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Quality management

On 28 May 2021, the senate adopted the university's quality management principles, the aim of which is to establish a common quality management framework and define the quality management activities and persons in charge (in Estonian). On the other hand, the quality management principles support the development of the university’s quality culture and thereby improve the university members’ working and learning experience, as well as enhance the quality of services provided by the university.

Principles of quality management

  1. The principles of quality management aim to create a uniform framework for quality management at the University of Tartu (“university”) and define the quality management procedures and the persons responsible.
     
  2. Quality management is a part of strategic management, ensuring processes consistent with the university’s objectives of development and operation, and their periodic review and improvement. Quality management supports the development of the university’s quality culture and helps maintain and improve the quality of its main and supporting activities. Quality management is based on a cycle of continuous improvement, the parts of which are planning, doing, checking, and acting.
     
  3. Quality management is based on the statutes and the strategic plan of the university. Quality is defined by the mission, fundamental values, vision and tasks of the university, as defined in the strategic plan. The procedures supporting the achievement of the goals of the strategic plan and the fulfilment of the university’s tasks at all levels of management are described in the bylaws and guidelines of the university.
     
  4. The university ensures quality through continuous and purposeful improvement of all activities, taking into account the expectations and feedback of various stakeholders. The university’s stakeholders include the members of the university, continuing education learners, alumni, partners, employers, government agencies, local authorities and society at large. The university ensures that efforts to meet the expectations of one interest group do not reduce the satisfaction of other stakeholders.
     
  5. The main activities of the university are teaching, research and development, and provision of services to society based on these activities. The quality of the main activities is influenced, among other factors, by the preparedness and motivation of learners, staff competences and motivation, the clarity, feasibility and ambition of the university’s development and operational objectives, the quality of support activities, the condition of teaching and research infrastructure, and financial and other resources.
     
  6. The university’s support activities support the high-quality implementation of the main activities. The quality of the support activities is influenced, among other factors, by staff competences and motivation, the clarity, feasibility and ambition of the university’s development and operational objectives, and financial and other resources.
     
  7. Information about the quality of the main and support activities is received via feedback surveys, internal evaluation of teaching and studies, performance interviews and evaluation of employees, achievement of performance and key indicators, internal audit and external evaluations, and other means. Based on the data received, improvements are carried out.
     
  8. The hallmarks of quality culture are the commitment of employees and learners to their work and studies, shared values, ethics, cooperation, sharing best practices and the desire for continuous improvement.
     
  9. The rector is responsible for optimal functioning of quality management. All employees of the university are responsible for quality within their field of activity. Learners are responsible for the quality of their learning.
     
  10. The senate will review the principles of quality management as necessary, but at least once during the term of the strategic plan.

 

Quality management is based on the cycle of continuous improvement

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The quality management activities and persons in charge

Planning

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

Accountable

Planning the university’s development

 

University of Tartu Strategic Plan for 2021–2025
University of Tartu Financial Strategy until 2025

Spatial development strategy until 2025 of the University of Tartu

Focal areas of the university’s research and development and innovation
(on the intranet), in Estonian

 

Vice rector for development

Rector’s Office

           

Planning staff recruitment and development

 

Good practice of leadership
Regulations for Recruitment of Academic Staff

 

Rector,
academic secretary

Human Resources Office, faculty unit

           

Planning the development of information systems

 

Digital Development Strategy (in planning stage),
Information Technology Strategy
 in Estonian

 

Director of Administration

Information Technology Office

Activity and process

Effective bylaws, strategy documents or guidelines

Responsible

Accountable

Planning the opening of a curriculum

Statutes of Curriculum
Language and internationalisation principles of the University of Tartu

Vice rector for academic affairs, dean

Office of Academic Affairs, faculty unit

Planning of the organisation of studies

Study Regulations

Vice rector for academic affairs

Office of Academic Affairs, faculty unit

Planning of student admissions

Admission rules at the first and second level of higher education in the 2021/2022 academic year
Admission Rules in Doctoral Studies

Description of Office of Academic Affairs
, in Estonian

Vice rector for academic affairs

Office of Academic Affairs

 

Planning the development of learning environments

Description of Office of Academic Affairs, in Estonian

Vice rector for academic affairs

Office of Academic Affairs, faculty unit

Development of continuing education programmes

Regulations of Continuing Education
Procedure for establishing, invoicing and exempting from tuition fees for continuing education

Procedure for issue of continuing education certificates
, in Estonian
Description of Office of Academic Affairs
, in Estonian

Vice rector for academic affairs, dean

Lifelong Learning Centre,
Office of Academic Affairs, 

structural unit organising the continuing education

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

Accountable

Planning of new scientific research and applying for R&D funding for that

 

Regulations for processing development projects
Code of Conduct for Research Integrity

Description of Grant Office

Description of the Centre for Entrepreneurship and Innovation
, in Estonian

Description of services provided by Grant Writing Unit (on the
intranet),

Guidelines on preventing, identifying and solving conflicts of interest and corruption-prone situations,

Statute of the Research Ethics Committee of the University of Tartu
, in Estonian

Guidelines for equal treatment

 

Vice rector for research, dean

Grant Office,
faculty unit

Activity and process

Effective bylaws, strategy documents or guidelines

Responsible

Accountable

Development planning

Strategic Plan of the University of Tartu Museum for 2019–2023, in Estonian
Strategic Plan of the University of Tartu Youth Academy for 2017–2022
, in Estonian

Strategic Plan of the University of Tartu Natural History Museum and Botanical Garden 2025
, in Estonian

Strategic Plan of the University of Tartu Library 2021–2025
, in Estonian

Strategic Plan of the University of Tartu Academic Sports Club until 2025
, in Estonian

Vice rector for research,
vice rector for academic affairs,
vice rector for development, 

director of administration

Head of institution

Acting

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Strategic Management

 

University of Tartu Strategic Plan for 2021–2025
University of Tartu Financial Strategy until 2025

Spatial development strategy until 2025 of the University of Tartu

Statute of the Development Fund
, in Estonian

Performance agreements

Faculties’ strategic plans

Strategic plans of faculties’ structural units

 

Rector, dean

 

Rector’s Strategy Office,
faculty unit

   

 

       

Governance and representation of the university

 

Statutes of the University of Tartu
Rules and principles of the work of Rector’s Office

Principles of establishment of and participation in legal persons
, in Estonian

Conditions and Procedure of Electing Representatives of Academic Staff to the Faculty Council

Senate election rules

Good practice of leadership

Procedure of electing deans and directors of institutions
, in Estonian

 

Rector

 

Rector’s Strategy Office

 

           

International cooperation

 

Language and internationalisation principles of the University of Tartu
Erasmus Charter for Higher Education 2021–2027, University of Tartu

 

Vice rector for development,
dean

 

International Cooperation
and Protocol Unit, Study Abroad Centre of Office of Academic Affairs,
faculty unit

 

           

Financial management

 

Budgeting principles, in Estonian
Budget Committee Rules
, in Estonian

Budgeting Rules

Rules of Using Financial Accounts

Accounting Policies and Procedures
, in Estonian

Procurement Rules

Pricing Rules
, in Estonian

Description of Finance Office
, in Estonian

 

Head of finance, deans

 

Finance Office

   

 

       

Human resource management

 

University of Tartu Work Rules
Collective bargaining agreement

Regulations for Recruitment of Academic Staff

Job Descriptions of Academic Staff

Regulations for Evaluation of Academic Staff

Regulations for Retirement with Emeritus Status

Statute of Visiting Professorship in Liberal Arts

Regulations for Giving Recognition

Salary Rules

Guidelines for equal treatment

Occupational Health and Safety Regulations

Description of Human Resources Office
, in Estonian

Regulations for Recognition with the Education Deed of the Year Award
, in Estonian

Statute of the University of Tartu best teaching staff award

Statute of the Promotion of Teaching Quality Award
, in Estonian

 

Rector,
academic secretary (recognition), 
dean

 

Human Resources Office,
faculty unit

 

           

Managing and developing of the learning and work environment

 

Use and Disposal of Immovable Property
Spatial development strategy until 2025 of the University of Tartu

Rules of Construction Work and Investment in Immovable Property

Rules of Using Buildings and Rooms

Fire Safety Rules

Regulations for ensuring security in the buildings of the University of Tartu

Regulations for handling chemicals

Rules of arming the security system in buildings and rooms

Waste Management Rules

Procedure for using email service

Information Security Strategy
, in Estonian

Description of Estates Office
, in Estonian

Information Technology Standard
, in Estonian

Procedure for Providing IT Services
, in Estonian

Description of Information Technology Office
, in Estonian

 

Director of administration, 
dean

 

Estates Office,
Information Technology Office,

faculty unit

 

           

Academic ethics

 

Good practices: Good practice of teaching, learning, doctoral studies, Code of Conduct for Research Integrity, good practice of giving feedback
Statute of the Research Ethics Committee of the University of Tartu
, in Estonian

Statute of the Centre for Ethics, University of Tartu

 

Academic secretary,
dean

 

Faculty unit

 

           

Communication management

 

Symbols of the University of Tartu, in Estonian
Rules of Using Symbols of the University of Tartu
, in Estonian

Description of Marketing and Communication Office
, in Estonian

 

Director of administration,
dean

 

Marketing and
Communication Office, 

faculty unit

 

           

Risk management

 

Internal auditing rules, in Estonian

 

Rector, dean

 

Internal Audit Office,
faculty unit

 

           

Information management

 

Documentary Procedure Rules
List of documents
, in Estonian

Description of Administrative Office
, in Estonian

 

Director of administration

 

Administrative Office

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

Accountable

Course design

 

Study Regulations

 

Vice rector for academic affairs,
dean

Structural unit responsible
for teaching the course

Opening of curricula

 

Statutes of Curriculum
Language and internationalisation principles of the University of Tartu

 

Vice rector for academic affairs,
dean

 

Degree Studies and Quality Assurance Unit, 
Office of Academic Affairs,

dean’s office,

structural unit organising the studies

Organising of teaching and studies

 

Study Regulations

 

Dean

Structural unit organising the studies

 

         

Counselling and supervising of learners

 

Study Regulations
Statutes of Curriculum

Description of the Office of Academic Affairs
, in Estonian

Description of Student Union Office
, in Estonian

 

Vice rector for academic affairs,
dean

Office of Academic Affairs,
structural unit organising the studies

 

         

Counselling and supervising of teaching staff

 

Description of Human Resources Office, in Estonian
Description of Office of Academic Affairs, in Estonian

Good practice of teaching

Regulations for Evaluation of Academic Staff

Job Descriptions of Academic Staff

Scholarships of teaching and learning

 

Vice rector for academic affairs,
dean

Centre for Professional Development,
Lifelong Learning Centre,

structural unit organising the studies

 

         

Managing and developing of the study information system 

 

Description of Office of Academic Affairs, in Estonian 
Regulation of Study Information System, in Estonian

Guidelines for e-learning

 

Vice rector for
academic affairs

Office of Academic Affairs

 

         

Development and organisation of continuing education programmes

 

Regulations of Continuing Education
Procedure for establishing, invoicing and exempting from tuition fees for continuing education

Procedure for issue of continuing education certificates
, in Estonian

Description of Office of Academic Affairs
, in Estonian

 

Vice rector for
academic affairs, dean

Lifelong Learning Centre, 
structural unit organising continuing education

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Research studies and provision of research-based services

 

Code of Conduct for Research Integrity
Regulation for Processing Development Projects

Procedure for issuing calibration, analysis, measurement and test certificates
, in Estonian

Description of Centre for Entrepreneurship and Innovation
, in Estonian

Guidelines on preventing, identifying and solving conflicts of interest and corruption-prone situations

How to avoid conflicts of interest in business cooperation
(on the intranet)

Statute of the Research Ethics Committee of the University of Tartu
, in Estonian

Guidelines for equal treatment

Guidelines for entering R&D services in ETIS
(on the intranet)

Guidelines for answering Adapter enquiries (for administrators and partners)

 

Vice rector for research, vice rector for development, dean

 

Grant Office, Centre for
Entrepreneurship and Innovation, 

faculty units

 

           

Management of R&D infrastructure

 

Principles for establishing and organisation of work of shared-resource facilities, (Intranet) 
Statutes of the University of Tartu High Performance Computing Centre
, in Estonian

Statutes of the University of Tartu Core Facility for Biosafety
, in Estonian

Statutes of the University of Tartu Natural History Museum and Botanical Garden
, in Estonian

 

Vice rector for research, dean

 

 

           

Intellectual property protection

 

Procedure for Managing Intellectual Property Created at the University of Tartu
Disclosure form for intellectual property with commercial potential

Deed of assignment of intellectual property rights

Description of Centre for Entrepreneurship and Innovation
, in Estonian

 

Vice rector for development

 

Centre for Entrepreneurship and Innovation
(Legal Advisor in Matters of Intellectual Property)

 

           

Application of research results in business (startups and
spin-offs)

 

Description of Centre for Entrepreneurship and Innovation, in Estonian

 

Vice rector for development,
dean

 

Centre for Entrepreneurship and Innovation,
faculty unit

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Maintaining the biobank

 

Statutes of the Institute of Genomics

 

Vice rector for research

 

Institute of Genomics

             

Library services

 

University of Tartu Library Rules,
Statutes of the University of Tartu Library
, in Estonian

 

Vice rector for research

 

Library

 

           

Maintaining of science and cultural historical collections and providing services based on them

 

Statutes of the University of Tartu Museum, in Estonian
Statutes of the University of Tartu Library
, in Estonian

Statutes of the University of Tartu Natural History Museum and Botanical Garden
, in Estonian

 

Vice rector for development

 

Director of Natural History Museum and Botanical Garden, director of museum, director of library

 

           

Maintaining of natural history collections and providing services based on them

 

Statutes of the University of Tartu Natural History Museum and Botanical Garden, in Estonian
Rules of organisation of natural history collection and digital archive of the University of Tartu Natural History Museum and Botanical Garden
, in Estonian

 

Vice rector for development

 

Director of Natural History Museum and Botanical Garden

 

           

Conservation of cultural heritage

 

Rules for managing cultural assets
Monitoring of the complex of buildings of the Observatory as UNESCO world heritage in line with the
Operational Guidelines for the Implementation of the World Heritage Convention

Monitoring of the historical buildings (main building, buildings of the Toome Hill and Botanical Garden) as buildings awarded with the European Heritage Label in accordance with
Decision No. 1194/2011/EU of the European Parliament and of the Council (Art. 15)

Heritage Conservation Act
and the management plan of the heritage conservation area of Tartu Old Town, in Estonian

 

Rector

 

 

           

Provision of science- and technology-based hobby education

 

Statutes of Youth Academy, in Estonian
Statutes of the University of Tartu Natural History Museum and Botanical Garden
, in Estonian

 

Vice rector for academic affairs

 

Director of Natural History Museum and Botanical Garden

 

           

Dissemination of research results (popularisation)

 

Statutes of the University of Tartu Natural History Museum and Botanical Garden, in Estonian

 

Vice rector for research, dean

 

Marketing and Communication Office, institution, faculty unit

Assessment

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Annual review of strategic and implementation plans

 

 

Vice rector for development,
deans

 

Rector’s Strategy Office,
faculty unit

Annual reports

 

 

Head of finance

 

Rector’s Strategy Office

Development of the statistika.ut.ee dashboard

 

 

 

Rector’s Strategy Office

Performance appraisals

 

Good practice of leadership
Salary Rules

Description of Human Resources Office
, in Estonian

Performance agreements

Satisfaction surveys

 

Rector, dean

 

Head of Human Resources Office,
heads of structural units,
immediate supervisors

   

 

       

Evaluation of academic staff

 

Regulations for Evaluation of Academic Staff
Job Descriptions of Academic Staff

Code of Conduct for Research Integrity

Good practice of teaching

 

Academic secretary, dean

 

Human Resources Office,
faculty unit

   

 

       

Progress review of doctoral students

 

Study Regulations
Regulations for Doctoral Studies
(from 1 September 2021)

 

Dean

 

Doctoral centres

Students’ and resident doctors’ appeals 

 

Study Regulations
Rules of Residency

Rules of procedure of study-related appeals committee and steering admission committee, in Estonian

Regulations of Continuing Education

Guidelines for equal treatment

 

Dean

 

Vice dean for academic affairs,
vice dean for residency of the Faculty of Medicine, vice rector for academic affairs, appeals committee, admission steering committee,
head of structural unit managing the continuing education, head of Office of
Academic Affairs, legal counsel for organisation of studies

   

 

       

Employee feedback to work environment

 

Description of Human Resources Office, in Estonian
Units’ risk assessments

Satisfaction surveys

Performance appraisals

 

Director of administration,
dean

 

Human Resources Office,
head of structural unit

   

 

       

Internal auditing

 

Internal auditing rules, in Estonian

 

Head of internal audit

 

Internal Audit Office

             

Institutional accreditation and other external evaluation

 

Statutes of Curriculum
Description of Office of Academic Affairs
, in Estonian

Description of Rector’s Strategy Office
, in Estonian

 

Rector, vice dean for academic affairs,

 

Rector’s Strategy Office,
Office of Academic Affairs

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Internal evaluation of teaching and studies

 

Statutes of Curriculum

 

Vice rector for academic affairs,
dean

 

Degree studies and quality assurance unit
of the Office of Academic Affairs,
structural unit or dean’s office managing the curriculum

Assessment of students

 

Study Regulations

 

Dean

 

Structural unit organising the studies

Feedback to degree study courses and curricula and continuing education programmes

 

Procedure for Asking and Taking into Account Feedback in Degree Study
Regulations of Continuing Education

 

Vice rector for academic affairs,
dean

 

Office of Academic Affairs,
structural unit organising the studies

             

Self-evaluation of quality assurance in continuing education

 

Self-evaluation report of continuing education (on the intranet)

 

Vice rector for academic affairs

 

Lifelong Learning Centre of the Office of Academic Affairs 

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Open science, incl. data management, publication

 

R&D results are evaluated externally, for example, by funders of scientific data collecting and publishers (more generally, publishers of research output) – peer review as quality assessment
Statutes of the University of Tartu Library
, in Estonian

The library’s guidelines for Open Science and research data management (
website of UT Library),

Regulations for Doctoral Studies

 

Vice rector for research

 

Library

Evaluation of R&D, incl. regular and targeted evaluation 

 

The terms and conditions of evaluation of R&D are established pursuant to the Organisation of Research and Development Act by the minister responsible for the field. The university must apply for regular evaluation. Targeted evaluation is mandatory if the university has received finances from state budget funds in the evaluated field.

 

Vice rector for research

 

Grant Office

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Management reports

 

Annual reports of the University of Tartu Museum, in Estonian
Reports of the Natural History Museum and Botanical Garden
, in Estonian

Annual reports of the Youth Academy
 in Estonian

 

Rector, dean

 

Institution,
faculty unit

             

Applying for quality label

 

Activity Plan for Environmental Education and Awareness 2019–2022, in Estonian
Criteria for good environmental education programmes
, in Estonian

 

Vice rector for academic affairs

 

Service provider

             

Feedback surveys

 

In non-formal environmental education in line with the criteria for good environmental education programmes

 

Vice rector for academic affairs

 

Service provider

Improvement

Activity and process

 

Effective bylaws, strategy documents or guidelines

 

Responsible

 

Accountable

Supporting the development of employees, incl.

 

Description of Human Resources Office, in Estonian
Satisfaction survey

Feedback from internal training courses

 

Director of administration,
dean

 

Human Resources Office,
faculty unit

Development of leadership skills

 

Good practice of leadership
Description of Human Resources Office
, in Estonian

 

Director of administration,
dean

 

Human Resources Office,
dean’s office

Development of teaching and supervising skills

 

Description of Office of Academic Affairs, in Estonian
Description of Human Resources Office
, in Estonian

Good practice of teaching

Scholarships of teaching and learning

 

Vice rector for academic affairs,
dean

 

Centre for Professional Development,
Lifelong Learning Centre,

Sharing of best practices

 

 

Rector, dean

 

Faculty unit

Development of learning skills

 

 

Vice rector for academic affairs

 

UTSU

Updating of the organisation of studies

 

Study Regulations

 

Vice rector for academic affairs

 

Office of Academic Affairs

Amendment and updating of curricula

 

Statutes of Curriculum

 

Vice rector for academic affairs,
dean

 

Office of Academic Affairs, faculty unit

Amendment and closing of courses

 

Study Regulations

 

Vice rector for academic affairs,
dean

 

Office of Academic Affairs, faculty unit

Updating of educational programmes (e.g. museums)

 

 

Vice rector for academic affairs

 

Service provider

Updating of services

 

 

Vice rector for research,
vice rector for academic affairs,
vice rector for development,

director of administration

 

Service provider

             

Updating of bylaws and guidelines

 

 

Vice rector for research,
vice rector for academic affairs,
vice rector for development,

director of administration

 

Relevant structural unit

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