How to apply to the AScI international summer research programme

Note: The info below was updated for the 2024 call on 19.12.2023 (furhter updates may be made before the positions open)

The following must be combined into a single pdf in the given order. Only pdf files are accepted.

1. Motivation letter: The motivation letter is an important part of the application.    
   • Explain why are you interested in an Aalto Science Institute summer research position, what are your personal interests in terms of research, and why you selected the project(s) you did.
   • Also indicate any special circumstances with regards to visit dates.
   • Mention your future study/research plans.
   • Length: 1 page, or up to 2 pages if you have a number of technical things to discuss regarding the projects.
2. CV: A summary of your academic and work history with contact details.
3. Official* transcript of the university studies that you have completed.
   • * by "official" transcript we mean a transcript that clearly has been issued by your university or printed from a university webpage. Further verification may be required from shortlisted candidates.
   • If the transcript is in a language other than English, a (unofficial) translation of the transcript must be submitted. You should append the translation to the same file as the copy of the official* transcript.
   • In addition, please write a list of courses that will appear in the final transcript (spring courses), but are not in your current transcript. You should append the list to the same file as the copy of the official* transcript.
   • Please make sure the grading scheme is explained. If it not automatically on the transcript you can attach an extra page giving the details. (eg In Finland the passing grades are 1 - 5 with 5 being the highest). We get applications from well over 150 different universities and over 80 countries, so don't expect us to understand your system.
4. A letter of recommendation from a professor or supervisor.
   • The recommendation letter should be written by a university professor or lecturer, or a person who has supervised you in either an academic or employment capacity.
   • The letter should be attached to the application file and uploaded by the candidate.
     • If the referee is uncomfortable with this please explain that under Finnish privacy rules, candidates can always request to see their full application file (which includes recommendation letters), and so letter are never really private.  Please see Aalto University's Privacy Notice to Employee Candidates.
     • If your referee is still uncomfortable giving you the letter directly then please request them to mail it as a pdf attachment to [email protected] with subject line "last name of applicant-first name of applicant-LOR". It must be received by the Jan 29 application deadline. You should write a brief statement indicating that your referee will send the letter to AScI directly and include this statement in your submission file in place of the actual referee letter.
     • The recommendation letter should clearly indicate the referee's name, email and phone, department and university.
   • AScI will not contact or ask for the letter of recommendation from the referee by email or phone. Only in the case that the applicant is shortlisted by the supervising research group, the referee could be contacted after the deadline of the call.
   • Applications without the letter of recommendation will not be processed.
5. Proof of sufficient English skills: TOEFL, IELTS or other standard test is recommended but not required. Alternatively, you may provide one of the following:
   • A statement from your university/language course regarding your language skills.
   • A seminar report or something you have written as part of your studies to demonstrate your competence in written English.
   • If your university studies are English, then a clear statement of this fact on your CV and motivation letter.
   • Anything else which in your judgement clearly indicates your English level.
6. (not compulsory) Any other document you wish to attach to support your application. In general it is better to have further documents available on a website and specify the link in your motivation letter and/or CV.

Most of the fields in the application form are quite clear but some are not so obvious.

Here are some tips on filling the form

1. Where can I find the application link? The application link was released on January 2nd, 2024. To apply, please click the 'Apply here' button at this link. We wish you the best of luck with your application!

2. Can I apply for multiple projects? Do I need separate motivation letters? How long should the motivation letter be? See the info in the "Compulsory attachments to the application form" on this page. You can choose up to 3 projects in order of preference on the application form. Only one motivation letter is required, which should encompass your enthusiasm for all the chosen projects. Please do not submit more than one motivation letter. The motivation letter should be no more than 2 pages.

3. Can I update my application once submitted? Once submitted, applications cannot be updated. However, you can delete and resubmit your application before the closing date. Remember, applications are not reviewed until after the closing date, so take your time to ensure everything is correct.

4. Is remote participation in the research program possible? No, remote participation is not an option. All positions are based at the Aalto University Otaniemi campus in Espoo, Finland. Physical presence in Finland is a requirement. This is a very general rule for paid work at Aalto. 

5. How competitive are the internships? The 2023 summer internships received about 1600 applications for 52 positions. Applicants included outstanding students from top universities worldwide. Competition varies by project, with some receiving 300 applicants and others just 20. Strong interest, relevant background, and enthusiasm are key, so don't hesitate to apply! The hired interns were very diverse, coming from over 20 countries.

6. Which contries do the interns usually come from? As mentioned in (5) the program is very diverse. In 2023 and 2024 the hired interns came from univeristies in: Australia, Brazil, Canada, China & Hong Kong (SAR), Ecuador, Estonia, Finland, France, Germany, India, Iran, Italy, Indonesia, Japan, Kazakhstan, Netherlands, Norway, Poland, Portugal, Russia, Senegal, Singapore, Spain, Switzerland, Türkiye, UK, USA. The list of citizenships is even longer. 

7. When will the application results be announced? Recruiting occurs throughout February. The results are expected by the the first week of March. A more precise date will be announced closer to the time. Please refrain from contacting AScI for expedited processing. This will only slow us down.

8. How long can I expect to wait for an answer to a question that I've asked by email? AScI has a part-time coordinator and a part-time assistant, so please allow at least one week for a response before resending your question. We handle a high volume of inquiries, especially around application deadlines. Make sure to review all available materials on the website and in this document before sending queries.

9. Can I apply if my holidays are in May - July? Yes. Mention your available travel dates to Finland in your motivation letter. The hosting research group will consider if your schedule fits their needs. Most activities for interns start in June, so you may miss out on some social events and activities in August.

10. Can I apply if my holidays are from late June to September? Yes. Mention your available travel dates to Finland in your motivation letter. The hosting research group will consider if your schedule fits their needs. Arriving after June at the start of June means missing early June activities, including the welcome event. Be aware that Finnish summer vacations typically start around June 20th, affecting available services. Student sublet accommodation is much less available after August, so you would probably need to arrange September housing independently and it will be more expensive. If this is acceptable, please apply.

11. How should my referee send a recommendation letter directly to AScI? Refer to the 'Letter of Recommendation' section under 'Compulsory Attachments' at this link. 

    If your academic referee prefers to send the recommendation letter directly, please include a brief statement in your application indicating this. The statement replaces the actual referee letter in your submission. We prefer to receive the letter as a PDF from the referee's official university email. It's crucial that the letter arrives before the application deadline. Applications lacking a timely academic or work-related reference may not be processed.

12. Can I submit multiple letters of recommendation? While you may submit more than one letter, bear in mind that reviewers might not have time to read all of them. Ensure that the most significant letter is placed first. Generally, we advise submitting only one.

13. Do I need to be a current bachelor's or master's student to apply? Applicants between degrees, such as those who graduate before summer and enrol in a master's program afterwards, are eligible. Longer breaks between degrees are also considered, but you should clearly explain your situation in your motivation letter. Recent master's graduates are also welcome to apply.

14. Can PhD students apply for this program? The program is exclusively for bachelor's and master's students (unless explicitly stated in the project description). However, PhD students can seek funding for visits to Aalto's School of Science through a different process. Contact the Aalto professor or research group directly; if they are interested in hosting your visit they can apply to AScI for funding to cover your travel and accommodation for two months. Research groups may also have other funding sources.

15. Are Aalto's international/exchange students and other students in Finland eligible to apply? Yes, the internships are open to all students. Note that for local students, the benefits of the AScI program, such as travel bonuses and relocation help, might not apply. Additionally, many positions are available through departmental calls within Aalto. If you are hired through a departmental call you may still join our social activities. Get in touch! 

16. What if my university doesn't provide electronic transcripts? A scanned copy of your transcript is perfectly acceptable.

17. My transcript is not in English. Can I submit a self-translated version? Yes, you can attach your self-translated English transcript to the original document. There is no need for notarization by a university or a Notary Public.

18. What if my grades for the autumn semester are not yet available? Provide a list of courses you have completed during the autumn semester and attach it to your existing transcript or application documents.

19. Do I need to provide a scanned copy of my passport or ID card with my application? No, there is no need to submit any identification documents with your application. If selected, our HR department will contact you for the necessary documents.

20. Why was the program's name changed from "Internship Programme" to "Summer Research Programme"? Is it still an internship? While our program aligns with the general definition of an internship, we changed the name to "summer research programme" to avoid confusion with Finnish employment and visa regulations, where "internship" has a specific legal meaning. Participants in our program are not categorized as interns under these rules. This name change also aids in clarifying visa categories and communications with embassies. Selected candidates will receive more detailed visa information.

21. Will obtaining a visa to Finland be challenging, and which type should I apply for? We are unable to offer specific visa advice on this page, as requirements vary depending on individual circumstances and can change over time. Typically, participants obtain a Schengen visit visa, as the duration of employment is under 90 days. Historically, participants from very many countries have successfully obtained visas without major issues. Detailed visa information will be provided to selected candidates.

22. As a student in Russia or Belarus, will EU sanctions affect my ability to participate? Due to EU sanctions, Aalto University refrains from research collaboration with researchers with an affiliation to Russian or Belarusian institutions. In practice, this means we are currently unable to hire summer researchers who are returning to Russian or Belarusian institutions. These regulations are not based on citizenship, and Russian citizens have regularly joined our programme in recent years. 

23. Are AScI summer researchers affected by EU sanctions? Yes, Aalto complies with applicable export control and sanction laws and expects similar compliance from each person accepted to the AScI program. It is important to note that these sanctions are not based on citizenship.  For more information on Aalto's compliance with international regulations, visit Aalto's Responsible Internationalisation page. For general information on EU sanctions, refer to the EU Sanctions Map.

24. Are there other projects available? I couldn't find a project related to my background/study program/skill set. The projects listed on our website represent all the available options for 2024. Unfortunately, we do not have any additional projects beyond those. What is displayed on the website is the full extent of what we are offering for the year.

25. I am curious about the prospects after completing the 12-week program. Do participants have opportunities for further work, study, or a combination of both? After completing the 12-week program, it's important to understand that the program itself does not offer any further opportunities. Your next steps, whether in work or further study, would require your personal effort in finding and pursuing them. The program is a great experience but does not extend beyond its set duration and scope.

    To put it simply, the program itself does not directly lead to job placements. Participants typically return to their home countries or pursue other opportunities independently following the conclusion of the program.

• For questions concerning the research topic, please contact the academic contact person listed in the topic description.
• For general questions concerning the programme or application procedure, contact the AScI admin at
  • [email protected]
  • AScI applicants zulip chat platform: https://asci-applicants.zulip.aalto.fi/join/pk76gyvr3bele74tmgoohnsj/
• All questions related to employment contracts should be directed to the respective departments' HR staff. The selected students will be informed about their HR contact persons.