Terms and conditions of admissions to the AGH Doctoral School for the academic year 2022/2023

Terms and conditions of admissions to the AGH Doctoral School


§1 General provisions


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

2.         The main admissions period starts on 4 July 2022 and lasts until 30 September 2022.

3.         The extra admissions period starts on 10 January 2023 and lasts until 24 February 2023.

4.         The detailed School Admissions Calendar for the admissions periods indicated in sub-paragraph (2) and (3) above 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.         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 (MEiN).

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, indicated in sub-paragraph (8) above, are set separately for studies funded with the subsidy and other sources in every discipline within the Units.

10.     Funding with sources other than the subsidy must secure a scholarship for candidates in an amount equal to or higher than the amount set out in Article 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 may be submitted by persons authorized to provide scientific supervision over candidates’ work towards a doctoral dissertation in accordance with the provisions of Article 190 of the Act.

2.         Research topics must be submitted subject to approval from the head of the unit within which a 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 together 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 the assistant supervisor, if such function has been forest forth 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 available,

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.         Submission and acceptance of research topics is made using a web-based research topics management system.

5.         The research topics, approved by the School Director, will 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.         Admissions of candidates is conducted using a web-based recruitment service system, hereinafter referred to as the "e-Recruitment System", subject to the deadlines set out in the Admissions Calendar.

2.         The AGH Doctoral School candidate, after registration in the e-Recruitment system, must obtain the scientific supervision consent of the prospective supervisor. The consent is granted electronically using the research topics management system.

3.         After obtaining the consent referred to in paragraph (2) above, the candidate must upload the following documents into the e-Recruitment System by the date specified in the recruitment calendar:

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

b)    personal data form,

c)        official copy of a graduation certificate, and in the case of candidates expected to graduate from a second-cycle degree programme or a long-cycle Master’s programme in 2022 who do not hold a graduation certificate, documents confirming their qualifications to undertake a course of education at a doctoral school,

d)        diploma supplement or another approved document confirming graduation, if no supplement has been issued to the diploma.

e)        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),

f)         list of achievements with supporting documents.

4.         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 must be submitted with legalization or an apostille.

5.         Candidates holding degrees conferred outside the EU 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.

6.         During registration, the candidate may select only one research topic to apply for.

7.         Candidates must 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’s profile with a special emphasis on the candidate’s history of research activity, including: the details of a 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.

8.         Candidates are permitted to take the examination referred to in sub-paragraph (7) above on condition they have met all the formal requirements in accordance with sub-paragraphs (1)-(6) above.

9.         Each candidate is required to sit a B2 English competence test. Candidates holding language certificates may apply for such certificates 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.

10.     Candidates failing to take the examinations referred to in su-paragraphs (7) and (9) will be deemed to have withdrawn from the admissions procedure.

11.     The examination referred to in sub-paragraph (7) is held by the Examination Board appointed by the Doctoral School Director subject to consent from the 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.

12.     The examinations referred to in sub-paragraphs (7) and (9) 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.

13.     The ranking lists of prospective candidates, separate for individual units, are 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 with the state subsidy being shown separately from those funded from other sources.

14.     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.

15.     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 the supporting documents provided during the personal presentation 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.       A candidate is enrolled in the School based on a ranking list, if the Candidate has met all the formal requirements, subject to admission limits prescribed for individual units.

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 if they obtain 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 paragraph 3 (3) (g) within the deadline forest forth 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 sub-paragraph (2) above, may do so only after rankings lists for the subsidy-funded topics have been published.

4.         Qualifying candidates will be enrolled on the list of doctoral students. Candidates who are not Polish citizens will receive a notification of enrolment in the form of an administrative decision.

5.         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.

6.         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 Article 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 Article 323 (1) and (2) of the Act subject to an exemption from the prescribed examinations if the contract referred to in Article 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 paragraph.


§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 Article 186 (2) of the Act may seek admission if they have obtained a positive opinion from the Doctoral School Board acknowledging the candidate’s outstanding academic achievement. The decision of the Board is final.


§ 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 sub-paragraph (1) above 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. Candidates will need to use the code obtained from the e-Recruitment System as the transfer title.

3.         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 sub-paragraph (2) above.

4.         The registration fee is not refundable.


List of language certificates