Areas of responsibility at FyFa A-Z

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Information and contact details for different areas of responsibilities at FyFa, listed A-Z.

A

Access cards/key cards

Key cards for KI’s premises are issued at the Karolinska Institutet reception desk in Aula Medica, Nobels väg 6, Mondays through Fridays 08:30-16:00. To obtain a key card, you need a signed key card form (badge certificate). More about key cards

Activity model

Håkan Westerblad, Head of the Department 

Advisory council

Each department at KI must have an Advisory council. The council has a consultative role. The Head of Department is Chair of the Advisory Council. 

Agreements

All agreements, deeds of gift and contract should always be submitted in original to the Head of Administration at FyFa, Eva Gipperth

Agresso

Agresso is Karolinska Institutet’s electronic system for invoice management.
Contact: ekonomi@fyfa.ki.se

Akademiska Hus, contact persons

Contact persons for buildings on Solna campus (link to akademiskahus.se, site in Swedish)

Alarms and door locks

Michael Elm, technician (e-mail: service@fyfa.ki.se)  

Archive

FyFa has its own departmental archive for public documents, research documents etc. The Registry Officer at FyFa, Fredrika Carlsén (acting Registry Officer at Fyfa during Sarah Kullgren's parental leave), is the contact person for the archive, which is located in the Physiology building.

Autoclaving

Please see Assistance in the FyFa buildings

Authorized signatory

The Head of the Department is the authorized signatory for the department. This means that it is only the Head of Department who has the authority to sign binding agreements on behalf of the department. 

B

Booking the library rooms at FyFa

You can book the FyFa library rooms in the Pharmacology building using your own calendar in Outlook. The easiest option is to use the Outlook Web Application by logging on with your KI ID at email.ki.se

Contact: Renée Andersson

Booking premises (for lectures etc)

Only the Educational administrators at FyFa can book lecture halls in the electronic booking system TimeEdit. To make a booking, please send an e-mail to Eva Lindgren.

See available lecture halls at KI in TimeEdit

Budget and resource allocation at FyFa

Head of Administration, Eva Gipperth

C

Camera

The FyFa digital camera can be borrowed from Sofia Schilken

Cleaning

Contact Åsa Johansson, superintendent

Co-determination (Swe: samverkan)

Co-determination is handled in a local co-determination group at the department. Employer and union representatives meet once every sixth week. 

Contact: Sofia Schilken, HR supervisor

Computers

Renée Andersson, IT coordinator

Contracts

All agreements, deeds of gift and contracts should always be submitted in original to the Head of Administration Eva Gipperth

Convini

Refrigerators with snacks, cold beverages, frozen meals etc. are located in the Pharmacology building at Nanna Svartz väg 2 (entrance level), and next to the Physiology lunch room, von Eulers väg 8 (floor 3).

Contact: Kristina Seitz

Copy machines/printers

Michael Elm can assist when there’s trouble with copy machines/printers. Contact: service@fyfa.ki.se  Research groups are responsible for ordering their own toner cartridges.  

Copy paper

Additional copy paper can be collected in the Pharmacology building in the small storage room next to the lunch room; and in the Physiology building on the other side of the red door, next to the mail pigeon holes on the ground floor (entrance von Eulers väg 8). 

D

Debit card (FyFa´s)

Contact Zahra Abdurahman for the financial unit at FyFa. E-mail: ekonomi@fyfa.ki.se   

Departmental educational coordinator, first cycle education

Elisabet Stener-Victorin

Directors of Doctoral Studies

Directors of Undergraduate Studies 

Dissertation defence

Sofia Pettersson, Educational Administrator. E-mail: fyskursexp@fyfa.ki.se

Please also see Dissertation defence at FyFa

Doctoral students

Questions regarding your employment, salary or similar, contact Sofia Schilken, HR supervisor at FyFa. More about your employment as doctoral student at FyFa

For other questions contact Sofia Pettersson, Educational Administrator. E-mail: fyskursexp@fyfa.ki.se

Doctoral student representatives

Please see Doctoral student representatives

Dry ice

Contact: service@fyfa.ki.se

E

E-mail

New password for your KI email: kimkat@fyfa.ki.se

If your KI email is not working: it-support@ki.se  

Employment contracts and salaries

Research groups who are looking to recruit should contact HR supervisor Sofia Schilken, who will initiate the recruitment process.

It is the Head of Department who makes decisions on contracts and salaries. 

Envelopes (with KI logo)

Envelopes with the KI logo and the address of the department can be collected in the mail room in the Pharmacology building; and next to the mail pigeon holes on the ground floor of the Physiology building (entrance von Eulers väg 8). Ordering of additional envelopes: service@fyfa.ki.se

Environment and sustainable development

Åsa Johansson, intendent 

Equal treatment 

Contact the work environment group at: arbetsmiljo@fyfa.ki.se

Error report

FyFa Service unit: service@fyfa.ki.se

Equipment, shared

For a list of shared laboratory equipment available for all research groups at FyFa, please see Shared equipment at FyFa (link to FyFa intranet, accessible within FyFa).  

F

Financial reports (to funders)

E-mail: ekonomi@fyfa.ki.se or contact the FyFa financial administrator in charge.

All financial reports must be signed by the concerned researcher and Head of Administration, before sent to funders. 

Finances

Eva Gipperth, Head of Administration

Fire safety supervisor

Åsa Johansson, superintendent at FyFa 

First aid

Hina Mohsin is responsible for making sure that medical supplies for first aid are available on the premises. 

Flexitime for administrative and technical staff

HR supervisor Sofia Schilken can give you more information on flexitime. More about Working hours at KI

“Forskarwebb”

Contact the financial unit at FyFa. E-mail: ekonomi@fyfa.ki.se   

First aid

Hina Mohsin is responsible for making sure that medical supplies for first aid are available on the premises. 

FyFa. E-mail: service@fyfa.ki.se   

FyFa Forum

See FyFa Forum

FyFa Newsletter

Gunnar Schulte, Editor

See FyFa Newsletter

G

Grant applications
Contact Grant Administrator Carolina Johansson for feedback and support with grant applications. 

H

Half-time review

Half-time review at FyFa

Health promotion

Health promoters at FyFa are Åsa Johansson and Sofia Schilken

More about health promotion at KI

Health promotion reimbursement

A health promotion reimbursement of SEK 1,500 per year was introduced in 2013 for KI employees. Employees are also entitled to one hour per week (within regular working hours) of health promoting activities.

Contact the FyFa financial unit for the health promotion reimbursement. E-mail: ekonomi@fyfa.ki.se

I

Invoices

Contact the financial unit at FyFa. Email: ekonomi@fyfa.ki.se.

 Invoice address to FyFa

IT at FyFa

Renée Andersson, IT coordinator 

J

K

Key cards

Key cards for KI’s premises are issued at the Karolinska Institutet reception desk in Aula Medica, Nobels väg 6, Mondays through Fridays 08:30-16:00.

To obtain a key card, you need a signed key card form (badge certificate). About key cards at FyFa

Keys, key cards and door locks

Michael Elm (e-mail: service@fyfa.ki.se)

About key cards at FyFa 

KIMKAT (KI’s staff database)

Fredrika Carlsén, HR supervisor

L

Laboratory washing

FyFa service unit assists with laboratory washing in the Pharmacology building. Contact: service@fyfa.ki.se  

Lab utensils, lab consumable products

FyFa shop: bottom floor of the Pharmacology building, Nanna Svartz väg 6a. Open Mon-Fri at 13:00-15:00. Contact: service@fyfa.ki.se

Lighting

Michael Elm replaces broken light bulbs and fluorescent lamps (excluding of the areas where Akademiska Hus is responsible).

Contact: service@fyfa.ki.se   

M

Mail (internal)

Internal mail is distributed by Hina Mohsin. Contact: service@fyfa.ki.se

N

O

Office moves, transports

Michael Elm. Contact: service@fyfa.ki.se

Operational plans and annual reports

Head of Administration Eva Gipperth

P

Package deliveries

To make sure that packages delivered to FyFa find their right recipient, please try to see to it that these details are visible on the outside of the package: 

  • Delivery address with postal number SE-171 77 Stockholm (not the PO Box address!)
  • Name and telephone number of the recipient
  • Name and telephone number of the sender
  • Description of the content of the package.

Hina Mohsin assist with package deliveries. Contact: service@fyfa.ki.se

Paper collection for recycling 

Michael Elm makes sure that the white recycling bins in the hallways are emptied every other week. Contact: service@fyfa.ki.se

Parking permits

Are handed out by:
Azar Baharpoor
Fredrika Carlsén
Åsa Johansson
Sofia Pettersson
Sofia Schilken

Premises

It is the Head of Department who decides on rent and how the premises at FyFa should be allocated. 

Press/media

Contact Karolinska Institutet's Press Office at pressinfo@ki.se eller 08-524 860 77. About media launch of scientific work

Printers

Michael Elm can assist when there’s problems with copy machines or printers. Contact: service@fyfa.ki.se

Research groups are responsible for ordering their own toner cartridges.  

Proceedings/minutes from meetings

See Protokoll (link to FyFa intranet, accessible within FyFa), in Swedish

Purchasing and procurement

Soheila Khaledi is responsible for the Department's purchasing and procurement.

Q

R

Resource allocation and budget at FyFa

Eva Gipperth, Head of Administration 

Registry (and archive)

Fredrika Carlsén, is acting Registry officer at FyFa during Sarah Kullgren's parental leave. E-mail: registrator@fyfa.ki.se

S

Safety delegates

Salaries

Questions about salaries: Sofia Schilken, HR supervisor

Shop

FyFa shop: bottom floor of the Pharmacology building, Nanna Svartz väg 6a. Open Mon-Fri at 13:00-15:00. Contact: service@fyfa.ki.se

Sick leave

Report any sick leave to your manager and to Sofia Schilken from day 1 of being off sick. When you return to work, remember to report your return in the PA web. 

Staff database

KIMKAT is KI’s staff database.

Contact: Fredrika Carlsén

Student administration for doctoral studies

Sofia Pettersson, doctoral studies administrator. E-mail: fyskursexp@fyfa.ki.se  

Student administration for undergraduate studies

Physiology: fyskursexp@fyfa.ki.se

Pharmacology: farmkursexp@fyfa.ki.se

T

Technical engineering

Michael Elm can assist with technical engineering. Contact: service@fyfa.ki.se

Telephony

Renée Andersson, IT coordinator and telephony administrator at FyFa 

Thesis defence

Sofia Pettersson, Educational administrator. E-mail: fyskursexp@fyfa.ki.se

Please also see Dissertation defence at FyFa

See available lecture halls at KI in TimeEdit

TimeEdit

Only the Educational administrators at FyFa can book lecture halls in the electronic booking system TimeEdit. To make a booking, please send an e-mail to Eva Lindgren. 

Translations to Swedish
Contact: Carolina Johansson

Transport of furniture and office moves

Michael Elm, technician. Contact: service@fyfa.ki.se    

Travel expenses

Contact Finance administrator Zahra Abdurahman

U

V

W

Waste management

You can read about waste management at the department in the FyFa Safety Folder (link to FyFa intranet, accessible within FyFa).

Contact persons concerning waste management:

Waste sorting

Michael Elm, technician. Contact: service@fyfa.ki.se

Work environment group

Chair: Åsa Johansson.
Representatives: Ernst Brodin, Katrin IngermoMichael Elm, Eva LindgrenÅsa NordlingMargareta Porsmyr-Palmertz and Sofia Schilken.
Contact the group at: arbetsmiljo@fyfa.ki.se

Z

Department