Quality Manual of the Department of Computer Science

Staff

Staff overview

Over 200 employees work at the Department of Computer Science annually, and the annual work load varies between 160 and 170 man-years. Of this workforce, teaching staff constitutes 33%, research staff 57%, and administrative and support staff 10%. (The statistics in this chapter are from year 2006-7. Detailed annual statistics are available in the annual reports of the department.

The staff of the department is fairly young; the average age is under 35 years. The percentage of foreign employees varies between 13 and 15%.

The allocated funding finances about half of the department staff (90 man-years), including the Doctoral students (c. 15 man-years) working in office in national graduate schools. In addition, a number of part-time teachers are employed by the department. The research staff funded by external funding completes some 80 man-years annually.

Below is a list of current positions at the department:

  • 13 professors
  • 17 university lecturers (and lecturers)
  • 2 fixed-term university researchers
  • 2 fixed-term Post-doctoral researchers
  • 2 university teachers
  • 3 fixed-term Doctoral students
  • 7 administrative positions or posts
  • 7 IT posts

The chapter Staff services describes the staff management strategy and staff development as well as the well-being of the staff.

The opportunities for the staff to influence decisions at the department have been described in the chapter System of management.

See Chapter C.2 Henkilöstö (staff) of the university’s quality manual for more information.

Introduction to the staff policy of the department

According to the staff policy programme of the University of Helsinki, the university aims at being a good employer that implements a beneficial staff policy that promotes equality between staff categories. The goal of the university programme is to ensure a top-quality staff policy that supports the basic duties of the university and takes the diversity of its staff into consideration. The University of Helsinki is one employer, which means that each unit is expected to follow common procedures.

When proposing and deciding on staff issues at the department, the university’s staff policy and its amendments, such as those on the four-step structure of teaching and research posts and the employment of fixed-term posts (decision 2008:015 by the Rector) are followed. The department’s own principles on staff policy described in this chapter expound on the university’s staff policy programme in order to support and unify decision-making in issues in staff management at the department. These principles for the staff policy at the department will be implemented for the time being, and they are the basis for the staff planning and staff administration at the department. This policy will be applied both to staff funded by allocated funding and staff funded by external funding.

The primary goals of the staff policy are to create a work community with academically qualified individuals who respect the same values, follow the same procedures, and complement each other in their qualifications and skills, and thereby strengthening the community.

Basics of staff planning

A staff plan is created periodically at the department to specify the changes to be made in the structure of staff employed with allocated funding during the period being planned. The directors of research units and projects are in charge of the staff planning for their units.

The staff profile of the department is based on the department agendas, which define the strategic areas and focus of research and teaching. The administrative and support staff are being structured to best serve the needs of the department staff, in cooperation with the campus service centre.

The department will only accept teaching and research assignments to the extent that its resources allow.

The department supports the university policy, according to which all researchers teach, and all teachers carry out research. The recommended minimum for researchers to teach is 5% of their working hours; for those employed with the funds allocated to the department 5-25% as described below. The position of university lecturer includes an obligation to carry out research.

Teaching and research duties

The department follows the four-step structure of teaching and research posts implemented at the University of Helsinki. In this section, the principles for different categories of posts applied at the department will be described. They are also presented in a more condensed form in the table ‘Summary of the principles for staff categories at the Department of Computer Science at the bottom of the page. The duties are specified during the development talks carried out each academic year or each term.

Professors

The duties of professors include the responsibility for maintaining and developing research and education in their own field. Professors must also participate in developing other areas of the department. In addition to such local activities, professors also have a duty to work as part of the scientific community and, as far as their own field goes, in society at large.

For the educational duties of the department, it is important for professors to spend sufficient time on both basic and advanced education. The schooling of researchers is an exceptionally challenging issue in the field of computer science, constituting a significant responsibility for the department professors.

The department professors must have the opportunity to spend enough time on research. The ideal goal is for professors to spend about half of their working time on research. The goals for each term are set during the development talks.

University lecturers (and lecturers)

According to the regulations on positions in teaching and research at the University of Helsinki, the duties of university lecturers include ‘carrying out independent scientific research, supervising postgraduates, and reviewing theses,’ in addition to stipulated duties.

The duties of a university lecturer’s position can be specified as focusing on either teaching or research. As a rule, the focus specification is set for a fixed term, and is partially based on the strategic goals of the department and partially on the career goals of the holder of the position. The appropriateness of the focus of a position is reviewed when planning the following year’s work schedule during the annual planning and development talks. In a lecturer’s position with focus on research, at least half of the working hours should be spent on research and related administration, supervising theses in the field of research, and advanced education.

The office as university lecturer is usually permanent.

University researchers

In the four-step office structure of the University of Helsinki, university researchers are at the same level as university lectures. University researchers are always appointed for a fixed term, primarily for 3-5 years. University researchers are usually distinguished researchers who have advanced past the post-doc stage. Their duties include independent research and supervision of postgraduates, as well as teaching. The guideline for university researchers funded by the department's allocated funds is that they should spend 25% of their working hours on teaching.

The department supports its researchers to form international networks by encouraging them to spend some of their term abroad. If the application for the office of university lecturer includes a research plan that shows a focus on international networking, such as a plan to carry out research abroad, it is considered a merit.

Postdoctoral researchers

The title used for employees in their post-doc stage at the University of Helsinki is postdoctoral researcher (formerly doctoral assistant). The main duties of postdoctoral researchers are research and teaching. The official duties may include a small amount of other duties than those directly connected with the official’s own research. The guideline for postdoctoral researchers funded by the department's allocated funds is that they should spend 20% of their working hours on teaching.

The position of postdoctoral researcher is a fixed-term appointment that lasts 3-5 years. Persons who have completed their PhD degree a maximum of four years before the start of the appointment term may be appointed to a position as postdoctoral researcher funded by the department’s allocated funds. It is not possible to extend the term.

If the application for the office of postdoctoral lecturer includes a research plan that shows a focus on international networking, such as a plan to carry out research abroad, it is considered a merit. Similarly, the department strives to appoint foreign visitors to the post of postdoctoral researcher. The department applies the guidelines that the university has set for working abroad.

University instructor

In the four-step office structure of the University of Helsinki, the title of university instructor has been introduced. University instructors mainly teach, organise teaching, and carry out some research. A Master’s degree is primarily expected. Since the post is focused on teaching, good pedagogic skills as well as extensive and in-depth knowledge of the discipline are required. The primary goal is not an advanced degree. University instructors are primarily appointed to a permanent office.

Doctoral students

The title of doctoral student is used at the University of Helsinki if the employment in question is based on postgraduate studies. The duties of doctoral students include carrying out research and related postgraduate work. Doctoral student should also participate in teaching to some small extent; the guideline is 5-20% of working hours. Basic teaching in other subjects than the immediate specialisation area can also be useful for gaining more experience.

In order to support long-term and well-focused postgraduate work, the department makes an employment contract with the best postgraduates for the duration of their postgraduate schedule, regardless of how long their project funding will last according to current information. The postgraduate applications are processed at the department by the PhD studies committee, which also makes propositions on how long the employment terms of doctoral students should be. For new employees, a one-year (or project-length) contract may be made; it can be extended to the end of the postgraduate schedule for students whose work is progressing well and the postgraduate schedule is credible. For postgraduates whose thesis is still unfinished at the end of employment based on such a schedule, the employment will not be extended automatically. (However, postgraduates and their supervisors may present the PhD studies committee with a new, well-argued schedule and funding plan. If they are realistic, the committee may propose that the employment is extended according to the new plan.) When employment is extended, any reasons for delay that are independent of the postgraduate (family leave, illness, etc) are taken into consideration.

Primarily, postgraduates at the beginning of their degree are appointed to posts as doctoral students funded by the department’s allocated funding, as long as they have already shown their propensity for scientific research. In these positions, teaching duties take up 5-20% of the working hours according to the postgraduate schedule. Doctoral students with other funding should spend 5% of their working hours on teaching.

The department may employ postgraduates at the final stages of their thesis work, on the basis of well-argued applications, for a short term of employment in order to finish their thesis. This requires that the department receives convincing proof that the thesis will be finished in the time stipulated. Such a period should primarily be released from other duties. It is considered disadvantage for the applicants if they have extended their postgraduate work over the scheduled period.

Doctoral students must be registered as postgraduates at the university.

Project researchers

Project researchers mainly carry out research in projects funded by complementary funding without the goal of an advanced degree. At the department, degree students (doctoral students, research assistants) or qualifying persons (postdoctoral researchers) are primarily employed in the projects. The title of project researcher is only used temporarily. The employment contract is made for the whole project period. It will not be renewed under the title of project researcher.

Research assistants and teaching assistants

The titles research assistant and teaching assistant are reserved for undergraduates whose work is related to the completion of their own degree. The duties of teaching assistants may include e.g. supervising the practical exercises connected to a course. Both positions are always appointed for a fixed term.

Part-time teachers

Part-time teachers typically work as supervisors for exercises or project work. Primarily, successful postgraduates and undergraduates are employed as part-time teachers. Their duties are not meant to fill the whole day or be permanent, but are tailored so that the postgraduate or undergraduate work is not interrupted.

Recruitments

The primary criterion for hiring staff is that they are qualified for the post. Scientific qualifications as well as teaching experience and pedagogical merits are the basis for appointments to posts in teaching and research, unless the regulations contain more specified criteria. In addition, an aptitude for cooperation and general suitability for the post in question are also considered, as well as a so-called potential for the future; with applicants of equal qualifications, applicants who are about to reach their peak in scientific creativity may be set above applicants at the top of their career.

When recruiting staff for positions that will last more than a year, an application process is applied.

When appointing holders of posts that are focused on research, a research visit abroad included in the research plan is considered a merit.

Recruitment for part-time teaching and short locum posts

The persons for locum posts and temporary handling of vacancies being filled at the Department of Computer Science are recruited according to the same criteria as the permanent appointment qualifications stipulate. When recruiting part-time teachers, locums, and temporary substitutes, the general benefit and needs (e.g. in teaching) of the department are taken into account. Recruiting methods and criteria are described in more detail below.

Recruitment of part-time teachers

Anyone interested may volunteer for the duties of part-time teachers for one term at a time, by following the instructions on the department’s website (by filling in the form or sending an e-mail with the information required: preferred course, amount of teaching, wishes about teaching schedules etc.). Teachers who have been successful in their teaching and studies gain preference when the posts as part-time teachers are filled.

Selection criteria for part-time teachers

  1. Qualification: a university degree is preferred. However, there are no formal qualifications, so undergraduates are also considered if they have been sufficiently successful in their studies so far, are experienced enough, and have sufficient aptitude for the work. Successful completion of computer science courses and other subjects are indicators of qualification. Both the number and grades of credits are considered, along with how the undergraduates have progressed in relation to their schedule. They must have completed the course they want to teach with good grades.
  2. Experience: relevant experience in teaching or other teaching-related duties that can be proven through letters of reference or recommendation. The feedback from students related to earlier teaching duties will also be considered, as well as the opinion of the teacher in charge on the applicant’s suitability.
  3. Aptitude for teaching, cooperativeness: applicants filling the other criteria will be assessed through an interview before hiring them. For applicants who have worked as teachers before, the feedback from earlier courses will also be taken into account.

Recruitment for locum posts and substituting for vacant posts

The department staff can express its wishes on the structure of appointments during their development talks with their immediate superiors. The immediate superiors will deliver the proposal of the teaching staff of their sub-programme to the head of the department before the preparation of the appointments list starts (twice a year). Those interested may apply for locum posts through the department’s web page on vacant posts.

Term of employment

In accordance with the university’s guidelines,

  • the main staff in research, teaching, and administration and support has permanent employment
  • fixed-term employment is only used in justified cases
    • trainee, postgraduate and qualifying (post-doc) duties
    • undertakings of a project nature
    • temporary or experimental redirecting of research and teaching
    • temporary handling of permanent vacancies

Professors, university lecturers and university instructors are usually appointed permanently. However, they can be appointed for a fixed term if there are justified reasons related to the nature of the position or the work of the department. University researchers, postdoctoral researchers, doctoral students, project researchers, research assistants and teaching assistants are always appointed for a fixed term.

In fixed-term appointments, the regulations set by the University of Helsinki (including the Rector’s decision 21 january 2008) are applied. The department attempts to employ as long appointments as fixed terms or funding periods will allow; locums, for example, are primarily appointed for the whole leave of absence.

Leaves of absence

The following principles are applied when conferring leaves of absence for other reasons than those mentioned in the collective bargaining agreements:

  • The basis for conferring a leave of absence may be work in a higher position, work in a research project or other significant undertaking, a visit abroad, or personal reasons.
  • When a leave of absence is considered, such issues as its effect on the work of the department, how the leave of absence will affect the career of the applicant, and to a reasonable extent other personal reasons will be taken into account.
  • Leaves of absence are primarily conferred for a maximum of two years in a row, especially if the reason is that the applicant is going to work outside the department. However, leave of absence is conferred for a longer period if the applicant is going to work as academy professor or in a ‘floating’ professorship with his or her post placed at the department.
  • Leave of absence is not conferred to applicants holding a post funded from the department’s allocated funds who want to take over another post at the same level in the four-step structure of university posts. Examples: leave of absence is not given to university instructors who want to take over a postdoctoral researcher’s post or university lecturers who want to take over a university researcher’s post. However, it is possible to gain leave of absence from a post funded by the department’s allocated funding to work in a project with external funding.)
  • Applicants must apply for leave of absence for the whole period, and it is conferred for the whole period, at once. As a rule, a leave of absence will not be extended for the same reason as it was originally conferred.
  • Posts should be accepted from the date of appointment; for a recently appointed official to gain leave of absence, there must be especially weighty reasons. Leaves of absence from fixed-term positions are only conferred in very special cases.

The system of research periods

The annual 1600 working-hour system and the norms for scheduling work at the department are geared towards all holders of teaching or research posts having the opportunity to carry out their own research and develop their teaching methods.

In addition to the 1600-hour system, the department implements a system of research periods, during which employees can have sabbaticals from teaching and administration duties at the department. All teachers are party to the research period system, except doctoral students. A research period can be conferred on anyone who has held a full-time teaching post at the department for the past four terms. Research periods are primarily conferred for one term at a time, two terms if there are very special reasons. Formally, persons on a research period hold their own post at the department, or a post in the same category as before the research period.

A research period can be conferred for promoting the applicant’s own research (including postgraduate work) or the implementation of a significant project for teaching development (such as writing a textbook), especially for applicants whose large teaching or administration burden has prevented them from focused research or development of their own teaching. Persons with a research period do not have other teaching or administrative duties at the department, except possibly HOPS supervision, the supervision and checking of theses that has started before the research period, and the organising of separate exam according to normal practice.

Salary policy

The department follows the so-called new salary system (uusi palkkajärjestelmä, UPJ) for universities. It stipulates that salaries are based on the demands of a post and on individual performance, regardless of whether the salary is paid from allocated or complementary funding.

The salary of part-time teachers is based on the type and level of teaching, the formal qualifications of the teacher, as well as the teaching hours and the norms of the department.

Equality

The department takes the equality angle into consideration in its work. The department ensures that members of the human resources team are familiar with the requirements in the equality strategy of the University of Helsinki. When forming workforces and committees that prepare the filling of vacancies, the department makes sure that both sexes are represented.

Administration and support

The administration and support services at the department can be divided into three main categories: general administration, teaching administration, and IT administration. There is a manager in charge of each administrative category; they are the subordinates of the head of the department but independently in charge of their own division. Each manager is expected to develop their own division of the department while taking the whole university community into consideration.

Under the management of these immediate superiors, the executive work is carried out by clerical and IT staff, amanuenses (coordinators), and teaching and research staff to the extent necessary for the running of the department. The goal is to centralise administrative responsibilities and duties. Especially duties that do not require academic qualifications or scientific knowledge are charged to the professional staff of the department administration or the campus service units.

International networking

The department strives to increase the number of foreign members of staff, especially in research posts. Vacancies at the department that can be managed successfully without knowledge of Finnish are announced internationally.

The staff of the department is encouraged to visit abroad. On application, the department can support a stay abroad. When appointing new holders of posts that focus on research, it is considered a merit if applicants are geared towards an international career, especially if the research plan includes a visit abroad or the applicant has been carrying out research abroad recently.

Well-being and development of staff

The primary resource of the department is its experienced, multicultural staff of various age groups. New employees are integrated into the work community by systematically introducing them both to their duties and the community and its routines. All receive equal treatment and any problems or discrimination that arise are dealt with forthwith.

Influence and communality are constantly being improved, especially by regularly organising events that are planned and implemented by the staff (such as the department meetings, strategy meetings, coffee parties).

A committee for well-being in the workplace functions at the department with the goal to develop, promote and maintain routines, methods and structures that will ensure the mental and physical well-being of the staff.

One of the primary tools for planning the department’s operations and promoting the well-being and career development of the staff is the development talks carried out each term. During these talks, immediate superiors discuss the performance and plans of each of their subordinate, as well as their goals and wishes for the following period. At the end of each of these rounds of talks, the superiors have their own development talks with the head of the department, including a presentation of the results of their talks with their subordinates. The immediate superiors are encouraged to give direct feedback to employees.

Further pedagogical education of teachers is supported and the department strives to systematise it. The staff is encouraged to participate in the staff courses arranged by the university. Independent participation in courses related to each employee’s work is also supported through e.g. flexible working hours.

The department strives to support the physical well-being of its staff as far as financial resources allow, by participating in gym fees and paying for voluntary health care.

University staff policy

The staff policy for the University of Helsinki: http://www.helsinki.fi/suunnittelu/henkpol.html

The four-step structure of teaching and research posts: https://alma.helsinki.fi/doclink/100048

Decision 2008:015 by the Rector: employment of fixed-term positions: http://notes.helsinki.fi/halvi/hallinto/Rehtorin.nsf/numeroittain

The equality strategy of the University of Helsinki: https://alma.helsinki.fi/doclink/96639

 

Summary of policy principles for staff categories at the Department of Computer Science

Post Contents of post Period of employment Conditions for renewing appointment UPJ level of post
Professor in charge of carrying out and developing research and education in the field permanent*   (7)8-10(11)
University lecturer focused on teaching or research permanent*   5-7*
University researcher focused on research, participation in teaching and supervision 3-5 years or the duration of a project not to be renewed on allocated funding 6-7*
Postdoctoral researcher research and teaching 3(-5) years or the duration of a project not to be renewed on allocated funding 5*
University instructor teaching, to some extent research permanent*   4-5*
Doctoral student research and teaching duties, with a PhD degree as goal 1-4(5) years or the duration of a project progress in postgraduate work according to plan 1-4
Project researcher research the duration of a project not to be renewed 2-4*
Research assistant course-related assistance in research fixed term progress in degree studies 1-2*, 75-100%
Teaching assistant course-related supervision of other undergraduets fixed term progress in degree studies 1-2*, 75-100%
Part-time teacher typically supervision of exercise or project group fixed term progress in degree studies hourly pay

*as a rule