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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 rules on the allocation of decision-making powers at Lund University (STYR 2019/1540) regulate which cases are to be processed by the Education Board: 
The vice-chancellor delegates to the Education Board the power to: 

  • adopt university-wide policies concerning first and second cycle education as well as for all education other than third cycle studies 
  • issue cross-faculty regulations in education-related matters (with the exception of the regulations decided by the University Board) 
  • issue responses to consultations concerning general strategic education issues, normally following processing within the organisation
  • issue responses to the Higher Education Appeals Board on first and second cycle course and degree certificates 
  • submit requests to the Government, the Council for Higher Education and the Swedish Higher Education Authority regarding admission rules 
  • present applications to the Swedish Higher Education Authority regarding degree-awarding powers
  • take decisions on the establishment of new study programmes and the termination of study programmes, including joint programmes 
  • take decisions on application deadlines other than 15 January and 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 regarding separate admission through a special selection group for tuition fee-paying students 
  • determine the field-specific entry requirements for study programmes intended for new entrants to higher education and leading to a general degree 
  • determine other selection criteria for admission to first-cycle education intended for new entrants to higher education 
  • determine which degrees in fine, applied and performing arts can be taken at Lund University
  • determine, where applicable, the titles of general degrees linked to a study programme 
  • take decisions on evaluations and surveys such as student, lecturer and alumni barometers concerning first and second cycle education, which are carried out at central level 
  • take decisions on university-wide requirements for qualifications in higher education teaching and learning, for the purpose of teaching in the first and second cycle 
  • take decisions on nomination and prioritisation of candidates for prizes and awards related to first and second cycle education 
  • allocate funding for university-wide investments within the board’s remit

Pre-Meeting

The board’s chair, deputy chair and secretary meet the president and/or vice-president of Lund University’s students’ unions and the heads of division for Student Affairs and External Relations 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: http://hr-webben.lu.se/mbl-forhandlingar (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. You can find the University’s document templates at https://www.staff.lu.se/support-and-tools/communication-and-graphic-profile/download-templates-and-communication-tools 

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 

Register your matter to be decided on by the chair to the board’s secretary. For matters that also have consequences outside the area of education, it is possible for the decision to be taken by the vice-chancellor. 

Template for decision by the chair, general (new tab, in Swedish)

Template for decision by the chair, responses to consultations (new tab, in Swedish)

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 

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), which ordinarily takes place at a weekly meeting with the LUS president and/or vice-president. In urgent matters, the consultation with LUS may occur via email.  

After a decision is taken it is always to be reported to the Education Board.   

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 https://www.staff.lu.se/support-and-tools/legal-and-record-management/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.  
The Education Board’s secretariat consists of Head of Division Åsa Ekberg, asa [dot] ekberg [at] stu [dot] lu [dot] se, and administrative officer Oskar Johansson, oskar [dot] johansson [at] stu [dot] lu [dot] se.

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Contact

Board administration

gun [at] rektor [dot] lu [dot] se

Telephone: +46 (0)46-222 00 00 (switchboard)
Mailing adress: Box 117, 221 00 Lund, Sweden
Invoice adress: Box 188, 221 00 Lund, Sweden
Organisation number: 202100-3211

Site manager: staffpages [at] lu [dot] se

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