Information from the Dean of Bachelor's Studies

In reference to § 39.12 of Rules and Regulations in force from 1st of October 2021 I determine the rules for the organization of defences.

1. Bachelor thesis defences are held on site on date and in room indicated by the Dean’s office.
2. Final deadline for submitting the bachelor thesis is the last day of second term of exam session in the semester, in which the bachelor seminar is realized (§38.6 of Rules and Regulations).
3. A prerequisite for the student’s participation in defences in July is submitting the bachelor thesis until 31st of May. If the deadline falls on a weekend of public holiday the thesis should be submitted no late than on the next working day after the deadline.
4. The date of submitting the thesis shall be the date on which the supervisor will upload the positive review in APD system.

With reference to §38.3 of Rules and Regulations I introduce the following rules concerning submitting the bachelor thesis:

1) The submission of the thesis is done by uploading it by the student to APD system and sending it for anti-plagiarism verification by the supervisor.

ATTENTION: scan of signed statement of author of bachelor thesis should be uploaded in separate file (in PDF form).

2) The student uploads the thesis to the APD system at the latest 3 working days before the end of the second term of exam session or the deadline for submitting the thesis indicated by the dean for students wishing to proceed to the defence in July.

3) After uploading the thesis to the APD system, the lecturer decides within 3 working days whether to accept the thesis (expressed by a positive review in the system) or reject it (expressed by a rejection of the thesis, non-acceptance of the anti-plagiarism report or a negative review of the supervisor).

4) After receiving the report from the anti-plagiarism test, the supervisor fills the review paper in APD system. After the review has been prepared, the supervisor sends an e-mail from the SGH account to obrony.licencjat@sgh.waw.pl which says “I accept as bachelor thesis” and indicating the proposed reviewer. In the e-mail title should be „supervisor XXXXX”, where XXXXX is the student’s number.

5) If the Rules and Regulations or Dean’s Instruction specify the latest deadline of submitting the thesis, it is deemed to have been met if the supervisor accepts the review in APD system before the deadline.

6) Within 7 days the latest from the moment the thesis is uploaded to the APD system, the student shall send an e-mail from the SGH e-mail address to obrony.licencjat@sgh.waw.pl  entitled “student XXXXX”, where XXXXX is the student’s number, giving the current telephone number, which is obliged to answer especially during the defence date, in case of technical problems on the part of the university.

The attachment to this e-mail are:  

• personal questionnaire, which can be downloaded from the website: personal questionnaire
• confirmation of payment for the diploma, paid by bank transfer to the individual account number from USOS,
• in case of extracurricular achievements, about which information is included in the diploma supplement – additionally filled annex available on the website statement of the student’s additional activity ​​​ and confirmation of particular achievements in the form of e-mails send by appropriate SGH units or scans of documents.  The total volume of the attachments shall not exceed 20 Mb.

7) The Dean’s office notifies the reviewer appointed by the Dean of a thesis waiting for the review. The reviewer fill the form in the APD system withing 15 days from the day of receiving the information.

8) After receiving the complete documentation and verifying the student’s completion of studies, the Dean’s office informs the supervisor, reviewer and student about the planned date of defence, no later than 7 days before its date by e-mail to the SGH e-mail address.

The instruction shall come into force on 27th September 2024 and shall remain in force until further notice. Thus, the previous  Instruction of the Dean of Bachelor Studies on submitting the bachelor thesis from 23rd October 2023 is no longer in effect.

In reference to §23.5 of Rules and Regulations effective from 1st of October 2021 enabling the Dean of Bachelor studies to set an additional examination date in case of student’s absence on one of the examination terms (in case of its non-use) in special, justified and documented cases, I introduce the following rules concerning additional examination dates:

A. Case of illness

1. In case of illness, a student potentially wishing to apply for an additional examination date in the extended exam session is required to provide to Dean’s office a medical certificate within 3 days, counting from the day following the issuance of the certificate (in the case of long-term certificates issued more than 3 days before the exam session, notification up to and including the first day of the session applies). This is a prerequisite for benefiting form a possible additional examination date in the future.
2. The recommended for of delivering the medical certificate to Dean’s office is to send a scan of it (only form the address in SGH domain) to the assistant of the year. The certificate can be also delivered to Dean’s office in person, with the assistance of third party (to the Registry office during student services hours) or by post. Each time you should include information about the student to whom the certificate applies – name, last name, student number, year, mode of study, name of assistant.
3. I case of failing the subject after the second term of exam session, the student, who has provided timely the medical certificate (as described in previous sections) may submit request to the Dean for an additional examination period for the subject, if the exam date in the schedule of exam session coincides with the date of the medical certificate.
4. For extension of exam session you should request by completing an electronic application available in USOS or on the appropriate application form prepared and provided by the Dean’s office. Applications submitted in USOS will be considered first. In case of submitting the request prior to three days after the day following the medical certificate date, a scan (legible photo) of the certificate can be attached to the request in USOS (in that case you don’t need to send it by e-mail previously to your assistant).
5. In case of electronic applications send in USOS system, it is not necessary to provide the original of medical certificate to Dean’s office when submitting the application. However, the student is required to retain the original of certificate for three months after the semester is resolved and to provide it for the review upon request of the Dean. In case of paper applications, student should attach the original of the certificate or the certified copy, if such document has not been previously provided (copy may be confirmed in Registry office when submitting the application – student should then have the original document with them for inspection).
6. The necessary condition for exercising the right resulting from the absence justified by illness is not taking any examination at SGH during the period of validity of the medical certificate correctly notified to the Dean’s office.

B. Other cases

You need to remember, that in case of applying for additional term of exam due to reasons other than in point A, you need each time to provide reliable documentation of reasons given in application. In electronic request submitted in USOS system you should attach a scan (legible photo) of documents justifying the request for extension of exam session. The student is required to retain the original of certificate for three months after the semester is resolved and to provide it for the review upon request of the Dean within a year from the day of submitting the request. The Dean makes each time individual assessment of the presented reason.

Comment to the instruction:

In case of illness, to use of possibility of application for prolonged exam session, during the period of medical certificate you shouldn’t take any exams. In other words, you can’t treat the absence selectively.

The fact of illness needs to be reported until 3 days from the next day of date of issue of medical certificate. If the form was issued i.e. on 22.01.2021, the fact needs to be reported until 25.01.2021 including (if by post – the stamp date decides). Important: just reporting the fact of having the certificate to Dean’s Office doesn’t oblige for anything and doesn’t prevent from anything.

Example: Student felt ill on 24.01.2021 and he received medical certificate until 29.01.2021. On 28.01.2021 he had planned an exam. On the day the certificate form was issued (and the latest until 27.01.2021) student sends the scan of the form to his/hers Dean’s Office assistant. But on 28.01.2021 student decides he feels better and decides he can take the exam. The report of certificate doesn’t prevent him/her to take the exam and he/she doesn’t need to i.e. report resignation from the use of medical certificate – the student just needs to come to the exam. But if the student has an exam on 29.01.2021 (last day of the certificate) then the attendance on exam on 28.01.2021 prevents him to use the certificate on the exam on 29.01.2021.

In conclusion:

• you need to remember about reporting the fact of illness in term,
• the medical certificate shouldn’t be used only for the selective terms. Any other rules written and customary remain unchanged.

All other written and customary rules remain the same.

With reference to §23.6 and §23.8 of Rules and Regulations effective from 1st of October 2021 enabling the Dean of Bachelor studies to set an additional examination date in case of setting more than two exams on one day for a student or a clash of exam times between two exams, I introduce the following rules concerning additional examination dates:

For additional term of exam you need to apply on appropriate form, prepared and provided by Undergraduate Studies Office.

A. Case of the time clash of exams or setting more than two exams on one day

1. Students who have time clash of exams or those who have at least three exams on one day are entitled for additional term of exam in prolonged exam session. In case of overlapping times of exams it is assumed, that the student should take one of the colliding exams, and for others he can ask for prolonged exam session. In case of more than two on one day (without time clash) it is assumed, that the student should take two exams out of all and for others he can apply for additional term in prolonged exam session.
2. The condition for exercising the use of this entitlement is reporting before the first day of exam session (separately for first and second term of exam session) of the fact of collision or more than two exams in one day. Declaration can be made via e-mail with the address from SGH domain to the Dean’s office assistant or in writing (during office hours) submitting sufficient information to Dean’s office.
3. For additional term of exam you need to apply with electronic form in USOS or on appropriate form prepared and provided by Dean’s office, however applications submitted in USOS will be considered first.