University-wide procedure for management review and monitoring of the environmental management system

PROCEDURE
Policymaker: Sustainability Manager
Valid from: 29 March 2019
Amended as of: 31 May 2023
Registration number: V-2023-0004-11
Responsible for review and queries: KTH Sustainability Office

1. Purpose

The purpose of this procedure is to describe how KTH’s environmental and sustainability work is monitored through the management’s review with the President’s management group, the Operational Support (OS) management group and the schools’ management groups.

2. Scope/delimitation

The procedure covers KTH’s activities and environmental management system. The management review takes place twice a year, once in spring (March–April) and once in autumn (November–December).

3. Definitions

OS

Operational Support

Management review

Monitoring of environmental and sustainability work at the management groups for the schools and OS and with the President’s management group. At the meeting, the management must consider how the system is working and decide on further work on the goals and action plans.

4. Responsibilities

The Sustainability Manager is responsible for reporting on environmental and sustainability work to the President’s management group, the Operational Support (OS) management group and the schools’ management groups.

The President is responsible for ensuring that the management review is conducted twice a year in the President’s management group. The University Director, OS and heads of school are responsible for ensuring that the management review is conducted within OS and the schools.

The Sustainability Manager is responsible for planning, conducting and documenting management reviews. Suggestions for actions and decisions are developed by the Sustainability Manager in cooperation with decision-making managers.

5. Implementation

Management review

The management review must be conducted at least twice a year. The management review must be an integral part of the regular planning, monitoring and reporting of the organisation’s outcomes.

The management review at the schools and OS is conducted with the Sustainability Manager, sustainability strategist, the management group of each school/OS and other relevant functions that are invited. The management review in spring takes place in March/April for OS and the schools. Monitoring in the President’s management group takes place in April after the meetings for the OS and the schools. In autumn, the management review takes place in November at the latest, after the internal environmental audit has been conducted in weeks 43 and 45. Monitoring in the President’s management group takes place in December after the OS and the schools have had their review.

The University Board receives an annual review of the effectiveness of the environmental management system and monitoring of KTH’s sustainability objectives and climate objectives in connection with other reports submitted to the University Board.

Planning:
The date of the management review is decided at the previous meeting. The KTH Sustainability Office sends out the agenda and invitation to attend well in advance of the meeting. The KTH Sustainability Office prepares a proposal for a presentation, which is communicated to the relevant parties before the meeting. The schools/OS come back with any requests for adjustments.

Conducting the meeting:
The meeting is conducted according to the established agenda and in accordance with the environmental management standard ISO 14001: 2015. The management review evaluates the environmental management system and KTH’s work on the sustainability goals and climate goals. At the meeting, the management must consider how the environmental management system is working and decide on further work on the sustainability and climate goals and related action plans.

After the meeting:
The KTH Sustainability Office compiles the minutes of the meeting. Detailed information can be added in appendices for items with extensive documentation. Minutes of the meeting held with the President, the school and OS are registered. Minutes are published on the environmental management pages on the intranet. Actions decided upon must be implemented and followed up at future management review meetings.

6. Documentation

Invitation to attend and agenda the management review
PowerPoint presentation for the management review
Minutes of the management review.

7. Appendices

No appendices.

8. Change log