Return to the workplace in the autumn of 2021
On 16 September, Lund University will start a gradual and adapted return to activities without Covid-19-related restrictions. On this page, you will find support for the return which is to be completed by 1 November.
- Assessing risks
- What to bear in mind for return to the workplace
- Working from home – and remote working
- Guidelines for remote work for technical and administrative staff
Although the Public Health Agency of Sweden has lifted its restrictions, we are still in a pandemic which entails a risk of infection and exposure. Pursuant to the Swedish Work Environment Authority’s regulation AFS 2018:4 on Infection Risks, the Covid-19 virus is classified as a class 3 infectious agent.
When employees could potentially be exposed to infectious agents in a work situation, the organisation must assess the risk and take preventive measures. Thus the risk of being infected with Covid-19 in the workplace must continue to be managed according to the University’s systematic work environment management (SAM), regardless of restrictions.
The requirement to report serious incidents of exposure to Covid-19 still applies.
For support, contact your line manager och your human resources officer within your department/faculty or equivalent.
The basic principle of the vice-chancellor’s current decision on managing the pandemic is that all units are to conduct a risk assessment for the spread of Covid-19 and that sufficient measures are to be implemented to prevent infection. All managers are advised to consult with their human resources coordinator who can act as a sounding board in each manager’s situation.
It is advisable to use the Guidance regarding premises and the work environment for gradual return to campus, which is available under Related Information in the right-hand column.
Staffing in the workplace
The manager leads and allocates the work, and the organisation’s needs are to govern staffing in the workplace/office while the University gradually returns to activities without restrictions. Remote working is a possibility, not a right.
Furniture in the premises
- Review and reconsider the furniture in the premises, so that everyone can continue to maintain social distancing in their workplaces and break rooms, corridors, etc.
- Support can be found in the vice-chancellor’s current decisions and the recommendations of the Public Health Agency (see links in the right-hand column).
Availability of support functions
Be clear about when support staff (T/A staff) are available to the rest of the University.
- For example, display a timetable in the workplace with clear opening hours.
- Prepare a standard email reply with information about when support staff are available.
Workplace meetings/division meetings etc.
Consider and decide how workplace meetings/division meetings are to be implemented.
- Take account of the number of staff members attending and the size of the meeting venue.
- Will you expect everyone to attend in person or will you offer hybrid meetings? Or will your meetings be completely digital?
- Is everyone to attend the workplace on a particular day of the week when you schedule workplace meetings/division meetings?
How do you maintain a good work environment when everyone is not yet on site at the same time?
- Ensure that you have regular meetings in your work group, even if these meetings take place online.
- Hold regular conversations between the manager and each individual employee.
- Implement individual risk and impact assessments (manager, employee and health and safety representative) based on each employee’s situation. Template for documentation of work environment risks, including action plan is available in the right-hand column.
Employees who are not yet vaccinated or who do not plan to get vaccinated.
In their role as employers, managers do not have the right to demand information on the extent to which an employee has been vaccinated or certified as having Covid-19 antibodies. Nor can the employer keep any kind of record of this, even if an employee voluntarily provides information on their vaccination status.
However, the manager is responsible for the work environment of all their employees, and all employees have an equal right to a good work environment.
Should employees who do not want to get vaccinated work from home?
Although the manager is not authorised to ask to what extent an employee is vaccinated, the recommendations of the public authorities and the vice-chancellor’s decisions apply to all employees. Being unvaccinated is in itself no reason not to be in the workplace. However, the Public Health Agency has set particular restrictions for unvaccinated adults (see link in the right-hand column, so far only available in Swedish).
Regardless of the situation, the University’s premises can be used if done so wisely; not everyone needs to be on site simultaneously, working hours can be adapted so that employees avoid rush hour traffic and staff in the workplace can spread out across the premises.
- Discuss and take account of current recommendations on avoiding infection as well as the nature of the work duties and the work situation in general.
How are we to deal with mild symptoms of a common cold?
A person with mild symptoms of a common cold is to follow the advice and recommendations provided on the 1177 Skåne Healthcare Guide (see link in the right-hand column).
If you are ill, you are to report your absence due to illness according to the usual procedure at the University.
Regardless of the situation, the employer’s premises can be used if done so wisely; everyone does not need to attend the premises simultaneously, working hours can be adapted so that employees avoid rush hour traffic and those who are on the premises can spread out across the available space.
Working from home during the pandemic
During the pandemic, public sector employees were tasked by the government to work from home to prevent the spread of infection in workplaces. Working from home during this period did not require any written agreement with the employer (manager).
Once the University has returned to activities with no pandemic-related restrictions, on 1 November, there will no longer be any opportunity to work from home without a written agreement with the employer.
If technical and administrative (TA) staff are to be offered the opportunity to carry out their work duties from home, this will be considered remote working and will require a written agreement with the employer. The University has special guidelines concerning remote working for technical and administrative staff.
- Employees; please contact your line manager.
- Managers; please contact the human resources officer within your department/faculty or equivalent.
16 September until 1 November 2021
A gradual and orderly adapation to operations which are not restricted by the Covid-19 pandemic will be implemented at Lund University, based on the conditions at each of the units as well as in relation to the current rate of infection, the Government’s plan for rolling back restrictions and the Public Health Agency’s general advice and recommendations.
- Information for employees; remote work for administrative and technical staff (PDF 3.9 kB, new tab)
- University-wide decisions regarding the coronavirus/covid-19
- Guidance regarding premises for the gradual return to campus in the autumn semester
- Guidelines for remote work for technical and administrative staff (PDF 44 kB, ny flik)
- Flexitime for technical and administrative staff
- Working hours for teaching staff
- Risks in the work environment (HR web for managers)
- Template for documentation of work environment risks, including action plan (Word 43 kB, new tab)
- Collected information about COVID-19 (1177 Vårdguiden Skåne)
- Information about COVID-19 (Public Health Agency of Sweden)
- Unvaccinated people should continue to be careful after 29 September - in Swedish (Public health agency of Sweden)
- Coronavirus and workplace safety and health (Swedish Work environment Authority)