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Basic information: Basic information like your name, student number, national student number, nationality, gender, native language, communication language, and similar data are kept permanently in the student register. We collect this information directly from you, the OILI service, or the Studyinfo service. For active students, certain information is updated from the national student number register at regular intervals. This information includes: national student number, first name, surname, municipality, nationality and mother tongue.

Contact information: Your contact information such as email and phone number are kept in the student register. We keep this information until six months have passed from the end of your studies. We get this information directly from you and the Studyinfo service.

Address and name change notifications: We keep notifications of address and name changes for the time it takes to process the matter.

Personal data in DigiLukiseula: This applies only to the students of the Open University. We keep the data in the system for twelve months from the student’s license code activation. After twelve months, the system keeps the task and survey answers without your personal data. This anonymised data is used for research and development work by the Niilo Mäki Foundation and its research partners.

Documents related to disciplinary actions: We store documents related to disciplinary actions in the Registry Office for ten years.

Sanctions screening: We perform obligatory sanctions screenings that are based on identity, nationality, domicile, or address.

Information about the documents exempting students from tuition fee liability during a tuition fee period  (e.g. passport, residence permit, documents, confirming temporary protection status in Finland) is kept permanently in the student register. Copies of the documents are stored on the university network drive until students’ graduation or for two years after the last registration. We get this information and documents directly from you and the Studyinfo service.

Information collected by teachers to implement teaching and assessment: Faculties and independent institutes keep this data collected by teachers for the time required to handle the matter.

Course registrations and admissions: Information about your course registrations and the courses you have been admitted to are stored in our study information system permanently.

Exam registrations: Faculties and independent institutes keep exam registrations for at least six months.

Exam responses and other written academic works: Faculties and independent institutes store your written works for at least six months.

Personal study plans: We keep your personal study plan in the study information system for at least the duration of your study right.

Data about completed study units: We permanently store details about your study performance in the student register. This includes basic information on the completed courses, the dates they were completed, the grades, and information on possible recognition of prior learning.

Requests for study certificates and transcripts of records: We keep details of the requests for the time it takes to process them.

Appeals and rectification requests concerning  study attainments, theses, and the recognition of prior learning: We store these requests and related decisions and statements in the Registry Office for ten years.

Applications and decisions on the recognition of prior learning: Faculties and independent institutes keep these records permanently. If an application does not result in any recognition of prior learning, faculties and independent institutes keep it for five years.

Certificate copies: We store the copies of study module certificates permanently (open university education).

Applications for separate study rights, optional study rights, and JOO study rights: Faculties and independent institutes keep these applications for two years.

Registration for non-attendance in the first academic year after the acceptance of study place: Admission Services keeps these registrations for two years.

Applications for and notifications of changes in study rights: Faculties store applications and notifications related to switching a degree programme, major subject or specialisation, applying for or notifying of a specialisation, applying for a transfer to pursue a master’s degree, and moving to pursue a degree in a degree programme for ten years. Related decisions are kept permanently.

Notifications of extending the maximum duration of studies: Student and Academic Services stores these notifications for ten years.

Applications for extending the maximum duration of studies: Faculties store these applications for ten years.

Information on study rights: Information on your study rights is stored permanently in the student register. This includes details about your degree, faculty, major subject, validity of the right to study, study time, and tuition fees.

Annual registration and payment information: The date of your annual registration and the period covered by the registration is stored permanently in the student register. We also keep the details of the student union fees and re-entry fees you have paid.

Waiver of the right to complete a degree: Student and Academic Services stores the notifications to waive the right to complete a degree permanently.

Appeals and rectification requests of student admission: We store the appeals and rectification requests as well as the decisions and statements on them in the Registry Office for ten years.

Bachelor’s theses: Bachelor’s theses are stored in their publication system or in paper format in faculties for five years.

Master’s theses: Master’s theses are stored permanently in their publication system or in paper format in faculties and the university's long-term archive.

Supervision documents of doctoral students: Supervision documents are kept in the supervision document service or in paper format in faculties until the end of the academic year following the approval of your doctoral dissertation.

Degree applications: Electronic degree applications are stored in the study information system and paper form applications in faculties for 50 years.

Completed degrees: Information about your completed degrees, such as degree name, approval date, major subject or degree programme, training programme, specialisation, and scope of degree are kept in the student register permanently.

Archival copies of degree certificates: Faculties keep the archival copies of degree certificates and their attachments permanently.

Data saved in the electronic learning and examination environments: We store your name, email, username, home organisation, contact information you have saved, exam answers, and other written academic works. We keep this data at least for the duration of your right to study. We store your exam responses and other written works for at least six months.

Data saved in the plagiarism detection system: We save your name and email address and the academic works, theses, and dissertations you submit to the system in electronic format. Your documents are only saved permanently with your consent. Analysis reports are kept in the system for 25 months.

Additionally: We may ask you for separate permission to make recordings for teaching, research, and other purposes. The storage period of the recordings and their storing in Moniviestin are agreed in the same connection.

Feedback on studies: We keep the feedback collected by the feedback system in the system for the time it takes to handle the matter. Faculties and independent institutes store the feedback collected online and paper forms for the time it takes to handle the matter. Feedback summaries and samples are stored permanently.

Finnish Bachelor’s Graduate Survey: If you participate in the prize draw in connection with the Finnish Bachelor’s Graduate Survey, we store your name and email for the time it takes to handle the matter.

Surveys, inquiries, and student council activities: We use up-to-date information, (not older than six months).

We transfer data about your study rights, registrations, and completed degrees and studies to the Ministry of Education and Culture for the national Virta data warehouse for higher education institutions. From Virta, the data is transferred for the use of the national student admissions register and the joint student admissions services of higher education institutions as well as the Ministry of Education and Culture.

In addition, we provide information from the student admissions register and the national data reserve of higher education institutions to the Finnish Immigration Service. The Finnish Immigration Service uses information on the student’s right to study, acceptance of a study place, registration for attendance or non-attendance, and tuition fees when determining the conditions of residence and residence permit and in later monitoring.

Cross-Institutional studies gives students the opportunity to study at another higher education institution (in Finland). Higher education institutions share student data and academic records (grades will be marked to the student registers of home and host institutions). The service (technical solution) for the cross-registration service is provided by the service provider CSC – IT center for science ltd (processor).

Students personal data may be disclosed for statistical and scientific research purposes under the Openness Act (621/1999) or other legislation. 

We transfer your personal data outside the EU/EEA only in strictly defined situations. You can find a list of transfers outside the EU/EEA through the link below.

Personal data processors and transfers outside the EU/EEA

Data transfer permits and assignments are related to the use of data from the VIRTA study data service. Data transfers are stipulated in the Act on the National Registers of Education Records, Qualifications and Degrees (884/2017).

Joopas – Flexible study right (JOO)

According to the Universities Act (558/2009), Section 44, when studying for a degree, the student may, as determined by the university, have studies that they have completed in another Finnish or foreign higher education institution or other educational establishment recognised for the degree if the prior studies are of an equivalent level. The University of Jyväskylä has taken into use an electronic transfer system for the study register data of the JOOPAS consortium, which means that by logging in to the application with your HAKA credentials, you can access your study register data in the VIRTA study data service. After accepting the terms of use of the transfer service, the student gives the home university permission to pick up selected completed studies for the university’s own recognition process. After opening the application, the official sees the name and student number of the student who made the request and retrieves the completed studies selected by the student from the VIRTA study data service. The recognition of prior studies is assessed based on these completed studies.

EMREX

EMREX is a joint project of the Ministry of Education and Culture and its European partners. It provides the students of Finnish higher education institutions (HEIs) with tools for transferring their study records across organisational boundaries. In the application, you can see your study data imported to the data pool and select which information you wish to pass on to a third party. You can open the EMREX service at a Finnish or foreign HEI and choose to retrieve your study data from Finnish HEIs. The service directs the student to the Finnish National Contact Point (NCP). The student’s identity is verified (e.g. using the HAKA identification), and the NCP retrieves the student’s data from the data pool via an interface. The student selects and accepts the data to be transferred, after which the EMREX service transfers them reliably and securely to an official at the student’s home university. 

Arvo 

Arvo, the education management information service, is a survey data collection system specifically tailored for education administration. Arvo collects nationally comparable information to assess the effectiveness and impact of education. The system is used, for example, to conduct the Finnish Bachelor’s Graduate Survey at universities. Using the effectiveness data service, HEIs can make surveys for students. The student’s identity is verified (e.g. using the HAKA identification). For background information needed for creating a respondent ID for student feedback surveys and enabling online feedback, data related to the student’s study rights are retrieved to the Arvo service either by the personal identity code or the national student number from the VIRTA study data service. The students sees the study data in the application, checks the data and forwards them so that a feedback survey link can be created and the data utilised as background information in the feedback survey.

TUUDO 

Students’ data are disclosed by their permission only. Tuudo () is a mobile application developed by a Finnish company, Caleidon Oy. It is connected to a web-based service by means of which students can, for example, look at their own study records, sign up for courses, and manage their personal study schedules. TUUDO’s business idea is to offer a modern electronic service channel and communication tool for contacts between learners and HEIs. In the TUUDO service, a student sees a set of data, which have been recorded in the VIRTA study data service about the student. The learner decides personally whether to use TUUDO for viewing the data. Access to the data requires verification of the student’s identity, for example, by means of online banking credentials or HAKA identification. The data are retrieved only upon your consent.

SECLE

The Service Centre for Continuous Learning and Employment (SECLE) finances some studies and serves as a state-subsidy authority for the studies it is financing. In order to control the use of the funding, SECLE receives data on study units completed in regulated education funded by SECLE.

In addition, SECLE receives statistical data. According to the Act on a Service Centre for Continuous Learning and Employment (682/2021), Section 2.1.2, the Service Centre’s tasks include analysing predictive data on competence and labour needs related to its field of operation. The study records data of HEIs are needed for the analysis of competence and labour needs.

OILI

According to the Universities Act (558/2009), Section 39, a student who has been admitted and who have accepted a study place must register at the university in the manner specified by the university, whereupon they are enrolled as a student. For annual registrations, the Ä¢¹½Ö±²¥ uses OILI, the registration service maintained by CSC.

Valvira (National Supervisory Authority for Welfare and Health)

Obliged by legislation, HEIs transfer study records data related to the certification of qualifications to Valvira. Valvira needs information on completed degrees, interrupted studies and lost study rights regarding all occupational groups under its supervision.

Follow-up surveys

Follow-up surveys collect data on studies and their progress as well as how graduates are employed and placed in the world of work (e.g. follow-ups of the employment situation for graduated masters and doctors). Collected data are used for the development of HEIs’ quality assurance, educational planning, teaching, and student counselling. Follow-up surveys are part of HEIs’ basic operation, and the processing of study records data from the study register does not call for any separate consent from a student when the purpose of the processing pertains to educational responsibilities or other statutory tasks, scientific research, or statistics. Data on students and their study records are taken from the data pool for monitoring, statistical and research purposes to serve as the background data of follow-up surveys. Depending on the intended use of the data, selection can be made either occasionally, repeatedly, or continuously. Outdated personal data are not eligible for processing, and therefore, when needed for follow-up surveys, up-to-date contact information is retrieved from a national register (such as the population register) using personal identity codes saved in the data pool.

FIONA

The FIONA remote access service of Statistics Finland is an information-secure processing environment for unit-level research data sets. Via the FIONA remote access environment, a researcher can use person- and company-level data sets securely so that the data sets can be combined, specific to each research permit, with other research data sets. Direct personal identification is prevented for data sets entered in the FIONA system of Statistics Finland. In their research activities, researchers can use student data available in Virta.

Pivo

If a student uses an application provided by Pivo, data from Virta can be retrieved upon the student’s consent.

FSHS, Finnish Student Health Service

From the VIRTA study data service, data are submitted to FSHS as transfer files on students entitled to student health services in accordance with the Act on health care for students in higher education 695/2019, Section 2. To provide, predict and monitor its services, FSHS needs a student’s personal data as well as data related to study rights and annual registration. The submitted data comprise the personal identity code, surname, first names, gender, first language, student number, type of study right, study right starting date, attendance information (only for those registered for attendance), educational institution, education code, study location (campus), study right’s field in the steering of higher education.

Digivision’s learning tray

In the Digivision 2030 project, all Finnish HEIs are together building the future for learning. The provision of a continuous and flexible learning tray is the first implementation of Digivision. The Tray is visible to the user as a single service. The student’s attendance, study right and study records data are retrieved from the data pool. The data are retrieved and saved to the Tray if you give your consent for it. You can withdraw your consent at any time.