Select and admit to doctoral courses
When the course catalogue has closed for application it is time to start with the admission to the course. Detailed instructions about admission are sent to the current course organisers. On this page you will find general information.
To make the selection for admission
In the selection process applicants are grouped together on the basis of the general selection criteria. Within each group a ranking is made based on the specific selection criteria specified in the course catalogue (course occasion). When admission has been made in the first selection group (KI doctoral students and those equated) and there still are vacancies, one can move on to the next selection group (KI post docs), and so on.
- Drawing lots is not permitted. It must be possible to rank the applicants.
- Admission may never be based on the order that the applications were received. Selection is performed after expiration of the application period.
- A general piece of advice is to try to admit a few extra applicants in order to ensure that the course can start and obtain funding. If there are not enough participants, you should consider cancelling the course.
- In KIWAS under Help in the left hand menu you will find a quick reference guide that describes each step more in detail.
Admission is done at the department of each course by using the function for admission in KIWAS. Applicants who have been admitted via KIWAS, and then also have accepted the offer via KIWAS within specified time, will be transferred to the course occasion in Ladok (provided that they in their application have stated a complete personal identity number).
Manual processes associated with admission should be avoided as far as possible. Manual handling is used:
- when an applicant has only entered birth date (not a complete personal identity number) in KIWAS. If the person is lacking a Swedish personal identity number and is not already established in Ladok, a passport copy needs to be requested.
- when admission to vacancies is performed outside KIWAS (late applications). See also below under Applications outside the catalogue.
- when applicants accept an admission offer via KIWAS after the data transfer has been done (last reply date is decided by the course organiser when creating the admission email and the data transfer date should be taken into account).
In these cases the course organiser must contact the department's administrator for doctoral education to have the participants manually added to Ladok. This should be done as soon as the admission is carried out.
It is mandatory to use a supervisor certificate to be signed by the applicant and his/her supervisor and returned in order to accept the admission offer, in parallel with a reply via My courses in KIWAS. By this the doctoral student verifies that the course is in line with the planned studies. This certificate also applies to KI post docs who by this also prove their status as KI post docs.
In KIWAS admission module this is built in as part of the admission email sent from the system. Remember, when receiving the signed supervisor certificate, to check that the applicant also has accepted the course offer via My courses in KIWAS.
For manual admission (handling late applicants), download the form provided (see below).
If you have vacancies left on a course after the end of the application period, you may advertise the course further through the website for vacancies on doctoral courses. If you expect more than a couple of applications, we recommend that you create a survey for the purpose (see description under Missed the deadline for the catalogue?), to ensure that you receive the information from the applicants that you need to make a proper selection. Then send this link to email@example.com for publication on the web site.
If there is only need for a few applicants in order to fill a course, you can receive the applications via email (but then may have to request more information from the applicants). Send an email to firstname.lastname@example.org with the course number, title and email address to the person to which applications should be sent.
Please note, though, that both the admission process for these additional applicants and the registration (admission) in Ladok will be manual.
Late applications outside the catalogue
Late applications received after the course catalogue has closed for application are processed manually outside KIWAS. The supervisor certificate (see below) has to be attached to the admission email. The course responsible department is responsible for that these course participants are manually added (admitted) to the course occasion in Ladok.
From spring semester 2019 doctoral students are encouraged to cancel their participation via the Ladok student interface, instead of to the course organiser. Exception applies to courses that start in early January - for these, any cancellation has to be made directly to the course organiser in order to meet the 30 days’ time limit.
Please note that no notification will be sent to the course organiser when cancellation is made via Ladok. Thus, take as a routine to check Ladok regularly after transfer of admitted to Ladok has been done and until course start.
See instruction on how to see in Ladok that cancellation has been made and when this has been done.
See also below regarding handling of late dropouts.
Normal workflow for courses
For courses that are advertised via the course catalogue, this is the normal workflow from application to completed course evaluation and analysis, see the document The workflow for admission to doctoral courses.
Handling late dropouts
The department that provides the course is entitled to charge the supervisor a fee if a KI doctoral student or postdoc first accepts an admittance offer and then drops out too close to the course start or during the course (such that the course organizer's planning is made more difficult). Illness, sick children etc. are acceptable reasons for absence.
The department determines the size of the fee, but the recommended guideline of the Course and Programme Committee is SEK 3,000 if an applicant drops out 30 days or less before the course start or during the course (this applies to both theoretical and laboratory courses).
The prerequisite to charge a fee in case of late dropout is that the doctoral student in advance has been informed about the deadline for cancellation and which amount will be charged after that date. Information about timeframes for cancellations and the opportunity for the department to bill for late cancellations are available on the supervisor certificate. The course director should, however, in connection with admission specify the dates and amounts applicable for this course. (In the KIWAS admission module a free text field is available for the admission email).
The Course and Programme Committee has decided (2016-05-31) that late dropouts with an acceptable reason should not affect the course organiser economically in the way that it leads to reduction of granted funding. Neither should late droputs without acceptable reason negatively affect the course organiser’s funding, why the committee has decided (2018-10-02) to pay the difference between the charged administrative fee and the expected funding if the participant had completed the course. I. e. the course organiser charges the administrative fee as usual, but will not have any economic loss if the fee does not cover the actual loss.
Thus, dropouts and reason should be indicated in the participant list for requistion of funding (from the committee or the doctoral programmes) so that these are clearly shown,as well as stating any charged fee.