How to pack your backpack – Guide for University of Lapland International Staff

Reindeer Antler Plan designed

by Alvar Aalto

University Buildings

HOW TO PACK YOUR BACKPACK? Guide for University of Lapland International Staff

University of Lapland Rovaniemi 2018 Publisher: Editors: Layout: Cover:

Internationalisation Services, Human Resources University of Lapland Internationalisation Services Internationalisation Services Reetta Linna

TABLE OF CONTENTS 1 WELCOMING WORDS.................................................................................................................................................................... 5 2 SERVICES FOR INCOMERS ....................................................................................................................................................... 6 Welcome to our University ............................................................................................................................................. 6 Services provided by the faculty/unit ..................................................................................................................... 6 Support services....................................................................................................................................................................7 Contact persons in the units ........................................................................................................................................ 8 Health and welfare services .......................................................................................................................................... 9 Training for staff .................................................................................................................................................................. 9 3 THINGS TO DO BEFORE ARRIVAL ......................................................................................................................................11 Contracts ................................................................................................................................................................................11 Residence permit ...............................................................................................................................................................11 3.2.1 EU/EEA citizens ...........................................................................................................................................................11 3.2.2 Nordic countries ..........................................................................................................................................................12 3.2.3 Other nationalities .....................................................................................................................................................12 Visa .............................................................................................................................................................................................13 Information about documentation.........................................................................................................................14 Insurances..............................................................................................................................................................................15 Housing....................................................................................................................................................................................15 Family matters and recreation ................................................................................................................................ 16 3.7.1 Day care........................................................................................................................................................................... 16 3.7.2 Schooling services......................................................................................................................................................17 3.7.3 Working possibilities for spouses ..................................................................................................................... 17 3.7.4 Studying ...........................................................................................................................................................................17 4 THINGS TO TAKE CARE OF AFTER ARRIVAL ................................................................................................................19 Residence registration and personal data registration ............................................................................19 4.1.1 Citizens of EU/EEA.....................................................................................................................................................19 4.1.2 Citizens of Nordic countries .................................................................................................................................19 4.1.3 Citizens of other countries (non EU/EEA or Nordic) .............................................................................19 Finnish health care and social security system ............................................................................................. 20 4.2.1 General principles ..................................................................................................................................................... 20 4.2.2 EU/EEA countries and Switzerland ................................................................................................................ 20 4.2.3 Countries with a social security agreement...............................................................................................21 4.2.4 Other countries ............................................................................................................................................................21 4.2.5 Posted workers and researchers ......................................................................................................................21 4.2.6 Family members .........................................................................................................................................................22 Notification of Change of Address ..........................................................................................................................22 Taxation ...................................................................................................................................................................................22 Banking....................................................................................................................................................................................23 Telephone and internet connections ....................................................................................................................24 5 ROVANIEMI AS A HOMETOWN..............................................................................................................................................25 How to get to Rovaniemi? ............................................................................................................................................25 Getting around Rovaniemi ..........................................................................................................................................25

Public transport in Rovaniemi area ...................................................................................................................... 26 Recreation ............................................................................................................................................................................. 26 6 SHORT CHECKLIST FOR THE INCOMING STAFF ...................................................................................................... 28 Checklist for new employees..................................................................................................................................... 28 Checklist for grant receivers.......................................................................................................................................29 7 USEFUL WEBPAGES................................................................................................................................................................... 30

1 WELCOMING WORDS University of Lapland: your choice has been ours We are an international, young and vibrant university community – 5,000 students and 650 staff members strong – who have chosen to study and work at the University of Lapland.

Founded in 1979, the university today boasts research and teaching in art and design, education, law, social sciences, as well as Northern and Arctic issues and tourism research. These strengths and the people who drive them have created a hub of academic expertise on the Arctic Circle.

Drawing on this dynamic, we promote sustainable development, well-being and equality, reaching out to make a difference locally, regionally and internationally.

No doubt key to your choosing us are the chances for professional and personal development. The University of Lapland offers both. The professionally ambitious will feel at home here, as ULapland employees’ will and motivation to develop in their work are valued and encouraged.

The well-being of staff is a priority. As a community and location, Rovaniemi offers every opportunity for a well-rounded and enjoyable life. The university does its part here with benefits such as comprehensive health care and sports vouchers.

Welcoming new members of personnel and ensuring that your needs are met when getting settled in the ULapland community is important to us.

Being the northernmost and the only Arctic university in the European Union, at 66° 29’ Northern latitude, we feel we have a unique working environment to offer. Seize the opportunity – join us!

Mauri Ylä-Kotola Rector PhD Professor

2 SERVICES FOR INCOMERS Moving to a new country is a step to a new culture and way of living. There are always many things that need to be taken into consideration when moving to another country – and a new place sometimes sets its own challenges. This guide is meant for our international researchers, teachers and other international staff. It contains information that gives you advice and support when planning and organising your stay.

Welcome to our University Our main objective is to help you prepare your stay. The information is for all international personnel regardless of the funding source or the duration of your stay. Naturally, however, you should be informed of your status, because there are some differences between practicalities depending on whether you have a contract of employment or a grant or scholarship to enable your employment.

Under each section you will find useful information concerning practical issues, e.g. immigration and taxation. In the end of this guide there are also some addresses to useful webpages for more information.

The staff of the University of Lapland would like to warmly welcome you to our University. We hope that you will settle well here at the Arctic Circle and in Rovaniemi; it is the energetic capital of Lapland.

Services provided by the faculty/unit The University takes an active role when receiving visitors. The services for international staff are mainly managed and organised in the receiving faculties and units. Other units that take care of procedures concerning incoming staff are Human Resources, Internationalisation Services, ICTservices and the Library.

The receiving faculty or unit is your first connection to our University; if you are going to be an employee of the University, the receiving faculty or unit will send you a contract of employment. A grant or scholarship receiver will obtain a contract on the research visit or training period. An invitation letter or other confirmation is possible to get on request. The receiving faculty or unit and also supporting units have contact persons who are able to give you advice when organising your stay. When arriving to the University, your faculty or unit of employment is responsible for organising the integration to the working community and orientation to your tasks. In addition, access to the premises, phones and keys and all the necessary connections for a new employee are automatically taken care of by the receiving faculty. Visiting staff members need to register to the faculty or unit and the contact person will ensure that you receive a user account.

It is important to us to support your settling to your new home town; therefore, every new employee will have a peer support person, a buddy, who will help you with your social integration.

The aim is to help you with practicalities and networking to make you feel at home from the very beginning. If such a person has not been found inside the faculty or unit, please do not hesitate to contact the Internationalisation Services; they will help you find a peer support person.

Support services The Human Resources unit is responsible for ensuring employees' contracts of employment and salary issues. Staff training is also their responsibility. The Human Resources unit gives advice on annual leave and pension issues. If you have any questions concerning these matters, please do not hesitate to contact the personnel at the unit. It is also advisable to follow the intranet pages every now and then; useful information is available there.

When receiving international staff to the University of Lapland, the Internationalisation Services is mainly responsible for supporting faculties and units concerning incoming staff matters. The staff of the Internationalisation Services gives advice both to faculties/units and to incoming staff on unclear matters; the staff will instruct you to the right place from where to get help.

The Internationalisation Services arranges an orientation week to new incoming students twice a year; in the beginning of the autumn semester in September and in the beginning of the spring semester in January. Although the orientation week is mainly planned considering international students, it is recommended to take part in the orientation week; it provides important and useful information to staff members as well. By attending the orientation week you will get a chance to meet students from our University and also exchange students who might be interested in your teaching and lectures. More specific information and timetable is available online at the page of University of Lapland.

The University is committed to giving its international students first hand experiences of life in Lapland. The Internationalisation Services coordinates The Finnish Friend Programme for international students – and international staff members are welcome to join as well; the personnel of the Internationalisation Services will do their best to find a suitable friend for international staff members. The Finnish Friend Programme starts twice a year; at the beginning of every autumn and spring semester. However, the international staff members may apply for the programme throughout the year.

The Programme not only offers an opportunity to experience everyday Finnish life and culture, but also helps incomers to adapt to their new surroundings by getting to know Finns. There are a number of people and families in the Rovaniemi region who are interested in meeting international people in an informal way. The idea of the programme is to introduce Finland, Lapland, and Finnish culture – and vice versa. The programme naturally gives you the opportunity to tell about your culture and perhaps make some interesting cultural insights together with your Finnish friends.

If you are interested in joining the Finnish Friend Programme, please contact the Internationalisation Services Coordinator by e-mail (incoming@ulapland.fi).

The Library is open to all library users and it is the information centre for the northernmost university in Finland. The extensive collection includes materials for all faculties and fields represented at the University. You will be issued a library card upon presentation of adequate personal identification. Borrowers are responsible for all materials borrowed on their cards.

The ICT service desk helps the University staff in the main campus in all matters pertaining to the use of ICT. You can also contact the help desk by e-mail (servicedesk@ulapland.fi) or by phone (extension 4333, mobile 040 4844 333). On other campuses, in e.g. the Arctic Centre and the Multidimensional Tourism Institute (MTI) there is an ICT-support person who will help you if encounter problems. The ICT personnel of the MTI should primarily be contacted by calling to 020 7985 800 or sending an e-mail – (servicedesk@redu.fi).

Contact persons in the units Email: firstname.lastname@ulapland.fi Faculty / Unit

Contact person

Contact person

Arctic Centre

Osmo Rätti Head of Administration

Riitta Aikio Administrative Secretary

Faculty of Art and Design

Kaisa Kangas Head of Administration

Marjo Majava Administrative Secretary

Faculty of Education

Pia Satta Head of Administration

Helena Juntunen Administrative Secretary

Faculty of Law

Markku Vartiainen Head of Administration

Virpi Nousiainen Administrative Secretary

Faculty of Social Sciences

Tarmo Körkkö Head of Administration

Sirpa Hast-Uusitalo Administrative Secretary

Central Administration

Contact person / office

Contact person / Address office

Human Resources

Iina Karjalainen Personnel Adviser

Payroll office palkat@ulapland .fi

Hallituskatu 20 B, 2nd floor (entry from Urheilukatu)

Internationalisat ion Services

Jenni Sjöman Advisor incoming@ulapland.fi

Yliopistonkatu 8, Main Building, E-wing, 1st floor

ICT Services

servicedesk@ulapland.fi

Outi Snellman Director of Internationalisati on Services Antti Väisänen ICT-Coordinator

Yliopistonkatu 8, Main Building, D-wing

Language Centre kanslia.kielikeskus@ ulapland.fi

Yliopistonkatu 8, E-wing, 2nd floor

Library

Yliopistonkatu 8, Main Building, B-wing

kirjasto@ulapland.fi

Health and welfare services The employer is responsible for occupational safety and health measures at the workplace. The employees of the University are entitled to free GP-level (general practitioner) healthcare regarding occupational safety and health at the health care service company Terveystalo. The address of the local Terveystalo is Koskikatu 27 B; - it is on the 5th floor in the shopping centre Revontuli. Please use the corridor/elevator A. If you need individual customer service or want to reserve an appointment, call to 030 6000. You may also go to their website to book an appointment. Please note that you need to have a Finnish identity number for online booking, though.

Researchers who have been awarded a grant or scholarship are not entitled to occupational health care provided by the University in which case you need to use the municipal health care. You also may use the services of Terveystalo but it is not included in your work benefits.

Please notice that if you have prescribed medicine you need to bring with you, obtain an explanation letter from your doctor and carry it with you or carry the prescription with you. Please take also into consideration that if you are using continuous medical treatment make sure that you are able to acquire the medicine in Finland as well. More information is available at (www.fimea.fi/medicines).

The University offers sports vouchers to its staff. Full-time employees are allowed to get these subsidised vouchers. A current list of places where to use the vouchers can be seen in the intranet pages. See also the page of University’s sports services to students and staff.

University employees have also a possibility to use inexpensive massage services. Please see the reception hours and prices in the intranet pages.

There are several cafeterias at the University. It is possible to choose between warm meals, salads or snacks. A member of staff must have their personal electronic key with them to get discounts for meals. Some of the cafeterias also serve breakfast.

Employment benefits are mainly provided to University’s staff members. Consequently, grant and other scholarship receivers are not entitled to these benefits.

Training for staff Staff Training is the responsibility of the Human Resources. Staff members may participate in training arranged by other organisations as well, provided that participation is agreed upon with their supervisors. Information concerning staff training can be seen in the University’s intranet pages.

Most Finns speak at least sufficient English so you will do nicely in Finland using just English.

However, it is always useful and interesting to learn a new language and once you master basic Finnish you will manage better in the workplace and also elsewhere. The University of Lapland organises Finnish training for personnel. Moreover, there is a variety of Finnish studies for students – from courses to beginners to minor studies. Staff members are welcome to join these courses free of charge – remember to consult the teacher beforehand, though, whether there are enough seats. You can also study other languages on courses arranged by the Language Centre or offered specifically to staff. Please see upcoming staff training courses in the intranet.

E-LOCAL (Electronically Learning Other Cultures and Languages) is a collection of online language courses that offer you the possibility to learn some of the less widely known languages in Europe and to learn about cultures, too. You can study Dutch, Finnish, Hungarian, Italian, Polish, and Portuguese independently in the E-LOCAL learning environment. The support language for learning is English.

The E-LOCAL courses are a great tool for you, if you are planning to • travel abroad to study, work, or to have a holiday, • broaden your knowledge about languages and cultures, or • have fun learning!

Study materials can be found at (http://openmoodle.tokem.fi/).

The Language Centre organizes informal Café Lingua meetings for those interested in different languages and cultures. The idea is to bring together native speakers and people who study foreign languages or are otherwise interested in them. Café Lingua offers an opportunity to chit chat in different languages while enjoying a nice cup of coffee; you can develop your language and communication skills while having an informal, relaxed conversation.

All interested in languages and cultures – such as Finnish and international students, locals, tourists and tourism operators – are warmly welcome to join. There is only one rule in Café Lingua: please speak only in the language of that particular gathering you are attending. This way, all attendees have an equal opportunity to develop their language skills and learn.

The Café Lingua timetable is online at (www.ulapland.fi/cafelingua).

If you are interested in studying languages outside the University, please familiarise yourself with e.g. the offer of Rovala-opisto.

3 THINGS TO DO BEFORE ARRIVAL This section is intended to help you plan your time in Finland before you arrive. It consists of main things you need to take into consideration before your arrival. To ensure that your work at the University will start to run smoothly, please take care of filling in the necessary form and delivering it to the receiving unit/faculty beforehand.

Contracts Depending on the funding source, your receiving unit will send you either a contract of employment or contract on research visit or training. An employee of the University will receive a contract of employment to be signed, whereas a grant or scholarship receiver will obtain a contract on research visit or training. An invitation letter is possible to get on request. An invitation letter may be required when acquiring a visa and/or residence permit. If you do not have a contract of employment, an invitation letter is a proof of your employment in Finland.

The invitation letter will contain at least the following information: -

Name of the incomer and date of birth Passport number Duration of the stay Purpose of the stay Degree Work tasks and the project if applicable Information if the stay is part of a long-term project Faculty/unit and professor or project manager responsible for Funding source Duration of the trial period in the work contract if applicable â—Ś It does not have an effect on the duration of the first residence permit Residence permit

A residence permit is the permission to a foreign citizen to live in Finland and repeatedly enter the country for other reasons than tourism or short-term stay. Generally it is needed for all foreign citizens except EU/EEA citizens and citizens of Switzerland citizens. A permit is needed when a foreign person stays in Finland for more than three months. The residence permit is granted by the state of Finland. There are different types of residence permits; the first residence permit is generally admitted for one year.

Except for certain cases, people who intend to work in Finland are commonly required to have a residence permit based on employment. An employed person is required to have a residence permit also for short time employment, i.e. employment that lasts less than three months. More information about cases when a residence permit for an employed person is not required is explained further on.

3.2.1 EU/EEA citizens Citizens of EU/EEA and Switzerland are not required to have a residence permit for Finland and are free to reside and work if the duration of the stay is less than three months. Also visa

requirements do not concern citizens of other Nordic and EU countries because of agreements that exempt the citizens of those countries from the need to obtain a visa.

In addition to Finland, the member states of the European Union (EU) are: Austria, Belgium, Bulgaria, Croatia, Cyprus, the Czech Republic, Denmark, Estonia, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, the Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, and the United Kingdom. (http://europa.eu/abouteu/countries/) The same regulations of free movement also concern citizens of Iceland, Liechtenstein and Norway based on the EEA agreement and Switzerland based on a special agreement with the EU. If a foreigner from another EU/EEA country intends to reside in Finland for more than three months it will be done through the e-service Enter Finland. The right of residence must be registered before the end of the three-month period. As of 1 January 2017, after submitting the application EU citizens should book an appointment at a service point of the Finnish Immigration Service, Ruokasenkatu 2. Please read more information concerning registration from the section ”Things to do after arrival”.

The address of the local police station is Hallituskatu 1–3.

3.2.2 Nordic countries Nationals from other Nordic countries are allowed to stay and work in Finland without a residence permit or visa restrictions. See information about Nordic citizens´ registration in the section Things to take care of after arrival – “Residence and personal data registration”.

3.2.3 Other nationalities 3.2.3.1 Right to work without a residence permit People from other than EU or Nordic countries need a residence permit if they intend to work in Finland. Working without a residence permit is allowed in some occasions, though. Even then, however, you need to have a valid visa if visa requirements concern you or a Schengen residence permit granted by another country which allows you to reside in Finland. Exemption from the visa requirements enables working without a residence permit for the duration of visa-free residing time. A residence permit is not required in the following cases: If you come to Finland on research purposes you may conduct research without a residence permit if you have a valid visa or you are from a country whose nationals have been exempted from visa requirements or you have a residence permit granted by another Schengen country. It is also required that the research is based on an invitation or contract and it lasts for a maximum of three months. A residence permit is also not required in cases where a researcher resides in Finland for no longer than three months on the basis of a hosting agreement under the Directive on researchers signed in another EU country.

A residence permit is not required from teachers, specialists and interpreters coming to work based on an invitation or contract and the duration of the job is no longer than three months.

More specific information is available at the Finnish Immigration Service website (www.migri.fi/frontpage).

3.2.3.2 How and when to start applying for a residence permit?

Processing times for applications vary greatly depending on the prevailing amount of applications and, therefore, it is difficult to estimate the exact processing time. Please fill in your application carefully and ensure that you have attached all required documents to your application; if any information is missing it will take longer to process your application. It is very advisable to start the process with applications months before your planned arrival. It is important that all necessary paperwork is delivered to the embassy or consulate in good time; the procedure cannot be started before that.

Generally, the first residence permit should be applied from the Finnish diplomatic mission in the applicant’s country of origin. It is also possible to submit your application online but you are still required to visit the embassy or consulate in person in order to verify your identity and to give your fingerprints for the biometric residence permit card. An electronic application cannot be processed until you have visited the embassy personally. It is also very important to present the original copies of any supplements needed and to take your passport and a passport photo to the embassy. Please note that your passport must be valid for your entire stay in Finland or possibly longer. When applying for a residence permit, it is also necessary to have the original contract of employment or invitation letter from your host University.

The application form can be printed out from the website of the Finnish Immigration Service and in some cases it can possibly be submitted online. The forms are also available in diplomatic missions.

More specific information pertaining to residence permits and fees can be found on the website of the Finnish Immigration Service, (www.migri.fi/frontpage).

3.2.3.3 Family members When you are moving to Finland together with your family member(s), they are also required to have residence permits. The permit to a family member can be issued on the grounds of family ties. In Finnish legislation, the definition of a family member is somewhat narrower than in some other countries: comparable family members for non-EU citizens are a spouse, cohabiting partner, registered partner or child. Also a guardian for a child under 18 years is considered a family member.

When applying for permits for family members, please pay attention to the fact that you and your family members may be interviewed to verify the family ties. If your family members will arrive to Finland at different times, accompanying family members should regardless apply for the permit at the same time.

Please pay attention to information on the Finnish Immigration Service website (www.migri.fi) to get more specific information concerning residence permits admitted on the grounds of family ties.

Visa For foreigners who intend to travel to Finland for a temporary or short (for no longer than three months) time, a Schengen visa is an entry permit to enter Finland. Finland is a member state of

the Schengen countries that have agreed on the visa rules and requirements for third country nationals. A visa is needed for all foreigners who are not members of a country that has been exempted from visa requirements.

Foreign citizens required to have a visa must always obtain it before travelling to Finland. Visas must be applied from the Finnish embassy or consulate. If there is no Finnish embassy or consulate in your area, a visa must be applied from the nearest mission of your country. Sometimes there might be certain cases when Finland is represented by another Schengen country and from which visas to Finland must be applied. If the stay in Finland is no longer than three months and you have a residence permit valid in one of the Schengen countries, a visa is not needed to enter another Schengen country.

Visa formalities need to be taken care of well in advance of the planned arrival but not earlier than three months prior to it. At least 14 days should be reserved for processing visas. Please notice that the process might have a much longer processing time if the application for Finland is delivered in your country to a mission of another Schengen country that has agreed to represent Finland there. Before applying for a visa, please verify that you have all the documents that are required for the application. When obtaining a visa to the Schengen area, generally you must have the application form, a passport or another travel document, a photograph, documents related to the purpose of your trip, evidence of your financial means and travel insurance. You also need to pay the administrative fee.

The Ministry for Foreign Affairs of Finland is responsible for visas. Whether you need a visa and further information on visa requirements and applications, please visit the website of the Ministry for Foreign Affairs of Finland, (www.formin.finland.fi).

Information about documentation Ensure in good time that you have all required documents. You may also have some documents that might seem irrelevant but we recommend taking them with you just in case; you never know if you need them. Please notice that it is important to take the original copies of your documents with you.

Please notice that documents issued abroad by a foreign authority must be legalised to have the intended legal effect in Finland. Legalisation can be conducted in two different ways depending on whether the country is a signatory to the Hague Convention. Documents from countries that have ratified the Hague Convention must be legalised according to the so-called Apostille Certificate.

Documents from other countries must be legalised through the so-called Grand Legalisation procedure. If you need more information about legalisation and Apostille, please see the webpage addresses in the end of this guidebook.

It is also advisable to be informed about authorised translations. Additionally, all documents that are established in other languages than Finnish, Swedish or English must be translated by officially certified translators.

It is good to take into consideration that while you are dealing with Finnish authorities it is recommended to keep your documents available. It is commonly required in Finland that copies of important documents, such as documents that concern your work, need to be authenticated.

Authentication means that you are required to show the original documents either to an official who can certify them or to two people, who can, after checking the originals, sign the copies to prove that the copies are authentic.

Insurances The employer is obliged to insure the workers against accidents at work and generally all employees are insured. University staff members have an accident insurance and employees are insured against injury occurred while working or injury caused by conditions arising from work. If the employee is on a business trip, business travel insurance is valid as soon as the travel proposal has been approved. The person must belong to the University staff. Therefore, this does not concern visiting staff. The insurance provided by the University is not absolutely comprehensive, as it does not cover leisure time or family members. It is highly recommended to get a personal medical insurance contract, for example.

Insurance coverage and occupational health care services are not included for grant or scholarship receivers and generally they need to take care of their own insurance coverage. It is recommended to obtain a good health insurance for yourself already from your home country. The Farmers' Social Insurance Institution Mela handles occupational accident insurance of those receiving a grant or a scholarship from Finland. The occupational accident insurance can also be complemented with leisure time accident insurance. Find further information by visiting Mela’s webpage, (www.mela.fi/en).

One possible option for insurance is the Student Insurance Program (SIP) which is specifically designed for students and also for scientists, members of educational staff and accompanying family members. SIP has insurance cover especially for people staying abroad temporarily and it is valid worldwide. More information online at (www.sipinsurance.eu).

Housing The University has a few apartments of different sizes and also a couple of flats in the University guesthouse to rent to its incoming staff. If you are interested in these housing options, please ask someone in your faculty or unit for more details and to find out the current reservation situation.

If you cannot find a proper apartment through the University, we recommend you to start organising your housing matters immediately when your stay in the University has been confirmed.

In Finland, accommodation can be found quite easily through the private market or housing companies but be aware of peak times at the beginning of each semester. Public housing notices can be found online or in newspapers or through agencies. In addition to public advertisements, many available apartments are often rented through social connections. If you are looking for an apartment, pass on the word to your colleagues and other acquaintances in the area.

In Finland, housing expenses are fairly high. There are many things that affect the amount of rent; in most cases the rent is determined by the location of the apartment as well as its size and condition. Electricity and water charges are usually not included in the rental agreement. A refrigerator and oven are included. As a rule, the apartments are rented unfurnished but it is not impossible to find a furnished apartment.

Be aware that when you are renting an apartment you are often required to pay a deposit that is equivalent to a rent of one or even two months’. The deposit is generally charged to ensure that the apartment will be kept in good condition and payments made as agreed. The deposit will be refunded to you in its entirety when your rental agreement ends and you are moving out – providing that the apartment has not been damaged during your stay.

Sometimes agencies offer only apartments for long time rental and insist on making a contract for a minimum of one year. Make sure you understand the terms of the contract you sign. It is always important to make a written contract when renting an apartment and to study carefully what is included in your contract and to ensure that all details in the contract are correct. Make sure that you receive a personal copy of the contract. The terms and conditions of rental contracts may vary strongly from those of your home country.

It is highly recommendable to acquire a home insurance for your apartment because, in case of an accident, your home insurance covers possible damages. In fact, some landlords/ladies insist that you have one. There are different kinds of insurances. To get the most suitable insurance, visit the insurance company. In accordance with Finnish legislation, every home has to be equipped with a smoke/fire alarm so make sure that your alarm is working. Any damage caused by fire is not covered by your home insurance if your smoke/fire alarm is out of order.

There are several insurance companies from where you can get a home insurance contract and most of them operate in Rovaniemi. Visit the local insurance companies and ask for more information about home insurances. At least the following companies offer private customer service in Rovaniemi: IF (Ainonkatu 2), Pohjola (Koskikatu 10), Turva (Rovakatu 24), LähiTapiola (Rovakatu 27) and Fennia (Rovakatu 20–22 B).

Buying a house is also possible but it usually requires having personal property and a mortgage. If you are interested in buying a house, please contact your bank to get more details.

If you need more information concerning housing, get know to the useful web addresses in the section “Useful Webpages”.

Family matters and recreation If you are moving to Finland with your family, there are more things that need to be taken into consideration than moving alone. It is important that your family members will also enjoy the new environment. The University wants to support your family’s stay in Rovaniemi and we have gathered up some useful information that will help spouses and children to integrate into to your new environment and situation.

3.7.1 Day care The purpose of children’s day care in Finland is to support children's balanced growth, development and learning. All children under school age (under 7 years) are entitled to day care provided by the local authority. Municipal services enable children to receive day care, family day care, or group family day care. There are also private day cares centres. Private day care services provide alternative forms of care.

Please make sure to inquire about and apply for day care places well in advance before arriving to Rovaniemi; it may take several months to receive a day care place. Because the local birth-rate has been quite high lately, the availability might be challenging. For more information, please contact the social services unit in the Rovaniemi municipality. It is also advisable to make enquiries to the local private day care centres: the Steiner School and the English playschool. The English playschool also offers day care services English.

Before starting the compulsory comprehensive school in the same year when turning seven years, children in the age of six can take part in optional pre-schooling which is provided in day care centres and comprehensive schools.

3.7.2 Schooling services In Finland, going to school is compulsory; all children living in Finland are entitled and required to attend comprehensive school. The aim of basic education is to support pupils’ growth as individuals and as members of the society and to teach necessary skills and knowledge. Children usually start comprehensive school in the same year when turning seven years. The scope of the basic education syllabus is nine years. After comprehensive school, studies generally continue either in upper secondary school or in vocational school.

The school year starts in August and lasts until the end of May or the beginning of June. In principle, the school district is determined by the location of your residence. The same “time regulations” when applying for a day care place also concern applications for school placements; parents are responsible for applying for the placements early enough.

To find out more about basic education in the municipality of Rovaniemi, please see the information on the international website of Rovaniemi city.

In Rovaniemi, there is also a Steiner School which is a primary school where children can go to instead of a public comprehensive school. The school provides instruction, and it has a right to issue a certificate, and the students have the same possibilities for further studies than students in public comprehensive schools. If you are interested in situating your child in the Steiner School, please inquire about placements from the school (www.rovaniemensteinerkoulu.fi).

3.7.3 Working possibilities for spouses If you are looking for work in Finland, it is worth contacting the Employment and Economic Development Office. The office provides details on jobs, the labour market and vocational training opportunities for new residents. It is also possible to get information on training opportunities and Finnish language classes. It is worth following the University’s vacancies and pages for job seekers too. See also the informative brochure “Working in Finland” that is available online. You can find the addresses to webpages in the end of this book.

If you have a residence permit granted on the basis of family ties, please visit the Finnish Immigration Service website (www.migri.fi/frontpage) to see your rights for working.

The local Employment and Economic Development Office is located in Valtakatu 16.

3.7.4 Studying There are several opportunities for studying in Finland. There is a variety of opportunities for developing your professional skills or broadening your expertise or even studying a whole new branch. It is possible to study and complete a degree or conduct non-degree studies. The Finnish education system is considered to be of very high quality and the education is free. The model of tertiary education is a dual model: universities concentrate on education and research whereas universities of applied sciences focus on education that is work-related.

Our University is an international, multidisciplinary university whose areas of expertise include Arctic affairs and tourism research. As a research-based higher education institution, teaching and research facilities offer students and scholars the opportunity to pursue academic excellence, at all levels – all the way up to doctoral studies – in the fields of arctic issues, tourism, art and design, law, education, and social sciences.

The University of Lapland offers a variety of degree programmes that are open to international applicants on different academic levels. It is possible for international students to complete these degree programmes completely in English with specialised study plans and teacher assistance.

The faculties also consider international doctoral applicants as it is possible to complete even doctoral studies entirely in English. To find out more information studying at the University of Lapland and applying, please visit the university’s webpage.

Most Finnish universities and universities of applied sciences, including the University of Lapland, offer Open University courses in addition to degree programmes. Open University education is open to everyone. Please see the information about Open University studies arranged by the University of Lapland and fees online. The staff of our University is in general exempt from Open University fees concerning teaching given at our University. However, consulting the teacher of the course as well as the Open University is necessary beforehand.

There are several possibilities for studying Finnish language in Finland. Finnish language studies are also available in the Internet. The E-LOCAL online language courses also include a Finnish course; more information about E-LOCAL is in “Training for staff”.

4 THINGS TO TAKE CARE OF AFTER ARRIVAL This section is intended to help your settling to Rovaniemi after you have arrived. It contains information about procedures you should familiarise yourself with and take care of after your arrival.

Residence registration and personal data registration 4.1.1 Citizens of EU/EEA If the stay in Finland exceeds three months, citizens of EU/EEA countries are required to register the right of residence. The registration must be done using the Enter Finland e-service and before the end of three-month period. After submitting the application an appointment to the Finnish Immigration Service point, Ruokasenkatu 2, has to be booked. You will be issued a registration certificate that confirms your right of residence as an EU citizen. A valid passport and proof of employment are needed when registering. The webpage of the Finnish Immigration Service contains more specific information.

A foreigner, who is residing in Finland on a temporary basis, generally for less than a year, may also receive a Finnish personal identity code for example in order to work. You can get a Finnish identity code by visiting the Local Register Office, Tax Office or the Social Insurance Institution (KELA). Please notice that in addition to proving your identity, you need to have an employment contract or some other document as a proof of your work.

A person, who is staying in Finland permanently, at least for a year, will be registered as a resident in a Finnish municipality. If a citizen of EU/EEA country has resided in Finland for more than three months a certificate showing a foreign citizen’s registration of a residence permit is required. In addition a Finnish identity code will be issued to a foreign person who is staying in Finland permanently. The registration must be carried out at the Local Register Office. The registered information will be used e.g. in health care and taxation.

4.1.2 Citizens of Nordic countries Citizens of Nordic countries are not required to have any residence permits to live or work in Finland. They should nevertheless visit and notify the Local Register Office as soon as possible after moving. Because the registration process between Nordic countries is more multi-phased compared to other countries, you should visit the local Register Office in person to get detailed directions concerning your move. You will need to present a proof of your identity.

4.1.3 Citizens of other countries (non EU/EEA or Nordic) If you intend to reside in Finland less than three months, you do not need to have a residence permit. Please notice that you might still need a visa. If you intend to work in Finland for longer than three months, you are required to acquire a residence permit. Please see more information from the section “Things to do before arrival - residence permits”.

A foreigner, who is residing in Finland on a temporary basis, generally for less than a year, may also receive a Finnish personal identity number e.g. in order to work. In these cases, the foreigner is not registered to a Finnish municipality as a resident. The Finnish identity code can be issued by the Local Register Office, Tax Office or the Social Insurance Institution (KELA). Please notice that you need to have an employment contract or some other document as a proof of your work.

Foreign people, who intend to reside in Finland permanently, at least for a year, and have been issued a permanent, continuous residence permit or a temporary residence permit for at least a year, will be registered as a resident to Finnish municipality. Also a Finnish identity code will be issued to a foreign person who is staying in Finland permanently. Consequently, foreigners are required to visit the Local Register Office and register the same information as Finnish citizens if they intend to reside in Finland permanently. The registered information that will be transferred to the Finnish Population Information System contains personal data (name, date of birth, nationality, family relationships, and address). The registered information will be used e.g. in health care and taxation. Foreign persons will also be issued a personal identity code and it is issued by the Local Register Office.

Finnish health care and social security system 4.2.1 General principles The Finnish social security is provided by the Social Insurance Institution (KELA). The right to social security benefits is determined by the duration of the residence. People who move to Finland permanently are entitled to social security benefits. Your move is considered to be a permanent move if you have a permanent job or are working in Finland for at least two years. People who move to Finland on a temporary basis generally are not entitled to any social security benefits.

When moving to Finland for a short, fixed time, it is not considered that you live in Finland permanently; however, you may be allowed to get some social security benefits on the basis of work.

Persons working in Finland temporarily may be partly covered by the Finnish social security system under certain circumstances. If your employment in Finland lasts for a minimum of four months and the terms of employment meet the conditions, foreign workers from all countries are entitled to health insurance and a personal KELA- card. A KELA- card is a proof of your entitlement to social security. In order to receive social security benefits, persons moving to Finland must register at the Social Insurance Institute Office and complete required applications. Please see more information concerning the conditions online (www.kela.fi).

In matters concerning health and social security, it is advisable to contact either In To Finland service (www.intofinland.fi/) or the Social Insurance Institution of Finland (KELA). In To Finland is a shared service point of The Social Insurance Institution of Finland (Kela) and the Tax Administration and the services are intended to foreign people coming to work to Finland. They offer help and guidance on social security –if you have any questions, please do not hesitate contact them. In To Finland has also a service point in Helsinki where you can visit to get individual service. At the service point, it is also possible to obtain a Finnish personal identification number meant for foreigners who are coming to work in Finland for less than a year.

Also the webpage of the Employment and Economic Development Office contains useful information for foreign workers, (www.mol.fi).

4.2.2 EU/EEA countries and Switzerland The right to Finnish social security for employees from other EU/EEA countries or Switzerland generally is determined by the duration of the employment. If your employment lasts at least two years, you are entitled to have full coverage by the Finnish social security system.

If you intend to work in Finland for less than four months, generally you are not entitled to Finnish social security benefits. You are, however, entitled to e.g. medical treatment in the public system if the contributions are paid to Finland. If your planned employment lasts between four months and two years, you are e.g. allowed to get health insurance benefits and child home care allowance.

Generally, the same rules apply for persons moving to Finland from another Nordic country.

Persons that are carrying a European health insurance card are entitled to necessary medical treatment. The European health insurance card mainly covers emergency treatment.

4.2.3 Countries with a social security agreement Employees from social security agreement countries may be entitled to Finnish social security coverage on the basis of a social security agreement. As social security agreements between Finland and other countries vary, it is advisable to check the right to medical treatment and social security in Finland in advance.

The main principle for workers from the social security agreement countries is that regardless of the duration of the stay, workers are entitled to benefits covered by the relevant bilateral social security agreement. Benefits that are not included in the agreements are available for persons who move to Finland permanently. If the employment lasts for at least four months, workers from agreement countries are covered by the health insurance.

4.2.4 Other countries Workers from other countries are entitled to Finnish social security benefits only if the employment lasts for at least two years. In case the employment lasts for at least four months and the required conditions concerning the terms of employment are met, employees are eligible to Finnish health insurance coverage.

4.2.5

Posted workers and researchers

Posted workers from EU/EEA countries and Switzerland and also from other Nordic countries remain covered by the social security system of the country of origin and are not entitled to social security coverage in Finland. Workers that are posted to Finland must have an E101 or A1 certificate issued by the authority of the country of origin. Persons that have European Health Insurance Card issued by the competent authority of one’s home country have an access to necessary medical treatment.

See information concerning posted workers from a country with a social security agreement in the internet, (www.kela.fi/web/en). Depending on the country of origin, a worker must have a certificate which proves his/her status as a posted worker.

Workers who are posted to Finland from other countries are treated the same way as any other persons moving to Finland for the purpose of employment.

Researchers and grant or scholarship receivers that are residing in Finland temporarily normally are not covered by the Finnish social security system. However, there are some occasions when they are entitled to Finnish social security benefits. To get more detailed information, please read about their rights online (www.kela.fi/web/en).

4.2.6

Family members

Accompanying family member(s) are generally covered by the Finnish social security system in case their move to Finland is considered to be permanent. If an employee is residing in Finland on a temporary basis and is not covered by the social security system, family members generally are not covered either. In some cases they may, however, be entitled to medical treatment. See specific information concerning family member’s rights to social security benefits in the internet, (www.kela.fi).

Notification of Change of Address When you move to Finland from abroad, you must submit a notification of your move and change of address if you are residing in Finland for over three months. The notification must be conducted in good time (within seven days from the date of your move) to ensure that your mail is delivered to the correct address. You may notify a change of address to Post Office and/or the Local Register Office.

You can notify about the change of address by filling in the form that can be collected from any Post Office or Local Register Office. You can also do it online, (www.posti.fi/changeaddress/). Please bear in mind that you need to have Finnish online banking access codes, or a Posti user ID, or an identity card with a chip issued by the police to be able to do it online.

The Local Register Office is located in Lähteentie 2. The Local Post Office is located in the Shopping Centre Revontuli.

Taxation Services including health care, education, security and the services for children and the elderly are of high standard. Therefore, the level of taxation in our country is quite high, as welfare services are maintained by tax revenues. The tax is paid in our country progressively which means that the larger your salary the higher rate your tax percentage.

Foreign people who work in Finland will generally pay tax of their wages in Finland and a Finnish tax card is required. Usually wages are taxable even if the stay is temporary. The taxation principles for foreign employees vary according to the duration of your stay.

If you are residing and working in Finland on a temporary basis and no more than for six months, you have a limited tax liability; your wages will be subject to tax at source with a rate of 35 % of the pay and it includes benefits. If you have limited liability to pay tax you are required to have a tax-at-source-card from the tax office. It is highly recommended to request for a Finnish personal identity number. It can be obtained from the tax office, the local register office or the Social Insurance Institution.

Instead, if you are working in Finland for longer than six months, you are considered to be a tax resident. Your income is consequently taxed under the same rules as the Finnish residents and on the basis of progressive taxation. You are required to request for the tax card document issued by the tax authority. You also must file an income tax return to Finnish tax authorities. A Finnish personal identity number is required. In case an employee comes to Finland for at least a year, the ID number must be applied for at the Local Register Office.

There are also some special tax regulations between Finland and certain countries. Therefore, e.g. some teachers and researches from certain countries may be taxed in a different way or be exempt from Finnish income tax. It is always necessary to contact the local Tax Office to revise the precise information and ensure the right taxation. It is highly recommended to contact the Tax Office immediately after your arrival in Finland and before starting your work.

Scholarships and other grants which are obtained for studies, scientific research or artistic activities generally under certain conditions are not taxable income. However, in some cases the taxability depends on the paid amount and granter of the scholarship or grant. If the grant is admitted by the grant receiver’s employer, it is generally considered to be a compensation of the work and is seen as a paid salary. If there is anything unclear concerning grants and scholarships, it is advisable to contact the tax office to clarify your tax status.

If you wish to have personal customer service in matters concerning taxation in Finland, please do not hesitate to contact the Tax Office before your arrival to Finland. You can also contact the In To Finland service point which is a shared info point of The Social Insurance Institution of Finland (Kela) and the Tax Administration and is particularly intended to serve foreign workers in Finland.

More information is also available at (www.vero.fi/en-US).

The Local Tax Office in Rovaniemi is located in Hallituskatu 3 A. Banking A foreign person is legally under certain conditions justified to basic banking services in Finland.

These services include service account through which it is possible to pay bills and receive payments. In addition to basic banking services, the basic services include a debit card by which the customer can withdraw cash from ATMs and pay for purchases directly from the personal bank account. Banking and opening a bank account should be quite simple for foreigners and there are quite few formalities. Please notice before opening a bank account that you need to set up a meeting beforehand.

Under Finnish law, banks must identify and know their customers. This means that the bank will verify the customer's identity by examining your official identification card. In addition to the customer’s personal data, the bank has a legal obligation to know the customers need for services, purpose of use, financial position and source of funds.

Sometimes the documentation needed seems to vary not only between banks but between branches, too, and that is why it is advisable to take with you as much official identification as you can. These are the documents that are mostly required when opening a bank account: - Identification card, generally a passport In some cases also other identification cards might be accepted. The identification card must be issued by a national authority and has to be accepted as a travel document and needs to be a valid travel document within the Schengen area. Please notice that a foreign driving license is not an official identification document.

- Certification of employment, e.g. contract of employment (or sometimes a letter of invitation) - An explanation for why a bank account is needed and the origin of the funds that are stored to the account.

There are many major banks in Finland which also have offices in Rovaniemi but you should notice that all banks necessarily do not provide the same services, e.g. online banking services for foreigners. In Rovaniemi, you are able to choose between the following banks: Nordea (Located in: Rovakatu 17), Pohjolan Osuuspankki OP (Koskikatu 12), LähiTapiola (Rovakatu 27), S-pankki (Teollisuustie 2), Säästöpankki (Ainonkatu 1) and Svenska Handelsbanken (Koskikatu 14-16, Kalotinlinna).

Please notice that all foreign employees at the University need to open a Finnish bank account to which the salary is paid.

More information about banking is available online at (www.expat-finland.com/finance/index.html).

Telephone and internet connections There are several companies that provide competitive telecommunications and ICT services in Finland. A prepaid mobile phone connection is easy to get.

Then again, in Finland it is a bit of a challenge for foreign persons to acquire an Internet connection. Without a Finnish identity number it is possible to provide prepaid Internet connections which may be easy to get but generally are more expensive than other Internet connections. Even if a person has a Finnish identity number but has not resided in Finland for a certain time, acquiring an Internet connection might require paying a deposit which can be several hundred euros.

Comparing prices is advisable, because the rates and charges depend on the operator.

To get more information, please visit the local service providers. Sonera, Elisa and DNA shops have customer service counters in the town centre; shops can be found from the Shopping Centre Revontuli. TeleFinland is located in the same building as a supermarket called Citymarket, not very far away from the city centre.

5 ROVANIEMI AS A HOMETOWN How to get to Rovaniemi?

Travelling by plane is the fastest way to reach Rovaniemi. Airline companies Finnair and Norwegian operate between the capital city Helsinki and Rovaniemi daily. The flight takes approximately one hour and fifteen minutes.

Another alternative is to travel by train. VR, the national railway company, operates several trains a day. VR also offers a night train option between Helsinki and Rovaniemi. Sleeping-cars ensure that passengers have comfortable overnight journeys. Duration of the train trip varies from nine hours up to thirteen hours. In case that you want to have your car with you, there are car-carrier trains travelling on the network.

It is also possible to travel to Rovaniemi by long-distance buses. The shortest bus journey from Helsinki to Rovaniemi lasts approximately 13.5 hours and the longest 17.5 hours.

Arriving to Rovaniemi is also possible by your own car. The E4 highway leads directly from Helsinki to Rovaniemi. The distance between is about 800 kilometres and it takes 10–12 hours to drive to Rovaniemi.

In Finland, the traffic is right-handed; overtaking is allowed only on the left. The traffic is fluent and driving is not too difficult. It is anyhow essential to take into consideration that weather conditions in winter might be challenging and even hazardous. When driving, it is also very important to pay attention to potential elks and reindeer which may wander on or even come running from the forest to the road especially at dusk.

According to Finnish legislation, it is mandatory to use winter tyres between 1 December and 28 February. Also headlights must be used whenever driving. It is also recommended to have an engine block heater in the car because of cold temperature in winter. Having a personal parking place will be necessary because it is not allowed to park cars anywhere except in designated parking places.

Please notice that there are some restrictions concerning foreign driving licenses and not all foreign licenses are valid in Finland. In some cases, some foreign driving licenses can be replaced by a Finnish driving license or you may be issued a temporary license. For more information concerning driving license permits, please visit the Finnish Police’s website, (www.poliisi.fi/english).

Getting around Rovaniemi Train- and bus stations are both located near the town centre, within walking distance. The airport is situated about 10 kilometres from the town centre. There is a bus connection to the centre operated by the Airport express bus. The bus leaves from the airport immediately after the flight arrival and drives to the bus station, stopping in front of hotels in the town centre. Information about schedules can be viewed online.

In front of the airport, there is also a taxi stand where taxis are on call during the scheduled arrival times. It is also possible to pre-book a taxi before arriving at the airport, though the price may be more expensive if booking in advance.

Rovaniemi is a relatively small town, and many places are attainable by foot or bicycle. The University is located in several places but the main campus is easy to reach from the town centre and its proximity. The University’s Arctic Centre, the unit of Education and Development Services as well as the Teacher Training School lie outside the main campus area but are conveniently located in the town centre or its immediate environs. Because of renovation, the Faculty of Art and Design is currently located around the town. Please have a look at the bus timetables online at university’s webpage.

Local buses operate to the University from the town centre or from further away. The bus stop in the town centre is on Ruokasenkatu, near the corner of Valtakatu and the taxi station. In the University area, the bus stop is near the main entrance of the University main building. If you want to enjoy the great outdoors and nice scenery on your way to the University, you’ll be delighted to know that it takes only about 15–20 minutes to reach the University from the town centre by foot; the distance is only about 2 kilometres There is a pedestrian and bicycle way all the way down.

Because Rovaniemi is a fairly small town and distances between places are fairly short, a bicycle is a great option for getting around the town. It’s easy to purchase a bicycle, as several shops, supermarkets, and second-hand shops sell them. There are many sports shops (e.g. City Sport, Sportia, Intersport, Stadium) that sell bikes and also the biggest supermarkets (Prisma, Citymarket) have quite large selections of bicycles. Used bikes can usually be found e.g. in the Mountain Bike Center and the second-hand shop Tuhat-Tori. The Mountain Bike Center is located in Ruokasenkatu 10 and Tuhat-Tori can be found in Harrikatu 2.

Sometimes it is possible to find cheap bicycles from auctions held by the police. You can ask for more information at the local police office.

Public transport in Rovaniemi area Most of the local buses operate regularly every hour. During morning rush hours and in the late afternoon they operate every 30 minutes. There are possibly fewer departures on weekends.

More information about public transport, bus schedules and routes in the Rovaniemi area can be easily found in the internet, see the international webpage of the city of Rovaniemi. Local public transport timetables are also available at the bus station and in local buses.

A local traffic trip planner for Rovaniemi in the internet gives suggested routes and offers advice on public transport connections in the town area.

Recreation It is fairly easy to find out ways how to spend your free time in Rovaniemi. There are numerous hobbies and activities available in the Rovaniemi area. You can choose from outdoor or indoor activities, cultural events, organised courses (e.g. cooking, dancing), sports, library, swimming hall, and so on. There is something for everyone.

Nature is omnipresent in Rovaniemi as the town is surrounded by beautiful hills and lush forests, and the riverside is frequented by runners and Nordic walkers in summer and autumn – and skiers in winter and spring. There are several types of organised nature experiences as well if you don’t want to go independently. There is also a considerable amount of cultural activities in Rovaniemi: the theatre, the cinema, the museums, concerts and exhibitions, the shopping centres, and various events make sure that there is something on for every day.

Please visit the international page of Rovaniemi and the events calendar of the Rovaniemi Tourism Marketing Ltd to read more information; you can also submit questions there.

The Rovala-opisto institution organises different kinds of courses – such as woodworking, language, and cooking courses – though the language of instruction is mainly Finnish. If you are sports enthusiast, at least Kunnon Paikka, Santa Sport and Lapin Liikunta offer different kinds of sports activities in Rovaniemi.

Rovaniemi is a great place to raise a family, as it has a lot to offer for children and families. Many children take part in scouting which has been very popular in Finland over the years. A bit different way to spend your free time is the Circus School. Ice hockey, football, and skiing are also popular among Finnish children. Most sports activities are organised by different kinds of clubs or associations. It is also possible for children’s parents to get more involved in children’s hobbies by networking with other parents or by volunteering. You can contact these clubs and associations directly if you’re interested in having more information. Other possibilities are e.g. the music play school, dancing, and fine arts school for children. There is a lot to choose from.

6 SHORT CHECKLIST FOR THE INCOMING STAFF There are some important things that you are advised to take into consideration after your move to Finland has been confirmed. Please note that some of the matters that need to be taken care of require some time – please start organising them well in advance of your arrival.

Checklist for new employees Things to do before you arrive o o o o o o o o o o o

Contact the receiving faculty/unit.

Ensure you have a contract of employment.

Apply for a residence permit or visa well in advance if you need one.

Start organising housing.

Make travel arrangements.

Acquire travel and health insurances; the insurance provided by the university does not cover leisure time or family members.

Plan family-related matters (e.g. school, day care, insurance, studies).

Take care of necessary health related-issues, including medication.

Check if you need an E101/A1 certificate or other certificate concerning social security.

Take care of all necessary documents; take a photocopy of important documents and a copy of the personal details page of your passport and visa stamp.

Please take into consideration the Apostille Convention and acquire certified translations before arriving to Finland.

Things to do after you have arrived o o o o

o o o o o o o o

Meet your faculty/unit contact person.

Finalise your work contract if it was not done before your arrival.

Register your right of residence depending on the duration of your stay and country of origin.

In order to receive your personal identity number, visit the local Register Office. If you are staying for a shorter period and need a Finnish identity number for tax-related purposes, you can get it from the Tax Office or Social Insurance Office as well.

Visit the local tax office to get a Finnish Tax Card, remember to return it to the University’s Payroll Office.

Apply for Finnish Social Insurance benefits and a KELA -card at the Social Insurance Office if you are entitled to them.

Make a notification of move and change of address in the Registration office or in the Post if staying for over three months.

Open a bank account; your salary will be paid into your bank account.

Provide a mobile phone subscription and also an Internet connection if you need one.

Sign up for the University’s international e-mail list via (incoming@ulapland.fi).

Join the Finnish Friend programme if you are willing.

Get to know your new home town Rovaniemi. 

Things to do before your departure from Rovaniemi o Return your work keys, phones, computers to the faculty/unit. o Ask for a work certificate from the faculty/unit. o Cancel all the contracts: housing, electricity, water, bank account, internet, phone. Please do not close your bank account before your last salary.

o o o o

You may be due a tax refund, so notify the Tax Office if you close your Finnish bank account.

Make a notification of move.

Take care of possible formalities to your home country.

Have a safe trip back home.

Checklist for grant receivers

Things to do before you arrive o Contact the receiving faculty/unit. o Ensure you have a contract on your research visit or training period. Ask for the invitation letter or other confirmation from the receiving institution as well if you need one. o Apply for a residence permit or visa well in advance if you need one. o Start organising housing. o Make travel arrangements. o Take care of your insurance coverage. Please notice that you are not insured even at work. o Plan family-related matters (e.g. school, day care, insurance, studies). o Take care of necessary health related-issues, including medication. o Take care of all necessary documents; take a photocopy of important documents and a copy of the personal details page of your passport and visa stamp. o Please take into consideration the Apostille Convention and acquire certified translations before arriving to Finland.

Things to do after you have arrived o o o o o o o o o o o

Meet your faculty/unit contact person.

Enrol as a researcher or doctoral student, your user account details will be given after this.

Register your right of residence depending on the duration of your stay and country of origin.

In order to receive your personal identity number, visit the local Register Office.

Apply for Finnish Social Insurance benefits and a KELA card at the Social Insurance Office if you are entitled to them.

Make a notification of move and change of address in the Registration office or in the Post if staying over three months.

Open a bank account.

Acquire a mobile phone subscription and also an Internet connection if you need one.

Sign up for the University’s international e-mail list via (international.relations@ulapland.fi).

Join the Finnish Friend programme if you are willing.

Get to know your new home town Rovaniemi. ď Š

Things to do before your departure from Rovaniemi o o o o o

Return your work keys, phones to the faculty/unit.

Cancel all the contracts: housing, electricity, water, bank account, internet, phone.

Make a notification of move.

Take care of possible formalities to your home country.

Have a safe trip back home.

7 USEFUL WEBPAGES University of Lapland University main page http://www.ulapland.fi/InEnglish.iw3

Ministry for Foreign Affairs of Finland http://formin.finland.fi/public/default.aspx?cultu re=en-US&contentlan=2 Working in Finland

Intra page https://intra.ulapland.fi/?deptid=2034 ICT Services http://www.ulapland.fi/InEnglish/Units/Data_Ad ministration_and_ICT_Services.iw3 Library http://kirjasto.luc.fi/?deptid=22383 Internationalisation Services http://www.ulapland.fi/InEnglish/Units/Internati onal_Relations.iw3 Job opportunities www.ulapland.fi/vacancies Career services http://www.ulapland.fi/InEnglish/Units/CareerServices

Employment and Economic Development Office http://www.mol.fi/mol/en/index.jsp In To Finland – Coming to work in Finland http://www.intofinland.fi/en Ministry of Employment and the Economy http://www.tem.fi/?l=en Working in Finland -brochure http://www.mol.fi/mol/en/99_pdf/en/92_broch ures/workinginfinland.pdf Studying in Finland University of Lapland http://www.ulapland.fi/InEnglish

Authorities

Study in Finland http://www.studyinfinland.fi/home

Police http://www.poliisi.fi/english

Open University http://www.avoinyliopisto.fi/en-GB/

Tax Office http://www.vero.fi/en-US

Study Finnish

Finnish Immigration Service (residence permits and visas) http://www.migri.fi/frontpage Register office http://www.maistraatti.fi/en/ Population Register Centre (VRK) http://www.vrk.fi/default.aspx?site=4 The Social Insurance Institution of Finland http://www.kela.fi/web/en

Info Bank http://www.infopankki.fi/en/living-infinland/finnish-and-swedish/finnish-online Expat-Finland http://www.expatfinland.com/living_in_finland/language_training. html E-LOCAL online courses http://openmoodle.tokem.fi/ > e-local (selfregistration required)

Housing Expat-Finland http://www.expatfinland.com/housing/index.html Looking for an apartment http://www.rovaniemi.fi/Kansainvalinensivusto/English/City-info/Living Student Union Lyy http://www.lyy.fi/www/index.php?option=com_a dsmanager&Itemid=39 Practical and travel information Centre for International Mobility (CIMO) http://www.cimo.fi/cimo_in_brief Finnish Citizens’ services http://www.suomi.fi/suomifi/english/index.html Info Bank http://www.infopankki.fi/en/frontpage Legalisation of documents http://www.maistraatti.fi/en/Services/place_of_ domicile_and_population_data/Basicinformation/#Legalisation%20of%20documents Visit Finland http://www.visitfinland.com/ This is Finland http://finland.fi/Public/default.aspx

Expat Finland http://www.expat-finland.com/ Finland in Figures http://www.stat.fi/tup/suoluk/index_en.html City of Rovaniemi City of Rovaniemi http://www.rovaniemi.fi/Kansainvalinensivusto/English Rovaniemi Tourism and Marketing Ltd http://www.visitrovaniemi.fi/In-English Events in Rovaniemi http://www.visitrovaniemi.fi/InEnglish/Sights/Events Destination Lapland Only in Lapland http://www.onlyinlapland.com/ Lapland Finland http://www.lapland.fi/en/travel

University of Lapland PO Box 122, FI-96101 Rovaniemi, Finland +358 16 341 341 (switchboard) /ulapland /ulapland @ulapland @universityoflapland

www.ulapland.fi/internationalstaff