Overview

Each first-year PhD student in the Institute of Genomics (IG) will be assigned a “buddy” who is at least a third or fourth year PhD student. The buddy will be a person who welcomes a new person to the Institute and supports them, especially in the beginning of the studies. The points to help with include for example, introducing relevant people, showing the main rooms, systems, and helping with connecting with the right people about key cards, printers, and so on. A guiding checklist will help the buddy to remember which topics to cover.

Buddies are important in the very beginning of the studies. Official buddy-newcomer relationship is expected to last until the end of the first semester (and they can continue as buddies forever). Any issues or questions that buddy can not guide upon, can be taken to the PhD studies coordinator or with the supervisor. Buddies are friendly guides to the institute life, they encourage the newcomers to settle, not be afraid to ask questions and help them to find their way to the work in IG and life in Tartu.

While the supervisor oversees the whole research and PhD project of the student, the buddy is a peer who helps the new student to start off smoothly. In parallel, professional staff of the institute support in specific questions and mentors provide additional professional guidance independent from the supervisors for the whole period of the PhD studies.

How the “buddy” program works:

The buddy system coordinators (PhD student representatives and PhD studies coordinator) assign a buddy to thenew students accepted into the PhD program. Buddy will be from the same or close work-group of the supervisor of the new student. The assigned buddy is a volunteer who will help the new student with integration to practicalities and daily life.

The buddy contacts the new PhD student before the studies start and arranges a first meeting, where the buddy shows the person around the institute and helps with practicalities. Buddy is the first primary contact for new PhD students.

Examples of what can be covered by a buddy:

• Organizing a lunch or coffee date with the new student
• Share the booklet and go over the information there
• Show how to use Slack, adding the student to the appropriate Slack channels, and show all appropriate groups
• Introducing the student to other PhD students and the people of the institute
• Showing around the relevant rooms and how to book the rooms
• Helping with everyday issues (e.g., ID-card, finding a family doctor, what to expect from food and weather, sporting opportunities, cultural events, etc.) or guiding them to the right people who can help with that)

Important contacts

You can always look them up in Slack or send an e-mail, some are easily reachable over the phone, Teams might work in some cases)

Study-related issues:

• Riina Rešetova, PhD student-coordinator

737 4005; Riia 23b/2–326; [email protected]

• Elin Org, coordinating PhD studies in the IG

Riia 23b/2– 503; [email protected]

Questions related to human resources:

• Merilin Raud

737 5063, Riia 23b/2–327, [email protected]

• Ene Mölder

Financial matters (University payments, travel arrangements, finding funding):

• Mariza Saarniit chief accountant for IG

737 5010, Riia 23b/2–326, [email protected]

• Kadri Raav for funding opportunities

737 5051, Riia 23b/2–327, [email protected]

Practical issues in the office:

• Lauri Olesk, repairing and installing office equipment

737 5513, 5342 3445, [email protected]

• Anu Solnik, ordering small office-equipment

737 5053; Riia 23b–304a; [email protected]

IT-help, printer set-up, setting up for presentations, connectivity issues, etc

• Kalle Tihemets helps with setting up printer and computer issues

Riia 23–304, [email protected]

• Raivo Hirmo for issues related to room 105 (setting up mic-s for public presentations, screen problems etc)

511 1140, [email protected]

UT psychologist counselor for employees:

• Anastassia Heinvere

5479 0894 (3894), Lossi 36–113, [email protected]