University-wide procedure for competence, training and awareness

PROCEDURE
Policymaker: Sustainability Manager
Valid from: 29 March 2019
Amended as of: 1 July 2023
Registration number: V-2023-0004-06
Responsible for review and queries: KTH Sustainability Office

1. Purpose

The purpose of this procedure is to ensure that employees and people working on behalf of KTH Royal Institute of Technology have sufficient competence to carry out their work in a manner compatible with KTH’s work on environmental and sustainable development.

2. Scope/delimitation

The procedure covers competence, training and awareness for KTH staff and people working on behalf of KTH within the framework of the environmental management system.

3. Definitions

OS

Operational Support

KLARA

KTH’s web-based chemical product register

4. Responsibilities

The Sustainability Manager is responsible for continuously working in collaboration with the responsible functions at the schools and OS to identify the need for general and specific training courses related to environmental and sustainability work at KTH, and for ensuring that these are available to KTH’s employees.

The Head of Safety is responsible for identifying the need for training courses related to fire and emergency preparedness, and for ensuring that these are available to KTH staff.

The central KLARA administrator is responsible for identifying the need for general training courses related to the use of KLARA, and for ensuring that these are available.

The head of school is responsible for ensuring that the specific training needs are identified at each school/OS.

The head of school/Head of OS is responsible for ensuring that local training needs are met.

Clients are responsible for raising awareness of people working on behalf of KTH about KTH’s general environmental and sustainability work, as well as rules and guidelines applicable to the assignment.

5. Implementation

5.1 KTH-wide implementation

The Sustainability Manager evaluates the general training needs of employees together with the responsible functions within the schools and OS. The Sustainability Manager ensures that general and specific training courses are available to employees. Training courses offered in the field of environmental management are summarised in a general training programme.

General and specific training courses for employees on environmental and sustainability matters are communicated on the intranet on both the environment and sustainability pages and the career and continuing professional development pages, and also in the staff training calendar. Information on training courses is also communicated via regular communication channels and also aimed at those specifically affected.

Completed training courses are documented and followed up within the framework of the processes and procedures that exist at KTH.

5.2 Implementing schools and joint operational support

The HR Manager and another designated responsible function assesses the training needs at the school and OS. Planned and implemented training courses are documented in accordance with the framework of processes and procedures in place at the schools and OS.

Local procedures specify how the work is done locally within the schools and OS.

5.3 Knowledge requirements in respect of environment and sustainable development

Knowledge requirements for employees

• Fellow-workers must have a basic knowledge and understanding of KTH’s environmental and sustainability work and significant environmental impact, including factors such as KTH’s Sustainable Development Policy, sustainability and climate objectives, significant environmental impact, procedures and working methods, and their responsibilities.
• The management, managers and other key functions with responsibilities that affect environmental and sustainability work must have a basic knowledge of environmental management systems, ISO14001, the Environmental Management Regulation and environmental legislation.
• Purchasers, centrally and at the schools, must also have a knowledge of relevant environmental legislation in the field and define environmental and sustainability requirements for procurement.
• Education and research officers, collaboration officers, travel officers, project managers working in property, site services and other key functions that have a responsibility for the significant environmental aspects and KTH’s sustainability and [climate] objectives must have a detailed knowledge of the environmental impact in the field covered by the tasks.

Knowledge requirements for environmental functions

• Fellow-workers at the KTH Sustainability Office must have a knowledge of the UN’s Sustainable Development Goals, environmental and sustainability issues, environmental management systems, ISO 14001, the Environmental Management Regulation and environmental legislation, internal environmental audits and KTH’s environmental and sustainability work, as well as sufficient knowledge in their specific areas of responsibility.
• Responsible functions at schools and OS must have basic relevant knowledge of the UN’s Sustainable Development Goals, KTH’s environmental and sustainability work, environmental management systems and ISO 14001.
• Internal environmental auditors must have a basic knowledge of ISO 14001, the Environmental Management Regulation and internal environmental auditing.

Knowledge requirements in respect of chemical product management and flammable products are handled separately according to procedures established in these areas.

6. Documentation

Training requirements and course certificates

7. Appendices

No appendices

8. Change log