[2nd-4th-year PhD students] Completion of the 2nd-4th-year of PhD training for AY 2024/2025 | Gdańsk University of Technology

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Date added: 2025-01-28

[2nd-4th-year PhD students] Completion of the 2nd-4th-year of PhD training for AY 2024/2025

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Settlement of the 2nd, 3rd and 4th years is related to the submission of: 

  • the Annual report on research progress / PhD training at Doctoral School – all PhD students, 
  • the Questionnaire for assessing the progress of the PhD student's scientific work (after the 2nd year) - only in the case of 2nd-year PhD students.

Transferring, obtaining signatures of decision makers, and approving documents at the Doctoral School is conducted in the MojaPG system -> Student -> eDocuments.

NOTE! Instructions for using the eDocuments (forms) for circulation of documents - from the doctoral student's side -> in the tab PhD students -> Formalities -> Download materials > Templates (access after logging in - access data the same as for the moja.pg system)

Schedule for settlement of the 2nd-4th-year of training in 2025

Date

Action

late May/early June 2025 

Making eDocuments regarding the completion of the year available to PhD students - attaching them to PhD student accounts in the MojaPG system. 

maximum until 6.07.2025 (Sunday)

Filling eDocuments in the system (MojaPG) by PhD students and attaching the required files to them: 

  • Semestral / Annual report on research progress / PhD training at Doctoral School (It should be completed electronically in English, attached to the eDocument in pdf format and the signatures indicated in the template will be collected electronically in mojaPG system. (except for the signatures of the persons responsible for confirming the completed teaching practice hours, if it took place - these signatures must be handwritten),
  • Certificate confirming participation in the seminar (doctoral/at the faculty/department) / reporting session.

Templates for the above-mentioned documents can be found on the Doctoral School's website under the tab: PhD Students -> Formalities -> Download materials -> Templates (access after logging in) in section II.1. After filling out the document templates, the PhD student attaches them to the corresponding eDocuments. 

Submission of documents to the School Office is carried out in the Moja PG -> Student -> eDocuments system after approval by the PhD student and, in addition, the supervisor and discipline coordinator. 

NOTE! Please do not wait with the completion of the documents until the deadline, but submit the documents to the system as soon as possible. The date for sending eDocuments should be agreed with the supervisor to take into account his availability to accept the documents by the required date -> see date below. 

until 13.07.2025 (Sunday)

Approval of eDocuments (report) in the system (Moja PG) by supervisors .

Filling out by the supervisor the eDocument received from the PhD student (applies only to 2nd-year PhD students) in the system (MojaPG) and attaching to it the required file:  

  • Questionnaire for assessing the progress of the PhD student's scientific work (after the 2nd-year).

The questionnaire template, which is filled out and attached to the system by the supervisor, is available in word format on the School's website under the tab: PhD Supervisors (access after logging in) -> Information for PhD Supervisors -> Section: Documents submitted through the Moja PG.

Until 27.07.2025 (Sunday)

Approval of eDocuments in the system (Moja PG) by discipline coordinators.

Until 10.08.2025 (Sunday)

Verification of documents by the Doctoral School office.

15-19.09.2025 (Monday - Friday)

Registration of PhD students in the system for the next year, renewal of the Electronic PhD Student ID Card (ELD).

Submission of documents is mandatory.
 
NOTE! Failure to submit the eDocuments by the deadline and/or failure to have them approved by the supervisor and/or discipline coordinator may result in failure to complete the year, reduction of the amount of the doctoral scholarship (the PhD student is then entitled only to the base amount of the scholarship) or, as a last resort, dismissal of the PhD student from the Doctoral School.

eDocuments related to the settlement of PhD training and their circulation in the system

Circulation of eDocuments in the system is initiated by the Doctoral School Office. Forwarding, obtaining signatures from decision-makers and approving eDocuments at the Doctoral School is carried out in the Moja PG -> Student -> eDocuments system. 

NOTE! Instructions for using the forms for circulation of documents in the MojaPG system - eDocuments can be found on the Doctoral School website: 

  • for PhD students: PhD students -> Formalities -> Download materials -> Templates-> For all PhD students -> Section II (access after logging in) 
  • for supervisors: PhD Supervisors (access after logging in) -> Information for PhD Supervisors (in Polish only) -> Section: Documents submitted through the Moja PG portal. 
Additional information

More information on the settlement of the 2nd-4th year can be found under the tab: PhD Students -> Training: 

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