Defending your thesis MAJ
Authorisation to defend a thesis is granted by the President of the University, after obtaining the opinion of the Director of the Doctoral School, on the proposal of the thesis supervisor.
All informations regarding the thesis defence (rapporteurs, jury composition, oath, etc.) can be found in the current legislation: Decree of 25 May 2016, amended by the Decree of 26 August 2022.
Note: PhD students who defend their thesis before 31 December of the current year are exempt from re-registration. However, if the thesis defence is scheduled or postponed after 31 December, the student must re-register for the following academic year and pay registration fees. Prior approval from the thesis monitoring committee (CSI) is also required.
Procedure for defending a thesis
The thesis defence procedure is entirely online in ADUM.
Once the date for your thesis defense has been set, you must declare the defense in your ADUM profile by selecting 'Procedures' and then 'I want to make my defense request'.
Timetable for the defence process
Be careful not to miss any deadlines!
WHEN?
Dates to watch
WHO DOES / WHO IS INVOLVED?
WHAT? HOW ?
WHO VALIDATES?
At least 3 months BEFORE :
prepare your defence
PhD Student
In its ADUM account:
♦ completes its training portfolio, in particular the following 3 compulsory training courses:
- Ethique de la recherche ou Intégrité scientifique,
- Diffuser sa thèse à la BU,
- Déposer ses travaux dans HAL.♦ deposits its publications in HAL and imports them in ADUM: menu left Publications/ import mes publications HAL
♦ updates its data:
title of the thesis in French and English, keywords, abstracts in French and English of 4000 characters maximum (spaces and punctuation included).In ADUM:
PhD Student
2 MONTHS IN ADVANCE :
ATTENTION DEADLINE!for REPORTERS & JURY proposals
PhD Student
In ADUM:
♦ declares and enters all details of the defence: date, time, place, confidentiality, rapporteurs and members of the jury, specifying who will be remote
♦ finalizes the thesis abstracts in French and English :
(remember: number of characters limited to 4000)
♦ submit the relevant application, where applicable:
- for confidentiality of the thesis
- for the thesis to be written in a foreign language
- for the European Label♦ finalise his demand by clicking on the button "I have finalised the information relating to my defence" for sending data to the PhD Supervisor
In ADUM:
PhD Supervisor
PhD Supervisor
In ADUM:
♦ checks and validates:
- data from the rapporteurs,- jury members' proposals and data
- remote participation requests.
Outside ADUM:
♦ request a change to the participation method, if necessary
In ADUM:
Laboratory Director
Doctoral School
Doctoral School
After approval by the Laboratory Director
Doctoral School
Doctoral School Director
In ADUM:
♦ checks and validates data
♦ checks the training portfolio and the skills acquired
♦ edits the proposal of Rapporteurs/Jury for submission to the President of University.
♦ by approving it, submits the R/J proposal to the Vice-President Research
In ADUM:
Doctoral School Director
VP Research
Following approval by the Vice-President of the Research Commission
PhD Student
♦ contact the secretary of his/her laboratory to organise the viva (booking the room, setting up the videoconference, etc.)
PhD Student
and PhD Supervisor
AT LATEST 1 month BEFORE :
ATTENTION DEADLINE!
PhD Student
In ADUM:
♦ deposits the electronic file of the thesis in the space dedicated 1st deposit (left menu Deposit pdf of the thesis).
In ADUM:
Service Commun Documentation (SCD)Doctoral School
In ADUM:
♦ sends requests for reports and invitations to jury members (subject to defence authorisation) with the digital version of the thesis
Rapporteurs and jury members
15 DAYS BEFORE THE DEFENCE
ATTENTION DEADLINE!
Rapporteurs
In the URL sent by ADUM:
♦ give their unambiguous opinion to the defence authorisation.
♦ submit their report (pdf) in the dedicated URL and indicate their assessment via the ADUM form.
NB: according to national regulations, the President of University cannot authorise the defence if the rapporteurs' reports have not been received before the incompressible legal deadline of 14 days.
Doctoral School Director
Doctoral School Director
In ADUM:
♦ by approving it, submits the Authorisation to Defend the Thesis to the Head of InstitutionIn ADUM:
VP Research
After agreement of VP Research
Doctoral School
In ADUM:
♦ sends reports & pdf thesis to jury members
♦ distributes the Notice of Thesis Defense
2 days before
PhD Supervisor
In his ADUM account:
♦ download the defence documents (PV, thesis reproduction notice, cover page, defence report, oath...)
PhD Supervisor
WHEN?
Dates to watch
WHO DOES / WHO IS INVOLVED?
WHAT? HOW ?
WHO VALIDATES?
The D-Day
PhD Supervisor
PhD Student
♦ organises videoconferencing if necessary: manages proxies, absentees etc.
Please note: in the event of the absence of a juror, the composition of the jury must remain consistent, half Professors or Research Directors or assimilated and half external.
♦ defends his/her thesis and takes the oath
Jury /
President of jury
WHEN?
Dates to watch
WHO DOES / WHO IS INVOLVED?
WHAT? HOW ?
WHO VALIDATES?
2 days after
PhD Supervisor
In ADUM:
♦ submits the following documents in the dedicated space "Submission of defence documents":
- PV de soutenance
- Reproduction notice
- Visio technical report and proxies if remote jurors.Outside ADUM:
♦ sends the originals to Doctoral School
Doctoral School
In the week following the defence
ATTENTION DEADLINE:
15 DAYS MAXIMUM AFTER!
PhD Supervisor
In ADUM:
♦ deposits in the dedicated space "Deposit of the defense report" one single file including the cover page "Defense report" and the defense report both signed.
Please note: this space must only contain the report (visible to the PhD student).
Outside ADUM :
♦ sends all original documents to the ED
Doctoral School
Doctoral School
Within 1 month of the defence
Doctoral School
In ADUM :
♦ checks the conformity of documents
♦ issues the attestation of successful completion of the doctorate
Outside ADUM:
♦ forwards the Attestation of successful completion to the VPR for handwritten signature.
Doctoral School
VP Research
Following signature by the Vice-President of Research Commission
Doctoral School
Outside ADUM:
♦ issues Certificates of completion to Doctors
Please note: this certificate will only be issued once the training hours- including compulsory training- have been validated
Doctor
Within 3 months of the defecne
ATTENTION DEADLINE 3 MONTHS!
The new Doctor
In ADUM:
♦ submits the final electronic version of the corrected thesis in the space dedicated to the 2nd submission.
Please note: in accordance with the decree in force, if the 2nd version is not submitted within 3 months of the thesis defence, the provisional version will be considered final.
♦ defines the scope of the electronic dissemination of their thesis
Dans ADUM :
PhD Supervisor
Service Commun Documentation (SCD)
PhD Supervisor (if only minor corrections are required)
or President of Jury (if major corrections are required)
In ADUM:
♦ checks the corrections and approves the final version of the thesis
SCD
Once the 2nd submission of the thesis has been approved by thesis supervisor or President of Jury
Service Commun Documentation (SCD)
From ADUM & STAR:
♦ checks and updates the thesis metadata
♦ publishes the final thesis and its metadata on thèses.fr
Doctor
Year Y+1
(around June)
Doctoral School
Direction de la Vie Etudiante (DEVE)
Centre for Doctoral Studies
Doctor
In ADUM:
♦ checks process compliance
In APOGEE :
♦ enters examination data
♦ checks the diploma models
In APOGEE :
♦ checks and edits the diplomas
♦ awards the diplomas to the new Doctors at the Graduation Ceremony in June of year Y+1
♦ to obtain their diploma outside the ceremony:
- sends the Diploma Withdrawal Form below to his/her doctoral school:
- or make an appointment at the CED
Center for Doctoral Studies
DEVE
Doctor
Doctoral School