International HR specialists from the University of Helsinki are available to support new international staff even before their arrival at the University. The relocation team helps newcomers with immigration processes, starting work, and settling smoothly into Finnish society.
“First and foremost, we assist individuals with residence permit applications. A key part of our support involves helping with translating and legalising essential family documents, such as marriage certificates and children’s birth certificates. In addition, we provide guidance on a wide range of practical matters, including social security, housing, opening a bank account, and taxation. With matters falling outside our area of expertise, we ensure individuals are directed to the appropriate contacts for further assistance,” says Coordinator Eleanor Suovilla, who works at the University’s relocation services.
Customised support for every need
The support offered to new international staff has been developed for over a year through continuous collaboration with on-site campus HR Services units. The focus has been on creating a versatile and seamless support package, while ensuring equal opportunities.
“Relocation services are identical for all, regardless of the international newcomer’s unit or whether they are an employee or a visiting or grant-funded researcher,” says Coordinator Petra Mallinen.
Support starts as soon as the University’s HR Services are informed of the employee’s arrival. A specialist from relocation services invites the employee to a private remote meeting to survey their personal circumstances and the team then offers support and instructions relevant to the employee.
Relocation services staff also organise joint info sessions, some for new employees still in departure country and others for those already in Finland. The so-called pre- and post-arrival meetings are held once a month to review key topics at each stage and give participants the chance to ask any unanswered questions.
Assistance and peer support for family members
The University’s specialists also help spouses and children accompanying newcomers with adjusting to life in Finland and handling practical matters such as choosing a nursery or school. Partners are supported after relocation, for example, through a network offering social contacts.
The University’s UniBuddy activities are designed to support staff already at the University as they settle into their roles and life in Finland. Also available are support and tips for Finnish language learning as well as the University’s International Staff Network, maintained by active members of the University’s international community.
From pilot project to University-wide initiative
Underlying the effective relocation services offered to international staff is a pilot project that initially involved a limited number of units. The service was then expanded, building on the experiences of units that had already integrated the measures into their daily operations and using the expertise of relocation services staff. Now, the service covers all University units.
“We started with certain specific issues. The very first item on the list was support for obtaining a residence permit, but we then realised we could do so much more. The current service chain functions well and is clear to all.”
When activities are refined to work smoothly and consistently, the terminology of pilot projects and processes is unavoidable. However, Petra Mallinen and Eleanor Suovilla wish to emphasise the end result, especially the human element in the support activities.
“Relocating to a new country is a big step that demands much from the person in question. This service is designed to make it easier for researchers, teachers and specialist staff hired by the University to arrive and settle in Finland so that they can start working as quickly and seamlessly as possible,” says Mallinen.
“What we do means interacting as individuals with others. Recognising that each person’s circumstances are different, we are dedicated to engaging with each newcomer on a personal level to provide the support they need. It’s gratifying for me to see the newcomer thrive and become integrated into our academic community.”