IT onboarding instructions and tips for researchers

At Aalto University we support device lifecycle management (DLM). This means that computers and phones are systematically replaced at the end of their lifecycle (every 4-5years). The goal is to ensure more efficient recycling of equipment, cost savings and improved data security. You will be notified when your computer end-of-life is approaching. Read more about device lifecycle: Computer replacement and recycling | Aalto University

Computer

Aalto IT provides different types of computers. You can choose suitable computer according to your department policies or recommendations of your supervisor. More info: Employees' computers and telephones | Aalto University

The practices for ordering IT equipment for a new employee varies between schools. In some schools ordering is centralized and in others end users order their equipment. If you don't have computer yet, you can find instructions from: How to order a computer | Aalto University

Your personal work computer can be a laptop or desktop and Windows, Mac or Linux depending on your work. Personal work computers are centrally managed. Please note that internal, confidential, and secret information of Aalto University may only be processed and stored in services provided by Aalto University and on centrally managed devices. For example, Aalto email is internal data.

For centrally managed computer login with your Aalto user account. On managed computer you can become a “primary user” which allows you to install needed software that is found from the official repositories. More advanced computer management can be done with Workstation Administrator (WA) rights. The WA rights are regulated by the department policies and Aalto ITS.

A research workstation type of computer combines the best features for both computers that are connected to the domain and a standalone computers. A research workstation can be configured to include a remote access connection and it takes to account of special situations in research. 

IT Workstation onboarding slides: 2025-01-29_Orientation-Workstation_services.pdf

Loaning a computer

If you need to loan a computer or other IT equipment, please contact (servicedesk@aalto.fi) or visit Otakaari 1 building IT Service Desk. Loan computers are only for short-time purpose (around max. week)
Loaning of devices | Aalto University

You can also loan devices from Aalto TakeOut: Takeout Computers | Aalto University. 
TakeOut has also some computers to lend out for course and project needs.

Loaning computer or phone for your travel (specific countries)

When traveling to specific countries, you will need to use an Aalto Travel Computer rather than your regular workstation. See the countries, and instructions: Aalto Travel Computer for selected countries | Aalto University

IT check-list for your travel: IT instructions for foreign travel | Aalto University

Mobile phones 

A phone is recommended to be used while you are working for Aalto University. This is also a security reason if something happens so Aalto can reach you.  Please check that your contact details are up-to-date in Workday system.

 If you don't have phone yet, you can find instructions from: How to order a phone or a mobile subscription | Aalto University.

Please read also the subscription guidelines from: Subscriptions for Aalto University staff | Aalto University

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Before starting your work, is good to know Terminal Device Rule | Aalto University. The terminal device rule covers all terminal devices that contain Aalto University's information or devices that are connected to Aalto University's networks or resources. Please also see the cyber security guidance for researchers: Cyber security for research | Aalto University

Take enough time for the first time usage. For centrally managed computer, you might have noticed a pop-up guide by IT Services. 

You can read computer quick guides from:

• Windows: Aalto Windows 11 guidance | Aalto University
• Mac: Aalto Mac First Time Setup | Aalto University

Working remote

• Use VPN, outside Aalto network: Establishing a remote connection (VPN) to an Aalto network | Aalto University
• Use remote desktop connection or VDI2 to connect research computers in Aalto University’s network:
  Windows remote access for research | Aalto University
  Remote access of research equipment (VDI2) | Aalto University
  vdi.aalto.fi - How to use Aalto Virtual Desktop Infrastructure | Aalto University
   

You can find the commonly used software from: University software licenses | Aalto University.

Storage for research data

Your data is the most valuable asset you have got. Take good care of it!

Store your research data to group data storage (Teamwork), if possible. Personal data storages (like OneDrive) will be deleted after you leave Aalto. 

Detailed information: Storage services for research data | Aalto University

How to start with Teamwork?

• Contact your supervisor and ask if the group already has a suitable storage existing.
  • If yes, check the location and ask approval. You can send email to IT Service Desk for getting the access to the storage.
  • If not, you can setup a new group storage by filling self-service form: Storage area request. Please notice that the owner of the storage is responsible for managing the data correctly e.g. sharing access, agreeing the rules for usage and cleaning the unnecessary data with the users.
• If your group uses national CSC services for the data, see more information for getting access.

Note: You need to manually map the correct network drive for storing research data:

• How to connect to a network drive in Windows workstations | Aalto University
• How to connect to a network drive in Mac workstations | Aalto University
   

Remember that good storage is just a start; good data management practices are the key to avoid problems.

Good to know

Before starting your research, it is good to know few general Aalto principles:

1. Information security (ISMS) concerns all Aaltonians. Trainings are available in MyCourses & Workday system.​ Read more: Cyber security for research | Aalto University

2. Information classifications (public, internal, confidential and secret) concerns all data& systems. ​
   Check suitable systems: https://www.aalto.fi/en/cyber-security/classification-of-information-basic-instructions-and-services#1-information-classification-guide--information-systems-and-digital-services- 

3. Security of the devices and software:​

• If you are acquiring a system: Data Processing Agreement(DPA) is always needed.​
  Checklist: https://www.aalto.fi/en/it-help/5-questions-before-acquiring-software-or-digital-services ​

• If you are producing a system: contact IT Services / security (security@aalto.fi) team well beforehand for checking the compliance: https://www.aalto.fi/en/cyber-security/information-security-in-projects-and-small-scale-development-detailed-guidance ​

• Cloud Computing Services can be found from: https://www.aalto.fi/en/services/cloud-computing 
  Cloud computing orientation slides: 2025-01-29 Cloud Computing Services for IT Orientation Session.pdf
• Most demanding computing at Aalto is performed on Triton, the Aalto high performance computing cluster. It's a medium-sized cluster, and it’s main advantage is the close integration into the Aalto environment
• If you need help for your actual research, the Aalto Research Software Engineers (RSE) provide specialist support regarding software, computing, and data: Research Software Engineers | Aalto University

Using National CSC - IT Center for Science services

CSC is the Finnish academic IT center. For using national CSC services, create a new account to MyCSC: Welcome - MyCSC. Most of the services are supplied free of charge for academic research and education by Finnish higher education institutions, and by state research institutes. For other purposes, please check pricing.

• Tutorials - Docs CSC
• Training material - Docs CSC
• Getting started with CSC services for students - Docs CSC
   

Want to learn more? 

1. The onboarding session for Aalto newcomers will be held annually in January and September. You can find the earlier onboarding material and recording from: 2025-01-29 - ITS common topics - Aalto University Wiki
2. Please join monthly Aalto IT Thursdays News webinar for hearing the latest IT news and updates. 
   Earlier material can be found from: 2025 - ITS common topics - Aalto University Wiki
3. You can find training material from: Training to support research | Aalto University
4. You can find trainings from Workday (HR system) e.g. Entry level services for research - interactive course - Workday. (to be updated)

1. If you have difficulties finding information, you can try to:
   • Chat with aalto.fi | Aalto University
   • or go to Aalto AI Assistant and select Aalto.fi chatbot under the language models
2. If you need collegial help for using digital tools:

• try to explore Aalto Social: Aalto Social, internal social media | Aalto University
• Ask help from Digi help community Teams group: General | Digi help community | Microsoft Teams
  Join Digi Help Community! | Aalto University

Aalto AI Services orientation slides: Aalto AI Services - 01-2025 - Centralised services, dos and donts.pdf