EDAM For PhD Students

Day 0

Arrival of the candidate on campus.

+ 1 week max. after arrival

The candidate contacts per email the EDAM doctoral program office and sends copies of official last university diplomas and grade transcripts, with her/his new address (if applicable) to proceed with matriculation, and to receive information concerning doctoral studies. Then the student will receive important information from the Registrar’s Office (SAC).

+ 1 month max. after matriculation

The candidate submits to the doctoral program office the form containing a list of courses (EDAM 4 Credits Proposition) for the first year (4 credits min.), the name of the chosen mentor (an EDAM affiliated professor), and the acceptance of the EDAM PhD program rules. Students must fill in a registration form (EDAM Course Registration) for each doctoral course they want to attend and they must bring it to the doctoral program administrator.

It is mandatory for first-year PhD students to attend 10 seminars of any institute/faculty and on any topics of interest before the Candidacy. The supervisor will first approve the chosen list of seminars by signing it; she/he or the seminar speaker will then also sign the present list for every seminar attended. The table will be added to the 1st year annual report and given to the program administrator at the end of 1st year, just before the Candidacy exam. These seminars do not give ECTS credits, but they are mandatory.

+ 6 months max. after matriculation

The candidate organizes a meeting with her/his selected PhD program representative (mentor) to briefly discuss how she/he has settled into the new environment and into her/his project and will meet her/him at least once a year until the thesis.

+ 10 months max. after matriculation

Submission of the proposition of the candidacy exam committee, according to the attached rules (EDAM Candidacy Exam Committee.pdf), to the doctoral program office. Throughout the doctoral thesis work and starting at the submission of the documents for the candidacy exam, PhD students are obliged to submit an annual report (EDAM Annual Report Form) that is signed by themselves, their thesis director, their co-director if applicable, as well as by the program director. This 1st report must be returned to the program administrator, with the 10-seminar table duly signed, before the CE.

– 10 calendar days before candidacy exam

Submission of the Research Plan (EDAM Research Plan.docx) to all committee members and to the doctoral program office.
A minimum of 4 credits must have been acquired before the CE.

+ 12 months max. after matriculation

Candidacy exam. The candidacy exam must take place 12 months after matriculation. If the exam is not taken in due time, it is considered a failure and the student’s contract is terminated. A maximum of 2 weeks’ extension may be requested. The Research Plan must be approved and the validation form must be signed by each member of the thesis committee, the doctoral program director, and the PhD student.

+ 15 months max. after matriculation

In case of failure of the candidacy exam, an extension period of max. 3 months can be granted for a second attempt. In case of a second failure, the candidate is definitely not admitted.

+ 24 months max. after matriculation

You will receive a task on the Annual report tool to start submitting online your 2nd-year annual report that will be approved, discussed, and signed by all the requested people.

+ 36 months max. after matriculation

You will receive a task on the Annual Report tool to start submitting online your 3rd-year annual report that will be approved, discussed, and signed by all the requested people. It is strongly advised to have accumulated 12 credits at this stage of the doctoral studies.

– 6 months before end of 4 years

If you anticipate that the thesis will go beyond 4 years, submit a request for an extension of the thesis deadline and be informed that you will probably be assigned a new task for a 4th-year annual report.

– 8 weeks min. before end of 4 years

Submission to the doctoral program office of the proposition of thesis jury; this form is available in your IS-Academia portal, at the end of the thesis procedure. Here is the list of members who can act as President of your jury. Make sure you have acquired the 12 mandatory ECTS credits before handling your jury proposition!

– 7 weeks before private thesis defence

The program administrator sends the thesis jury proposal, duly signed, to the ‘Service Académique‘ (SAC, Ecublens). The doctoral student must have acquired a total of 12 credits before her/his oral thesis exam.

– 5 weeks min. before private thesis defence

Copies of the doctoral thesis are delivered by the doctoral student to the ‘Service Académique‘ along with other documents (please consult EPFL rules and Internal regulations for the Doctoral School). General guidelines for the doctoral thesis are also available on this link.

+ 48 months max. after matriculation

Private thesis defense in English. The official record of the oral exam is given by the program administrator to the jury President who will fill it in online (not by hand!), print it, and have it signed by all the thesis jury members.

+ 4 weeks min. (max. 6 months) after private thesis defence

Public thesis defense in English or French (if the private thesis exam was passed with success).

+ 1 month max. after private thesis defence

The final version of the thesis manuscript is handed in at the ‘Service Académique‘ (if the public thesis defense was passed and the thesis accepted “sans réserve”).