Final state examination – Recording

The course is recorded in the “Final State Examination Dates” application. In this application, the chair of the examination board, members of the examination board and the board assistant will find a link to fill in the course of the final examination. The course can be pre-filled and saved in advance, even before the date of the examination, but it is not possible to request confirmation from members of examination board at that stage. On the day of the examination, a button will become available to request the examination board’s confirmation of the course (and the grade). It is necessary to complete the course in its final form and have it confirmed by all members of the examination board.

The application is available:

To help you navigate the process, you can use the following commented videos from the perspective of individual board members (in Czech language only):

View of the chair of the board, who also fills in the record of the final state examination (it is the same for the assistant, except for the final confirmation)

The view of a member of the board

You can confirm the record of the final state examination via a link that will be emailed to board members. The board members will receive one email for each student. Confirmation of consent to the record of the final state examination is done directly in the IS MU.

If the final thesis defence is part of the final state examination date, the supervisor and reader do not have to confirm the record of the course of the final examination. The supervisor or reader is obliged to confirm the record of the course only if they are also members of the examination board.

The record of the course of the final state examination can be created and edited before, during, and after the examination date — up until the moment the Office for Studies transfers the grades into the study records. If it becomes necessary to edit the record after it has already been confirmed by the board members, this is still possible; however, all previous confirmations will be cleared, and the board members will need to approve the updated record again.

Once the Office for Studies has transferred the grades into the official records, it is no longer possible to edit the protocol — not even by a person with explicit editing rights. If the protocol contains errors and it is absolutely necessary to reopen it, please contact the Office for Studies.

The record of the course of the final examination is last confirmed by the chair of the board, who waits until all the other members of the board have confirmed the record. The chair will be informed by email, in which he/she will receive a link to the final confirmation of the record of the final state examination. The record can also be confirmed in the days following the examination via the link in the email sent. However, we recommend not to delay the confirmation unnecessarily.

The transfer of grades proposed and confirmed by the committee is the responsibility of the office for studies. After the grades have been transferred, the office for studies creates a file with the confirmed the record of the course of the final examination, which is sent to the Dean of the Faculty for electronic signature. The board does not need to sign anything after the record of the course of the final examination have been confirmed..

In the case of the distance form of the final state examination, it may be required to make a video recording of the examination and archive this video recording for several years. The application is ready for this option. If this is required, the archiving of the videos itself is again done directly in the "Final state examination dates" application:

The state examination assistant will find the right date and the right student. At link "upload video from the course of the examination" (or "additional form and supplement information" in the case of PhD final state examinations) he/she can upload the video file(s) (just drag and drop them from the disk). A videoplayer will start to be created for the video (the operation may take a few minutes) and once it is ready, the recording can be played directly on the page. The whole procedure is illustrated in the video (the procedure starts by downloading the recording from the video conferencing software, here specifically MS Teams, the video is only in Czech language):

Check the faculty and especially the correct period in the upper right corner. It may be that you are already working in the next period.

Check with your colleagues to make sure that your name and your UIN are actually filled in on the list of board members. If you are missing from the list or if it is your namesake, contact the office for studies immediately to request an adjustment of the final examination date.

If the student provides a letter of excuse in advance, then you do not fill in and confirm the record of the course of the final state examination date. If the student does not provide a letter of excuse in advance, then record the course of the final examination date (e.g. "absent"), enter a grade dash (absent) and confirm the record of the course of the final examination date as usual.

If changes to the list of members of the board are permitted, it may be adjusted to reflect the actual situation. It is recommended to set the absence of the member(s) before the actual confirmation of the record of the course of the final examination date. The chair of the board cannot be marked absent at the final state examination date.

If a member of the final examination board is set as absent, it will not be possible to enter him/her as an examiner and he/she will not receive an e-mail with a confirmation of the record of the course of the final examination date / defence. The absent member will not be able to confirm the record of the final examiantion date / defence. In the case of PhD and rigorosum examinations, the absent member of the committee will not be included in the secret ballot. At the end of the examination, the chair of the board will be able to confirm the record of the course without confirmation from the absent member.

Confirmation will be required from the absent member if he/she was present for the examination of at least one final state examination course or defense.

No, the office for studies can add an additional member if needed.

All members of the doctoral examination board present and listed in the Final state examination dates application must vote in the secret ballot. If the content of the (doctoral or rigorous) examination date includes more than one part (course and defence), each part is voted on separately.
Voting is done in the Final state examination dates application:

For an orientation of the whole process of the doctoral state examination, including the secret ballot, you can use the following annotated videos from the perspective of individual members:

The view of the chair of the board, who also fills in the course of the doctoral examination (only in Czech language):

The view of a member of the board(only in Czech language):

When the committee has voted by attendance, e.g. by ballot, it is possible to enter the results manually. This option can be found for each course in the Final state examination dates application under the link "fill in/edit course of the examination". By checking the option "Enter secret ballot manually" you can fill in the data according to the attendance ballot.