Terms and conditions of admissions to the AGH Doctoral School for the academic year 2020/2021

§1 General provisions

1. Admissions to the AGH Doctoral School hereinafter referred to as the School, are open twice a year, in two periods: summer period (main admissions) and winter period (extra admissions).


2. The main admissions period starts on 6 July 2020 and lasts to 30 September 2020.


3. The extra admissions period starts on 7 January 2021 and lasts to 28 February 2021.


4. The detailed School Admissions Calendars for the admissions periods mentioned in (2) and (3) are announced by the Director of the School, not later than two weeks prior to the planned admissions period starting date.


5. The extra admissions shall take place only if funding for the studies in the School is secured from a source other than the subsidy of the Ministry of Science and Higher Education (MNiSW).


6. Admissions to the School are awarded on a competitive basis.


7. The candidate qualification procedure is conducted separately for each of the AGH UST basic units, in which the research work on particular research topics will be conducted, hereinafter referred to as the units.


8. The School’s admission limits and the list of disciplines available to applicants are announced by the Vice-Rector for Science, subject to consultation with the units submitting research topics.


9. Admission limits, mentioned in (8) are set separately for studies funded from the subsidy and other sources in every discipline within the units.


10. Funding from sources other than the subsidy must secure a scholarship for candidates in an amount at least as high as specified in Section 209 of the Higher Education and Science Law Act of 20 July 2018 (Dz. U. [Journal of Laws] from 2018, item 1668, as amended), hereinafter referred to as the Act, for four years.

§2 Submission of research topics

1. Research topics can be submitted by persons authorized to exercise scientific supervision over candidates’ work toward a doctoral dissertation in accordance with the provisions of Section 190 of the Act.


2. Research topics shall be submitted subject to the approval of the head of the unit in which doctorate will be undertaken. By issuing the approval, the head of the unit acknowledges that the unit has sufficient resources required for the successful delivery of the doctoral dissertation.


3. Research topic submission should contain:

a) title of the research topic in Polish and English,

b) academic title and/or degree and full name(s) of supervisor(s),

c) academic degree, full name of auxiliary supervisor, if the function has been provided for the purpose of pursuing the research topic,

d) name of the scientific discipline(s) (including the leading discipline), in which the research topic will be undertaken,

e) name of the unit where the research topic will be pursued,

f) number of places,

g) description of the research topic in English,

h) information in English on scientific resources provided by the unit, which can be used for the purpose of the research project to be undertaken,

i) information on funding source for the education in the School.

4. The research topics, after the approval of the Director of the School, shall be published on the School’s website not later than 14 days prior to the candidate registration closure.


§3 Competition procedure

1.Doctoral School candidates shall submit the following documents by the deadline set out in the Admissions Calendar:

a) registration form (including a declaration of the research topic to be pursued),

b) personal data form,

c) resume,

d) official copy of higher education graduation certificate,

e) diploma supplement or another approved document confirming graduation,

f) certificate of grade point average of a study program graduation from which makes the candidate eligible to start education in a doctoral school (it is not required if such information is stated in the diploma supplement),

g) written scientific supervision consent of the prospective supervisor,

h) list of achievements with supporting documents,

i) personal data processing consent,

j) statement on not having a doctoral degree and on not being employed as an academic teacher or researcher at the time of enrollment,

k) statement on the completed period of education in doctoral schools and on the period of receiving the doctoral scholarship.

2. Candidates who have obtained a degree outside of Poland must additionally submit a certified translation of the graduation certificate and diploma supplement. The graduation certificate obtained outside of Poland shall be submitted with legalization or apostille.


3. Candidates who obtained a graduation certificate in a country that is neither a member of EU nor member-state of the European Free Trade Association (EFTA) must additionally submit a document issued by the Polish National Agency for Academic Exchange (NAWA) confirming recognition of their academic qualification awarded abroad.


4. Candidates will take a qualifying examination in the scope of the leading discipline within which the doctoral dissertation will be delivered. The subject area covered by the examination includes problems and issues connected with the leading discipline declared by each candidate. The scope of research problems related to particular disciplines is published on the School’s website. As one of its parts, the examination includes few-minutes long personal presentation which will allow for the assessment of the candidate’s profile with special emphasis on the candidate’s research activity to date, i.e. the completed diploma research project, motivation and suitability for the successful delivery of the intended doctoral dissertation. Candidates can decide to take the examination in Polish or in English.


5. Candidates are permitted to take the examination referred to in (4) providing they have met all the formal requirements.


6. Each Candidate is required to sit a B2 English competence test. Candidates holding language certificates may apply for the said certificate to be credited towards the English language competence test. Decisions regarding exemption from the language test on the basis of an external certificate and the grade awarded will be taken by the English Language Examination Board. The list of the certificates allowing for exemption from the language test is given in appendix 1 to this Resolution.


7. Failure in sitting the examination referred to in (4) or (6) is understood as candidate’s withdrawal from the School's admission procedure.


8. The examination referred to in (4) is conducted by the Examination Board appointed by the Doctoral School Director subject to consent from heads of the units open for admission. The Examination Board consists of 4-6 members. The examination shall take place when at least three members of the Examination Board are present. When the candidate’s prospective supervisor is a member of the Examination Board, they must not participate in the examination of the candidate.


9. The examinations referred to in (4) and (6) are closed for the public, which means that only the members of the Examination Board, the Candidate, the Director and the Deputy Director of the School are permitted in the examination room.


10. The ranking lists of prospective candidates, separate for individual units, shall be drawn up by the Doctoral School Director on the basis of the admission index. If a particular unit accepts candidates for several disciplines, rankings will be drawn up separately for each discipline, and the division of research topics funded from the subsidy and from other sources shall be indicated.


11. To be considered for admission to the School, Candidates need to obtain positive marks from both the qualifying examination in the scope of the leading discipline and the English language competence test.


12. The admission index is calculated according to the following formula:


Wr=wsr*Ośr+wos*Oos+wek*Oek+ wej*Oej



wsr = 5 – weighting carried by grade for the higher education study programme which makes the candidate eligible to start education in a doctoral school,

wos = 4 – weighting carried by the grade awarded for the Candidate’s scientific achievements to date,

wek = 8 – weighting carried by the grade awarded for the qualifying examination in the leading discipline,

wej = 3 – weighting carried by the grade awarded for the English language competence test,

Ośr – GPA for the Candidate’s higher education study programme which entitles the candidate to start education in a doctoral school, calculated in accordance with the Study Regulations at the issuing institution (if GPA is not based on a 2-5 scale, it must be converted to a 2-5 scale, if such conversion is not possible a value of 3.0 should be used in place of the GPA),

Oos – grade awarded for the Candidate’s scientific achievements to date, determined by the Examination Board for the leading discipline based on a review of supporting documents submitted by the Candidate on a scale 2-5,

Oek – grade awarded for the qualifying examination in the Candidate’s leading discipline on a 2-5 scale,

Oej – English language competence test grade on a 2-5 scale.

Appendix 1 - List of language certificates


13. Candidates may be enrolled in the School only if their admission index is minimum 70 out of 100.


§4 Enrollment of doctoral candidates

1. Candidate is enrolled in the School, based on the ranking, provided the Candidate has met all formal requirements, subject to admission limits prescribed for particular units. Candidates who have failed the qualifying examination in the leading discipline will not be enrolled in the Doctoral School. Candidates who have passed the qualifying exam in the leading discipline and whose admission index is at least 70 points, but were not enrolled in the Doctoral School due to lack of available places within the admission limit offered by the unit they have applied to, will be entered on a waiting list. Waiting lists are created based on rankings for each unit or discipline (if applicable), separately for research topics funded from the subsidy and other sources.


2. If more than one candidate qualifying for the Doctoral School has applied for a particular research topic, the topic will be awarded to the candidate with the highest place in the ranking of all persons seeking the same topic. Other qualifying candidates who have sought the same topic may be admitted to the School provided they submit a consent related to an alternative topic within the same discipline, to be pursued at the same unit unless that other topic has been awarded to another candidate in accordance with Par. 3(1) (g) within the deadline provided for in the Admissions Calendar.


3. Qualifying candidates will be enrolled as doctoral students on submission of the enrolment form within the deadline set out in the Admissions Calendar. Failure to submit the enrolment form will mean that the Candidate has not undertaken studies at the Doctoral School. For candidates who are not Polish citizens, an administrative decision on enrollment in the School will be issued.


4. If any qualifying candidates do not undertake studies at the School, places that have opened up in this way may be taken up by candidates from the respective waiting lists, in order of appearance on the said lists.


5. If admissions to a given unit are conducted for more than one discipline, places that have not been taken up in one discipline can be transferred to another discipline open for admissions at the same unit to increase the admission limits for that other discipline. The Director of the School transfers the places between disciplines within a particular unit subject to the consent of the head of the unit.


6. For candidates who were not enrolled in the School, administrative decisions on enrollment refusal shall be issued. Candidates may file a motion to the Rector to have their case considered again.


§5 International admissions

1. Candidates to the School who are not Polish citizens and who have satisfied official requirements regarding education as set out in Section 326 of the Act will be admitted in accordance with the admission procedure stated in Paragraph 3 and 4.


2. Foreign candidates may be admitted to the School based on Section 323 (1) and (2) of the Act with exemption from the examinations, providing that the contract referred to in Section 323 (1) and (2) assumes the admission procedure will be conducted at the foreign entity. The candidates are enrolled regardless of the limits and rankings referred to in Par. 1, 3 and 4.


§6 Non-standard admissions

Candidates to the School who do not hold the degree of magister, magister inżynier or equivalent, applying for admission to the School under Section 186 (2) of the Act may seek admission provided they have obtained a positive opinion from the Doctoral School Board acknowledging the person’s outstanding academic achievement.


§7 Recruitment fee

1.The fee for the proceedings related to admission to the School, further referred to as the recruitment fee, is set out to be 100 PLN.


2. The recruitment fee in the amount stated in (1) shall be paid by the candidate either via the fast electronic payment system eCard or via a bank transfer to the AGH University of Science and Technology account (account no. 96124047221111000048582922), after correctly filling in the application form in the online admission system e-Rekrutacja. Candidates shall enter the code given in the online admission system e-Rekrutacja as the transfer title.


3. The recruitment fee must be paid by the day of document submission to the School. The payment date is the date of crediting of the eCard account (for the fast electronic payment system) or the crediting date of the AGH UST bank account referred to in (2).


4. The recruitment fee is not refundable.