Hourly-paid teachers at Uniarts Helsinki
Welcome to work at Uniarts Helsinki!
Important for all hourly-paid teachers
Below is a list of the most important administrative matters that you need to know to work as an hourly-paid teacher. More detailed information about each point is available under their own sections on this page and on the intranet Artsi (requires login).
- Agree on the amount and details of your teaching, preparation and follow-up work with the head or other designated person of your department, degree programme or doctoral school. For example, find out in advance whether you have the duty to assess students’ studies after you have provided teaching.
- Get in touch with the contact person of your department, degree programme or doctoral school in good time and inform them of your phone number and email address. You cannot teach before you do so.
- You will approve the employment contract electronically (this requires strong authentication). After this, activate your user ID.
- The university’s salary and fee payment dates are the 15th and the last weekday of the month.
Agreeing on teaching duties
The head of the department, degree programme or doctoral school decides on the teaching offered at their unit, including the number of hours assigned for one-to-one teaching and for teaching-related preparation and follow-up work. The head or a person designated by the head agrees on the teaching needs concerning the agreed study units for the upcoming academic year.
Contact and salary payment details
To begin with, we need your mobile phone number and email address as mandatory contact details. We collect your other personal data via an electronic personal data form, which you will receive from the payroll services provider Certia. You do not need to submit a tax card, as the payroll services provider receives it directly from the tax authority.
User ID activation
You will be granted a Uniarts user ID and an email address. You must activate your account yourself after your employment contract has entered into force.
Activating the Uniarts ID is essential for effective work. The Uniarts address is used for communication with students.
The user account of an hourly-paid teacher:
- give the right to use the university email, print documents, access and book facilities and use M365 applications,
- give access to Moodle learning environments, the Peppi academic information system and Uniarts Helsinki’s Artsi intranet,
- can be used by the teacher only during the validity of their contract,
- expire two months after the end of the academic term.
An exception to this is email, which can be used for two months after the end of the academic term.
Please note that the user rights to other digital systems than email expire after the employment contract ends.
The same guidelines apply to both students and staff members.
Login to email and other university systems
We will send all messages related to your work to your Uniarts Helsinki email address (firstname.lastname@uniarts.fi), which you can start using once you have activated your user ID. Once you have been assigned your user ID and set up a password, you can log in to your email. The easiest way to do so is on a web browser at webmail.uniarts.fi. Log in with your user ID following the format abc12345@uniarts.fi (replace abc12345 with your personal user ID). The @uniarts.fi ending is not needed when logging in to the Peppi academic information system.
You can check your personal user ID at salasana.uniarts.fi.
Uniarts Helsinki’s email policy prohibits the forwarding of work emails. Therefore, you must use your Uniarts email address for carrying out work duties.
If you have problems with login, contact the IT Helpdesk.
Communication within the university
Departments and degree programmes share information mainly via email and via Moodle and Teams groups. Your supervisor or contact person can give you more detailed information on the matter. On the Artsi intranet, you can find guidelines and principles for communicating with students.
Artsi intranet
On the Artsi intranet you can find forms, instructions and guidelines, event details and other information and important news that concern the whole Uniarts Helsinki. You can access Artsi with your own Uniarts Helsinki username and password at artsi.uniarts.fi.
Draw up the employment contract
The employment contract is drawn up either as a so-called ongoing contract or as an invoice-based contract depending on the nature and duration of the teaching. Payment under an ongoing contract is made automatically and is distributed evenly across the teaching period. Payment under an invoice-based contract is made, as the name suggests, on the basis of the invoices submitted monthly by the teacher.
You receive the employment contract signed electronically by the employer. The contract documents are prepared by the university’s HR services. You receive a link to the Visma Sign signature service at the email address you provided, and you sign the employment contract using strong authentication. The contract must be signed before the start of employment.
If you teach underage students, you must deliver an extract from the criminal records to the study services.
Task plan
IFor the most part, tasks plans are drawn up in Peppi for teachers with an invoice-based contract.
You can view your agreed teaching and data in your task plan in the Peppi information system.
The supervisor of each department and/or degree programme approves the task plan before the teaching starts.
The task plan shows:
- the agreed teaching, such as your courses
- students who have been granted one-to-one teaching
- the number of hours that can be used for teaching
- teaching-related preparation hours and/or follow-up work hours
You can also see the teaching facilities and registered students for each course by checking the details of your courses. Before you begin your teaching duties, check your task plan for the courses you will teach, any one-to-one lessons you will have and the total number of hours for later invoicing.
Duties and responsibilities related to teaching
Hourly-paid teachers with an employment contract can read more information on practical matters on the Artsi intranet. Artsi requires login with a uniarts account.
Artsi has information on the following matters, for example
- Personnel benefits
- Occupational health (incl. absences due to sickness)
- Access rights in facilities
- Booking of facilities and space and work safety
- Hourly-paid teachers’ responsibilities in the Peppi academic information system
Assessment of study attainments after the teaching has ended
If you teach at least 112 hours per academic term or 224 hours per academic year, you have the duty to assess studies completed by students and register the assessments in the Peppi information system.
If you teach less than 112 hours per academic term or 224 hours per academic year, you can either choose to assess studies completed by students yourself in the Peppi information system (watch the above-mentioned video tutorial) or send an email message containing your assessments and information on the study attainments to a representative of the academic affairs team.
Write the following information in the message:
- name of the course
- names of the course participants
- evaluation (e.g. pass/fail or numerical grade; check the right grading scale in the course details)
- completion date
- number of credits to be awarded (Note: The number of credits must be the same as the one mentioned in the course details)
Invoicing of teaching
If you have an invoice-based contract, you need to invoice your hours electronically via the Mepco HR portal on a monthly basis.
The hourly-paid teacher’s invoicing instructions can be found on intranet Artsi. You need your Uniarts user credentials to log in.
Hours must be invoiced monthly so that Uniarts Helsinki can report paid wages to the Incomes Register in a timely manner on a regular basis. Also note that hours must be invoiced for the correct academic term.
In a single invoicing entry, enter the monthly teaching hours and the preparation and follow-up hours in total.
Check the number of your teaching and preparation hours in your task plan that is saved in Peppi. The hourly-paid teacher’s invoicing instructions can be found on intranet Artsi.
Submitting your hours
You can submit your hours in the HR portal if you have a valid employment relationship. Therefore, you need to remember to invoice your lessons before your employment relationship ends. The hours to be invoiced are transferred from the Peppi information system to the Mepco personal data system, so invoicing requires that the hours in the task plan in Peppi are precisely accurate. If you need to make changes or add hours, please contact the planning officer of your unit’s academic affairs team.
Meeting and board fees
Meeting and board fees are paid as separate fees unless otherwise agreed.
Request a certificate of employment
You can ask for work certificates by emailing siba.tuntilaskut@uniarts.fi.
Other practical instructions for Uniarts Helsinki employees
You can find more practical instructions on the Artsi intranet. Artsi requires login with a Uniarts account.
Artsi has information on the following matters, for example
- Staff benefits
- Occupational health (including info on absences due to sickness)
- Access rights in facilities
- Printing
- Booking of facilities and campus and work safety
- Hourly-paid teachers’ responsibilities in the Peppi information system
- Travel invoice instructions
University’s Code of Conduct
The Code of Conduct concerns each and every member of the university community regardless of their position or role. Each member of the community is expected to be familiar with the Code of Conduct and commit to complying with its principles.
Please read the Code of Conduct and the principles for pedagogical interaction before you begin your teaching work. Read the Code of Conduct.
Our safer spaces policy
Uniarts Helsinki has compiled a safer spaces policy that is applied to all our activities – teaching, work, events and everyday interactions. The policy aims to foster something that we all find important: a respectful, open and equitable university culture.
The policy articulates our values and offers concrete guidelines for situations where we might feel unsure of what to do. It reminds us of how engaging in respectful interaction is not self-evident but a conscious choice that we make every day. Read the university’s safer spaces policy
More information
If you cannot find an answer to your question on this page, please be in touch with the contact person of your department or degree programme.