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 at the department of each course, 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.
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.
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.
For help with this, contact the user support fubas@ki.se. In addition to opening an extended application period in the system, the course will also be advertised on the page for available course places, so that applicants can find which courses they can still apply to.
Being new users of Fubas, we will need to find out exactly how long the application period can be extended, but we envision a shorter period of about two weeks at a time. Note that admission of new applicants cannot begin until the period has ended.
Those who are listed as authorized to admit to the course occasion also have the option of manually entering late applicants into Fubas.