EDMS PhD timeline

1) 0 Arrival on campus.
2) + 1 week max. after arrival
The candidate goes to the doctoral program office (SV 2515) with copies of the last official university diploma and grade transcripts, with her/his new address (if applicable) to receive information about the doctoral studies and to initiate the immatriculation. The Registrar’s office (SAC) will then send an email with the next step of the procedure.
3) + 3-4 weeks max. after matriculation The candidate must fill in her/his training profile and return it to the SSV-TA coordinator at the latest one month after registering to our doctoral program.
4) + 1 month max. after matriculation
The candidate submits to the doctoral program office the form containing a list of courses for the first year (4 credits min.), the name of the chosen mentor (an EDMS affiliated professor), and the acceptance of the PhD program rules. Students must fill a registration form for each doctoral course they want to attend, and they must bring it to the doctoral program administrator.
5) + 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.
6) + 10 months max. after matriculation
Submit the proposition of candidacy exam committee (link to the PhD rules and link to the MD-PhD rules) 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 that is signed by themselves, their thesis director, their co-director if applicable, as well as by their mentor.
7) – 14 calendar days before candidacy exam
Submission of the Research Plan (link to the PhD rules) to all committee members and to the doctoral program office.
A minimum of 4 credits must have been acquired before the CE. Typically 3 Research Rotation Modules have been attended (mandatory during the 1st year).
8) + 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 1 month 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.
9) + 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.
10) + 24 months max. after matriculation
Submission of the 2nd year annual progress report to the doctoral program office. Prior to this, meeting with his/her PhD program representative to briefly discuss the work progress and to have the report signed.
11) at the latest 30 months after matriculation No later than within six months after the second annual report, the thesis committee reconvenes for a mid-­thesis advisory meeting (i.e. not another examination) consisting of a written progress report (e.g. annual report,  incl. at least two pages on future directions) and a 20‐30 minute presentation followed by a discussion. This committee is chaired by the jury president and should include at least the thesis director / co-director, the internal expert and the mentor. External expert(s) can also be invited but their presence is not mandatory. If the student and/or the thesis director want to invite additional or other external experts, this is possible.
12) + 36 months max. after matriculation Submission of the 3rd year annual progress report to the doctoral program office. Prior to this, meeting with his/her PhD program representative to briefly discuss the work progress and to have the report signed.
13) – 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 (max. 6 months).
14) – 8 weeks min. before end of 4 years Submission to the doctoral program office of the proposition of thesis jury and of the statement of credits duly signed by the thesis director and by the director of the program. These forms are available in your IS-Academia portal, one in the end of thesis procedure and the other one under “Students results””. The President of the thesis jury must be member of the EDMS Commission program.
15) – 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 the oral thesis exam.
16) – 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.
17) + 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.
18) + 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).
19) + 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”). Fill in the PhD program survey and submit it to the doctoral program office.

Contact

EDMS program administrator: Tatiana Dubi

Phone: +41 21 69 30782

 


Mailing address:

EPFL E EDMS-GE
SV 2515 (Bâtiment SV)
Station 19
CH-1015 Lausanne