Questions and Answers: A guide for all parties on remote work

About the guidelines on remote work and temporary work from home for University Administration

Do the remote work guidelines apply to all employees within University Administration?

Yes. However, due to varying circumstances, not all employees can enter into a remote work agreement. For example, some roles cannot be performed remotely at all or only to a very limited extent due to operational needs. Other roles require flexibility in working hours and location that make it difficult to fully apply the guidelines. The manager decides whether remote work is permitted (see also the guideline on remote work and temporary work from home for staff within University Administration, section 1.1).

The decision on work at the workplace and the possibility of remote work for teachers, researchers and doctoral students

It states that the decision on work at the workplace applies to employed teachers, researchers and doctoral students, but not those who have trust-based working hours, correct?

Employees with trust-based working hours are not covered by collectively agreed working time provisions. However, employees with trust-based working hours are covered by internal decisions, guidelines and governing documents. Trust-based working hours should therefore not be confused with remote work. There is no special entity for those with trust-based working hours to work remotely regularly or to a large extent. At KTH, the same conditions apply for the possibility of remote work for all employees based on the requirements and needs of the organization, regardless of whether the employee has regulated working hours or trust-based working hours (see also information on trust-based working hours on the webpages about working hours).

It states that the decision on work at the workplace and the possibility of remote work applies to teachers, researchers and doctoral students, but not those who are teachers and have annual working hours, correct?

All local collective agreements that regulate working hours and the scheduling of working hours concern when rather than where. This means that it does not matter whether a particular employee has working hours set at 40 hours per week, 1,700 hours per year or in some other way. The starting point is always that the employee performs their work at the main workplace unless otherwise agreed. When the doctoral student conducts research studies, what is stated in the individual study plan applies. When the doctoral student performs departmental duties, managerial direction applies. If the doctoral student wishes to work remotely during departmental duties, the doctoral student can raise this with their manager. If the manager and the employed doctoral student agree, the remote work can be formalized through a written agreement. A template is available.

For all managers and employees to consider before entering into an agreement on remote work

Which work tasks are suitable for remote work and which are not?

As support for both employees and managers, it may be useful within the organizational unit to review what types of tasks are suitable for remote work. Often, for example, administrative tasks of a non-sensitive nature, or planning and preparatory work, work well for remote work. The fact that a task is assessed as suitable for remote work within the organizational unit does not automatically mean that it is suitable for a given employee to perform remotely. The manager must make an individual assessment. It is also good to identify examples of tasks that are not suitable for remote work. Tasks and meetings of a more development-oriented nature and external meetings where physical presence is considered to add an additional dimension are usually tasks that are not suitable for remote work. There are tasks that must be carried out at the office or that may not be performed remotely, for example handling matters that involve privacy -sensitive or confidential information and tasks that may jeopardize the employee’s safety and must therefore be carried out within physical security protection. Remote work must not jeopardize the organization operating efficiently and with legal certainty.

Which meetings should one participate in when working remotely?

It is good if within the organizational unit there is a dialogue on the implementation of and participation in internal and external digital meetings when working remotely, so that it becomes clear and transparent for everyone.

Which days, weeks or periods are suitable for remote work?

It is advisable to review which days, weeks or periods are suitable for remote work, and which are not based on the needs of the organization. Also remember, even when working remotely, to meet students’ needs for information about how and when they can contact teachers, especially in connection with assignments and examinations.

How should we handle original documents and copies of sensitive material (both on paper and electronic storage media, such as USB drives) when working remotely?

It is important, before starting remote work, to review how original documents are handled so that there is clear, transparent and secure handling for everyone.

What applies for information management and IT security when working remotely?

The employee may bring KTH’s laptop and mobile phone home/to the remote workplace, and the work must be carried out using these. The laptop and mobile phone may only be used by the employee, which means that no other persons may use KTH’s devices. The laptop and mobile phone must be locked with their respective locks (or be switched off) when not in use. Files related to work must not be stored on private devices or, for example, emailed to private email addresses. The employee must ensure that people at the remote workplace do not take part in what is on the screen or what is said in digital meetings, telephone meetings and phone calls. It may be appropriate when working remotely to use headphones during video meetings and phone calls to reduce the risk of others in the surroundings overhearing what is said.

Things to consider when travelling to and from work and when working remotely, and on business trips.

When travelling to and from work, it may happen that an employee receives a phone call or responds to an email. The employee must then ensure that fellow passengers do not take part in what is on the screen and what is said on the phone or in digital meetings. This also applies to business travel. The employee must ensure that fellow passengers or other conference participants do not take part in conversations or materials. Also remember to keep a close eye on your laptop and mobile phone when travelling to and from work. More information is available on the intranet Introduction to your IT environment at KTH.

How can we prepare together within the work group?

The recommendation is to jointly, within the organizational unit/department/division/group, for example at the workplace meeting (APT) or another meeting, go through the questions and answers that are considered relevant for your operations. At such a meeting, your specific and pressing questions about remote work will likely arise, and you will have the opportunity to address them together.

What support can we in the work group receive when reviewing how we can handle remote work?

It is good to start by talking to each other in the work group and with the manager and identifying which questions you have. The manager can in turn contact their HR contact at the HR department for dialogue/guidance on how you can conduct a workplace meeting or meeting about remote work, and how you can handle the issues that arise. Managers and employees can also turn to safety representatives for support and guidance.

Availability

Fixed times or days for remote work?

The recommendation is that the employer and employee do not agree on fixed times or days, as such arrangements reduce flexibility to handle unforeseen events and limit the ability of other employees to be flexible regarding remote work. The employee cannot expect to regularly work remotely on recurring days or times. Remote work aims to increase flexibility for all employees covered, not only for some employees. Conversely, this also means that the manager cannot require the employee to work remotely at fixed times.

How available should one be when working remotely?

Normally, this means being available during working hours by answering the phone, communicating via phone and email, participating in digital meetings and otherwise contributing to maintaining contact with colleagues and stakeholders. The employee and manager must agree on how available the employee should be during remote work. The agreement on remote work must specify how the employee is to be available. The agreement may state that this will be agreed on each occasion depending on the nature of the task.

If the remote work task is, for example, to work in a support function, the employee must be available to users and may not be able to be available simultaneously for questions from the manager or colleagues. If the remote work task is to focus on a complex task, the employee may not be able to be available to colleagues at the same time.

If the employee needs to focus and minimize interruptions to complete the remote work task, they should inform the manager, colleagues, etc. in advance that they will not be available for a certain period and indicate when they will be available again.

See also the introductory section on questions to consider before entering into an agreement on remote work under section 3 in these questions and answers.

What does KTH do to ensure that teachers are available for assignments and examinations when working remotely?

Teachers must, even when working remotely, ensure that they are available to students and inform students how and when they can be reached for guidance. The manager and employee must, before remote work begins, review how the employee should be available during remote work.

What is the purpose of the decision on work at the workplace for teachers, researchers and doctoral students?

The review of previous regulations showed that the rules have not been sufficiently clear regarding work at the workplace and the possibilities for remote work for teachers, researchers and doctoral students. Therefore, there was a need to clarify what applies. Through this clarification, the decision on work at the workplace aims to ensure that teachers, researchers and doctoral students, through their presence at the workplace, contribute to the academic environment, to a good work environment and to the development of the organization.

Are working time regulations, for example flextime, affected by remote work?

No, employees who work remotely are subject to the same working time regulations as other employees. Working time matters are regulated in the terms and conditions agreements and in local collective agreements. Collective agreements, laws and other regulations as well as internal governing documents apply in the same way during remote work as when working at the main workplace.

Managing differences

Some employees are given the opportunity to work remotely while others are not, despite having equivalent tasks. Treating people differently can become a source of irritation and create work environment issues. How can this be managed?

Managers need to be transparent and explain and justify their assessment to the individual concerned. Senior management and HR must support the manager in making assessments that are appropriate for the best interests of the organization. It is also good to review at workplace meetings which tasks are suitable or not suitable for remote work, so that it is clear to all employees what they should base their expectations on before the individual assessment is made.

It will not always be the same for everyone. The employer needs to adapt based on the individual’s circumstances and ability to work remotely where there may be disturbances in the remote work environment or other factors.

The written agreement on remote work is applied differently across organizational units at KTH. How does the employer handle this?

The employer is working to achieve a more unified approach to remote work. At the same time, each manager decides what is appropriate within their operations.

How should I proceed as a manager if an agreement on remote work needs to be terminated?

It is an individual agreement that either party is free to terminate. If the manager wishes to terminate it, the manager should be able to justify the decision. The manager can contact their HR contact if they wish to review the reasons before terminating the agreement.

The remote workplace and work environment

Can I bring my individually adapted office chair home so that I sit better when working remotely?

The employer ensures that the employee has a set of work tools and aids and that the work environment is adapted as needed at the main workplace at KTH. The employee may bring a mobile phone and laptop home when working remotely. The employee may not bring other equipment to the remote workplace.

I need better lighting and a height-adjustable desk at my remote workplace at home. Can KTH arrange this? Can KTH pay for a lamp and desk?

The employer does not provide or pay for equipment for remote work. The employee may bring the laptop and mobile phone to the remote workplace. The employee is responsible for ensuring that the work environment is sufficiently good when working remotely.

What should be considered when setting up the remote workplace?

The remote workplace must be ergonomic. Ensure that the remote workplace follows the same rules regarding, for example, lighting and sound as the workplace at KTH.

Can the employer require the employee to have the camera on during digital meetings?

Yes!

What should be done if the employee is not satisfied or sees problems with the work environment at home?

The manager should then have a dialogue about solutions, or suggest that the employee, to prevent risks to health, works only at the main workplace at KTH.

Trade unions and safety representatives receive signals that some organizational units do not have a good physical work environment at KTH.

Risks and deficiencies must always be identified and managed within the framework of systematic work environment management. Safety inspections must be carried out regularly and as needed. The employer must provide a good work environment.

Why is written documentation required if the employee works from a temporary remote workplace (i.e. not at home)?

Written documentation may affect which insurance coverage applies if something happens while working at the temporary remote workplace.

Location of the remote workplace, reporting time, and preparation time

Questions regarding the location of the remote workplace, reporting time and preparation time are regulated for the University Administration staff in the guideline on remote work and temporary work from home for staff within professional services.

Where should the remote workplace be located?

See the guideline on remote work and temporary work from home for staff within professional services, section 1.4. This point should be seen as a main rule with two possible exceptions (to facilitate understanding, we introduce the terms special and exceptional grounds here). The main rule states that remote work is carried out from the employee’s home.

In special cases, the employer and employee may agree that remote work is carried out from another location (for example, a partner’s home or a holiday home). However, such a remote workplace must be within a reporting time of approximately 2 hours.

In exceptional cases (for example, in connection with anniversaries or other holidays in another location), the employer and employee may agree that work is carried out from that location even if it is beyond the reporting time stated above.

Can one work remotely from an open environment such as a workspace café or a local library?

No, this is not permitted. Remote work may, by agreement, be carried out primarily at the home address where the employee has home insurance. The geographical location of remote work is regulated in the guideline on remote work and temporary work from home for staff within professional services, section 1.4.

Can reporting time be an obstacle to entering into a remote work agreement?

Yes. For example, someone who lives on an island where the ferry only runs in the mornings and evenings cannot enter into an agreement, as there may be a need for the employer to call the employee to the main workplace on a day that would otherwise be used for remote work.

Where does the time measure of approximately two hours of reporting time come from?

When the employer considers the possibility of directing employees, for example between different operational units, the concept of “reasonable commuting distance” is key. Reasonable commuting distance (commuting time) is usually 90 minutes one way using public transport. Since this is an established concept based on the Swedish Agency for Government Employers’ guidance and what is considered a reasonable time to get to work, the same approach was used to determine where it is reasonable, geographically, to carry out remote work. See also question 7.5 on preparation time. Reporting time (i.e. travel and preparation time) is not working time.

Where does the time measure of 45 minutes of preparation time come from?

During the work, the parties agreed that this could be a reasonable amount of time to get ready and get to the physical workplace. For example, one may need to prepare lunch, change clothes and check the timetable for public transport. It was agreed that up to 45 minutes may be needed for preparation. See also question 31 on reporting time. Preparation time and travel time (i.e. reporting time) are not working time.

Campus relocations, space optimization, academic freedom

Is the regulation of remote work a way of bringing employees back to the office after the pandemic?

No, regulations on remote work have previously existed at KTH. Employees and the employer gained extensive experience during the pandemic. The Swedish Agency for Government Employers’ current guidance on remote work incorporates experiences from working from home during the pandemic.

Densification of KTH Campus is ongoing. Is remote work a way to get employees to work from home so that everyone can fit into smaller premises?

No. Work on campus densification neither increases nor decreases the possibilities for remote work.

The work on densifying KTH Campus, including both completed campus relocations and ongoing space optimization, is not linked to remote work. The new guideline on remote work for professional services staff, as well as the decision on work at the workplace and the possibility of remote work for teachers, researchers and doctoral students, neither expands nor limits the possibilities for remote work. (See questions and answers regarding space optimization at Questions about work environment and conditions.

Can the regulation of remote work be considered a threat to academic freedom?

The employer’s view is that work at the main workplace as well as remote work has nothing to do with academic freedom.

Insurance

Things to consider regarding insurance when working remotely.

If damage in the employee’s home is caused by the employer’s property, it is regulated through the employee’s home insurance to the extent that such insurance covers this type of damage. Occupational injury insurance applies as usual, meaning that it must be possible to demonstrate the connection between the injury and the work. When an injury occurs at home, the connection to work is not always as clear as when an injury occurs at the main workplace. It is therefore difficult to predict how potential injuries will be handled during remote work. To reduce the risk of damage, it is important not to leave the computer or mobile phone charging overnight or unattended.

When working remotely and when working from home temporarily, it is important that the employee has home insurance. It is important that the employee reviews their insurance coverage also when working at a temporary remote workplace (i.e. a location that is not the home where the employee is expected to have home insurance).

Temporary remote work

If I do not have an agreement on remote work, can I still work remotely on an occasional basis?

Temporary work from home on a limited number of occasions per year may still be permitted with written approval (e.g. via email) from the employer.