EDAM Timeline

1) 0 Arrival of candidate on campus.
2) + 1 week max. after arrival
The candidate goes to the EDAM doctoral program office (SV 2515) with copies of her/his official last university diplomas and grade transcripts, with her/his new address (if applicable) to proceed with her /his immatriculation, and to receive information concerning her/his doctoral studies. Then the student will receive important information by the Registrar’s office (SAC).
3) + 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 in 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.
4) + 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.
5) + 10 months max. after matriculation
Submission of the proposition of 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.pdf) that is signed by themselves, their thesis director, their co-director if applicable, as well as by the program director. This report must be returned to the program administrator, with the 10-seminar table duly signed, before the CE.
6) – 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.
7) + 12 months max. after matriculation
Candidacy exam. The candidacy exam takes place at the latest 12 months after matriculation. If the exam is not taken in due time, it is considered as 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.
8) + 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 repeated failure, the candidate is definitely not admitted.
9) + 24 months max. after matriculation
Submission to the doctoral program office of the 2nd year 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.
10) + 36 months max. after matriculation
Submission to the doctoral program office of the 3rd year 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. It is strongly advised to have accumulated 12 credits at this stage of the doctoral studies.
11) – 6 months before end of 4 years
If you anticipate that the thesis will go beyond 4 years, submit a request of extension of the thesis deadline.
12) – 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, in the end of 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!
13) – 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.
14) – 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 to the doctoral thesis are also available on this link.
15) + 48 months max. after matriculation
Private thesis defence 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.
16) + 4 weeks min. (max. 6 months) after
private thesis defence
Public thesis defence in English or French (if the private thesis exam was passed with success).
17) + 1 month max. after private thesis defence Final version of thesis manuscript is handed in at the ‘Service Académique‘ (if the public thesis defence was passed and the thesis accepted “sans réserve”).