GS-VMAS Course organiser's guide

Last changed: 15 October 2019

What do you as a course organiser need to do before/after the course? Who to address in different matters? Who handles what? Here is a guide to what you need to know. (för guide på svenska, byt språk i meny ovan)

1.      Notice of interest to organise a GS-VMAS PhD course 2019: Send a notice of interest to VMAS (gs-vmas@slu.se) by filling out the template (see links below) and including a budget no later than 15th of May. The decision if the course will be granted funds will take place by the end of May/early June. 

2.      Language: Workshop/Seminars/courses shall be given in English if no special reason (a justification is required if in Swedish) 

3.      PhD students from other locations: GS-VMAS encourage the organiser to provide students from other locations the opportunity to attend via video / webb conferences or through other long-distance tools - a justification is required if this opportunity is not provided. 

4.      Preliminary interest check: As at least five PhD students and/or residents are required for the course to take place, the course organiser should make a preliminary interest check. 

5.      Budget: A budget instruction is available at VMAS homepage: https://www.slu.se/gs-vmas-guide-course-organiser (see links below)

There are usually some possibilities to arrange seminars and workshops on short notice so please feel free to contact VMAS to discuss this.

6.      Course plan: For the notice of interest to arrange a PhD course 2019 only a notice of interest in accordance to our template is required. However, if granted funds a course plan needs to be approved by FUN in order to get a course code (if not an “old” course already having a course code). So, if granted funds from VMAS for your course, you should send a course plan as well as the document Application for approval of course plan to FUN (fun-vh@slu.se), with a copy to gs-vmas@slu.se no later than 31th August for their approval. Template for the course plan and the Application for approval of course plan document can be found at: https://www.slu.se/gs-vmas-guide-course-organiser (see links below)

When the course has been approved by FUN the research school administrator will add it in SLU-kurs. When this is done a course code will be provided and the research school administrator can also add the course to SLU-kurs. 

According to the faculty guidelines for PhD courses they should be registered in SLU-kurs no later than three months before course start. 

7.      Advertising: GS-VMAS advertise all their courses through their web page and to the VH-faculty PhD student email list. If additional advertising is desired, for example to PhD students in other faculties, contact VMAS and we can help with this. Courses will be advertised after registered in SLU-kurs, preferably 3-months before course start. For the advertising feel free to send pictures representing the course to gs-vmas@slu.se

8.      Registration for a course: The registration for a course is done through VMAS course registration system: https://www.slu.se/gs-vmas-courses 

9.      Number of participants: At least five PhD students and/or residents should have signed up for the course four weeks before the course starts for the course to take place. 

10.   Premises: The course organiser is responsible for booking the teaching facilities. The meeting rooms that can be booked through Outlook is free of charge and the use of these premises is recommended. Other teaching/meeting rooms are booked through “SLU lokaler” and then the cost should be included in the budget provided to VMAS. 

11.   Coffee or food: If the course organiser wishes to serve “fika”/food in connection to the course this is possible if within reason and the cost is included in the course budget. Food allergies/preferences are indicated by the course participants when they register to the course through the course registration system. Ordering of the coffee/food is done by the course organiser. 

12.   Ladok report of the course: Is done through Utbildningsservice. A document confirming that the student that has successfully passed the course is required and should be handed over to Utbildningsservice. The document should also state the date when the student passed the course and who was the examinator. Utbildningsservice is then responsible for the Ladok registrations. 

13.   Course evaluation: A template for the course evaluation is available at GS-VMAS home page: https://www.slu.se/gs-vmas-guide-course-organiser (see links below)

14.   Course report: When the course is finished the following information shall be sent to VMAS by email.

  • A complete participant list, including who passed and their affiliation
  • Final schedule
  • Summary of the course evaluation 

The course report shall be sent to VMAS no later than 1 month after the end of the course. 

15.   Financial recompense: The course organiser should provide a budget to VMAS when applying to give the course. This will be approved by the VMAS steering board and after the course is finished the course organiser charge VMAS for the actual costs (attach documentation to support cost for travels etc) – ideally send an “internfaktura”. 

  • For external lecturers, a generic sum of 935 kr (incl LKP) per h x factor 3 (including 2 hours preparation time) is recommended, i.e 3 x 935= 2805 sek. However, another sum can be decided if it fits within the budget. It is important that the costs are billed and not as a remuneration (“arvode”) 
  • For internal SLU lectures, the fee can be based on the salary, also here the h x factor 3 should be applied.

  • Invoice address
    SLU Fakturamottagning
    Box 7090
    750 07 Uppsala
    Reference 713ALB

For course reimbursement report you need to have handed in the course report. 

16.   Courses arranged together with other research schools/organisations for example NOVA can be co-financed with GS-VMAS but require sometimes additional planning not included within this short guide - contact GS-VMAS. 

17.   Practical details before course start:  

  • VHC access card: Temporary visiting cards can be provided – contact VHC service.
    Contact: Tel: 018- 67 1169
    E-mail: vhc-service@slu.se

  • AV support: Support for sound, and video conference as well as Wi-Fi & guest accounts:
    Contact Tel: 018 - 67 2010
    E-mail: av-stod@slu.se
Facts:

Deadlines

  • May 15th the year before - Notice of interest to organise a course
  • 6 months before - Syllabus to FUN, course dates should be set
  • 3 months before - Advertisement of the course, registration to the course is open
  • 4 weeks before - Last day for registration 
  • 3 weeks before - Confirmation to registrated participants
  • After completed cours
    • Course evaluation 
    • Ladok reporting
    • Course report
    • Financial recompense