Practical instructions at  HiLIFE for the exceptional situation

19.3.2020
On this page you will find the latest practical guidance from HiLIFE to staff and students on the coronavirus situation. This guidance is updated as required.    

This website has been updated on 19  August 2021 at 10.40.

Please note  that this  guidance does not replace  the University's general Covid-19 guidelines aimed at preventing the spread of the virus in the University community. You should follow  the  latest information  about the coronavirus situation  at the UH  available  here:  

The latest info session on the coronavirus situation was held on Monday, 16 August from 9.00 to 11.00. A recording for the University community can be found here.

Main instructions:

  • Remember to follow information on vaccination schedules and how to book your time from the web site of your city of residence. Note that if you live in a municipality other than where you are officially registered (e.g. for work or study), you can also get vaccination from the municipality where you currently live. More information regarding Uusimaa region: https://www.koronarokotusaika.fi/en/
  • Whenever possible, all work (including research) must be completed remotely. The recommendation to telecommute is valid indefinitely.  
  • University premises are open for studying, teaching, services and cafeteria operations.  
  • Teaching, supervision, guidance, and examinations in the autumn 2021 should be implemented as a combination of on-site and remote arrangements. Necessary contact teaching, training and examination sessions will be held with permission by HiLIFE Covid-19 team (contact hilife-covid-team(at)helsinki.fi).
  • The guidelines issued by the authorities on health and safety, including recommendations for social distancing and other regulations, must be observed.
  • Wearing a protective face mask is required on University premises, unless there are no other people present.
  • Events or gatherings with no more than 25 attendees indoors or no more than 50 attendees in a cordoned-off outdoor setting can be organised at the University, provided that the attendees can avoid close contact with each other while ensuring safety in accordance with the latest national and regional guidelines: https://valtioneuvosto.fi/en/information-on-coronavirus/current-restrictions 
  • Travel abroad is permitted only when necessary for work. Trips must be agreed in advance with your line manager or supervisor. 
  • Visitors required for carrying out University operations can, when necessary, arrive at the University. However, current safety and security guidelines as well as quarantine after arrival in Finland must be observed. A useful site collecting guidelines is https://www.finentry.fi/en/
  • For PhD examinations can be organised and planned to be held on site, but there must be a plan to hold the event over remote connections if needed. See the relevant section below.  

     

Research 

  • Follow hygiene instructions for conducting essential work on site  including labs, offices and common spaces). The social distancing rule must be followed in laboratories. Equipment in shared use must be cleaned before and after use.
  • All work that can be conducted remotely should be done so.  Please follow any Unit-specific instructions you may have been sent by your Operative Unit Director regarding monitoring and restrictions of space usage at the campuses.   
  • Should remote working not be possible, working on university premises must be agreed with your line manager or supervisor.    
  • Follow the Provet  or LAC-specific information and contact the  Laboratory Animal Center (LAC) personnel with specific questions concerning your rodent lines and experiments.  
  • Check list for cases of Covid-19 infection and exposure: What to do in case you or your employee/student has contracted the coronavirus or suspects it? 

Masks and gloves

  • Wearing a protective face mask is required on University premises, unless there are no other people present.
  • Gloves should be used at work-related tasks that require them in normal circumstances. Please ensure you follow guidelines on hygiene practices when using all shared equipment even if you use gloves. 
  • Please direct any queries to your line manager or supervisor.

     

Training

  • All training should be implemented safely as a combination of on-site and remote arrangements. Teaching guidelines should be used for essential training.
  • Please note training sessions involving more than single individuals must be authorized by the HiLIFE Covid-19 Management Team (see bottom of the page for contact details).

External competed research funding

  • Many funding agencies are flexible regarding the use and reporting of the grants during this exceptional situation. Follow funding agency websites for their specific instructions and policies.  
  • Please note that host units are not able to provide funding to cover potential gaps caused by extensions and it is the PIs’ responsibility to make sure s/he has other funding to cover gaps.  
  • Contact your project accountant and inform your operative unit before applying for a no cost extension for your project.  

Recruitment permissions procedure 

  • UH has introduced changes to the recruitment permission procedure. 
  • Under the new procedure, as a rule, no new employees will be hired for terms lasting less than six months, while those lasting under one year are also on an exception-only basis. The Director of HiLIFE can however grant a recruitment permission for a short-term employment contract if he receives reasonable grounds for this from a supervisor or a project leader.   

Studying, teaching and supervision 

Work and well-being 

Well-being surveys have been carried out find out how the exceptional circumstances have affected work and wellbeing of the staff. Read more about the results of well-being at HiLIFE during COVID-19 on Flamma intranet:

HiLIFE Covid-19 team 

HiLIFE has a Covid-19 Management Team that monitors the situation, communicates with the University-level Crisis Management Team and makes decisions regarding special instructions at HiLIFE during the epidemic. 

Contact: hilife-covid-team(at)helsinki.fi 

HiLIFE Covid-19 team members are:  

  • Chair, Jari Koistinaho
  • Deputy Chair, Juha Huiskonen 
  • Mark Daly 
  • Katja Kivinen 
  • Pirjo Laakkonen 
  • Rose Thorogood 
  • Jonna Katajisto 
  • Heli Backman (secretary)
  • Campus heads of development: Kirsi Rauhala, Leo Pyymäki 
  • HR: Tiina Kärki, Anu Roine
  • Communications: Liina Nelimarkka, Elina Kirvesniemi, Mari Kaunisto