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Register specification of SoleCRIS, the Current Research Information and Artistic Activity System of the University of Tampere, as stipulated by Sections 10 and 24 of the Personal Data Act (523/1999)

KEEPER OF THE REGISTER

University of Tampere
FI-33014  University of Tampere
address: Kalevantie 4, Tampere
telephone: (03) 355 111 (extension)

CONTACT PERSON IN MATTERS RELATED TO THE REGISTER

Sirpa Hangasmäki

telephone: 050 318 6393
e-mail: sirpa.hangasmaki@uta.fi
NAME OF THE REGISTER

SoleCRIS, the Current Research Information and Artistic Activity System of the University of Tampere

THE PURPOSE OF PROCESSING THE PERSONAL INFORMATION The SoleCRIS system is used to collect and record information about the experts who work at the University and their scientific and artistic activities. The recorded data are mainly gathered concerning people employed by the university. Certain personal details are needed about each person in the system first to which data about their scientific activity (publications, expert tasks and visits) are appended.

The University of Tampere uses the information in SoleCRIS to report, assess and follow up on the quantity and quality of research both internally and externally. The most important external reporting is done to the Ministry of Education and Culture as stipulated by Section 51 of the Universities Act (558/2009).

The University also uses the recorded information in the research news disseminated at the university when information contained in the register is published on the university website.

Almost all of the registered data is available to readers at the university website. The data subjects can restrict the visibility of their data (Personal Data Act 523/1999, Section 8).

The personal details in the register are also used to organise data protection. They are used to limit the visibility of the information in the register and to grant updating rights in accordance with the role of the users of the system.

THE INFORMATION CONTENT OF THE REGISTER

Information about the experts
Name, personnel number (from the personnel data base Prima), ongoing employment contracts or tasks, unit, sex, nationality, degree, year of graduation, major subject, minor subject, language skills, docentship, areas of expertise, fields of research, telephone number, e-mail address, the URL of personal homepages, office hours, disclosed data, photograph, additional information, the last date of validity of the basic user account, the date of the latest update.

The following of the above data are not publicly visible: personnel number, sex, nationality, year of graduation, major subject, minor subject, the last date of validity of the basic user account.

Information about the organisation
The schools and units of the university, the names of their directors, contact details.

Publication details
Authors of the publication, name of publication, the bibliographical details of the publication.

Information about expert tasks
Research-related presentations, tasks related to research conferences and research publications, scientific leadership and expert roles, statements on academic competence, social interaction.

Teaching qualifications
Education in university pedagogy and supervision of theses.

Information on visits abroad
Type of visit (teaching/research), visitor’s name, unit, start date and end date of visit, duration of visit, task, country, town, the organisation visited.

Information on artistic activity
Published independent artistic piece of work, public partial implementation of independent artistic piece of work, artistic part of a nonartistic publication.

Information about visitors from abroad
Type of visit (teaching/research), visitor’s name, position, responsible host, unit, start date and end date of visit, duration of visit, task, country, town, visitor’s organisation.

Information about visitors coming from abroad are not publicly available.

DURATION OF THE STORAGE OF PERSONAL INFORMATION

Information about the experts is publicly available in the information system only during the time the expert has a work contract or his or her tasks continue at the university. After the end of the work contract or the task the information is not removed from the register but its visibility is restricted only to the main user of the system.
INFORMATION OF THE REGULAR SOURCES OF DATA IN THE FILE

The registered themselves

The personnel data system of the University

The user registry of IT Services of the University

Thomson Reuter’s Web of Science
THE REGULAR DESTINATIONS OF DISCLOSED DATA

All data contained in the register, except the data whose visibility has been blocked by the registered, are openly available and can be read in an internet browser.

All data contained in the register is copied every day into the data warehouse of the University. Statistics without the identification are made of the data.

To the national data warehouse to be used by the Ministry of Education and Culture. Some of data is copied to Juuli, the database of Finnish research publications.
TRANSFER OF DATA OUTSIDE THE EUROPEAN UNION OR THE EUROPEAN ECONOMIC AREA Information in the register, except for the data whose visibility has been blocked by the registered, is openly readable with an Internet browser.
DESCRIPTION OF THE PRINCIPLES IN ACCORDANCE TO WHICH THE DATA FILE HAS BEEN SECURED

The data file is only kept in an electronic form. When the data is transferred across the Internet, the information is protected by SSL technology.

The server equipment of the register is located in a secured engine room that has an access control and guarding system.

Access to the information system is limited by means of networking technology and user accounts and passwords. Only the main users have the right to maintain the complete data register. The information is updated by the main user, the person checking the bibliographic information of publications at the University Library, the contact persons in the units and the registered according to their user rights.

RIGHT TO ACCESS AND THE FULFILLMENT OF RIGHT TO ACCESS

The registered can access the information about themselves in the register’s Internet user interface. Requests to access other information and of rectifying the information should be directed to the contacs person.

Last update 20 August 2008 and 10 January 2013.

 
Kalevantie 4, FI-33014 University of Tampere
+358 3 355 111
Maintained by: sirpa.hangasmaki@uta.fi
Last update: 4.4.2016 11.34 Muokkaa

University of Tampere
+358 3 355 111
registry@uta.fi


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