The process of preparing for the defense of diploma thesis – rules of conducting for process participants:

1. The fourth-year students are required to submit their thesis to their supervisor via the IT system no later than three weeks before the end of the semester in the case of an engineering thesis, and by the last day before the start of the registration period in the case of a master's thesis.     
   The other students shall submit the first page of their thesis Diploma Thesis Form to the Deanery electronically to the following e-mail address four weeks before the planned date of defense: monika.ambroziak@pw.edu.pl.
   The defense dates are posted on the faculty website.

2. The Student Office shall immediately enter the received data into the USOS APD system.
3. The thesis must meet the editorial requirements specified in Regulation No. 4/2022 of the Rector of the Warsaw University of Technology of January 27, 2022, on the standardisation of editorial requirements for diploma thesis.
   In particular:
   - title page,
   - abstract in Polish and English (1 page), including the title of the thesis and keywords.
4. After the supervisor has approved the final version of the thesis during the consultation, the student logs into the Archive of Diploma Theses (APD) (https://apd.usos.pw.edu.pl,  clicking will open the link in a new tab, login and password as in USOSWeb) and enters information about the thesis: title in English, abstracts and keywords in Polish and English, then downloads the title page of the thesis (the “Theses information card” icon) and approve the Declaration of Independent Completion of the Thesis – “Sharing consent” icon) and send all thesis files (in pdf format) to the APD system, i.e., the text of the thesis with the title page downloaded from the APD, where the thesis registration number and any additional files (maximum 3 files) are located. Then, in the APD system, the student submits the thesis files to the supervisor for approval and notifies him/her directly or electronically.
5. The supervisor logs into the APD website (https://apd.usos.pw.edu.pl - clicking will open the link in a new tab, login and password as in USOSWeb) and verifies the thesis data entered by the student and checks whether the version of the thesis entered into the APD system is identical to the version approved during the consultation. If any discrepancies are found, the supervisor returns the thesis to the student for correction.
6. If the supervisor has no objections to the content of the thesis files and data entered in the APD system, they should immediately approve the thesis in the APD service. This also allows the thesis file to be sent to the Uniform Anti-Plagiarism System (JSA) for anti-plagiarism checking and printing of the report. The next steps in the procedure can only be performed after the supervisor has accepted the work in the APD system.        
   Since March 1, 2022, students will no longer be required to submit a printed version of their thesis.
   Please note: If the digital version requires modification, the file can be replaced in the APD system via the Deanery after obtaining written consent from the Vice-Dean for Education.
7. According to the Regulations for Studies at the Warsaw University of Technology, effective from the 2023/2024 academic year, within 5 working days of receiving the thesis, the supervisor shall prepare an opinion on the acceptance of the thesis and propose a grade for it. A positive opinion from the supervisor is a prerequisite for the thesis to be considered submitted (§ 30(1a) of the Regulations for Studies at the Warsaw University of Technology). Once the thesis has been accepted by the supervisor, the student should immediately notify the Deanery by e-mail of their intention to defend the thesis at the earliest possible date.
8. The Student Office verifies whether the student has fulfilled all the requirements specified in the study programme. If the verification is successful, the Vice-Dean decides to admit the student to the diploma defense and appoints a reviewer. The diploma defense should take place within 30 working days of the date of this decision, not taking into account the days off specified by the Rector of the Warsaw University of Technology in the academic year schedule.
9. Immediately after the dean has decided to admit a student to the diploma defense, the Student Office enters the details of the designated thesis reviewer into the USOS system. The thesis supervisor is designated as the second reviewer (opinion provider). This automatically generates an e-mail message notifying the reviewer of the need to prepare a review of the thesis.
10. Before defending their thesis, students are required to verify the correctness of their personal data and the data in the diploma supplement in the USOSWeb system, as well as to submit a statement regarding the granting of a licence to the Warsaw University of Technology. Students submit their application for admission to the thesis defense via USOSWeb, where the date, time and committee members will later be posted. When checking the supplement in USOSWeb, students select the number of diplomas and supplements, and on this basis, the fees for these documents are calculated and displayed in the billing tab.
11. The reviewer logs into the APD (https://apd.usos.pw.edu.pl, clicking will open the link in a new tab) and by clicking on the title of the thesis in the Tasks tab on the user form, and then on the sheet icon next to their name, they can enter their review into the APD system. Once the review has been completed, it must be approved. These steps should be completed no later than 3 working days before the date of the diploma exam.
12. Once the supervisor's opinion and review have been prepared and approved, the thesis is considered ready for defence. Students will receive information about the date of the diploma exam via USOS APD or in the application for admission to the diploma exam via USOSWeb.
13. The Student Office performs other tasks related to preparing the thesis for defence and organising the diploma exam.
14. The electronic clearance slip is generated by the Student Office.
15. To collect your diploma, please contact the Ewidencja DSS (Department of Studies), ul. Rektorska 4, room 0.12.
16. If a student is interested in keeping their thesis confidential due to any confidential company information, please read the regulation and submit an application before starting to write the thesis: https://is.pw.edu.pl/ wp-content/uploads/2022/09/ZR_108_2021_zasady_ograniczenia_udostepniania_prac.pdf 
    Once the dean has made a decision, a ruling is prepared and delivered to the student or author of the application.

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⇒ Regulation no. 4/2022 of the Warsaw University of Technology Rector on unification of editing guidelines for diploma theses

⇒ Unified editing rules for diploma theses

• Diploma Thesis Form SiMR_2025_v2, docx, 53.36 KB
• Diploma Thesis Form SiMR_2025_v2, pdf, 136.59 KB