Conditions for passing the academic year 2024/2025 – I – V year
I – III year
The set of signed documents should be submitted in person to the SDNSP office between 10am and 2pm, Monday to Thursday.
Below you will find specimens of the forms needed to pass the year, which must be submitted no later than September. For those who have credit for classes, we encourage you to submit your annual report now to settle the year faster and avoid the September crowd.
1. PhD Student Annual Report – applies to the current 1st, 2nd and 3rd, 4th Year (2nd Year submits the annual report independently of the mid-term evaluation documents).
The completed form and its attachments must be submitted by the ultimate/uncrossable?/ deadline 15th September 2025.
Note: the Report must be accompanied by:
– the supervisor’s opinion, confirmed with a signature,
– practice form, it should be previously presented to the internship coordinator for the discipline to enter the credit in USOS,
– external seminar form (ONLY if the seminars are conducted outside the University of Warsaw or do not have a code in USOS), it should be previously to the discipline coordinator for the seminars in order to enter the credit for the course Research Seminar – I/II in USOS. Entry for Research Seminars.
PhD Student’s Annual Report
Practice form
External seminar form
2. In order to receive credit for the year in USOS, you must also have credits entered for the subjects required by the programme, and the subjects should be linked to the programme and stage.
Please also verify your classes in advance with your syllabus and USOS:
I-II year: new programme of studies -2023 (uw.edu.pl)
III year: Astronomy , Biological Sciences , Chemical Sciences , Physical Sciences , Mathematics , Computer Sciences , Earth and Environmental Sciences
If necessary, an application should be made to the Director of School for the subject to be taken in the following academic year. There is no specimen application form.
3. Individual Research Plan (IRP) – applies to the current I year.
The form must be submitted by 15th September 2025 if possible (applies to those admitted in the winter term 2024/2025). Those who started their studies from the summer term (1.03. 2025 or later) can submit the IRP and the Annual Report by 28 February 2026.
Note: Please use the booking calendar to submit your documents.
IV – V – VI year
Settlement of the academic year:
- Submission of work by the deadline
Doctoral students who plan to submit their dissertation in the coming months should submit their annual report in advance together with their practice form / seminar form without USOS code and with the supervisor’s opinion. It is also necessary to check the classes together with the syllabus and USOS: Astronomy , Biological Sciences , Chemical Sciences , Physical Sciences , Mathematics , Computer Sciences , Earth and Environmental Sciences. Once the annual report and the classes have been verified in USOS, the doctoral student will receive a PRK 8 certificate and can submit their dissertation to the Scientific Councils Office. It takes approximately one week for the PRK 8 document to be issued (during busy times such as the holiday season/correction session/end of the academic year – this time may extend slightly).
Documents (annual report etc.) must be submitted by 15th September this year. Please use the booking calendar to submit your documents.
You can, of course, submit them earlier in order to have the PRK 8 document to submit your thesis in advance and be sure, as the waiting time may be extended.
I would like to remind you that the time to submit your dissertation (at Scientific Councils Office) is until 30th September 2025. Failure to submit your dissertation by this deadline will result in your removal from the list of doctoral students.
At the time of submission of the dissertation, training in the Doctoral School is complete.
- 4th – 5th year – extension of deadline for submission of dissertation
All those who anticipate that they will not be able to submit their dissertation by 30th September 2025 (or by 28th February 2026 for those admitted on 1st March 2022) should apply to the school office for an extension of the dissertation submission deadline. Failure to submit the dissertation by 30th September this year or failure to apply for an extension will result in removal from the list of doctoral students.
An application with justification and indication of the time needed to submit the thesis (for an academic year – until 30th September 2026)* signed by the doctoral student, also supported by the thesis supervisor (with justification) addressed to the director of the School is best submitted after the last semester’s classes have been passed, together with the report for the fourth year, the practice form / seminar form without USOS code and the supervisor’s opinion. You should also check your USOS with programme of studies: Astronomy , Biological Sciences , Chemical Sciences , Physical Sciences , Mathematics , Computer Sciences , Earth and Environmental Sciences
The Director will then be able to credit the fourth year, grant an extension, and we can enter you on the extension, which will be marked as fifth year in your USOS account. There is no application template. Please submit your application preferably by the end of June. This will give you the opportunity to have your application and programmes reviewed and you can still be entered for the next academic year during the summer holidays.
*reminder: the dissertation can be submitted at any time during the 5th (or 6th) year, you do not have to wait until 30th September.
Applications (with report and attachments) in original are accepted in room 0.05 (not by email). Please note that on extension you retain your status as a doctoral student without the right to a doctoral scholarship, which is only paid for 48 months (not for those taking maternity leave).
Please use the booking calendar to submit your documents.
- VI year
By 15th September 2025 at the latest, the annual report of the 6th year must be submitted together with the supervisor’s opinion. After verification of the annual report and the subjects in USOS, the doctoral student receives a certificate of PRK 8 and can submit their dissertation to the Scientific Councils Office. It takes approximately one week for the PRK 8 document to be issued (this time may extend depending on occupancy). Please use the booking calendar to submit your documents.
Failure to submit the dissertation to the Scientific Councils Office by 30th September 2025 will result in removal from the list of doctoral students. It is not possible to extend the deadline for submission of the dissertation by another year.
Scientific Councils Office
Matters concerning the procedure for the award of the doctoral degree:
Please be advised that in matters concerning the procedure for the conferral of the doctoral degree, such as:
– the application for the initiation of proceedings for the conferral of the degree of doctor
– doctoral committee
– doctoral examination
– defence
please contact directly the Scientific Councils Office [LINK].
I am enclosing information on uploading doctoral dissertations to information systems (attached). If you have any questions, please direct them to the Scientific Councils Office for the relevant discipline.
– SCO Astronomy – rnd.astronomia@uw.edu.pl
– SCO Computer Science – rnd.inf@uw.edu.pl,
– SCO Mathematics – rnd.mat@uw.edu.pl
– SCO Biological Sciences – rnd.bio@uw.edu.pl
– SCO Chemical Sciences – rnd.chem@uw.edu.pl
– SCO Physical Sciences – rnd.fiz@uw.edu.pl
– SCO Earth and Environmental Sciences – rnd.ziemia@uw.edu.pl
Scientific Councils Office website in English: https://radynaukowe.uw.edu.pl/in-english/