§1. Due to impossibility of organising defences
in a stationary form, defences will be carried out remotely until mobility
restrictions are lifted. The course of the defence process is defined in this
§2. The process related to the preparation for
the defence takes the following steps:
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.
2) 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 email@example.com, enclosing the
review of the thesis in the attachment,
and in the content of message confirming acceptance of the work as a bachelor’s
thesis (“I accept as a bachelor thesis”) and indicating the proposed reviewer.
In the e-mail title should be „supervisor XXXXX”, where XXXXX is the student’s
3) 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 sends the e-mail described
above before the deadline.
4) 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 firstname.lastname@example.org 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
5) The Dean’s office notifies the reviewer appointed
by the Dean of a request to review the thesis. The reviewer fills the form in
the APD system within 14 days from the day of receiving the information.
6) 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.
§3. The process related to the course of defence
takes the following steps:
1) The supervisor, reviewer and student are
obliged to have at their disposal for the duration of the defence equipment
equipped with a camera and a microphone with MS Teams software installed and a
link enabling video transmission with sufficient quality of data transmission.
In case of lack of appropriate equipment or a ling, the supervisor and reviewer
are required to inform the Dean’s employee at email@example.com as soon as possible
after the student has submitted the thesis, and at the latest –
immediately in response to an e-mail containing information about the confirmed
date of defence. In such a situation the university will make efforts to allow
the supervisor and the reviewer access to the relevant infrastructure.
2) In special cases, the reviewer can be replaced
in defence by another authorised SGH didactics employee with required powers.
In such a situation, the head of the board shall be informed before
the defence begins, and further points of the reviewer procedure shall apply to
the person replacing the reviewer.
3) The supervisor, reviewer and student
participating in the defence shall have opportunity to verify the quality of
their connection before the defence. In order to do so, please contact an
employee of the Dean’s office at firstname.lastname@example.org at the latest 5
working days before the scheduled date of defence, providing a contact number
in the e-mail, in the title of e-mail writing “technical issue”.
4) Before the defence, the head of the
board shall establish a channel in MS Teams application dedicated to a
given defence (a separate channel for each defence). Detailed instructions for
the creation of such a channel shall be set out in the Dean’s instruction to
the Head of the examination board for conducting the online bachelor
5) On the day of the defence, starting from
10 minutes before the planned time of the defence, the supervisor, reviewer and
student are obliged to be available at the device with MS Teams application
running and to wait for the call of the head
of the board (via MS Team)
6) To start the defence, the head of the
board enters a given channel (dedicated to a given defence), starts a
video call and joins the meeting of the promoter and reviewer, according to the
Dean’s instruction to the Head of the examination board for
conducting the online bachelor examinations.
7) The supervisor and reviewer shall give to
the head of the board the examination questions, which the head
of the board shall write in the protocol, which will be available in APD
8) At the request of the head of the board,
a student shall joint the meeting by video. The head of the
board shall provide the student with the examination questions. The rest
of the defence is carried out in the same way as in the traditional
9) The head of the board may require
that the camera be positioned in the room where the student is staying in such
a way as to ensure that the student does not use outside assistance. The
student is required to ensure that a sufficiently large part of the room can be
captured from the camera’s perspective in order to be able to verify the
independence of answering the Board’s questions.
10) After the answer is given, the head of
the board shall inform the student that the Board shall move to the
classified part, and the student shall be called again after the end of
classified part. The head of the board then disconnects the student or
asks the student to leave the meeting.
11) The Board shall establish grades of
the answers to the individual questions. The head of the board should put the grades to the protocol, ends
the exam in APD system and puts the final grade, confirms the protocol and
signs it electronically. After signing the protocol by the head of the board,
the function of electronic signature will be available for the other members of
the Board. The supervisor and the reviewer sign the protocol in APD system. By
this the protocol is confirm by all members of the Board.
12) The head of the board shall invite the
student to re-join the meeting, inform him/her of the outcome of the defence,
after which the meeting shall be finished.
13) In the event of a broken connection with a
student in the course of his or her defence, the head of the board shall
attempt to re-establish the connection, with a maximum of
three attempts. The head of the board may, in the case
of persistent loss of connection with the student, consider that the
defence must be re-established at another time. In such a situation, if the
student has been able to answer some of the questions in the previous defence,
or has clearly been unable to do so, the head of the board may consider that
the defence constitutes the resumption of the defence previously interrupted of
which the student shall be informed by e-mail from the head of the board
immediately after the interruption of the defence resulting in a decision to
postpone it. The resumption of the defence means that only those examination
questions to which the student has not answered due to a break in the
§4. The diploma and the supplement are prepared
in the usual way, with the reception of the diploma only being possible after
the abolition of mobility restrictions related to epidemic. At the student’s
request, the diploma may be send by post. In special cases, the student has the
right to request a certificate of defence and its outcome. Applications in this
case may be sent by e-mail to email@example.com not earlier than 7 working days after the
completed defence, from the SGH e-mail address, to which a scanned version of
the certificate is sent after its preparation
§5. The instruction comes into force on the date
of issue and is valid until further notice. Thus, the instruction from 9th
of April 2020 is no longer in effect.