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The degree conferral process for Polish-language degree programs at the Faculty of Natural Sciences, Mathematics, and Statistics (WNPiSM)

 

Note: Regulations regarding the use of AI tools in the preparation of a thesis. These regulations apply to theses submitted starting in the 2025/2026 academic year.

Guidelines for the Use of Artificial Intelligence Tools in the Degree Conferral Process for Degree Programs in the Department of Political Science and International Studies, Based on the University of Warsaw Study Regulations, Resolution No. 98/2023 of the University Council for Education, and Resolutions No. 11/2025 and No. 29/2025 of the Faculty Teaching Councils of the Faculty of Political Science and International Studies (WNPiSM), effective from the 2025/26, the following rules regarding the use of Artificial Intelligence (AI) tools in the preparation of theses shall apply to the degree programs offered by the Faculty of Political Science and International Studies (WNPiSM) during the thesis process.

  1. The use of AI tools in the preparation of theses, while it may be permitted, it must not violate the overriding principle stating that “A thesis must be prepared independently and meet the substantive and formal requirements specified by the academic council for the given field of study in accordance with URK guidelines” (University of Warsaw Study Regulations, Art. 46, paras. 1 and 2).
  2. Supervisors establish the rules for using AI tools in the process of writing theses for their seminar students. These rules should be included in the seminar syllabi or otherwise communicated to the students. Advisors may use a scale ranging from 1 to 5 for this purpose, as described in Resolutions 11/2025 and 29/2025 of the Faculty of Natural Sciences, Physics, and Mathematics’ Teaching Councils. Failure by the advisor to specify such rules does not relieve the seminar student of the obligation to prepare the thesis independently, and any use of AI tools must be approved by the advisor.
  3. Students bear full responsibility for the use of AI tools when preparing their thesis. The use of AI tools must not violate existing legal provisions (e.g., copyright laws), ethical principles, etc.
  4. Advisors continuously assess students’ independence in preparing their thesis with regard to the use of AI tools. To this end, they may use available scanners (including those integrated into the APD system) that detect the likelihood of AI tool use in the preparation of the thesis text. The result itself—indicating the likelihood of AI tool use (e.g., expressed as a percentage)—should not be the sole basis for suspecting a violation of the law or ethical principles in the preparation of a thesis.
  5. Advisors confirm in the APD system that the thesis is the student’s independent work, including in this assessment the extent to which the student has used AI tools.
  6. The use of AI tools in the preparation of a thesis, within the limits and under the conditions specified by the thesis advisor, should not constitute grounds for lowering the grades assigned in reviews, whether by the thesis advisor or the reviewer.
  7. The AI systems used, as well as their objectives and methods of application, should be described in the thesis and clearly identified, particularly in the introduction or in the chapter on research methods (Article 4 of the Resolution of the University Council for Education No. 98/2023). This does not include footnotes, spell-checking, grammar checking, or formatting the document—including inserting a table of contents or changing the style of footnotes and the bibliography.

 

  1. A violation of the rules governing the use of AI tools in the preparation of a thesis may constitute grounds for initiating proceedings regarding the preparation of a thesis in violation of the law (pursuant to Article 5 of Resolution No. 14 of the University Council for Education dated July 13, 2020; DURK.2020.14.UURK.14.pdf). The advisor reports his or her suspicions in this regard to the program director of the relevant field of study, who conducts a preliminary analysis and may refer the matter to the Head of the Teaching Unit for further action, in the same manner as for papers where there is a suspicion of plagiarism.
  2. Before uploading the final version of their thesis to the APD system, students must complete a statement regarding the extent to which AI tools were used in the preparation of their thesis. This declaration (in accordance with the applicable template—Appendix 1, below) must be signed and attached to the thesis file immediately after the title pages (as required by the academic program). Template for the Declaration The graduate student should fill in the required information, print the form, sign it by hand, scan it (as a scanned file, e.g., PDF, graphic file, e.g., a photo, etc.), and then attach (paste) it to pages
    of the thesis ( as pages 3 and 4). Only after being completed in this manner should the thesis be submitted to the APD system.
  3. The supervisor verifies that the text of the above statement has been correctly attached to the thesis after the student has uploaded the thesis to the APD system. The supervisor also verifies that the content of the statement complies with the guidelines for the use of AI tools established by the supervisor. The advisor further assesses whether the extent to which AI tools were used violates the principle of independence in the thesis or any other requirements for theses.

 

 

Format and Dates of the Diploma Exams for the 2025/26 Academic Year

 

Diploma exams are administered in person.

Upon a justified request from the thesis advisor, the Head of the Teaching Unit (hereinafter: KJD) may decide to conduct the thesis defense remotely on an exceptional basis. The rules for conducting the thesis defense in this manner are set forth in  Order No. 120 of the Rector of the University of Warsaw, dated September 7, 2020 on the publication of the consolidated text of Order No. 120 of the Rector of the University of Warsaw dated June 5, 2020, regarding the submission of thesis and the administration of the thesis defense via remote means.

When scheduling individual thesis defense dates, please keep in mind the so-called “maintenance window” every Wednesday from 2:00 p.m. to 11:59 p.m., during which there may be interruptions in access to the following systems and applications, among others: USOS, USOSweb, USOSadm Java, and the Thesis Archive (hereinafter: APD). In light of the above, as well as the instructions for conducting thesis exams (file available on the website in the “Downloads” section) and the guidance from the Interuniversity Center for Computerization  Thesis defenses may not take place on Wednesdays after 2:00 p.m.

Diploma exams for the 2025/2026 academic year will be held through July 24, 2026, and beginning August 31, 2026. (It will not be possible to organize diploma exams in August due to the vacation period for academic and administrative staff.)

The thesis advisor submits—that is, sends electronically to the student affairs office of the respective degree program—a completed “Application for the Appointment of a Committee to Administer the Thesis Defense” or the “Application for the Appointment of a Committee to Conduct a Remote Thesis Defense, along with a justification for conducting the thesis defense remotely.” The supervisor must submit the above-mentioned application no later than two weeks before the scheduled date of the thesis defense. The request must include, among other things, the scheduled date of the diploma exam and the proposed composition of the committee. The request is submitted through official channels to the Head of the Teaching Unit for approval and signature, as the diploma exam committee is appointed by the Head of the Teaching Unit. Once the Head of the Teaching Unit has appointed the diploma examination committee, a staff member of the relevant student section notifies the student/female student and the thesis advisor of the opportunity to submit the thesis, i.e., to upload it to the Thesis Archive system as a PDF file. The student should submit the thesis to the Thesis Archive no later than two weeks before the scheduled date of the diploma examination.

The standard/scheduled date for completion of studies is September 30, 2026. This date may be changed on an exceptional basis in the cases listed below.

Pursuant to § 47(2) of the University of Warsaw Study Regulations:

at the request of the student or at the request of the thesis advisor, the Head of the Teaching Unit may extend the duration of their studies, but by no more than three months— excluding any leave of absence—from the scheduled date of graduation, in the following cases:

1) a student’s long-term illness, confirmed by a BON opinion issued on the basis of the student’s medical records;

2) the inability to complete the thesis by the required deadline for valid reasons beyond the control of the student or the thesis advisor.

In addition, § 47(3) of the University of Warsaw Study Regulations states that a change in the thesis advisor (resulting from reasons attributable to the advisor that could cause a significant delay in the submission of the thesis) during the last six months prior to the scheduled date of graduation constitutes grounds for extending the deadline for submitting the thesis in accordance with the rules set forth in the aforementioned § 47(2) of the University of Warsaw Study Regulations.

The thesis defense takes place within three months of the date the thesis is submitted, but no later than the day preceding the scheduled date of graduation ( § 48(2) of the University of Warsaw Study Regulations).

Re-enrollments for the 2025/2026 academic year into the final stage of studies pursuant to § 13(5) of the University of Warsaw Study Regulations—that is, within two years of receiving a certificate of completion—removal from the student roster due to failure to submit a thesis by the deadline:

– The deadline for submitting an application for the aforementioned reinstatement is no later than June 26, 2026. The application must be accompanied by information/a statement from the advisor regarding consent to the admission and completion of the final seminar cycle on an individual basis, the current status of the thesis, and thus the possibilities/prospects/chances of passing the final seminar semester, submitting the thesis, and taking the thesis exam by the statutory deadline—i.e., no later than September 29, 2026—or by an extended deadline (§ 47(2), § 47(3), and § 48(2) of the University of Warsaw Study Regulations);

-Applications for reinstatement received by the department after June 26, 2026, will be considered for reinstatement for the following academic year, i.e., the 2026/2027 academic year.

 

Diploma Exam 

  1. The diploma exam is administered in a face-to-face format.
  2. During the diploma exam (in-person or remote), the chair of the diploma exam committee prepares the exam protocol in electronic form in APD, and the members of the diploma examination committee shall immediately approve it in the APD —which is equivalent to signing the minutes.
  3. Upon a justified request from the thesis advisor, the KJD may decide to conduct the thesis defense remotely on an exceptional basis. The rules for conducting the thesis defense in this manner are set forth in  Order No. 120 of the Rector of the University of Warsaw, dated June 5, 2020, regarding the submission of a thesis and the administration of a thesis defense via remote means from late submission The advisor submits—that is, sends electronically to the Student Affairs Office—the completed “Application for the Appointment of a Committee to Conduct a Remote Diploma Exam, along with a justification for conducting the diploma exam remotely.” The application is forwarded through official channels to the KJD for approval and signature.
  1. The technical conditions for conducting the diploma exam remotely are set forth in Appendix 2 to Order No. 120 of the Rector of the University of Warsaw dated June 5, 2020, as amended.
  1. A remote diploma exam may be conducted using the following IT tools, which will ensure that the exam process can be monitored (NOTE: The provision requiring that the exam be recorded via video and audio and stored for a period of one month from the date of the exam has been repealed):
  • Google Meet tools available as part of the “G Suite for Schools and Universities” package;
  • “Microsoft Teams”;
  • “Zoom.”
  1. The final exam for all degree programs administered by the Department of Political Science and International Studies is an oral exam.
  1. The thesis examination committee consists of three people: the chair, the thesis advisor, and the reviewer.
  2. The chair of the committee and the reviewer may be an academic with at least a doctoral degree.
  3. During the diploma exam, the members of the committee ask the student
    at least three questions, at least two of which pertain to the course of study and one to the diploma thesis (unless the program’s graduation requirements specify otherwise).
  1. The meeting of the committee conducting the diploma examination consists of three parts: the diploma examination, the closed session (without the student present), and the announcement of the results. During the closed session, the members of the examination committee discuss the course of the examination and decide on its evaluation.

 

Deadlines for Submitting Theses

 

The student submits their thesis—that is, uploads it to the Thesis Archive as a PDF file—no later than two weeks before the scheduled date of the thesis defense ( § 47(1) of the University of Warsaw Study Regulations and § 5( 2 of Order No. 120 of the Rector of the University of Warsaw dated June 5, 2020, regarding the submission of thesis papers and the conduct of thesis examinations remotely, as amended).

The thesis should not be submitted in printed and bound form.

Links to the legal basis:

RESOLUTION NO. 441 OF THE SENATE OF THE UNIVERSITY OF WARSAW on the adoption of the Regulations Governing Studies at the University of Warsaw, dated June 19, 2019.

ORDER NO. 120 OF THE RECTOR OF THE UNIVERSITY OF WARSAW regarding the submission of a thesis and the administration of a thesis defense via remote means, dated June 5, 2020.

Guidelines for the Use of Artificial Intelligence Tools in the Degree Conferral Process for Majors in the Department of Political Science and International Studies

Declaration Form Regarding the Use of Artificial Intelligence Tools

Classification of a Thesis/Review

 

At the request of the thesis advisor or the student (the request form can be downloaded in the “Downloads” section), the thesis, as well as its reviews, may be classified due to the thesis’s subject matter being subject to legally protected confidentiality, or when the information contained in the thesis is protected under regulations governing classified information. This request is reviewed by the Head of the Academic Unit. Depending on the classification of the thesis, as well as the protection granted and its scope, a given thesis may, for example: not be subject to mandatory screening in the Unified Anti-Plagiarism System (hereinafter “JSA”), may not be included in the National Repository of Written Theses, or its reviews may be exempt from public disclosure.

Announcement from the Head of the Teaching Unit Regarding the Procedure for Submitting Theses and Conducting Thesis Exams at the Faculty of Political Science and International Studies for the 2025/2026 Academic Year

 

The following steps for submitting a thesis and preparing the documentation related to the thesis defense are specified:

  1. Thesis Advisor: While working with a student, the advisor may check the thesis for plagiarism using available anti-plagiarism systems, such as plagiat.pl or OSA (Open Anti-Plagiarism System). All theses must undergo mandatory checking using the Unified Anti-Plagiarism System prior to the thesis defense. In the event that (at any stage)  If plagiarism is suspected, the thesis advisor should conduct a clarifying interview with the author of the thesis. Based on the discussion and the report from the plagiarism check, the thesis advisor either approves the thesis or upholds the suspicion of plagiarism and immediately informs the Head of the Teaching Unit. A thesis reviewer may also report a suspicion of plagiarism to the thesis advisor and the Head of the Teaching Unit. Further proceedings in such a case are governed by the provisions of Resolution No. 14 of the University Council for Ministry of Education Circular dated July 13, 2020, regarding guidelines on standards and procedures to be followed in cases where term papers and theses at the University of Warsaw are prepared in violation of the law.
  1. The thesis advisor submits —that is, sends electronically to the student affairs office of the relevant degree program—the completed “Application for the Appointment of a Committee to Administer the Thesis Defense” or the “Application for the Appointment of a Committee to Conduct a Remote Thesis Examination, along with a Justification for Conducting the Thesis Examination Remotely,” which pertains to the specific student (the forms for the above applications are available on the website in the “Downloads” section). The thesis advisor must submit the application to appoint an examination committee, along with a proposed composition of the committee, no later than two weeks before the scheduled date of the diploma examination. The application is forwarded through official channels to the KJD for approval and signature.
  1. Upon receiving, via email, from the thesis advisor the “Request to Appoint a Committee to Administer the Thesis Defense” or the “Request to Appoint a Committee to Conduct a Remote Thesis Defense, along with a Justification for Conducting the Thesis Defense Remotely,” shall take the following steps:
  • checks whether the student has earned credit for all courses included in the curriculum and study plan—that is, verifies the student’s fulfillment of stage-specific requirements in the USOS system;
  • verifies whether the thesis topic included in the application has been approved by the Academic Council of the Faculty of Political Science and International Studies;
  • submits a request to appoint a committee to conduct the thesis defense through official channels to the KJD for approval and signature, and, following its approval by the KJD, enters all required data into the USOS system and notifies the student and the thesis advisor that the thesis may be submitted—that is, uploaded to the APD system as a PDF file;
  • activates the electronic circulation form, known as the “e-circulation form,” in the USOSweb system;
  • If, at any stage of preparing the documentation related to administering the diploma exam, formal deficiencies are identified that prevent the scheduled diploma exam from taking place—for example: missing grades/credits in USOS, the absence of an approved thesis topic, a change in the thesis topic, or failure to settle the e-circulation form with the library(ies), the University of Warsaw School of Foreign Languages, the University of Warsaw’s School of Physical Education and Sports, or failure to settle payments due to the university. A staff member of the Student Affairs Section shall notify the student of this fact via email, as well as the thesis advisor and the other members of the diploma examination committee;
  • Upon completing the preparation of the documentation prior to the scheduled diploma exam, a staff member of the Student Affairs Office notifies the student and the entire diploma exam committee via email that all formalities required for the exam to take place have been fulfilled;
  • For students who began their studies in the academic year 2019/2020, sets of documents confirming graduation—i.e., a diploma and a diploma supplement—will be prepared, along with two copies of the diploma in Polish and two copies of the diploma supplement in Polish. At the student’s request, one copy of the diploma or one copy of the diploma supplement may be issued in a foreign language. The set of documents mentioned above will be provided free of charge to students who began their studies in the academic year 2019/2020; however, the university will charge a fee for issuing an additional copy of the diploma or diploma supplement in a foreign language (upon the student’s request) in accordance with § 36, para. 1(2) of the Regulation of the Minister of Science and Higher Education of September 27, 2018, on studies (Journal of Laws, item 1861, as amended).
  1. After receiving notification from the Student Affairs Office that they may submit their thesis—i.e., upload it to the APD system as a PDF file—the student enters information about the thesis and any other required data into the system, approves the declarations, and upload the thesis—following the instructions posted on the website in the “Downloads” section.
  1. The statements by the author of the thesis and the thesis advisor, as approved in APD, replace the statements that were previously included on the second page of theses submitted in print. Therefore, these statements are no longer included in the body of the thesis submitted electronically via APD.
  1. The student submits his or her thesis by uploading it to APD as a PDF file  no later than two weeks before the scheduled diploma exam.
  1. The thesis should not be submitted in printed and bound form.
  2. You can name the thesis file you upload to APD whatever you like.
  1. After the student has entered and approved the required data, statements, and thesis in APD, The thesis advisor reviews the work and requests a review by the JSA. The thesis advisor then completes the following steps in the APD system in the specified order: accepts the JSA report and approves the thesis advisor’s statement. Completing the above steps in the specified order allows the thesis advisor and the reviewer to submit their reviews.
  1. Reviews and evaluations from the thesis They must be entered and approved (which is equivalent to signing) in the APD system by the supervisor and the reviewer no later than three days before the scheduled date of the diploma exam. If the thesis has not been reviewed, the student will not be able to take the diploma exam and a new date for the exam will have to be scheduled.

 

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