KUDoS Program overview

During the first two years Doctoral Students are required to attend several core courses predominantly related to advanced research methodology. The focus on methodological topics is related to the interdisciplinary nature of KUDoS. 

Consequently, students are required to obtain advanced knowledge in their respective fields by selecting additional theoretical courses from the KU portfolio and attending them as elective courses in Years 2 and 3. Selection of additional courses is conducted after consultations with a supervisor and reported to KUDoS Administrative Office.

KUDoS has several processes in place aimed at monitoring students’ progress including:

• Individual Research Plan
• Yearly progress reports
• Research Seminars
• Mid-term review
• Doctoral Student File

The Individual Research Plan (IPB) is a critical component of the doctoral journey at the Doctoral School. Within 12 months of starting their education, doctoral students, in consultation with their supervisor(s), are required to develop and present their IPB to the Director. If a co-supervisor is involved, their review is also necessary.

The Rector, after consulting the relevant self-governing body, has prescribed the IPB form. The IPB is comprehensive and includes several key elements: the research topic with justification for its selection, research questions, hypotheses, a timeline for the dissertation, preferred forms of collaboration with the supervisor, the form of the dissertation, research tasks including potential international research plans, methodologies to be employed, risk assessments and mitigation strategies, a review of current research in the field including literature, plans for conference participation, workshops, internships, funding applications, and the significance of the proposed research. It also outlines the intended outcomes and dissemination methods of the research, along with a selection of educational program elements that will support the dissertation.

The Director must approve the IPB within a month of submission. If required, the Director can request revisions, which the student must resubmit with the supervisor's approval within a month of receiving feedback. The IPB can be amended post mid-term evaluation, after a suspension of studies, or upon transfer from another doctoral school. In exceptional cases, changes to the IPB can be requested before the mid-term evaluation, following the same procedures as for the initial submission. For more details see Section IV of the Doctoral School Statute - Individual Research Plan. Template of the Individual Research Plan is included in Appendix 5.

Each doctoral student is require to submit a Yearly Progress Report which presents and discusses the results of their activity (progress made in their independent research project, dissemination of research results, involvement in research projects, etc.) and their plans for the following year. 

The yearly reporting procedure for doctoral students at the Doctoral School involves a cycle of annual accountability for fulfilling the obligations set out in the educational program. To successfully complete a year, students must meet all the requirements specified in the program for that particular year, and submit an annual report by the deadline set by the Director, along with the opinions of their supervisor(s).

The annual report should comprehensively detail the student's progress, including their achievements in the educational program, advancement in their Individual Research Plan (IPB), conduct during any teaching internships (if applicable), and plans for continuing their doctoral thesis work. Additionally, it should document the student's academic accomplishments during the year, such as publications, conference participation, outreach activities, involvement in research projects, scholarships received, grant applications and awards, research trips or internships, awards, patents filed or obtained, implementations, commercialization efforts, licenses granted, and any other significant achievements or organizational activities relevant to ALK.

The Director, after consulting the relevant self-governing body, announces the deadline, location, method of submission, and the format of the annual report. This structured reporting ensures that students maintain consistent progress and engagement with their doctoral studies and research activities.

For more details see § 24. of the Doctoral School Statute – concerning yearly reporting. Template of the Yearly Progress Reports is included in Appendix 6.

Research seminars are regular meetings of all Doctoral Students with the Director of Doctoral School. Meetings are organized three times a year and devoted to discussion about current organizational issues, presentation of new initiatives, feedback concerning students’ progress, and presentations of doctoral students work.  The objective of research seminars is not to evaluate the work performed but to help the student in their research orientation. Two seminars devoted to organizational issues are organized at the end of each semester, while an additional seminar devoted to doctoral students presentations is organized in September. 

The mid-term review procedure in the Doctoral School is a structured process designed to assess the progress of a doctoral student’s Individual Research Plan (IPB). This evaluation occurs halfway through the program (Year 3). For this purpose, the Director, upon request, appoints a committee comprising three members, including at least one person holding a doctoral habilitation degree or professor title in the relevant discipline, and employed outside ALK. The student’s supervisors cannot be members of this committee.

The review is based on materials submitted by the student, confirming their IPB implementation, including a report on IPB progress, and a survey on their cooperation with the supervisor. The supervisor(s) attach their opinion on the student's progress and a cooperation survey. The Rector, after consulting the relevant self-government body, may specify additional requirements for the materials to be submitted. The committee conducts an interview with the student, discussing the topics presented in the report. The date and place of the interview are communicated to the student at least a week in advance. The committee can invite the supervisor(s) to participate in the interview and prepare a written record of the discussion.

The committee issues a written positive or negative assessment, including justification, which all members sign. A positive evaluation is given if the IPB is being implemented without unjustified delays. The Director presents a report of the mid-term evaluations to the Council. Post positive evaluation, the student may request changes to their IPB, subject to the Director's approval based on the committee's assessment. Additionally, the committee evaluates the supervisors' performance against their duties. 

For more details see Section V. of the Doctoral School Statute – Mid-Term Review.

In the Doctoral School, each student's educational journey is documented in a personal file, which is maintained electronically. This file includes documentation related to the admission process such as application for admission, signed oath, as well as a copy of the Council's resolution appointing their supervisor(s). It also contains the Individual Research Plan (IPB) with any amendments, annual reports as required by the school's regulations, and a comprehensive record of course grades and academic performance for each year.

Additionally, the file holds the mid-term evaluation report and results, information on completed teaching internships if they're part of the curriculum, decisions regarding leaves of absence or study suspensions, a copy of the decision conferring the doctoral degree, and, if applicable, the decision to remove the student from the program. The Rector has the discretion to include additional documents and establish detailed rules for managing this documentation. In case a student transfers to another doctoral school, authenticated copies of these documents are provided to the new institution, ensuring a complete and accessible record of the student’s academic progress and activities.

For more details see Section VIII. of the Doctoral School Statute – Documentation Management.

Transferring from another doctoral school to the Doctoral School involves a specific process. A doctoral student from another school can transfer if their current educational program aligns with the discipline offered at the Doctoral School and if there's a legal and practical possibility to continue their research as outlined in their Individual Research Plan (IPB) at ALK.

The transferring student must meet the admission requirements that were applicable during the most recent recruitment phase at the Doctoral School. To initiate the transfer, the student must submit a request along with the required documentation for new candidates from the academic year in which the transfer request is made, their current educational documentation, and their existing IPB.

The Director makes the final decision on the transfer, including the academic year the student will join and any program differences, along with their completion deadlines. Once the transfer is approved, it's equivalent to being enrolled in the Doctoral School, and the student is required to take the oath as per § 85 of the KU Statute.

For appointing a supervisor or co-supervisor, within three months of starting at the Doctoral School, the student, in agreement with their supervisor(s), must develop a new IPB or inform the Director about the intention to continue with the existing IPB from their previous school. The approval and amendment of the IPB follows the appropriate procedures in. This structured transfer process ensures that students seamlessly integrate into the Doctoral School's academic framework while continuing their research pursuits. For more details see Section IX. of the Doctoral School Regulations concerning transfers.

Doctoral students at the School are entitled to vacation breaks totaling up to eight weeks per year, scheduled during periods free from teaching activities. Each vacation break must be at least seven days long unless the student requests otherwise.

Additionally, the Director may suspend a student's education upon request for several reasons: maternity leave or equivalent, paternity or parental leave as defined by the Labor Code, necessity to work on a competitively funded research project, undertaking scientific trips or research internships, temporary inability to study due to illness, or the need to care for a sick family member or a child up to six years old, or with a disability.

During the suspension, the deadlines outlined in the Individual Research Plan (IPB) are paused. The total suspension period for reasons other than parental leave (optional suspension) cannot exceed two years. Upon the end of the suspension period, students must declare their intention to resume their studies within a month. Failure to make this declaration is considered a resignation from the doctoral program. This framework allows students to balance their academic commitments with personal and professional needs while maintaining their progress in the doctoral program. For more details see Section VII. of the Doctoral School Statute concerning breaks in the program.

The removal from and potential reinstatement into the Doctoral School program are governed by specific regulations. The Rector, upon the Director's recommendation, makes the decision to remove a doctoral student from the program.    For reinstatement, the student must submit a request to the Director, who may approve the resumption of studies if the student demonstrates a high likelihood of fulfilling all program obligations and completing their doctoral dissertation without needing to extend their time in the School. However, reinstatement is not allowed if the removal was based on Article 203 (1)(6) of the Law or if more than two years have elapsed since the removal. Additionally, if the removal was due to reasons outlined in Article 203 (1)(5), reinstatement can only occur if the circumstances leading to the removal no longer exist.

Upon agreeing to reinstatement, the Director will determine the academic year to which the student will return and may specify any program differences along with their completion deadlines. This process ensures that re-admitted students are aligned with current program requirements and can complete their studies. For more details see Section X. of the Doctoral School Regulations concerning removal from the program.

Completion of the Doctoral School program at Kozminski University involves submitting a doctoral dissertation to the Academic Promotions Office, alongside appropriate documentation described in the following sections. Upon meeting these requirements and successfully completing the coursework, students receive a certificate of completion from the KU Doctoral School, signifying the achievement of learning outcomes in Polish Qualification Framework level 8 qualifications. Those who don't complete the program can request a certificate detailing their educational progress.

Regarding scholarships, the submission of the dissertation marks the end of the doctoral education, terminating the student's eligibility for further doctoral scholarships. Students submitting their dissertation before completing four years of study can continue to receive the scholarship until the four-year deadline, but no longer than six additional months.

• Appendix 1 Rules of Admission (ENG)
• Appendix 2 Doctoral School Statute (ENG)
• Appendix 3 Mid-term evaluation procedure (ENG)
• Appendix 5 Individual Research Plan (TEMPLATE)
• Appendix 6 Yearly report (TEMPLATE) - will be added soon

Kozminski University (KU) confers the academic degree of doktor through a Council responsible for the scientific discipline related to the doctoral dissertation. The Council's decisions must adhere to the statutes of KU, and only members who are full professors or hold the title of KU professor are eligible to vote on matters of doctoral degree conferment. These decisions are formalized by the signature of the Council's Chair. 

The Chair of the Council can establish an Application Evaluation Team to assist in the doctoral degree conferment process, including for candidates pursuing the degree on an extramural basis. The Team, potentially comprising multiple groups, is made up of five members, including the Chair, who are chosen from the Council and hold the necessary academic qualifications and are employed at KU in a research or teaching role.

The Team's responsibilities encompass reviewing applications for supervisor appointments, verifying PQF level 8 learning outcomes, and providing opinions on initiating the degree conferment process. They also recommend candidates for dissertation reviewers and suggest the composition of the dissertation defense Board. The Chair of the Team conveys their recommendations and findings to the Council, which then deliberates and resolves to accept them. The Office of Doctoral Studies and Academic Promotions coordinates the Team's work, ensuring that the doctoral degree conferment procedure is systematically managed and executed.

To be eligible for the degree of doktor, a candidate must typically hold a magister, magister inżynier, or an equivalent degree. They must also have achieved the level 8 learning outcomes of the Polish Qualifications Framework (PQF), including proficiency in a modern foreign language at a minimum B2 level as per the Common European Framework of Reference for Languages. Furthermore, the candidate must have a scientific track record, evidenced by at least one scientific article published in a recognized journal or conference proceedings, or by a scientific monograph or a chapter within such a monograph.

In exceptional cases, individuals with outstanding scientific achievements who may not meet the standard educational prerequisites could also be considered for the degree. For collaborative works, the candidate is required to provide statements from all co-authors detailing the extent of their individual contributions to the publication.

A doctoral dissertation should demonstrate comprehensive theoretical knowledge in the relevant discipline and the candidate’s capability to conduct independent scientific work. It should offer an original solution to a scientific problem or in the application of research results to practical economic or social issues. It can be a written work such as a monograph or a collection of scientific articles, and may include parts of a collective work.

The dissertation must include an abstract in both Polish and English, detailing objectives, methods, results, and its scientific significance. It requires the supervisor’s approval and the student’s statements affirming the dissertation's originality, certification of non-infringement of copyrights, and a declaration that it hasn't been used for another degree. If the dissertation includes joint research articles, the student must specify their individual contributions. Additionally, students must disclose the extent of any ChatGPT-type AI software used in their research or declare its non-use. The submission also requires an anti-plagiarism report from the Uniform Anti-Plagiarism System and a report on the fulfillment of the individual education plan, along with a summary of achievements during the doctoral study. If the dissertation contains sensitive information that is protected by law or trade secrecy, the candidate may request, with justification and in consultation with their supervisor, that parts of the dissertation be redacted before it is submitted for review. This request is then considered by the Team appointed by the Chair of the Council.

The initiation of the doctorate conferral procedure at Kozminski University begins with the candidate's application. This application must be accompanied by various documents: a copy of the diploma, a list of scientific achievements, a curriculum vitae, copies of the doctoral dissertation in both print and electronic formats, a positive supervisor opinion, dissertation abstracts in English (and Polish if the dissertation is in another language), language proficiency proof, and several declarations regarding the originality of the dissertation and completion of doctoral school if applicable.

The application is submitted to the Office of Doctoral Studies and Academic Promotions. Should the application not meet the required formalities, the candidate is given at least seven days to rectify any errors. Failure to do so results in the application not being reviewed. The Rector may outline specific editing requirements for dissertations.

Achievement of PQF level 8 learning outcomes is verified through a report based on the candidate's educational and professional background. If necessary, additional examinations are conducted. An examination board, appointed by the Chair of the Council or the Team, assesses the candidate and assigns a grade. Candidates may retake failed exams subject to certain conditions. Upon satisfying formal requirements and learning outcomes, the Council decides to initiate the procedure for the conferment of the degree of doktor. 

Following the initiation of the procedure for the conferment of the degree of doktor, a series of steps lead up to the defense of the doctoral dissertation at Kozminski University. The Council, led by its Chair, may form a Doctoral Committee specifically for each candidate's defense. The Committee’s members are selected by open vote, or secret ballot if requested, and include five Council members with the title of profesor or doktor habilitowany, the appointed reviewers, and the candidate’s supervisor(s). The Committee, once formed, is responsible for conducting the defense. It operates on the principle of an absolute majority vote, with at least half of its members present, including the supervisor(s) and at least two reviewers. All voting sessions of the Committee are confidential, and the Office of Doctoral Studies and Academic Promotions manages the Committee’s administrative tasks.  Three reviewers, external to the candidate’s employment unit and not from KU, assess the dissertation. These reviewers must be impartial, without any potential conflicts of interest such as collaborative research or co-authorship with the candidate. They have two months to review the dissertation and submit their findings. If all reviews are positive, the public defense is approved. If one review is negative, the Committee must convene to decide on allowing the defense. Should two reviews be negative, the Council may decide not to permit the defense. The candidate can appeal such a decision to the Scientific Excellence Council within seven days.  

When a candidate is permitted to defend their doctoral dissertation, the Chair of the Council or the Commission sets the defense date, which is then announced on the Kozminski University website. The defense takes place during an open session of the Committee and is led by the Committee Chair or their deputy. Prior to the defense, the doctoral dissertation and its abstract are published in the KU’s Public Information Bulletin at least 30 days in advance.

For the defense, the Office of Doctoral Studies and Academic Promotions compiles essential documents including the dissertation, reviews, the candidate’s professional summary, list of scientific achievements, current CV, and attendance list for Committee members, along with ballots for voting.

The defense may use technical devices for remote participation with live video and audio transmission, and at least half of the Committee members must be present, including the Chair or Deputy Chair and two reviewers. The public defense begins with an open session where the supervisor presents the candidate’s profile and achievements, followed by the candidate’s presentation of their dissertation's main theses. Reviewers then present their evaluations, and a discussion is opened to all attendees, leading to a Q&A session with the candidate.

If a reviewer is absent, the Chair summarizes their review. Following the open session, the Committee conducts a closed session to decide whether to approve the defense and propose a resolution to confer or not to confer the degree of doktor, providing a justification for their decision. The results of the Committee’s deliberations are announced publicly, and the Council subsequently adopts a resolution on the conferment or refusal of the degree at its next meeting.

The Council may bestow a distinction for exceptional doctoral dissertations. This honor is recommended by reviewers in their assessments, with a detailed justification included. After permitting the public defense of the dissertation, the Committee reviews any requests for distinctions. Approval requires an absolute majority in a secret ballot with at least half of the Committee members present. If granted, the distinction request is sent to the Council Chair for presentation to the Council.

The Council considers the distinction after resolving to confer the degree of doktor. The decision to award a distinction is made by an absolute majority of the Council, with a quorum of half its members. Recipients of distinctions receive special diplomas, personally awarded by the Rector or Vice-Rector alongside their doctoral diploma. For details see Appendix 4 Doctoral procedure.