placing the order. The area of responsibility and project code should be included with the order.

IT equipment, software and mobile phones for researchers are purchased in accordance with the university’s joint ICT acquisition policy.

Access to the university’s systems and equipment begins with the employment relationship and ends when the person is no longer employed by the university. If an affiliated researcher has been given access to IT equipment, their access rights are in effect until their contract expires.

The files on the work computers are encrypted and the computers are protected against malware. The computers automatically get and install updates on Wednesdays starting at 1 p.m. Some updates may require you to restart the computer. You will be notified by the operating system if this is the case. Data security must be taken care of during all stages of data processing, both when it comes to handling equipment as well as choosing and using devices, systems, methods and services.

WLAN and printing

Your work computer will be automatically connected to the Uniarts Helsinki staff WLAN. You may use the UniartsPublic network on your personal devices. This network does not have access to restricted IT services.

You may also use the international visitor network Eduroam. You can log into Eduroam using your Uniarts Helsinki user ID in the format abc12345@uniarts.fi.

Uniarts Helsinki uses a secure printing service which lets you print your documents using any multipurpose device in the university. The service is installed on the computers under the name ‘Secure print’ (or ‘Turvatulostus’ in Finnish).

You can log into the multipurpose devices using your Uniarts user ID. You can also register your HSL travel card into the service for a faster log-in.

With our mobile printing service, you can also print documents off your personal device using your Uniarts e-mail. Send the file you want to print as an attachment to print@uniarts.fi.