Request for exemption

Procedure for re-registration beyond the 3rd year of doctoral studies / thesis extension / derogatory re-registration to ED BioSPC – Université Paris Cité

Once enrolled in the BioSPC doctoral school, doctoral students undertake to complete their thesis in three years. However, requests for a derogation in the 4th year of the thesis may be granted on an exceptional basis and on the basis of the doctoral student’s motivational file (see the list of required documents below).

This procedure applies to all doctoral students wishing to extend their research beyond the 3rd year of their thesis. The extension request is therefore essential for re-registration in the 4th year of doctoral studies and beyond.

Please note: PhD students regularly registered in 2024/25 and defending their thesis by December 31, 2025 at the latest, do not need to re-register in 2025/26.

However, even if the doctoral student wishes to defend at the very beginning of the calendar year, or if the thesis contract provides for four years from the outset, the request for exemption and payment of tuition fees remain compulsory. Any doctoral student who has not re-registered, or who has not requested an extension, may be considered to have withdrawn, and will not be able to defend his or her thesis. The ED must be informed as soon as possible in the event of voluntary non-re-enrolment (i.e. a request for a “césure”, or long-term leave from work).

Reminder: The procedure for defending a doctoral thesis must be initiated 3 months before the planned date of the defense.

Find all the information you need on the dedicated page: Thesis Defense 

Procedures for re-enrolling in a derogatory year – Université Paris Cité

1. The doctoral student sends the BioSPC Doctoral School the annual extension request form (signed by doctoral student and thesis director), along with the required supporting documents:

• The duly completed and signed extension request form (unless signed by the Presidency)
• A letter from the doctoral student, dated and signed, detailing the reasons for the request to extend the thesis beyond the 3rd year
• A recent letter from the thesis director, dated and signed (= reasoned opinion from the thesis director specifying the state of progress of the thesis and the period envisaged for the defense)
• The opinion of the Comité de Suivi Individuel (CSI). Please note: the CSI report must reach the doctoral school before the end of July.
• Cotutelle thesis: document requesting extension of the cotutelle agreement (duly completed and signed) + letter from the thesis director of the partner institution
• Proof of compulsory funding during the requested extension period (1 to 12 months)
• Where applicable, a statement of RQTH status for PhD students with disabilities
• Where applicable, sick leave and proof of maternity leave.

2. Once the file has been checked and the form has been approved and signed by the ED’s management, the ED forwards the complete extension application file to the Registration Team. No documents may be sent to the Registration Team by doctoral students.

3. The Registration Team checks the application and submits it to the University Presidency for approval and signature.

4. If the extension year is granted by the Presidency, the Registration Team sends the doctoral student an automatic e-mail indicating how to re-register online.