Areas of responsibility at FyFa A-Z

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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

Stefan Eriksson, 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 Officers at FyFa (Ylva Haraldsdotter and Sarah Kullgren) is the contact persons 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 Wiktorsson, superintendent

Co-determination (Swe: samverkan)

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

Contact: Camilla Fors Holmberg, HR manager 

Communication

Ylva Haraldsdotter, Communications Officer 

Communication and IT committee (Kom-IT-Kom)

Renée Andersson, IT coordinator or Ylva Haraldsdotter, Communications Officer 

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: Sanam Dahlqvist, Financial Officer.

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 Anna Jutman or 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

Contact the HR unit at FyFa: Camilla Fors Holmberg, Sofia Schilken and Sarah Kullgren
Education at FyFa

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 manager Camilla Fors Holmberg, 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 Wiktorsson, intendent 

Equal treatment representative

Camilla Fors Holmberg, HR manager  

Error report

FyFa Service unit: service@fyfa.ki.se

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 Wiktorsson, 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 manager Camilla Fors Holmberg 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

Shared equipment

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).  

H

Half-time review

Half-time review at FyFa

Health promotion

Health promoters at FyFa:

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

More about health promotion at KI

I

Intranet

Ylva Haraldsdotter, web editor for the local FyFa intranet  

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)

Sarah Kullgren, HR officer

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

Ylva Haraldsdotter, Communications officer 

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

Can be collected with Sofia Schilken, Camilla Fors HolmbergAzar Baharpoor, Sarah Kullgren or Åsa Wiktorsson

Premises

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

Press/media

Communications Officer Ylva Haraldsdotter can provide assistance when speaking to the press or refer to the Karolinska Institutet Press Office.

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 

Q

R

Resource allocation and budget at FyFa

Eva Gipperth, Head of Administration 

Registry (and archive)

Ylva Haraldsdotter and Sarah Kullgren is the Registry officers at FyFa. E-mail: registrator@fyfa.ki.se

S

Safety delegates

Salaries

Questions about salaries: Camilla Fors Holmberg, HR manager 

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 Sarah Kullgren or 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: sarah.kullgren@ki.se

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. 

Transport of furniture and office moves

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

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

Web, intranet

Ylva Haraldsdotter, Communications officer 

Work environment group

Chair: Åsa Wiktorsson. Representatives: Ernst Brodin, Katrin BergdahlMichael ElmTony Jimenez-BeristainSusanne JohanssonEva LindgrenAnna MalmerfeltÅsa Nordling and Margareta Porsmyr-Palmertz

Z

Department