Arbetsmiljörond
Work environment inspections, sometimes referred to as safety inspections, form part of the University’s systematic work environment management. This page provides guidance for managers on planning, conducting and following up work environment inspections in office and laboratory environments.
All departments, administrative offices and equivalent units must conduct at least one work environment inspection each year and document it in the IA system. The purpose is to identify risks and improve the work environment.
If you identify a work environment risk before or after the work environment inspection, report it as a risk observation in the IA system. If it concerns a fault in the premises or building, report it through the Service Portal instead. If necessary, you can report the same matter in both systems.
Your responsibilities as a manager
As head of department, director or head of administrative office, you are responsible for ensuring that the work environment inspection is planned, conducted, documented in the IA system and followed up.
The local work environment representative must be given the opportunity to participate.
If the activities involve particular risks, work environment inspections must be conducted more than once a year.
1. Plan the inspection in the IA system
Start planning the work environment inspection well in advance.
Log in to the IA system and go to the Risk Management tab to access the planning view.
Step-by-step guide
Guide to the new risk management process for managers (in Swedish)
2. Select the appropriate template
There are two templates in the IA system. Select the one that is appropriate for your activities. The template shows which inspection areas you need to review during the inspection.
Work environment – simplified (checklist)
- Suitable for office environments.
- Can be used in the IA app and in a web browser.
- Contains prepared questions to guide you.
Work environment (free text)
- Suitable for laboratories or more complex environments.
- Allows you to add your own notes or attach an inspection report.
- Can only be used in a web browser.
3. Invite participants
Add participants directly in the IA system. The system will automatically send a calendar invitation containing a link to the inspection report.
If someone is missing from the list, IA support can help create an account for them.
If students use the premises, student work environment representatives must be invited through the students’ union or a student representative.
Also inform other members of staff well in advance so that they can submit comments before the inspection.
4. Conduct the work environment inspection
Walk through the workplace together. Review the relevant inspection areas and document observations and deficiencies directly in the selected template in the IA system.
Inspection areas
Use the inspection areas in the selected template as your starting point. Depending on the workplace, you may, for example, need to check:
- orderliness and safe storage
- lighting, noise, air quality and temperature
- ergonomics and accessibility
- electrical safety
- staff facilities and first aid
- the laboratory environment.
The complete list of inspection areas is available in the IA system.
Preparations
Begin with a short meeting and review:
- the report from the previous inspection
- any incidents and accidents in the Reports menu in the IA system
- new regulations
- planned changes that may affect the work environment.
During the inspection
Document observations and deficiencies directly in the IA system.
If, in exceptional circumstances, it is not possible to document them in the system, you can use the Word template and upload it to the IA system. Please note that you will then be unable to manage the matters systematically in the system.
If you are unable to log in, you do not have the necessary access rights. Contact IA Support for assistance.
Email: ia-support@su.se
Work environment inspection report template (Word) doc, 138.5 kB.
5. Save and share the inspection report
The IA system saves the inspection report automatically.
The following people have access:
- prefekt (head of department)
- lokalt arbetsmiljöombud (local safety representative)
- huvudskyddsombud (principal safety representative)
- arbetsmiljöingenjör (work environment engineer)
- laboratoriesäkerhetssamordnare (laboratory safety coordinator).
You are welcome to publish the protocol on an internal information platform, such as the intranet or a noticeboard, so that staff members can access the results.
The report does not need to be archived in W3D3, as it is stored in the IA Ssystem.
6. Follow up and plan measures
If the inspection identifies deficiencies, you must prioritise and plan measures in the IA system.
Create measures or events directly in the system.
If the deficiencies require more extensive or longer-term action, they must be included in the unit’s plan for the work environment and equal conditions.
Measures that cannot be implemented immediately must be documented in the action plan.