For SSG representatives

Re-organisation 

In case of re-organisation, the employer shall inform de union representatives in good time. As always with collaboration,

 this implies that information, dialogue and discussion shall occur so early as to enable real possibilities to influence the decisions. It is recommended that the responsible head(s) are invited to the SSG-meeting to present their proposal and motivate the re-organisation. If new leadership positions come about, it is important they are announced properly and that the rules and processes related to recruitment are respected.

Checklist for re-organisation

• Purpose of the re-organisation – have new tasks appeared, is there a need for streamlining, is there a need to have more or fewer management positions, does it serve to solve other problems?

• Management positions – is there a revision of personnel responsibilities, are the new groups reasonably sized to perform salary and development dialogues, are new positions announced correctly, is leadership training offered if necessary?

• Anchoring processes – have employees been allowed to work with the proposal themselves, has opportunity been given to discuss and give feedback to the employer’s proposal?

• Risk assessment – has an assessment of risks and consequences been performed together with safety representatives, employees, and, if indicated, student safety representatives, does it look reasonable and complete?

• Implementation – has the employer considered how to best implement the change and safeguard employees health and stability to enable them to continue to perform their tasks?

• Resignation requested by an employee – if it occurs, is the employee informed of the consequences, are the documents signed?

Relocation

Sometimes KTH needs to relocate parts of its activities. This could be an organisational relocation, e.g. from one school to another, or a physical relocation, e.g. relocating to other existing premises or to a new building. All decision related to relocation should be collaborated on in the SSG. It’s important that safety representatives partake during the entire process and bring up aspects such as noise, light, temperature, room and office size, number of meeting rooms and common rooms, design choices, accessibility adaptations, safety and security etc.

Recruitment

All recruitments shall be addressed at SSG. The employer should share recruitment profiles, permissions and other documentation. As an SSG-member you have the right to assess the documents, ask for clarifications, or more time to check if needed. Recruitment permissions are required for all technical and administrative employments, as well as for researchers and research engineers. The permission form is available in blankettarkivet, under the heading rekrytering in personal-, löne- och anställningsärenden.

Link to KTH's forms (blankettarkiv) - (in Swedish)

Checklist for assessing recruitment permission

• Is the BESTA-code in agreement with the work description (job title, tasks, difficulty, personnel responsibility etc.)?

• Is the job title in line with the tasks that are described (research, teaching including examination, administration)?

• What does the financial plan look like, where is budget allocated, for how long is budget available?

• Is it a new position, or a replacement, why, for whom?

• If it is a part-time position, what is the reason for not offering a full-time position?

• If it is a temporary position (särskild visstidsanställning), ask why, e.g. parental leave, sick leave etc? If it concerns a replacement, the name of the person that the replacement is for should be named.

• Do the tasks mirror the activities to be performed without taking over other peoples assigned tasks?

• Are the requirements for prior education, experience and skills relevant and at the correct level for the position?

• Is the employer interested in announcing the vacancy on KTH’s intranet only, why?

Work environment

Collaboration entails that management and employees have a joint perspective of personnel policy when it comes to the work environment. Safety representatives are appointed jointly by the trade unions. They play an important role in the systematic work environment management a.o. through safety inspections. Safety inspections can be both physical and psychosocial, and should be recorded in a written protocol. If the protocol shows that measures are required or that work processes, furnishings or other work environment aspects should be changed and improved, the protocol can be put forward at SSG.

Instructions for safety inspections (skyddsrond) - (in Swedish)

Accidents and incidents

All reported occupational injuries (accidents) and incidents (near misses) should be documented and reported through the IA-system. When you have filled out the form and saved it, it is sent to the responsible manager. The reported issues are discussed at SSG. The purpose of documenting accidents and near misses is to be able to prevent future events or see patterns that can give valuable information and create a basis for preventive action.

Reporting occupational injuries and incidents in the IA-system

Protocol

SSG-meetings are documented through protocol. The protocols are adjusted by both employer and the attending union representatives. If no protocol is made, the employer breaches against the local collaboration agreement. As a member of SSG you should only adjust the protocol if you participated in the meeting. It is possible to demand notes to be made in the protocol, for example in case of disagreement in an important matter, or other issues that you would like to have noted. Remember that you are expressing yourself as a Saco-s representative, and not as an individual employee.