4. Decision and reception


When appointing a new manager, there must be some cooperation before you make a decision on who should be employed. For other recruitment, cooperation takes place in the form of a collaboration process.

Negotiation of terms of employment

The negotiation of employment conditions shall be governed by Salary formation.

Employment decision

It is important to know that an oral agreement is binding. As a representative of the employer, you must therefore be careful not to make any promises regarding employment or salary in a way that the candidate could perceive as a promise or an agreement.

When it is clear who will be offered the post, you must write a decision on employment (in Swedish). The decision must be posted on the digital notice board which is in the reception in Aula Medica on Nobels väg 6, Solna. You upload the decision in Varbi and it will then be visible on the digital notice board.

Employment decisions for doctoral education

For doctoral students, it is first necessary to decide on admission to doctoral education before a decision can be taken. The decision cannot be appealed. When a candidate has been selected for a doctoral student placement, a decision on admission must take place immediately and thus no other employment is possible before admission to doctoral education.


It is possible to appeal against a decision regarding employment at a state authority. In such cases, an appeal must be lodged no later than three weeks after the date on which the decision was posted on the notice board. For this reason it is best if the start date of employment is after the appeal period. It is only applicants who are not offered a post that can appeal against the decision. Information about this is given in the employment decision that is posted on the notice board in Aula Medica.

Feedback to other applicants

When the employment decision is posted, contact the other applicants as soon as possible. Those who you interviewed should be given verbal feedback. You then notify all applicants through Varbi or in another suitable way.

It is important that all the applicants receive the standardised KI No thank you e-mail. As it is sent from a state authority, the message must contain certain information, including the phrase “The employment decision is posted on the notice board at Nobels väg 6, Solna.”

Employment contract

The contract is drawn up in two copies. One copy is kept by the HR department at KI and one copy is kept by the new employee. The contract must be drawn up before the employee starts working.

Archiving and registration

The errand can be archived after the deadline for appeal has expired. When the recruitment is archived in Varbi, a direct transfer is made to the Register.

List of documents to archive:

  • Recruitment documents such as needs analysis, requirements profile, financing
  • Advertisement
  • List of advertising channels
  • Applications, including attachments
  • Decision on employment
  • Decision regarding expert assessment
  • Application from those employed
  • Appeal, if any
  • Withdrawal of application, if any
  • Other correspondence, if any
  • Documented notes, if any

The decision regarding appointment and application documents for the employed person/s are archived forever. Other application documents are removed after two years.

Registering in Varbi

Registering in Varbi
Documents that are automatically transferred from Varbi to the Register Information that is automatically transferred from Varbi to Register Information that is not registered but which may be archived with the case for two years, through Varbi
1. Advertisement (Requirements Spec). List of other applicants. Any documented notes that have influenced the outcome of the recruitment case.
2. Application for the person employed, incl. attachments, diplomas/certificates. Withdrawal of application during application period.
3. Appointment decision.

Right to work in Sweden

In order for KI to comply with current legislation, we must ensure that employees from other countries have the right to work in Sweden. Therefore, before an employment, we need to request one of the following documents:

  • Birth Certificate. This is ordered through the Swedish Tax Agency.
  • Copy of passport or national ID card to strengthen EU- citizenship. Applicable to persons who do not have a Swedish social security number.
  • Copy of a valid residence permit. Applicable to persons who are not citizens of any EU or EEA country or Switzerland.

Please register the expiration of a residence permit

Remember to always register in Primula when the residence permit expires so that we can see that the employee submits an extension.


In cases where recruitment results in a person from another country being employed, the International Staffservice can provide assistance and guidance on any issues that arise, such as:
• Residence permit (Migration Board)
• Personal identification number or ID card (Tax Agency)
• Residence

Introduction to KI

Once you have signed your certificate of employment, you will receive a digital welcome message sent to your private email. It contains a greeting from the President of KI and your Head of Department. You will also be introduced to some of your future colleagues and receive information about where you can find out more about your new workplace.

During your first week at KI, you will then receive a digital onboarding package sent to your work email. The purpose is for you to get to know Karolinska Institutet and find out what we are doing to create a pleasant workplace. You can read more about your onboarding on the website "Guide for new colleagues at KI".

The recruitment process

  1. Preparations prior to recruitment
  2. Publishing and advertising
  3. Selection and interview
  4. Decision and reception