on the handling of student affairs during the period of suspension of classes at the university resulting from the SARS-CoV-2 virus threat
Following the decision to suspend didactic classes at Lodz University of Technology and in accordance with the recommendations of the Minister of Health and the Chief Sanitary Inspector recommending limiting direct contacts between persons to the necessary minimum, as of 12 March 2020 I am introducing the following changes in relation to handling student matters implemented by the Vice-Rector for Student Affairs, dean’s offices of Faculties and relevant organizational units of the Colleges and the International Faculty for Engineering.
- The current tasks of the dean's offices and the relevant organisational units of the Colleges and the International Faculty of Engineering in the scope of student affairs should be carried out without interruption and within the applicable deadlines and procedures. At the same time, direct contacts between administrative staff and students should be kept to a minimum. This restriction may not, however, mean a refusal to handle cases, to accept documents, to gain access to documentation of administrative proceedings or to provide information. Direct contacts should be replaced by electronic correspondence or telephone contact, except in justified cases. I oblige the Deans for Student Affairs, the Directors of Colleges and the Director of the International Cooperation Centre to prepare and provide full information on the possibilities for such remote contacts to the groups of students.
- Settlement of academic progress after the winter semester of the current academic year, registration procedures and handling other issues related to the course of study are conducted in accordance with the current schedule.
- Deadlines set before 11 March this year and other deadlines resulting from the study regulations for the submission of documents, including theses, remain unchanged and are valid with the exception of the deadlines for signing contracts on the conditions of payment for educational services, Health and Safety training and library training, which are automatically postponed by the period of suspension of classes, i.e. 33 days.
- The deadlines for examinations and re-sit exams before examination board set before 11 March this year remain valid. The new examinations and re-sit exams before examination board may be set for dates after 14 April 2020.
- Students submit their applications and related documents to the Vice-Dean only by:
- sending legible scans or photographs of the original applications with signatures and scans or photographs of all required documents (certificates, statements, etc.) as attachments to an e-mail message sent from an individual account in the TUL electronic mail system and addressed to the deans' offices
or
- sending via the Poczta Polska [Polish Post Office] a letter containing the originals of the above mentioned documents, addressed to the relevant dean's offices.
In the case of administrative proceedings to remove students from the list of students, the documents shall be submitted exclusively through the Poczta Polska
- Direct visits of students at the Dean's office should be limited to the necessary minimum, and should be replaced by electronic correspondence or telephone contact. The Deans shall set the telephone duty hours regarding student affairs.
- Informing students about the Vice-Dean’s decisions, summons, etc., takes place via e-mail, and in administrative proceedings only by sending a registered mail with confirmation of receipt via the Poczta Polska.
- Students files their applications to the Vice-Rector for Student Affairs by:
- sending legible scans or photos of the original applications with signatures and legible scans or photos of the accompanying documents (certificates, statements, etc.) as attachments to an e-mail message sent from an individual account in the TUL e-mail system and sent to vrector.students@adm.p.lodz.pl.
or
- sending via the Poczta Polska [the Polish Post Office] a letter containing the originals of the above mentioned documents to the address:
Vice-Rector for Students' Affairs TUL, 90-924 Łódź, ul. Ks. I. Skorupki 6/8.
In the case of administrative proceedings (e.g. for removal from the list of students) the documents must be submitted exclusively through the Poczta Polska.
- Students who request the issuance of certificates related to their studies submit an application for issuing the certificate by sending an e-mail sent from an individual account in the TUL electronic mail system and addressed to the dean's office. The prepared certificate is sent by post to the address provided by the student.
- In connection with the announced decision of the Minister of Science and Higher Education to extend the period of validity of electronic student and doctoral student ID cards, I suspend until 14 April 2020 the activities related to the renewal of the ID cards. In justified cases (e.g. certificates for the purposes of student credits), upon agreement with the Dean's Office by e-mail, it is permissible to extend the validity of electronic student ID cards under the existing rules. The decision in this matter is made by the Vice-Dean. The issuance of ID cards to students beginning their studies in the summer semester of the academic year 2019/20 is subject to the existing rules.
- Obtaining a password to the University's IT system for students who have not yet received it is done at the request of the student through the Dean's Office, which sends an e-mail to the TUL E-Learning Center with the student's data (name, surname, student register number, mobile phone number). The E-Learning Center sends the access password via the text message to the telephone number provided by the Dean's Office.
Dr hab. inż. Witold Pawłowski, TUL Prof.
Vice-Rector for Student Affairs TUL
Deputy Head of the Crisis Management Centre