Onboarding guide for new employee

To help new Aalto employees adapt quickly to Aalto and learn its ropes, below are provided guidance and links to specific areas of useful information. Please take a closer look!
Three students with bicycles in front of Väre building, Aalto University

We are very happy to have you onboard!

This page is compiled to help you with your onboarding and orientation to Aalto and to your new tasks. You can further discuss these with your unit HR and your own supervisor/manager.

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Onboarding for eveyone: Here are initial topics

  • Personal information and employment contract: When the employment contract is signed and your personal information has been entered into our systems, you will get an Aalto account for using Aalto IT services. Deliver your tax card to Aalto payroll or to your local HR. Provide also your bank account details in Workday HR system or to your local HR asap.
  • Username and e-mail: You can get your username from the service where signing in takes place using your personal internet bank codes or by visiting Aalto IT Servicedesk with your ID.
  • Internal Communications & is a university website that compiles key information, practices, instructions, and sources of inspiration for your work. Aalto personnel using an Aalto laptop/workstation and network are automatically logged in and have access to both internal and public information. Use the magnifying glass to search for different topics and visit the hub ‘For Aalto Community’ for internal news and events. You will receive the Aalto Newsletter to your email every second week.
  • Keys and key card: You will get an ID key card which is used for entering buildings and work spaces. Your unit will order the ID key card and key for you and you will be informed when and how to get them. Make sure you keep your Aalto ID key card with you when you move around campus buildings and spaces!
  • Work station: Get to know your work station and your tools. These will be waiting for you on your first day at work.
  • Printing and copying: Collect your copy card from your building reception.

Onboarding checklist for new employee

Onboarding and orientation checklist for new employee

People at Aalto Party

Activating an Aalto user ID

Every student and employee at Aalto University is provided with an Aalto University user ID. With the user ID, you can log in to Aalto’s information systems and use the internal services of the university.

Two people working with computers

Campus maps, addresses and getting to Otaniemi

Here you will find all practical information compiled!

Aalto-yliopisto / Unto Rautio

During the first weeks it is a good idea to go through these

  1. Review your tasks and the goals of your job.
  2. Get to know your working community and its working methods.
  3. Go through the guidelines linked with your work, including working hours, monitoring of working time, and payment of salaries.
  4. Go through IT and data security matters, as well as the basic guidelines linked on the use of the required tools.
  5. If you have been named an onboarding buddy, meet with the buddy.

Three to five months after the start of your job, talk again to your supervisor -about your tasks, goals, and how you have succeeded in your work. You should also evaluate the success of the orientation process.

Information security at Aalto University

Remember your information security!

A person watching a phone

Practical matters

Here some more practical links. You can just search for any needed information from main page with magnifying glass search tool.

    For international staff

    Are you thinking of moving to Finland to work at Aalto University - or are you already an international member of the Aalto community? The information below might provide interesting insight in the practicalities of living in Finland and working at Aalto.

    Campus life

    Service entities

    The services provide support for research, teaching, and art and creative practices and to faculty and students.

    Can of pens

    Here you can book spaces and objects for teaching, research and support activities.

    Establishing a remote connection (VPN) to an Aalto network

    A remote connection, or a VPN connection, enables users to use the services of Aalto University outside of the university's network.

    Aerial photo of Väre in Otaniemi

    IT Help

    Here you can find instructions related to IT Services.

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    Researcher onboarding
    Working as a professor at Aalto

    Wellbeing, benefits and services

    • Inexpensive lunch restaurants on the main campus
    • GP-level occupational health services
    • Versatile exercise services (Unisport)
    • Flexible working hours and a possibility for telecommuting
    • Good possibilities to develop your own skills and knowledge
    • Aalto University Learning Centre - access to databases, order material directly to your desk

    Staff training

    Staff training is one way to develop expertise, together with on-the-job learning and peer learning. You will find upcoming training events in Workday Learning application.


    UniSport sports services

    UniSport offers sporty meeting spots for members of the academic community at the two universities’ six campuses.



    The personnel may use the massage services during working hours.


    Harald Herlin Learning Centre

    Address: Otaniementie 9. Modern learning centre designed by Alvar Aalto, finished in 1969, and renovated in 2016.

    Photo of the Harald Herlin Learning Centre

    Campus restaurants and cafés

    Please check each restaurant’s and café’s own website for information on varying opening hours.

    Three students sitting next to a wooden table, and studying. Two of them have laptops in front of them. Photo: Unto Rautio

    Accessible Aalto

    Aalto University strives towards being an accessible, safe and healthy university where research, teaching and services are accessible for all.

    Lumikinos. Opiskelija laskee mäkeä Alvarin aukiolla. Taustalla kandidaattikeskus.

    My Dialogues

    My Dialogues (former objective & development discussions) is a practical tool for building excellence together. Here you will find instructions for My Dialogues.

    The topics of the discussion are documented to Workday-system.

    Two people having objective discussion

    Aalto People - Presenting the staff

    Aalto People is a business card that the people at Aalto can use to describe themselves online. For researchers and employees, Aalto People collects information related to them from several Aalto source systems, letting them publish it for viewing by others if they so wish.

    Aalto People

    Socialising and recreation

    Having social networks helps you feel at home! Aalto University organises many events and other possibilities for international staff and their families to meet and mingle and thus hopefully settle in smoothly. Some examples are Aalto Club and Experiencing Finland event. In addition, we have collected tips and links for you to find the most suitable information.



    Aalto Events

    Aalto University Stories

    Otaniemi stories present people in Otaniemi.

    Three students sitting next to a wooden table, and studying. Two of them have laptops in front of them. Photo: Unto Rautio


    Aalto University is actively networking nationally and internationally and the department professors have excellent individual contacts worldwide. This provides the doctoral candidates various possibilities to get contacts and peer support. The university has several international thematic doctoral programmes running under the six Aalto doctoral programmes.

    Aalto ELEC Project Gala 8.12.2016


    Aallonhuiput doctoral student association

    Allonhuiput logo

    Aalto University

    Deepen your knowledge on Aalto.

    Code of Conduct

    The Aalto Code of Conduct summarises the principles of fair play and integrity that govern our activities and sets out guidelines for the kind of behaviour that we expect of each other. It is based on Aalto’s values and establishes a common operational culture.

    Aallon tapa toimia


    Aalto University is a foundation-based university.

    Learning Centre / Photo by Tuomas Uusheimo

    Strategy 2016–2020: Shaping the future

    The Aalto University strategy for 2016–2020 emphasises excellence, multidisciplinarity, entrepreneurship, and societal impact.

    Kuva: Aalto-yliopisto

    Schools, departments and units

    Scientific research, artistic activities and teaching are carried out at Aalto's six schools and their departments and units.

    Aerial photo of Väre and A Bloc buildings / Photo by Aalto University, Mikko Raskinen

    A living strategy for a world in motion

    In our living strategy approach, our purpose, values, and way of working define our long-term direction while our choices are proactively and continuously re-evaluated.

    An aerial view of the Aalto University campus at sunset/ Photo by Mika Huisman

    Strategy materials

    Here you can find the digital brochure, videos and presentation materials related to our strategy. The new living strategy will come into effect on 1 January 2021.

    Two Aalto students or employees viewing materials from a tablet, photo by Aleksi Poutanen

    We at Aalto are passionate about


    We are committed to promoting sustainable development through research and education as well as in our campus development and other daily practices.

    Environmental Engineering. Photo: Mikko Raskinen/ Aalto University

    What are Aalto Platforms?

    Platforms facilitate transdisciplinary actions in 8 thematic areas. They bring together Aalto's expertise across departments and support networking and collaboration.

    People discussing

    Renewing society by art, creativity and design

    Aalto University promotes creativity in all disciplines and communities. One of our strategic targets is to renew society through art, creativity and design. We are a forerunner in combining art and creative practices with research and education.

    Unexpected Encounters_Photo_Mikko_Raskinen

    Open science and research

    The principle of openness is the key principle of science and research. At Aalto University, the most visible forms of open science are open access publications, open research data and metadata, and combining openess and commercialization.

    Close-up of two students making notes on a research article while reading it.
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