7 Inform the Student of the Decision, Register and Close the Case

Included in the process

Handling of cases concerning approved leave from studies for students on the preparatory level, first and second cycle education

Start

The decision is made

Results in

The student’s application has been approved or rejected and the case is closed

Actors

Administrator at relevant school

Description

Application approved

A copy of the decision together with an information appendix (see template “Important information on approved leave from studies”) is sent by mail or as attachment in an e-mail, to the student’s KTH e-mail address as soon as possible after the decision has been made.

Make sure the e-mail address is filled-in correctly before sending the message. If the student has protected personal identity, the decision is sent by mail. The decision and the notification of the decision (for example e-mail with attachments) are registered in W3D3, documented under the same case as the submitted application.

Application rejected

A copy of the decision is sent as a registered letter with a proof of receipt or as an attachment to the student’s KTH e-mail address as soon as possible after the decision has been made.

Make sure the e-mail address is filled-in correctly before sending the message. If the student has so-called protected personal data, the decision is sent by mail. If the decision is sent as a registered letter with proof of receipt, KTH will receive a receipt that shows when the student received the decision. If the decision is sent by e-mail, the student needs to confirm that he/she has been notified. The e-mail with the decision as an attachment should therefore contain information that the student must confirm in writing that he/she has received the e-mail. This is done in order for KTH to be able to make an accurate judicial review in the event of an appeal against the decision.

The decision and notification of the decision (e.g. e-mail with attachments) is registered in W3D3, under the same case as the submitted application. Confirmation of the decision received (e.g. receipt, e-mail) is registered in W3D3, under the same case as the submitted application.

File/archive all the documents and close the matter.

System support, aid/tools, routines

Information appendix for approval of decision

W3D3

Described by

University Administration/Education Office