Initiate contacts, detail logistics and confidentiality, perform the first legal deposit

>>>> Find out useful documentation relevant for the defense of the PhD thesis

Contact, Logistics

Deadline: At the latest, 3 months prior to the defence of the thesis

The thesis supervisor contacts the doctoral school to informally ascertain that the planned reviewers and examination panel members have been appointed in compliance with the rules in effect. The doctoral candidate or thesis supervisor informally makes contact with the planned reviewers and examination panel members, and sets a provisional thesis defence date with them. The thesis supervisor comes to an agreement with the planned reviewers and examination panel members as to coverage of the costs incurred in the course of examination panel participation.

The doctoral candidate or thesis supervisor reserves a room for the provisional date of thesis defence. If the provisional thesis defence date is rescheduled, he cancels the first reservation and reserves the room for a new date. The room reserved for the defence must allow public reception (hygiene and safety rules) and be free unrestricted access, unless an exception to the public nature of the defence has been granted by the head of the institution.

The room is, with few exceptions, reserved inside of the higher education institution where s/he had been recorded during the preparation his/her thesis. Exceptional circumstances, other rooms, inside associated or member institutions of Université Paris-Saclay, may be retained for the defence, subject to their compliance (public reception, free access) and subject to prior approval of the establishment of the institution that proposes to host the defence and of the recording institution.

The defence may also take place in rooms of institutions out of the Université Paris-Saclay, but subjected to a formal prior approval of the head of the recording higher education institution and of the institution that proposes to host the defence. For this, a letter motivating the application, dated and signed by the doctoral candidate and by his supervisor, should be addressed to the head of the recording higher education institution, accompanied by a document stating the agreement of the institution that proposes to host the defence.

Similarly, a reception is usually organized after the defence (cocktail ...). The room reserved for this reception must be adapted (hygiene and safety rules) and the doctoral candidate. The doctoral candidate must ensure the cleanliness of the room where the reception was held after the end of the reception.

Procedure triggered in Adum by the Doctoral Candidate

Deadline: 3 months before the scheduled date of thesis defence and no more than 2 months prior to the date of thesis defence:

The doctoral candidate:

  • Initiates the thesis defence procedure in ADUM, the candidate fills out the application in ADUM, listing in the section on thesis defence: title, keywords, date, place, confidentiality, reviewers, members of examination panel and abstract.
  • Completes the save process by clicking on "Finalise the thesis defence procedure". The process cannot be finalised unless every group of fields has been completed (required fields). Should modifications be needed subsequently, the doctoral school may authorise changes to the application for thesis defence.
  • Downloads the reviewer appointment form, examination panel proposal form and the thesis defence form from his/her personal ADUM space, pre-completed by ADUM.
  • Has the reviewer appointment form and examination panel proposal form signed by his/her thesis supervisor.
  • Files the reviewer appointment form, examination panel proposal form and the thesis defence form with the doctoral school.

Confidentiality

Deadline: At the latest, 3 months prior to the defence of the thesis

If the thesis is of confirmed confidential nature, the doctoral candidate may apply to have the public thesis defence requirement waived (behind closed-doors). The authorization should be requested

  • from the president of the higher education institution
  • having sought the opinion of the thesis supervisor
  • the director of the research unit,
  • and the director of the doctoral school,

In that event, all those receiving information with the contents of the thesis are required to sign confidentiality commitments, before a copy of the thesis is provided to them. Find out relevant information and documentation here.

The reviewers and the members of the examination panel who will have to know the content of the thesis must sign a confidentiality agreement with the higher education institution and that before any copy of the thesis is provided. The public attending the Defense must have signed a confidentiality commitment before being allowed to enter the room where the defence of the thesis is held.

In this case, the dissemination of the thesis after the defence must subject to restrictions. For this purpose, a copy of the signed confidentiality agreements will have to be provided by the department of academic affair of the recording higher education institution to the documentation service of the institution in charge of the legal deposit of theses.

Legal deposit of the thesis – 1st deposit

Deadline: Before any circulation of the thesis, and at the latest, one month prior to the planned thesis defence date:

The doctoral candidate electronically files the thesis for legal deposit. The doctoral candidate does this via his/her personal ADUM space, uploading an electronic copy of the thesis in PDF format

Important: The CINES used for permanent thesis archiving no longer accepts PDF versions dating back before 1.4.

The doctoral candidate enters the meta-data required for the legal deposit of the thesis on ADUM.

  • the thesis title, in English and French,
  • the abstract, in English and French (4,000 characters maximum, including spaces),
  • keywords in English and French,
  • where applicable, if the thesis is not written in French, a substantive abstract French, attached to the thesis, the length and format of which are to be determined by each doctoral school and which shall remain between 4,000 characters including spaces and twenty (20) pages.

The doctoral candidate contacts the department in charge of the legal deposit of theses of the higher education institution in which s/he is enrolled, for information about the specific requirements to the said institution (required meetings, special documents, etc.).

The first deposit also serves as the opportunity to inform the doctoral candidate about their rights and responsibilities where copyright is concerned, legal deposit of a work (the thesis) and electronic circulation thereof, sharing of personal data and other issues related to thesis deposit.

Appointment of the reviewers

Deadline: 3 months before the scheduled date of thesis defence and no more than 2 months prior to the date of thesis defence:

The doctoral school ascertains that the proposed reviewers do fulfil the pre-established criteria. The director of the doctoral school proposes two reviewers from outside the institution and doctoral school, having sought the opinion of the thesis supervisor.

Deadline: 3 months before the scheduled defence date and after the 1St legal deposit of the thesis

The doctoral candidate provides a copy of his thesis to the reviewers,

If the defence is being planned “behind closed doors”, the thesis is passed to the reviewers only on condition of signing of confidentiality agreements by all parties.

Deadline: No later than 1 month before the expected date of defense: The reviewers shall give their opinion by means of written reports which they send to the director of the doctoral school; The reviewers are expected to give their unambiguous opinion and the reports conclude with a "favorable opinion" or an "unfavorable opinion" on the authorization to defend the thesis.

According to the regulations in force, an incompressible period of 14 days must imperatively separate the date of receipt of the reports of the rapporteurs from the date of defense.

Examination Panel Proposal

Deadline: 3 month prior to the planned thesis defence date and at the latest, 3 weeks prior to the planned thesis defence date:

If the thesis is written in a language other than French or English, the proposed examination panel members must declare (in a signed and dated statement) that they are proficient in the language in which the thesis is written and that they agree to review the thesis.

The doctoral student sends a copy of his thesis to each member of the examination panel.

If the defence is being planned “behind closed doors”, the thesis is passed to the members of the examination panel only on condition of signing of confidentiality agreements by all parties.

Authorisation to defend the thesis

Deadline: upon receipt of the opinion of the Director of the graduate school:

The Academic Affairs Department shall forward the authorisation to defend thesis to the head of the recording institution with the reports of the reviewers. The latter lists the decision made on the form and signs it.

The announcement of the defence of the thesis appears automatically in the agenda of the forthcoming defences on the web site of Université Paris Saclay, of the doctoral school and of the relevant higher education institution.

The academic affairs department sends the examination panel members an official invitation to the thesis defence, specifying the place, room, date and time of the thesis defence at which they are expected, along with a copy of the reviewers' reports.

Supplementing the official notice, it is the responsibility of the doctoral candidate and his/her thesis director to ensure that each member of the examination panel has received the official notice and copy of the reviewer's reports.

It is also the responsibility of the doctoral candidate and his/her thesis director to circulate information about the thesis defence on via other information channels.