Enrolment and re-enrolment

Find out everything you need to know about enrolment and administrative re-enrolment for a doctorate depending on the research team or laboratory you are going to join or have joined. 

Administrative enrolments in doctoral studies are governed by the Order of 25 May 2016 setting out the national framework of training and the conditions for awarding the national doctoral diploma.

Enrolment and re-enrolment

You are assigned to a laboratory affiliated to the Faculty of Medicine or the Faculty of Science

Administrative enrolment and fees are managed by the doctoral students' reception office.
Each year, after logging on to the Sorbonne University enrolment portal, doctoral students will send their complete enrolment file by mail to the doctoral students' reception office.
    
Opening dates for applications and enrolments
September X, 2020

Closing dates for enrolment
Closing date for 1st year enrolments: 2 May 2020
Closing date for re-enrolment in the 2nd and 3rd year of doctoral studies: xx October 2020
Closing date for re-enrolments beyond the 3rd year: xx December 2020

Enrolment fees
These amount to €380 for the 2019/2020 academic year.
Payments must be made by bank cheque payable to the Agent Comptable de Sorbonne Université. Credit card payments can also be cashed by appointment at the doctoral students' reception office.

Once you have been recruited by your doctoral school, you must complete your administrative enrolment as soon as possible.
You can also find information in the online enrolment guide.

1st stage

If you are a student of Sorbonne University or have been a UPMC student in the past, log on to the e-Candidate application with your file number and your usual password and create an e-Candidate account. In this way, your personal data will be collected and you will limit your data entry.

If you have never registered at Sorbonne University, log on to the e-candidate application and create your account directly on e-candidate.
 
You will receive an e-mail allowing you to connect to the e-candidate application and fill in your data in the "my account" section. You will also find a tutorial showing you how to use the application on the home page.

All doctoral students will be offered a link to "Complementary form" at the end of the personal data entry and the choice of the doctoral school. This link opens a form to be completed, and you will be e-mailed the documents required for administrative enrolment. 
Please make sure you enter your email address correctly. Do not ignore any emails you may receive throughout the procedure; they will allow you to track the progress of your file. 

2nd stage

Once the downloaded documents have been completed and signed by everyone and by your doctoral school, you will be reconnected to the site where you will validate your application.

3rd stage

Log on to the online enrolment site to complete your personal data.

4th stage

Unless your situation requires a personalised enrolment, send your file with all the documents listed on the administrative enrolment form, by mail to the doctoral students' reception office - 15 rue de l'école de médecine - 75006 Paris
For doctoral students coming from a French university other than Sorbonne University, you must provide a change of institution (transfer) form issued by your home institution with your application form. 
For foreign graduates, your degree must be translated into French. To have your degree translated, contact a sworn translator with the Paris Court of Appeal.

You must re-enrol each year with the doctoral students' reception office.
Find your file online and reprint your enrolment form

In the 2nd and 3rd year 
From the third enrolment onwards, enrolment must be accompanied by a report from the doctoral student's individual monitoring committee. Connect to your online file with your student number and the associated password. Tick the corresponding boxes and mail all the documents listed on the enrolment form to the doctoral students' reception office.

Re-enrolment deadline: xxx
To help you, the online enrolment guide
Send the enrolment file to: Bureau d'accueil des doctorants - 15 rue de l'école de médecine - 75006 Paris

In the event of derogations in the 4th year
As a rule, the doctorate takes 3 years to prepare. Derogations may be granted by the head of the institution at the proposal of the director of the doctoral school and after consulting the thesis director, subject to receiving a reasoned request from the candidate. 
You must re-enrol if you fail to defend your thesis before 31 December.
Re-enrolment deadline: 15 December

Log on to the e-Candidate site with your file number and student password and create an e-Candidate account. Your personal data will then be collected, enabling you to limit your entries.

Complete/check your file (my account) and apply

Once you have completed your application, you can download the derogation request with all the documents listed attached.
This derogation request form must include all pedagogical notices, including the opinion of the director of the doctoral school, and must be sent to the doctoral students' reception office, which will seek the opinion of the President of Sorbonne University. You will be e-mailed a response via the e-candidate application. If the answer is yes, reconnect to e-candidate to validate your application and connect to the enrolment site to complete your administrative enrolment.

To help you, the online enrolment guide

Unless your situation requires a personalised welcome, send your file with all the documents listed on the administrative enrolment form, by mail to the doctoral students' reception office - 15 rue de l'école de médecine - 75006 Paris

Usernames
You will be given two usernames

For a first enrolment or for enrolments after the 3rd year, you will have an e-candidate username and password. It can only be used on the e-candidate website.
When you enrol at Sorbonne University for the first time, you will be assigned a student number and a password. You will keep this throughout your studies.

If you lose your student number
Send your application with a copy of your ID to the doctoral students' reception office by email

Forgetting your password
...

Changing your password
If you wish to change your password, go to the directory using your current student ID and password.

  • In your folder, click on the "My Profile" tab at the top left of the page.
  • In your profile, click on the "edit" icon at the bottom of the page.

Your password must be at least 6 characters long, including 1 digit, and must not be too close to your first or last name.

You're not in the phone book even though you've enrolled at the university in the past.
Go to the directory, Personalised Services section (with your password) and click on Students: do you want to reactivate your account?
Your last password will be automatically reassigned to you.

The National Student Identification Number: INE 
This number is used to individually identify each student enrolled in a higher education institution. It is assigned by the first institution of enrolment and is used in any subsequent enrolments in any institution throughout the course of study.

When you enrol with the CVEC, you may be assigned a provisional number. It is not valid for enrolment on the application site. Leave the field blank.
For holders of the French baccalaureate who have never been enrolled in a higher education institution, it is created using the BEA number indicated on the baccalaureate sticker.
Students who have never been enrolled in a French institution of higher education will be assigned a number by Sorbonne University.
It consists of 10 numbers and a letter.

Editing the application form
Your details cannot be edited once you have validated your application.
On the other hand, until it has been validated, you can cancel it through the site

Editing the enrolment file 

If the changes are regulatory and concern:

  • Your Identity
  • Your contact details
  • The doctoral school in which you are enrolling
  • Your thesis supervisor(s)
  • The international aspect
  • Your status as an employee or scholarship holder

Indicate the changes to be made to your file during your administrative enrolment.

If the changes are pedagogical and concern:

  • Your laboratory or team
  • The name of the laboratory director
  • Primary or secondary funding (in the application)

Report this to the manager of your doctoral school and upon administrative enrolment.

The contribution de vie étudiante et de campus: CVECs

The CVEC is payable for each year of enrolment.
If you are blocked when entering the CVEC, there is a typing error on your certificate (incomplete last name, first name misspelled, wrong date of birth, etc.). 
Contact the CROUS

Download your enrolment form / List of documents required

Summary of documents required for enrolment

1st year

  • Copy of your identity document
  • Holder of a French or European master's degree: copy of the degree and, if it is not written in French, translation into French by the Paris Court of Appeal
  • Degree other than the French or European Master's degree: copy of the degree and, if it is not written in French, translation into French by the Paris Court of Appeal accompanied by the form Autorisation d'inscription en doctorat dérogatoire signed by the director of the doctoral school
  • CVEC: please note that surnames and first names must be identical to those appearing in full on the national identity document (identity card or passport).
  • The printout called "autorisation d’inscription en doctorat" including all original signatures requested
  • 2 copies of the Doctoral Charter including all the original signatures requested – Make sure you give your full name
  • 1 copy of the code of ethics for the research professions including all the original signatures requested
  • 1 copy of the training agreement including all the original signatures requested and the provisional timetable of the research project
  • Copy of the employment contract or certificate of employment from the employer's HR department indicating the start and end dates of the contract and the monthly amount received or foreign scholarship or Campus France certification.
  • 1 cheque for €380 made out to the accountant of Sorbonne University with the name and surname of the student and their case number written on the back.

2nd year

  • CVEC: please note that surnames and first names must be identical to those appearing in full on the national identity document (identity card or passport).
  • 2 copies of the Doctoral Charter including all original signatures requested. Make sure you give your first and last names.
  • Copy of the employment contract or certificate of employment from the employer's HR department indicating the start and end dates of the contract and the monthly amount received or foreign scholarship or Campus France certification.
  • 1 cheque for €380 made out to the accountant of Sorbonne University with the name and surname of the student and their case number written on the back.

3rd year

  • CVEC: please note that surnames and first names must be identical to those appearing in full on the national identity document (identity card or passport).
  • 2 copies of the Doctoral Charter including all original signatures requested. Make sure you give your first and last names.
  • Copy of the employment contract or certificate of employment from the employer's HR department indicating the start and end dates of the contract and the monthly amount received or foreign scholarship or Campus France certification..
  • Minutes of the last monitoring committee stamped by the Director of the Doctoral School
  • 1 cheque for €380 made out to the accountant of Sorbonne University with the name and surname of the student and their case number written on the back.

Enrolment with exemption

  • CVEC: please note that surnames and first names must be identical to those appearing in full on the national identity document (identity card or passport).
  • 1 cheque for €380 made out to the accountant of Sorbonne University with the name and surname of the student and their case number written on the back.  

A co-supervision doctoral research project is developed with a foreign institution authorised to deliver the doctorate. It includes a subject, funding (French or foreign), two (or three) co-supervisors and two (or three) degrees.

Principles of the international co-supervision thesis

  • Thesis work is conducted between the two (or three) laboratories, one attached to an ED of Sorbonne University, the second (or third) in a laboratory of the partner university.
  • Doctoral students carry out their research work under the responsibility of a thesis director in each of the institutions concerned, who carry out their supervisory functions in collaboration with each other,
  • The doctorate is prepared in alternating periods in the relevant institutions, according to a balanced schedule and the conditions set out in the co-supervision agreement,
  •  Each year the doctoral student registers for a doctorate in 2 (or 3) higher education institutions: one in France, the second (or third) abroad,
  • The thesis leads to a single defence in one of the signatory institutions according to the rules set out in the co-supervision agreement,
  • The doctor receives two (or three) doctoral degrees from the signatory institutions or a joint degree. The international co-supervision is recorded in the degree.

Setting up an international co-supervision

  • Once your application has been accepted, you can download the co-supervision application form available to you.
  • After being confirmed by the different parties, send the complete file to the doctoral students' reception office.
  • Once the file has been validated, the drafting of the proposal for the co-supervision agreement will begin.
  • Enrol for your doctoral degree at Sorbonne University following the usual procedure

Setting up the co-supervision and administrative enrolment

Re-enrolment in 2nd and subsequent years 
01 44 27 28 10

Defence:
A-EL: 01 44 27 28 07
EM-MON: 01 44 27 28 05
MOO-Z: 01 44 27 28 02

The appointment scheduling system enables the doctoral students and HDR reception office to ensure you receive an individual, personalised and smooth welcome. This system allows you to make an appointment from the available schedules. Only times that are not already booked will be displayed.
No appointment booked on a profile other than the one you applied for will be honoured. Appointments are individual and bear on a single case.

Information required when making a booking

  • Your e-mail address must be correct so we can send you your e-mail confirmation. If the address has been used several times on other SU forms and an e-mail tells you that your address has already been used, log in with another address.
  • Present the confirmation on your mobile phone or on a printout at the doctoral students' reception office.
  • To avoid delaying other appointments, please arrive at the reception office on time.
  • If you are unable to attend or delayed, cancel the appointment and schedule a new one on the platform according to availability.
  • In some exceptional cases, the reception office will be unable to honour the precise appointment schedule. You will of course be dealt with within a reasonable time.
  • In very exceptional cases (computer failures ...), you will be notified through the e-mail address given when you made your appointment by the doctoral students' reception office and HDR, on the same day.
  • No appointments other than those given here can be made (either by e-mail or by phone).

Scheduling appointments 

Re-enrolment in 2nd and 3rd year A-Z

First enrolment, defence, withdrawal of degrees....

Please read the instructions carefully before making an appointment. There are several options available if you do not wish to attend physically.

  • You arrive at Sorbonne University to enrol for your doctorate. Your home French university must inform us of your previous administrative situation. Download the document
  • You are leaving Sorbonne University to take another course of study or to pursue your doctorate in another institution. Download the document

Collège doctoral de Sorbonne Université
15, rue de l'Ecole de Médecine 75006 Paris
Email
 

You are assigned to a laboratory affiliated to the Faculty of Arts

The faculty of medicine is closed to the public and operates according to a business continuity plan (research, pedagogy, administrative) since Monday, March 16, 2020. The closure of the faculty to the public effectively results in the cancellation of all courses in face-to-face. Research activities and vital administrative activities are maintained, under the conditions specified by the university administration in the Business Continuity Plan. Beyond the end of classroom lessons, university libraries are closed. The situation is constantly changing, staff and students are invited to consult their emails, the university intranet and the FAQ to stay informed.

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