Incoming procedure

SUPPORT MANAGING INCOMING EXCHANGE STUDENTS

Timeline for the admission procedure
Preparing for the application period
Nomination periods
Application periods
Processing incoming applications
What happens in Ladok
Access to the Student Portal, email address and LU network
Managing withdrawals
Printing grade transcripts
Service and support for incoming students

Timeline for the admission procedure

Find the timeline for the admission of students in LU Box ”IN: Tidplan inkommande”

If you have questions about the timeline, please contact SoleMove support.

Preparing for the application period 

Valid agreements 

All exchange mobility presumes the existence of a valid exchange agreement. The staff member who has signed and/or administrates the agreement is responsible for the following updates in SoleMove:

  • Checking the validity of agreements and renewing agreements as necessary
  • Updating the number of study places for both incoming and outgoing exchange students
  • Checking and updating information about agreements and partners

Lund University Fact Sheet

The Lund University Fact Sheet for the following year is usually sent by the relevant officer at the start of the semester to partner universities.

Do you want to use the template, but adapt the content to your faculty?
Please contact Ida [dot] Thelander [at] er [dot] lu [dot] se

The LU Fact Sheet for university-wide partner universities can be found under LUBox "LU Fact Sheet"

Helping partner universities to market Lund University 

Here are examples of brief marketing materials that can be disseminated to partner universities for a Virtual Study Abroad Fair or to complement existing LU material in application databases, for example. Remember to attach the LU fact sheet.

Example: 

Why exchange studies at Lund University?

Lund University is a world top 100 university and the most popular choice for international students coming to study in Sweden. We offer more than 700 courses across a wide range of subjects that are suitable for exchange students.
 
Find out more about studies and student life Lund University:
Exchange studies at Lund University at lunduniversity.lu.se
Studying at Lund as an international student (video on YouTube)
Lund University in two minutes (video on YouTube)
Lund university Instagram – Showcasing student life in Lund, Sweden

Nomination periods

15–31 March for studies during the autumn semester and full academic year 
15–30 September for studies during the spring semester

Some faculties have a full month’s nomination period, i.e. the whole of March or the whole of September.

When the nomination periods open, the partner universities receive an automatic message about nominating their students via SoleMove.

Nomination guide for partner universities available in Sharepoint

Application periods

1–25 April for the autumn semester 
1–25 October for the spring semester

All nominated students automatically receive instructions via email on how to apply in SoleMove.

Processing incoming applications

  • When the application period has closed, each administrator is responsible for checking that applications received are correct under ”Arrived Applications” in SoleMove. 
  • Incomplete applications can be complemented by the administrator or the student. It is possible to open a received application to complete it. 
  • Complete applications are to be passed on to the course directors for review.

Language courses and Special Area Studies (SAS) courses

Applicants to language courses such as SUSA, SVEE and EXTA are processed separately by the International Office of the Faculties of Humanities and Theology as soon as the application period closes. Applicants to SAS, SASH and SASA courses are also processed by the same faculty office. SAS courses offered by faculties other than Humanities and Theology and Social Sciences are managed by the relevant faculty. Admission to SAS courses is confirmed about two weeks before admission to regular courses. 

Course admission

Electronic course requests are managed in SoleMove. As an administrator, you can follow the process and see which of your students are assessed as meeting the requirements and whether they can be admitted. Once a student has been admitted to a sufficient number of courses for admission to Lund University, the administrator can mark the student’s whole application as accepted and go on to the next step in the process. Once the student is admitted to courses, their status changes to ”Accepted”. 

Letter of Acceptance

A Letter of Acceptance (LoA) is sent once the student has a full study plan. The LoA shows that the student has been officially admitted to exchange studies at Lund University. This is a public authority decision which, besides confirming admission to LU, is needed for the student’s application for a residence permit, for access to Studentlund, for applications for scholarships and for insurance matters in the student’s home country, etc.

When the LoA is sent, the University, as a public authority, is responsible for meeting the student’s need for studies pursuant to the agreement signed with the partner university. The LoA should be sent no later than November for studies starting in January and no later than May for studies starting in August. Bear in mind that the LoA may need to be sent earlier to students who will need to apply for a residence permit and a visa.

What happens in Ladok

Establishment 

Students admitted in SoleMove are sent by SoleMove Support to the Ladok office for establishment and the generation of an interim personal identity number. This is usually done from 1 December and 1 June. Once the personal identity number has been generated, it is sent back to SoleMove and becomes visible to administrators. 

Exchange agreements and expected participation

After establishment, the exchange agreement is automatically entered into the system along with expected participation in the courses to which the students have been admitted. This is also done for the courses SUSA, SVE, EXTA and SAS. 

For Study Abroad students, the exchange agreement and expected participation must be entered manually.

Contact SoleMove Mobility Support if you have any questions.

Access to the Student Portal, email address and LU networks

One week prior to Arrival Day, students who have been established in Ladok are given details enabling them to activate their student account. The student account gives access to the Student Portal, an email address and LU networks within the University. The log in details are sent to the email address provided by the student in their application. 

Read more about the Student account and contact LU Service desk for support on lunduniversity.lu.se

Managing withdrawals 

  • Always record withdrawals in SoleMove when a student notifies LU that they are dropping out, regardless of the status of the application. 
  • If the student has received a Letter of Acceptance, the cancellation is to be entered in Ladok. 
  • If the student has been admitted to courses in SoleMove, and potentially also in Ladok, you must enter ”withdrawn” for each course.
  • If the student was nominated via a university-wide agreement, the MMS administrator is to notify the faculty concerned.

Printing grade transcripts 

The administrator is responsible for printing out the student’s grades in a Transcript of Records from Ladok after a completed period of study. The following active choices need to be made when generating grade transcripts:

  • Print in English 
  • Select all courses including credit transfers
  • Show the distribution of grades
  • In the free text field, enter your name and professional title

The grade transcript is to be signed and stamped by the administrator. There are different procedures at different faculties as to whether the grade transcript is sent directly to the student or to the administrator at the partner university.


 

Ida Thelander

International Communications Officer

Email: ida [dot] thelander [at] er [dot] lu [dot] se
Telephone: +46 46 222 31 37