University Admission in Tricity: Deadlines and Documents

Online Candidate Registration (IRK) / Electronic Candidate Registration (ERK):

• Each university in Gdańsk (UG, PG, GUMed, ASP, AWFiS) has its own online recruitment system. The names may vary (e.g., PG’s eRekrutacja system), but the operating principle is similar. You will always find the link to the correct system on the university’s main homepage under the “Admissions” or “Candidates” section.
• There is no single, central system for all Gdańsk universities. If you are applying for courses at different institutions, you must register and complete the process in each system separately.

Creating a Candidate Account:

• The first step is to create an individual account in the IRK/ERK system of your chosen university. You will need an email address (make sure you have permanent access to it and check your inbox regularly, including the SPAM folder!) and a password you won’t forget.
• Keep your login details in a safe place! This account will be your command centre throughout the entire recruitment process – it is where you will select your courses, enter your results, check your application status, and receive important notifications.

Filling in Personal Data and Educational Background:

• The system will ask for detailed personal data (name, surname, PESEL/ID number, residential address, contact details) and information regarding your secondary school education and held documents (e.g., your high school diploma).
• Be meticulous! Ensure that all data is entered correctly, without typos, and exactly as it appears on your ID card and diploma. Errors can complicate or even invalidate your application process.

Selecting Your Courses of Study:

• In the IRK/ERK system, you select the courses you wish to apply for at a given university. Usually, you can choose more than one course (check the limits in the university’s regulations).
• Set your priorities! Systems often ask you to indicate which course is your first choice, second choice, and so on. This is important because if you qualify for several courses, the system may automatically assign you to the one with the highest priority.

Entering Your Exam Results:

• This is a crucial moment. You will need to enter the percentage scores obtained in your school-leaving exams for the subjects required by your chosen courses.
• Before the official announcement of results by the CKE: Systems often allow you to enter predicted results or leave the fields blank until you receive your certificate.
• After receiving your results: You must update the data in the IRK/ERK system as soon as possible, entering the exact percentage scores shown on your maturity certificate (high school diploma). Universities often verify this data against the National Register of Matriculation Exams (KReM), but the responsibility for correct entry rests with the candidate. Errors can lead to incorrect point calculation and the rejection of your application.

Paying the Admission Fee:

• For each chosen course (or sometimes for the entire registration at a given university, regardless of the number of courses – check the regulations!), an admission fee must be paid. The amount is set by the university (usually ranging from 85 to 150 PLN per course/process).
• The IRK/ERK system will generate an individual bank account number to which the transfer should be made. Using this specific number is crucial for the payment to be correctly credited to your candidate account.
• The fee must be paid within the deadline specified by the university – this is usually the same as the closing date for electronic registration. Failure to pay on time is equivalent to withdrawing from the recruitment process!
• Keep your proof of payment – it may be needed at a later stage.”

Phase 3: Key Dates – A Schedule You Cannot Miss!

The recruitment process follows a strictly defined schedule. Failure to adhere to it may result in the rejection of your application, even with excellent exam results.

Where to Find the Schedule?

• The most important source of information is the official website of your chosen university, specifically within the section dedicated to admissions. There, you will find a detailed recruitment calendar for the given academic year.
• Each university has its own schedule! Deadlines may vary slightly; therefore, if you are applying to several institutions, you must track the calendar for each of them separately.

Typical Stages and Key Deadlines (Examples – always check for current dates!):

• Opening of the IRK/ERK system: Usually late May or early June.
• Deadline for electronic registration and course selection: Usually until early or mid-July.
• Deadline for paying the admission fee: Most often coincides with the registration closing date or is a few days later.
• Date for potential entrance exams/interviews: If applicable, these usually take place at the turn of June and July.
• Deadline for entering exam results into IRK/ERK: After the official results are announced by the CKE (usually early July), candidates have a few days to enter them into the system. This is a very important deadline!
• Announcement of ranking lists / qualification results: Usually the second half of July.
• Deadline for submitting required documents by qualified candidates: Candidates qualified for admission have a few days (usually about a week) to deliver the full set of documents. Failure to submit the documents on time is equivalent to withdrawing from the process!
• Announcement of supplementary recruitment results (if applicable): Usually August/September.

The Importance of Deadlines:

• Deadlines are final! Universities are very strict regarding their schedules. Being late with registration, payment, or the submission of documents usually means automatic exclusion from further proceedings.
• Add the key dates to your calendar and set reminders on your phone. It is always better to complete everything slightly ahead of time rather than leaving it until the very last minute.”

Phase 4: Required Documents – Studying in the Tri-City

After successfully passing the electronic qualification, the moment comes to materialize your application – submitting physical (or sometimes digital, but authenticated) documents

Standard Set of Documents (The list may vary slightly depending on the university – always check the exact requirements!):

• Signed application for admission: Generated from the IRK/ERK system after completing registration and entering your results. You must print it and sign it by hand.
• Original or official copy of the maturity certificate (high school diploma): This is the most important document. Universities usually require the original or a notarized copy. Often, the university keeps the original for the duration of your studies or makes its own copy and returns the original—check the procedure! For graduates from the current year, this will be the certificate obtained in the summer.
• Photocopy of your ID card (sometimes certified as a true copy): Your identity document. The university may ask to see the original for verification when you submit the copy.
• Current photographs: Usually 1 or 2 photos compliant with ID card requirements (35×45 mm format, on a light background, clearly showing the face). One photo is often needed for the Electronic Student ID (ELS). Many universities also require a digital version of the photo to be uploaded to the IRK/ERK system during the registration stage.
• Proof of the admission fee payment: A printout of the transfer confirmation. Although systems usually credit payments automatically, it is worth having proof just in case.

Additional Documents (if applicable)

• Medical Certificate: Required for certain programs (e.g., GUMed, AWFiS, some technical or natural science courses), stating that there are no health contraindications to undertaking studies in a given field. The university will specify the type of certificate and which doctor (e.g., occupational medicine specialist) is required.
• Portfolio: In the case of artistic programs (ASP, architecture at PG) – a folder of works meeting the requirements set by the university.
• Foreign Language Proficiency Certificate: If the studies are conducted in a language other than Polish, or if required by the regulations.
• Documents confirming status as a winner/finalist of Olympiads: Diplomas and official certificates.
• High School Graduation Certificate: Sometimes required in addition to the maturity certificate (matura diploma).
• Certified Translations of Documents: In the case of certificates and diplomas obtained abroad.”

Where and How to Submit Documents?

• Information about the location (specific building, room, recruitment office, or dean’s office) and the hours for accepting documents can be found on the university’s website and in messages within the IRK/ERK system.
• Information about the location (specific building, room, recruitment office, or dean’s office) and the hours for accepting documents can be found on the university’s website and in messages within the IRK/ERK system.
• Authorized representative: Sometimes, submission by an authorized person is allowed (a written authorization is required!).
• Postal mail: Sending documents via mail is often an option (check whether the postmark date or the delivery date is what counts!).

Results Day and what’s next? – The moment of truth

Once the entry of A-level results and any entrance exams is complete, the admissions committees begin compiling the ranking lists.

Checking your status:

• The qualification results will be available upon logging into the candidate’s individual IRK/ERK account at the time specified in the schedule. This is the primary and fastest source of information. Occasionally, lists are also physically posted at the university, but the online system is the standard.

Possible application statuses:

• Qualified for admission: Congratulations! This means your score was high enough to be included in the list of admitted students for the course. Your most important task now is to submit the full set of required documents by the specified deadline to confirm your place.
• Waiting list: This means your score was slightly below the admission threshold. You have a chance of being admitted if those on the main list withdraw (fail to submit their documents). You must keep an eye on university announcements – they will inform you if and when those on the waiting list will be accepted.
• Not qualified: Your score was too low to be admitted to this course in this recruitment round. It’s not the end of the world! You can try your luck in clearing or supplementary recruitment (if available) or consider other options.
• Decision to refuse admission: Unsuccessful candidates receive a formal administrative decision, which can be appealed within a specified timeframe and procedure (details can be found in the guidance notes of the decision).

Confirming your intent to study = Submission of documents

• Being qualified in the system is not the end of the process! It is crucial to physically submit your documents within the designated, usually short deadline (often just a few working days!). This is the formal confirmation that you are accepting your place at the university.
• Failure to submit the documents on time is equivalent to forfeiting your place! The university will assume you are no longer interested, and your spot will be offered to someone from the waiting list.”

Supplementary recruitment for university

Didn’t make it in the first round? All is not lost! Many universities carry out supplementary recruitment for courses where places remain vacant after the main intake has closed.”

• When it takes place: Typically in August or early September. The schedule for supplementary recruitment is announced by the university once the main round of document submission has concluded.
• How it works: The process is usually identical to the main recruitment – it requires registration in the IRK/ERK system (you can often use the same account), choosing a course (from those available), paying the application fee, and eventually submitting the documents.
• Who it is for: For those who were not admitted in the first round, those who for some reason did not take part, or those who passed their A-levels in the resit session.
• Where to find information: On university websites, under the recruitment section. You need to actively check if and for which courses additional recruitment is being held.”

Top tips and common mistakes

• Read carefully: Recruitment regulations, course descriptions, and IRK/ERK messages contain all the answers. Don’t just ‘wing it’.
• Accuracy of data: Double-check your National Insurance number/ID details, exam results, and addresses. A typo can cost you dearly.
• Deadlines, deadlines, deadlines!: Write them down, set reminders. This is your responsibility.
• Check your email and IRK account: Regularly, every day during the peak recruitment period. Key information will appear there. Also, check your SPAM folder.
• Don’t leave it until the last minute: Systems can get overloaded in the final hours of registration. Fees may take time to clear. Give yourself a safety margin.
• Keep copies of documents: Both digital (scans) and physical. Just in case.
• Ask!: If you have doubts, contact the university’s admissions office (by phone or email). They are there to help candidates. It’s better to ask than to make a mistake.
• Application fee: Make sure you pay the correct amount to the right, individual account number. Keep your proof of payment.
• Submission of documents: Ensure you have the full set and submit it at the right place and time. If sending by post, choose registered mail with acknowledgement of receipt.”

The role of parents in the university admissions process

Dear Parents, your role is invaluable, but it should primarily consist of support rather than doing everything on your child’s behalf.

• Be partners: Discuss choices, doubts, and plans. Help gather information, but let your child make the final decision regarding their course.
• Logistical support: You can help keep track of deadlines, understand procedures, put together the documents, or handle financial matters (such as the application fee).
• Emotional support: The recruitment process can be stressful. Your calmness, belief in your child, and readiness to talk are priceless, especially in moments of uncertainty or disappointment.
• Avoid excessive pressure: Choosing a degree is a long-term decision. Pressuring them into a specific “prestigious” course against their interests can do more harm than good.
• Trust: Let the candidate take responsibility for the process – filling out forms, contacting the university. This is an important lesson in independence before they start their studies.”

You have successfully navigated one of the most formal, and often most stressful, stages on the path to your dream academic future – the recruitment process for Gdańsk’s universities. If you previously felt lost in the labyrinth of deadlines, documents, and confusing point converters, we hope this chapter has served as your reliable map and compass. We have broken down the entire process, from strategic planning and exploring the offers, through the twists and turns of online registration systems, to the key dates and required paperwork. We have armed you with the knowledge of how to avoid the most common pitfalls and how to get through all the formalities step-by-step, with composure and diligence.

Remember, successful recruitment is not just a matter of your exam results, but also of organisation, attention to detail, and punctuality. The knowledge you have gained in this chapter is your first real asset on your journey as a student – the ability to navigate academic structures, understand procedures, and manage your own affairs. This is your pass, your entry ticket into the extraordinary world of student life in Gdańsk.

But take note – this is only the threshold! Mastering the recruitment process is like obtaining the keys to the gates of a fascinating city of opportunity: Gdańsk as seen through a student’s eyes. The real adventure, full of challenges, discoveries, new friendships, and priceless experiences, still lies ahead. Submitting your documents and collecting your student ID is not the end of the road, but its true beginning. A completely new chapter is opening up before you, and this book was written to accompany you through every stage of it. Do you feel a thrill of excitement at the thought of your first day at university? Are you wondering how to find your feet in a new city, meet people, and not get lost in a forest of responsibilities? Are you worried about how to balance your studies with your social life and how to manage a student budget so that there’s enough for more than just notebooks and bus tickets? Or perhaps (dear Parents) you want to be sure that your child is heading to a good, safe place that offers support and opportunities for growth?

If your answer to any of these questions is ‘yes’, then keep reading! In the following articles, we will take you on a journey through the practical aspects of living in Gdańsk:

• We will dive into the topic of adaptation: We’ll give you tips on how to survive those first, often toughest weeks, how to network effectively, and how to build your own student support system.
• We will uncover the secrets of student finance: You’ll find out where to look for scholarships, how to find a part-time job, how to manage your money wisely, and where in Gdańsk you can find good, cheap eats (and not just at milk bars!).
• We’ll show you how to study smart, not hard: We’ll share effective study techniques, advice on using libraries and university resources, and how to pursue your passions in academic circles and student organisations.
• We’ll take a look behind the scenes of social and cultural life: We’ll discover the best spots for meeting friends, the most interesting cultural events, and ways to spend your free time actively without breaking the bank.
• We’ll address the important issues of health and wellbeing: We’ll point out where to find medical and psychological help and how to maintain your mental balance in a new, demanding environment.”

Recruitment was an important, fundamental step. You have completed it (or now have the tools to do so) successfully. But true student life, with all its highs and lows, still lies ahead.

We won’t leave you to handle this alone. Turn the page and let’s continue this journey together. The following chapters are your practical guide on how to make studying in Gdańsk not just a time for gaining knowledge, but above all, an unforgettable period of growth, friendship, and fulfilment.

Your Gdańsk story is just beginning – let’s write it together!