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Thesis defence procedure

Procedural steps and timeline:
  1. At least 2 months prior: authorisation for defence Details
  2. 7 weeks prior: defence reports Details
  3. At least 3 weeks prior: send reports to ED Details
  4. At least 1 month prior: electronic submission of the thesis manuscript Details
  5. 1 week prior: defence announcement and sealed envelope with defence forms Details
  6. On the day of the thesis defence: thesis defence presentation and jury meeting Details
  7. After the defence: certificate of success and Diploma Details
  8. Specific cases Details
    • - CONFIDENTIAL THESIS / Defence behind closed doors
    • - Writing and defence in a non-French language
    • - Defence with broadcasting for part of the jury
    • - Defence outside the University
Please count about 2 months between the start of the administrative procedure and the defence date.

At least 2 months prior: authorisation for defence

Upon approval by the PhD supervisor, the applicant must ask for permission from the director of the Graduate School to defend his PhD thesis. The applicant must provide the following information to the office of the Graduate School (Nadine Loudig):

  • a CV (mandatory information) including the list of publications in preparation, submitted, in press or published in peer reviewed journals (list of all authors, title, journal, year, volume, pages). If the applicant cannot provide a first author publication, his/her PhD supervisor must send a letter to the director of the Graduate School justifying the decision to defend a PhD thesis.
  • the completed form regarding the participation in training courses and scientific internships in the context of the research project (Word doc or PDF).
  • the completed form regarding the completion of mutual and professionalizing training courses (Word doc or PDF).
  • a summary of the PhD work (limited to 1 page)
  • if writing and defence in a non-French language: the thesis supervisor must specifically ask the director of the Graduate School for permission for a thesis to be written and defended in a language other than French. However, the cover page, the thesis title, the key words must be translated into French and the main part must be summarized in French with minimum 1700 prints.
  • if confidential thesis (http://ed-svs.unice.fr/gb/site/gb-soutenance-these.php#remarque): the thesis supervisor must specifically ask the President of University for permission for a confidential thesis (via the Doctoral School), specifying the date of end of confidentiality.
  • the completed form Jury and referee appointment (Word doc) signed by the PhD supervisor (Jury composition).
    The reviewers must be selected based on their qualifications. To avoid a conflict of interest, a jury member cannot have co-authored a publication with the PhD supervisor or the applicant, which would invalidate the jury.
     
    Remarks concerning the jury composition form:
    Please complete as indicated below:
    • University year: preceding year/year of defence
    • Name of Applicant: LAST NAME (capital letters), First name
    • Thesis subject: according to the law, the title must be in French (possibly translated into English).
    • Thesis Supervisor: LAST NAME (capital letters), First name + possible co-supervisors LAST NAME, First name
    • Host laboratory : specify the name of the laboratory, the research team, etc.
    • PhD specialty: please choose one only among the four possible qualifiqualifications:
      • Biology of Interactions and Ecology
      • Immunology and Microbiology
      • Molecular and Cellular Interactions
      • Clinical and Therapeutic Research
    • Please indicate all jury members participating in the defence hearing in paragraph 1- Membres proposés pour le jury de soutenance.

    Please indicate on a separate page the full professional address and email of all jury members andspecify their role: President, Rapporteur (referee), Directeur de these (thesis supervisor), Examinateur (inspector), or Membre invité (invited member).
     
    The exact title of all Jury members must be specified (Professeur, Maitre de Conférence, Directeur de Recherche CNRS / INSERM / INRA, Chargé de Recherche CNRS / INSERM / INRA, etc). Please specify if the Chargé de Recherche or Maitre de Conference are holder of an Habilitation à Diriger les Recherches (HDR), and for foreign members, if they hold an HDR-equivalent.

These documents should be sent to office of the Graduate School preferably in electronic form at loudig@ipmc.cnrs.fr like this:

  1. A single pdf file (copyable if possible) entitled: "Applicant NAME - dossier soutenance" with
    • the completed and signed form Jury and referee appointment
    • the annex with the addresses
    • specific requests (defence in English, confidentiality, ...)
    • the completed form of training courses and scientific internships in the context of the research project + certificates
    • the completed form of mutual and professionalizing training courses + certificates
    • the CV (copyable if possible)
    • the abstract
  2. The file "Designation de jury" (even unsigned) entitled : "Designation jury" : word doc
  3. The Word Annex entitled "Annexe" : word doc

Important information regarding the jury composition:
  1. The office of the Graduate School must be notified of changes in the jury composition. All documents relating to the thesis defence will then be modified accordingly.
  2. The absence of one or several jury members must be justified.
    • If the modified jury composition still satisfies the requirements as described in the decree from May 25th, 2016,
      the documents relating to the thesis defence will be modified accordingly.
    • If the modified jury composition no longer satisfies the requirements as described in the decree from May 25th, 2016,
      the thesis defence can only proceed if the Jury composition is further modified such that it complies with the requirements as described in the Decree. If this is not possible, the defence must be postponed.

Upon acceptance of the PhD defence by the Graduate School director, the acceptance form is sent to the University president for her signature, and then returned to the office of the Graduate School. The applicant will then be informed that the proposed Jury has been validated by the University.

7 weeks prior to the defence: Defence report.

Approx. 7 weeks before the defence date, the applicant must send the following documents to the referees:

  • The thesis manuscript
  • The letter form the director of the Graduate School to the referees (PDF)
  • The Referees report form (Word doc ou PDF). The referees must complete, sign and send their report by email to the office of the Graduate School and to the PhD supervisor.
Mandatory deadline:
The referees must send their report 3 weeks before the defence date.
Otherwise the defence cannot be planned for the expected date.
  • The form Proposal for a PhD prize/award must be completed by the referees and sent by email to the office of the Graduate School within a month after the defence date.

Should the referees reports be positive, the office of the Graduate School will issue a "defence decree" form (*). This decree and the referees reports will be sent to the President of the University for her signature.

The signed defence decree will be sent back to the office of the Graduate School and the applicant will be notified by email and asked to retrieve the defence package at the office of the Graduate School.

(*)The applicant must notify the office of the Graduate School before the defence decree is issued should there be any modifications or should information be missing on the decree.

1 month prior to the defence: Electronic submission of the thesis manuscript

In accordance with the decree of May 25, 2016, the doctoral student must file his thesis, summary and keywords, in electronic format, to the university library, no later than one month before the defence of the thesis, for archiving, reporting and dissemination (excluding confidentiality clause) on the university intranet.This deposit is mandatory and conditions the defence, the issuance of the provisional certificate of achievement and diploma.
Dissemination by the institution of the thesis validated on the internet via the TEL server is subject to authorization by the author. The confidentiality declared by the president of the university to respect the rights of the industrial property is distinct from the embargo on the diffusion on the Internet which is the choice of the sole author.
During the defence, the jury indicates on the form "Jury opinion on the archiving and dissemination of the thesis defended " if the thesis must be archived and distributed "as it is or after minor corrections" or if it requires major corrections.

Besides the hardcopies of the thesis destined for the jury members, no other hardcopies have to be submitted.

Important Notice:
The thesis has to be submitted at the Library of the Science faculty in Nice (BU Sciences, Valrose campus).
Please call 04-89-15-13-78 to set up an appointment.

See procedure for electronic submission at:
http://bibliotheque.unice.fr/services-et-formations/publication-theses/procedure-de-depot

When submitting his thesis, the applicant must provide the following documents:

  • PDF file (s) of the thesis
  • the completed and signed forms Conformité de la version électronique et autorisation de diffusion and "Convention de diffusion sur internet".

Following technical validation of Thesis manuscript deposition, a receipt is issued by the UNS Library for the student. A copy is sent to the Graduate School.

1 week prior to the defence: Announcement and defence package

One week before the thesis defence, the applicant must email the first page and summary of the thesis manuscript, indicating the title, date, time and place of defence to the office of the Graduate School.

A few days before the defence, the applicant needs to go to the office of the Graduate School, retrieve the defence package, which contains:

  • The defence decree, signed by the University President (one copy per jury member +one copy for the applicant)
  • The referees reports (one copy per jury member +one copy for the applicant)
  • The defence statement (Procès-verbal de soutenance)
  • The defence report
  • The statement of the jury regarding the archiving and the distribution of the thesis

The applicant also has to complete a form concerning his/her future after the PhD..

On the day of the thesis defence: thesis defence presentation and jury meeting

After the thesis defence presentation, the jury members will complete and sign the defence statement ("Proces-verbal de soutenance"), compose the defence report and the statement of the jury regarding the archiving and the distribution of the thesis.

The president of the jury will send these documents to the office of the Graduate School.

A copy of the defence statement and the defence report will be given to the newly awarded PhD.

If the thesis has been entered by the Jury for the thesis prize/award, the newly awarded PhD will need to provide two copies of the thesis manuscript to the office of the Graduate School for further evaluation by two members of the Graduate School board.

The defence statement ("PV soutenance"), defence report and statement of the jury regarding the archiving and the distribution of the thesis are forwarded to the registration office of the science faculty (Scolarité des Sciences).

The statement of the jury regarding the archiving and the distribution of the thesis (dissemination by the institution of the thesis validated on the internet via the TEL server is subject only to the consent of the author) is also forwarded to the Library of the Faculty of Science (BU Sciences). In addition it should be mentioned if:

  • the thesis manuscript can be archived and distributed without modifications or after minor corrections suggested by the jury, within three months after the defence date (after this period, the legal version is the registered version before the defense)
  • the thesis manuscript can be archived and distributed after major corrections, within three months after the defence date

Cf. Avis du jury - instructions for use (PDF document)
 

IF MAJOR CORRECTIONS ARE NEEDED:

The revised version of the thesis manuscript must be provided within three month after the defence date, using the appropriate form ("conformité de la version électronique corrigée") :
http://bibliotheque.unice.fr/services-et-formations/publication-theses/procedure-de-depot/procedure-de-depot

When the thesis has been revised, the thesis supervisor needs to certify that the applicant has followed the recommendations of the jury for correcting the manuscript (by email to the office of the Graduate School). The office of the Graduate School will notify the BU Science and the applicant has to submit the modified thesis manuscript to the BU Science (dépôt BIS). The applicant will receive an Attestation de dépôt BIS and a copy will be sent to the office of the Graduate School.

After the Defence: certificate of success and diploma

The Universitys student registration office (Scolarité) will deliver an Attestation de Réussite (certificate of success) once they have received the defence statement and report. The certificate of success can be retrieved by the newly awarded PhD. The PhD diploma is issued within 12 months after the defence.

Contact : scol-sciences@unice.fr

Remark: if the manuscript needs to be revised, the certificate of success will only be delivered after the revised manuscript has been submitted.

Specific cases:

  • CONFIDENTIAL THESIS / Defence behind closed doors:
    The thesis supervisor must specifically ask the President of University for permission for a confidential thesis. The confidentiality declared by the President of the University to respect the rights of the industrial property is distinct from the embargo on diffusion on the Internet which is the choise of the sole author.
     
    According to the decree from August 7, 2006, the president of the University can in exceptional cases decide against a public thesis defense and allow a defense behind closed doors if the thesis project is proven of a confidential nature.
    The Thesis supervisor needs to complete the form Request to authorize a defense behind closed doors (word format), which needs to be signed by the PhD student and the PhD supervisor, and forward the document to the office of the graduate school. The form needs then to be signed by the director of the graduate school and forwarded to the DiRVED.
    Alternatively, a standard agreement of confidentiality (form: Confidentiality agreement by a jury member or participant of a thesis defense) can be used to guarantee the confidential nature of the results with respect to jury members (or reporters). In addition to this agreement, measures need to be taken to ensure the confidentiality at the start of any collaboration with any third party, public or private, who will become aware of the project and results during the PhD.
     
  • Defence with broadcasting for part of the jury :
    http://unice.fr/recherche/college-des-etudes-doctorales/habilitation-a-diriger-les-recherches/soutenir-son-hdr-a-l2019uns
    .
     
  • Defence outside the University: upon agreement by the Graduate School, the thesis supervisor must specifically ask the president of the university president for permission to hold the thesis defence presentation outside the University.


Reference text: Decree from May 25th, 2016.


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