Information and advice for employees and doctoral students

Here, you will find the answers to frequently asked questions about the Covid-19 vaccination. Information may be revised or added. 

QUESTION: Am I entitled to get vaccinated during working hours? 
ANSWER: Yes. There is a great community interest in stopping the spread of the coronavirus. Therefore, SLU is happy to allow its staff to take paid time off to go and get vaccinated. 

QUESTION: When I book my appointment, should I choose a specific time? ANSWER: If possible, you should book your appointment at a time that will have the least impact on your workplace. Therefore, it might be more practical to book your vaccination outside of working hours.

QUESTION: Do I have to tell my manager when my appointment is? 
ANSWER: The vaccine can cause side effects such as fever or cold-like symptoms. This might mean you need to take sick leave. Therefore, you should inform your manager when the time comes for you to get vaccinated so they can make alternative arrangements if necessary. 

QUESTION: Can my employer force me to get vaccinated? 
ANSWER: No. The Swedish constitution protects an individual’s bodily integrity. This means that the law prevents employers from forcing their staff to get vaccinated. 

QUESTION: Can my employer reassign me if I have not been vaccinated against Covid-19? 
ANSWER: Currently there are no official recommendations in place that mean employers can treat unvaccinated staff differently to those who have been vaccinated. 

QUESTION: I am not a Swedish citizen. What applies to me? ANSWER: Everyone who is resident in Sweden will be offered the Covid-19 vaccination free of charge.

Should I stay at home when I am sick or have a cold?

Yes! If you feel symptoms of illness, even mild colds, stay home to reduce the spread of the corona virus. Contact 1177 if you are ill and need counseling. 

If you fall ill

If you fall ill, you must notify your immediate manager or another delegated person. You are personally responsible for ensuring that your sick leave is reported in Primula self-service. You can also ask someone to do it. Your employer does not have to pay you sick pay until you report sick leave in Primula. Once you are back at work, you must report that you are well again in Primula selfservice.

Updates are listed in chronological order. 

Doctor’s certificates and home caring for a sick child (VAB)

15 March 2022
Information is available on the Swedish Social Insurance Agency website. However, information in English is not guaranteed.

Disease carrier’s benefit

15 February update:
QUESTION: The Public Health Agency recommends people cohabiting someone who has tested positive for Covid-19, or who has returned from a trip to Great Britain, to avoid close contact with other people during the incubation period (2–14 days, usually 5 days). What allowance can be paid during this period? (5 October 2020)

ANSWER: The treating physician takes decisions on suitable rules of conduct. If the physician decides that quarantine is necessary and the employee can work from home, they should receive their regular salary. If the employee is able to work, but cannot do so from home, they should be paid disease carrier’s benefit (Chap 9 Section 3 in the general agreement on pay and benefits for government employees; Section 12 Subsection 12 of the collective agreements for government-owned companies). For disease carrier’s benefit to be paid, the employee must provide a decision from the treating physician, an infectious diseases physician or equivalent, and a medical certificate, from day 1, stating that the employee must not work due to the risk of infection.

QUESTION: What benefit should be paid if the employee cannot work? (8 May 2020)

ANSWER: Employees who are unable to work due to an infectious disease are entitled to sick pay according to the Act on Sick Pay (1991:1047) according to the Social Insurance Code (2010:110).

Sick pay will not be paid to employees who cannot work because they may be carrying an infectious disease but are otherwise able to work. In those cases, the Swedish Social Insurance Agency may instead pay disease carrier’s benefit. According to Chapter 46 Section 10 of the Social Insurance Code, government employees who are suspected to be disease carriers are only entitled to disease carrier's benefit for the part of this allowance that is in excess of the income from their employment.

Agreements between the social partners for state employees provide that no salary deduction should be made if an employee is absent due to suspected infection in accordance with the regulations of the Communicable Diseases Act or the Food Act (Chap 9 Section 3 the general agreement on pay and benefits for government employees; Section 12 Subsection 12 of the collective agreements for government-owned companies). For the regulations to apply, the employee must provide a decision from the treating physician, an infectious diseases physician or equivalent, and a medical certificate, from day 1, stating that the employee must not work due to the risk of infection.

QUESTION: Do the temporary changes to the Act on Sick Pay, repealing the requirement to provide a doctor's certificate during the sick pay period, also mean that employers do not need a decision by the treating physician, an infectious diseases physician or equivalent to pay disease carrier's benefit? (14 May 2020)

ANSWER: Paying disease carrier's benefit in accordance with Chapter 9 Section 3 of the general agreements on pay and benefits for government employees and Section 12 Subsection 12 of the collective agreements for government-owned companies still requires a physician’s decision that an employee may not work as they may be infected with a disease that is considered a public health hazard as defined in the Communicable Diseases Act (2004:168). Such a decision, in a doctor's certificate or equivalent document, is required from day 1. The certificate should state that the employee must not work due to the risk of infection and the period for which the certificate is valid. The employee is responsible for providing such a certificate.

A person in my household is sick with covid-19, should I go to work anyway?

16 November update:
The Swedish Public Health Agency has updated rules of conduct regarding infection in the family/household: When a person in a household is ill and has received a test result that shows that he or she has covid-19, everyone in the household, both sick and healthy, except children who have not started preschool will be contacted by the healthcare and receive rules of conduct. 

If an household member gets ill

6 October update:
The Public Health Agency of Sweden has released updated guidelines on what to do if a family/household member has tested positive for Covid-19:

If someone in your household has tested positive for Covid-19, everyone in the household, even those without any symptoms, must be contacted by the health services for further instructions. The only exception is children who have not yet started preschool. 

Contact tracing, what does it involve?

11 August update:
Several regions are now refining their processes with respect to contract tracing of covid19. Those who have received a positive test result are contacted by a doctor and asked to list people they have had recent contact with. Primary healthcare providers may also help with this and in some cases completely take over the contact tracing process. Contact in this context means having been within two metres of an infected person for at least 15 minutes.

Note, previous recommendations still stand: if you have the slightest of symptoms, you should stay at home, though as long as you have no symptoms, you should work as usual.

Temporarily cancelled qualifying deductions

6 April update:
Information from the Swedish Social Insurance Agency website:
As of 11 March 2020, the government has decided to temporarily cancel qualifying days. This means that you can apply for qualifying deduction reimbursement retroactively from 11 March and onward. The employer must make qualifying deductions as usual.

If you are employed, you will be reimbursed with a lump sum of SEK 700 before tax.

As of 7 April 2020, there will be an e-service on My pages where you can apply for qualifying deduction reimbursement. However, information in English is not guaranteed. The reimbursement will be paid within 3–5 working days.

More information is available on the Swedish Social Insurance Agency website. However, information in English is not guaranteed.

Will the university cancel any big events?

1 April update
As of 29 March, all public events and general assemblies (for example lectures, markets and conventions) with more than 50 participants are forbidden in Sweden. All events and other meetings with more than 50 participants are therefore cancelled until further notice. Digital meetings are recommended for other events and assemblies.

Will the university or its operations close?

18 June update
As of 15 June, SLU decided that teaching can take place on campus if recommendations and guidelines are followed. 

Corona-caused extension of foreign doctoral students' residence permits

Extension of residence permit is applied for at the Swedish Migration Agency. Read more about what is required on the Swedish Migration Agency's website and how to apply for an extension.

The Swedish Migration Agency is aware that external factors, such as consequences of the corona restrictions, affect the program and thus the end date.

Latest update: 26 February

Can I borrow office furniture from my place of work?

ANSWER: Yes. Contact your line manager to find out what furniture you can borrow for homeworking.  

Can I be reimbursed for office furniture I buy myself?
 
ANSWER: No. SLU does not reimburse you for office furniture you buy yourself. If a department or other unit buys equipment for employees working from home, this must be done through procured suppliers. 

I don’t have any way of transporting office furniture and other equipment. Can the employer help with this?

ANSWER: This must be agreed with the line manager. If several employees need assistance, an option could be to coordinate this and use the services of a procured transport company. There is no decision at the central level to reimburse employees for the cost of transporting office furniture. Any such costs are to be paid by the department/equivalent. 

Can I apply for a deduction in my tax return if I buy a desk, office chair etc. myself for homeworking?

ANSWER: No. As a rule, buying furniture or other office equipment for homeworking does not mean you can claim a tax deduction. If your employer pays for equipment such as an office chair for you to use at home, you can use it without being taxed for benefits. The same applies if you borrow equipment from work to use at home. This does not count as a benefit as long as the equipment is the employer’s property and you return it when you stop working from home. 

Can I claim a tax deduction for a home office?

ANSWER: No, normally you cannot claim a tax deduction for setting up a room, or part of a room, as a home office. 

Does SLU have any central funds for reimbursing office furniture, supplies, etc. for homeworkers? 

ANSWER: No. Any such costs are to be paid by the department/equivalent. 

Different public authorities seem to have different practices when it comes to transporting office furniture such as desks, chairs, monitors, etc. What rules are there?

ANSWER: Public authorities have delegated employer responsibility, meaning authorities can take different decisions depending on the needs and unique conditions of that authority.

Can IT support access my computer when I work from home if I need support?

ANSWER: Yes, if you are connected to VPN.

Is my equipment insured also when I work from home?

ANSWER: Yes, at least on computers purchased via the IT department, the same conditions apply at home as at work.

Is my computer safe when I work from home?

ANSWER: It is difficult to answer the question as it depends entirely on what the network at home etc. looks like. Use your SLU computer and do not let anyone else use the computer.

What happens if I get a virus or something like that?

ANSWER: If you suspect that you have received a virus or similar, contact IT support.

Should I connect to VPN throughout the working day?

ANSWER: Not necessary if you do not need a specific service that requires a VPN. However, it is good to be connected once a week for a longer period so that any updated settings from SLU can be downloaded.

My mobile surf ends quickly when I work from home and use my work phone at work. Can the amount of surf be increased and does pay SLU for this?

ANSWER: Yes, send a case to it-stod@slu.se. Check with your head of department or equivalent what applies regarding payment.

I have no symptoms. Should I still work from home?

15 May update:
SLU has assessed that someone with no symptoms and not part of an at-risk group can carry out their regular duties. You can work from home to the extent that your line manager decides possible given your tasks and work environment. You and your line manager need to agree if any measures are needed to guarantee a satisfactory work environment in the home.

I need to talk about how the coronavirus is affecting me and my work. Where should I turn?

6 April update:
Primarily discuss this with your manager and colleagues. If you want occupational health service support, contact your immediate manager.

Digital tools for working from home

At SLU you have access to several digital tools that makes it possible to work from home. The tools mentioned in the text are available for all employees at SLU. Read more on IT support's page about digital tools for working from home.

Advice to those working from home

Many SLU employees will work from home due to the coronavirus. Managers are responsible for deciding whether working from home is possible or not. Below are a few tips for those working from home.

1. Structure the day

Try to follow normal work times and routines as much as possible, even when working from home. Remember that the same working hours that apply in the workplace apply at home unless you have agreed on something else with your manager/equivalent. Notify colleagues that you are working from home and when you are available.

“Routines” include recuperation such as coffee breaks, lunch and breaks. Try finding new routines at home that correspond to those at work. It is recommended to have virtual coffee breaks with colleagues. More information below.

2. Move/take a walk

It can be physically or psychologically strenuous to work from home for a longer period, and there must be procedures to ensure that it works in the long-term. For example, set reminders on your phone a few times per day to remind you to take proper breaks and allow the mind to rest. These breaks are not as spontaneous at home as in the workplace. Take the time and plan them. It can be good to take a short break once per hour to rest the mind and maintain concentration for the rest of the day.

It is also important to do ergonomic exercises in order to reduce the risk of strain injuries. Take a walk or two during the day. Other ways of incorporating physical exercise is moving the arms and legs, stretching the back, etc. Another tip is standing up and looking out the window, as far as you can, for a minute or two, before returning to work. This allows more blood to travel to the brain and rests the eyes. Perhaps it is possible to take part in a phone meeting while getting some fresh air?

3. Ensure social contact

Work provides most of us with a social community that is important for our well-being. Working from home separates us from or social fellowship during a longer period. It is therefore important to find ways to compensate this need. Make an effort to establish social contact in other ways. A few tips:

Coffee breaks on Skype – meet online at set times and have a coffee together. Preferably, at least twice per day.  You will find more tips on arranging digital coffee breaks in the news notice on working from home. Also keep a chat window open in Skype or Teams – this allows continual contact with colleagues throughout the day. Chatting is more informal than emails. Be aware if/when the workplace arranges video meetings for employees (information meetings, workplace meetings, staff meetings, etc.). Follow such meetings online, even if the need is not considerable today – it can make it easier for others. Tell any immediate colleagues that you would like to be kept aware of what is being discussed in the workplace.

4. Create an efficient and peaceful workspace

Another tip is creating a clear work station in the home. This may involve being able to close a physical door. If this is not possible, close a mental door by asking any family members to respect your working hours and new work situation. No distractions are necessary when working. A clean and tidy kitchen table is also a good option. Signal that you are busy by closing the door, putting on headphones, turning your back or something else that shows intention. Notify your surroundings of when you take breaks and when you are done for the day. And perhaps most important of all: stick to the plan.

Give yourself time to structure any technical tools to make things easier and practical. Where should the computer be? Where do I sit best? Which chair should I use? etc. Also consider whether you know how to use all useful available software. Are there solutions in Outlook, Teams, OneNote, etc. that you normally do not use but which could be useful now? Do you need instructions, training or help getting started?

Work environment responsibility when working from home

The employer is formally responsible for your working hours and the work environment even when working from home. You should be prepared for the fact that your manager may ask questions about your work environment at home, both physical and psychosocial aspects. Those working from home are also obligated to report any risks, incidents or accidents that occur in the home environment. This is to allow the manager/equivalent the conditions to take their work environment responsibility. This especially applies if there is a serious incident or accident. The manager/equivalent must then report the occupational injury, which is important in order for any insurance to apply. Learn more about what applies during occupational injuries.

Information security

Also remember that information security must be the same as in the regular workplace – information must be protected and kept away from unauthorised persons. Public access and secrecy rules also apply when working from home.

Advice when holding digital meetings

1. The meeting leader should ensure that there is a clear purpose for the meeting, as well as that all participants are given an established agenda. The purpose for this is ensuring that the participants have time to prepare what they would like to say.
2. Before a distance meeting, it is important to clarify any rules – for example that all participants turn off their microphones and subsequently turn them on when they wish to speak (in order to avoid bad sound quality).
3. Agree on how to take notes during the meeting as well as who is responsible for taking them. By using some tools, the chat window or shared documents can act as the protocol.
4. Follow the agenda – structure is more important during distance meetings than regular ones.
5. If any material needs to be shown, it is possible to share a screen during the meeting.
6. Ensure that the information is transparent and that everyone gets to talk when they wish to say something. Allow one participant to speak at a time, and thank them for their input before the next person speaks/the next item is discussed. Include all participants in a meeting as much as possible.
7. Remember to be extra clear when necessary, especially when a response is required. Do not assume that everyone heard, kept up with or agree with what was said.
8. Also consider how communication is conducted during the meeting. This does not just mean to listen to what is said, but also to what is not said such as tone, voice pitch and silence. It is also good to be relatively informal and facilitate spontaneity during virtual meetings.

Also take a look at: Five tips for better digital meetings