Processing of cases to be handled by the Education Board

This information is intended for those who have a matter they would like to be handled by the university-wide Education Board. It may concern a decision or a discussion. Remember to prepare the matter well in advance of the board meeting.

Cases handled by the Education Board 

The Education Board is to handle strategic first and second cycle education matters that due to their university-wide nature should not be decided on at faculty level. The remit also covers principles for quality assurance and quality enhancement. The cases to be processed by the Education Board are regulated by Lund University’s rules on the allocation of decision-making powers (STYR 2019/1540).

Read Lund University’s rules on the allocation of decision-making powers in Rules and Regulations

Pre-Meeting

The board’s chair, deputy chair and secretary meet the vice-president of Lund University’s students’ unions, the heads of division for Student Affairs and External Relations, and the pro vice-chancellor with special responsibility for third-cycle education, widening participation and quality assurance prior to each board meeting for a pre-meeting.

The purpose of the pre-meeting is to review the agenda for the next board meeting and sort out any issues or needs for additional documentation requirements. The meeting usually takes place two weeks before the board meeting. Please contact the board’s secretary for information about upcoming pre-meetings. 

Before the meeting 

You register matters for the Education Board with the board’s secretary at least three working days before the pre-meeting. Please state whether the matter concerns a decision, discussion or information item, as well as who is the rapporteur.

As the person registering the matter, you are responsible for any MBL negotiations.

Information about MBL (intended for managers) is found on the HR website (in Swedish)

It is also the person registering the matter who is to ensure that the matter is entered in the register. 

Summons to the meeting are sent out by the board’s secretary one week before the board meeting.  

Formatting of documentation 

All documentation relating to a matter is to be sent to the board’s secretary when registering the matter. Documents should ordinarily be in PDF format.

Find the University’s document templates

Documents relating to decisions must contain a memo that provides the background and concludes with a proposal for a decision: 

Proposal for a decision 

It is proposed that the Education Board decide that ... 

If it is an entire document that is to be approved it is easiest to write a cover letter with a proposal for a decision as above, and include the document itself as an attachment: 

Proposal for a decision

It is proposed that the Education Board decide to approve the attached [name of document]. 

The document to be approved (attachment) should include the following directly below the heading: 
Approved by the Education Board on DD MM YYYY, Item XX. 

After the meeting 

After the meeting, the person who registered the matter is responsible for any corrections to the decision document and for sending the corrected document to the board’s secretary. They are then to send the matter as usual, including to Rules and Regulations (sammantrade [at] rektor [dot] lu [dot] se), if required. The person who registered the matter is also responsible for the registration and archiving of the matter.  

The board’s secretary sends out the minutes from the board meetings in accordance with a specific mailing list. The list includes the faculties, university management, corporate communications and internal audit. Decisions delegated to and taken by the chair are reported to the board at the next meeting under a specific item on the agenda.  

Decisions taken by the chair 

The board has delegated to the chair the power to take decisions in urgent matters, with the exception of matters of a general strategic nature (STYR 2019/1351):

  • issue response to the Higher Education Appeals Board regarding course and degree certificates 
  • submit requests to the Council for Higher Education regarding deviations from field-specific entry requirements 
  • determine the field-specific entry requirements for study programmes intended for new entrants to higher education and leading to a general degree 
  • take decisions on application deadlines other than 15 January or 15 April for the autumn semester, 15 August and 15 October for the spring semester and 15 March for summer courses, if there are special grounds 
  • take decisions on exceptions to the board’s decision that second cycle programmes may only be open to admissions once per semester (decided on 19 June 2013) 
  • determine, where applicable, the titles of general degrees linked to a study programme 
  • take decisions in urgent matters that cannot be postponed until the next meeting 

Register your case to be decided on by the chair to the board’s secretary. For cases that also have consequences outside the area of education, it is possible for the decision to be taken by the vice-chancellor. In the event that the chair is not able to take a decision in accordance with the above, the decision-making power is passed on to the deputy chair of the Education Board. The decision by the chair is to take place following consultation with Lund University’s students’ unions (LUS).

Consultations

Consultations concerning university-wide education matters are to be sent to the board’s secretary and to LUS for their information. Otherwise, consultations are handled as usual by the person registering the matter in accordance with Records management. This includes any internal consultations and processing.  

The response time for consultations may be so short that it is not possible to process the matter at one of the board meetings. In these cases, it is possible to take the matter to the board’s chair for a decision instead, see the section above on decisions by the board’s chair.  

Questions

If you have any questions about the Education Board’s handling of matters, please contact the secretariat. You can also turn to the secretariat for support and assistance with your particular matter.

Contact

The Education Board’s secretariat

Åsa Ekberg
Head of Office
+46 46 222 91 68
asa [dot] ekberg [at] stu [dot] lu [dot] se

Oskar Johansson
Administrator
+46 46 222 36 98
oskar [dot] johansson [at] stu [dot] lu [dot] se