Research permissions process for Aalto University

How to apply research permit in Aalto University

If you plan to conduct academic research, to author a thesis, or conduct other research that involves Aalto University students, staff, or data controlled by Aalto University, you need to apply for research permit. This is not only in the interest of Aalto University, but often also the publisher of your research. The process usually takes a few weeks.  

By research we mean an academic study where the aim is to create a research outcome such as a thesis, a research article etc. Developing or analysing your own teaching is excluded, and so is market research. 

You need to apply for a research permit when 

• You wish to use Aalto University controlled registry data, such as student data or personal data 
• You wish access to Aalto University students for surveys, interviews etc. 
• You wish access to Aalto University staff and use of their working time
• You wish to observe education or activities within Aalto University   

Aalto University students, academic staff and non-Aalto researchers need to apply for a research permit. 

To apply for a research permit you need to provide to Aalto University (Webropol link below) the following:

• The aims of the study: your research questions
• What data is collected and from where (directly from participants, from a registry, other)? Who is the target group (if any): students (degree students or other, school, year, course etc.) and/or staff members (service staff, academic faculty from a School or a Department, etc.)? How much data / how many research participants are needed, and are these participants from Aalto only or from other organisations as well?
• The timeline of the study, especially the planned time for the data collection 
• Aimed outcomes of the study: a thesis, a publication or other?
• The data management plan is optional but recommended to be included 
• Also the following documents are needed:

The documentation needs to be in Finnish, Swedish or English.   

Please fill in the form and provide the requested appendices: LINK TO APPLICATION PLATFORM 

What is evaluated 

Aalto University’s activities are guided by ethics and integrity. We comply with applicable laws and regulations as well as Aalto University Code of Conduct in all our activities. We require that any research conducted within Aalto University, including that conducted by external researchers, comply with applicable laws. We expect all researchers to adhere to principles that are similar to Aalto University Code of Conduct. 

When granting the research permit the following aspects are evaluated 

1. Complying with research ethics and integrity guidelines and applicable laws and regulations, as well as with Aalto University code of conduct. 
2. The research data request, or the involvement of Aalto University’s staff and/or students, is proportioned with the planned outcomes.
3. The documentation provided is understandable, clear and includes all the relevant details.