University-wide procedure for communication on environment and sustainability
PROCEDURE
Policymaker: Sustainability Manager
Valid from: 29 March 2019
Amended as of: 23 Jan 2023
Registration number: V-2023-0004-05
Responsible for review and queries: KTH Sustainability Office
1. Purpose
The purpose of this procedure is to describe in general terms how environmental and sustainability work at KTH is communicated internally and externally.
2. Scope/delimitation
The procedure covers the whole of KTH.
3. Definitions
| Sustainable development | Sustainability, environment and climate |
| Internal environmental and sustainability communication | Communication between different functions and levels at KTH. |
| External environmental and sustainability communication | Communication with KTH’s stakeholders, such as the EU and international organisations (UN); Swedish Riksdag (Parliament), government, legislators, public authorities and local authorities; partners, contracts and networks; Funding bodies; Properties, suppliers; Students; Employees and the community and employers (see general stakeholder analysis). |
| KTH SO | KTH Sustainability Office |
| OS | Operational Support |
| COM | Communication division |
4. Responsibilities
The President, University Director and heads of school are responsible for the internal and external communication of sustainability issues within the framework of their duties. This is done in accordance with the procedural regulations and delegation of authority to the responsible managers and functions in the line organisation, based on KTH’s strategy for the communication of sustainable development.
The Sustainability Manager bears general responsibility within the framework of their duties for internal and external communication regarding the sustainability policy and the sustainability and climate goals, as well as for KTH’s environmental management system.
The Vice President for Sustainable Development is responsible within the framework of their duties for internal and external communication regarding sustainable development in education, research and collaboration.
The Communications Division at OS bears general responsibility within the framework of its duties for KTH’s strategy for communication of sustainable development linked to KTH’s brand, as well as general responsibility for communication issues concerning KTH’s brand with links to sustainable development, gender equality and climate.
The KTH Sustainability Office (KTHSO) is responsible within the framework of its duties for establishing, implementing and maintaining the operational processes that are relevant for internal and external communication regarding environmental and sustainability issues and for communication regarding KTH’s environmental performance and environmental management system (see KTH SO’s communication plan). In this work, KTH SO cooperates with the responsible communication functions within OS and the schools.
The schools and OS functions for communication issues are responsible within the framework of their duties for communicating internally and externally on sustainability and climate issues and for disseminating information in collaboration with KTHSO.
All fellow-workers are responsible for familiarising themselves with KTH’s Sustainable Development Policy and KTH’s sustainability and climate goals, as well as viewing relevant information that affects them in their work. Fellow-workers must, where relevant within the framework of their duties, communicate both internally and externally KTH’s Sustainable Development Policy and KTH’s sustainability goals and climate goals.
5. Implementation
KTH’s environmental and sustainability work is communicated internally and externally through various forums and channels that are established within KTH (see “Communication plan for KTHSO”, “Strategy for communication of sustainable development” and “Communication plan for the new university-wide sustainability and climate goals 2021–2025 (2045)”).
5.1 Internal and external communication
Internal communication takes place through both regular channels and targeted initiatives, such as:
- The intranet
- Internal newsletter
- Meetings
- Seminars
- Networks
- Sustainability report
- The SDG report
- Events
External communication takes place via the KTH website and more targeted initiatives, such as:
- Website
- External newsletter
- Sustainability report
- The SDG report
- Networks
- Seminars
- Events
- Press releases
5.2 Meetings
The following regular meeting forums are leading within the environmental management system at central level.
| Meeting | Participants | Frequency | Documentation |
|---|---|---|---|
| KTH Board of Directors | Sustainability Manager and Vice President for Sustainable Development | 1 per year | Minutes |
| Meeting of the KTH management group/advisory committee |
KTH’s management group |
2 per month | Minutes |
| Management review | President, Head of University Administration, Vice President for Sustainable Development and Sustainability Manager | 1 per year | Minutes |
| School and divisional meetings and workplace meetings (AEM, APTS) | Responsible managers and fellow-workers at the schools and divisions, OS | 2-4 times per year | Meeting notes |
| Responsible functions, meetings | Responsible functions, KTH SO | As needed | Meeting notes |
| Group meetings KTH Sustainability Office | All KTH SO | Once every two weeks | Meeting notes |
| Group meeting, environmental management | Relevant KTH SO | 1 per week | Meeting notes |
| Group meeting, education, research and collaboration | Relevant KTH SO | 1 per week | Own notes |
| Consultation committee with property owners | KTHSO, Property Division and KTHSO | Meeting notes | |
| Divisional meeting | Property division’s management group | Every 14 days | Meeting notes |
| Meeting with the COM division | Relevant KTHSO and COM, OS | 10 times per year – As needed | Own notes |
| KLARA administrators | KLARA administrators and central KLARA administrators | 1–2 times per year | Meeting notes |
5.2 Stakeholder dialogue
Dialogue with internal and external stakeholders, in addition to scheduled meetings or forums, can take place by email or via forms on the website. Comments received through these channels are recorded, categorised and saved. If emails are sent to personal email addresses, a reply is sent with a copy to the function email for registration. Relevant emails and associated replies received by the functional mailboxes are archived annually in PDF format at the end of the year. The compilation of dialogues (questions, comments, complaints) forms the basis for the management review.
- Function email addresses (“kth-miljo@kth.se” and ”sustainability@kth.se”)
- Form Report non-conformance, suggestions for improvement and questions
The schools’ and OS’ communication of environmental and sustainability issues within the framework of their activities is described in separate local communication procedures.
6. Documentation
- Communication plan
- Log non-conformances, suggestions for improvement and questions
- Archived dialogues/emails with stakeholders
- Minutes and meeting notes
7. Appendices
No appendices.
8. Change log
| Adopted version | Document date | Change | Name |
|---|---|---|---|
| 04 | 20 June 2017 | Change to new job designation Head of Sustainability, updating of responsibilities, meeting and stakeholders | Erica-Dawn Egan |
| 05/00 | 6 April 2018 | Previous MR-067, Change of Document ID in connection with school merger/updating of procedures | Sabine Micksäter |
| 06/00 | 27 March 2019 | Revision of the procedure in the light of the new organisation of the administration and the new organisation and working methods of the environmental management system, where the role of the environmental representative is replaced by responsible functions. | Kristina von Oelreich |
| 07/00 | 1 April 2021 | Editorial changes due to new sustainability and climate goals 2021–2025 (2045) | Sabine Micksäter, Erica-Dawn Egan |
| 08/00 | 31 March 2023 | Changes in the name of operational support and communication division, editorial changes, changes in meetings | Erica-Dawn Egan |