It is possible to extend your PhD beyond the initially planned duration, generally for a fifth year.

The conditions for an extension depend on the faculties and the type of doctoral contract. In all cases, however, the procedure must be carried out using a specific Human Resources form and by submitting a complete application file to the Dean’s Office of your faculty for transmission to the Rectorate

5th year extension procedure

This file must include:

• The accompanying information sheet

• A motivated request from the doctoral candidate explaining the need for a fifth year (PDF format)

• A letter of support from the thesis supervisor

• A PhD progress report, including a timeline with completed milestones and those leading to the thesis defense

• An up-to-date CV

• The contract renewal request form (sent by Human Resources to the responsible professor three months before the contract’s expiration)

Thesis Writing: A Key Stage

Writing the thesis is a key milestone in the PhD journey. More than simply presenting research results, it requires strong analytical, synthesis, and scientific communication skills. It is a long and demanding process that can sometimes feel overwhelming. That is why it is important to start early, set realistic goals, and make use of the available resources and support.

Resources to support your writing process

• Writing workshops and retreats

Organized by the Graduate Campus and CUSO, these provide a supportive environment to make progress and exchange with fellow doctoral candidates.

• Language support

The Language center offers resources and training to help improve academic writing skills.

Language center

• Thesis format

Be sure to consult institutional and faculty guidelines regarding thesis formatting. (See Thesis Submission and deposit section)

• Use of AI 

The use of artificial intelligence in thesis writing must comply with principles of academic integrity. Doctoral candidates are encouraged to consult institutional guidelines on this topic (UniNE scientific integrity) and to discuss with their supervisor the policy applied to thesis writing. (In preparation — see also: Using AI for Thesis Writing)

• Plagiarism

Doctoral candidates are invited to review institutional guidelines on plagiarism.

• Online resources

Blogs and specialized websites can also support doctoral candidates throughout the writing process, for instance

Constitution of the Thesis jury

Before any thesis defense, the formation of a thesis jury is mandatory. While procedures may vary across faculties, they are based on shared principles.
General Provisions

• • The thesis jury must include at least three members, all holding a doctoral degree.
  • The thesis supervisor is systematically part of the jury.
  • The jury must include at least one external expert, affiliated with an institution other than the University, and recognized in the scientific field of the thesis.
  • The jury composition must be approved by the relevant faculty authority (e.g., Faculty Council, Thesis Committee, or Dean’s Office, depending on the faculty).
  • The jury is chaired by an academic authority (Dean, member of the Dean’s Office, or a designated professor).

Faculty-Specific Regulations

Please consult the doctoral regulations specific to each faculty:

• Regulations-FSLH
• Regulations-FS
• Regulations-FD
• Regulations-FSE

Private Defense (or Thesis colloquim) 

• The date of the private defense (or colloquium) can only be set after the jury has been constituted (see corresponding section).
• It is scheduled in agreement between the thesis supervisor, the candidate, and the jury members, then validated by the competent faculty authority (dean, dean’s office, or Professors’ Council, depending on the faculty).
• The official invitation is sent by the faculty secretariat.
• The defense consists of an oral examination, including the candidate’s presentation of the work and a scientific discussion with the jury.
• The jury prepares a defense report. Depending on the faculty, the final decision to award the doctoral degree rests either with the jury, the Professors’ Council, or the dean’s office.
• The jury may request corrections or additions to be made before or after the defense, within a specified timeframe. Compliance with these corrections is a condition for acceptance of the thesis.

Public Presentation (or Public Defense)

• The date of the public presentation must be agreed upon with the thesis supervisor and communicated to the faculty’s thesis coordinator.
• It must be organized within the regulatory timeframe following the private defense, as specified by the faculty.

Faculty-Specific Requirements 

 Manuscript Format

The thesis may be written in one of the following two formats:

• Monograph
• Thesis by Articles
  (In FLSH, the format must be indicated when registering the thesis topic.)

guidelines for theses by articles (FLSH)

Language of Thesis

The thesis is generally written in French. However, with the agreement of the thesis supervisor (or the thesis committee), it may be written in German, Italian, or English.

Institutional guidelines

There are no institutional rules regarding the content format of the thesis, but specific requirements apply to the title page and layout.

Template for title page (FSE)

Template for Thesis Writing (FD)
Practical guide for thesis layout

Mandatory elements of the manuscript

Each copy must include:

• A title page
• The imprimatur statement (after the title page)
• An abstract, at least in French and English
• A list of keywords before the table of contents

The title page must include:

• First name and last name of the author
• Title of the thesis
• Name of the faculty and, if applicable, the institute or sub-unit concerned
• First name and last name of the thesis supervisor(s), jury members, and the date of the defense

⚠️ Any material subject to intellectual property rights must be explicitly authorized for publication or removed from the manuscript.

Regulation on compliance with scientific integrity
Guide on scientific integrity

Submission of the Manuscript

• Submit to the thesis supervisor.
• If deemed acceptable, send to the jury members within the deadlines set by the faculty regulations before the defense.
• After the defense, if required, make the requested corrections to the manuscript before the public presentation.

Deposit of the Thesis

After the imprimatur has been issued (procedure specific to each faculty):

• Submit one or more printed copies to the faculty library within the regulatory deadlines.
• Send an electronic version (including the abstract) to the library.
• Complete the Declaration of Honor.
• A deposit certificate will be issued, allowing you to obtain the certificate of completion.
• The diploma will be awarded at the next official graduation ceremony.

Directive on thesis deposit
Pledge of honour

Dissemination of the Thesis

The electronic version of the thesis is uploaded to the University’s institutional server and made available in open access, free and immediate.

Exception: Upon motivated request (with the thesis supervisor’s agreement and approval of the dean), the dissemination may be embargoed and postponed for up to 2 years.
During this period:

• Access restricted to the university community, or
• Private access (only for the doctoral candidate).
  (See faculty-specific guidelines for details.)