Forms of employment
This page provides information about forms of employment. As a rule, employment at Lund University is to be permanent, also referred to as indefinite term. Fixed-term employment is only possible if supported by law, ordinance or collective agreement.
Content:
Permanent employment
The main rule is that employment is for an indefinite period, also known as permanent employment. This is regulated in § 4 1 st. of the Employment Protection Act (LAS).
In these cases, there must be an applicable reason for a time limit based on, for example, law or collective agreement. The reason for the time limit must be stated in the employment decision.
An employment of indefinite duration can be terminated, but only for what are considered to be objective reasons under the LAS, i.e. in the event of a shortage of work or personal reasons (circumstances relating to the employee personally).
Probationary employment
In connection with an employment of indefinite duration, there is a possibility to use a fixed-term probationary period for a maximum of six months. This is allowed in Section 6 of the LAS.
Probationary employment differs from other time-limit grounds in that the purpose is for the employment to be converted to permanent employment. The probationary period may not exceed six months.
The main rule is that it is not permitted to extend or renew a probationary period. However, there are exceptions to this main rule if there are strong reasons for it. Such reasons exist if the employee has been absent from work for large parts of the probationary period and has therefore not been able to be tested, for example due to parental leave.
Unless you, as a manager, or the employee take any action to terminate the probationary period, it will be converted into a permanent contract. The transition does not require a new employment decision to be written, but is ultimately a consequence of the original employment decision and cannot be legally challenged, for example through an appeal.
If a probationary period is to be terminated prematurely or not converted into a permanent position, the employee must be notified and their trade union organisation notified in accordance with section 31 of the LAS.
Normally, probationary employment should not be used in cases where an employee already employed at Lund University is offered another similar position within the university.
Fixed-time appointments
Even though employment should primarily be permanent, it is possible to employ a person for a fixed term if doing so is supported by law, ordinance or collective agreement. Fixed-term appointments may be appropriate for both teaching staff and technical and administrative staff.
Must be decided at the time of employment
If a job is to be fixed-term, this must be decided at the time of hiring, otherwise the job is considered to be an employment of indefinite duration, also known as a permanent job. In the event of disagreement about the form of employment, the burden of proof lies with the party claiming that the employment is fixed-term.
The most common type of fixed-term contract is the so-called long-term contract, i.e. a contract of indefinite duration, but no longer than a certain date. In this case, the same notice periods apply as for permanent employment in the event that the employee or you as a manager wish to terminate the employment prematurely.
Recruitment to a fixed-term position must be carried out with the same care as for other recruitment and with a decision before employment. Fixed-term employment must also normally be advertised/informed about and preferential rights to re-employment and higher employment rates must be taken into account.
Grounds for fixed-term employment
There may be times when you need to employ someone for a limited period of time. In order to limit the duration of an employment contract, there must be a legal basis in law, regulation or collective agreement.
Support
For advice and support, contact your nearest HR function.
Content: :
- Introduction
- Special fixed-term employment 5 § 1 p LAS
- Temporary employment 5 § 2 p LAS
- Seasonal work 5 § 3 p LAS
- State sector fixed-term employment (STAVA)
- General fixed-term employment 5 § 1 p LAS
- Temporary need for hourly paid staff
- Fees and the use of a legal entity
Introduction
The main rule that an employment is valid until further notice is regulated in section 4(1) of the Employment Protection Act (LAS), also known as permanent employment. However, employment can be limited in time if there is support in a law, regulation or collective agreement.
Section 5 of LAS authorises three forms of fixed-term employment:
- general fixed-term employment (ALVA) expires on 30 September 2022
- special fixed-term employment (SÄVA) applies from 1 October 2022.
- temporary employment
- seasonal work
Many positions at universities and colleges are education and qualification positions that are by nature limited in time, such as doctoral or postdoctoral positions. At universities and higher education institutions, there are therefore additional opportunities to limit the duration of an employment contract.
- Read more about Fixed-term merit and educational appointments as well as adjuncts, visiting professors and retired professors.
- Read a brief summary of the most important changes to the Employment Protection Act (LAS).
Special fixed-term employment 5 § 1 p LAS
In the case of special fixed-term employment (SÄVA), the employer does not need to give a specific reason for the time limit. Employers have a special obligation to provide information regarding SÄVA. The worker must be informed in writing that he or she has been employed in a SÄVA in connection with the conclusion of the employment contract. The reason for the time limit is stated in the employment decision or in the agreement on conditions for short-term and temporary employment.
When a worker has been in an SAE for more than 12 months over a five-year period or in a chain of fixed-term contracts (the maximum interval between two contracts is six months), the contract becomes a contract of indefinite duration. A special "calculation rule" applies when calculating the length of employment for SÄVA. If an employee has had at least three periods of employment under SÄVA with one and the same employer (in this case Lund University) during a calendar month, the intervening period shall also be counted as a period of employment. This means that the period of employment shall be counted from the first to the last employment in the calendar month.
The transitional rules between ALVA and SÄVA regulate that a person who is employed in a SÄVA after 1 October may count employment time in ALVA retroactively between 1 March 2022 and 30 September 2022 when calculating when the employment is transferred to an indefinite employment. The retroactive time in ALVA is calculated according to the regulations for an ALVA.
According to LAS, the employee must receive written information that the employment is valid until further notice no later than one month after the transition.
The calculation rule for SÄVA is applicable in the case of transition to permanent employment, preferential right to re-employment, rotation in the case of so-called levelling and for notification that a fixed-term employment contract is terminated in accordance with Section 15 of the Employment Protection Act (also applies to notice of termination).
A SÄVA gives preferential rights to re-employment in a new SÄVA after a total of more than nine months during a three-year period.
Please contact your nearest HR function for advice and support.
Temporary employment 5 § 2 p LAS
This time limit is used to replace one or more persons who are temporarily on leave from their employment. It can also be used during an ongoing appointment to a position. It is important that you as a manager keep in mind that if a temporary employee has had a temporary position for a total of more than two years during the last five years at Lund University, the employment will by law become a permanent position. According to LAS, the employee must receive written information that the employment is valid until further notice no later than one month after the transition.Please contact your nearest personnel function for advice and support.Seasonal work 5 § 3 p LAS
Due to the changing seasons, for example, some jobs can only be performed during a certain time of the year. It is then possible to limit employment during the season.
Seasonal work 5 § 3 p LAS
Some jobs can only be performed during a certain time of the year, for example due to the changing seasons.It is then possible to limit employment during the season.
State temporary employment (STAVA)
According to the Agreement on Flexibility, Adaptability and Security in the State Sector 2022-06-27, Annex 6, a fixed-term employment contract, known as a state fixed-term employment contract, may be concluded for an indefinite period, but for a maximum of two years and under the conditions described below:
- when an employer is to carry out a temporary assignment as a result of provisions in a letter of appropriation, a direct assignment from a ministry or by agreement with an external party
- if the need for employment and the assignment exceeds 12 months
- if the work tasks are outside the framework of the employer's regular activities, and
- if the assignment is financed by a special contribution from the budget or external funds.
External funding does not refer to research grants awarded upon application by an individual or a research group. Research at universities and colleges and research institutes or equivalent is not outside the framework of the employer's regular activities. Training activities, including commissioned training programmes, at universities and colleges are also not outside the scope of ordinary activities.
Limitation
A state fixed-term contract may not be offered to an employee for a position as a professor.
Upon termination of a state fixed-term employment contract, the employer may not inform, agree or decide on a new state fixed-term employment contract until 365 days have elapsed from the last day of employment. This restriction is subject to the condition that the assignment is the same as that for which the terminated fixed-term government employment contract was intended.
The restriction does not apply if a state fixed-term employment contract is terminated prematurely. In such a case, the employer is entitled to make a replacement recruitment in a state fixed-term employment contract, even though it is the same assignment.
Primary negotiation before decision on employment
Before the employer decides on employment under this provision, the employer shall conduct primary negotiations in accordance with the Act (1976:580) on co-determination in working life. Lund University has a template for such a negotiation document and how the negotiation takes place.
Download the template on the page HR forms and templates.
An employee who has had a state fixed-term employment contract and who within 180 days, after the last day of employment, obtains a new fixed-term employment contract in the form of a temporary employment contract or a special fixed-term employment contract, may credit up to six months from the state fixed-term employment contract for calculating the time for conversion to permanent employment.
General fixed-term employment 5 § 1 p LAS
The time limit basis will cease to be applicable on 30 September 2022. For employees in an ongoing general fixed-term employment contract (ALVA) on 1 October, the current rules for transition to permanent employment apply, i.e. after two years.
In the case of an ALVA, the employer does not need to state any specific reason for the time limit.
It is important for you as a manager to bear in mind that if a fixed-term employee has had a general fixed-term employment contract for a total of more than two years during a five-year period or in a chain of fixed-term employment contracts (the gap between two contracts is a maximum of six months), the employment contract becomes a contract of indefinite duration. According to LAS, the employee must be informed in writing that the employment is valid until further notice no later than one month after the transition.
Anyone who is employed in an ongoing ALVA on 1 October 2022 shall be considered to be employed in a SÄVA for the application of the rules on information about the termination of a fixed-term employment (§ 15) and the preferential right to re-employment (§ 25). This means that the employee in the ALVA will be entitled to notification after 9 months instead of 12 months and that the preferential right to a new SÄVA arises after 9 months, calculated from 1 October 2022.
Please contact your nearest HR function for advice and support.
Temporary need for hourly paid staff
The organisation sometimes needs to offer very short and temporary employment contracts lasting only a few hours or days.
To clarify that this is not continuous employment, you as a manager should make an agreement on the conditions for short-term and temporary employment. Such an agreement can be signed for a maximum of twelve calendar months at a time. This is done in Primula.
An employment decision must then be written for the days it is agreed that a person will work.
Download the template for employment decisions for short-term and temporary employment on the page HR forms and templates.
The basis for determining the duration of short-term and temporary contracts is SÄVA (from 1 October 2022) or temporary employment. Temporary contracts are used when there is a need to replace another available staff member (sickness, holiday, childcare (maternity leave), leave of absence, etc.) and fixed-term contracts are used when there is a temporary need for extra staff during work peaks, temporary assignments, etc.
If one and the same employee is offered both temporary jobs and SÄVA, there need to be two agreements on these different conditions.
It is very important to inform the hourly paid employee that time reporting must be done on an ongoing basis and/or at the latest during the first week of the calendar month after the work has been performed. This is so that the hourly paid employee receives their salary and the LAS reports are continuously updated.
A guide for handling hourly paid staff can be found on the page Guides and guides (Primula for HR).
Please contact your nearest HR function for advice and support.
Remuneration for exam invigilators
Remuneration for exam invigilators. Decision 2023-01-11. (PDF 183 kB)
Fees and the use of a legal entity
Fees
If you, as a manager, need to hire someone for expert and board assignments, for opposition or as a member of, for example, the teacher proposal board/equivalent, these assignments are reimbursed with a fee. This is done in Primula.
Read more in the regulations on fees in boards and committees regulated in Lund University's rules of procedure (PDF 657 kB, new tab).
Remuneration to persons who have donated blood, organs, etc.
Payment of remuneration from Lund University to a person who has donated, for example, blood or organs must be handled as remuneration to a research subject and fees must be selected in Primula and thus form the basis for employer contributions and tax.
According to the Swedish Tax Agency's legal guidance Ersättningar för blod, moedersmjölk och organ | Legal guidance | Skatteverket states the following:
"Customary payments to those who have donated blood, mother's milk or organs are tax-free (Chapter 8, Section 29 of the Swedish Tax Code). Fixed, standardised compensation is often used for donations. Customary payments for egg and sperm donations and donations of other biological material, such as tissue and bone marrow, have been considered tax-free under the same provision."
Lund University has been informed by the Swedish Tax Agency that tax exemption only applies if the purpose relates to medical care and treatment and that remuneration provided for research purposes is therefore always taxable.
Hiring a legal entity
Using a legal entity, such as a consultant, can be an alternative to employment. When using a legal entity, the procurement regulations must be applied. Note that all of Lund University's costs of the same type for the use of a legal entity must be taken into account when assessing the amount limits.
Read more in Lund University's regulations for purchasing (PDF180 kB, new tab).
Consult the Purchasing and Procurement department at the Finance Division if you need support in procurement issues.
As a general rule, however, education and research at Lund University shall be conducted by employed staff and the exercise of authority may not be transferred to third parties.
Contact
In the first instance, contact your nearest HR function.
You may also use the HR Division’s case management system to ask questions about different areas connected to HR encompassed in your role:
Fixed-term merit and training positions, adjunct professors, visiting professors and retired professors
In addition to the time-limit criteria in the Employment Protection Act, there are also special time-limit criteria for teachers and training positions. Read more about fixed-term merit and training positions as well as adjuncts, visiting professors and retired professors.
Many positions at higher education institutions pertain to career development positions and employment of doctoral students and assistants. These positions have a fixed period of employment by nature and apply, for example, to doctoral student and postdoc positions. For this reason, higher education institutions have additional leeway to limit the period of employment.
Educational employment
The fixed period of employment for doctoral students, clinical assistants and teaching assistants is governed by the Higher Education Ordinance.
Employment as a doctoral student
In order to employ someone as a doctoral student, the person must be admitted to the doctoral programme. Read more about admission to doctoral programmes in the right column.
Universities may employ a doctoral student for a maximum of four years full-time, but not all at once. Doctoral students should always be hired in batches. The first round must last no longer than one year. After that, the employment can be renewed, for a maximum of two years at a time. This means that a doctoral student can be hired for 1+2+1 years (or 1+1+2 years) if everything goes according to plan. It is possible to employ the doctoral student for a shorter period, if there are objective reasons for it.
The total period of employment may be longer than four years on a full-time basis if there are special reasons, such as the doctoral student being on leave due to illness, service in the armed forces or for positions of trust in trade unions and student organisations, or parental leave.
Read more about extending employment in the case of positions of trust in the right-hand column. Doctoral students may be employed for a maximum of one year after graduation.
Doctoral students' salaries are revised and set according to specific procedures.
Read more in the right column.
Employment as a lecturer and clinical assistant
The Higher Education Ordinance regulates how Lund University can employ lecturers and clinical assistants.
Both employment as a lecturer and as a clinical assistant are limited to a maximum of one year and can be renewed. The total period of employment may not exceed three years.
An employment as an assistant may not exceed 50 per cent of a full-time position. The work as an assistant professor must include teaching, administration or participation in research or artistic research. To be employed as a teaching assistant, the student must be admitted to a first- or second-cycle programme and actively studying at the department/faculty. The employment must not adversely affect the assistant's studies.
A clinical assistant must work in clinical education and research. Only those who have completed a medical degree or who are admitted or already admitted to doctoral programmes in medicine at Lund University may be employed as clinical assistants.
Career development positions
A career development position is fixed-term employment which aims to promote a career path within academia.
Gain academic and pedagogical merit
The postdoctoral and associate senior lecturer positions are intended to give teachers the opportunity to gain academic and pedagogical merit. The positions are limited in time.
Postdoc
Postdocs are regulated by a collective agreement that applies to the entire higher education sector. There is an old agreement that applied until the end of January 2022. From 1 February 2022, a new agreement applies to the employment of postdocs at higher education institutions.
Both the new and the old agreement can be read in full on the Swedish Agency for Government Employers' website (see link to the agreement on fixed-term employment as a postdoc in the right-hand column).
The fixed-term postdoctoral position is regulated by a national collective agreement. The employment is part of promoting future skills supply.
A postdoctoral fellow must have a doctoral degree, or a foreign degree deemed equivalent to a doctoral degree. During the period of employment, a postdoc must mainly conduct research and develop their independence as a researcher and create the conditions for further merit.
Teaching position
Postdoctoral positions at Lund University are teaching positions. This means, among other things, that they are covered by the Working Hours Agreement for Teachers. Read more about teaching positions in Lund University's employment regulations and in the Working Hours Agreement for Teachers, which can be downloaded in the right-hand column of this page.
The employment is full-time and teaching can be included with a maximum of 20 per cent during the employment period.
Doctoral degree
The eligibility requirement of a doctoral degree means that the degree must be completed at the latest by the time of the recruitment decision and it is therefore important to inform all applicants of the deadline for sending proof of a doctoral degree. If there is no proof of a doctoral degree, the university may not make a decision on employment.
In order to be employed under the agreement, priority shall be given to those who obtained a doctoral degree no more than three years ago, calculated from the closing date for applications. If there are special reasons, the degree may have been obtained earlier. Special reasons include illness, parental leave, positions of trust in trade union organisations, service in national defence, clinical service or service/assignments relevant to the subject area. What is meant by service/assignments relevant to the subject area needs to be clarified in the call in order to be considered special grounds.
All applicants will be assessed on the basis of merit and skills, and applicants with an older doctoral degree cannot be eliminated for this reason alone. Fulfilling the maximum time frame of three years is considered as a merit in the evaluation of the overall expertise.
Duration of employment
A postdoctoral researcher is employed until further notice, but for a period of at least two and at most three years. An appointment may be extended if necessary to fulfil the purpose of the appointment, but the total period of employment may not exceed three years.
However, the contract may be extended beyond the three years if there are special reasons. Special reasons refer to leave due to illness, positions of trust in trade union organisations, service in national defence, or other similar circumstances, as well as clinical service or service/assignments relevant to the subject area.
Special reasons also refer to parental leave during employment. In the case of parental leave, the employee shall be offered the possibility of an extension corresponding to at least the duration of the leave.
Please note that a person who has previously been employed at Lund University as a postdoctoral fellow for more than one year cannot be employed again as a postdoctoral fellow in the same or related subject area at the university.
In case of posting abroad
If the employer decides, as part of the merit review, on a posting abroad (URA) for a postdoc, he/she shall be granted leave under the agreement on fixed-term employment as a postdoc without a specific decision. This is included in the agreement in view of the fact that there is no right to leave from a fixed-term appointment.
Please note that the term of employment is ongoing and that the URA does not give the right to an extension.
Read more about the posting abroad (URA) via the link in the right column.
Transitional rules
For those employed under the older agreement (valid until 31 January 2022), the older agreement applies in full.
If the contract expires on 1 October 2022, it can be extended so that the total duration of the contract does not exceed three years in order to fulfil the purpose of the contract. During the extension period, the new contract will apply.
If you have any questions, please contact your nearest HR function.
Associate Senior Lecturer
The merit position of Associate Senior Lecturer in the Higher Education Ordinance is a step in a nationally recognised academic career path.
The purpose of the position of associate senior lecturer (bul) is to enable people who are at the beginning of their academic career to qualify for the qualification requirements for senior lecturer. The position is primarily aimed at those who have completed their doctorate within the last five years, counting from the closing date for applications. This applies to recruitments starting before 1 November 2024.
Please note: For recruitments starting after 1 November 2024, the employment is primarily aimed at those who have completed their doctoral degree either within the last 5 years or within the last 7 years, counting from the end of the application period. Each faculty decides which time limit applies to each subject. This must be clearly stated on the faculty website and in advertisements. Read more in Changed rules for employment of associate senior lecturers from 1 November 2024, under Related information. Contact the HR Division if you have any questions, via the section's case management system.
The employment is limited in time with 4-6 years. The time limit varies from faculty to faculty, but is clearly stated in the advert for the advertised position.
The length of employment must be based on the eligibility requirements for promotion. It is important that the positions are open and transparent, which means that they must be advertised nationally and often also internationally. All research-related appointments must be published in Euarxess. External experts shall, in accordance with Lund University's employment regulations, participate in the recruitment process in order to identify the best qualified candidates. Associate Senior Lecturer is a good position to promote mobility and gender equality.
Extension
The employment may be extended (renewed) for special reasons if this is necessary to fulfil the purpose of the employment (to be promoted to Senior Lecturer). The extension may not exceed a total of two years. Special reasons include illness or parental leave.
Promotion
The Associate Senior Lecturer can apply for promotion to Senior Lecturer. They must have submitted their application no later than six months before their employment as an Associate Senior Lecturer expires.
The application for promotion shall be assessed by the Teaching Proposal Committee. If the promotion is approved, the applicant will be employed as a senior lecturer until further notice. Eligibility and suitability are assessed against the criteria set out in Lund University's employment regulations and any additional assessment criteria that were stated in the advert when the person was appointed as an associate senior lecturer.
Read more about teaching positions in Lund University's employment regulations, which can be downloaded in the right-hand column.
Adjunct professor
Normally, a professor must always be employed until further notice, but Chapter 4, Section 11 of the Higher Education Ordinance provides the possibility of employing an adjunct professor for a fixed period. The appointment may be renewed, but the total period of employment may not exceed 12 years.
An adjunct professor must have their main activity outside the higher education sector.
The adjunct professor is encouraged to include Lund University in the list of authors for scientific articles or similar. In English, Lund University should always be referred to as Lund University.
The purpose of an adjunct appointment is to provide expertise that is not normally available in the regular organisation. The person must fulfil the eligibility requirements for employment as a professor. Exceptions to the eligibility requirements may be made if the person has unique expertise of particular importance to the activity in question or to strengthen the activity's connection to the surrounding society.
Read more about eligibility requirements and assessment criteria in Lund University's employment regulations, which can be downloaded in the right-hand column of this page.
Agreement in certain cases
In some cases, an agreement is made with the adjunct professor's main employer on the distribution of working hours, work environment responsibilities, entitlement to results and how the salary is to be paid. In such cases, an agreement needs to be written for clarification.
Visiting professors
A visiting professor can only be employed for a limited period, in accordance with Chapter 4, Section 12 of the Higher Education Ordinance. The appointment may be renewed, but the total period of employment as a visiting professor may not exceed five years.
The visiting professor must bring special expertise of value to the organisation in question. The person must fulfil the eligibility requirements for employment as a professor at the time of application.
The Visiting Professor is encouraged to include Lund University in the author list for scientific articles or similar. In English, Lund University should always be indicated as Lund University.
Read more about eligibility requirements and assessment criteria in Lund University's employment regulations, which can be downloaded in the right-hand column of this page.
Retired professors' activities (emeriti)
Lund University is in favour of retired professors continuing their activities. All professors who leave their permanent employment due to retirement age are entitled to use the title professor emerita/emeritus.
The Rector has decided on regulations concerning the activities of retired professors. There is also a template to clarify the conditions for continued activities.
Read Lund University's regulations on the activities of retired professors 2020, which can be downloaded in the right-hand column of this page.
A template for an agreement between Lund University and a retired professor can be downloaded from the Forms and templates page.
Through Kammarkollegiet, Lund University has taken out a collective insurance policy, Special Personal Injury Protection (SPS), for people who, without being employees, are visitors or participate in activities at Lund University and who have a Swedish personal identity number.
Read more about special personal injury insurance for retired professors (SPS) at Kammarkollegiet, via the link in the right-hand column of this page.
Adjuncts, visiting professors and retired professors
Fixed-term employment as e.g. adjunct lecturer/professor and visiting professor is governed by the Higher Education Ordinance and collective agreements. The activities of retired professors are governed in special regulations.
In addition to these statutory time limits, employment as a professor must be for an indefinite period.
Adjunct teachers - senior lecturer and lecturer
An adjunct senior lecturer or lecturer must have their main occupation (employment or own company) outside the higher education sector. The purpose of an adjunct position is to provide expertise that is not normally available in the regular organisation and that is necessary for high-quality education.
Employed for teaching but can contribute to research
Adjunct senior lecturers and adjunct assistant professors are employed for teaching, but can contribute to research if this in turn leads to the adjunct teacher's teaching being improved.
Permanent - but no longer than two years
An Adjunct Senior Lecturer or Lecturer shall be employed until further notice, but no longer than two years. The employment may be renewed. This is regulated in the collective agreement on fixed-term employment of adjunct teachers. The agreement does not apply if the Higher Education Ordinance, Chapter 4, Section 10(3), teachers in artistic activities, can be used instead.
Download the collective agreement on fixed-term employment as an adjunct teacher under Related information in the right-hand column.
Eligibility
Eligible to be employed as an adjunct senior lecturer in other than artistic activities is anyone who fulfils the eligibility requirements for senior lecturer according to Lund University's employment regulations.
Eligible for employment as an Adjunct Lecturer in non-artistic fields is the person who fulfils the eligibility requirements for Lecturer according to Lund University's employment regulations.
Read more about eligibility requirements and assessment criteria in Lund University's employment regulations, which can be downloaded in the right-hand column of this page.
Agreement on the distribution of working hours and payment of salary
The prerequisite for an adjunct is that the teacher has another main employment outside the higher education sector. In some cases, an agreement is made with the principal employer of the co-opted teacher on the distribution of working time and the payment of salary. In such cases, an agreement needs to be written for clarification.
Contact
Always contact your nearest HR function in the first instance.
In some matters you may also use the HR Division’s case management system to ask questions about different areas connected to HR encompassed in your role: