Renewal of registration

General information:

Deadlines:

  • First year registration: from September to May 
  • Second year registration: from July 1st to 4th October at the latest on ADUM for being able to register administratively before November 4th (incompressible date)  
  • Third year registration:  from July 1st to 4th October at the latest on ADUM for being able to register administratively before November 4th (incompressible date)  
  • Registration with derogation for duration: 4th October 2022 on ADUM for being able to register administratively before November 4th (incompressible date)  

Three pieces of information are needed: your report, the recommandation of your supervisor and that of the PhD Personal Monitoring Committee (that was nominated during the 1st year by your research team or your laboratory). The Council of ED STIC, on the basis of these three pieces of information, will authorize (or not) the renewal.
Then, as for the first registration, you must also carry out your administrative registration at the university records office (service de scolarité). You will be registered only when the administrative registration is validated by the delivery of your student card.

2nd year registration:

For UCA, please use your  ADUM account, if needed, see USER GUIDE
For PSL, use your ADUM account.

I. For the second year registration, you have to fill-in the names of the members of your personal monitoring committee on ADUM and also you need to fill-in and upload  the "rapport d'activité de première année".

Once you have filled-in this form, submit it on ADUM. Look under the tab " Déroulement Doctorat " under the heading " Industrial Collaboration ". You will find a field titled "Déposez votre rapport d'activité / d'avancement 2020-2021" . This is where you will upload the completed form.
 
II. In addition, you will need to complete the « convention de formation individuelle» (in French). Here is what you can fill in under two of the headings. 
 
Under the heading:
« Conditions matérielles de la réalisation du projet de recherche, le cas échéant, les conditions de sécurité spécifiques » 
At a minimum, you will indicate the following sentence that allows for the coverage of the indicated subheadings:
« Par défaut, les conditions matérielles de réalisation du projet de recherche sont déterminées par le règlement intérieur de l'unité de recherche d'accueil. »
Then you will add what you consider useful.
 
Under the heading:
« Modalités d'encadrement, de suivi de la formation et d'avancement des recherches de la thèse »
You will indicate at least the following sentence that will cover the indicated sub-headings:
 
« La soutenance est conditionnée à la validation de 90h de formation doctorales réparties comme suit:
- 30h de formations scientifiques
- 30h de formations professionnalisantes
- 30h au choix.
 
Le candidat devra valoriser son travail par des publications dans des revues, conférences, séminaires ou journées thématiques  du domaine de ... » (to be completed with your supervisor)
Then you will add what you consider useful.
 
 
III. When you have completed everything, a tab will ask you to submit your « convention de formation individuelle (CIF)» to your supervisor for his opinion (see attached screenshot). He will receive an email asking him to do it, but do not hesitate to remind him if you see that it is not done. Then, you have to download the CIF validated by your supervisor, section "convention de formation". Print the document to PDF format, (mandatory signatures of the doctoral student and the thesis director) and upload it on ADUM in the same tab "training agreement" in the "upload a file" box. You can now finalize your request which will be transmitted, and you will only have to wait for validation by the Doctoral School.


The forms must be completed by June 20st.
Once ED STIC has decided, an email from the secretary will inform you of the decision and will contain (if all goes well) the renewal authorization.

3rd year registration:

For UCA, please use your  ADUM account, if needed, see USER GUIDE
For registration in the third year, in addition to the fields to be filled in on ADUM, you must attach an activity report and the CSI. See page Personal Monitoring Comittee (PMC).
For PSL, use your ADUM account.
The forms must be completed by June 15, so that your Personal Monitoring Committe and the STIC board can review your application.
Once ED STIC has decided, an email from the secretary will inform you of the decision and will contain (if all goes well) the renewal authorization.

 

4th year derogatory registration:

A normal Ph.D. duration is 3 years. An additional period may be granted, by derogation, on the proposal of the ED STIC director accompanyed with the recommandation of the supervisor. A fourth year of enrollment therefore concerns a priori only doctoral students who arrived late in their first enrollment. Arrangements are also acceptable for those engaged in regular professional activity, students with an elective mandate at the university councils, or a few other particular cases. Also, women who had a child during the period are entitled to a derogation for one year.

To apply for a derogatory registration after the 3rd year, two forms must be sent by July 15:

  1. For UCA registrations,
    For a fourth year re-registration, in addition to the fields to be filled in on ADUM, you will file your activity report under the heading "déroulement doctorat": Attach a pdf file with an explanation of the work accomplished, what remains to be done and the reasons for the request for exemption, as well as the provisional plan for the PhD manuscript, and the manuscript as it stands if you have begun writing it. Submit the report as a single pdf. 
  2. Depending on your situation, to be discussed with your thesis director, you may have a simplified interview with your PMC or an interview similar to the one you had at the end of the second year. In all cases, your PMC advisor will submit the minutes of the 4th year PMC. Beforehand, you will have filled in the part of this report that concerns you.
  3. Also submit any supporting documents (employer's certificate, medical certificate, etc.).

Your application to re-register on Adum must be completed by July 15 and to be processed.


The ED STIC will decide in close collaboration with your Personal Monitoring Committe and possibly the set up a mediation.

For PSL, contact Valérie Roy and use your ADUM account.

 

Administrative registration renewal:

After agreement of the ED STIC, they take place with the records office (service de scolarité) of UCA or PSL, from July first to October 30th of the current academic year.
In the event of a defense scheduled before December 31st, the doctoral student will be re-enroled for free at the beginning of the academic year until December 31st of the current academic year. After the 31st of December you are obliged to follow the standard process in order to renew your registration.