FAQ

Membership

To become a member at Medicinska Föreningen you’re required to be registered as a student for the current semester at Karolinska Institutet. To become a supporting member that isn’t required.

If you are interested in MF’s activities but are not a student at KI, you can become a supporting member of the student union. As a supporting member you won’t get the Mecenat card or have access to SSSB, and it doesn’t give you any democratic rights in MF. However, as a supporting member you can partake in all of MF’s activities that are not directly meant for active students only.

The membership fee for supporting membership is 100 SEK for one semester or 200 SEK for two semesters. You can easily become a supporting member of MF via the member portal or at one of our student union service desks.

Regulations for supporting membership in Medicinska Föreningen (in Swedish)

If you are or will be registered in LADOK:
We receive information from LADOK about registered PhD students, and will send you an invoice as soon as we’ve received information about your registration, so that you can pay the membership fee. Are you a newly accepted PhD and not yet registered in LADOK? Send us a copy of your admission letter to [email protected], or come to one of our student union service desks with it. We will also need some contact information: Your full name, personal identity number, address and email address so that we can register you as a member.

If you’re not and will not be registered in LADOK, see the answer to the question below. 

What we need from you in order to register you as a member is, first of all, a valid certificate that states that you are a student at KI during this semester. This can be a document signed by a supervisor or Professor at KI. This way we will know that you belong to KI! You can use the certificate template below. We also need the following information from you:

  • Full name
  • Swedish personal identity number (YYMMDD-XXXX) If you don’t have a Swedish personal identity number we need to know your birth date.
  • Address where you want the Mecenat card to be sent
  • E-mail address (preferably your KI email if you have one).

You can email the certificate and your contact information to us at [email protected] or come and visit one of our student union service desks. After that you can pay the membership fee, either via an invoice we’ll send you, or directly at the service desk! Remember that you’ll have to present us with a new certificate each semester to continue your membership!

Certificate of studies at Karolinska Institutet

Yes you can! As a pre-PhD student or research assistant you can become an intertriginous member. Since you’re not registered in LADOK, we need to register you manually in our member system. What we need from you in order to do so is a valid certificate that states that you are a student at KI during this semester, preparing for admission to doctoral studies. We also need the contact information stated under the previous question: “I am not and will not become registered in LADOK, but study at KI – How can I become a member of MF?” Under that question you can also find a certificate form. Remember that you’ll have to present us with a new certificate each semester to continue your membership!

As an intertriginous member you don’t have the possibility to vote in certain MF elections and can not apply for certain positions within the student union. You can read more about the limitations connected with the intertriginous membership here: Regulations for intertriginous membership in Medicinska Föreningen (in Swedish)

No, since July 1st 2010, it is no longer compulsory for students at universities and colleges to be members of a Student Association. But Medicinska Föreningen has stayed active and thriving and if you want to participate in the student influence MF carries and all the MF benefits, you’re welcome to join our student union!  

Your membership is always valid for one semester at a time. You’ll always see what semester you pay for on the invoice/in the member portal. The membership is valid from the day Medicinska Föreningen receives your payment and the necessary information about your registration at KI until the current semester has ended. The membership for the spring semester is valid until the 30th of September and the autumn semester until the 28th of February (29th in case of leap year).

 

If you’ve paid for two semester and are registered in LADOK, your membership will get updated automatically in the beginning of the next semester. 

 

A membership expires when the period it is valid for comes to an end, presuming the member doesn’t have a membership in any other category of membership and that the membership hasn’t been prolonged.

A member has the right to resign his membership at any time. To do this, a written notice of resignation must be sent to MF. Any paid fees will not be refunded.

If a student member is expelled from his education at Karolinska Institutet his MF membership is also discontinued, presuming he doesn’t have a membership in any other category of membership. Student members that are suspended from KI are suspended for the same amount of time from MF. Any paid fees will not be refunded. Supportive members, permanent members, honorary members and elected members can be expelled by decision of MF:s disciplinary committee. Any paid fees will not be refunded.

 

Membership fee/payment

The membership fee for student members (“regular” members) are 195 SEK/semester or 370 SEK/year.

Different ways to become a member:

1) We automatically send an electronic membership invoice to your KI email address or another email address that’s registered for you, once we have received information from LADOK about your registration at KI. In the email you will find information about how to pay the membership fee and become a member of Medicinska Föreningen.

2) Once you’re able to log in at LADOK, you will also be able to log in to our member portal using your KI student username and password, the same ones you use for your KI student email account. There you can pay the fee with credit card or find the OCR-number and pay to our bankgiro.

3) You can visit our student union service desks in Solna or Flemingsberg and pay the fee directly with card or cash.

Usually it’s because our system hasn’t gotten the latest information from LADOK yet, stating that you’re registered as a student at KI. When you have made the LADOK-registration for your course or your programme, KI sends us your information. It usually takes no more than a few days. If more than a week has passed since your registration and you still cannot pay through the member portal you’d better check with the administrational staff at your department that you’re actually updated correctly in LADOK. Then you can contact us at [email protected]!

We e-mail invoices to all students registered at Karolinska Institutet the current semester and to everybody who were MF-members the previous semester. If you are a newly accepted student, you can’t become a member before you have started your studies, since you aren’t registered in the student database (LADOK) before that. It can take up to a week after your registration in LADOK before we receive the information to our member registry. If you haven’t received the invoice although you have been registered for more than a week in LADOK, the problem might be that we don’t have a valid email address for you. Please contact [email protected] and ask for an invoice or pay via the member portal.

It may take a few days before the payment is registered in our database, so if you paid very recently it may not be visible yet. Wait a few days and check again. If the payment is still not registered, it’s usually because you entered the incorrect OCR number or paid for the wrong semester. Check this at the Member Portal and if the problem remains, contact us

 

If there are several invoices for the same semester, it might be because you accidentally created a new invoice, although there already was an invoice created for you for this semester. It’s okay, as long as you pay one of them you’ll be registered as a member, and can ignore the extra invoice(s)!

No problem! You can pay with credit card at the member portal or through bankgiro if you have a Swedish bank account. Otherwise you can pay via IBAN/BIC. Contact us and we’ll help you with the payment. 

Since the autumn semester of 2010 it is optional for university students to be members of a student association as Medicinska Föreningen. You can therefore pay the membership fee whenever you want, but you are not a member until you have done it.

If your name is misspelled, you should contact KI/LADOK and ask them to change it there. You can send an email to [email protected]. They will then inform us about the correction.

If you aren’t a student anymore, or don’t want to be a member, you can just ignore the invoice! You don’t have to do anything. If you want to remain a member even though you won’t be studying this semester, you can become a supporting member.

According to the statutes, you become a member when you pay your membership fee. Once you do, you have approved the terms of membership according to the statutes. It is impossible to regret it because of the fact that you have entered into a civil-law agreement where the statutes are the terms of the agreement. The statutes are refered to on the member portal page to become a member under “Payment conditions“. However, it is free to leave whenever you want. It is clear about this and it is clear from the statutes that membership fees are not paid back. The Consumer Act, the Consumer Services Act or the Distance Contract Act do not apply to membership and can not be undone under any of the laws.

The Mecenat card

If you’re registered in LADOK for the current semester, a digital Mecenat card will be issued to you automatically, when you’re a KI-student. If you’re not registered in LADOK you’ll need to be a student union member (and thereby get registered as a student manually) to get the Mecenat card.

When you’re MF-member you get a MF-logo on your Mecenat card, not only the KI-logo. 

Keep in mind that it takes about two or three weeks after your payment has been registered in our system before your new card arrives. If you’re not a MF member (but registered in LADOK) you’ll only get the digital version of the card from KI. MF members also get the physical card. 

  • You can check the status of your card on Mecenat’s help page by searching with the personal number that your membership is registered with. If your card can’t be found on the Mecenat help page, it’s usually because you haven’t been registered as a member since we have no information about your course registration. The Mecenat card is only ordered for students/PhD students registered at KI for the current semester. Check that you have been registered in LADOK or email the administrator at your course or institution.*
  • Double check what address you have in LADOK. If your address is missing or wrong, the card can’t be delivered correctly. You can also log in at the MF member portal and make sure that we have the right address. If you have given us another address than the one stated in LADOK, the address we have will be the dominant one. You can update your contact information yourself both at LADOK and at the member portal.

*If you study at KI, but aren’t registered in LADOK, you need to provide us with a certificate of your current studies, if you want to become/stay a member. This needs to be done each semester in order to stay registered as a member of MF. 

A few days after we’ve ordered your card you’ll receive an email from Mecenat so that you know that your card is on its way. (Note that the email might end up in the spam folder!) In the email you’ll find a link that’ll help you create an account on Mecenat and start using your discounts right away. That way you’ll have a digital version of the Mecenat/MF card right in your phone! Mecenat – create account from email

If you’ve used the Mecenat app before, you can easily just log in with your old username and password. Does the app not show the latest version of your card? Some phones use cashe:ad data, then you sometimes need to log out and log back in again in order for the card to get updated.

To get the SL logo on your card your student activity for the current semester needs to be at least 75 % during 20 weeks or 100 % during 15 weeks. At the Swedish universities this equals to 22,5 hp/semester. Mecenat receives information automatically from KI/LADOK about registered students and their activity for the current semester, so it’s not decided by Medicinska Föreningen who gets the SL logo. Read more on Mecenat and SL.

If you think that you’re entitled to the SL logo although you haven’t got it on your card, double check that your activity is correctly registered in LADOK. Then contact KI:s administration: [email protected]

Are you a PhD student?

For PhD students the student activity is registered in LADOK afterwards, so Mecenat won’t be able to see beforehand what the activity of your doctoral studies is going to be for the current semester. To get the SL logo on your Mecenat card as a PhD student, the following is required:

If it’s your first semester registered as a PhD student:
– You need to be registered in LADOK for the current semester. You’ll have to prove your activity directly to Mecenat in order to get the SL logo on your student card.

If you have been registered as a PhD student before:
– You need to be registered in LADOK for the current semester and your activity for the last semester needs to have been at least 75 %. In that case you‘ll automatically get the SL logo on your Mecenat card.
– If your activity for the last semester is less than 75 %, you need to prove your activity for this semester directly to Mecenat in order to get the SL logo on your student card.

The administrator on your institution can help you with a certificate that shows your planned activity for this semester.

If your name is misspelled/wrong or the personal number is incorrect on your card, you should primarily contact KI to get it changed in LADOK, since MF’s member register is updated from there. You can contact them via this email address: [email protected].

If your Mecenat card is lost/stolen and you need a new one

Order a new card from Mecenat for free. Unfortunately this service is only available in Swedish, but don’t despair! Just follow these instructions:
Go to Mecenat’s help page -> Go to “Mitt kort/mitt konto” hos Mecenat registered on and press ”Sök” -> Select the Medicinska Föreningen card and press ”Beställ dubblettkort” -> Choose “Ordinarie” -> Choose “Borttappat Mecenatkort (eller avmagnetiserat)” -> Enter the personal number that is registered with your membership and press ”Sök” -> Select the Medicinska Föreningen card and press ”Beställ dubblettkort” -> Choose “Ordinarie”

If your card didn’t reach you, because Mecenat didn’t have the correct/updated address for you when your original card was sent to print

…and you’re registered in LADOK for the current semester:

  1. Go to www.student.ladok.se
  2. Choose Karolinska Institutet
  3. Log in with your KI student account
  4. Go to “my pages” and update your address
  5. Wait two days (so that LADOK has the time to send the information about your new address to Mecenat)
  6. Order a new card from Mecenat, as described above. 

… and you’re not registered in LADOK for the current semester

  1. Email [email protected] and tell us your (new) address.
  2. Wait two days after you’ve received a confirmation from us saying that we have gotten your email  (so that we have the time to send the information about your new address to Mecenat)

Order a new card from Mecenat, as described above. 

The Mecenat card is always valid for just one semester at a time. As soon as you’re registered in LADOK for the next semester a new card will be ordered for you automatically!

SSSB

1) Double check in the member portal that you really paid the membership fee for the current semester. (Remember that it can take a couple of days before the payment has been registered and then an additional couple of days before it’s noted at SSSB)

2) Make sure you have stated your full Swedish personal identity number* at both SSSB and MF and that you are using the same e-mail address both at MF and SSSB (if you don’t have a Swedish personal identity number, they will connect your membership to the email address).


3) If the problem remains – contact our administrator at [email protected].

*If you only just received your Swedish personal identity number please scan or take a photo of the population registration certificate document (personbevis)  from Skatteverket and email it to: [email protected]. Also send it to KI/Ladok: [email protected]. If you don’t have the document you can order it from Skatteverket
Then send a email to MF [email protected] and tell us that this is done. This way all your profiles will stay connected.

If you’ve been a member before, your renewed membership will be updated on your pages after the previous one expires. This way your membership for the autumn semester will be visible after the last of September and the membership for the spring semester after the last of February.  Read more on SSSB’s common questions and answers.

Rent the student union house Kårhuset, Nobelsväg 10

Yes, here  you can see the availability of Aulan, Pub & gasque and Klubbvåningen.

Student associations means that you belong to a college/university student union (eg KTH, SU, etc)

Internal renter means that you belong to a section, union committee or societies within MF.

Member means that you meet the membership requirements and have paid the membership fee. You can read more about this here.

External renter means that none of the above agrees with you.

You can fins more information here.

You can fill out a booking request here. Fill out the form as fully as you can. You can also add questions and thoughts to the premises manager in the form!

When booking, you will receive documents and regulations with comprehensive information on how a rental usually works and what you need to keep in mind.

The premises manager usually replies within a week.

Once you have booked and the premises manager has confirmed this, you will set a date for contract signing that will take place on Nobelsväg 10, Solna. The person with ultimate responsibility must sign the contract.

Unfortunately, the premises manager does not have the opportunity to meet up elsewhere and sign the contract. It is also not possible to submit the contract by email, the contract signing must be done in physical form. (Exception currently based on covid-19 guidelines)

More information can be found here!

Prices for renting the premises can be found here. Then there may be additional costs for the house manager, guards, beverages and such. This is clarified in the contract as well as when and how to pay.

More information about this can be found in the regulations and information documents for different renters here.

Medicinska Föreningen has a serving license, which allows you to serve alcohol at your event.

Once you have booked, you will receive a beverage order list from the premises manager. It must be submitted by the date stated in the contract. More information on alcohol policy and such can be found here.

You will find regulations and information documents for your category of renter here.

The premises manager will also send the documents that you need to read through. You will also go through these together during the contract signing.

Mf pub is free for the renter and means that there are MF students working at the bar and the beverages are from our standard selection.

It is important, however, that as long as the bar is open, there must be access to food for the guests. This is the renters, not MF’s, responsibility to provide for.

More information can be found in the regulations and the information documents here.

A house manager is an extension of MF and has ultimate serving responsibility and responsibility for the house. HA can shut down the event if they see violation of fire and order regulations and such.

You can find more about HA in the information documents and regulations here.

You can find information about this in the information documents here.

Yes, we have both sound and lighting system and the cost for these is included in the rent!

You can find more information here.

You can read more about this in the information documents for renters here. It is important that you look at the document that apply to you, depending on whether you are an external renter, internal renter, student association or member. You can find the difference between these categories above.

The tables are 180 x 80 cm and they usually seats 6 people at a table. In total there are 40 tables.

You can find the cancellation policy for each renter category in the information documents here.

You can find more information in the information documents here.

External renters must have a MF pub if their guests will be able to buy alcohol at the bar unfortunately.
You can rean more about MF pub above and in the information document here.

Information about guards can be found in the information document here. Don’t forget to look at the one that applies to you.

The last guest must have left by 3 am at the latest. The bar must be closed well in advance of this, at least half an hour before.

More information can be found in the information document here.

Information about cleaning and such can be found here and in the information document here.

Within 45 days of your event the invoice and deposit will come from MF.

More information can be found in the information documents here.

The house manager will inspect your cleaning after the event and fill out an inspection report that is submitted to the premises manager. HA can thus approve your cleaning but the premises manager can also add fines if the cleaning is inadequate (eg decorations left on walls, bar floor dirty, etc.)

You can find more information in the regulation and documents here.

Contact the premises manager at [email protected] and ask if they have found or received anything or come in during reception desk hours and ask.

If we find or get things like driving licenses, bank cards, etc. these are submitted to the police no longer than two weeks after the finding.

If the premises manager has no knowledge of your lost item, a tip is to contact the person responsible for the event.

Rent Solvik

There is a calendar here, where you can see when it is free.

Good to keep in mind is that a booking for a day can visually overlap with the next or previous booking in the calendar, due to that it extends over both days in the calendar. This phenomenon is built into Google Calendar. Solvik is not double booked.

Bra att tänka på är att en bokning för ett dygn kan visuellt överlappa med nästa eller föregående bokning i kalendern pg.a. att den sträcker sig över båda dagarna i kalendern. Detta fenomen är inbyggt i Google Calendar, Solvik är inte dubbelbokat.

You send a booking request to the premises manager by filling out the booking form which is available here.

Once you have booked and the premises manager has confirmed this, you will set a date for contract signing that will take place on Nobelsväg 10, Solna. The person responsible for the rental must be on the contract.

Unfortunately, the premises manager does not have the opportunity to meet up elsewhere and sign the contract. It is also not possible to submit the contract by email or such, the contract signing must be done in physical form. (Exception currently based on covid-19 guidelines)

More information can be found here.

Prices can be found here.

You can find information about bedding and things that are in place in the welcome letter here.

If you cancel 28 days before your rental, you do not have to pay anything. Less thank 28 days but more than 14 days before you have to pay half the rent. If you cancel less than 14 days in advance you will need to pay the full rental cost.

There are clear guidelines on how to clean and the fine if you fail to clean something. You can find them here.

Take photos when you come to Solvik and after you have cleaned, in case of disagreement.

All the regulations that you need can be found here. There are regulations about fire protection, order and other that are important that you follow.

Within 30 days you will receive the invoice/deposit back.

If you have been fined, you will find out through the inspection report that the premises manager forwards to you. Fines along with the used wood are then deducted from your deposit.

Booking rooms at student union house Solna and Kårridoren Flemingsberg

Det är bara medlemmar i Medicinska Föreningen som kan boka dessa interna lokaler i kårhuset Solna och Kårridoren Flemingsberg.

För mer info om hur du blir medlem hittar du här.
För mer info om lokalerna och hur du går till väga hittar du här.

Är du intresserad av att hyra de externa lokalerna så som Aulan, Pub & Gasquen eller Klubbvåningen för något event eller liknande? Då hittar du info här!

Du har väl inte missat att vi har en underbar stuga ute på Ingarö som heter Solvik? Mer info om den och hur du hyr hittar du här.

This applies to the rooms that are not rented to the public and which are for members only!

More detailed information about the premises in the student union house in Solna and “Kårridoren” Flemingsberg can be found here.

That’s right! As a member you can book projector, camera and speakers at MF.

You can find more information about this här.

To be able to book the internal premises at MF you must be a member and have an MF email.

You will find more information about this here.
You will find more information about how to become a member here.

Each room/equipment has its own calendar and by importing the ones you use most you can see how the availability of each room/equipment looks.

You can find more information here!

You need to be logged in to your MF email to book. Then you can book directly in the Outlook app or via Outlook on the web.

You can find more information here! There are also quick reference guides and video guides to make it as easy as possible for you to book!

You need card access and in some cases you need to contact the premises manager. Here you can find information about each room and equipment.

To obtain card access, fill out this form and leave it in the reception in the student union house in Solna or reception in  “Kårridoren” Flemingsberg. Don’t forget to read the regulations that are there before you sign!

To obtain card access, fill out this form and leave it in the reception in the student union house in Solna or reception in  “Kårridoren” Flemingsberg. Don’t forget to read the regulations that are there before you sign!

Yes, you can get card access to both student union house in Solna and “Kårridoren” Flemingsberg! You just need to be a member of MF. You can read about becoming a member here.

More information about card access can be found here.

Other questions

Yes, you should! Especially if you want the Mecenat card to be sent to you!

1) You need to make an address change at Svensk adressändring.

2) Also make sure that you have the correct address registered in LADOK.

3) Also double check that we have the correct address in our member portal. We automatically receive information from Ladok about your address, so the best thing to do is to just remove any other addresses registered there, so that we only have the address from Ladok.

4) Don’t forget to also update your address on your pages at SSSB, if you’re in their housing queue.

MF no longer distribute any of KI’s parking permits. The few parking spaces we have outside the student union house at Campus Solna are for MF staff only. Parking permits for students can be applied for at  Odontologiska Föreningen (OF).

Other than that we refer to the parking spaces administrated by Akademiska Hus in Solna
https://www.akademiskahus.se/ditt-campus/stockholm/campus-solna/parkering/
and Flemingsberg https://www.akademiskahus.se/ditt-campus/stockholm/universitetsomradet-i-flemingsberg/  

Here you can find information about how we handle your personal information (unfortunately only available in Swedish at the moment):
Information till personer registrerade i Medicinska Föreningens i Stockholm medlemsregister

Come to the student union service desk or send an email to [email protected]! The staff will help you look through “lost and found”. If we don’t find what you’re looking for there, we recommend you to contact the leaders/hosts of the event you attended when you lost the object.