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home link Education Student and PhD Student Ombudsperson common problems – what to do? decisions and settlings

Student and PhD Student Ombudsperson

Decisions and settlings

Applications that you submit to the University are considered in one of two procedures. From the perspective of student rights, it is worth knowing how to distinguish between them!

Administrative decisions and settlings. How do they differ?

List of issues:

Which cases require issuing administrative decisions, and which require settlings?

Table 1. In what cases?
administrative decisions settlings

Administrative decisions are issued only in some of the most important cases, such as:

  1. granting scholarships or financial aid;
  2. dismissal from studies;
  3. readmission refusal.

For a full list of issues – see sub-s. 12 (2) of the 2021 Rules and Regulations of Studies at the University of Silesia.

Settlings are issued in all other cases, for example:

  1. extension of the examination session,
  2. reinstatement of the exam date,
  3. ordering extra retake examination,
  4. granting consent for repeating a module (conditional pass) or semester retake.

 

What documents regulate the mode of issuing administrative decisions and settlings?

Table 2. Where regulated?
administrative decisions settlings
The mode for issuing administrative decisions is regulated by the Act – Code of Administrative Procedure. The mode for issuing settlings is regulated by the 2021 Rules and Regulations of Studies at the University of Silesia.

 

How to submit an application?

Table 3. How to submit an application?
administrative decisions settlings
Applications are submitted:
1. in writing,
2. by fax,
3. orally in the relevant dean’s office,
4. or otherwise (e.g. different rules regarding scholarship applications).

Applications are submitted:

  1. in writing at the relevant dean’s office,
  2. to the e-mail address of the dean’s office from the student’s mailbox registered in USOS,
  3. directly in USOS.

 

If the application has formal deficiencies

Table 4.  Formal deficiencies of the application
administrative decisions settlings
If an important element is missing from the application, the student must be requested to complete it within not less than 7 days from the date of the request. If an important element is missing from the application, the student must be requested to complete it within 7 days from the date of the request.

 

The deadline for submitting the application and the reinstatement of the deadline for submitting the application

Table 5. Deadline for submitting the application
administrative decisions settlings
  1. the deadline for submitting the application depends on the case;
  2. if the deadline expires, the student may still submit an application asking for reinstatement of the deadline for its submission – however, they must substantiate that the failure occurred without their fault.
  1. the deadline for submitting the application depends on the case, e.g. an application for an extra retake examination must be submitted within 5 working days from the announcement of the results of the retake exam;
  2. if the deadline expires, the student may still submit an application, requesting reinstatement of the deadline for its submission – however, they must substantiate that the failure occurred without their fault.

 

Date of issuing the administrative decision or settling

Table 6. Date for issuing
administrative decisions settlings
  1. Administrative decision is issued immediately;
  2. If explanatory proceedings are necessary – no later than within one month;
  3. If the case is particularly complicated – no later than within two months.
  4.  
 Settling is issued immediately, but not later than within 14 days.

 

What to do after the deadline for settling the case expires?

Table 7. Failure to settle the matter on time
administrative decisions settlings
The student is entitled to a reminder submitted to the rector. The student can file a complaint to the dean for untimely settling of the case.

 

Justification of the administrative decision or settling

Table 8. Justification
administrative decisions settlings
Administrative decision that is negative for the student must include factual and legal justification. Settling that is negative for the student must include justification (‘legal motives and factual settlings’).

 

Delivery of the administrative decision or settling

Table 9. Delivery
administrative decisions settlings

Administrative decisions are delivered:

  1. by post in writing;
  2. or electronically to a registered delivery address.

Settling is delivered:

  1. in the USOS system;
  2. or to the student’s e-mail address registered in USOS.

 

Appeal process

Table 10. Appeal process
administrative decisions settlings
  1. the student may appeal against negative decisions (if the decision was not issued by the rector) or submit an application for reconsideration of the case (if the decision was issued by the rector);
  2. the student can also complaint to the administrative court, which controls the contested decision in terms of its legality.
  3.  
  1. from negative settlings, the student may submit an application for reconsideration of the case to the dean;
  2. if the dean upholds the negative settling, the student may submit an appeal to the rector;
  3. the rector’s settling is final.
  4.  

 

How to report your case?

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