You can deliver documents and submit requests to access information to the university via the Registry Office. When necessary, we will forward your matter internally at the university. Below you will find instructions for delivering documents to the Registry Office and requesting access to information, as well as our contact information.
Delivering documents to the Registry Office
There are several ways you can deliver documents to the Registry Office of the University of Eastern Finland. However, we recommend that you prefer electronic channels whenever possible.
Documents requested to be delivered by a deadline must arrive at the university’s Registry Office by the deadline given. As far as application processes are concerned, instructions and deadlines relative to them must be followed.
Delivery of documents
- Please use a common file format, e.g., Word, Excel, PowerPoint, HTML or PDF.
- An electronic document will not be deemed to have been received if its content cannot be opened. A document lodged with the Registry Office must indicate the name of the sender and the contact information needed for processing the matter. A request to access information may be made anonymously.
Registry Office email: kirjaamo@uef.fi
Secure mail service
For sending a confidential email:
- enter the secure mail link in your browser to open the service: https://secmail.uef.fi/kirjaamo@uef.fi
- follow the registration and submission instructions
- write kirjaamo@uef.fi as the recipient of the message
- NB! Please make sure that you get an automatic receipt of email from the Registry Office of the University of Eastern Finland.
Incoming mail addressed to the Registry Office is processed on the Kuopio Campus.
Registry Office mailing address
University of Eastern Finland
Registry Office
P.O. Box 1627
FI-70211 KUOPIO
FINLAND
Services of the Registry Office are available electronically at kirjaamo@uef.fi on weekdays, from Monday to Friday, from 9:00 to 14:00. Visits to the Registry Office can be arranged by appointment. Documents can also be left in the registry's mailbox/university mailbox on campuses.
Registry Office visiting addresses by campus:
- Kuopio Campus: Yliopistonranta 8, Snellmania, 1st floor
- Joensuu Campus: Yliopistokatu 2, Aurora, 1st floor
Requests to access information
We recommend submitting your request to access information by email to kirjaamo@uef.fi.
We provide information on documents and documentation stored in the university’s records management system and archives. Information from the study register (including information on university students) can be disclosed by Student and Learning Services.
- When a request to access information pertains to material which includes personal data or restrictions in its publicity, the person submitting the request must be prepared to disclose the intended use of the information, and to prove their identity.
- If the request to access information pertains to a document in the public domain, the intended use need not be disclosed.
The request to access information must identify the document it pertains to. If necessary, the Registry Office will provide free guidance on how to specify the request.
For further information on the publicity of university information and documents, please see: Document Publicity Policy
Service fees and charges
Fees charged for copies of documents are based on the Act on the Openness of Government Activities (621/1999, Section 34). No value-added tax is levied on the provision of access to documents. The fees and charges are valid from 21 December 2023.
Appeal: We will process requests for rectification of incorrect invoicing within six months from the invoice date.
No charge is levied for the provision of access to a document in the following cases:
- the requested document can be identified and found in the university’s customer database using a document classification number or code,
- the requested document can be identified and found in a computerised register using its search functions and provided that any confidential information contained in it can be easily redacted,
- information regarding the document is provided orally,
- the document is provided for reading and copying at the university
- a public, electronically recorded document is sent by email,
- an electronically recorded document is sent to the party concerned by email.
No charge is levied for the provision of access to a document when the requested document belongs within the ambit of the obligation of the university 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 0.70 per page
- Bound documents: EUR 1.50 per page
- Certified copies of degree certificates: EUR 15.00 per certificate
- Copies of previously supplied documents: EUR 15.00 per copy
- Postage according to the method of delivery
Costs of retrieving information can be charged when a document proves particularly difficult to locate and redacting confidential information proves particularly time-consuming (Act on the Openness of Government Activities, Section 34). Time-consuming requests are subject to fees and 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
- An information retrieval fee can be charged even if the requested information is not found
Contact information
Email address: kirjaamo@uef.fi
Secure mail service
Sending a confidential email:
- set the secure mail link in the browser, which opens the service https://secmail.uef.fi/kirjaamo@uef.fi
- follow the registration and submission instructions
- write kirjaamo@uef.fi as the recipient of the message
- NOTE! Please make sure that you receive an automatic acknowledgment of the received message from the registrar's office of the University of Eastern Finland in your e-mail.
Postal address
University of Eastern Finland
Registry Office
P.O. Box 1627
FI-70211 KUOPIO
FINLAND
Personnel
Get acquainted with Registry Office personnel in UEF Connect search service.
Joensuu Campus
Visiting address
Yliopistokatu 2
Aurora building, 1st floor
Kuopion kampus
Visiting address
Yliopistonranta 8
Snellmania building, 1st floor