Hosting a trainee at KI

Hosting a trainee can be both interesting and rewarding, but it also involves responsibilities for the host department. Here you can find information about the different forms of traineeship at KI, the responsibilities associated with each type of traineeship, and the support available.

Traineeships at KI are organised in different ways depending on the type of traineeship and the student’s home institution. The first step is therefore to identify which type of traineeship applies. Student status, responsibilities and administrative procedures differ depending on the type.

The most common forms of traineeship are:

Traineeships under exchange agreements for incoming exchange students
Erasmus+ traineeships (Erasmus+ Traineeship)
Traineeships for students from other higher education institutions, in Sweden or abroad, outside exchange agreements
Traineeships for KI students, e.g. summer traineeships
Clinical placements (clinical education)

Traineeships under exchange agreements for incoming exchange students

Students who come to KI under an existing exchange agreement are admitted as incoming exchange students. The traineeship is undertaken as part of the student’s education and is usually linked to a course or study plan.

Admission, registration and overall administration are handled by international coordinators.
The traineeship is planned in collaboration with the relevant study programme.
The host department is responsible for supervision and implementation.
The student is covered by the procedures, rights and services that apply to exchange students admitted to KI.

Erasmus+ traineeships (Erasmus+ Traineeship)

An Erasmus+ traineeship enables a student from a higher education institution outside Sweden to undertake a traineeship at KI as part of their education or shortly after graduation. How the trainee is handled depends on whether the traineeship takes place within the framework of an exchange agreement.

Erasmus+ traineeships under an exchange agreement

If the Erasmus+ traineeship takes place under an existing exchange agreement, the student is handled as an incoming exchange student and is covered by the procedures, rights and services that apply to exchange students admitted to KI.

Admission and administration are handled by international coordinators.
The student is admitted to a course at KI.
The student has access to the services and is covered by the procedures that apply to exchange students admitted to KI.
The department is responsible for supervision and implementation.

Erasmus+ traineeships outside exchange agreements

If the traineeship is not covered by an exchange agreement, the individual is handled as a trainee rather than as a student at KI. In this case, the procedures under “Traineeships for students from other higher education institutions outside exchange agreements” apply.

The trainee is not admitted as a student at KI but remains registered as a student at their home institution, which is responsible for education, assessment and credit recognition.
The host department decides whether a traineeship can be offered and is responsible for supervision, local arrangements, and induction regarding the work environment and safety.
A Learning Agreement for Traineeships must be signed before the traineeship begins.

Check first

Is there an active exchange agreement between KI and the student’s home institution that covers the traineeship in question?

Yes: The student is handled as an incoming exchange student.
No: The student is handled as a trainee outside an exchange agreement.

If you are unsure whether an exchange agreement exists, search the portal for agreements (Mobility-Online) or contact the responsible international coordinator.

Traineeships for students from other higher education institutions outside exchange agreements

This applies to trainees hosted outside exchange agreements, including students from Swedish or international higher education institutions and Erasmus+ trainees outside exchange agreements. Incoming exchange students admitted to KI, including Erasmus+ trainees under exchange agreements, are not covered by these procedures.

The trainee is not admitted to a course at KI and is therefore not a student at KI, but remains a student at their home institution. The trainee is not entitled to the services offered to exchange students admitted to KI.
A traineeship does not constitute employment, and KI does not pay a salary or provide other employment benefits.
The traineeship is normally regulated through an agreement or individual agreement between the host department and the student’s home institution.
The host department is responsible for the structure and implementation of the traineeship and for the practical arrangements for receiving the trainee. Where relevant, the department must inform the trainee about applicable visa and residence permit requirements.
KI is not responsible for arranging accommodation.
The department is responsible for the trainee’s work environment.
The trainee must be affiliated with KI in accordance with the applicable affiliation guidelines. Affiliation provides access to a KI account, KI email and relevant IT systems, as well as, for example, health and wellness activities.
Before the traineeship begins, the responsible department must ensure that the trainee has adequate insurance coverage. Students from higher education institutions outside Sweden are covered by Kammarkollegiet’s Student IN insurance. The trainee may also be covered by insurance provided by their home institution. See Insurance
After the traineeship has been completed, the host department or unit may issue a certificate confirming completion of the traineeship.

Traineeships for KI students

KI students may undertake traineeships, for example research-oriented traineeships during the summer.

The student is admitted and registered at KI.
The host department is responsible for supervision and practical arrangements in accordance with KI procedures.

Clinical placements (clinical education)

KI does not accept students from other higher education institutions for clinical placements or clinical education outside established exchange agreements.

Clinical placements under exchange agreements are undertaken as studies through one of KI’s study programmes. Admission and administration are handled by KI’s international coordinators.
Enquiries about clinical placements outside exchange agreements should be referred to the relevant healthcare provider’s HR function.

Summary of responsibilities

Summary of responsibilities
Type of traineeship	Responsible for administration
Traineeship under an exchange agreement	International coordinators in collaboration with the relevant study programme and host department
Erasmus+ traineeship under an exchange agreement	Handled as an incoming exchange student by international coordinators
Erasmus+ traineeship outside an exchange agreement	Host department
Traineeship outside an exchange agreement	Host department
Traineeship for KI students	Host department in accordance with KI’s internal procedures
Clinical placement	Through a study programme under an established exchange agreement

Contact and support

For questions about traineeships under exchange agreements, contact the responsible international coordinator.

For questions about hosting trainees outside exchange agreements, contact the department’s HR function.