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Return to school – practical information

Published Sep 19, 2020

Here we have gathered the local routines and adaptations that have been developed for our school, to make our workplace safe and secure for everyone. For everyone's safety, we ask you to respect the rules of conduct and show consideration.

Updates (last update 4 September, 3.30 pm)

  • 20200904 regarding "What applies to employees who need to be at the workplace?"
  • 20200820 regarding workplace rooms and corridors.
  • 20200814 regarding working remote.
  • 20200814 regarding digital meetings.
  • 20200814 regarding foreign business trips.
  • 20200814 regarding occupational healthcare.
  • 20200811 regarding working remote.
  • 20200811 regarding flexible working hours.

Working remote

According to the Public Health Agency of Sweden, the risk of infection spreading in society is high also during autumn and has decided not to change its recommendations for social distancing, gatherings, public transport and working remote. The recommendation remains that those employees who, for operational reasons, are able to work remotely should continue to do so during autumn.

The school's employees are divided into two categories:

1) Those who, for operational reasons, are assessed to be physically needed at work. These are mainly teachers who will take care of campus-based education, professional support staff who need to handle (new) students, take care of physical infrastructure, etc.

2) Other.

The work environment will be planned so that employees in category one will be at the workplace and employees in category two must mainly continue to work remotely. The purpose is to provide the former with a safe working environment.

Employees in category two will be given the opportunity to gradually increase their presence in the workplace, e.g. working parts of the day or week at the workplace as long as this can be done safely. When it comes to working hours for employees in category two, it should be adapted so that travel to and from campus can be done safely so that we also contribute to reduced crowding in public transport.

It is the manager with work environment responsibility (typically the head of division) who makes the assessment of which category the employee belongs to. The decision to belong to category one must be justified for operational reasons and applied where remote work is not possible or does not work well. The manager is also responsible for planning attendance at the workplace in a way that crowding is avoided, and decides on which business trips are considered necessary (see below). However, it is not the task of our managers to make medical assessments, e.g. if someone belongs to a risk group or is healthy enough to return to work. In such cases, contact HR .

Digital meetings

Most meetings will remain digital. However, this needs to be adapted to operations. Smaller meetings where physical presence is important, e.g. doctoral student supervision, job interviews etc., could be carried out physically. The manager with work environment responsibility makes the assessment.

Foreign business trips

Foreign business trips must continue to be avoided. If such a trip is necessary, it must be carried out in accordance with recommendations from the Ministry of Foreign Affairs and the Swedish Public Health Agency. The work environment manager makes decisions about business trips via the travel order routine.

Employees who plan private trips abroad should consult with their immediate manager for a risk assessment. If the employee travels against their manager’s recommendation, KTH takes no responsibility for the employee being quarantined or getting stuck in the country of the visitor. Holidays or other grounds for absence shall be applied in such cases. Please note that only reported sick leave and parental leave is an extension-eligible period for employed doctoral students. Doctoral students do not automatically have the right to work remotely in the country of visit in such cases, but this must be decided with the immediate manager and main supervisor.

Counseling

Now employees and managers can get conversational support through our occupational health care Avonova, on six occasions instead of three. To get the three extra calls, the need must be related to our societal crisis. For other needs for support calls, three free calls apply just as before. Postgraduate students with a scholarship (and who are therefore not employed) have the opportunity to contact student health if necessary.

The increase in the support calls applies until further notice.

Phone number for Avonova: 08-120 125 00

If you have questions about this, please contact our HR unit .

What applies to employees who need to be at the workplace?

Flexible working hours and shift work

Please keep distance sign
Please keep your distance
  • Flexible working hours will be applied as far as possible to reduce crowding in the workplace or in public transport. Shift work should be applied where possible, however, it is important that no solo work occurs. The manager with work environment responsibility is responsible for this planning.
  • Those in the same corridor unit should, to the extent possible, work at different times so that the pressure on lunch rooms and toilets is reduced. Planning as if people work in teams should be applied where possible. The manager with work environment responsibility ensures that this is complied with.
  • Two people sharing an office should not be in the room at the same time. In a workroom for four people, two can work simultaneously. The manager with work environment responsibility ensures that this is complied with.
  • Whenever possible, lunch hours should be spread out and lunch taken with the people you work with daily or in the same room with. Markings of which seats may be used in the lunch rooms must be respected.
  • Only one person at a time may stay in a print room or other smaller room.

Distancing and personal responsibility 

Kitchens

Coffee machines are cleaned by the supplier according to our full service agreement via JobMeal. Dishwashers are used as normal but are emptied with disposable gloves on (staff can also wash up themselves and then use their own crockery and cutlery). Microwave ovens should be cleaned by the person who used it after every use.

Cleaning and personal hygiene

  • Hand disinfectant is available in all kitchens and may not be removed.
  • An extended cleaning takes place on all toilets, door handles and handrails.
  • Wash hands thoroughly with soap and water, see information from the Public Health Agency . When it is not possible to wash your hands, use hand disinfectant. If you get a visit at work, it can be a good idea to offer the visitor hand disinfection gel, available in every kitchen.

Other protective equipment

  • Fever scanners are available in all Service Centers for lending.
  • In the Service Center, there will be a small stock of mouth guards, mainly for use in labs where it is difficult to avoid physical distance.

Do you need extra hand disinfectant or other protective equipment?

If a division wants more hand disinfectant, mouth guards or other measures than what is supplied centrally by GVS or EECS, it is paid for by the division. Infrastructure and service are happy to help with purchases. Please note that only a supply of disinfectant for daily use may placed in the rooms due to fire hazard. Large quantities must be stored centrally at the school. 

Teaching and students

Students are not offered drop-in visits, instead they are referred to booked appointments, support and service via telephone and Zoom meetings. Information for teachers is available:

Labs

Contact the lab for questions about the lab's routines around the coronavirus. If you are not sure who to contact, email service@kth.se .

The school's labs

Do you have a question?

Direct your questions primarily to your immediate manager. For questions regarding work environment contact the HR unit . For infrastructure issues, contact the Infrastructure Unit .

The Professional Support are mainly working remote and can be contacted as usual via e-mail and Zoom. E-mail addresses (funktionsadresser) to professional support and management

Service center and IT 

  • All three service centers (Borggården, Electrum and Q) are equipped with a plexiglass boundary and distance markings for everyone's safety. Please respect distance markings and the plexiglass boundary. To opening hours and contact details .
  • Local IT support staff is partly present at Electrum, Borggården and Q. Contact it-support@kth.se  or call 08-790 66 00 before visiting local IT support.