You've set your sights on a medical degree from a Polish university. But now you're staring at the IRK (Internetowa Rejestracja Kandydatów) system wondering: "Do I need Polish translations right away?" "What file formats are accepted?" "Why won't my documents upload?" If you're feeling overwhelmed, you're not alone.
The IRK system is your gateway to applying to Polish medical universities, but its technical quirks and document requirements can quickly turn your medical school dream into a bureaucratic nightmare. One Reddit user lamented, "I can't seem to register on the ORS system," while another wondered, "Is uploading the English version enough for the IRK system at this stage?"
In this comprehensive guide, we'll walk through every step of navigating the IRK system—from account creation to document submission—with special attention to the translation and legalization requirements that cause the most confusion for international applicants.
Summary
Applying to Polish medical universities via the IRK system is complex; simple errors in document uploads or formatting can lead to immediate disqualification.
A critical requirement is that all official documents must eventually be translated into Polish by a certified or sworn translator, as self-translations are never accepted.
Many universities also require an Apostille or consular legalization for your diploma, a process that can take several weeks and must be started early.
To avoid rejection over improper paperwork, use a professional service like Bluente's Certified Translation to get university-ready documents quickly.
Understanding the IRK System
The IRK (Internetowa Rejestracja Kandydatów or Online Candidate Registration) is the mandatory online portal for all candidates applying to most Polish universities. Think of it as the digital front door to your medical education in Poland.
Key features of the IRK system:
It allows you to apply for multiple programs with a single account
It serves as the central hub for uploading all required documents
It's where you'll pay your application fees
It's how you'll receive updates on your application status
Importantly, incorrect or incomplete registration can lead to immediate removal from admission eligibility—in a field where competition is already fierce.
Pre-Registration Checklist: Prepare for Success
Before you even create your IRK account, gather all the necessary documents. Starting early—ideally months before deadlines—can help you avoid last-minute panic.
Essential Documents to Prepare:
High school diploma/certificate and transcript
These must be scanned clearly and legibly
Multi-page documents will need to be merged into a single PDF
Passport or national ID card
Must be valid throughout the application process
Recent passport-style digital photo
Usually with specific dimensions and background requirements
English language proficiency certificate (if your education wasn't in English)
Typically needs to be at B2 level or higher
Common accepted certificates include IELTS, TOEFL, and Cambridge English exams
For applicants under 18: A notarized parental/legal guardian consent form and birth certificate
The Critical Matter of Translations and Legalization
This is where most applicants stumble. Let's clarify the requirements:
Do I need Polish translations immediately? The answer varies by university. Some institutions, like Jagiellonian University, may initially accept documents in English. However, most Polish universities will eventually require Polish translations of all documents.
Who can translate my documents? This is crucial: All translations must be done by a certified or sworn translator. Self-translations are never accepted and will lead to automatic disqualification. Finding a reliable sworn translator under a tight deadline can be challenging, but services like Bluente’s Certified Translation are designed for this purpose. They provide official, word-for-word translations by certified professionals suitable for university and government submissions, often with a 24-hour turnaround. As one Reddit user advised, "just make sure if they have any special requirements, e.g., if it can be a regular translator or a sworn translator."
What about legalization or Apostille? Many Polish universities require documents to be legalized to verify their authenticity:
For countries that are part of the Hague Convention, this is done via an Apostille
For other countries, documents must be legalized through the Polish consulate
This process can take weeks, so start early
Detailed Walkthrough of the IRK Application Process
Now let's break down the application process step-by-step:
Step 1: Account Creation and Initial Registration
Navigate to the university's IRK portal (example: Wrocław Medical University IRK)
Provide your email address and create a password
Select your graduation certificate type from the dropdown menu
Consent to the processing of your personal data
Activate your account via the link sent to your email
Tip: Use a professional, regularly checked email address. Important updates about your application will be sent there.
Step 2: Filling in Your Personal and Academic Data
Once logged in, you'll need to complete all sections under the "Personal Details" tab:
Enter your personal information exactly as it appears on your official ID documents
Upload a passport-style photo meeting the university's specifications
Enter your high school details and diploma information
For IB and EB diploma holders, enter all subjects and results
Important: Any discrepancies between your entered data and official documents can lead to rejection. Double-check everything!
Step 3: Uploading Your Documents (The Right Way)
This is where technical issues most commonly occur:
File Format and Size Requirements:
Accepted formats are typically PDF or JPG
Ensure scans are high-quality and legible
Some fields only allow one file upload, so you may need to merge multiple pages into a single PDF
File size limits vary by university but are typically 2-5MB per file
Required Document Uploads:
High school graduation certificate/diploma
High school transcript
Signed application form (generated by the IRK system)
Passport/ID card
English language certificate
Translations of documents (if available)
Other documents as required (e.g., eligibility certificate, parental consent form)
After uploading, regularly check the "Messages" tab in your IRK account to confirm document acceptance or address any issues.
Step 4: Paying the Application Fee
The standard application fee is typically 85 PLN (Polish złoty), though it can be higher for certain candidates
Payment can be made via bank transfer or online payment gateway within the IRK system
Keep proof of your payment in case of any issues
Warning: Missing application fees lead to automatic denial. Ensure the payment amount and account details are correct to avoid processing delays.
Step 5: Finalizing Your Application and Declarations
Select your desired fields of study
Check the specific deadlines and admission schedules for your programs
Complete any required declarations, such as a tuition fee declaration
After submission, your application will be reviewed by the university's admissions committee. This process can take several days to weeks depending on the university and time of year.
After You Submit: What Happens Next?
Understanding Your Application Status
The IRK system uses different status indicators to show where you are in the process:
Registered: Your account has been created but your application is incomplete
Candidate: Your documents and fee have been processed
Qualified: You've been accepted to the program
Not Qualified: Your application has been rejected
Conditionally Qualified: You're accepted pending certain conditions (usually submitting original documents)
Qualification results will be posted directly to your IRK account. This message is considered binding, so check your account regularly.
Conditional Admission and Next Steps
If conditionally accepted, you'll need to:
Pay the first tuition installment by the deadline specified
Submit original, hard-copy documents to the admissions committee
Complete any other requirements specified in your acceptance letter
Critical deadline: Failure to submit original documents by the deadline is considered a resignation from studies, so mark these dates carefully!
Troubleshooting Common IRK System Problems
Technical Glitches and Upload Errors
If you encounter technical issues with the IRK system, try these solutions:
Connection problems:
Check your internet connection
Try accessing the system during off-peak hours
Clear your browser cache or try a different browser
Document upload failures:
Ensure your files are in the correct format (PDF/JPG)
Check that files are within size limits
Try compressing large files while maintaining legibility
Remove special characters from file names
Payment verification issues:
Allow 1-2 business days for payment processing
Keep proof of payment to share if needed
Contact the university's finance office if payment isn't reflected after 3 days
Remember: Universities are generally not liable for network failures on the applicant's end. Plan ahead and don't wait until the last minute to submit your application.
Handling Document Rejections
If your documents are rejected, check the "Messages" tab in your IRK account for the specific reason:
Poor scan quality: Rescan at higher resolution
Incorrect format: Convert to the required format
Missing pages: Ensure all pages are included
Uncertified translations: Get proper sworn translation
Expired documents: Provide current versions
The English vs. Polish Document Dilemma
One of the most common questions from international applicants is whether English documents are sufficient. Here's the consensus based on university practices:
For initial submission: Many universities will accept documents in English for the first stage of the application
For final acceptance: Almost all universities will eventually require Polish translations done by a sworn translator before final enrollment
When in doubt: Upload both versions if you have them, or contact the university directly
A Reddit user shared their experience: "I had uploaded both versions on IRK before submitting my application!" This approach can save you time and potential rejection.
Final Tips for IRK System Success
Start early The most successful applicants begin gathering and preparing documents months before deadlines.
Be meticulous with details Double-check all spelling, dates, and document requirements. A simple typo in your name or birth date can cause major headaches.
Invest in professional translations Using a sworn translator might seem expensive, but it's far less costly than having your application rejected over improper translation. Using a dedicated service like Bluente ensures your documents meet official requirements, often at a fixed price per page and with a fast turnaround.
Keep digital and physical copies of everything Maintain a folder with all original documents, translations, and submission confirmations.
Communicate directly with the admissions office When in doubt about any requirement, contact the university directly. As one applicant advised, "You could always email the admission office though."
Check your IRK account and email regularly Important updates will be communicated through these channels, often with time-sensitive deadlines.
Conclusion
Navigating the IRK system for medical school applications in Poland requires patience, attention to detail, and proper preparation. By understanding the document requirements—particularly regarding translation and legalization—and addressing technical challenges proactively, you can avoid the common pitfalls that derail many international applications.
Remember that the IRK system is more than just a submission portal; it's your first test of the organization and diligence required for medical studies. Approach it with the same care and thoroughness you'll bring to your future medical career, and you'll be well on your way to joining Poland's storied medical education tradition.
For the most up-to-date information, always refer to your specific university's guidelines and don't hesitate to contact their admissions office directly with questions.
Frequently Asked Questions (FAQ)
What is the IRK system for Polish universities?
The IRK (Internetowa Rejestracja Kandydatów) is the mandatory online application portal used by most Polish universities for candidate registration. It's a central hub where you create an account, upload required documents like your diploma and passport, pay application fees, and receive updates on your application status for medical school and other programs.
When do I need to provide Polish translations of my documents?
While some universities may initially accept documents in English, most will require certified Polish translations before final enrollment. It is best practice to prepare sworn translations early. For the initial IRK submission, some universities might accept English versions, but for final acceptance and enrollment, Polish translations are almost always mandatory.
Who is authorized to translate documents for a Polish university application?
All translations must be performed by a certified or sworn translator (tłumacz przysięgły). Universities will not accept self-translations or translations from a regular translator. Using a professional sworn translator is crucial to avoid automatic disqualification.
What is an Apostille, and is it required for my application?
An Apostille is a form of document legalization that verifies the authenticity of your educational certificates for international use, and yes, it is often required by Polish universities. If your country is a member of the Hague Convention, you will need an Apostille for your high school diploma. If not, your documents must be legalized through a Polish consulate in your country. This process can take weeks, so you should start it as early as possible.
What are the most common reasons for document rejection in the IRK system?
Common reasons for rejection include poor scan quality, incorrect file formats, missing pages, and using uncertified translations. To avoid rejection, ensure your documents are scanned clearly, saved as a PDF or JPG within the size limits, and that all multi-page documents are merged into a single file. Most importantly, any required translations must be from a sworn translator.
What happens after I submit my application through the IRK system?
After submission, the university's admissions committee reviews your application, and your status in the IRK portal will update to reflect the decision. You can track your status, which may change from "Registered" to "Candidate," and finally to "Qualified," "Not Qualified," or "Conditionally Qualified." A "Conditionally Qualified" status means you are accepted pending the submission of original hard-copy documents and payment of the first tuition installment by a specific deadline.