eISP - Electronic individual study plans

Regardless of your role – contact your departmental administrator.

Doctoral student

You do not have a Swedish personal identity number registered in Ladok. You either need to activate your student LiU account or request that your Swedish personal identity number be added to Ladok. After that, you will be able to log in to eISP.

1. Doctoral students who have an R or T number in Ladok – and who will not receive a Swedish personal identity number for some time but need to start their ISP: The doctoral student contacts Infocenter (via Liudesk / by visiting in person – bring your passport and R or T number) and asks for help activating their student LiU ID. After activation, they can log in to Ladok and eISP.
2. If the doctoral student has received a Swedish personal identity number, but it has not been updated in Ladok:
   The admissions officer/doctoral studies administrator submits a case in the Service Web to Support Ladok/Exam requesting the change to the Swedish personal identity number for the doctoral student, and attaches:

• A current population registration certificate
• A copy of the passport
• A registration certificate from Ladok (showing the T number)

Once the change has been made in Ladok, inform the doctoral student, who can then log in to Ladok and eISP.

If the doctoral student wishes to make the change themselves, there is a dedicated entry point in the Service Web via https://liudesk.liu.se/tas/public/ssp/ under:
“Education administration > Ladok > Change to Swedish Personal Number”

Supervisor

You are missing a LiU ID, Ladok authorisation, or you have not been added to the system.

Workflow

When the doctoral student and the supervisor work together to complete the ISP before it is ready for approval. During this stage, only the Save button should be used.

Approval flow

When the doctoral student and the supervisor have finished the content of the ISP and want to submit it for approval. Only then does the doctoral student click ‘Approve and forward’.

The main difference in how they function is that in the workflow stage, the doctoral student and the supervisor can both access the ISP at the same time (although only one person can edit at a time — remember to save when switching). As soon as you enter the approval flow, this possibility ends, and the ISP can only be edited by the role currently holding it. This means it will require a lot of back‑and‑forth sending if the content has not been fully completed beforehand.”

When the study plans have one of the following statuses — Created, Waiting for supervisor, or Waiting for doctoral student — the study plan is updated with information from Ladok. For the information to be transferred into the study plan, the plan must be refreshed, meaning that either the supervisor or the doctoral student must open the study plan by clicking Select Action – Edit.

Apart from the fields for email, phone number, and home address, the fields retrieved from Ladok are locked for editing. Use the comments field if you need to add or clarify information.

1. The assistant supervisor belongs to another department — the principal supervisor must filter by the correct department to display the name.
2. The assistant supervisor is not registered as a supervisor in eISP:

• The departmental administrator adds the role if the supervisor belongs to the department (Administration → Users).*
• The departmental administrator checks Report 3 for all individuals registered in the system — if the assistant supervisor is not listed under the supervisor role, contact the relevant departmental administrator and request that the person be added to eISP (alternatively, contact eISP centrally).

* The person must already have a LiU ID, etc., as described in the instructions.

Search help

• Use the complete personal identity number (1967XXXX-XXXX) when searching.
• If you are unsure of the person’s name, use an asterisk * in the search. Search for the part of the name you are certain about and place an asterisk * both before and after it.
• The doctoral student must be registered for the semester.
• Spelling of the name — use only the first letters; the search usually works then. Still not finding the person? The given name used in everyday life may differ from the first name listed in Ladok, in which case the person will not appear. Example: A doctoral student known as Johan Karlsson may be listed in Ladok as Lars Johan Karlsson, so the search string must begin with Lars.
• The admission date has not yet passed — the ISP cannot be started before that date.
• ‘I don’t see any doctoral students when I log in’ — the principal supervisor must create the first ISP for the doctoral student for the student to become visible.”

Some fields are locked to the principal supervisor:

• Achieved percentage
• Planned funding
• Fixed resources
• Forms of supervision
• Assistant supervisor (must match Ladok)
• Distribution of supervision
• Deviations from the ISP (should be completed by the principal supervisor)

If you, as the principal supervisor, have several roles in the system (e.g., FUS, subject representative, or approver), you will be logged in with the ‘highest’ role.

To work with your doctoral students in your supervisor role, switch roles in the menu on the left.