Student cancellations, late dropouts and course cancellation
How do doctoral students cancel their participation in a course? How are late dropouts handled? What do I need to do when I have decided to cancel a course? These questions and a few more are answered on this page.
Student cancellation of course place
Doctoral students can cancel their participation via the Ladok student interface, but are encouraged to also inform 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 (in Swedish) and when this has been done (the document name is Återbud till kurs i Ladok - när gjordes återbudet?).
Withdrawal can also be made by the participant via Fubas until admission has been made and they have accepted the offered place.
See also below regarding handling of late dropouts.
Handling late dropouts
A late dropout is when a student has accepted an offered course place and then, later on, cancels his/her participation less than 30 days before course start, or during the course. Absence or non-completion of the course is also considered to be a dropout.
The department that provides the course is entitled to charge the supervisor (of a KI doctoral student or postdoc) an administrative fee since it affects the course provider’s planning for the course as well as possibilities of full financing. Illness, sick children etc. are acceptable reasons for absence, though.
The department determines the fee amount, but the Course and Programme Committee recommends a fee of up to SEK 3,000 if an applicant withdraws less than 30 days before the course starts, or during the course. This applies to both theoretical and laboratory courses.
The students are informed about the cancellation terms in connection with the admission offer. In order to accept the course place, the applicant must certify that he/she has read and accepts the cancellation terms and that the supervisor (alternatively PI/head if the applicant holds a PhD) has been informed about the course applied for as well as the cancellation terms. In other words, a supervisor's signature or similar is not required, instead it is the applicant who certifies that the supervisor is informed.
Compensation to the course provider in the event of late dropout with or without valid reason
For some courses the administrative fee for dropouts does not cover the economic loss of the granted funding for completed course. In order for the course provider not to be negatively affected by late dropouts, whether they are dropouts with or without valid reasons, the following applies[1]:
- When having a dropout with a valid reason (illness, care of sick child etc), full compensation is given for the student in question (i.e. the student is counted as if he/she has completed the course)
- When having a dropout without a valid reason the course provider has the possibility to charge the administrative fee. On top of that, the current doctoral programme (or the Course and Programme Committee, in the case the funding comes from the committee) pays any difference between the fee and the amount that would have been granted if the student had completed the course.
For this reason, it is important that any dropout and the reason for this is noted in the participant list when requesting granted funding (from the committee or the appropriate doctoral programme), as well as information about administrative fee that has been charged.
[1] The Course and Programme Committee, 2016-05-31 and 2018-10-02.
To cancel a course
Once the decision has been taken to cancel a course, you as a course provider should do one of the following, depending on the point in time:
Until the application period has started:
- Delete the course occasion in Fubas via the Delete button.
- Notify doctoralcourses@ki.se.
From the start of the admission period and until the admitted students have been transferred to Ladok:
- Notify doctoralcourses@ki.se and state the reason for cancelling the course (in the language of instruction).
- The administrator cancels the course in Fubas and an email notification is automatically sent to the applicants/admitted/reserves with the stated reason.
From when the admitted students are transferred to Ladok:
- Notify applicants and any reserves as soon as possible.
- Notify the Ladok administrator at the department responsible for the course who will remove anticipated participation for admitted students on the course occasion in Ladok.
- Notify doctoralcourses@ki.se. The administrator will contact the Ladok support to cancel the course in Ladok and the evaluation team at TL to remove the course from the planned distribution of course evaluations.