With reference to
§39.12 of Rules and Regulations effective from 1st of October 2021 I
introduce the following rules concerning online defences:
§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 instruction.
§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
scan of signed statement of author of bachelor thesis should be uploaded in
separate file (in PDF form).
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 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.
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 accepts the review in APD system 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
- 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.
5) 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.
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 Dean’s office should be informed of
the fact (be e-mail to: firstname.lastname@example.org), one day before the date of defence the
latest, and the further points of the procedure concerning the reviewer are
applicable to the person who is the
substitute reviewer. The above procedure of assigning
a substitute for
the defence does
not apply to
the thesis supervisor
- the supervisor's absence must
result in postponing
the date of
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 email@example.com 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”.
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, starts a video call and
joins the meeting of the supervisor 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 system.
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. To fulfil all formalities, in nearest possible term, the paper
version of the protocol should be signed in the Dean’s office.
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 setting new questions only to
those examination questions to which the student has not answered due to a
break in the connection.
§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 firstname.lastname@example.org 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 1st of October 2021 and is valid until further notice. Thus, the
instruction from 25th of June 2021 is no longer in effect.