Work Environment

Contents:

• Managers’ responsibilities in health and safety work
  • For managers responsible for operations involving students
• Employees’ responsibilities in health and safety work
• The role of health and safety representatives (SO)
• The role of student health and safety representatives (SSO)
• The University’s health and safety organisation

Managers’ responsibilities in health and safety work

As a manager, you represent the employer and are responsible for

• organising health and safety work at the workplace,
• ensuring that those with assignments related to health and safety have the necessary knowledge,
• regularly checking and following up to ensure that health and safety measures are effective,
• ensuring that an annual follow-up of the systematic health and safety work is implemented,
• reporting the results of the annual follow-up to the faculty’s local HSE committee.

External engagement / collaboration with staff

To ensure that health and safety work is meaningful and effective, you must engage with your staff. When inducting new staff and new students, information on health and safety work and specific risks in the workplace must be included.

Consultation with health and safety representatives and student health and safety representatives

As a manager, you must regularly, and as required, convene the health and safety representatives and student health and safety representatives working within the health and safety area for consultation on matters relating to

• investigations into working conditions,
• risk assessments,
• action planning and follow-up of agreed measures,
• changes relating to premises, equipment, work processes, working methods or organisation,
• the use of substances that may lead to ill health or accidents,
• annual follow-up of the systematic work environment management programme.

Support

• Support materials for collaboration between managers and health and safety representatives (Forms and templates)
• Collaboration in work environment management
• Guidance on work environment collaboration at departmental level 

For managers responsible for activities involving students

As a manager responsible for activities involving students, you need to bear in mind that student health and safety representatives change relatively frequently. It is therefore important that, as the person responsible for health and safety, you ensure – preferably at the start of each semester – that

• you know who the current student health and safety representative is,
• that the student health and safety representative receives the information they need to fulfil their role,
• that the student health and safety representative is aware of the forums (e.g. local HSE committee, health and safety rounds) in which they are to participate,
• and that, if there is no student health and safety representative, you liaise with the chief student health and safety representative.

One way to establish a solid foundation for collaboration is to sit down and discuss the assignment and how you will organise your collaboration.

Employees’ responsibilities in health and safety work

Employees must contribute to efforts to ensure a good working environment by, amongst other things, attending joint meetings at the workplace where health and safety is discussed, or participating in other forms of dialogue such as staff appraisals.

All employees have a duty to the employer to:

• report health and safety risks
• report near-misses and accidents

Employees must also:

• comply with workplace regulations
• use safety devices and personal protective equipment where available
• participate in the implementation of measures designed to improve the working environment.

The role of health and safety representatives (SO)

Health and safety representatives represent employees on health and safety matters within their designated area. The health and safety representative is an elected representative of the employees and has the assignment of representing their colleagues and working to ensure a good working environment. Health and safety representatives can also act as a resource and point of contact for the manager responsible for health and safety.

At Lund University, there are three categories of health and safety representatives:

• Health and safety representative
• Principal health and safety representative
• Chief health and safety representative

Health and safety representatives carry out their assignments within the scope of their employment and are entitled to the time required to perform these assignments.

Chief Health and Safety Representatives

The staff organisations have each appointed a chief health and safety representative, whose assignments include coordinating health and safety representative matters within the university. The chief health and safety representatives also act as partners to the university-wide support functions and are members of the Central Health and Safety Committee (CSK).

Health and Safety Representatives’ rights, duties and responsibilities

• The rights and duties of health and safety representatives are governed by the Work Environment Act.
• Health and safety representatives bear no responsibility for the work environment and cannot therefore be held accountable for shortcomings in the work environment or for a failure to take action.

Support

• Video: The chief health and safety representative talks about the role of a health and safety representative at Lund University (YouTube)

The role of student health and safety representatives (SSO)

Student health and safety representatives represent students within a field of study. They are appointed by the student unions and have a role equivalent to that of staff health and safety representatives.

Student organisations also have three categories of health and safety representatives:

• Student health and safety representatives
• Chief student health and safety representative
• Student Health and Safety Representative

Student Health and Safety Representative

The student health and safety representative has a role similar to that of the employees’ chief health and safety representative.

The rights, duties and responsibilities of Student Health and Safety Representatives

• The rights and duties of Student Health and Safety Representatives are governed by the Work Environment Act.

Lund University environment/health and safety work organisation

Video in Swedish: https://lu.instructuremedia.com/embed/b1b7eab7-4154-4623-a3d3-af5373e2c039

Contact

Contact your nearest work environment coordinator or HR department at faculty level or equivalent.

Final version after collaboration 20 March 2018.

* ‘Faculty’ and ‘department’ includes activities with the equivalent organisational status, in 
accordance with the University’s Rules of Procedure. For example, the university administration is equivalent to the faculty level and the administrative divisions are equivalent to the departmental level.

Content: 

• General information
• 1. Work environment collaboration between managers and employees
• 1.1. Employee participation in work environment management
• 2. Collaboration between managers and health and safety representatives
• 3. Documentation
• 4. Collaboration within health, environment and safety committees

General information

The employer is responsible for planning, implementing and following up on local work environment and fire safety management. This work is to be planned and implemented in collaboration between the employer, health and safety representatives, student health and safety representatives, employees and students. 

The local collective agreement on work environment collaboration at Lund University (STYR 2017/1659) stipulates how collaboration within the University is to be organised and conducted.

The present instructions for collaboration at the workplace complement the agreement, and were drawn up in dialogue between the employer and the chief health and safety representatives.

1. Work environment collaboration between managers and employees

A continuous dialogue between managers and employees regarding risks, objectives and follow-up of the work environment management requires structured meetings. Staff meetings and appraisals are some of the meetings at which work environment issues can be addressed.

The employer is obliged to work systematically to prevent risks of ill health. Socalled “staff welfare appraisals” (omtankesamtal) are a way to detect signs of ill health at an early stage, and prevent sick leave.

1.1. Employee participation in work environment management

Employees are to help promote a good work environment, for example by participating in joint workplace meetings addressing the work environment, or other dialogues such as staff appraisals.

All employees are obliged to notify their employer of any work environment risks, incidents and accidents, and to comply with workplace regulations. Employees are also required to use safety equipment and personal safety gear when available. 

Furthermore, employees are to participate in the implementation of measures designed to improve the work environment.

2. Collaboration between managers and health and safety representatives

The employer shall regularly, and as needed, consult the relevant health and safety representative for students and staff on matters concerning:

• investigation and risk assessment of the work environment 
• planning and follow-up of measures 
• issues relating to changes in premises, equipment, work procedures, working methods and the organisation of work
• the use of substances that may cause ill health or accidents
• annual follow-up of the systematic work environment management

Consultation may also take place at the request of the health and safety representative, student health and safety representative, or the organisations they represent. In case of disagreement between the health and safety representative and the work environment manager concerning risk assessment or measures to eliminate risks, the health and safety representative is entitled to forward the matter to a senior manager, or to the relevant local or central health and safety committee.

3. Documentation

Consultation and collaboration on the work environment shall be documented; the employer is responsible for producing any necessary documentation.

4. Collaboration within health, environment and safety committees

Collaboration between the employer and health and safety representatives at the local level may also take place within health, environment and safety (HES) committees established by the faculty. The HES committee serves as a preparatory and advisory body for the departmental management at one or more departments. 

Work environment collaboration within a HES committee shall include at least one employer representative, and a health and safety representative for each department concerned. A student health and safety representatives shall have the right to attend and speak at these meetings.

Instructions for the HES committees are to be drawn up by the respective faculties. Members of the HES committees shall have the opportunity to participate in training offered by the employer regarding work environment legislation, the Swedish Work Environment Authority’s regulations and local work environment rules. 

Content: 

• General information
• Instructions for health and safety representatives
• Instructions for principal health and safety representatives
• Substitutes for health and safety representatives/principal health and safety representatives
• Instructions for LU-wide health and safety representatives
• Confidentiality
• Conflict of interest

This information is the final version after collaboration
24 May 2023.

Health and safety representatives represent employees in work environment matters. At Lund University there are health and safety representatives, principal health and safety representatives as well as LU-wide health and safety representatives.

General information

The establishment of health and safety areas and the appointment of health and safety representatives within the University are regulated in the local collective agreement on the work environment, and must comply with the established procedures. The trade unions determine, in consultation with the employer, the health and safety representatives and their substitutes following an election at the workplace concerned. Principal health and safety representatives are appointed among the health and safety representatives.

The health and safety representatives and principal health and safety representatives are to perform their duties within the scope of their employment. To carry out this work, they are entitled to be relieved from their regular duties (AML Chapter 6, Section 5) to the required extent. Health and safety representatives are not responsible for the work environment and can therefore not be held accountable for any deficiencies in the work environment or lack of measures.

The present instructions for health and safety representatives complement the work environment agreement, and were drawn up in collaboration between the employer and the trade unions.

Instructions for health and safety representatives

Health and safety representatives, within the respective health and safety areas, represent employees in work environment matters. Health and safety representatives are to promote satisfactory work environment conditions, in accordance with the applicable work environment legislation, and the employees’ involvement in this work. They are also to be a resource and sounding board to the work environment manager.

The health and safety representatives are to

• participate in investigations, risk and impact assessments, preparation of action plans and follow-up of plans concerning systematic work environment management
• initiate measures to highlight and solve deficiencies in the work environment as soon as possible, and thereby help the employer implement systematic work environment management
• participate in the planning, and consider the impact on the work environment, of the organisation of the work, work environment training, introduction of new technologies and working methods
• initiate measures in case of signs of work-related ill health or other deficient adaptation of the work to the conditions and needs of employees
• participate in the planning, and consider the impact on the work environment of the use of substances, e.g. biological or chemical, that may cause ill health or accidents
• comment on the impact on the work environment relating to new construction, renovation, interior design and equipment matters
• participate in safety inspections and other reviews of the work environment within their respective health and safety areas
• participate in inspections or investigations of the relevant inspection authority
• participate in the induction of new employees
• participate in investigations of risk observations, incidents and occupational injuries
• as an appointed member, participate in the work within the local health and safety committee and HMS committee
• forward cases to their senior manager or superior collaborative body in case there is disagreement between the health and safety representative and the work environment manager regarding the assessment of risks and measures to eliminate risks
• forward issues to the principal health and safety representative when the health and safety representative is unable to perform their duties due to a conflict of interest or other hindering circumstances. 

To fulfil their duties, the health and safety representative shall

• acquire knowledge of the work environment conditions within their respective health and safety areas from an organisational, social and physical perspective, for example, by participating in information meetings within the health and safety area, by having a continuous dialogue with employees, and by conducting staff meetings at times planned in advance and together with the employer
• participate in the training offered by the employer within the university regarding relevant laws, ordinances, regulations as well as local agreements and rules for work environment management
• have knowledge of the content of the contracts, agreements, etc. of significance to the work environment management
• have knowledge of other legislation and information to the extent that it is relevant to the activities performed.

Health and safety representatives have the right to

• request consultation with the manager in charge of work environment issues with regard to organisational, social and physical work environment issues within the safety area
• request processing of a work environment issue by the employer or local health and safety committee
• receive written confirmation from the employer or the local health and safety committee on the reports submitted
• conduct regular inspections within the health and safety area, in consultation with the employer
• participate in fire safety inspections
• continuously and well in advance, participate in planning changes of relevance to the work environment within their health and safety area
• while observing relevant confidentiality legislation, have access to documents and obtain other information of relevance to the work environment
• participate in, and have the right to speak at, departmental/workplace meetings involving work environment issues, and to have their views documented in the minutes
• seek advice regarding work environment issues outside the health and safety area
• call for intervention by a relevant inspection authority, e.g. the Swedish Work Environment Authority
• if there is an immediate and serious danger to the life or health of employees, suspend the work pending a statement from the Swedish Work Environment Authority.

Instructions for principal health and safety representatives

Principal health and safety representatives are appointed by election among the health and safety representatives within a health and safety area, following the joint approval of the trade unions.

The principal health and safety representatives are to

• provide support for health and safety representatives and coordinate their activities
• step in for the health and safety representative if the representative is missing or when the representative cannot fulfill his or her duties due to conflict of interest or other impeding circumstances
• be responsible for the introduction of new health and safety representatives within their health and safety area
• participate in safety inspections of shared premises
• based on information from the health and safety representatives and staff, help identify any deficiencies in the work environment in time, report them to the management and/or local health and safety committee, and, if possible, propose measures to rectify the reported deficiency
• together with the health and safety representatives, comment on the impact on the work environment relating to new construction, renovation, interior design and equipment matters concerning several health and safety areas
• together with the health and safety representatives, participate in the planning, and consider the work environment impact, of the organisation of the work, work environment training, the introduction of new technologies and working methods, covering several health and safety areas
• together with the health and safety representatives, participate in the planning, and consider the work environment impact, of the use of substances, e.g. biological or chemical, which may result in ill health or accidents and which concern several health and safety areas
• participate in the inspection or investigation of a relevant inspection authority
• as an appointed member, participate in the work of the central or local health and safety committee, or HES committee
• forward issues to the chief health and safety representative when the principal health and safety representative is unable to perform their duties due to a conflict of interest or other hindering circumstances 
• forward issues to their senior manager or superior collaborative body in case there is disagreement between the health and safety representative/principal health and safety representative and the work environment manager regarding the assessment of risks and measures to eliminate risks.

To fulfil their duties, the principal health and safety representatives shall

• acquire knowledge of the work environment conditions within their respective health and safety areas from an organisational, social and physical perspective, for example, by participating in meetings each semester with the health and safety representative within the health and safety area concerned
• participate in the training offered by the employer within the university regarding relevant laws, ordinances, regulations as well as local agreements and rules for work environment management
• have knowledge of the content of the contracts, agreements, etc. of significance to the work environment management
• have knowledge of other legislation and information to the extent that it is relevant to the activities performed

Principal health and safety representatives have the right to

• represent health and safety representatives in matters concerning several health and safety areas
• request investigation or inspection of work environment conditions within the health and safety area
• propose measures to improve the work environment to the employer, local health and safety committee or central health and safety committee
• receive written confirmation from the employer, local health and safety committee or central health and safety committee on the proposals submitted
• while observing relevant confidentiality legislation, have access to documents and obtain other information of relevance to the work environment
• participate, and have the right to speak, at faculty/corresponding meetings involving work environment issues, and to have their views documented in the minutes
• call for intervention by a relevant inspection authority, e.g. the Swedish Work Environment Authority
• if there is an immediate and serious danger to the life or health of employees, suspend work within the safety area pending a statement by the Swedish Work Environment Authority

Substitute health and safety representatives/principal health and safety representatives

In case of absence of a health and safety representative/principal health and safety representative, an appointed substitute may take their place. The employer must be informed in advance of the period during which the substitute will step in.

Substitutes are to be given the opportunity to participate in the training offered by the employer within the university regarding relevant laws, ordinances, regulations as well as local agreements and rules for work environment management.

Regular health and safety representatives/principal health and safety representatives are to help ensure that the substitute has the information they need to step into the role of health and safety representative/principal health and safety representative when needed, while observing relevant confidentiality legislation.

Instructions for LU-wide health and safety representatives

In 2012, the University decided to establish three LU-wide health and safety representative posts to 
be filled by each of the three trade unions, Saco-S, OFR and SEKO. These representatives are 
commonly referred to as chief health and safety representatives.

The LU-wide health and safety representatives (chief health and safety representatives) are to

• provide support to the principal health and safety representatives and coordinate their activities
• provide support in general issues to individual health and safety representatives within a health and safety area, in lieu of a principal health and safety representative or if the principal health and safety representative is unable to perform their duties due to a conflict of interest or other hindering circumstances
• be responsible for the induction of new health and safety representatives and principal health and safety representatives 
• make sure that the employer has an updated list of health and safety representatives and areas
• based on information from the principal health and safety representatives and staff, help identify any deficiencies in the work environment in time, report them to the management or central health and safety committee, and, if possible, propose measures to rectify the reported deficiency
• be responsible for, in consultation with the vice-chancellor of Lund University, initiating the process of electing health and safety representatives every three years
• as an appointed member, participate in the work conducted within the central health and safety committee.

To fulfil their duties, the LU-wide health and safety representatives shall

• acquire knowledge of the work environment conditions within the University from an organisational, social and physical perspective, for example, by participating in meetings, synchronised with the annual calendar of the central health and safety committee, with the principal health and safety representatives within the University
• have good knowledge of the content of the work environment legislation, and the provisions and general advice of the Swedish Work Environment Authority that apply within the area of activity concerned
• have good knowledge of the content of the contracts, agreements, etc. of significance to the work environment management
• have knowledge of other legislation and information to the extent that it is relevant to the activities performed
• .participate in the training offered by the employer within the university regarding relevant laws, ordinances, regulations as well as local agreements and rules for work environment management

LU-wide health and safety representatives have the right to

• represent health and safety representatives in matters concerning one or more health and safety areas
• request investigation or inspection of work environment conditions concerning health and safety areas
• propose measures to improve the work environment to the local or central health and safety committee
• receive written confirmation from the employer, local health and safety committee or central health and safety committee on the proposals submitted

Confidentiality

The health and safety representatives and members of the health and safety committee are entitled to access all documents necessary for them to perform their duties. However, they may not, without authorisation, disclose or use information about the personal circumstances of an individual, for example, unless it is clear that the disclosure would not cause the individual or any related person to suffer.

Conflict of interest

See the University’s Rules of Procedure.

Each faculty/equivalent has at least one health and safety coordinator to support you as a manager in health and safety issues.

Sometimes you may need support from an external party to move forward on an issue concerning your work environment. Here you as a manager can find guidance on which consultancy services are procured in the work environment area.

As a manager, you have the opportunity to use the university's procured consultants for the following services in the work environment area, if necessary:

• Lighting/synergonomics
• Noise/acoustics
• Glasses (monitor and safety glasses)
• Chemical work environment risks
• Indoor climate/ventilation
• Vibration
• Crisis support in an emergency
• Organisational and social work environment investigations and work environment initiatives
• Counselling support
• Adaptation and rehabilitation services for addiction problems
• Investigation of work capacity
• Investigation of victimisation, harassment and sexual harassment

You choose the supplier based on current needs, situation and applicable procurement. The cost of the assignment is charged to your organisation. Contact your nearest HR function for advice before placing the order.

Information and contact details for suppliers can be found in the Lupin contract catalogue under the Contracts tab. If you are missing information in any contract area in the catalogue, contact your organisation's HR partner.

Log in to Lupin

Lund University's SAM team provides support in systematic work environment management to managers, safety representatives, student safety representatives, work environment coordinators and others. The team includes experts in work environment, fire protection, chemical management, radiation protection, safety and occupational health care.

Support includes training, counselling, advice and coordination. Examples of activities include: risk and impact assessment for chemical management, expert support for safety rounds or workshops on organisational and social work environment (OSA).

Watch the video about the work environment and the SAM team

In the video, Vice-Rector Jimmie Kristensson and HR Director Marie Härstedt talk about the work environment and the SAM team (opens in new tab).

For subtitles, select Settings > Caption Swedish or English.

Content: 

• General information
• 1. Work environment collaboration between managers and employees
• 1.1. Employee participation in work environment management
• 2. Collaboration between managers and health and safety representatives
• 3. Documentation
• 4. Collaboration within health, environment and safety committees

Final version after collaboration 20 March 2018.

* ‘Faculty’ and ‘department’ includes activities with the equivalent organisational status, in 
accordance with the University’s Rules of Procedure. For example, the university administration is equivalent to the faculty level and the administrative divisions are equivalent to the departmental level

General information

The employer is responsible for planning, implementing and following up on local work environment and fire safety management. This work is to be planned and implemented in collaboration between the employer, health and safety representatives, student health and safety representatives, employees and students. 

The local collective agreement on work environment collaboration at Lund University (STYR 2017/1659) stipulates how collaboration within the University is to be organised and conducted.

The present instructions for collaboration at the workplace complement the agreement, and were drawn up in dialogue between the employer and the chief health and safety representatives.

1. Work environment collaboration between managers and employees

A continuous dialogue between managers and employees regarding risks, objectives and follow-up of the work environment management requires structured meetings. Staff meetings and appraisals are some of the meetings at which work environment issues can be addressed.

The employer is obliged to work systematically to prevent risks of ill health. Socalled “staff welfare appraisals” (omtankesamtal) are a way to detect signs of ill health at an early stage, and prevent sick leave.

1.1. Employee participation in work environment management

Employees are to help promote a good work environment, for example by participating in joint workplace meetings addressing the work environment, or other dialogues such as staff appraisals.

All employees are obliged to notify their employer of any work environment risks, incidents and accidents, and to comply with workplace regulations. Employees are also required to use safety equipment and personal safety gear when available. 

Furthermore, employees are to participate in the implementation of measures designed to improve the work environment.

2. Collaboration between managers and health and safety representatives

The employer shall regularly, and as needed, consult the relevant health and safety representative for students and staff on matters concerning:

• investigation and risk assessment of the work environment 
• planning and follow-up of measures 
• issues relating to changes in premises, equipment, work procedures, working methods and the organisation of work
• the use of substances that may cause ill health or accidents
• annual follow-up of the systematic work environment management

Consultation may also take place at the request of the health and safety representative, student health and safety representative, or the organisations they represent. In case of disagreement between the health and safety representative and the work environment manager concerning risk assessment or measures to eliminate risks, the health and safety representative is entitled to forward the matter to a senior manager, or to the relevant local or central health and safety committee.

3. Documentation

Consultation and collaboration on the work environment shall be documented; the employer is responsible for producing any necessary documentation.

4. Collaboration within health, environment and safety committees

Collaboration between the employer and health and safety representatives at the local level may also take place within health, environment and safety (HES) committees established by the faculty. The HES committee serves as a preparatory and advisory body for the departmental management at one or more departments. 

Work environment collaboration within a HES committee shall include at least one employer representative, and a health and safety representative for each department concerned. A student health and safety representatives shall have the right to attend and speak at these meetings.

Instructions for the HES committees are to be drawn up by the respective faculties. Members of the HES committees shall have the opportunity to participate in training offered by the employer regarding work environment legislation, the Swedish Work Environment Authority’s regulations and local work environment rules. 

Content: 

• General information
• 1. Quorum
• 2. Remit of the central health and safety committee
• 3. The central health and safety committee’s agenda
• 4. Instructions for members of the central health and safety committee
• Confidentiality
• Conflict of interest

Final version after collaboration 20 March 2018.

General information

The central health and safety committee is to be a collaborative body between the employer and employee representatives in matters relating to the planning, implementation and follow-up of the systematic work environment management within the University.

The central health and safety committee is to participate in the planning of work environment management and, based on the objectives of the University’s work environment policy, initiate and follow up on measures concerning the University’s work environment management.

The duties of central health and safety committee are statutory.

The establishment and composition of the committee, as well as the formal requirements regarding its meetings, are governed by the local collective agreement on work environment collaboration at Lund University (STYR 2017/1659). In other areas, the central health and safety committee determines its own work procedures concerning sub-committees or working groups, for example.

The present instructions for the central health and safety committee complement the agreement, and were drawn up in collaboration between the employer and the chief health and safety representatives.

1. Quorum

The employer determines the work environment measures to be taken and the decision-making scheme to be applied.

The central health and safety committee may, among other things, decide to:

• request investigation, inspection and follow-up of the work environment conditions at the University
• make statements and deliver information
• summon work environment managers to the committee 
• turn over cases to the local health and safety committee for processing 
• turn over cases to the faculty for processing at the department.

2. Remit of the central health and safety committee

The statutory duties of the central health and safety committee are to: 

• ensure that information on new legislation and public authority requirements and decisions reaches the organisation 
• ensure that managers have the necessary knowledge of the work environment
• initiate and follow up on information and training efforts in work environment management
• ensure that the organisations within the University work systematically to address work environment risks
• from a general perspective, follow up on sick leave and the University’s work on rehabilitation, as well as identify general risks/deficiencies and propose measures
• from a general perspective, follow up on incidents and accidents, identify general risks/deficiencies and propose measures
• ensure that risk assessments of e.g. new or changed premises, equipment, work procedures, working methods, the organisation of work or substances that can cause ill health or accidents, are carried out systematically
• address overall occupational health issues
• follow up on the University’s radiation safety organisation, in accordance with decision BY 2012/309.

The central health and safety committee shall also: 

• address matters received from local health and safety committees
• address issues initiated by health and safety representatives/trade unions
• ensure that the process for electing health and safety representatives is followed in accordance with the instructions issued, and to ensure that the University’s list of health and safety representatives is up to date
• address overall issues regarding student healthcare
• annually prepare decisions on the content and design of the annual followup of the systematic work environment management
• annually present, and make available, a report on the University’s work environment management and the areas identified where work environment management and collaboration can be improved.

The central health and safety committee does not process cases concerning individuals.

3. The central health and safety committee’s agenda

At the central health and safety committee’s meetings, the following issues shall be addressed:

• previous minutes and follow-up of adopted measures
• current work environment issues (e.g. follow-up of work environment objectives, the outcome of employee surveys or review of the study environment)
• received reports of the organisations’ annual follow-up of systematic work environment management
• the application of university-wide procedures for incident and occupational injury reporting, as well as the university-wide rehabilitation procedure
• reports by the Occupational Health Service and the Student Health Centre regarding health and work environment surveys, and annual reports of university organisations
• issues raised by health and safety representatives, principal health and safety representatives, student health and safety representatives, the local health and safety committee, the employer
• possible inspection reports from other public authorities

4. Instructions for members of the central health and safety committee

In order to fulfil their duties, the members of the committee are to participate in the training offered at the University regarding work environment legislation, the Swedish Work Environment Authority’s regulations, and local work environment rules.

Confidentiality

The health and safety representatives and members of the health and safety committee are entitled to access all documents necessary for them to perform their duties. However, they may not, without authorisation, disclose or use information about the personal circumstances of an individual, for example, unless it is clear that the disclosure would not cause the individual or any related person to suffer.

Conflict of interest

See the University’s Rules of Procedure, chapter 6.

Content:

• Delimitations
• 1. Quorum
• 2. Remit of the local health and safety committee
• 3. The local health and safety committee’s agenda
• 4. Instructions for members of the local health and safety committee
• Confidentiality
• Conflict of interest

Final version after collaboration 20 March 2018.

The local health and safety committee is to be a preparatory and advisory body at the faculty level (equivalent), and support the faculty management in matters relating to the planning, implementation and follow-up of the systematic work environment management within the University. The establishment and composition of the committee, as well as the formal requirements regarding its meetings, are governed by the local collective agreement on work environment collaboration at Lund University (STYR 2017/1659). In other areas, the local health and safety committee determines its own work procedures concerning subcommittees or working groups, for example.

The present instructions for the local health and safety committee complement the agreement, and were drawn up in collaboration between the employer and the trade 
unions.

Delimitations

The local collective agreement and the present instructions concern collaboration issues in the workplace. If the local health and safety committee wishes to address environmental, safety, fire safety, gender equality, equal opportunities, discrimination and other issues, the respective faculties should prepare instructions for such work.

1. Quorum

The employer determines the work environment measures to be taken and the decision-making scheme to be applied.

The local health and safety committee may, among other things, decide to:

• request investigation, inspection and follow-up of the work environment conditions at the faculty
• make statements and deliver information
• summon work environment managers to the committee
• turn over cases to the central health and safety committee for processing
• turn over cases to the department for processing.

2. Remit of the local health and safety committee

The local health and safety committee is to: 

• ensure that the allocation of tasks is clear and that the conditions for conducting systematic work environment management are good
• follow up on regularly compiled summaries of ill health, accidents and serious incidents included in the follow-up of the systematic work environment management
• draw up proposals for decisions regarding objectives and focus of the faculty’s work environment management
• be a reference group in case of faculty-wide changes concerning new or changed premises, equipment, work procedures, working methods and organisation
• be a reference group in the planning of the use of substances, e.g. chemical or biological, that may cause ill health or accidents
• prepare the planning of faculty-wide work environment training
• be a reference group to the central health and safety committee in matters relating to the assignment and scale of joint expert resources
• ensure that the overall rehabilitation and adaptation processes are known and applied
• process cases received from departments
• address issues initiated by health and safety representatives/trade unions
• address issues concerning the division of health and safety areas
• propose work environment measures to the faculty board. The proposals may also include information on the resource to ensure its implementation.
• based on the departments’ follow-ups of the systematic work environment management, annually submit to the central health and safety committee a report on the current situation and any planned measures to improve work environment management at the faculty
• provide the faculty departments with a summary of the annual follow-up of the systematic work environment management at the faculty
• on request, provide supporting documentation to the central health and safety committee concerning other issues involved in systematic work environment management

The local health and safety committee does not process cases concerning individuals.

3. The local health and safety committee’s agenda

At the local health and safety committee’s meetings, the following issues shall be addressed:

• previous minutes 
• follow-up of adopted measures
• current work environment issues and any plans concerning the work environment for students drawn up in other bodies, e.g. education boards or similar
• incidents and occupational injuries
• sick leave and rehabilitation
• preventive and health-promoting measures
• issues raised by health and safety representatives, principal health and safety representatives, student health and safety representatives, the employer or the central health and safety committee
• received reports of the organisations’ annual follow-up of systematic work environment management
• issues concerning the efforts of the Occupational Health Service and Student Health Centre, as needed
• possible inspection reports from other public authorities
• establishment of health and safety areas

4. Instructions for members of the local health and safety committee

In order to fulfil their duties, the members of the committee are to:

• stay informed of the work environment conditions within the faculty, the working conditions for occupational categories with special needs, and any changes planned by the organisation
• participate in the training offered at the University regarding work environment legislation, the Swedish Work Environment Authority’s regulations, and local work environment rules.

Confidentiality

The health and safety representatives and members of the health and safety committee are entitled to access all documents necessary for them to perform their duties. However, they may not, without authorisation, disclose or use information about the personal circumstances of an individual, for example, unless it is clear that the disclosure would not cause the individual or any related person to suffer.

Conflict of interest

See the University’s Rules of Procedure, chapter 6

To the Occupational Health Services (OHS) you as a manager should turn for matters concerning work environment, rehabilitation, and work-related ill health.

The Occupational Health Services work towards healthy, well-functioning, and pleasant workplaces and are available to you as a manager.

The Occupational Health Services, as an independent resource, should offer you as a manager specialist expertise in occupational medicine, ergonomic load, and occupational psychology for work environment-related issues.

Costs

The Occupational Health Services are free of charge for employees and workplaces within Lund University. Costs associated with statutory medical examinations, ergonomic aids, and visits by non-employees are paid by the respective unit. In case of absence from a booked visit for reasons other than acute illness that is not cancelled by the day before, a cost will be charged to the respective cost centre.

Confidentiality

The staff of the Occupational Health Services work under confidentiality.

Contact

• Telephone: +46 46 222 32 80
• E mail: Foretagshalsovarden [at] fhv [dot] lu [dot] se (Foretagshalsovarden[at]fhv[dot]lu[dot]se)

All employees are entitled to reimbursement for the cost of simple and relatively inexpensive health-promoting activities. Employees may be reimbursed a maximum of twice per year.

Learn more about health promotion on the Staff Pages

As a manager, you are responsible for ensuring that work adaptation and rehabilitation are carried out when any of your employees need it as a preventive measure to avoid ill health and absenteeism, as well as upon returning to work after a period of sickness absence.

The aim of Lund University's work environment efforts is to create an environment that is perceived as developing and stimulating, and to prevent our employees from being exposed to risks of work-related ill health and accidents at work. This aim is supported by current legislation through systematic work environment management. The area of work adaptation also has its basis in this legislation.

Work adaptation involves measures taken if necessary to prevent sickness absence or if an employee has suffered an injury or illness. The injury or illness may have occurred outside the workplace and affects the ability to perform work.

Rehabilitation is a collective term for measures of a medical, social, and work-oriented nature to restore functional capacity and ensure a good life. Work-oriented rehabilitation involves measures taken to facilitate the return to work after a period of sickness absence.

Support

Primarily, seek assistance from your HR partner. However, the Occupational Health Services are also available for advice and support.

Occupational Health Services:

• Telephone: +46 46 222 32 80
• E mail: Foretagshalsovarden [at] fhv [dot] lu [dot] se (Foretagshalsovarden[at]fhv[dot]lu[dot]se)

In Swedish

Content:

• Guidelines
• Definitions – risky and harmful use
• Procedure

Problems with alcohol, drugs and gambling, as well as various forms of harmful use, are often discovered too late, when they have already had visible consequences for both the individual and the work environment. Preventive and early intervention makes a difference.

An interplay between culture, systematic work environment efforts and knowledge makes it possible to offer help and support as soon as signs of risky use appear.

Guidelines

Lund University's guidelines on risky and harmful use aim to create conditions for a work environment that is developmental, stimulating, safe and secure for everyone working at the university.

The guidelines state, among other things, that no one may be under the influence of alcohol or other drugs at work or in connection with teaching, and that the use of alcohol, other drugs or other risky and harmful use outside the workplace or studies must not

• affect safety and well-being at work or in a study context,
• affect the employee's ability to perform their work,
• damage the trust between the employee and Lund University,
• damage Lund University's reputation.

Download Guidelines regarding risky and harmful substance use at Lund University (Rules and decision, Staff pages)

Definitions – risky and harmful use

In addition to alcohol, drugs and gambling, risky and harmful use can also involve shopping, sex, social media, excessive exercise and other addictive activities. Read more: 

Use

When, for example, you drink alcohol or gamble without suffering any harm or negative consequences, whether physical, psychological, financial or social. This does not include drug use. All non-medically motivated consumption of drugs is considered unauthorised and illegal.

Risky use

For example, alcohol consumption or gambling that risks developing into harmful use or dependence if it continues over time. Risky use of alcohol can, for example, cause accidents, anxiety, conflicts, high blood pressure, cancer and stomach and sleep problems.

Harmful use

Behaviour that has negative consequences/is harmful to health, social relationships and/or negatively affects the finances of an individual, organisation or society (WHO definition).

Addiction

A medical diagnosis that means the problems are so serious that it may be a clinical addiction. Substance addiction means being dependent on, for example, alcohol, narcotics or medicines. Gambling and computer game addiction are also classified as addictive disorders.

Read more

Alcohol, narcotics, doping, tobacco and nicotine products, and gambling - The Public Health Agency of Sweden

Procedures

The guidelines are clarified and explained through associated procedures regarding risky and harmful use. The procedures can be accessed via the left-hand column or via the links below.

The procedures are divided into two parts and clarify how managers and other responsible persons at Lund University should act towards employees and students respectively.

• Procedures for managers responsible for the working environment of employees
• Procedures for heads of department or equivalent responsible for the working environment of students

Content: 

• OSA – what is it?
• OSA – a part of SAM
• Investigate the organisational and social work environment
• OSA Survey – what is it?
  • Preparation, planning, and implementation of the survey
  • Working with the survey results
  • Follow-up of the OSA survey
• Risk assessment of the organisational and social work environment
• Study social safety round

OSA – what is it?

The organisational work environment is the result of how work is arranged, managed, communicated, and how decisions are made. The social work environment is how we interact with and are affected by the people around us, such as colleagues and managers.

The physical, organisational, and social factors of the work environment are interconnected. By viewing these as a whole, appropriate measures can be taken and the work environment improved. The Swedish Work Environment Authority's regulations on organisational and social work environment are an important cornerstone in this work.

• Swedish Work Environment Authority's regulations on OSA (Swedish Work Environment Authority)
• Introduction to OSA (PDF 764 kB, new tab)
• Watch the film "Organisational and Social Work Environment – An Introduction" (approx. 3 minutes long, new tab).
  • Swedish subtitles/English subtitles are available by selecting Settings/Captions. Note that the legal references in the film do not correspond with the regulatory structure that came into force on 1 January 2025. However, the rules themselves remain unchanged.

OSA – a part of SAM

Organisational and social work environment factors are important pieces in the work for a good work environment. The work with OSA is included in all steps of systematic work environment management (SAM). The steps are investigation, risk assessment, measures/action plan, and follow-up.

Read more about SAM at Lund University.

Investigate the Organisational and Social Work Environment

The organisational and social work environment should be investigated regularly, just like the physical work environment. Below, you as a manager will find additional information and support for conducting the OSA survey.

Contact your work environment coordinator or nearest local HR function for support.

OSA Survey – what is it?

The OSA survey is not a solution to a work environment problem in itself, but a tool to investigate the work environment. The survey is an opportunity to initiate discussions on how you as a manager, together with the employees, can improve your common work environment. Links to templates in PDF format, in Swedish and English, are available in the right column.

There are other tools to investigate and get an overview of how the work environment is perceived, such as development discussions, safety rounds, and incident reporting.

Preparation, planning, and implementation of the survey

Review the survey so that you know what it contains.

Plan together with the safety representative and work environment coordinator/personnel coordinator. Possibly appoint a working group to assist you in coordinating the implementation of the survey. Plan the following:

• Timing of the implementation.
• Information to the employees.
• Ensure that there is not too much time between completing the survey and reporting back.
• Prepare the distribution and cover letter for the survey. Seek support from the work environment coordinator/personnel coordinator.

The survey is administered via the SUNET Survey system, which Lund University has procured. See login in the right column.

Preparation together with the employees

• Review and define the terms used in the survey (e.g., "operation", "manager", "staff meetings") together with the employees, so that everyone uses the same definitions.
• Explain to the employees that the survey is filled in anonymously and that the results will not be presented if the number of respondents is fewer than 5 people.
• Explain the purpose of the OSA survey. Encourage the employees to provide concrete suggestions on how the work environment could be improved.
• Review the underlying legislation, for example by showing the presentation available above under the heading OSA – What is it.
• Describe how OSA is connected to systematic work environment management (SAM). The work with the organisational and social work environment is included in all steps of SAM (investigation, risk assessment, measures/action plan, follow-up). The OSA survey belongs to the Investigation step in SAM.
• Watch the video about OSA from Suntarbetsliv's website (approx. 2 minutes long, YouTube).
• Watch the video "Organisational and Social Work Environment – An Introduction" (approx. 3 minutes long, new tab). Swedish subtitles/English subtitles are available by selecting Settings/Captions. Note that the legal references in the film do not correspond with the regulatory structure that came into force on 1 January 2025. However, the rules themselves remain unchanged.

Working with the survey results

Work with results – manager and safety representative

• Review the results together with the safety representative, or if you have an appointed working group to collaborate with. Feel free to use the document "Instructions for Reporting Results to the OSA Survey Sunet Survey" (available via link in the right column).
• Work environment coordinators, personnel coordinators, and occupational health services are also available for support and advice.
• To ensure anonymity, you cannot present the results if the respondents are fewer than five people. The results should then be described at a general level.
• Select the parts of the survey results that you particularly want to focus on, such as areas that are particularly important to improve or those that work well and need to be reinforced.
• Plan how the feedback will be conducted, for example at a department meeting/equivalent. Plan plenty of time for the meeting. Consider whether discussions should be held with the entire group of employees or in smaller groups.
• Prepare a presentation of the results and the subsequent discussion about the results. Use the PowerPoint template "Manager Support" (available via link in the right column) if you wish.
• The results should be recorded.

Work with results – manager and employees

• Review the results together with the employees.
• Follow all the steps in SAM, reflect together on which step you are currently in.
• Discuss all together, or in smaller groups.
• If you have not already done so, select parts of the survey results that you want to discuss and improve.
• Develop proposals for measures and document these in an action plan. Do not dismiss anything at the initial stage. Once you have written down your proposals for measures, you should evaluate, discuss, and prioritise the proposals. Use the risk and consequence assessment template available via link in the right column. 

Keep in mind: 

• Listen to what is said when you present the results. You should not solve the problems on the spot, but ensure that everyone has a say. The purpose is to raise issues and discuss them to jointly determine what needs to be done to maintain or achieve a good work environment.
• It is possible that issues may arise in the discussion with the group that are uncomfortable for one or more participants. Keep in mind to encourage employees to contact you afterwards about things that, for some reason, are not discussed during the group meeting.
• Individual cases should not be discussed in this forum.
• Remember that you can always turn to your work environment coordinator or nearest personnel coordinator for support in connection with the presentation.
• What feels most important? What should you start with? It is better to plan a few activities that you actually carry out than to develop a large number of activities that do not happen. Work on things that are realistic to change.
• The action plan should include measures, risk assessment, timing of implementation, who is responsible for the implementation of the measure, and when follow-up should take place. The action plan template is available via link in the right column.

Follow-up of the OSA Survey

The action plan you have written should be followed up together with the safety representative and the employees, for example in connection with a department meeting/equivalent. Schedule occasions for follow-up so that everyone knows when it will take place.

Planned measures should be checked, both whether the measures have been implemented and whether each measure has led to the desired result. If the planned measures have not been implemented, you as a manager should collaborate with the safety representative on this and document the reasons.

Use the template available via link in the right column.

Risk assessment of the organisational and social work environment

Risks in the organisational and social work environment should be assessed and addressed. The measures should be documented and followed up. Use the risk assessment template available in the right column.

Read more about risks in the work environment. Read more about the OSA game. 

Study social safety round

Students are not covered by the regulations on organisational and social work environment, but the students' work environment is included in the systematic work environment management as a whole. This means that you, as a manager of an operation involving students, need to investigate and assess all factors that may pose risks to the students' work environment.

Support for this work can be found on the webpage about Work Environment Investigation/Safety Round.

Contents 

• About the IA system and reporting incidents
• Incidents
• Risk observation
• Occupational injury
• Serious accident or serious incident
• Roles in the IA system
• Security-related and radiation-related incidents
• Documentation/record keeping
• Investigation, measures and follow-up
• Work injury insurance
• Contact

In the event of ill-health or an accident at work or situations that could have led to ill-health or an accident for employees, you as a manager must deal with these incidents. The IA system supports you in your work of investigating and dealing with reported incidents.

About the IA system and reporting incidents

The IA system is the tool you as a manager should use in your work to investigate and manage reported incidents, such as near misses and occupational injuries.

When an employee reports an incident, you as a manager will receive a notification via the system. The safety representative in your organisation will also be notified.

As the person responsible for health and safety, you should liaise with your safety representative and may be supported by your faculty/correspondent's health and safety coordinator. In the right-hand column, there is a link to a training programme for those who want to know more about reporting and managing incidents in the IA system.

Read more about the IA system (iasystemet.se)

Log in to the IA system

It is important to report incidents to

• eliminate risks that could lead to occupational injuries or incidents
• eliminate the cause if something has happened so that similar events do not occur again
• ensure that the injured person is entitled to compensation in the event of an accident, travel accident or occupational disease
• obtain a good basis for reporting and statistics.

Students

Students use different reporting channels than employees.

Read more about accidents and incidents involving students (lu.se)

Incidents

An incident is an undesirable event that could have led to ill health or an accident. Reporting incidents is an important part of work environment management to identify risks in the organisation. Based on the reports, preventive measures can be taken both locally and across the university. It is therefore important that you as a manager encourage your employees to report, investigate the need for action and provide feedback to your employees.

An employee self-reports what has happened by logging into the IA system with their Lucat ID. A notification is sent to you as manager and to the safety representative.

Risk observation

A risk observation is a risk or a deficiency that could lead to an incident, illness or accident. It could be, for example, a blocked escape route, a misplaced chemical or an unclear instruction. It could also be related to recurrent stress and/or a perceived high workload.

An employee self-reports the observation by logging into the IA system with their Lucat ID. A notification is sent to you as a manager and to the safety representative.

Occupational injury

As a manager with responsibility for personnel, you are obliged under the Social Insurance Code to report occupational injuries suffered by employees to the Social Insurance Agency. The notification is made in consultation between the manager, the employee and the safety representative. Reporting to the Social Insurance Agency is done in the IA system, which you can read more about in the training linked in the right-hand column.

An occupational injury report must be made in the event of

• occupational accident
• occupational disease due to, for example, psychologically stressful working conditions, strain or overload injury, noise injury or exposure to a hazardous substance leading to, for example, eczema or allergy
• travel accident (accident that occurs when travelling to and from the workplace).

An employee reports what has happened by logging into the IA system with their Lucat ID. A notification is sent to you as manager and to the safety representative.

Also encourage the employee to claim compensation from AFA insurance.

Read more about occupational injury insurance on the Staff pages. 

Serious accident or serious incident

According to the Work Environment Act, events that have led to

• death
• serious personal injury
• injuries affecting several employees at the same time
• incidents that could have led to serious personal injury

must be reported to the Swedish Work Environment Authority. The report must be made within 24 hours.

Examples of serious accidents are

• fracture of a bone in the body
• major damage to nerves, muscles or tendons
• damage to sensory organs, such as sight or hearing
• second and third degree burns
• events that have affected someone psychologically, such as shock in the event of threats of violence or a road traffic accident.

Examples of serious incidents are

• more severe cases of bullying, insults and harassment
• if someone has been exposed to harmful stress for a long time and reacted strongly to it
  threat of violence against a person
• if someone has fallen from a height of a few metres without being injured
  hanging loads or other things that have fallen near someone or where someone could have been
• stabbing or cutting injury by a needle or similar where it is known or strongly suspected that the patient's or the other person's blood is infected
• smoke, gas or chemical spills gas or chemical spillage without any worker being injured
  explosion in a room where there were no people at the time.

Report serious incidents to the Swedish Work Environment Authority

To report serious incidents to the Swedish Work Environment Authority, follow these steps:

1. Report the incident at www.anmalarbetsskada.se (link also available in the IA system).
2. Save the pdf receipt that is generated and upload it as an attachment to the case in the IA system.
3. Under the tab ‘Notifications’ in the IA system, select ‘Arbetsmiljöverket’ and tick the checkbox.

If you are unsure whether the incident is defined as serious or not, please consult your local health and safety coordinator or occupational health engineer.

Roles in the IA system

Different roles (e.g. reporter, manager and safety officer) have different authorisations in the IA system. You need to apply for authorisation via Lucat for all roles except reporter. Contact the health and safety coordinator at your faculty/equivalent if you are unsure which role you should apply for authorisation for or if you need information on how to apply.

Security and radiation incidents

Security incidents such as vandalism, burglary and theft must be reported in the KeyConcept system.

Read more about what to do if something happens (Staff pages)

All radiation-related incidents must be reported in the KeyConcept system.

Read more about radiation (in Swedish)

Documentation/record keeping

The IA system acts as a diary system for the events reported in the IA system. Documentation related to a case must be kept in the IA system.

Please note that the investigation carried out in connection with the investigation of victimisation must be registered in the diary system.

Read more on the page Record keeping and confidentiality (Offence and harassment)

Investigation, measures and follow-up

Investigation of occupational injuries and incidents should be carried out by you as a manager together with the person affected and the safety representative to investigate why it happened and what can be done to prevent something similar from happening again. It is important to try to get to the root causes of the incident and, based on that, decide on preventive measures. Those activities that cannot be addressed immediately should be included in an action plan and should be followed up by you as a manager. The IA system supports you in this.

In the IA system, you indicate whether the case is under investigation or not. Also describe how the case has been investigated. When the investigation is completed, it should be marked in the system. Usually, one or more measures need to be implemented, follow the instructions in the system for how to add measures. When the measures are ready, the checkbox for ready should be ticked. If no measures need to be implemented, this should be marked in the system.

At the bottom there is a follow-up of the measures and also the safety officer's follow-up. When the follow-up is done, the checkboxes for done should be ticked. Only when all the boxes have been ticked can the case as a whole be completed and closed, in the event list the case is then marked with a gold star.

Download the risk assessment and action plan template on the Forms and templates page.

Work injury insurance

As an employee you are insured through AFA insurance and as a student through Kammarkollegiet's personal injury insurance. You may also be entitled to compensation from Försäkringskassan. The employee/student applies for compensation in connection with an occupational injury.

• As a manager, you can find the information given to employees regarding occupational injury insurance here (Staff pages)
• As a manager, you can find the information given to students regarding occupational injury insurance here (lu.se/student)

Contact

Occupational Health Service: foretagshalsovarden [at] fhv [dot] lu [dot] se (foretagshalsovarden[at]fhv[dot]lu[dot]se)

To ensure that health and safety work is carried out systematically and effectively, it is important that everyone in the workplace is involved. 

As a manager, it is your responsibility to ensure that employees and health and safety representatives are given the opportunity to participate in the processes relating to health and safety work. It is therefore not enough simply to be informed once a decision has already been made or an activity has been implemented.

Faculties also have the option of setting up HSE (Health, Safety and Environment) committees at department or building level.

The minimum representation on an HSE committee is the head of department plus one health and safety representative per department included in the committee. Guidelines for these committees are decided by the respective faculty.

The Health and Safety Committees act as advisory bodies to the employer at faculty and university-wide level respectively. In the Health and Safety Committees, which consist of representatives from the employer and the employees, overarching health and safety issues are to be discussed.

Within the university / the University*, there are HSE committees at two levels:

local HSE committees at faculty level

the central HSE committee at university-wide level

Hatred, threats, and violence should be managed within the systematic work environment management (SAM), just like any other work environment risks. Both employees and students are included in this work.

Prevent risks

As a manager, or as someone responsible for students' work environment, you are responsible for preventing risks related to hatred, threats, and violence in the organisation.

One way to start this work is to watch the university's recorded lecture on hatred, threats, and violence (see link in the right column) together with the employees and the workplace safety representative/student safety representative.

Assess the risks

After watching the recorded lecture, you should investigate the risks in your specific organisation and assess them. To support this work, there is a checklist (see right column).

Document your findings in the risk assessment template.

Follow up

Remember to follow up on the measures you have agreed upon to ensure they have had the intended effect.

On this page, you will find information and support for managers regarding crisis support.

Content: 

• Providing employees with support in a crisis
• Consultation for managers
• Crisis situations related to harassment and discrimination
• Crisis situations related to data and information

Providing employees with support in a crisis

As the manager of the affected employee, you should offer support as soon as possible. The support can be someone to talk to about their situation. The support may be needed for an extended period and should, if possible, provide continuity, for example, by being given by the same person. Presence is a key word for effective crisis support. For the affected person, it is very important to be taken seriously – to be seen, heard, and respected.

It is important for you as a manager not to end the support for the affected person too early. It can take a long time to process what has happened. People react differently to the same event.

Examples of crisis situations related to the workplace:

• Accidents
• Severe illness
• Death
• Staff reductions
• Fire
• Assault
• Cyberattacks
• Theft
• Harassment

Examples of situations outside work that can lead to an employee being in crisis:

• Illness or death of a relative
• Changes in family situation
• Substance abuse
• Crime
• Accidents

Consultation for managers

As a manager, you can receive support and advice from Occupational Health Services when it comes to providing employees with support in a crisis.

Read more about Occupational Health Services' consultation for managers.

You can also contact the joint security function for further advice.

Contact details for the university's security function.

Crisis situations related to harassment or discrimination

If the crisis situation involves harassment or discrimination, contact your nearest HR function, SFAD* coordinator, or the nearest support for the education provider at your faculty or equivalent. Together, you can receive additional support from the SFAD team.

Read more about how you as a manager can handle cases of abusive treatment and harassment.

Crisis situations related to data and information

If the crisis situation is related to data and information, for example, in the event of a major cyberattack, you as a manager can receive support and advice from the CISO (information security function).

Here you will find contact details for the CISO and can read more about information security.

*SFAD stands for systematic preventive work against discrimination.

In Swedish

As a manager at Lund University, working in an environment involving ionising or non-ionising radiation, you must ensure that laws and regulations are followed for both employees and students.

The term radiation includes the following:

• Ionising radiation (radioactive solutions, X-rays, radiation sources, accelerators)
• Non-ionising radiation:
  • Lasers and UV-radiation (artificial optical radiation)
  • Electromagnetic fields

For all types of radiation, the Vice-Chancellor is ultimately responsible for ensuring that departments engaged in radiation-related activities have access to the necessary staff competence and resources required to maintain adequate radiation protection for both ionising and non-ionising radiation.

Information about applicable regulations can be found in the Radiation Safety Management System (LU Box).

Contact

Hanna Holstein
Radiation protection expert
+ 46 46 222 01 93
hanna [dot] holstein [at] med [dot] lu [dot] se (hanna[dot]holstein[at]med[dot]lu[dot]se)

In Swedish

Content: 

• Radiation Protection Training – Competence
• Permits and Local permits
• Dose Passport
• Waste
• Deviations

If you, as a manager at Lund University, have staff working with ionising radiation—such as radioactive solutions, X-rays, radiation sources, accelerators, etc.—a local permit is required. This local permit are issued by the radiation safety officer. It is your responsibility as a manager to ensure that the proper permits are in place and that the rules are followed.

Lund University has a collective permit for work involving ionising radiation issued by the Swedish Radiation Safety Authority, for which we share responsibility. The radiation safety officer issues so-called local permit, which allow the department/research group to conduct activities involving ionising radiation.

Information about the applicable rules can be found in the Radiation Safety Management System (LU Box).

Radiation Protection Training – Competence

As a manager, you are responsible for ensuring that any personnel working with ionising radiation complete training before beginning their work. This training must meet the requirements of applicable regulations.

The course is available in the Competence Portal and is completed individually.

Read more and register here

Refresher training must be completed every three years (see the management system under the heading “Competence”).

Local Permits and Local Authorisation

As a manager, head of department, or equivalent, you hold responsibility for the work environment and thus for radiation protection.

To conduct activities involving ionising radiation, a local permit from the radiation safety officer is required. All radioactive materials and equipment emitting ionising radiation must be registered in a central database (KLARA/Gisela radiation source module). This must be done by an appointed contact person.

An annual inventory of equipment and radioactive materials must be carried out every year by the contact person.

Search or log in to KLARA.

The radiation safety officer will also regularly visit research groups for radiation protection inspections.

Dose Passport

For certain work abroad, a so-called dose passport is required.

You or your employees apply for this via the Swedish Radiation Safety Authority.

As a manager, you are responsible for storing these dose passports and reporting any changes regarding doses to the radiation protection physicist.

Waste

Radioactive waste is divided into low-, medium-, and high-level waste, as well as liquid scintillation solutions. For radioactive waste handling, the Swedish Radiation Safety Authority’s regulations and Lund University’s procedures must be followed (see below).

For more information, consult the Radiation Safety Management System (LU Box).

Deviations

All radiation-related deviations must be reported in KeyConcept.

Link to KeyConcept.

These reports go to the radiation protection expert function. For urgent matters, call 046-222 01 93 directly to reach the radiation protection expert.

In Swedish

Content: 

• Laser
• Electromagnetic Fields
• UV

Laser

As a manager, you are responsible for the use of lasers within your research group or equivalent.

Laser radiation can pose serious risks or cause various types of injuries. The most powerful lasers, in Class 3B and Class 4, can be harmful—particularly to the eyes and skin. Serious and potentially chronic injuries of many kinds can occur; in some cases they may be life-threatening, such as skin cancer, or lead to disability, such as impaired vision, which is common in retinal injuries.

Information about applicable regulations can be found in the Radiation Safety Management System (LU Box).

Swedish Work Environment Authority regulations concerning lasers used at Lund University
To handle powerful laser pointers (Class 3R, 3B, or 4)—including using, possessing, selling, or importing them—special permission from the Swedish Radiation Safety Authority is required. Lund University holds such a permit through the radiation safety officer. 

It is also prohibited to use Class 3B and Class 4 lasers in public spaces or airspace, or for entertainment, art, or advertising, without a permit. To use lasers for these purposes, special permission from the Swedish Radiation Safety Authority is required. Lund University holds such a permit through the radiation safety officer.

Regulations from the Swedish Radiation Safety Authority concerning lasers

If you need permission from the radiation safety officer, contact her.

Electromagnetic Fields

For electromagnetic fields, there is a regulation from the Swedish Work Environment Authority aimed at protecting workers from health and safety risks that arise or may arise from exposure to electromagnetic fields at work.

As an employer, you must conduct a risk assessment demonstrating that the action levels stated in the annexes are not exceeded, and ensure that exposure to electromagnetic fields is limited to the applicable limit values.

If the risk assessment shows that the exposure limit values are exceeded, an action plan with technical or organisational measures must be developed to reduce exposure.

Swedish Work Environment Authority regulations on electromagnetic fields

UV

If your employees work with artificial optical radiation, specifically UV (ultraviolet light), the following regulations apply.

• Swedish Work Environment Authority regulations on artificial optical radiation
• General guidelines from the Swedish Radiation Safety Authority regarding hygienic reference values for UV radiation