Registration and re-registration, step by step
PhD students should consult the website of their doctoral school for information on the registration procedures specific to each doctoral school (contacts of the doctoral school, organization of appointments, follow-up committee forms, etc.).
Likewise, some administrative registration procedures (opening hours and addresses of services, forms to be filled out, etc.) are specific to each institution. PhD students should check with the institution where they are registered before going to the registration office.
An academic year begins on September 1st and ends on August 31st [public service (see DUREE)].
Registration is annual and is renewed at the beginning of each academic year [legifrance].
PhD students who defend their thesis between September and December of an academic year are covered by their registration in the previous academic year and do not have to re-register.
To facilitate the process, PhD students are advised to start filling out their applications online as early as June 1st. In particular, they can start the signature process with their thesis director and the director of their research unit.
- Once your application has been accepted, we will contact you to establish your contract. At this stage, you will have to provide various supporting documents to the department that contacted you. You can then register on ADUM.
- Registration for the first year is done at the beginning of the academic year from September 1st, in phase with the signature of the work contract or with the start date of the financing.
- Please note that you must be registered or at least admitted to register in order to sign your work contract. Later registrations are also possible, until June 1st.
You will find below the reference documents related to registration. They are common to all doctoral schools (doctoral charter, internal regulations of the doctoral college, forms for waiving the duration of theses, etc.)
- In the 2nd and 3rd years and beyond, registration must in all cases be renewed between September 1st and November 30th, even if the first registration was late.
- PhD students in international cotutelle must renew their registration between September 1st and November 30th, even if they are in a year when they are abroad and even when they are not paying the registration fees.
- PhD students who do not re-register by December 31 will be considered as dropping out.
- Discover the procedure to follow in case of an unwanted non-renewal of your registration, or if you wish to obtain more information on the request for mediation, conflict resolution at the doctoral school, second opinion of the research commission of the academic council, or appeal to the head of the institution.
- You will find below the reference documents relating to re-registration. They are common to all doctoral schools (doctoral charter, internal regulations of the doctoral college, forms for waiving the duration of theses, etc.)
Digital data management
The pedagogical registration stage is done online. The data entered in the information system is used to pre-fill the various forms, which must be completed and signed to proceed to the administrative registration stage. You can learn more about how to process digital data with this button.
The signature circuit required for administrative registration is imposed by national regulations: registration as a PhD student is decided by the head of the institution, on the proposal of the director of the doctoral school, after receiving the opinion of the thesis director and the director of the research unit and, from the third registration onwards, of the PhD student's individual monitoring committee [legifrance].
All these steps (validations and signatures) go through a dematerialized procedure via your ADUM profile. You will be able to find these elements on your profile afterwards.
A gap year project?
A gap year can take place during the preparation of a PhD at the initiative of the PhD student, in particular for the following reasons: training in a field different from the one of the thesis, an experience in a professional environment in France or abroad, a civic service commitment in France or abroad. The framework of the gap year is set by the decree n°2018-372 of May 18, 2018 and the circular n° 2019-030 of April 10, 2019. The internal procedure for requesting a gap year, the application form and the model gap year agreement are available here.
2019 - 2020 Timeline
For gap years starting in the 1st semester of the 2019-2020 academic year: the gap year application file is to be submitted before June 14, 2019, completed, dated and signed to your doctoral school, which will complete with the opinion and signature of the doctoral school and transmit to the doctoral college so that the files can be examined by the committee on June 24, 2019.
For gap years starting in the 2nd semester of the 2019-2020 academic year: the gap year application file must be submitted at the beginning of December 2019, completed, dated and signed to your doctoral school, which will complete it with the opinion and signature of the doctoral school and will transmit it to the doctoral college, as soon as possible and no later than December 09, so that the files can be examined by the commission on December 16, 2019.
The successive steps
Please note that the documents to be provided are different for registration and re-registration, and for French and foreign students. This list can also be found on your ADUM profile.
Step 1: Application and admission
Admission: The candidate must first submit an application to be admitted to the doctoral program. This step consists of verifying that all the conditions, scientific, material or financial, will be met to guarantee the good progress of the doctoral project.
Step 2: Pedagogical registration
Once the PhD student has been admitted to his or her doctoral school, he or she must register pedagogically.
The pedagogical registration stage (or pre-registration) : this stage culminates in the possibility of registering for a doctorate and signing an individual training agreement. In order to register, the PhD student must go to the registration portal and create a personal ADUM account, if he/she has not already done so (e.g. during an application).
Step 3: Administrative registration
The PhD student has pre-registered and must now register administratively.
The administrative registration stage: If the registration proposal is accepted by the head of the institution, you can begin your administrative registration, which will be effective once you have paid the university fees and the "contribution vie étudiante et de campus" (CVEC). You will also have to provide supporting documents (see above). At the end of this stage, you will receive your student card.
Procedure to follow in the case of a conflict during a re-registration
For a re-registration in a doctoral program, a procedure is provided after each of the decision stages, in the event of disagreement between the involved parties.