Guidelines for processing police certificate cases at VID Specialized University
Pursuant to Section 12-2, first paragraph, of the Act relating to Universities and University Colleges, a police certificate is required for admission to studies where students come into contact with minors in connection with clinical teaching or practice. Furthermore, special rules regarding police certificates apply to certain types of professional practice, similarly for students participating in clinical teaching or practice, specifically when the student may come into contact with other vulnerable groups protected through professional legislation, cf. Section 5-4 of the Health and Care Services Act.
The purpose of the police certificate is to provide patients, users, kindergarten children, pupils, and other vulnerable groups with the same protection when in contact with students during practical periods or clinical teaching as they have when in contact with fully qualified professionals.
The University College may exclude a student from clinical teaching and practice if the student has been convicted or has accepted a fine for circumstances that make it indefensible for the student to participate in work with patients, users, kindergarten children, pupils, or others who are entitled to protection.
The paragraphs in the Penal Code that apply to education programmes requiring a police certificate in connection with admission are set out in Section 39, first paragraph, of Act 28 May 2010 No. 16 on the processing of information in the police and prosecuting authority (Police Register Act).
1. Study programmes covered by the requirement for a police certificate at VID Specialized University
Which courses are covered by the requirement for a police certificate is stated on the university college's website, and in the curriculum for each study programme. Upon offer of a study place, applicants shall be informed of the requirement for a police certificate, and upon acceptance of the study offer, they shall both confirm that they are aware of the regulations regarding police certificates, and that they will submit it by the deadline, cf. § 6-1, first and second paragraphs of regulation 28 June 2024 to the university and university college act (the university and university college regulation).
2. Time of submission of police certificate
Applicants who are offered a study place on programmes that require a police certificate must send the police certificate to the university college no later than three weeks after accepting the study place, cf. Section 6-2 of the Universities and University Colleges Regulations.
Students submit the police certificate by uploading it digitally via the university college's online form. If the student has a paper copy of the police certificate, it can alternatively be submitted on campus at the start of the study period or sent to the university college's postal address and postmarked by the same deadline as mentioned above.
Students who do not submit a police certificate by the set deadlines are not entitled to participate in clinical teaching or practical training, cf. Section 6-3 of the Universities and University Colleges Regulations, and may lose their right to study, cf. Section 5-2 (5) of the Regulations of 4 June 2024 on degrees, admission, studies and examinations at VID Specialized University.
The submitted police certificate must not be older than three months, cf. Section 6-2 of the Universities and University Colleges Regulations, and it must only be used for the purpose for which it was issued.
The police certificate will be shredded/deleted by the Study Section after it has been registered in the Joint Student System (FS).
3. Division of labour for initial processing of police certificates with remarks
The Studies Department receives the police certificate, informs the applicant/student about the further case process, and transfers the case to the relevant faculty.
As a general rule, the faculty summons the student to a meeting (without undue delay). The faculty must inform the student about the documentation requirements. The student is given a deadline set by the faculty to obtain documentation relevant to the case.
Minutes from the meeting between the faculty and the student must be prepared. The student receives the minutes for comment; both the minutes and the student's comments are part of the documentation to be submitted to the committee for student affairs.
It is the student's responsibility to submit all documentation requested by the university college within the set deadline. The case will be sent to the committee regardless when the deadline expires.
The student is obliged to provide documentation regarding the circumstances underlying the remarks on the police certificate:
- Indictment (not public, the student must obtain it themselves)
- Charge (public document, but the student must obtain it themselves)
- Fine or judgment
- Statement from the student
- Certificates from employers
- Health information from a doctor if the student wishes to include this (confidential information)
- Police certificate (already submitted to the study place)
The Head of Studies for the relevant programme prepares an overview of the content and guidance in clinical teaching/practical studies, and a reasoned statement on whether the student should be excluded from participating in these after a conversation with the student has been held.
The faculty then submits the case to the university college's committee for student affairs as quickly as possible, including the faculty's own statement and recommendation.
As part of the case presentation to the committee for student affairs, a chronological timeline must be created, systematically showing when key events in the case occurred.
The student shall receive a copy of the faculty's statement to the committee with attachments, and a 14-day deadline to comment to the committee.
4. Processing in the university college's committee for student matters
Based on the submitted documentation, the Board for Student Affairs shall assess and make a decision as to whether considerations for patients, users, kindergarten children and pupils or other vulnerable groups should lead to the student being excluded from clinical teaching or practical studies.
The student has the right to comment before a decision is made in the case, cf. the Universities and University Colleges Regulations § 6-4, first paragraph. The Board may also summon the student to a meeting if it is necessary to obtain sufficient information about the case.
The student does not have the right to participate in clinical teaching or practice in the relevant programme of study until the Board has made a decision in the case.
5. Appeal against decision
The student may appeal the decision of the Student Affairs Committee to the Joint Appeals Committee.
6. Right to have legal expenses covered
Students with criminal record annotations on their police certificate are entitled to have reasonable and necessary expenses for assistance from a lawyer or other authorised representative covered, cf. the Universities and University Colleges Act § 12-9 first and second paragraphs and Prop. 126 L (2022–2023).