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Publicity of documents at Uniarts Helsinki

Read about Uniarts Helsinki’s public data and about how this data is managed and how you can access it.

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Publicity of documents and information requests

Uniarts Helsinki is regarded as an information management entity referred to in the Act on Information Management in Public Administration (906/2019), which means that it must maintain a description of the data sets and documents that are part of its activities in its role as a public authority. The description is called a document publicity description, and its aim is to guide and facilitate the submission of an information request to Uniarts Helsinki.

Uniarts Helsinki’s documents are public unless their publicity is specifically restricted by law. Everyone has the right of access to an official document in the public domain. In other words, the request for information does not need to concern only one’s own matter (the party concerned), but anyone, such as researchers, media representatives or citizens, can request access to official documents and related information that are in possession of the university in accordance with the Act on the Openness of Government Activities (621/1999).

Good to know: In principle, Uniarts Helsinki’s students, researchers and teaching and service personnel have the right to access their own data and data related to their duties directly from the university’s information systems in accordance with the rights granted by their personal user IDs and access rights.

The document publicity description is general in nature and applies to the documentation and data used by the university in its operations, and the documents and data are managed electronically with the help of information systems. The description includes examples of search keys and instructions on how to request information. When an information request is directed at the correct data set and information system, the processing of the matter is speedier.

Good to know: Before making a request for information, it is worthwhile reading the information published on Uniarts Helsinki’s website about the university’s operations, teaching, research, public events and performances.

The document publicity description does not include data deleted from information systems or archived data. Archiving is done based on the university’s Archival Records Management Plan. Data sets transferred to the archive can be enquired from Uniarts Helsinki’s Archive Services, arkisto@uniarts.fi.

Good to know: There are separate guidelines on the processing of personal data, data protection and the right to check one’s personal data, read Uniarts Helsinki’s data protection policy for more details.
More information on the payment criteria and pricing of information requests can be found at the end of this document publicity description (see chapter 6).

Uniarts Helsinki’s data resources, data sets and case register

Data sets related to Uniarts Helsinki’s operations, such as documents and the data contained therein are registered not only in the information system for case management but also in the operational information systems for services as well as in paper materials. The data registered as part of case management and service information management together form the case register referred to in the Act on Information Management in Public Administration.

Data sets form data resources. Each data resource contains the related data sets, documents and data, as well as the registers used. An information request is always directed at the data set, information system or register where data is stored and maintained. Uniarts Helsinki’s data resources deal with:

  1. decision-making and case communication
  2. personnel
  3. finances and funding
  4. education and teaching
  5. research and artistic activities

1. Decision-making and case communication data resource

1.1 Purpose of the data resource

Uniarts Helsinki’s data resource for decision-making and case communication is maintained for the registration, preparation and monitoring of administrative matters that have been initiated or that are being processed at Uniarts Helsinki.

Typically, the university’s administrative documents and data are related to statements issued by the university, student admissions and study rights, hiring of academic teaching and research staff, agreements, regulations, setting up of bodies and planning of operations and finances. The data sets included in the data resource for decision-making and case communication also contain documents and data related to the university’s internal administration and decision-making and operations of bodies, which may not be immediately public or which may contain restrictions on use.

Administrative decision matters usually relate to various rights, obligations and benefits. In administrative matters, the authority, i.e. Uniarts Helsinki, makes a decision in writing; a decision that can be appealed in situations defined by law (rectification or appeal).

Administrative matters and documents included in the decision-making and case communication data resource are registered in the case management system.

1.2 Case management system

The case management system is maintained for the purpose of registering, monitoring and managing administrative and internal matters that Uniarts Helsinki has received and taken up for processing and resolved. A case management system is also called a register of cases.

Data included in the documents registered in the case management system can also be registered in the operational systems for services. The registration data in the case management system is public, but the related documents may contain restrictions on use.

1.2.1 Data sets

The following data may be registered in the case management system:

  1. the initiator and their contact information, the date of receipt of the document, the date on which the document was drawn up as well as the nature, content or purpose of the matter
  2. interim measures related to the processing of the matter, such as requests for clarification and statements as well as related documents and
  3. final measures in the matter, such as decisions, resolutions and corresponding data as well as related documents and data

Paper documents registered in the case management system are stored in locked facilities where access is restricted through access control. Documents are moved to the university’s archive in accordance with Uniarts Helsinki’s Archival Records Management Plan.

1.2.2 Name of the information system

The electronic data in Uniarts Helsinki’s case management system is registered in the Dynasty case and document management system.

1.2.3 Making an information request

Information requests directed at the case management system should be sent to Uniarts Helsinki’s email address kirjaamo@uniarts.fi or by post to the address University of the Arts Helsinki, Registry, P.O. Box 1, 00097 Uniarts.

Good to know: The search key can be e.g. the matter, description of the matter or the initiator in the matter.

2. Personnel data resource

2.1 Purpose of the data resource

Uniarts Helsinki’s personnel data resources are maintained for registering, maintaining and monitoring data related to the employment relationships of personnel in Uniarts Helsinki’s service and in order to meet the related employer obligations. The data resource also includes data related to filling vacant positions and jobs.

The personnel data resource contains data related to persons’ employment relationships, salaries, working times, holiday entitlements, occupational healthcare and other similar matters related to the employment relationship. In addition to information on personnel in employment relationships, it contains necessary information concerning persons without an employment relationship, such as fee recipients, grant-funded workers and persons who have a traineeship or other similar contractual relationship with the university.

For the most part, data in the data resource is public, but some of the data or documents may include restrictions on use or they may be confidential.

Data included in the personnel data resource is registered in the personal data system, job applicant register and the case management system (see chapter 1).

2.2 Personal data system

The personal data system consists of three registers: the employee register, working time management system and working time allocation and reporting system.

Data in the employee register can be transferred outside the university to the tax authorities via technical interfaces.

The data in the registers of the personal data system is mostly public, but some of the data and documents may entail restrictions on use or they may be confidential.

2.2.1 Data sets

The following data may be registered in the employee register:

  1. name, contact details and other necessary personal data of the employee or other person with a contractual relationship
  2. data on salary, remuneration and other information concerning the employment or contractual relationship
  3. data on working time
  4. data related to annual leave records and absences

The following data may be registered in the working time management system:

  1. employee’s name and job title
  2. daily working hour data
  3. data on absences from work

The following data may be registered in the working time allocation and reporting system:

  1. working time plans of the teaching staff
  2. planned and actual working hours required for external project funding

Paper documents registered in the registers of the personal data system are stored in locked facilities where access is restricted through access control. Documents are moved to the university’s archive in accordance with Uniarts Helsinki’s Archival Records Management Plan.

2.2.2 Name of the information system

The electronic data in the employee register belonging to the personal data system is registered in a personal data system (HR portal) called Mepco.

The electronic data in the working time management system is registered in a working time system called Nepton.

The electronic data in the working time allocation and reporting system is registered in a system called SoleTM.

2.2.3 Making an information request

Information requests concerning the personal data system should be sent to Uniarts Helsinki’s email address HR-info@uniarts.fi.

Good to know: The search key can be the matter or some other specified piece of information.

2.3 Job applicant register

Uniarts Helsinki’s job applicant register is maintained in order to process the job applications and data of applicants who have applied for vacant positions at Uniarts Helsinki and to manage the recruitment process.

The data in the job applicant register is mostly public, but some of the data and documents may entail restrictions on use or they may be confidential.

Data in the job applicant register is also registered in the case management system (see chapter 1).

2.3.1 Data sets

The following data may be registered in the job applicant register:

  1. data related to the job applied for (duties, form or type of employment relationship)
  2. name, contact details and other necessary personal data of the job applicant
  3. data demonstrating qualifications (education, prior employment relationships, other merits and competence relevant to the position) and possible demonstrations of skills
  4. data concerning the progress of the recruitment process (follow-up interviews and discontinuation)
  5. evaluation statements (proposals by recruitment preparation working groups or applicant evaluations conducted during the recruitment process, such as evaluations of research-related, artistic or pedagogical merits and statements by possible bodies or equivalent parties concerning the merits or suitability of the applicants for the position)

Paper documents registered in the job applicant register are stored in locked facilities where access is restricted through access control. Documents are moved to the university’s archive in accordance with Uniarts Helsinki’s Archival Records Management Plan.

2.3.2 Name of the information system

The electronic data in Uniarts Helsinki’s job applicant register is registered in an electronic recruitment system called Saima.

2.3.3 Making an information request

Information requests concerning the job applicant register should be sent to Uniarts Helsinki’s email address HR-info@uniarts.fi.

Good to know: The search key can be the job title of the vacant position.

3. Finances and funding data resource

3.1 Purpose of the data resource

Uniarts Helsinki’s finances and funding data resource is maintained in order to monitor the use of the university’s funding and expenditure and to plan its finances and to meet its related accounting obligations.

Uniarts Helsinki’s funding consists of governmental funding (core funding) as well as external project funding and funds accrued through the university’s fundraising and investment activities.

Besides funding data, the finances and funding data resource includes data on the procurement of goods and services, payment of purchase invoices, sales invoicing, travel and expense invoicing and use of credit cards.

The registration data in the data resource is mostly public, but the related documents may contain restrictions on use or be entirely or partially confidential.

Data and documents in Uniarts Helsinki’s finances and funding data resource are registered in the financial data system, the procurement register (competitive tendering system) and the case management system (see chapter 1).

3.2 Financial data system

There are three registers in Uniarts Helsinki’s financial data system: SAP accounting system, M2 Blue travel and expense claim system and Tabella system for financial planning and monitoring. Data is transferred between registers via technical interfaces.

The data in the financial data system is mostly public, but some of the data and documents may entail restrictions on use or they may be confidential.

3.2.1 Data sets

The following data can be registered in the SAP accounting system:

  1. governmental funding (core funding)
  2. external project and separate funding
  3. other funding sources
  4. assets, receivables, payables and university capital

In addition to data from the SAP system, the following data can be registered in the Tabella system:

  1. budget and financial plans
  2. budget outcome data

The following data is registered in the M2 Blue travel and expense claim system:

  1. travel plans and advance payments
  2. travel invoices
  3. expense invoices

Paper documents registered in the registers of the financial data system are stored in locked facilities where access is restricted through access control. Documents are moved to the university’s archive in accordance with Uniarts Helsinki’s Archival Records Management Plan.

3.2.2 Name of the information system

The electronic data concerning Uniarts Helsinki’s finances and accounting is registered in the SAP accounting system.

3.2.3 Making an information request

Information requests concerning the financial data system should be sent to Uniarts Helsinki’s email address talous@uniarts.fi.

Good to know: The search key can be the matter, description of the matter or some other piece of data that identifies the matter.

3.3 Competitive tendering system (procurement register)

The public, ongoing competitive tendering processes and contract notices for goods and services included in the competitive tendering system can be found through publication platforms and services that can be accessed on public websites.

The data in the system is mostly public, but some of the data and documents may entail restrictions on use or they may be confidential during the competitive tendering process. For example, the tenders received are not public until the procurement decision has been made, and business and professional secrets are not public even after this.

After the tendering process has ended, procurement-related procurement decisions, tendering documents and procurement contracts are transferred and stored in the case management system (see chapter 1).

3.3.1 Data sets

The following data can be registered in the competitive tendering system:

  1. invitation to tender and related additional information
  2. tenders received
  3. contract award notices

3.3.2 Name of the information system

The electronic data concerning public competitive tendering is maintained in the Cloudia Sourcing system (portal).

Published contract notices, invitations to tender and other tendering documents and contract award notices can be found in the Hilma online service and the Hanki service.

3.3.3 Making an information request

a) Data and available materials during public tendering processes can be viewed and searched in the Hilma online service (which also includes EU procurements) and in the Hanki service.

Good to know: The search is done according to the instructions found in the service.

b) Information requests concerning finished tendering processes and procurements can be sent to Uniarts Helsinki’s email address kirjaamo@uniarts.fi or by post to the address University of the Arts Helsinki, Registry, P.O. Box 1, 00097 Uniarts.

Good to know: The search key can be the matter or some other piece of data that identifies the matter.

4. Education and teaching data resource

4.1 Purpose of the data resource

Uniarts Helsinki’s education and teaching data resource is maintained for registering, monitoring and managing data on the admissions and studies of degree students and doctoral students of Uniarts Helsinki and for carrying out other related official duties of an authority in accordance with the Universities Act (558/2009).

The data resource includes data on persons admitted as Uniarts Helsinki’s students, students’ study attainments, thesis projects and degrees and data on studies completed abroad or at another Finnish university as well as teacher data. The data resource also includes data on curricula and courses offered and rights to complete non-degree studies.

For the most part, data in the education and teaching data resource is public, but some of the documents and data may include restrictions on use or they may be confidential.

Data included in the education and teaching data resource is registered in Uniarts Helsinki’s academic information system and applicant register.

Administrative decisions related to admissions, study rights and other similar study-related matters are registered in the case management system (see chapter 1). Thesis projects are registered in the university’s library information system (see chapter 5).

4.2 Academic information system

Uniarts Helsinki’s academic information system consists of three registers: student register, OILI register for enrolment and registration and JOOPAS online application service for a flexible right to study. Data from the Oili and Joopas registers is transferred electronically or manually to the student register.

Data in the student register can be transferred outside the university via technical interfaces by using a technical connection or by extracting information from the national VIRTA study information service.

The registration data is mostly public, but the related documents may contain restrictions on use or be confidential.

4.2.1 Data sets

The following data can be registered concerning a student in the student register:

  1. name, contact information and other basic data of the student
  2. study rights that have been granted to the student
  3. the degree programme, possible specialisation option and main instrument of the student
  4. registration for teaching
  5. completed studies and teacher details
  6. data on attendance and non-attendance each academic year and removal from student register
  7. disciplinary measures taken against the student
  8. exchange studies of the student
  9. exemption from language requirements
  10. thesis project (name of the thesis project)
  11. degrees completed by the student at Uniarts Helsinki
  12. graduation data (date of issue of the degree certificate)

The following data is registered in the OILI enrolment and registration system:

  1. student’s attendance registrations and
  2. non-attendance registrations

The following data is registered in the JOOPAS online application service for flexible study rights:

  1. application information concerning the student who is applying for JOO studies at Uniarts Helsinki from another higher education institution
  2. approval and rejection data concerning JOO studies

Paper documents registered in the student register and its sub-registers are stored in locked facilities where access is restricted through access control. Documents are moved to the university’s archive in accordance with Uniarts Helsinki’s Archival Records Management Plan.

4.2.2 Name of the information system

The electronic data in Uniarts Helsinki’s student register is registered in the Peppi academic information system.

4.2.3 Making an information request

a) Graduates of the university can view their own data in the KOSKI service with transcripts of study and degree records, maintained by the VIRTA study information service.

Good to know: The search is done according to the instructions found in the service.

b) Information requests concerning research use or other use requiring authorisation (using the information request form) should be sent to Uniarts Helsinki’s email address kirjaamo@uniarts.fi or by post to the address University of the Arts Helsinki, Registry, P.O. Box 1, 00097 Uniarts or via the VIRTA study information service (see chapter 4.4).

c) Other requests for information on students registered in the academic information system should be sent to Uniarts Helsinki’s email address opiskelijarekisteri@uniarts.fi.

Good to know: The search key can be the name of the student, for example.

4.3 Applicant register (student admissions register)

The national student admissions register for applying for education (bachelor’s, master’s and doctoral education) is the Studyinfo portal maintained by the Finnish National Agency for Education (joint application register).

The applicant register maintained by Uniarts Helsinki is a sub-register of the student admissions register. Uniarts Helsinki’s applicant register supplements the data available in the Studyinfo student admissions register with additional information and documents required for the university’s own admissions.

4.3.1 Data sets

The following data may be registered in the applicant register:

  1. name, other personal data and necessary contact information of the applicant
  2. the applicant’s previous education and completed degrees
  3. data on application and admissions criteria
  4. admissions results
  5. data on accepting an offer of admission and enrolment in the institution

As regards data on application to pursue non-degree studies, the following data can also be registered:

  1. data on student exchanges
  2. data on Junior Academy applicants
  3. application data on specialisation programmes

Paper documents that are printed from the Studyinfo register or that are specifically requested by Uniarts Helsinki are stored in locked facilities where access is restricted through access control. Documents are moved to the university’s archive in accordance with Uniarts Helsinki’s Archival Records Management Plan.

4.3.2 Name of the information system

The electronic data related to student admissions (for bachelor’s, master’s and doctoral education) is registered in the Studyinfo service.

4.3.3 Making an information request

a) A person who has applied to the university can view and search for their data in the applicant register (student admissions register) via the My Studyinfo service provided by the Finnish National Agency for Education.

Good to know: The search is done according to the instructions found in the service.

b) Requests for materials and information related to research and other use requiring authorisation should be sent to the Finnish National Agency for Education, to the address aineistopyynnot@oph.fi.

4.4 National data resource for higher education institutions (VIRTA study information service)

The national data resource for higher education institutions (VIRTA study information service) is a service provided by the Ministry of Education and Culture and maintained by CSC – IT Center for Science. Uniarts Helsinki stores key data of its student register in the VIRTA study information service and transfers the data there via a technical interface.

The data in the data resource of the VIRTA study information service can be utilised for statutory purposes. With Uniarts Helsinki’s authorisation or by its order, the data it owns can be utilised in various services needed by the student (learner) or for research purposes.

4.4.1 Data sets

The national data resource for higher education institutions (VIRTA study information service) contains the following key data transferred from Uniarts Helsinki’s student register.

data on students and their rights to study
data on study attainments and completed degrees and related grades
registrations for the academic term
data on international mobility periods

4.4.2 Name of the information system

The electronic data to be transferred to the national data resource for higher education institutions is registered in the VIRTA study information service.

4.4.3 Making an information request

a) Anyone can view their own data stored in the VIRTA study information service by accessing the KOSKI service with transcripts of study and degree records.

Good to know: The search is done according to the instructions found in the service.

b) Information requests concerning data sets in Uniarts Helsinki’s VIRTA study information service needed for research and other use requiring authorisation are addressed to CSC – IT Center for Science, which is also responsible for authorising access to the information, virta@csc.fi.

5. Research and artistic activity data resource

5.1. Purpose of the data resource

Uniarts Helsinki’s research and artistic activity data resource is maintained for registering, monitoring, compiling statistics on and reporting data on scientific and artistic research carried out at Uniarts Helsinki and for carrying out other related official duties of an authority in accordance with the Universities Act (558/2009).

The registration data in the data resource is public, but the related documents may contain restrictions on use or they contain confidential data.

Data on additional research funding acquired from outside the university and data on research misconduct that has been exposed is registered in Uniarts Helsinki’s case management system (see chapter 1).

Monitoring data concerning the funding of research projects is registered in the financial information system (see chapter 3).

Performance data on research and artistic activities is collected and registered in the research information system and the library information system.

5.2 Research data system

The research information system maintains data on research-related and artistic activities of Uniarts Helsinki’s academic research staff, as well as data on the activities of researchers who are visiting the university and are therefore affiliated with the university, including externally funded grant-funded researchers and doctoral candidates.

The information system provides data on publications related to artistic and research activities, artistic activities, expert tasks and international visits.

The research information system is used for producing the statistical reports required for the assessment and development of research and artistic activities, but also for reporting data for the Ministry of Education and Culture’s data collections, in which case the data is transferred via a technical connection to the national portal maintained by the Ministry of Education and Culture, visit https://research.fi/en/ (National Research Information Hub).

5.2.1 Data sets

The following performance data may be registered concerning research and artistic activity data:

  1. scientific and artistic publications (titles)
  2. activities as an expert of research and artistic activities
  3. international visits as a researcher, an artist or an expert

5.2.2 Name of the information system

Data on Uniarts Helsinki’s research and artistic activities is registered in the SoleCris research database.

5.2.3 Making an information request

a) A person who has worked at Uniarts Helsinki can check their data on Uniarts Helsinki’s website, www.uniarts.fi/cris

b) The public can browse Uniarts Helsinki’s research data on Uniarts Helsinki’s website www.uniarts.fi/cris

Good to know: The search is done according to the instructions found in the service.

5.3 Library information system (publishing system)

Publication data produced in connection with research and artistic activities carried out at Uniarts Helsinki is registered in the university’s library information system. There is a technical connection between this system and Uniarts Helsinki’s Finna.

The library information system is used for registering doctoral candidates’ doctoral thesis projects, thesis projects for artistic research, self-archived academic articles as separate publications and master’s thesis projects.

Other publications and articles belonging to the university’s publication series, learning materials as well as special materials such as sheet music, recordings and concert recordings are also registered in the library information system.

The registration data is public, but publications without online publication permissions (electronic files) may not be accessible via the open network in electronic format, as some of the files are restricted for use only on the Uniarts Helsinki Library’s computer terminals; some are available only for those who have logged in using their Uniarts Helsinki user IDs.

5.3.1 Data sets

The following data can be registered in Uniarts Helsinki’s library system:

  1. name of the author of the thesis project or publication
  2. title of the thesis project or publication and bibliographical data
  3. thesis or publication (full text, meta data)
  4. persistent identifier of the electronic file (URL, location of a website or file on the internet)

Paper documents registered in the library information system are stored in locked facilities where access is restricted through access control. Documents are moved to the university’s archive in accordance with Uniarts Helsinki’s Archival Records Management Plan.

5.3.2. Name of the information system

The electronic data of Uniarts Helsinki’s library information system is registered in an electronic publication repository called Taju.

5.3.3 Making an information request

Completed doctoral thesis projects, artistic thesis projects and research-related articles are available on the Uniarts Helsinki Library’s website.

Good to know: The search is done according to the instructions found in the service.

6. Fees for information requests

In principle, access to a public document prepared by an authority is free of charge.

Access to information is free of charge when

  • information about the document is given orally when the enquiry is made by phone, for example
  • the document is given for reading or duplicating on site at the university
  • a public electronically stored document is sent by email, or
  • the customer or the authority has a statutory right to access the requested information free of charge (for example, an electronically stored document is sent to the party concerned)

Access to the information is free of charge as long as the request is an ordinary document request under the Act on the Openness of Government Activities. No fees are ever charged for delivering documents when provision of access to the requested document belongs within the ambit of the obligation of the authority to provide advice, to hear persons or to give notices.

Good to know: An information request is regarded as an ordinary document request when the document or information can be retrieved from the university’s electronic information system using document classification or the identifying code of document or when the document can be otherwise specified and found using search functions and its confidential parts can be deleted without difficulty.

Even though the information provided to the customer is, in principle, public, a fee, based on labour costs and time spent, may be charged for requests that are extensive and require special measures. A fee is also charged for copying, scanning and posting physical documents and for other related processing.

Good to know: An information request requires special measures when the requested document is extensive, it contains a considerable amount of information that is confidential or when it takes time or effort to produce the document in a format that can be passed on. Special measures are also required in situations where special search, screening, combining or printing features of automatic data processing are needed. A fee may be charged for working for an information request even when the requested information is not found.

6.1 Price estimate and informing the customer of the fees charged

When a request for information arrives at Uniarts Helsinki, the university estimates whether the retrieval and delivery of the information is free of or subject to a charge and what the workload and price will be. The price estimate is communicated to the customer. The information cannot be submitted before Uniarts Helsinki has received confirmation that the person making the information request wants the information despite the fee.

The university may, at its discretion, waive the information service fee if it is appropriate and reasonable considering the overall situation.

If, after receiving the invoice, you consider than an error has occurred in issuing the charge, you can appeal against it by submitting a written request for rectification to Uniarts Helsinki. You will receive instructions for making a rectification request together with the invoice.

6.2 Copies of certificates and information requests to the archive

Receiving copies of certificates is subject to a charge. An officially certified electronic or physical copy of a student’s degree certificate as well as copies of certificates to replace lost certificates (including certificates of teachers’ pedagogical studies, Open University studies or previously issued certificates of employment) are subject to a charge.

The document publicity description primarily focuses on documents used by the authority. As regards archived material, a fee is charged for extensive information searches and special assignments, such as searching for information and documents, scanning photographs and documents suitable for publication, as these constitute service activities that are subject to a charge.

6.3 Price list and information request fees

Ordinary document requests under the Act on the Openness of Government Activities:

  • free of charge

Document and information requests requiring special measures:

  • €40 for each starting hour, the first 30 mins are free of charge

Copying, scanning and posting of documents:

  • copy or scan of a A4 and A3 document €0.50 /page
  • bound document €1.50/page/scanning
  • processing and service charge €10 + postal charge

Copies of certificates:

  • €30 including processing and postal charge

Archive information service:

  • €40 for each starting hour, the first 30 mins are free of charge

Other fees charged for the university’s operations:

  • in accordance with the decree (Government Decree 1082/2009)

The price list is valid from 1 June 2024 until further notice.