Records Management and Registry Services receives documents and information requests addressed to the University. The Registry Office conveys contact requests addressed to University recipients internally.
Delivering documents to the Registry Office
Documents can be delivered to the Registry Office by taking them to the Registry Office, by having another person deliver them, by using email, mail, or by using the university’s internal mail service. Email is preferred.
Where a deadline has been set for document delivery, it means that the document must arrive at the Registry Office of the University of Eastern Finland by the deadline given. Documents submitted in person must arrive at the Registry Office by its closing time. As far as application processes are concerned, instructions relative to them shall be applied.
Electronic documents are not considered having arrived if their sender cannot be established or the content cannot be opened. Please use a common file format, e.g., Word, Excel, PowerPoint, HTML or PDF.
Documents can be delivered in person to the Registry Office on weekdays from 9 a.m. to 1 p.m. Mail can be dropped in the mailbox of the Registry Office when no personnel are available in the office.
Records Management and Registry Services provides information services relating to documents stored in the University’s records management system and the Archives. Information requests shall be sent via email.
When requesting information on material which includes personal data or restrictions in its publicity, the person making the request must explain how he or she intends to use the information and must prove his or her identity.
Requests concerning public documents need not be justified.
Fees and Charges for Records Management and Registry Services
Effective as of 1 June 2021.
Under the Finnish Act on the Openness of Government Activities (621/1999), a request for access to an official document must be sufficiently detailed so that the university can determine which document the request concerns (Act on the Openness of Government Activities, Section 13 – Request for access to a document). Advice on wording requests so as to make them sufficiently detailed is available from the university’s Records Management and Registry Services free of charge. Our fees and charges for copies of documents are based on the Act on the Openness of Government Activities.
Fees and Charges for Records Management and Registry Services, printable version (pdf).
There is no charge for the provision of access to a document that can be identified and found in the university’s customer database using a document classification number or code or in a computerised filing system using normal search functions and provided that any confidential information contained in the document can be easily redacted when (Act on the Openness of Government Activities, Section 34 – Charges, Section 9 – Access to a document in the public domain and Section 11 – Parties’ right of access).
- information regarding the document is provided orally,
- the document is provided for reading and copying at the university’s office,
- a public, electronically recorded document is sent by electronic mail to the person requesting information, or
- an electronically recorded document is sent to a party by electronic mail.
There is also no charge if the provision of access to the requested document belongs within the ambit of the university’s obligation to provide advice, to hear persons or to give notices.
The following fees and charges for copying, scanning and posting apply to documents that are fully public or from which any confidential information can be easily redacted:
- A4 and A3: EUR 0.50 per page
- Bound documents: EUR 1.30 per page
- Certified copies of degree certificates: EUR 5.00 per certificate
- Copies of previously supplied documents: EUR 5.00 per copy
- Postage according to the method of delivery
The university reserves the right to charge for the cost of retrieving information in the event that a document proves particularly difficult to locate and redacting confidential information proves particularly time-consuming (Act on the Openness of Government Activities, Section 13 – Request for access to a document and Section 34 – Charges). Time-consuming requests are subject not only to the fees and charges listed in point 2 but also extra charges for the time spent on retrieving the document and redacting confidential information as follows:
- No charge for the first 30 minutes
- EUR 20.00 for each subsequent 30-minute period
A retrieval fee can be charged even if the requested information is not found.
The disclosure of documents falls within the university’s statutory duties and is consequently not subject to value-added tax.
Any customer who believes that they have been billed incorrectly can ask the University of Eastern Finland to review the bill. The deadline for challenging a bill is six months from the date on the bill.
Secured email: https://firstname.lastname@example.org
Mailing address: University of Eastern Finland, Registry Office, P.O. Box 111, 80101 Joensuu, Finland
Visiting address: Yliopistokatu 2, Aurora, 1st floor
Mailing address: University of Eastern Finland, Registry Office, P.O. Box 1627, 70211 Kuopio, Finland
Visiting address: Yliopistonranta 1 E, Snellmania, 1st floor
Read more about staff of Registry Office at UEF Connect Search Service.