UFV 2015/1313 Environmental Objectives and Action Plan for Environmental Work 2016-2017 Established by the Vice Chancellor on 9 February 2016
Contents Background 3 Revision of earlier environmental objectives 3 Description of the environmental management system 4 Overarching environmental objectives 4 Action plan design 5 Environmental objectives 6 1. Work-related travel and virtual meetings 6 2. Energy consumption 7 3. Procurements and purchases 8 4. Use of chemicals that can harm the environment or people s health 10 5. Waste and recycling 11 Division of responsibilities and roles for environmental management system work 13 Specific assignments for environmental management system work 15 Appendix 1. The University s environmental impact according to the Environmental Review, UFV 2010/877 17 Appendix 2. Description of the environmental management system 18 2
Background Uppsala University actively works on environmental issues at many levels throughout the organisation, from University-wide initiatives and guidelines to daily initiatives by individual employees. As with the University s programmes and research, the University s environmental efforts aim to contribute to more sustainable societal development in various ways. The University achieves this by taking responsibility for and working with decreasing the institution s environmental impact. Current environmental legislation and the environmental action programme established by the Riksdag in Sweden form the basis for the environmental initiatives. Through systematic and consistent environmental work, Uppsala University demonstrates its reliability and long-term accountability to students, employees and the community. Revision of earlier environmental objectives The 2013-2015 period had environmental objectives in the following areas: environmental management system, work-related travel, virtual meetings, energy consumption, procurement and purchasing, chemical use, and waste and recycling. The environmental objectives were based on the environmental review carried out by the University in 2010, (UFV 2010/877). The Ordinance (2009:907) on Environmental Management in Government Authorities stipulates that the environmental review must be updated at least once every five years or in conjunction with significant operational changes. The University s environmental review was updated in autumn 2015 and is expected to be adopted in early 2016. Campus Gotland is particularly in focus, as it was not previously included in the University s environmental review. In 2015/2016, the University Board established a sustainable development programme and an associated action plan. Work with environmental objectives and sustainable development in the operation are closely related; consequently, the programme will influence the environmental work. In 2015, Akademiska Hus invited the University to hold discussions to formulate common sustainability visions for the development of the entire campus. Previously, the focus was primarily on environmentally friendly buildings regarding materials, systems, energy and resource efficiency and environmental management during the building process. The goal is now for the common sustainability visions to include social and financial aspects in addition to environmental aspects. Discussions regarding common sustainability visions for the University s campus development have begun, but there is still work to be done before common goals are established. Issues regarding campus development, such as premises, outdoor environments, campus services and offerings, transport and travel are closely related to the University s environmental work. Taken together, the above indicates that a wide variety of initiatives are underway that will in turn influence the University s environmental objectives moving forward. In anticipation of the new environmental review and recently established sustainability strategies for campus development, no new environmental objective areas will be produced in this action plan. Instead, the Environmental Objectives and Action Plan for Environmental Work for 2016-2017 is a revision of previously established environmental objectives. The fully met objectives related to environmental management systems will be eliminated; other objectives will be updated. A larger revision of environmental objectives and the areas covered by the objectives will take place for the 2018-2021 period. 3
Description of the environmental management system An environmental management system 1 1 consists of the following components: 1. Environmental review that explores the institution's environment impact. 2. Environmental policy that expresses the authority s will and ambition regarding environmental work and contributes to sustainable development and to reaching the national environmental quality objectives. This document contains overarching environmental objectives, which correspond with the environmental policy requirements stipulated in the ordinance. 3. Environmental objectives. To the extent possible in practice, the environmental objectives will be measurable and updated continually or at least every three years. The environmental objectives for 2016-2017 are the continuation of the environmental objectives presented in the Environmental Objectives and Action Plan for Environmental Work 2013-2015, UFV 2012/1918. This document contains measures that entail an action plan for how the work to achieve the environmental objectives will be pursued. 4. Division of responsibilities. The Ordinance (2009:907) on Environmental Management in Government Authorities requires the division of responsibilities regarding compliance with the environmental policy and achieving the environmental objectives to be clearly stated. This document contains a section that describes the division of responsibilities. 5. Documented guidelines. Documented guidelines for management must be established in order to ensure compliance with the environmental policy and environmental objectives, and to ensure that the applicable environmental regulations are otherwise followed. For instance, this includes guidelines for waste management and guidelines for work-related travel and meetings. 6. Annual follow-up. Annual follow-up and control of points 1-5 shall be conducted through internal environmental audits, for example. Overarching environmental objectives In accordance with the Ordinance (2009:907) on Environmental Management in Government Authorities, authorities must have an environmental policy. Uppsala University s overarching environmental objectives express the University s will and ambitions regarding environmental work and constitute the University s environmental policy in accordance with the requirements of the ordinance. Uppsala University: Mission and Core Values (UFV 2013/110) serves as the point of departure for the University s overarching environmental objectives. That document states that the mission of Uppsala University is to gain and disseminate knowledge for the benefit of humankind and for a better world. With this basic premise, Uppsala University will continually improve its environmental work by: systematically working to prevent and to decrease the institution's negative environmental impact systematically working to support and increase the institution s positive environmental impact 1 For a more detailed description of how an environmental management system is intended to function, refer to Appendix 2. 4
raising awareness about environmental issues among students and employees motivating students and employees to take concrete actions that contribute to the common environmental work considering the environment in all decisions cooperating with and spreading information in the community about the environmental work in order to give and receive inspiration and new ideas This section, Overarching Environmental Objectives, replaces the previous Environmental Objectives in the document UFV 2012/1918. Action plan design The following section describes how Uppsala University will work with its direct environmental impact within the framework for the environmental management system. The work is based on the areas identified in the Environmental Review, see Appendix 1. During the 2016-2017 period, work with the following objective areas will be prioritized: 1. Work-related travel and virtual meetings 2. Energy consumption 3. Procurements and purchases 4. Chemical use 5. Waste and recycling Linked to each area are environmental objectives, key ratios, assignments to be carried out in 2016-2017, time frames, resources for the work and information on how the work will be followed up. This document also contains a section on the division of responsibilities and roles in the environmental work. In the event that responsibility is given to the University Director/disciplinary domain boards, sub-delegation within the organisation where warranted is implied. 5
Environmental objectives 1. Work-related travel and virtual meetings Background Uppsala University endeavours to be an internationally outstanding research University. By participating in international networks and exchanges, new research can be initiated and ongoing research can be enhanced. The University s work shall contribute to sustainable development worldwide. Important prerequisites for internationalisation are work-related travel and virtual meeting places, which set the framework for the environmental objectives that are relevant for the institution. Environmental objectives 2016-2017 Uppsala University will not increase carbon dioxide emissions from service vehicles or personal cars in service per full-time equivalent (FTE) compared with the emissions produced in 2015. Uppsala University will not increase the number of domestic flights under 500 km per FTE compared with 2015, except for trips to Campus Gotland. Uppsala University will increase the use of virtual meeting alternatives compared with 2015. Key ratios Carbon dioxide emissions from work-related travel by car, service vehicle, or personal vehicle in service, per FTE and year (kg). Number of flights shorter than 500 km, per FTE and year (number). Number of meetings booked with video conference equipment. 2 Use of the e-meeting tool Adobe Connect Pro (hours and number of users at the University). 3 Assignments for 2016-2017 University administration Update the University s work-related travel guidelines. Investigate how environmental aspects are taken into account when booking with a travel agency. Improve opportunities for more extensive statistics and information regarding sustainable travel alternatives in the reservation system with the travel agency. Carry out the Bike-friendly Workplace project at several campuses under the management of the municipality. 2 Relates to the University s use of the Cisco Jabber system as well as the video conference equipment available at the Uppsala Learning Lab. 3 These key ratios have been chosen because it is currently possible to monitor these tools. As such, the ratios do not reflect the use of all technology available for virtual meetings, but instead indicate that use of these meeting tools is increasing. 6
Departments/equivalent Conduct an informative campaign for employees on updated work-related travel guidelines. Make sure the University s work-related travel guidelines are implemented in the institution. Environmental representative and environmental coordinator run the Bike-friendly Workplace project together. Time frame The University administration is working on the tasks established above in 2016-2017. Resources The University administration s tasks are financed via the regular budget for 2016. Any increased resource needs will be developed in 2017. Environmental representatives initiatives are funded within the framework for each department s ordinary budget. Follow-up Follow-up is carried out before the annual analysis of work with the environmental management system and reported to some extent in the annually compiled environmental report. 2. Energy consumption Background Uppsala University rents its properties. The University has an ongoing close partnership with property-owners regarding both management and construction in order to promote energy efficiency and energy saving measures. The energy used is primarily district heating and wind and hydroelectric power. Efforts are underway to introduce a greater proportion of district cooling within the premises. Environmental objectives 2016-2017 Uppsala University will reduce use of electricity in the premises by 7 percent in the 2016-2017 period compared with 2015. 4 Uppsala University will reduce energy consumption for heating facilities by 7 percent in the 2016-2017 period compared with 2015. Key ratios Use of electricity (kwh) per square metre and year. The use of heating (kwh) per square meter and year. Total energy consumption (kwh) per employee and year. 4 The objective is consistent with Akademiska Hus goal for the University's local range. 7
Assignments 2016-2017 University administration Establish guidelines for efficient use of energy in the University s premises. Conduct an informative campaign for the environmental representatives regarding the implementation of the University's environmental policies in the area of energy. Develop a partnership with the Uppsala University Foundations Management of Estates and Funds and Sweden s National Property Board regarding energy efficiency in the current premises. Continue to develop the partnership with Akademiska Hus regarding energy efficiency measures in existing premises. Departments/equivalent Ensure that the University's guidelines for effective energy use in University premises are implemented. Environmental representatives spread information about energy efficiency measures with the help of the environmental coordinator. Schedule The University administration is working on the tasks established above in 2016-2017. Resources The University administration s tasks are financed via the regular budget for 2016. Any increased resource needs will be developed in 2017. Environmental representatives initiatives are funded within the framework for each department s ordinary budget. Follow-up Follow-up is carried out before the annual analysis of work with the environmental management system and reported to some extent in the annually compiled environmental report. 3. Procurements and purchases Background Uppsala University already works with environmental requirements for procurements, and environmental requirements for procurements are established where relevant. It is not currently possible to identify special products with an environmental profile in the University s existing purchasing system. 8
Environmental objectives 2016-2017 To a greater extent, Uppsala University will take the environment into account with purchasing and ordering compared with purchases in 2015. 5 Key ratios A summary of how the environment has been taken into account regarding purchases via the network with purchasers. (Estimate) 6 Assignments 2016-2017 University administration Include information on environmental requirements for procurement and green purchases in the revision of the University s procurement guidelines. Create guidelines for environmental purchases. Together with the Procurement and Purchase Office, the environmental coordinator conducts training sessions for purchasing managers on green procurements and purchases as part of procurement training. The Procurement and Purchase Office is tasked, together with the environmental coordinator, with investigating how the purchasing portal could include information about the products environmental performance or other procedures to simplify green purchasing processes. Departments/equivalent Make sure the University s guidelines/purchasing instructions for green purchases are implemented in the institution. Make sure purchasing managers or the equivalent have the opportunity to participate in a training day with information sessions on green procurements and purchases. Schedule The University administration is working on the tasks established above in 2016-2017. Resources The University administration s tasks are financed via the regular budget for 2016. Any increased resource needs will be produced in 2017. Follow-up Follow-up is carried out before the annual analysis of work with the environmental management system and reported to some extent in the annually compiled environmental report. 5 Follow-up of how many products and services are purchased with concern for the environment cannot be carried out until such follow-ups are established, either through the procurement system or in some other way. 6 This network is still in the build-up phase and information may be obtained once it is established. 9
4. Use of chemicals that can harm the environment or people s health Background Uppsala University is currently working to ensure sound management of chemicals and laboratory safety in order to, for example, reduce the impact from chemicals that can harm the environment or human health. The work is performed via chemical representatives in the departments/equivalent and at an overall level within the Buildings Division. Environmental objectives 2016-2017 Uppsala University will substitute and reduce the use of chemicals that may harm the environment or people s health when possible. 7 Key ratios Key ratios missing. Assignment for 2016-2017 University administration Provide information about substitution of chemicals Information campaigns for chemical representatives about purchasing procedures to ensure the least amount of chemicals possible are purchased. Further work with the establishment of the KLARA chemical management system. Continually inform the chemical representatives about the National Substitution Group s exchange list. Departments/equivalent that handle chemicals that can harm the environment or people s health Work further with chemical substitutions. Continually clear out chemicals that are not used. Continue to enter the University s chemicals in the KLARA chemical management system. Make sure the National Substitution Group s 8 exchange list is familiar throughout the institution and implemented when possible. Time frame The University administration is working on the tasks established above in 2016-2017. Resources The University administration s tasks are financed via the regular budget for 2016. Any increased resource needs will be produced in 2017. 7 The intention of the objective is not to change the direction of the research that uses chemicals that may harm people s health or the environment. 8 The National Substitution Group is a national network whose aim is to, together, help replace hazardous chemicals in health and medical care and in research, both in goods and in chemical products. 10
Assignments for the departments/equivalent are carried out within the ordinary budget through the chemical representatives initiatives. Follow-up Follow-up is carried out before the annual analysis of work with the environmental management system and reported to some extent in the annually compiled environmental report. 5. Waste and recycling Background Uppsala University's work is based on the EU waste hierarchy 9. The University has waste management guidelines for both household waste and hazardous waste. Environmental objectives 2016-2017 Uppsala University will work to increase reuse of furniture and electronic equipment, including IT equipment and research-related equipment. Uppsala University will decrease the amount of unsorted waste and increase the amount of sorted waste compared with 2015. Key ratios Kilograms of sorted waste (kg). Kilograms of electronic waste (kg). Number of emptied containers (number). Assignments for 2016-2017 University administration Update the University s waste management guidelines. Create guidelines for recycling (compare recycling policy) Produce University-wide signs for waste sorting equipment in both Swedish and English. Conduct an informative campaign for environmental representatives on the implementation of the University's guidelines in the area of waste. Conduct a separate informative campaign regarding waste sorting and waste management for students. Departments/equivalent Make sure the University s waste management guidelines are implemented within the institution. Make sure waste sorting equipment with appropriate signage is available. 9 Waste hierarchy means focusing primarily on minimizing waste, followed by reuse, recycling, material recovery, energy recovery and finally disposal as a final means of managing waste. 11
Use alternative solutions to paper, such as electronic compendiums, books and the equivalent more often. Time frame The University administration is working on the tasks established above in 2016-2017. Resources The University administration s tasks are financed via the regular budget for 2016. Any increased resource needs will be developed in 2017. Environmental representatives initiatives are funded within the framework for each department s ordinary budget. Follow-up Follow-up is carried out before the annual analysis of work with the environmental management system and reported to some extent in the annually compiled environmental report. 12
Division of responsibilities and roles for environmental management system work Vice Chancellor After the University Board, holds ultimate responsibility for the University s environmental work. Responsible for the environmental management system being implemented, established, maintained and followed up. Responsible for appointing the managerial representative for environmental issues. University Director Is the managerial representative for environmental issues. Ensures that, in accordance with the requirements of the Ordinance (2009:907) on Environmental Management in Government Authorities, the environmental management system is formulated, implemented, used throughout the institution and kept updated. Reports on the environmental management system to the highest authority so that reviews and proposals for improvements can be made. Deputy Vice Chancellor and disciplinary domain boards Coordinates the included departments environmental work regarding the specific assignments in this document, as well as feedback from the departments. Department head/equivalent Responsible for environmental work at the departmental level. Makes sure department employees are aware of and comply with the University s environmental objectives and guidelines for environmental work. Ensures that when asked, the department reports on how its activities help carry out the University s environmental work. Appoints an environmental representative that can offer support in matters related to the environmental work. Department/equivalent s environmental representative Supports the department head in the environmental work. Reports to the department head on the progress of the environmental work. Coordinates and runs environmental work at the departmental level. Serves as contact and link between the University s local and central-level environmental work. Manages the dissemination of key information to employees at the departmental level Provides feedback on environmental work from local to central level. Participates in training, information sessions etc. organised by the University for the environmental representatives. Plans, coordinates and produces data at the departmental level before/during environmental audits. 13
Campus management organisation and superintendents Coordinates environmental work within areas such as energy consumption, waste and emissions, and serves as the link between campus management and the central environmental coordinator. Coordinates efforts with the technical-physical work environment, for example regarding ventilation, lighting, radiation and noise protection, and has contact with property owners regarding these issues. Environmental manager Coordinates responsibility for developing the University s efforts and strategies regarding environmental issues according to the applicable statutes. Formulates suggestions for the environmental policy, objectives, action plan and guidelines for the University s environmental management regarding direct environmental impact. Initiatives, runs and follows up on initiatives and projects for achieving the objectives in the action plan for environmental management work regarding direct environmental impact. Participates in the formulation of suggestions for objectives, action plan and guidelines for the University s environmental management work regarding indirect environmental impact (sustainability issues in the core operations). Coordinates work with internal environmental audits, including deviation management and suggestions for improvement. Prepares the University s annual environmental report according to ordinance requirements. Provides support and training to University management, employees and students regarding the University s environmental and sustainability initiatives. Functions as the University s contact person for authorities and organisations in overarching, University-wide environmental issues. Environment coordinator Refines the environmental work in collaboration with the environmental manager according to that individual s responsibility. Chemical coordinator Assists with specialised knowledge regarding the handling of chemicals. Uppsala Centre for Sustainable Development CSD Assists with specialist knowledge as needed, for example with training initiatives within the environmental area. Employees Contribute by complying with University guidelines. Contribute to the University's environmental initiatives through their daily work. Students Contributes by complying with University guidelines. Contribute to the University's environmental initiatives through their daily actions. Represent students in work groups/reference groups. 14
Specific assignments for environmental management system work Planning Division Where necessary, includes a report on the institution's environmental work in the University s central feedback. Building Division Works to ensure energy efficiency in the used premises in accordance with applicable laws, ordinances and guidelines. Establishes energy requirements for new buildings, reconstructions and annexes and conducts energy-saving projects in existing premises in collaboration with property owners. Works to ensure that new buildings, reconstructions and annexes are environmentally friendly. Works to reduce waste in the institution, increase waste sorting and for proper hazardous waste management. Works to ensure minimal environmental and health impact from laboratory activities. Works to ensure minimal environmental and health impact from chemical handling. IT Division Runs and develops the University's work with green IT. Works to ensure that purchases and use of IT equipment are more environmentally friendly. Provides tools, training and support for the use of the virtual meeting alternative Adobe Connect Pro and its own video conferencing system. Works to ensure good opportunities for measuring the use of virtual meeting alternatives. Financial Administration and Procurement Division Includes issues regarding decreased environmental impact from University travel in shaping the University s guidelines for work-related travel and meetings, as well as during procurement and contact with the University's travel agency. Updates and develops the University's work and information as stated above in accordance with new rules and regulations regarding the environmental impact of travel. Develops general agreements in accordance with current laws, ordinances, guidelines and/or equivalent which relate to green and ethical procurement. Requires that, in procurement, suppliers highlight the greener, more energy efficient and more ethically produced products within their range, both in the University's purchasing portal and in the supplier s web-based product catalogues. In collaboration with the environmental coordinator, organises internal procurement training for purchasing managers with information on environmental and ethical responsibility when ordering and purchasing. Human Resources Division Includes information regarding the University s environmental management system work when welcoming new employees. Includes information regarding the University s environmental management system work when training new department heads and managers. 15
Division for Communication and External Relations Assists all operations in issues of communication about environmental management work in the various areas. In collaboration with the Financial Administration and Procurement Division, ensures that the University s profile products are purchased with environmental and ethical aspects taken into account. 16
Appendix 1. The University s environmental impact according to the Environmental Review, UFV 2010/877 In accordance with the environmental management ordinance, after responsibilities and organisation have been established, work with the environmental management system shall begin with an environmental review that explores the possible environmental impact of the institution's internal and external operations. The environmental review shall constitute the basis for shaping the environmental management system and the direction it takes. The University s Environmental Review (UFV 2010/877) concludes that the operations that most impact the environment, so-called significant environmental aspects, are: Research Education Collaboration with the rest of society Work-related travel Procurements and purchases Energy consumption for premises and for office equipment use Chemical use Waste management Water use The University s environmental objectives shall be based on how the institution impacts the environment, but all areas with a significant environmental impact need not be equipped with goals. In accordance with the requirements for the design of the environmental management system, an annual review and follow-up of the work shall be performed. This follow-up will include environmental objectives and areas with significant environmental impact that have not been incorporated into the objectives. 17
Appendix 2. Description of the environmental management system An environmental management system aims to function according to the following model from the Swedish Environmental Protection Agency s publication Environmental Guide for Government Authorities. 1. Organisation and responsibility The authority shall clarify the organisation and responsibility for the environmental management work. 2. Environmental review Environmental aspects: The authority shall identify all environmental aspects within its operations and determine which of these aspects has or may have a significant impact on the environment (i.e. significant environmental aspects). Both direct and indirect environmental aspects that the operations may give rise to shall be taken into consideration. These aspects shall constitute the basis for the direction and content of the other parts of the management system and shall be updated at least every three years. Legislation: The authority shall identify the legal environmental requirements that affect the operation. This identification shall be updated at least every three years. The legislation shall constitute the basis for the direction and content of the other parts of the management system. 3. Environmental policy The authority s management shall establish an environmental policy for the authority. The environmental policy shall be communicated to all staff members. 4. Environmental objectives and action plan Environmental objectives and action plans shall constitute the basis for the direction and content of the other parts of the management system and shall be updated at least every three years. 18
The authority shall establish environmental objectives for the operation. The environmental objectives shall be measurable where possible. The environmental policy and objectives shall contribute to sustainable development and to reaching the national environmental quality objectives. The authority shall have one or more action plans to achieve its environmental objectives. The actions plans should include: 5. Guidelines a) division of responsibilities for achieving the environmental objectives. b) procedures, resources and time frames for achieving the objectives. The authority shall have documented guidelines for governing operations/activities in a way which ensures that: 6. Communication a) the identified environmental legislation is followed. b) the impact from significant environmental aspects is minimised. c) the environmental policy and the implementation of established objectives are supported. Internally and externally, the authority shall communicate about, provide information about, and receive comments and opinions on the environmental work. 7. Education The authority shall, through information and training, continuously improve employees expertise and awareness regarding environmental considerations within their working environments. 8. Follow-up The authority shall annually follow up and present the results of the environmental work, both internally and externally. Monitoring and measurement of significant environmental aspects: The authority shall regularly, and at least once a year, monitor and measure the significant environmental aspects resulting from operations. Following up objectives and action plans: The authority shall regularly, and at least once a year, follow up on the results of the environmental objectives and action plans. Evaluating whether legislation is followed: The authority shall regularly, and at least once a year, evaluate whether the environmental legislation is being followed. The authority shall regularly, and at least once a year, carry out a review of the environmental management system. The purpose is to: a) provide information about the progress of the environmental work, for example if goals have been met, if the identified environmental legislation has been observed and regarding the results of environmental audits. b) produce data for decisions regarding strategic issues, e.g., regarding the future objectives and direction of the environmental work. 9. Environmental audit The authority shall regularly, and at least once a year, carry out internal environmental audits to ensure that the authority is complying with: 19
a) applicable legislation within the area. b) other policy documents for the authority's environmental management and work. 10. Continuous improvements The authority shall control and evaluate the results of the environmental work and implement changes that lead to the continuous improvement of the operation s environmental performance. 20