Polish universities will soon be able to issue fully electronic diplomas and transcripts, with updates to the POL-on system ensuring legal compliance beyond 2026.
New Regulations for Digital Diplomas and POL-on
Universities will gain the ability to issue fully electronic diplomas and transcripts, which will be stored in a national repository. Changes to the POL-on system are necessary to ensure the legal continuity of data collection on Polish science after June 2026.
Why New Regulations Are Needed
The immediate reason for the new legal act is the need to adapt implementing provisions to the amended Act – Law on Higher Education and Science (PSWiN). The currently valid regulation from September 2024 will lose its validity on June 30, 2026. A lack of new regulations would paralyze the system, removing the legal basis for collecting data on students, academic staff, and university funding.
Key Element: Electronic Diploma Implementation
A key element of the amendment is the implementation of solutions for issuing diplomas, degree transcripts, doctoral degrees, and post-doctoral degrees in electronic form. To make this possible, POL-on must be expanded with information necessary for generating, signing, and verifying these documents.
A Revolution in Diplomas
The most important innovation is the creation of a special repository for electronic diplomas within the POL-on system. This will serve not only to store documents but also to verify their authenticity.
Technical Specifications and Automation
According to the project, electronic diplomas will be prepared in XML format, compliant with the XSD schema specified by the Ministry of Science. However, a visual presentation in PDF format is also planned, making them easier to use daily. The document issuance process will be fully automated, with data transmitted by universities via a special interface (API). The system will automatically check the consistency and correctness of the data, and upon positive verification, the document will be sealed with a qualified electronic seal and timestamp. The diploma will then receive a unique identifier and be registered in the repository.
Expanded System Access and Data Sharing
The project expands the range of entities obligated to provide data to the POL-on system, including the Center for Postgraduate Medical Education (CMKP). Access to data for external institutions will also be streamlined, regulating the sharing of diploma information with district labor offices. Other individuals or entities, such as potential employers, will be able to verify a candidate’s education through an electronic service in the POL-on system, with the graduate’s consent.
Cost and Financial Implications
The Ministry of Science assures that the new regulation does not require seeking additional funds in the state budget. The development and maintenance of the POL-on system are carried out within the task commissioned to the Information Processing Center – State Research Institute (OPI-PIB), funded by an annual earmarked subsidy, which amounted to 19 million PLN in 2025. The new regulations are not expected to increase the financial burden on universities related to data entry.
