Select and admit to doctoral courses
When the course catalogue has closed for application, it’s time to start with the admission to the course. A reminder will be sent via email to the course providers in question, but on this page you will find an overview of the information you need for handling the admission to your course. The details for the actual admission in Fubas are described in the user guide for admission.
About admission
Admission is done by the person(s) stated in the course occasion as authorised to perform admission, and should be started as soon as possible after the last application day.
Follow the Fubas user guide for admission that describes step by step how to proceed. Here below the process is described in brief.
To make the selection for admission
Before admission can start, a selection of the applicants must be made in three steps:
- Group the applicants according to the general selection criteria, i e applicant category. Check that the category to which the applicants indicate that they belong corresponds to what is stated in their motivation (the category can be corrected if it appears otherwise from the motivation). Please note that doctoral students at universities covered by formal collaborative agreements with KI, are treated as KI doctoral students when it comes to selection.
- Mark applicants that are neither doctoral students (at KI or other university), nor have a PhD, as ineligible in Fubas.
- Rank the eligible applicants within each category according to the specific selection criteria specified in the course information (visible in the course catalogue).
To consider when selecting and admitting:
- Note that only doctoral students and applicants who have a PhD are eligible applicants.
- Drawing lots is not permitted. It must be possible to rank the applicants.
- Admission can never be based on the order that the applications were received. Selection is performed after the course catalogue has closed for application.
- To admit more applicants than the maximum number of the course cannot be done since the admission of reserves is automated. If you want to guard against late withdrawals, we instead recommend that you set a slightly higher maximum number for the course (provided that you can complete the course with that many participants if no withdrawals occur).
- When having few applicants, the course provider should consider whether to cancel the course or extend the application period. Please consult the doctoral programme in charge. Contact fubas@ki.se for extended application period.
Handle the admission immediately
Admission can start the day after the course catalogue has closed for application. It is important that it is started immediately, even though your course is not given until at the end of the next semester. The reasons for this are:
- The applicants should receive their admission offers to various courses at the same time so that they can decide whether to accept or decline. A late admission offer may lead to dropouts for another course.
- Clinical doctoral students, in particular, require a long-term perspective in order to schedule their study time.
- Admission data is transferred to Ladok at a certain point in time, when admission needs to be done.
Course participant’s confirmation (former supervisor certificate)
In order to accept an admission offer, the doctoral student must confirm that the course is included in the individual study plan and that he/she is aware of – and the supervisor (PI or head for applicants with a PhD) informed about – the cancellation policy.
The applicant cannot accept the course offer without this confirmation. As a course provider, you therefore don’t need to check that this has been done.
Withdrawn application or cancellation of a course place
Until admission has been made in Fubas, the applicant can withdraw his/her application by contacting the contact person for the course. Anyone who is authorised to admit to the course can administer the withdrawn application in Fubas (see the user guide for admission).
Cancellation of a course place once accepted, can be submitted by the student via the Ladok student web interface as soon as the admitted students have been transferred to Ladok. We encourage the applicants to also notify the course provider directly, but this is not always done, so remember to check in Ladok if any cancellations have been made, since you will not receive any notification from Ladok! See instruction (in Swedish only):
Återbud på kurs i Ladok - när gjordes återbudet? (alla utbildningsnivåer).
See also student cancellations, late dropouts and course cancellation.
Extended application period and late applications
If you have vacancies left on a course after the end of the application period, you may extend the application period. First, assess whether it is appropriate to extend the application deadline or whether the course should be cancelled. If necessary, consult the relevant doctoral programme.
If you receive occasional late applications, you can use manual entry in Fubas and then manage the admission there. As a last option, admissions directly in Ladok should be used.
The advantages of using Fubas for application and admission (instead of admission directly in Ladok) as far as possible is that you ensure that the applicant has certified that he/she and his/her supervisor are aware of the cancellation policy. Read more above about the student's confirmation and about the handling of late dropouts.
For detailed process, see user guide for handling admission.
Extended application period
The advantage of an extended application period is that you get all the necessary information from the applicant, in order to later manage selection, admission and Ladok reporting.
For help with extending the application period:
Please note that admissions cannot be made during the ongoing application period. Start by processing the applicants received via the course catalogue.
- Send an email to fubas@ki.se, specifying the course number and title in the subject line.
- Request an extended application period and specify the desired end date. Keep in mind that there should be time to admit new applicants and time for the admitted individuals to respond.
- When the extended application period has ended you can admit the additional applicants in Fubas.
In addition to opening an extended application period in the system, the course will also be advertised on the course vacancies page, so that applicants can find which courses they can still apply for.
Extended application period can be used until the admission result has been transferred to Ladok.
Manual entry of application in Fubas
Those who are listed as authorized to admit to the course occasion also have the option of manually entering late applicants into Fubas.
When you receive an application by email, you must ensure that you receive all the information from the applicant that you need for selection and admission, and later Ladok reporting.
See the admissions user guide for details on how to proceed.
Manual entry of applicants can be done both before and after admission results have been transferred to Ladok.
Admission directly in Ladok
As a last option, i.e. closer to the start of the course and/or when the admission result is transferred to Ladok, late applicants can be admitted directly in Ladok. The Ladok administrator at the department responsible for the course will help with this.
However, it is important to consider using the system advantages as far as possible, i.e. with one of the first two options extended application period or manual entry.
When using this option, please make sure to remind the applicant of the cancellation policy, see the Course participant's confirmation.
Registration in Ladok
Each course participants must register via the Ladok student interface prior to course start, to confirm that they are starting the course. It can be a good idea to remind them during the admission process that they will have to register in Ladok later on. The registration period will be open from two weeks ahead of course start, until after the last day of the course.