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. From 1st of June 2022 the defences will be held on site on dates and in rooms designated 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.

Instruction is in force from 1st of June 2022 and is valid until further notice. The instruction from 26th of July 2021 is no longer in effect. 

With reference to §38.3 of Rules and Regulations effective from 1st of October 2023 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 VDO,
• 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 23rd of October 2023 and shall remain in force until further notice.

Thus, the previous  Instruction of the Dean of Bachelor Studies on submitting the bachelor thesis from 26th of July 2021 is no longer in effect.

According to  §2 art. 4 of Content and Formal Requirements for Diploma Theses, Mode of Thesis Submission and Evaluation constituting Annex no. 1 to Rules and Regulations of Studies at SGH Warsaw School of Economics, the following requirements must be met by articles and project work admitted as diploma theses:
§1
 In case of Scientific Articles submitted as Diploma Theses the following requirements are a sine qua non:

1. Article’s publication date must not exceed completion of studies. It is acceptable for the article to be published online first before it is assigned to a particular issue of a periodical. A letter of acceptance for printing or any other certificate issued by journals’ offices shall not be viewed as equal actual publication.
2. Article’s publication must be with a periodical from the current list of peer-reviewed journals by the Ministry of Science and Higher Education, the score of which must be at least 40 points in case of first cycle studies and 70 points in case of second cycle studies.
3. The abovementioned journal must not be listed as not recommended by the SGH Warsaw School of Economics Ethics Committee.
4. The Article must be self-written by a single student.

§2
In case of project work submitted as Diploma Thesis the following criteria are to be strictly followed:

1. Before proceeding with the project to be accepted as Diploma Work, the acceptance of its subject, form and scope must be obtained from the Chair of Curriculum Board of the Faculty where the Thesis is to be defended. Before submission with the Dean’s Office the project work must be formally vetted and accepted by the Chair of the Curriculum Board to attest to the fact that it was executed according to criteria agreed upon commencement of the project.
2. The project must be commissioned by a public institution.
3. In special, justified cases, the respective Dean, following positive recommendation by the Chair of the Faculty Curriculum Board, can agree to realization of the project commissioned by other entity.
4. The completion of the project must be prior to completion of studies. The student is obliged to submit with the respective Dean’s Office the documentation consisting of a thorough description of the project, formal contract of commission with the aforementioned institution and a certificate of admission by the commissioner.
5. The project must be self-made performed by a single student, for whom it is to constitute Diploma Work.

§3
Submission of an article or project as Diploma Thesis, equals obligation to enroll for a Seminar with a Tutor of choice, who shall oversee the work, accept, and grade it.
§4
Upon submission of an article or project work as Diploma Thesis the respective Dean shall appoint a reviewer and – in case of a positive review – hold its Defense under the same terms conditions as traditional Theses.
The Instruction comes into force as of date of issue.

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 VDO or on the appropriate application form prepared and provided by the Dean’s office. Applications submitted in VDO 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 VDO (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 VDO 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. Covid-19 vaccinations

Covid-19 vaccination on the day of the exam or maximum of 2 days prior to the exam’s set date may be regarded as justified absence. A student suffering from a deterioration in health due to the aftereffects of vaccination may apply for additional date of the exam to be set. The following actions must be taken:

• Sending your Assistant (from an email address in the SGH domain) a scan of your vaccination certificate or other document attesting to the date of your vaccination, on the date of your exam at the latest if you want this absence to be accounted for.
• If such need should arise – filing for an additional date of an exam to be set, quoting this Instruction, through Virtual Dean’s Office or USOSweb directly after receiving information about failing the exam on the date initially set as re-take.

C. Other cases

You need to remember, that in case of applying for additional term of exam due to reasons other than in point A and B, you need each time to provide reliable documentation of reasons given in application. In electronic request submitted in VDO 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.

The instruction shall come into force on 1st of October 2021 and shall remain in force until further notice.

Thus, the Instruction of the Dean of Bachelor Studies regarding additional terms of exams applies from September 2018 with the annex are no longer in effect.

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 VDO or on appropriate form prepared and provided by Dean’s office, however applications submitted in VDO will be considered first.

The instruction shall come into force on 1st of October 2021 and shall remain in force until further notice.

Thus, the Instruction of the Dean of Bachelor Studies regarding additional terms of exams applies from September 2018 with the annex are no longer in effect.