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      Reporting of course credits, individual commitments and credit transfers

      Ladok is a national system for study administration for higher education in Sweden. When a doctoral student is enrolled on a third-cycle study programme, they are also registered in Ladok.

      Throughout the duration of the studies, and after every examination, the results of completed courses and other elements for which credits are awarded are registered. Courses (course credits) studied at another university or at another educational level can be transferred if they are of relevance to the student's third-cycle studies and if they are included in the individual study plan (ISP). A doctoral student may also apply for the transferring of other merits that have been acquired in some other way (e.g. from previous occupational experience). It is best for this to be done before admission to the third-cycle studies. All approved results are registered in Ladok.

      For more information about course examinations and the transferring of credits, please see the guidelines for examinations in third-cycle studies.

       Registration of credits

      The University's own courses at third-cycle level

      Course credits for mandatory and optional courses studied at the University are registered directly in Ladok by the course examiner. Mandatory courses are regulated in the general study plan.

      Individual undertaking

      An individual undertaking is some form of educational element for which credits are awarded (e.g. a 'reading course') and that is made available within the framework of the University's own third-cycle studies in informatics. Other examples of an individual undertaking include review work, conference duties, or project work that is beyond the scope of the student’s own thesis work.

      Upon completion, the doctoral student, in consultation with the principal supervisor, applies for the individual undertaking to be approved and assigned a credit score. Applications are made using form 5:9 (which replaces the previous form 4:5).

      1. The student completes their part of form 5:9 in consultation with the principal supervisor (ideally digitally), and sends/emails the completed form, together with any requested documentation, to the principal supervisor.
      2. The principal supervisor completes their part (digitally), prints out the form and signs it. It is then returned to the student for signing.
      3. Once the student has signed the application form, it is sent (including any required attachments) to the Director of Studies for the third-cycle studies (for contact details, please refer to the 'Contacts' section).
      4. The Director of Studies decides whether the application is to be fully or partially granted, or if it is to be rejected. The Director of Studies decides how many credits the individual undertaking is to be allocated, and whether or not it is to be registered as informatics.
      5. The Director of Studies sends the decision to an Educational Issues Officer at US.
      6. The educational issues officer registers the individual undertaking and the number of credits in Ladok.
      7. The Director of Studies provides verification in Ladok.

      Credit transfer

      A course studied at another university or another educational level

      With regard to their third-cycle studies, a student has the opportunity to transfer approved credits from studies conducted at another university (in Sweden or internationally) or from courses studied at another educational level. Please note that credits for courses that are included in the basic entry requirements cannot be transferred.

      Following consultation with the principal supervisor, the doctoral student applies to have such credits approved and valued. Applications are made using form 5:10 (which replaces the previous form 4:5).

      1. The student completes form 5:10 (ideally digitally), attaches any proof of studies/grades or other documentation that has been requested, and sends/emails the completed form to the principal supervisor.
      2. The principal supervisor completes their part (digitally), prints out the form and signs it. It is then returned to the student for signing.
      3. Once the student has signed the application form, it is sent (including any required attachments) to the Director of Studies for the third-cycle studies (for contact details, please refer to the 'Contacts' section).
      4. The Director of Studies decides whether the application is to be fully or partially granted, or if it is to be rejected (this decision may be subject to appeal – see below for more information). The Director of Studies decides how many credits are to be transferred, and whether or not it is to be registered as informatics.
      5. The Director of Studies sends the decision to an Evaluations Officer at US.
      6. The Evaluations Officer registers the transfer and the number of credits in Ladok, and adds this to the records.

      Transfer of credits from previous studies or other merits (equivalent skills)

      A doctoral student may also apply for the transferring of other merits that have been acquired in some other way (e.g. from previous occupational experience). In such case, the level of equivalent skills will be assessed. Applications should be submitted before the student's first ISP (individual study plan) is drawn up, using form 5:11 (which replaces the previous form 4:5).

      Decisions concerning the transferring of credits from previous studies or other merits are made by the Dean.

      The transferring of credits from studies or other merits that were acquired prior to admission to the third-cycle studies means that the length of the research studies will be shortened by the appropriate extent.

      Appeals against decisions for transferring of credits

      If a doctoral student is dissatisfied with the decision that has been made regarding the transferring of credits, the student may appeal against the decision. This must be submitted in writing within three weeks of the date on which the student was informed of the decision. Instructions concerning the right to appeal are included with the notification of rejection (forms 5:10 and 5:11).

      Link to new instructions concerning appeals

      Registration of the student's form of support (employment form and funding) and degree of activity

      Prior to each new six-monthly period, the doctoral student shall be registered in Ladok for continued third-cycle studies. At the end of each six-monthly period, the student’s form of support shall also be registered (i.e. the student’s form of employment and funding during the previous six months). The study activity shall also be recorded. The Research Studies Coordinator informs each of the principal supervisors of which information needs to be collected. It is important that the principal supervisor confirms the information concerning study activity with the student, as approved absences (e.g. sick leave, parental leave, leave due to military service, etc.) are to be deducted from the study time. The total time for approved absences shall be added to the end of the doctoral student’s research studies – i.e. the research studies will be extended by the corresponding length of time.

      For more information, please contact forskarutbildning@his.se.

      Proof of registration and Ladok reports

      Doctoral students can obtain proof of registration and other reports (e.g. a summary of completed courses) directly from Ladok: https://www.student.ladok.se/student/loggain. Students who have studied at more than one university in Sweden can also obtain national verification of results.

      Verification of results from the University of Skövde can also be ordered from https://student.his.se/en/service-and-support/degree-and-course-certificate/order-transcript-or-certificate-of-registration, or they can be collected from the Student Affairs Office. As an individual university, however, we are not able to print out national verification of results that include results from another institution.

      Published: 12/7/2020
      Edited: 12/7/2020
      Responsible: webmaster@his.se