Order No. 141 / 2021

Order No. 141/2021

Of the Rector of the Jan Kochanowski University of Kielce

of October 1, 2021

on determining the detailed rules for conducting meetings of collegiate entities in a remote mode using information technology and the rules for adopting resolutions by circulation, correspondence or electronic mode at the Jan Kochanowski University of Kielce

Based on Article. 23 clause 1 and item 2 point 2 of the Act of 20 July 2018 - Law on Higher Education and Science (Journal of Laws of 2020, item 85 as amended), § 29 point 2 of the UJK Statute, the following is ordered:

General Rules

§ 1

This ordinance applies to conducting remote meetings using information technology and to adopting resolutions by circulation, correspondence or electronic mode by:

Senate,
University Council,
Rector's College,
scientific councils of institutes,
Scientific Council of the Doctoral School,
faculty/branch councils,
councils of departments,
University Committee on Education,
University Science and Art Committee,
Senate committees,
scholarship committees,
electoral commissions,
collegiate bodies and other collegiate bodies of student government and doctoral students' self-government,
other collegiate bodies functioning at the University, hereinafter referred to as collegiate entities.

This ordinance shall not apply to adopting resolutions on the election, appointment or dismissal of University bodies.

§ 2

If it is necessary to ensure the proper functioning of the University, in particular during a period of limitation or suspension of its functioning, meetings of collegiate entities may be held remotely and resolutions may be adopted:

using information technology ensuring control of their course and the possibility of registration, as well as - when required - maintaining the secrecy of voting,
on the order of the chairman of the collective entity, resolutions may also be adopted in the following manner:

by correspondence or circulation,
electronic - using electronic mail.

Rules for conducting meetings and adopting resolutions remotely

§ 3

The organization of meetings and remote voting shall apply mutatis mutandis the provisions on stationary meetings and voting of the collegiate entities, contained in separate legal acts, subject to the provisions of this paragraph.
In the invitation to the meeting, the chairman sends all necessary information regarding participation in the remote meeting (including, among others: information on the date and time of the beginning of the meeting, instructions on how to communicate with other participants of the meeting, casting votes, using the software).
IT Security Department is responsible for developing detailed instructions regarding the principles of using the software used for conducting remote meetings and voting, as well as for their technical support.
Meetings and remote voting may be conducted only using software recommended by the IT Security Department Manager, IT Security Specialist and Data Protection Officer.
In order to fulfill the obligation to control the course of the remote meeting, one should include provide the opportunity to:

identify the meeting participants,
confirm the attendance of the participants at the meeting and establish the quorum,
interactive electronic communication between the participants of the meeting, in which they can take the floor during the meeting,
vote only by authorized participants of the meeting,
immediately determine and announcement of voting results.

Remote payment can be recorded when the law requires this, provided that the premises are fulfilled. Registration of the meeting may occur in the form:

visual and sound, or
sound, or
text,

The electronic record of the meeting referred to in para. 6 is attached to the minutes of the meeting.
In order to fulfill the obligation of secrecy of voting, which occurs in cases provided for in separate legal provisions, mechanisms should be provided to prevent identification of a particular person casting a vote.
Voting may take place:

in oral form,
in text form,
via a dedicated software or electronic form - by checking the appropriate box.

Remote voting in secret mode takes place only in the manner specified in para. 9 point 3, taking into account the conditions specified in para. 8.
Remote voting shall be deemed terminated if the time during which it was necessary to cast a vote or if all members of the given collegiate entity entitled to vote cast their votes.
After determining the results of voting, a written record of voting shall be drawn up containing, in particular, information on the procedure for sitting and adopting resolutions, the start and end time of voting, and its result.
The chairman of a collegiate entity shall immediately inform the voting results of all members of the collegial entity.

Rules for adopting resolutions outside the meeting of collective entities

§ 4

The organization of voting referred to in this paragraph shall be subject to the provisions on voting provided for specific collegiate entities, as contained in separate legal acts, subject to para. 2-3.
Collegiate entities may adopt resolutions outside the meeting:

by circulation:

the start and end time of voting is determined by the chairman of a given collegial entity in an email sent to the persons entitled to vote,
together with the message referred to in item . 1 lit. a, the chairman of a given collegial entity sends the necessary materials to all persons entitled to vote, including, among others: voting order, draft resolutions, detailed instructions on how to vote,
voting takes place through individual collection of votes from persons entitled to vote,
voting shall be deemed to be completed if the time during which the vote had to be cast has expired or if all members of a given collegiate entity entitled to vote cast,
after determining the results of voting, a written record of voting shall be prepared containing, in particular, information on the procedure for adopting resolutions, the start and end time of voting, and its result, electronic, and the end of the vote and its result,
the chairman of the collegiate entity immediately informs about the results of voting of all members of the collegial entity in an email sent,, the start and end time of voting and its result,

in correspondence mode:

the start and end time of voting and the opening date of envelopes are specified by the chairman of a given collegial entity in a message sent electronically to persons entitled to vote,
together with the message referred to in item 2 lit. a, the chairman of a given collegial entity sends all persons entitled to vote the necessary materials, including, among others: voting order, draft resolutions, detailed instructions on how to vote,
voting takes place by filling in sealed ballot papers, sent together with the envelopes referred to in item 2 letter d and item 2 letter a). e, to the indicated correspondence address of the authorized person; the envelopes must be the same for all persons entitled to vote (format, color, etc.),
the completed voting card should be put in a clean envelope - free of any signs, graphics or signatures, which should then be sealed,
the envelope referred to in point 2 lit. d, should be placed in a larger envelope, which should be addressed to a given collegial entity, under which a resolution is adopted, together with annotation, “VOTING”,
the parcel should be delivered immediately to the address referred to in item 2 lit. e,
in the case of open voting - envelopes shall be opened by a committee in the presence of at least three persons: including the chairman of a given collegial entity and persons appointed by him,
in the case of voting in secret mode - sealed clean envelopes with votes are placed in the ballot box, and after the deadline for casting votes or collecting all votes they are opened by a committee in the presence of at least three persons: including the chairman of a given collective entity and persons by him indicated,
voting shall be deemed completed in the event of the lapse of time during which it was necessary to cast a vote or in the case of casting of votes by all members of a given collegiate entity entitled to vote,
the date of voting is the date on the postmark or the date of registration of the documents at the university - in the case of personal delivery of the envelopes referred to in item 2 letter d and item 2 letter a). e, by the person entitled to vote,
after determining the results of voting, a written record of voting shall be prepared containing, in particular, information on the mode of adopting resolutions, the time of starting and ending voting, and its result,
the chairman of the collective entity shall immediately inform all the results of voting members of the collegiate entity in an e-mail message,

via electronic mail using voting cards:

the start and end time of voting is determined by the chairman of a given collegiate entity in a message sent electronically to persons entitled to vote,
together with the message referred to in item 3 lit. a, the chairman of a given collegial entity sends all persons entitled to vote the necessary materials, including, among others: voting order, draft resolutions, detailed instructions on how to vote, voting cards,
voting may take place only using the name of an e-mail address established in the domain of ujk.edu.pl,
voting shall be done by sending a completed voting card, within a specified time limit, to the e-mail address indicated by the chairman of the collegial entity; the voting card should be completed in a text editor and then saved in pdf format and sent in that format,
the date of voting is the date on which the message containing the completed voting card is sent to the e-mail address referred to in point 3 (d),
voting shall be deemed terminated if the time during which it was necessary to cast a vote or in the event of votes cast by all members of a given collegiate entity entitled to vote,
e-mail correspondence regarding voting is archived and its printout should be attached to the voting record,
after determining the results of voting, a written voting record shall be made containing, in particular, information on the mode of adopting resolutions, the start and end time of voting and its result,
the chairman of the collegiate entity shall immediately inform the voting results of all members of the collegial entity in a message sent by electronic means,

via e-mail using a dedicated software or electronic form:

the start and end time of voting is determined by the chairman of a given collegiate entity in a message sent electronically to persons entitled to vote,
together with the message referred to in item 4 lit. a, the chairman of a given collegial entity sends all persons entitled to vote the necessary materials, including, among others: voting order, draft resolutions, detailed instructions on how to vote and the use of electronic software / forms; the provisions of § 3 para. 3 and 4 shall apply accordingly,
voting can only take place using the name of the e-mail address established in the domain of ujk.edu.pl,
voting takes place by selecting and approving the appropriate answer in the electronic software/form, within the time limit set by the chairman of the collegial entity,
the date of voting is deemed to be the date of registration of the approved answer by the IT system,
the voting is deemed to be completed in the event of the lapse of time in which the vote was to be cast or in the event of voting by all members of the given collective entity entitled to vote,
printout from the IT system in which the voting result is presented should be attached to the voting record,
after determining the results of the voting, a written voting record shall be made containing, in particular, information on the mode of adopting resolutions, the time of beginning and ending voting, and its result .
the chairman of the collegiate entity shall immediately inform about the results of voting for all members of the collegiate entity in an email sent.

Voting in secret, outside the meeting of collective entities, may take place only in:

correspondence method, taking into account the principle referred to in para. 2 point 2 letter h,
in the manner specified in para. 2 point 4, taking into account the conditions referred to in § 3 para. 8.

Final provisions

§ 5

Detailed instructions for conducting a meeting of the Institute's Scientific Council during which a public defence of the doctoral dissertation is conducted in a remote mode shall constitute an annex to this Regulation.

§ 6

The Order No. 90/2020 of the Rector of Jan Kochanowski University of Kielce of 27 April 2020 on defining detailed rules for holding meetings of collegial bodies remotely using information technology and rules for adopting resolutions by circulation, correspondence or electronic means at Jan Kochanowski University of Kielce (amended by Decree No. 119/2020 of the Rector of Jan Kochanowski University of Kielce of 29 April 2020) shall expire May 2020 and 142/2020 of 15 July
2020 r. ) is no longer in force.

§ 7

The Order shall enter into force on the date of its signature.

Annex to the order of the Rector of the UJK No. 141/2021

Detailed instructions for conducting a meeting of the institute's scientific council during which the public defense of the doctoral dissertation takes place in a remote form

§ 1

A meeting of the scientific council of the institute at the Jan Kochanowski University of Kielce, during which the public defense of the doctoral dissertation takes place, may be conducted remotely, in accordance with the regulations governing the principles and procedure for awarding the doctoral degree:

issued on the basis of art. 192 of the Act of July 20, 2018. - Law on higher education and science (Journal of Laws 2020, item 85, as amended) - for proceedings initiated after September 30, 2019, or,
applied pursuant to art. 179 paragraph. 1-3 of the Act of July 3, 2020, provisions introducing the Act - Law on Higher Education and Science (Journal of Laws of 2018, item 1669, as amended) - for proceedings initiated until April 30, 2019,

taking into account the provisions indicated in § 4 sec. 4-7 of Annex 8 to the Statute of Jan Kochanowski University of Kielce, § 3 Regulation No. 90/2020 of the Rector of Jan Kochanowski University of Kielce of April 27, 2020 on specifying the detailed rules for conducting meetings of collective entities remotely using information technology and the rules for adopting resolutions by circulation, by correspondence or electronically at the Jan Kochanowski University of Kielce and the regulations of the institute's scientific council meeting, respectively.

§ 2

The chairman of the meeting, after prior consultation with the doctoral student, decides to conduct a hearing of the public defense of a doctoral dissertation in a remote form.
The meeting of the institute's scientific council, during which the public defense of the doctoral dissertation takes place, is conducted remotely under synchronous online contact, using:

the ZOOM software,
the MICROSOFT TEAMS software as part of the Microsoft 365 service, hereinafter referred to as the TEAMS software ensuring the simultaneous direct transmission of image, sound and text (chat).

Members of the institute's scientific council entitled to vote on the public defense of the doctoral dissertation and the recording clerk must be able to use the software indicated in para. 2 points 1 and 2. The provision of the previous sentence shall apply accordingly to reviewers and the promoter, if they are entitled to vote pursuant to the provisions specified in § 1.
Other persons participating in the meeting use the ZOOM software.
The open part of the meeting is transmitted using the ZOOM software.
The confidential part of the meeting takes place using the TEAMS software, as well as via e-mail.
To use the software indicated in paragraph 2, it is necessary to have access to a computer station with a stable internet connection, equipped with:

a Google Chrome or EDGE web browser,
a camera, microphone, speakers or headphones, and also, for the persons indicated in sec. 3, it is required:
having a personal e-mail account set up in the uchk.edu.pl domain,
having an active account in the Microsoft 365 service.

The chairman of the meeting provides infrastructure, technical support, IT support for the meeting, with the participation of the IT specialist of the relevant organizational unit, who participates in the preparation of the remote meeting and is responsible for the technical support of the transmission.

§ 3

Activities preceding the meeting of the institute's scientific council during which the public defense of the doctoral dissertation takes place:

information about the date of defense of the doctoral dissertation remotely is made available to the public on the website of the unit, 10 days before the defense, with an indication of the link to the transmission in the ZOOM software, at the same time other units authorized to award the doctoral degree are informed about the date and the place of defense,
the information should also include the data indicated in § 2 section 6,
at least one day in advance, the correct operation of the software indicated in § 2 section 2 with the participation of all persons indicated in § 2 sec. 3 and a doctoral student. The chairman of the meeting provides information about the planned test by e-mail one week in advance. In the event of a trial merger, the chairman of the meeting shall prepare a written memorandum,
one week in advance, the chairman of the meeting provides the IT Security Department with information about the date of defense of the doctoral dissertation remotely and the names and surnames of the persons entitled to vote, together with the mailing list. The list of persons entitled to vote is updated on the day the hearing is defended.

§ 4

The course of the meeting - taking into account the provisions indicated in § 1 is as follows:

logging of participants:

logging in the participants indicated in § 2 sec. 3 and the doctoral student to the appropriate software takes place 30 minutes before the planned start of the defense in order to verify participation in the meeting,
in order to correctly join the remote meeting, log in to the Microsoft 365 service, start the TEAMS software and join the proper meeting, confirming attendance at the meeting. the attendance list by checking and confirming the appropriate field (CURRENT) in the FORMS form (as part of the Microsoft 365 service) placed in the meeting chat,
persons who are not employees of Jan Kochanowski University, who do not have an account in the Microsoft 365 service, participate in the meeting with the status: “GUEST”,
people participating in public defense only through the ZOOM software join the meeting by clicking on the link provided in the invitation, without the need to install the software and log in.

before beginning the exam, the chairman of the meeting shall explain the technical issues relating to the conduct of the videoconference, as well as the consequences of the interruption of the videoconference (loss of connection) before its conclusion,
written protocol of the meeting shall be taken; the electronic record - attendance list from the FORMS form (within Microsoft 365) and documentation of votes - is annexed to the minutes; after the minutes have been drawn up and signed by the chairman and the minutes clerk,
the chairperson, as the chairperson of the meeting, is the moderator of the discussion and gives the floor to the participants of the public defence of the doctoral dissertation via ZOOM software,
persons participating in the meeting shall switch on their microphones only when speaking,
the following agenda of the meeting is maintained:

finding a quorum,
presenting the scientific profile of the doctoral student by the supervisor,
presenting the main assumptions of the dissertation by the doctoral student (self-presentation), with the optional possibility of making the presentation available to participants of public defense,
presenting the opinion of reviewers,
opening a discussion allowing for asking questions remotely; each participant wishing to speak must be seen and heard by the chairman of the meeting,
participants in the public defense of the doctoral dissertation have the opportunity to ask questions to the doctoral student; the willingness to ask a question is reported via chat in the ZOOM software; a request to take the floor is made by entering the word:, “VOICE”, giving your name and surname (possibly affiliation); after the chairman has given the floor, the question is asked orally,
after the doctoral student replies, the chairman closes the public discussion,
after the discussion is closed, the persons authorized to participate in voting leave the transmission in the ZOOM software for the time of the closed meeting in the TEAMS software,
secret voting on accepting public defense is conducted during the closed part of the meeting,
secret voting is conducted using a tool prepared in the IT Security Department with the participation of an employee of this Department; a message with a link to secret voting is sent to the e-mail addresses of persons authorized to vote; after clicking on the link, you will be transferred to the electronic voting form; voting takes place by selecting the appropriate answers and confirming them by clicking on the link:, “SEND THE POLL”; votes should be cast during the meeting, at the time designated by the chairman,
if during the defense an application for awarding the doctoral dissertation has been submitted, the application must be submitted to an open vote using the FORMS form (as part of the Microsoft 365 service),
after the closed part of the meeting, the transmission in the software resumes ZOOM and the results of the vote are announced by the chairman.

§ 5

In the event of technical problems (loss of connection/technical problems with the transmission), the chairman may suspend the meeting.
Actions taken before the suspension shall remain in force, with the exception of the closed part of the meeting, where, in the event of technical problems during voting, the vote must be repeated.
If the meeting cannot be resumed after 30 minutes, the chairman shall set a new date for resuming the meeting.
In the event of a new date for resuming the meeting, the persons indicated in § 2 sec. 3 and the doctoral student should read the minutes of the suspended meeting.