• I'm a PhD student, I need to follow the instructions in the kit below: ADUM TUTORIAL - DOCTORAL STUDENT KIT
• I'm a thesis director, I need to use the following kit: ADUM TUTORIAL - THESIS ADVISOR KIT

When organizing the defense you must follow the ED procedure, see the tab "procedure".
The template for the cover page is in your ADUM private space.
Check if the thesis specialty (Computer Science, Mathematics, Mathematics-Computer Science or Applied Mathematics) is correct.
Advisors and co-advisors can historically be part of the jury. Moreover, this is not recommended because, as they are involved in the thesis project, they cannot participate in the decision to award the degree. Thus, the invited/guest position seems more appropriate.
The Cosupervisors (not HDR) must be positioned as invited/guest.

1- At least 2 reviewers members, external to the MSTII Doctoral School, to the UGA and to Grenoble, holding an HDR or an HDR equivalence (obtained from the CD3 Committee which takes place once a month, please take that into account for your deadline).
2- A total of at least 4 and a maximum of 8 members, all with PhD degree.
3- At least half of the members must be from outside the doctoral student's enrolment institution, the attached structures, the laboratory and the doctoral school.
4- At least half of the members must be University Professors (PR) or assimileted Professors (PRA). Note that, emeritus staff or staff detached into the private sector, no longer have this status.
5- At least one member HDR from UGA, either lecturer or professor who has not participated in the supervision of the thesis.
6- At least one member with the status of University Professor or its equivalent in a foreign university (full professor). See Career Comparison Sheet.

In order to respect the principle of peer review, the members of the jury must be doctors or have a clear equivalent research activity (to be justified). Be careful in your jury proposal, in particular for engineers, who should be positioned as guests.
The reviewers must be HDR and external to the MSTII Doctoral School, to the UGA and to Grenoble. For special cases (foreign reviewers who are not "professors" but have an equivalent status, researchers from a company, etc.), please provide information to obtain their HDR equivalence from the CD3 comitee (at least CV, thesis supervision, recommandation letters, arguments, etc.).
In accordance with the cooperation agreement between the UGA and the Grenoble CEA, the Research Directors of the Grenoble CEA will be considered as PRA.
The chair of the jury is a professor or equivalent. It is (theoretically) elected by the jury the day of the defense, thus it should not be indicated in the jury proposal. The chair must be a member of a University or a Research Unit (UMR), or a member of a French Public Scientific and Technological Establishment (EPST). He cannot be the supervisor of the thesis
An emeritus cannot be counted as a PRA and cannot chair a thesis jury. He can be a reviewer.
The guests do not appear in the proposal of the jury, nor in the official documents (PV soutenance), but they can be mentioned on the cover page of the thesis and may participate in the debate of the defense on invitation of the president.
Carefully fill the fields 'Function' (Professor, Lecturer...) and 'HDR' (Yes, No or Equivalence). The function must be specified as, for instance, Research Engineer. Engineer' or 'Expert' are not accepted functions. See the Ministry's document on equivalences in France for CEA, IMT, etc.: https://www.legifrance.gouv.fr/loda/id/LEGITEXT000019860291/ and for international students: Career comparaison sheet.
WARNING: the member's affiliation is not their laboratory but their paying institution. Please mention precisely either the University, CNRS, Grenoble INP-UGA, Inria, CEA...
For international co-tutelle, follow the rules stipulated in the agreement and/or adapt to the best of your ability the different regulations. CAUTION, it is often complicated and it can take time (regulations are often contradictory), contact the Doctoral School.
The jury must include at least one representative of the UGA (of which Grenoble INP-UGA is a member), Professor or HDR lecturer, who did not participate in the thesis. As a local member, he is the warrant of the institution and its rules. In particular, in the case of a partial videoconference  (if he is appointed President, the PhD student and the jury President are in the same room). Moreover, in the case of a 100% remote derogation, the director of Doctral School will delegate the technical report.

Make the request to write in English by email to the ED before starting to write (!).
A thesis written in English must also contain a global summary of about ten pages in French and chapter summaries in French.
Make sure you have completed all your 120 hours of training (including "Ethics") before you start your defence (!).
Prepare your jury at least 2 months before the defence (8 weeks is the minimum delay: planning for 10 or 12 weeks allow to manage the unexpected).
Contact the Doctoral School or your ED contact, in case of difficulties or doubts about the jury.
Make sure that the reviewers understand the deadlines and respect them (send the reports to the Doctoral School 3 to 4 weeks before the defence) to avoid postponing your defence.
Currently, the regulations do not require parity to be enforced in the jury, but it is recommanded to have at least a mix in the composition of panel.

You can defend your thesis until December 31, of the last year of enrollment without administrative re-registration.
For defences between the 3rd week of August and the 3rd week of September, the jury proposal from ADUM must be sent by email to the Doctoral School at the latest the 2nd week of June.
For defences after the 3rd week of September, the jury proposal from ADUM must be sent by email to the ED at least 4 weeks before the defence.