Procedure for Stockholm University's environmental management system

Ansvarig enhet: Planeringssekretariatet
Kontaktperson: Lena Söderlundh

(The document has been reviewed in 2024 and will be revised during the year)

1. Introduction

The University's impact on the climate and environment is broad and multifaceted. Based on the University's basic mission – education and research – a natural contribution to positive environmental impact is made by disseminating knowledge on issues related to the environment and sustainable development and by creating awareness and commitment to environmental issues at the University and in the surrounding society. The University's main negative impact on the environment is through greenhouse gas emissions, which occur as a result of, among other things, consumption of goods and services, business travel, maintenance and heating of properties and energy consumption.

2. Purpose

This procedure describes how Stockholm University's environmental management system is structured, what is included in terms of organization, responsibility, planning and follow-up as well as improvement work. The environmental management standard ISO 14001:2015 and its requirements form the basis for this procedure. The purpose of the procedure is to regulate the forms of environmental work at Stockholm University.

The rules governing the structure and content of the environmental management system are as follows:

• Ordinance (2009:907) on Environmental Management in Government Agencies
• Environmental management standard ISO 14001:2015

3. The organisation's premises

Stockholm University has approximately 5,600 employees, including 1,300 doctoral students, and approximately 29,200 full-time students. The University is divided into two disciplinary domains and a University Administration. The disciplinary domains include the human sciences and the natural sciences. The field of human sciences comprises three faculties: the social sciences, the humanities and the legal. The field of natural sciences includes a faculty of the same name. Faculties include departments, centres, institutes, research stations and special facilities, while University Administration is divided into administrative departments.

The University's physical activities extend over a large area and several different university areas, of which Frescati is the largest. Examples of other places where the University operates in the Stockholm area are Solna, Kista, Filmhuset and Garnisonen. There are also operations outside Stockholm, for example in Tarfala (Kiruna), Askö (Trosa) and Tovetorp (Nyköping). The University also owns two research vessels stationed at Askö. The University conducts a large number of research collaborations both nationally and internationally. Within these collaborations, work occurs at facilities that are not owned or managed by the University.

From an environmental perspective, the University's activities can be divided into non-laboratory and laboratory activities. The laborative activity may include, inter alia, the use of chemicals. This activity is subject to notification and permit requirements and is classified as environmentally hazardous C activity. In addition, there are specific permits for the handling of flammable and explosive goods, radiation sources, animal by-products and genetically modified organisms.

3.1 Scope of the environmental management system

According to the Ordinance (2009:907) on Environmental Management in Government Agencies (the Environmental Management Ordinance), Stockholm University must have an environmental management system, i.e. a system that integrates environmental considerations into ordinary activities. In accordance with the recommendation of the Environmental Management Regulation, the University is certified according to the international environmental standard ISO 14001. In order to become ISO certified, the University must meet the standard's 55 requirements. In order to obtain and maintain certification, external audits are carried out by an independent certification body. Follow-up audits are conducted annually while a major certification audit is conducted every three years. A requirement under both the ISO standard and the Environmental Management Ordinance is to conduct annual internal audits to review how the environmental management system works and whether the University meets internal and external requirements.

3.2 Stakeholder

According to ISO 14001, universities must determine which stakeholders are relevant to the environmental management system and what their requirements, needs and expectations are. The environmental review conducted in 2020 contains a complete list of the University's stakeholders and their requirements. In addition to the stakeholders who make demands through law and regulations, employees and students are an important stakeholder group. A binding requirement for the University is the UN agreement on global sustainability goals for higher education (Climate Emergency Letter), which means that the University has committed to being carbon neutral by 2040.

4. Leadership

4.1 Leadership and commitment

The university leadership, the President, Vice President, the Deputy Vice Presidents and the University Director, are responsible for ensuring that environmental issues form part of the University's strategic work and are integrated into relevant operational processes. University’s management is responsible for communicating the importance of environmental work and the importance of working preventively with binding requirements and improvements. Furthermore, responsibility may be delegated from the president in accordance with the University's decision-making and delegation procedure.

4.2 Environmental policy

In Stockholm University's environmental policy, the University describes its vision and aspirations regarding environmental work. The policy is governing and describes the conditions and frameworks for environmental work. According to the Environmental Management Regulation, it shall contribute to sustainable development and to achieving the national environmental quality objectives and the Sustainable Development Goals. The policy is updated every five years and is decided by the president.

4.3 Roles, responsibilities and authority

The University is a decentralized organisation where roles, responsibilities and powers for environmental work follow the organisational structure within each area and faculty. The environmental organisation consists of different functions within the environmental management work from the central level down to the local level (see Figure 1).

The President has appointed an Adviser to the President for Environment and Sustainable Development, which has operational coordination responsibility for the University's internal and external issues relating to the environment and sustainable development. The Adviser to the President, which also holds the role of chairman of the Environmental Council, is tasked with steering and leading the University's environmental organization, conducting a dialogue with the University's management and representing the environmental organisation in the contexts in which the University's core activities operate. The Adviser to the President shall also contribute to the University's development in the area and work to raise the University's commitment and profile towards the surrounding society. This role also involves working for increased collaboration with different types of collaboration partners and representing Stockholm University in meetings or work processes concerning the environment and sustainable development.

The President has appointed an advisory body, the Environmental Council, whose task is to be visionary for environmental work. The Environment Council consists of a chairman and seven other members. Four faculty representatives are appointed by the Deputy Vice Presidents following proposals from each faculty board. The term of office is three years, but the term of office may be reappointed. The President appoints one of the four faculty representatives as Vice Chair. The students' two representatives and alternates are appointed in accordance with the provisions of the Student Union Ordinance. In addition, the Head of Planning has a seat as an ordinary member. In accordance with the University's delegation procedure, the Environmental Council decides on proposals for documents of overall strategic importance for the University's environmental work prior to a decision by the University Director or President.

In support of the Environmental Council and the Adviser to the President for Environment and Sustainable Development, there are executive officers who have coordinating roles in operational environmental work. It is the central environmental function, consisting of the environmental coordinator and environmental controller, that is located at the Office of the President. In addition, there are environmental functions, chemical safety coordinator and laboratory safety coordinator at the Property Management Office, as well as environmental communicator at the Communications Department. The central environmental function is responsible for following up the environmental work, preparing various governing and supporting documents, reporting environmental performance and proposing improvements for environmental work. In addition, this environmental function contributes to the formulation and follow-up of environmental objectives in central action plans, is responsible for external monitoring and collaboration, and represents the environmental organization in meetings with corresponding functions in other organizations/companies. The central environmental function also supports the Advisor to the President for Environment and Sustainable Development, for example as administrative support to the Environment Council. The Adviser to the President for Environment and Sustainable Development, the Head of Planning and the central environmental function have regular reconciliations and collaborate to link the environmental management system with the development that takes place in the organization. The Head of Planning, in dialogue with the Advisor to President for Environment and Sustainable Development, supervises and is practically responsible for ensuring that the Central Environmental Function receives sufficient resources and conditions to carry out the work. In the same way, the Head of Property Management Office is responsible for the environmental functions located at the Property Management Office and the Head of Communications for the Environmental Communications Officer at the Communications Department.

At area level and within the University Administration, there are environmental coordinators who support and coordinate the environmental representatives in their environmental work at local level. The environmental coordinators in the areas are appointed by the Deputy Vice Presidents, while the University Director appoints environmental coordinator for the University Administration. The environmental representatives at institutions/equivalent carry out practical environmental work. The head of department/equivalent is responsible for allocating the necessary resources for environmental work and for appointing an environmental representative.

5. Planning

5.1 Risk management

Within the framework of the environmental management work, risks related to the University's environmental impact are evaluated. On the one hand, a stakeholder and risk analysis is carried out every five years in connection with the environmental investigation, and on the other hand, a smaller risk analysis is carried out annually based on the environmental areas that have arisen in the environmental investigation or due to new binding requirements. The results of these risk analyses are used to manage environmental risks and opportunities, as well as to prioritise improvement work in environmental issues and to assess resource needs. Together with the central environmental function, the Environmental Council is responsible for proposing risks within the framework of the environmental management system that can be integrated into the overall risk analysis. The Central Environmental Function communicates the Environment Council's risk proposal to the Office of the President, which is responsible for ensuring that relevant results from the risk analysis within the framework of the environmental management system are integrated into the overall risk management process. Follow-up of local environmental work, internal and external environmental audit reports and follow-up of the work with goals and measures form the basis for the analysis of environmental risks.

5.2 Environmental aspects

In the event of changes in operations, or at least every five years, significant environmental aspects must be identified and assessed to find out whether the University prioritizes the right areas within its environmental work, i.e. works with the areas that have a significant environmental impact. The significant environmental aspects are the basis for the design and maintenance of the environmental policy, the development of environmental objectives, governing and supporting documents, as well as training and information. The University has identified seven significant environmental aspects that can lead to a positive or negative environmental impact (see Table 1). The significant environmental aspects are prioritized areas for improvement for the University's environmental work.

Table 1. The significant environmental aspects of the University divided into direct and indirect environmental aspects, based on the Environmental Review 2020.

5.3 Binding requirements

Binding requirements for systematic environmental work are contained in governing documents and are illustrated in the University's legal lists (through the law monitoring service with access on the staff web). There is a list for the overall environmental work and a list of laws for laboratory safety. The lists contain all regulatory and other requirements that govern environmental work. The University continuously monitors compliance with binding requirements and updates the legislative lists and governing documents as necessary.

5.4 Environmental goals and planning to achieve them

Stockholm University's adopted environmental objectives aim to reduce the negative and increase the positive environmental impact. From 2023 onwards, the overall objectives for environment and sustainable development are integrated into Stockholm University's Climate Roadmap.

The Climate Roadmap describes the University's climate footprint and sets out the path towards the University's goal of achieving carbon neutrality by 2040. The Climate Roadmap contains proposals for measures in priority areas. Area committees, as well as the administration, are required to report on implemented and ongoing measures based on the climate roadmap. The Climate Roadmap is revised every two years and responsibility for this lies with the Environment Council. The Environment Council is assisted by a reference group consisting of climate experts at the University.

At institutions/equivalent, local environmental action plans are drawn up annually. The action plans are established by the departmental boards/equivalent. The relevant site committee can also decide on environmental objectives to be included in the local environmental action plans. For the administrative offices, goals and measures are collected in the University Administration's action plan. In addition to these, departments can also decide on targets in local environmental action plans. Environmental action plans at local level are followed up annually or at appropriate intervals based on the timing of a specific objective/activity in the plan.

6. Support

6.1 Resource

The University's management has an overall responsibility for ensuring that the necessary resources are available for systematic environmental work and for leading and supporting employees and other stakeholders who are important for the effectiveness of the environmental management system. At the management's review at local and central level, an annual review of resources for environmental work is carried out. See more about resources and their appointment under the section "Roles, responsibilities and authority".

6.2 Competence

Employees at the University are responsible for acquiring knowledge about how their own work can affect the environment and what needs to be done to minimize the impact. The central environmental function is responsible for developing a training and competenceplan for knowledge dissemination, increasing awareness of environmental impact and identifying the business's knowledge needs regarding environmental work. Competence requirements for certain positions and functions within environmental work are described in the plan. The plan is approved by the President. The head of department/equivalent is responsible for ensuring that employees are given the opportunity to acquire knowledge about environmental work. Framework agreement managers ensure that suppliers are aware of the environmental impact associated with their assignments.

Several times during the year, both digital and physical information meetings are organized, as well as internal environmental training for new employees and other key functions. Environmental representatives and heads of department/equivalent will conduct a digital environmental training that is available in Athena. On the staff web, employees can acquire the knowledge they need to achieve the least possible environmental impact in their work. The staff member contains a description of the University's environmental management system with responsibilities and roles, information about practical environmental work and supporting documents for environmental work. The University's rulebook on the work web contains governing documents for environmental work.

6.3 Communication

The central environmental function is responsible for the communication of systematic environmental work in accordance with the University's communication policy. The communication of systematic environmental work aims to increase employees' knowledge of the environment, contribute to an increased commitment to the environmental issue, enable and guide in a change in behavior and encourage efforts and measures that promote a good environment and sustainable development.

The internal communication of systematic environmental work shall contribute to creating an open communication climate, participation, motivation and contribute to increased efficiency and quality in the work.

6.4 Documented information

The environmental functions at the Office of the President and the Property Management Department are responsible for developing, revising and registering steering and support documents for the environmental management system. The policy document for the environmental management system follows the same format as the University's other governing documents, which are regulated by the University's management procedure for policy documents. The Head of Planning and the Head of Property Management approve documents for the President's presentation and presentation to the University Director. The documentation of information about environmental work follows the University's guidelines for the preservation of documents.

7. Emergency preparedness and response

The University has an emergency plan with associated checklists at central level and requirements for each department to draw up a preparednessplan at local level for response to emergencies. In addition, there are guidelines that describe the functions, routines and plans that each department/equivalent should have in order to meet the requirements of the systematic fire protection work.

8. Performance evaluation

Evaluation of performance and compliance with binding requirements is carried out through annual environmental audits, management reviews and annual surveys (see Figure 2 illustrating the circular calendar of local environmental work) as well as through the reporting and management of deviations and improvement proposals.

8.1 Compliance assessment

Compliance with binding requirements takes place at local level and is compiled through the central environmental function. This is carried out, among other things, through a legal compliance check every two years for institutions with laboratory activities, through internal audits for all departments/equivalent and through an annual survey that concerns the local environmental management work. The survey is carried out with the aim of following up internal binding requirements and the environmental work carried out during the previous year.

8.2 Internal audit

Internal environmental audit is a way of reviewing how the environmental management system is applied at departmental level/equivalent and complies with internal and external requirements. The plan for the internal environmental audit extends over a three-year period and includes the entire University's operations. This means that institutions/equivalent have internal environmental audits approximately every three years.

8.3 Management review

An annual review of environmental work, so-called management review, takes place at different levels; centrally, for each area and for each department/equivalent. The central environmental function is responsible for conducting the management review for the University's management based on the requirements of the ISO standard. At area level/University Administration, the environmental coordinators are responsible for reporting on environmental work at both overall and departmental/division level to the area/University Administration's management. At the local level, environmental representatives are responsible for conducting an annual review of environmental work according to established points for the local management. At all levels, the review of environmental work must be recorded and registered.

8.4 Improvements

The University works with improvements by handling environmental deviations and improvement proposals received from internal and external sources. Environmental audit are an important part of systematic improvement work. Both the internal and external audit identify positive observations, areas for improvement and deviations. Identified areas for improvement and deviations from the external environmental audit form the basis for the internal environmental audit and vice versa. In addition, the environmental audit helps to increase knowledge about environmental impact and highlight the need for improvement work. Any deviations from internal environmental audits are addressed at the management review at local and central level.

Employees report ongoing deviations and improvement proposals through a case management system. Deviations and suggestions for improvement are handled in collaboration between the department/equivalent and the central environmental function.

The policy document in pdf format

Procedure for Stockholm University's environmental management system Pdf, 364.4 kB.