Instructions for course and seminar/workshop organizers
GS-VMAS every year fund a number of activities for PhD students, supervisors and researcher at the VH-faculty.
Are you interested in organizing a PhD course or a seminar/workshop? Then here is all the information that you need. If you dont want to organise an event but have a topic that you would like GS-VMAS to organise a seminar or workshop about - send us an email.
Guidelines for those who wish to organize a PhD course or a seminar/workshop
What do you, as a course organiser, need to do before and after the course?
Who should you contact in different matters? Who handles what?
Here is a guide to what you need to know. Please note that all required documents mentioned here can be found and downloaded from “Collection of documents and templates.”
Notice of interest to organise a GS-VMAS PhD course
Send a notice of interest to GS-VMAS (gs-vmas@slu.se) by filling in our template and including a budget (using our budget template) no later than 15 May (1st call) or 15 November (2nd call).
Decisions regarding funding will be made by the end of May/early June or early/mid December.
Language
Workshops, seminars, and courses shall be conducted in English, unless there is a specific reason to use Swedish. A justification is required if the course is given only in Swedish.
PhD student from other SLU campuses
GS-VMAS encourages organisers to provide students from other SLU campuses the opportunity to attend via video/web conferencing or other distance tools. A justification is required if this opportunity is not provided.
Preliminary interest check
As at least five PhD students and/or residents are required for the course to take place, the organiser should conduct a preliminary interest check before submitting a notice of interest.
Course plan
If you wish to arrange a GS-VMAS funded PhD course, only a notice of interest (in accordance with our template) is required initially. However, if funding is granted, a course plan must be approved by FUN in order to receive a course code. Please note that this is required only for new courses, not for recurring ones that already have a course code.
Once funding, for a new course, is granted from GS-VMAS, send the course plan (use the template found under “Collection of documents and templates”) for approval to FUN (fun-vh@slu.se), with a copy to GS-VMAS (gs-vmas@slu.se), as soon as possible.
When approved by FUN, the course will be registered in Ladok, and a course code will be assigned. GS-VMAS will then add the course to the online registration system.
According to VH-faculty guidelines, PhD courses must be registered in Ladok no later than three months before course start.
Advertising
GS-VMAS advertises all courses on our website and through the VH-faculty PhD student email list. If additional promotion is desired (e.g. to PhD students in other faculties), contact GS-VMAS for assistance.
Registration for a course
Course registration is handled through the GS-VMAS online course registration system.
Number of participants
At least five PhD students and/or residents must have signed up four weeks before course start for the course to take place.
Premises
The organiser is responsible for booking teaching facilities. Meeting rooms available via Outlook are free of charge and are recommended. Other rooms can be booked through “SLU Lokaler”—their cost should be included in the course budget submitted to GS-VMAS.
Coffee or food
If the organiser wishes to serve fika or lunch sandwiches during the course, this is acceptable within reason and if the cost is included in the approved budget. Ordering is handled by the organiser. Funds are not provided for dinners or other social activities for students and/or teachers.
Ladok report of the course
To register results in Ladok, send a document to GS-VMAS confirming which students passed the course. This document should include each student’s personnummer, the date of completion, and the name of the examiner. GS-VMAS will forward the information to the person responsible for Ladok reporting.
Note that registration in Ladok is done only for SLU PhD students. For non-SLU PhD students, GS-VMAS will send a course certificate to the course leader, who signs it and distributes it to the respective students.
Course evaluation
All courses must include a course evaluation upon completion. The evaluation template can be downloaded from “Collection of documents and templates.”
Course report
When the course is finished, send the following information to GS-VMAS by email:
- A complete participant list, including who passed and their affiliation
- Final schedule
- A summary of the course evaluation
The course report must be submitted no later than one month after the course ends.
Financial compensation
When applying to organise a course, the organiser should provide a budget to GS-VMAS. This will be reviewed and approved by the GS-VMAS steering committee. After the course, the organiser can invoice GS-VMAS for the actual costs, not exceeding the approved amount.
Send one “internfaktura” for all course costs (ask your department’s financial administrator for help). Include the course name and the billing reference: 720ALB. Compensation will be paid only after the course is finalised.
External lecturers
A standard rate of 950 SEK (incl. LKP) per hour × factor 3 (including 2 hours of preparation) is recommended, i.e. 3 × 950 = 2,850 SEK. Other amounts may be used if within budget. Please ensure external lecturers issue an electronic invoice (e-invoice), not a PDF. See https://www.slu.se/en/invoice-address/ for details.
Internal SLU lecturers
For SLU staff, the fee can be based on their salary, also using the hour × factor 3 principle.
Reimbursement will be made only after the course report has been submitted.
Practical details before course start
VHC access card:
Temporary visiting cards can be provided – contact VHC service.
Contact: Tel: 018- 67 3020
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 6600
E-mail: av-stod@slu.se
Notice of interest for seminar/workshop within GS-VMAS
Please note that all required documents mentioned here can be found and downloaded from “Collection of documents and templates.”
Send a notice of interest to GS-VMAS (gs-vmas@slu.se) including:
- a preliminary schedule
- a short description of the content
- the target group(s)
- and a budget (use the budget template provided).
Please note that coffee and/or lunch sandwiches are the only food expenses that may be approved.
Workshops and seminars should normally be conducted in English. A clear motivation is required if the activity will be given in Swedish. GS-VMAS encourages organisers to facilitate participation via videolink whenever possible.
GS-VMAS will normally respond within one month. However, workshops or seminars with large budgets may require approval by the steering committee, in which case processing may take up to three months.
Announcement
All GS-VMAS sponsored events must be open to and advertised for all PhD students and/or supervisors/researchers at the VH Faculty well in advance of the event.
They will also be announced on the GS-VMAS homepage.
Required information for the announcement includes:
- title
- date and place of the activity
- last application date
- short description of the activity
- contact information for the main responsible person
Send this information to gs-vmas@slu.se.
Participant registrations
Participant registrations can be handled by GS-VMAS. The registration list will then be sent to the person responsible for organising the seminar or workshop.
Premises
The organiser is responsible for booking the venue. Meeting rooms in VHC that can be booked via Outlook are free of charge and should be used when possible. We recommend Tanngrisner 1 as a first choice, as it is equipped with a video system that enables participation via Zoom or videolink.
Other rooms can be booked through SLU’s regular booking system, but note that these rooms incur a fee. Such costs should be clearly stated in the budget.
Report
After the seminar or workshop has taken place, the organiser must send a report to GS-VMAS no later than one month after the event.
The report should include:
- a complete list of participants (with the number of postgraduate students specified)
- the final schedule
Financial compensation
After submitting the report to GS-VMAS, contact your department’s financial administrator and ask them to send one internal invoice (internfaktura) for the actual total cost of the seminar or workshop, not exceeding the approved budget.
The invoice must include:
- the seminar/workshop title
- the billing reference: 720ALB
Invoice address:
SLU Fakturamottagning
Box 7090
750 07 Uppsala
Reference: 720ALB
Useful information
VHC key cards
Temporary visitor cards are issued by VHC Service. They also handle lost cards and similar matters.
Email: vhc-service@slu.se
Tel: 018–67 3020
AV support
Technical support for lecture rooms at SLU, as well as Wi-Fi and guest accounts, is handled by SLU AV Support.
Tel: 018–67 6600
Email: av-stod@slu.se
Collection of documents and templates
Contact
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Graduate School for Veterinary Medicine and Animal Science (GS-VMAS)