Instructions for completing the username application form

The application process and instructions will be detailed further if necessary. In unclear cases, please contact Helpdesk.

The application form as a PDF file

Application form renewed in September 2022.

Instructions for completing the username application form

For readability, it is recommended that the form is completed using a computer.
Adobe Reader is required for opening the file. If necessary, you can download the latest version from the Adobe website.

You can use Adobe's Fill&sign tool for signing the form.

 

Non-disclosure agreement

Nb! Non-disclosure agreement required from external service providers.

A non-disclosure agreement is required, for example, from employees of companies outside the University of Helsinki Group or when a person will process non-public or confidential information.

In principle, docents or visiting researchers don’t have to sign a non-disclosure agreement unless they have access to confidential material.

If you are not sure, please contact the IT Helpdesk for more information.


    User account applicants must fill the form themselves. By signing the form applicants agree to comply with the terms of use of the university information systems. For this reason, Service Coordinators for example, cannot fill the form for user account applicants. 
    • Personal information:
      Many services (e.g. the student register and work time management) require personal identity codes or student numbers. If you do not have a Finnish personal identity code, fill in your date of birth.
    • User account at the university:
      A user account that is or has been in use in one of the systems at the University of Helsinki, if applicable.
    • Contact language:
      The language in which notifications about the username will be sent to the user.
    • Desired expiry date:
      Staff access rights are valid for a maximum of one and a half years at a time. For temporary staff members, the access rights validity period is linked to the duration of their employment relationship.
    • Mobile phone number and e-mail address:
      The address to which a notification will be sent when the username is ready for activation.
    • Signature and the end-user license:
      The applicant signs the application form. By signing the form, the applicant agrees to comply with the terms of use.

    The username is personal — lending it to anyone else is absolutely prohibited. The username holder is responsible for all use of the account.

    Submit as a scanned document to Helpdesk encrypted:
    helpdesk@helsinki.fi.s
    see detailed instructions sending confidential e-mail (Securemail)

    See Detailed help tab for detailed instructions

    1) Fill in the form

    • Personal information:
      Many services (e.g. the student register and work time management) require personal identity codes or student numbers. If you do not have a Finnish personal identity code, fill in your date of birth.
    • User account at the university:
      A user account that is or has been in use in one of the systems at the University of Helsinki, if applicable.
    • Contact language:
      The language in which notifications about the username will be sent to the user.
    • Desired expiry date:
      Staff access rights are valid for a maximum of one and a half years at a time. For temporary staff members, the access rights validity period is linked to the duration of their employment relationship.
    • Mobile phone number and e-mail address:
      The address to which a notification will be sent when the username is ready for activation.
    • Signature and the end-user license:
      The applicant signs the application form. By signing the form, the applicant agrees to comply with the terms of use.

    The username is personal — lending it to anyone else is absolutely prohibited. The username holder is responsible for all use of the account.

     

    2) Submit the application to Helpdesk

    The form can be submitted in either of these ways:

    1. As a scanned document to Helpdesk encrypted:
      helpdesk@helsinki.fi.s
      (see detailed instructions sending confidential e-mail)

       
    2. By post to:
      Helpdesk / Access rights:
      PO Box 62
      Viikinkaari 11
      FI-00014 University of Helsinki

     

    3) Start using the username

      Further information

    • The applicant’s surname will usually be used as the username. If the surname is already being used as a username, the needed number of letters from the applicant’s first name will be added before the surname. The Scandinavian letters å, ä, and ö will be replaced with the letters a and o. The maximum number of letters for the username is eight. After being set, the username can only be changed in exceptional circumstances.
    • E-mail addresses will be in the form firstname.lastname@helsinki.fi or firstname.i.lastname@helsinki.fi. The letters å, ä, and ö will be replaced with the letters a and o. Firstname.Lastname-e-mails are directed to the Office 365 mail system by default.

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