Work environment policy for the Department of Political Science
- including targets for the period 2024–2026 and action plan for 2024
At a meeting on 2024-04-17, the Board of the Department of Political Science adopted this work environment policy. The action plan for 2024 was adopted at the same time. The policy is a local application of the Work Environment Policy for Lund University and has been prepared in accordance with the requirements set out in AFS 2001:1 Systematic work environment management and AFS 2015:4 Organisational and social work environment. The policy, which has been developed in consultation between the head of department, safety representatives and representatives of teachers, administrative staff and students on the department's board, sets out the overall direction of work environment management at the department, as well as goals for the period 2024–2026 and short-term goals and measures for 2024. The work environment policy interacts with the department's Plan for Gender Mainstreaming, Equal Treatment and Diversity.
Work environment management at the Department of Political Science
Introduction
Preventive work environment management leads to a good work environment that benefits everyone. According to the Work Environment Act, work environment management must be conducted in a systematic manner and be included as a natural part of daily operations. This means, among other things, that working conditions must be continuously investigated, risk assessments made, risks remedied and followed up, and knowledge and information on work environment issues disseminated in the workplace. Systematic work environment management encompasses all physical, psychological and social conditions that are important for the work environment. In this respect, issues of gender equality and equal treatment constitute an important and integral part of work environment management. These issues are addressed in more detail in a special plan (Plan for gender mainstreaming, equal treatment and diversity).
At the Department of Political Science, it is the head of department, as responsible for the work environment, who leads the work environment management. The work is done in close collaboration with the department's employees and students.
According to the regulations AFS 2001:1 Systematic work environment management and AFS 2015:4 Organisational and social work environment, there must, as part of the work environment management, exist a work environment policy at each workplace. This policy shall describe what the working conditions shall be in order to prevent ill health and accidents at work and to achieve a satisfactory work environment.
Work environment policy for the Department of Political Science
Overall objectives
An increasing profile and competition within and between universities and colleges has increased the demands on the Department of Political Science as a research and teaching environment. It has also meant that the demands on the department as a workplace and work environment in a more general sense have increased. The research and education conducted at the department shall be competitive and characterised by high quality and stimulate creativity and innovation. In addition, research and education must be carried out in pleasant forms in appropriate and functional premises, accessible and adapted for all employees and students to the extent necessary.
It is in the department's interest, while the activities in research and education are competitive and of high quality, to ensure that the quality of the work environment for staff and students is good. It is important that the department's most important resource – the human being – thrives and functions well in their work and can be offered a safe, secure, stimulating and developing work and study environment. In light of the specific nature of a university institution in terms of employment, work and study conditions – with high performance requirements, a significant element of lone work and sometimes unclear boundaries between work and leisure – the prevention of psychosocial problems, such as negative stress and burnout, is a particularly important component of work environment management. Of great importance for the work environment is a good climate of conversation at the department and a respectful treatment between the department's employees and between staff and students.
Victimisation is not accepted in the workplace or in the study environment, and there is zero tolerance for all forms of harassment. Alcohol- and drug-related problems must also be taken into account in the work for a good work environment.
In recent years, increased international recruitment has led to an increasing proportion of employees lacking knowledge of Swedish and having fixed-term appointments. This increases the need for information initiatives regarding the department's activities, organisational structure, administrative procedures and values.
Work environment management is a natural part of the department's operational planning and must be possible for the individual to influence. Resources for preventive work environment management and for information and training on these issues must be available.
Responsibility for the work environment
The head of department is responsible for the ongoing work environment management at the Department of Political Science and for ensuring that work environment aspects are included in the planning and implementation of all activities. The head of department is responsible for ensuring that the work is conducted in accordance with the intentions of the Work Environment Act and the Discrimination Act, with the goal that no employee or student is injured or harmed in the workplace or in the study environment, neither physically nor mentally. On occasions when this responsibility cannot be fulfilled for some reason, the head of department must inform the Dean of the Faculty of Social Sciences for further handling of the matter.
Everyone who works at the department has a responsibility to ensure that shortcomings or risks are noticed and remedied. Instructions, regulations and procedures must be followed and irregularities and risks reported to the head of department. The safety representative as well as the student safety representative are, through their role and competence, an important resource in the work environment management, as are the department board and the department's working group for equality, equal treatment and diversity. However, none of these are responsible for the work environment. It is always the head of department who has the ultimate responsibility.
Action plans and procedures
A cornerstone of the work for a good work environment is that action plans and procedures for how to prevent and remedy any problems that have arisen must be in place. These action plans and procedures, which are prepared in consultation with and followed up by the Board of the Department of Political Science, must be well known to all concerned. A competence development plan must be drawn up in dialogue with the individual before each academic year. A well-thought-out introduction programme for employees, and for students in connection with the start of both freestanding courses and programme courses, will be in place.
Another cornerstone of work environment management is that the head of department continuously keeps himself and the department board informed of the development of the work environment. Regular staff meetings, safety inspections, performance appraisals, departmental boarding and follow-up of action plans for the work environment are examples of preventive work environment-related activities that occur at the Department of Political Science. Active rehabilitation work and occupational injury management take place when an injury has occurred. Monitoring of the students' work environment takes place through special safety rounds and course evaluations that include issues relating to the physical and psychosocial environment.
Knowledge requirements and division of tasks (delegation)
The head of department and others with tasks in the work environment management must have good knowledge of the activities and be familiar with the work environment regulations that apply in the physical as well as the psychosocial area. It is the head of department's task to ensure that employees and students are informed about how these regulations are to be applied and to ensure that those concerned have the knowledge needed to avoid injury or ill health. Particular emphasis shall be placed on the introduction of new employees, Swedish-speaking as well as non-Swedish-speaking. The head of department's responsibility also includes supervising that the organisation as a whole applies the regulations.
If necessary, the head of department can assign tasks in the work environment management to someone with the skills required for the tasks. Such a division of tasks (delegation) must then also include the powers and resources needed for the work to be carried out. However, the supervisory responsibility always remains with the head of department.
Risk assessment, measures and follow-up
Risks in the work at the Department of Political Science are investigated and assessed in a systematic manner. This applies to both physical and psychological risks, such as the risk of negative stress and burnout. Examples of factors that can affect the work environment and that are included in the risk assessment are work management, workload, work organisation, work pace, working hours, the organisation of work, the form and content of the tasks, precarious employment conditions, conflicts of various kinds (including scientific), violations, threats, harassment and the opportunity to influence. The risk assessment is carried out through daily contacts with employees, performance appraisals, staff meetings, surveys, safety rounds and various forms of measurements, for example of air flows in teaching premises.
Risk assessments must always be documented and result in proposals for measures to eliminate or minimise the risks. The head of department is responsible for ensuring that risk assessments are carried out.
Prior to decisions on reorganisations, savings, cutbacks, new investments, new buildings or reconstructions or other changes in the department's activities, work environment aspects must always be taken into account, risks must be investigated and consequences assessed in collaboration with staff and students. Measures shall be taken to prevent negative effects as far as possible and minimise risks in the continued operations. The systematic work environment management as a whole is followed up annually in consultation with the University's chief safety representative and the Building Unit according to the cycle for reconciliation established by the Faculty of Social Sciences.
Special focus areas – consequences of cost-cutting measures and increased working from home
The economic situation has deteriorated recently, which has led to various types of cost-cutting measures, the consequences of which must be monitored. In addition, the recent increase in the proportion of remote and home working has changed the work situation for several employees. Occupational safety and health (OSH) issues thus continue to be relevant, both physical and psychosocial. Areas key to consider in work environment management include:
- consequences of changed working conditions for research due to cost-cutting measures for researchers and doctoral students;
- consequences of changed working conditions due to cost-cutting measures for teachers and students;
- physical work environment with an increased proportion of home work (e.g. ergonomics);
- psychosocial work environment in the event of an increased proportion of homework (for example, experience of lack of information/exclusion);
- unclear boundaries between work and leisure when working from home increased;
- the scope and meaning of work environment responsibility in the event of an increased proportion of home work;
- increased sick leave among employees as a result of changed working conditions.
Goals for work environment management for the period 2024–2026
| Goals for work environment management at the Department of Government for the period 2024–2026 | Implementation | Responsible person/function
|
Organisation | ||
| Annual performance reviews must be conducted with all employees; Salary discussions/salary-setting discussions must be offered to all employees. | The head of department and/or deputy head of department conducts development discussions/salary discussions/salary-setting discussions. | Prefekt; bitr. prefekt FU; bitr. prefekt GU
|
| Skills development plans must be in place for all employees. | A competence development plan is compiled after each development discussion. | Prefekt; bitr. prefekt FU; bitr. prefekt GU |
| All supervisors in the doctoral education must undergo supervisor training or be able to demonstrate equivalent competence. | Supervisors in doctoral education who have not completed supervisor training shall be encouraged to complete such training. | Bitr. prefekt FU; Director of Doctoral Studies |
| Work on issues of gender equality and equal treatment must be integrated into the systematic work environment management. A special plan for gender mainstreaming and equal treatment will be in place. | The plan for gender mainstreaming and equal opportunities is revised regularly. | Prefekt; Working Group on Gender Equality and Equal Treatment; Safety representative |
| The systematic work environment management must be followed up annually. | The head of department and safety representative carry out follow-up in accordance with the current annual cycle, in consultation with both the chief safety representative and the Faculty of Social Sciences and with the department board and the doctoral student council. | Prefekt; husprefekt; safety representative; Department Board; Doctoral Student Council |
| Employees must be given great insight into and the opportunity to influence work environment management. | The Department of Political Science allocates resources to two operationally active safety representatives. This provides increased contact opportunities and more communication and information channels for employees, while at the same time giving the safety representative function increased opportunities to participate in the various parts of the systematic work environment management. | Prefekt; skyddsombud; institutionsstyrelse |
Ill health and sick leave | ||
| Negative stress in the work environment must be counteracted. | The work of clarifying expectations in different staff groups continues. | Prefekt; bitr. prefekt FU; bitr.prefekt GU; studierektor för forskarutbildning; convener of the research council; safety representative; Board; Doctoral Student Council |
| Special psychosocial safety inspection must be carried out annually. | Psychosocial safety rounds are carried out annually by the head of department and safety representative. The results are reported to the department board and to employees in connection with staff meetings. | Prefekt; Safety representative |
| Zero tolerance for occupational injuries. | See preventive measures. Any incidents must be reported in the IA system (the staff web) | Prefekt |
| An annual summary of any work environment-related incidents must be made. | Head of department prepares a summary in consultation with safety representative. | Prefekt; Safety representative |
| Long-term sick leave must be monitored and, if possible, reduced. | See prevention measures. | Prefekt |
| Rehabilitation conversations should be held with each long-term sick person; rehabilitation investigation must be carried out. | Prefekt/bitr. prefekt is responsible for ensuring that rehabilitation interviews are held and that rehabilitation investigations are carried out. The work is done in consultation with the personnel coordinator and the occupational health service. | Prefekt; bitr. prefekt FU; bitr. prefekt GU |
Prevention | ||
| IThe department must have a well-functioning digital work environment, physically as well as psychosocially, when working from home and remotely as well as when working on the department's premises. | Employees must be given the opportunity for digital skills development. Regular information activities will raise awareness of the opportunities and limitations of home and teleworking, as well as of occupational safety and health (OSH) challenges related to digital interaction. | Prefekt; bitr. prefekt FU; bitr. prefekt GU; the Board of Department; The Doctoral Student Council |
| Wellness | Encourage and inform about the opportunities for wellness, including the possibility of receiving compensation for "wellness costs" of a maximum of SEK 1870/year. | Prefekt; bitr. prefekt; Safety representative |
| Wellness | The opportunity for wellness/walking must be given for all employees, 1 hour/week, between 11 am and 2 pm. | Prefekt; Safety representative |
| Comfort care | "Kick-off" boarding in August; Christmas party in December; joint coffee breaks in connection with higher seminars and seminars for doctoral students; "inspirational seminars" for teaching staff. Additional opportunities for socializing are provided for increased social cohesion. | Prefekt; bitr. prefekt FU; bitr. prefekt GU; bitr. prefekt FO; director of undergraduate studies; director of doctoral studies; the Working Group on Equality and Non-Discrimination; Safety representative |
| Comfort care | Lavish common lunch and meeting room with free coffee and free fruit; Fruit basket 2 times/week. | Prefekt |
| The department strives to be an alcohol- and drug-free work and study environment. Alcohol may be allowed to occur to a moderate extent at staff parties and at representation. No one should feel questioned if they choose to abstain from alcohol. | All alcohol consumption in connection with staff parties and representation must be approved by the head of department. Alcohol consumption must be handled with discretion and non-alcoholic alternatives must always be offered. | Prefekt |
| New employees must be given good information about the workplace and about the work environment management, as well as about the benefits that come with a government employment. | Documentation regarding routines for the introduction of new employees is revised regularly and must be available on Svetnet. | Prefekt; bitr. prefekt FU; bitr. prefekt GU; director of doctoral studies; Web Editor |
| Visiting researchers staying at the department must be given good information about the workplace and about the university and, as far as possible, be offered office space. | Documentation regarding procedures for receiving visiting researchers is revised regularly and must be available at Svetnet. | Prefekt; husprefekt; bitr. prefekt FU; Web Editor |
| The department should be a well-functioning parallel language environment, where all relevant information should be available in both Swedish and English. | The implementation of the department's language policy must be followed up regularly. All staff must be encouraged to develop their skills in Swedish and/or English. | Prefekt; bitr. prefekt FU; bitr. prefekt GU; bitr. prefekt FO; director of undergraduate studies; director of doctoral studies; Board |
| Job descriptions and division of roles between administrative staff, including "back-up" functions, must be clear. | Job descriptions are updated continuously, especially in connection with new recruitment of administrative staff, and must be available on Svetnet. | Prefekt; Web Editor |
| Work and teaching premises must have a satisfactory indoor climate. | All perceived problems are reported to Akademiska Hus, either by employees, caretakers or head of department. | Prefekt; husprefekt; safety representative; caretaker |
| Work and teaching premises and associated equipment shall be in good condition, including equipment for digital and hybrid teaching. | Work and teaching facilities are inspected regularly. During the period, special attention will be paid to equipment for digital teaching and teaching in hybrid format, as well as competence development regarding such teaching. | Prefekt; husprefekt; Director of Studies at GU; safety representative; caretaker |
| Eden's outdoor environments should be inviting and in good condition. | Regular follow-up in connection with house meetings with Akademiska Hus. | Local project Campus Paradis, Husprefekt; Akademiska Hus |
| The physical and digital accessibility of the workplace must be good for both employees and students. | Continuously monitored and taken into account especially during annual safety rounds and course evaluations. Digital accessibility issues will be given special attention during the period. | Husprefekt; safety representative; the Working Group on Equality and Non-Discrimination; Web Editor |
| Each workplace must be individually adapted to avoid musculoskeletal injuries. Special requests for the design of the individual workplace must be accommodated as far as possible. | Helen Fogelin acts as a general resource when it comes to questions related to the physical design of individual workplaces. In case of problems with musculoskeletal injuries, occupational health care should always be contacted. Special attention is paid to the physical work environment during home and remote work during the period. | Prefekt; bitr. prefekt FU; bitr. prefekt GU; Helen Fogelin; Safety representative |
| First aid-trained personnel must be on each floor (2, 3 and 4). The department must have a total of at least eight people with first aid training. | The department currently meets Lund University's requirements. Subject to availability, additional persons shall be given the opportunity to participate in first aid training. | Safety representative; husprefekt |
| All staff must be informed about the placement of defibrillators in Eden and its basic function. | All staff must be reminded of the location of the defibrillator. New staff are given a brief introduction to the function of the defibrillator. | Safety representative; husprefekt |
| All personnel must undergo general fire safety training or refresher training. | Employees undergo continuous practical fire safety training. Practical fire protection training was carried out in the spring semester of 2023. The next training session is planned for the spring semester of 2028. Catch-up heats are carried out continuously, either practically or theoretically. | Husprefekt; Fire Protection Officer |
| Annual evacuation exercises must be carried out and followed up. | Evacuation exercise is planned and carried out in cooperation with the rescue services. | Husprefekt; Fire Protection Officer |
| Escape routes must be kept clear; The fire and rescue services must have good access to our premises. | Students are regularly informed about the ban on bicycle parking in front of Eden. | Husprefekt; Akademiska Hus |
| Annual safety inspections and fire safety inspections must be carried out and followed up. | Safety inspections are carried out annually, usually during the month of May. The results are reported to the department board and to employees at staff meetings. | Prefekt; husprefekt; fire safety officer; safety representative; The Board of Institutions |
| Crisis and disaster plan must be in place. | Crisis and disaster plan is revised regularly. | Prefekt; Safety representative |
| Staff and students must be supported in considerations in connection with business trips and fieldwork (from a safety point of view). | A special working group may be convened on individual matters if necessary. Central travel policy at LU is integrated into the department's activities. | Prefekt; bitr. prefekt FO; bitr. prefekt för GU; supervisors |
| Staff and students must be supported with regard to ethical considerations in the role of researcher. | Seminars on ethical review and ethical considerations in the role of researcher are arranged regularly. | Prefekt; bitr. prefekt FO |
| The list of relatives must be updated annually. | Updating of the list of relatives is done continuously. | Husprefekt; Safety representative |
| The personal safety and security of employees and students, such as protection from theft and assault in the workplace and in the study environment, must be guaranteed as far as possible. | Information about appropriate action in the event of an incident must be easily available under the heading "If something happens" on the department's website and Svetnet. The perimeter protection for Eden, both externally and up to the third and fourth floors, is evaluated annually, in consultation with LU Bygg and the security company on duty. | Prefekt; husprefekt; safety representative; Web Editor |
| Doctoral students should have access to their own workspace as far as possible. Project assistants shall, as far as possible, be given access to their own workplace. | Room allocation is made by the head of department in consultation with the head of department, assistant head of department. Heads of department and staff concerned. | Prefekt; bitr. prefekt; husprefekt; director of doctoral studies; Safety representative |
| Students must be given a great opportunity to influence the work environment. | Questions about the students' work environment are dealt with on an ongoing basis by the department board. The students' work environment is also taken into account in course evaluations and in connection with safety inspections. | Prefekt; safety representative; Director of undergraduate studies |
| Students must not participate in teaching in case of illness. | Students are urged to stay at home if they have symptoms of illness. | Director of Studies GU; study counsellor; teachers |
| High availability of study workplaces; Generous opening hours in premises available to the department's students. | Opening hours in premises available to the department's students are continuously reviewed. Information about opening hours must be made visible on the department's website, on information screens and on course pages in Canvas. | Prefekt; husprefekt; Director of undergraduate studies |
| Employees and students must have good knowledge of the systematic work environment management, including the procedure for handling violations and harassment. | Information on the department's website and Svetnet about the work environment and the work with gender equality and equal treatment is updated continuously. The work of reaching out with the information to employees and students is intensified. | Husprefekt; safety representative; Web Editor |
| Information about the department's various working groups/persons with special areas of responsibility must be made available via the department's website. | Information on Svetnet regarding different working groups/people with special areas of responsibility is updated continuously. | Husprefekt; safety representative; Web Editor |
Action plan for 2024
| Short-term goals for work environment management at the Department of Political Science in 2024, as a complement to the overall goals for the period. | Implementation | Responsible person/function |
| Improved accessibility of information about work environment management, especially information about procedures and incidents. | Renewed review of information about work environment management on the department's website. | Prefect; Asst. prefect; safety representative; web editor; Board |
| In-depth knowledge of factors that contribute to negative stress in the work environment for different categories of staff, especially doctoral students and people with career development positions. | Continued focus on experiences of negative stress in work environment surveys and in connection with development discussions, in light of measures taken in recent years. | Prefekt; bitr. prefekt; safety representative; Board; The Doctoral Student Council |
| Monitoring of the consequences of cost-cutting measures. | Ongoing monitoring. Brought up in connection with various employee meetings, board meetings and development talks. | Prefekt; bitr. prefekt; director of undergraduate studies; director of doctoral studies; safety representative; Board |
Contact
Please contact us if you have questions regarding work environment management at the Department of Political Science or at Lund University as a whole.
Department of Political Science
Kristina Jönsson, prefekt 046 – 222 89 43
(kristina [dot] jonsson [at] svet [dot] lu [dot] se (kristina[dot]jonsson[at]svet[dot]lu[dot]se))
Åsa Knaggård, Safety representative 046-222 01 64
(asa [dot] knaggard [at] svet [dot] lu [dot] se (asa[dot]knaggard[at]svet[dot]lu[dot]se))
Kristina Gröndahl Nilsson, Safety representative 046 – 222 94 64
(kristina [dot] grondahl_nilsson [at] svet [dot] lu [dot] se (kristina[dot]grondahl_nilsson[at]svet[dot]lu[dot]se))
Psychosocial work environment
https://www.hr-webben.lu.se/arbetsmiljo
Occupational health care
Reception (occupational health physician, occupational health nurse) 046 – 222 32 80
occupational physiotherapist, occupational psychologist)
https://www.hr-webben.lu.se/arbetsmiljo/anstalldas-halsa/foretagshalsovarden
Student Health Service
Reception (occupational health physician, counsellor, psychologist, 046 – 222 43 77
occupational health nurse, physiotherapist)
www.lu.se/studera/livet-som-student/service-och-stod/studenthalsan
Social Sciences Student Union at Lund University
Responsible for student social issues
(pres [dot] stu [at] samvetet [dot] lu [dot] se (pres[dot]stu[at]samvetet[dot]lu[dot]se))
https://samvetet.org
More information on questions about the work environment can be found here
Department of Political Science homepage. https://svet.lu.se
Staff website at the Department of Political Science, Svetnet.
https://www.svet.lu.se/internt
Lund University's page regarding the work environment and psycho-social work environment. https://www.medarbetarwebben.lu.se/anstallning/arbetsmiljo-och-halsa
If something happens at Lund University (unified portal with information).
http://www.medarbetarwebben.lu.se/stod-och-verktyg/om-nagot-hander
This is how the work environment of the business is improved. The Swedish Work Environment Authority 2014. www.av.se
The Work Environment Act with comments. The Swedish Work Environment Authority 2004. www.av.se
Systematic work environment management against stress. Swedish Work Environment Authority 2002. www.av.se
Examples of regulations from the Swedish Work Environment Authority www.av.se
- AFS 2001:1 The Swedish Work Environment Authority's regulations on systematic work environment management
- AFS 2015:4 Organizational and social work environment
- AFS 1993:2 Violence and threats in the work environment
- AFS 1994:1 Work adaptation and rehabilitation
- AFS 1999:7 First aid for crisis support