How to handle personal data in research?
Recognize whether you are processing personal data and follow these instructions to handle it correctly.
Ethical review of research can only be carried out before data is collected. Hence an ethical review statement cannot be issued after the research has begun. Ethical review of research is a statement about the ethical acceptability of the research.
The researcher is always responsible for the ethical and moral solutions made in the research. Submitting the research for ethical review never transfers this responsibility to the ethics committee.
The researcher must be familiar with and comply with the data protection legislation in force and with the research-related data protection guidelines issued by Aalto University.
Theses supervisors are responsible for ensuring that their supervisees are familiar with the ethical principles, but the writer of the thesis is responsible for their work being ethical. If ethical review is necessary, the statement request shall be prepared jointly by the student and the supervisor.
Failure to apply for an ethical review , if it should have been applied for according to the national guidelines, constitutes an infringement of the responsible conduct of research (RCR). (see link below)
In addition to a favourable research ethics statement, you may need a research permit, for example from the research site or location (city, company, etc.) before you can start collecting data.
The researcher may request an official description of the guidelines and practices of Finland from the secretary of the Research Ethics Committee of Aalto University, if, for example, the publisher requests an ethical review of the research, where an ethical review was not necessary according to the national guidelines (an ex post statement).
Look up the following video on Ethical review in human sciences in Finland:
“Ethical review in the human sciences in Finland “
by Finnish National Board on Research Integrity TENK and Linda Saukko-Rauta/Redanredan Oy is licensed under a Creative Commons Attribution 4.0 International License.
Read more:
You will get the best understanding of the national guidelines when you read the guidelines yourself, they are is clear and quick to read. (see link above)
If you answer “yes” to any of the following points, you need to apply for an ethical review. Keep in mind that the funder and / or publisher may also request an evaluation. The ethical review must be done BEFORE any collection of research data. Be sure to request ethical review well in advance of the planned start of the study
Aalto University Research Ethics Committee does not evaluate medical research.
A threat to the safety of research participants or researchers or their family members or others closest to them may arise, for example, in research into domestic violence or in research conducted in crisis situations or areas.
Next instruction on filling in the research ethics statement request e-form are presented. Look up instruction on the e-form as well, and do not hesitate to ask for help from the committee secretary.
Read first thrugh the whole e-form, some questions are returned to with more detailed questions
Note, instructions for participant compensations has changed: Hourly-paid teaching and remuneration policy for teaching and research | Aalto University
Templates for attachments can be found through links above. Remember that these are templates, i.e. go through and customize to fit them your own research setting.
If you need help to fill in the privacy notice contact your school's layer. Remember that the documents shared with participants should be in a language they understand and use
Please add you attachments in pdf format
Check that there is no ambiguity in the form and annexes, that you have answered all the questions (if the question does not apply to your research set-up, report it in that section) and that there are no inconsistencies in the answers and annexes .
The Aalto University Research Ethics Committee meets once a month and statement requests must be in the e-system three (3) weeks before the meeting. You can find the exact schedule in the bottom section of the page.
Thesis supervisors, especially for doctoral and master's degrees, are responsible for ensuring that their supervisees become familiar with the ethical principles, but the author of the thesis is responsible for the ethics of his or her work. If ethical review is necessary, the student shall apply for it together with his / her supervisor.
You cannot access the e form with Student IDs. You can request a working version of the form as a Word document from the committee secretary, review the form with your supervisor, and seek advice from the committee secretary if necessary. Your supervisor must be marked on the form under (PI / supervisor) and the form will be entered into the system by your supervisor.
See also:
Thesis advising in Aalto University
Recommendation of supervision of doctoral dissertation UNIFI and TENK
If the person who has requested an ethical review statement does not accept the proposed changes in the statement or the decision of the human sciences ethics committee, they may request a statement on the matter from TENK. The request for a statement, including the grounds for requesting a statement, must be submitted within two months of the ethics committee’s decision
Send by e-mail to the committee secretary
The chairman of the committee will assess whether the change requires a new statement request for the committee, a new evaluation by reviewers or whether the change is so small that it can be approved by a chair decision.
Secretary of the Research Ethics committee Senior Advisor Annukka Jyrämä, [email protected]
Recognize whether you are processing personal data and follow these instructions to handle it correctly.
The material supports introductory courses in doctoral studies to familiarize students with the topic of research integrity and ethics, focusing on the practicalities of being a responsible researcher using Aalto guidelines and practices. Login to MyCourses to access the materials.
Here we provide support, links and tips on how to work your way through the EU Grants: How to complete your ethics self-assessment – document
Information when and how to prepare DPIA in research as an appendix for research ethics statement request
We offer free and open to all training in research data management and open science.