Subdelegation of duties with regard to work environment and fire safety management at Lund university

Formulär: P #0002

• Please note that this document will only be valid once it has been signed in eduSign by both parties. Each party is retain their own copy as a basis for the annual follow-up of the allocation of duties. 

  The signed document is to be registered in accordance with the University's document registration plan. Title of the matter for registration: Allocation of duties in systematic work environment management and systematic fire safety management at the "faculty/department/equivalent" valid as of "YYYY-MM-DD".

  The recipient of the duties is entered as the counterparty in the case file.

  Copy to: 

  • The line manager of the allocating manager.
  • The organisation's work environment coordinator.
• Organisation (Mandatory) --- Arkeologi och antikens historia, institutionen för Arkitektur och byggd miljö, institutionen för Biologiska institutionen Biomedicinsk teknik, institutionen för Botaniska trädgården Bygg- och miljöteknologi, institutionen för Byggvetenskaper, institutionen för Campus Helsingborg Centrum för ekonomisk demografi Centrum för mellanösternstudier (CMES) Centrum för miljö- och klimatvetenskap (CEC) Centrum för Teologi och religionsvetenskap (CTR) Datavetenskap, institutionen för Designvetenskaper, institutionen för Ekonomisk-historiska institutionen Elektro- och informationsteknik, institutionen för Energivetenskaper, institutionen för Enheten för undervisningsstöd Experimentell medicinsk vetenskap, institutionen för Filosofiska institutionen Flyg och aeronautiska vetenskaper, institutionen för Fysiska institutionen Företagsekonomiska institutionen Företagshälsovården Genusvetenskapliga institutionen Geologiska institutionen Handelsrätt, institutionen för Historiska institutionen Historiska museet Hälsovetenskaper, institutionen för Immunteknologi, institutionen för Informatik, institutionen för Institutet för Ekonomisk forskning Institutet för livsmedelsekonomisk analys, AgriFood Internationella miljöinstitutet (IIIEE) Internrevisionen Juridiska institutionen Kansli HT, Humanistiska och teologiska fakulteterna Kansli J, Juridiska fakulteten Kansli K, Konstnärliga fakulteten i Malmö Kansli LTH, Lunds tekniska högskola Kansli M, Medicinska fakulteten Kansli N, Naturvetenskapliga fakulteten Kansli S, Samhällsvetenskapliga fakulteten Kemiska institutionen Kliniska vetenskaper i Lund, institutionen för Kliniska vetenskaper i Malmö, institutionen för Kommunikation och medier, institutionen för Konsthögskolan i Malmö Kulturgeografi och ekonomisk geografi, institutionen för Kulturvetenskaper, institutionen för Laboratoriemedicin, institutionen för LUCSUS (Lunds universitets centrum för studier av uthållig samhällsutveckling) Maskinvetenskaper, institutionen för Matematikcentrum MAX IV-Laboratoriet Musikhögskolan i Malmö Nationalekonomiska institutionen Naturgeografi och ekosystemvetenskap, institutionen för Odeum Processteknik och tillämpad biovetenskap, institutionen för Psykologi, institutionen för Pufendorfinstitutet Reglerteknik, institutionen för Rättssociologiska institutionen Sektionen Ekonomi Sektionen Externa relationer Sektionen Forskning, samverkan och innovation Sektionen HR Sektionen IT Sektionen Juridik och dokumenthantering Sektionen Kommunikation Sektionen LU Byggnad Sektionen LU Service Sektionen Student och utbildning Skissernas museum och Lunds universitets konstsamling Socialhögskolan Sociologiska institutionen Språk- och litteraturcentrum (SOL) Statistiska institutionen Statsvetenskapliga institutionen Strategisk kommunikation, institutionen för Teaterhögskolan i Malmö Teknik och samhälle, institutionen för Tjänstevetenskap, institutionen för Translationell medicin, institutionen för Universitetsbiblioteket (UB) Universitetsledningens staber Utbildningsvetenskap, institutionen för
  Select the institution/equivalent.
• Name of organisational unit or activity (Mandatory)
  E.g. division X, study programme Y etc.

• The undersigned manager delegates duties in accordance with the Rules on the allocation of duties with regard to work environment and fire safety management at Lund University, STYR 2020/2060.

  We, the undersigned, have today agreed on the duties involved in the delegation and have jointly made sure that the recipient of the duties has the conditions necessary for performing the duties in a satisfactory way.

  The allocation of duties is valid until further notice or for as long as the recipient of duties has their current position. The allocation is to be reviewed annually.

  Returning duties

  If I, the recipient of the allocated duties, deem that I lack the knowledge, resources or authority for carrying out any of the duties, I am to inform the delegator of duties as soon as possible and return, in writing, the duties that I am unable to perform.

• Delegator of duties, manager 

• Name (Mandatory)
• Date (YYYY-MM-DD) (Mandatory)
  Date for the subdelegation
• Position (Mandatory)

• Recipient of duties

• Name (Mandatory)
• Date (YYYY-MM-DD) (Mandatory)
  Date for the subdelegation
• Position (Mandatory)

• ---

  The allocation of duties is accompanied by a guide containing clarifying text adn references to further information. Contact the organisation's work environment coordinator for support. 

  The allocation of duties applies to the following tasks:

  Overall planning and follow-up

• 1. Planning, organising, implementing and following up the activities so that they are run in accordance with the requirements set for the work environment for students and employees in laws and regulations, Lund University’s work environment policy, agreements, policy documents and decisions. (Optional)
• 2. If required, subdelegating duties regarding the work environment for students and employees and/or fire safety management. (Optional)
• 3. Monitoring and following up to ensure that the recipients of the allocated duties in systematic work environment and fire safety management have the authority, resources and knowledge required to carry out the tasks. (Optional)
• 4. Issuing local written instructions and/or procedures for systematic work environment and fire safety management and for tasks that involve serious risks for employees and students. (Optional)
• 5. Through annual follow ups ensuring that the systematic work environment management within the area of responsibility functions and is run in accordance with the applicable rules and regulations, and identifying and taking measures to rectify any deficiencies. (Optional)
• 6. Where necessary, appointing people for specific roles in work environment and fire safety management. (Optional)
• 7. In organisations where students may be present, ensuring that the systematic work environment management for students is organised in accordance with the support materials that exist for the purpose. (Optional)

• Participation by staff and students in work environment management

• 8. Regularly collaborating with employees, students, health and safety representatives and student health and safety representatives to attain a work environment that is enriching, stimulating, safe and secure. (Optional)
• 9. Implementing regular workplace meetings to address work environment and organisational issues. (Optional)
• 10. Ensuring that the health and safety representatives of staff and students are given adequate conditions to perform their duties. (Optional)

• Investigating the work environment

• 11. Investigating the work environment continuously, from a physical, organisational and social perspective. (Optional)
• 12. Carrying out regular health and safety inspections which cover the physical, organisational and social work environment conditions. (Optional)
• 13. Carrying out annual staff appraisals with employees and ensure that these are followed up. (Optional)
• 14. Maintaining constant dialogue with employees in order to spot the risk of ill health and to investigate the need for possible work adaptation. (Optional)

• Risk assessment and measures

• 15. Ensuring that risk assessments are carried out regularly and in advance of organisational change. Risk assessments are to be documented in writing and include physical, organisational and social risks. (Optional)
• 16. Taking steps to minimise risk at work on the basis of a completed investigation and risk assessment. Any measures which cannot be implemented immediately are to be documented in writing in an action plan. (Optional)
• 17. Following up on implemented measures and assessing whether they are sufficient and have achieved the desired effect. (Optional)
• 18. Ensure that occupational injuries and incidents are reported, investigations are carried out, and measures taken and followed up. (Optional)
• 19. Ensuring that serious accidents and incidents are reported directly to the relevant public authorities. (Optional)

• Knowledge and expertise

• 20. Ensuring that employees and students, both at induction and on an ongoing basis, are given the necessary information/training regarding current work environment rules and procedures and that they have sufficient knowledge of the risks in their work/studies to prevent ill health and accidents. (Optional)
• 21. Ensuring that everyone in the organisation is familiar with the procedures for reporting observed risk, incidents and work injuries. (Optional)
• 22. Ensuring that employees and students who are to use forklift trucks or other lifting equipment have sufficient practical and theoretical knowledge and that they have received written permission from their employer before such usage. (Optional)
• 23. Ensure that employees and students receive relevant fire safety training. (Optional)

• Systematic fire safety management

• 24. Ensuring that systematic fire safety management is undertaken and documented within the area of activity in accordance with the University’s regulations. (Optional)
• 25. Allocating tasks within fire protection management in accordance with the University's template for the of those responsible for fire safety management. (Optional)
• 26. Ensuring that annual evacuation drills and regular fire safety inspections are conducted, and that an annual follow-up of fire safety management takes place. (Optional)
• 27. Ensuring that there are employees who have undergone training in hot work, when such work is carried out. (Optional)

• Responsibility for coordination

• 28. Being responsible for coordination of work environment issues in a shared workplace. (Optional)
• 29. Being responsible for the coordination of work environment issues when contractors carry out work where the University conducts activities. (Optional)
• 30. Coordinating systematic fire safety management in a shared workplace. (Optional)

• Work environment risks asociated with chemicals, GMM, radiation, equipment, etc

• 31. Ensuring that departments, divisions, or research groups have permits to hold and handle chemical products that are subject to a permit. Permits can for example be required for flammable and explosive goods, as well as for certain chemical products. When using genetically modified microorganisms (GMMs) within R activity or genetically modified organisms (GMOs), such as plants or experimental animals, a permit is always required. R-activity=containment level 3-4. (Optional)
• 32. Ensuring that notification is completed for all contained uses of genetically modified organisms (GMMs) within F- and L-activities and for new GMM uses in an existing L-activity. Notifications are also required for possession and handling of infectious substances within biosafety level 2-4. F-activity=containment level 1 L-activity=containment level 2. (Optional)
• 33. Ensuring that the legislation for the handling of chemical substances or products is adhered to. This means that chemical elements and products are to be risk-assessed and registered in KLARA with accompanying safety data sheets. Chemical substances and products are to be stored and handled correctly, collected and disposed of in accordance with Lund University’s rules. (Optional)
• 34. Ensuring that the handling of flammable and explosive materials is done according to applicable regulations and assuming the role of permit holder when permits are required. (Optional)
• 35. Ensuring compliance with the rules in the University’s management system for radiation safety. (Optional)
• 36. Ensuring that maintenance, inspection and checks of safety equipment, machines, tools and other equipment are regularly carried out. (Optional)
• 37. Being responsible for offering and where necessary ensuring that statutory training and medical examinations are carried out for employees and students. (Optional)

• Additional duties/clarifications/comments 

• Enter any comments in the free text field. (Optional)

• When you have completed the form, click on "PDF" and it will be downloaded as a pdf file to your hard drive. It can then be directly uploaded via eduSign for e-signature by both parties. Don't forget that the document also needs to be registered according to the instructions above.