When the University Board convened on 23 August 2023, the Internal Audit Office presented their 2023 report on their department and unit audit. The University Board decided to back the measures the University Management proposed based on the observations and recommendations presented in the audit report.
The Internal Audit Office is tasked with conducting running audits of how university departments and units follow applicable rules and regulations. The 2023 audit of departments and units included two departments, two units and Umeå University Library.
Susanne Hellqvist, Audit director, Internal Audit Office
Photo: Mattias Pettersson
The Internal Audit Office's overall assessment is that the departments and units in question have generally followed regulations and routines in the fields they have been audited. An important observation, though, are insecurities regarding fire protection and prevention. This has particularly been found in departments and units conducting their activities in Region Västerbotten premises.
"We can see that control of fire protection work needs improving and hence we recommend that the rules for fire protection and prevention are reviewed. We also recommend an evaluation of how the agreement with Region Västerbotten on fire protection work at shared workplaces functions in practise," says Audit Director Susanne Hellqvist.
Hans Wiklund, University Director, University Management
Photo: Mattias Pettersson
"The Internal Audit Office report highlights some important issues that we need to look into. The University Management, me included, is anxious for Umeå University to have good fire safety protocol in all premises where we are active," says University Director Hans Wiklund.
Other areas that the Internal Audit Office raises in their report are: archiving, financial administration of EU-granted projects, and processing of access rights to IT systems.
The Internal Audit Office has drafted separate recommendations to the library director and to the heads of department and directors affected by the audit.
Measures to improve fire protection work
The measures that the University Management has conducted or will conduct on university-wide level based on the recommendations issued in the report are:
- Updating the Umeå University and Region Västerbotten agreement regarding responsibility and coordination at shared workplaces. This includes the appendix "Definitions and responsibilities for coordination of shared workplaces". One of the sections in the appendix concerns fire protection and prevention. The agreement is currently being updated and will shortly be signed by the parties. Annual follow-up of the agreement will take place. In Region Västerbotten's premises, it is Region Västerbotten's fire protection routines, evacuation plans and action plans that apply to everyone working in those premises.
- The University Director has decided to allocate SEK 950,000 from the 2023 budget to improve fire protection. This includes reviewing and updating the organisation and policy documents, quality assure self-control procedures and, together with Region Västerbotten, clarify fire protection protocol at the University Hospital of Umeå in the premises cohabited by Region Västerbotten and Umeå University. This work will commence in the 2023 autumn semester and carry on throughout 2024.
Would you like to learn more?
Read the Internal Audit Office's report, which is available in Swedish.
Do you have questions about the report? Please contact Susanne Hellqvist.
Do you have questions about what measures the University Management is taking? Please contact Hans Wiklund.