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University-wide routine for binding requirements - legal and other requirements

ROUTINE
Decision-maker:
Sustainability Manager
Effective from: 29 March 2019
Changes effective from: 15 March 2021
Registration number: V-2020-0333-09
Responsible for supervision and questions: KTH Sustainability Office

1. Purpose

The purpose of this routine is to describe how the work of identifying, monitoring, and following up on the binding requirements that KTH is obligated to comply with within the scope of the environmental management system is conducted.

2. Scope/delimitation

The routine includes the binding requirements that apply to KTH's operations regarding the external environment.

3. Definitions

GVS

University Administration

KTH SO

KTH Sustainability Office

Binding requirements

Legal requirements that KTH shall meet or other requirements that KTH shall or chooses to meet within the scope of the environmental management system.

Legal requirements

Applicable laws, ordinances, and regulations.

Other requirements

Requirements other than legal requirements become mandatory when KTH decides to meet them. Other requirements include voluntary commitments that KTH has with organisations, contractual relationships, common practices, and agreements with other universities, community groups, or non-governmental organisations.

Lagbevakning (legislation monitoring)

Web tool where the laws, regulations, and other requirements that KTH is subject to in the environmental field, external environment, are listed.

List of laws and regulations

List in the web tool Lagbevakning (also called Lagbevakningssystemet) with the laws and regulations and other requirements that Central KTH / GVS and schools are subject to.

Legislation reviews

A function in the legislation monitoring system used for annual legislation review.

4. Responsibilities

  • The President is ultimately responsible for ensuring compliance with binding requirements within the scope of KTH's activities.
  • Heads of School / University Director are responsible for ensuring that each activity complies with binding requirements.
  • Sustainability Manager is responsible for ensuring that there is a legislation monitoring system to ensure compliance with statutes and other requirements.
  • Sustainability Strategist at KTH Sustainability Office is responsible for the preparation and revision of all lists of laws and regulations in the system.
  • Sustainability Strategist at KTH Sustainability Office and function managers at schools / GVS are responsible for and manage each school's / GVS’s list of laws and regulations.
  • All employees are responsible for complying with the binding requirements that KTH is subject to.

5. Implementation

KTH's legislation monitoring system handles continuous legislation monitoring and revision of binding requirements. They include both legal requirements and other requirements identified in connection with stakeholder, external and risk/opportunity analysis and the analysis of binding requirements. The legislation monitoring system collects permits, reporting to supervisory authorities, decisions, and agreements concerning the environmental management system as well as inspection reports from licensing authorities. Lists of laws and regulations are available to KTH in general and for the schools / GVS.

At the schools / GVS, responsible functions have administrator rights and are responsible for each respective list of laws and regulations. All employees have access to the legislation monitoring system via KTH's intranet pages and can access the binding requirements that apply to Central KTH / GVS and school. Certain legal requirements in the external environment concern areas which also include working environment and safety. These legal requirements contain references to those responsible for these issues within GVS.

Identification and ongoing monitoring of binding requirements

KTH SO is responsible for continuously identifying and monitoring binding requirements with the help of the legislation monitoring system. Current changes in legislation are handled by KTH SO centrally and forwarded to responsible functions at the schools and GVS. The responsible functions acknowledge receipt of the change. Changes in operations that may affect which binding requirements KTH is covered by shall be reported to KTH SO. Twice a year, the list of laws and regulations is updated by the procured supplier. Identification of binding requirements is described in Routine for fundamental analyses and operational processes.

Evaluation of compliance - Legislation review - Compliance with binding requirements

Once a year in connection with the internal environmental audit, a legislation review is carried out to check that KTH’s operations are in compliance with the binding requirements KTH is subject to. The legislation review is performed at KTH overall and at each school. KTH SO is responsible for ensuring that the audit is carried out with each respective responsible function within GVS and the schools. The audit is conducted in the legislation monitoring system.

When evaluating compliance with the binding requirements, any deviations and improvement proposals shall be remedied and followed up. The outcome of the legislation review are followed up in connection with the management review within GVS / the schools.

6. Documentation

  • Lists of laws and regulations for Central KTH / GVS and the schools.
  • Archived lists of laws and regulations for Central KTH / GVS and the schools.
  • Legislation reviews of laws and binding requirements for Central KTH / GVS and the schools.
  • Stakeholder, external and risk/opportunity analysis.

7. Appendices

No appendices.

8. Change log

Adopted version

Document date

Change

Name

08

2020-04-27

Addition: “The legislation monitoring system collects permits, reporting to supervisory authorities, decisions, and agreements concerning the environmental management system as well as inspection reports from licensing authorities.”

Anna Berglund

09

2021-04-01

Group for cooperation between different functions has been removed. It no longer exists. 

Change of wording as GVS’s and Central KTH’s lists of laws and regulations have been merged into one list of laws and regulations. Editorial changes due to new procured supplier.

Kristina von Oelreich Sabine Micksäter

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Last changed: Oct 17, 2021