Tag Archives: Head of Administration

Communications, Salary Review, and the Review of Support Function at KTH

Communications

ITM is strengthening administrative support for communication. Currently, the school has two employees working in communications, communications manager Jenni Hollbrink, and Peter Waites, who is focused on web and digital communication. A third recruitment is under way, which is linked to research communication and the Södertälje initiative.

If you have ideas or are in need for support in these areas, do not hesitate to contact our communications staff. Above all, make sure you are up to date on the school’s internal website, as our ambition is to develop internal­­­– and management communication within the school. The idea is to offer all school employees and visitors relevant and engaging content, which will hopefully increase traffic on our internal website. This requires commitment, good ideas, and persistent work.

A first step in this new initiative is to present let our Head of School and a few key members of management give short introductions into our activities, vision and strategies. The films in question were produced last spring in order to present the ITM-school to the principal’s school visit in May 2018. The first film – in which Jan Wikander, Head of School, presents ITM’s vision and strategy – has been published on our internal website as well as on our new channel at KTH Play. New short videos in which the school’s head’s of department each present their departments will be released once per week. The films’ audio is in Swedish, but English subtitles have been provided so that all employees at the school can appreciate these presentations.

Salary Review

The school is in the middle of the yearly salary review. Salary talks are being held throughout September. Our ambition is that information regarding new pay levels will be available in the first two weeks of November. Payment of the new salaries is planned for the December salary payout. At KTH, new salary criteria have been in effect since June 1, 2018. The statement is available in Swedish and in English.

Review of Support Function at KTH

In the autumn of 2017, the President decided that a review of KTH’s management– and operational support was needed, one that was based on the needs of the university’s core activities. These activities were defined as research and education conducted at KTH. The starting point for the review has been “One KTH.” KTH should provide and offer equal and unified support to everyone, regardless of where in the organisation you are operating. This is a prerequisite in order for students and employees to experience KTH as “One KTH.”

A decision on this issue is expected this week, and will be published on the KTH internal website under Organisation and Regulation.

/ Christina Carlsson, Head of Administration

Öppettider under sommaren

Samtliga funktioner inom stödverksamheten är bemannade under hela sommaren. Expedition Sing Sing har dock stängt under veckorna 26-31. Expedition Nord har öppet under hela sommaren, under veckorna 27-31 är expeditionen bemannad mellan 08.30-13.00.

Personalen går att nå via service@itm.kth.se  under hela sommaren mellan 08.30-16.30.

Vi inom stödverksamheten hoppas att vi alla får en riktigt skön och varm sommar!

/Christina Carlsson, administrativ chef

The Presidents’ Visit

On May 9, Sigbritt and Mikael visited the School of Industrial Engineering and Management (ITM). The day began in Södertälje and ended in the M block.

In anticipation of the visit, the Dean of School had recorded video greeting welcoming Sigbritt and Mikael and outlining the strategic initiatives ITM aims to accomplish before 2019, as well as school-specific investment needs.

The Dean of School presented the necessary and quality-driven expansion of the school’s research. The intention is that this expansion will occur within three or four main categories:

  • Research and educational infrastructure
    • The innovation arena
  • Strategic research areas
    • Circular economy
    • Industrial digitization for sustainability and innovation
    • Energy-efficient industry
    • Advanced manufacturing
    • Carbon dioxide-free metal production
  • New research centers
    • MERIT – Critical edge computing for industrial application
    • Mechanics and materials design
    • Live-in-Lab
    • Basic support for potential KIC Manufacturing
  • Department-specific focus areas

The day began in Södertälje, at the Department of Sustainable Production Development. In preparation for a little surprise later in the day, Sigbritt received a full-body scan upon arrival.  One of the issues discussed in the course of the morning was “the challenge of making KTH Södertälje better known to the outside world.”

Thereafter, Sigbritt and Mikael continued to Campus Valhallavägen, where they were greeted by members of the school leadership. The school’s heads of department had recorded a video presenting each department’s vision and outlining challenges to achieving their objectives.

The heads of department and the departments’ video recordings were uploaded to Canvas as a course date, and Sigbritt was enrolled as a student. We watched the videos together, and discussed the departments’ various visions and challenges.

After this, service center staff arrived in electric cars and drove Sigbritt and Mikael up to the departments of Production Engineering, Machine Design, and Energy Technology. There they visited the Machine Design and Industrial Production prototype labs. Sigbritt also received her surprise: a “small mini-Sigbritt” made of various materials and based on the scan that had been made that morning. The visit ended with a visit to EGI and its Solar Lab facility.

After all this, the tired crowd of colleagues headed home to enjoy the long weekend.

The school leadership was very happy and proud to have had the opportunity to showcase ITM over the course of an entire day and to communicate the school’s vision and challenges.

Everyone at ITM hopes that Sigbritt and Mikael also enjoyed the day.

/Christina Carlsson, Head of Administration

ITM’s Service Center celebrated its first birthday on 1 April 2018!

The event was marked with balloons and loads of sweets.
It has been an eventful year – starting up an entirely new function, with no experience, and without really knowing what needs existed out in the operation. And this had to be done in parallel with recruiting new personnel. It’s no understatement to say that there were some significant fluctuations during the first few months.

But a year has now passed. Our employees, who were newly recruited at the time, now have a whole year of experience. They have got to know KTH and its structure to some extent, and have become familiar with our departments, their employees and their needs.

At times, running support activities is more about setbacks than successes. You need openness, dialogue and the ability to accept success and cope with adversity. To be able to handle situations in a professional manner, to persevere and to focus on solutions.

Annika Lilja and her colleagues have managed all of this with willpower. A huge thank you to everyone!

If you have not yet discovered how the Service Center can help you:

  • Register and archiving
  • Dissertation and licentiate
  • Purchasing and procurement
  • Catering
  • Conferences
  • Conference rooms & booking
  • Keys and key cards
  • Post, parcels and couriers
  • Travel
  • Success in the kitchen, print room & conference room
  • Caretaking

The Service Center is your point of access to support and assistance at the ITM school. You can contact the Center at any time if you have questions or to report faults of any kind.

The school’s offices are open Mon-Fri 8.30 am to 4.30 pm (except holidays and bridge days). All matters can be sent to service@itm.se.

If you have not yet been in contact with the Service Center, we hope to be able to help you in future too!

If you are already using the Service Center’s resources, we are always happy to receive any suggestions you may have for improvements. Without this feedback, we have nothing to work towards. If you have any suggestions for improvements, please send them to Annika Lilja, anlil@kth.se. I am convinced that she and her colleagues will do everything they can to help you!

Take care!

/Christina Carlsson, Head of Administration

Ladok 3, GDPR and the upcoming Staff Survey

LADOK 3

The changeover to the new Ladok system is approaching. Between 11-22 June 2018 (weeks 24-25), Ladok 3 will replace the existing Ladok system at KTH. This upgrade of the system is inevitable, as the existing Ladok is now 20 years old and in many ways outdated. A number of working groups have been appointed at KTH level tasked with ensuring a smooth transition to Ladok3. A number of Education Office employees are members of these working groups. In principle, all education processes have some kind of link to Ladok.

One effect that will be apparent to teachers during the changeover in June is that grades lists will be certified digitally. KTH will be providing information and training on the new Ladok 3 system. These activities will take place on an ongoing basis between April and September 2018. Information will be aimed at studies administration staff, teachers and students. Information to students on what the new Ladok3 means for them will be available on the external website Student at KTH.

All examiners will be required to undergo training in order to be granted authorisation rights in the new Ladok3. This training will be brief and will be provided digitally in Canvas. Further information regarding this will be provided as and when it becomes available.

During the transition, time will be tight with regard to registration of grades in the student registry. A risk assessment is currently being conducted at the ITM school in order to identify any issues relating to the transition. During the changeover and autumn term 2018, studies administration staff will register grades in the same way as at present. What the situation will look like in 2019 is a matter that the school will need to discuss. A SWOT analysis will be prepared to list the respective pros and cons of studies administration staff or, alternatively, teachers entering results into Ladok3 in future.

Studies administration staff will be available throughout the summer and we will also have administrative support available at offices at the beginning of the autumn term to assist with any questions, primarily regarding digital certification.

We will shortly be preparing a communication plan regarding the transition to Ladok3.

EU General Data Protection Regulation (GDPR)

The EU General Data Protection Regulation, or GDPR, will enter into force in May 2018. The overall purpose of GDPR is to ensure and strengthen the individual’s right to privacy by protecting their personal data.

KTH is currently carrying out an inventory. ITM has sent out a web questionnaire containing questions from KTH to a selected group.  As a public authority, KTH must be able to demonstrate that we comply with GDPR, including for those lists we establish. Ordered lists refers to registers created separately based on data obtained from a system, e.g. HR Plus or Ladok, or directly from the individual. In this context, lists are a compilation of personal data regarding a group of people (e.g. a class). The file format used is irrelevant.

We will get back to you with further information once analysis has been conducted at KTH level.

Staff Survey

The Staff Survey will be conducted between 4-25 April 2018.

In order to participate in the survey, one must have been employed at KTH for the previous three months to an extent of at least 40%.

KTH has purchased a supplementary service from Quicksearch. This means that Quicksearch will compile each school’s results and will present these to the management of each school.

We hope that as many members of staff as possible will take the time to respond to the survey, which will be sent out by email. It is important that school management obtains information about the work environment and how it is perceived, so that appropriate improvement measures can be implemented.

/Christina Carlsson, Head of Administration