Deposit your thesis
Since January 1st 2011, all Ph. D. students at University Paris-Sud 11, including the foreign students completing their theses under a joint supervision programme between the University of Paris-Sud 11 and a foreign university, must deposit an electronic version of their examined thesis. No printed copy will be needed any longer. The university library is in charge with this deposit – feel free to ask for information at your local university library. You will find below the steps to follow in order to deposit your work.
Before the defence of your thesis
You must make an appointment with a librarian at least two weeks before your PhD thesis defence. Here is a document to help you find whom you must contact.
During your appointment, you will:
1. Deposit an electronic version of the final examined version of the thesis (aka “version d’archivage” or VA) on CD, DVD or USB drive. The PDF files will be uploaded into a repository maintained by the Centre Informatique National de l'enseignement supérieur (CINES) in charge with the digital archiving of the thesis files.
You are free to:
- either bring your files as documents saved in the word processor of your choice: the librarian will convert them to PDF.
- or bring already converted PDF files: the librarian will check that the file format complies with the specifications of the CINES.
2. Read and sign a thesis deposit licence.
Fill in the form (.pdf or .rtf file) and bring it with you the appointment with our librarian. He or she will sign it and either give it to you or send it to your Graduate School Office. This form is absolutely necessary for you to be authorised to defend your thesis.
3. Please provide the following information regarding the contents of your thesis :
- the title and subtitles of your work
- the summary: This is not to be mistaken with the 10 to 20 page long synthesis essay you must write in French if your thesis is written in another language. That synthesis is part of the thesis itself. The summary is usually half a page long, though there is no technical limit.
- the key words describing the topics which your thesis deals with: they will be very useful for finding which terms from our thesaurus RAMEAU we will use to describe your work.
* Please note that all of this information must be both in English and in French. If your work is written in a 3rd language, you must provide the title, the summary and the keywords in this 3rd language as well. If this information is not already included in the file you deposit, please type/paste them into a separated document. It will allow the librarians to copy and paste them into the application they work with.
4. Decide, with our help, what you wish in terms of access rights
Click here to see which choices you have.
This first deposit is part of the administrative process required before the defence of your Ph. D. thesis. The files remain consequently confidential. The final deposit and the diffusion conditions will be approved after the defence.
If you leave France earlier than three weeks before submitting your thesis, you may
- request an appointment before your departure if your thesis is already written
- or send your file from abroad: by email or uploaded to a file server, as is possible through the virtual learning system provided by the university (ENT/Ma communication/Mes transferts).
During the defence of your thesis
If you need to proofread or correct your text following the reviewers/examiners’ remarks, you must make a second deposit of your thesis once it is corrected. To be allowed to make this second deposit, it is absolutely necessary that you ask your examination jury to write the following mention on the form Avis du Jury :
« Thèse pouvant être reproduite après corrections mineures sous la seule responsabilité du doctorant (délai 1 mois) [à cocher impérativement par le jury si le doctorant souhaite faire un 2e dépôt] »
After the defence of your thesis
Several possibilities :
1. You have no correction to make.
You have no further steps to take as far as the digital archiving of your thesis is concerned. You may next decide to publish it on the Internet via the library.
2. You must correct your work following your defence.
If you alone are in charge of superficial or formal corrections, you have 1 month before depositing your revised work at the library. If you have to make major corrections under the authority of a jury member, you will have 3 months before you must submit your revised work to the library.
You must then deposit the revised version of your thesis and a new thesis deposit licence (.pdf or .rtf file): you can also send the signed thesis deposit licence attached to an email. If the file of your revised thesis is too large to be sent, please use the virtual learning system provided by the university (ENT/Ma communication/Mes transferts).
** To use the upload service of UPS virtual learning system: connect to the virtual learning system (ENT), click on "Ma communication" and choose "Mes transferts". Upload your file, then send us an email containing the link to your file provided by the application.
A second-deposit certificate will then be signed at the library and sent to your doctoral administration: Please note that this certificate is necessary for you to get your PhD certificate.
Important notice:
It is mandatory to give us your thesis on a DVD or a CR-ROM if your situation is one of the following :
- your thesis is confidential
- you do not wish to publish it online immediately
- the version you will archive is different from the one you will publish.
Updated 09/19/2011