You can generate data for follow-up reporting on courses and programmes and Schools in Ladok. It is possible to find HST, HPR, the number of students registered and the student completion reports directly from the system.
At KTH we actively work with our study administrative processes to have a legally secured and uniform way to manage education administration at KTH.
We all contribute to good quality:
We enter the correct information about a course into Ladok, and the information further along will be correct, in degree certificates, in the statistics etc.
We make sure that only the students who are actually taking a course are registered on the course, and thereby the HST will be correct.
We make sure that the title of a student's degree project is spelled correctly when entered into Ladok, in order to avoid spelling mistakes in a student's degree certificate.
2. Workflow in Ladok
We will go through each part in the workflow more in detail below, from admission to degree. In each part there are one or more study administrative processes related. Most of them are published only in Swedish, but some are also published in English. You can find all the processes here:
Educational administrative processes | KTH intranet
Decisions regarding the selection of courses and programmes offered at KTH are documented in Kopps (Kurs- och programplaneringssystemet) and in Ladok
Applicants apply to programmes and courses via
Admissions
and then the Admissions Office and (Swedish Council for Higher Education) review the academic qualifications and make the selection. The application system (NyA) has a record of previous merits and shares data from Ladok
After the selection process is complete, the admitted students and the reserves are transferred from NyA to Ladok. Some admissions are made directly in Ladok
Expected participants start their studies and register for their courses and programmes via kth.se or via administrator
CSN (The Swedish Board of Student Finance) collects data on registrations and results which are updated on a daily basis for decisions regarding student aid
When students withdraw from their studies or apply for an approved leave from studies, these cases are documented in Ladok
Students register to take exams. Once the exams are completed and graded, the results are reported by the administrator or teacher and are then approved electronically by the examiner
Decisions regarding credit transfers (full/partial courses) are documented and approved electronically in Ladok (as well as in the academic registry)
Students who have completed their programmes apply for their degree certificates via
www.kth.se
Degree Officers process the degree applications and generate the degree certificate using Ladok. The degree certificates are arkived electronically and sent to the student as a PDF document
3. Ladok terminology
Some key words you will find throughout Ladok and it is important to know the meaning of those.
The term instance/session is a specification of when, where and how a course or a program, for example, is carried out. The specification can be that a course is given during different study periods, that the same course is given at several different campuses or that the financing differs at the same course. Course instances are created in Kopps (the course and program planning system at KTH). There are other types of instances/sessions and they are created in Ladok.
Types of sessions:
Program instance: Refers to a program. There can be different program sessions at the same program which start the same semester but differs in regards to what student group they are for. For example, a masters program can have one program session starting autumn 2023 for KTH's civil engineer students and one program session for external students.
Specialization instance: refers to specializations/tracks within a program
Exchange instance: Refers to exchange studies. On an exchange agreement with another university there are different exchange instances for different semesters.
Subject instance: refers to PhD-studies. A subject instance is created individually for each PhD-student admitted to a certain research subject.
Activity session: refers to participation in different activites, such as exams, re-exams etc.
The term Course Packaging can be described as a coherent education consisting of multiple courses. Examples include:
Programme
Subject at postgraduate level
Exchange agreement
Student registers for a course instance through Ladok for students.
Registration is a confirmation on that a student intends to take the course.
Registration on a course starts the program, if the course is taken within a program.
Registration on a course gives access to Canvas.
Registration is also an information needed by CSN, the Swedish Migration Agency, THS …
A student who needs to retake a course needs to be transferred to an ongoing course instance in order to be re-registered.
A student who does not need to retake the course can still register for re-exams and get results, without transferring to an ongoing course instance.
A course contains one or more modules. An example:
The course DD2525, Language-Based Security, has the scope of 7,5hp
The course is divided into two modules: Laboratory (4,5hp) and Project (3hp)
The results achieved in the modules make up the final grade in the course
Registration is done on a course and generates HST whereas grades are reported on modules and generates HPR.
4. HST and HPR
KTH is funded mainly through grants from the government (Ministry of Education and Research) and from contributions from state bodies and the private sector. We receive funding from the Ministry of Education and Research for delivering education. The amount of funding we receivebased on the number of students who register for courses (HST) and complete the courses (HPR)
HST = full-time equivalent students
HST is calculated by the number of students who are registered for the first time as well as the number of students who have a continuing registration in a course session. This number is multiplied by the credit value of the course (number of hp) under a certain period divided by 60. A full-time student at KTH over the course of a year is equivalent to 1 HST (one term=30hp)
Each course registration (first time and continuing registration) generate HST
Withdrawal= registration does not generate HST
HPR = (Helårsprestation) annual performance equivalent students
Summa avklarade högskolepoäng på kurs/delkurs under en viss period dividerat med 60 - En fulltidsstudent som klarar alla sina kurser genererar alltså 1 HPR.
Is calculated by the sum of the number of credits in a course or part of a course during a certain period divided by 60. A full-time student who completes all of their courses generates 1 HPR
Each credit that is reported into Ladok generates HPR
Exams should be reported in Ladok 3 weeks after they are given at the latest
5. Study administrative systems at KTH
There are many study administrative systems at KTH. Below you find the most widely used ones listed.
UG: User database for all KTH students and employees
KOPPS: KTH's Course and Program Planning System
Canvas: Learning platform where students have access to their course related information (course materials, discussion forums etc.)
The study administrative systems are interconnected in many ways. The picture below shows the main connections between the systems, but there are also for example a direct connection from Ladok to other systems such as the scheduling system TimeEdit, TentaAdmin, Tentascanning etc.
The joint student registry: between Ladok and NyA
The joint student registry is a system service jointly run for all universities connected to Ladok and NyA. The registry is used for creating and updating identities (applicants/students).
Identities can be created both in Ladok and NyA, but they are stored in the joint student registry. This way the identity only exists once. The student registry is also connected to the Swedish population registry.
Interim personal number
A student without a Swedish personal number will be registered in Ladok/NyA with an interim personal number, YYYYMMDD-XXXX.
The control numbers (XXXX) contains of a letter plus three numbers. The control numbers are generated from the national student database. The most common letter in the control numbers is T, but other letters can also occur. Students use their interim personal number in their contact with KTH. They also use it when taking exams.
KTH is a government authority and is therefore subject to several different laws, acts and ordinances. We have listed some of the most important ones below. You can find more information on working for a governmental employer on KTH Intranet:
To work for a governmental employer
.
The regulation regarding application and tuition fees came in to force in the fall term 2011.
The tuition fee depends on the level of education and the program (between 183 000kr-260 000kr) per academic year.
Students who are not EU/EES Citizen or hold a residence permit that is not granted for study, exchange studies or other study agreements are required to pay tuition fees.
Every college and university is to keep a study registry and keep a record of information each student, maintain a good internal control over the registry and ensure that the information is saved
The information will form the basis for review and evaluation, decisions regarding application and tuition fees, for suspension of students with unpaid tuition fees, for administration within the university, official statistics, resource allocation, and research
The public access principle entails that every Swedish citizen is entitled to have free access to official documents. Though the right to access official documents may be restricted through legal provisions
General Data Protection Regulation “exists to protect individuals' fundamental rights and freedoms, in particular their right to protection of their personal data”
Important to know
As an employee at KTH and a user of Ladok, you need to know that:
The information in Ladok is managed according to the same regulations as other public documents held by an authority
As a rule, all information in Ladok is considered public
The right to access the information may be restricted by privacy regulations
The information in Ladok is for your use as an employee of KTH only, and shall not be shared outside of KTH. All external requests regarding student information are managed by UF/AUA and should be sent to ladok@kth.se
Security
Do not share your password
Always lock your computer, even if you are away from your desk for a short while
All actions in Ladok are logged (every transaction and user)
7. Support
Education support/Educational Administrative Systems/Ladok:
Education for Ladok
Browser: Chrome, Firefox, Safari and Edge are supported (Internet Explorer is not)
Since Ladok is web-based you are able to use the keyboard shortcuts you are familiar with (copy/paste etc.), use multiple windows and mark and send links
