Visitors and the Visitor's Agreement
The most typical visitor group are the Academic visitors, of whom the university world has long traditions of hosting, but also on the Services side eg. consultants may form a visitor's relationship with Aalto.
If the visit lasts or visitor needs access to Aalto's databases for a month or over, the terms and the visitor's position within the organisation should be agreed on in writing. A copy of this Visitor's Agreement is given to visitor. This way unpleasant surprises during the visit can be avoided: the visitor is aware, that they are not an employee and therefore not entitled to Occupational health care services or other benefits even when they are a part of their possible research group for a long period of time, and what are the immaterial rights of the research. Also, since there is no employment relationship, the host does not have the right to manage or direct the visitor. The full Visitor's Agreement (for research groups) template is available on Academic Visitor page.
Before the agreement can be drafted, HR needs to save the visitors personal and contact details as well as the dates of the visit to HR system Workday. The visiting period can be extended, if there is no opposing restrictions. More on terms on the Academic visitor page.
The Visitor's Agreement is not necessary when the visitor is Aalto's own student. However, the student's personal details and period of visitor status validity must be saved to Workday.
Short term visitor or guest (no Aalto ID)
For guests staying less than 30 days a written Visitor's Agreement is not mandatory and the visitor's personal details are not saved to Workday. This means that the visitor will receive no Aalto ID and they will not automatically receive independent access rights to Aalto campus. Guests are allowed in the campus in the company of the host.
Access rights in some buildings may differ. Please contact your building's key responsible for further instructions on possibility to get a temporary visitor's pass to campus, which the host signs off.
Temporary visitor Aalto ID to databases is not possible. For creating an Aalto ID for visitor their personal details must always be saved to HR system Workday: if the short'term visitor needs independent access to campus and/or databases, a visitor's agreement must be signed same as for long term visitor.
Accommondation and transport
Visitors are responsible for organising their own accommodation and transportation. Here are some links to get started.
Accommodation possibilities and options for entry-level and short term needs for staff members. Here you'll find the temporary accommodation solutions Aalto University offers, such as furnished rooms and apartments. Here are also links to some other short-term accommodation options.
Here you will also find restaurants, the Aalto Space mobile app, access control - all practical information on one page! You can also visit the campus virtually.
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.
More on subject:
Contact details to Human Resources (HR) services for Joint University services as well as for HR units at Schools and Departments.
Workday is a Personnel Management software as well as Human Resources database. Workday is also the self-service system for all employees and visitors for requesting eg. absences and updating contact details. To sign in you need an active Aalto account. Workday is available in English and Finnish. You can find Workday from the Tools menu, or navigate directly to workday.aalto.fi.