STAFF HANDBOOK/Updated July 2017

Transcription

1 STAFF HANDBOOK/Updated July

2 Welcome to Schmidt Hammer Lassen Architects/ PREFACE In this Staff Handbook we have compiled all relevant information about who we are, how we work and the visions, we pursue. The Handbook also provides an overview of all essential aspects of your employment. We hand out the Staff Handbook to our new colleagues and it is continually updated and available on the SHL Intranet. Please notice that the Handbook comes with local addendas due to the differences in employment and working environment laws in the countries we operate in as well as various collective agreements across our offices. You find the local supplement in the addendum. We hope you will enjoy the reading and if any questions remains, do not hesitate to contact your manager or me. Welcome to our team! Gitte Myrup Andersen Head of Human Resources 3SHL Days 2016/The Cloud Pavilion/Shanghai/China 4

3 Schmidt Hammer Lassen Architects/Staff Handbook CONTENT Preface/ About us/ 6 The architectural approach/ DNA 10 Organisation 15 Sustainability and innovation 19 Corporate Social Responsibility (CSR) 22 Your working conditions/ 23 Daily worklife 25 Knowledge sharing/ inspiration 26 Knowledge sharing/ Intranet 27 Professional development 29 Working environment/ health and safety 33 Confidentiality, loyalty and business ethics 38 Graphic identity and design/ 39 Design Guidelines 39 Practical information/ 43 Project Management 45 IT policy 49 BIM policy 53 Travel policy 57 Finance 59 Practical office information 61 Addendum/ 63 Alphabetical index 66 Local addenda 68 Malmö Live/ Malmö/Sweden

4 ABOUT US We believe that architecture creates change. We strive to design buildings that meet the challenges of a modern society; shaping the lives of people, communities and organisations and bring people together in new ways. City of Westminster College/London/UK 8

5 ABOUT US/ The architectural approach/dna Schmidt Hammer Lassen Architects is an international architecture practice and one of Scandinavia s most recognised award-winning studios committed to innovative and sustainable design. Our DNA is defined by the amazing projects we have designed over three decades. We have a passion for architecture and a sincere interest in the user s perception of space, We strongly believe, that architecture at its best, is a vital generator for positive change - today and in the future. Common to the projects of the studio, is our democratic approach to architecture defined by modern, open and multi-functional spaces. We strongly believe that a building revolves around people and is not merely an architectural shape. Architecture should be closely integrated with its surroundings in careful consideration of its functions and social context, thereby enhancing and heightening quality of life. Our design approach is rooted in Scandinavian architectural traditions based on the human scale and democratic values, with function, light, space and material as markers. Our strategy/create. Responsibly. We call our strategy Create. Responsibly. The strategic vision is to create worldclass architecture with a responsible mindset. Responsibility in terms of sustainable, social and financial sustainability - also known as holistic sustainability. The four cornerstones of our strategy are/ We want to: be among the top 3 Scandinavian architects work all over the world specialize/library experts/culture/learning/commercial draw a really beautiful bottom-line DNA/ Our DNA is our architectureal offspring. We find it valuable to share a common understanding of what we stand for. The DNA is mainly a valuebased framework, that allow us to bring a strong architectural focus into each projects, and to do so throughout the whole project lifecycle. Most importantly, we want to motivate and inspire everyone of you. ARoS/Aarhus/Denmark 10

6 ABOUT US DNA /Our Architecture Relate to site and context/communicate consequently with a clear design cencept/appeal to senses with elements of surprise/is timeless and long-lasting/ Add documented value to user, client and community Halifax Central Library/Halifax/Canada

7 ABOUT US Methodology/How we: Think before we design/frame the concept/create. Responsibly./ Act professionally/work as a team The Crystal/Copenhagen/Denmark 14

8 ABOUT US Organisation/ The offices of Schmidt Hammer Lassen Architects are placed in Aarhus, Copenhagen and Shanghai and currently counts 150 staff. Ownership/ Schmidt Hammer Lassen Architects was founded in Aarhus, Denmark, in Today the group of senior partners includes Morten Schmidt, Bjarne Hammer, John F. Lassen, Kim Holst Jensen and Kristian Lars Ahlmark, along with partners Chris Hardie and Rong Lu. The company owners are members of DI, Danske Ark, ARB, RIBA and Class A Licensed in China. Management/ The chief executive officer (CEO) of the company is Bente Damgaard, who oversees the close collaboration between the creative and administrative management. Bente Damgaard holds the overarching strategic management responsibility and reports to the board. shareholders board of directors executive board Business Development Department CCO Commercial & Contract Department CEO Partner group Board Executive Board Concept Development Department CD Project Development Department COO The creative management is composed of a selection of the senior partners, partners and the associate partners and the creative responsibility rests with the company s creative director, Bjarne Hammer. The day-to-day running of the company is supported by a number of administrative functions under the leadership of the Head of Finance, Head of Communications, Head of HR, Head of IT and the local Office Directors. executives and managers CREATIVE MANAGEMENT risk management/ communication/ Board of directors/ The partners and CEO report to a professional board that comprises external and internal board members. The board meets on a quarterly basis. heads of staff finance/it hr/ Staff/ Our skilled staff constitutes the essence of the practice and is our most valuable asset. People working with us are characterized by commitment, motivation and skill and span a broad spectrum of competency; architects, architectural technologists, model builders, graphic designers, HR/ Communications/ IT specialists and business developers. office directors AAR CPH SH Schmidt Hammer Lassen Architects/Organization Chart 16 15

9 ABOUT US The architecture of Schmidt Hammer Lassen Architects creates spaces that excite the senses using elements of surprise and poetry. We push the boundaries with our unstinting curiosity and we always seek the qualitative solution that is ultimately the best in functional, conceptual, artistic, technical and economic terms

10 ABOUT US Sustainability and innovation/ Sustainability a holistic approach Schmidt Hammer Lassen Architects is committed to developing and realising a holistic concept of sustainability. Architecture is about creating a better framework for human life and development as well as about considering the environment and our planet s resources from a global and sustainable perspective. As architects we have not only the opportunity but also the responsibility to design a better world. We consider sustainability from a holistic point of view that weighs financial, cultural and social issues as well as wider environmental aspirations. We design sustainable solutions that focus on the environment, the user, society and the overall economy. We constantly challenge the concept of sustainability, because we believe that each project must reach new standards. We challenge the status quo by allowing room for inspiration, inventive thinking, and testing the limits. We build from our experience but we are also constantly looking for new ways to optimise our design. We have established a reputation for devising truly sustainable solutions across the field of architecture. Adopting a holistic approach, we believe that the basis of sustainable design is an understanding of every component that will deliver a healthy and enduring building, a building in which people will feel comfortable both physically and socially. In our view, sustainable design is about adding value. Based on a rigorous analysis of context, core function, possibilities for flexibility over time, orientation and appropriateness of scale, we seek to design buildings in tune with their context and resonant with a sense of place. Aspects of sustainability We design sustainable solutions for sustainable communities using local manufacturing and labour where possible. We strive to reduce lifecycle costs by using passive solutions, optimising natural ventilation, providing local controls, reclaiming heat and using high-quality, durable materials. We incorporate thermal stability with night cooling and lots of insulation and aim for prime quality of the building envelope. We optimise the use of daylight, saving on electricity. We strive to minimise waste and to consider all elements as part of either a biological or technical cycle. We seek to minimise the impact on both the global and the local environment. We use lifecycle assessments in order to reduce global warming, ozone depletion, photochemical ozone creation, acidification, eutrophication, and other creative environmental impacts. We strive to use non-toxic/non-harmful materials and only use timber and timber materials from sustainably managed forests. We strive to conserve natural water resources by looking at all aspects of water within our projects considering conservation, recycling and harvesting, from largescale urban drainage systems to the use of grey water systems within buildings and simple water-saving methods. We incorporate alternative sources of energy such as wind and solar energy, alternative fuels and alternative heat sources, with a strong preference for renewables. Above all, sustainability is about responding to the client s basic needs whether the client is an individual, a commercial enterprise, a school or an entire community. Sustainability is about delivering design that functions successfully socially and technically as well as economically, and as a catalyst for positive change. In other words, we are talking about successful place-making: when it works, sustainable design can engender a sense of civic pride and identity. This is an extraordinary challenge for architects it is at the very heart of why we do what we do. Schmidt Hammer Lassen Architects has experience using DGNB, BREEAM and LEED certification systems. For further information, please contact the company s Sustainability Manager. Architecture is about creating a better setting for people s lives and development and it is also about seeing nature and the world s resources from a globally sustainable perspective. As architects we have both the opportunity and the responsibility to design a better world. Bjarne Hammer, Founding Partner 19 20

11 ABOUT US Corporate Social Responsibility/CSR Schmidt Hammer Lassen Architects maintain a strong and ambitious focus on CSR initiatives. Today, we provide excellent sustainable architectural services on four continents, with the overall goal to optimize existing standards for modern buildings and urban environments - for the benefit of society, people, environment and the overall economy. We believe that architecture solutions increasingly will drive positive change.that is why we engage in innovative research projects, establish collaborative partnerships with both industry and higher education institutions, and offer targeted internal continuing professional development. We have procedures in place to ensure, that new knowledge and best practice are integrated in each project. The UN Global Compact/ The Global Compact is the world s largest voluntary CSR initiative dedicated to initiate and support companies operational and strategic focus on corporate social responsibility. Schmidt Hammer Lassen signed up to the UN Global Compact in 2008 while participating in the international travelling exhibition Building Sustainable Communities. The overall intent is to actively commit businesses to working to ameliorate the major social, economic and environmental challenges that follow in the wake of globalisation. Today, the Global Compact has grown into an extensive international network comprising more than 10,000 partner businesses and stakeholders from more than 130 countries. The ten basic tenets of the Global Compact are at the centre of the stated objectives and cover four key focus areas: human rights, workers rights, the environment and anti-corruption. By supporting the Global Compact, we commit to focusing on initiatives that support these focus areas. Schmidt Hammer Lassen annually reports on CSR activities to the UN in the form of a COP/ Communication on Progress. For further information, please contact the company s CSR responsible and find our reports/ COPs on SHL_Standard Sir Duncan Rice Library/Aberdeen/UK 22

12 YOUR WORKING CONDITIONS Dokk1/Aarhus/Denmark 24

13 YOUR WORKING CONDITIONS Daily worklife/ Knowledge sharing/inspiration Your first day at work During your first few days with the company, you will be given an in-depth introduction to the use of IT, telephones, keys, etc., as required in order to effect a smooth, rapid transition into our culture and way of working. Your manager will help ensure you are given a good introduction and you can always consult him or her about how to deal with any new challenges you may face. International profile Schmidt Hammer Lassen Architects is an international company of architects with many international employees and projects. Our corporate language is English. Our offices work together internally and we also participate in consortia with external partners to take part in competitions, design work and implementation. Accordingly, we give priority to our employees ability to work as part of a team as well as independently and to be flexible. A democratic workplace As a new employee, you will find our website ( and intranet are your shortest route to obtaining contact information and getting to know your new colleagues. Schmidt Hammer Lassen Architects works in open-plan offices, as this promotes transparency and the feeling of unity. We are a democratic workplace where everyone from high to low is accessible. Staff who work in project teams move on to new project teams on a rota basis. Partners and administrative staff occupy permanent places close to the project staff. It is normal procedure to work directly with one of the partners or associate partners on competitions and design work. Project culture Our profession requires constant adaptability in an ever-changing environment. So when you join a new project team, please clarify your role in the project and ask about the project ratio, expected hours, budget and organisation. It is also important to clarify the level of ambition and to dare to ask for advice. Virtual project culture At Schmidt Hammer Lassen Architects we also work in virtual project teams. You can be logged in to the same Lync call as a colleague who is sitting in Asia, another one in Denmark working from home and a partner on the road in the UK sitting in a hotel lobby, all of you collaborating on a set of drawings for a project in Canada. Working in virtual project teams uses resources located at different offices, in different countries and in different time zones. By working flexibly like this we balance the workload across the company as a whole and we minimise the risk of lacking work in one region while simultaneously being too busy in another region. The challenges of running projects virtually include less face-toface time and the risk of intercultural misunderstanding; body language is difficult to read in video calls and false consensus may arise. For these reasons it is important to share lots of relevant information about issues that can impact workflow, but also to get together and meet as a virtual team for informal information sharing in cyberspace. Set interaction rules, respect them and build trust at the team level. Meeting culture Meetings require preparation and a well-considered agenda must be circulated in advance. Minutes must be taken at meetings, including internal meetings, so that the basis for decision-making can be clearly seen. In our open-plan offices we must show respect and concern for one another s concentration and be considerate when having even short meetings by the desk. For lengthy Skype meetings please book a meeting room and bring your desktop and headset Knowledge sharing/ inspiration/ Event/ Seminar Knowledge sharing also occurs through various learning initiatives, that take place each month at our offices: Knowledge events/ internal and external lectures and Continuing Professional Development (CPD) courses. Office meetings/ the management team briefs staff on strategy, finances, resources, projects, new initiatives and relevant local matters. This is also a forum for professional debate and you have the opportunity to ask questions or put forward proposals. On site experiences/ construction site visits, study trips and employee initiatives with a focus on sharing experience. Social events/ Friday afternoon get-togethers, celebrations and other social events such as the Christmas party and summer party. The primary objective of these initiatives is to support an inspiring, sharing, exploring and learning work environment. Please refer to the Intranet Event calendar and the CPD Plan for further information. SHL Standard is on drive S, which is the public drive for all employees

14 YOUR WORKING CONDITIONS Knowledge sharing/intranet In a knowledge-based company like Schmidt Hammer Lassen, effective knowledge sharing is key. The intranet is the platform where you easily share knowledge the place where you read your daily SHLnews, the latest gossip about the projects we are working on, and the place where you can ask and answer questions. Furthermore, the intranet supports our collaboration across the offices. The intranet is based on colleague-to-colleague knowledge sharing as well as traditional company-to employee information sharing. As a knowledge-intensive organisation we largely depend on the sum of every employee s experience and professional knowledge to keep a successful strong foundation for the development of our projects. So to get the most of our intranet you are encouraged to use it to share knowledge so the total knowledge pool can be put to work for the benefit of us all. Layout structure On the frontpage Yammer feed, News and Events functions as a large pin board which is shared by the entire company, cf. layout structure. News News will bring you updates on a general company level on projects (competition wins, topping outs etc.) and all major news from the management team including HR and IT. The information posted in News is edited by the Communications department. Yammer feed Yammer feed is based on the Yammer App, which basically is a corporate equivalent to Facebook or Twitter. The company s feed is SHL, so please go to and create an account, using By doing this, you will automatically gain access to the feed. Share interesting project pictures and thoughts, notions and other relevant information for instance while being on the road. Events Events features the upcoming internal events and committee meetings. To access previous events, click the black Events-button and find information, slides or video recordings of previous events. My Site My Site on the frontpage is a general menu bar to access the SHL webpage, Maconomy, Staff Handbook, Events calendar etc. The menu bar above consists of 7 sub sites, corresponding to the company s organizational structure. People People is the user library (people search engine). This is a powerful knowledge sharing tool, when it comes to using expertise, already within the company. If you need knowledge or experience within a certain field of expertise, the People site allows you to search among your colleagues skills, past projects etc. Edit your own details on your profile to make you searchable for your colleagues, PM, HR and PQ regarding which projects you have worked on, your skills etc. Projects Projects is the projects library (project search engine), where you can sort SHL projects by name, project no., sector, locality etc. to find information you need about specific projects. Please read about Ask me about levels of qualifications and skills in the Intranet Quick Guide before you edit your profile. If you have information that should be posted on the News platform please send it to the Communication Department. Business Development is the sub site for the Business Development Department / BDD. Concept Development is the sub site for the Concept Development Department / CDD. Project Development is the sub site for the Project Development Department / PDD. Knowledge is the sub site for the Knowledge Groups like BIM, GREEN and BUILD and will be a common knowledge pool for everyone to dip into. Support is the sub site for the staff functions such as IT, HR/People and Culture etc You can access the intranet at home: For further information, please see The Intranet Quick Guide on the intranet 27 28

15 YOUR WORKING CONDITIONS Professional development/ The SHL s CPD Plan can be found at the SHL Toolbar Professional development Skills development is vital for creating world-class architecture. Schmidt Hammer Lassen Architects desires professional and personal development for all its staff and all employees have funding allocated for Continuing Professional Development.Employee Development Dialogues (MUS/EDD) take place twice a year with your manager with emphasis on your job satisfaction and comptency development. Together with your manager, an Individual Development Plan (IDP) for your professional development is agreed. SHL continuing professional development /CPD plan The CPD Committee works with the management to prepare an annual training plan for strategic and practical comptency development within the company. Priority in 2017 is given to the following topics: BIM, GREEN, BUILD, SHL DNA and project architect training. Key personnel are responsible for organising courses and activities to underpin development in each field. At Schmidt Hammer Lassen, we have proud traditions when it comes to our annual gatherings, the SHL Days, where we meet to be inspired, challenged and to have fun. SHL Career Circle At Schmidt Hammer Lassen Architects, career development is linked to the company strategy. Regardless of your educational background, it is possible to have a professional development within four strategic directions: design, project management, leadership and specialist. Our career circle is created to retain a highly motivated staff, to ensure professional development at all levels, and to attract new colleagues to the company. With us, career development can be the advancement in managerial positions as well as specialization in a particular area of expertise. We encourage employees to take on different types of jobs and responsibilities in their career within the company. At the two annually EDD sessions, the SHL Career Circle can be used as basis for the dialogue with your manager about your professional development. Appointment to Associate, Associate Partner, Partner or Senior Partner is to be decided by the Partner Group and is not a part of the EDD sessions. Job descriptions We form generic job descriptions for most positions held by architects, architectural technologists, designers or architectural assistants. For specialists, members of the staff or managing staff we refer to your individual job description and sessions with your manager. Secondment abroad We are an international company and we value intercultural skills. If you are interested in continuing your career with Schmidt Hammer Lassen Architects at one of our offices (or project offices) in Aarhus, Copenhagen or Shanghai please contact HR for guidance. We can arrange secondments of varying length. Senior staff As a senior member of staff the company focuses on you and on your wishes in the workplace. Senior staff make a valuable contribution and accordingly we want to help maintain and develop your experience, skills and expertise. We want you to enjoy a sensible transition to retirement through individually planned and adapted retirement plans.. For further information read the general job descriptions via the SHL Office toolbar under Human Resource. The SHL Office toolbar is a button in the taskbar at the bottom of your screen, see page 40. Interns Skills development at schmidt hammer lassen is also concerned with developing new talent outside the company. We have a professional and ethical obligation to offer exciting intern opportunities to students attending schools of architecture and architectural technology study programmes in Denmark and abroad. Students learn by becoming integrated into current projects and they bring fresh ideas. They must be involved in our work as equal team members and be given sufficient support to enable them to contribute to the overall development of the organisation. Archives and technical libraries Our offices have archives containing various materials and a technical library containing publications, catalogues and brochures. In addition we subscribe to various technical journals and electronic portals, and relevant technical literature is purchased on an ongoing basis

16 Professional development/career Circle PREFACE Concept Development Manager LEADERSHIP Office Director Project Architect DESIGN Senior Project Development Manager Project Architect Senior Architect Architectural Technologist Assistant/ Officer BIM-model responsible Senior Office Manager Design Responsible Sector/Area Manager Senior PROJECT MANAGEMENT Project Manager BIM Manager IKT Leder Sector/Area Manager Region manager Head of Department SPECIALIST 31 32

17 YOUR WORKING CONDITIONS Working environment/health and safety Schmidt Hammer Lassen Architects strives to create an inspiring working environment where employee safety, health and well-being is a key priority. Gitte Myrup Andersen, Head of Human Resources Health We want to support a healthy work life for all staff members and the local offices organise participation in various culture and running events. Initiatives towards joint activities are always welcome. Although we often work with strict deadlines and at a high activity level, we encourage everyone to take a break from your desk to enjoy the lunch break with your colleagues. We also encourage you to participate in the Continuing Professional Development/ CPD activities and social events organised at your local office or in your department. We love to celebrate won competitions, significant birthdays and anniversaries. During these festive occasions, you are welcome to enjoy a glass of wine or the like, likewise at parties and Friday afternoon staff get-togethers. Out of consideration for colleagues with allergies and a healthy physical working environment in general, pets are not allowed in our offices. Alcohol and smoking We encourage safe, responsible behavior toward alcohol. Alcohol in general is not allowed during working hours, exceptions are made on special occasions as mentioned above. If you or a colleague experience the symptoms of stress, are subjected to bullying, show signs of substance abuse or other situations that concern you, you must inform your manager or HR. No two employees are alike, so the company handles each case individually. If possible, we will work with you or the colleague in question to put in place targeted, proactive measures to deal with the problem. Regardless of the location where you work, you can always contact HR in the strictest confidence. Health insurance The majority of employees at Schmidt Hammer Lassen Architects have health insurance. HR or your manager can tell you more about your options for health insurance. If, in the service of Schmidt Hammer Lassen Architects you leave the country you normally work in, you will be covered by International Travel Insurance provided by TRYG. A policy document describing travel and health insurance is kept in Reception. Workplace assessment Every three years all employees must complete a Workplace Assessment (WPA). Its purpose is to chart the physical and mental environment of the workplace and it is an important tool in the management s efforts to create a healthy working environment. In Aarhus and Copenhagen, in accordance with Danish legislation and the collective agreement, a Health and Safety Committee/ H&S and a Collaboration Committee have been appointed with representatives from among management and staff. You are always welcome to approach the council members with any enquiries. Although the two committees only officially cover the Danish offices, management will try to spread positive initiatives involving co-operation, health and the working environment to other Schmidt Hammer Lassen Architects offices. National rules on H&S and occupational injury insurance for employees must always be complied with. Safety Management is responsible for creating a good physical setting for all employees. Your safety is our top priority. You must follow safety instructions, especially when you visit building sites and when working in the model workshop. When visiting building sites you must wear a hardhat and protective footwear as well as other safety equipment required on the building site. In the model workshop you will find guidelines for handling machinery and tools. It is your responsibility not to start on modelling work until you have familiarised yourself with the guidelines and have been given an in-depth introduction to how to use tools and machinery, if relevant. You must not work in the model workshop if you are alone in the studio. This is a precautionary measure in case you are injured and require urgent medical assistance. If you are injured during working hours you must inform your manager at once (and in Denmark, you must also inform the Health & Safety Committee). Smoking is only allowed outside our offices

18 YOUR WORKING CONDITIONS Absence and illness If you are ill and unable to come to work you must inform your manager and Reception on the morning of the first day of your absence. When you call or in sick you must also say when you expect to return to work. Your manager or HR may ask you to document that your absence was due to illness. You can do this by producing a doctor s certificate/fit for work certificate. Please refer to the collective agreement or your individual contract. In the case of a lengthy illness you and your manager must jointly work towards your return to work as soon as possible. If you have health insurance you can make use of the various treatment options. Absence within normal working hours Planned holiday or individual days off, CPD training activities, personal appointments, etc. that take place within normal working hours must be set up in your Outlook calendar as meetings and sent to SHL Out of Office, so that Reception and your project team know you are away. Holidays and individual days off apart from national public holidays must be agreed in consultation with your manager before you go. If you want to take a day off but do not have any holiday or time in lieu left you have the option to take unpaid leave. This can be arranged with your manager. Doctor/ Dentist You can take unpaid leave to go to the doctor or dentist if you are unable to arrange an appointment outside normal working hours. Depending on which office you work at, you and your manager must agree whether you can work a little longer one day to make up the time or whether you can take the time off in lieu. Emergency visits to the doctor or dentist are treated in the same way as illness. Paid leave One day s leave is granted for your own/ wedding 25th wedding anniversary 40th birthday 50th birthday 60th birthday 10th work anniversary 25th work anniversary You can take paid leave to give blood. If you are pregnant, you can take paid leave to visit the midwife. In the event of a death in your immediate family you are granted one day s leave for funeral participation. Please contact your manager if you consider subsequent unpaid leave. Out of consideration for your colleagues and business partners you must create and activate an automated response in Outlook so that relevant individuals are aware of your absence. You can access your Outlook remotely from any internet connection by entering .shl. dk in the browser s URL. The Black Diamond/Extension of the Royal Library/Copenhagen/Denmark 36

19 YOUR WORKING CONDITIONS Confidentiality, loyalty and business ethics/ As an employee of a professional international studio it is vitally important for you to adhere to the following guidelines concerning confidentiality, non-disclosure, discretion and loyalty. Breaches of the conditions below can have serious financial consequences for the company and will be taken extremely seriously. Please note that the duty of non-disclosure does not cease when you leave the company. Duty of non-disclosure As employee you must observe complete secrecy during and after the termination of the employment relationship with regard to any information obtained by you as an employee concerning internal and external activities, financial matters and any other confidential information that, due to its nature, should not be disclosed to any third party. Failure to observe secrecy is considered a material breach of the employment contract. Schmidt Hammer Lassen Architects is constantly asked to sign non-disclosure agreements in connection with pre-qualifications and competitions for public-sector and private clients, as well as for non-competition projects for private clients. These non-disclosure agreements can limit our discussion of the project to a greater or lesser extent, both inside and outside the studio. Some non-disclosure agreements contain not only strict limitations on communication but also very large contractual penalties for any infringement. If you are involved in a project subject to a non-disclosure agreement you must take this declaration seriously and comply with its contents, which could include that a project of this kind cannot be discussed with internal parties who are not involved in the project cannot be discussed at the dinner table either at home or elsewhere must not appear on lists of current projects or other internal lists by client name or other obvious identifying features, but only under a project name must not be discussed either in writing or verbally with external parties posters and models must not be left exposed on desks, walls etc. In this regard, please be aware that we often have external architects, architectural technologists, engineers and others visiting the studio, so it is important that such projects are only discussed between the parties involved, in meeting rooms, and only if strictly necessary. You are welcome to invite your family and close friends to see the studio but they are not allowed to take photos. You must bear in mind that compliance with the above matters is your responsibility. Loyalty You must adhere conscientiously and loyally to the rules and guidelines governing your employment with Schmidt Hammer Lassen Architects. Please inform your manager before you take on a paid position outside the studio, become a board member for a commerciallyoriented company, start your own business, or decide to participate in architectural competitions outside the company. If you are working on a competition you must inform your manager if any of your family members or close friends are working on the same competition for a competing studio. Intellectual property rights All intellectual property rights including copyright, patent, utility model, design and trademark rights in architecture, drawings, products, design, software or similar that fall under the employer s line of business and are produced by the employee in the course of and/or as part of their employment are transferred to the employer. Such transfer also entails the right to alter and re-transfer intellectual property rights. The Crystal/Copenhagen/Denmark/ 38

20 GRAPHIC IDENTITY & DESIGN Graphic identity & design/ Our brand is a set of values, quality, professionalism and visual styling that reflects the spirit of our studio and our architecture. We have a visual identity. This visual identity is a vital part of our means of communication. This is our visual DNA the public face of the studio. Together with our architecture and design, our visual identity is one of our most important signals to those around us. Using it consistently strengthens our values and communicates our culture. Design guide Schmidt Hammer Lassen Architects design guide is an overview of guidelines and also illustrates how we transfer these visual components to our everyday documents. The design guide includes guidelines on how to use our logo, fonts and colours. At the same time it provides inspiration for how our visual identity can be developed to add extra value to a number of elements in our everyday work. We write our name as Schmidt Hammer Lassen Architects all Title Case. At the same time, we do not use the abbreviation SHL as a name. We only use it as an abbreviation for our website and addresses. A special font called SHL has been designed for our graphic identity and we use this in all printed matter. SHL Office toolbar The SHL Office toolbar is a button in the taskbar at the bottom of your screen. The toolbar is divided into Danish, English and Chinese. SHL Office templates include templates for lists of drawings, address lists, CPD application forms, QA Handbook, dividers, spine inserts for ring binders, mileage claims, BIM and CAD manuals, teaching materials, good practice, etc. You can find the SHL Office templates via the SHL toolbar. Design guidelines/ Logo Schmidt Hammer Lassen Architects logo has a static and a dynamic element. The names in the logo are static, while the position of architects can vary according to the format. This supports the story of the founders being the solid fundament of the company, while the architects are a flexible and growing entity that adapts to circumstances and projects. If you are in any doubt about how to apply Schmidt Hammer Lassen Architects graphic identity in your day-to-day work, you are always welcome to ask the communications team for advice. Layout Letters, minutes of meetings, memoranda, etc., are to be prepared in accordance with standard descriptions and templates with a uniform layout. SHL Office templates are divided into templates for Denmark, the UK and China respectively; these are used as the basis of the documents you create. SHL Office templates comply with the guidelines of Schmidt Hammer Lassen Architects graphic identity; they include the letterhead or logo and you need to add the project number, project name, date and signature of the manager and the assistant project worker. Schmidt Hammer Lassen Architects design guide is available on SHL Standard\Graphic\01 Graphics. You can also access our logos via the SHL Office toolbar on the taskbar on your PC

21 GRAPHIC IDENTITY & DESIGN 4/ stationery letterhead Website Our website ( is the public face of the company. If you have any suggestions for improvement or any comments about the website, you are encouraged to contact the communications team. WAAITT ApS Vesterbrogade 69d 1620 København Copenhagen Page 1/1 Kære WAAITT Lorem ipsum dolor sit amet, consectetur adipiscing elit. Nam bibendum turpis vel ligula consectetur, at feugiat enim luctus. Ut lobortis erat id ex pretium tempor. Aenean porta et lacus a ullamcorper. Quisque accumsan ex eget egestas gravida. Ut tempor odio ac rhoncus finibus. Sed odio neque, ultrices ut porttitor sit amet, bibendum in libero. Aliquam vitae arcu sit amet neque ullamcorper hendrerit in vel lacus. Aliquam eget odio vel nunc luctus lobortis ut quis turpis. Ut bibendum consequat lacinia. Donec ut eros in ante pretium gravida. Curabitur mollis eget ipsum ac lobortis. Nam sed dolor lobortis, tincidunt ante vitae, eleifend neque. Aenean at maximus lectus, a venenatis sem. Duis massa nibh, tincidunt sit amet dui quis, dignissim condimentum mi. Mauris a felis et dolor placerat finibus non at enim. Sed venenatis purus sem, rutrum pellentesque neque bibendum et. Proin eu vulputate lorem. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Donec accumsan sit amet odio vel sagittis. Integer vehicula laoreet urna sed molestie. Mauris id sollicitudin dui, sed sagittis diam. Praesent blandit elementum sem, finibus elementum urna maximus consequat. Praesent aliquet scelerisque mi, nec egestas elit accumsan vitae. Donec sit amet sollicitudin magna. Nunc vitae augue sed justo consequat eleifend ut ultrices erat. Cras eget scelerisque neque. Fusce ligula enim, finibus sed ante eget, congue rutrum mi. Suspendisse blandit mauris eget magna ultrices porta quis sed orci. Praesent mattis mauris at leo imperdiet, sed pretium quam tempor. Donec varius sit amet libero nec laoreet. Vestibulum sollicitudin bibendum nibh quis ultrices. Nullam lacinia commodo tincidunt. Nulla sollicitudin vestibulum justo, cursus iaculis massa facilisis ac. Sed convallis ultricies arcu in euismod. Donec leo erat, bibendum nec lacus bibendum, finibus tempus mi. Pellentesque tortor leo, varius eget erat eu, suscipit aliquam nisi. Nulla eget tristique enim, ac volutpat justo. Duis bibendum metus dignissim, malesuada orci vel, bibendum ante. Integer nec dictum felis. Interdum et malesuada fames ac ante ipsum primis in faucibus. Praesent non enim quis libero efficitur placerat. Med venlig hilsen Louise Bøgeskov Hou Press/media Schmidt Hammer Lassen Architects is happy to receive press coverage and we will be happy to take part in interviews and appear in other media contexts. You must be aware that as an employee you are not allowed to speak to the Press or other media about the company, clients or matters pertaining to past or present projects unless this has been agreed with the management or with the communications team. If you are contacted by a journalist or the media, your initial response to the enquiry should be as follows: Thank you for contacting us. Please send your questions to us via and we will get back to you. SHL Design Guidelines / Page 41 Njalsgade 17A T Pakhus 2 F Copenhagen S E info@shl.dk Denmark W Please note, that just saying we have no comments can be quoted by the journalist who contacts you. So say as little as possible and forward the request to our press officer and contact the communications team who will advise you of your responsibilities with regard to communications. When you open an SHL Office template, you must immediately save the document on the S-drive under the project to which it pertains. Competition layout Graphic Guidelines is a tool to help implement a consistent way of showing Schmidt Hammer Lassen Architects design proposals through drawings. It shows the basic elements of most architectural drawings in a way that corresponds to the Schmidt Hammer Lassen Architects standard. The guideline is a goal for the final appearance in print or digital boards, folders, etc. For further information, please see SHL Standard\Competition\Templates\ Tegningsmanual For further information, please see SHL Standard\Competition\Templates to find graphic templates for Competition Boards and Competition Folders. Social media Schmidt Hammer Lassen Architects has a corporate profile on Facebook, LinkedIn, Instagram, Pinterest and Twitter. In China we are also represented on Weibo. We encourage you to follow us on these platforms to easily receive updates on projects won and other news. Links to Social Media platforms 41 42

22 PRACTICAL INFORMATION The International Criminal Court/The Hague/The Netherlands 44

23 PRACTICAL INFORMATION Project management/ The SHL Project Model Schmidt Hammer Lassen Architects use the SHL Project Model in project work. The SHL Project Model maps the relationship of time, cost and quality and defines detailed content of the project phases, specifies objectives for each phase and describes what decisions and work tasks are required at what stage of the process. Quality Assurance management/qa All projects are managed in accordance with Schmidt Hammer Lassen Architects quality management system to ensure that the studio s services are of the right quality and also match the client s expectations. Schmidt Hammer Lassen Architects quality manual is supplied to clients/developers to inform them about the studio s system of quality assurance. For agreed projects, a QA programme and a quality plan are produced, describing the agreed QA activities. The QA programme describes the overall guidelines for implementation of QA and the scope of QA during the designwork and implementation phases. The QA programme is organised on the basis of the agreed quality, nature, size and complexity of the task. Digital drives The digital project folders and associated folder hierarchy for all active projects are kept on the S-drive under Projects according to year number and project number. All project documents such as correspondence, minutes, memoranda, forms, descriptions, charts, presentations, drawings, etc., prepared internally or received from external sources are filed in the digital project folders according to a joint system used for all the studio s assignments. Projects that are no longer active are moved into Old Projects and can be retrieved from there. The S-drive also holds SHL Standard. This is where we file all documents that do not pertain to a particular project, but relate to general matters, e.g. QA, curriculum vitae, sustainability and various departments such as communications and reception have their own administrative areas here. Employees in China do not currently have direct access to SHL Standard but can request a link to access it from IT. Project Development/ SHL Project Model/ Pre conditions/ Development/ Production/ EXTERNAL/ CLIENT/ AUTHORITIES/ PROJECT MANAGEMENT/ DESIGN MANAGEMENT/ CONTRACT/ PROJ. ECONOMY/ TIME/ COMMUNICATION AND RELATIONS/ DESIGN PACKAGE/ PROGRAMMING & USER INVOLV./ DESIGN MANUAL/ DRAWING PROSPECTUS/ SPECIFICATIONS/ WORKSHOP / Evaluation & Hand-over Concept explained/ Ambition level defined/ Focus areas defined/ Authorities processing initiated/ Project Triangle defined (T/R/Q)/ Type of tender agreed with client/ Contract signed/ BIM Manual signed/ Econ. overhead adjusted/ Resources adjusted/ Milestone Plan adjusted/ Organisation matrix (incl. key persons/competences) adjusted/ 5% WORKSHOP / Status and Kick-off Project Triangle updated (T/R/Q)/ Partner sign-off on design/ Invoices sent/ Other advisors affiliated/ Project illustrations + descriptive text updated and sent to communication dep./ 5% Detailed Building Brief developed/ Scoping (material+surfaces) Value Engineering decided/ conducted/ Detail principles decided/ Gen. Arrangement updated/ Floor drawings started/ Drawing Register defined/ Ceiling drawings started/ Build. Comp. draw. started/ Detail principles decided/ Building Component Building Component description started/ description produced/ Door schedule started/ Room Data sheet started/ WORKSHOP / Status Closure/ Completion/ Phase sign-off by Client/ Phase sign-off by Client/ Legislation doc s updated/ Project Triangle updated (T/R/Q)/ Partner sign-off on detailed design/ Invoices sent/ Project illustrations + descriptive text updated and sent to communication dep./ WORKSHOP / QA Invoices sent/ Project illustrations + descriptive text updated and sent to communication dep./ Tender documents concluded and sent/ Phase concluded (within agreed economic scope) - possible deviations handled/ Invoicing cuncluded/ Cooporational relations evaluated/ Internal knowledge sharing composed (Data sheet, reference sheet, web mater.)/ 5% 5% 5% Design and User input concordant/ Detailed Design manual Possible corrections finished/ from QA implemented/ Gen. Arrangement finished/ Floor drawings finished/ Ceiling drawings finished/ Drawing Prospectus Build. Comp. draw. finished/ concluded for tender/ Details finished/ Furniture drawings finished/ Building Component Building Component description finalized/ description completed for Work Spec s started/ tender/ Door schedule finished/ Work Specifications Room Data sheet finished/ concluded for tender/ WORKSHOP / Evaluation & Hand-over The basic principle of QA is that things should be done right first time. We ensure this throughout the different phases of our service, for example by means of designwork meetings as well as careful examination of the solutions selected during the individual phases of the design work. Quality levels are defined by means of dialogue with the client and other parties involved and these are assured by the programming and designwork of the service. The fundamental principle of systematic quality management is documented and kept on file for all activities and decisions that affect clarification of responsibilities. All employees have a personal folder on the U-drive. No other employees have access to this and you can use it for storing your own documents that are not relevant to projects. It is important for the business processes of the studio that you do not keep anything in your U-drive folder or on your harddrive that should actually be filed under a project or SHL Standard. CROSS DISCIPLINARY INTEGRATION/ ECONOMIC SCOPE/ QUALITY ASSURANCE/ Attachments/ Concept explained/ Ambition level defined/ Concordant Architecture and Engineer Project received/ Building Component Estimate verified/ Risk Assessment updated/ QA-Plan updated/ 5% schmidt hammer lassen architects/ Job descriptions/ Organisation Matrix/ Performance descriptions/ PAR/FRI BIM Manual/ CAD Maual/ Construction strategy defined/ M&E strategy defined/ Economic estimate conducted (building economy) / Points of attention in Risk Analysis defined/ Risk Analysis updated and approved/ Economic budget conducted (building economy) / Structure and M&E strategy integrated/ Building Component Calculation updated and changed according to agreed project changes/ Risk Analysis updated and approved/ 30% 30% Proces Plan/ Project Time Plan/ Project Review/ One Page Report/ Drawing Register/ Descriptions/ BIPS/ QA Manual/ Cross disciplinary QA conducted and implemented/ Possible corrections from QA implemented/ QA of Projektforslag with regards to building brief, economy and time/ Risk Analysis updated and approved/ 5% Agendas/ Reference Sheet/ Data Sheet/ Architecture and Engineer Projects concordant/ Cross disciplinary QA conducted and implemented/ 5% Please see the Quality Manual under SHL Standard for further details. Please see SHL Project Model on SHL Standard\Project-model.46 45

24 PRACTICAL INFORMATION Filing Filing of documents relevant to projects is designed first of all to ensure accessibility here and now for a project team throughout all the phases of the project, and secondly to ensure accessibility after the conclusion of the project so that other employees can quickly retrieve relevant project files. Correct documentation may be crucial in matters of law in relation to legal proceedings. By law, these must be stored for a minimum of five years. Please see the overview of the digital folder hierarchy on SHL Standard. Creating filenames Avoid using the Danish letters æ, ø, å. It is allowed to use underscores, hyphens and spaces in file names or folder names. Make your file names as short as possible and make sure the file name describes the content of the file. Titles of drawings and documents Drawings must always be named in accordance with the written Information and Communications Technology (ICT) agreement for the project in question; this is integral to the contract for the project. Documents must always be named in accordance with the ICT agreement for the project in question when documents are to be uploaded to external project websites. Internal documents must be named in accordance with the following convention: [Date] [Subject] [Initials] e.g Staff Handbook 2014 GMA We use OLD folders as the convention for storing temporary and previous versions of documents. If you need to edit a document you can automatically create an OLD folder with a copy of your document before you start editing. All memoranda and minutes pertaining to a project must be recorded in overviews complete with date, revision number and initials. Use the SHL Office template Notatoversigt (memorandum overview) for this. Sketches All sketches used externally or shown at meetings must be created as SKA sketches with the associated serial number. A PDF of the sketch must always be available, even if the sketch was created in AutoCAD or Revit. SKA sketches must include project name, project number, subject, date and initials. All SKA sketches pertaining to a project must be recorded on overviews complete with SKA number, date, subject and initials. s All s relevant to projects must be grouped together by project in public folders in Outlook. A project address must be set up and all relevant s must be CC d to this address. All s relating to finances, contracts, fees, authorities, additional works, delays and defects or deficiencies must be stored on the S-drive under the project as.msg files (Unicode) under Correspondence. All attached files must be stored by project on the S-drive according to their file types. Copies of sent/received drawings, building models, sketches and presentations are filed on the S-drive in dated folders by project under the sub-folders Sent and Received. Physical printing and filing in ring binders as a stamped set for the public authorities and a stamped set for quality assurance is required as a minimum. In addition, each project architect must print items deemed necessary. Printouts are filed in ring binders with the appropriate spine insert and dividers. A digital file containing all spine inserts must reflect the number of physical ring binders created for a project. For further information, please see the guidelines on conduct and filing in the SHL Office templates. Before a project is transferred from the competition department to design work the project team must clear out unnecessary files such as renderings and walkthroughs to free up capacity on the server. Likewise, the project team must clear out files after project follow-up when the building project has been handed over to the client. Action list For each project there must always be a completed address list, copy of contracts and completed action list on the S-drive. The action list is kept up-to-date with all essential information about tasks relating to organisation of the assignment, agreements, approvals, decisions adopted, materials, etc., together with details of who made the decision and when. The action list is an in-house tool, but it also serves as the studio s documentation to the client to demonstrate that quality assurance has been carried out. The client may request a copy of the action list at any time during the entire process. The date is always written as yyyymmdd, e.g Initials are written in capitals. Phase deliverables are stored on the S-drive under 08 Project in the Revisions_Phase Submissions sub-folder

25 PRACTICAL INFORMATION IT policy/ IT policy Schmidt Hammer Lassen Architects values IT highly, as it is one of the most important tools of our trade and we use it on a daily basis to do our jobs and collaborate across offices. This is why it is important to comply with the company s IT policy so that everyone works within the same standards, enabling us to make the best possible use of our time. As an employee, you should thoroughly study this IT policy and if you are in any doubt you are always welcome to contact Head of IT for advice. IT support At SHL IT support and maintenance is outsourced to Cadesign. Cadesign is supporting remote as well as having IT consultants on site 2-3 days a week at the two Danish offices. In the need of IT support within the opening hours (8:30 to 16:00), please contact Cadesign at support@cadesign.dk. In case of urgent IT problems outside SHL s normal business hours that needs to be addressed immediately - it is possible to get help from Cadesign Base via your manager. Managers will hold the contact list of phone numbers in case support is needed outside office hours. It is not allowed to contact Cadesign Base without your managers approval. IT equipment The company s IT equipment must only be used by employees of Schmidt Hammer Lassen Architects. Sharing access rights to the company s IT network is not allowed, including misuse of login names, User IDs and passwords. Access rights are personal and confidential and must not be disclosed to another party. External data files, including files from the internet, must be virus checked and all employees are urged to use common sense when using the internet and downloaded files. Browsing and streaming Browsing of relevant project and educational content is acceptable. Personal internet browsing is allowed but only during your lunch break. Streaming and downloading music and videos from the internet is not permitted, as it takes up too much network capacity. Software Schmidt Hammer Lassen Architects has a suite of software. Installing licensed software is not allowed unless SHL has purchased the licence. Copying the company s software is not permitted and the software is not for personal use. Installation or use of software or programmes on the company s PCs is not allowed without the permission of an IT manager. Use of various plugins is discouraged as this can make the network environment unstable. s All outgoing, incoming and internal s are archived indefinitely. Where there is an objective operational need or where there are justified grounds for suspicion of misuse, the company may monitor and review an employee s business and personal s. Hardware Hardware distributed by Schmidt Hammer Lassen Architects is the property of the company. IT equipment in the workplace The tasks you undertake as an employee determine the equipment you work on. In general, users working on graphics-intensive tasks, renderings and Revit have more powerful computers than those working in AutoCAD, InDesign, PhotoShop, etc. Swapping computers from one group to another is generally not allowed. Changing places must be agreed with your manager and may require consultation with IT. You are not allowed to bring and install your own equipment. If you have particular physiological needs and require specialist equipment please contact the safety committee or discuss this with your manager, who will consult IT to find a solution that is satisfactory to all concerned. Connecting external devices may cause errors on our computers because of the Bitlock technology we use on all machines. Please consult IT before connecting external devices. Printers When you start your employment the printer and key-id will need to be configured before you can use the printers. Printouts are recorded according to their respective project. Connecting to the large-format printer is only possible by agreement with your manager. IT will connect you. Server access Your manager can give approval for you to access the server from any web browser via access.shl.dk. The IT department can provide more information about options. Be particularly aware of security and confidentiality if you are accessing the company s material from an external address. Server access is restricted to a few functions: downloading a licence, transferring data from a network drive to a computer or use of Maconomy/Outlook. For technical reasons it is not possible to work directly on the network

26 PRACTICAL INFORMATION Mobile phones We have chosen to issue mobile devices to employees who are allocated one at the request of their manager and with the approval of HR. There is no option to select between different brands. Mobile phones and SIM cards provided by SHL must be registered with the accounts department. In Denmark, at the time of registration you must state whether you want the phone for personal use which will have tax implications or whether you will be using the phone for business only. Use of mobile phones abroad is restricted as far as possible. Data usage must primarily be via Wi-Fi, and only relevant calls are allowed. Users are obliged to investigate the costs of calls and data usage for the countries they visit as well as the conditions of billing for data usage. Excessive use may need to be repaid to the company in some cases. Damage to or theft of the mobile phone must be reported to your manager at SHL as soon as it is noticed. If a repair is necessary, a replacement handset can be provided in the meantime. SHL is not obliged to port your existing number to the temporary handset. Company mobile phones must be connected to the office Wi-Fi network. Visitors Visitors can get access to the internet. By logging on to our guest network on wireless and following the instructions in their browser. Visitors cannot use our printers. Visitors must not be given access to the office network. If any visitors will be working at SHL for an extended period, access to and project-specific network access will be provided. Skype for Business (telephone) Employees are allocated a phone number which goes with the employee s computer login. This means the phones must be left in their various locations. Your own number follows you when you log on to a different computer. Compliance with legislation is required. Violation of the IT guidelines constitutes a material breach of employment conditions. Shut down computers By the end of the day, please shut down your computer. Both environmental wise but also for pushing out upgrades. Computers are being automatic updated by IT when it is being started. SIM cards in mobile devices The same conditions apply as set out under the section on mobile phones with some differences: As of 2015, the data threshold for use in Denmark is 10GB. Dokk1/Aarhus/Denmark/ 52

27 PRACTICAL INFORMATION BIM policy/ BIM policy Building Information Modeling (BIM) is the process of generating and managing building data during a project s lifecycle from conception through design and construction to its operation. BIM strengthens collaboration by allowing all members of the design team to accurately add to shared models which contain a database of information about the project and the objects used to create it. This is an accurate representation of how a building looks and functions. How we work with BIM Since 2007, Schmidt Hammer Lassen Architects has been using Revit Architecture as the primary BIM authoring tool. Since its implementation, the number of projects developed in BIM has consistently increased and it is anticipated that all projects will be completed in BIM to meet clients demand. BIM has been used primarily from the schematic design phase through construction. This use will be increased in the future to also include competitions and facilities management. Software such as Rhino, Revit, Navisworks, Solibri, Grasshopper and Dynamo are used. Project structure Each project has a BIM manager who is responsible for the model. The BIM manager s role is to ensure the model is structured in the most effective way and the model contents meet the requirement of the project. Each BIM project should have an ICT (Information Communication Technology) agreement and/or a BEP (BIM Execution Plan) in place before starting, as these documents outline the project requirements and the structure of the project including how information is to be exchanged with consultants. During the current transition period it is common to have both highly experienced users and beginners working together. Within the project group, the more seasoned users and BIM manager assigned to the project should assist new users in improving their skills. All shared projects are run on the Revit server. This allows for the model to be opened by multiple users in multiple locations simultaneously. All projects should be started using the office s project template. Working processes Only approved SHL working processes are to be used to develop models. Other means of modelling should be approved by the project BIM manager or co-ordinator. Education Periodically classes and workshops will be held in-house both to educate new users and improve the skills of experienced users. These sessions range from lunchtime sessions to two-day workshops. In some cases where the seminar is held out of the office, funding for tuition may be sponsored by the BIM group. If the project requires Revit skills, the seminar will be sponsored by the project. If the seminar is not project-related the participant must use their own vacation, overtime or CDP funds. Questions regarding time and tuition should be addressed to the BIM group. Sharepoint All SHL BIM related content is placed on Sharepoint under Knowledge groups. This is all from project BIM standards or software guidelines to Revit families or Grasshopper scripts. There will both be documents to open directly as well as hyperlink to specific SHL content. SHL content Content including but not limited to families, templates and documents created by Schmidt Hammer Lassen Architects are the property of the company and should not be used for any other purposes than on projects under contract by the company. Online content Unapproved online content is not to be used in Schmidt Hammer Lassen Architects projects. Shared content SHL content shared with collaborators is the property of Schmidt Hammer Lassen Architects. This content may only be used on the project for which it is intended. Software Licenced software owned by Schmidt Hammer Lassen Architects may only be used on projects under contract by the company and for internal education purposes. Schmidt Hammer Lassen Architects software is not to be used for personal benefit. Software versions Only the agreed version of software may be used on a project. Do not upgrade Revit projects and families without approval from the BIM manager as Revit is not backwards compatible. Software licences Software licences are to be borrowed only when a stable connection to the internet is not available. When there is a stable internet connection the software VPN client should be used. This is available from IT support. Licences are not to be borrowed for extended lengths of time. As soon as a licence is no longer needed it must be returned to IT. Home licences Home licences for Autodesk products may be installed on private computers; they may not be installed on computers belonging to the company. These licences are intended to be used for educational purposes. Support Questions related to Revit should be addressed to the BIM manager assigned to the project as the first level of support or can be sent to Revit Support (revit-support@shl.dk). Installation, network and Revit server issues should be addressed to IT Support (IT-Support@shl.dk). Additional information about BIM and Revit including working templates can be found in the SHL toolbar. 53 Dokk1/Aarhus/Denmark/ 54

28 PRACTICAL INFORMATION Malmö Live/Malmö/Sweden 56

29 PRACTICAL INFORMATION Travel policy/ As a socially responsible company with a focus on sustainable architectural solutions, we aim to limit our carbon emissions, also when travelling. Naturally, project meetings and events occasionally require our presence and thereby travel, and we encourage everyone to show consideration in situations involving travel. If you are in doubt, please contact your manager. We urge everyone to use the available technology for long distance meetings, such as video conference or Skype for Business when possible. We endeavour to coordinate our internal meetings in such a way as to protect the environment, restrict the amount of time we spend and to keep costs in focus. If, in the service of Schmidt Hammer Lassen Architects you leave the country where your normally work, you will be covered by an International Travel Insurance provided by TRYG. A policy document describing this insurance is kept in the Reception. Travel booking All travel and hotel reservations are booked by the Reception, The reception also manages ordering foreign currency. After the trip,surplus currency must be handed in to Reception, and you cannot keep any money for your next trip. The Reception plans your journey together with you and the least expensive solution must be selected. In general, train and plane tickets are booked on Standard Class/Economy Class. In the case of an employee s particular need to upgrade to a higher class/fare this must be approved by your manager. Your trip must be planned and booked as early as possible, as this allows for considerable savings. For reasons of planning and managing the workload in the Receptions, it is important that all details such as dates, times and preferences with regard to departure times and locations are established before you contact the Reception. If a visa is needed, the Reception will need the application at least two weeks prior to departure. As employee, it is your responsibilty to send a detailed with your travel request to Reception. If any transportation costs can be re-invoiced, travel will take place in accordance with the rules established by agreement with the client. Travel allowances When you are travelling for business on behalf of Schmidt Hammer Lassen internationally the company will pay for your meals. As prices for food and drinks vary from country to country a guideline allowance is set at per day. This amount will cover refreshments, breakfast, lunch and dinner. You are welcome to enjoy a glass of wine or a beer with your dinner, but we urge you to drink responsibly and you are not allowed to buy strong drinks on the company s expense. The only exception to this is when you are entertaining clients and collaborators, please see below. Business entertainment expenses When representing Schmidt Hammer Lassen we occasionally invite our clients and collaborators for lunch or dinner. Please agree on a fair amount for business entertainment expenses with your manager prior to your journey. Settlement of travel expenses Immediately on your return you must use the SHL travel expenses template for reimbursement of travel expenses. Your travel expenses, complete with documentation, must be approved by your manager. before submission to the Finance Department (no later than seven days after your return). Travel expenses, e.g. airport bus, taxi, hotel, etc., will be refunded on presentation of the original vouchers with the addition of the project name, project number and participant name(s). The vouchers must clearly state what the amount in question refers to. You will be reimbursed in cash or by bank transfer after your travel expenses have been received

30 PRACTICAL INFORMATION Finance/ We want to draw a really beautiful bottom line and we believe in architecture within a budget. In all project stages we aim to achieve the best financiel result, without compromising quality. We are accountable for how the client s money is spent, and we are accountable for our own conduct. This implies a high level of professionalism, dealing with finances promptly and with due care and attention. As an employee please follow the guidelines below. Project finances Always be sure to issue invoices as soon as possible. Note the contractual terms of the project and be aware of when the client is asking for extra work, which can be agreed and set up as additional services. Please refer to the internal additional services form in the SHL Office templates. Timesheets Weekly timesheets are completed in the Maconomy payroll system and are to be submitted electronically every Monday by 10 am. Project architects must approve timesheets every Wednesday by 10 am. Timely submission of your timesheets is required in order for the Finance Department s completion of interim statements and invoicing each month. Therefore, it is crucial for our business processes that you submit your timesheet within the weekly deadline. If you need guidance or are in any doubt about how to fill in your timesheet, you are welcome to contact the Finance Department. You can access the Maconomy Portal via the intranet Salary Your salary is paid into your bank account on the penultimate working day of the month. You must give your bank details to the Finance Department on your first day at work. Payroll and tax information must be reported to the accounts department no later than the 20th of the month. The annual salary review with your manager takes place around April. We refer to the SHL Salary Policy. For other topics related to pay, collective agreements, etc. please see the local supplement. The SHL Salary Policy can be found at the SHL toolbar Gratuities policy Schmidt Hammer Lassen s business ethics are grounded in trustworthiness, honesty and transparency. Accordingly, employees at all levels must avoid letting their financial and/or personal interests influence or arouse suspicion of influencing their work-related decisions or conflicting with the interests and ethics of the company. Moreover, we expect all employees always to act in accordance with applicable legislation. Gratuities to and from external parties must be within a reasonable level. As a rule of thumb, this means accepting advertising items, business luncheons, gifts and other gratuities is acceptable as long as the estimated value is reasonable. As an employee, you are expected to be a model of good discernment and you are personally responsible for assessing whether the gratuity: / is within a reasonable level / will influence, or could arouse suspicion of influencing work-related decisions / conflicts with the interests and ethics of the company, and / has tax implications, in which case the employee is obliged to report the gratuity as salaried income and be responsible for paying income tax on it. You must never solicit gifts, trips, hospitality or other gratuities in connection with your professional services for Schmidt Hammer Lassen Architects. If you are in doubt, we advise you to consult your manager. Dokk1/Aarhus/Denmark/ 59 60

31 PRACTICAL INFORMATION Practical office information/ Dress code Everyone is encouraged to show consideration for the professional relationships our work often involves. Various local and international clients visit Schmidt Hammer Lassen Architects during a given work week. Client meetings, presentations and work meetings are special occasions, and the following dresscode should always be agreed internally with your team to ensure we dress in conformity with international etiquette and ensure the best possible basis for a positive client experience. A tidy work environment To ensure a pleasant work environment and in order to welcome guests proberly, it is important that our offices appear tidy and clean. Accordingly, you are personally responsible for tidying up and this includes tidying your own desk and shelves as well as of meeting rooms, the photocopier room, kitchen/ canteen after use. Please familiarise yourself with the waste-sorting rules applicable in your local office. When your employment with Schmidt Hammer Lassen ceases, please ensure that all project-related work is correctly filed, and that you clear out your workstation completely. Ordering office supplies If you use the last one of any item in the plotter room you must immediately inform the Reception and new supplies will be ordered. Meeting rooms and calendar management You book meeting rooms electronically, stating the number of attendees, refreshments (for meetings with external attendees) and any requirement for a laptop/ virtual meeting room. You can find guidance on this under SHL Standard, or Reception will give you an in-depth introduction. It is important to remember to update the booking yourself in the electronic calendar if you cancel or reschedule a meeting. If you are using a project calendar in Outlook for a project, project meetings must be booked from the project calendar with a copy/invitation to your own calendar. Post All incoming post is received via Reception and is distributed the same morning. Outgoing post is to be handed in to Reception no later than 3 pm (Fridays: 2.30 pm). Discount scheme Schmidt Hammer Lassen Architects have a company agreement with different producers and suppliers where you as an employee can buy with a discount when you buy furniture, lighting etc. A complete list of all companies that offer discounts to Schmidt Hammer Lassen Architects employees (including procedures) is located at SHL Tooolbar / Support. You are also welcome to contact the Reception for help. Dictionaries electronic The office subscribes to and has licences for English/Danish Danish/English as well as a few licences for Danish/ German German/Danish. If you need other languages: Chinese, French, Swedish, etc., these can be purchased as individual subscriptions. Access from other IP addresses will require you to log in. Business cards When business cards are needed, employees on a permanent contract or employees on a temporary contract of more than six months can have business cards ordered. Do this by contacting HR. Kitchen facilities, coffee and tea There is free coffee and tea for all employees. You can bring a packed lunch to eat in the canteen. Keys and alarms Keys are managed by Reception. You must sign for keys/key-ids when you join the company, and you will be given a receipt when you hand your keys in upon leaving. If you lose any of the company s keys you must inform Reception. Doors must be kept locked at all times when no employees are present in the office. If you are the last employee to leave the office you must ensure that your computer and the lights etc. are turned off, that the windows are closed and the doors are locked. Because we think and act sustainably the last person to leave must ensure that unneeded power sources are switched off. Reception will instruct you in how to operate the alarm system and advise you on the guidelines to follow if the fire alarm sounds. Personal telephone calls Personal telephone calls are acceptable to a limited extent. Change of address, telephone number, etc. Changes of your personal address, telephone number, etc., must be reported to the Finance Department and to the Reception. SHL information Schmidt Hammer Lassen has offices in Copenhagen, Aarhus and Shanghai. You will find the addresses of our offices at our website Daily business hours of the Danish offices are 8.30 am 4 pm from Monday to Thursday and 8.30 pm 3.30 pm Friday. Daily business hours of the Shanghai office are 9.30 am 6.30 pm. The SHL Staff Handbook is available at the intranet/ Support 61 62

32 ADDENDUM Halifax Central Library/Halifax/Canada 64

33 ADDENDUM Alphabetical index/ A Absence and illness 36, 69 Absense and leave 69, 72 Action list 48 Alarms 62 Alcohol 33, 58 Allowances 69 Architectural approach 10, 12 Archives and technical libraries 30 B Board of directors 15 Borrowing office property 73 Borrowing safety equipment 70 Brand 39 Browsing and streaming 49 Business cards 62 Business hours 62 C Calendar management 61 Career Circle 31 Career Development 29 Career plan 29,31 Car journeys 70 Change of personal address etc. 62 Child s first day of illness 69 Collaboration Committee 70 Collective agreements 69 Competition layout 41 continuing professional development (CPD) 29 CPD Committee 29 CPD plan 29 CPD training 29, 69 Creating filenames 47 D Democratic workplace 25 Denmark, local supplement 69 Design 39 Dictionaries electronic 61 Discount scheme 61 Doctor 36 Dress code 61 Duty of non-disclosure 38 E s 47, 50 Emergency plan and defibrillator 70 Expenses reimbursement 73 F Filing 45 Firealarms and emergency plans 70 G Gratuities policy 59 H Hardware 54 Health 33 Health insurance 33, 69 Health & Safety Committee 70 Holidays 36, 69 Holiday/single days off/closing days 69 Home licences 54 I illness 36 Influenza vaccine 69 insurance 33, 57, 73 Intellectual property rights 38 International profile 25 Interns 30 IT equipment 49 IT policy 49 J Job descriptions 30 K Keys and alarms 62 Kitchen facilities, coffee and tea 62 Knowledge sharing 25, 27 L Layout 40 Leave 36, 69, 73 Lunch scheme 69 M Mail 61 Management 15 Media 42 Mobile phones 50 Model Workshop 34 MUS - medarbejderudviklingssamtale 29 O Occupational health and safety 69 Office property 73 Office supplies 61 Orderliness 61 Overtime 69 P Paid leave 36 Parking 70 Pay 70 Personal telephone calls 62 Pregnancy and parental leave 69, 73 Press 42 Printers 50 Professional development 29 Project culture 25 Project finances 59 Project structure 53 R Refreshments during overtime 69 Revit 53 S Safety 70 Safety equipment 34, 70 Salary 59 Secondment abroad 29 Server access 50 Shared content 54 SHL content 54 SHL DNA 10, 12 SHL office toolbar 40 SHL pay policy 70 SHL pension scheme 70 SHL project model 45 SHL values 10 SIM cards in mobile devices 50 Sketches 47 Skype 52 Social media 42 Software 53 Software versions 54 Sustainability a holistic approach 19 T Telephone 52 The Global Compact 22 Timesheets 59 Titles of drawings and documents 47, 73 Travel 57, 72, 69 Travel booking 57 Travel insurance 57, 73 V VDU spectacles 69 Virtual project culture 25 Visa 73 Visitors 52 ARoS/Aarhus/Denamrk/ 66

34 LOCAL ADDENDA In the local addenda you find a local supplement for Denmark and China. This is due to differences in employment and working environment laws in the countries we operate in and collective agreements across our offices. The Cloud Pavilion/Shanghai/China 68

35 Schmidt Hammer Lassen Architects/staff handbook Denmark/ WORKING ENVIRONMENT Collective agreement If you are employed under a collective agreement, you can find a lot of information about your employment in the collective agreements on the Danish Association of Architectural Firms (Danske Ark) website ( CPD training Every request for CPD training requires the manager s approval using the EU Ansøgningsskema til Efteruddannelsesmidler (CPD Application Form) available at SHL Toolbar under 04 Økonomi (04 Economics). Upon written approval the application form has to be ed to cpd@ shl.dk (mailbox in Finance Department). Overtime The company s aim is for the work to be planned in such a way as to avoid overtime. Essential overtime is remunerated in accordance with applicable collective agreements and individual contracts of employment. There is no additional remuneration for time spent participating in topping-out ceremonies, receptions, fairs, inaugurations, etc., outside normal working hours. Refreshments during overtime If your day s work extends beyond 9.5 hours, and where overtime ends after 7 pm, you are entitled to a 29-minute paid meal break, or food as billed up to a maximum of Kr. 120 per person including drinks, in which case your meal break will be unpaid. Lunch Scheme SHL offers a daily lunch scheme. With this initiative, we wish to support health, well-being and community by gathering for a tasty meal during our workday. Due to Danish tax laws, there is a self-payment of 500 DKK per person per month to join the lunch scheme (300 DKK for studentes and interns). Everyone is responsible for cleaning up after his or her own meal, and to support that the canteen and kitchen area appears inviting. Health Insurance SHL offers an Health Insurance for employees covered by the collective agreement or the administrative staff. Interns, student workers and other staff are not covered by the Health Insurance. Due to Danish tax laws, there is a self-payment for a private Health Insurance. Travel The firm covers up to seven hours travel per day. Allowances Allowances are calculated by Reception when the travel plan is drawn up and are paid out with your salary the following month. ABSENCE AND LEAVE Child s first day of illness If your child (a juvenile living at home) becomes ill, you can take paid time off (but only the day in question at most). Absence must be reported to Reception and your manager immediately. Caredays All employees with children under the age of 14 years are provided with two caredays every year. Caredays are unpaid, and only offered for em-ployees with the minimum of nine months seniority. If you have any lieu days, you will have to spend them first in order to use your Caredays af-terward. Caredays must be planned with you team manager and regis-tered in Maconomy. Pregnancy and parental leave Employees covered by a collective agreement are entitled to paid leave during pregnancy and parental leave as set out in your specific collective agreement. You must agree the schedule for your leave with your manager and HR. The following applies for employees not covered by a collective agreement/ During leave of absence due to pregnancy and birth or adoption, you are entitled to your usual salary from the time estimated to be four weeks before the birth and up to 20 weeks afterwards in total. F athers are entitled to six weeks paid leave, which can be taken flexibly within the first 14 weeks after the birth. Two of these weeks must be taken consecutively. This is a condition so that the firm can receive full reimbursement of parental leave allowance and reimbursement from Barsel.dk. Holiday and holiday transfer All employees covered by the collective agreement or the administrative staff earn 25 holidays per year. Earned holidays more than 20 days can be trans-ferred to the next holiday year (equal to max 5 days per year). At any given time you can only have a maximum of 10 transferred holidays. Floating holidays All employees covered by the collective agreement or the administrative staff earn 6 floating holidays ( Feriefridage ) per year. Floating holidays are earned continuously (½ days per month) and the floating holidays must be held in the same calendar year as they are earned. Floating holi-days earned in 2017 and not taken will be paid out with the January salary in Official closing days The firm is closed between Christmas and New Year, Ascension Day and the day after and for a fortnight during the summer holidays (typically European week numbers 29 and 30). All employees must use up accrued time in lieu, single days off or holiday days at these times. The 24th December and 31st December are days off with pay. If you wish to celebrate 1st May or 5th June (Constitution Day in Denmark), you must use up accrued time in lieu, single days off or holiday days at these times. For further information, please see SHL Toolbar/Economics/Holiday-day pay off. OCCUPATIONAL HEALTH AND SAFETY Influenza vaccine Every year the firm offers influenza vaccination to any employees who want it. You will get reimbursement of your expences by handing in the reciept to Finance Department. VDU spectacles If you regularly work at a workstation monitor you are entitled to a sight test. If this shows that you need VDU spectacles, the firm will pay the costs in accordance with the agreement between Synoptik and Schmidt Hammer Lassen Architects. You can contact a representative of the Health & Safety Committee if you need a sight test. Borrowing safety equipment The Copenhagen and Aarhus offices have duffle bags available to borrow containing protective footwear, a hardhat and high-visibility waistcoat. Various sizes of footwear are available. For further information, please see SHL Toolbar/Human Resource/ Word 18 SHL Employees - in case of emergency contact information. Emergency plan and defibrillator It is important to familiarise yourself with the safety plan and the fire plans displayed in the workplace. A defibrillator has been purchased for the architectural offices in Aarhus and Copenhagen and is displayed at a central location in the architectural office. Please familiarise yourself with the location of the defibrillator. Emergency Sheet All employees have to fill out an emergency sheet in the case of an emergency. The Emergency Sheet must contain the contact information of your doctor and relatives.fire alarm When the fire alarm is activated you must leave the office immediately. The appointed staff will instruct what to do and when it is safe to return to your workstation. You must agree the schedule for your leave with your manager and HR. For further information about the coverage of the Health Insurance, please see SHL Toolbar/Human Resource/ 69 70

36 HEALTH & SAFETY COMMITTEE/ COLLABORATION COMMITTEE The Health & Safety Committee comprises the CEO and two safety representatives elected by the employees (for a two-year term). The members represent both the Aarhus and the Copenhagen offices. Two joint union representatives are elected in Aarhus and one in Copenhagen in accordance with applicable collective agreements. All the union representatives are members of the Collaboration Committee together with the CEO and Head of HR. Both the Health & Safety Committee and the Collaboration Committee hold quarterly meetings. The meetings are announced at the intranet. SHL PAY POLICY AND PENSION SCHEME We have a pay policy that applies to all employees covered by a collective agreement. It is advisable to read up on it prior to your annual EDD/salary review (MUS/lønsamtale). You can find the pay policy in the SHL Office templates under Human Resources. PRACTICAL INFORMATION Parking There are no free parking spaces for private cars at the architectural offices in Aarhus and Copenhagen. Car journeys In Aarhus only, the company s vehicle should be used for preference. Booking is via the electronic calendar in Outlook; keys, etc., are available via Reception. Further information is available from Reception at the Aarhus office on request. If it is not possible to use the company vehicle, you can use your own vehicle for the journey. Mileage driven on the company s business in an employee s own car is reimbursed per kilometre in line with government rates. The mileage allowance is paid with your salary the following month on submission of a completed electronic mileage reimbursement form. The form must be submitted to the Finance Department no later than the 20th of each calendar month. Please refer to Kørselsgodtgørelsesblanket (mileage reimbursement form) under SHL Toolbar. Pension scheme Most employees have a pension scheme with contributions from both employer and employee. Under the collective agreement both parts pay pension contributions to the mandatory pension scheme specified in the collective agreement. For other employees, we refer to your individual contract for details about your pension scheme

37 Schmidt Hammer Lassen Architects/staff handbook China/ TRAVEL INSURANCE A ny work-related trip inside mainland China will be covered by a travel insurance provided by Allianz. VISA N on-chinese employees starting work in China for the first time must obtain a work permit and residence permit. Once the employee enters China he or she must report to the local police station near the residence and get a Registration Form of Temporary Residence within 24 hours. N on-chinese employees with a valid work permit for China need only alter the work permit. N on-chinese interns must obtain a business visa for their internship in China. Once the intern enters China he or she must report to the local police station near the residence and get a Registration Form of Temporary Residence within 24 hours. T he Shanghai office will assist with visa issues and detailed information regarding the visa procedure is supplied by the Shanghai office reception. The first-time visa fee will not be paid for by the Shanghai office and all travel and accommodation expenses related to the visa application will not be paid for by the Shanghai office. N ormally the office will start to assist with getting an extension to your work permit/visa one month before the expiry date of your current work permit/visa. Any trips abroad planned around that time should be reported to the office manager and receptionist to allow enough time for the office to solve the visa issue. ABSENSE AND LEAVE Pregnancy and parental leave We follow the ecurrent employment laws. Chinese women are entitled to a total of 98 days of pregnancy and parental paid leave. The 15 days can be taken as pregnancy leave. In special situations the pregnancy and parental leave can be extended. Your manager and HR will guide you. Chinese fathers have 3 days of parental leave. For locally hired Non-Chinese employees please get in contact with your manager and HR. 73 EXPENSES REIMBURSEMENT Any expense listed ibelow could request for reimbursement: 1. Meal for Overtime work 50-60RMB/meal 2. Transportation for project meeting/site visit or other related activities 3. Travelling expense for business trips Complete the reimbursement-template accordingly and specify the project number. Provide Fapiao/Receipts stating the Chinese company title of SHL Shanghai, and glue all Fapiao on A4 recycled paper(only use the blank side). Submit the reimbursement paper to the Office Manager. Reimbursement will be processed in the last week of the month. Reimbursements that cannot not be processed within the current month will be managed the following month. BORROWING OFFICE PROPERTY I f an employee would like to borrow office items such as a camera or a digital voice recorderfrom the office, please inform the receptionist and agree the date you will return the item. Priority is given to employees who wish to borrow an item for project use. The employee is responsible for any damage or loss of the item borrowed. TITLES OF DRAWINGS AND DOCUMENTS If the name of a file is originally in Chinese, please keep it when you translate the file into other languages.

38 The architecture of Schmidt Hammer Lassen Architects creates spaces that excite the senses using elements of surprise and poetry. We push the boundaries with our unstinting curiosity and we always seek the qualitative solution that is ultimately the best in artistic, conceptual, technical and economic terms. Shanghai Library/Shanghai/China 76

39 PREFACE Copenhagen/Aarhus/Shanghai/ Dokk1/Aarhus/Denmark