New Ladok and how it affects doctoral courses

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The Ladok's study documentation system was in November 2017 replaced by a new Ladok system. This is part of a national project that covers most of Sweden's higher education institutions.

What is new?

New Ladok means one system for all educational levels, instead of two separate ones. It is web based, with a modern navigation and interface and largely self-explanatory. A big difference to the previous system is also that it is open to many more users, for example students (including doctoral students) and examiners.

What are the implications for doctoral courses?

Some major changes:

  • All courses will have a course occasion in Ladok..
  • Each course participant will register on the course occasion in Ladok after admittance. The registration period for course participants in Ladok will be set by default in relation to the start date of the course (one week before course start until two days into the course). All participants that have been admitted and accepted the admission offer via KIWAS no later than the date announced for data transfer will centrally be transferred (admitted) to the course occasion in Ladok. Others are handled by an authorised person at the course responsible department. 
  • The teacher may do the reporting him/herself directly in Ladok.
  • The examiner will approve in Ladok.

System integration with KIWAS

We have asked for a system integration between KIWAS and Ladok, so that we will be able to transfer admitted course participants to Ladok without manual work. For this to be possible, KIWAS has to be used for admission. Exception is made for courses within research schools and for admission to course vacancies after the application period.

The examiner - a new user

Just like before, an examiner must be appointed for each course. Appointed examiners should be included in the department's list of examiners. This list should not, as previously announced, be sent to the Ladok support, but only be kept at the department. 

With the new Ladok there are no longer archive lists to be checked and signed. Instead, the examiner conducts this approval directly in the system. All examiners must therefore go through a web education to get access to Ladok and be able to approve the reported grades. As of 1 November, a new web education will be available to anyone who will report or approve in new Ladok. Access to this is assigned by the department's Head of administration (AC).

New routines when changing department

A change of responsible department for a syllabus will mean that a new syllabus (new course number) is needed. Just like before a new syllabus is also needed when there is a change of credits or major changes of a title. If a course is given alternately by several departments, one syllabus per department is needed.

More information

For more information about the Ladok implementation project, please see Ladok or contact the project manager Juni Francén Engdahl.

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