Support for teaching staff regarding remote work
- Online teaching
- Management of placements/clinical training (VFU), internships, laboratory sessions and study trips
- Support for online teaching – technical support
- Zoom at LU and security
- Online examinations
- Archiving/storage of digital exams
- Doctoral thesis defences online
- Personal data processing in remote teaching and examination
- Who owns the rights to teaching material in remote education?
- What applies if transitioning to a remote solution is not possible?
- Student support
The following applies for online teaching
The Swedish Higher Education Authority (UKÄ) has changes the application of its rules in connection with the coronavirus outbreak. For example, urgent changes to forms of examination are permitted and changes to syllabi can be made at a later date. Examinations may, in the worst case, need to be postponed or cancelled.
UKÄ also permits urgent changes to degree programmes. The transition to online teaching may in certain cases mean that the order of programme courses needs to be reversed or changed.
Much of what is stated in the course syllabi, including the relevant study cycle, number of credits and learning outcomes applies just as before. Unless the number of lectures is stated in the course syllabus, this can be modified if teaching resources are needed elsewhere.
Please note that it is not permitted to change the grading scale in a course syllabus.
Check learning outcomes
The learning outcomes continue to apply. Other forms of teaching and assessment may be used. The course is not completed until the learning outcomes are fulfilled and assessed.
Faculties given the right to decide on extending the spring semester
On 8 April, the University decided to give the faculty boards the right to decide on the extension of the spring semester to the extent necessary to complete each course or programme. The maximum extension period is up to and including 30 August 2020, the day before the autumn semester begins.
Courses and programmes are to continue to offer equal opportunities
In the use of tools, it is important to take into account the conditions that apply for different students. Access to equipment and technical knowledge differs widely between students.
The rules about student influence also apply during changed circumstances. Opportunities for student representatives to express views before decisions are taken may, however, need to be adapted to the situation. This may, for example, entail that student representatives must be prepared to submit views at short notice, so that the University can make urgent decisions. Sometimes it is not possible to implement changes or make decisions according to usual procedures. Always document and establish support for any decisions with the student representatives afterwards if there is no other alternative.
Documentation and official documents
The requirement for documentation and preservation of official documents always applies. This means information that is received, produced or sent in different tools is to be preserved in the same way that usually applies for information.
VFU applies as usual until any changes are made in the recommendations and as long as the organisations providing the VFU, such as regional authorities, hospitals and municipalities, are receiving students. The faculties should have contingency plans for alternative management in cases where internships/VFU cannot be carried out. It is a good idea to think about the following aspects:
- How much of the internship/VFU has been completed, i.e. is it possible to award a grade? If there is an adequate basis for awarding a grade, this may be awarded even though the full VFU period has not been completed.
- If the internship/VFU must be interrupted prematurely and there is not an adequate basis for awarding a grade, the internship/VFU may need to be repeated. The faculty must then have a contingency plan for organising the VFU at another time when there is a VFU place.
- The study advisors and programmes should also have a contingency plan for changing study plans, individually for students. If a student is for some reason sent home from the workplace, there should be a review to see if there is a suitable course that the student can take instead, so that they do not lose their student finance.
Consider whether or not laboratory sessions can be converted into demonstrations that are recorded or live streamed. Think about other ways in which to teach the same thing. The practical components can perhaps be rescheduled later in the semester, or it may be possible to organise them using simulations, descriptions, videos etc. Remember to document what is done.
Think about how study trips can be replaced by something else (or even be conducted as planned, fully or in part). Perhaps they can be replaced by videos and/or independent work?
All teaching staff and employees can access support for online teaching and digital meetings via the learning platform Canvas. Here, you can access digital tools and available options as well as instructions on how to use them. You can also get individual support and view the status for the different tools. There is also support for digital meetings. There, you will find instructions and resources for the tools: Zoom, Teams, Canvas and for video recording.
- Log in and start the course "Go online (CoVid-19)" in Canvas (log in with your Lucat ID)
- Read more about Personal data processing in remote teaching and examination
Lund University, like other higher education institutions in the Nordic countries, uses the Zoom service from Sunet/NORDUnet, with servers in Denmark. NORDUnet’s Zoom service observes GDPR and other European data legislation and all data is stored and processed within the EU. LU-Zoom differs from the widely available free version of Zoom. The Swedish Civil Contingencies Agency (MSB) has issued a warning about the security risks associated with Zoom, but please note that this does not apply to LU-Zoom via NORDUnet.
Bear in mind:
- Data is encrypted in LU-Zoom, but discussion of sensitive information is to be avoided nonetheless.
- Keep the Zoom app updated.
- Only include participants who are logged in.
- You can use passwords for external participants.
Read more about LU Zoom and security on the Canvas pages (log in with Lucat ID):
- Zoom at LU and Security
- Creating Safe Meeting Spaces for You and Your Students
- Creating Secure Meeting Spaces with External Participants
- Security when hosting a meeting
The capacity to change the forms of examination and compulsory components is more limited, primarily for legal reasons.
Due to Covid-19, the Swedish Higher Education Authority (UKÄ) has made changes to the application of their rules, making it possible for the higher education institutions to make urgent changes to the forms of examination and only including these changes in the course syllabi subsequently, without the risk of being reported.
As examinations are to be conducted in a new form, it is not certain that all examination dates can be retained. It is important that you as a teaching staff member have time to transform the examination so that it works for the course, depending on the course content, learning outcomes and the size of the student group. It may thus transpire that an examination date is postponed or split between a number of dates. Remember to document, so that it will be possible to trace what has been done when everything is calmer. Inform the students as soon as possible.
Meanwhile, several faculties/departments have issued their own decisions and guidelines concerning examinations during the current situation, which makes it difficult to formulate general advice for individual members of teaching staff in courses for which the examination is planned in a way that is not possible to carry out due to the risk of infection. Before you, as a member of teaching staff, make any changes to your examinations, it is important that you first find out if your faculty/department has issued any specific recommendations/guidelines.
Several Swedish higher education institutions have published tips and advice on how to carry out examinations remotely. These alternatives are primarily those that do not require invigilation and that allow students to use support aids, such as take-home examinations, individual assignments, group assignments or oral exams. If you have the option of choosing such alternatives, you will avoid the problems related to online invigilated exams when it comes to ID checks and fulfilling legal requirements – although, certain types of knowledge are, of course, harder to measure with such forms of examination.
In the designing of a new type of examination, try to ensure that the marking stage does not involve too much work. Changes in the normal teaching hours may need to be made together with the programme director and documented.
Cheating/plagiarism/deception in examinations
Remember to clarify for the students which types of study aid and cooperation are permitted, e.g. in written assignments. Suspected cheating is to be reported to the Disciplinary Board in accordance with the usual procedure (however, there may be reason to remind the students about this).
Documents such as distributed assignments and submitted answered assignments are produced in connection with digital examinations. These documents are usually in physical form. Regardless of whether an examination is on paper or digital – or in some other form – the documents are to be saved. Distributed assignments are preserved in perpetuity. Submitted answered assignments are saved for two years before they can be disposed of (destroyed).
What is the best way to save digital exams?
- If the exams, assignments as well as submitted answers, are already in one of the University’s virtual learning environments – or another system – they can remain there. Nothing more needs to be done.
- If the exams, assignments and answers, are not in a system according to the above, they need to be collected in a secure server space within the department or faculty.
If you have any questions about records management, contact your local registrar.
The transition to remote teaching has placed considerable demands on the organisation, not least through the need to adapt and produce teaching material for use in virtual learning environments and other digital tools. In such a situation, questions may arise about who owns the rights to the material.
Teaching staff who produce teaching material own the copyright to what they have created, if it is sufficiently original. This may include exercise assignments, reading instructions, and exam questions and answers. As the material was produced as a result of being employed at the University, the University has the right to use it in order to provide continuous and efficient teaching. The University’s right to use also includes that which has been made available e.g. through a virtual learning environment or other digital tool. This may include notes, material for lectures, or presentations. The University’s use requires no specific consent from, or compensation to, the teaching staff member.
The memorandum Who owns the rights to teaching material in remote education? will be available online shortly
If you have any questions, contact the Legal Division.
In certain cases, it may be difficult to change forms of examination due to the nature of the course. Examinations may then, in the worst case, need to be rescheduled or cancelled. Offer the students an examination date as soon as this is possible, taking into account protection against infection. According to the list of rights for students at Lund University, the students have the right to a new test opportunity in the case of a mistake by the higher education institution. This right may be used in this situation.
If an examination is cancelled, it may mean that students do not meet the entry requirements for the next course in the study programme. Lund University has the option to make exemptions from the entry requirements for the next course in a programme. A higher education institution’s decision to reject a request for an exemption from an entry requirement to programme courses can be appealed at the Higher Education Appeals Board
Entire courses may need to be withdrawn
There may be courses that are impossible to adapt to the new remote situation regarding teaching or examination and must be withdrawn. Try to find alternative courses that the students can take.
The option to obtain exemptions from the University’s main principle of transitioning teaching and assessment to remote solutions is to be used very sparingly. There are guidelines for support in the assessment of these cases.
- Instructions for the application of the vice-chancellor’s decision on the option to extend the spring semester of 2020 (PDF, 148 kB, new tab) (in Swedish)
- Guidance for the management of registrations in Ladok and for CSN reporting when studies are rearranged concerning spring semester 2020 from CSN and the Ladok consortium (PDF, 95 kB, new tab) (in Swedish)
- General advice on application of the decision in light of the ongoing coronavirus outbreak (PDF, 182 kB, new tab) (in Swedish)
When education is switched to distance education, many things change for the students. The social gatherings and spontaneous conversations, both subject-related and non-subject-related, disappear.
There are many good ideas across Lund University about how to support each other. One example is to have regular coffee breaks on Zoom, or similar, perhaps with a theme at which a member of teaching staff or a student presents a current issue and then opens up for free discussion. You could also offer students or others the chance to help with the planning and moderating.
These are challenging times for us all, be particularly attentive to the wellbeing of your students and you are encouraged to provide them with information on where they can access support.
Student Health Centre – health and lifestyle
The Student Health Centre is there for students who need help to handle stress, performance anxiety, fear of public speaking, worry, alcohol-related problems, difficulties sleeping and depression or for those wanting to change their lifestyles.
The Student Chaplaincy
The Student Chaplaincy in Lund offers counseling to students and staff, regardless of whether you are religious or not. Their individual sessions are strictly confidential and free of charge. They also offer counseling over the telephone or by video call.
Academic Support Centre – study techniques and academic writing
The Academic Support Centre can help you to improve your study skills, your confidence in public speaking and to write academic texts.
LU ServiceDesk provides IT support for students and staff. Please contact them via email servicedesk [at] lu [dot] se or telephone +46 46 222 90 00.
The Swedish Board of Student Finance (CSN) website provides information on what applies in the prevailing circumstances. Certain relief measures have been introduced for students. CSN has, in certain cases, requirements for documentation of the changes that have been made in courses or programmes and for the dates that examinations took place. It is important to create a system for managing this.
If you have questions about the corona crisis, you as an employee should first and foremost contact your line manager.
You can also send questions to: corona [at] lu [dot] se