For New Employees
Employment with the University of Tartu – a lifetime of inspiration!
Welcome to the University of Tartu, the oldest and largest academic centre in Estonia! You are now part of the university’s extensive family of roughly 3300 employees and 18,000 students. The unique intellectual atmosphere in Tartu has attracted prominent scientists and experts for more than 375 years. The principal source of inspiration at the university comes from the talented and bright-eyed people who have chosen alma mater Tartuensis as the place for their self-realisation.
A poll conducted among the university’s new employees at the end of their probationary period showed that most of them were satisfied with their work and the work environment at the university. We hope that you will find your work at the university fulfilling and that the numerous study and leisure opportunities in Tartu will make your life here satisfying and enjoyable!
The University
Dear member of the university!
Thank you for choosing the University of Tartu as your employer! You are now a member of one of Estonia’s oldest and most venerable organisations. The University of Tartu has a long history and time-honoured traditions that place it among Europe’s best known universities. I hope that our cooperation will be mutually enriching and successful.
The University of Tartu is a research university recognised both in Europe and elsewhere in the world. It is the cradle of Estonian academic spirit, our national culture and scientific terminology, and a centre of high-tech innovation. Our alma mater is a knowledge-based and learning organisation whose success is determined by the ability to use the potential of each and every employee and channel it towards achieving our aims. We believe we can make an important contribution to the advancement of society, benefiting both the university and the entire country in the process.
Among the most important attributes which characterise our staff are creativity, intelligence, erudition, discipline and a sense of mission. These serve as the foundation upon which we rely to solve even the most difficult and complex problems. They also help us draw satisfaction from our daily work and motivate us to pursue long-term goals.
I am glad that you have decided to make a personal contribution to achieving the university’s aims. I hope that working at the University of Tartu will also help you achieve your own professional goals and advance your career, which in the end will benefit not only yourself but also the university and your colleagues.
I wish you every success in your professional and personal endeavours!
Alar Karis
Rector, Professor
Useful information
UT has two important information gateways—our public webpage (www.ut.ee) and the Intranet (accessible from the public webpage). You can use both to find information about UT’s units, university regulations and bylaws, document forms, employee contacts, social events and so on.
To access the Intranet (http://siseveeb.ut.ee) and other UT information systems you need to set up a user account on the university’s computer network. New employees can apply for a user account by filling out a corresponding application form and submitting it to the IT Office. The e-mail addresses of the university employees take the form ‘firstname [dot] surname [ät] ut [dot] ee’. Having an account with the university enables you to access the university’s network resources (information systems, e-mail) from outside the university as well (at home, from public Internet access points, from abroad). Instructions and rules regarding the use of the university’s computer network, its servers and information systems can be found on the IT Office's website (www.ut.ee/it).
University news is delivered to employees via the Intranet, through mailing lists (ut-internal and ut-admin and the university’s monthly magazine Universitas Tartuensis. For instructions on how to subscribe to UT newsgroups and mailing lists, see /9122. Universitas Tartuensis is published in the beginning of each month throughout the academic year. Free copies of the newspaper are available at the information desk of the Main Building, in the University Library, in the University Library Bookshop and in the lobbies of principal academic buildings. The magazine can also be accessed online at www.ajakiri.ut.ee (available only in Estonian).
The University Postal Service is the most convenient option for university employees to dispatch written materials to another university unit. The central relay point of the service is located in the Clerical Office in the Main Building (room no. 121, phone: 737 5618). The service has a collection/delivery point in all administrative buildings and at the various deans' offices. For further information, regarding the service and its operation (envelopes, collection/delivery hours, etc.), contact the secretary of your department or office.
The easiest way to make an internal call from one university phone to another is by dialling the corresponding short number (i.e., the last four digits of the relevant public number, e.g., the short number 5844 corresponds to the public landline number 737 5844). The short numbers of the university’s mobile phones assigned to particular employees normally coincide with the last four digits of the landline phone numbers of those employees. If you use a university mobile to dial the short number of another employee who also has a university mobile, the call will be routed directly to the mobile phone of the recipient. When using a mobile to call the landline phone of the same person, you should dial 3 before the short number. The same applies if you wish to reach that person’s mobile from your university landline number. The short numbers of university mobile phones are listed under employees’ contact information on the university’s website.
Technical or security emergencies (security or fire alarm malfunctions, fire, heating, plumbing emergencies, etc.) should be reported to the university’s security service (phone: 737 5111). In case of computer problems, contact your unit’s IT specialist or the general helpdesk number (phone: 737 5500) staffed by the IT Office.
Should you have job-related questions or problems, go to your immediate supervisor first. If he/she cannot solve the problem, you should contact the Personnel Office (4, Jakobi St, room 305, email: personal [ät] ut [dot] ee, phone: 737 5145). Certificates of employment are issued by the Personnel Office, you can request one via the personnel administrator to whom your file is assigned. Salary certificates are issued by the Finance Office (4, Jakobi St, room 207, phone: 737 5122, 737 5132 and 737 5206).
You can request issue of a service card (university employee photo ID), which will provide proof of entitlement to discounts deriving from your university employee status (such as discounts at the university bookshop and the UT Academic Sports Club).
Useful information
The principal rules regarding work arrangements at the university can be found in:
the Republic of Estonia University of Tartu Act,
the Statutes of the University of Tartu,
the University of Tartu Strategic Plan,
UT Internal Work Procedure Rules,
UT Clerical Business Procedure Rules,
UT Election Rules,
UT Salary Rules,
UT Leave Rules,
UT Secondment Rules.
Translation of these and other legislative texts and bylaws for information purposes are available both on UT’s public website and on the Intranet. Other important information regarding work arrangements at the university can be found on the Intranet in the folder 'For International Staff' (you will find it in the main Estonian menu at the bottom of the left column). Translations of legislation such as the Republic of Estonia Employment Contracts Act and other important legal texts governing employment are also available on the Internet.
Employment contract
You will receive your own copy of your employment contract from the Personnel Office after it has been signed by a representative of the university. Ask the personnel administrator to whom your file has been assigned for your copy of the contract and the job description.
If the terms of your employment require modification (due to reassignment, promotion, workload modification, extension of the term of employment, salary changes, etc.) or if you need to suspend your employment (due to taking unpaid leave, childcare leave, etc.), you should submit a written application endorsed by the head of your unit and his/her immediate supervisor (dean or director) to the Personnel Office. When all necessary documents regarding the modification of your terms of employment have been prepared, your personnel administrator will contact you and set up an appointment for you to sign the papers.
If you have an employment contract of unspecified duration with the university and wish to terminate your employment at your own initiative, you should notify the university of your intention at least one month in advance. A notice period of 5 days applies if you need to terminate your employment due to illness, disability, the need to provide care to a disabled member of your family, or in order to commence a course of full-time higher education studies (the same applies to employees on fixed-term employment). As a rule, the notice requirement is 3 days for employees within their probationary period, and 5 days to 2 weeks for employees on fixed-term employment, according to the length of their contract. You should submit your termination notice to your immediate supervisor. You can collect your employment record book (an official summary of your employment history) on the day your employment is terminated. You must also return all university’s property in your possession on the same day.
Paid leave
The principles and procedure of granting annual leave at the university are governed by the University of Tartu Leave Rules. In drawing up leave schedules, unit heads will give priority to the work requirements in their units. When possible, employees’ wishes will also be taken into account. The approved general leave schedule is published on the Intranet in January. Should you wish to reschedule your annual leave after that, you need to submit a corresponding written application endorsed by your immediate supervisor to the Personnel Office. The application must reach the Personnel Office at least 5 days before the beginning of your scheduled leave or the desired first day of your leave, whichever is earlier.
Work arrangements
Secondments
When necessary, the university is entitled to second its employees for a period of up to 30 consecutive calendar days to perform work duties specified in the terms of employment away from the employee’s principal place of work. If you are seconded, you will be entitled to an advance on estimated secondment expenses. To collect the advance, you should submit an application to the Finance Office together with a duly drawn up secondment authorisation at least three days before the beginning of the secondment. Upon return from secondment, you should fill out a secondment report. The report form and the secondment authorisation form are available on the Intranet in the folder 'For International Staff'.
Non-competition policy
As your employer, the university needs to know if you are holding another job in addition to your work at UT. As a rule, university employees are allowed to have part-time employment elsewhere or to provide services to third parties, provided such activities do not amount to competition with the university. To minimise the risk of harm from the competing activities of employees, the university has established a policy of concluding a non-competition agreement with all of its employees. If you wish to take up an employment position outside the university in your free time, or to provide services to third parties, you should inform your immediate supervisor of your intention. Further information on the university’s non-competition policy is available on the Intranet in the folder “For International Staff”.
Workplace health and safety
The university regards it vital to maintain high health and safety standards in the workplace. Health and safety measures at the university are coordinated by the Senior Specialist for Health and Safety and the Health and Safety Committee. The maintenance of high health and safety standards in the workplace requires cooperation between the university and its employees, which is why all units have a health and safety representative of their own. You will find an English-language translation of the university’s health and safety guidelines as well as information on workplace stress on the Intranet in the folder 'For International Staff'.
Professional development
The university has a policy of supporting the professional development of its employees. Unit heads are responsible for the training and professional development of their units’ employees and for the efficient use of the staff training budget. Information regarding university-wide training and professional development opportunities can be found on the staff training web page at www.ut.ee/sisekoolitus (available only in Estonian). Estonian language courses are offered to visiting faculty members, employees and their family members.
Health insurance
A photo ID is the only document you need to bring when you go to see a doctor in Estonia. While travelling in other EU countries, you will need the European Health Insurance Card or its replacement certificate. Information on how to obtain one is available on the website of the Estonian Health Insurance Fund at www.haigekassa.ee.
Financial support
The university will stand by you in the event of the loss of a close relative by making available a grant to cover part of the funeral costs. Where possible, the university will also provide financial support to employees who have suffered a serious accident or disaster (fire, theft, burglary, etc.). The university cannot, however, offer financial support to employees who are in constant financial difficulties.
The relevant rules and additional information on how to apply for financial support can be found on the Intranet in the folder 'For International Staff'.
Events
The event calendar listing the conferences, exhibitions, concerts and other events scheduled to take place at the university can be found on the Intranet (http://siseveeb.ut.ee).
Events bearing special significance to the university (the beginning of the academic year, the anniversary of the Republic of Estonia, etc.) are celebrated with a festive gathering in the Assembly Hall. At the beginning of each January the rector holds a reception for the university’s employees in the UT History Museum.
The anniversary of the Estonian-language university, celebrated every year on December 1, is among the most important events. On that day, work at the university stops at 12 noon and all employees and students are welcome to attend the festive gathering in the Assembly Hall. In the evening of December 1, students march from the downtown area to Toome Hill in a torchlight procession. Another event that has become a tradition is the annual Anniversary Ball, which is held for university employees, students and alumni on the same day.
New employee questionnaire
In order to better understand the reasons why people choose to work at the university and change jobs inside the university, and to collect ideas for improving work arrangements at the university, the Personnel Office has created an online questionnaire for new employees. Employees are polled after the completion of their probationary period. The questionnaire is intended to show how new employees have managed in terms of finding their place in the university and how its work and their jobs meet their expectations. The results of the first polls confirm that most new employees (89%) are satisfied or extremely satisfied with their job at the university. Feedback from all employees is crucial, since it contributes to the improvement of work arrangements at the university.
Discounts and privileges
University employees are entitled to check out books and other information items for home use from UT Library. The library also offers a wide variety of other information services.
University employees benefit from a 10% discount in the University Bookshop, which also sells various university publications, souvenirs and memorabilia.
Employees who have completed a course of university studies at an Estonian university and have taken out a student loan during those studies may apply to have the principal of that loan cancelled. To be eligible, the employee must have worked at least 12 months at UT. For further information regarding the application procedure and required documents, contact your personnel administrator.
UT Museums, UT Botanical Gardens and the AHHAA Science Centre offer fascinating science-based learning and entertainment programmes to all age groups.
UT Academic Sports Club offers discounts to university employees who wish to engage in recreational or competitive sports (4, Ujula St, phone: +372 7 375 371); recreational and sports opportunities are also offered by Kääriku Leisure and Sports Centre.
Free legal advice is provided by the UT Faculty of Law students’ law office (juuraabi [ät] ut [dot] ee, phone: +372 737 5995).
Many companies have agreed to offer a discount on their services to university employees. Further information on discounts can be found on the Intranet.
UT Personnel Office
personal [ät] ut [dot] ee
Phone +372 737 5145
Fax +372 737 6160
4 Jakobi St., 51014 Tartu, Estonia