Work Environment Survey 2019 - Practical implementation
The questionnaire is sent out by email to all those who have begun their employment at least three months before the work environment survey starting date. Employees who are completely on leave of absence for other jobs or studies for more than six months are excluded from the questionnaire.
The questionnaire can be answered during the period 7 to 20 October 2019.
Questions about "immediate manager" always apply to the person who has work environment responsibility, such as dean, head of department, executive office manager, office manager or section manager.
The questionnaire is implemented by an external consultant, Origo Group, which guarantees anonymity for everyone who answers the questionnaire. Origo Group compiles the results for units where at least 8 employees responded to the questionnaire and makes compilations at departmental, faculty and university level.
Background factors and issues relating to abusive treatment and discrimination are only reported at overall levels.
The questionnaire will be available in Swedish and English.
Results, reporting and continued work
At department, executive office, office and section level
Each manager with work environment responsibility reports the survey results for the employees in their unit and for their own immediate manager. The health and safety representative and HR partner can be a support both in reporting and in subsequent discussions about actions to be implemented and documented in an action plan for the unit's work environment. The work environment action plan shall be presented to the local work environment groups and monitored in activity tracking.
If a manager or a working group needs additional support in work environment activities, it is primarily the immediate manager, HR partner and health and safety representative who provide the support. Occupational health services as well as internal and external consultants are also available.
At superordinate levels
At superordinate levels, the survey results are handled by the management team, compiled for the units that are part of the superordinate entity, such as a faculty or the entire university.
The results and actions of management teams at superordinate levels are developed and handled in the same way as for other units, i.e. that the manager with work environment responsibility reports the questionnaire results for his or her subordinate managers and for his or her own immediate manager, as well as discussing and developing an action plan for the working environment.
At overall level
At vice-chancellor level, the questionnaire results are handled for the managers in the central management team and also compiled for the entire university.
The follow-up of the results of survey responses from managers who are directly subordinate to the vice-chancellor is handled in the same way as in other units.
The overall picture of survey results and action plans are analysed and processed by the work environment committee, which reports to the vice-chancellor.
Handling of action plans and follow-up
All action plans from the different units are discussed in the local work environment committees/groups and are compiled and followed up in the context of the annual follow-up of activities, in which follow-up of the systematic work environment activities is included.
The action plan for the work environment is one of the appendices to the operational plan 2020-2022 and is submitted to the relevant faculty/department according to the faculty/department’s schedule for work on operational planning. The faculties take the operational plan further according to the schedule for operational planning and activity tracking.
Follow-up for the entire university is prepared by the work environment committee and provides a basis both for the staff accounts and for measures to be integrated in Linnaeus University's operational plan.
FAQ - Work Environment Survey
Why does Linnaeus University carry out a work environment survey?
The work environment survey is done to increase our knowledge of how all of us who work at Linnaeus University experience our work situation, our working conditions and our work organisation. The result is then part of our follow-up of the work environment and gives us better knowledge of what measures we need to perform to get the work environment we want.
Who can respond to the work environment questionnaire?
The questionnaire is aimed at all those who started employment at least three months before the starting date of the work environment survey on 7 October 2019. Those who are completely on leave of absence for other jobs or studies for more than six months are excluded from the questionnaire.
How is the questionnaire distributed?
The questionnaire is sent to you by email. In the e-mail you find a link that leads to a web-based questionnaire.
How long is the work environment survey open?
The survey period is from 7 October to 20 October 2019.
How long does it take to answer the questionnaire?
It takes 10-15 minutes to answer the work environment questionnaire. You can stop and continue with the answers at a later time.
I have not received the questionnaire
If you do not receive a link to the questionnaire by e-mail by 8 October, please contact Origo Group, firstname.lastname@example.org
I have been reminded to answer the questionnaire, but I have already submitted my reply
Check the link to make sure the questionnaire has been submitted and not paused.
The link does not work
Please note that your link is unique. You cannot therefore forward the link or reply to the questionnaire by clicking on a colleague's link. If you have problems with your link, contact Origo Group, email@example.com
Do I have to respond to the questionnaire?
The questionnaire is not mandatory, but everyone who works at Linnaeus University has a responsibility to participate actively in work environment activities. The result is more reliable if as many people as possible respond to the questionnaire.
Can see how I responded to the questionnaire afterwards?
No, this information is not accessible. If you are unsure of your answer or feel it is misleading, we can send out a new questionnaire to you that you can respond to and thus remove any old answers.
Is it possible to get an overview of which employees have not responded to the questionnaire?
No, you can't see who replied to the questionnaire, only what percentage of a group responded.
Who is meant by "immediate manager"?
When answering questions about "your immediate manager", this refers to the manager of the department/office/unit in which you are employed. This means the following:
- if you are an employee of a department – head of department
- if you are an employee of a faculty office – office manager
- if you are employed in the library or in administration - section manager (if you have one), otherwise the head of the office or senior librarian, i.e. not function managers or team leaders
- if you are employed in cleaning and property maintenance – section manager
What is meant by "unit"?
"Unit" means the department or office, section or executive office where you mainly carry out your work. If you are unsure, talk to your immediate manager.
I have received a reminder, how can you know that I have not responded? Am I really anonymous?
As regards your employer, Linnaeus University, you are completely anonymous. However, Origo Group as an external party has control over who has responded. But this is only during the collection period, so that no reminders are sent to those who have already answered the questionnaire.
The respondents are thus completely anonymous as regards their employer, who will only see the results in aggregate form.
Can I trust that the answers are anonymous?
Your replies are always completely anonymous.
Your e-mail address is registered in Origo’s system for survey mailings for a limited period. Nobody from Linnaeus University is able to see who in a group has responded, nor what any individual has answered.
In the questionnaire, you also answer background questions about gender, age etc. These variables are never matched and are only reported in the form of statistics at overall level.
Do all units receive a report
The answers to the questions in the questionnaire are only compiled at unit level and if there are not enough respondents in a unit, no responses are compiled. At least eight people must have answered all the questions in order for us to report the group.
If you have more questions, please contact:
Marion Tersmeden, development consultant in HR, firstname.lastname@example.org
Madeleine Sjöstedt, HR partner and process manager in HR, email@example.com
Fredrik Knutsson, project administrator at Origo Group, firstname.lastname@example.org
If you have any further questions, please contact Marion Tersmeden, HR department.