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!
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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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Internal instructions related to coronavirus

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 card and key card/ tag which is used for entering buildings and work spaces. Collect an access token from lobby services and active it yourself in Please also check the below link. Make sure you keep your Aalto ID card and access token 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

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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

Access rights, access tokens and key control on Otaniemi campus

On this page you will find instructions to access control and key control on Otaniemi campus.


Campus maps, addresses and getting to Otaniemi

Here you will also find restaurants, the Aalto Space mobile app, access control - all practical information on one page!

Aalto-yliopisto / Unto Rautio
Virtual Campus Experience of Aalto University

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. Get to know Aalto service entities available to you and contacts to them such as Finance services, Travel services, Human Resources (HR) services, Procurement services and others.
  5. Get to know team work tool Microsoft Teams and virtual meeting tool Zoom
  6. Go through IT and data security matters, as well as the basic guidelines linked on the use of the required tools.
  7. If you have been named an onboarding buddy, meet with the buddy.
  8. Meet with other employees of Aalto, have coffee and lunch. Build your network!
  9. Learn the unique abbreviations of Aalto

During your onboarding period, your first months in 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!

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Service entities

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

Can of pens

Online meeting tools - Teams and Zoom

Teams and Zoom are tools for video conferencing, online meetings, chat, and mobile collaboration. Panopto is a software and media service that is designed to capture, edit, stream, and share video presentations and recorded lectures. You can not use Panopto for online meetings.


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 (external link)

    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 and current news.

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    Language and multicultural training in Workday Learning (external link)

    You will find Language and multicultural training in Workday Learning -application

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    Wellbeing, benefits and services

    • Inexpensive lunch restaurants on the main campus
    • GP-level occupational health services
    • Versatile exercise services (Unisport)
    • Flexible working hours and hybrid way of working
    • 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's exercise centres are located in Kluuvi, Porthania, Kumpula, Meilahti, Otaniemi, Töölö and Viikki. They offer a wide variety of sports from Bodycombat to pilates, from floorball to flow yoga. All students and personnel as well as long-term visitors of Aalto are entitled to use sports services offered by UniSport.



    The personnel may use the massage services during working hours.


    Campus restaurants and cafés

    Information on Aalto University campus restaurants and cafés. Please check each restaurant’s and café’s own website for information on exceptional 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.

    A happy student slides downhill a snowbank

    My Dialogues

    Aalto's guide to one-on-one meetings for academic and service personnel with their supervisors.

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    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

    Social life 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

    Networking for PhDs

    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 (external link)

    Aallonhuiput doctoral student association

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    Aalto University

    Deepen your knowledge on Aalto.


    Aalto University is a foundation-based university and has six schools.

    Learning Centre / Photo by Tuomas Uusheimo

    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

    Our purpose, values and way of working

    Our purpose, values, and way of working define our long-term direction.

    A bridge by the sea, image shot from the air in the evening. Photo by Aalto University / 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

    Aalto Networking Platform

    The Aalto Networking Platform brings together research expertise across departments, supporting collaboration both inside and outside of Aalto.

    Networking at Aalto

    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.

    Unexepected encounters exhibition: Matilda Tuure's colourful glass work presenting Bacterial Cellulose Samples

    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.

    Further onboarding links depending on your role

    People discussing

    Researcher onboarding

    This page contains relevant topics for new researchers' onboarding to Aalto as new workplace. Onboarding and orientation are important when starting new work.

    Human Resource (HR) services contact details

    More information

    HR Services

    We at HR Services are here to support your work and managerial duties carried out at Aalto. We are available to help at every stage of the employment relationship. On this page you can find links to employment related information and contact information of the HR Services.

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    Onboarding to Aalto

    All onboarding, orientation and induction related pages on guidelines, practices and support at Aalto.

    People in front of Väre building
    This service is provided by:

    HR Services

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