Republic of Poland

Functioning of UPWr – FAQ

May 28, 2020

Students and didactic matters


When will the classes at UPWr be resumed (first and second degree, postgraduate studies, paid tuition)?
It is planned to start classes from June 1st, but it is limited to classes that cannot be carried out with the use of methods and techniques of distance learning (classes in laboratories, clinics and in the field) – this applies to students of all years. There will be assigned days when classes will be held at university facilities (teaching days) and days when classes will be conducted remotely. The days on which students will come to the university should differ for particular faculties, departments, fields of study or years so as to avoid an excessive number of students present at the university at the same time.
Classes which have been conducted in the system of distance learning will be carried out in the same way after June 1st.
Veterinary classes in English that will be held at university form 1st June refers to students on 2nd, 4th, 6th, 8th and 10th semester.

What are the rules for organizing classes during which students are directly present?

  • the number of students in a class will be reduced to 10 or fewer if a lab room does not provide adequate space, taking into account the obligatory 1.5 m distance between people;
  • masks must be worn by employees and students in all university facilities;
  • only a healthy person will be able to participate in the classes, i.e. without any symptoms suggesting an infectious disease. Students, teachers or other employees who are: ill, staying at home with a person undergoing quarantine or home isolation or are themselves subject to quarantine, epidemiological supervision or home isolation cannot participate in classes;
  • unnecessary items, including cell phones, should not be brought to classes;
  • each person should, if possible, use their own items necessary for the effective participation in the class. Jointly used items will be disinfected if they are not disposable. You cannot borrow items from other participants;
  • in the case of laboratory classes, workstations should be organized in such a way as to ensure a 1.5 metre distance between students and – if necessary – separate individual stations with partitions, made from, for example, plexiglass;
  • during breaks, students may leave the building in which the classes take place or stay on the premises, if there is adequate space to respect social distance, defined by law as, at least, 1.5 m from another person;
  • students leave their personal belongings before entering the class – backpacks, bags, jackets, mobiles – in a place designated by the teacher, who should ensure that students are able to leave and collect their belongings keeping a safe distance from other people;
  • it is necessary to avoid forming groups before classes (classrooms should be opened in advance), entrance to classes shall be organized in a way that will prevent grouping, for example, at appropriate time intervals;
  • a bilingual sign informing about the maximum number of people allowed in the room will be placed on the front door.
When will the new schedule be known?
Deans’ authorities shall be responsible for any changes in the timetable.

Will the academic year be extended into the holiday period? What about the examination session – will it be held on a normal date? Remotely or at the university?

It is planned to extend the classes for one week (until June 23rd). This period may be extended for individual fields/courses, depending on the specifics of particular classes. The same applies to the examination session. It will probably be extended it until July 7th or 15th. All changes regarding the academic calendar are introduced by the Rector's Order after consultations with the Student Government.
All classes will be verified (and exams held) remotely. In justified cases and obeying safety rules the rector may, at the dean's request, consent to an exam at the university. Legal acts regulating the method receiving course credits are under preparation and will be made public May 29th.

Are dean's offices open during normal hours? Can I come and arrange necessary formalities?
Yes. From May 25th, the university administration, including dean's office employees, return to the offices. Service in dean's offices will be carried out with safety regulations in mind. It is recommended to contact a given office and obtain information on its working hours.

Are there any duty hours?
Duty hours should be held remotely on a regular basis. Duty hours at the university facilities will restart after June 1st keeping necessary safety rules in mind.

Can students resume their research, e.g. for their diploma theses?
Yes. After June 1st, with respect for safety rules and after obtaining the consent of dean's authorities.

What about the defence of diploma and master's theses?
Until September 30th, it is possible to conduct defence exams also remotely at the request of a student who is able to ensure that the exam may be conducted in accordance with accepted rules. In special circumstances and after meeting the safety conditions, the defence can be carried out in a traditional way.


Until when are student ID cards valid?

ID cards are valid 60 days after the end of the suspension or restriction of the university's operation, which has been extended until September 30th, 2020.

I have received a notification about initiating a procedure or a decision to expel me. What should I do?
In the event of receiving any correspondence from the university, including those regarding the course of studies, in order to determine the possible further course of proceedings, please contact the sender, and in the case of notification/decision about expelling – with your dean's office.

Will student scholarships still be paid?

Yes. Scholarships are paid without change.

Can I apply for financial support if I am in financial difficulties?

The rules for granting benefits have not changed. The dean decides about granting the aid each time, and the basis for application may be the loss of an income source due to restrictions in the functioning of business entities which resulted from the spread of the epidemic.

How can I apply for a Rector’s scholarship, welfare grant, grant for the disabled or other grants?
By September 30th, 2020, a student applying for a Rector’s grant, student welfare grants, disabled grants or the financial aid must complete an application in the University Student Service System (USOS), and then send a printed and signed application together with the required documents by e-mail to the address of their dean's office.
The application for the Rector's scholarship should be downloaded from the University website, filled in, signed and sent by e-mail to the Studies Organization Department together with copies of documents confirming achievements and their detailed list.
In the case of a student welfare grant, till  September 30th, 2020, you do not need to provide any document from the social welfare centre confirming your or your family's income or financial situation, nor any other documentation concerning your family’s sources of income.
Financial aid is granted by the dean who, in justified cases, during the restriction or suspension of University functioning, may grant them more often than twice during the academic year.

I am a student who turns 26 in a few days. Will the university insure me in ZUS (Social Insurance Office)?
The university registers a student for health insurance if the student:
  • has turned 26 years old, is not subject to obligatory health insurance as a family member of an insured person and is not subject to obligatory health insurance based on any other entitlement,
  • is under 26 and, for exceptional reasons, has not been registered for health insurance by his parents, grandparents or legal guardians, is not subject to obligatory health insurance as a family member of an insured person and is not subject to obligatory health insurance based on any other entitlement.
During the period of the temporary restrictions in the University functioning due to the epidemic situation, a student interested in being registered for the abovementioned health insurance by the University shall report the need for insurance to the dean's office by e-mail and then fill in the ZUS ZZA form and the declaration the they are not subject to health insurance based on any other entitlement. Then they send it online to their dean's office.

What about student internships?
It depends on the specific nature of a faculty or department. The dean's authorities are responsible for organizing the internships, awarding credits for them on the basis of alternative solutions or moving them to another semester.

Can students return to the dormitories? From when?

The priority of accommodation (with special rules and in limited numbers) will be given to those students who must complete classes that could not be carried out with the use of distance learning methods and techniques. Accommodation in dormitories is planned from June 1st. The daily rate for a dormitory is 18.90 PLN. This is the average of the lowest payments from various dormitories.

What about dealing with student formalities – should they still be done remotely or in person?
From 25th May, dean's offices and University administration units will work from 7:00 am to 3:00 pm. It is recommended to contact and obtain information about a given unit's operations. Any service will be possible with maintenance of safety rules.

Is there any additional information for foreign students?
Currently there are about 220 students in dormitories, mostly from abroad. Others are taking part in their classes remotely. The return to Poland and re-joining the education process at the university facilities is governed by sanitary regulations.

What about Erasmus? Will the recruitment for exchanges be extended, postponed or cancelled?
The recruitment for exchanges under the Erasmus+ program for the academic year 2020/2021 was closed on May 11th, 2020.
Recruitment for internships under the Erasmus+ program in the 2020/2021 academic year will be conducted from 1st September 2020 until all places have been filled.

Is the library open?
From 25th May, like all other units, the library resumes its activities. The rules of using the library will take into account the restrictions resulting from sanitary regulations.

Does the Personal Development Clinic operate during this period? Many people may need psychological support.
In connection with the epidemic situation, psychological consultations online or in the form of a telephone conversation will be possible on Mondays, Tuesdays and Thursdays after prior appointment by e-mail: . There is also the possibility of meeting at the university.
Consultations for students of Wrocław universities are also offered by psychologists and psychiatrists from the Department of Psychiatry of the Medical University in Wrocław as part of the Mental Health Centre of the University Hospital in Wrocław.

What about the Juwenalia?

The Council of Rectors of Wrocław and Opole universities together with the Lower Silesian Voivode have decided to cancel this year's Juwenalia.

Employees and PhD students


What about doctoral students and postdoctoral programmes?
Procedures related to doctorates are conducted on an ongoing basis, also with the use of remote/online tools. Discipline councils operate in accordance with the legal acts of the Ministry of Science and Higher Education and the CK and RDN guidelines in the field of doctoral and postdoctoral proceedings. Room 018 in the CDN building is prepared for the technical needs of conducting doctoral defences and meetings of habilitation committees online.

What about research? Can it be fully resumed?
Yes. Maintaining, however, the safety regulations of the Chief Sanitary Inspector.

Will the suspension of classes affect salary payments to UPWr employees?
Suspension of classes will not affect remuneration. Academic teachers should at this time perform other organizational work or be available to be consulted by students with the use of electronic tools.
Other UPWr employees are working in the way determined by the head of a given unit.

Can I still  work from home, if the nature of my work allows it?
Remote work for individual employees who are not academic teachers is still permitted. It is the head of a unit who assigns specific tasks to individual employees to be carried out outside the university facilities. At the same time, the head is obliged to draw up a plan and then calculate the hours completed by individual employees in the remote work system.

How to account for remote work?

The method of remote work accounting and the remote work card can be downloaded from the Human Resources and Payroll Department.

Can the employees who, due to the closure of schools, kindergartens and nurseries, are staying at home with their children receive carer’s allowance? What criteria must be met?
We encourage you to track the updates on the subpage of Human Resources and Payroll: Koronawirus SARS-Cov-2.

Can employees recover costs incurred in relation to delegations/trips that have been cancelled?

The university will make every effort to solve the problem. Each case will be considered individually.

What should be done by an employee whose validity of periodic medical examination is about to expire? Is it safe to go to a health centre during this period?
It is recommended to contact the Dolmed Medical Center (Dolnośląskie Centrum Medyczne Dolmed), with which UPWr has a contract for occupational medical examinations. Please follow the announcements on the Dolmed website.
In connection with the entry into force of the provisions of the Act of  March 31st, 2020 amending the Act on Extraordinary Measures Aimed at Preventing and Combating COVID-19, Other Infectious Diseases and Crisis Situations Caused by Them, as well as several other acts, please be advised that:
  1. In the event when a state of epidemiological risk or a state of epidemic are officially announced, periodic medical examinations and psychological tests shall be suspended.
  2. After the state of epidemiological risk is called off, if the state of epidemic is not announced or after it is called off, the employer and employee shall be obliged to immediately undertake suspended duties and receive occupational medical examinations within a period not exceeding 60 days from the date of calling off a given state of emergency.
  3. If a doctor authorized to carry out pre-employment or periodical medical examination is unavailable, such an examination may be carried out and an appropriate medical certificate issued by another doctor. The medical certificate issued by another doctor expires after 30 days from the date when the state of epidemiological risk is called off, if the state of epidemic is not announced or after it has been called off.
What should I do if I or someone close has been quarantined or has fallen ill? Whom should I inform?
If an employee is quarantined or becomes ill, please inform your immediate superior. In accordance with the Rector's circular, dated 11th March 2020, the superior immediately informs the Vice-Rector for the Organization and Development of the university to the e-mail address: .

In what form should I prepare remote classes for students?

Information for employees about the possibilities of conducting distance learning classes has been published on the university's website. You will find them in the announcements. The information has also been sent by email.

Should we organize conferences that have been planned for October and the following months of 2020, or is it better to cancel them?
It is recommended to organize only remote conferences this year and gradually return to their normal form from March 2021.

Is secondment of employees outside of Wrocław still forbidden?
It is not forbidden.

Is it possible to postpone the deadlines for completing scientific (university and ministerial) projects?
Scientific projects financed from external sources are regularly extended by annexation. After the introduction of the fund for maintaining research potential which allows us to carry out research from internal funds in a two-year cycle, it is possible to postpone the dates of university projects. To this end, internal legal acts have been modified.

Teaching


Are we going back to in-class teaching since June?
To a limited extent. Classes that could not be implemented with the use of distance learning methods and techniques will be carried out at the university.

Do any restrictions apply when organizing teaching at the university?
Yes. They result from general safety rules. Please refer to question: “What are the rules for organizing classes during which students are directly present?” in the “Students and didactic matters” section.

Is there a limit to the number of people taking part in field classes?
The limit results from general safety rules, e.g. maintaining the distance of 1.5 m while being on the move, as well as the specifics of field exercises and the place where they are held. Keep in mind, however, that all gatherings are forbidden and some types of outdoor classes may be treated as such.

How to organize exams in the upcoming session – remotely or at the university?
In order to limit students' presence at the university, it is recommended to remotely verify the effects of learning. In justified cases, at the dean's request, the rector may give permission to conduct examinations at the university.

How to carry out an exam in remotely?
A guide on conducting remote exams will appear on the university's website, under the tab with tools for academic teachers.

Should lectures organized remotely, e.g. with the use of the Hangouts tool, take place at the same hours as the classes planned in the timetable, or can they take place at any time (convenient for students and the lecturer)?
All classes should take place according to the didactic timetables established at the beginning of the semester. However, in the near future, after reinstating classes at the university, it is possible to introduce a new timetable.

Can remote teaching, in the case of classes, consist in providing students with materials (including presentations, exercise instructions, tasks in the pdf form), video materials with instructions on how to carry out the exercises? Can the students prepare short reports with solutions to the tasks contained in the exercises (plus the possibility of contacting the lecturer by e-mail)?

Yes, the proposal meets the requirements for distance learning. Please remember, however, that materials shared with students should be copyright or available under free licenses (Creative Commons).

If I organize classes (a lecture) using the Hangouts tool from the Google G-Suite platform and some students do not take part in it, should I penalize such students?

Participation in remote classes should be recorded according to the same rules as are specified for traditional classes.

Can materials for students be made available directly on the unit's website or must they be made available through the channels proposed at www.upwr.edu.pl/ogloszenia/51039/zajecia_zdalne_narzedzia_dla_prowadzacych.html?
It is recommended to share materials using the tools indicated by the university.

How can I document that remote classes have taken place?
It all depends on the remote method used, e.g .:
  • the use of the Moodle platform (CKnO) in remote education provides the possibility to report student activity and such reports can be a document confirming that the classes took place; in the courses, attendance lists are also provided, on which students mark their presence,
  • when conducting online classes using Hangouts Meet in the Google Calendar, each participant reports their attendance at the meeting or the teacher can check the attendance list as in a regular class.
Students do not use e-mail accounts in the university domain. Can I contact them using their private email addresses?
When dealing with students, please use ONLY university e-mail accounts. Students are required to use the university's e-mail service, both by the provisions of the Study Regulations and by the announcements that have recently been posted on the university's website and also sent by the Student Government. Students have also been asked to activate university domain accounts if they did not have access to email.
Each address starts with the student’s registration number, followed by the same extension: @student.upwr.edu.pl. Currently, students can also be searched in Google by their name and surname.

The Ministry of Science and Higher Education published information on the possibility of suspending the collection of fees for studies in connection with the suspension of classes and the difficult financial situation which students could experience in connection with the limited possibilities of paid employment. Is the university planning such a move?
The current deadline for paying the summer semester fees (determined in the Resolution No. 31/2019 of the UPWr Senate of April 26, 2019 on the rules for charging fees for educational services provided from the students of full-time and part-time studies, first degree, second degree and uniform master's studies and the procedure and conditions for exemption from these fees) is at least one day before the start of the semester with a possibility of postponing the payment deadline by 14 days in special cases. Hence, the deadline has already passed. The cases of students who did not pay fees within the abovementioned deadlines will be considered individually by the deans.

How will remote classes be accounted for? Is it necessary to document how they were conducted in order to calculate them?
Talks are underway to determine the rules for calculating hours of teaching classes conducted remotely. The teacher is obliged to collect documentation from classes conducted remotely, confirming their realization, as well as documentation confirming the verification of learning effects.

How will the teaching hours be calculated when conducting classes using the Hangouts Meet platform and in accordance with the official timetable (within a set time frame)? Will classes be calculated as if they were traditionally held in a teaching room?
If Hangouts Meet is used to conduct video-conferences in real time, didactic hours will be calculated according to the same rules as classes traditionally conducted in the lecture room/classroom. The duration of a video call will in this case be the same as the duration of the class. It is necessary to document carrying out the classes and their duration. In the Hangouts Meet application, you can send event invites (in this case, inform about the date of classes) through the Google calendar. The practical solution is that the invites can be regular, and they also contain a link that allows one to easily connect with other class participants.

Is a research and didactic employee who is taking advantage of carer’s allowance to look after a child under 8 years of age obliged to work remotely with students during the care period?
No. You cannot perform any work while you are on carer’s allowance. This includes remote work.
Didactic classes for students were suspended on March 12th , and their resumption (in the form of distance learning) took place on March 23rd .

What about classes that should have taken place between March 12th and 23rd? Should these classes be made up? Can the making-up be performed in the form of distance learning?
Yes. Classes should be made-up. Currently, the only possible way to do it is to carry out the classes remotely.

What if a student does not take part in compulsory remote classes due to technical problems such as lack of access to the internet or problems with the speed of transfer? How should I deal with such situations?
If the situation is incidental, it should be treated as an excused absence from classes conducted in the traditional form.

If for technical reasons (e.g. internet failure) the remote classes cannot take place on the scheduled date, can they be done on another date after prior arrangement with the students?
Such classes should be made up in a previously planned form (lecture in real time) or in another form (using a selected tool recommended by the university).

University admissions


What about the admission process? Will the dates change?
Registration for studies begins on May 1st, as planned. All information will be regularly updated at www.rekrutacja.upwr.edu.pl.

University issues


When will the election of the UPWr Rector take place?
Rector's election is planned for June 16th, 2020.

Does the presence of employees at the university still need to be reported to the vice-rector for organization and development of the university?
From May 25th, unit heads no longer report the presence of employees within the unit.

What about cancelled college events? Will they be held at another time?

At present all events are cancelled. At this point, we are not able to predict when we will be able to set a new calendar of events. It all depends on the development of the situation in our country.

Important websites

Republic of Poland website – current information and recommendations

Important information and recommendations at UPWr

The latest announcements regarding the operation of the University are published in the tab: important documents and messages


The list of questions and answers is constantly updated. Do you have a question? Send them to the address: .