>>> Find out here all useful documentation relevant for the thesis defence

Receipt of completed minutes form on the doctoral thesis defence

At the end of the defence, the examination panel complete the minutes of the defence of the thesis and the report on the doctoral thesis defence. The chairman of the examination panel signs the minutes and the report, all the members of the examination panel present at the defence countersign, except the thesis supervisor, since he does not take part in the decision.

If one member has participated in the defence by means of videoconferencing, the chairman of the examination panel signs the minutes on his behalf. 

If the examination panel request the candidate to make major corrections on his thesis, the chairman of the examination panel completes and signs the letter of appointment of the member of the examination panel that will be in charge of monitoring the revisions.

Deadline: at the latest, three working days after thesis defence

The chairman of the examination panel or a member appointed by the chairman or the thesis supervisor, drops at the department of academic affairs of the higher education institution where the doctoral candidates is enrolled the minutes form on the thesis defence, duly completed and signed. Delivery can also be made by the doctoral candidates, subject that the higher education institution where the doctoral candidates is enrolled registration permits.

A copy of the minutes of Defence should be given to the student.

Deadline: at the latest, one month after the thesis defence

The report on the doctoral thesis defence should be returned, completed, dated and signed three days after the defence and at the latest one month after the defence at the department of academic affairs of the higher education institution where the doctoral candidates is enrolled.

The chairman signs the report on the doctoral thesis defence, all the members of the examination panel countersign it, including the thesis supervisor, since he attended the defence.

Second legal deposit,

Within a period of 3 months maximum following thesis defence (1 month for minor corrections left to the responsibility of the author (the doctoral candidate) or 3 months for major corrections, requested by the examination panel, made by the author and checked by a member of the examination panel).

The doctoral candidate files the final version of his/her thesis in his personal ADUM space.

Even if the examination panel does not request corrections and even if the author does not have any corrections to make, the second deposit is required at least as a means of specifying the name of the examination panel's chairman on the cover page. Attention, if one of the members of the examination panel, other than a reviewer, had been missing the day of the defence his name must not appear in the composition of the examination panel.

Should the circulating version differ from the archiving version, the doctoral candidate shall also file the electronic circulating version of his/her thesis in his/her ADUM space:

The doctoral candidate downloads from his/her personal ADUM space the proof of 2nd legal deposit of thesis and is responsible for securing the signature and seal of the department in charge of the legal deposit.

The doctoral candidate downloads from his/her personal ADUM space the general and specific terms of the thesis dissemination, fills it out, signs to copies of it and is responsible for securing the signature and seal of the department in charge of the legal deposit.

Certificate of Achievement

Within 3 weeks maximum after the 2nd legal deposit of the thesis

In accordance with the provisions of the decree of 1 March 2000 on the organization of exams, a certificate of achievement must be provided no later than three weeks after the proclamation of the results to the new doctors who make the request. The issue of the final degree must take place within a period of less than six months.

The Department of Academic Affairs at the institution in which the candidate is enrolled issues, to those doctoral candidates who so request, a certificate of achievement in earning the doctoral degree, provided that the doctoral candidate provides 

  • a certificate of 2nd legal deposit of the thesis
  • two copies of the "general and specific terms of dissemination of his thesis" signed by the new doctor
  • the application for manufacturing his/her diploma, dated and signed by the new doctor,

If the information required to prepare the diploma are incorrect, the new doctor must ensure their correction in the database ADUM, either at the Department of Academic Affairs or at the graduate school, and must upload and print a corrected version from ADUM. This is essential: Imprimerie Nationale is using the database ADUM to prepare the diploma, those data have to be verified and exact.

The Department of Academic Affairs informs the doctors of the conditions of production of their diploma and how to get them once manufactured (graduation ceremony etc.).