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How Covid-19 is handled at the Faculty of Medicine

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Decisions and recommendations

The vice-chancellor has revised the University’s regulations for how the organisation is to handle the ongoing Covid-19 outbreak through a decision taken on 17 June 2021, STYR 2020/251. New decision by the vice-chancellor (new window).

The Faculty of Medicine will conduct a gradual and orderly adaptation to activities which are not restricted by the Covid-19 pandemic between 16 September and 1 November 2021. The adaptation is to be conducted in accordance with the conditions of each unit and with regard to the current rate of infection, the Government’s plan for easing restrictions and the advice and recommendations of the Swedish Public Health Agency. The head of department or equivalent subordinate to the dean is assigned to lead, plan and implement these adaptations within each unit.

Guidelines regarding the work environment and premises for the gradual return to campus as of 29 September 2021

On 27 May 2021, the government presented its five-stage plan to remove the restrictions put in place due to the Covid-19 pandemic. On the basis of the five stages of the plan and the government’s special instructions, the University is implementing a gradual and ordered adaptation to activities without restrictions due to the Covid-19 pandemic. The implementation started on 17 August and is to be completed by 1 November 2021.

The pertinent vice-chancellor’s decision states that we are to ensure a secure work and study environment for employees and students, and contribute to a reduction of the spread of infection in society. The HR Division and LU Estates, in collaboration with parties concerned within Lund University and Lund University Students’ Unions (LUS), have produced these guidelines to ensure a unified and safe way to gradually return to campus activities. The guidelines apply to Lund University’s work environment and premises. The guidelines apply as of 29 September and replace the current guidelines for study spaces, STYR 2021/1511.

Each faculty should retain a Covid-19 group that processes questions regarding Covid-19 and which together cover issues relating to teaching and premises. A library representative, student representative and health and safety representative are important members of the group. Each organisational unit is to make its own decision on whether Covid-19 assistants are to be retained, and if so, to what extent.

Risk and impact assessment – information to managers

The Work Environment Act and associated regulations apply as normal. Prior to changes in activities, as a manager with responsibility for the work environment you are to carry out a risk and impact assessment together with the health and safety representative for your organisational unit. It is important that as a manager you feel secure in exercising the employer’s right to lead and allocate the work and that you are mandated to decide to what extent working at home can continue during the gradual return to the workplace.

For those who have activities on shared premises, it is important that there is a coordinated approach involving other organisational units that use the same building/premises. You can obtain support from your building supervisor or equivalent.

Regarding different types of gathering, it is important to bear in mind that a gradual return to the workplace applies until 1 November 2021. Lund University follows the recommendations and guidelines that apply for society in general regarding gatherings.

As a manager, you can obtain support for the work on the risk and impact assessment, as well as on other work environment-related issues. Contact your local HR coordinator, work environment coordinator or your line manager. The health and safety representative is also an important sounding board for you. Read more on the HR website about conducting risk and impact assessments.

Flows on premises

If possible, retain one-way stairs and corridors to separate entrances and exits. Up to and including 31 October, it is also recommended to continue inserting a gap between start and finish times for lectures that are held close to each other.

Office workplaces

Adjust the arrangement of furniture in the office space to enable social distancing. Where perspex shields have been set up, e.g in reception areas and similar, it is advisable to retain these up to and including 31 October.

Lunch rooms and meeting rooms

During October, all seats in lunch rooms and meeting rooms should be made available. In meeting rooms where compulsory meetings take place, there is still a need to ensure that conditions for social distancing are in place, that the ventilation system is in good working order and that the air exchange rate is sufficient for the number of people who will be on the premises.

Study environments, student kitchenettes and public spaces

All study spaces and café areas are to be opened as soon as possible. Regarding the practical side of increasing the number of available seats, it is up to each organisational unit to decide how the gradual implementation is to be carried out in October. All study spaces etc. should be available by 1 November.

Lecture halls and classrooms

During periods when there is high level of attendance at lecture halls and classrooms, it is recommended that only every other seat is made available.
As of 1 November, all seats should be made available. Regarding the practical side of increasing the number of available seats, it is up to each organisational unit to decide how the gradual implementation is to be carried out.

Information on study spaces

Each faculty is responsible for continuously updating their students regarding information on the premises where study spaces are being made available. This information should be available on the university-wide page

Hand sanitiser

Retain the present hand sanitiser stations. For information on storage and management of hand sanitiser, which is a flammable product, see: Service and premises – temporary changes | Staff Pages (lu.se)

Signage

Updated decals, without social distancing in metres, will be provided and distributed by LU Service. Order from the Media-Tryck webshop.

This information is also available on the Staff Pages: Service and premises – temporary changes | Staff Pages (lu.se)
See also the Public Health Agency’s general guidelines for higher education institutions.

General measures

Domestic and foreign business trips and visits
Meetings, conferences and other gatherings with physical attendance at the Faculty of Medicine may take place in line with the rules and regulations of the Swedish Public Health Agency to reduce the spread of infection, and in accordance with the gradual and orderly adaptation for education and other activities. The same applies to domestic and international business trips and receiving visitors. In cases where UD (Swedish Ministry for Foreign Affairs) has issued a travel advisory warning against personal travel, this advice is also to be observed for business trips abroad as far as this is deemed possible.

Meetings and gatherings
Meetings, conferences and other gatherings with physical attendance at the Faculty of Medicine may take place in line with the rules and regulations of the Swedish Public Health Agency to reduce the spread of infection, and in accordance with the gradual and orderly adaptation for education and other activities.

Assessment of risk
In any cases where work is negatively impacted by the decisions above, the line manager should be contacted to ensure that work can be conducted in the best possible way. 

Education at first and second cycle level

The vice-chancellor has revised the University’s regulations for how the organisation is to handle the ongoing Covid-19 ou­tbreak through a decision taken on 17 June 2021, STYR 2020/251. These are the regulations at the Faculty of Medicine effective as of 17 August 2021:

Online education

Teaching and assessment of study performance (examination) may be conducted on the University’s premises as of the beginning of the autumn semester (2021). The plan for teaching and assessment of study performance (examination) for the autumn semester 2021 shall be gradually adapted for a return to the University’s premises.

The plan for teaching and assessment of study performance (examination) for the autumn semester 2021 shall be gradually adapted for a return to the University’s premises. Teaching is to be conducted both on the University’s premises and digitally. Examinations are to be mainly conducted on the University’s premises. The gradual adaptation to campus-based teaching shall be based on the availability of teaching premises and how they can be utilised with regard to the current restrictions and recommendations from the relevant public authorities and the current rate of infection.

Libraries and locales

Libraries are to remain open at the Faculty of Medicine to the greatest extent possible, while avoiding the spread of Covid-19. In addition, study spaces and computer rooms are to remain accessible to the greatest extent possible, while avoiding the spread of Covid-19.

Course and programme syllabi
Amendments to approved course syllabi are for the autumn semester 2021 to the extent required for compliance with this decision. The decision on amendments is made by the officer who made the decision on the course or programme syllabus in question. The decision is to be documented and the reason for the change is to be stated. There is to be consultation with the relevant student union.

Education abroad
The Faculty of Medicine cancels all courses abroad for students studying in educational programmes that lead to a degree in the care profession, during the spring term of 2021, since this cannot be carried out safely with reference to the spread of Covid-19. 

For students studying in degree programmes leading to professional qualifications within healthcare, all education components carried out abroad to countries with a UD (Swedish Ministry of Foreign Affairs) travel advisory warning for non-essential trips or all travel are suspended during the autumn semester 2021.

The faculty’s educational activities must be prepared to adapt the education if new directives are issued. In any cases where studies are negatively impacted by the decision above, the programme director should be contacted to ensure that studies can be conducted in the best possible way.

Students from other countries
Students from other countries may be accepted for education at the Faculty of Medicine only to the extent possible while taking into consideration any travel restrictions as well as limitations in the opportunities for placement in health care.

The Faculty's PhD program

Online education
As of 17 August 2021, teaching and assessment of study performance (examinations) for third-cycle students shall be gradually adapted for a return to the University’s premises. Third-cycle courses within the joint graduate school in medical sciences, which are to be introduced at the faculty in September 2021, shall be given priority to be conducted on the University’s premises. Other courses shall be conducted digitally, or on the University’s premises based on the availability of teaching premises and how they can be utilised in light of current regulations and recommendations from the relevant public authorities and current rate of infection. 

The faculty’s third-cycle education must be prepared to adapt the education if new directives are issued.

Course syllabi
Amendments to approved course syllabi are permitted for the spring semester and autumn semester 2021 in terms of the forms of examination and for digital teaching to the extent required for compliance with this decision. The decision on amendments is made by the officer who decided on the course syllabus in question. The decision is to be documented and the reason for the change is to be stated. There is to be consultation with the Doctoral Student Union.

Education components abroad
Education components abroad may be carried out to the extent that these are deemed possible to conduct safely based on any travel restrictions and to avoid the spread of Covid-19, and while taking into consideration the regulations and recommendations of the host country and the partner institution. The Faculty of Medicine advises against studying abroad in countries with a UD (Swedish Ministry for Foreign Affairs) travel advisory warning.

PhD students from other countries
Third-cycle students from other countries may be accepted for education at the Faculty of Medicine only to the extent possible while taking into consideration any travel restrictions.

Study from home
Until 15 September 2021, third-cycle students are to carry out their third-cycle studies from home insofar as they do not need to be at the workplace to maintain necessary activities. Thereafter, a gradual and orderly adaptation of third-cycle education shall be carried out to activities without restrictions, which will allow a gradual return to third-cycle studies on the University’s premises. The department (or equivalent) is responsible for the management, planning and implementation of adaptations which are to be completed by 1 November 2021.

Libraries 
Libraries are to remain open at the Faculty of Medicine to the greatest extent possible, while avoiding the spread of Covid-19.

Public defences of doctoral theses
As of 17 August 2021, doctoral students, principal supervisors and assistant supervisors as well as internal members of the examining committee and chairs are to attend the University’s premises during public defences of doctoral theses. The external reviewer and external members of the examining committee may attend the venue or participate via livestream, according to their preferences and taking into account practical considerations. Other participants may attend the venue or participate via livestream, based on current regulations and recommendations from the relevant public authorities and in relation to the current rate of infection.

Half time reviews
As of 17 August 2021, doctoral students, principal supervisors, assistant supervisors and midway reviewers are to attend the University’s premises during midway reviews. Other participants may attend the venue or participate via livestream, based on current regulations and recommendations from the relevant public authorities and in relation to the current rate of infection.

Questions about students and education

Information to students on the Student website

There is  extensive support in the form of questions and answers on the university's staff web: FAQ for students

Students' questions are primarily referred to the University's studentreception@lu.se and the respective study counselors.

In- and out traveling students on exchange refer to the faculty's international office.

Teacher questions are primarily referred to the respective program director / program manager, who if necessary, sends the questions to the emergency preparedness group.

Here you find information about resources at the Faculty and LU for online teaching.

Questions about doctoral students and postgraduate education

A FAQ is published for questions about the postgraduate education at Intramed.

Questions from doctoral students and supervisors are referred to the department's deputy head of department responsible for postgraduate education.

You can also contact the postgraduate education office.

Questions from doctoral students regarding course places are referred to postgraduate education coordinator Anette Åkerberg, anette.akerberg@med.lu.se, 046-222 7391.

Questions from course coordinators and examiners are referred to study coordinator Tomas Deierborg, tomas.deierborg@med.lu.se, 046-222 0197.

Questions about the activities of departments and units

Employee

Questions from employees are referred to the nearest manager and alternatively to corona@bygg.lu.se.

There is also extensive support in the form of questions and answers on the university's staff web: FAQ for Staff.

Manager

The Head of Department / equivalent has overall responsibility for the issues that need to be addressed. Lund University administration has compiled labor law information on the basis of the coronavirus to support all managers at the university. On Intramed you find links and tips for you as a manager.
There is also extensive support in the form of questions and answers on the university's staff web: FAQ for Managers

IT-support and Library Service

Temporary Changes:

Questions about events and meetings

Lund Universitys decision about meetings, conferences or other gatherings

Questions about animals used for scientific purposes

FAQ about covid-19 regarding animals used for scientific purposes and the regional ethics committees are published and updated by the Swedish Board of Agriculture.

FAQ - the Swedish Board of Agriculture

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