Announcement of the Vice-Rector for Education of Lodz University of Technology on the rules for organising diploma examinations using distance learning methods and techniques of 29 June 2020
In connection with the entry into force of the Act of 19 June 2020 on interest subsidies for bank loans granted to entrepreneurs affected by COVID-19 and on simplified proceedings for the approval of an arrangement in connection with the occurrence of COVID-19 (Journal of Laws of 2020, item 1086 of 23 June 2020).Announcements No. 10 and 13 of the Vice-Chancellor for Education dated 21 and 22 May 2020 are hereby repealed.
The Announcement of 2 April 2020 remains in force, as follows: the Announcement of the Vice-Dean for Education on the rules for organizing distance learning methods and techniques of 2 April 2020.
In view of the prolonged state of the epidemic and the restriction of face-to-face education at Lodz University of Technology, the possibility of conducting diploma examinations using distance education methods and techniques is introduced for the period of suspension of face-to-face education only at the justified request of the student concerned and in agreement with the student.
Conducting the examination in this form is possible only with the use of the use of a cloud-based Microsoft Teams from the Office 365 Package of Lodz University of Technology with the use of university staff and student accounts of Lodz University of Technology system. The diploma examination carried out in this format should follow the procedure included below:
1. A student applying for the diploma examination using distance learning methods and techniques submits an application to take the examination, including a request to conduct the diploma examination in such a form, to the Vice-Dean for Student Affairs of that student, via the thesis supervisor. In the application, the student should clearly confirm that he/she has access to a computer equipped with a microphone and a camera, connected to a fast broadband Internet connection and has access to the Teams service of Lodz University of Technology and declares that he/she knows how to use this service. In order for such an application to be considered and for a decision to be taken on admission to the diploma examination, it is necessary to fulfil all the conditions set forth in TUL Study Regulations.
2. The student submits the application mentioned in point 1 to the thesis supervisor. The thesis supervisor, upon filling in appropriate fields, signs the application and forwards the scan to the relevant Dean's office. A designated employee of the Dean's Office, having verified the documents, hands them over to the Vice-Dean for Student Affairs. If the Vice-Dean for Student Affairs gives consent for the diploma examination to be conducted using distance learning methods and techniques, he or she sets the date for the diploma examination which may take place on condition that the review of the diploma thesis prepared by the assigned reviewer is positive and will be submitted to the student and all members of the Diploma Examination Board at least two days before the scheduled date of the diploma examination. The Vice-Dean for Student Affairs submits the signed application to the appropriate Dean's Office.
3. A designated employee of the Dean's Office of the student prepares the necessary documents or their scans and forwards them to the Chairman of the Diploma Examination Board.
4. On the day of the examination, the Chairman of the Diploma Examination Board organises a group meeting at an agreed time (“chat”) using MS Teams and calls members of the Diploma Examination Board and the student taking the examination. It is forbidden to record the course of the diploma examination, both with the MS Teams tool and any other technical means. The Chairman of the Diploma Examination Board blocks the possibility of registering a diploma examination session in MS Teams.
5. The cameras and microphones of all persons involved in the examination (the student and three members of the Board) must be switched on during the examination. Student shares the entire desktop of his/her computer to the Board members. The shared desktop should contain only the presentation of the thesis, occupying at least 90% of the screen space. During the entire examination, the desktop of the student's computer may contain only the presentation of the thesis and possibly some applications related to it. It is unacceptable for the student to run applications during the examination to help answer questions. The desktop presented during the presentation should be the only screen available to the student during the examination. The examinee should sit facing the camera so that his/her face occupies at least 40% of the area covered by the camera. He or she should also look in the direction of the screen at all times during the examination.
6. The diploma examination is conducted in accordance with the provisions of Article 41 of the in TUL Study Regulations, and the Chairman of the Diploma Examination Board is required to prepare a written record of the diploma examination. The record shall indicate the remote mode of examination. If the student's answer during the examination requires a written form, it is written down by the student on a sheet of paper and presented to the camera.
7. After all scheduled parts of the diploma examination have been completed, the student is disconnected. In a secret part of the examination, the Board shall decide about the grade for the diploma thesis, the grade for the diploma examination and, in the event of passing of the examination, the final grade for the studies.
8. On reconnecting with the student, the Chairman of the Diploma Examination Board announces the grade for the diploma thesis and the result of the diploma examination as determined by the Board. In the event of passing of the examination, the Chairman of the Diploma Examination Board gives the grade for the studies and announces the decision awarding the relevant degree.
9. The Chairman of the Diploma Examination Board sends a scan of the written record in an electronic version to the selected member of the Board, who, after signing, re-scans the document and sends it to another Board member. The signing procedure is repeated and a scan with the signatures of all members is sent to the Chairman of the Diploma Examination Board, who, after signing, re-sends the scanned document to the relevant Dean's Office. The members of the Board submit the originals of the printed and signed partial records to the Dean's Office for retention in the student's file after the period of restrictions on the operation of the University.
10. In the case of diploma examinations ending second cycle studies, a condition for the consent of the Vice-Dean for Student Affairs to conduct a diploma examination using distance learning methods and techniques is that the student applying for such an examination submits, together with the application for admission to the diploma examination, a statement in which he/she undertakes not to use his/her student ID card after defending the diploma thesis and passing the examination. The student is obliged to send his/her student card by registered mail to the Dean's Office competent for his/her study programme immediately after the diploma examination.
Pursuant to the Announcement of the Vice-Rector for Education of 27 March 2020, until revoked, the only form of submission of documents in the diploma process described is by electronic means.
Prof. Krzysztof Jóźwik, DSc, PhD, MSc,
Vice-Rector for Education at TUL
Head of the TUL Crisis Management Centre