The faculty’s management of the coronavirus/Covid-19
The Faculty of Science complies with Lund University’s decisions and measures concerning the pandemic. Below, you can find information about faculty-wide procedures and measures resulting from the University’s decisions. The information on this page is updated regularly.
Shortcuts to the content
- Work from home guidelines
- Teaching in the spring semester of 2021 in light of the coronavirus
- Rules for thesis defences on account of the coronavirus
The faculty’s dean has decided on work from home guidelines. These guidelines apply from 1 February 2021 until further notice.
The faculty’s decision
- All work tasks that can be performed from home must continue to be performed at home.
- Work tasks that need to take place in the workplace, but that can wait, should be postponed.
- An exemption can be granted for necessary work tasks that need to be done on site, for example, in research, postgraduate education, teaching preparation, administration, operations and maintenance. An exemption can also be granted for individual teachers who are unable to carry out digital teaching from home and thus need to be on campus in order to do so.
- Applications for exemptions for specific teaching and examination sessions, and for research-related teaching elements (e.g. in degree projects and project work) will continue to be handled according to previously specified procedures and on separate forms.
- A risk analysis needs to be completed to ensure that we avoid congestion in corridors, offices or lab premises (where necessary, booking systems can be applied). All social distancing rules need to be met by a good margin. Public spaces should be avoided.
- After completing one’s exempted work task, one shall leave the campus and continue to work from home.
Application for exemption from work from home
In order to be able to conduct activities that must take place on campus in an infection-proof manner, an application for exemption from work from home must be accompanied by a risk analysis. The application and risk analysis need to be approved by one’s immediate supervisor (at the departments, this person is the head of department, or a person who has been appointed by the head of department). The form for risk analysis has been sent to the heads of departments by email.
On 18 January 2021, the vice-chancellor of Lund University took a new decision in light of the ongoing coronavirus outbreak. The decision means that teaching and assessment at Lund University are to be conducted digitally as far as possible, without physical attendance on the University’s premises.
The faculty’s decision
The dean of the Faculty of Science has taken a decision as a complement to the vice-chancellor’s decision from 18 January 2021 and guidance from 18 February 2021, concerning the following areas:
- Digital teaching and assessment
- Application for exemption from digital teaching and examination, including special risk assessment
- Anonymisation of assessment process
- Information about programmes
- Students in at-risk groups or living in shared households
- International students
- Preparations for conceivable scenarios
Digital teaching and assessment
Applications to deviate from course syllabi should be made using a special form, “Deviation from course syllabus regarding changes in the form of teaching and assessment (revised 4 December 2020)”. The form applies until further notice.
Information regarding applications to deviate from course syllabi is provided in the document “Procedure for management of deviations from course syllabi regarding teaching and assessment in light of the ongoing coronavirus outbreak (revised 4 December 2020)”.
The aforementioned documents have been sent to heads of department, directors of studies and administrative managers, among others.
Application for exemption from digital teaching and examination, including special risk assessment
Teaching and examination are to take place digitally except in particularly exceptional cases. This means that practical components of the programme that require the presence of students and that, if cancelled, could lead to far-reaching consequences for the quality of the programme, may be granted an exemption. The following applies:
- Exemptions from digital teaching and examination can be granted by the dean through a special application form.
- In addition to the application form, a special risk assessment must also be included when applying for an exemption from digital teaching and examination.
The application for exemption from digital teaching and examination, including the risk assessment, is to be made in line with the following process:
- The form "Application for exemption from digital teaching and examination in first and second-cycle education" (revised on 23 December 2020) is to be completed and the head of department appoints a person to prepare the application.
- One application is made per course, which is to be saved digitally with the following file names:
[Course code] Application for exemption from remote teaching [semester].
- A special risk assessment must also be included when applying for an exemption from digital teaching and examination.
- One risk assessment is made per course and the head of department appoints a person to conduct the risk assessment.
- The implementation of the risk assessment is recorded in the “Checklist for special risk assessment concerning the risk of spreading Covid-19 for campus-based teaching/assessment at the Faculty of Science (revised on 23 December 2020)”.
- The head of department signs the checklist.
- The form for applying for an exemption must be sent, together with the checklist for the special risk assessment, to programme coordinator amanda [dot] berglund [at] science [dot] lu [dot] se, with a copy sent to the Science Student Union (LUNA) luna [at] luna [dot] se.
- Include the following text/template when submitting:
Subject line: Application for exemption from remote teaching [subject and date].
Contents: Department [xx] is applying for a decision to be taken on exemption from remote teaching in line with the attached form and associated risk assessment.
- The decision is prepared by an official and registration of documents ensured by the faculty office.
- The dean takes a decision following consultation with the pro dean for first and second-cycle education and Lund's Science Student Union (LUNA).
- The dean's decision to approve or reject an application for an exemption is forwarded to the head of department with a copy sent to the director of studies.
Only practical components of the programme that require the presence of students and that, if cancelled during the spring semester 2021, could lead to far-reaching consequences for the quality of the programme, may be granted an exemption from remote teaching. Priority for carrying out teaching on the University’s premises should be given in the first instance to courses that cannot be conducted using digital tools, or are most difficult to conduct online (STYR 2020/251, 18 January 2021).
Anonymisation of assessment process
In the current circumstances, it is both technically and practically difficult to manage the anonymisation of the assessment process. The requirement to anonymise the assessment process has thus been removed until further notice.
Information about programmes
Relevant student groups are to be given access to clear information about the components to be held using digital tools and those to be held on campus.
Students in at-risk groups or living in shared households
Special safety measures may be required for teaching and assessment for particular student groups.
The position of the Faculty of Science is in principle not to offer intended campus-based education entirely digitally for those international students who cannot come to Sweden. This applies for example to inbound exchange students who are intended to have campus-based education in the spring semester of 2021.
This position also applies in principle to students on international programmes who are intended to have campus-based education for longer than one semester. However, the potential future easing of restrictions may mean this group of students has more opportunities to travel to Sweden.
Preparations for conceivable scenarios
Lund University’s decisions and internal recommendations are based on the decisions of the government and other public authorities. This means that preparations must be made as departments plan for spring semester 2021 to make rapid changes in line with changing conditions.
If you have questions
If you have any questions about the decision, please contact Amanda Berglund at the faculty office.
On 27 October 2020, the faculty's dean decided on an extension of previously decided rules for thesis defences on account of the coronavirus, and the rules have been updated several times since then. The rules below apply until further notice.
There is at present a general anxiety about gathering many people in one place. There is also a risk of restrictions that will further limit the public’s chance to be present at a planned thesis defence. We must therefore be able to manage changing conditions for public events at short notice, while notification of a thesis defence is to be at least three weeks in advance.
- All PhD and Licentiate thesis defences that are to take place up to and including 30 June 2021 are to be streamed online, so that those who wish to can follow the thesis defence via a link.
- The author of the thesis and the appointed chair for the thesis defence are to be present at the thesis defence venue. In addition to these two, only the technical staff required is allowed to be in the venue physically due to the current restrictions.
Rules for external reviewer or examining committee members who participate via a link
- All persons in the thesis defence venue are to be able to see and hear all persons attending via a link.
- All persons attending via a link are to be able to see and hear the author of the thesis, the presentations made in the thesis defence venue and all those who make statements at the venue. All persons attending via a link are also to have the option of direct telephone contact with the chair of the thesis defence. This is to manage any technical problems that may arise.
- The appointed substitute or substitutes are to follow the entire thesis defence via a link.
The external reviewer must be able to take part of the author’s presentation of the thesis and be able to participate throughout the public examination. The examining committee members must be able to participate throughout the thesis defence. If the technology fails and the above-mentioned requirements cannot be met, the thesis defence must be repeated or postponed.
Rules for public access online
- Via internet, the public is to be able to take note of the presentations that are made in the thesis defence venue and be able to see and hear the author of the thesis, external reviewer and all examining committee members.
- Via internet, the public is to be able to ask questions and hear all questions put to the author of the thesis.
Rules for requesting a thesis defence
The faculty normally appoints one substitute in connection with requesting the thesis defence, but there is no obstacle to appointing more substitutes. In any event, it is appropriate that the department representative has arranged for an additional one or two people who can be appointed as substitutes (or for another role) at short notice.
For each thesis defence, vice-dean Sandra Pott decides on the time and place and on the composition regarding chair, external reviewer and examining committee members as well as a substitute or substitutes for these. If any of the pro-dean’s decision need to be changed, of if the thesis defence needs to be cancelled, Linnéa Hellman at the Faculty of Science office are to be informed about the proposed changes and the reasons for them. Thereafter, the pro-dean can make a new decision. Decisions on replacements can generally be taken at short notice (within a few days).
If an examining committee member is to be replaced, it is often appropriate for the substitute to step in as an ordinary member and that a new substitute is appointed. If an external reviewer is to be replaced, it is often appropriate for one of the examining committee members to step in as external reviewer, that the substitute steps in as an ordinary member and that a new substitute is appointed.
At the latest in conjunction with the notification of the date of the defence of a thesis, the department representative is to have informed Linnéa Hellman at the faculty office about how the public is to access the thesis defence (link to connect to streaming of the thesis defence as well as information on how to ask questions).
This procedure is to ensure that information is included in the announcement of the thesis defence in Lund University's calendar (handled by the faculty office).
General information on streaming and participation via a link
The department is responsible for organising a link. The faculty has no resources or facilities set aside for this purpose. LU Conferences can arrange a total solution for a thesis defence in Zoom. The public are to be able to ask questions, but this can be either oral (via a link) or in writing (via email or chat), depending on the choice of technical solution.
- Conference services – staff.lu.se
- Contact LU Conferences via email bokning [at] service [dot] lu [dot] se
Zoom has been shown to work very well. Participants who are attending via a link are recommended to have a neutral background in the video mode (and not show their office, kitchen, etc. in the background.). The author of the thesis should also be equipped with a suitable background at the venue, or a background image in video display mode.
If you have questions
If you have any questions about the decision, please contact Linnéa Hellman at the faculty office.
Lund University's information regarding the pandemic – for staff and Phd students
Read more on the Lund University Staff Pages.