Systematic work environment management (SAM)

Content of this page:

• Risk inventory and examples of sources of risk in the work environment
• Risk assessment
• Risk assessment in view of organisational change
• Risk assessment through OSA game
• Risk assessment of the work environment for pregnant and breast-feeding employees
• Regulations with specific requirements for risk assessment 

Introduction

A fundamental part of preventive work environment management is to examine the working conditions at the workplace to identify any risks of ill health or accidents.

Examinations of the physical, social and organisational working environment need to be carried out regularly and must be done in collaboration with employees. The workplace must have procedures that describe when, how and by whom examinations should be carried out. The procedures must be drawn up by the responsible manager in consultation with employees and safety representatives.

Instructions for procedures for systematic work environment management
Download the template for procedures for systematic work environment management on the HR forms and templates page
Different survey methods provide different perspectives on working conditions. Using several different methods increases the possibility of obtaining a comprehensive picture of the working environment.

Examples of survey methods:

Safety rounds

Safety rounds are an important part of the survey of the working environment and are carried out by the manager responsible for the working environment, the safety representative and the employees concerned systematically going through the work premises or by means of a survey of the employees. Safety rounds must be carried out regularly. At least one physical safety round and one focusing on the organisational and social work environment must be carried out annually at each workplace.

If specific issues need to be highlighted, for example in the event of changes in the organisation, after incidents or when risks have been identified in other types of investigations, it is justified to carry out safety rounds at more frequent intervals or with a specific focus, known as targeted safety rounds. Targeted safety inspections are used to address a specific theme, such as threats and violence, chemical handling or ergonomics.

In the case of a targeted safety round, it is advisable to involve expert support from the Occupational Health Service or the Safety and Environment Department at the LU Building Section.

Read more about safety rounds

Examine the organisational and social work environment

Read more about examining the organisational and social work environment (OSA)
Read more about study-social protection rounds
 

Staff appraisal

At the annual staff appraisal, the employee must be given the opportunity to discuss their work environment.

Read more about appraisals

Workplace meetings and staff meetings

At workplace meetings, the work environment must be on the agenda, partly as an information item on, for example, safety rounds and incidents that have occurred, but also to give employees the opportunity to raise work environment-related problems and issues.

Physical work environment measurement

Sometimes it may be necessary to carry out measurements in the work environment to investigate conditions. For example, chemical or biological substances, indoor environment, noise or lighting.

Contact the work environment engineer at the occupational health service for advice on work environment measurements.

Medical checks

The Swedish Work Environment Authority's regulations sometimes require medical checks, for example in work involving asbestos or thermosetting plastics.

Read more about medical checks

Incident and work injury reporting

Investigation of incidents, work injuries and sick leave is a method of identifying shortcomings in the work environment.

• Read more about incidents and occupational injuries
• Read more about rehabilitation 

Risk and impact assessment

Risk and impact assessment is a method to identify shortcomings in the work environment.

Read more about risks in the work environment

Employee survey

Interview or questionnaire surveys can be used to investigate both general and specific problems.

Follow-ups

The annual follow-up of the systematic work environment management is a basic method for identifying shortcomings in the work environment management.

Read more about annual follow-up of the systematic work environment management

OSA game

LU has a so-called OSA game that is a way of examining the organisational and social work environment in a work group.

Read more under Risks in the work environment

På svenska

Content of this page:

• Risk inventory and examples of sources of risk in the work environment
• Risk assessment
• Risk assessment in view of organisational change
• Risk assessment through OSA game
• Risk assessment of the work environment for pregnant and breast-feeding employees
• Regulations with specific requirements for risk assessment 

As a manager, you are to be aware of, and manage, the physical, organisational and social risks in your unit. Risk management entails you investigating whether there are risks of accidents and illness, and assessing how serious they are and how they are to be addressed.

Risk inventory

Conducting a risk inventory involves investigating the work environment and identifying and documenting physical, organisational and social sources of risk. A risk inventory can be done for a division, at the start of a project or before implementing a change. The risk inventory is to be conducted in consultation with the health and safety representative and employees. 

Examples of sources of risk in the work environment 

Physical risks can be divided into many subcategories such as: 

• Mechanical risks from sharp/pointed/moving parts, falling objects, height from the floor and uneven/slippery floors. Potential consequences are falls or crushing, stabbing or cutting injuries.
• Electrical risks can be electrical elements with no protection and overloading of electrical equipment. Potential consequences are death and fire.
• Heat/cold risks can be objects or materials with high or low temperatures. Potential consequences are burns and frostbite.
• Noise risks can result in consequences such as discomfort, fatigue and hearing impairment.
• Vibrations from vibrating equipment can cause tissue damage.
• Radiation risks can be from ionising radiation sources and lasers. The potential consequences are genetic damage and eye injuries.
• Biological/laboratory animals and microbiological risks can cause oversensitivity and infections.
• Chemical risks can, in case of incorrect handling, cause chemical burns, allergy/oversensitivity, poisoning and illness.
• Ergonomic risks can be incorrect working positions, lighting, heavy lifting and repetitive work movements. The consequences can be stress, pain and strain injuries.
• The surrounding environment includes lighting, temperature and snow, for example. Unsuitable surroundings can lead to discomfort, fatigue and strain injuries, falls and slipping injuries.
• Organisational risks concern things like the balance between the demands of work and the conditions for fulfilling one’s work duties. Perceived shortcomings in the organisation of work can potentially affect an employee’s ability to work. Over time, ill health may ensue.

Social risks concern things like the way individuals treat one another. Particular attention must be paid to any signs of victimisation. Shortcomings in workplace relationships can lead to ill health and seriously affect workplace activities.

Risk assessment 

A risk assessment is a process to establish the severity of a risk. Weighing up the probability of a dangerous event and its potential consequences in the form of injury or ill health enables the severity of a risk to be determined. If the risk is observed to be severe, measures are to be taken immediately.

A risk is to be assessed as severe if it could happen often or if its consequences are serious. Examples of serious consequences are injuries that may result in permanent damage or lead to absence due to illness, or an incident that affects several employees or students at once.

A risk assessment is to be conducted for example for work duties, laboratory exercises, equipment, before implementing a change or when an incident or an accident has occurred. When conducting a risk assessment, it is important to weigh up all aspects that affect the work, such as expertise and experience, temporary employees such as doctoral students and other students, working alone, the design of equipment and the workplace, chemicals, workplace procedures, stress and workload.

Method 

• Define and delimit what is to be risk assessed; this could be a working method, a new piece of equipment, workplace ergonomics, or the working atmosphere in a division.
• Work together in a group with the manager, the health and safety representative, and the employees who are potentially at risk.
• Gather information, for example instructions, manuals, safety data sheets.
• Conduct a risk assessment, see template below.
• Specific risk assessments for chemical products are conducted in KLARA. 
  Read more about KLARA.
• Document the risks, decide on measures and draw up an action plan.
• The health and safety representative and the manager are to participate in and sign the risk assessment. 

Base your risk assessment on the following questions:

• How likely is it that something unexpected will occur?
• Could several employees be exposed to the risks?
• What work duties entail particularly high risks?
• How often and for how long is an employee exposed to the risks?
• What ill health or injury could result from the risks?

The managers, staff and students concerned are to be aware of the risks that arise in their work. It is therefore important to communicate the results of the risk assessments to all those involved. Risk assessments must always be documented in writing and there are to be written procedures in place for work duties in which serious risks have been identified.

A risk assessment is not static but needs to be revised on a regular basis to remain up to date. Risk and impact assessments are, however, an official document and must therefore be registered. The situation is to determine whether for example the updated measures in the action plan are so extensive that a new document is to be added to the registered file.  

A template for risk assessment with its associated action plan is available in the right-hand column of this page.

Risk assessment in view of organisational change 

When organisational changes are planned, the Swedish Work Environment Authority’s regulations stipulate that the employer is to assess whether the changes entail risks from a work environment perspective. Examples of such changes are:

•    The introduction of new equipment, or modification of existing equipment.
•    Organisational changes such as staff changes, new procedures or working methods.
•    In case of new or modified handling of chemical products, microbiological sources of risk or flammable goods.
•    Changes to rules or instructions.

You as a manager should carry out a risk and impact assessment. The risk and impact assessment must be carried out at the level at which the change in the activity is planned and decided on. The work on the risk and impact assessment must be carried out in co-operation with safety representatives, employees and, where appropriate, student representatives. The role of the safety representative is to represent the employees in the work environment management and to contribute with their knowledge in the work environment area.

• Describe the planned change, including its background and purpose.
• Document what the change consists of, which part of the organisation is affected, and which employees are affected.

In the right-hand column, you will find a template to use for risk and impact assessments prior to changes in activities. In this template, the risks are assessed in three stages from low to serious risk.

As a manager, you have an obligation to negotiate major changes under the Co-determination Act (MBL). Prior to such a negotiation, a risk and impact assessment from a work environment perspective must always be attached to the documentation.

Read more about MBL negotiations

Risk assessment through OSA game 

Within Lund University, the OSA game can be used as a way of investigating the organisational and social work environment. The OSA game is a basis for discussion deriving from the Swedish Work Environment Authority’s regulation AFS 2015:4. The game constitutes a risk assessment (green-amber-red), in which a group or a division discusses statements formulated on the basis of the regulation, resulting in an action plan. The game consists of a board and sets of cards that are available in both Swedish and English. Contact your faculty’s work environment coordinator or your nearest HR officer for more information.

Read more about the regulation on the organisational and social work environment on the website of the Swedish Work Environment Authority 

Thermometer for the OSA game, in English (PDF 52 kB, new tab)

Risk assessment of the work environment for pregnant and breast-feeding employees

To prevent pregnant women, new mothers and breast-feeding mothers from being exposed to factors or circumstances at work that could cause ill health and accidents, a risk assessment of their work environment is to be conducted.

A template for risk assassment for pregnant and breastfeeding employees is to be found on the page Blanketter och mallar

Regulations with specific requirements for risk assessment 

In addition to the requirements for risk assessment stipulated by systematic work environment management, there are a number of regulations in the work environment legislation that set specific requirements for risk assessment. For example, microbiological work, work in a potentially explosive environment, lifting devices, machine operation, chemicals and devices under pressure. It is important to keep abreast of the requirements that apply to your particular environment.

Content of the page:

• Measures
• Check implemented measures
• Follow-up and control of implemented measures

Measures

Address risks directly if possible and record what has been done. If it is not possible to address the risks directly, an action plan should be drawn up. The action plan should describe the risks, how they will be addressed, who will do it and when it will be completed. Action plans should always be in writing.

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

Check the measures implemented

Check that the measures implemented in the action plan have had the desired effect by following up the risks. If the measures have not been implemented as planned, identify alternative measures and update the action plan.

Follow-up and control of implemented measures 

Different measures can be followed up in different ways and in different contexts. 

Check that the measures implemented in the action plan have had the desired effect by following up the risks. 

If the follow-up shows that the measures have not been sufficient, have not been implemented as intended, or have created new risks, alternative measures must be identified and the action plan updated.

Here you as a manager can read more about roles and responsibilities in the work environment management, as well as the possibility to redistribute tasks.

Contents of the page:

• Overall responsibility for work environment and fire protection
• Responsibility when allocating tasks
• Validity period
• Implementation of task allocation
• Documentation
• Follow-up of task allocation
• Return of tasks
• Allocation of tasks from dean/equivalent
• Allocation of tasks from head of department/equivalent
• Record keeping

Overall responsibility for work environment and fire protection

The Vice-Chancellor of Lund University, as head of authority, has overall responsibility for ensuring that the work environment and fire protection fulfil the requirements of current legislation.

The Vice-Chancellor's responsibility cannot be distributed further, but the Vice-Chancellor can distribute tasks linked to the work environment responsibility to managers, supervisors or other employees.

Responsibility when allocating tasks 

The allocation of tasks implies an operational responsibility for the person to whom a task is assigned. Health and safety responsibility means an obligation to be active and take measures to eliminate or reduce risks of ill health and accidents at work.

In all task allocation, it is important that the scope of the allocated tasks is adapted to the role and conditions of the recipient to fulfil them. Whoever is assigned tasks in the work environment, whether it is a manager or an individual employee, must have the knowledge, authority and other conditions to fulfil their tasks.

The person who allocates tasks is always responsible for following up on allocated tasks and ensuring that the recipient has the conditions to fulfil the tasks. If you as a manager allocate tasks to an individual employee (for example, responsibility for a chemical store), these tasks are included in the employee's work tasks, while the work environment responsibility remains with you as a manager.

Validity 

Assignment of tasks is valid until further notice, but no longer than the date on which the recipient of the task holds the current assignment/employment and has the conditions to perform the tasks. If either party leaves the assignment/employment, the task allocation shall be updated. 

Implementation of task allocation

The person who has allocated tasks to someone else needs to review what the task allocation entails. Use the current template for task allocation as a starting point. The following should be addressed:
a) What tasks are being allocated and what they entail
b) What powers the recipient has to make decisions regarding allocated tasks
(c) the resources available to the recipient to carry out the tasks (budget, staff, equipment and time)
(d) the knowledge and expertise of the beneficiary on the allocated tasks 
e) Information on how the recipient should act if the conditions to fulfil a task are not met 
f) Information on where to find university rules, procedures and support material
g) How to follow up on the allocation of tasks and what results are expected to be reported back

Documentation

The current template for task allocation must be prepared and filled in digitally with current information before being signed.

In the template ‘Forwarding of tasks in the field of occupational health and safety and fire protection’, the tasks to be allocated are marked. If there is a need to add information or clarify the allocated tasks, use the note field in the template. If necessary, local annexes to the task allocation document may be developed to clarify and specify allocated tasks.

The parties each sign and keep one original of the document. 

Case name for registration: Allocation of tasks within systematic work environment management and systematic fire protection work at (faculty/department/equivalent) valid from (YYYY-MM-DD). The recipient of the data is added as a counterparty in the case.

Download templates for data sharing, in Swedish and English, on the page Forms and templates.

Follow-up of data allocation

Follow-up between the data allocator and the recipient must take place continuously, at least once a year. This can be done, for example, at the annual performance review.

Return of task

If the recipient of a task is unable to fulfil a specific task due to insufficient conditions, he/she should inform the task distributor as soon as possible. The task manager must initiate a dialogue on the reason why the task in question cannot be carried out and plan together with the recipient how the conditions can be improved.

If, despite this, the recipient does not have the conditions to handle the task, the task can be returned to the task distributor. If the conditions for task allocation change, the task can be reassigned.

A template for returning tasks can be found on the page Forms and templates.

Allocation of tasks from the dean/equivalent 

The dean and other managers directly subordinate to the vice-chancellor may, for all or part of their area of responsibility, allocate tasks within the organisation's systematic work environment management (SAM) and systematic fire protection work (SBA) to the head of department/equivalent.

In the case of task allocation in departments that are common to several faculties, consultation between the relevant deans/co-ordinators is required on the tasks to be allocated and how supervision is to be carried out. The allocation of tasks must be confirmed by all concerned.

A template for the distribution of tasks can be found on the page Forms and templates.

Allocation of tasks from head of department/equivalent 
Heads of department/equivalent may, for all or part of their area of responsibility, reallocate tasks to directly subordinate managers within the respective unit. They may in turn, subject to the approval of the head of department/equivalent, if necessary, delegate tasks to directly subordinate supervisors or employees with tasks in SAM or SBA.

A template for the reallocation of tasks can be found on the Forms and templates page, on the Swedish HR pages.

Record keeping

Series: STYR

• Case name for registration:
• Administrator (responsible for registration)
• Institution (equivalent)
• Select case type: 1.1.2 manage strategic management
• Save
• Write the case number on the document
• Scan the document into W3D3 when it is signed by all parties
• Close and ad acta case

When two or more businesses or employers work simultaneously at the same workplace, they must cooperate to arrange safe working conditions.

The word "simultaneously" should not be interpreted too narrowly. Activities conducted in the same locally defined area thus fall under the provisions of common workplaces.

The requirement for coordination is found in the Work Environment Act, but other legislation also imposes coordination requirements:

• Fire safety work according to the Act on Protection Against Accidents. Read more about systematic fire protection work
• Handling of flammable and explosive materials according to the Act on Flammable and Explosive Goods, which leads to the creation of an explosive atmosphere. Read more about handling flammable and explosive materials
• When parties conduct activities at common workplaces, they must jointly work to protect the external environment according to the Environmental Code.

When does workplace coordination need to occur?

At a workplace with multiple activities, one activity can create risks for employees in other activities. Each activity is obliged to ensure that their operations or equipment at the workplace do not expose anyone else working there to health or accident risks.

The coordination responsibility at a workplace primarily lies with the party who controls the workplace according to the Work Environment Act. Even if the coordination responsibility rests with one party, the parties must consult and cooperate to achieve satisfactory protection conditions.

The coordination responsibility only applies to the coordination of common risks and is not a total responsibility for the work environment of all involved activities.

Coordination between the activity and providers of cleaning services and property owners may be needed, but also between different institutions sharing premises. Coordination needs to occur between integrated activities, for example, between an institution and another activity within the institution's area.

Coordination Responsible

The coordination responsible is appointed through the further distribution of tasks according to the university's template.

The template can be downloaded from the page on task distribution and responsibility.

Some examples of tasks are:

• Planning the work
• Arranging general protective measures
• Ensuring it is clear who will be responsible for other necessary protective measures.

Construction work environment coordination (BAS-P/BAS-U) is normally not included in delegated tasks; this responsibility lies with the property owner.

At the workplace, the coordination responsible must post notices informing who has this responsibility.

Download notices about the work environment organization from the Forms and Templates page, fill in, and print out.

How can coordination occur?

As a general rule, the agreement between the parties should be documented in writing, and if possible, specify which premises/rooms are affected.

The documentation should include information on how joint safety inspections are conducted and which routines should be followed. The risks that the activities affect each other with should be included in the documentation.

See the example template below for documentation of coordination between an institution and a company operating within the institution's area:

Template for documentation of coordination between an institution and an activity within the institution's area (Word 97 kB, new tab)

Collaboration is a central part of work environment management at Lund University.  

The organisation for collaboration in the work environment at Lund University is based on a local collective agreement. The purpose of the agreement is to support proactive work environment management through collaboration at the University's three organisational levels and to clarify forms for follow-up of the systematic work environment management. 

Work environment collaboration at the department

 In order to achieve a functioning systematic work environment management, it is important that everyone in the workplace participates in the work. It is you as a manager who must ensure that employees and safety representatives are given the opportunity to participate in the processes that affect work environment management. It is therefore not enough to receive information when a decision has already been made or when an activity has been carried out. 

Work environment collaboration in HSE committee 

Faculties also have the opportunity to establish HSE committees (Health, Environment, Safety) at department or house level. The minimum representation in the HSE committee is the head of department plus one safety representative per department that is part of the committee. Instructions for these committees are decided by the respective faculty. 

Work environment collaboration health and safety committees 

The safety committees are an advisory body to the employer at faculty and university-wide level. In the safety committees, which consist of representatives from the employer and the employees, overall work environment issues are to be discussed.

Within the University, there are safety committees at two levels: 

• Local safety committees at faculty level
• The central safety committee at university-wide level

Content on the page:

• Manager's responsibility in work environment management
• Employees' responsibility in work environment management
• Roles of safety representatives (SO) and student safety representatives (SSO)
• The University's work environment organisation

Manager's responsibility in work environment management 

As a manager, you represent the employer and are responsible for organizing work environment management at the workplace and ensuring that those with tasks in work environment management have the necessary knowledge. This responsibility includes regularly checking and following up to ensure that work environment management is functioning.

You are also responsible for ensuring that the annual follow-up of systematic work environment management is carried out and that the results of the follow-up are reported to the faculty's local safety committee.

To make work environment management meaningful and effective, you should collaborate with your employees. When introducing new employees and new students, information about work environment management and specific risks at the workplace should be included.

Here you can find support material for the introduction of new employees.

As a manager, you should regularly, and as needed, call the safety representatives and student safety representatives operating within the safety area to consult on issues related to:

• Investigation of working conditions
• Risk assessment
• Action planning and follow-up of decided measures
• Changes concerning premises, equipment, work processes, work methods, or organization
• Use of substances that can lead to ill health or accidents
• Annual follow-up of systematic work environment management

Take part in:

• Instructions for work environment collaboration at the institutional level
• Support material for collaboration between managers and safety representatives can be downloaded from the Forms and Templates page
• Read more about collaboration in work environment management

For those responsible managers for activities involving students 

As a responsible manager for activities involving students, you need to consider that student safety representatives are replaced relatively often. Therefore, it is important that you, as the work environment responsible, ensure at the beginning of each term that:

• You know who the current student safety representative is
• You ensure that the student safety representative receives the information they need in their role
• If there is no student safety representative, you collaborate with the chief student safety representative

One way to establish a good foundation for collaboration is to sit down and discuss the assignment and expectations. At this time, you can advantageously use the template below.

Download the template Support Material for Collaboration between Head and Student Safety Representative from the Forms and Templates page.

Employees' responsibility in work environment management 

Employees should participate in the work for a good work environment by, among other things, participating in joint meetings at the workplace where the work environment is discussed or other forms of dialogue such as development discussions.

All employees have an obligation to the employer to:

• Point out work environment risks
• Report incidents and accidents

Employees should also:

• Follow workplace regulations
• Use protective measures and personal protective equipment where available
• Participate in the implementation of measures intended to improve the work environment

Roles of safety representatives (SO) and student safety representatives (SSO) 

Safety representatives represent employees in work environment issues within their safety area.

The safety representative is the employees' elected representative and has the task of representing their colleagues and working for a good work environment. Safety representatives can also be a resource and discussion partner for the work environment responsible manager.

At Lund University, there are three categories of safety representatives: safety representatives, chief safety representatives, and senior safety representatives. The staff organizations have appointed their own senior safety representatives, among other things, to coordinate safety representative issues within the university. The senior safety representatives are also collaboration partners with the university-wide support functions and are members of the central safety committee.

Student safety representatives represent students within a study area. Student safety representatives are appointed by the student unions and have a corresponding role to employee safety representatives. The student organizations also have three categories of safety representatives: student safety representatives, chief student safety representatives, and senior student safety representatives. The senior student safety representative has a similar role to the senior safety representatives of employees.

Safety representatives perform their tasks within the framework of their employment and have the right to the time required for the task.

The rights and obligations of safety representatives and student safety representatives are regulated in the Work Environment Act. Safety representatives and student safety representatives do not have any responsibility for the work environment and therefore cannot be held accountable for deficiencies in the work environment or for measures not being taken.

Read more about the tasks of safety representatives Instructions for health and safety representatives 

Read more about the tasks of student safety representatives Instructions for student health and safety representatives Senior safety representatives talk about the role of safety representative at Lund University (YouTube)

The University's work environment organisation 

Short description of LU's work environment organization (video, opens in a new tab) Take part in the content of the video, in text

Content: 

• Annual follow-up at the department/equivalent level
• Annual follow-up at the faculty/equivalent level
• Annual follow-up at the university-wide level

Systematic work environment management should be followed up annually, in collaboration and in a university-wide manner. It is important to ensure that work environment management is organized and conducted in accordance with legislation and the university's work environment policy.

At Lund University, the follow-up of systematic work environment management should be carried out:

• Annually
• According to the method and procedure established by the university
• In collaboration between the employer and safety representatives

Contact your nearest work environment coordinator or HR partner for more information on how the follow-up is conducted.

Take part in the procedure/routine for annual follow-up of systematic work environment management at Lund University

The follow-up should be analyzed, which can, for example, be done using a SWOT analysis (SWOT stands for Strengths, Weaknesses, Opportunities, and Threats).

A link to the risk assessment template is available in the right column.

The purpose of the annual follow-ups is to identify strengths and weaknesses in the systematic work environment management and to assess which measures need to be taken at each organizational level – department, faculty (or equivalent), and university-wide.

Annual follow-up at the department/equivalent level 

At the department level, it is you as the responsible manager who should carry out the annual SAM follow-up in collaboration with safety representatives. The faculty's work environment coordinator is available to support this work. Your tasks include submitting a report on the follow-up results to the faculty's/equivalent local safety committee.

Your responsibility also includes ensuring that deficiencies in work environment management are addressed. Deficiencies that cannot be immediately addressed are written into an action plan. As a manager, you should also continuously, but at least every six months, in collaboration with safety representatives, check whether planned measures have been implemented.

Annual follow-up at the faculty/equivalent level 

The departments' reports on the annual SAM follow-up form the basis for the faculty's/equivalent local safety committee to assess, from a faculty perspective, how work environment management is functioning and to identify the need for measures. The local safety committee should also check that decided measures are implemented and achieve the desired result. 

The dean/equivalent is responsible for submitting a report on the faculty's work environment management to the central safety committee. The faculty's/equivalent work environment coordinator supports this work.

Annual follow-up at the university-wide level 

With the faculty's/equivalent reports as one of several bases, the central safety committee develops proposals for goals and action plans for the university's work environment management. Follow-up of the action plan is carried out continuously.

Procedure/routine for annual follow-up of systematic work environment management at Lund University

(21 May 2018, revised 4 August 2022)

Method 

Follow-up at the department/equivalent level should be conducted annually during the period from September to December. Support for SAM follow-up should be available in the form of a university-wide tool with standardised questions.

A report in the form of the completed questionnaire and a summary assessment of the systematic work environment management should be submitted to the local safety committee for further analysis from a faculty perspective. The faculty should, in turn, compile its analysis of the departments' follow-ups into a report that is submitted to the central safety committee. The work environment coordinator at the faculty level assists in this work.

Instruction 

• The follow-up is conducted using the university-wide tool decided by the central safety committee.
• Follow-up at the department level should be conducted annually during the period from September to December.
• The faculty's work environment coordinator initiates the follow-up by scheduling when the follow-up will be conducted, as well as meetings at the departments, creating the questionnaire, and preparing materials for heads of departments/equivalents.
• The head of department/equivalent is responsible for the follow-up at the department level. Participants in the follow-up should include, at a minimum, the head of department/work environment responsible manager, safety representatives, and the work environment coordinator, but may also include the building manager, fire safety officer, and others with assigned work environment tasks.
• Student safety representatives should be offered the opportunity to participate in matters concerning the work environment for students.
• The questions are mandatory to answer.
• Based on the completed questionnaire, a summary should be made, and an action plan formulated.
• With the support of the departments' questionnaire results and action plans, the faculty's work environment coordinator compiles the outcome for the local safety committee. The committee members should also have access to the individual departments' questionnaires.
• The task of the local safety committee is to make a comprehensive assessment of the strengths and weaknesses in the work environment management and to propose faculty-wide measures. By the date determined by the university-wide SAM team, the faculty's analysis in the form of a report should be submitted as a contribution to a university-wide compilation to the central safety committee.
• The dean/equivalent is responsible for submitting the faculty's report to the central safety committee. The work environment coordinator at the faculty level/equivalent supports this.
• The central safety committee addresses the university-wide SAM follow-up in connection with meetings in March or April.

Content: 

• Before departure
• During the employee's stay abroad
• After the employee's stay abroad

Work environment legislation is nationally limited, but the employer's responsibility to work systematically with the work environment and to reduce risks and ill health remains during an employee's overseas assignment. The rehabilitation responsibility also remains unchanged.

This support material consists of various parts and includes points for the manager to consider/implement before, during, and after the employee's stay abroad.

Templates 

There are also templates available for the manager's support, which can be used in discussions with the employee and with the manager/equivalent at the receiving unit (if applicable).

The templates can be downloaded from the HR Forms and Templates page.

Before departure

As a manager, you should:

• Have a discussion with the employee (see template below for discussion with the employee).
• Have a discussion with the manager/equivalent at the receiving unit.
• Coordinate with the security department regarding the security situation and any restrictions concerning the country in question and inform the employee about this.

During the employee's stay abroad

As a manager, you should:

• Ensure that check-ins are conducted with the employee.
• Keep the safety representative informed of any changes.
• Report any incidents, work injuries, and illnesses according to current procedures. Read more about reporting incidents and work injuries
• Conduct check-ins with the receiving unit.

After the employee's stay abroad

As a manager, you should:

• Conduct a general follow-up of the completed overseas assignment.
• Check the completed working hours – for example, overtime work, need for daily/weekly rest, etc.
• Check any reported insurance cases.
• Check any rehabilitation needs and counselling support.

Content:

• Background
• Purpose
• Overall responsibility
• University's responsibility
• Internship provider's responsibility
• Student's responsibility
• If something happens and in case of emergency
• Contact

Background 

Students participating in work-based learning (WBL) or internships have the right to a good work environment during this part of their studies. This applies regardless of whether it is a longer WBL/internship or a shorter one.

This information pertains to all forms of learning that take place at a workplace and within the framework of the student's education.

Purpose

The purpose of this information is to support the university in developing locally adapted routines that describe how the planning of WBL/internships should be carried out to meet the requirements of the Work Environment Act.

Overall Responsibility 

When a student is on WBL/internship, they are still covered by the work environment responsibility that the university has for the student.

However, a shared responsibility for the student's work environment arises between the university on one side and the receiving organisation on the other. Therefore, it is of utmost importance that it is clearly established in advance who is responsible for what.

Overall, when a student is on WBL/internship, it is the university's responsibility to ensure that the student does not end up in dangerous work environments that could lead to illness or injury. It is the receiving organisation's responsibility to ensure on-site that the student is protected from ill health and accidents.

University's responsibility 

The university is responsible for:

• Assessing whether the WBL/internship site is suitable from a work environment perspective. This assessment can be made, for example, by reviewing the WBL/internship site's risk assessment.
• Ensuring that the student receives a good introduction and supervision at the relevant workplace.
• Making an agreement with the WBL/internship site on how communication should occur in the event of incidents, accidents, illness, or other unforeseen events.
• Ensuring that the student knows their responsibilities and how to act in case of incidents or other deficiencies in the work environment during the WBL/internship.

Internship provider's responsibility 

The WBL/internship site is responsible for:

• Conducting a risk assessment regarding the factors affecting the student's work environment during the internship.
• Appointing a supervisor.
• Providing the student with an introduction.
• Reviewing risky moments, tools, or equipment in the work.
• Providing the necessary protective equipment for the student. It is usually the internship site that covers the cost.
• Having routines to inform the university if something happens.

Student's responsibility 

During their WBL/internship, the student is responsible for:

• Exercising caution and following the instructions and routines at the workplace.
• Using the required protective equipment for the task.
• Having a dialogue with the manager/supervisor at the workplace if deficiencies in the work environment are discovered and, if necessary, with the designated person at the university.

If something happens and in case of emergency

If the student experiences an incident or work injury, the manager/supervisor at the workplace where the student is placed should be informed. The university should also be informed at an early stage in accordance with the pre-arranged agreement. An incident report or work injury report should be prepared by the university. If an accident or serious incident affects the student during the WBL/internship, it is the university's responsibility to report the event to the relevant authorities.

Contact

Marie Gruvhammar
marie [dot] gruvhammar [at] stu [dot] lu [dot] se (marie[dot]gruvhammar[at]stu[dot]lu[dot]se)

Work Environment Coordinator