Questions and comments
If you have questions or comments about the university’s information or handling of COVID-19, please contact the Crisis Management Team on corona@umu.se.
This information is aimed to support managers, course coordinators and other members of staff who have been informed that a student or member of staff has been infected with COVID-19.
All students and staff should contact their nearest manager/head of department or course coordinator if they have confirmed COVID-19.
In the Västerbotten County, the Department of Communicable Disease Control and Prevention at Region Västerbotten is responsible for carrying out contact tracing. This means that a person who has tested positive for COVID-19 will be contacted by a contact tracer from Region Västerbotten for information and guidelines. Region Västerbotten could ask a manager or course coordinator at the university to contact students or staff who may have come in close contact with the infected person.
Region Västerbotten has produced a template text that can be used to inform people who have been in close contact with an infected person. The template text can be found further down.
Close contact is contact within a 2-metre vicinity for more than 15 minutes accumulated during 24 hours and within 48 hours prior to symptoms starting until symptoms have cleared.
Everyone who has been in close contact with the infected person must always be contacted. Region Västerbotten is responsible for contact tracing, but can ask the university for help. In that case, please follow the instructions in the checklist and consider how to process personal data.
If the infected person has shared a room with or worked closely with someone else during the period of transmission, this person is recommended to work or study from home, if possible, and avoid contact with others for the next 7 days. This applies for close contact according to the definition above. And these measures are particularly important if the infected person has met others in a small room.
Other people who have been in close contact with the infected person must follow the guidelines and advice issued by the Department of Communicable Disease Control and Prevention. People who have had such contact are to keep distance from others, meet as few people as possible, and be attentive to any potential symptoms.
People who have not been in close contact with the infected person should, in general, not be informed. However, at times worry can arise and rumours may spread. In such cases, it may be necessary to inform a greater group about the case of COVID-19 found, for instance that the person has not been present at the workplace or in teaching during his or her infectious phase, alternatively that everyone who has been in close contact with the infected person has already been informed. The infected person must consent to such information being shared, please read more under the headline Processing personal data. When deemed necessary, the head of department or other manager informs staff. Course coordinators inform their respective students.
The Crisis Management Team must be informed of each individual case of COVID-19 that has been reported to the university. This responsibility lies with the head of department or equivalent manager. The person reporting is also responsible for making secure notes of the cases in order to be able to identify what cases have been reported. No personal data must be included in the reports to the Crisis Management Team. The Crisis Management Team is responsible for informing the University Management and also compiles regular statistics. Please contact the Crisis Management Team on corona@umu.se.
If you have received information that a student or member of staff has been infected with COVID-19, this information must be handled carefully and with utmost respect for the individual’s personal integrity – this is the same as in all cases of disease.
Confidentiality applies regarding information about a student or staff who has been infected with COVID-19. The information may not be spread to others by the employer/the university without explicit, preferably written, consent from the individual concerned. Hence, you must discuss with the individual what information is relevant and can be shared with colleagues or fellow students, and who should be communicating the information.
Decide if the infected person wishes to make his or her name known or be anonymous in potential information to other parties. Even if the person consents to being named, information should still preferably be anonymous.
When reporting cases to the Crisis Management Team, no personal data may be shared.
Clusters of COVID-19, in this sense, refer to a number of students or staff in the same group being infected with COVID-19. The medical region has not established a clear number for how many infected people defines a cluster, instead an individual assessment is made each time.
Each person must still be processed individually according to the routines.
If a member of staff or a student at Umeå University has been exposed to COVID-19 in the line of their work or studies, the head of department or equivalent manager is responsible for reporting the incident to the Swedish Work Environment Authority without delay. This also applies retroactively and for cases that the manager is informed about at a later date.
The manager is also responsible for documenting and taking measures to prevent further incidents.
Learn more on the staff web:
Reporting serious incident and documenting exposure to COVID-19
Equivalent informationen in Swedish:
Läs mer om anmälan av allvarligt tillbud
When a student has been tested and has confirmed COVID-19, the following is to take place:
If the contact tracer or equivalent healthcare authority provides instructions that contradict the information provided by the university, please adhere to those instructions instead.
When a member of staff has been tested and has confirmed COVID-19, the following is to take place:
If the contact tracer or equivalent healthcare authority provides instructions that contradict the information provided by the university, please adhere to those instructions instead.
Adapt the following text according to the situation.
I have been informed that a person with confirmed COVID-19 has been at [X] during [contagious period, date, time interval]. I must therefore inform everyone who were there at the same time that you may have been exposed to risk of infection. Please be observant of any potential symptoms for 14 days, and particularly during the first 7 days after the time in question. You may continue to go to work/school as usual as long as you have no symptoms – but you should avoid meeting other people to the extent possible. Be careful to keep physical distance between yourself and others. If symptoms of disease should arise, you must isolate yourself. If the symptoms remain after 24 hours or if they worsen, all individuals over the age of 6 must get tested. Testing can take place through self-sampling at Region Västerbotten if you have a Swedish personal identity number. If you have no Swedish personal identity number, please contact a healthcare centre to get tested. Testing is free of charge. Remain in isolation until your test results have come. More information can be found on 1177.se.
Jag har fått information om att en person med covid-19 varit på [X] under [smittsam period, datum, ev. tidsintervall]. Jag vill därför informera dig som varit där samtidigt om att du kan ha utsatts för en smittrisk. Var observant på eventuella symptom i 14 dagar efter smittotillfället. Du kan arbeta/gå i skola som vanligt så länge du inte har några symptom, men du bör i övrigt träffa så få personer som möjligt. Var noggrann med att hålla avstånd till andra. Om symptom tillkommer ska du isolera dig. Kvarstår symptomen efter 24 timmar eller blir förvärrade ska du provta dig, det gäller alla personer över 6 år. Provtagning kan ske genom egenprovtagning eller genom att ta kontakt med din hälsocentral. Du ska fortsätta hålla dig isolerad tills provsvar kommit. Mer information finns på 1177.se.
Download the checklist and template as PDF
English: Checklist for when a student or staff has confirmed COVID-19.pdf (281 kB)
Swedish: Checklista för hantering av smittfall hos medarbetare eller studenter.pdf (363 kB)
If you have questions or comments about the university’s information or handling of COVID-19, please contact the Crisis Management Team on corona@umu.se.