Working as a professor at Aalto
Topics concerning professors' work and onboarding such as: Tenure track, competence development, research, leadership, university, teaching and learning, financial matters, IT
New professor onboarding
Many topics are relevant to a new professor. With this framework we have compiled all elements during a new professor's onboarding journey.
New professors are key employees of Aalto University hence their onboarding and integration are especially important. To achieve this target we have compiled a framework for the new professor's onboarding journey. Above you can see the big picture of the framework and below the details for each part of the journey.
| Pre-visit | If possible before employment, we try to arrange a pre-visit for new professor before starting in new job. |
| Pre-info package | Before starting in new job, the new professor is provided with a pre-info package together with answers to questions on the upcoming employment. |
| ACRIS profile | New professor is encouraged to create and update own ACRIS profile already before start, to have visible standing / research profile at Aalto University from day one. Requires Aalto account activation first. |
| Ordering tools | Department HR, IT and manager will arrange ordering of tools for new professor (preferences are asked). IT account can be activated 3 months prior to start if employment contract is already made. |
| Virtual Campus experience | New professor can familiarise with Aalto University's Virtual Aalto experience in recruitment phase or latest in preboarding phase to gain insight how the campus, facilities and laboratories look like. |
| Relocation issues & support | If new professor moves from another country, HR offers help in relocation issues, if extensive support needed discuss possible compensation. Also spouse and family support available. |
| Sorting accommodation | HR provides guidance on accommodation issues when moving to capital area. HR can assist with booking for temporary and short-term (1 day up to 6 months) accommodation which Aalto offers in co-operation with Unihome. Accommodation is high-quality furnished entry level housing in Töölö Towers (Helsinki). |
| Onboarding plan | HR together with manager prepares an onboarding plan for new professor on actions for the first two weeks, possibly as calendar invitations to meetings and events to participate (including lunches and coffee breaks together). |
| Tour of facilities | HR and manager, possibly a colleague will show the department premises and facilities |
| Workspace & equipment | Room and IT tools are ready on first day. Computer and phone typically collected from IT servicedesk on first day. Keys collected from building reception, ID card from Väre building reception. |
| Meet Dean | Meeting with the Dean of School is arranged for the first weeks (differs in schools). |
| Campus tour | Enroll to the next available Campus tour. |
| Onboarding tasks & eLearnings | Independent onboarding tasks and eLearning in Workday Personnel System. Three compulsory eLearning courses: Code of Conduct, Cyber Security and Information Security. |
| HR orientation | Typically two sessions with HR on employment related matters, on recruiting new team members, on HR systems, eLearning on “Ancillary Activities” |
| Meeting department personnel | Creating own network is the most important thing when newcomer is settling in and establishing own position in new job. Manager, colleagues and HR are responsible for helping newcomer to meet relevant stakeholders and possible collaborators but own initiative is encouraged too. |
| Mentoring (Onboarding Buddy) | An Onboarding Buddy, a 6-month social support person for a newcomer, is named for each new professor. Onboarding Buddy can be a lecturer of a professor. After this arrangement Assistant Professors are named a mentor for the next year to support within the academic career. |
| Newcomer Events | New professor will be invited to newcomer events of Aalto; Aalto Club events and excursions, Aalto Newcomer Event, President’s celebration events |
| Training on Finnish culture and language | To support early and long-term integration it is vital that new professor joins Finnish language course if not familiar with it from before. HR helps the new professor to enroll to the next available course. Language training is available also to spouse and family members. |
| Networking and events | New professor will be enrolled by HR and manager to upcoming events relevant to them and encouraged to participate to meet Aalto Community members and create own network. Eg Professor summit, Professors’ Dinner, Assistant Professor lunch, Aalto Networking platform activities. |
| Regular discussions with manager | New professors benefit plenty of regular discussions with own manager. These discussion should be prebooked in calendars. Topics are available in separate handout. At 6 months; academic career discussions and after that preparing the memo on career plans. |
| Orientation to Finland, University, School, Department | Orientation to Finland (foreigners), University, School and Department start already in recruitment phase and continue through the first year at job. These take place mainly through discussion with other people and independent learning eg “Elements of university steering” and Working in Finland-page |
| Orientation to Tenure track | Orientation to tenure track career system starts already in recruitment phase and continues through the first year at job. This takes place mainly through conversations with own manager and colleagues, and in professor events. |
| Starts with orientation discussion with HR. Then continues with kick-off event and four three-hour workshops, later 360 assessment and follow-up discussion with HR. Independent eLearning on Rights and responsibilities in an employment relationship, on Understanding Unconcious Bias, on Successful Recruitments, and on Elements of University steering. Compilation of guides: Manager's Handbook | Aalto University | |
| Teacher and supervisor onboarding program | Meeting with School’s manager of academic affairs, pedagogical specialist, other Learning services personnel, and degree program director. The LES onboarding process consists of administrative topics, teaching and learning related matters, possibilities for pedagogical development and a short overview with Aalto’s teaching competence assessment process’ key component areas. The purpose of the onboarding is to bring the professor into alignment with Aalto University’s and one’s own School’s teaching and learning culture. Teacher onboarding |
| Technical facilities orientation | Meeting with Technical Manager of School; introduction, instructions, policies eLearning on “Occupational Safety basics”, if required; course on laboratory safety |
| Researcher orientation | eLearning “Services for Researcher”, meeting with Research Services Specialists incl Lawyer. Topics: applying funding, launching project, running project, wrapping up project, data management, open access, research ethics etc. |
| IT orientation | ITS / TSS person to instruct new employee either on site or virtually on taking new PC and phone into use including details on access rights, connectivity, shares, email, collaboration tools and IT security topics, IT orientation sessions will be held as part of IT Thursday News 3 times per year |
| Finance orientation | Meetings with Department Controller, (& School Controller); funding, starting package usage, financial regulations, procurements, travels etc |
| Onboarding Feedback | New professor receives an onboarding feedback questionnaire in Workday at 4 months from the start of job. Answers go to own HR and manager. |
| Communications orientation | Meeting with Communications Specialist; Introduction, instructions & policies for photoshoot, interview, installation lecture, group webpage etc |
| Innovation orientation | Event with Innovation Services + independent learning Research and Innovation training material - Workday |
| Collaboration orientation | eLearning “Introduction to corporate collaboration” on how to build connections with companies, Aalto Networking Platform for internal cross-disciplinary collaboration; meeting with Specialist and attending events |
| Academic Career Discussion | Discussion with dean/head of department/manager and HR. Memorandum prepared afterwards for the first career step. After this --> Annual MyDialogues discussions with own manager on goals, development items and wellbeing. |
| Discussion with HR Manager | At approximately 4-5 months from the start of job, HR Manager will contact new professor for a discussion together on onboarding experiences and possible further orientation needs. |
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Manager onboarding program |
Starts with orientation discussion with HR. Then new Aalto Manager’s onboarding Program with kick-off event and four three-hour workshops, later 360 assessment and follow-up discussion with HR. Independent eLearning on Rights and responsibilities in an employment relationship, on Understanding Unconcious Bias, on Successful Recruitments, and on Elements of University steering. Manager's Handbook | Aalto University |
| Teacher and supervisor onboarding programme (if not yet started) |
Meeting with School’s manager of academic affairs, pedagogical specialist, other Learning services personnel, and degree program director. The LES onboarding process consists of administrative topics, teaching and learning related matters, possibilities for pedagogical development and a short overview with Aalto’s teaching competence assessment process’ key component areas. The purpose of the onboarding is to bring the professor into alignment with Aalto University’s and one’s own School’s teaching and learning culture. Teacher onboarding |
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Mentoring |
Starting from 6 months, Assistant Professors are named a mentor for the next year to support within the academic career. |
Helpful links for onboarding
Onboarding guide for new employee
Orientation and onboarding info with links to relevant information for new Aalto employees.
Onboarding checklist for new employee
Onboarding checklist for new employee for independent onboarding
Researcher onboarding
This page contains relevant topics for new researchers' onboarding to Aalto as new workplace. Onboarding and orientation are important when starting new work.
Teacher onboarding
Welcome to teach at Aalto University! This page is designed to support your onboarding path as a teacher. Here you can find information on Aalto University's teaching and learning culture, practices of teaching as well as developing as a teacher.
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