Thesis committees
It is compulsory to meet with your individual thesis committee every year; it provides another perspective on your research work.
Thesis committees are organised on a yearly basis for everyone in the doctoral community © Arthur Pequin
Individual thesis committees oversee the smooth running of the doctoral program, in accordance with the doctoral charter and training agreement.
Each doctoral school determines who serves on its thesis committees, how they are organised and how they operate.
Committee members do not participate in supervising research done by PhD students.
A PhD student's thesis supervisor cannot be a member of the committee.
Meeting with the members of your committee on a yearly basis provides you with an outside view regarding how your thesis is moving forward.
Via an interview, the committee will assess the conditions of your training and the progress of your research. It will make recommendations and send an interview report to you, the doctoral school director and your thesis supervisor. In addition, the committee seeks to prevent any and all forms of conflict, discrimination or harassment.
REMINDER : The meeting is not requiring for PhD students that will defense their thesis before the end of year. Please just inform the doctoral school and your thesis committee by email.
If there is any uncertainty as to whether a thesis will be defended at the end of the year, it is advisable to convene your committee.
If the defense has not been declared on ADUM by 15 September of the year of the defense, the thesis committee must be convened before the close of re-enrollment.
In accordance with the Decree of 25 May 2016 regarding doctoral education (amended by the Decree of 26 August 2022), individual thesis committees are compulsory on a yearly basis, as from the first year of the PhD.
Download here a tutorial on the thesis committee process - For PhD students
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Download here a tutorial on the thesis committee process - For the committee
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Download here a tutorial on the thesis committee process - For the thesis supervisor
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Doctoral School of Mathematics & Computer Science
Thesis committees are set up on Doctoral School Day, which takes place in April.
A committee is made up of two members.
The members must not belong to the same research team and must not work with your thesis supervisor.
At least one of the thesis committee members must have an accreditation to supervise research (HDR) and be affiliated with the doctoral school.
Although not recommended, the members of the thesis committee can vary from one year to the next (for example, due to a committee member being away on mobility).
Recommendations
Make an appointment with your thesis committee members towards the end of the academic year (between mid-May and the end of June).
Before the committee interview, fill in your section of the report and send it to your thesis committee.
Compile information about your publications, your training courses and any questions you may have, etc.
Prepare a presentation (approx. 15 minutes), outlining your thesis topic, and including the following:
- topic and motivation
- state of the art/existing knowledge
- thesis objectives
- progress report on the thesis
- progress report on training
Interview procedure
- First, you make your presentation, which may be attended by your thesis supervisor.
The thesis committee will then ask questions about:- your presentation
- training you've received
- your participation in laboratory activities (presence/presentation in work groups, PhD student associations, etc.)
- Next, the committee members will interview your thesis supervisor.
- Lastly, the committee will interview you alone, without your thesis supervisor's presence.
These interviews provide an opportunity to discuss the way you feel about how your thesis is progressing.
Post-interview procedure
Following the interview, the committee will draw up a report, indicating whether it recommends a more in-depth interview, and issuing an advisory opinion about enrolling for another year.
The thesis committee will send the report to you, and to your thesis supervisor.
You must upload the report on ADUM, at the latest when you apply for re-enrollment.
Without the report on ADUM, your re-enrollment will not be authorised.
Doctoral School of Economic Sciences, Management & Demographics
The thesis committee must have 3 members (including at least 1 member with an HDR accreditation to supervise research):
- One person from your affiliated research team (researcher, lecturer-researcher): the committee's adviser.
- One person (researcher, lecturer-researcher), affiliated with your doctoral school but from outside of your affiliated team.
- One person (researcher, lecturer-researcher) chosen from outside of the University of Bordeaux.
The thesis supervisor is in charge of recommending the thesis committee members when you first enroll and the doctoral school validates them.
The committee members must be declared in your ADUM account.
They can be changed during your PhD.
You must return the thesis committee declaration form to the doctoral school, by email.
Download here all the practical information to organize your thesis committee.
Interview procedure
You must meet with the committee once a year before May to receive authorisation for your enrollment renewal.
You may organise the meeting: by phone, video conference or in person; jointly or individually with each member.
To contact the members of your thesis committee, visit your "ADUM account" in the middle of the page, under the "Individual Thesis Committee" section.
In March-April, the doctoral school will send an email to all the members of the doctoral community to launch the thesis committee meetings.
Once the interviews have taken place, the report completed by the committee, must be uploaded on ADUM in PDF format by the thesis committee adviser. The report must be signed by all committee members.
The annual meeting is an opportunity to review the progress of your research work, your training and any problems you may have encountered. The thesis committee issues an advisory opinion regarding your re-enrollment.
Re-enrollment is not authorised by the doctoral school without the committee's and thesis supervision's opinion.
Doctoral School of Health & Life Sciences
According to the decree of August 26, 2022, a thesis committee must be organized each year before each new registration until the thesis defense.
If an exceptional registration (4th year or more) is considered, a thesis monitoring committee must be organized to allow re-registration for the thesis.
The thesis committee consists of at least two members:
- A non-specialist member external to the research field (tutor appointed by the Doctoral School);
- A specialist member in the discipline, holding a HDR (or equivalent for foreign researchers) and external to the University of Bordeaux (Appointed by the thesis supervisor in agreement with the PhD student).
Optionally, a third member, a specialist in the discipline, holding a HDR or not (or equivalent for foreign researchers) and external to the University of Bordeaux, may be part of the committee (Appointed by the thesis supervisor in agreement with the doctoral candidate).
The thesis supervisor attends the committee as an invited member. The tutor, along with external members, completes the online committee report and submits it to the Doctoral School, the doctoral candidate, and the thesis supervisor.
Once the report is submitted to the Doctoral School, the PhD student uploads the committee report to their Adum profile.
Year 1: an adviser for support from the start
From the first year onward, the PhD student is supported throughout their thesis by a tutor appointed by the Doctoral School.
In accordance with the statutes of the Doctoral School and the thesis charter adopted by our University, every PhD student must be accompanied during their studies by a tutor: one of their important missions is to ensure that the student and their thesis supervisor adhere to their commitments outlined in the thesis charter, particularly ensuring that the thesis can be completed, in accordance with regulations, within three years, with any exceptions being inherently exceptional.
The role of the tutor is to serve as a confidential and independent interlocutor for the PhD student, separate from their thesis supervisor and the research laboratory where they conduct their work. They ensure that the thesis progresses under favorable conditions.
Doctoral School of Sciences & Environments
By means of interviews with the PhD student, the thesis commitee's missions are:
- to have an in-depth scientific discussion on your research project (possible orientations, locks, progression) on which the committee may make recommendations and advices
- to develop and evaluate your training plan in relation to your post-doctoral projects
- to ensure that you are properly integrated into your professional environment. The committee must specifically check for any form of conflict, discrimination, moral or sexual harassment or sexist behavior.
The thesis committee is made up of :
- a scientist, specialist in the field, external to the academic center, ideally with experience in supervising PhD
- a referent, external to your research unit and your thesis speciality, member of the doctoral school staff
This member is chosen in consultation between you and the doctoral school director, from a list of scientists within the doctoral school's perimeter - anyone that can make a positive contribution to the research in progress, the training and/or to enhanced working conditions.
The members of your thesis commitee should not exceed 5 members, and should remain identical from one year to the next, as far as possible.
After the agreement of the members, you must declare the committee on ADUM, from your personal space, by March at the latest.
Organize your interview
- Between April and mid-June: your thesis supervisor is responsible for setting up the thesis committee and organizing the meeting
You can reserve a room or organize a videoconference (if a committee member is from outside the university, or if your workplace is not in a university unit research). - One week before the interview with your thesis committee: complete your dedicated part of the report and send the document (in PDF format) to your thesis committee.
- Prepare a 15-minute scientific presentation outlining the objectives of your thesis and the progress of your research work.
These committe meetings must be carried out rigorously, but they are neither an examination nor a thesis pre-defense.
Interview procedure
- First: you give a 15-minute scientific presentation to the committee members, in the presence of your thesis supervisor.
This is followed by a scientific discussion.
- Second stage: you discuss the following objectives with the committee, without your thesis supervisor:
- the assessment of your work environment,
- the suitability of training courses for your professional project,
- the identifying and difficulties that may threaten the progress of your thesis.
- Third stage: the thesis supervisor meets with the thesis committee, without you.
Post-interview procedure
Following the interview, the committee will draw up a report, indicating wether it recommends a more in-depth interview, and issues an advisory opinion about your enrollment for another academic year.
- This report is sent to you and your thesis supervisor by the referent.
- Then you must upload this report to your personal ADUM space (section:Thesis follow-up members), by June 30 at the latest.
This document on ADUM is required for re-enrolment in the PhD program.
This procedure fulfils a dual purpose:
- enabling you and your thesis supervisor to take note of the thesis committee's option and recommendations
- centralising the collection of all reports for examination by the doctoral school director, prior to applications for re-enrollment.
Doctoral School of Society, Politics & Public Health
The doctoral school's annual follow-up varies according to the PhD students' situation for the next academic year (detailed procedure to be downloaded here):
- Re-enrolment in 2nd, 3rd or higher year in 2024-2025
- Exceptional re-registration in 2024-2025
- Break in 2024-2025 (and return from gap 2023-2024)
- Thesis defense planned between September and December 2024 (Download the Calendar to the thesis defense here)
PhD students applying for re-registration are eligible for interviews with the thesis committees (Download the Thesis Committee Guide here)
As a reminder, the thesis committee is made up of at least three scientific personalities (researchers or teacher-researchers) who are not involved in directing the PhD student's work:
- A member of the doctoral student's discipline (who may be a member of the laboratory);
- As far as possible, a statutory member from outside the institution, or from a Université de Bordeaux laboratory other than that of the PhD student;
Among these two personalities: At least one member must hold an HDR; one member (preferably attached to the Université de Bordeaux) must be declared by the PhD student as a referent in Adum. This referent will enter the thesis committee report into the dedicated application.
- A non-specialist member from outside the thesis research field. Called a tutor, he or she is appointed by the doctoral school from among researchers or teacher-researchers from laboratories attached to the doctoral school who have given their agreement.
Additional information
- PhD student/tutor interview no later than July 31 (Download the Tutor follow-up form here)
- Interview with the thesis committee (without tutor) no later than June 21
Three separate reports to be completed respectively by the doctoral student, the thesis supervisor and the thesis committee.
Dematerialization of the follow-up procedure:
- Thesis committee annual report (entered during or after the interview, no later than June 24)
- PhD student's annual report (entered before the interview and forwarded to the thesis committee)
- Thesis supervisor's annual report (to be entered before the interview and forwarded to the thesis committee)
Doctoral School of Chemical Sciences
Your thesis committee is made up of at least 2 members:
- An adviser (researcher, lecturer-researcher), from outside your laboratory and your thesis speciality. This member is proposed by the thesis supervisor, and approved by you and your doctoral school.
- A member of the scientific community with expertise in the field of your thesis, from outside your laboratory, who has not published with the thesis supervisor for at least 3 years and is not currently collaborating with said supervisor.
Insofar as possible, this person should be from outside the University of Bordeaux, proposed by the thesis supervisor, and approved by you and your doctoral school.
The thesis supervisor must have received the agreement of both thesis committee members before you fill in the proposal form for thesis committee members on ADUM, no later than 6 months after starting your PhD.
During the 1st year, you can also add a PhD-holding member to your committee, approved by the thesis supervisor and the doctoral school.
The committee must meet every year between May and June.
How to organise your interview
- Contact the members of your thesis committee and your thesis supervisor, then set a date for the meeting.
You can reserve a room or set up a video conference (if a committee member is from outside the University or if your workplace is not in a University laboratory).
One week before the interview with your committee, you need to submit the following documents:
- the status of your research work (5 pages max). To write the document, you can use the following outline:
- Methodology
- Findings
- Conclusions: brief analysis of the main difficulties encountered and the major achievements
- Plans for the upcoming year with a timetable through to the end of the thesis
- Your portfolio (document downloadable on ADUM in the Careers section)
- A confidential appendix (optional document downloadable on ADUM).
This document allows you to provide additional information on how your thesis is moving forward; it is not submitted to your thesis supervisor.
Interview procedure
- You will give a 15-minute scientific presentation outlining the thesis objectives and the progress of your research, followed by a scientific discussion. Your thesis supervisor is present during this first stage.
- In the second stage, with the committee, but without the thesis supervisor, you will:
- assess your work environment
- discuss whether the training is in line with your career objectives
- identify any difficulties threatening the progress of your thesis
- In the third stage, the thesis supervisor will meet with the thesis committee alone.
After your interview
Your adviser will send you a completed and signed report, indicating the committee's opinion regarding your re-enrollment. You and your thesis supervisor must sign the report.
All enrollment renewals are subject to the submission of your annual report and the thesis committee's report.
Doctoral School of Physics & Engineering
Your thesis committee has at least 2 members:
- An adviser (researcher, lecturer-researcher), from outside your laboratory and outside your thesis speciality. The adviser is a member of the doctoral school. This member is proposed by the thesis supervisor, then approved by your doctoral school. They are appointed when you apply for enrollment as a PhD student (member's name to be specified on ADUM and on the doctoral school information form, downloadable in your ADUM account).
- A member of the scientific community with expertise in your thesis field, from outside your laboratory, who has not published with the thesis supervisor for at least 3 years and is not currently collaborating with said supervisor.
Insofar as possible, this person should be from outside the University of Bordeaux. This member, proposed by the thesis supervisor and approved by you, must be chosen within the first 6 months after starting your PhD. -
You can also add a PhD-holding member to your committee during the 1st year.
The committee must meet every year between April and June, unless:
- your 1st enrollment took place during the academic year already underway (January to June): in which case, your 1st committee meeting will be postponed, and held between September and mid-October.
- you are granted an enrollment exemption in 4th year, and your defense is scheduled after December: a 3rd thesis committee meeting must be held between September and mid-October.
How to organise your interview
- Contact the members of your thesis committee and your thesis supervisor, then set a date for the meeting.
You can reserve a room or set up a video conference (if a committee member is from outside the University or if your workplace is not in a University laboratory).
One week before the interview with your committee, you need to submit the following documents:
- the status of your research work (5 pages max). To write the document, you can use the following outline:
- Context and objectives
- Methodology
- Findings
- Conclusions: brief analysis of the main difficulties encountered and the major achievements
- Plans for the upcoming year with a timetable through to the end of the thesis
- Your portfolio (document downloadable on ADUM in the Careers section).
- Your progress report (based on the template downloadable on ADUM).
This document must be filled in and signed by you and your thesis supervisor. - A confidential appendix (optional document downloadable on ADUM).
This document allows you to provide additional information on how your thesis is moving forward; it is not submitted to your thesis supervisor.
Interview procedure
- You will give a 15-minute scientific presentation outlining the thesis objectives and the progress of your research, followed by a scientific discussion. Your thesis supervisor is present during this first stage.
- In the second stage, with the committee, but without the thesis supervisor, you will:
- assess your work environment
- discuss whether the training is in line with your career objectives
- identify any difficulties threatening the progress of your thesis
- In the third stage, the thesis supervisor will meet with the thesis committee alone.
After your interview
The adviser will send you a completed and signed report, indicating the committee's opinion regarding your re-enrollment.
You and your thesis supervisor must sign the report.
You must then upload a unique document to your ADUM account (section: Thesis Committee) including:
- the status of your research
- the progress report
- the thesis committee's report
This procedure fulfils a dual purpose:
- enabling you and your thesis supervisor to take note of the thesis committee's opinion and recommendations.
- centralising the collection of all reports for examination by the doctoral school director, prior to applications for re-enrollment.
All enrollment renewals are subject to the submission of your annual report and the thesis committee's report.
For further details, please refer to the doctoral school's guide for preparing the thesis committee interview.
Doctoral School of Law
Each research unit or entity belonging to the doctoral school appoints an "adviser" who is in charge of monitoring PhD students. Failing this, the unit director takes on this responsibility. Each year, thesis committees are set up by the adviser, in agreement with you and your thesis supervisor, and in accordance with the terms set in the doctoral school's rules and regulations.
Your thesis committee can have up to 3 members:
- A member who is a specialist in the field or involved in the field of the thesis
- A member who is not a specialist, from outside the thesis research field; this non-specialised member may belong to your PhD speciality, so long as their research work or areas do not focus primarily on the topic of the thesis
Insofar as possible, the thesis committee includes a member from outside the University of Bordeaux.
You must input the names of the committee members on ADUM, at least 15 days before the date chosen for the interviews.
The school's director will check that the composition of the committee complies with regulations. In the event of a disagreement or a lack of agreement between you, your thesis supervisor and the research unit director regarding the committee members, the doctoral school director will determine the composition of the committee, taking into account what has been done in previous years and after discussions with you, your thesis supervisor and the research unit director.
The committee must meet on a yearly basis between February and June.
Interview procedure
At least 8 days before each interview, you must send the thesis committee members a brief summary outlining the progress of your research and the hours of training completed since your first enrollment for your PhD.
The interviews are organised in 3 distinct stages:
- presentation of your research progress and discussions
- interview between you and the committee, without your thesis supervisor
- meeting between the thesis committee and thesis supervisor, without your presence
As a general rule, the stages take place during a single session. In the event of organisational difficulties, the different interview stages may be organised separately. In exceptional cases, the interview may take place by video conference. During the interview, the committee will assess the conditions of your training and the progress of your research. The committee also strives to identify any and all forms of conflict, discrimination, sexual or moral harassment, or sexist behaviour.
After your interview
The thesis committee report is drawn up, after the interviews, based on an evaluation grid developed by the doctoral school, including sections to be filled in, relating in particular to the PhD student's training, research progress, any personal or professional difficulties encountered, any enrollment exemptions that may have been granted, as well as the recommendations and opinion issued (favourable, unfavourable or reserved).
For further details, please refer to the doctoral school's guide for preparing the thesis committee interview.