Incoming students

Departmental agreements

1. Set a nomination deadline for partners and let them know how they should nominate their exchange students (i.e. filling in a template, database, or as an email). SU is in the process of setting universal deadlines for nominations and applications.
2. Check how many students the department can accept from each university. The number of incoming and outgoing students should, over time, aim to be balanced.
3. Send information about nominations, applications, and general SU information to your partner universities, as well as inform them how many students each partner can send to SU semester/next academic year.
   
4. Once you receive nominations from your partners, send application instructions and information about course selection to the students and inform them of the application deadline. Students should include their Transcript of Records (in English) so you are able to determine their eligibility to the courses they wish to take.
5. After the nominations and application deadlines, generate and send out a Letter of Acceptance. The acceptance letter is the student's proof at they have been admitted to SU, and may be needed when they apply for a residence permit, scholarships, etc... In addition, a welcome letter with practical information should be sent to each participant and respective partner university (optional). This letter should include information about insurance, housing application, welcome activities, optional Swedish courses, and course information (i.e. schedules, how to register, etc...), and other information relevant for your department.
6. In the case the student wishes to take courses at another department, it is your responsibility to forward the request for courses to the exchange coordinator at the respective department.
   

Agreements at the central level

Incoming students from partner universities within the central agreements are university-wide, and can apply for courses at all departments at Stockholm University. These exchange opportunities function as a complement to the institutions' own agreements.

The International Office is responsible for maintaining contact with these partner universities and handles the incoming mobilities (sends information on nomination, application, acceptance notice, information on insurance, accommodation, welcome activities, etc...).

As the students are guaranteed a place at Stockholm University according to the agreement, the International Office issues a general acceptance letter to the students and informs them of how to apply for a residence permit.

Course selection

The International Office is also responsible for informing students how and when to apply for courses. When the students have selected their courses, the International Office will contact the coordinator at the respective department. If you, as a coordinator, are contacted, you need to decide whether your institution can accept the students in the courses they have chosen at your institution. The International Office will provide copies of the students' Transcript of Records and course selections, and you let us know if you can accept the students.

When you have informed International Office if you can accept the students, you are responsible to register them for courses in Ladok and send a decision about course acceptance. This could be in the form of a Learning Agreement or an email). Send this together with course-specific information.

Incoming CIVIS students must follow the majority of their courses (75%) at one SU department. The other 25% may be from other departments. All Erasmus documentation is handled by the departments, not the International Office.

To ensure academic recognition, students must draw up a written agreement regarding the courses they will take during the exchange at an early stage of the planning. This document is called a Digital Learning Agreement (DLA), and must be signed by the student, the home university, and the department at Stockholm University where the student will follow all/the majority of their courses. It is the home university's responsibility to create the Digital Learning Agreement and save a copy.

• Digital Learning Agreement for incoming CIVIS and Nordlys students are signed by the departments.
• No Digital Learning Agreement is necessary for incoming students coming via central bilateral agreements.

Instructions and information about Digital Learning Agreements.

Course changes

It is very common that the courses originally agreed upon in the DLA change. It is the student's responsibility to contact the person who originally signed their DLA and follow their instructions for making changes.

Changes should be finalized and the updated DLA formalized within the first month of the studies at the host university. If additional changes are still needed at a later point, the updated DLA should be finalized as soon as possible.

Document management

Stockholm University has specific rules regarding managing documentation for international mobility.

Document management plan (in Swedish).

You will find information about administration in Ladok on Confluence in the Ladok material - Exchange studies folder (available in Swedish). There are different routines for the various exchange programs. The departments are always responsible for admission and registration in Ladok, including central university-wide exchange agreements.

Confluence: Ladok material – Exchange studies

1. The international coordinator at the partner university must indicate in the nomination form whether the student requires disability study support.
2. The international coordinator at SU informs the disability study support coordinator (disability@su.se) of the following information: partner university, contact person at the partner university, and the student’s name.
3. The international coordinator at SU informs the contact person at the partner university that they should contact the disability study support coordinator to provide information about the support the student receives at their home university.
   
4. The disability study support coordinator contacts the relevant department and prepares a cost estimate (number of hours and cost for each type of support), which is communicated to the international coordinator at SU.
5. The international coordinator at SU sends the cost estimate to the partner university. If the coordinator assesses that the support will result in minor costs, the support is funded through national funds/SU.
6. Once the partner university has confirmed to the international coordinator that they will cover the costs, the coordinator informs the disability study support coordinator.
7. The student applies through NAIS once they have received a T-number and attaches documentation of disability study support from their home university to the application.
8. The disability study support coordinator contacts the student, and a certificate confirming disability study support is issued.
9. For exchanges where the partner university does not cover the costs, the department is responsible for covering the costs of the support.

1. The international coordinator contacts the disability study support coordinator (disability@su.se) and informs them that the exchange has ended.
   
2. The disability study support coordinator invoices the partner university for the costs of the support provided.

The support process for students participating in bilateral exchange agreements is largely the same as for Erasmus+ agreements (see above). The procedures regarding the costs of support may differ depending on the terms of the agreement.

Some agreements specify whether the partner university or Stockholm University is responsible for covering the costs of support. If the agreement does not state which university is responsible for these costs, the costs are covered by the partner university. For exchanges where the partner institution does not cover the costs of support, the department is responsible for covering the costs.

Students that are admitted to studies that last more than 90 days need a residence permit in Sweden. It is the student’s responsibility to apply for the residence permit. However, as supporting staff, we can offer guidance and resources to ease their application process. Normally, the processing takes four to five months and the application fee is 1 500 SEK. That is why it is important to encourage students to start the process in time.

The departments should have a contact person for international students, preferably the International Coordinator or the person responsible for international study programmes, who can assist when questions or problems arise.

If the student needs an “entry visa”, then they apply for at the same time as the residence permit.

Direct your international students towards the residence permit instructions on our website:

Residence permit for studies

Students that are admitted to courses that last less than 90 days do not need to apply for residence permits. They instead need entry visas, if they are from a countries that require it (list of countries whose nationals must be in possession of visas when entering Sweden).

More information about visiting Sweden can be found on the Migration Agency’s website.

More information about visas and residence permits for students, targeted towards students.

As a complement to the personal injury insurance scheme, Legal, Financial and Administrative Services Agency (Kammarkollegiet) provides the Student IN group insurance scheme for incoming exchange students. The insurance applies to all international exchange students who have been admitted to higher education studies at the university.

An exchange student is defined as a student who studies in Sweden based on an exchange agreement or an agreement on student reception between the Swedish higher education institution and a foreign higher education institution. The insurance is valid 24 hours a day while the student is in Sweden. Please note that it does not apply when the student travels outside Sweden. The insurance is valid from two weeks before the start of the studies (including the introductory programme) until two weeks after the end of the studies.

The Student IN insurance scheme provides incoming exchange students with coverage for healthcare expenses. It also includes limited accident insurance coverage in the form of fixed compensation amounts in the event of permanent disability or death. The insurance also provides limited liability and legal protection coverage. Healthcare expenses are not reimbursed if the student has been issued a Swedish personal identity number, as the student will then only pay the same healthcare fees as other residents of Sweden.

Kammarkollegiet Student IN

The person responsible for the mobility programme is responsible for providing information about the insurance and issuing the necessary documents. Central agreements are managed by the International Office, while institutional agreements are managed by the responsible department.

The responsible person completes the student’s name and the insurance period on, for example, the admission letter (period of study plus two weeks before and after the study period), as well as a link to the insurance terms and conditions, and sends the information to the student by email. A copy should be saved.

If required, the responsible person issues an insurance certificate. If an insurance certificate from Kammarkollegiet is required, the responsible person orders the certificate through the Order an insurance certificate service.

If necessary, the responsible person provides the student with a claim form. The student completes and signs the form and submits it, together with any original receipts, to the responsible person, who signs the claim and forwards it to Kammarkollegiet. A copy of the agreement must always be attached to the claim. Copies of all claims should be retained.

Further information about Kammarkollegiet’s Student IN insurance scheme and the claim form is available on Kammarkollegiet’s website (in Swedish).

Further information about Kammarkollegiet’s Student IN insurance scheme and the claim form is available on Kammarkollegiet’s website

Kammarkollegiet's website.

Citizens of an EU/EEA country or Switzerland should, in the event of illness, primarily use their European Health Insurance Card (EHIC). The card entitles the holder to receive necessary healthcare under the same financial conditions as residents of Sweden. The card is issued by the equivalent of the Swedish Social Insurance Agency in the student’s home country. Students should be reminded to bring their card with them.

The Stockholm Student Health Services website provides information on where students can seek assistance in the event of illness. The Student Health Services complement other healthcare services and provide support for students with various health-related concerns, whether related to their studies or not.

Stockholm Student Health Services

For exchange students who have a Swedish personal identity number or a European Health Insurance Card (the blue card issued by the Swedish Social Insurance Agency), a healthcare visit costs the same as it does for Swedish citizens. Students who do not have a Swedish personal identity number or a European Health Insurance Card are charged a higher fee. By keeping all original receipts, students may subsequently submit a claim and receive reimbursement for all or part of the costs.

Emergency dental care is available at CityAkuten Tandvård, Olof Palmes Gata 13 A (Hötorget).

Related links

• Responsibilities and checklists for emergency situations and crisis management
• Crisis support and information on where students can seek assistance depending on the situation