FAQ / Frequently Asked Questions by doctoral students
1. When will the class schedule be available?
Doctoral students follow a structured curriculum, the implementation of which is spread over four years of study at the School. Classes are usually organized in blocks.
Students are informed in advance about the dates of each class. Students are informed in advance about the dates of each class, usually via email.
Most common classes in the first year include:
- Information architecture: tools for searching scholarly resources and research data management
- Grant application writing workshops
- Academic writing workshops
Supervisory mentoring – individual sessions with the supervisor, mandatory for students in years I–IV.
English-speaking students may ask whether they can participate in the Academia Copernicana, where most classes are conducted in English.
2. Do I need to add course registrations in USOS? Do I need to submit the programme for settlement?
No, this is not required. Course registrations are completed by the administrative office when an academic stage is credited (at the end of September each year).
There is also no need to submit the programme for settlement. It is handled by the administrative office after 20 September and once the doctoral student has obtained all required credits for the given academic year.
3. Can I submit the Individual Research Plan as a scan?
The Individual Research Plan is a document required under the Higher Education and Science Law and must be submitted in original form to the doctoral student’s file within 12 months. It must be signed by the doctoral student and approved by the supervisor(s).
After the IPB is approved, the supervisor(s) should sign the last page of the document. The doctoral student must also sign it there. The printed and signed original document must be submitted to the doctoral office by 31 July.
4. Why do I need a UMK email account / why am I not receiving emails from the doctoral office?
Doctoral students are required to create and use an account on the university server and to communicate using this account in all matters related to their education. This is also the account through which you will receive all messages
5. Who selects the courses from the elective module (i.e. additional 3 × 30-hour courses)? How are specialist courses credited?
The selection of courses is individual for each doctoral student and is carried out in consultation with the supervisor. Students may choose university-wide lectures or any courses offered by UMK faculties. These may also include courses completed outside UMK (at another university, commercial courses, etc.).
Course completion is credited in one of two ways:
- If the doctoral student is enrolled in the course in USOS, it is credited toward one of the required courses. Enrollment is carried out by the unit offering the course (most likely the relevant faculty administration office), and at the Doctoral School the course is assigned to the study stage in SD.
- If the doctoral student is not enrolled in USOS or completes a course outside UMK, they must submit proof of participation and completion (any form is acceptable, as long as it includes the course dates, number of hours, course title, instructor, and form of assessment) to the doctoral office. On this basis, the course is credited within a collective USOS group created by the School (one group at the end of each academic year, gathering all students who completed courses in that year).
The same procedure applies to all subsequent courses. Doctoral students have four years to complete them.
If a course lasts less than 30 hours, its recognition as one of the 30-hour courses is decided individually by the Director, based on the supervisor’s opinion.
To have a course credited, a short request should be submitted to the Director asking for the course to be recognized as a specialist course. The request must include confirmation of participation.
6. I am turning 26 years old — do I need to submit a new insurance declaration?
Yes, this is required, as parental health insurance coverage expires after the age of 26. The doctoral student will then be registered for insurance by the university, but this is done based on a submitted declaration. The form is available for download on the Doctoral School website. The original document must be submitted.
7. My supervisor is on leave and I need to submit a signed IPB — what should I do?
The Individual Research Plan (IPB) must be submitted to the Doctoral School (in original form with a signature or another form of confirmed approval of the content by the supervisor) within 12 months from the date of the doctoral student’s enrollment in the School.
It is necessary to agree with the supervisor in advance whether they will be available when the submission deadline approaches. If they are not available, the IPB should be prepared earlier so that approval can be obtained in time. There is no possibility to extend the IPB submission deadline. Failure to submit an IPB approved by the supervisor within the deadline may result in removal from the list of doctoral students.
8. Should the supervisor support statement be submitted separately by each supervisor or can it be completed jointly?
This is left to the supervisors’ discretion – they may submit it separately or jointly.
9. Which of my supervisors should enter the supervisory mentoring grade?
Both supervisors can do it – only one is sufficient. If one of the supervisors is external to UMK, it is more convenient for the one employed at UMK to enter the grade.
10. I do not have all grades in USOS.
Please contact the course instructor(s) directly. The doctoral office does not mediate in setting course requirements and is not involved in whether or not they are fulfilled by doctoral students.
11. When is the doctoral office open?
The opening hours and duty days of the doctoral office are listed on the School’s website. They are also posted on the door of the office. Any absences are also often announced on the School’s website.
12. Can I arrange a meeting / consultation with the Director?
Yes, please contact the Director directly to arrange an appointment.
13. What affiliation should I use in publications?
Nicolaus Copernicus University should be listed as the affiliation. If a journal or institution requires specifying a unit, it should be the Doctoral School of Social Sciences at UMK — not the faculty.
14. What address should be used on invoices for accommodation / conference fees / services?
For accommodation in Poland — an individual invoice, not issued to UMK.
For accommodation abroad — an individual invoice, not issued to UMK.
For services (translations, conference fees, courses, etc.) — the invoice should include:
- Name: Nicolaus Copernicus University in Toruń
- Address: Gagarina 11, 87-100 Toruń
- UMK tax identification number (NIP: PL 879-017-72-91)
15. What must be included on an invoice for it to be accepted by UMK?
The invoice must include:
- Recipient details as above
- Issue date
- Invoice number
- Service delivery / supply date
- Payment due date
- Information whether it is paid or payable
- Payment method
- Amount and currency
- Supplier details (full name, NIP/tax number, address)
- Bank name and account number
- SWIFT/BIC/IBAN codes for foreign invoices
- Description of the service (e.g. article translation, accommodation, conference fee, etc.)
16. Can I be covered by health insurance through the University?
Citizens of Poland / EU / EFTA:
In order for the university to register you for health insurance:
1. You must be:
- a citizen of Poland, or
- a citizen of another EU/EFTA country, or
- a holder of the Polish Card (Karta Polaka)
2. At the same time, you must NOT be subject to health insurance under any other title, for example:
- employment,
- running a business,
- being covered as a dependent (e.g., under parents/grandparents/spouse).
After turning 26, a PhD student who is not covered by health insurance under any other basis should immediately apply for voluntary health insurance (this applies only to EU citizens). It is important to remember that insurance is granted upon application.
Non-EU/EFTA citizens:
If you are not a citizen of an EU/EFTA country, you must arrange your own health insurance. You can choose:
- public insurance through the National Health Fund (NFZ), or
- private insurance.
To register with the NFZ, you must prepare the required documents and complete formalities with the National Health Fund (NFZ) and the Social Insurance Institution (ZUS), and then pay a monthly contribution, which currently amounts to PLN 55.80.
Employees of the International Point at Nicolaus Copernicus University can help you complete the application form. https://koi.umk.pl/pages/International_Point/?lang=en
Who cannot be covered by the university?
The university cannot register individuals for insurance who should be insured under a different basis. The most common cases include:
- persons under 26 years old – usually insured as dependents under a parent (if the parent works or receives a pension), or possibly under grandparents,
- employed persons – insured by their employer,
- persons whose spouse has their own insurance title (e.g., is employed) – covered through the spouse,
- self-employed persons – pay their own contributions,
- persons receiving disability or retirement benefits – contributions are deducted from their benefits,
- non-EU/EFTA citizens.
Remember:
If you take up employment (employment contract or civil law contract), you are insured by your employer. When the contract ends, this insurance expires. If you were previously insured through your parents/spouse or the university, it is not renewed automatically – you must apply again.
Therefore, when you stop working, depending on your situation:
- submit a new application for voluntary health insurance (if you are an EU/EFTA citizen and have a scholarship), or
- re-register with the NFZ (for non-EU/EFTA citizens), or
- ask your parents/spouse to re-register you for insurance.
17. How much is the doctoral scholarship?
The doctoral scholarship amounts to at least:
- 37% of a professor’s salary – until the month in which the mid-term evaluation is conducted
- 57% of a professor’s salary – after the month in which the mid-term evaluation is conducted
Currently, the minimum basic monthly salary for a professor at a public university is 9,370.00 PLN. Therefore, the minimum doctoral scholarship amounts to 3,466.90 PLN gross (approx. 3,076.53 PLN net) before the mid-term evaluation, and 5,340.90 PLN gross (approx. 4,739.51 PLN net) after the mid-term evaluation.
Scholarships are exempt from income tax, but they are subject to pension, disability, and accident insurance contributions.
A doctoral student holding a disability certificate, a certificate of degree of disability, or a certificate referred to in Articles 5 and 62 of the Act of 27 August 1997 on Vocational and Social Rehabilitation and Employment of Persons with Disabilities receives a doctoral scholarship increased by 30% of the amount specified in Article 209(4)(1), i.e. currently by 1,040.07 PLN gross approx. 922.96 PLN net) , both before and after the mid-term evaluation.
The total period of receiving a scholarship in doctoral schools may not exceed 4 years.