Make your access request as clear and specific as possible. Be precise about what your request concerns. This way you will receive exactly the information you want. The City of Vaasa is only responsible for information that belongs to the City of Vaasa.
Making an access request
Decide before making the request how you want to submit it. Read the instructions below so you can make a clear and specific request. You can fill in the form, come in person, send the form by post or authorise someone with a power of attorney to make the request on your behalf.
Fill in the form according to the instructions below. When you have completed the form, save it for yourself or print it. Sign the printed form. Send the form either electronically to kirjaamo@vaasa.fi or by post. The postal address is City of Vaasa, Registry, P.O. Box 3, FI-65101 Vaasa.
If you come in person, see the instructions below on what your request should include. Bring an identity document when you come to make requests so that you can verify your identity and we can process your matter. We will receive your request and notify you when the data are ready to be collected. Also bring an identity document when you come to collect the information so that we can release the data to the correct person or the authorised representative. The visiting address is Vaasanpuistikko 10, FI-65100 Vaasa, Registry.
You can make a free-form request by email. Follow the instructions for a free-form email request so that you provide the information needed and your matter can be handled as easily and simply as possible. Send the free-form email to kirjaamo@vaasa.fi.
If you want to submit the request by post, you can write a free-form letter. Follow the instructions for a free-form letter so that you provide the information needed and your matter can be handled as easily and simply as possible. Remember to sign the request you send by post. The postal address is City of Vaasa, Registry, P.O. Box 3, FI-65101 Vaasa
The request can also be made by a legal guardian or an authorised representative. The power of attorney must include details of the grantor and the authorised person, information on what the authorisation concerns — i.e. the grantor’s personal data access request — and the grantor’s signature, printed name and date. The authorised person must present the power of attorney on site and prove their own identity. The visiting address is Vaasanpuistikko 10, FI-65100 Vaasa, Registry.
Provide the following information in your request
- Does the request concern you personally or are you acting as a guardian, a legal custodian or an authorised representative?
- In your request, state your first name, last name, any previous first and last names, your personal identity number, telephone number, email address and postal address.
- Specify how you want the information to be delivered:
- verbally
- to be viewed / listened to at the authority’s premises
- as a copy / printout
- pickup from the Registry
- secure email (e-mail)
- by post
- If you want to pick up the information in person or view / listen to it at the authority’s premises, you will be notified when the data are available. If you visit in person, bring an identity document.
- State the service area (department) to which your request relates and specify which unit your request is directed to. If you want to make a personal data access request to several units, make a separate request for each unit. See the more detailed information below about the tasks of the units so that you can direct your request to the correct unit.
- Provide clarifications related to the request — specify which services your request relates to. For example, if your request concerns education and more specifically basic education, identify which school your request concerns. Specify which data/documents you need. For example, Wilma time entries, pedagogical documents such as the individual education plan (HOJKS), disciplinary measures and parent/guardian-teacher discussions. Keep in mind that the clearer and more specific your request is, the more smoothly your matter will be handled and the more precisely you will receive the information you need.
- State the start and end dates for the period you want to inspect.
- Add the date and your signature at the end.
More detailed information about the units and their responsibilities
The Group Governance sector includes Central Administration, Welfare Services and the Vähäkyrö District Council. Central Administration is responsible for central administrative functions, the organisation of administrative support services and the management of the City Group. Welfare Services is responsible for the social and healthcare tasks belonging to the City of Vaasa, promoting health and wellbeing and services related to employment management. Central Administration and Welfare Services operate under the Director of Corporate Administration, while the Vähäkyrö District Council reports directly to the Mayor.
Central Administration
The aim of this result area is to prepare and implement the decisions of the City Council, the City Board and its sections, to ensure that the city’s various organisational units and subsidiaries implement the city strategy and act in the city’s interest, to be responsible under the City Board for the city’s financial, ownership steering, personnel and administrative services, to guide, supervise and support the entire city organisation and to be responsible for ownership steering of subsidiary entities, to arrange the necessary support services within its field of responsibility and to be responsible for directing the use of information technology and digitalisation in the city organisation in matters within its remit.
Digitalisation and Innovation
The task of the City of Vaasa’s Digitalisation and Innovation service area is to steer and develop digital services and to promote digitalisation in cooperation with the service areas.
Ownership steering
The Ownership Steering unit handles matters related to the city’s group companies, such as preparing matters for the Corporate Management Committee, changes to the group structure and budget discussions with key group companies.
Secretarial Services
Secretarial Services produces and develops the administrative support tasks for the daily operations of the result areas, such as operational office services for personnel and financial administration related to decision-making, purchase and sales invoicing, arrangements related to meetings and representation, travel reservations, reporting, statistics and customer guidance and advice. It also provides secretarial services for the City Council and the City Board as well as the city’s top management and the experts assisting them.
Administration and Services
The task of Administration and Services is to be responsible for the practical arrangements of the activities of the City Council, the City Board and its sections and for the preparation and implementation tasks within its remit, to provide centrally the general and document management services needed by the city’s administration, to organise joint public services offered to residents, to produce the translation services needed by the administration, to be responsible for the overall framework of decision-making, good governance and administrative rules and to organise general elections.
Financial and Owner Control
The Financial and Owner Control service area acts as the central body for financial planning, steering and implementation, is responsible for the city’s financial administration and is responsible for the city’s strategy, its coordination and monitoring, and for developing strategic management and the management system.
Personnel Services
The Personnel service area leads the city’s personnel policy in accordance with the city’s strategy and personnel programme and supports management in achieving strategic objectives. The core tasks of the Personnel service area are recruitment, development of staff competence and occupational wellbeing, personnel employment relationship advice, occupational safety activities, matters related to staff cooperation and workplace communication together with the city’s communications.
Communications and External Relations
The Communications and External Relations service area is responsible for communications and marketing, graphic services as well as external relations and international affairs.
Vähäkyrö Regional Services
The Vähäkyrö regional administration is responsible, together with the city’s other organisation, for the development of local services and business in the Vähäkyrö district and for promoting the district’s wellbeing, vitality and participation.
Welfare Services
The task of Welfare Services is to coordinate and develop welfare services comprehensively, to be responsible for promoting the health and wellbeing of residents insofar as responsibility for organising the tasks has not been transferred to the Wellbeing Services County of Ostrobothnia or other sectors, to prepare a welfare plan and welfare report and to monitor their implementation, to be responsible for coordinating employment management tasks and to organise integration services.
Employment Services
Employment Services is responsible for the labour authority services of the Ostrobothnia employment cooperation area. Its task is to help and support job seekers in job search, skills development and career planning and to offer a wide range of services to employer and business customers related to recruitment and development of staff, but also related to staff reductions.
The Urban Environment department is responsible for the living environment, the city’s technical infrastructure and the services related to them.
City Planning Department
The core task of City Planning is to produce urban plans and zoning that implement the city’s strategic objectives and related studies.
Real Estate Office
The Real Estate Office creates the conditions for a good urban structure, among other things by taking care of the city’s land-use policy and the development of housing conditions.
Public Utility Services
Public Utility Services is responsible for planning, construction and maintenance of traffic, traffic routes, green areas, public areas, marinas and land and water structures and the equipment related to them, as well as for the authority tasks related to waste management, water supply services and public transport.
Building Control
Building Control promotes, guides and supervises the emergence and preservation of a high-quality building stock and a pleasant environment. We serve and advise on permit matters related to construction and ensure that the public interest is taken into account.
Environmental Department
Services include supervision and enforcement related to environmental protection, health protection, food and tobacco legislation and the Land Extraction Act, as well as the handling of permits, registrations and notifications required by these laws. Veterinary and animal welfare matters are also part of the Environmental Department. The Environmental Department is under the Building and Environment Board.
Vaasa Region Waste Management Board
The Vaasa Region Waste Management Board handles the statutory waste management authority tasks of the municipalities as well as other waste management development and monitoring tasks. The Waste Management Board decides on waste management regulations and fees and grants exemptions from waste management regulations. For example, if you want to join a shared waste container or report composting, you must apply or notify the Waste Management Board in writing using the board’s form.
Vaasa Premises Management Office
The task of the Premises Management Office is to provide premises services for the needs of the city’s various administrative sectors. The Office is responsible for the maintenance, property management and leasing of properties under its administration. In addition, the Premises Management Office is responsible for the construction management of building projects in accordance with the city’s investment programme.
Vaasa Water
Vaasa Water provides customers with water supply services, the most important of which are high-quality drinking water and its distribution, as well as the sewerage and treatment of wastewater. The provision of these services includes a large number of sub- and ancillary services.
The Education and Cultural Sector is responsible for organising education for the city’s residents, early childhood education, culture and library services as well as leisure, sports and youth services.
Cultural Services
In Cultural Services our task is to be responsible for the city’s general cultural activities. We create the conditions for diverse cultural offerings and we seek to influence Vaasa’s development in the field of culture. We want to highlight the importance of culture for the everyday life and wellbeing of people of all ages.
Library Services
Library Services offers opportunities for all ages. In the library you can immerse yourself in books and films, broaden your understanding with diverse information materials or try something new, such as playing the piano or 3D printing. You will also find cosy reading corners, workstations with laptop sockets and quiet spaces for concentration.
Museums
The City of Vaasa’s museums include the Kuntsi Museum of Modern Art, The Ostrobothnian Museum, the Tikanoja Art Museum and the Museum of Old Vaasa with their collections. The City of Vaasa’s museums act as the regional museum with responsibility for Ostrobothnia. The museums are responsible for the city’s cultural-historical, art and natural science museum activities. The task of the museums is to collect, preserve and communicate material and immaterial cultural heritage. The museums operate for the benefit of their regional audiences and communities by offering museum and cultural environment services.
Vaasa City Theatre
Vaasa City Theatre is a Finnish-language professional theatre operating in Vaasa.
Vaasa City Orchestra
The Vaasa City Orchestra is a municipal symphony orchestra maintained by the City of Vaasa.
Early Childhood Education and Care
Early Childhood Education and Care is responsible for early childhood education, pre-primary education and the operation of open day-care centres.
Basic Education
- Finnish-language basic education
- Swedish-language basic education
- Adult education centres / institutes
Upper Secondary Schools
- Vaasan Lyseo Upper Secondary School
- Vasa gymnasium & Vasa svenska aftonläroverk
Vocational secondary education
- Vamia
Institutes
- Kuula Institute
- Kuula Institute is an arts education institution whose task is to provide instruction in music and dance and related art forms. Its area of operation includes Vaasa, Laihia and Isokyrö. Teaching is provided in Finnish and Swedish.
- Alma Adult Education Centre
- Alma Adult Education Centre is an institution for liberal adult education that annually offers hundreds of opportunities to learn new knowledge and skills, meet different people and reflect on one’s views through various courses and public lectures.
- Taikon
- Taikon is the unit responsible for basic art education, providing out-of-school art education for children and young people aged 4–18 in performing arts, crafts, circus, dance and visual arts. Teaching is provided in Finnish and Swedish.
Sports Services
- The aim of Sports Services is to promote health-enhancing physical activity, residents’ activity and to reduce health inequalities through sport. Key objectives include promoting physical activity among children and young people, families and those needing special support, ensuring opportunities for exercise for older residents and promoting health-enhancing physical activity.
Youth Services
- In Youth Services we support the wellbeing of children, young people and young adults in Vaasa by offering versatile services.