Amanuensguiden // Course Coordinator Guide


Thanks to Sanna Gunnarsson, Ingrid M. Rieser and others that put together this guide a couple of years back. Editing by DM, SA and MÖ.


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Welcome to CEMUS | The Course Coordinator Guide | CEMUS – a short history from 1992 to 2020 | CEMUS educational model | Working as a course coordinator at CEMUS | When you are newly employed as a course coordinator | Before the course starts – the planning phase | When the course starts | During the course – the delivery phase | After the course – The evaluation-phase | FAQ: The “How-to” guide of course coordinators


Welcome to CEMUS!

You will be working at CEMUS for the next 10 months (most cases) to come with your course. These months will hopefully be both challenging and fun! Working as a course coordinator (kursamanuens) at CEMUS means planning, implementing and evaluating a university course during one semester. Your work will be structured as a project, and the workload will vary during the 10 months of your employment.

During your work you will probably feel confused, enlightened, hopeful, frustrated and proud – that is all part of working in a project and with other people on questions you feel strongly about. Our hope is that this guide will help you with basic facts, some guidelines and framework for your work, so that you can spend your time and energy on creating the best university course possible!


The Course Coordinator Guide

This guide will provide a general overview, some pointers for your work at CEMUS as well things you are responsible for as part of your work. We recommend that you ask questions and talk to the senior staff working at CEMUS if anything is unclear. The tips and tricks on how to do things smoothly, effectively and fun are very much shared between all of us.

In the coming pages of this guide you find a couple of short texts introducing and describing the work to come and the different tasks that you will be doing, together with a visual overview of the work and an example of what the workload might look like during your employment. The forms and documents that you will need during your work are sent out by email by course resource persons or director of studies, but you can also find some them in the CEMUS-Edu-Box, the course coordinator page www.cemus.uu.se/ccs or in some cases on Medarbetarportalen, www.mp.uu.se.

Welcome to the CEMUS team!
/CEMUS staff


CEMUS – a short history from 1992 to 2020

CEMUS started as a student initiative in the early 1990’s. Two students at Uppsala University experienced a lack of interdisciplinary courses that dealt with the issues of planetary survival. They contacted teachers and researchers at Uppsala´s both universities with their ideas, and received strong support from some progressive professors and not least by the Vice Chancellor of Uppsala University. It all led to that the students themselves were assigned to the design and manage a course that they had proposed, and to invite the best lecturers in the environment and development field. The course Man and Nature was born, and attracted several hundred students when it was given for the first time in 1992.

Today CEMUS offers around 20 courses on both undergraduate and master level. All the courses are run by course coordinators that are students themselves (with some exceptions) and therefore have a unique insight and knowledge on how to make higher education more meaningful and inspiring learning experience for students and teachers alike. Read more about CEMUS history in “Transcending Boundaries – How CEMUS is Changing How We Teach, Meet and Learn” here: Trancending Boundaries


CEMUS educational model

Each spring and autumn, course coordinator positions are advertised and students from Uppsala University, SLU or other universities are hired to work with one of the courses at CEMUS. The courses are mostly part-time, with a mix of evening and day time courses, and deal with a wide range of issues such as environmental history, climate change, leadership, sustainable design, project management, communication, sustainable development in Sweden or Latin America, technology, development, economy and energy.

After an intense start-up and introduction, mid-March or the first week of October, the course coordinators then work with the outline, schedule, literature and examination for the course for over three months. A deciding and supporting course work group consisting of a mix of professors, university teachers, researchers, PhD students, societal actors, student representatives and senior staff from CEMUS education, also takes part in the planning of the course, and formally decides on the schedule, literature and examination. The meetings are planned and chaired by the course coordinators. During the planning phase and the start-up of the courses the course coordinators collaborate with colleagues from other courses in a series of meetings, the Course Coordinator Series, that focuses on the practical, pedagogical and creative aspects of how to do a university course at CEMUS. Course coordinators also participate in open events, seminars and workshops that deal with sustainability, pedagogy, didactics and educational philosophies.

The lectures during the courses are given by invited guest lecturers that are carefully selected from different academic disciplines within the university (Uppsala and elsewhere), as well as actors outside of the university. Seminars and workshops that aim to engage and activate the students taking the courses are planned and led by the course coordinators. After the course evaluations have been handed in and the final examination task or project has been examined, a course report is written and presented at a course report conference.



Working as a course coordinator at CEMUS

Working as a course coordinator is both fun and challenging. Here you find some tips and guidelines for the different phases of your work.

Some employment basics

When you start working at CEMUS there are some basic things that need to be arranged.

Contract

You should sign your contract before you start your work. You will get your contract from Barbro Ekberg, ask if you can’t find her office.

Key and access card

You also need to get a key and an access card, which you can get from the departments security administrator Taher Mazloomian.

Computer and access to email, cemus website, and other university systems

The administration at geocentrum will create an email and a staff login and password. This login is used across the different university platforms, such as email, the Staff Portal (medarbetarportalen), Studium/Canvas, to log into a Cemus computer etc. You also need to fill out a form to get access to host the course on Studium/Canvas. Cemus has laptops that are shared across staff. To get access to your course website on the Cemus website, contact the director of studies.

General information about working at UU

The university has collected information for new employees, including information about things such as sickleave and benefits (for example reimbursement for healthcare and medicine, wellness subsidies etc). Please have a look here, to know your rights as well as some of the demands that the university has on you. https://mp.uu.se/web/info/anstallning


The three phases of course coordination at CEMUS

Your work with the course can be divided into three general phases: planning, delivery and evaluation. The character of the work is different in these phases, and below is a general introduction to the aims of each phase. Some processes (such as administration and/or pedagogics) are described in more detail later in this document or in other guiding documents at Cemus.

Before the course starts – the planning phase

The first months of your work will include designing and planning a course for the semester to come. This phase includes a lot of different things that needs to be done but we recommend that you start with something else: get to know your fellow course coordinator. To help you with this, you have the Collaborative agreement in which you will decide on your working routines. Of course, we recommend that you start your working partnership with doing something fun together such as a fika or similar.

Course Resource Group

Your course resource group is a group consisting of coordinators a few courses and a course resource person. The course resource group is internal to Cemus (no external participants) and the aim is to support each other in the work process. The group meets 2-3 times in the planning phase, and meetings are planned and facilitated by course assistants with support from the course resource person (an educational coordinator who is assigned to the group for extra support).

Then it’s time to book your first meetings; with the former course coordinator or coordinators of your course and to make sure you are planning to meet with your course resource group. It’s important that you get a picture of what the course was like last year, both from the students and the coordinators perspectives, and the work that lies ahead of you, so you should read the course report from last year and, of course, the course syllabus (kursplan).

The planning documents that you will be working with in the very beginning is the Collaborative agreement, Work description and time budget, and the Project plan. It is very important that you allocate time to plan your work ahead and make a proper time budget, so that your hours are distributed well during your employment. The work description and time budget should be continuously updated and you should register the hours you work each week to keep track of your workload. See example of work load overview on the next page.

Another important process at the beginning of the planning phase is to secure a course work group for your course. Your course already has a group from previous year, but the group might need new participants. Setting this group up early makes it easier to facilitate a good collaboration and process with the group.

A parallel process to the more work oriented project and time planning is starting the individual and joint course coordinator process of reading, reflecting, being inspired and discussing the course topics and different texts that relate to different educational practices and philosophies.

By now you know each other better in your course coordinator teams, you have met your colleagues at CEMUS and you have set the framework for your collaboration. Now it’s time to start building the course! This includes designing a course structure, deciding on themes, creating a schedule, making an examination plan and planning/inventing the examination (most often general ideas at this stage), finding and inviting lecturers and deciding on literature. The most important guiding document and framework for your course in this process is the the course syllabus (kursplan).  Along with all of this you will also book lecture halls/rooms, make a course budget and, when the course start is approaching, write a welcome letter that you email to the students and write a course information booklet and prepare for a smooth administrative process by pre-announcing guest lecturers.

Course Work Group

Your Course Work Group (kursarbetsgrupp) is a deciding and supporting group consisting of professors, university teachers, researchers, PhD students, societal actors, student representatives and senior staff from CEMUS education. The group also includes the courses examiner and grader. The group takes part in the planning of the course, and formally decides on the schedule, literature and examination.

You will not and should not be doing all of this on your own. As a support and help during this process you have the course work group (kursarbetsgrupp) which you will have two meetings with. Remember to also establish a good working relationship with the person who will be grading the final assignments in your exams to get support and ideas on how to set up and improve examination. You also have your course resource person and the resource group which you will have regular meetings with. At CEMUS we have two coordinator representatives which is an extra support for you as a course coordinator. If anything is unclear concerning the work, your role or process, it is up to you to contact your course resource person, or the director of studies. In many cases the other coordinators can also help. Please do not hesitate to contact us!

In addition to this we have different supportive processes and meetings together at CEMUS. The most important is the internal educational series of meetings, the Course Coordinator Series (Amanuenskollegiet) http://www.cemus.uu.se/ccs/, is where we meet to discuss and develop ideas and thoughts on our pedagogics and thematic questions in relation to the upcoming courses. Part of that series we have four Course Assemblies where all course coordinators planning a course get together to inspire and help each other with the planning. The Course Coordinator Series is a fundamental part of the work with your course and everyone is expected to participate. In other words – not being at a meeting (with a good reason communicated in advance) is the same as not showing up for work.

We also have Staff meetings every other Wednesday where we discuss all the things going on at CEMUS. It is important to note that participating in these meetings are a part of your work at CEMUS. Another important thing to note is the CEMUS fika every Wednesday at 15.15. We share the responsibility of organizing coffee, tea and something solid, you can write your name on the calendar in the Coordinator Work Lounge for when you want to bring fika. For the fall 2020 we have zoom-fikas.

Before the course starts it’s important that the essential information is available for the students. You therefore need to update the course page at www.cemus.uu.se with preliminary schedule and literature and a welcome letter 5 weeks before the course starts (no later than December 14th). The material should be sent to the resourse person allocated for this work a week before this! You can find the exact deadlines for this at www.cemus.uu.se/ccs/. Before the course starts it’s also a recommendation that you get Studium ready with Assignments (Inlämningar), Examination structure, Group divisions (Gruppindelningar) etc. Studium is a relativly new system for us (previously we have used Studentportalen) so use the Uppsala University Studium and It-support if you have any specific questions.

Before the course starts students that are either interested in or applying for the course or even students that have taken the course before, might contact you with questions. It is fun to have this contact with the students, but might also be challenging to have an answer to all their questions. Your colleagues, former course coordinators or the director of studies can help you with everything that you don’t know. Ask questions if you don’t know how deal with an issue.


When the course starts

Malin Östman, together with administrator Jenny Thor, is responsible for the registration and reserves in your course. You will get updates on student numbers as the course start gets close. The practicalities will be communicated to you well before the course starts. The introductory session should be planned and held by you, and you can design it the way you want; usually it can be good if the students get a brief introduction to CEMUS, to your course and get to know each other a little, for example through ice-breaking exercises. Each semester CEMUS invites a guest to hold the semester start-up intro lecture for all courses, the first Monday of the semester. It is good that you plan to be at the introduction lecture, to present yourself for the students and be avaliable for questions.


During the course – The delivery-phase

When the students are here, there is no turning back, the show must go on! Ok, usually it’s not that dramatic, but there is some truth to it. The days will continue passing by and you will need to keep the course going once it has started.

During the course, the roles of being a course coordinator are as diverse as all of us employed at CEMUS. Some like to see themselves as a guide or facilitator, showing the way for the students, others view themselves as a gardener, planting seeds, and trying to make the students grow. But you can also be an administrator, a fellow student or a critical friend. You will need to find you own approach and relationship to the students and the course.

Still, there are some tasks that you as course coordinators need to fulfill during the course. You will keep in contact with the lecturers and make sure that they know when to visit the course. You will attend the lectures and introduce the lecturer in the beginning. After the lectures it’s your task to arrange with the payment for the guest lecturers (see the “How to”). You will plan and write instructions for the written examination and plan and lead seminars and workshops. Discuss and decide on the examination tasks with your course resource person and optimally the person who will do the grading.  If not all students attend and pass all examination (which is usually the case) you will need to design re-seminars make-up tasks (kompletteringsuppgifter). All written examination must be corrected within 25 calendar days of the submission date. You will agree on who’s doing the grading with your course resource person. Usually, pass-fail assignments are read by the course coordinators, and the final task of the course is corrected by an external grader. After the examination you will use the Progress-function (Framsteg) at Studium for keeping track of the students’ progress.

Throughout the course you will also have a dialogue with the students and answer questions. The standard at CEMUS is that we communicate with the students by making posts on the course page (www.cemus.uu.se) and via Studium and that they can contact us by e-mail or by talking with us after or before lectures. You will do a course evaluation at the end of the course. Usually course coordinators do formative evaluations once or twice while the course is running, as minimum a mid-course evaluation, to see what can be improved. Written evaluations can be complemented with more interactive forms of evaluation as well.


After the course – The evaluation-phase

When the course is over it’s time to summarize and evaluate the semester. After the course there may be assignments, possible late submissions, re-seminars and make-up tasks to correct. When all assignments have been corrected you will report the grades for the students that has finished the course. You will also compile the course evaluations and write the course reports, one short and one long version with appendices. Instructions for the course reports will be sent out at the end of the semester.  The last thing you will do with your course is presenting at the course report conference. Also, remember to clean up your folders and put course documents in the shared folder on the server so that they are easily accessible for future use by others.

When it’s all over, congratulate yourself and celebrate – you’ve successfully run a university course!


Overview of CEMUS organization within Uppsala University


FAQ: The “How-to” guide of course coordinators

Who do I turn to for information?

WHAT? WHO?
  •  Budget and economy
  • Employments and working environment
  • Examiner in courses
First hand Malin Östman
malin.ostman@cemus.uu.se Director of studies, CEMUS

Lars Holmer
lars.holmer@pal.uu.se Director, CEMUS

  • General Questions About Anything
  • Pedagogical questions
  • Course Syllabus and Examination
  • Difficult student matters
  • Work groups, examiners, graders
  • Course themes and content
Malin Östman

malin.ostman@cemus.uu.se

Director of Studies

  • General Questions about anything
  • Course coordinator sessions
  • Pedagogical questions
  • Teknat faculty pedagogical resource
  • ClimateExistence conference
Malin Östman

malin.ostman@cemus.uu.se

Educational Coordinator

  • Course Resource Person all English Courses
  • Pedagogical questions
  • CEMUS Forum/outreach
  • Kollaboratoriet/The Collaboratory
  • Web site, social media
  • Litterature and e-learning resources
Daniel Mossberg

daniel.mossberg@cemus.uu.se

Educational Coordinator

  • General questions about anything
  • Pre-announcements and payments
  • Course Resource Person Swedish Courses
  • Examination
  • Active Student Participation
  • Pedagogical questions
Alexis Engström

alexis.engstrom@cemus.uu.se

Educational Coordinator

Coordinator representatives

The role of the coordinator representative is to be a trusted channel for formally representing coordinator interests to senior CEMUS staff and others.

Lovisa Håkansson

lovisa.hakansson@cemus.uu.se

 

André Dutra

andre.dutra@cemus.uu.se

 

IT – issues https://uadm.uu.se/it/om/servicedesk

servicedesk@uu.se

Exchange students – talk to Malin first Erik Rosenberg

erik.rosenberg@geo.uu.se

Student administration

Grades, registration etc.

Jenny Thor

jenny.thor@geo.uu.se

Employment and administration

Questions about your employment contract, pay, taxes, bank, etc.

Barbro Ekberg

barbro.ekberg@geo.uu.se

 

Payment of guest lecturers and graders Rouba Gennaoui

Rouba.gennaou@geo.uu.se

 

Booking rooms Camilla Söderlund

camilla.soderlund@uadm.uu.se


Get your employment and labor rights right

  • Many important things that you need to know about your employment at CEMUS and at Uppsala University can be found at Medarbetarportalen, the employee portal mp.uu.se. If you’re looking for the answer to a technical question, a form to fill out, or other issues, you can often find the answer by searching on Medarbetarportalen. You can log on to the page with your university password A.
  • Setting up your bank so you can get paid: If you don’t have a bank account at Nordea you need to register your account to get your salary. You find information on how to do this and the form you need to fill out on this page: https://mp.uu.se/web/info/anstallning/lon
  • Health care contributions/Friskvårdsbidrag: As an employee at Uppsala University you can get health care contribution (friskvårdsbidrag). You need to save your receipt from e.g. a gym and then fill out a form and hand in via Primula. You find information on how to do this on this page: https://mp.uu.se/web/info/anstallning/manualer-anstallning/manual-friskvard
  • Primula webb: Your employment is administrated by a system called Primula Webb primulawebb.uadm.uu.se. You log in with your university username and A-password. Here you can view all the information about your employment.
  • Taking vacation: As employee at the university you have the right to get paid vacation and holiday compensation (it is also non-optional, you need to take out at least 20 days per year). The amount of vacation that you are entitled to depends on different factors (lenght of contract and your age), and your specific amount of vacation days can be found on your Primula account.There are two types of vacation at the university. Some employments follow the regular system, where the employee need to apply for the specific days they want to be on vacation and get this approved before the actual vacation. Some forms of employments, however, have what is called “schablonsemester” (“template vacation”) where your days are already planned for you and put into the system automatically (starting from the Monday after midsummer until you have spent the days you have avaliable) When this applies, you do not have to apply for vacation in Primula.  However, you DO need to plan your vacation in the beginning of your employment and speak with Sara and your fellow course coordinator if you plan to be away other times than the time that has been put in the system. Vacation is ultimately approved by Lars, and needs to fit with the course work.

    These contracts have schablonsemester:
    Teaching assistants that started their employment at Cemus in the somewhere between January and September (usually spring courses).

    These contracts have normal vacation days:
    Course assistants, project assistants and the teaching assistants that have started a new employment at Cemus in october-december (fall courses).

    How to apply for vacation in Primula:
    1. Contact Malin to discuss the desired vacation before applying for vacation in Primula web
    2. Apply for vacation in Primula Web, specify who approved your vacation (Malin)
    3. Send in your application digitally
    4. Lars signs off on vacation
    https://mp.uu.se/en/web/info/anstallning/manualer-anstallning/semester-manual

  • If you get sick: As employee at the university you have the right to paid sick leave, if you are sick more than one day. If you get sick and need to stay home and you need to inform your colleague and Sara. Sick leave is plugged into Primula (by you), then you have 20% of your salary for a weeks work (representing 1 day of sick leave when working full time, but less than that if working part time) without payment and after that maximum 14 days with 80 % of your salary. After 7 days on sick leave you need to hand in a notice from a doctor confirming that you are sick (läkarintyg). You also need to register in Primula when you are well and working again.
  • It is of great importance that you follow the recommendations from Folkhälsomyndigheten.


Use Box – file sharing system

Box is Uppsala University’s file sharing system. This is used when planning courses and there is a shared education box that you will receive an invitation to. Note that GDPR regulations means we need to be mindful not to store personal information about students or guests in box. Box also contains archives from prevous years.


Make a budget

Every course has its own course budget based on the amount of credits on the course. When doing the budget during the planning phase, make a rough estimate of the number of guests that will be paid. Keep your budget updated during the course and follow up that all the lecturers get paid who have desiered to be so. To help the administrative process, all guest lecturers and graders that want to be payed needs to be preannounced to the geo admin. There is a process for this, with forms to fill in for your course. Forms need to be handed in in advance, ideally more than 2 weeks before the quest will join your course. Talk to Malin about budget questions and about pre-announcement questions. Budgets will be made in late fall.


Find literature and other learning material for your course

Start with looking at previous year’s literature, talking to colleagues, relevant contacts and your course resource person. Googling on your topic and reading reviews usually gives results. Books can be ordered by emailing Daniel. In addition, here are some resources:

  • Books: CEMUS library, Coordinator Library (in the Work Lounge), in various offices, University library (search: http://www.ub.uu.se)
  • Articles: Uppsala University and SLU have extensive memberships in various online journals. When you are on University computers or logged on to the University network you will be able to access these articles through www.ub.uu.se

Find guest lecturers for your course

Looking at previous lecturers in the course, talking to colleagues and your course resource person is always a good way to start. Googling on your topic usually gives results. In addition, here are some resources:

  • UU and SLU employees: Often there is a good lecturer right under your nose. Looking for UU and SLU employees according to research area can give results. Also search other universities in Sweden and the world.
  • Semester overviews: Sara makes semester overviews of all lecturers invited to cemus each year, in all courses. These overviews can be found in Box.
  • Rättviseförmedlingen: We strive to have a diverse representation of lecturers. Rättviseförmedlingen can help you with this! http://rattviseformedlingen.se
  • Ask your work group members for suggestions: The work group exists to help the course improve, and they often have a large network. Ask them about possible lecturers and literature.

Work with your Course Work Group (Kursarbetsgrupp)

Your Course Work Group consists of professors, lecturers, researchers and other external contacts who have an interest in CEMUS. The group most often also includes your resource person and a student who took your course last year. You will need to send a proposal on work group members to Malin in the beginning of the planning phase , it’s a good idea to discuss this with your resource person and then propose the persons from last year, together with a new student and maybe some other new names.

You will have two meetings with your work group before the course starts. You should prepare these meetings so that you have a good setting for getting input and discuss relevant questions for your course. Email out agenda and relevant material one week in advance. Together the course work group decides upon the structure of the course/schedule, the overall examination plan and the literature.


Invite a guest lecturer to your course

Here are some tips to get you started: always mention who you are, that you are writing from CEMUS at Uppsala University and SLU, and what course you are planning. Be clear on the topic, date, time, place and language of the suggested lecture. When it feels appropriate, you can mention that remuneration (arvode) is paid according to university guidelines. (Read more under “Paying your lecturers”). Here is an example of what an email to a lecturer for an English course can look like, but write yours as you like – each mail needs to be adapted to the given lecturer:

“Dear…
My name is xxx and I work as a course coordinator at CEMUS (Centre for Environment and Development Studies) at Uppsala University and SLU. My colleague xxx and I are organizing a course titled ”Name of course”. The course is a combination of lectures and seminars during the fall of xxx. (For more information, please see our course homepage: cemusstudent.se/xxx).

One of the lectures we are planning is titled ”suggested name of lecture”. The preliminary date for the lecture is XX/X, 17.15 – 19.00 at Blåsenhus Campus in Uppsala. Given your experience within this field, etc etc etc etc, we think a lecture from you would be a very valuable contribution to the class. Would you be interested in giving a lecture on this topic?

We hope this sounds interesting and would be very grateful for your swift reply,

Best regards,
[Your name]”

Remember to also discuss payment with the lecturers.
After sending the e-mail, its usually a good idea to follow up with a phone call a couple of weeks later. Calling someone is most likely the easiest and quickest way to get a response although e-mailing as a first hand choice might offer the lecturer some more time to think and background information.


Booking rooms and lecture halls – space for guest lectures, seminars and workshops

You are more free in deciding on where your course will have its sessions, but don’t book bigger rooms than needed, see excell sent out by Daniel. Think also on where, at which campus, your course is best situated – basically which themes and/or pedagogics is best connected to a specific campus and/or room. So for example The Global Economy classes might best be located at Ekonomikum. PLEASE NOTE: during Corona times we use zoom.

You can book Learning Lab for free at Blåsenhus: https://mp.uu.se/web/info/undervisa/e-larande/laborativ-larosal/bokningsforfragan Especially relevant for bigger courses but also smaller courses, not available for evening bookings. But book now/as soon as possible because it fills up.

To book rooms, send an email to our “schemaläggare” camilla.soderlund@uadm.uu.se. The email should include the name or number of the room, the course and course code, the date and time, the activity (lecture/seminar etc.), your full name and add “Undervisningslokal CEMUS – 161801600”.


Pay your guest lecturers

Ask the lecturers if they would like payment for the lecture or if it’s part of their regular work. If they want to be paid there are three options, depending on the lecturer’s employment.

Guest lecturers can be divided in three categories:

  • People who are employed at UU on less than 100 % (i.e. with a part time position). In these cases you should use a mertid/övertid form and fill in the hours worked in the “mertid” column.
  • People who are employed at UU on 100 % (i.e. with a full time position). In these cases you should use a mertid/övertid form and fill in the hours worked in the “övertid” column.
  • People who are not employed at UU. In these cases you should use a timanställnings-form (i.e. “arvode”). Please note that we should no longer ask people to send invoices.

Invoices should be avoided, but if the guest lecturer insists on invoicing talk to CEMUS Director about it. Here are instructions for finding payment forms:

For external guests: Go to Medarbetarportalen and login > support and services > forms > anställning, lön och personal > 1.1 anställningar > Timersättning (1.1.7) (Svenska) OR Timersättning (1.1.11) (English).

For people employed at UU: Go to Medarbetarportalen and login > support and services > forms > anställning, lön och personal > 3.0 Ersättningar > Övertid/Mertid Läarare (3.0.2) (For people employed more that 100% fill in the Övertid column and for people employed less than 100% fill in Mertid column).

Mertid/övertid (for people employed at UU)

The “mertid/övertid” form should be emailed to Alexis, and this is how you do it.

  1. Email word-file to the guest lecture and ask them to fill out the section which starts ”Namn” (and continues with “Personnummer”, and ends with “Anställd vid följande institution/motsv.” in total 8 boxes). They don’t fill out anything more. Then they send the file back to you.
  2. You fill out where the teaching was carried out (CEMUS), the name of the course, month, reason for mertid/övertid (“gästföreläsning”). Then you fill out the number of hours worked. If the person has a fulltime position at UU, then use the column “övertid”. If the person has a part time position at UU, then use the column “mertid”. Also fill in the project number “161801600”, and contact person (“CEMUS director”).
  3. Email Name Namesson the file and save a copy for your own budget summary.
  4. Physically print one paper copy and put in the inbox under the whiteboard in room Dk135.
  5. CEMUS director, then checks the file, signs it and leave it to the staff admin, who checks it again and arranges with all technicalities. Thereafter Chris, head of department signs. Then the guest gets paid.

Remuneration form/Arvodesblankett (for people not employed at UU)

The “Arvoderingsblankett” should be emailed to Name Namesson, and this is how you do it:

  • Email excel-file to guest lecturer and ask them to fill out the section which starts ”personnummer” (and continues with “Namn”, and ends with “Email” in total 8 boxes). They don’t fill out anything more. Then they send the excel back to you.
  • You fill out the month and year the teaching took below the box with my name, then fill out the first three columns in the blue and light blue section “Dag”/date, “Starttid”, “Sluttid”, this should be the hours you agreed on with the guest, no odd minutes, only hours and half hours, no break.
  • Then you click on the row that says “Timersättning, odisputerad” (top right corner in blue), and selects in the curtain menu/gardinmenyn, the right level according to their edu level/degree.
  • Email Name Namesson the excel and save a copy for your own budget summary.
  • Physically print one paper copy and put in the inbox under the whiteboard in room Dk135.
  • CEMUS director, then checks the excel, signs it and leave it to the staff admin, who checks it again and arranges with all technicalities. Thereafter Chris, head of department signs. Then the guest gets paid.

Invoice (should be avoided)

Invoicing should be avoided, and is only for guest lecturers who have a private business. They can include travel costs in the invoice and attach their tickets or receipts. They send the invoice with the following reference: Course coordinator’s name, The course code and name, 161CEM, Uppsala University
PG 1254, 737 84 Fagersta.

The amount they invoice for (which includes social fees (sociala avgifter)) the guest will need to add the VAT (moms) themselves:

    • Professor – 1440 kr/hour
    • University lecturer/lektor – 1230 kr/hour
    • External/non doctoral degree (Kvalificerad undervisning/extern) 1035 kr/hour
    • PhD-student – 825 kr/hour

International Guests

Paying for international guests is a quite complicated process, and must be discussed before you decide to invite an international guest. If you know you are having an international guest, talk to your course resourse person or Malin about it well in advance, so that the payment process can be prepared. Inform the lecturer that the payment process can be very slow and that it may take some time for the payment to come through.

File a reseräkning/travel expenses

If the lecturer is getting paid by sending an invoice she can just add the travel cost to the invoice and attach the receipts/tickets. For shorter trips from Stockholm and similar travel costs can only be covered if they are put on an invoice. The best way is to book tickets for non-invoice travelers is via UU’s travel ageny and send tickets to the guest, see https://mp.uu.se/web/info/stod/resor-ny


Use Canvas/Studium and CEMUS course page at www.cemus.uu.se

More information on Canvas/Studium to come.

For questions about functions in Studium your colleagues are sometimes the fastest helpers, you can also contact IT-service at Uppsala University: https://mp.uu.se/sv/web/info/stod/it-telefoni/it-servicedesk
Daniel can help you with questions concerning your course webpage.


Register students’ grades

Reporting Grades – A very important thing to get right
It is essential that all Course Coordinators report the grades for their respective courses. Instructions for reporting grades can be found at http://internt.geovetenskaper.se/internt2/utbildning along with other useful instructions for teachers responsible for courses (This page is currently being updated by geo admin and information regarding Ladok is to be added). PLEASE NOTE: You can only access this page on geo interna sidor if you are connected via ethernet cable.

There are 2 ways to report grades:

  1. Via the ‘Progress’ function in Studentportalen:
    1. This function is connected to the different credit divisions on your course. For example 2hp for active participation can be approved by Course Coordinators either pass (G) or Fail (U), and 3hp for written examination, which a grade 3, 4, 5 must be entered by the examiner. If you have connected your credit modules (assignments) to the progress function then these should update the progress function automatically once you enter the grades.
    2. Once you have updated the progress function, you select ‘report results list’ and this will report the grades to administration (who will then forward them to the examiner). See below:

    1. Choose the examination you wish to report and then select all students using the tick box (note that for graded assignments, you must manually enter the grades). Then ’save’ your results and click ’mark as ready’. Now your results will be reported. It would be a good idea to check Ladok to ensure they have been processed.
    2. After all credits have been passed then you must report the grade for the whole course (however, the SP function does not allow you to report the grade for the entire course directly to the examiner and this can be done directly through Ladok. Hence, you must notify the examiner).

 

  1. In Ladok:
    1. You can enter grades directly for each credit module, which sends notification directly to the examiner.
    2. Final course grades can be reported here by transferring the grade from the graded assignment to the course grade.
    3. You must be authorised on Ladok to access these functions – you can do this by: 1) Go to medarbetarportalen 2) Click ‘teaching’ > ‘Student administration’ > ‘Studieadministrativa system’ > ‘Ladok’. 3) On the Ladok page follow the link that says ‘apply for access’. 4) Use your login credentials to submit behörighetshantering.

Jenny Thor is responsible for administration of grades for CEMUS courses and can be contacted at jenny.thor@geo.uu.se


Fika and social eating

Since we are a public authority, paid by taxpayers’ money, we can’t offer our students fika. If you want to have some social activity with your students, we recommend that you do it as a potluck (knytis).


The end! Happy course coordinating!