Admission to doctoral education at KI

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KI has from 1 July 2018 a new procedure for admission to doctoral education. This implies that from this date a decision of admission to doctoral education is taken without a preceding admission seminar.

 These changes has been done to ensure compliance with the law following a decision of the Swedish Higher Education Authority (UKÄ), see below.

Admission procedure (advertised positions)

The procedure for those applying for an advertised doctoral position:

  1. A doctoral education position is established when the department has given its approval to the supervisor by issuing a "Green light".
  2. The doctoral position is advertised.
  3. Eligibility of the applicants are assessed by the university administration (UF).
    - There are not enough resources today to assess all applicants. Up to 4 applicants are chosen in the recruitment system.
    When the assessment is done the selection process can commence.
  4. The supervisor makes a selection among the eligible applicants.
    - Please read about recruitment and selection criteria  
    - Be aware of the importance of making a thorough selection, for example by using interviews, lab visits, tests etc.
  5. When the supervisor has decided on one candidate, an Eligibility statement, mandatory for the admission decision, is uploaded by the UF administrator.
  6. Admission decision taken by head of department directly after a candidate is selected on recommendation of the study director.
    - Use the form “Admission to doctoral education” signed by the supervisors and the candidate.
    - Please note that admission date and starting date can differ (for example when the candidate has not yet arrived in Sweden).
    - After the admission a decision of employment as doctoral student is taken.
  7. The individual study plan (ISP) is established and approved.
    - According to the law, all doctoral students must have an ISP. Therefore the ISP must be established as soon as possible after the admission.
    - It is the director of doctoral studies at the department that approves the ISP.

Admission procedure (in the case of exemption from the announcement requirement)

See below for situations when exemption applies.

  1. A doctoral education position is established when the department has given its approval to the supervisor by issuing a "Green light".
  2. Eligibility of the candidate is assessed by the University administration (UF).
    - The supervisor contact the administration at the department who verifies that this is a legitimate candidate. The candidate
    will then receive an e-mail with further instructions. (Note that documents will be uploaded digitally and no form is needed.)
    - For candidates not yet in Sweden: The eligibility should be confirmed before arriving to KI.
  3. If the candidate is found eligible, an Eligibility statement, mandatory for an admission decision, is uploaded by the UF administrator.
  4. Admission decision taken by head of department, on recommendation of the study director, as soon as the eligibility has been confirmed.
    - Use the form “Admission to doctoral education” signed by the supervisors and the candidate- Please note that admission date and starting
    date can differ (for example when the candidate has not yet arrived in Sweden).
  5. The student’s individual study plan (ISP) is established and approved.
    - According to law, all doctoral students must have an ISP. Therefore the ISP must be established as soon as possible after the admission.
    - It is the director of doctoral studies at the department that approves the ISP.

Exemption from announcement requirement

All doctoral positions at KI should be advertised. Exceptions can be accepted at the following situations (HF, Ch 7, Section 37):

  1. Admission of a doctoral student who is to complete doctoral studies within the framework of employment by an employer other than KI (for example at SLL). 
  2. Admission of a doctoral student who has previously begun doctoral studies at another higher education institution. 
  3. If there are similar special grounds. At KI special grounds are defined as positions where the student already has been selected in a competitive recruitment process, such as scholarship holders and students awarded a grant through the Clinical Scientist Training Programme (CSTP).

Please note that the grounds for exemption had to be attached to the decision on admission.

Upcoming changes

A work has started to produce procedures, within the frame of the new admission process, to ensure the quality of research projects, the doctoral education environment and the individual study plan in order to maintain the quality of the doctoral education – this means replacing the current function of the admission seminar. The work is expected to be completed after the summer.

The departmental admission boards will continue, until otherwise decided, as reference group for the head when deciding on admission and for the study director when establishing individual study plans.

During autumn 2018 the so called ISP-system will be implemented at KI. More information will come.

 Watch this space for news of further developments as and when they arise.

The criticism from the authorities

The Swedish Higher Education Authority (UKÄ) concluded that the admission process that KI applies for its doctoral students contravenes the Higher Education Ordinance and the Higher Education Act. KI’s admission procedure for doctoral students has therefore been amended in accordance with the UKÄs’ clarification.

This was criticized:

  • A person who has been selected as a candidate for a doctoral position is to be admitted to doctoral education as soon as the recruitment process is completed without an intervening period of employment (FoU work experience or similar).
  • Eligibility for doctoral education must be assessed earlier in the process before any selections have been made.
  • The student’s individual study plan (ISP) is to be established and approved after admission to doctoral education.

 

AdmissionDoctoral education