Administration process

Activity

Who does/is responsible for this?

Comments

Application

Applicant (student)

The application is sent to Student Services.

Registration of documents

Student Services

Officially recorded at Student Services.

Investigation

Student Services

Student Services conducts an investigation as soon as possible.

Student Services requests any supplementary information from the student.

In most cases a subject assessment is required. Student Services then sends the case to the faculty/department (equivalent) for their opinion.

Opinion

Relevant faculty/department (equivalent)

As soon as possible, but within four weeks, the relevant faculty/department (equivalent) makes an individual assessment of:

• course, element or subject
• level
• credits

If the opinion includes the rejection of the application, it must also contain reasons as to why.

If supplementary information is required before an opinion can be given, the faculty/department (equivalent) contacts Student Services.

Once the opinion is ready, it is sent back to Student Services.

Decision

Student Services

The degree officer at Student Services makes the formal decision within one or two weeks.

Delivery of the decision

Student Services

The decision is sent to the applicant and a copy of the decision is sent to the responsible department.

If the decision goes against the applicant, in whole or in part, he or she must also receive:

• the reasons for the rejection
• a description of how he or she can make any appeal (appeal instructions)

LADOK reporting

Student Services/Relevant faculty/department (equivalent)

If the application is approved, the registration of the transfer of credits will be made in Ladok as follows:

• transfer of credits to a whole course is reported by the Student Services
• transfer of credits to a module, or part of a module, within a course is reported by the responsible department (or equivalent)

Appeal

Applicant (student)

Student Services/Relevant faculty/department (equivalent)

If the decision goes against the applicant, in whole or in part, he or she can appeal against the decision. The appeal must sent to Umeå University. The university must have received the appeal within three weeks of the date on which the applicant received the decision.

In the event of an appeal, the university can either change its decision in favour of the applicant or uphold its previous decision.

Student Services normally requests a new opinion from the relevant faculty/department (equivalent). This reconsideration must be carried out quickly and the opinion must be sent back to Student Services within one week.

The case will be forwarded, along with the opinion, to the Higher Education Appeals Board for assessment.

Information for applicants about appealing can be found on the student web.

Archiving

Student Services

Student Services is responsible for archiving all application documents and decisions. These must be preserved.