Terms and conditions of admissions to the AGH Doctoral School for the academic year 2021/2022
§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 7 July 2021 and lasts until 30 September 2021.
3. The extra admissions period starts on 7 January 2022 and lasts until 28 February 2022.
4. The detailed School Admissions Calendar for the admissions periods mentioned in (2) and (3) will be announced by the Director of the AGH Doctoral School, not later than two weeks prior to the planned admissions period starting date.
5. The extra admissions will take place only if funding for the studies provided by the School is secured from a source other than the subsidy granted by 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 organisational units, in which the research work on particular research topics will be conducted, hereinafter referred to as the units.
8. 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 equal to or higher than the amount set out in Art. 209 of the Higher Education and Science Law Act of 20 July 2018, hereinafter referred to as the Act, for a minimum period of three years.
§2 Submission of research topics
1. Research topics can be submitted by persons authorized to provide scientific supervision over candidates’ work towards a doctoral dissertation in accordance with the provisions of Art. 190 of the Act.
2. Research topics shall be submitted subject to approval from the head of the unit in which doctorate will be undertaken. By granting the approval, the head of the unit acknowledges that the unit has sufficient resources required for the implementation of the research project to be undertaken.
3. The following information must be provided with research topic submission:
a) title of the research topic in Polish and English,
b) academic title and/or degree and full name(s) of the supervisor(s),
c) academic degree and full name of assistant supervisor, if such function has been provided for for[GR1] 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 available places,
g) description of the research topic in English,
h) information in English on research resources provided by the unit, which can be used for the purpose of the research project to be undertaken,
i) information on the source of funding for the course of education at the School.
4. The research topics, approved by the School Director, shall be published on the School’s website not later than 14 days prior to the last day of the candidate registration period.
§3 Competition procedure
1. Doctoral School candidates shall submit, subject to deadlines set out in the Admissions Calendar, the following documents:
a) registration form (including declaration of the research topic to be pursued),
b) personal data form,
d) official copy of graduation certificate, and in the case of candidates expected to graduate from a second cycle programme or a long-cycle Master’s programme in 2021 who do not hold a graduation certificate, documents confirming their qualifications to undertake a course of education at a doctoral school,
e) diploma supplement or another approved document confirming graduation,
f) certificate of grade point average for a higher education programme entitling its holder to undertake a course of education at a doctoral school (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) candidate declaration stating that the candidate does not hold a doctor’s degree and/or is not employed as an academic teacher or researcher at the time of enrolment,
k) candidate declaration on a completed course of education at a doctoral school, including the period during which the candidate received a doctoral scholarship.
2. Candidates who have obtained a degree in another country must additionally submit a certified translation of the graduation certificate and diploma supplement into Polish or English. The graduation certificate obtained outside of Poland shall be submitted with legalization or an apostille.
3. Candidates holding degrees conferred outside the EU country or the European Free Trade Association (EFTA) may be requested to submit a document issued by the Polish National Agency for Academic Exchange (NAWA) confirming recognition of their academic qualification awarded abroad.
4. During registration, the candidate may select only one research topic to apply for.
5. Candidates will take a qualifying examination in the leading discipline within which the doctoral dissertation will be delivered. The subject area covered by the examination includes problems and issues related to the leading discipline. The scope of research problems related to particular disciplines is published on the School’s website. The exam includes as one of its parts a short personal presentation which will allow the assessment of the candidate profile with special emphasis on the candidate’s history of research activity, including: details of completed degree thesis/dissertation, history of research and professional achievements, reasons for choosing a given research topic and suitability for the successful delivery of the intended doctoral dissertation. Candidates may choose to take the examination in Polish or in English.
6. Candidates are permitted to take the examination referred to in (5) providing they have met all the formal requirements.
7. 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 and the grade awarded on the basis of an external certificate will be taken by the English Language Examination Board. Certificates enabling their holders to qualify for exemption from the language test are listed in Appendix 2 to this Resolution.
8. Candidates failing to take the examinations referred to in (5) and (7) will be deemed to have withdrawn from the admissions procedure.
9. The examination referred to in (5) 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 will take place if at least three members of the Examination Board are in attendance. When the candidate’s prospective supervisor is a member of the Examination Board, they must not be involved in the examination of the candidate.
10. The examinations referred to in (5) and (7) 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.
11. 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, with research topics funded from the state subsidy being shown separately from those funded from other sources.
12. To be considered for admission to the School, Candidates must successfully pass both the qualifying examination in the leading discipline and the English language competence test.
13. The admission index is calculated according to the following formula:
Wr = wsr*Osr + wos*Oos + wek*Oek + wej*Oej,
l wsr = 5 – weighting carried by GPA obtained for the higher education programme entitling the Candidate to qualify for a course of education at a doctoral school,
l wos = 4 – weighting carried by the grade awarded for the history of the Candidate’s scientific achievements to date,
l wek = 8 – weighting carried by the grade awarded for the qualifying examination in the leading discipline,
l wej = 3 – weighting carried by the grade awarded for the English language competence test,
l Ośr – GPA for the Candidate’s higher education programme entitling the candidate to undertake a course of education at 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 or GPA cannot be properly documented, a default value of 3.0 will be used) G),
l Oos – grade awarded for the history of 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 2-5 scale,
l Oek – grade awarded for the qualifying examination in the Candidate’s leading discipline based on a 2-5 scale,
l Oej – English language competence test grade based on a 2-5 scale.
13. To be enrolled in the School, the Candidate’s admission index must be 70/100 or higher.
§4 Enrolment of doctoral candidates
1. Candidate is enrolled in the School, based on a ranking list, provided the Candidate has met all formal requirements, subject to admission limits prescribed for individual units. Candidates who have passed the exams with an admission index of 70 points or more, 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 candidates 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. Candidates who have applied for a research topic financed from sources other than the subsidy and who wish to choose a subsidy-funded research topic in accordance with (2), may do so only after rankings lists for the subsidy-funded topics have been published.
4. 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. Candidates who are not Polish citizens will receive a notification of enrolment in the form of an administrative decision.
5. 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.
6. If admissions to a given unit are conducted for more than one discipline, places that have not been taken up in one discipline may be transferred to another discipline open for admissions at the same unit to increase the admission limits for that other discipline. The School Director will transfer the places between disciplines within a particular unit subject to the consent of the head of the unit.
7. Candidates who have not been enrolled in the School will receive an official notification of refusal in the form of an administrative decision. Candidates may appeal against such decisions to the Rector requesting that their case be duly reconsidered.
§5 International admissions
1. Candidates without Polish citizenship who have satisfied official requirements regarding education as set out in Art. 326 of the Act will be admitted in accordance with the admission procedure stated in Paragraphs 3 and 4.
2. Foreign candidates may be admitted to the School based on Art. 323 (1) and (2) of the Act subject to exemption from the prescribed examinations if the contract referred to in Art. 323 (1) and (2) provides for the admission procedure to be conducted at the foreign entity. The limits and rankings referred to in Paragraphs 1, 3 and 4 will not apply to candidates enrolled under this clause.
§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 Art. 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. Registration fee
1. Candidates are required to pay a fee of PLN 100.00 charged in connection with the AGH Doctoral School enrolment procedure, hereinafter referred to as the ‘Registration Fee’.
2. The registration fee in the amount stated in (1) must be paid by the candidate either via the fast electronic payment system (eCard) or a bank transfer to the AGH UST account no. 96124047221111000048582922, after correctly filling in the application form in the e-Rekrutacja Online Admissions System. Candidates will need to use the code obtained from the e-Rekrutacja system as the transfer title.
3. The registration fee must be paid prior to the Candidate submitting the documents at the School. The fee will be deemed to have been made on the day when it is credited to the eCard account or to the AGH-UST bank account set out in (2).
4. The registration fee is not refundable.
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