Meeting forums for dialogue, consultation and decision-making at KI
KI has several forums for dialogue and consultation prior to decisions and other policy positions. Here you will find an overview of the most important meeting forums at university-wide level.
KI’s governance as a university is based on the organisational plan adopted by the University Board, the President's decision-making and delegation of authority, and the Faculty Board’s rules of procedure. In day-to-day work, decisions are made by line managers and academic representatives, while professional services provide support, coordination and expertise. This page shows how matters can be prepared and decided in different forums and provides links to more information.
In brief
- Management structure: The responsibility of line managers (President, campus vice presidents and heads of department) to lead operations, make decisions and ensure that activities are carried out.
- Collegial organisation: The responsibility of academic representatives (deans, deputy deans and faculty representatives) for the university’s development and decisions relating to research and education.
- Professional services: The responsibility of professional services to create the conditions for KI’s research, education and management.
An issue or matter may be discussed in several forums before the responsible body makes a decision. Which forums are involved depends on the content of the matter and which part of the organisation it concerns.
Meeting forums within the management organisation
The management organisation is responsible for leading, coordinating and developing KI’s operations. It is based on a line management structure in which managers at various levels make decisions within their areas of responsibility to ensure that operations are carried out in accordance with objectives, laws and regulations. The President is KI’s most senior manager and leads the university.
Purpose: The Board of Karolinska Institutet, or the University Board, is KI’s governing body and thus its highest decision-making body.
Members: The University Board is chaired by a chairperson appointed by the Government and comprises a total of 15 members, including the President, faculty representatives and student representatives.
Frequency: Five to six times a year.
More information and contact: The University Board
Purpose: Dialogue and planning regarding current and strategic issues, as well as forthcoming decisions.
Participants: The President, the Vice President, the University Director, the Campus Vice Presidents and a student representative.
Frequency: Every other week.
Abbreviation: RLG (in Swedish: Rektors ledningsgrupp)
Contact: Maria Lönn
Purpose: A working meeting where current matters are prioritised for further action.
Participants: President, Vice President, University Director, lead rapporteur on the Faculty Board, Director of Communications and support from other functions as required.
Frequency: Weekly.
Abbreviation: LA (in Swedish: Ledningsavstämning)
Contact: Maria Lönn
KI’s departments are divided into three Departmental Groups or campuses, each led by a Campus Vice President. The Campus Vice Presidents are also members of the President’s management team.
Purpose: Dialogue and planning regarding current and strategic issues, as well as forthcoming decisions.
Participants: Campus Vice President and heads of department for the relevant campus.
Frequency: Varies, but at least once a month.
Abbreviation: CLG (in Swedish: campus ledningsgrupp)
Contact: Sara Sigsjö
Purpose: In-depth dialogue on strategic issues. A full-day meeting is held in the autumn and a retreat is held in the spring.
Participants: University management, campus vice presidents, deans, heads of department and directors. For full-days and retreats, the departments’ heads of administration (AC) and heads of Offices within Professional Services also take part.
Frequency: Two to three times per term.
Contact: Catrin Främberg
Purpose: To identify current issues amongst staff at both the Flemingsberg and Campus Solna and to facilitate direct dialogue with the University Management.
Participants: President, Vice President, University Director, Campus Vice Presidents and all KI staff.
Frequency: At least twice a year.
More information and contact: Dialogue meetings with the university management
Meeting forums within the collegial organisation
KI has one medical faculty. The faculty’s management structure includes a Faculty Board, which reports to the President. The Faculty Board is responsible for the strategic and long-term development of education and research at KI. Under the Faculty Board, there are three committees tasked with developing and strengthening higher education, doctoral education and research at KI. The Faculty Board may also establish councils and working committees to manage specific areas.
Purpose: Under the President, the Faculty Board has overall responsibility for the faculty’s education, research and collaboration with the surrounding society. Its work is supported by three committees which prepare and, on occasion, decide on matters within their respective areas.
Participants: The Chair, deans, deputy deans and staff representatives. Also student representatives and those with the right to attend and speak, such as the President and campus vice presidents.
Frequency: Approximately once a month.
Decisions: Taken in accordance with terms of reference and delegation, by majority vote. In certain matters, decision-making authority is delegated to the Chair.
Abbreviation: FN (in Swedish: fakultetsnämnden)
More information and contact: The Faculty Board
Purpose: The Faculty Board’s work is supported by three committees which prepare and, in some cases, decide on matters within their respective areas.
Members: The Dean and Deputy Dean for each area, faculty representatives and student representatives.
Frequency: Approximately once a month.
More information and contact details:
- Committee for Research (abbreviation in Swedish: KF)
- Committee for Doctoral Education (abbreviation in Swedish: KFU)
- Committee for Higher Education (abbreviation in Swedish: KU)
Purpose: The forum provides opportunities to meet, share perspectives and discuss issues relating to research, education and academic work at KI. It also enables participants to contribute perspectives to KI’s collegial decision-making through the faculty representatives.
Participants: Teachers and researchers with doctoral degrees who are currently active at KI. Faculty Forum is organised by the faculty representatives on the Faculty Board.
Frequency: At least twice a year.
More information and contact details: Faculty Forum
Meeting forums within KI's operational support
Under the President, the University Director has overall responsibility for operational support at KI and leads the Professional Services. Through close collaboration with the departments and their administrative managers (AC), Professional Services provide support to, and enhance the conditions for KI’s research, education and management.
Purpose: The Professional Services' Management Group coordinates, prioritises and develops operational support aimed at creating value for KI’s operations and management.
Participants: The University Director and the Professional Services' heads of office.
Frequency: Weekly
Abbreviation: GVS-LG (in Swedish: gemensamt verksamhetsstöds ledningsgrupp)
More information and contact: Professional Services
Purpose: Exchange of experiences, information and dialogue regarding needs and priorities within KI’s operational support as a whole.
Participants: Heads of administration (AC) from KI’s departments, the University Director and the Professional Services' heads of office.
Frequency: At least twice per term.
Contact: Catrin Främberg
Purpose: In-depth dialogue on current and strategic issues within KI’s operational support as a whole.
Participants: The University Director and two rotating heads of administration (AC) from each campus.
Frequency: Three to four times per term.
Contact: Matilda Pearson
How a matter can be handled at KI
An initiative or matter may be prepared in different forums before a decision is made. Which forums are involved depends on the nature of the issue and which part of the organisation it concerns. The preparation may include, for example:
- gathering facts, analyses and alternative courses of action
- assessing legal, financial and operational implications
- gathering views and expert input
- engaging in dialogue with those concerned and securing support for a proposal
- drafting background documents and proposals for decisions.
More information for logged in staff
There is more information for those of you working in the following groups
- C1.C1 Department of Microbiology, Tumor and Cell Biology
- C2.C2 Department of Medical Biochemistry and Biophysics
- C4.C4 Department of Neuroscience
- C6.C6 Institute of Environmental Medicine
- C7.C7 Department of Learning, Informatics, Management and Ethics
- H5.H5 Department of Laboratory Medicine