E-Doktorand system

As a part of the Annual Evaluation (in Czech “Výroční hodnocení”, VH), scientific and teaching results are imported automatically into the system from other applications/modules. Specifically, scientific publication and non-publication outputs are imported from the OBD database, and teaching activities (including supervision/consultation of bachelor/master theses and international research stays) are imported from SIS.

It is necessary to ensure that the following data are entered into the respective systems:

1.  Your scientific results achieved since the last Annual Evaluation (into OBD).
2.   All completed research stays abroad during your doctoral studies (into SIS).

All other results are imported automatically, and no manual entry is required.

At the time when the Annual Evaluation is approved by the Dean, or by the Vice-Dean acting on behalf of the Dean, the evaluation becomes “locked” and is no longer synchronized. You can recognize that the evaluation is locked by checking the value in the “Status” field, where “approved” is displayed (see the example below).

Synchronization will be re-enabled only when the Annual Evaluation is opened for editing. Doctoral candidates are notified about the opening by an automatically generated email. (The system is usually opened several months before the enrolment anniversary.) In the meantime, exam results can be viewed in the Exam Results module, and research outputs entered into OBD can be viewed directly in OBD.

ad A) Entering scientific results into OBD

The OBD system is available only in Czech. Therefore, if you do not understand Czech, please ask your supervisor for assistance. The instructions are provided above in the Czech version of the email.

If you encounter any problems, please consult them first with your supervisor, or, if applicable, with the person responsible for entering outputs into OBD at your department.

If you experience a problem with the OBD application itself, please contact the OBD support team at obd@vscht.cz.

ad B) Entering research stays into SIS

Please enter your scientific stays abroad (internships, conference participation, summer school, etc.) throughout your entire doctoral studies using the “Evidence stáží” (Fellowship Registration) module, which can be found in the SIS application under the “Pomůcky” (Tools) tab. In the case of conference participation, select the internship type as “jiná forma stáže” (another form of internship). In the “Poznámka” (Note) field, specify the type of stay (e.g., the name of the university for an internship or the name of the conference). It is obligatory to upload signed Confirmation of Stay (in the module of Fellowship Registration) or an equivalent document from the conference/summer school (e.g., Certificate of Attendance). Without this document, it is not possible to save the record.

Note to Annual Evaluation

The text comment for the Annual Evaluation is entered only as plain text, with a limit of 6,000 characters including spaces. It may be supplemented with attachments, such as certificates or awards, but these are not mandatory – the plain text alone is sufficient.

Changes in Annual Evaluation

If, in the period between submitting the Annual Evaluation in SIS and the end of the academic year, there is a change in any of the assessed categories (e.g., an exam has been passed, a new publication/patent), ask the responsible person to record this in the appropriate system (exams in SIS; publications etc. in OBD) and request that the evaluation be returned. The supervisor will then have to approve the updated evaluation again and forward it to the Chair of the Departmental Board. The attachment containing the narrative report does not affect the points-based score itself; however, when requesting an update of the Annual Evaluation, it is possible to update this narrative report as well.

If you encounter a problem with the E-doktorand module itself, please contact Ing. Andrea Pištěková (Andrea.Pistekova@vscht.cz).

Role and process of Annual Meeting

Doctoral candidates

·         Fill in the Annual Evaluation in SIS no later than one month before the end of the academic year.

·         (Example: The candidate was enrolled into the PhD programme on 1 September 2025 – the Annual Evaluation in SIS must therefore be submitted no later than 31 July 2026.).

·         If the Annual Evaluation is returned, the candidate must revise it according to the comments of the supervisor/ departmental board /(vice-)dean.

·         OBD synchronises only once per day (at night). Therefore, it is recommended to enter records into OBD several days before the planned submission of the Annual Evaluation to the supervisor. The candidate can use the synchronisation on the following day after entering the record into OBD.

·         If the candidate fails to submit the Annual Evaluation on time, the evaluation is automatically forwarded to the supervisor. It is then the candidate’s responsibility to arrange with the supervisor for the evaluation to be returned for completion.

Supervisor

·         Approves the Annual Evaluation

·         Grades the doctoral candidate:

• A (recommended for enrolment in the next year without reservation);
•  B (recommended for enrolment in the next year with reservations);
•   C (not recommended for enrolment in the next year). Note, this may lead to termination of studies!

Departmental Board

·         Approves the Annual Evaluation

·         Grades the doctoral candidate:

• A (recommended for enrolment in the next year without reservation);
• B (recommended for enrolment in the next year with reservations);
• C (not recommended for enrolment in the next year). Note, this may lead to termination of studies!

Vice-Dean

·         Approves research outputs

·         May:

• Adjust the point evaluation (e.g., shared co-authorship, change of presenting author, etc.);
• Force synchronisation of corrected records from SIS, OBD, and other systems – only until the evaluation is approved by the dean.

Dean

·         Approves the Annual Evaluation.