Regulatory framework

Reference texts:

• Decree of 25 May 2016: Sets the national framework for doctoral training.
• Decree of 29 August 2016: Relating to contractual doctoral students.
• Order of 29 August 2016: Sets the amount of remuneration for contractual doctoral students.
• Decree of 26 August 2022 and decree of October 2022: Updates to doctoral training procedures.

Règlement intérieur_GRNE_2023.pdf (145.03 KB)

Role of the supervisor

The thesis director has scientific responsibility for the doctoral project. He or she may be assisted by a co-director or co-supervisors, provided that responsibilities are clearly defined.

Registration for the HDR

If your research is in the fields of science, engineering or medicine, the Doctoral Students Reception Office will deal with the administrative aspects of registration and HDR defences. For scientific and practical questions, please refer to the UFR of your discipline. 

Training for supervisors

Site Collège doctoral/Formations pour les encadrants

Authorisation to act as director

Procedure

Derogatory authorisation only applies in certain very specific cases:

• Hold a state doctorate (diploma prior to the HDR).
• Foreign supervisors holding an equivalent diploma.
• Other disciplines where the HDR diploma is not awarded (e.g. certain medical disciplines).

Submission of a thesis proposal (or PRD Projet de Recherche Doctorale) in ADUM

To submit a thesis project on ADUM, follow these steps:

Access to ADUM

Connect to ADUM with your login and password.
If you do not have a profile in ADUM, please contact ED GRNE by e-mail at sciences-ed398-grne@sorbonne-universite.fr

Création du Projet de Recherche Doctorale

Link to submit a PRD

• New Project: Select this option to create a new thesis project.
• General Information: Fill in the mandatory fields for the project title, research area and keywords.
• Project Description: Provide a detailed description including the scientific context, objectives, methods and planned collaborations.
• Supervision: Indicate the names and affiliations of the thesis director and co-supervisors, as well as their respective roles, including the percentage of supervision of each.
• Funding: Specify the sources of funding and remuneration arrangements for the doctoral student.

Validation and submission

• Internal validation: Make sure that the project has been validated by your research unit's internal bodies.
• Submission: Submit the project via ADUM for evaluation by the doctoral school.

Doctoral student follow-up

Link Comité de Suivi Individuel (CSI)

• Composition: The ISC is made up of at least two members, including an HDR attached to the ED and an external expert.
• Meetings: The ISC meets at least once a year to assess the progress of the project and discuss any difficulties.
• Report: A report is drawn up after each meeting and sent to the doctoral school, the thesis director and the doctoral student.

Guide pratique du CSI

Link Individual Training Plan (PIF)

• Drawing up: The PIF is drawn up at the start of the doctorate in consultation with the doctoral student and the director of the doctoral school.
• Compulsory training: Include training in research ethics and scientific integrity.
• Follow-up: The PIF can be modified throughout the doctorate and must total 90 hours of training, including 45 hours of cross-disciplinary training.

Regular monitoring of the doctoral student's work

• Regular meetings: Organise frequent meetings to discuss research progress, difficulties encountered and future directions.
• Methodological support: Provide advice on research methodology, theoretical approaches, experimental techniques, etc.
• Writing assistance: Supervising the writing of articles, the thesis and presentations for conferences.

Academic and professional support

• Continuing education: Encourage doctoral students to take part in training courses, seminars and conferences to enhance their skills.

Trainning catalogue septembre 2024

• Encouraging collaborations: Facilitating participation in research projects or networks, and helping integration into academic or professional communities.

Encouraging scientific publication

• Writing articles: providing advice on publishing articles in scientific journals and presenting results at conferences.
• Research support: help in finding funding for projects or applying for post-doctoral fellowships.

PhD Defense

Link Defending your thesis at ED

Preparation of the Manuscript

• Writing: Helping to prepare the thesis defence, in particular by revising the manuscript, advising on arguments and simulating possible questions. The manuscript may be written in French or in another language if scientifically justified, with an extended abstract in French. Ensure that the thesis complies with institutional and scientific requirements, and that the writing process is gradual. Remember that the doctoral student, like the thesis director, must comply with the institution's rules on publication.
• Conference: The doctoral student must have participated in at least one international conference before the defence.

Designation of Rapporteurs and Jury (see page Lien manuscrit format)

• Rapporteurs: Two rapporteurs from outside the doctoral school and the doctoral student's research unit.
• Jury: Composed of 4 to 8 members, with a balanced representation of men and women.

Timetable for the defenc

• Submission of the request: The request for the defence must be submitted at least 2 months before the scheduled date, by e-mail to the director of the doctoral school, for the suggested composition of the jury.
• Reports: The rapporteurs' reports must reach the doctoral school at least 3 weeks before the defence.

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 Administrative follow-up

• Administrative procedures: Ensure that the doctoral student complies with administrative formalities, application, administrative registrations, submission of CSI (link to guide), defence application, participation in doctoral student welcome days and doctoral student day, and annual follow-ups.
• Deadline management: ensuring that defence deadlines are met and monitoring the administrative steps involved in obtaining the degree.

Ensuring a favourable working environment

• Collaborative atmosphere: Creating an environment where doctoral students feel supported, valued and motivated. This includes stress management, conflict mediation and moral support.
• Personal and professional balance: Encouraging healthy time management, while promoting a balance between research and personal life.

Thesis committee, role of the supervisor

• Follow-up committee: Organise meetings with other members of the thesis committee, often made up of members of the laboratory or external researchers, to assess the PhD student's progress.
• A good thesis supervisor must combine scientific skills, human qualities and efficient administrative management to ensure the success of the doctoral student's thesis.

Post-doctoral follow-up

The doctoral schools monitor the progress of doctoral students to support them in their career development. Doctoral students are invited to complete follow-up surveys several years after obtaining their doctorate.

By following these steps and using tools such as ADUM, supervisors can ensure effective supervision that complies with regulatory requirements.