Thesis Essentials

The thesis must have a title page according to the established template and an abstract of the thesis (from 400 characters with spaces to 1,500 characters with spaces) and keywords (min. 3).

A thesis written in a language other than Polish should additionally include a second title page in Polish, as well as an abstract and keywords.

Step 1 – Starting the process

The following points should be done after the work is approved by the supervisor.

To start the process, you must:

• print and bind the thesis – one copy for the entire group;
• Prepare CDs with your work: written part (a single file of written work cannot exceed 45 MB and cannot be saved in zip format). Additionally (if available), the CD should contain source codes and a compiled version of the application. Write the topic of the work, the names, and student numbers of all authors on the CDs with a marker. You must record:
  • One CD from each co-author of the work - for the Student's office,
  • one additional CD – for the library.
• download, print, and sign the declaration of independent authorship of the thesis (link) – one copy per each author.
• submit a general application to the Dean of the Faculty via podania.pja.edu.pl requesting permission to defend the thesis without the diploma examination (applies only to students who have no chance of completing their studies yet wrote a group thesis). The justification is the fact that the thesis was written in a group.

At this stage, the thesis information entered by the Supervisor should exist in the GAKKO system(gakko.pja.edu.pl). In this step, the student is required to provide additional information to the Supervisor, who, after verification, completes it in the GAKKO system:

• the individual contribution of each author to the individual elements of the thesis (taking into account individual chapters in the diploma project documentation);
• area of conducted scientific research (if applicable);
• full name of the Reviewer of the thesis.

The student completes the following information on their own area:

• granting or denying consent to place the thesis in the Diploma Thesis Repository
• declaration on the type of copies issued free of charge to a graduate. The academy issues 3 sets of documents (diploma and supplement) free of charge for the student:
  • original in Polish + 2 copies in Polish
    or
  • original in Polish + copy in Polish + copy in English

Step 2 – Submitting the thesis

The set of physical documents listed in Step 1 can be sent by mail or delivered to the Dean's Office. It is also possible to submit the set of documents to the Library during its opening hours (no later than 15 minutes before closing) – no appointment is necessary to submit the set of documents to the library.
The set of documents should be delivered to one of the above-mentioned departments – the documents will be forwarded accordingly:

• the library receives the bound thesis and one CD in order to check the thesis for plagiarism. The Unified Anti-Plagiarism System guarantees that the diploma thesis will be checked within a strict deadline of up to 7 days from the date the thesis is entered into the system. The verification result from the "similarity report" (coefficient no. 2) will be entered into the "Application for admission to the diploma thesis defense", the so-called clearance slip (see: Step 3).
• Students' Office receives the remaining CDs and statements signed by the thesis authors.

To formally complete Step 2, the Supervisor must accept the verification result from the JSA, entered into the GAKKO system by a library employee.

Completing Step 2 is equivalent to submitting the thesis by the deadline set by the Dean of the Faculty in the Ordinance on diploma examinations.

Step 3 – Completing the clearance slip

A request to create a circulator should be submitted to the Student's office/secretariat - by email (preferred option) or by phone only after all of the following requirements have been met together:

• obtaining completion of studies or receiving a positive decision on the application for admission to the defense of the thesis itself (submitted in Step 1).
• obtaining acceptance of the plagiarism result by the supervisor in the GAKKO system.

The clearance slip will be made available in the GAKKO system (link). It is the student's responsibility to ensure that the clearance slip has been completed by:

• the library,
• the accounting department (does not apply to students without completed studies),
• Supervisor and Reviewer (the introduction of the Supervisor's and Reviewer's opinions is equivalent to their "signing" of the circulator),
• Students' Office (only after obtaining all other signatures).

Obtaining all signatures formally concludes the preparation process for the defense.

Step 4 – Defense

The description of this step does not apply to remote defenses

On the day of the defense, no later than half an hour before the defense - during the Student's office hours:

• The chairman/member of the Commission collects a set of documents from the Student's office for the examination committee.
• students go to the designated room and wait to be called in for the examination.

Step 5 – Completing post-defense formalities

Information about the prepared diploma (and/or a copy in English) will appear on the student profile after logging into GAKKO in the Students' Office/Course of study/Documents tab (available for graduates of the 2016/2017 academic year and later).

To obtain an additional copy (no more than 3 pieces) in English, you must submit the following in the application system within 30 days of the defense date:

• The application for translation of the thesis topic must be completed by the Supervisor at the stage of entering the thesis into the GAKKO system. If the topic is incorrect, an appendix signed by the Supervisor regarding the translation of the thesis topic must be added to the application).
• proof of payment of PLN 40 for one set.

Due to the introduction of new diploma forms starting from the defenses of the summer semester 2020/2021, diploma photographs are not required.

When collecting your diploma, please have your student ID ready for return.