This document describes the University of Eastern Finland’s policy for document publicity pursuant to section 28 of the Finnish Act on Information Management in Public Administration (906/2019). The objective is to make it easier for the public to access information in our public databases.
What we mean by ‘publicity’?
The University of Eastern Finland is an ‘information management entity’ within the meaning of the Act on Information Management in Public Administration, and the university’s documents are, as a rule, deemed to be in the public domain. The legal definition of ‘official documents’ covers a wide range of information and data held by public authorities. Every citizen has the right to access information contained in the university’s public documents.
However, some of the university’s documents also contain classified information. The grounds for the classification of information are provided for in the Finnish Act on the Openness of Government Activities. Citizens always have the right to access information pertaining to themselves.
The university has an obligation to respond promptly to any requests to access information. A response to a request is normally given within 14 days. If a request concerns a particularly vast body of information or requires an unusually large amount of work, it may take the university up to one (1) month to respond. The university reserves the right to charge for the release of information in certain circumstances. More information about fees and charges is available from the university’s Registry Office: https://www.uef.fi/en/registry-office.
The university’s response to a request for information can be challenged.
How the university deals with requests for information
The university’s Information Management Services coordinates the release of information from individual units’ databases.
The fastest way to get specific information is through the designated contact person for the service or unit in question.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard). The Registry Office website can be found at https://www.uef.fi/en/registry-office.
Where and how can I look for information?
Think about what it is that you want to know and describe your requirements in your request. Either the unit whose information you are requesting or the university’s Registry Office can help you to locate the documents that you need.
More information about the university is available on our website at https://www.uef.fi/en/university. A more detailed description of the information that the university holds is provided in our Document Publicity Policy.
The University of Eastern Finland advocates open science: https://www.uef.fi/en/open-science.
Theses and publications of the University of Eastern Finland and links to open research data can be found in our open-access materials repository UEF eRepo at https://erepo.uef.fi/?locale-attribute=en.
The university’s public research datasets consist of published and/or self-archived scientific outputs. Research plans and drafts are, as a rule, classified documents. Studies and research materials may also contain classified information.
The university is sometimes contracted to conduct research on behalf of others and regularly engages in research partnerships that may generate public scientific data. The publicity of these kinds of documents may be restricted under the terms of the contract or the university’s funding.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
More information:
Information about articles published by the University of Eastern Finland’s researchers is available from our current research information system SoleCRIS https://wiivi.uef.fi/crisyp/disp/_/en/welcome/nop?kieli=1&menuid=0.
More information about our research partnerships can be found at https://www.uef.fi/en/research.
For contact information for the university’s staff, research groups and projects, visit UEF Connect at https://uefconnect.uef.fi/en/.
All studying and teaching at the University of Eastern Finland are subject to the university’s Study Regulations.
The principles for planning each academic year’s curricula are set by the Academic Rector. Final decisions on curricula rest with Faculty Councils. Curricula and course schedules are recorded in study guides, which students can access in WebOodi. WebOodi also includes detailed descriptions of individual courses. Students can use WebOodi to search for courses by name or code at https://weboodi.uef.fi/weboodi/etusivu.html?Kieli=6.
More information about the courses offered by the University of Eastern Finland is also available on the university’s website at https://www.uef.fi/en/study.
The responsibility for course scheduling has been delegated to Vice Deans.
Information about the university’s decision-making process
Decisions and standing orders relating to degree courses offered by each of the university’s faculties and departments are available in UEF Kamu. UEF Kamu also contains a comprehensive student handbook: https://kamu.uef.fi/en/.
Information for new students can be found at https://kamu.uef.fi/en/new-students-orientation/.
To learn more about how our students are instructed to use personal information, visit https://kamu.uef.fi/en/student-book/data-protection-guide-for-students/.
Older information resources are discussed on our website at https://www.uef.fi/en/document-publicity-policy#paragraph-24835.
Often the fastest way to get information on a specific subject is to contact our Student and Learning Services (see ‘Student and Learning Services’ and service-specific email addresses): https://www.uef.fi/en/university.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Student admissions
The number of new students admitted each year is decided by the university’s Board.
Decisions on the university’s general admission criteria are taken by the Academic Rector.
Faculty-specific admission criteria are agreed in staff meetings and published at https://studyinfo.fi/wp2/en/.
The Dean ultimately decides which applicants can be admitted and which should be rejected. The decisions are published at Studyinfo.fi. Studyinfo.fi is a national student admissions portal maintained by the Finnish National Agency for Education (EDUFI). Studyinfo.fi is Finland’s official student admissions service, and all universities must use it. The rule in Finland is that each student can only accept one place on a course leading to a higher education degree, and Studyinfo.fi ensures that the rule is observed. EDUFI keeps a register of student admissions, more information about which is available in the privacy statement at https://studyinfo.fi/wp2/en/register/. Enquiries concerning data held in the student admissions register can be sent by email to aineistopyynnot@oph.fi.
Each university uploads its course prospectuses and admission criteria to the portal. The University of Eastern Finland’s course prospectuses and admission criteria can be found at https://studyinfo.fi/wp2/en/what-is-studyinfo/.
Applicants can see their offers by logging into My Studyinfo at https://studyinfo.fi/oma-opintopolku/.
General information about applying to study at the University of Eastern Finland and the student admission procedure is available on our website at https://www.uef.fi/en/study.
More information about individual courses can be found by using the search function at https://www.uef.fi/en/study.
Successful applicants are entered into our student information system. More information about the system is available in UEF Kamu at https://kamu.uef.fi/en/student-book/disclosure-of-information/ .
Information about the university’s decisions and decision-making processes can also be found at https://www.uef.fi/en/document-publicity-policy#accordion-24841.
Older information resources are discussed on our website at https://www.uef.fi/en/document-publicity-policy#paragraph-24835.
Enquiries concerning student admissions and the application process can be sent by email to hakijapalvelut@uef.fi.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Centre for Continuous Learning
The Centre for Continuous Learning at the University of Eastern Finland offers open university courses, continuing professional education, coaching and consultancy.
More information about courses is available on our website at https://www.uef.fi/en/continuous-learning.
Contact information is available on the website of the Centre for Continuous Learning at https://www.uef.fi/en/centre-for-continuous-learning.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Agendas and minutes of meetings of the UEF Board, the Collegiate Body, Faculty Councils and the Board of the University of Eastern Finland Teacher Training School are published in our Dynasty case management system at https://dyn10web.uef.fi/cgi/DREQUEST.PHP?page=meeting_handlers&id=.
Decisions made by individual officers are not, as a rule, published on the internet.
The fastest way to find information about a specific subject is to contact the body, faculty or unit responsible for the subject in question: https://www.uef.fi/en/document-publicity-policy#accordion-24845.
For contact information for the university’s staff and research groups, visit UEF Connect at https://uefconnect.uef.fi/en/.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
The university produces a variety of documents relating to procurement, including requirements specifications, invitations to tender, contract award notices, minutes of bid opening ceremonies, bids, bid comparison analyses, procurement-related decisions, direct award documents, contracts and orders, complaints, commissioning records, appeals and a vast array of drafts and memoranda.
Most of these documents are in the public domain, but some may be classified or contain classified information. Many contain, for example, trade secrets.
Information about individual contracts can be requested from the contact person named in the associated documents.
The latest contract award notices and open invitations to tender can be found in Finland’s official public contracts portal at https://www.hankintailmoitukset.fi/en/.
Finland has a central purchasing body for central and local governments called Hansel Ltd. Contracts put out to tender by Hansel Ltd also benefit the University of Eastern Finland. Hansel Ltd’s contract award notices and invitations to tender are published at https://www.hansel.fi/en/.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Human resources policy, human resources management, and human resources programmes
The university's strategy contains sections that also affect our staff. Our latest strategy can be found at https://www.uef.fi/en/strategy-2030.
Our equality and equal opportunities policy is based on Finnish laws and the university’s values. The UEF Gender Equality and Equal Opportunities Programme can be found at https://www.uef.fi/en/gender-equality-and-equal-opportunities.
The collective agreement of Finnish universities lays down the terms of employment contracts, including pay scales, sick pay, holiday allowances and working hours.The collective agreement can be found at https://www.sivista.fi/esittely/in-english/.
The University of Eastern Finland also draws up a Human Resources Report each year.
The university has its own Cooperation Committee and an Occupational Safety Commission.
For contact information for the university’s staff and research groups, visit UEF Connect at https://uefconnect.uef.fi/en/.
More information about the decision-making process concerning human resources is available at https://www.uef.fi/en/university.
Older information resources are discussed on our website at https://www.uef.fi/en/document-publicity-policy#paragraph-24835.
The university’s contact person for enquiries concerning our human resources policy, human resources management and human resources programmes is Director of Human Resources and Staff Well-being Ulla Hurskainen: ulla.hurskainen(at)uef.fi, tel. +358 (0)50 512 5238.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Vacancies
Documents relating to recruitment are stored in the university’s electronic recruitment system and case management system.
These documents include, among others, job descriptions, memoranda and decisions. Most of the documents are public, but some contain classified information, such as details about individuals’ private lives and character evaluations.
The university’s vacancies can be found at https://www.uef.fi/en/open-positions. Information about specific vacancies is available from the contact person identified in the relevant job advertisement.
Some positions are filled based on voting by the university’s governing bodies: https://www.uef.fi/en/university#paragraph-1386.
Older information resources are discussed on our website at https://www.uef.fi/en/document-publicity-policy#paragraph-24835.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Staff information system and employment records
The University of Eastern Finland keeps a record of staff employed by the university. The contents and purpose of the staff information system are discussed at https://www.uef.fi/en/processing-of-personal-data.
Instructions for current staff to request access to their personal records can be found on the intranet (HEIMO). Staff can also view their own entries in the staff information system.
Current staff can also view their own entries in the staff information system. Payroll information is available from Finnish universities’ service centre Certia (uef.heha@certia.fi).
Please make sure to check the legal prerequisites for the disclosure of personal information before requesting access to the university’s staff records for research purposes.
Information about the university’s decisions and decision-making processes can also be found at https://www.uef.fi/en/university.
Older information resources are discussed on our website at https://www.uef.fi/en/document-publicity-policy#paragraph-24835.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Doctoral dissertations and theses
Doctoral dissertations and master’s theses can be found in our open-access materials repository UEF eRepo at https://erepo.uef.fi/?locale-attribute=en.
If you cannot find the information you need in UEF eRepo, you can contact the university’s library at kirjasto@uef.fi.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
University of Eastern Finland Library’s customer information system
The library keeps records of its customers. Information about the purpose and contents of the library’s customer information system is available at https://www.uef.fi/en/processing-of-personal-data.
Customers can view their own borrowing history, reservations, payment information and other account details via the library’s search engine UEF Primo at https://primo.uef.fi/discovery/search?vid=358FIN_UOEF:VU1&lang=en.
Please make sure to check the legal prerequisites for the disclosure of personal information before requesting access to the library’s customer records for research purposes. If you cannot find the information you need on UEF Primo, you can contact the library directly at kirjasto@uef.fi.
For the library’s full contact information, see https://www.uef.fi/en/library.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
The University of Eastern Finland Teacher Training School is part of the Philosophical Faculty at the Joensuu Campus.
Lesson plans and curricula
The operation of the teacher training school is based on section 88 of the Finnish Universities Act (558/2009). More detailed provisions on the teacher training school and its management are included in the university’s rules of procedure.
Agendas and minutes of meetings of the Board of the University of Eastern Finland Teacher Training School are published in our Dynasty case management system at https://dyn10web.uef.fi/cgi/DREQUEST.PHP?page=meeting_handlers&id=.
Secondary and upper secondary school curricula can be found on the teacher training school’s website at https://peda.net/iy#toggle.
Contact information for management and staff is available at https://www.uef.fi/en/unit/university-of-eastern-finland-teacher-training-school.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Students’ personal information
To learn more about how the teacher training school uses students’ personal information, see https://www.uef.fi/en/processing-of-personal-data.
Contact information for management and staff is available at https://www.uef.fi/en/unit/university-of-eastern-finland-teacher-training-school.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Matriculation examinations
The teacher training school’s rules and guidelines relating to matriculation examinations are based on the Finnish Act on General Upper Secondary Education (714/2018), Act on the Matriculation Examination (502/2019) and Matriculation Examination Decree (612/2019).
Matriculation examinations are run subject to regulations and instructions issued by the Matriculation Examination Board. For more information, see https://www.ylioppilastutkinto.fi/en/.
Information about the structure of the examination is available at https://studyinfo.fi/wp2/en/general-upper-secondary-education/finnish-matriculation-examination/.
Contact information for management and staff is available at https://www.uef.fi/en/unit/university-of-eastern-finland-teacher-training-school.
Information Management Services processes requests to access information and provides related guidance and support. For further information on the status of your request, please contact: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).
Archives
The information that you are looking for may have become outdated and been removed from our website and online datasets. However, we usually have an archived copy of outdated records as well.
Some information is actually kept indefinitely for research purposes and to preserve national cultural heritage. The minutes of many of the governing bodies’ meetings, for example, are kept indefinitely.
Enquiries relating to archived information can be addressed to the Records Management and Registry Services Department: kirjaamo@uef.fi or +358 (0)29 445 1111 (switchboard).