User Rights

Who can use Converis?

Converis can be used by JYU employees and postgraduate students. They get the user rights to the system as their employment/student relationship begins. The data of employees and active postgraduates are updated to the research information system every night.

In addition, Converis can be used by persons with whom the University has signed a relevant agreement. Along with such an agreement, they receive user rights to the system. For example, grant researchers with a grant researcher agreement. Grant researcher information is updated to the system in a few months intervals; therefore the data is not as up-to-date as with employees and postgraduate students. If your grant period has not been updated to your profile, you can contact Converis-support.

Besides the aforementioned groups, temporary user rights to the research information system can be granted with certain provisions. For more information, see the section "How do applicants from outside JYU get the user rights they need?"

In the research information system, the default role for all users is a researcher. This role entitles the user to add, view and partly edit data concerning him-/herself only.

How do applicants from outside JYU get the user rights they need?

When you apply for supplementary funding in order to conduct research at the University of Jyväskylä, you can also apply temporary user rights to Converis.

As an applicant external to JYU, you need to have a contact person who is a member of JYU staff. The contact person must be a project leader, researcher or other person related to the content of the project. For more information on potential contact persons, visit the Researcher's Career and Services website.

For the user rights application, the contact person needs the following data about you: name, email address, current organisation, the prospective work unit, source of funding, the deadline for funding applications, information if a type of funding involves personal grants (for sending right instructions), as well as information on whether you have the means to register using electronic identification (mainly via a Finnish bank). The contact person should deliver the above information to technical support using Access rights to the Converis research information system -form in HelpJYU.

For the validity period of temporary user rights, see the section "Validity of the user rights".

Instructions for an external applicant with the possibility of e-identification

After the access rights request the system administrator will send you (the applicant) e-mail with instructions on how you can receive yourself a JYU visitor account. After receiving the mail, log in to the Converis Help Center and review at least the section Researcher's work steps in the project process of supplementary funding and instructions about basic usage. Follow the instructions to enter your project proposal for approval by the Head of the Unit. The help center describes other essential functions of the system such as supplementing your profile information and connecting your account to the ORCID service.

Instructions for an external applicant who does not have possibility for e-identification

If, in your case, it is not possible to utilize a JYU visitor account, Converis support will provide you a temporary Converis account. Once you have received the credentials, follow the publicly available quick help for submitting the project proposal. Converis-specific account can be later replaced with a proper JYU account.

Special user rights

Based on their organisational position and delegated authority, certain persons have approval or viewing rights in the research information system as follows:

• Rectors, vice rectors and senior specialists of research services: right to view project proposals (incl. funding applications), projects, publications and research datasets across the whole University. Moreover, rector and vice rectors have approval right for the project proposals at the university level.
   
• Finance and service director: approval right for the project proposals of University Services, right to view project proposals (incl. funding applications), projects, publications and research datasets across the whole University.
   
• Dean: approval right for project proposals registered directly under the faculty, and right to view project proposals (incl. funding applications), projects, publications and research datasets across the whole faculty and its departments.
   
• Vice dean: Vice deans have the right to view project proposals (incl. funding applications), projects, publications and research datasets across the whole faculty and its departments.
   
• Head of faculty administration or head of development: right to view project proposals (incl. funding applications), projects, publications and research datasets across the whole faculty and its departments.
   
• Head of department or director of independent institute: approval right for the project proposals (incl. funding applications) of their own department/institute, and right to view project proposals (incl. funding applications), projects, publications and research datasets of their own department/institute.
   
• Deputy head of department: right to view project proposals (incl. funding applications) of one’s own unit, projects, publications and research datasets.
   

The following user groups have additional user rights compared to researcher based on their work duties:

• Project Controllers and Controllers: handling rights (primarily to certain deparments or a faculty) to project proposals and projects.
   
• Publication and dataset specialists of OSC handle primarily metadata of publications and research datasets; to support linking information they have also limited visibility to  and modification rights to project data.
   
• In addition, a number of specialists in Management Support Services, Research and Innovation Services, Financial and Facility Services, HR Services, Digital Services, and Registry Office: right to view project proposals (incl. funding applications), projects and publications across the whole University.
   

Unit secretaries have only basic rights to the system but they receive regular updates on new positive funding decisions and help researchers to prepare a grant researcher's contract.

Converis support automatically receives updates about staff changes regarding deans, heads of departments (incl. deputy heads), and heads of faculty administration. Deans, heads of faculty administration, heads of department and directors of independent institute (or managers for user roles based on work duties)  can send requests for special user rights needed for other persons in their own units. In addition, please notify Converis-support about changes e.g. if the work role ends. Submit the requests by email to: converis-support@jyu.fi or using a  HelpJYU-form.