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THE DOCTORAL INSTITUTE

DEFENSE FAQ

  1. Should I wait for the reviewers' reports before submitting my thesis defense file to the Doctoral information & registration office?  
  2. Why do I have to submit a CD-Rom with the final version of my thesis three weeks before my thesis defense, when my reviewers have asked me to make changes and the jury will surely ask me to make more? Why can't I submit everything when it's finished? 
  3. Why use a CD-Rom and not a newer medium?
  4. Are the "Thesis title", "Summary", "Key word", etc. files really necessary?
  5. Why do I have to submit different versions of my manuscript? Why do I have to use the "Facile application"? 
  6. What is the difference between a redacted and a complete version of a thesis?
  7. Why do I have to submit my thesis in source format? 
  8. I wrote my thesis on latex. How do I create a single source format file?
  9. Why do I need to submit paper documents to the Doctoral information & registration office?
  10. What purpose does the dissemination charter serve? 
  11. Why does the doctoral candidate have to complete the jury's decision on the issuing of the doctorate and return it to the Doctoral information & registration office, which will then put it in the thesis defense envelope? Is it just a formality? 
  12. Why do I need to complete a Form for electronic thesis &  ?
  13. What is the difference between non disclosure and embargo?
  14. Can I make changes to my manuscript? 
  15. Why do I have to send the jury members' email addresses by mail?
  16. What do I do if I am a cotutelle doctoral candidate?
  17. Are guests part of the jury?

Should I wait for the reviewers' reports before submitting my thesis defense file to the Doctoral information & registration office?  

It's the rule. But it's also practical, since once that stress is out of the way, you'll have time to prepare yourself for the big day.

Why do I have to submit a CD-Rom with the final version of my thesis three weeks before my thesis defense, when my reviewers have asked me to make changes and the jury will surely ask me to make more? Why can't I submit everything when it's finished? 

It's the rule! And if you follow the UPMC timetable, you'll have time! If you do make changes, you will submit a new CD-ROM, but only with the versions of your thesis.

Why use a CD-Rom and not a newer medium?

The CD-ROM is the least expensive storage medium (€2 to €3). Cost is a criteria for the library when it comes to archiving. This could change in the near future. We're working on it! 
Also note that some CD writers do not work with all CD-ROM brands. Make sure that your information is present and can be read on the CD-ROM.

Are the "Thesis title", "Summary", "Key word", etc. files really necessary?

Those are your personal metadata. They allow you to be found on dedicated web platforms, in French, English, etc. Others are imported from your student record or copied onto defense forms for the library and the cover slip for your defended thesis. It may just be copying and pasting, but it makes your work easier to find.

Why do I have to submit different versions of my manuscript? Why do I have to use the "Facile application"? 

Your manuscript must be digitally archived on a national platform, for years to come. That is why the PDF format was chosen by the National Computer Centre for Higher Education (CINES).  
The FACILE application allows you to check that the file is ready to be archived on the CINES platform. The printed report you must provide tells us the status of the file.

What is the difference between a redacted and a complete version of a thesis?

The complete version is the final version of the manuscript. The redacted version is that which will be placed online without any confidential information or resources subject to copyrights which you did not obtain. You don't need one if you have nothing to hide!

Why do I have to submit my thesis in source format? 

Because any computer application can malfunction! Having the source version allows the UPMC library, which is responsible for archiving and disseminating manuscripts, to recreate a PDF if necessary. 
Don't worry: the BUPMC will not modify the content of the manuscript. However, it may need your font files to recreate the file.

I wrote my thesis on latex. How do I create a single source format file?

You can create as many as you need, as long as they are numbered. The PDF will be one file and will include all of the source files.

Why do I need to submit paper documents to the Doctoral information & registration office?

In the event of an appeal, original documents remain the best evidence, for both you and the university.  

What purpose does the dissemination charter serve? 

You are the author of the manuscript, but you also have rights and responsibilities.  

Why does the doctoral candidate have to complete the jury's decision on the issuing of the doctorate and return it to the Doctoral information & registration office, which will then put it in the thesis defense envelope? Is it just a formality? 

Yes and no. Completing it yourself limits mistakes. Don't forget that over 800 doctoral candidates defend their theses each year at UPMC! It saves time for the members of the jury, who don't have to fill it out during your thesis defense, and this way, you know it will be put in the envelope with the thesis defense report!

Why do I need to complete a Form for electronic thesis &  ?

These are more metadata for dissemination and archiving purposes and are managed by the UPMC library (BUPMC). They also provide essential information if you want to delay the posting of your manuscript (embargo) or if your institution wants to keep the manuscript confidential.

What is the difference between non disclosure and embargo?

See the Thesis submission and dissemination section.

Can I make changes to my manuscript? 

See the Thesis defense section.

Why do I have to send the jury members' email addresses by mail?

The members of the jury must receive the reviewers' reports before your thesis defense. It's the rule, but it's also useful for your presentation.
All of the members of the jury must receive them. Don't forget your thesis supervisor if they're one of them! Be sure to write their email addresses separated by semicolons to avoid any "user unknown" messages.

What do I do if I am a cotutelle doctoral candidate?

You will receive a diploma from UPMC, so you should prepare your thesis defense like any other doctoral candidate. You use the same forms, follow the same procedures and have the same deadlines! 

Are guests part of the jury?

No. They should not be mentioned on the thesis defense report or any other administrative document.

11/05/17

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