Doctoral candidate Guide This guide will provide you with all the necessary information concerning your registration, doctoral studies and thesis defence. You will find the followings 1- General presentation 2- Doctoral registration/ second and third doctoral registrations 3- Thesis supervision and follow-up 4- Defence procedure 5- Continuing education offer 6- List of doctoral contacts/permanent members in host laboratories All this information is further developed and updated on our website www.edmegep.fr. Most of the required forms and documents can be downloaded from this site. Do not hesitate to log in very regularly Hélène Roux-de Balmann Catherine Colin
1 - General Presentation 1.1 - The Doctoral School Directors Hélène ROUX-de BALMANN (Director) Université Paul Sabatier Laboratoire de Génie Chimique CNRS UMR 5503 31062 Toulouse Cedex 9 Tel : +33 5 61 55 88 49 fax : 33 5 61 5561 39 Mail : roux@chimie.ups-tlse.fr Catherine COLIN (assistant Director) Institut de Mécanique des Fluides CNRS UMR 5502 Allée du Professeur Camille Soula 31400 Toulouse Tel : +33 5 34 32 28 25 Mail : colin@imft.fr Anne-Claire PINHEIRO (Secretary) Tél : +33 5 61 10 80 34 Fax : +33 5 61 10 80 49 Mail : secretariatmegep@inp-toulouse.fr Postal address of the Doctoral School Secrétariat MEGeP 27 rue d Aubuisson 31000 Toulouse
1.2 - Universities DOCTORAL SCHOOL 468 The doctoral candidates register at 5 Universities, belonging to the PRES Université de Toulouse, authorized to issue and co-issue Doctorates. There are the Institut National Polytechnique de Toulouse, INPT, the Institut National des Sciences Appliquées, INSA, Université Toulouse 3 Paul Sabatier, UPS, the Institut Supérieur de l Aéronautique et de l Espace, ISAE and l Ecole des Mines d Albi. The Doctoral School offers 5 specializations, concurrent to all establishments. Fluid Mechanics - DDF Energetics and transfers - ET Process and Environmental Engineering GPE Mechanical Engineering, Material Mechanics G3M Civil Engineering - GC 1.3 - Host research Laboratories The PhD research projects are carried out in one of the 11 host laboratories or teams related to the Doctoral School. The overall number of PhD supervisors amounts to 190 researchers or university lecturers/professors. Labo/ team Establishments Directors IMFT CNRS/INP/UPS F. Charru LGC CNRS/INP/UPS B. Biscans ICA INSA/UPS/EMAC/ISAE M. Sartor LISBP CNRS/INSA/INRA N. Lindley LAPLACE CNRS/INP/UPS C. Laurent PHASE UPS V. Gibiat RAPSODEE CNRS/EMAC A. Nzihou LMDC UPS/INSA G. Escadeillas Projet CFD CERFACS B. Cuenot, JF Boussugue LGP ENIT M. Karama EDyF ISAE/ONERA P. Millan, L. Joly
1.4 - The Management Committee It is responsible for ensuring the correct implementation of the doctoral studies until the thesis defense on the one hand, and for the adequate allocation of some financing programs (doctoral contracts from the Ministry) on the other. The Committee is especially in charge of: Doctoral applications Dispensations for thesis supervising (non HDR) Defense authorizations Applications for research work supervising authorization - HDR (UPS) Follow-up procedures Doctoral School applications (thesis awards, grants...) Allocation of Doctoral School contracts The Committee meets once a month. Dates are posted on the website. It is strongly recommended to apply well in advance of the dates indicated to ensure that the applications are dealt with according to deadlines. The Committee, chaired by the Doctoral School director, is composed of the assistant director and of a representative of each host research laboratory or team unit. 1.5 - The student Committee It enables doctoral students to participate in the running and activities of the Doctoral School and facilitates the circulation of information between the executive team and the doctoral students. This committee deals more particularly with the followings: Continuing education offer, Thesis follow-up (meetings, tutor or referee, training record booklet...) Organisation of the Doctoral school days The committee meets several times a year (about twice a term) depending on the work progress or difficulties. Dates are posted on the website. It is chaired by the Doctoral School director and is composed of one doctoral representative from each of the host laboratories or teams. The doctoral representatives are the students key contacts in the laboratories. They can voice all the remarks made by the doctoral students as well as answer all their questions concerning the Doctoral School.
2 - Registration / Second and third registration 2.1 First registration/phd application First doctoral applications are examined by the Management Committee. Candidates are directly informed of the Committee s decision by mail. Once accepted by the Doctoral School, the students need to proceed for their administrative registration at the University. To apply, candidates need to fill in the doctoral application form and send it with the other required documents to their host laboratory contact a week before the Management Committee s meeting at the latest. (The meeting dates are posted on the website). Conditions for applying: Doctoral applicants need to have: a Master s degree (Master 2) or an equivalent diploma testifying of their capacity for research work. Those who don t have a Research Master should provide a letter testifying of their capability to do research work. a research project precisely developed by the host laboratory and a thesis supervisor with adequate authorization to manage research work a 3-year adequate financing plan, with a minimum of 1000 per month. 2.2-Second and third registration Doctoral candidates are requested to enrol every year until defense is completed. Their application for registration should be submitted to the Doctoral School. Once accepted by the Doctoral School, the students need to proceed for their administrative registration at the University. For the second registration, they have to join their 1rst year evaluation form as well as the copy of their contract. For the third registration onwards, their application is to be accompanied by their training record booklet which can be downloaded from the website. The 3 rd registration will only be accepted once the 2 nd year interview with the tutor has been made.
If a fourth additional year proves necessary, the well- supported application will be carefully examined and followed up. Specific registration details (documents, dates, links...) are updated on the website at the beginning of each university year. 3 Thesis follow-up Every student is evaluated at the end of the first year. The aim is to ensure that students have full command of their research subject and have acquired the academic background necessary to pursue it. This evaluation is based on a personal report written by the student and submitted to the thesis supervisor (middle of May). Each first-year doctoral student is appointed a thesis tutor from outside his host laboratory. The doctoral student and his supervisor are informed of the appointment of the tutor as soon as the choice is made. There are three main stages in the follow-up procedure. In the course of the first 6 months, the student contacts his tutor to give him some information about the beginning of the thesis. In the course of the second year, a meeting will be called to verify that the project is being correctly implemented (outside the scientific aspects) and with a view to help the doctoral student to discuss his thesis defense and consider his professional project. It will be held under the direction of the tutor with the doctoral student and his supervisor (and any other person involved). It will normally take place at the doctoral student s workplace. For those abroad, it may take place on one of the doctoral student s visits to his host laboratory or by telephone. Before or after the actual meeting, the doctoral work in progress will be discussed with the student only on the one hand and with the supervising authorities only on the other hand. All the aspects concerning the doctoral work as well as the student s professional project may be discussed. An assessment form will then be filled in by the outside tutor and forwarded to the Doctoral School secretariat for the exclusive benefit of the Doctoral School Board of Directors. The Doctoral School will deal later with the cases requiring additional time and discussion.
About 6 months prior to the scheduled date of the thesis defense, the tutor should contact the doctoral student to ensure that deadlines will be meet (defense procedure, training record book...) Outside this standard procedure, the doctoral student or his supervisor are free to contact the Doctoral School at any time in the event of difficulties. When questions arise, the doctoral student is advised to first approach the doctoral representatives of his host laboratory. 4 Thesis Defense Procedure The Management Committee examines the application for thesis defense of each doctoral candidate. Candidates are directly informed of the Committee s decision by mail. In view of this, at least one week prior to the Committee s meeting date and 6 weeks prior to the scheduled thesis defense date, doctoral candidates need to fill in and send back the following documents to their host laboratory correspondent: the Toulouse University application file for thesis defense the training record booklet a Curriculum Vitae with the list of publications and research work projects the professional integration follow-up form NB: the number of external referees to be proposed is limited to two The minimum requirements for defense authorization are: One peer-review publication in a scientific journal, or by default one oral communication in an international peer-review conference with proceedings or one patent document, 7 valid credits in continuing professional education. The authorization to present a thesis for defense is granted by the Establishment or University, pursuant to the opinion of the Doctoral School Director, based on the written reports from the external referees.
The thesis defense board must be composed along the university current required standards at the particular date of the defense. Finally, the thesis authorized for circulation must be reproduced in the university formats. current The research work for a thesis is normally carried out over a period of about 3 years 5 Continuing Professional Education According to the French legal texts concerning Doctoral Schools, continuing education in support of the research work itself is to be offered to doctoral candidates. Students at the Doctoral School are offered a range of courses supplementing their research. They focus on scientific issues, related to the PhD research work, employment and careers and, in some cases, teacher training. The aim of these courses is to help students find future employment by encouraging them to focus on issues outside their immediate field of research. Students can select the courses they regard as most appropriate to their own situation and career development goals. Beside the continuing education offer, a number of activities related to the thesis work can also be credited by the Doctoral School (see table below). However, accreditation is not unconditional (DCCE, CNRS, CEA, ADEME, DGA training...). It can be applied for via the doctoral representatives and documentary evidence may be requested for each activity. The doctoral candidate needs to record all the training courses he has attended into his training record booklet that can be downloaded from the website and keep the original copy of the documentary evidence for those courses outside the Doctoral School. For any further information concerning credits and accreditation, do contact your doctoral correspondent.
On the other hand, adjustments can always be made in specific situations (joint supervised thesis, PRAG for instance). Scientific training (minimum 3 credits) related to the thesis scientific topic Training Credits Min Max Oral or poster communication : 1 2 - international congress - national congress 2 1 Master Classes (15 to 20h) 1-1 Summer schools, Technical and scientific ½ / day - 2 training, bibliographic Practices Participation doctorate seminar in the host laboratory ½ / day - 1 Professional training (minimum 4 credits) Training Credits Min Max Professional Training - Doctoriales, «Put your Doctorate to Work» classes (except bibliographic Practices), CNRS, ANRT ½ / day - ½ 4 - - «Put your Doctorate to Work» classes : Teaching in practice (DCE) ½ / day - - Language classes (20 hours) 1-1 English, French as a Foreign Language only Teacher training - 2 - Teaching sessions (20 hours) ½ / 20h - - - DCE 2 - - attendance at JDD ½ / day - 1
6 - Contacts Doctoral and permanent correspondents Members of the Management Committee Béatrice BISCANS Catherine AZZARO PANTEL LGC beatrice.biscans@ensiacet.fr catherine.azzaro@ensiacet.fr +335 34 32 36 38 +335 34 32 36 56 Eric CLIMENT IMFT climent@imft.fr +335 34 32 28 86 Grégoire CASALIS Jean-Christophe JOUHAUD Laurent GICQUEL Mouna EL HAFI Fabienne ESPITALIER Marie-Catherine MOJTABI Bérangère LARTIGUE EdyF ISAE/ONERA CERFACS RAPSODEE PHASE gregoire.casalis@onera.fr +335 62 25 28 11 jjouhaud@cerfacs.fr laurent.gicquel@cerfacs.fr elhafi@mines-albi.fr fabienne.espitalier@mines-albi.fr +335 61 19 30 44 +335 63 49 31 49 marie-catherine.mojtabi@univ-tlse3.fr +335 61 55 82 25 berangere.lartigue@univ-tlse3.fr +335 61 55 68 97 Pascal LAVIEILLE LAPLACE pascal.lavieille@laplace.univ-tlse.fr +335 61 55 68 31 Etienne PAUL LISBP paul@insa-toulouse.fr +335 61 55 97 72 Luc PENAZZI (Albi) Philippe OLIVIER (UPS) Rémy CHIERAGATTI (ISAE) Gilles ESCADEILLAS Alain SELLIER Moussa KARAMA Olivier PANTALE ICA LMDC LGP luc.penazzi@mines-albi.fr philippe.olivier@iut-tlse3.fr remy.chieragatti@isae.fr gilles.escadeillas@insa-toulouse.fr alain.sellier@insa-toulouse.fr moussa.karama@enit.fr olivier.pantale@enit.fr +335 63 49 30 75 +335 62 25 88 36 +335 61 61 86 39 +335 61 55 74 98 +335 61 55 60 06 +335 62 44 27 26 +335 62 44 29 33
Doctoral Representatives on the Student Committee IMFT Marie CAPRON marie.capron@imft.fr LGC Arthur GAVEAU Coline LOUSTAUNAU gaveau@chimie.ups-tlse.fr coline.loustaunau@ensiacet.fr PHASE Matthieu BONTE matthieu.bonte@univ-tlse3.fr LAPLACE Felipe MANCIO REIS felipe.mancio@laplace.univ-tlse.fr LISBP Mélody VLIEGHE mvlieghe@insa-toulouse.fr RAPSODEE Mathieu GALTIER mathieu.galtier@mines-albi.fr EDyF Henri GARIH henri.garih@onera.fr CFD Cerfacs Geoffroy CHAUSSONNET Corentin LAPEYRE geoffroy.chaussonnet@cerfacs.fr corentin.lapeyre@cerfacs.fr LMDC Nacim KHELIL khelil@insa-toulouse.fr ICA Taha BENHADDOU Paul Le BAILLIF taha.benhaddou@airbus.com paul.lebaillif@mines-albi.fr LGP Fabien DUCO fabien.duco@enit.fr These doctoral representatives are your key contacts with the Doctoral School. Do not hesitate to approach them.