KUDoS Academic Community

In the Doctoral School, the selection of supervisors is a structured process. At the application stage to the Doctoral School students must indicate their preferred choice and obtain a letter of permission from a KU faculty member who agrees to supervise their work. The request can include the designation of an additional supervisor or a co-supervisor. If the student does not have a supervisor or would like to change the supervisor after recruitment they need to submit a request within a month of starting their education, it is assumed that they opt for the supervisor initially proposed in their admission application.

The Director then presents the student's requests to the School Board. Within three months of the student commencing their studies, the Board appoints the supervisor, co-supervisor, or both. The Director notifies the relevant scientific council of the discipline about these appointments. The rules for appointing additional supervisors or co-supervisors follow the same procedure and can be done anytime during the education period.

At least one of the proposed supervisors must be a current or retired academic teacher from Kozminski University. A supervisor must be a holder of a doctoral habilitation degree or professor title, with a recognized national or international academic record, especially in leading research projects, publishing in reputable journals, and collaborating with other scientific institutions in the past five years. A co-supervisor must at least hold a doctoral degree. The Rector, after consulting with the relevant Student Self-Government body, may set specific criteria for supervisors, focusing on their academic achievements and the quality of their previous supervisory roles.

Supervisors in the Doctoral School have specific responsibilities towards their PhD students. Primarily, they are tasked with providing academic guidance for the preparation of the doctoral dissertation, including offering necessary substantive and methodological assistance in the student's research. They must ensure that the doctoral candidate has suitable working and research conditions and assist them in developing their Individual Research Plan (IPB). Supervisors are also responsible for reviewing and commenting on the student's applications and requests during their education, periodically assessing the student's scientific progress, especially in the context of the IPB, and providing annual reports on this progress.

They are expected to collaborate with the Director of Doctoral School to monitor the student's advancement and work with any co-supervisor or second supervisor, if appointed. The co-supervisor’s duties involve assisting in the academic guidance of the student, including the review of the IPB, in agreement with the primary supervisor. Furthermore, certain criteria may disqualify faculty members from becoming supervisors. These include having been the supervisor of four doctoral students who were removed due to negative mid-term evaluations, supervising at least two candidates whose dissertations were not admitted for defense due to negative reviews, or receiving negative results in two evaluations as specified in Doctoral School Statutes. These rules ensure the maintenance of high standards in supervision and the overall quality of doctoral education.

Working effectively with a PhD supervisor is crucial for a successful doctoral journey. Some best practices for an effective relationship include:

1. Effective Communication and Clear Expectations: Regular communication with your supervisor (at least once a month), establishment of clear expectations for guidance, feedback, and meeting frequency, and coming prepared with a clear agenda for each meeting.

2. Proactivity and Independence: Taking initiative in a research project, managing your time efficiently, and independently driving your project, while actively seeking and being open to constructive feedback.

3. Professionalism in Conflict Resolution: Addressing disagreements professionally and respectfully, maintaining an open dialogue to resolve issues.

4. Networking and Collaboration: Leveraging your supervisor’s network for academic collaborations, enhancing your research and career opportunities.

5. Recognition and Respect: Consistently acknowledging your supervisor's contributions and maintaining a mutually respectful relationship based on shared academic goals.

These points encapsulate maintaining a productive, respectful, and professionally enriching relationship with your PhD supervisor.

The process for changing a supervisor or co-supervisor in the Doctoral School can be initiated under various circumstances. A doctoral student, the current supervisor, or the Commission following a mid-term evaluation, can request a change. This request is directed to the Director, who is responsible for approving any changes in supervision, in accordance with the guidelines set out in Doctoral School Statutes.

When a student wishes to change their supervisor, they need to provide a justification for this change and include a statement from the proposed new supervisor indicating their willingness to take on the role. Conversely, if the current supervisor is the one initiating the change, they must provide a valid reason for the change and suggest an alternative supervisor.

The same procedure applies to changing a co-supervisor. In situations where the supervisor's role is automatically terminated due to reasons like death, long-term incapacity, employment change, or loss of professional qualifications, the Director will formally recognize this termination. Following this, the Director, in consultation with the doctoral student, will promptly work towards appointing a new supervisor. If the student does not put forward a request for a new supervisor, the standard procedure as outlined in Doctoral Scholl Statute applied to ensure continuity in the student’s supervision and academic progress.

Doctoral Students have the right to respect for their dignity by all community members and to provide feedback on the educational process, including the work of the Director and administrative units, and to join and participate in doctoral or student organizations, as permitted by their regulations and raising issues important to the ALK community.  In terms of the course of their studies Doctoral Students have the right to academic guidance in their dissertation preparation, freedom to conduct and publish research, change supervisors, and may extend the dissertation submission deadline by up to two years. Support is provided for grant applications and obtaining scholarships. Access to research equipment, library resources, part of their education outside the Doctoral School as per regulations, and up to eight weeks of annual leave are also their rights. Doctoral students receive a student ID card, and can apply for scholarships, student loans, and benefits from the social benefits fund as stipulated by law. 

As members of Kozminski University Doctoral Students are bound by the oath and regulations of the Doctoral School. Their responsibilities include upholding the dignity of the University community members and academic customs, protecting University reputation, striving for scientific excellence, and conducting research ethically. They must complete coursework, prepare scientific works with respect for copyright and academic honesty, comply with applicable laws and regulations, and safeguard University property.

Students are obliged to follow their educational program and Individual Research Plan (IPB) promptly, submit annual progress reports on their dissertations, and present materials upon the Director's request. They must submit their doctoral dissertation within the IPB's deadlines and provide declarations for the evaluation of scientific activity quality. They are required to have an ORCID identifier, use their university email and information systems, and inform the Director immediately of any personal data changes, employment at another institution, acquisition of a doctoral degree elsewhere, or enrollment in another doctoral school.