Work Environment Survey
The work environment survey is a management tool and a participation channel to promote a good work environment at NTNU. Surveys will be conducted every two years. This page concerns the survey in 2017 and the follow-up process in 2018. The next survey is expected in the autumn 2019.
Norsk versjon - Arbeidsmiljøundersøkelse
Table of Contents [-]
- Aims of the survey
- Annual cycle for the work environment survey
- About the survey
- Practical information about the electronic survey
- How the results are used - confidentiality
- The ARK-survey (Work Environment and Climate Survey)
- Follow-up after the survey
- Results from the survey
- Toolbox for managers and safety representatives
- ARK website - Work Environment and Climate Survey
- Help for managers and employees
- Contact persons at NTNU
- Contact persons at the Faculties, Museum and University Administration, Gjøvik and Ålesund
Aims of the survey #
- A healthy work environment characterized by job motivation, good work flow and goal achievement.
- Overview of how employees see their work environment at all levels of the organization.
- Basis for strategic work environment initiatives and organizational development measures at the units, their superior level and at organizational level.
- All managers shall encourage their employees to participate in the survey
- All units shall carry out follow-up meetings about results and measures before Easter
- Measures are implemented to maintain and further develop the work environment
- Dialogue in the management team about follow-up measures in 2018 - evaluation and adjustment of measures
- The safety representative and local liaison committees (LOSAM) shall be involved through the whole process
- Objective of improvement by 2019
Annual cycle for the work environment survey #
- Organizational units to be used in the survey are determined by 1 September.
- Organizational work environment factors (FaktaARK I) filled out by manager and safety representative 16-27 October.
- Survey sent by email to all employees 1 November with deadline 21 November.
- Results from NTNU are made public in January.
- Follow-up meetings at local units in February-March: the results are presented and improvement areas identified. Action plans are developed and implemented.
- Evaluation- and action plan report (FaktaARK II) is filled out by manager and safety representative 9 April - 14 May.
- Before summer, the process is evaluated at Faculty, University Administrative, and NTNU levels. Superior level has an ongoing dialogue with its units about follow-up measures in 2018. In the autumn, the effectiveness of measures are evaluated and measures adjusted if needed.
About the survey #
The Work Environment Survey is a «temperature reading» of the work environment at NTNU’s organizational units. Employees are given an opportunity to tell how they are doing at work.
The main themes of the survey are:
- Interpersonal relations in my unit
- relations with management
- how the balance between job-demand and resources affects your health
- your relationship with your job
The manager is responsible for the follow-up of the survey in collaboration with the safety delegate and employees.
Practical information about the electronic survey #
The survey includes all employees whose primary workplace is at NTNU, defined as having a minimum of 40 % position at NTNU on 1 September 2017. Employees who hold two positions at NTNU, answer the survey where they have their primary workplace, but are invited to the follow-up meetings at both units.
Monday 1 November employees receive a personal link to the survey by email from email@example.com. Do not share the link with others as this may lead to more answers in your name in which case your answer will be deleted. In case you did not receive the email or have difficulties with the link, contact the Faculty/University Administration (see contact persons below).
Survey deadline: 21 November 2017. The survey takes 15-30 minutes. It is possible to reopen the link and continue at a later point in time. When you press "Done", you may no longer edit your answers. You may register to receive a copy of your answers by email.
How the results are used - confidentiality #
How the survey is carried out, as well as the usage and storage of data, is approved by Norwegian Data Protection Official for Research (Norsk samfunnsvitenskapelig datatjeneste, NSD). NSD sets high standards for data safety and protection of person sensitive information:
- While the survey is ongoing, response rate development is the only information we may have access to.
- When the survey is closed, the link between person and answer will be deleted.
- It is not possible to take out results with less than four respondents.
- Depersonalized data from the survey are transferred to a research database operated by NTNU HUNT. Data usage is subject to strict requirements relating to privacy and research relevance. The database offers NTNU the opportunity to compare results over time and against the higher education institutions in the database.
NTNU will receive results for each participating organizational unit.
- The NTNU results are published on the NTNU website.
- Results of Faculties and Administrative Divisions are discussed in management groups, faculty boards and Local Liaison Committees (LOSAM).
- The results of the local units are handed out on paper at the follow-up meetings.
All results are filed in the NTNU archive «ePhorte» for access by the responsible NTNU management.
The ARK-survey (Work Environment and Climate Survey) #
NTNU uses the national Work Environment and Climate Survey «ARK – Arbeidsmiljø- og klimakartlegging». The survey is developed by and for the university sector. In addition to NTNU, so far 14 institutions use ARK, including the universities of Oslo, Bergen, Tromsø and Agder. This implies that we in addition to measuring our own development, we may compare our results against the national database.
A national steering committee is responsible for the further development of the survey. The survey (KIWEST 3.0) has been simplified and technically improved based on input from NTNU and other users of ARK.
Follow-up after the survey #
The manager is responsible for the follow-up of the survey in collaboration with the safety representative. Support staff at the Faculty/University Administration assists in planning the follow-up meeting.
All employees (also those who did not participate in the survey) shall be invited to the follow-up meeting. Agenda of the follow-up meeting:
- go through the results of the survey
- discuss results and work environment
- identify development areas
Before Easter, the manager shall initiate processes to identify relevant measures in the selected development areas. This may take place at the follow-up meeting, at a later meeting/seminar or by other means.
The manager and safety representative fill out the evaluation and action plan report (FaktaARK II) by 25 April 2018.
Evaluation and action plans are discussed at the Faculties and in the University Administration with the aim to consider joint measures or the need for assistance in local development processes. Ensure that the measures respond to the challenges identified. Evaluate their effect and adjust measures if needed. Evaluation and learning with regard to future surveys, is also important. Follow-up of the survey will be discussed in Rector’s Dialogue Meetings and be covered in the Annual HSE Status Reports.
Results from the survey #
NTNU results 2014 (in Norwegian only).
NTNU results 2012 (in Norwegian only)
Toolbox for managers and safety representatives #
The manager is to involve the safety representative in the preparation and follow-up of the survey, as well as reporting and evaluation. They shall fill out the forms «FaktaARK I and II» together. At units with more safety representative, they select one who shall represent them in the ARK process. When several units share one safety representative, the representative and deputy are encouraged to share responsibility for the units between them.
The following tools will be updated and further developed before the survey in the autumn 2017.
Before the survey #
- Background information form about the unit - FaktaARK I - (in Norwegian only)
- Information to employees at the unit (pdf) - presentations for managers in English
- Work Environment Survey (English version) Spørreundersøkelsen til ansatte (Norwegian version)
- About healthy workplaces (film from Idebanken in Norwegian only) NEW TOOL
- About the Job-Demand-Resources model (film from ARK in English) NEW TOOL
Follow-up meeting #
- Checklist for planning of follow-up meeting (ppt.) (in Norwegian only)
- Presentation of survey results (ppt.) (English slides for a standard 3 hour meeting with notes to management) (Norwegian version)
- Alternative group process with World Café for larger units (slides in English and manual for organizing and timing the group process)
- Handling unacceptable behaviour, harassment and conflicts
Report of measures #
- Template for action plan (pptx) (in Norwegian only)
- Evaluation and action plan report form - FaktaARK II (in Norwegian only)
ARK website - Work Environment and Climate Survey #
The Work Environment and Climate Survey (Arbeids- og klimaundersøkelsen, ARK) is developed by and for the university sector. ARK is a comprehensive tool for development of the psychosocial work environment in academic institutions. The toolbox includes:
- The survey (KIWEST – Knowledge Intensive Work Environment Survey Target)
- A form to collect background information from the units (FaktaARK I)
- A database for storage of data from participating institutions
- A standard presentation of results and a recommended model for follow-up meetings
- A form for evaluation and action plan reports (FaktaARK II)
- Courses, counselling and exchange of experience between participating institutions
- Film about the Job-Demand Resourses model (JD-R)
ARK website (in Norwegian only) - examples of survey, results and fact sheets, as well as the film about the JD-R model.
Help for managers and employees #
Occupational Health Service (Bedriftshelsetjenesten) – independent assistance to managers and employees.
HSE Division (HMS-avdelingen) – organisational and psychosocial work environment.
Whistleblowing (varsling) – report cases of victimization and harassment.
Contact persons at NTNU #
Kristin Lysklett, HSE Section (organizational and psychosocial work environment)
Kristin Wergeland Brekke, Rector’s Staff (organization and communication)
Contact persons at the Faculties, Museum and University Administration, Gjøvik and Ålesund #
AD: Lars Aalberg, HR Section
IV: Roar Eriksen, Eva Terese Voldhagen, HR Section
SU: Merete Thorsvik, Erik Lunde, HR Section
ØK: Svein Olav Antonsen, Oddny Pauline Lyngvær, HR Section
VM: Renate Lillian Johansen, Christen Torvik, HR Group
FADM - RO: Kristin Wergeland Brekke (Rector's staff and Organization) | Rolf Sigvart Lea Lein (IT)
FADM - ØEC: Aud Magna Gabrielsen (Finance and Property ) | Cecilie Holen (Campus Services)
FADM - BU: Hege Barreth Jacobsen (Education Quality) | Mette Larsson (Student Services) | Simen Fraser (Academic Administrative Division) | Janne Gjengaard (University Library)
Gjøvik: Per David Nielsen (local HR-HSE)
Ålesund: Lasse Gallefoss (local HR-HSE)