First Year 2025/26 – Initial Formalities

29 09 2025

Dear First-Year Doctoral Students of SDNS.

Congratulations on joining the community of doctoral students at our Doctoral School!

It is necessary to complete certain formalities.

UW Email Domain

For various reasons, it is essential that you start using your UW email account as soon as possible. Without it, you will not be able to receive correspondence after the first few days. Email addresses are automatically created using a system prepared by the IT Department of UW after your enrollment is completed by the School’s staff. This system generates an email address in the @uw.edu.pl domain. New students will receive a message at their private email address (the one provided in the IRK system) with a password for the first login.

It is possible to obtain an email account with the department’s domain (if the department has one), such as @wpia.uw.edu.pl, @psych.uw.edu.pl, @wz.uw.edu.pl, etc. For more information, please contact the IT unit at your faculty.

According to the Rector’s Regulation No. 279 of December 10, 2020 (M.2020.496.Zarz.279.pdf (uw.edu.pl)) regarding electronic mail at the University of Warsaw: Every employee, doctoral student, and student of the University is required to have and use their university email account, including receiving messages. For matters related to the University’s activities that require the use of email, users are obligated to use only their university email account. Correspondence from university employees, students, or doctoral students sent from any email address other than the university email will not be processed.

Please note that the email address designated for contact with the authorities and staff of the Doctoral School Secretariat is phd.ns@uw.edu.pl.

Doctoral Scholarship

The doctoral scholarship amounts to PLN 4,242.00 gross (approximately PLN 3,764.00 net). It is paid around the 17th of each month. The scholarship is paid after the doctoral student submits a declaration of not holding a PhD and provides their personal bank account number in PLN, to which the scholarship will be transferred. You will be asked to sign this declaration during your visit to the Secretariat.

USOS

Once you are listed as “admitted” in the IRK system, the administration of the Doctoral Schools will enter your data into the USOS system. First-time students at UW can log in using their IRK system credentials. If you experience login issues (e.g., password change), please contact the Secretariat. USOSweb: [LINK].

ORCID

As doctoral students at the University of Warsaw Doctoral School, you are required to have an ORCID (Open Researcher and Contributor ID). This number allows you to be identified as authors of scientific publications. You can generate your ORCID number on the website: [LINK] (Instructions and declaration template LINK). The Secretariat must receive a printed and signed declaration of your ORCID number by 31st of October 2025.

First-Year Courses

Information about courses for the first semester can be found at: [LINK]. In the “STUDY PROGRAM FROM 2023 – COURSES” section, you will find course summaries for each discipline [LINK]. For collective information about the study program: [LINK]. Course registration for the first semester will be handled by the Secretariat. Details about the course location, schedule, and syllabi will be available in USOS under your account.

Student Dormitories

Information about student dormitories is available on the Student Welfare and Support Office UW website: [LINK].

Oath 

According to the School’s Regulations, you acquire your rights as a doctoral student when you take the following oath:

“I solemnly swear that I will persistently pursue the acquisition of knowledge and the development of my personality, that I will respect academic laws and customs, and that I will take care of the dignity and honour of a doctoral student at the University of Warsaw with my entire conduct”.

According to the decision of the Director of SDNS, prof. dr hab. Mirosławy Czerny, the date for taking the oath is 1 October 2025.

Taking the oath must be confirmed in the USOSweb system (screen available after logging in) between 1 and 31 October 2025. In the event of failure to take the oath the doctoral student may be removed from the list of doctoral students.

Student ID Collection

You are invited to collect your doctoral student ID from 30.09.2025. Enrolment via the calendar applies: LINK

Credits for Language Courses

Each doctoral student is entitled to 120 LEK tokens that can be used to participate in language courses. The list of available courses will be published on the usosweb.uw.edu.pl website under the “Registration for Tokens” section. UW graduates who do not receive tokens should contact the coordinator at jezyki.koordynator@uw.edu.pl.

Medical Examinations

According to the Regulation of the Minister of Health (Journal of Laws of 2019, item 1651), as doctoral students at the Doctoral School, you are required to undergo periodic medical examinations.

To do so, please:

1. Pick up the referral for examinations from the Doctoral School Secretariat. Please schedule an appointment via the calendar [LINK] from 30.09.2025.
2. If necessary, visit your supervisor to have harmful health factors listed on the referral;
3. Schedule an appointment for the examination at the CenterMed clinic (the referral is valid for one month from the date of issuance, so you must visit the clinic within this period); please inform the clinic that you are a doctoral student.
4. Deliver the certificate issued by the examining doctor to the Secretariat (or email a scan to phd.ns@uw.edu.pl).

4EU+

We encourage you to participate in activities organized within the 4EU+ alliance. More information: https://4euplus.eu/4EU-486.html?

Social Media

We encourage you to check out our Facebook page [LINK] and the group where announcements for doctoral students are posted [LINK].

Administrative assistant

Hanna Danilczuk – 22 55 22 173; phd.ns@uw.edu.pl