DEVELOPMENT GROUP FOR INTERNATIONAL STAFF SERVICES FINAL REPORT

Transcription

1 DEVELOPMENT GROUP FOR INTERNATIONAL STAFF SERVICES FINAL REPORT SUBMITTED TO DIRECTOR OF ADMINISTRATION KIRSI MOISANDER ON 20 DECEMBER 2011

2 CONTENTS INTRODUCTION PROPOSED MEASURES Launching the International Staff Services (ISS) Establishment of a university-wide ISS network All members of the University work community should have the opportunity to take part in staff training ISS Action Plan THE DEVELOPMENT GROUP S ACTIVITIES Meetings Subgroups Other activities...7 Appendix: Interim Report of 30 April 2011

3 INTRODUCTION Increasing international attractiveness and familiarity are among the main starting points of the Strategy for the Internationalisation of Higher Education Institutions in Finland (Korkeakoulujen kansainvälistymisstrategia ) as well as of the University of Jyväskylä s own strategy. In order to create and maintain truly international research and educational environments, universities must ensure that the principles of multilingualism and multiculturalism are diffused into all of their operations, including administrative services. The vision of the University of Jyväskylä as an inviting and competitive workplace that recruits and retains international talents, as well as provides them with the opportunity to work efficiently, calls for high-level, internationally renowned research and educational activities, but also for well-organised, comprehensive, high-grade support services for international staff. Director of Administration Kirsi Moisander appointed the Development Group for International Staff Services on 26 January This Group was assigned to prepare the development of the services related to the recruitment, reception, orientation and support for international staff at the University of Jyväskylä. In addition, the Group was assigned to prepare a proposal for launching the University s International Staff Services (ISS) and to follow up the implementation of this proposal. The Group s term of office will expire on 31 December In accordance with its assignment, the Development Group has prepared for the Director of Administration an Interim Report of 30 April 2011, attached to this report. This Final Report presents proposals for the measures to be taken to systematically develop the International Staff Services. It also provides a brief overview of the Development Group s work and the measures implemented in The Development Group s follow-up reports will be submitted in April and December In its first year of operation, the Development Group consisted of the following members: Head of Faculty Administration Sanna Hirvola (Chair), Personnel Services Planner Sirkka Aho- Laitinen, Lecturer Bertold Fuchs, Communication Officer Anna Grönlund-Qvarnberg, Departmental Administrator Soili Leskinen, Training Coordinator Aino Palmroth, International Relations Coordinator Auli Pitkänen, Director of University Language Centre Peppi Taalas, Planner of the International Office Kazimiera Väisänen, Director of the Finnish Institute for Educational Research Jouni Välijärvi, Head of the International Office Tuija Koponen (Secretary) and Coordinator Kirsi Ruusuniitty (Secretary). The Development Group would like to note that the University of Jyväskylä s position in international competition, both with regard to research and education, depends on first-rate, competent staff. Recruiting the best experts in their field both from Finland and abroad to the University, and motivating them to continue working here, require more efficient efforts in personnel reception, orientation, continuing education, and career progression, in line with the principles of the presently initiating Academic Life initiative. These opportunities and services must be guaranteed for all staff members, including foreigners. When the new university financing model, recently proposed by the Ministry of Education and Culture, enters into effect, the significance of internationalisation indicators will increase. The number of international staff and safeguarding of their working conditions will simultaneously constitute a factor significantly affecting university financing. 1

4 The Development Group highlighted in its Interim Report (attached, Chapter The present situation and challenges) that due to the lack of support services coordinated at the university level, the service quality varies from one unit to the other, the units perform overlapping clarifications regarding the arrival and employment of international staff, and good practices and accumulated knowledge are not shared. Moreover, the teaching and research staff are involved in the services related to the recruitment and arrival of international staff in addition to their main duties. The situation in many faculties and departments is unacceptable. The mappings made by the Development Group showed that at most Finnish universities international staff services are already being coordinated and developed in a centralised manner. The Group repeats the proposal it made in the Interim Report that the University should without delay begin to recruit a person in charge of developing reception and support services and training for international staff in cooperation with the faculties and units. Furthermore, this person would maintain contacts to authorities and interest groups. The Development Group maintains that in planning and developing the international staff services, as well as in the other developmental activities related to internationalisation, the University s expertise in academic mobility and higher education development should be systematically utilised. A further source to be utilised are recent results generated by international research networks in the field. The Development Group s work has attracted plenty of interest and great expectations within the University community. This has encouraged the Group to work in very active and open ways, reflected by its numerous meetings and the concrete measures taken. However, the Group wishes to emphasise that new action models and personnel resources are needed without delay in order to offer our international staff high-quality support services. 2

5 1 PROPOSED MEASURES The measures proposed by the Development Group for International Staff Services are based on the University of Jyväskylä s strategy. The focus areas in this strategy include improving the conditions for cutting-edge research and developing creative research and learning environments. In order to achieve this goal, the University must raise its profile as an eligible employer both for Finnish and international experts. All of the recruited employees and doctoral students must be provided with such support services that will motivate them to continue in their position at the University. As mentioned in the Development Group s Interim Report, the latest studies on academic mobility have shown that international top scientists presently select a university, not the other way round. The high quality of research and education is a crucial factor for academic experts when they weigh up different job vacancies, but high-quality, comprehensive support services may be the determining factor in the final selection between various employers. The quality of support services also plays a crucial role as to how fast the recruits can concentrate on their core tasks and whether they are interested in continuing in their position. The Development Group hopes that the University of Jyväskylä will take these premises into account when evaluating the measures proposed in the following chapters. 1.1 Launching the International Staff Services (ISS) The provision of high-quality international staff services, coordinated in a centralised manner, requires the establishment of a new position. The Development Group for International Staff Services proposes that the University immediately begin to recruit a coordinator / planning officer (suunnittelija), responsible for developing international staff reception and support services and training in cooperation with the departments and the units of University Administration and Services, in addition to coordinating networks to authorities and interest groups. The centralised ISS are in charge of developing and maintaining the subareas of international staff services that are common to all of the University units. These tasks include supporting the units in the reception and orientation of new international staff, resolving individual problematic situations, and maintaining contacts to interest groups. The objectives of the centralised ISS are to improve the support services provided for international staff and subsequently the University of Jyväskylä s possibilities to recruit international top experts reduce the role and workload of teaching and research staff as ISS providers and coordinators reduce overlapping tasks promote the sharing of good practices and accumulation of knowledge among the entire University community 3

6 The Development Group s proposal for the coordinator s responsibilities: developing uniform action models for international staff reception and support services developing training for international staff in cooperation with the staff training unit and the Language Centre organising training for employees involved in the reception of international staff developing and maintaining a centralised guidance website for the reception and advisement of international staff developing and maintaining an info package for new international staff; distributing the package to faculties and departments creating networks and supporting networking between o the University of Jyväskylä s international staff o the employees who receive international staff at the University of Jyväskylä and handle their permit issues (the ISS network) o the ISS personnel at Finnish universities (i.e. the network of employees familiar with international staff HR issues) o interest groups (JAMK, the City of Jyväskylä, authorities, etc.) informing the faculties, departments and international staff on issues concerning the University s international staff compiling and maintaining an annual activities calendar for the key courses and events provided for international staff The Development Group wishes to be involved in the selection and induction of the new ISS coordinator. The position of coordinator proposed in this report, together with the presently open HR coordinator position (responsible for developing and implementing the processes related to international mobility), constitute the foundation for the University s International Staff Services (ISS). They will work in close cooperation both with one another and with the units of University Administration and Services, the faculties and departments. The Development Group finds it important that both of the recruited coordinators are actively involved in the activities, training and meetings of the international HR network of Finnish universities, founded in autumn The Group also highlights the significance of their collaboration with the other universities currently launching ISS (e.g. the University of Tampere) on the same basis. 1.2 Establishment of a university-wide ISS network In spite of the founding of centralised International Staff Services, the units will continue to be the main implementers of the practical support, advisement and induction offered to international staff. 4

7 The Development Group for International Staff Services proposes the establishment of a network of employees handling the HR issues of international staff at the University of Jyväskylä (an ISS network), to which every unit will appoint a contact person. The units ISS contact persons will assist and advise new international staff on issues related to e.g. employment contracts, visa applications, taxation, social security, and accommodation. This is done both before and after the newcomers arrival in Jyväskylä, in cooperation with a coordinator of University Administration and Services. In addition, the units appoint for each new international employee a support person from their teaching and research staff. This support person will be in charge of introducing the newcomer to the work community and its operating culture. The heads of department must ensure that the new staff get sufficient introduction to their tasks and operating environment. 1.3 All members of the University work community should have the opportunity to take part in staff training The Development Group for International Staff Services proposes that the University provide all of its international researchers and teachers with access to such internal training events that promote familiarisation with the work community and operation therein. All foreigners who work within the University, including those who are not in an employment relationship, must be offered the opportunity to study the Finnish language and culture. The learning objectives are defined based on the length of the employment, the nature of the work, and the employee s personal goals. The supervisor must encourage the employees to steadily develop their Finnish skills through e.g. work plans and development discussions. The Development Group notes that international staff s Finnish skills are a prerequisite for deep integration into the work community and operation in Finnish society. The Development Group proposes that the University as employer make a clear decision regarding the right of visiting postdoctoral researchers and teachers to participate in university sports, Finnish language and culture courses, as well as in other staff training relevant in terms of operation in the work community. Employees who do not speak Finnish must be taken better into account in the University's internal communication and when updating different guidelines and forms. The Development Group for ISS has collaborated with the Language Policy Working Group and is aware of the content areas of the language policy it has elaborated. The Language Policy Working Group will give recommendations on the languages of internal communication as well as on the availability of English websites, guidelines and documents. 1.4 ISS Action Plan 2012 The Development Group proposes the implementation of the following measures during 2012, coordinated by the new employee (suunnittelija, coordinator) to be recruited: 5

8 The definition and description of the ISS processes, which has been initiated by a subgroup of the Development Group, will continue with a particular focus on process interfaces. The objectives and contents of international staff mentoring will be defined, utilising existing models; mentor selection, training, networking and mentoring activities will be launched. The welcome/orientation events will be established as a regular practice. Language and cultural training for staff will be developed further. Cooperation with City of Jyväskylä international relations unit will continue. Cooperation on the reception of international staff and their families will begin with JAMK University of Applied Sciences. The development of an alumni network for international staff who have worked at the University of Jyväskylä will begin. Active participation in the international HR network of Finnish universities will go on. The competence of the University s units (e.g. FIER) will be utilised, as well as their recent research data and networks, to develop the ISS activities. The composition of the Development Group for International Staff Services will be revised for the second year of operation: new interested members e.g. among the subgroups participants will be proposed to replace those who have withdrawn from the ISS activities. 6

9 2 THE DEVELOPMENT GROUP S ACTIVITIES The action plan for 2011 presented in the Development Group s Interim Report was based on the assumption that the University would recruit a coordinator in late summer or early autumn 2011, in charge of developing the international staff reception and support services. The fact that the coordinator was not recruited has prevented or slowed down the implementation of some of the planned measures. In addition to mapping the needs, planning and development, the Development Group has also become responsible for implementing the measures. 2.1 Meetings By 20 December 2011, the Development Group for ISS had organised 14 meetings of its own and a joint meeting with the Language Policy Working Group. 2.2 Subgroups In the spring of 2011, the Development Group for ISS founded three subgroups to support its activities and commit more representatives from the University s units to development work. The subgroups activities began after the submission of the Interim Report. In addition to the Development Group s members, representatives of teaching, research and administrative staff from the units have been invited to the subgroups. The subgroups have been in charge of elaborating the individual key themes further. The subgroup themes and leaders: 1. Developing language and cultural programmes for international staff; creating an orientation module. Leader: Aino Palmroth The subgroup has focused on developing Finnish language courses and cultural training for international staff in cooperation with the Language Centre. Furthermore, it has promoted new international staff s opportunities to create networks. 2. Developing the division of responsibilities between the units; developing cross-interface processes; mapping educational needs; creating and maintaining interest group networks. Leader: Sanna Hirvola. The subgroup has begun the creation of cross-interface processes in cooperation with the employees who handle international staff issues in the units and with Head of Quality Assurance and Development Pirjo Halonen. 3. Identifying the target groups and the information needed; producing information packages and instructions. Leader: Anna Grönlund-Qvarnberg. The subgroup focused on compiling a web-based information package for incoming and potential future international staff. 2.3 Other activities In addition to the meetings and subgroup work, the Development Group for ISS has carried out during its term of office the following tasks related to ISS and their development: 7

10 collecting development proposals and feedback from the University community via a web-based feedback form and in the events it has organised creation of an Interim Report regarding the development work; its submission to the Director of Administration organising a seminar to discuss the development of International Staff Services follow-up of the subgroups work interface work with the Language Policy Working Group initiating discussion with the Personnel Manager regarding the services offered to international employees who are not in an employment relation with the University the planning and organising of a welcome event for new international staff participation in the international HR network of Finnish universities a workshop to develop an instruction package for international staff organising a networking event with other Finnish universities that are launching centralised ISS activities (Universities of Turku, Tampere, Eastern Finland) organising a pre-christmas party for international staff compiling an annual activities calendar for the training and events organised for international staff 8