How does USOSweb work and how to handle registration for items? Step-by-step guide (2026/2027)

USOS is the digital heart of the university. Created by the Inter-University Centre for Informatisation (MUCI), it took root at the University of Warsaw (UW) and today powers most of the capital’s universities – m.in the Medical University of Warsaw (WUM), the Warsaw University of Life Sciences (SGGW), the Cardinal Stefan Wyszyński University (UKSW) and the Academy of Special Education (APS). The Warsaw University of Technology also uses USOS modules connected to its own faculty systems.

The system consists of three levels:

1. USOS (main database): Used by employees of dean’s offices and lecturers.
2. USOSweb: A browser portal for students and teachers. This is where you will spend the most time.
3. mUSOS: A mobile application (Android/iOS) that downloads data from USOSweb.

For a first-year student, USOSweb is the equivalent of an e-diary connected to a tax office and an online store: with its help, you sign up for classes, receive grades, apply for a social scholarship and pay for an ID card.

First login to USOSweb in Warsaw – step by step instructions

The Dean’s Office has sent an email with the information “An account in USOS has been created”, and you don’t know how to log in? Here’s how to go through the process without error.

Step 1: Find the correct USOSweb address

Each university has its own server address. For example:

• University of Warsaw: usosweb.uw.edu.pl

• SGGW: usosweb.sggw.edu.pl

• WUM: usosweb.wum.edu.pl

• UKSW: usosweb.uksw.edu.pl

Step 2: Use the Central Authorization System (CAS)

Do not look for a separate registration form. Click the “Sign In” button in the top right corner. The system will redirect you to the CAS gateway.

• Login: Most often this is your PESEL number, album (index) number or e-mail used in the recruitment process (IRK/ARK).

• Password: The same password you used to check your college admissions results.

Practical tip: If you forget your password, the “Reset password” option sends a link to the email address you provided during the recruitment process. If the email does not arrive within 15 minutes, check the Spam folder or contact the university’s User Service Office (e.g. at the University of Warsaw, it is pomoc-it@uw.edu.pl or USOSownia).

Registration for items in USOS step by step (Exchange, Shopping Cart, Tokens)

Enrollment in classes is the moment of greatest stress for first-year students. Registrations are divided into several types, and the rules are set by the dean’s offices.

Methods of registration in USOSweb

How to register for classes efficiently?

1. Go to the FOR STUDENTS tab, and then select Registrations from the left menu.
2. Find the turn you are interested in (e.g. 2026/27-Z-Lectures-Government-1). Pay attention to the date and exact opening time .
3. Before opening a turn, find the item code and add it to your Cart (if the cart feature is enabled for the turn).
4. When the clock strikes the opening time of the turn, go to the cart and click “Register” (or directly the cart icon with a plus next to the selected group).

Token Registration (UL) in Warsaw – PE, Language Courses and OGUNs

At universities such as the University of Warsaw or UKSW, part of the registration takes place through an external integrated service – Token Registration (UL) (ul.uw.edu.pl).

You get packages of “tokens” (e.g. 60 tokens for PE, 240 for language courses, limit for general university subjects).

• PE (Physical Education): You choose a specific discipline (from the swimming pool on Banacha to climbing or yoga). Each PE semester costs a certain number of tokens (usually 30 tokens per semester).

• Language courses (Foreign Language School): To register for a language course, you must first take an online placement test on the Kampus/USOS platform. Without a test result, the system will not unlock the ability to write for a given level (e.g. B2 or C1).

Local space: Pay attention to the place where PE classes take place. The swimming pool at Banacha Street (Ochota) and the Hall at Oboźna Street (Śródmieście) is a 25-minute ride by bus 128 or 175 with good layouts on the road. Do not plan classes on Oboźna 15 minutes after the swimming pool in Ochota.

What to do if USOS “falls” at 8:00 a.m.? Golden rules of survival

At 7:59 a.m., more than 10 thousand students refresh the page. As a result, servers get out of breath, a 502 Bad Gateway or Service Unavailable error appears. How to increase your chances?

1. Sign in 15 minutes early: Don’t log in at 7:58 AM. Authorization bases are then the most burdened.
2. Don’t refresh the page furiously (F5): Each refresh generates a new query to the server and increases the queue. If the page “had”, give it 10-15 seconds.
3. Have your item codes ready: If USOSweb gets off, sometimes a direct link to the item group posted on the forum of the year or Facebook group works.
4. Use a wired connection or high-speed Wi-Fi: Forget about registering from your phone when taking the tram from Młociny towards the center. Range in motion is a guarantee of breaking the session.
5. Use the atomic clock: A turn is opened on a server clock down to the second (use the zegar.umcs.lublin.pl or time.is page).

Connecting ECTS subjects and credits – the most common mistake of first-year students

Enrolling in a course is only half the battle. The second, without which the dean’s office will not settle your year, is to attach the subject.

What is a hook-up?

The USOS system must know to which study programme (e.g. full-time uniform law) and to which stage (e.g. the first year, winter semester 2026/2027) it is to pass ECTS credits in a given subject.

How to make a connection in USOSweb?

1. Go to: FOR STUDENTS -> Connections.
2. You’ll see a list of unattached items.
3. For each subject, select your study programme and stage (semester/year) from the drop-down list.
4. Confirm the selection.

Important: The deadline for attaching courses is strictly defined by the dean’s office (usually by the end of the second week of classes or by the end of the deadline for registration corrections). Lack of connection means that the ECTS credits earned “hang in a vacuum” – they do not count towards the average and do not allow you to pass the semester.

Application, Scholarships and Dean’s Affairs

In most cases, the time of paper applications to the dean has come to an end. In USOSweb, the FOR STUDENTS module -> Applications is used for this purpose.

What matters can you handle through USOSweb?

• Application for a social / rector’s scholarship / for people with disabilities: You fill in a form generated in USOS, attach scans of certificates from the tax office/ZUS, sign with a trusted signature (Trusted Profile) or print a statement (depending on the university’s procedure for 2026/2027).

• Application for conditional entry (condition): If you run out of ECTS credits after the session.

• Application for extension of the deadline for submitting the diploma thesis.

• Statement of familiarization with the tuition fees.

Class Assessment (Poll) and Grade Checking

When do ratings appear?

Lecturers enter grades into protocols in the USOS module for employees. When the protocol is closed, the grade appears in your FOR STUDENTS tab -> Grades or My Studies -> Tests.

Grade Blocking vs. Evaluation Surveys

At most Warsaw universities (UW, SGGW, MUM), a module of class valuation surveys is opened at the end of the semester. The rule is simple: If you do not fill out an anonymous questionnaire evaluating a lecturer, access to the preview of grades in USOSweb for this course may be blocked until the results of the session are officially announced by the dean’s office. It takes 2 minutes to complete the survey, and it unlocks the view of ratings instantly.

mUSOS – is the mobile application enough for everyday use?

The mUSOS app (available on Google Play and App Store) has grown significantly and is a basic tool for everyday use in the 2026/2027 academic year.

What will you do in mUSOS?

• You will check the schedule of classes for a given day/week (with room numbers and names of teachers).

• You will receive a push notification when you enter a new rating.

• You will check the email addresses of the lecturers.

• You will review the academic calendar (days off, dean’s hours).

What NOT to do in the mUSOS app?

• Don’t register for items through the app: The mobile link and limitations of the app interface increase the risk of error when registering quickly.

• Don’t submit complicated scholarship applications: Forms for attaching income documents are optimized for desktop browsers.

The most common mistakes in USOSweb – Quick cheat sheet

Export of the timetable from USOSweb to Google Calendar and Apple Calendar (iCal)

Manually transcribing the timetable from USOS to the calendar on your phone is a waste of time. USOSweb has a built-in function to generate a dynamic iCalendar subscription link (.ics file), thanks to which any room change or lecture cancellation will automatically update on your phone.

How do I set up automatic timetable sync?

1. Log in to USOSweb and go to the FOR STUDENTS -> Timetable tab.
2. Above or below the graphic plan, find the “Export plan” or “Calendar link (iCal)” button.
3. The system will generate a unique, individual URL (do not download the .ics file to disk, but copy the link itself).
4. Open your Google Calendar or Apple Calendar:

   • Google Calendar: In the Other calendars section, click + -> From URL -> paste the copied link.

   • Apple Calendar (iOS/macOS): Select File / Settings -> Add Calendar Subscription -> paste the link.

   • Set the refresh rate to “Hourly” or “Daily”.

Survival tip: In the first weeks of the winter semester, classrooms in Warsaw change very dynamically (e.g. from a small room on the Main Campus of the University of Warsaw to a large auditorium in Auditorium Maximum). iCal sync avoids standing behind closed doors.

Swapping groups and item exchange – how to change the plan when there are no seats?

Signing up for a group at 8:00 a.m. with a lecturer who is famous for his rigorous requirements is a common problem in the first year. USOSweb has two mechanisms for swapping groups: an automatic exchange of exchanges and an official transfer with the consent of the hosts.

1. Automatic Group Exchange in USOSweb

If your department has enabled this feature for a given registration round:

• Go to the tab FOR STUDENTS -> Registrations -> Group Exchange.

• Indicate the group you’re currently in and the group you want to move to.

• The system will pair you automatically when another student expresses a desire to switch in the opposite direction.

2. 1:1 swap “with someone from the year” (Traditional)

If the exchange in USOS is disabled:

• Find a person in the group of the year (e.g. on Facebook or MS Teams) who wants to swap groups with you (you have group A and you want B, they have B and want A).
• Write a joint e-mail (from official university mails) to the head of the year or the secretariat/dean’s office of the faculty (depending on the faculty procedure) with your album numbers and group codes.
• An employee of the Dean’s Office manually “flips” your accounts in the USOS database.

Syllabus and Subject Card at USOS – how to review the lecturer’s requirements?

A syllabus is a binding social contract between a student and a university. According to the Study Regulations, a lecturer may not require things on the exam that have not been included in the syllabus, nor change the rules of passing during the semester.

Where to look for the syllabus in USOSweb?

Enter the name of the item in the USOSweb search engine (top right corner) or go to: CATALOG -> Items -> [Nazwa przedmiotu].

What sections in the syllabus do you need to pay attention to in October?

• Forms and conditions for passing the course: Check whether the grade is determined by a written colloquium, oral exam, presentation or group project.

• Acceptable limit of absences: Normally, there are 2 absences excused in the semester. A larger number of absences will require making up material on duty/consultations.

• ECTS credits and student workload: The syllabus specifies how many hours of own work (reading literature, writing papers) are provided for a given subject outside the hours spent in the classroom.

• Basic and supplementary literature: Before you buy an expensive textbook, check the list of items in the syllabus and go to the University Library (BUW in Powiśle, the Main Library of the Warsaw University of Technology or the Warsaw University of Life Sciences) before the older volumes borrow all the copies.

What does the semester settlement process look like in USOSweb? (Stage Statuses)

At the end of each semester (after the end of the retake examination session), the dean’s office performs the so-called stage settlement.

By going to MY USOSWEB -> Stage Registration / Billing, you will see one of the following statuses:

Glossary of billing statuses:

• Enrolled / In progress: Standard status during the semester.
• Cleared: You have earned the required 30 ECTS per semester (or completed the entire one-year programme).
• Conditional entry (Condition): You have failed one or two subjects, but you are within the acceptable deficit of ECTS credits (usually the acceptable deficit is between 6 and 12 ECTS, depending on the faculty regulations).
• Failed/Crossed out: You have exceeded the acceptable ECTS deficit. You must submit a request to repeat a semester/year or repeat specific classes.

Closing of exam protocols and no post-session grades

The exam took place two weeks ago, and there is still a blank field or the inscription “No grade” in USOSweb? This is a common situation during the winter and summer exam sessions.

What deadlines bind a lecturer?

The study regulations specify that the lecturer is obliged to enter the grades in USOSweb and close the protocol within 7 or 14 days from the date of the exam, but no later than by the official day of the end of the session.

What to do if the lack of a grade prevents you from applying for a rector’s scholarship?

The Rector’s Scholarship requires the calculation of an accurate grade point average in all subjects.

• Check the status of the protocol in USOSweb: MY STUDIES -> Tests. If you see “Protocol not open” or “Edits”, the rating is not yet visible on the main system.

• Write a polite email to the group governor to contact the lecturer on behalf of the entire year.

• If the deadline for submitting scholarship applications is over, submit a paper application or through USOS with the statement: “The grade point average will be completed automatically after the protocol is closed by the Instructor”. The Dean’s Office has no right to reject such an application due to delays on the part of the researcher.

USOSmail and university mail (Office 365 / Google Workspace)

Many first-year students make the mistake of confusing the internal USOSmail module with the official mailbox in the university’s domain (e.g., @student.uw.edu.pl or @sggw.edu.pl).

What is the difference between these two systems?

Frequently Asked Questions (FAQ)

1. When will I receive the data for the first login in USOS?

Login details (usually identical to those in the IRK/ARK recruitment system) are activated after completing all the recruitment formalities and taking the academic oath. This usually happens between September 20 and October 1.

2. What happens if I don’t register for any item in a turn?

If the subject is compulsory (e.g. part of the rigid first-year program), the dean’s office may assign you to a group from above (by administrative decision) to the group in which there are free places. In the case of bumpy/optional subjects, failure to enrol means not collecting the required number of ECTS credits and not being able to pass the semester.

3. What is OGUN at the University of Warsaw?

OGUN is a non-profiled university-wide subject. These are classes offered by various faculties of the University of Warsaw, open to all students (e.g. a physics student can attend OGUN in Art History). During your studies, you must earn the number of ECTS credits specified in the programme from the OGUN group (usually from 6 to 12 ECTS).

4. Is the assessment in USOS final?

No. If you notice an error (e.g. the lecturer entered 2.0 instead of 4.5, which you determined by email or during the inspection of the work), write an e-mail to the lecturer as soon as possible with a request to correct the protocol. The change can only be made by the lecturer before the final closing and signing of the minutes by the dean.

5. What does the “Failed” status mean in USOS despite passing the exam?

This is often due to the lack of a written grade in the exercises (if the course consists of exercises and a lecture) or the lack of connection of the subject to a stage. Check the Connections tab, and if everything is in order – contact the Instructor.

6. Where can I find the account number in USOS to pay for the card?

The individual bank account number generated for each student can be found in the FOR STUDENTS -> Payments (FK) tab. Never transfer money to the university’s general account – payments for ID cards, repeating courses or dormitories must go to your sub-account displayed in USOS.

Summary and next steps for a first-year student

Remember that USOS is just a tool – although it can be capricious in the first days of October, after passing the first registration and connecting items, its use becomes a reflex.

Your action plan for the next few days:

• Log in to USOSweb and check if your personal data and study program are correct.
• Check the dates of the upcoming registration rounds in the FOR STUDENTS -> Registrations tab.
• Check in the study program how many ECTS credits you need to earn in the winter semester 2026/2027 (usually equal to 30 ECTS).
• After signing up for the classes, go to the Attachments tab and assign them to the current semester.