Instructions for course and seminar/workshop organizers

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.

Notice of interest to organise a GS-VMAS PhD course

Send a notice of interest to GS-VMAS (gs-vmas@slu.se) by filling out the template and including a budget no later than 15th of May (1st call) or 15th of November (2nd call). The decision if the course will be granted funds will take place by the end of May/early June or early December.

Language 

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

PhD student from other SLU campuses

GS-VMAS encourage the organiser to provide students from other SLU campuses the opportunity to attend via video / webb conferences or through other long-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 course organiser should make a preliminary interest check before submitting a notice of interest.

Course plan

If you are interested in arranging a PhD course funded by GS-VMAS 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 it is not an “old” course with an existing course code).

So, if granted funds from GS-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 as soon as possible for their approval. You ba find all the documents as well as further instructions here.

When the course has been approved by FUN it will be registered in Ladok. When this is done a course code will be provided. GS-VMAS will then add the course to the online course registration system. 

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

Advertising

S-VMAS advertises 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 GS-VMAS and we can help with this. 

Registration for a course

The registration for a course is done through GS-VMAS online course registration system.

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. 

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 GS-VMAS. 

Coffee or food

f the course organiser wishes to serve “fika” or lunch sandwiches in connection to the course this is possible if within reason and the cost is included in the course budget. Ordering of the coffee/lunch sandwiches is done by the course organiser. 

Ladok report of the course

For Ladok registration, a document confirming which students have successfully passed the course should be emailed to GS-VMAS. The document should also include the "personnummer", the date when the student passed the course and who was the examiner. GS-VMAS will then forward this information the ladok person responsible for PhD student education.

Note that ladok registration will be 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 sends it to the respective student.

Course evaluation

All courses need to do a course evaluation upon completion of the course.

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
• A summary of the course evaluation

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

Financial compensation

The course organiser should provide a budget to GS-VMAS when applying to give the course. This will be approved by the GS-VMAS steering committee and after the course is finished the course organiser charge GS-VMAS for the actual costs (however, no more than the sum approved by the steering committee). 

Send one “internfaktura” for all the costs of the course (talk to your department economy administrator for assistance). On the invoice include the name of the course as well as the billing reference 720ALB.

Note that compensation will be given only after the course is finalised.

For external lecturers, a generic sum of 950 kr (incl LKP) per h x factor 3 (including 2 hours preparation time) is recommended, i.e 3 x 950= 2850 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”). Also let the external lecturer know that all purchases in the Swedish public sector must be invoiced electronically (e-invoice). A pdf file does not count as an e-invoice. Please direct them to https://www.slu.se/en/invoice-address/ for information on how to send an e-invoice.
For internal SLU lectures, the fee can be based on the salary, also here the h x factor 3 should be applied.

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

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

Guideline for organising seminars and workshops within GS-VMAS

Notice of interest for seminar /workshop within VMAS

Send a notice of interest to GS-VMAS (gs-vmas@slu.se) with a preliminary schedule, a short description of the content, target group(s) and a budget. Use this budget template. Please note that coffee and/or lunch sandwiches are the only food costs that might be approved.

Workshops and seminars should normally be given in English. A clear motivation is required if the workshop or seminar will be given in Swedish. GS-VMAS encourages the organizers to facilitate participation by videolink.

GS-VMAS will normally respond within 1 month, however, workshops and seminars with large budgets might require a decision by the steering committee. In such case the handling may take up to 3 months.

Announcement

All GS-VMAS sponsered events needs to be open for and advertised to all PhD students and/or supervisors/researchers at the VH-faculty in good time before the actual event. They will also be announced on our homepage. 

Required information for announcement include: title, date and place for the planned activity, last application date, short information about the activity and contact information to the main responsible person. The above information shold be sent to gs-vmas@slu.se

Participant registrations 

Most GS-VMAS events are can sent to the person who has applied for organisation of the activity (seminar or worhshop)

Premises

The seminar/workshop organizer is responsible for the room booking. Meeting rooms in VHC that can be booked via Outlook are free of charge and should be used if possible. We advice to use Tanngrisner 1 as a first choice as it has a video system allowing participation through zoom/video link. Other rooms can be booked through SLU.s ordinary booking system. These rooms are however charged. The costs for such rooms should be clearly stated in the budget.  

Report

After finishing the seminar/workshop the following information should be handed in to GS-VMAS. The report should be handed in no later than one month after that the activity is finished.

• A complete list of participants with the number of post graduate students specified
• A final schedule

Financial compensation

After the report has been sent to GS-VMAS, talk to your department economy administrator and as them to send one internal invoice (internfaktura) with the actual total cost of the seminar/workshop but not exceeding the sum of the approved budget. Ask the to put the seminar/workshop title on the invoice as well as the billing reference 720ALB.

Invoice address:
SLU Fakturamottagning
Box 7090
750 07 Uppsala
Referens 720ALB

Useful information

VHC handling of key cards: Cards for temporary visitors are issued by VHC service (vhc-service@slu.se tel: 018-673020). VHC service is also handling lost cards etc.

AV support: Technical support in all lecture rooms at SLU is handled by SLU AV support. Wi-Fi & guest accounts:
Contact Tel: 018 - 67 6600
E-mail: av-stod@slu.se

Template notice of interest

Budget template

Course evaluation template

Course plan template

Application for approval of course plan