Regulations

General provisions

§ 1

The Regulations of the Doctoral School of the Józef Piłsudski University of Physical Education in Warsaw, hereinafter also referred to as “AWF Warsaw” or the “University”, set out the organization of doctoral education in English for international doctoral students at the Doctoral School of AWF Warsaw in matters not regulated by the Act of 20 July 2018 – Law on Higher Education and Science (Journal of Laws 2018, item 1668, as amended), hereinafter referred to as the “Act”.

§ 2

1. Admissions to the Doctoral School established by AWF Warsaw, hereinafter also referred to as the “Doctoral School”, are conducted in accordance with Article 200 of the Act and the relevant resolution of the Senate of the University specifying the rules for admission to the Doctoral School - study programme conducted in English for international doctoral students.

2. Admission to the Doctoral School is conducted through a competitive selection process. The results of the competition are public.

3. Admission to the Doctoral School takes place by entry onto the list of doctoral students. Refusal of admission to the Doctoral School is issued by administrative decision. An application for reconsideration may be submitted against a negative decision regarding admission to the Doctoral School and shall be addressed to the Rector of AWF Warsaw.

4. A foreign person admitted to the Doctoral School shall acquire the rights of a doctoral student of the University upon the issuance of the admission decision and, subsequently, upon taking the oath. The oath shall be taken by the candidate in person at AWF Warsaw, unless the Rector decides that it may be taken online or in another form. The content of the oath is specified in the University Statute; a person admitted to the Doctoral School may take the oath with the use of a translation of its text into a foreign language.

5. A doctoral student receives a doctoral student ID card of the Doctoral School, the template of which is specified by a regulation of the minister responsible for higher education subject to Article 208(6) of the Act and the final provisions of the Act introducing that provision into the Act. The rights associated with holding a doctoral student ID card are specified by the Act. Doctoral students shall be entitled to hold a doctoral student ID card until the completion of their education at the Doctoral School or until the decision on their removal from the list of doctoral students of the University becomes final, or until a final ruling of the competent disciplinary committee imposing the penalty of expulsion from the University is issued. A doctoral student who loses the right to hold the ID card is obliged to return it to the University within 14 days of losing the status of doctoral student of AWF Warsaw, unless the Head of the Doctoral School decides otherwise.

6. A doctoral student from a foreign university or research institution may also receive a Doctoral School ID card if they are completing part of their studies at the Doctoral School. In such cases, the University issues the ID card only upon written request from the doctoral student in question. The provisions of paragraph 5 apply accordingly.

7. A person may be a doctoral student in only one Polish doctoral school at a time.

Supervision of doctoral students

§ 3

1. The highest authority and guardian of all doctoral students of the University is the Rector of AWF Warsaw.

2. Supervision over education in the Doctoral School is exercised by the Scientific Council for Physical Culture, hereinafter referred to as the “Scientific Council”.

3. The direct supervisor of doctoral students of the Doctoral School is the Head of the Doctoral School. The Head of the Doctoral School exercises their competences within the scope of the Rector’s authority and under the Rector’s authorization.

4. The Head of the Doctoral School is appointed and dismissed by the Rector for the duration of his or her term of office. The Head of the Doctoral School may be dismissed by the Rector before the end of the term of office referred to above.

5. The Head of the Doctoral School organizes the implementation of the educational programme in the Doctoral School and makes all decisions concerning doctoral students of the University that are not reserved by law, these regulations, or other legal acts, including internal regulations of the University, to the competence of other bodies or entities.

6. The Head of the Doctoral School:

1) manages the Doctoral School;

2) cooperates with the Scientific Council in matters related to doctoral education;

3) makes decisions regarding the completion of subsequent years of education in the Doctoral School;

4) grants consent for the extension of the period of education or the deadline for submitting the doctoral dissertation;

5) exercises rights and obligations defined in generally applicable laws and internal regulations of the University with respect to doctoral students;

6) performs other competences specified in these regulations or delegated by the Rector or the Scientific Council.

7. The evaluation of a doctoral student’s progress in implementing the educational programme, individual research plan is carried out by the Scientific Council or a committee appointed by it. This evaluation is conducted after each semester, by 15 February in odd semesters and by 15 July in even semesters, on the basis of documentation submitted by the doctoral student as specified in § 14(4) of these Regulations. In the event that the deadline for submitting the documentation specified in § 14(4) of these Regulations is extended by the Head of the Doctoral School, the Scientific Council or a committee appointed by it shall carry out the evaluation referred to in the first sentence after the documentation has been submitted.

8. The Rector examines applications for reconsideration of decisions issued by the Head of the Doctoral School in all matters related to the course of education in the Doctoral School. Applications for reconsideration shall be submitted to the Rector through the Head of the Doctoral School who issued the contested decision. The deadline for submitting an application for reconsideration is 14 days from the date of receipt of the decision. The decision of the Rector is final.

Representation of doctoral students

§ 4

1. Doctoral students of the University form a doctoral students’ self-government, whose bodies are the sole representatives of the entire body of doctoral students.

2. The doctoral students’ self-government operates on the basis of Article 215 of the Act, the University Statute, and the regulations of the doctoral students’ self-government.

3. The doctoral students’ self-government conducts activities within the University concerning doctoral student matters, in particular in social, welfare, and cultural matters.

4. The bodies of the doctoral students’ self-government have the right to express opinions and submit proposals in all matters concerning doctoral students, and also co-decide on the allocation of financial resources designated by the University authorities for doctoral student purposes, in accordance with the rules set out in the Act or by the Rector.

Organization of education in the Doctoral School - study programme conducted in English

§ 5

1. Education in the Doctoral School lasts 4 years (8 semesters).

2. Education in the Doctoral School prepares doctoral students to conduct scientific research in the discipline of physical culture sciences, to present, practically apply and disseminate its results, and to obtain the academic degree of Doctor of Physical Culture Sciences. Education in the Doctoral School also enables the acquisition of necessary competencies in teaching through the completion of professional internships.

3. Education in the Doctoral School may be conducted in cooperation with another entity, in particular an enterprise or a foreign university or scientific institution. The University may also participate in inter-university or international doctoral programmes and doctoral student exchange programmes. The rules governing such cooperation are specified in separate agreements concluded between the University and the relevant entities.

4. Education in the Doctoral School is conducted with consideration for the specific needs of doctoral students with disabilities.

5. PhD students with disabilities are entitled to request that the organisation of their studies be adapted to the nature of their disability.

6. Adapting the organisation of studies to the specific needs of people with disabilities may involve:

1) supporting PhD students with the formalities involved in tailoring the study process to the individual needs of the person with a disability;

2) supporting doctoral students in ensuring appropriate conditions for the implementation of their individual research plan;

3) modifying the format of classes to suit the individual needs of doctoral students, as required;

4) changing the dates and formats of assessments and examinations;

5) adapting teaching materials to the individual needs of the doctoral student (teaching materials adaptation service);

6) using technological solutions to support the learning process;

7) assistance from a teaching assistant involving support in the teaching or research process.

7. The manner of accommodating these needs is determined in individual cases by the Head of the Doctoral School or, in consultation with the Head of the Doctoral School, by the Rector’s plenipotentiary for persons with disabilities.

§ 6

1. Education in the Doctoral School is conducted on the basis of a educational programme and individual research plan.

2. The educational programme of the Doctoral School includes in particular:

1) a list and description of compulsory courses, including the form of their assessment;

2) the scope of teaching, research, and organizational internships.

3. The educational programme of the Doctoral School is published in the Public Information Bulletin (BIP) on the University’s website.

4. A doctoral student is required to participate in classes included in the educational programme and to take examinations and obtain course credits in accordance with the educational programme and their individual work schedule. Absence from classes may be justified by:

1) a medical certificate confirming temporary inability to study or the need to care for a child, issued by a competent physician;

2) a personal summons issued by a competent public administration authority;

3) a written justification issued by the Head of the Doctoral School.

5. A doctoral student is obliged to inform the course lecturer in advance about the reason and expected duration of absence, if known in advance, and to present a medical certificate or other appropriate justification.

6. The lecturer has the right to refuse participation in classes to a doctoral student with medical contraindications or whose condition or behaviour indicates consumption of alcohol, narcotics, psychotropic drugs, or other intoxicating or psychoactive substances, if such condition could disrupt the course of classes.

7. The primary language of instruction in the Doctoral School for international doctoral students is English.

§ 7

1. Within 3 months from the commencement of education in the Doctoral School, the Scientific Council, after consultation with the doctoral student and the proposed supervisor, appoints a supervisor or supervisors for the doctoral student. An application for the appointment of a supervisor or supervisors is submitted by the doctoral student to the Scientific Council, together with the written consent of the proposed supervisor(s). A change of supervisor may be made upon the doctoral student’s written request by decision of the Scientific Council, after obtaining opinions from the current and proposed supervisors, no later than in the fourth semester of education. A change of the supervisor or, as appropriate, the auxiliary supervisor may also be made upon a request of the current supervisor (or, as appropriate, the auxiliary supervisor) in justified cases (including long-term illness, health leave, unpaid leave, a change of place of employment, or retirement). An application for dismissal or change of the auxiliary supervisor may also be submitted by the supervisor. An application for dismissal from the function of supervisor or auxiliary supervisor is submitted by the supervisor to the Chair of the Scientific Council.

2. A supervisor may be a person holding the habilitated doctoral degree (doktor habilitowany) or the title of professor, subject to Article 190(5) and (6) of the Act.

3. The duties of the supervisor include:

1) providing the doctoral student with necessary substantive and organizational support in research work;

2) conducting consultations and assessing the doctoral student’s academic progress;

3) assisting in organizing and supervising research, teaching, and organizational internships;

4) giving opinions on applications for participation in conferences, programmes, and research internships, and for extension of the deadline for submission of the doctoral dissertation;

5) giving opinions on reports concerning the implementation of the individual research plan;

6) facilitating the doctoral student’s establishing contacts with the academic community;

7) providing opinions on the doctoral student to the Scientific Council and other authorized bodies;

8) issuing the opinion referred to in Article 189 of the Act;

9) performing other duties specified in generally applicable laws or these Regulations.

4. Paragraphs 1 and 3 shall apply accordingly to an auxiliary supervisor, subject to separate provisions concerning them, specified in paragraphs 5-8.

5. The appointment of an auxiliary supervisor is made by decision of the Scientific Council upon a justified written request of the supervisor. The request should include information on the planned research activities to be carried out by the auxiliary supervisor in relation to the doctoral candidate. The auxiliary supervisor, together with the supervisor, provides scientific and methodological supervision over the doctoral candidate, in particular in planning research, conducting analyses and interpreting results, and supports the candidate’s scientific development. The auxiliary supervisor also evaluates the progress in the preparation of the doctoral dissertation and presents these assessments to the supervisor, and performs other tasks indicated in the Act.

6. An auxiliary supervisor may be a person holding at least a doctoral degree.

7. One person may serve as an auxiliary supervisor for no more than two doctoral candidates simultaneously.

8. An auxiliary supervisor shall not be appointed where more than one supervisor has been appointed, i.e. in the situation referred to in paragraph 1, second sentence.

9. An academic teacher or research employee may not refuse, without justified reason, to act as a supervisor or auxiliary supervisor in doctoral proceedings. The supervisor and auxiliary supervisor are entitled to a one-time remuneration determined by separate regulations.

10. In consultation with the supervisor(s), the doctoral student prepares an individual research plan and submits them to the Scientific Council within 12 months from the commencement of education. If an auxiliary supervisor is appointed, the plan must also be approved by them. The individual research plan should include a schedule for the preparation of the doctoral dissertation and any deviations from the educational programme and study plan of the Doctoral School.

11. Any changes to the implementation of the individual research plan require the approval of the supervisor(s) and the co-supervisor, as well as the approval of the Scientific Council.

Mid-term evaluation

§ 8

1. A mid-term evaluation is conducted halfway through the period of education (after the fourth semester). The evaluation includes an assessment of the implementation of the individual research plan. The mid-term evaluation also includes the analysis and evaluation of:

1) completion of research, teaching, and organizational internships;

2) the doctoral student’s activity in fulfilling their obligations related to participation in classes included in the educational programme;

3) fulfilment of other obligations specified in § 11 of these Regulations.

2. The mid-term evaluation results in either a positive or negative outcome. The result of the mid-term evaluation, together with justification, is public.

3. The evaluation is conducted by a committee appointed by the Scientific Council, composed of three persons holding a habilitated doctoral degree or the title of professor in physical culture sciences, including at least one person employed outside the University. A member of the aforementioned committee may also be the person referred to in section 190(5) of the Act. The supervisor and the auxiliary supervisor may not be members of the committee referred to in the first sentence; however, the committee may invite the supervisor or the auxiliary supervisor to its meeting in order for them to present their position regarding the implementation of the doctoral student’s individual research plan and the fulfilment of the other obligations specified in paragraph 1.

4. Detailed rules for conducting the mid-term evaluation in the Doctoral School of the Józef Piłsudski University of Physical Education in Warsaw are specified in the regulations governing the conduct of the mid-term evaluation, constituting Appendix No. 1 to these Regulations.

Academic year organization

§ 9

1. The academic year in the Doctoral School runs from 1 October to 30 September of the following year, although classes may begin earlier.

2. The detailed organization of the academic year is determined by the Head of the Doctoral School.

3. At the request of the doctoral students’ self-government, the Rector may designate up to three days off and additional hours free from classes, not exceeding 24 teaching hours per academic year. If such days or hours are declared after the beginning of the academic year, cancelled classes must be rescheduled.

Rights and obligations of a doctoral student

§ 10

1. A doctoral student has the right to:

1) apply for accommodation in a student dormitory of the University or for meals in the student canteen, as well as for accommodation of a spouse or child in a student dormitory, under the terms and conditions specified in the regulations governing student benefits;

2) receive a doctoral scholarship, subject to the conditions specified in Article 209 (and others) of the Act and these terms and conditions, provided that:

a) the decision to award a doctoral scholarship is issued by the Rector, who determines its amount in accordance with the provisions of the Act;

b) a doctoral student holding a disability certificate, a certificate of the degree of disability or a certificate referred to in Articles 5 and 62 of the Act of 27 August 1997 on vocational and social rehabilitation and the employment of persons with disabilities, shall receive a doctoral scholarship increased by 30% of the amount;

c) the entitlement to a doctoral scholarship shall expire on the first day of the month following the month in which the status of doctoral student was lost or upon the expiry of the period specified in Article 209(2) of the Act;

3) apply for other scholarships specified in the Act or other generally applicable laws;

4) take vacation breaks not exceeding eight weeks per year, to be used during the periods when no classes scheduled;

5) receive substantive supervision and consultations from the supervisor in relation to research, teaching, and organizational activities covered by the individual research plan and the educational programme;

6) have the period of education in the Doctoral School counted towards employment seniority, in accordance with the provisions of the Act;

7) use equipment, materials, and administrative support in the organizational unit where the doctoral dissertation is carried out, under the conditions specified by the head of that unit;

8) associate in University doctoral student organizations (subject to the obligation referred to in Article 111(2) of the Act), in particular in academic, artistic, and sports associations;

9) participate in the activities of the doctoral students’ self-government under the rules set out in its regulations;

10) address University authorities, through doctoral student organizations, the doctoral students’ self-government, or individually, in matters concerning doctoral students.

2. With the consent of the Head of the Doctoral School, and following a favourable opinion from their supervisor or supervisors (including their auxiliary supervisor), a doctoral student may undertake domestic or international research and teaching placements, and conduct research at domestic or international research institutions. The period spent on an internship or conducting research shall be counted towards the duration of study at the Doctoral School. For a doctoral student going on an internship lasting longer than one month, the Head of the Doctoral School shall set individual deadlines for the fulfilment of obligations arising from the educational programme.

3. Where it is necessary to conduct research related to the doctoral thesis outside the premises of the entities running the Doctoral School, the Head may exempt the doctoral student from the obligation to attend classes covered by the educational programme for the duration of such research, specifying a new date for the required classes.

4. A doctoral student may, with the consent of the Head of the Doctoral School and following a positive opinion from their supervisor or supervisors, undertake part of their studies under national or international exchange programmes. Before leaving for another university or another institution providing doctoral education, the doctoral student shall agree with the Head of the Doctoral School on the educational programme and the conditions for passing the semester or year. The Head of the Doctoral School shall credit the period of completed education on the basis of a document confirming the completion of classes, together with a list of grades. The Head of the Doctoral School shall recognise the period of study completed by a doctoral student outside the Doctoral School on the basis of written confirmation that equivalent learning outcomes have been achieved and the grade obtained. The results achieved are taken into account when calculating the grade point average for the relevant semester/year.

5. Other rights of doctoral students, not specified above or in these Regulations, are governed by the Act and executive regulations issued on its basis.

§ 11

1. The obligations of a doctoral student include, in particular:

1) acting in accordance with the oath taken and the provisions of the Doctoral School Regulations, as well as other regulations in force at the University;

2) implementing the doctoral programme, the individual research plan, including conducting research and submitting reports on its progress, in accordance with the Act and other legal provisions;

3) taking examinations and obtaining course credits, and completing teaching, research, and organizational internships;

4) participating in mandatory training organized by the University;

5) maintaining the dignity of a doctoral student and the good name of the University;

6) respecting University property and the property of other members of the academic community;

7) showing respect to University staff and observing the principles of collegial conduct;

8) contributing to the University’s quality assurance system through active participation in surveys;

9) submitting, upon request of the Head of the Doctoral School or another authorized person, a medical certificate confirming the presence or absence of contraindications to participation in specific classes. In justified cases, the Head of the Doctoral School may also specify to the doctoral student what specific information the medical certificate they have requested should contain;

10) immediately notifying the Head of the Doctoral School or another authorized entity of any changes in personal data, marital status, or financial situation, if such changes affect the level of financial support granted or the content of issued documents;

11) immediately notifying the Head of the Doctoral School or another authorized entity of any change of correspondence address. In the absence of such notification, correspondence sent to the last provided address shall be deemed effectively delivered;

12) obtaining, at their own expense, insurance where required for participation in specific internships, unless such insurance is provided by the University.

13) providing (at their own expense), where required by generally applicable law and where necessary for the completion of elements of the study programme, an appropriate certificate of no criminal record, including confirmation of no convictions for sexual offences against minors;

14) to include the affiliation of the Doctoral School of the University of Physical Education in Warsaw in the doctoral student’s academic works published during their studies at the Doctoral School;

15) to hold an electronic researcher identifier compliant with international standards (ORCiD);

16) immediately informing the Head of the Doctoral School in writing of taking up employment under an employment contract as an academic teacher or researcher, specifying the amount of remuneration.

2. Before commencing teaching activities as part of professional internships and before conducting research using equipment or research apparatus, the doctoral student is required to complete health and safety (OSH) training.

3. Doctoral students who, in the course of their research work, are exposed to harmful, burdensome, or hazardous factors are required, prior to commencing such research, to submit to the Head of the Doctoral School a medical certificate confirming the absence of health contraindications, issued by an authorized physician pursuant to the Regulation of the Minister of Health of 26 August 2014 on medical examinations of candidates for secondary and higher education institutions and vocational qualification courses, as well as pupils, students, participants of such courses, and doctoral students (Journal of Laws 2014, item 1144). The referral for such examination is issued by the Head of the Doctoral School.

4. Other obligations of a doctoral student, other than those specified in paragraphs 1–3 and in these Regulations, are defined by the Act and the executive regulations issued on its basis.

Course completion and grading

§ 12

1. The following grading scale is used in the Doctoral School:

very good – 5.0 (bdb),

good plus – 4.5 (db plus),

good – 4.0 (db),

satisfactory plus – 3.5 (dst plus), satisfactory – 3.0 (dst),

unsatisfactory – 2.0 (ndst),

pass - (zal),

fail - nzal.

2. Grades are used for assessing courses included in the educational programme and may also be used in the overall evaluation conducted by the Scientific Council or a committee appointed by it after each semester.

3. A course is passed upon meeting the requirements specified by the lecturer or another authorized body.

4. Courses recognized as part of the validation of achievements of a doctoral student obtained in another doctoral school are recorded in the academic documentation as “recognized”.

5. Examinations and board examinations are governed accordingly by the provisions of the Study Regulations of AWF Warsaw. The Head of the Doctoral School may establish separate rules and conditions for taking examinations, than those indicated in the first sentence.

6. In matters concerning the ECTS system, the provisions of the Study Regulations of AWF Warsaw apply accordingly, with the Scientific Council entitled to specify detailed rules and guidelines.

§ 13

1. As part of professional internships, a doctoral student is required to conduct or participate in teaching activities not exceeding 60 teaching hours per year and to prepare lesson plans and materials necessary for conducting such classes. The detailed scope of teaching internships is specified in the educational programme of the Doctoral School.

2. The supervisor or internship coordinator approves the materials and credits the teaching internship. A condition for the completion of the internship is the conduct of teaching activities or participation in their delivery to the extent specified in the educational programme, as well as the approval of the lesson plans and materials prepared by the doctoral student that are necessary for conducting such teaching activities.

3. As part of research internships, the doctoral student completes a placement in a research laboratory or participates in the conduct of scientific research within projects carried out at AWF Warsaw or at another university, subject to the consent of the Head of the Doctoral School. The scope of research internships is specified in the educational programme of the Doctoral School. Research internships are approved by the supervisor on the basis of the confirmation from the head of the research project or the person acting as the head of the laboratory.

4. As part of organizational internships, the doctoral student participates in the organization of scientific conferences and other academic or teaching events, and takes part in the work of editorial boards of journals or in other organizational activities. The scope of organizational internships is specified in the educational programme of the Doctoral School. Organizational internships are approved by the supervisor on the basis of the confirmation from the head of the organizational unit in which they are carried out.

5. If, for objective reasons, the persons indicated in paragraphs 2-4 are unable to grant credit for the internships, such credit may also be granted by the Head of the Doctoral School.

Credit period and conditions for advancement to a higher semester

§ 14

1. The credit period in the Doctoral School is a semester.

2. The Scientific Council or a committee appointed by it, on the basis of the doctoral student’s report approved by the supervisor, evaluates the implementation of the doctoral programme and the doctoral student’s progress in research work. On the basis of this evaluation, the Head of the Doctoral School decides whether the semester is completed or not.

3. A condition for completing a semester is obtaining a positive evaluation of the implementation of the study programme, and the individual research plan, as assessed by the Scientific Council or a committee appointed by it after each semester. Separate rules for conducting the mid-term evaluation after the fourth semester are specified in § 8 of these Regulations.

4. By 30 January in odd semesters and by 30 June in even semesters, the doctoral student is required to submit the following documents to the Head of the Doctoral School:

1) a report on the implementation of the individual research plan in a given semester;

2) records of teaching, research, and organizational internships;

3) opinions of the supervisors of teaching, research, and organizational internships;

4) an opinion of the academic supervisor on the progress of research work;

5) a confirmation of attendance at another university, together with doctoral student’s opinion;

6) other documents, if required by the Head of the Doctoral School.

5. For justified personal or scientific reasons, the Head of the Doctoral School may extend the deadlines referred to above to 15 March and 15 September respectively, or transfer certain obligations of the doctoral student to the next academic year. The Head of the Doctoral School is obliged to promptly inform the Scientific Council of such decisions.

6. If a doctoral student receives a failing grade in no more than one course in a semester, the Head of the Doctoral School, upon a justified request of the doctoral student, may issue a decision on conditional enrolment in the next semester or grant an extension of education in the Doctoral School. Failure to pass the same course again results in removal from the list of doctoral students. The above rules regarding conditional enrolment also apply where, for justified and documented reasons, the doctoral student has failed to complete teaching, research, or organizational internships or other required activities in a given semester.

Documentation of the course of education

§ 15

1. The course of education and the results achieved by the doctoral student are documented in course credit and examination records, as well as in documentation recording the doctoral student’s achievements.

2. Supervision over the documentation of doctoral students is exercised by the Head of the Doctoral School.

3. Documentation of the course of education includes, in particular, the documents specified in § 14(4), documentation of mid-term evaluation, opinions of the Scientific Council or its appointed committee, documentation and records of examinations and course credits, as well as other required achievements and documents related to doctoral studies. Documentation of the doctoral studies in the Doctoral School also includes applications and requests submitted by the doctoral student (together with attachments), administrative decisions issued with respect to the doctoral student, applications for reconsideration, and documentation concerning benefits and scholarships.

4. The detailed scope of such documentation and rules for its storage are determined by the Head of the Doctoral School.

5. A doctoral student has the right to access their documents concerning the course of studies.

6. Documentation of the course of education in the Doctoral School is stored in compliance with applicable data protection regulations.

Transfer from another doctoral school and recognition of achievements obtained in another doctoral school

§ 16

1. The Rector, after obtaining the opinion of the Head of the Doctoral School, may consent to the transfer of a doctoral student from another doctoral school to the Doctoral School of AWF Warsaw.

2. The provisions of § 2(3–7) of these Regulations shall apply accordingly to admission to the Doctoral School under the procedure specified in paragraph 1.

3. If the Rector grants consent for the transfer of a doctoral student from another doctoral school to the Doctoral School of AWF Warsaw, the Head of the Doctoral School shall designate the semester in which the transferring doctoral student will commence their education at the Doctoral School of AWF Warsaw.

4. The Head of the Doctoral School may recognize achievements obtained in the previous doctoral school, indicating which results are recognized, and may require the doctoral student to make up any educational programme differences.

5. In matters concerning the recognition of achievements of a doctoral student at another doctoral school, not regulated herein, the provisions of the Study Regulations of AWF Warsaw shall apply accordingly, with the Scientific Council being entitled to specify detailed rules and guidelines.

Removal from the list of doctoral students of the Doctoral School

§ 17

1. A doctoral student shall be removed from the list of doctoral students in the following cases:

1) a negative result of the mid-term evaluation;

2) failure to submit the doctoral dissertation within the deadline specified in the individual research plan;

3) resignation from education, submitted in writing.

4) failure to undertake studies,

5) breach of the prohibition referred to in section 200(7) of the Act, subject to the condition referred to in section 203(1a) of the Act,

6) imposition of the disciplinary sanction of expulsion from the doctoral school,

7) loss of the right to legally reside in Poland.

2. A doctoral student may be removed from the list of doctoral students in the following cases:

1) unsatisfactory progress in the preparation of the doctoral dissertation;

2) lack of progress in the implementation of the educational programme and the individual research plan;

3) conduct inconsistent with these Regulations.

3. Removal from the list of doctoral students shall be effected by an administrative decision issued by the Head of the Doctoral School. The decision on removal shall be subject to a request for reconsideration.

4. Resumption of studies in the Doctoral School is not provided for. In exceptional and justified cases, the Head of the Doctoral School may take a decision other than that referred to above.

5. Decisions on removal from the list of doctoral students, as well as other decisions of an administrative nature issued by the University’s authorities or under their authorization, may be delivered to doctoral students in the manner and according to the procedure specified in Article 358a of the Act.

Disciplinary liability of doctoral students

§ 18

1. A doctoral student shall be subject to disciplinary liability for violations of regulations in force at the University and for conduct that undermines the dignity of a doctoral student.

2. The disciplinary penalties at the University are:

1) a warning;

2) a reprimand;

3) a reprimand with a warning;

4) suspension of specific doctoral student rights for a period of up to one year;

5) expulsion from the University.

3. The rules and procedure for disciplinary liability of doctoral students are defined by the Act.

Completion of studies

§ 19

1. Doctoral student’s education at the Doctoral School is completed upon submission of the doctoral dissertation together with a positive opinion from the supervisor(s) within the deadline specified in the individual research plan.

2. The doctoral student shall take an examination before a committee appointed each academic year to conduct the examination for the Doctoral Seminar course. The committee shall be appointed by the Scientific Council. The areas of assessment concerning cooperation with the academic supervisor shall be specified in the resolution of the Scientific Council appointing the committee.

3. In the event of an extension of the deadline for submission of the doctoral dissertation beyond the deadline specified in the individual research plan, the doctoral student shall take the examination for the Doctoral Seminar course only after the expiry of that extended deadline, concluded by the submission of the doctoral dissertation.

4. The committee shall prepare minutes of the Doctoral Seminar examination, which shall be included in the doctoral student’s personal file.

5. A participant of the Doctoral School who has not completed education or has not obtained the doctoral degree may, upon request, receive a certificate confirming the course of education in the Doctoral School.

6. A former doctoral student of the Doctoral School of AWF Warsaw who has fulfilled all the requirements of the programme (including the initiation of doctoral proceedings during the course of study), except for the defence of the dissertation, thereby meeting the condition specified in Article 182(4) of the Act, may proceed to the defence without incurring the costs, as specified in a separate order of the Rector. Participation in the defence under the procedure described above does not constitute resumption of doctoral studies.

Extension and suspension of education

§ 20

1. Education, upon a doctoral student’s application submitted to the Head of the Doctoral School, shall be suspended for a period corresponding to the duration of maternity leave, leave on the conditions of maternity leave, paternity leave, and parental leave, as defined in the Act of 26 June 1974: the Labour Code. At the request of a doctoral student submitted to the Head of the Doctoral School, education may also be suspended in other justified cases recognized by the Head of the Doctoral School (e.g., long-term illness or the need to provide constant care for an ill family member). During the period of suspension of education on the grounds indicated in the first sentence, the doctoral student shall retain the right to the doctoral scholarship. In such cases, the provisions governing the determination of the maternity allowance shall apply mutatis mutandis to determining the amount of the doctoral scholarship during the period of suspension, provided that the basis for calculation shall be the amount of the monthly doctoral scholarship to which the doctoral student was entitled on the date of submission of the request for suspension of education. During the period of suspension of education on the grounds indicated in the second sentence, the doctoral student shall lose the right to the doctoral scholarship for the duration of the suspension.

2. Granting leave from classes to doctoral students under the rules applicable to students of AWF Warsaw is not provided for. In exceptional and justified cases (e.g., a research trip, in particular research stays exceeding 5 months, or the implementation of a research project temporarily preventing participation in classes), the Head of the Doctoral School may decide otherwise than as indicated in the first sentence. During the period of leave from classes, the doctoral student shall lose the right to the doctoral scholarship.

3. A doctoral student shall submit an application for suspension of education or leave from classes no later than 21 days from the date on which the circumstances justifying the leave or suspension occurred. The application shall be accompanied by documents confirming the grounds for applying for leave or suspension. The Head of the Doctoral School may introduce a template for the application for suspension of education or leave from classes. The Head of the Doctoral School shall consider the application within 14 days from the date of its submission. The Head of the Doctoral School may request supplementation of the documentation attached to the application, failing which the application may be left unexamined. A request for reconsideration may be submitted against the decision of the Head of the Doctoral School regarding leave from classes or suspension of education.

4. In the event of suspension of education or leave from classes, the deadlines specified in the individual research plan (e.g., the deadline for submission of the doctoral dissertation) shall not run; however, if the education is suspended during the first year, the deadline for submission of the individual research plan itself shall remain unchanged and the document shall be submitted within 12 months from the date of commencement of education. The deadlines for the performance of a doctoral student’s obligations resulting from the individual research plan shall be extended accordingly by the period of suspension of education or leave from classes. In the event of suspension of education or leave from classes, the deadline for the mid-term evaluation shall be extended by the period of suspension or leave. During the period of suspension of education or leave from classes, the doctoral student shall not pursue the education programme or the individual research plan, while retaining the rights of a doctoral student, in particular the right to a doctoral student ID, subject to separate provisions concerning the right to the doctoral scholarship as indicated in sections 1 and 2.

5. Within one month from the end of the period of suspension of education or leave from classes, the doctoral student shall submit a declaration of resumption of education. Failure to submit such a declaration within the prescribed time limit shall be deemed a resignation from education and shall constitute grounds for initiating proceedings for removal from the list of doctoral students due to resignation from education.

6. The Head of the Doctoral School may specify additional conditions applicable to the doctoral student after the end of the period of suspension of education or leave from classes, in particular by setting deadlines for the performance of obligations arising from the education programme and these Regulations.

7. The deadline for submitting the doctoral dissertation, as specified in the individual research plan, may be extended, but by no more than 2 years (however, an application in this matter may be submitted by the doctoral student no more than once in a given year), due to:

1) the necessity of conducting long-term scientific research, confirmed by an opinion of the supervisor and the Scientific Council or a committee appointed by it regarding the duration of such research;

2) temporary inability to conduct research due to illness, for the duration of such inability;

3) the provision of personal care for an ill family member;

4) the provision of personal care for a child with a certified disability;

5) other justified reasons recognized by the Head of the Doctoral School, following an opinion issued by the supervisor.

8. An application for extension of the deadline for submission of the doctoral dissertation, in relation to the deadline specified in the individual research plan, should be submitted to the Head of the Doctoral School no later than by the end of the eighth semester of education. The Head of the Doctoral School may request any documents necessary to justify the application for an extension of the deadline for submission of the doctoral dissertation before issuing a decision on the matter. Before making a decision, the Head of the Doctoral School may seek the opinion of the supervisor.

9. A request for reconsideration may be submitted against the decision of the Head of the Doctoral School regarding the extension of the deadline for submission of the doctoral dissertation.

§ 21

1. These Regulations shall enter into force at the beginning of the 2026/2027 academic year, in accordance with Article 205(4) of the Act of 20 July 2018: Law on Higher Education and shall apply to international doctoral students commencing education at the Doctoral School of AWF Warsaw within the study programme conducted in English.

2. Amendments to these Regulations may be introduced in the manner provided for their adoption. The translation of these Regulations into a foreign language shall not constitute an amendment to these Regulations.

3. In matters not regulated by these Regulations, the provisions of the Act, the provisions concerning the stay and study of foreign nationals in Poland, and the executive regulations issued under the Act in the field of doctoral education at public universities shall apply.