FAQ for staff
Below is a list of questions and answers for staff regarding how Jönköping University is handling the situation regarding the coronavirus. These questions and answers are updated continuously.
Who can I, as staff, turn to if I have questions?
JU employees should contact their immediate manager if they have any questions.
You can also ask questions via e-mail: email@example.com
Telephone: +46 36-10 19 70
Telephone hours are 10:00-11:00, Mondays, Tuesdays, Wednesdays and Fridays
How are members of staff kept informed about the situation?
Students and staff are urged to stay updated with information via the JU webpage regarding the corona virus Opens in new window.. It can also be reached via: ju.se/en/corona Opens in new window.
President's Decisions regarding the coronavirus can be found on the intranet.
How are the activities at JU affected?
Starting Wednesday 18 March, the following applies for studies:
- JU transitions to off campus education
- No teaching will take place in JU's premises
- JU's premises will be open. Even if campus is open the Swedish government encourages all students to, if possible, study from home.
Jönköping University will plan for on campus education, starting fall 2020. The decision has been made after discussions by JU Management and is based upon a scenario that authorities' recommendations allows so.
There will be an internal team engaged in investigating and producing guidelines related to how on campus education can be carried out. These guidelines will be produced with regard to the variations in needs and demands of the schools. More information for staff and students will come continuously.
Jönköping University is monitoring the situation continuously and follows the information and recommendations from the Swedish Ministry of Foreign Affairs and the Public Health Agency of Sweden.
At present, we will continue to conduct our operations to the greatest extent possible. In accordance with the Public Health Agency of Sweden’s recommendation, starting 6 April, we recommend our employees to if possible, work from home in dialogue with your immediate manager. It is important to keep in touch with your immediate manager since the conditions for, and possibility to be working from home may change.
Jönköping University has decided to, in line with the Public Health Agency of Sweden and the decision made by the Swedish government to stop all public gathering and events with more than 500 people, cancel our Open House (Öppet hus), which was scheduled to take place on Saturday 21 March.
More events may be effected and we will inform staff and students continously. Events are updated on this page
Will rooms (lecture halls, offices etc.) and furniture be cleaned more often and disinfected to prevent the spread of infection?
We have adjusted the cleaning routines to prevent the risk of spread on Campus.
NEW: How is it ensured that there is adequate ventilation in the premises?
Högskolefastigheter AB (Höfab) is responsible for routines and service in the facilities on campus and also for routines regarding ventilation. Höfab has ensured that the checks that need to be made for the ventilation are carried out. It is important to keep in mind that the maximum number of people in each room has been regulated to ensure that the ventilation works optimally.
What can I do to avoid infection?
Stay at home when you are sick to avoid infecting people at the university, on the bus, at work or in areas where you are close to other people.
Everyone with symptoms of respiratory infection, even mild symptoms, should avoid social contacts which can spread disease.
What does JU do regarding contact tracing?
The Jönköping Region is responsible for all contact tracing at JU. If a student or employee at JU is found to be infected with Covid-19, the infection control unit will contact the designated contact persons at JU for access to contact information. This means that employees or students who have met an infected person at JU will receive information about this via the Region’s contact tracing.
JU does not perform their own contact tracing and does not keep records on how many or which individuals are infected with Covid-19.
Why is the use of face mask not recommended?
JU follows the Public Health Agency of Sweden's general recommendations to keep social distance, stay at home if you are ill, and wash your hands. The individual can decide for themselves whether they want to use a face mask.
Questions regarding working from home and returning to the work place
Should JU staff work from home?
The government has given the go-ahead for universities to move to more campus-based activities from 1 June. At the same time, the Public Health Agency of Sweden has extended the general guidelines which, among other things, mean that people must work from home as often as possible.
For JU's part, these announcements mean that the planning for a gradual return to campus-based teaching during the autumn term continues. The authorities are aware that with more campus-based activities and more students on site, the staff's presence on campus must also increase. JU's recommendation to staff to work from home will therefore disappear in connection with the start of the autumn term. The goal is for the activities to return to normal with a thriving campus where students conduct their studies and employees are at their workplaces.
On 29 September 2021, the fourth stage of lifting the national restrictions will be implemented. On that day, the President’s decision regulating the planning and implementation of Corona-adapted teaching on campus for Autumn 2021 (§§ 926) will be lifted.
This means that the activities on campus are scaled up responsibly and in line with what is possible for the organisation. The Dean/MD is responsible for ensuring that this takes place at each school/company. Internal restrictions on physical meetings are also lifted.
Are there guidelines for remote working?
New regulations have been developed regarding remote working (distansarbete). These regulations are being translated.
If you have any questions about remote working, please contact your immediate manager or the HR department.
Updated: Tips on how to have a good work environment even when working from home
TIPS ON WORKING FROM HOME
Something that is important to consider when working from home is the work environment, both the physical and the psychosocial. There are many tips on how to make work easier from home.
- Try to find a routine for the workday and do not forget that breaks are important.
- Be available during the workday and keep in close contact with colleagues and the manager, via telephone or through digital meetings via Teams/Zoom, otherwise it may be easy to feel isolated.
- It is good to put the work aside and turn off the computer when the workday is over.
- Try to create a workplace where you can sit as undisturbed as possible and think about sitting well. Varying your work positions are best and try to stand up and work sometimes, if possible.
- It is important to have a continuous dialogue with your manager about your tasks and how you feel that working from home is working for you.
IT and Information security when working remotely
Computer equipment for working remotely
Use JU’s equipment primarily when working with work-related information. If you use private computer equipment, make sure that:
- Operating systems and software are updated.
- An active antivirus protection is installed.
- Backup is done regularly.
Older devices that can no longer be updated should not be used.
Connect to the internet through secure networks. Avoid open/free networks, for example at cafés and airports. These days, most home Wi-Fi systems are secure, but some older installations may lack proper security settings. Make sure you enable the security settings, such as encryption, by ensuring that you need to have a password to join the Wi-Fi network.
If you need to access your home directory or internal services, you need a JU computer with a secure connection (VPN). If you need help with the secure connection (VPN) – contact IT Helpdesk https://ju.se/it-helpdesk.html
Secure email management
Be suspicious of links and attachments in unexpected emails. Right now, fake emails and text messages related to COVID-19 are occurring. Even before opening an e-mail or text message, consider and make an assessment of whether it is reasonable for that sender to contact you in that matter. Read the message carefully and look for details that seem strange, for example, names, attachment names, email address of the sender, subject line or URLs.
Also, do not download programs that come via email, text message or different web pages, especially when the sender is unknown.
You can contact the IT Helpdesk if you are unsure whether a link or email address is correct or not.
Avoid handling sensitive information via e-mail and other external digital communication channels
Be restrictive with what information you spread via email (including your JU e-mail) and other digital communication channels. For example, via Teams, Zoom etc.
Save and store information
Safely store work-related information in accordance with the instructions provided by IT Service. Never store sensitive information in private cloud solutions, for instance personal data or other valuable information.
Also, be sure to protect important information found on paper and in notes in your home environment.
In case of a security incident
Immediately report any IT or information incidents to the IT Helpdesk.
Protect your computer
When you’re not using your computer, you should lock it (CTRL+ALT+DEL) or turn it off. This is to ensure that no one who is unauthorized can read, distort or utilize programs and information in your computer.
Questions regarding working time and absence
The questions in this section are being updated continuously with regard to the new governmental decisions. If you have any questions, please contact your immediate manager or the HR department.
I have mild symptoms. What should I do?
The Public Health Agency encourages anyone with symptoms to stay home and get tested.
For this reason, we recommend that employees bring their computer and work phone home with them at the end of the work day to be able to work from home if needed. You should come to an agreement with your immediate manager regarding which tasks you can perform from home. You are expected to be available via telephone, email and digital meetings, and have a continuous dialogue with your immediate manager regarding what it is like to work from home.
I do not want to come to the workplace out of concern about the spread of infection. Can I work from home?
If your immediate manager says you should be at the workplace, then you should be.
I am sick, what should I do?
NEW: I have a confirmed infection with Covid-19, what do I need to do?
The infection tracking unit at Region Jönköping County handles the infection tracking and will have a dialogue with you about who is assessed as close contacts and thus recommended to be tested. You should follow the instructions that you receive from the Region.
If it is probable that you have been infected at the workplace, this must be reported as a serious incident in accordance with the Work Environment Act.
You, together with your immediate superior and chief safety representative, prepare a report which is sent to HR. You also have the opportunity to report an occupational injury to the Swedish Social Insurance Agency, which you will receive more information about after the incident report has been received by HR.
What is the process when it comes to disease carrier allowance?
You can still be eligible for disease carrier allowance, even after 1 October 2021.
More information here (in Swedish):
Or contact HR.
What is the process with medical certificates?
From 1 October 2021, the rules regarding medical certificates will return to normal, i.e. medical certificate from a doctor or dentist from the 8th sick day and from sick day 15 the Swedish Social Insurance Agency will need a medical certificate if you apply for sick pay.
This applies to all new sicknesses, starting 1 October 2021.
If you are already on part-time sick leave you nee to hand in a medical certificate from day 8 onwards in the extended sick leave.
My child is sick, what should I do?
You should notify your child as sick as per the usual routines:
From 1 October 2021, the rules regarding caring for a sick child return to normal which means that you need to submit a certificate from a nurse or doctor for your sick child by day 8.
My child’s preschool/school is closed due to the coronavirus and I need to be home and take care of my child. Am I entitled to stay at home, and will I receive compensation?
The municipalities are obligated to ensure school activities and childcare activities. If alternatives are temporarily not offered, compensation in form of temporary parental allowance can be paid. This is due to a new Government decision related to Covid-19 which says parental allowance can be granted if a principal (f.i. the municipality) decide to close preschools and schools. The usual rules for temporary parental allowance apply regarding age restrictions. Upon application, allowance is paid by Försäkringskassan. You will get approximately 90 percent of the money you receive when you stay at home if your child is sick.
Inform your manager if you plan to be on parental leave with temporary allowance and report your absence according to JU routines.
The new regulations apply from 25 April 2020 until 31 January 2022 (at the latest).
Please see www.forsakringskassan.se External link, opens in new window. for more info.
NEW: I am pregnant – what should I considered regarding my work and Covid?
Persons who are pregnant are now considered to be a risk group from the 20th week of pregnancy, which means that the pregnant employee should not be exposed to infection in their work environment. The Corona virus is classified as an infectious substance in risk class 3 in accordance with the Swedish Work Environment Authority's regulations (AFS 2018: 4) on infection risks.
The assessment of risks in the work environment has not changed. If it is not possible to adapt or relocate to other tasks so that infection can be completely avoided, the employee may be prohibited from continuing to work and thus have the opportunity to apply for pregnancy benefit. For further support in the matter, contact HR.
More information from the Swedish Social Insurance Agency: https://www.forsakringskassan.se/english/the-coronavirus-covid-19---applicable-regulations
NEW: Can I get vaccinated during working hours?
Employees should book a time for vaccination outside normal working hours. If this is not possible, those with trust-based working hours or flexi-time can arrange their time in order to book a time outside working hours. If vaccination can only be carried out during so-called regular working hours, the JU recommendation is that each manager should create conditions for these employees to be vaccinated as well.
Questions regarding travel and visits
Can I go on a business trip?
In accordance with the recommendations from the Public Health Agency of Sweden and the Swedish Ministry of Foreign Affairs, and in relation to the responsibilities Jönköping University has towards its employees and students, JU has decided to follow the Swedish Ministry of Foreign Affairs' recommendations and restrictions for travels and visit, for students and staff.
Business trips within Sweden can be carried out if they are completed taking into account current regulations and recommendations.
What should I do if I have been traveling recently? Should I go to work?
If you have symptoms, even mild ones, such as sniffling, coughing or fever, you should stay home. Symptoms such as difficulty breathing, a sore throat, headache, nausea, muscle and joint pain, are also common symptoms according to the Swedish Public Health Agency.
We will receive visits/students from abroad. Should we receive our visits/students?
In accordance with the recommendations from the Public Health Agency of Sweden and the Swedish Ministry of Foreign Affairs, and in relation to the responsibilities Jönköping University has towards its employees and students, JU has decided to follow the Swedish Ministry of Foreign Affairs External link, opens in new window.' recommendations and restrictions for travels and visit, for students and staff.
As the situation can change quickly, we recommend that everyone stays updated through the Swedish Ministry of Foreign Affairs’ travel information and the Public Health Agency of Sweden’s information.
Due to the COVID-19 situation I need to cancel my business trip. Can I get a refund for cancellation fees, for example the trip, accommodation, conference fee?
If the business trip is booked via Egencia, you need to contact them first to help you cancel the trip. Since each trip can have different booking conditions with a third party, there is no general answer on how each trip will be handled.
In the JU business trip-insurance from ERV there is a cancellation protection insurance. This means that you have the right to receive a refund for your cancellation fees (for example trip, accommodation, conference fee) assuming that you have not received a refund from the travel agency or your airline.
Business trips via Egencia
In those cases where an employee has booked a business trip that will not take place, each traveler/booker must contact Egencia so that Egencia can try to help to cancel the trip. Since each individual trip may have different booking conditions with third parties, there is no clear answer on how each individual trip will be handled. This is why a personal contact with Egencia is needed.
If a new business trip gets approved by the MD, the trip must be booked so that it can be cancelled and is rebookable.
Business trips are different from your general commute to and from work, even if you live in another county.
Is the university contacting members of staff who are in another country, at present?
It is important that all employees book their business trips via Egencia so that JU can follow up where they are and assist if the situation changes quickly in any country.
Can JU make me cancel my private trip?
No, JU cannot cancel a private trip. When it comes to private trips, the citizen responsibilities stated in the Swedish Communicable Diseases Act (Smittskyddslagen) External link, opens in new window.is the prevailing law.
Questions regarding teaching
On Friday 29 May, the Swedish Government announced that the Public Health Agency of Sweden will lighten the recommendation regarding off-campus education (previous decision 18 March). For higher education institutions this means that students and teachers can prepare themselves for more campus education. However, part of the teaching will continue remotely to follow the Public Health Agency’s general recommendations on social distancing and avoiding greater social gatherings.
As a teacher, should I check if the students follow guidelines and recommendations?
No, the responsibility for following recommendations lies with the individual. It is not a teacher's task to check that a student follows the recommendations for number of people in a room or that students are free of symptoms. As a teacher, you can inform about the recommendations that apply and about personal responsibility.
As a teacher, can I ask a student who ignores the recommendations to leave?
No, you are not entitled to do that.
What can I do if a student does not follow the recommendations?
What you as a teacher can do is to inform. If there are too many students in a room or too little distance between students, the students should be reminded about the recommendations. If a student has obvious symptoms but is still in JU's premises, the student should be recommended to contact 1177. If a student is can be considered to disturb the activity, this can be reported to the Disciplinary Committee (DAN). If the teacher finds that a teaching activity cannot be carried out in a safe manner in line with the Public Health Agency of Sweden´s recommendations and JU's corona adaptations, the teacher can decide to cancel the activity and book a new session with the student group.
What happens if a student reports to have confirmed covid-19 virus?
In that case, the student has already contacted the health care and cannot participate in campus teaching while sick. It is not JU's responsibility to trace infections. JU is in contact with the infection control unit at Ryhov Hospital through the Student Health Care, and thereby assists if an inquiry about infection tracing arises. Contact them via firstname.lastname@example.org for further information.
As a teacher, can I find out if there are many infected in my class?
No, JU has no register of this. It is not JU's teachers' task to take notes about students' possible health conditions. Statistics regarding covid-19 cases is the healthcare´s task.
What can I as a teacher do to reduce the spread of infection?
A prerequisite for JU to be able to conduct corona-adapted education on campus is that we follow the Public Health Agency of Sweden´s recommendations. As individual employees at JU, we can work to ensure that these are followed by information. For example: At the end of each teaching session on campus, a teacher can remind students to follow the recommendations and avoid creating crowding in corridors.
Should you wear a face mask?
JU follows the Public Health Agency of Sweden's recommendations. They currently do not have general recommendations on face masks. However, nothing prevents a student from using a face mask by their own initiative in class.
What are we, as teachers, obliged to do, e.g. regarding supervision, examination etc. for students who are recommended to stay at home?
Teachers should help such students to whatever degree possible, so that they don’t unnecessarily fall behind in their studies. This can, for example, include offering such students supervision via video-link to make it easier for them to study on their own or participate in seminars online. Compulsory parts of the course can potentially be replaced by substitute tasks/assignments. If the student misses an exam, e.g. having a paper examination in an exam hall, it may be advisable to offer a re-exam as soon as possible.
It is up to each course coordinator to decide how the students can make up for what they missed and if it is possible to change the course structure based on the syllabus. Study counselors can also assist.
Students may need to report to the Swedish Social Insurance Agency if the risk of infection prevents them from studying.
A student has contacted me as a teacher and says that they might be sick, what should I do?
Students who suspect that they might have been infected by the coronavirus should:
Will I be able to complete my Internship period (VFU)?
Contact the person responsible for the VFU/Internship to get information regarding the visit.
What digital tools are available for digital education?
Information regarding the coronavirus (Covid-19)
Websites with national and European information om Covid-19
If you feel worried you can read more via 1177.se External link, opens in new window. or call the nationnal information number (+46) 113 13 External link, opens in new window. if you have questions or want advice regarding the corona virus.
FAQ about covid-19 External link, opens in new window. at the Public Health Agency of Swedens website.
The European Centre for Disease Prevention and Control also updates their website External link, opens in new window. continously regarding the corona virus.
Information about the corona virus from Region Jönköping County (Region Jönköping County)
The World Health Organization
I feel anxious and worried. Who can I turn to?
Members of staff who are worried should turn to their immediate manager.
Questions related to suspected illness are referred to the health service via telephone number 1177 (+46 771 11 77 00) or 1177.se External link, opens in new window.