§ 1. General Provisions

1. Admission to doctoral schools at the University of Gdańsk is conducted through the Online Candidate Registration System (hereinafter referred to as the “IRK system”).

2. By applying for admission to a doctoral school, the candidate accepts the University’s admission rules, including the following:

   1. consents to the processing of personal data for the purposes of the admission procedure and the maintenance of academic records. Failure to provide consent for the processing of personal data makes participation in the admission process impossible;

   2. consents to receiving an electronic admission decision in the event of non-admission and, in the case of candidates who obtained their education outside Poland, also a conditional admission decision;

   3. confirms that they have read and understood the admission rules of the University of Gdańsk.

3. The University shall not be held liable for the candidate’s failure to upload, or for uploading, incomplete, illegible, or incorrect scans of documents.

§ 2. Creating an Account in the IRK System

The candidate registers at irk.ug.edu.pl, and then:

1. activates their account in the IRK system by clicking the activation link sent by email;

2. logs in to the IRK system;

3. completes the form with personal, address, and educational details.

§ 3. Applying to a Selected Doctoral School

After registering in the IRK system, the candidate may apply to any number of doctoral schools. To do so, the candidate must:

1. select the appropriate discipline within the chosen doctoral school;

2. upload the required documents in .pdf format.

If incomplete, illegible, or incorrect files are uploaded, the candidate will receive a notification in the IRK system requesting that correct files be uploaded within the specified deadline. Failure to upload the required files, or uploading incomplete, illegible, or incorrect files, will result in disqualification.

§ 4. Admission Fee

1. The candidate must pay the admission fee no later than on the final day of registration by making a bank transfer to the account number provided in the “Payments” tab of the IRK system.

2. If the admission fee has been paid on time but has not been recorded in the IRK system or assigned to the appropriate discipline within the relevant doctoral school, the candidate must, on the day following the end of registration, submit proof of payment to the Admissions Office or to the admission committee responsible for the given doctoral school so that the payment may be marked in the IRK system by a University of Gdańsk staff member.
   Failure to comply with this requirement will result in exclusion from the admission procedure.

3. If the fee has not been assigned to the appropriate discipline within the relevant doctoral school and:

   1. registration is still open — the candidate may reassign the fee independently in the IRK system;

   2. registration has ended and the list of candidates has not yet been announced — the candidate should contact the Admissions Office to have the fee reassigned.

4. Failure to pay the admission fee for a given discipline within a doctoral school in the manner specified in section 1 above will result in exclusion from the admission procedure.

5. In justified cases, the candidate may apply for a refund of the admission fee paid. The conditions for refunding the admission fee are specified in the relevant Rector’s ordinance.

§ 5. Substantive Evaluation of the Candidate’s Documentation

1. Once registration for a doctoral school within a given discipline has closed, the admission committee shall conduct a substantive evaluation of the documentation uploaded by the candidate to the IRK system.

2. Points are awarded in accordance with the detailed admission rules applicable to the relevant doctoral school.

§ 6. Interview

1. After the substantive evaluation of the candidate’s documentation has been completed, the admission committee shall inform candidates of the time, place, and format of the interview by sending a message through the IRK system and by email.

2. The following persons are eligible to participate in the admission interview for a doctoral school in a given discipline:

   1. those who have paid the admission fee on time;

   2. those who have successfully passed the verification stage for the scans uploaded to the IRK system;

   3. those who have successfully passed the substantive evaluation stage of the uploaded documentation.

§ 7. Announcement of the List of Candidates

1. The list of candidates includes all persons who have met the conditions set out in § 7(2).

2. Candidates ranking within the admission limit shall be qualified for admission.

§ 8. Submission of Documents to the Committee

1. A candidate qualified for admission to a doctoral school in a given discipline is required to submit the complete set of required documents (as specified in Appendix No. 3 to the resolution) in paper form at the office of the admission committee within the next four working days of the committee following the announcement of the list of candidates.

2. Documents may be submitted in person, by a third party, or sent by post or courier (the date on which the documents are delivered to the committee, not the posting date, shall be decisive). No authorization is required for a third party to submit documents.

3. Other candidates are not entitled to submit documents at the committee’s office.

4. Failure to submit the complete set of required documents within the prescribed deadline shall result in the issuance of a decision refusing admission to the doctoral school.

5. A candidate who obtained their education outside Poland may, during the admission procedure, use scans of documents approved in the IRK system and is not required at this stage to submit paper documents. In the case of such a candidate, the chair of the relevant admission committee, acting under the Rector’s authorization, shall issue a decision on admission subject to the fulfilment of a suspensive condition. The condition referred to in the preceding sentence consists in the candidate submitting the complete set of documents in paper form to the committee’s office within 30 days of the announcement of the list of admitted candidates.

6. If the candidate referred to in section 5 fails to fulfil the condition subject to which the decision was issued, the Rector shall declare the decision null and void.

§ 9. Announcement of the List of Admitted Candidates

1. After the document submission stage has been completed, the relevant admission committee shall publish, in the IRK system, the list of persons admitted to the doctoral school.

2. The above-mentioned list shall include the names of candidates who obtained a number of points sufficient to qualify for admission to the doctoral school in the given discipline within the established admission limit and who submitted the complete set of required documents within the prescribed deadline.

3. Admission to a doctoral school takes place by entering the candidate onto the list of doctoral students. In the event of non-admission to a doctoral school, the candidate shall receive an electronic decision refusing admission.