Defending your thesis

Calendrier de soutenance de thèse

- Calendrier de soutenance

CONTACT

E-mail : soutenances.ed @ univ-pau.fr

Phone : 05 59 40 74 45

 

Université de Pau et des Pays de l'Adour

Bâtiment DEG

Avenue du Doyen Poplawski
BP 1633

64016 PAU CEDEX

 

Defending your thesis

Authorisation to defend a thesis is granted by the President of the University, after obtaining the opinion of the Director of the Doctoral School, on the proposal of the thesis supervisor.

All informations regarding the thesis defence, including the rapporteurs, jury composition, oath, and other relevant details, can be found in the current legislation. Specifically, please refer to Decree of 25 May 2016, amended by the Decree of 26 August 2022.

Note: PhD students who defend their thesis before 31 December of the current year are exempt from re-registration. However, if the thesis defence is scheduled or postponed after 31 December, the student must re-register for the following academic year and pay registration fees. Prior approval from the thesis monitoring committee (CSI) is also required.

Procedure for defending a thesis

The thesis defence procedure is entirely online in ADUM (see the different stages).

Once the date for your thesis defense has been set, you must declare the defense in your ADUM profile by selecting 'Procedures' and then 'I want to make my defense request'.

Timetable for the defence process

Be careful not to miss any deadlines!

Prior the thesis defence:

WHEN?

Dates to watch

WHO DOES / WHO IS INVOLVED? 

  WHAT? HOW ? 

WHO VALIDATES?

At least 3 months BEFORE :
prepare your defence

 

 

  


 

PhD Student

In its ADUM account:

completes its training portfolio, in particular the following 3 compulsory training courses: Ethique de la recherche ou Intégrité scientifique, Déposer sa thèse à la BU, Diffuser ses travaux dans HAL.

deposits its publications in HAL and imports them in ADUM: menu left Publications/ import mes publications HAL

updates its data:
title of the thesis, keywords, abstracts in French and English of 4000 characters maximum.

In ADUM:

PhD Student

2 MONTHS IN ADVANCE :

ATTENTION DEADLINE!

for REPORTERS & JURY proposals


 

 

PhD Student

In ADUM:

declares and enters all details of the defence: date, time, place, confidentiality, rapporteurs and members of the jury, specifying who will be remote

finalizes the thesis abstracts in French and English :

Warning, number of characters limited to 4000 (spaces and punctuation included)

finalise his demand by clicking on the button "I have finalised the information relating to my defence" for validation of the data by the PhD Supervisor

In ADUM:

PhD Supervisor

 

 

 

 

 

 

 

 

 

2 MONTHS IN ADVANCE :

ATTENTION DEADLINE!

 

PhD Supervisor

In ADUM:

checks and validates:
- the data from the rapporteurs,

- the jury members' proposals and data

- remote participation requests.

 

 

Outside ADUM if the participation method is modified after initial ADUM entry:

 

♦ sends to Doctoral School  the form below:

Demande de soutenance dématérialisée

In ADUM:

Laboratory Director

 

Doctoral School

 

 

 

 

Doctoral School

 

After approval by the Laboratory Director

Doctoral School

In ADUM:

 

♦ checks and validates data

♦ checks the training portfolio and the skills acquired

edits the proposal of Rapporteurs/Jury for submission to the President of University.

 

Outside ADUM:

forwards the R/J proposal to the Vice-President Research for handwritten signature. 

In ADUM:

 

Doctoral School Director

 

 

Outside ADUM:

 

VP Research

 

PhD Student

contact the secretary of his/her laboratory to organise the viva (booking the room, setting up the videoconference, etc.)

PhD Student 

and PhD Supervisor

 

AT LATEST 1 month BEFORE :

ATTENTION DEADLINE!

 

 

PhD Student

Outside ADUM:

♦ sends his provisional thesis to the rapporteurs (pdf or paper if requested).

 

In ADUM:

 

deposits the electronic file of the thesis in the space dedicated 1st deposit (left menu Deposit pdf of the thesis).

Outside ADUM:

PhD Supervisor

 

In ADUM:

Service Commun Documentation (SCD)

 Doctoral School

In ADUM:

♦ sends requests for reports and invitations to jury members (subject to defence authorisation) with the thesis

 

Rapporteurs and jury members

15 days before the defence

ATTENTION DEADLINE! 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

Rapporteurs

In the URL sent by ADUM:

 

♦ give their unambiguous opinion to the defence authorisation.

 

♦ submit their report (pdf) in the dedicated URL and indicate their assessment via the ADUM form.

NB: according to national regulations, the President of University cannot authorise the defence if the rapporteurs' reports have not been received before the incompressible legal deadline of 14 days.

 

 

Doctoral School Director

 Doctoral School

From ADUM :
publishes the Authorisation to defend

 

Outside ADUM:
♦ forwards the Autorisation to defend to the VP Research for handwritten signature. 


From ADUM after agreement VP Research:


♦ sends reports & pdf thesis to jury members

♦ distributes the Notice of Thesis Defense

 

 

 

Outside ADUM:

VP Research

 

 

 

 

 

2 days before

PhD Supervisor

In ADUM:

 

download the defence documents (PV, thesis reproduction notice, cover page, defence report, oath...)

 

or collect them from the ED

 

 

PhD Supervisor

 

 The D-Day:

WHEN?

Dates to watch

WHO DOES / WHO IS INVOLVED? 

  WHAT? HOW ? 

WHO VALIDATES?

The D-Day

 

 

PhD Supervisor

 

 

 

 

 

 

 

PhD Student

organises videoconferencing if necessary: manages proxies, absentees etc.

Please note: in the event of the absence of a juror, the composition of the jury must remain consistent, half Professors or Research Directors or assimilated and half external.

 

♦ defends his/her thesis and takes the oath

Jury /

President of jury

After thesis defence:

WHEN?

Dates to watch

WHO DOES / WHO IS INVOLVED? 

  WHAT? HOW ? 

WHO VALIDATES?

2 days after

PhD Supervisor

In ADUM:

submits the following documents in the dedicated space "Submission of defence documents":
- PV de soutenance
- Reproduction notice
- Visio technical report and proxies if remote jurors.

 

♦ or sends them to Doctoral School

 

 

Doctoral School

In the week following the defence

 

ATTENTION DEADLINE:

15 Days maximum

PhD Supervisor

In ADUM:

 

deposits in the dedicated space "Deposit of the defense report" one single file including the cover page "Defense report" and the defense report both signed.

Please note: this space must only contain the report (visible to the PhD student).

 

Outside ADUM :

sends all original documents to the ED

 

 

Doctoral School

 

 

 

 

 

 

Doctoral School

Within 1 month of the defence

 Doctoral School

In ADUM :

 

♦ checks the conformity of documents

♦ issues the attestation of successful completion of the doctorate

 

Outside ADUM:

forwards the attestation of successful completion to the VPR for handwritten signature. 

 

 

Doctoral School

 

 

VP Research

 

Within 3 months of the defecne
 ATTENTION DEADLINE 3 MONTHS!

The new Doctor

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Doctoral School

In ADUM:

♦ submits the final electronic version of the corrected thesis in the space dedicated to the 2nd submission.

 

Please note: in accordance with the decree in force, if the 2nd version is not submitted within 3 months of the thesis defence, the provisional version will be considered final.

 

♦ submits the authorisation for electronic distribution of the thesis (menu My profile/Document submission area relating to distribution)

 

Outside ADUM:

 

issues the attestation of successful completion to the doctor.

Please note: issue subject to validation of training hours, including compulsory training, and submission of the SCD's authorisation for dissemination.

Dans ADUM :

PhD Supervisor

 

 

 

 

 

 

 

Service Commun Documentation (SCD)

 

 

 

SCD

 

Doctor

 

Service Commun Documentation (SCD)

From ADUM & STAR:

 

publishes the final thesis and its metadata on thèses.fr

 

 

Doctor

Year Y+1

 

(around June)

Doctoral School

 

 

 

 

 

 

Direction de la Vie Etudiante (DEVE)

 

 

 

Centre for Doctoral Studies

 

 

 

Doctor

 

In ADUM:

♦ checks process compliance

 

In APOGEE :

♦ enters examination data

♦ checks the diploma models

 

In APOGEE :

♦ checks and edits the diplomas

 

 

♦ awards the diplomas to the new Doctors at the Graduation Ceremony in June of year Y+1

 

 

♦ to obtain their diploma outside the ceremony:

- sends the Diploma Withdrawal Form below to his/her doctoral school:

(ED_SSH)

(ED_SEA)

 

- or make an appointment at the CED

Doctoral School

 

DEVE

 

 

 

Centre for Doctoral Studies

 

Doctor

 

 

 

Doctoral School