Ladok, credit transfers and credit reporting
A study record system known as Ladok is used at Karolinska Institutet to keep a local catalogue of all doctoral students and the results of their studies. Credits from courses, congresses, seminars etc will be registered here, together with activity rate per semester, information about supervisors, yearly follow-ups, half-time and more. Read more below how your credits will be reported in Ladok below.
You can whenever you want view most of what is reported for you in Ladok using the link below.
Credit transfer and credit reporting
All courses and other credit-bearing activities that a doctoral student wish to have reported in Ladok must first have been stated in the individual study plan, either the first one, or in updated version. Course plans can be changed during your education, but this must be stated in your individual study plan or your yearly follow-up.
Credits will be reported in Ladok based on the following:
- Courses taken at KI. Automatically reported, after passing the course, by course giving department for doctoral students registered at KI.
- Courses taken outside KI. Apply for "Credit transfer" using form 13, don't forget important certificates and syllabus.
- Participation in seminar series or journal clubs. NEW! Apply for "Credit reporting" using form 16, together with verified document from seminar leader or supervisor listing time span, intensity and name of seminar/journal club.
- Teaching. NEW! Apply for "Credit reporting" using form 16, together with verified document from supervisor listing time span, intensity and name of course and likewise.
- Visit to research group. NEW! Apply for "Credit reporting" using form 16, together with verified document from supervisor listing time span, intensity and university name and/or location for visit.
- Own presentation at international congress. NEW! Apply for "Credit reporting" using form 16, together with verified document from congress or supervisor showing doctoral students participation in print on time table or likewise.
What is credit transfer / accreditation?
A credit transfer is a decision regulated by the Higher Education Ordinance. It means that one of the credit-bearing courses and knowledge requirements of the general syllabus is replaced by credits earned previously or outside KI. Doctoral students are entitled to transfer the credits awarded for the following (in accordance with chap. 6, sections 6 and 7 of the Higher Education Ordinance):
1. University-level programmes/courses studied at a Swedish or European higher education institution. Decisions on credit transfers for courses concluded prior to admission to doctoral education are best taken in connection with the admission seminar.
2. Other programmes/courses (not from a Swedish or European higher education institution). These include courses offered by a county council (specialist competence courses), by a non-European university or other type of course/programme.
3. Knowledge and skills acquired in a vocational or professional capacity, provided that the student is able to provide documentation to corroborate the skills and knowledge cited in his/her application.
4. Other credit-bearing activities according to the general syllabus (i.e. participation in seminars and congresses, teaching or a temporary residency in another research group) if they are completed prior to admission to doctoral education at KI. Best decided in connection with the admission seminar.
The course may not be included in the general eligibility that was valid at the time of your admission.
Instructions for the application of credit transfer
One separate application (form 13, below) has to be filled out for every credit transfer. This means that every application can be for only one course/ credit giving activity.
Appendices are documents that proves the information of the application.
Example of documents:
- Course certificate, were it is clear that you have passed the course/done the exam, always together with a syllabus and/or schedule
- Information that describes the seminar(s) or journal club(s) and its intensity / duration
- Extent of teaching on BSc/first level or MSc/second level
- Admittance, abstracts, kind of presentation at conference
- Certificates from employers
If the doctoral student has attended a course arranged abroad, it is the doctoral student's responsibility to provide information about the credit and also bring the syllabus from that university in question (as an appendix to the application).
When real competence should be assessed the doctoral student describes the competences and certifies this information with a certificate of e.g. the employer.
Who decides about credit transfers?
The department's director of doctoral education will decide whether the transfer of credits may take place. The application is first to be approved by the main supervisor and signed by doctoral student and then to be submitted to the administrator of doctoral education (Ingrid Smedberg) together with an attested certificate/documentation. If the application is approved it will be reported in your Ladok within 1-4 weeks. We do not contact you with a positive decision if not specifically asked for by the doctoral student. If the application is unclear or needs to be complemented in some way we will contact you.
What is credit reporting? Who decides about credit reporting?
Participation in all other credit-bearing activities (e.g. participationg in seminars, teaching, conferences or temporary residency in another research group) must be reported by the doctoral students to the Administrator of doctoral studies using form 16 if they are to be registered in Ladok. (Credits from credit-bearing activities taken prior to admission to doctoral education at KI must, after admission, be transferred to the student; see “What is credit transfer / accreditation?” above).
A credit-bearing activity is considered to have been completed within doctoral education at KI regardless of where it actually took place.
It is up to the Departmental Director of doctoral studies to judge, on the basis of the general syllabus, if an activity is to be credit-bearing, and if so, how many credits it awards.