Section for doctoral school researchers

The tutor (member of the doctoral school) has the following roles:

• to advise the doctoral student throughout the thesis
• to meet with the doctoral student during the first year of the thesis. This meeting is informal and serves as an initial contact. It is initiated by the tutor.
• to establish a moral contract aimed at building a relationship of trust between the doctoral student and their supervisory team (director, co-director and co-supervisors). This file must be completed independently by the doctoral student and their team. You must receive these documents and propose a meeting to discuss them within six weeks of your appointment as supervisor. After this meeting, send the documents to the doctoral school along with a ten-line report of the meeting.
• Participate in 2-3 CSI meetings : this committee meets at the initiative of the doctoral student, but you are responsible for coordinating the discussions. You must also write and sign the report (mandatory for D2, D3 and D4 re-enrolment). This report must then be sent to the doctoral student, who will upload it to ADUM.
• Advise and assist the doctoral student in case of difficulties : the doctoral student should not hesitate to contact you, independently of their supervisor. In case of conflict, it is advisable to contact the doctoral school management to find a solution.

The thesis supervisor (affiliated with CanBioS) is responsible for the scientific direction of the thesis project and for ensuring that the thesis progresses smoothly with regard to the Doctoral School, the doctoral student's institution of enrolment and the doctoral student. The latter therefore carries out their work under the supervision and responsibility of the thesis supervisor.

Article 16 of the decree of 25 May 2016 on doctoral training specifies the duties of the thesis supervisor.

The doctoral charter, signed by the thesis supervisor and the unit director, sets out the conditions for monitoring and supervising doctoral students (for UCBL, the charter is available in electronic form on ADUM). The co-supervisor is involved in defining the thesis and the objectives to be achieved, while the co-advisor is involved in the completion of the thesis.

The maximum number of supervisors per doctoral student (including the thesis supervisor) is four.

In order to avoid any delays in issuing the certificate of completion and doctoral degree, we would like to remind you of the essential rules concerning defence documents.

• the minutes of the defence,
• the notice of publication of the thesis,
• the defence report. 

• Documents are generated after the defence has been authorised.
• They are available exclusively in the ADUM space of the thesis supervisor
• (and not in that of the doctoral student, co-supervisor or co-advisor).
• An automatic notification is sent via ADUM 7 days before the defence.
• ⚠️ The day after the defence, the documents are no longer accessible in ADUM.

• free of deletions or modifications, correctly completed:
• the doctoral specialisation indicated (minutes and notice of dissemination),
• the name of the chair of the jury indicated on the three documents,
• signed during the session by all members of the jury present, except the supervisor (and co-supervisor), who do not sign.

• Absent jury: write ABSENT in place of the signature.
• Jury via videoconference: write VIDEOCONFERENCE.

• A confidentiality agreement must be signed by everyone present, whether in person or via videoconference.
• These agreements must be appended to the defence documents and sent to the Doctorate & HDR Department.

• A confidentiality request must be submitted at the time of the defence request in ADUM.
• It must be validated by the University of Lyon 1.
• The confidentiality notice and duration will then be automatically included on the distribution notice.
• ⚠️ Without a prior validated request, ticking the ‘confidentiality’ box on the distribution notice is useless.

• The three original documents, completed and signed by hand, must be:
• sent by post or submitted directly to the Doctorate & HDR Department.
• The documents must be sent by the chair of the jury or the thesis supervisor.
• ⚠️ Documents sent by the doctoral student will not be accepted.

The HDR is a national higher education qualification that can be obtained after a PhD. It is awarded by institutions (Lyon1, INSA, ENSL, etc.). It is defined by regulation in the decree of 23 November 1988 relating to the HDR.

• If you have an HDR, you can be a thesis supervisor or co-supervisor. I check on ADUM that my HDR is correctly registered. If not, I return my diploma to the secretariat for modification.
• If you do not have an HDR: you must request an exemption from your institution.

For details of the procedure at your institution:

• HDR Lyon 1:  habilitation-a-diriger-des-recherches-HDR
• HDR INSA : HDR INSA link 

PhD students have access to the ‘PhD student pathway’ tab, which contains information that may be of interest to you.

• Registration can be completed according to the calendar available on the ‘registration’ tab. In their first year, PhD students will be invited to a compulsory meeting for students enrolled in D1. If they enrol after the meeting or are unable to attend, they will be invited to D2.
• Regardless of the start date of their employment contract, doctoral students will enter their second year in October N+1 and so on each year.
• Before applying for re-enrolment, doctoral students must have completed a CSI.
• Training courses are compulsory during the thesis.
• One or more publications are mandatory during the thesis.
• Mobility may be accepted if your student has no other grants and only for international conferences up to a maximum of EUR 500.
• A change of supervision is possible either during the thesis using the form, or during the CSI.
• In D3, your doctoral student will be invited to a meeting concerning thesis defences.

You can log in to the ADUM application at any time to confirm your doctoral student's enrolment or thesis defence panel, confirm your doctoral students' doctoral charter, view a summary of all your supervisory responsibilities (since September 2024), and view information about the doctoral students for whom you are a member of the CSI (if your name is in bold, you are the tutor for that student)....

Lyon 1 University offers several training courses to help you:

• Training course M09: Supervising a doctoral student
• All MXX training courses
• All Management/supervision training courses

INSA also offers training in supervising doctoral students (contact INSA Lyon or visit the INSA intranet).

In the following tab, you will find:

• The Guide for the Monitoring Committee of the National Network of Doctoral Colleges
• Monitoring Committee booklet template, including the portfolio, annual progress report templates to be completed by doctoral students, and monitoring committee report templates
• Confidentiality agreement template for monitoring committee members regarding doctoral students' research work
• Self-assessment questionnaire on conflicts of interest for prospective monitoring committee members.