There is quite a lot of useful information available from the university's International Staff Services and the International Researchers Guide.
At the Department
Q1: Is there a MUST-DO list for the first arriving week? (bank, ID register, tax card, library card, etc)
Yes: Must-do list in Alma
Q2: If we find some official web page or document only in Finnish, to whom should we report to, in order to get an English version?
The department employs a professional translater. So, check with Marina Kurtén if she can help. Check out what services she has to offer on the translation service page. For short things: ask your friendly colleagues! :-)
Q3: Who is to contact for:
Sick leave: See the departments information page on absences.
Vacation: check out the administrative web page on the topic
IT problems/needs: See the departments IT pages.
Office supplies: Can be found in the 2nd floor mailroom (C226).
Q4: How do I find a book in the library?
To check if a book is available in the library, in which library it can be found and where it is placed exactly use HELKA.
Use Nelli for searching reference databases and electronic materials. (Usually you just go to the publisher's web page of the journal/book you want to read and see if you have access through the university workstations, of course.)
HELDA is the digital archive of University of Helsinki for e.g. articles, books and study materials produced at the university. The stored materials can be used with correct attribution, terms of use included, for non-commercial purposes. UH researchers are now mandated to store their peer-reviewed scientific articles in HELDA (starting 1st January 2010).
The web pages of the Kumpula campus library are here.
Q5: How can I borrow a book from the library?
As a first-time user you have to contact one of the clerks and have your student or staff ID card registered. Your personal data will need to be refreshed every two years; you cannot use HELKA to extend your loans and to make reservations if it has expired. If you're physically at the library they'll just check the data is still correct when you go to the desk.
After initial registration, things are easy: Just fetch the book from the shelf and do the check-out yourself at one of the check-out computers, following the instructions on the screen. Do not forget to return your books in time! Otherwise you will be charged a fee by the library. (The prices for this and other services of the library can be looked up here.)
You can also get 24h access to the library into your electronic key (for Exactum); the entrance is at the end of the 2nd floor hallway of Exactum. You fill in the form to request this at the library. You cannot borrow or return books when the library is closed though.
If the library does not have the book you want, you can place a long-distance order or leave a request to acquire the book (the same process applies for books paid for by projects and general suggestions) to the department's person in charge of book acquisitions.
Q6: How do I book a work-related trip?
First talk to you superior to find out the number of the project which pays for the trip. The application and booking is done via the SAP system. Check out the department's information page on this as well.
Q7: How do I change the language setting in SAP (travel system)?
The language setting is not done in the SAP system itself, but taken from the default IT login's language and can be changed on the following page: language setting
Q8: Where/When do I get my staff ID card?
See the department's information page on this topic.
Q9: Do I need to record my working hours? How do I do that?
No, the allocation of working hours is made by the administration.
Q10: Does our university provide accommodation for short term visitors? Who to contact?
Check with your superior for availability of funds, afterwards contact guestrooms-mail@helsinki.fi.
Q11: If the contract changes, what does an employee need to do?
Make sure your visa is extended (if you need one) and inform KELA so that your health insurance coverage continues. If your salary changes, inform the tax administration (VERO) to adjust your tax rate.
The national labour-market key explains the main laws and agreements that govern the world of employment in Finland. It is available at
address http://www.guidetoworkinginfinland.fi/cms/
Q12: How do I make an international phone call from my office?
Check with your superior, then call the university switch board: 99.
Q13: How do I send regular mail?
You can put both internal (don't forget the PO Box number) post to the university and external post in the box for outgoing post ('Lähtevä posti'). For post outside the university, you can use the prepaid envelopes.
Q14: How do I send a fax?
There is a fax machine in the second floor mailroom (C226). Remember to add a leading '0' for an outside line and another '00' for international lines. Further instructions can be found near the fax machine. For reference, here is a quick guide: Place the paper(s) you are sending on the sending tray face up. Dial the fax number: to Finland: 0, domestic area code, fax number. To other countries: 0990, international area code, fax number. Push the green button to send.
Q15: What "food options" are there around Kumpula?
Apart from the UniCafe restaurants in Exactum and Chemicum and the Cafe in Physicum, there are restaurants in the Arabia kauppakeskus and a Pizza place ('Parmesan') and a cafe on Intiankatu. You can also go to Dynamicum (you have to get a visitor tag from the porter before proceeding to the restaurant).
Q16: How do I get a cup of coffee/tea here?
There is the coffee room on the second floor and the kitchen area on the third floor (A-wing). Please check the respective list when taking a coffee and bring coffee beans according to your consumption. Also, try to leave the place as tidy as you find it.
If you are looking for little office chat, your chances in the second floor room are best at 9am and 2pm. If you want some peace and quiet also check out the third floor balcony and forth floor terrace in A-wing.
Q17: How can I use the Kumpula sports center?
You need a sticker on your employee card which you get at the service desk there. The card with sticker is valid in all university sports centers around town. Sometimes the department pays for all or part of the fee (which is cheap compared to public gyms anyway), so check with administration if this is currently the case and tell the person at the sports centers service desk that you are an employee at the computer science department. You can also make reservations for courses offered at the center on the following web page: University Sports Center
Q18: What to do after I change my address?
You need to inform the Kumpula HR Services and fill in a form to update your personal information. Please refer to Responsibilities of the administration team. To make the posting work, you need to inform the posti and registration office, which can be done by submitting digital form via change of address.
Q19: What are the official holidays at university?
There is one link in Alma https://alma.helsinki.fi/doclink/99804.
Life, Finland and Everything
Q20: How can I find an apartment in Helsinki?
There are a couple of search sites for apartments in Helsinki, expat-finland.com has a nice list.
Most sites are Finnish only, but the house-hunting agency Vuokraturva offers a nice list with English translations of common terms.
Q21: Does the university have apartments for rent?
Yes, it does. Check out the page on the international staff services site on this: University Apartments
For visitors from other institutions there are also possibilities: Töölö towers
Q22: Besides occupation health care, is there a link for other options like city hospital or the like?
In Helsinki: health stations
Q23: How do I pay my taxes?
Note: The information provided here is given without guarantees. Things change all the time so we only describe the basics.
Most of this answer is taken from international staff services which has its own page on taxation.
Some introduction: InfoPankki page on taxation
Q24: How does health care in Finland work?
There is some basic information from the social security administration KELA on health care and also in InfoPankki.
Q25: How does occupational health care work?
Answers can be found on the department's administrative page on occupational health care
Q26: Where do I find the health center closest to my apartment?
In Helsinki: health stations
Q27: Where do I find a doctor that speaks ...?
| German | the German embassy maintains a list of German speaking doctors |
| French |
Docteur Jacques GUILLAUME - Tél : 387.98.78 Docteur Jean-Pierre DUBOC, Pohjoisesplanadi - Tél : 626.388 Docteur Rita HEISKANEN - Tél : 31.06.3751 ou 31.06.3731 (entre 8h00 et 15h30) Docteur Päivi JAAKOLA-GUILLAND, Mannerheimintie 12 B - Tél : 680.881 (information from www.pharmacieduvoyage.com) |
| Russian | check www.russian.fi |
Q28: How can I find a kindergarten/school for my kids?
Again, international staff services has concise information on this topic.
Q29: Do I need a car in Helsinki?
No, Helsinki has an excellent public transportation system and lots of bike paths.
Q30: How does public transportation in Helsinki work?
Metros and trams always stop at every stop along the line. Buses only stop if someone at the stop gives a hand signal. You get single tickets at ticket machines or tram and bus drivers.
You can also get a travel card for frequent use. These cards can be loaded with money or period tickets at most R-kioski. Information about tickets and prices can be found here.
Q31: Where do I get a travel card?
At travel card service points. Also checkout the general information on travel cards.
Q32: Where can I look up public transport connections?
Use the journey planner for Helsinki.
Train connections can be checked and booked on VR and long-distance bus connections on Matkahuolto.
Q33: How do I get a cell phone/contract?
Prepaid-phone cards can be bought in any R-kioski. Some providers: dna, saunalahti, sonera, elisa
Q34: Where can I learn some Finnish?
The language center of the university offers courses at all levels, which are free of charge for university staff members. The language page at International Staff Services describes the options and links to the registration site.
Acknowledgements
Information courtesy of Tiina Kosunen (and others at the International Staff Services), Ellen Mustonen, Doris Entner, Esther Galbrun, Sini Ruohomaa, Valentin Polishchuk, Stefan Schönauer and Aaron Yi Ding.
If you find any of the above information to be outdated, please let us know under the following email address: bewell-pj [at] cs.helsinki.fi.
Pre-completed tax return forms arriving to your postal address
During this ongoing spring all Finnish taxpayers are going to receive their personal pre-completed tax return form. The form is pre-completed with information received directly from third parties, such as employers, other payers of income, and many other sources of information. If you have nothing to add or correct regarding your 2009 taxes, you do not have to send anything back. In case you have some additions or deductions not stated in the form, please return the form by 11th or 18th of May 2010, depending on the closing date stated in your form.
For questions concerning tax returns, contact the tax administration telephone service:
Calls from outside Finland: *+358 20 697 050* (weekdays at 9.00 - 15.00; GMT +2 h)
Calls from Finland: *020 697 050* (weekdays at 9.00 - 15.00)
Information from the Finnish tax administration:
- Blank sample form in English (pdf)
- Instruction booklet in English (pdf)
- FAQ in English
If you receive your first Finnish tax return form and need personal assistance in completing the form please feel free to visit InTo Finland Service point in Kamppi, a link to their website with the contact information and opening hours is: http://www.infopankki.fi/en-GB/into/