Individual follow-up committee

The regulatory framework setting out the missions, composition and operation of the doctoral student's Comité de Suivi Individuel (CSI) is specified in article 13 of theministerial decree of August 26, 2022, amending the decree of May 25, 2016, setting out the national framework for training and the procedures leading to the award of the national doctoral diploma. This is recalled in the appendix to this document.

The implementation of the ISC is a mission entrusted to the doctoral schools (ED) by the aforementioned decree, according to terms decided within them.

*Texts in italics in this document are taken from the Order of August 26, 2022 amending the Order of May 25.

As specified in the above-mentioned article 13, the CSI's missions include support, assessment and monitoring.

Support and assessment missions

The doctoral student's individual monitoring committee provides support throughout the duration of the doctorate.

During interviews with doctoral students, the committee assesses the conditions of their training and the progress of their research. The ISC does not evaluate either the doctoral student or the thesis director.

• The ISC monitors and makes recommendations to the doctoral student, the thesis director and the director of the doctoral school (ED). It provides an outside perspective on the work and progress of the doctoral project, which all parties involved can use constructively;
• The ISC monitors the doctoral student's progress in presenting his or her research work, demonstrating its quality and innovative character, and situating it in its national and/or international scientific context. In particular, the CSI encourages the doctoral student to clearly explain and defend his or her approach and the scientific directions taken in the context of his or her thesis project;
• The CSI also helps the doctoral student to master the temporality of his or her project, and to plan its completion within the planned timeframe;
• The CSI helps doctoral students to take stock of the progress of their work, and to develop their scientific culture, international outlook, expertise and skills.

Monitoring mission

The doctoral student's individual monitoring committee ensures that the program is running smoothly, based on the doctoral charter and the training agreement.

During the interview with the doctoral student, the ISC is attentive to any difficulties encountered by the student. Its role is not to resolve these difficulties, but to alert the ED. It is particularly vigilant in identifying any form of conflict, discrimination, moral or sexual harassment or sexist abuse.

The ISC must meet before students enroll in their second year, and then before each new enrolment until the end of their doctorate.

Renewal of registration is subject to the opinion of the CSI.

Article 11 of the aforementioned August 26, 2022 decree specifies that: " Registration is renewed at the beginning of each academic year by the head of the establishment, on the recommendation of the doctoral school director, after receiving the opinion of the thesis director and the doctoral student's individual monitoring committee." Article 14 of the same decree also specifies that : " Annual extensions may be granted on an exceptional basis by the head of the establishment, on the recommendation of the thesis director and after consulting the doctoral school's monitoring committee and director, at the reasoned request of the doctoral student."

Interviews are organized in three distinct stages :

• Presentation of work progress and discussion ;
• Interview with the doctoral student without the thesis director;
• Interview with the thesis supervisor without the doctoral student.

These three stages may be held at different times or dates.

The presentation to the ISC of the doctoral student's scientific work and the scientific questions on this work can take place in a public setting (ED scientific days, laboratory seminar, etc.).

On the other hand, the committee's discussions with the doctoral student without the thesis supervisor, and with the thesis supervisor without the doctoral student, take place behind closed doors, so that everyone can express themselves freely during the discussions. Everyone is bound to discretion and benevolence with regard to what has been discussed during the meeting.

Before the annual meeting

• The doctoral student prepares and submits an annual progress report to the members of the ISC. The format of this report is defined by the ED;
• The doctoral student provides CSI members with an updated skills portfolio and training plan ;
• The ED will inform CSI members of the procedures for forwarding these documents;
• ISC members take note of the present document, in particular the list of questions that may be addressed below.

During the meeting

• ISC members should set aside a short time at the start of the meeting to clarify the framework, objectives and procedure.
• CSI members should ensure that they address all points they deem necessary or useful to ensure that the doctoral student's thesis is progressing smoothly;

At the end of the meeting

At the end of the meeting, the ISC makes recommendations and sends a report on the meeting to the thesis director and the doctoral student, who must add it to his or her ADUM profile when applying for re-registration.

The report must be signed by all parties, including the doctoral student!

In its report, the ISC :

• Evaluates the conditions of the doctoral student's training and the progress of his or her research; may highlight strengths and areas for improvement;
• Formulates recommendations and advice;
• Gives its opinion on re-registration and, where appropriate, on extending the duration of the thesis;
• Ensures that, for doctoral students preparing their thesis in parallel with another professional activity, the arrangements and conditions for preparing the thesis as initially planned are adapted;
• In the event of difficulties, alerts the ED, which takes any necessary measures concerning the doctoral student's situation and the progress of his/her thesis. Depending on the nature of the difficulty, the CSI may report it either in the interview report or in a confidential document given to the ED director alone;
• In the event of acts of violence, discrimination, moral or sexual harassment, or sexist behaviour, the ED notifies the department for respect and equality as soon as it becomes aware of the situation.

After reviewing the doctoral student's annual activity report and hearing a presentation of his or her work, the ISC may, for example, address the following questions:

Progress of doctoral project

• Is research progressing satisfactorily? Is the doctoral project on schedule? If not, by how many months would it be necessary to extend the preparation of the thesis to allow for defense?
• Has the research question been properly identified? Is the doctoral student able to situate his or her work in the national and/or international scientific context, to identify what it will contribute to the field of knowledge, and what will constitute the originality and innovative character of the thesis?
• Does the doctoral student have a clear vision of the research process underway, and of the research to be carried out before the defense?

Conditions for training the doctoral student

• Is the dialogue between doctoral students and supervisors satisfactory? Is the doctoral student well integrated into the research team or unit, or into a scientific community? Does he or she feel isolated?
• Are the scientific, material and financial conditions required for the doctoral project to run smoothly?
• If the doctoral student is preparing his or her thesis in parallel with another professional activity, is the division of time between these various activities appropriate? Is there a need to review the conditions under which the doctorate is being carried out?
• If the doctoral student is preparing his/her thesis within a partnership framework (interdisciplinary, international or with a partner from the socio-economic world), are the conditions of this partnership satisfactory? Is collaboration between the various players effective?
• How are the thesis director and, where applicable, the co-director and co-supervisors responsible for supervising the thesis? Are the supervision arrangements appropriate or in need of revision? If the scientific direction of the doctoral project is shared, is the supervision team functioning satisfactorily? Is everyone's role clearly understood by the doctoral student?
• Are they sufficiently motivated and determined to make progress in their work?
• Are they exposed to psychosocial risks? Is he or she subject to harassment, discrimination, violence, and in particular sexist and sexual violence or sexual harassment?

Developing doctoral students' skills and preparing for their future careers

• Is the doctoral student's written output sufficient (progress report, bibliographical review, articles, thesis chapters, etc.)? If so, how did the doctoral student and supervisor work together to draft and proofread the written work? Is the doctoral student aware of the principles of scientific integrity relating to publication, signature and copyright on scientific productions?
• Are the doctoral student's exhibition skills satisfactory?
• Do doctoral students have opportunities to develop their scientific culture and national and/or international openness (participation in conferences, seminar cycles, thematic schools, etc.)? Is the development of general knowledge and disciplinary expertise satisfactory?
• How far have you got in preparing for your future career? Has he reflected on his skills, his training plan and complementary activities (cf. skills portfolio)? Does the doctoral student have professional experience outside research (e.g., teaching, expert appraisals, scientific culture)?
• Has the doctoral student been made aware of research ethics and scientific integrity, the challenges of open science, the dissemination of research work in society, and sustainable development?

What is the right length for an ISC?

The time devoted to the doctoral student's presentation of his or her research work to the ISC members must be long enough for the committee to be able to assess the progress of the work and the doctoral student's capacity for exposure.

The time devoted to private interviews with the doctoral student and the thesis supervisor should also be sufficient to cover all other aspects.

Is videoconferencing possible?

The ISC can be organized by videoconference. This facilitates the participation of external members and reduces travel time. However, the conditions used must not stand in the way of free expression and the human exchanges that facilitate it. For example, it is generally necessary to open one's camera during private interviews, and it can be reassuring to specify that interviews are not recorded.

Who organizes the ISC meeting?

Each laboratory attached to ED62 has a CSI referent who determines the organization within the Research Unit.

It is recommended that CSI meetings be organized before the summer vacation period and/or during the start of the academic year. They must be held before the thesis re-registration deadline.

However, a CSI can be organized at any time of the year at the request of the doctoral student, the thesis supervisor, the laboratory or the Doctoral School.