on the rules of maintaining documentation concerning the course of studies at the Wroclaw University of Environmental and Life Sciences
Based on the Art. 23 par. 1 and par. 2 point 2 of the Act issued on the 20th of July 2018 - Law on Higher Education and Science (Journal of Laws of 2020, item 85, as amended), § 14-27 of the Regulation of the Minister of Science and Higher Education issued on the 28th of September 2018 on studies (Journal of Laws of 2018, item 1861, as amended) and § 8 par. 2 and par. 3 point 2 of the Statute of the Wroclaw University of Environmental and Life Sciences, attached to the Resolution No. 56/2019 of the Senate of the Wroclaw University of Environmental and Life Sciences adopted on the 28th of June 2019 on the adoption of the Statute of the Wroclaw University of Environmental and Life Sciences, as amended, one decided as follows:
§ 1
- Information concerning the students and the course of studies is collected and stored at the Wroclaw University of Environmental and Life Sciences, hereinafter referred to as the University. These activities are performed observing the applicable regulations in:
1) students' albums;
2) students' personal files;
3) register of diplomas.
- What is more, the course of studies is documented in the University Study Service System (Uniwersytecki System Obsługi Studiów), hereinafter referred to as USOS, in particular in the student's periodic achievement documents and course credit protocols, this includes credit protocols approved by a commission.
- The persons employed in the dean's office are obliged to update and verify all data concerning students regularly.
- The Centre for Student Affairs (Centrum Spraw Studenckich) provides substantive supervision over the model documents concerning the course of studies.
§ 2
- The students' album is run in an electronic form in USOS.
- The student is assigned the following album number within the University. The aforementioned number is assigned to the student in all fields of study, levels, forms and profiles of studies participated by the student. Moreover, this number applies when the student resumes studies.
- The number of the album is entered on the documents related to the course of studies and on the student ID.
- The student's personal file is designated using the album number.
- The following data concerning the student are entered in the student's album:
1) album number;
2) the date of commencement of studies;
3) names and surname;
4) date and place of birth;
5) PESEL (social security number), and in case it does not apply - the name and number of the document confirming the identity and the name of the country that issued such a number;
6) information concerning the document constituting the grounds for applying for admission to studies;
7) the name of the school or the regional examination board, number, date and place of issuing the document referred to in the Art. 69 par. 2 of the Law on Higher Education and Science - in the case of BA/BSc or MA/MSc studies;
8) name of the university, number, date and place designated on the graduation diploma - in the case of MA/MSc studies;
9) name of the field of study, level and profile of studies;
10) the year of study the student was admitted to;
11) date and reason for leaving the university.
§ 3
1. The student's personal file is kept and run in paper form.
2. A student's personal file is created by a person employed in the dean's office, separately for each field of study and each level of study.
3. The student's personal file should be described observing the requirements determined in the dean’s office as well as archiving regulations in force at the University.
4. The student's personal file is to contain:
1) documents required from a candidate for studies, this includes:
a) a copy certified by the university of the following:
-a document constituting the grounds for applying for admission to studies, referred to in the Art. 69 par. 2 of the Act - in case of a candidate for BA/Bsc or MA/MSc studies,
-graduation diploma - in case of a candidate for MA/MSc studies,
b) a personal questionnaire containing the candidate's photo, first and last name, date and place of birth, PESEL number, and in the absence of such number - the name and number of the document confirming identity and the name of the country that issued it, gender, place of residence before starting studies: village or city, address residence and correspondence address, contact telephone number, citizenship, and, in the case of foreigners, additionally, the name of the country of birth and information concerning the Pole's Card;
2) documents constituting the grounds for admission to studies;
3) a declaration filed by the student stating that the student is familiar with the amount of fees for the educational services to be provided which are to be covered by the students as well as the procedure and conditions concerning the exemption from the aforementioned fees charged at the Wroclaw University of Environmental and Life Sciences;
4) the oath signed by the student;
5) cards containing periodic achievements of the student;
6) decisions regarding the course of studies;
7) diploma dissertation (if the study programme stipulates that such a dissertation is to be written); if the diploma dissertation has been submitted in an electronic form, the file should contain information concerning the place of its storage in APD and data enabling its effective retrieval;
8) review of the diploma dissertation (if the study programme requires such a review);
9) the diploma examination protocol;
10) graduation diploma - a copy intended for the files;
11) diploma supplement - a copy intended for files;
12) confirmation of receiving the diploma and its copies, the diploma supplement and its copies as well as the duplicate of the diploma or duplicate of the diploma supplement or these documents in case of student not collecting the aforementioned documents;
5. The student's personal file referred to par. 1, can include documents other than those listed in par. 4, if it has been specified in separate regulations issued by the rector.
6. The student's personal file referred to in par. 1 can consist of electronic documents prepared using USOS in the form of an certified printout, with the date of preparation and with the system authentication provided by the employees of the University using USOS.
7. The student's personal file is archived and kept following the requirements determined by the office and archiving regulations effective at the University.
§ 4
- In case of a student transferring to another university, all documents regarding the course of studies included in the personal file shall be sent to the university the student is to be transferred to based on the written request of that university.
- A copy of the cover letter attached to the documents to be sent, their list and copies of all documents collected in the student's personal file till that moment remain at the University the student was transferred from.
§ 5
- After verifying the student's achievements in reference to a particular settlement period and after the settlement of such achievements, the person employed in the dean's office prepares periodic student achievement cards based on the data recorded in USOS.
- The Dean of the Faculty or a Vice-Dean authorized by the Dean confirms the entry covering the following settlement period with a date, signature and personal seal or authentication in USOS on the card prepared in the form of a printout of data from USOS no later than by the end of the semester.
- The student's periodic achievement card is to include: student's first and last name, album number, first and last name and title of professor, academic degree or degree in arts or professional title of the person conducting the examination or test, names of classes, this includes names of internships, completed during a semester or year, indication of the form of verification concerning the student's achievements granted for classes in a particular semester or year, the obtained grade, the number of ECTS points obtained by the student, date and authentication in USOS performed by the person conducting the exam or test, date and signature of the Dean or Vice-Dean (or authentication in USOS) confirming the verification of student's achievements.
- A copy of the aforementioned card is kept in the student's personal file.
§ 6
- The results of a particular test or examination are announced. The final grade is granted by entering grades into the protocols in USOS following the terms established based on separate regulations.
- Academic teachers or other persons responsible for the subject prepare the protocols only after the grades have been entered into USOS and exclusively based on the data included therein.
- After the protocol referred to in par. 2 is prepared, the academic teacher or another person responsible for the subject is required to print it out and submit this document signed to the dean's office or to authenticate the printout in USOS within the time limits established by the dean;
- The head of the unit employing the academic teacher coordinating the subject who is obliged to enter the grades into the system is responsible for the punctuality of entering the grades and credits in USOS. The dates of closing USOS in reference to entering grades are determined by the Rector's regulation concerning the rules on the organization of the academic year.
- Protocols in the form of a printout are stored in the proper dean's office. Later they are archived following the requirements determined by the office and archiving provisions which are to be observed at the University.
- Individuals employed in the dean's office are obliged to verify the completeness of the data covered by the protocols.
- In case of discrepancies between the course credit protocol and the student's periodic achievement card, the person employed in the dean's office is obliged to clarify any doubts in this regard in cooperation with the teacher or the course coordinator.
§ 7
- The diploma dissertation is obligatory in case of all fields of study at the University (except for Veterinary Medicine).
- The dean provides detailed rules for submitting diploma dissertation.
§ 8
- The University runs a register of diplomas in an electronic form.
- The following entries are entered in the register of diplomas:
the consecutive, within the university, number of the graduation diploma,
1) album number,
2) first and last names of the student,
3) year of birth,
4) date of commencement of studies,
5) field of study, level, profile and form of studies,
6) the date of submission of the diploma examination
7) professional title.
§ 9
- The model graduation diplomas to be applied at the University are set out by the Senate.
- The rules on preparing and issuing graduation diplomas and diploma supplements provided to graduates are established by the rector who issues a regulation.
§ 10
- A student is entitled to be provided with an Electronic Student Identity Card (ELS).
- A student assigned to more than one faculty at the University at the same time is to apply one ID card issued at the faculty which is the student’s basic field of study.
- The student ID card constitutes the property of the student. The aforementioned card is not returnable.
- The student ID expires in situations indicated in the Study Rules of the Wroclaw University of Environmental and Life Sciences.
- The rules concerning the preparation and issuance of Electronic Student IDs are established based on separate regulations.
- The model student ID is established based on separate regulations.
- A student has to pay a fee for issuing a student ID and a duplicate student ID. The amount of fee is regulated in separate provisions. The fee is paid by the student to an individually generated account or another bank account number provided by the rector.
- The validity of the student ID is confirmed each semester. It is done by updating the data in an electronic system and placing a hologram in the proper marked fields.
- In the case of issuing a duplicate student ID, it is recorded in the register of issued ID cards. One indicates the album number and adds the next letter of the alphabet. The original identity card is marked with the letter “a”.
- The student ID card with errors or mistakes is subject to replacement.
§ 11
- The University may introduce necessary corrections in the register of students and register of diplomas. Corrections are introduced at the request of a student, graduate or ex officio (this task is carried out by an authorized employee of the University).
- Corrections are made based on a document containing correct data by deleting an incorrect entry and entering appropriate data above the words which have been deleted. An appropriate note stating “Correction has been made”, the signature and name stamp of the person who corrected the document, the date and the official seal of the university are to be placed on the corrected document.
- In case of corrections concerning the documentation kept in electronic form, it is required to record information concerning the rectification, its date and the person who introduced corrections.
- Information on the correction shall be included in the student's personal file.
- The University does not correct the content of the diploma, a copy of the diploma, a supplement and a copy of the supplement to the diploma.
- The documents referred to in par. 5, containing errors or mistakes, are subject to replacement following the terms established in the Rector's regulation concerning the rules of preparing and issuing graduation diplomas and the diploma supplement issued to graduates of the Wroclaw University of Environmental and Life Sciences.
§ 12
- In case of the change concerning personal data included in the documentation of the course of studies during the studies, the documents concerning the course of studies and including new personal data shall be issued provided that the student submits a written application concerning this issue.
- The student is obliged to provide the faculty dean's office with the original copy of the marriage certificate, administrative decision on changing the name or surname or a court decision.
- After graduation, the first name or surname of the graduate is not to be changed in the documents included in the student's personal file, unless the name or surname has been changed based on an administrative decision or a court decision.
- In case of a higher education diploma, a diploma supplement and their copies, the rules for changing the name or surname after graduation and the procedure to be followed in the aforementioned circumstances are established based on the rector's regulation concerning the rules on preparation of higher education diplomas and the supplement to diplomas issued to graduates.
§ 13
- Documents provided by the University in relation to the course or completion of studies, intended for legal transactions with foreign countries, are certified based on a written request of the interested party.
- Graduation diplomas with supplements, their copies, this includes copies issued in a foreign language, their duplicates as well as certificates of completion of studies are certified by the head of the Polish National Agency for Academic Exchange (Narodowa Agencja Wymiany Akademickiej).
- The vice-rector for student affairs and education certifies the documents other than the ones indicated in par. 2, in particular, copies or excerpts of documents included in the student's personal file, periodical achievement cards, excerpt from grades cards and a course record.
- Authentication of documents provided by the University intended for legal transactions with foreign countries is realized by placing the following elements on the document:
1) an authentication clause stating the authenticity of the signature and functions of the person signing the document or the identity of the official seal of the organizational unit this document is assigned to;
2) the signature of the person who certifies the authentic character of the document;
3) official seal of the University;
4) the name of the city and the date of authentication.
- A fee is charged for the authentication of documents issued by the University intended for legal transactions with foreign countries. Separate provisions regulate the amount of the fee.
§ 14
Persons using the student database are required to meet the conditions established in the Personal Data Protection Policy introduced by a relevant regulation of the Rector.
§ 15
- Folders including personal files of students admitted to studies starting from the academic year 2019/2020 are established and maintained observing the terms indicated in the Regulation of the Minister of Science and Higher Education on studies issued on the 27th of September 2018 (as amended).
- Folders run for students admitted to studies prior to the effective date of the regulation referred to in par. 1 and for the 2018/2019 academic year are to be maintained based on the existing provisions.
§ 16
- The deans and head of university-wide units realizing teaching tasks are responsible for the implementation of this regulation.
- The Vice-Rector for Student Affairs and Education is responsible for supervision over the implementation of this regulation.
§ 17
- This regulation shall become effective on the 1st of January 2021.
- The Regulation No. 45/2017 issued by the Rector of the Wroclaw University of Environmental and Life Sciences on the 4th of April 2017, as amended, on the definition of the documentation of the education programme and the rules concerning the didactic proceedings at the Wroclaw University of Environmental and Life Sciences is repealed.
- The Regulation No. 131/2008 issued by the Rector of the Wroclaw University of Environmental and Life Sciences on the 28th of October 2008 on the rules of maintaining the diploma register at the Wroclaw University of Environmental and Life Sciences is repealed.
Rector
prof. dr hab. inż. Jarosław Bosy
