Professional Documents
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Practical Guide For PHD Candidates at Epfl: Version: August 12, 2008
Practical Guide For PHD Candidates at Epfl: Version: August 12, 2008
c ACIDE, EPFL 2006, 2008
ACIDE wishes you to spend on our campus some very fruitful years,
rich in learning and exciting discoveries.
by the ACIDE committee.
c Jean Berney.
iii
Foreword
Dear Doctoral students
The time you spend in the classroom and laboratory with bachelor’s
and master’s students is an important part of your preparation for
an academic career, and an important part of their student
experience as well. You may be surprised at how rich a source of
contacts and ideas those hours turn out to be.
iv
PhD lexicon & List of abbreviations
The PhD lexicon
In order to better understand the EPFL documents concerning the
doctorate, which are sometimes exclusively in French, we provide you
with a small English-French lexicon for the most important
expressions:
Dean Doyen
Doctoral degree Doctorat
Employment specifications Cahier des charges
Enrolment Immatriculation
Entrance examination / Qualifying examination Examen d’admission
Member of the thesis jury Rapporteur de thèse
Microprocessor card CArtes à MIcroPROcesseur (CAMIPRO)
Oral thesis defense (closed committee) Examen oral
PhD graduate Docteur ès Science
PhD candidate Doctorant
Public thesis presentation Soutenance publique de thèse
Research assistant Assistant
Research plan Plan de recherche
School Faculté
Student Étudiant
Thesis supervisor Directeur de thèse
Unemployment insurance Assurance chômage
Vice-President of academic affairs Vice-président pour les affaires académiques
Work certificate Certificat de travail
List of abbreviations
There is a large list of abbreviations and acronyms in use at EPFL
to denominate Institutes, Associations etc. To facilitate the
newcomer the entrance into this slang, we will shortly give a
compilation of the most important ones.
v
ACIDE Association du corps intermédiaire de l’EPFL
SAC Service academique
MER Maître d’enseignement et de recherche
BSc Bachelor of Science
MSc Master of Science
EDOC Doctoral School
CdH College of Humanities
CdM College of Management of Technology
ENAC School of Architecture, Civil and Environmental Engineering
SB School of Basic Sciences
STI School of Engineering Sciences and Techniques
SV School of Life Sciences
IC School of Computer and Communication Sciences
vi
Contents
Welcome iii
Foreword iv
Contents vii
1 Introduction 1
5 Progression of a thesis 30
5.1 How long is a PhD at EPFL? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
5.2 You and your supervisor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
5.3 Group meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
5.4 Working in the lab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
5.5 Safety in the Lab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
5.6 Working as teaching assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
5.6.1 A short summary of EPFL’s school system: . . . . . . . . . . . . . . . . . . . . . . 34
5.6.2 Tips for teaching assistants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
5.7 Exchange programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
vii
5.8 Protection of results and technology transfer . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.9 Publications of results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.10 Annual report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
5.11 Thesis writing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
5.12 Registration for the exam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.13 Choice of the jury . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.14 Submission of the manuscript . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.15 Oral thesis defense (closed committee) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.16 Submission of the final print version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.17 Public thesis presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
5.18 Publication of the Thesis on the net . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
5.19 Literature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
11 At your service 61
11.1 CAMIPRO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
11.2 GASPAR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
11.3 Sports facilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
11.4 Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
11.5 Language center . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
11.6 Social Services - The (HELP) program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
11.6.1 ‘La Main Tendue’ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
11.6.2 Social advice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
11.6.3 Psychological support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
11.6.4 Mediation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
11.7 Human Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
11.8 Academic service (or SAC for ‘Service Académique’) . . . . . . . . . . . . . . . . . . . . 67
11.9 Associations and exchange forum . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
11.10 Day-care centers - nurseries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
11.11 Equal Opportunities Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
viii
12 Especially for PhD candidates from abroad 70
12.1 Switzerland, Lausanne, a quick glance . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
12.1.1 Switzerland . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
12.1.2 Lausanne . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
12.2 Passport, visa & residence permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
12.3 Traveling and transport . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
12.4 Accommodation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
12.5 Getting your phone line installed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
12.6 Cost of living . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
12.7 Insurances, health . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
12.8 Bank account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
12.9 If you have children . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
12.10 If you have a car . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
12.11 You work at EPFL, but you live in France . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
12.12 Reading list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
13 Useful adresses 78
13.1 Where to stay the first week . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
13.2 Emergency call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Appendix 80
13.3 Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
13.4 Maps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Bibliography 82
ix
1
Introduction
Hi!
First of all congratulations for your decision to do a PhD at EPFL, a place of natural beauty that
will offer you everything you can expect from a renowned top-level technical university.
The next four years will probably be among the most intensive of your life. You will invest a large
part of your personal effort and time in your thesis. Moments of delight will alternate with moments
of discouragement.
You will get to know lots of interesting people and make friends who will probably stay your
friends forever.
As in all real adventures, the final destination of your research is not known before you will arrive.
That is what makes research a great experience - day by day. Enjoy!
The goal of this guide is to provide PhD candidates with useful and up-to-date information that
covers all the different aspects of a thesis at EPFL. Where available we refer to existing web sites in
order to give you access to the most up-to-date and detailed information.
This guide comprises most of what you need to know, from the enrolment to the choice of your
topic, until the defense. This is a guide written by PhD candidates for PhD candidates. We will tell
you how things really are. Knowing that a large number of the PhD candidates at EPFL come from
abroad, we dedicated a whole chapter to them.
We hope you will find it useful and wish you a diverting reading.
1
Acknowledgements A guide such as this cannot be produced without the assistance of many peo-
ple. We would like to thank the PhD commission of ACIDE (Sébastien Ambert, Camille Boucarut,
Robin Ewans, Florian Seydoux and Wajd Zimmermann), the members of the Committee of ACIDE
(special thanks to Pierre-André Haldi), the deanship of the Doctoral School (Sandra Jacot-Descombes,
Hélène Moriggi and the Dean of the Doctoral School, Andreas Mortensen) as well as AVETH, the As-
sociation of scientific staff at ETH Zürich.
Thanks to Lars Kappei, Grégoire Pépiot, Emile Dupont and Amanda Prorok for writing parts of
this document and for providing the final corrections.
Disclaimer This booklet is produced for information only and does not pretend to be exhaustive.
Every effort has been made to ensure that it is accurate at time of publishing. However ACIDE is not
bound by any error or omission therein.
2
2
Structure and organization of EPFL
2.1 General organization
Situated in the heart of Europe, the Swiss Federal Institute of Technology, Lausanne (École Poly-
technique Fédérale de Lausanne - EPFL) is, with its sister school in Zürich, one of Europe’s leading
institutions of science and technology.
The wide EPFL campus is located close to the shore of ‘Lac Léman’ (also known as Lake of Geneva).
At time of writing (2005), it comprises 5000 000 m2 of top research facilities, 4900 bachelor (BSc) and
master (MSc) students, 1400 PhD candidates and 2200 staff members.
With some 100 nationalities represented on its campus and around 50 % of its teaching staff
originating from abroad, mainly Europe and America, the EPFL has a truly international flavour 1
(November 2004).
3
The scientific staff at EPFL is affiliated to these research units (School/Institute/Laboratory). Teach-
ing for PhD candidates is organized in the framework of the Doctoral School. The Doctoral School is
independent of the above mentioned structure, and offers around 20 different Doctoral Programs.
The following table will give you an overview of the seven Schools and their affiliated bachelor
(BSc) and master (MSc) teaching and research partitions (Sections and Institutes).
• Architecture, Civil and Environmental Engineering (ENAC)
‘Design and build together’
Teaching : Research:
4
• Basic Sciences (SB)
Teaching : Research:
. Section of Chemistry and Chemical En- . Institute of Chemical Sciences and En-
gineering (SCGC) gineering (ISIC)
. Section of Mathematics (SMA) . Institute of Analysis and Scientific
. Section of Physics (SPH) Computing (IACS)
. Institute of Mathematics (IMA)
. Institute of Mathematics B (IMB)
. Institute of Geometry, Algebra and
Topology (IGAT)
. Institute of Physics of Energy and Parti-
cles (IPEP)
. Institute of Physics of Complex Matter
(IPMC)
. Institute of Physics of Nanostructures
(IPN)
. Institute of Quantum Photonics and
Electronics (IPEQ)
. Institute of Theoretical Physics (ITP)
. Interdisciplinary Center for Electron
Microscopy (CIME)
. Plasma Physics Research Center
(CRPP)
. Quantum Photonics (NCCR)
• Engineering Sciences and Techniques (STI)
‘The meeting point of science and engineering’
Teaching : Research:
5
• Life Sciences (SV)
Teaching : Research:
6
2.3 Doctoral School
Doctoral Programs are organized independently of the vertical structure of Schools, Sections and In-
stitutes. A given Doctoral Program may cover teaching fields normally associated to different Schools.
Doctoral Programs have been introduced at EPFL in 2003. Since January 2006, all doctoral candidates
at EPFL have to be enrolled in a Doctoral Program.
A Doctoral Program pools resources of a grouping of research units around a scientific discipline.
It organizes the recruitment of its PhD candidates, provides them with an administrative and intellec-
tual hub on campus and offers them a menu of advanced courses. Courses of EPFL’s Doctoral School
are listed in EPFL’s Doctoral School course book. Beside his (or her) PhD research project, each PhD
candidate belonging to a program, has to obtain a minimum of twelve credits (one credit generally
corresponds to 14 hours of educational training).2
Each Program is headed by a Director and is run by a secretariat and a committee. The Doctoral
School is headed by a Dean and run by the Doctoral Commission (http://phd.epfl.ch/page55525.html).
More informations on the organization of the Doctoral School can be found on the official web site of
the Doctoral School: http://phd.epfl.ch/
You may choose among the following Doctoral Programs:
7
• Chemistry and Chemical Engineering (EDCH)
This program trains chemical engineers and molecular scientists through academical research.
It offers a large selection of in-door and out-door graduate courses.
All modern aspects of molecular sciences including biotechnology, biophysical chemistry, mole-
cular biology, bioorganic and bioinorganic chemistry, preparative inorganic and organic che-
mistry, natural product and target synthesis, glycochemistry and glycobiology, catalysis, organo-
metallic chemistry, supramolecular chemistry, physical chemistry, theoretical chemistry, molec-
ular modelling, electrochemistry, spectroscopy, analytical chemistry, photonics and surface sci-
ences can be studied.
The molecular sciences are the fundamentals for life sciences and material sciences.
Our school gives the possibility to chemists, biochemists and engineers to become experts in
the manufacturing of sophisticated substances and materials of high-added value applying the
methods of modern chemistry, chemical engineering and biotechnology.
The Doctoral Program benefits from the collaboration with the neighboring Universities of Lau-
sanne and Geneva and from a special partnership with the "École Polytechnique", Palaiseau
near Paris, and the Universities of Paris 6, Paris 11, Bordeaux , (France), and Louvain-la-Neuve
(Belgium).
• Computer, Communication and Information Sciences (EDIC)
EPFL offers an interdisciplinary program for doctoral studies in computer, communication and
information sciences.
The program includes seminars, advanced course study and personal research:
- A variety of seminars introduce the research problems of current interest in many fields.
- A series of advanced courses aim at equipping the PhD candidates with the advanced tech-
niques that may be useful in attacking the research problems. The major part of the study is
original research, conducted under the direct supervision of a faculty member and resulting in
a PhD thesis.
The research areas covered by this program are manyfold, at the crossing of Computer Science,
Electrical Engineering, Information Technologies, Communication, Mathematics and Life Scien-
ces. Browsing through the list of thesis directors and research groups will give you a better idea
of our activities.
This PhD program is in English and offers a very international environment.
• Energy (EDEY)
The design, development and management of energy systems that will meet the needs of a
growing human population without inconsiderately wasting precious unrenewable resources
and without irreversibly damaging our natural environment - in brief, sustainable energy sys-
tems - is one of the most important and crucial challenges facing Humanity in the 21st century.
The objective of the doctoral program in Energy is to provide an educational environment that
should help EPFL PhD candidates to develop the ability to contribute to the advancement of sci-
ence and technology through creative research in various fields of energy. The program aims at
educating PhD candidates to use scientific and engineering principles and tools in fundamental
and applied research in the domain of energy science, including the analysis, design and oper-
ation of energy systems to solve problems across a wide spectrum of potential applications and
scientific disciplines. Therefore, the curriculum emphasizes basic concepts and methodologies
more than particular applications. The Ph.D. in Energy is a specialized degree built on a broad
base of physics, mathematics and engineering science. The course program concerns advanced
concepts under development in energy sciences and specialized studies in areas relevant to the
PhD candidate’s research focus.
• Environment (EDEN)
The natural, architectural and built environment presents a great challenge to scientists, engi-
neers and architects of the 21st century: impending climate changes (greenhouse effect, ozone
layer), increased natural risks (geological catastrophes, inundations), preservation of the equi-
librium of the biosphere (ecosystems, biodiversity), the gradual depletion of natural resources
8
(fossil energy, subsoil) and the continuing degradation of our environment (air and water pol-
lution, soil contamination) are central preoccupations of the doctoral program "Environment"
of the EPFL. Thanks to a large and diversified offer of modular courses, PhD candidates will
acquire solid scientific and methodological knowledge that will allow them to tackle complex
environmental problems in the framework of their doctoral thesis. The global and interdisci-
plinary aspects of environmental issues are fully taken into account in this doctoral program, as
it spans a large part of the activities of the EPFL School of Architecture, Civil and Environmental
Engineering (ENAC) as well as some of the EPFL School of Basic Sciences (SB).
• Manufacturing Systems and Robotics (EDPR)
The ability to produce goods meeting people’s needs and wishes in an economically efficient
way, while preserving natural and environmental resources is essential to the well-being and
stability of every society. The fields of manufacturing systems and robotics are at the core of
this challenge. This is why this program focuses on them. Smart autonomous behavior, high
dynamics, precision and extreme miniaturization, flexibility and reliability, these are some of the
requirements for modern manufacturing and robotic systems. Design, development and mana-
gement of such systems call for increased integration of multidisciplinary skills and very high
scientific competences. The goals of the program "Manufacturing Systems and Robotics (MSR)
are to provide PhD candidates in manufacturing and robotics with the necessary theoretical
background through a diverse offering of graduate courses and to review current research and
state of the art in the field. The program and its courses thus serve as a multidisciplinary discus-
sion platform for graduate students providing impetus for their research and stimulating their
creativity.
• Materials Science and Engineering (EDMX)
Materials very often set the bounds for what can be achieved by man. Materials Science and
Engineering aims to push these bounds by investigating, understanding and engineering the
relations that exist between the microstructure, the synthesis and processing, the properties,
and the performance of all materials, i.e. of what we make all engineered structures from. It is
a highly multi-disciplinary field, situated at the forefront of modern science and technology.
9
Materials Science and Engineering is a strong focus of research at EPFL, and many PhD can-
didates are pursuing their thesis in this discipline. The EPFL Doctoral Program in Materials
offers the entryway, contacts to interesting research groups in and outside EPFL, and advanced
courses to EPFL’s PhD candidates in Materials. Research in Materials Science and Engineering
at EPFL encompasses essentially all classes of materials including metals, ceramics, polymers,
semi-conductors and composites, aimed at a wide array of applications that span from modern
microelectronic devices over hot blades of aircraft turbines to biomedical devices. Laboratories
active in Materials Science and Engineering at EPFL comprise the nine laboratories of EPFL’s
Institute of Materials and many laboratories within other research Institutes of the School of
Engineering Sciences, the School of Basic Sciences, the School of Architecture, Civil and En-
vironmental Engineering. Many of these courses are taught in common with other schools in
Switzerland or abroad like the Max Planck Institute in Stuttgart and soon the KTH Graduate
School at the Brinell Center in Stockholm.
• Mathematics (EDMA)
Mathematics represents one of the highest peaks of human thought and achievement. Beautiful
though they may be, mathematical results are not merely museum-pieces, but also form a vital
underpinning for every branch of quantitative knowledge, including all domains of science and
engineering. Mathematics is in constant and vigorous development, driven both by its internal
dynamics and by the demands of other disciplines. The spectrum of mathematical research at
EPFL reflects both this vigour and this diversity. It ranges from fundamental domains such
as geometry and algebra, which despite their reputations as ’pure’ topics nonetheless have in-
creasingly important applications in areas such as communication systems, to more ’applied’
domains such as numerical modelling, statistical science, and operations research, in which re-
search is generally motivated by challenging real scientific and technological problems. EPFL
researchers conduct high-level investigations across a wide spectrum of contemporary math-
ematics and enjoy high international reputations for their work. The EPFL Doctoral Program
in Mathematics reflects this. It offers the point of entry and the administrative home for EPFL
doctoral candidates in mathematics, and provides them with advanced courses and training.
• Mechanics of Solids and Fluids (EDME)
The theme of this doctoral school is the nonlinear mechanics (kinematics, dynamics, energet-
ics) of large transformations of solids and fluid flows (geometric non-linearities), together with
the strength of materials (elasticity, viscoelasticity, elastoplasticity, damage, fracture) and the
rheology (viscosity) of non-Newtonian liquids (material non-linearities). Intermediate sub-
jects such as contact mechanics and tribology, fluid-solid interactions, phase transformations,
nonsmooth mechanics and multidisciplinary extensions such as thermomechanics, chemico-
mechanics, biomechanics are offered (and delivered according to PhD candidate demand). The
ambition of the program is to cover the theoretical formulation (functional, variational and
differential), the numerical simulation (space, time and matter discretisations) and the experi-
mental identification (heterogenous/anisotropic material testing, optical diagnostic techniques,
signal processing) of relevant mechanics problems. On the theoretical side, contemporary mul-
tiscale models (hierarchical, reduced...) and correlated micro-macro scale bridging methods
(homogeneisation...) are emphasized in several courses and proposed as thesis subjects. The
objective of the program is to form highly knowledgeable and innovative research scientists in
the modern aspects of continuum mechanics.
• Microsystems and Microelectronics (EDMI)
The EPFL Doctoral Program in Microsystems and Microelectronics offers the entryway, the ad-
ministrative home and advanced courses to EPFL’s doctoral candidates in Microsystems and
Microelectronics. Microelectronics forms one of the pillars of our industrial society. Thanks to
the hand-in-hand development of circuit design, technology development and advanced char-
acterisation techniques, integrated circuits have become ever more powerful, faster and more
functional. Modern microelectronics deals also with new phenomena and technologies to real-
ize nanometer size structures. Microsystems are devices and systems of very small dimensions,
like physical and chemical sensors, actuators, microfluidic circuits or micro-optical systems. The
field of Microsystems has developed into a multidisciplinary activity, where physics, chemistry,
biology and micro-and nano-technology converge.
10
• Neurosciences and Developmental Biology (EDNE)
The neurosciences have become an extremely exciting field in life science during the past decade:
important milestone discoveries about the nervous system have been made, and new technolo-
gies have become available. Despite these advances, how the brain as a whole is established
during development and how it really works still remains a mystery. The "Neuroscience and
Developmental Biology" PhD program (EDNE) is offered by participating research groups who
study a wide range of topics such as neurotransmission, neural development, neurodegenera-
tion and stem cell differentiation. The program is further strengthened by collaborative Neuro-
science research and training opportunities among universities in the entire Lake Leman area
(EPFL, University of Lausanne, University of Geneva). In particular, there is a close cooper-
ation between the EDNE doctoral program and the Neuroscience doctoral programs of those
two universities. Neuroscience Research at the EPFL encompasses the School of Life Sciences
and the Brain Mind Institute. This program offers many diverse and interdisciplinary research
opportunities. For example, several groups are investigating how networks of different neu-
rons are formed, and how these neurons communicate within the circuit. This is carried out by
electrophysiological approaches as well as by computational modelling. Other groups are try-
ing to elucidate the molecular causes of neurodegenerative diseases, and invent gene therapy
approaches for clinical application. Other research laboratories of the program study mecha-
nisms of synaptic transmission and plasticity during learning and memory. Finally, the pro-
gram includes groups who are interested in the differentiation of stem cells and their possible
therapeutic applications.
• Photonics (EDPO)
Photonics is playing a major role in our high-tech society, where it is key to applications such as
signal transmission and processing, imaging, quantum communication and quantum comput-
ing, metrology, biosensors, remote sensing,... This diversity exists also at EPFL, where photonics
is actively present in each school, from basic sciences to applied engineering. The doctoral pro-
gram in photonics was created as a trans-faculty program to take advantage of this fantastic re-
search spectrum. With professors covering many different facets of photonics, the PhD-students
have the opportunity to acquire in-depth knowledge in several chapters of photonics, while
being able to broaden their horizons by taking advantage of the diversity available on-site, a
definite asset for their future scientific career! EPFL is also the leading house for the National
Center for Competence in Research "Quantum Photonics", which unites researcher in photon-
ics from all around Switzerland. As a consequence, external professors to EPFL contribute to
the quality and diversity of the doctoral program in photonics. The number of courses taught
each year has been limited on purpose, and the courses have been selected to provide a solid
education in photonics over a 3 or 4 years period.
• Physics (EDPY)
The doctoral program in Physics offers the entryway, the administrative home and advanced
courses to EPFL’s doctoral candidates in physics. Possible thesis research subjects include to-
pics in condensed-matter, energy, astrophysics and biophysics. Solid matter at the nanoscale
is the principal research activity of the Institute of Nanostructure Physics. The seven laborato-
ries of the Institute of Physics of Complex Matter are involved in the study of nanostructures,
nano-mechanics, new electronic materials, thin films, mechanical spectroscopy, physics of X-
rays, cellular biophysics and biomechanics. The Plasma Research Center is doing research in
the field of controlled fusion and of material irradiation. The Laboratory of Physics of Reactors
is studying new systems for a safe use of nuclear energy. The Laboratory of Physics of Par-
ticle Accelerators is working in the development of an electron gun with very low emittance.
The Institute of Quantum Electronics and Photonics is built around the semiconductor device
physics, nanostructures and quantum optoelectronics. The Institute of Theoretical Physics stud-
ies condensed matter by statistical physics, properties of complex non-linear and chaotic sys-
tems. The Laboratory of Ultrafast Spectroscopy is mainly concerned with structural dynamics
at the femto-second time scale of molecular systems, solids, and proteins.
11
• Structures (EDST)
The research activities in the domain of structural engineering are currently developed accor-
ding to the following principles :
. development of new structural concepts, particularly new structural systems, elements
and materials, using for example : analytical methods, testing and active control
. development and application of methods, for the evaluation, maintenance and improve-
ment of structures, and for the systematic use of measurement methods for the monitoring
and assessment of structures
. study the behaviour of new and traditional materials, in particular their influence on the
performance and durability of structures
. development and application of information technologies
Recent scientific trends in areas such as structural materials, sensors, modelling and comput-
ing indicate that much important information needs to be taught in the areas of structures and
materials at the graduate level. The goal of the Structures program is thus to provide PhD can-
didates with the necessary scientific knowledge to advance methods of structural engineering
for: (1) the conceptual design and analysis of new structures and materials, with emphasis on
innovative structural systems using high performance materials and components, and (2) the
examination of existing structures and development of strategies for extending service lives.
Theses activities are performed within the natural, architectural and built environment and
have to respect the principles of sustainable development.
• Management of Technology (EDMT)
The field of management of technology itself has become, for engineers and scientists, a new
competence, marrying knowledge of technology with competences in management, entrepreneur-
ship, and social sciences. These themes inform this established and rapidly developing aca-
demic field, which is based on a combination of disciplines associated with traditional business
schools, industrial engineering programs, and social science programs. The cross-disciplinary
nature of its research and educational activities is one thing that unites the College of Manage-
ment of Technology, but the focus remains on the specialized topics of economics of innovation,
high-technology venturing, technology commercialization, and related areas such as supply
chain management. The program embraces a field in which engineers and scientists have to
play an increasingly fundamental role: the interaction between the science of management and
technological development in research labs and end-use in its socio-economic context. The ob-
jective of this program is precisely to associate PhD students and researchers in this fully evolv-
ing science of the management of technology.
12
3
PhD, what does it mean?
3.1 How to become a researcher
Nobody is born a researcher. You have to become one. Studying for a PhD will probably be the
last but the most decisive stage in the education of a young person who wants to devote him- or
herself to the organized search for a greater understanding of the natural and anthropogenic world.
This includes the ability to produce, manipulate and control new phenomena, methodological tools,
instruments and other artifacts.
Up to this point, much of one’s life had been dedicated to learning. But the previous experience
differs from what happens now. For the first time, PhD candidates are challenged to actively intervene
in the observation and manipulation of a scientific reality. In previous stages of their education,
students had to show their mastery of the content of an object world and the appropriate methods
for examining it, essentially by digesting knowledge that had been didactically prepared for them.
They learned how to put it to use. But in order to do so, the problems had to be carefully defined and
purposefully selected by their teachers. In general, solutions were known, the conceptual frameworks
of reliable knowledge were given, methods and procedures were standardised and had only to be
learnt, understood and applied.
Students were introduced to a world of knowledge in which their teachers had laid out for them
the pathways through which the known destinations could be reached by well proven and validated
procedures. Entering the PhD stage means that learning through imitation has to be surpassed. PhD
candidates are now expected to do research on their own. They are no longer supposed to act within a
frame of knowledge that is given but to strive for an active synthesis, which includes what is already
known but also what has yet to be found. Method and meaning of learning change. Studying for a
PhD means to become an active producer of new scientific knowledge and technological artefacts. It
is easy to see why this can be such a frightening experience at times. It marks the shift from the ‘mere’
reproduction of knowledge to production, from dependence on those who have selected for you what
you are supposed to know to a state of independence that requires and results in originality of ideas,
finding new approaches or trying out new methods. PhD candidates are expected to become similar
to those whom they identify with as top researchers. Their closest role models in this context are their
supervisors. For the PhD candidates, the supervisors represent at the same time the professional
audience and the wider scientific community that will evaluate their future work (adapted from [1],
with kind authorization of AVETH).
Core capabilities
During the next four years or so, you will acquire a very specialized knowledge in your domain of
research on the one hand and gain many ‘generic’ competencies on the other hand. The following
competencies will constitute your main assets for the job market and for your future career [2]:
• Pursue a scientific research project in an autonomous professional manner.
. Realize a scientific project with constraints (time, money, risks).
. Define, elaborate and conduct a new scientific project.
13
• Provide innovative solutions for complex problems that do not have an evident or known solu-
tion using a rigorous scientific approach.
. Proof of a rigorous and critical thought process.
. Respect of intellectual property.
. Attention to ethical considerations.
• Acquire deep knowledge in your domain of study.
. Mastery of your subject.
. Profound knowledge in your domain.
. General knowledge in your discipline.
• Communicate with ease and clarity in diverse situations the result of a scientific work you did
or the knowledge of your discipline.
. Write scientific articles, technical reports in your mother tongue and/or in English and/or
in French.
. Give conference presentations.
. Teach at a university level.
. Use information technologies (presentations, data bases).
14
As encouraging these numbers could be, it has to be underlined that the situation of the employ-
ment market has become incomparably more difficult since 1999. However, such a situation tends to
favour more qualified candidates.
Another interesting result of the cited survey is that more than half of the inquired graduates
regret in retrospect not having seized the opportunity to tie relations with companies during their
thesis work. Furthermore, a significant part of them missed teamwork as well as experience in project
management during their thesis work. These points may serve as a stimulus for their successors to
pay more attention to those criteria.
15
• Do you have an idea of what you will do after your PhD?
If I can and if some countries still promote public research in a few years, I will go on doing
fundamental research. Otherwise I don’t know: probably work in some industry’s R&D de-
partment.
16
I "googled" for his name on the internet, found his EPFL web page and wrote him an email.
Eight months later, I was on a plane for Geneva!
• Do you have an idea of what you will do after your PhD?
I’m working on it! A medical devices company back in the US is my first idea. I’m hoping that,
while most engineers back home have just a master, biological companies will see a PhD and
my international experience as an asset. Recruiting here is less intense than I’m used to, but I’ve
managed to maintain and grow my professional network even from across the ocean. Wish me
luck!
17
• How did you choose your supervisor?
I have chosen my thesis supervisor by taking into account the topic and the laboratory. In first
place, I was interested in the research subjects of the lab as well as by the proposed thesis project;
an interview with my thesis supervisor convinced me of starting a PhD in his group.
18
The almost total freedom he gives his students corresponded to my way of working. Some
people prefer to be strongly directed and to have a daily feedback on their work. Personally I
like better doing a task and discussing it when the first results show up. Or they do not, and a
solution needs to be found.
I also found it easier to get involved in a four year research project knowing the people I was
going to work with.
19
Michael Gösch, PhD in biomedical optics, graduated in 2003
(Karolinska Institute, Sweden)
20
• If you could do your PhD again, what would you do differently?
I would choose more carefully the subject of my thesis and probably I would choose something
more applied.
• What would you advice to a young PhD candidate who has just started her/his PhD?
Jump into your thesis project right away. I think most students focus on coursework first, and I
probably did too when I was pursuing my PhD. I think that I learned a lot more from pursuing
my research than I did from my coursework (even though I took some really great courses!).
Conversely, I think I also got more out of my courses after I had a concrete project to which to
apply the concepts I was learning.
21
• What would you advice to a young PhD candidate who has just started his PhD?
Use the research freedom that usually comes with the job and try to make something original,
personal out of it. Though the thesis adviser is helpful and should be consulted and listened to,
the young student should not be afraid to explore things on her/his own.
22
4
Admission & Enrolment in Doctoral
School
Please refer to the official site http://phd.epfl.ch for updated informations on this subject.
In this chapter we will often make reference to the legal text on the PhD studies at EFPL. We
strongly advise you to consult the original texts ([4, 5]1 – if something is not clear to you don’t hesitate
to address yourself to the Doctoral School secretary’s office or to ACIDE).
Before going into detail, a rapid outline of the admission/enrolment will help to follow the subse-
quent sections. The general process of enrolment in PhD studies at EPFL starts with the application
to the Doctoral Program of your choice. The commission of this program will decide if your qua-
lifications (university diploma) are sufficient for enrolment in that specific program. Once you have
been enrolled with a doctoral program, you will have six months to find a thesis director (a list of
possible supervisors is given on the website of the respective Doctoral Program) to supervise your
thesis. Only if both requirements are met, you can enrol to the program. There are Doctoral Pro-
grams demanding you to have obtained the agreement of a supervisor already at time of application,
whereas for most programs these steps are formally separated. Even in the latter case it is a good
idea to choose and contact one or more potential supervisors prior to application. Keep in mind that
(if you don’t have other funding) you need to find an available research assistant position, whose
number is rather limited. The early bird catches the worm.
As the detailed admission requirements may differ slightly between different Doctoral Programs,
we strongly advise you to consult the corresponding website of the EPFL Doctoral School for specific
information.
at EPFL [5] (Application directives of the ordinance above); both can be found in english (or soon available) on the website of
the doctoral school (http://phd.epfl.ch/legal), but only the French version has legal validity.
23
• Better match between candidates and available positions.
• Standardized selection process: all candidates have the same opportunities.
• Contact persons in case of problems.
• Awarness within the Doctoral Program helps to anticipate problems with thesis supervisors.
• Better international visibility of EPFL’s doctoral degree.
4.3 Application
To apply for admission into one of EPFL’s Doctoral programs (see section 4.7), you should first fill-
in the online application form which can be found on the web site of the doctoral school. You will
first have to sign up for an account, once this is completed you will be asked to fill in an application
form. This form consists of seven pages, each of which must be completed before moving onto the
next. Upon reaching the seventh page you will be asked to validate the application, confirming that
you are happy with the contents. Once validated, you will be presented with a PDF document (this
is your completed application form) which you must then print out and send, along with all other
relevant materials, to the secretariat of your chosen program.
Detailed information on how to apply can be found on the website of the Doctoral School (phd.epfl.ch).
Your application must contain the following documents:
Normally there are three yearly application deadlines: January 15, April 30 and September 15 but
these often change depending on the doctoral program. Check on the website or on the candidature
form to find out the next application deadline. Your complete application material must be received
at EPFL prior to the deadline for which you wish your application to be considered.2 If justified,
these deadlines may be made flexible. In any case, verify on the web-site of the Doctoral School for
eventual changes to your Doctoral Program or contact the Doctoral Program Director.
Once you have received the letter confirming your admission to the Doctoral Program, you may
proceed to the enrollment (see sect. 4.4).
TOEFL and GRE tests For applicants whose first language is not English, it is strongly recom-
mended to provide the results of the TOEFL (Test of English as a Foreign Language). The results of
a GRE (Graduate Record Examination)3 is not required but recommended. EPFL institution code is
3253; there is no department code needed.
Please note that the official language of the Doctoral School is English, in practice, however, French
is also widely used. Above all, legal documents such as the Ordinance cited above ([4]) need to be
written in one of the official languages of the Confederation. 4
4.4 Enrolment
The enrolment at the ‘Service académique (SAC)’ marks the beginning of the doctoral studies. The
candidate presents herself/himself personally at the secretariat of the Doctoral Program with the com-
pletely filled out and signed registration file (pink form) within the first week after her/his arrival at
EPFL. At this stage, the candidate also has to present the original(s) of her/his university diploma(s)
and original university grade transcripts.
2 Except for the EDBC program (Cellular and Molecular Biology of Cancer), which runs only two application sessions per
year, the deadlines for these being June 1 and December 1.
3 The current GRE General Test contains three measures: verbal reasoning, quantitative reasoning and analytical writing.
4 There exists an English translation of the Ordinance on the Doctoral school web-site.
24
Within one month the enrolled candidate must announce to the secretary of the Doctoral Program
the courses she/he will take towards obtaining the four credits required in the first year ([5], art. 7).
Verify if the courses you choose are actually given during the first year.
You may have to take an entrance examination (see sect. 4.8).
Of course it is very difficult to perceive the qualities of your future supervisor within the scope
of a few interviews. You can find out much more about the qualities of your potential supervisor by
talking to members of her/his group and especially other PhD candidates.
You may, however, find out in which big categories your supervisor falls. The following is a bit
tongue-in-cheek [6]: In general, supervisors can be divided into six basic archetypes, divided along
25
three axes. If you know what your supervisor’s type is, it becomes easier to avoid the worst pitfalls
of this type.
Authoritarian: The type ‘A’ supervisor likes Democratic: The type ‘D’ supervisor will go out
to be in charge. You will do as instructed or your way to avoid unduly influencing your de-
she/he will cease to support you (and may even cisions, because it is, after all, your PhD. You
work against you). If your supervisor knows may feel sometimes left alone, not knowing
what she/he is doing and has your best inter- what your supervisor really expects from you.
ests at heart, an ‘A’ type supervisor can help to
fast-track your PhD, although your thesis may
bear little resemblance to whatever you wanted
to study at the first place.
Big Picture: She/He is inspired by projects that Small Picture: The Small Picture supervisor has
have some wider practical or theoretical con- much more time for details. She/He will care-
text. She/He will support grand ideas but does fully follow your work and give you detailed
not want to be bothered by small details. feedback.
Unknown: The type ‘U’ supervisor, by contrast, Renowned: The type ‘R’ supervisor has
has yet to make a name for him/herself. In achieved a level of fame within the field. An ‘R’-
the extreme case you may well be her/his only type supervisor is likely to have many students
postgraduate student and thus get an intensive but little time for any of them. A Renowned su-
and personalized coaching. pervisor will also have many contacts, an ad-
vantage for the life after the thesis.
Not only your direct supervisor counts but also how the whole research group is structured and
organized (e.g. total number of PhD candidates, postdocs, seniors). Experience says that when choos-
ing an environment for your thesis you should ideally opt for ‘middle size’. Why? In very small
research groups (in the extreme case consisting of you and your supervisor only) supervision can be
as good as it can be catastrophic. With everything you do, you entirely depend on only a few people.
There is only little exchange of specialized knowledge between post-docs, senior researchers and PhD
candidates.
In very large research groups, supervision may become impersonal or absent. In this case, make
sure that there is somebody apart from your nominal supervisor who is prepared to help you, espe-
cially in the beginning.
Expert tips from the ‘old hands’ We asked a few recently graduated doctoral students, based on
their own experience, how to best choose your supervisor. Here are the answers:
• She/he should speak with as many members of the research group as possible and maybe with
former members or neighbour groups as well. This will give her/him a pretty good idea about
the atmosphere and the way a PhD thesis is done and supported in this group. In any case, I
would recommend to have a look at various groups as I did myself.
• When you decide on a supervisor you may want to work with, approach that person and ask
for general ideas. Go away with one or two of them and return later with some ideas about
research. If things go right, the potential supervisor’s reaction would be something like, “I was
hoping you’d be interested in that area, and your project is a good start. Here are a few reprints
that describe my work on the topic. Let’s work on this together, and very soon.” If you find you
can’t relate to a potential supervisor in this way, look for someone else.
• Take only a supervisor with whom the ‘personal chemistry’ works. Try to find a supervisor with
a clear idea of your project. Let her/him make you a provisional project plan with clear goals
and intermediate milestones. Ask her/him for dependencies of deliveries from other research
groups or other PhD candidates (e.g. samples, equipment). Let her/him write it down or write
it down yourself. Go back home, think of it, ask your friends, family etc. Write down questions
26
and go back to your potential supervisor in order to discuss them with her/him. If you have
doubt that something will not work out at all (which is of course rather difficult, since you
are not yet an expert in this field) make your supervisor explain it to you in order that your
doubts vanish. If she/he does not succeed, forget about it. However, if you are too dumb to
understand her/his arguments, forget about it as well (just kidding! ;-). And then, after all these
clever advices, I really do not know if it will help, you have to jump into the cold water anyhow.
All these interactions only enable you to get into contact with your supervisor and to see how
she/he reacts and interacts with you.
• Read her/his papers/publications.
• A supervisor should guide, especially at the beginning of the PhD, the PhD candidate, showing
her/him which are the goals she/he has to achieve and discussing with her/him the difficulties
she/he encounters. Later on, the supervisor has to assure that her/his PhD candidate is dealing
with scientific subjects which are relevant and not marginal in her/his research domain.
• Discuss with your future supervisor what she/he expects from you.
• Clarify with your supervisor what kind of supervision you need and expect from her/him.
repeated one time within the 6 months following the first trial. If your admission exam needs important preparation, then you
may be allowed to submit your research plan within 18 months after enrolment. In this case you need the agreement of the
Doctoral Program Director.
27
4.8 Entrance examination
If your university diploma is not considered by the commission of the doctoral program as equivalent
to the master degree at the EPFL, then you may be asked to take an entrance examination6 . This
decision is taken on a case-by-case basis as well as the determination of the precise modalities of the
required exam and the courses you need to attend in preparation of it. Whether you need or not
to take an entrance examination will be mentioned in the admission letter prior to enrolment. The
precise requirements (assessment load etc.) will be communicated to you by enrolment. In general,
the exam will take place towards the end of (but within) your first year following enrolment. In case
of failure, it can be repeated only once in a delay of six months.
Who is going to examine you ? The Vice-President of academic affairs will, on proposition of the
Doctoral Program Director, designate the members of the examination committee. It is presided by
the director of the Doctoral Program or her/his proxy, and comprises additionally the future thesis
supervisor as well as one or two professors or ‘maître d’enseignement et de recherche’ (MER) from
EPFL (at least one from another laboratory/group as the supervisor).
Once the conditions are fulfilled, the Vice-President of academic affairs, on proposition of the pro-
gram director gives you the green light to continue your thesis preparation on your research subject.
Links:
• Doctoral School
6 Only degree holders from a Swiss university authorizing them to start PhD studies without entrance examination in that
same university are automatically exempt from this exam. In all other cases, an entrance examination can be demanded.
28
No entrance examination
Step Date (Deadline) Activity
1 date 0 Arrival of the candidate on campus
2 +1 week max. Candidate presents herself/himself to the
Doctoral Program secretariat with originals
of her/his university diplomas and origi-
nal university grade transcripts. Pink enrol-
ment form is filled and signed by the can-
didate and the director of the doctoral pro-
gram=enrolment of the doctoral candidate
3 +1 month max. The candidate submits to the Doctoral Pro-
gram secretariat a list of the chosen courses
towards meeting the requirement of four
credits to be obtained during the first year.
4 +6 month max. Identification of the thesis director with
her/his signature on the pink form
5 +12 months The research plan is approved and signed
by the thesis director and the Doctoral Pro-
gram director, the four credits are awarded.
The pink form is signed by the Doctoral Pro-
gram director and the Dean of the doctoral
School. The candidate is admitted.
6 +4 years max. (3 years from admission date) Oral thesis defense (closed committee)
7 -7 weeks min. before the oral exam The thesis jury proposal, duly signed,
must arrive at the "Service Académique"
with confirmation of 8 additional credits ac-
quired.
8 -35 days min. before the oral exam Doctoral thesis are handed in at the "Service
Académique".
9 +3 weeks min. (max. 6 months) after the oral Public thesis presentation if the oral exam
exam is passed with success
10 +1 month max. after the oral exam Thesis in final form is handed in at the
"Service Académique" if the oral exam is
passed and thesis accepted "sans réserve".
29
5
Progression of a thesis
Just like in the previous chapter, this chapter will often reference the legal texts on the doctorate at
EPFL ([4], [5]). Once again, we would like to encourage you to consult these original texts.
What does your supervisor expect from you? What should you expect from your supervisor?
Table 5.1: Mutual expectations between PhD candidate and supervisor [1]
Our tip: The PhD is a personal achievement. Your supervisor should not be looking over your
shoulder all the time. It is your research and you should be independent to choose methods, style,
resources, etc. Nevertheless, you belong to an Institute and a research group, and your supervisor is
in a powerful position concerning your work and progress. You have to stay within the framework
defined by the EPFL policies and those aspects that your supervisor considers to be important. If you
30
think you are supervised too little or too much, do not hesitate to raise the issue in discussion. In case
of major misunderstandings, you may also address the question with the director of your Doctoral
Program. Take responsibility for ensuring that regular meetings take place between you and your
supervisor. Be sure that these meetings include the following:
• A definition of aims and schedules for the next stage of your work.
• A review and an evaluation of previous goals.
• An evaluation of your work in the framework of the total PhD project and according to your
supervisor’s standards.
The supervisor expects you to produce written You should expect your supervisor to read your
work. work in advance of a meeting.
Although for minor problems, a discussion Expect your supervisor to correct and comment
based on notes, data and diagrams or an oral on your written work and not only assure you
presentation of your work may be sufficient, the that she/he has read it. Expect her/him to read
supervisor expects to receive something writ- all of the work submitted and to allocate an ap-
ten at regular intervals and especially prior propriate amount of time to discuss it with you.
to discussions concerning central themes and
advances within your project. Furthermore,
the written work presented to your supervisor
should not be in draft form but rather devel-
oped and well written.
Table 5.2: Regular written reports are necessary [1]
Our tip: Ask your supervisor to make written comments on the manuscript or proposal and to
include an overall evaluation, to give you a clear perspective of your achievements thus far. Write
progress reports for describing recent experimental or other research work, as well as for commenting
on and concluding parts of your research project. Primarily, it helps you to scrutinize your own work.
Show the first draft to somebody else first and ask for advice and comments. This person can be
either another academic or a fellow research student with whom you can create a mutual self-help
relationship. Consider all constructive criticism. Writing your progress reports in a comprehensive
and easily readable way is good practice for writing your publications and finally the dissertation.
The supervisor expects to have regular meet- You should expect the supervisor to be avail-
ings with you. able when needed.
Regular meetings concerning the actual work You should not restrict yourself to the sched-
can occur weekly, monthly or even half-yearly. uled meetings alone. If you feel the need to talk
It is important that they are regular. Formal tu- with your supervisor about something urgent
torial meetings / progress reports are less fre- or important, do not hesitate to request a meet-
quent and are expected to be well prepared and ing.
accompanied by a written report.
Table 5.3: Insist on having regular meetings [1]
Our tip: If you get ‘stuck’ or find yourself at a dead-end, do not waste time waiting for the next
scheduled meeting. Clarify how often you will meet in the beginning of your cooperation with your
supervisor, how you should arrange other urgent meetings, what kind of progress reports are useful
and when you are to submit them etc. Give your supervisor time to prepare herself/himself for the
meeting (especially for formal tutorials) by allowing a reasonable amount of time between arranging
the date and the actual date. Do not skip meetings! They are intended for you to test out ideas and
to obtain guidance when you need it. If things are not going well, talk about it with your supervisor
instead of hoping that everything will be sorted out before the next meeting. To avoid misunder-
standings, keep a written record of points agreed upon during a meeting and actions to be taken and
send your supervisor a copy. Fix the goals to be aimed for in the following period.
31
The supervisor expects you to be honest when You should expect your supervisor to be rather
reporting on your progress. an advisor than a judge.
Of course, a supervisor prefers that everything The supervisor is not only there to praise you
goes on well, but she/he also prefers to be in- for your excellent work or condemn you for
formed if something goes wrong. your poor progress. She/He should be able to
ask the right questions and make useful sugges-
tions.
Table 5.4: Meetings should be constructive and stimulating [1]
Our tip: If there is a problem, if you are blocked, if you have personal or any other kind of problems
which interfere with the continuation of your work, then let your supervisor know about it now. Do
not cheat. Your supervisor will not be fooled if you pretend that everything is fine and talk about
work done, new ideas, next steps to be done without ever presenting anything tangible in the form of
precise figures, graphs, results or written work. You will most certainly be judged instead of helped
if your supervisor finds out that she/he has been treated as a fool.
The supervisor expects you to follow her/his You should expect your supervisor to be con-
advice when you ask for it. structively critical.
As obvious and reasonable as this expectation The supervisor should criticize and provide
may seem, it is often not followed. The supervi- feedback in a constructive way supported by
sor wants to see that you make good use of the reasonable arguments.
help offered to you and that her/his opinion is
taken seriously.
Table 5.5: Do not ignore the advice of your supervisor [1]
Our tip: Do not be too defensive when receiving criticism from your supervisor. Both of you must
defend and substantiate your arguments and opinions. Ask for explanations in more detail for those
criticisms you disagree with. All feedback is useful! If your supervisor suggests something and you
have a different opinion, talk about it. Decide upon a solution together rather than ignoring the
suggestion. Accept praise, too, and allow it to give you a positive feeling about your work. Do not
simply accept it if you get no comments on major achievements you have made. Ask why!
The supervisor expects you to surprise her/him You should expect your supervisor to have a
and become an expert in your eld. good knowledge of the research area.
The supervisor expects you to be excited about Your supervisor should have a good knowledge
your research and convey your energy and en- of the research area you are working in and to be
thusiasm to the people working with you. You able to understand what you are doing and su-
are expected to become an expert in your re- pervise you effectively. Your supervisor should
search topic and to know, at the end of your be able to introduce you to experimental work.
dissertation, more than your supervisor about
your own topic. You are expected to contribute
new ideas.
Table 5.6: Become an expert in your field [1]
Our tip: If your supervisor is not an expert in your research area or in a special domain of it, find out
who is and how you can get access to these people. Also, your supervisor might not be the person
to address for technical problems in the lab. In this respect, do not hesitate to ask for help from
other PhD candidates or researchers who have the expertise you need. As your research proceeds,
you should expect the balance in the relationship to your supervisor to change from one where the
supervisor is guiding and directing your work to one where you are in control of what you are doing.
As you gradually get more expertise, become better informed and perhaps more skilled in specific
techniques, methods and areas of investigation, you must show it to demonstrate the progress you
are making. Do not hesitate to sell yourself!
32
5.3 Group meetings
Group meetings, according to the laboratory, may serve different purposes. In groups with strong
project character, they may serve to put together the individual work of the team members to oversee
and to plan the forthcoming of the project. Alternatively, they may serve as a forum for the introduc-
tion of the whole group into the work of individual members. This may, ideally, lead to constructive
criticism or a new view/approach to your problems and can be the germ for the transfer of know-how
from experienced group members. In any case: Prepare well, having in mind the specific objectives of
group meetings in your laboratory. Try to interest the others in your work. If you succeed, you may
receive assistance and interesting views in exchange, but surely it will motivate yourself. Moreover,
group meetings are an excellent platform for scientific discussions and a good training for conferences
and workshops.
Figure 5.1: How to survive a group meeting. From “Piled Higher and Deeper” by Jorge Cham,
www.phdcomics.com.
33
5.6 Working as teaching assistant
5.6.1 A short summary of EPFL's school system:
In order to better understand the problems and needs of the bachelor (BSc) and master (MSc) students
you should have some knowledge about EPFL’s school system:
School year The school year is divided into 2 semesters of 14 weeks each: The winter semester runs
from September to the end of December; the summer semester runs from February to May. Please
consult the academic calendar for the exact dates of the semesters.
Programs EPFL has designed its programs of study to conform to the Bologna declarations. Stu-
dents begin their university careers with a three-year 180 ECTS (see below) credit Bachelor degree,
based on the acquisition of solid foundations in basic sciences or in architecture. This is followed by
the Masters degree, a one and a half- to two-year, 90-120 credit ECTS program.
• Bachelor (3 years): General interdisciplinary education with strong accent on basic sciences.
The first year concludes with the ‘Propaedeutic exam’. Main language: French.
• Master (2 years): General education completed by a specialization in one or several domains.
It offers the liberty to take courses from other Sections. The master concludes with the master
thesis, which can be accomplished in an EPFL research unit, in another university or in indus-
try (but always under the responsibility of an EPFL advisor). Main language is in most cases
English.
Credit system: EPFL uses a credit system compatible with the European Credit Transfer System
(ECTS). EPFL undergraduate students should, in general, obtain 60 credits per academic year or 30
credits per semester. Credits are only awarded for passed courses. At EPFL, 14 hours of teaching
correspond to one ECTS point. Exchange students should agree with their home university on the
number of credits to obtain at EPFL.
Grading system: Each course and project is graded on a scale from 0 to 6. Half-points are allowed
(3.5, 4.5, etc). 6 is the best grade and you need a minimum of 4 to pass the course. 0 means the
student has not attended the course. 1 is given as a ‘consolation prize’ if the student has at least
attended, although she/he has completely failed the exam.
Exam sessions: Some courses are examined during the semester but most courses are examined
during the exam session that follows the semester in which the course is given. There are two exam
sessions: winter (January) and summer (June/July). Please consult the academic calendar for the ex-
act dates of the exam sessions. During these periods you will probably have to spend some additional
time for written exam corrections or as ‘expert’ in oral examinations.
The semester breaks are usually a good opportunity to concentrate entirely on your research. In
addition you may take your holidays only during the semester breaks.
34
Make it clear to your students that they should not drop by your office without an appointment or
give office hours. Remember that your students will likely require more time and support the weeks
before the exam.
You are supposed to assist the professor, but often you end up as a buffer between the professor
and the students. Be aware that most students will feel more at ease talking to you than to the profes-
sor. Sometimes, students will go to you rather than the professor because they are more comfortable
with that.
It is likely that you are intimately familiar with the subject matter being taught in the course for
which you are a TA. Nonetheless, it is an excellent idea to attend each lecture. Not only will it give
you a feel for daily progress, but also you may detect areas that merit more in-depth coverage or
which are described slightly differently from the way you learned it. Of course, this will depend on
your ulterior occupations.
A teaching assistant position is likewise a good opportunity to deepen your understanding of
the course subject. Consequently, be proactive in order to find the course which fits your interests,
otherwise you will be assigned a teaching position that you might perceive as a loss of time.
Figure 5.2: Grading of student assessments. From “Piled Higher and Deeper” by Jorge Cham,
www.phdcomics.com.
Many TAs, particularly in the sciences, are responsible for conducting laboratory demonstrations.
This may also include semester project thesis.
35
The following generic checklist reviews the responsibilities that may be associated with such a
position:
Some time ago an EPFL lab had to be shut down due to a serious explosion. It is in your respon-
sibility to insist on safe practices (biohazard, general safety) (see also chapter 10). As a TA you have
a great deal of direct contact with students. As a result, students may come to you when they are
experiencing difficulties or are in emotional crisis. Their problems may be related to transitional is-
sues (e.g., moving away from home or returning to school after a long absence), family, relationships,
abuse or any number of issues. In that case
You may be asked by your professor to supervise a semester work or a master thesis. Although
the initiation of the student may consume a substantial part of your time at the beginning, you may
benefit from her/his work towards the end, since you can integrate her/his measurements or calcula-
tions into your own thesis. Of course the positive effects for you get bigger with increasing duration
of the work.
You may be interested in the courses offered by CRAFT (Centre de Recherche et d’Appui pour la
Formation et ses Technologies) in the framework of the Doctoral School:
36
Links:
Links:
37
• Need of support to develop further a new idea?
In the innovation and technology transfer process, an additional development phase is some-
times required to reach a better level of maturity of the ideas and to evaluate the implementation
potentials and the commercial value of the obtained results. The EPFL-VPIV proposes different
supports to innovation that may be of interest to bring your innovative results one step closer
to the application. See details here.
Present it, publish it later The ideal progression with respect to research dissemination is to present
your findings to groups of professionals and get their feedback, incorporate this feedback into your
own thinking about your research, and then prepare a formal submission for publication [7].
Conference presentation Try presenting a paper or a poster at a conference. Conferences are excel-
lent opportunities to meet other PhDs and your ‘hero’ professors. It is usually very stimulating to talk
to people working on the same subject. You will become a part of the scientific community and your
motivation will be boosted. You will meet the people who will be your colleagues - or maybe even
hire you - later.
38
Of course not everybody is a born speaker and most people have to acquire these skills first. A
possibility to train yourself in public speaking might be the Toastmaster Club at EPFL. You may also
practice by presenting your results in group meetings.
Conference fees, hotel and transport are usually paid by your lab. If the conference is abroad,
contact the concerned embassy well in advance about the entry formalities and inform the conference
organizer of your visa needs.
Concerning the preparation of posters, EPFL’s informatics support offers the possibility to plot
posters in up to A0 format. Detailed information (in French) can be found here. Do not wait the last
day before the conference to get your poster printed (Murphy’s law).
Figure 5.3: Your first conference paper. From “Piled Higher and Deeper” by Jorge Cham, www.phdcomics.com.
Journal publication There exists some kind of ranking among the different journals which can be
measured by the impact factor. In principle, the higher the impact factor is, the more difficult it be-
comes to publish in the respective journal. Your thesis supervisor, based on her/his experience, will
know the most suitable journal for publishing your work. Because approximately 80 % of the papers
submitted to the best journals are rejected, it is reasonable to assume that your study may meet the
same fate the first time you submit it [7]. Even if the study is not rejected, it will likely receive criti-
cisms. Be prepared to it. First-timers often react to such criticism with excessive anger or depression.
It is usually easier to publish a paper in conference proceedings than in peer-reviewed journals;
you may start with a conference proceeding but not indulge in writing only this kind of publications
(see above).
Course (scientific communication) We can recommend the following course organized by CRAFT
in the framework of the Doctoral School:
39
When writing the report be as honest as possible with yourself and do not try to cloud problems
and difficulties - it could turn against you at the end.
The thesis supervisor sends her/his written comments about the report to the Doctoral Program.
If there are critical points in the report, the commission and the thesis supervisor discuss the situation
of the candidate and will formulate propositions to the Vice-President of academic affairs, who will
decide and inform the candidate about the decision ([4], art. 10 and [5], art. 18).
Figure 5.4: Be cautious with acknowledgements. From “Piled Higher and Deeper” by Jorge Cham,
www.phdcomics.com.
40
To get started we advise you to ask somebody in your group who has recently written her/his
thesis in Latex for her/his template.
Before submitting your thesis you will have it read and corrected by your thesis supervisor. Before
you start writing, you and your supervisor agree on the table of contents. For the corrections we pro-
pose that you hand over chapter by chapter to your supervisor. In this case you already get an early
feedback. Do not be offended if your supervisor does not hand the corrections back immediately;
she/he is probably a busy person.
When you come close to the end, make sure to reserve some days to reread your thesis carefully. It
is even advisable to make a little break before reviewing your text with a fresher mind. Do not submit
a thesis that is poorly written or full of typos, this produces a rather bad impression.
• Janice R. Matthews, John M. Bowen, Robert W. Matthews, (2001) ‘Successful Scientific Writing:
A Step-By-step Guide for Biomedical Scientists’, Cambridge University Press; 2 edition.
Note: You have to communicate the composition of the jury via SAC to the director of your Doctoral
Program not later than 7 weeks before the date of the oral exam.
41
If everyone is satisfied, you will be asked to leave the room during their discussion and writing
of the exam report. The total evaluation comprises the evaluation of the manuscript and of your oral
performance.
Remember, completing a thesis is, in some respects, a rite of passage. It marks the definitive leave
from the world of students and the entry into the world of scientists. The private defense not only
tests your scientific comprehension but also if you merit to be affiliated in the scientific community.
The days before: There are some preparations you could carry out before day X. Inform yourself
on the field of work of the experts, if you do not know them already personally. Visit their webpage
and download some typical publications. This will give you indications on their work style and on
the kind of questions they may ask you.
It is a good idea to have a test presentation in front of some members of your lab a few days before,
if possible in the same room and with the same equipment (notebook & beamer) you will be using at
the exam.
The day X You have worked during the last four years towards day X. It is only normal though that
you will be a bit nervous that day. By the way, your thesis supervisor will be as nervous as you are.
It is extremely rare that a candidate fails the defense and a lot of protection mechanisms must have
failed before such a thing can happen. The fact that your supervisor has admitted you to the defense
means that she/he is convinced that you are well prepared and you will pass.
You have the advantage that you know the room where the exam takes place and it is up to you
to customize it to your needs. If tables and seats are flexible, we advice you to arrange them in an
amphitheater. This provides eye-contact among the experts and favors a kind of social control if one
of the experts gets malicious.
Apart from many pointed questions or criticisms of your work, common (general) oral defense
questions may be [7]:
• What do you see as the problems in your study? What limitations do they pose in what you can
say? How would you correct these in your future studies?
• How could you improve this measure?
• Which current theory or model best explains your findings?
• How do you explain the discrepancy between your findings and those of Dr. X?
• What do you see your study contributing to the literature?
• What would be the next logical study to do as a follow-up to this one?
• If you had your study to do over again, with unlimited resources, how would you do it?
During the defense try to keep calm and be self confident. Remember: You are the person who best
knows your subject!
In case of failure the exam can be repeated ([4], art. 17 – you can find more legal details in [4], art.
15 and [5], art. 28).
Links:
• Complete course program of the ‘Réseau romand de Conseil, Formation et Evaluation (RCFE)’
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5.17 Public thesis presentation
The character of the public thesis presentation is completely different from the oral thesis defense.
The audience is very heterogenous consisting of Institute members, family members and friends.
You have to simplify the matters without going too far, to make compromises. We propose that you
start quite general and simple and increase complexity towards the end in order to provide some
teasers to well-informed Institute members.
Why not include some practical demonstration, setup, etc. into the presentation?
Note: The timeframe between the oral thesis defense and the public thesis presentation must be between three
weeks and six months. ([5], art. 31). The candidate must have delivered the original of the final corrected
version to the SAC in order to get her/his diploma.
5.19 Literature
If you would like to do further reading on the art of a thesis and related subject, a selection of well
written books both in French and English is given here:
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6
You and your employment
6.1 Financing doctoral studies
The vast majority of doctoral candidates are employed and paid as ‘assistants’; their duties are to
perform research leading to their doctorate, to participate in teaching undergraduates and to help
in the smooth running of their research unit. Funding for assistant positions comes from various
sources, including grants from the Swiss National Science Foundation (SNSF) and other national and
international research agencies (e.g. European projects), from other public sources and from private
industry. Some doctoral candidates come to EPFL with their own funding. These need of course not
seek an assistant position within a Laboratory, but they are, as the employed assistants, expected to
participate in general laboratory duties as all other doctoral candidates of their program and must
respect the regulations of their lab/unit (e.g. directives concerning holidays, working hours, etc.). If
you are a grant holder, and if you feel overloaded by non-research work or teaching, simply address
yourself to the director of your Doctoral Program, or to ACIDE.
Links:
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6.3 Salary and taxes
The Human Resources department will ask you to complete some forms for tax reasons and will also
ask for your bank account number in order to be able to deposit your salary (most money here is
transferred electronically rather than issuing cheques, which are seldom used in Switzerland). They
will also explain the tax system to you.
Be aware that taxes vary between different communes, but lower taxes are usually compensated
by higher rents for flats.
Residency subsidy (granted separately only in the old salary system) This subsidy helps you partly
cover your expenses for accommodation. It has been fixed at CHF 5’156 per year (100 % employment,
has to be recalculated according to your employment percentage, see Traitement-Generalités on the
EPFL Human Resources web pages) and is paid to you in monthly units.
13th monthly salary Your salary is paid in 13 installments or ‘months’. The 13th monthly pay, which
helps you to cover end-of-the-year expenses, is paid off in November.
State grant for children As employee of the Confederation you are entitled to get a subsidy for your
children. By January 1st, 2007 it has been fixed to CHF 4’111 annually for the first child and CHF 2’654
annually for the following children, assuming that your employment percentage is > 50 %. If your
percentage is equal or smaller than 50%, please contact the Human Resources Department (see section
11.7) for more information.
Social insurance contribution Several deductions are made to your salary and stated as follows on
your wage statement:
Reimbursement of pension may depend on your country of origin: e.g. U.S. citizens may be re-
imbursed upon leaving, on the condition that they never move back to Switzerland or upon turning
retirement age.
If you are holding a ‘Permit B’, the federal, state and communal taxes are directly deduced from
your salary. The taxes amount to approximately 10 % of your salary. If you are Swiss or holder of a
‘Permit C’ you may fill out a declaration of your income. If you are married or in a special situation,
you may contact the Human Resources department (HR).
If your marital status or your work permit are subject to changes, you need to announce it to the
Human Resources department (HR) together with the official documents. A change of your marital
status need to be announced also to the Service Académique (SAC).
45
In your case the employment specifications should at least state the percentage of your employment,
the percentage of teaching activities plus other tasks and responsibilities within the Institute. If you
have any doubts with your employment specification, the HR posses blank templates.
If you have any questions, address yourself to the head of Human Resources of the School you are
affiliated to. You can find their names in the following list.
• Carla Cardoso (School of Life Sciences)
• Jean-Pierre Wassmer (School of Computer and Communication Sciences, College of Manage-
ment of Technology, College of Humanities)
• Monique Grin Celka (School of Basic Sciences)
• Marianne Wannier (School of Engineering)
• Chantal Strickler Rotman (School of Architecture, Civil and Environmental Engineering)
6.5 Vacations
The vacation time for assistants is defined in the ‘Ordonnance du Conseil des EPF sur le personnel
du domaine des écoles polytechniques fédérales’ (also available in German and Italian on the web
site). Following this ordinance, the vacation time for collaborators of age between 20 and 50 is five
weeks, for younger and older persons it is fixed to six weeks. Note that the mandatory vacation
period between Christmas and New Year can be compensated by working overtime.
In addition to regular vacation time, you have the right to take some days off in the following
cases ([8], art. 52):
• Directives on the doctoral studies at EPFL (Application directives of the ordinance above, [5])
46
7
How to successfully cope with the
world of research
7.1 Management of your thesis
A PhD thesis normally starts with a big portion of enthousiasm and curiosity. The possible problem
that may occur in the beginning is a feeling of incompetence. You are working on a new subject and
different context and you may unconsciously compare yourself with the experts in the field. Keep in
mind that becoming such an expert will take some time. Nobody expects you to know everything
from the beginning. Take your time to learn new methods, read a book or take a course if necessary.
Take one step after another, and if one step seems insurmountable, just divide it into a sequence of
smaller and easier steps.
Figure 7.1: Can you see it? From “Piled Higher and Deeper” by Jorge Cham, www.phdcomics.com.
It is important that you periodically fix new goals. Note the intermediate steps allowing you to
achieve your goals with the corresponding deadlines. From time to time you should self-critically
evaluate your achievements before you determine new goals. Often people have the tendency to be
cruel when judging themselves. Learn also to recognize your efforts, the successful work and offer
yourself a little recompense after an important milestone.
47
and error’ principle. It is thus only normal that you bump into various problems, like for example
problems with your setup, your samples or your model. This can be illustrated by a nice quote:
If we knew what it was we were doing, it would not be called research, would it?
(Albert Einstein)
Many doctoral candidates begin a PhD fired up with enthusiasm for some particular topic. This
is a very creditable attitude and although it will help you a lot in the starting phase of your thesis
it might not prevent you from getting frustrated and hating your thesis subject during some time of
your thesis.
In addition to work-related problems, many PhD-students also complain about personal problems
with their supervisors and/or colleagues. Often the two are linked together. As long as your research
activity performs smoothly and produces outstanding results, there is little reason for internal fric-
tions. However if you get stuck in your research, due to technical problems, because the quality of
your samples is insufficient or because you are simply not on the right track, then the relation with
your supervisor will usually suffer. It lies in the very human nature that where mistakes occur, a
culprit is sought.
We would like to stress the following important point: in case of problems, try to recognize your
own responsability (and what is more important, your freedom of action) instead of passing the buck
to your supervisor. Do not forget that it lies in the vital interest of your supervisor that your thesis
goes off without a hitch. It is after all her/his name and reputation that is linked to your thesis. But it
is your thesis, you need to take the initiative.
If you encounter severe problems, do not keep fears and troubles for yourself and do not wait too
long before enquiring about possible solutions:
One possibility is to talk about it with a good colleague at your Institute around a drink. Arti-
culating the problem helps you to get a clearer idea about it in your head. Furthermore you will be
surprised to learn that a similar situation happened to your colleague. If this is the case you may profit
from her/his expertise to solve the problem. In a second step you may talk directly to your supervisor.
Although tough to do, the direct approach is the most effective. If, however, your supervisor does not
take the problem seriously or blocks communication, then you should not hesitate to seek professional
help for too long.
In all Doctoral Programs a Doctoral program director and a committee exist who will try to help
you with your problems. You may also directly contact the Program Director even if you are not
enrolled in a Doctoral School. Remember also that the ACIDE with its long lasting experience is
always there to advice you. If nobody could help you so far, the mediation service (11.6.4) and the
psychological support (11.6.3) can help you in some cases.
Yes, your PhD will define your life for the next four years and is therefore important. However, if
something in your PhD goes wrong, do not panic or get depressed straightaway, but look at the funny
side of it and - smile! The following PhD game (see tbl 7.2) is an ironic look of what might happen
during your PhD.
48
0.
BEGINNING
Throw away
sanity to start The Ph.D Game
1. 2. 3. 4. 5. 6. 7.
Your You are full of Realise Go to Library. The important
supervisor enthusiasm. supervisor has You can't reference has
gives you given nothing understand gone missing
project title. Have another but project catalogue! in the library.
Go on 3 spaces turn. title. Miss one turn. Back 2 spaces.
29. 30. 31. You realise 32. You are 33. You are 34. 35.
You spend your mates asked why you offered a job. Start writing
more time are earning 5 started a PhD. You may up. Now you
complaining times your Miss a turn continue, or are really
than working. grant. Have a finding a retire from depressed.
Miss 1 turn. good cry! reason game.
42. Your PhD 41. 40. You 39. 38. 37.Your thesis 36.
is awarded. You are asked decide PhD Harddisk It proves will disprove Your data has
Congratula- to resubmit isn't worth crashes. impossible to external just been
tions! thesis. the bother. write up and examiners' published by
Now join dole Withdraw now Back 3 spaces work. work. rival group.
queue! Back to 33. Game over. Go to 33. Go back to 28. Go back to 28.
Figure 7.2: PhD game: Matrix by somebody at the Jenner Institute, who deserves the copyright.
49
7.3 Networking - do not stay alone
There are actually two types of networking: private networking and professional networking. Both
of them are extremely important. Private networks contribute a lot to your well-being and to your
personal development. During your thesis you will be pushing your intellectual boundaries. Try
to develop your soft skills equally by interaction with many different people. Whether you prefer
having a drink with your friends, playing in a music group or joining a sports club does not really
matter. The only thing that matters is to have some activities which are not work-related. The EPFL
environment provides you with the unique opportunity to meet people from different countries and
different cultures. It is up to you to benefit from it.
Many people resist the idea of networking because they associate it with ‘playing the career game’,
‘knowing the right people’, but the truth is that people who do not learn to network are less likely to
succeed. Research of all kinds depends critically on intensive and continually evolving communica-
tion among people engaged in related projects. Networking cannot substitute for good research, but
good research cannot substitute for networking either. And if no community is waiting for you, you
will have to go out and build a community – one person at a time.
Inform yourself about professional communities you could join (e.g. The Institute of Physics,
Biomedical Engineering Society, ACIDE, etc.). You will usually have to pay a member fee, but you
will also get many benefits in return. Last but not least the professional network boosts your chances
to quickly find a job after your PhD.
Links:
• Rezonance/ First Tuesday: people, knowledge and business network in Switzerland (in French).
• Women in Science.
• Reseau romand de mentoring pour femmes.
What is stress?
Stress arises when a person has to respond to demanding situations. As a PhD candidate, you may
experience stress trying to meet the demands of yourself and your environment while juggling all the
other things going on in your life. Most PhD candidates are anxious to do as well as possible and, if
things don’t go as planned, their expectations may become a source of stress.
It is important to understand that stress is a normal part of daily life and the effects of stress are
not always negative. A degree of stress can be motivating and challenging and we all thrive under a
certain amount of stress.
50
The ideal is not to eliminate stress but to identify the optimum level that will motivate but not
overwhelm you. If you consistently exceed your limits of stress tolerance, loss of well-being or illness
will result.
If you are experiencing any of these stress symptoms, you need to reduce the stress in your life and/or
improve your ability to manage stress.
Managing stress
There are two main ways to reduce stress: change the situation that is causing stress or change your
response to the situation. Both are easier said than done, but the following strategies will help.
51
Maintain your emotional reserves
Spend time nurturing mutually supportive friendships and relationships. Choose someone you can
trust and talk to them about the things you are finding stressful. Pursue realistic goals that are mean-
ingful to you; do things that you do well. Expect some frustrations and failures and remember how
you have managed to resolve these situations in the past.
Resist perfectionism
Give yourself permission to vary the standard of your finished work. It is not essential that everything
be perfect. Decide which assignments you want to do your best work on and which ones you can call
finished when they are "good enough". Remember that academic results only reflect the amount and
quality of your work – not yourself.
Links:
• Networking on the Network: A Guide to Professional Skills for PhD candidates.
• Centre de Recherche et d’Appui pour la Formation et ses Technologies (CRAFT).
• Stress management: Ten self-care techniques
Further reading:
A. Woodham and D. Peters, The Encyclopedia of Complementary Medicine, Dorling Kindersley
52
8
Frequently Asked Questions (FAQ)
• Who can obtain a free Half-fare card for the trains?
All EPFL employees with an engagement higher than 50 % and a minimal duration of 12
months.
Inform also the ‘Service Académique (SAC)’ and the secretariat of your Doctoral Program.
• Military service - How to obtain your ‘Allocation pour perte de gains (APG)’?
Please send your APG card to Ms. Bernadette Dufaux, Resources Humaines, Pavillon C, EPFL,
CH-1015 Lausanne.
• How much is my contribution to unemployment insurance (AC for ‘Assurance Chômage’) and old-age
insurance (AVS for ‘Assurance Vieillesse et Survivants ’)?
From your gross income you pay 1 % for AC and 5.05 % for AVS.
53
• May I smoke at EPFL?
Since May, 2004 EPFL is a smoke-free campus but not a campus without smokers. There exist
restricted indoor areas where you are allowed to smoke. Details (in French) can be found here.
• You are trapped in the juristic labyrinth of the Confederation (law of personnel, etc.)?
Do not hesitate to contact the Human Resources department. Their lawyers will help you to
find the way out.
• How long does it take in order to obtain the work and residence permit?
It depends on whether you are residing abroad at the moment of application or if you are al-
ready legally in Switzerland. As a rule of thumb the Human Resource department has to receive
your demand at least three months before the planned begin of work.
• How do I renew my work and residence permit?
Contact the Human Resources department at least one week before termination of the permit
in order not to have a gap.
• What are the official holidays in the canton of Vaud (to which Lausanne belongs)?
New Year (January 1), Good Friday, Easter Monday, Ascension Day (Thursday), Whit Monday,
‘Lundi du jeûne fédéral’ (monday following the third sunday in September), National Holiday
(August 1), Christmas Eve (1/2 day, December 24), Christmas Day (December 25), New Year’s
Eve (1/2 day, December 31). Details (in French) can be found here.
• How many weeks of vacation do I have?
cf. Section 6.5. You have 5 weeks of holidays (when between 20 and 50 years old and when
engaged at 100 %), which you should take between January 1st and December 31 of the same
year. The school is closed between December 24 and January 2, with work starting on January 3
(The Christmas break has to be compensated during the year, either by overtime or by vacation
days).
• Do I get paid for an invention that gets patented?
You share the income generated by commercial exploitation of the patent (see sect. 5.8)!
• May I keep my health insurance in my country of origin?
Yes, if you come from an EU-EEA country. See section 12.7) for details !
• Do I need visa for conference participation ?
Yes, according to your nationality, you may need a visa. Contact the concerned embassy well
in advance about the entry formalities and inform the conference organizer of your visa needs.
See section 12.2 for the link to the full listing of foreign embassies in Switzerland !
54
9
You and your future (outside EPFL)
Start becoming a professional early enough. For the next four years your world is the lab and the
library - but there is life outside EPFL. Prepare for it. Learn the folklore and the tricks of the trade you
are going into.
The right preparation starts with the good choice of the research group: a thesis including project
work in collaboration with industry partners may help you to collect valuable work experience and
establish contacts already during your thesis.
9.1.1 Post-doc
A significant part of graduated PhDs (especially in science) chooses to carry out a post-doc in a
renowned university abroad (e.g. in the US). This is the moment when your professional network
which you built up during your PhD (e.g. at conferences, seminars in other groups, collaborations...)
is particularly useful. Also, don’t hesitate to discuss your plans with your supervisor, whose experi-
ence and connections may also be very beneficial.
When applying for a post-doc, it helps enormously if you bring your own funding for the first
year. You can apply for a Fellowship for Prospective Researchers from the Swiss National Science
Foundation. This possibility is open for PhDs of Swiss nationality, and of foreign nationality, if they
show a strong motivation to return to Switzerland after the post-doc. Due to the present high demand
for the fellowship, the Research Committee of EPFL allocates funding in principle only for 1 year with
a possibility of prolongation of additional 6 months at most. For details, please contact Mrs. Jeanneret
(phone: 021 693 35 73). One advantage of the post-doc fellowship is that you can go to almost any
place in the world you wish. If your initial plan was to go into the private sector, a post-doc has
some disadvantages: you will get even more overqualified, you get older, you delay the problem of
insertion into the non-academic world. It may be a good idea to choose a subject that is different from
your thesis in order to broaden your horizons.
55
9.1.2 Creation of a start-up
You have also the possibility to create a company. In this case, the SRI team is open for any discussions
with you about your start-up project and will be in charge concerning transfer of EPFL’s technology
and intellectual property rights to the start-up. Please see section 5.8.
EPFL Forum The EPFL Forum, an annual event during seven days in November, welcomes about
200 companies. It was established in 1983 as a place to meet and for exchanges between the academic
and professional communities. There are attractive special services: For example, you can have read
your CV by HR professionals.
EPFL employment website The goal of this web interface is to coordinate all activities with respect
to employment at EPFL. Visit their web site: http://emploi.epfl.ch/
Bilan personnel This highly recommendable course, entitled ‘Elements de bilan personnel et offre
de service’ or ‘Career and personal assessment’ organized by the ‘Service de Formation du Personnel’,
sfp.epfl.ch (SFP), allows you to draw the balance on your primary achievements and competencies
and prepares you for the job search. It includes a graphological analysis, a psychological test, a sim-
ulated interview with a real HR manager, and much more. It is offered for free to all PhD candidates
of EPFL. For further information, please contact the ‘Service de Formation du Personnel’. Due to the
high demand, inscribe early !
EPFL Career Centre Since 2006 the Career Centre helps students and PhD candidates with the
preparation of their CVs and motivation letters. It organizes courses for this purpose and encourages
employers to recruit EPFL graduates. For more information please visit the website http://carriere.epfl.ch/.
Association ‘Bernard Gregory’ Founded in 1980, the french Association Bernard Gregory promotes
the value of training through research to the non-academic world and helps the entry of young PhDs
from any discipline into business. It is primary dedicated to young French PhD graduates.
They offer you
56
The work certificate In Switzerland the work certificate is a very important document. Your em-
ployer (in your case your professor) is obliged by law to issue a work certificate for you (if you were
employed by her/him).
The certificate should not only state the dates you have occupied a certain function but should
list your responsibilities and appreciate your work and also contain a paragraph about your social
competencies.
57
A work certificate should contain the following elements [10]:
• Chauderon 9
1000 Lausanne 9
Tél. : +41-21-315.78.99 Fax. :+41-21-315.70.30 E-Mail : orp@lausanne.ch
You will have to attend an informative seminary of two hours and you will be allotted a personal
consultant. She/He will control your efforts for the job search and should also assist you in finding a
job, but do not expect too much. You will receive the money actually from the ‘Caisse de Chômage’
at Rue Caroline 9, 1014 Lausanne.
However if you come from a country outside of the European Union and you just have a student
permit, you cannot apply for unemployment benefit. To make things worse, you have to leave the
country if you do not find a job. In this case you should better not make a request because you may
be summoned by the aliens’ police and in the extreme case be asked to leave the country within 1
month. There is the possibility to file an appeal, but it is complicated.
Links:
• http://www.gate24.ch
• http://www.jobs.ch
• http://www.jobpilot.ch
• http://www.jobscout.ch
• http://www.topjobs.ch
• http://english.monster.ch
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10
Safety and Environment
Safety is a subject that concerns everybody. The risks can change from School to School and from
Institute to Institute. A lab specialized in life-science will have to deal with biological risks, whereas
a physics lab may have to handle radioactivity. We advice you therefore to contact the responsible of
safety in your unit. Insist to get all your questions answered, since it concerns your health (and the
one of your colleagues).
On the school level, the Security, Hygiene and Environment (SHE) unit provides us with a safe
and secure campus. It operates in the following areas:
• Safety (fire department, ambulance men).
• Security (community events).
• Hygiene at work (monitoring of the working conditions in a global sense in order to prevent
professional diseases).
• Environmental protection (interface with the control organs).
Fig. 10.1 on page 60 summarizes the possible emergencies. In any emergency, you can reach the
emergency central of EPFL by dialling 115 from any internal phone.
Join the team of Samaritans of EPFL! The SHE offers regularly courses to employees that are inter-
ested in becoming a samaritan. The instruction goes from the basics up to cardiopulmonary resusci-
tation (CPR) and includes practical exercises (approximately 1 per month) on specific subjects.
The Samaritans are present at different events, like blood donation, Christmas for kids or Balélec.
For detailed information or inscription, please contact François Besson or Michel Cottier, delegate
of safety, phone: 021/693 30 35.
Links
• Security, Hygiene and Environment (SHE) (in French).
• Emergencies (in French).
59
Figure 10.1: For all emergencies there is a single phone number: 115
60
11
At your service
11.1 CAMIPRO
CAMIPRO is the abbreviation for microprocessor card (in French). It will serve you first of all as
electronic key providing you with 24-hour-access to your office and lab.
Your access rights are stored on the small chip. By default you have permanent access rights to
the buildings of your School. Should you wish to have access to other Schools, you have to address
the local administrator of the respective School.
The CAMIPRO will allow you:
• To have access to the buildings of your School and restricted research facilities beyond normal
working hours.
• To access the OSCAR terminals.
• Open an account at the library.
• Get student discounts at different places (see below).
• Pay your lunch with the student discount prices in restaurants, cafeterias, newsstands, stores
and other campus businesses.
How to get the CAMIPRO As soon as you are enroled in your Doctoral program (see section 4.4
and table 4.1), the ‘Service Académique’ (SAC) will issue a letter to you confirming your enrolment.
Now you can fix an appointment with the CAMIPRO service to get your card.1
To fix an appointment with the DII-E, just call the internal phone number 36666 (or from outside
EPFL: 021 693 66 66) in room BS 143. A photo will be taken and you can take away your card directly.
Discounts for EPFL student card holders Due to your student status and/or your association to
EPFL, you can benefit from considerable discount at various shops. To prove your student status,
your CAMIPRO is not enough, people will ask you to see the so-called ‘ticket académique’, validated
by a stamp from the SAC. To obtain this, just step by at the PhD office of the SAC (‘bureau des
doctorants’). Have a look at the following (incomplete) list of organizations offering special prices.
• Book stores: La Fontaine (EPFL campus), Payot, Librairie Basta, Les yeux fertiles
61
• Car rental: Europcar, (for details, call Mrs. Teresa Duarte on 32137)
• Various: AGEPOLY
In the beginning of next year, you will receive at home a new EPFL identification card based on
a more modern wireless technology. More information about the functionalities and the introduction
planning of these identification cards of a new generation will soon be made available on the website
camipro.epfl.ch.
Links:
• CAMIPRO (camipro.epfl.ch)
11.2 GASPAR
When people come to EPFL (staff or student) they are registered by the Human Resources depart-
ment and receive an unique ID (SCIPER). For all secured services at EPFL, GASPAR/TEQUILA is the
interface serving to identify and authenticate users from EPFL by means of the SCIPER. You can log
into GASPAR/TEQUILA from any Web-browser (e.g. Netscape) as depicted in Fig. 11.1.
In case of GASPAR password loss, the OSCAR terminal may be used via the CAMIPRO procedure
to choose a new password. The exact placement of the OSCAR terminals can be found by clicking
here.
GASPAR will allow you to...
Links
• GASPAR in a nutshell.
• GASPAR login.
62
11.3 Sports facilities
Situated in one of the most beautiful places in close proximity to EPFL, the University Sports Center
leaves nothing to be desired. It offers more than 70 disciplines ranging from Aerobic to Yoga and its
direct access to the lake allows even for nautical sports such as rowing, sailing and windsurfing (see
Fig. 11.2).
You can take out a subscription for either one semester (CHF 50.-) or a whole year (CHF 100.-),
which allows you to participate in most of the courses. Further information can be obtained at the
secretary in Dorigny, phone: 021 692 21 50.
During winter, a bunch of ski camps are organized in the nearby Alps at very competitive prices.
A highlight is also the nautical week at the Mediterranean Sea in September.
Nearby outdoor activities include: hiking in the Alps, skiing, climbing and cycling.
Links
11.4 Libraries
Documentation and scientific information are a common good.
The EPFL offers you a huge network of more than 50 libraries. Each is specialised on one or several
topics. One is fully open from 8am to 10pm every day and gives access to various services: the Central
Library.
Major services:
Online resources: campus wide access to 60 bibliographic databases (e.g. Web of knowledge), 6000
electronic serials (journals) and electronic books.
Books and printed materiel resources: Member of NEBIS, the scientific swiss union catalog i.e.
three Mios of books and printed materials. Fast and convenient Inter Library Loan.
. How to handle scientific information (offered in the framework of the Doctoral School).
. Introduction to the catalog search (Lasts 30 min).
. Introduction to the use of the library (Lasts 30 min).
. Work methods: Introduction to the use of the library (Lasts 2 x 2 hours).
. Work methods: Introduction to the use of document databases (Lasts 2 x 2 hours).
63
Figure 11.3: Inside the central library
The first time you check out books, you have to register with your CAMIPRO card at the library
desk. Lending is free of charge. However, you will be charged for late returns of books (The first
reminder is free, the subsequent reminders cost 10, 20 and 35 CHF). Periodicals can not be lended,
but there is a copy machine for which the corresponding copy card is available in the secretary of
your Laboratory.
How to subscribe: Inscriptions may be completed online (http://langues.epfl.ch/) and you will
have to take an entry-level test during the inscription period (one month before the start of the
semester).
You can always register directly at the front desk of the Language Centre, during the same period
of time.
The timetable is set up at the beginning of the year according to the availability of the people who
register; it is then posted outside the Language Centre. Everyone can consult the file by following the
same procedure as for the online registration.
64
Links
Internal phone number 222 Here you can get detailed information about the complete offer of EPFL
concerning advice and support.
Links ‘La Main Tendue’ (in french, german, italian), phone 143.
Contact
Contact
65
• Département Universitaire de Psychiatrie Adulte (DUPA)
Site de Cery, Route de Cery
1008 Prilly Tél
Phone: 021 643 61 11 ,Fax: 021 643 64 69
Web: http://www.chuv.ch/psy/dupa
However, before directly going there, you have to call the physician in charge or announce yourself
to the polyclinic at the CHUV:
11.6.4 Mediation
You think that in your work relationship your rights have been compromised by an administrative
mechanism of EPFL or you are a victim of an injustice or an imparity or your fundamental rights or
your dignity have been affected or you are a victim of discrimination, mobbing or sexual harassment.
If any of these is applicable, contact the mediation team.
Mediation is offered to all members of the EPFL community. You can address yourself to the
mediation team in order to get an information or an advice or to initiate an intervention.
What is sexual harassment ? Sexual harassment includes acts of physical intimacy or requests for
sexual favours or any act or conduct by a perpetrator, including spoken words, gestures or the pro-
duction, display or circulation of written words, pictures or other material that is unwelcome to the
recipient and could reasonably be regarded as sexually offensive, humiliating or intimidating to the
recipient. The unwanted nature of sexual harassment distinguishes it from flirtatious or sexual be-
haviour, which is entered into freely and mutually. It is the damaging impact of the unwanted be-
haviour on the recipient, not the intention of the perpetrator, which counts.
Contact
Links
• Employment specifications.
• Prolongation of contracts.
• Work certificate.
• Work permits.
• Schedules and vacations.
• Address changes (notify!).
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• Paid and unpaid vacation.
• Bank account changes (notify!).
• Medical certificates.
If something is not clear on your wage statement, you may want to contact them:
• EPFL PL RH
INN 011
Station 7
Phone: 021 / 693 60 93 (secretary), Fax: 021 / 693 35 95
Office hours: 8h30 - 11h30 14h00 - 16h30 (friday 16h00)
Links
Contact For anything concerning doctoral studies, Mrs. S. Bucurescu and Mrs. S. Jacot-Descombes
are your contact persons at the Academic Service:
Links
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• ACIDE is your link with the other associations of the EPFL (AGEPOLY-students, APC-administrative
and technical staff, APEL-professors) and other swiss universities;
• ACIDE maintains close contact with the EPFZ and other research institutions.
• ACIDE supports and advises you in case of professional problems.
• ACIDE offers free legal advises to its members.
Did you know that ACIDE has successfully defended the right to a minimum salary for PhD
candidate-assistants (75 % or better of salary class 15 in the past, and a better minimum salary as of
2008)?
ACIDE can not help you without your support. To join ACIDE you can register online.
For more informations about ACIDE:
• acide.epfl.ch
AGEPOLY This is the general association of the EPFL undergraduate students and is located on
the Esplanade. They offer a broad choice of activities and clubs: cabaret (NOT Striptease, the other
one), CD-thèque, Mountaineering-Club, Photography-Club, Drama-club, Sailing-club, Astronomy-
club, Chess-club, etc ...
For exchange students, a group called ‘Opération Parrainage’, a kind of coaching for foreign stu-
dents, has been founded and is member of the ESN (Erasmus Student Network). The local ESN
group consists of Swiss students who organize social activities and short trips. Activities include
weekly meetings, visits, plays, ski weekends and parties. Please have a look on :
• AGEPOLY (in French).
• Xchange ESN EPFL.
• Xchange ESN University of Lausanne.
Music If you are a musician, you may want to join the university choir, the university symphonic
orchestra or the jazz-funk project. There are band rooms with instruments (piano) at EPFL, where
you can practice your instrument of choice.
• University choir (in French).
• Lausanne University Orchestra.
• ORjazzM’!, the jazz-funk project.
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Links
• Day-care centres - nurseries (in French).
Contact
• Delegate for equal opportunities: Farnaz Moser-Boroumand, Phone: 021 693 19 81.
• Secretary: Josiane de Chambrier, Phone: 021 693 00 71, Fax: 021 693 19 80.
Links
• Equal Opportunities Office (in French).
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12
Especially for PhD candidates from
abroad
12.1 Switzerland, Lausanne, a quick glance
12.1.1 Switzerland
History
Present-day Switzerland has its origins in the ‘everlasting Confederation’ entered into by the three
earliest cantons, Uri, Schwyz and Unterwalden, in 1291. In 1803 Canton de Vaud, with Lausanne as
capital, became a member of the Swiss Confederation. Today the federal state of Switzerland consists
of 26 cantons and the federal capital is Bern. Switzerland is not part of the European Union (EU) but
associated to it through various bilateral agreements.
Languages
There are four official languages: German, French, Italian and to a limited extent Rhaeto-Romanic.
German is spoken in north-west, central and eastern Switzerland, French in the west and Italian to the
south of the Alps. Rhaeto-Romanic is spoken only in certain valleys in the Canton of Grisons. Around
72.5 % of the Swiss population speak German, 21 % French, 4.3 % Italian and 0.6 % Rhaeto-Romanic.
Facts
• Population: 7.59 mio (in 2007).
• Total area: 41’000 km2 .
• Highest mountain: Cervin-Matterhorn (4478 m), Monte Rosa (4634 m).
• Currency: Swiss Franc [CHF] (1.5 CHF≈ 1e).
12.1.2 Lausanne
Switzerland’s fourth largest city (129’400 inhabitants) enjoys a blessed location on the boarder of Lake
of Geneva (French Lac Léman).
The Romans built a military camp, which they called Lousanna, at the site of a Celtic settlement,
near the lake where currently are Vidy and Ouchy; on the hill above was a fort called ’Lausodunon’
or ’Lousodunon’ (The ’y’ suffix is common to many place names of Roman origin in the region (e.g.)
Prilly, Pully, Lutry, etc).
After the fall of the Roman Empire, insecurity forced the transfer of Lausanne to its current center,
a hilly, easier to defend site. The city which emerged from the camp was ruled by the Dukes of Savoy
and the Bishop of Lausanne. Then it came under Berne from 1536 to 1798 and a number of its cultural
treasures, including the hanging tapestries in the Cathedral, were permanently removed. Lausanne
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has made a number of requests to recover them. During the Napoleonic Wars, its status changed. In
1803, it became the capital of a newly formed Swiss canton, Vaud under which it joined the Swiss
Federation.
From the 1950s to 1970s a large number of Italians, Spaniards and Portuguese immigrated, settling
mostly in the industrial district of Renens and transforming the local diet. The city has been tradition-
ally quiet but in the late 1960s and early 1970s there were a series of mainly youth demonstrations
confronted by the police. The next vigorous demonstrations took place to protest against the high
cinema prices and since then the city has returned to its very sleepy self, until the protest against the
G8 meetings on 2003.
This paragraph has been reproduced using wikipedia informations.
Links:
• Lausanne on wikipedia (http://en.wikipedia.org/wiki/Lausanne)
• City of Lausanne.
• Lausanne Tourist Office.
• Geneva airport.
• Zurich airport.
• All about Switzerland (http://www.all-about-switzerland.info/)
Visa PhD candidates coming from outside EU-EEA-countries need to acquire a visa. It must be ap-
plied for before departure to Switzerland at the closest Swiss Embassy with the letter of admission
from the EPFL. The visa is called ‘B permit’. A ‘tourist visa’ cannot be changed into a student permit
once you have arrived in Switzerland.
Residence permit PhD candidates coming from EU-EEA-countries do not need to apply for a visa.
You have to go to the immigration office (French Contrôle des habitants et police des étrangers) of the
city where you live within the first 10 days after your arrival with the following documents :
• Your passport.
• 2 passport-sized photos.
• Certificate of registration called ‘Attestation’ from the EPFL (you will get it after your arrival).
• Recent bank statements and your contract of employment or your grant.
Note: Only the Human Resources department of EPFL can start the process for obtaining the residence and
work permit.
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temporary address and then change that address when you get your apartment. But, you want to try
to stay in the same ‘region’ or else you’ll have to pay to change your permit.
The fees for the residence permits are between CHF 120 and CHF 182. For residents from EU
countries the permit is valid for several years whereas for the others the permit has to be renewed
yearly with an attestation and a fee of CHF 60.
Links:
How to get a EPFL Half-Fare Card? You have to send the following documents to the Human
Resources:
• A voucher which you get from your secretary with the backside completed (address, language).
• A recent passport-sized color photo.
Travel agencies at EPFL campus: Note that you can buy your train/flight tickets directly on the
EPFL campus, as there is both a counter of the federal railway as well as a travel agency at EPFL. For
details, click here.
Links:
• Services/Shops at EPFL
• Swiss rail.
• French rail.
• Geneva airport.
• Metro timetable.
• Public Transport in the Lausanne area (in French).
• easyJet.com.
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12.4 Accommodation
In Switzerland students do not usually live on the campus. Seven student residences provide accom-
modation for students of the EPFL and of the University of Lausanne. They are located in differ-
ent parts of Lausanne and are administered by the foundation ‘Fondation Maisons pour Etudiants’.
Rooms are preferentially given to undergraduate students, but during summer break you may get a
room for a few months.
Most PhD candidates will get their own apartment or share one with other people. You may
wonder where is the best place to live in Lausanne. Some people prefer to be as close to the campus
as possible (suburbs Chavannes, Renens or St.-Sulpice). Although you will have a shorter way to
work in the morning the drawback is that going downtown in the evening will be an extra effort,
thus you will rarely do it. If you are a lively person and you like to go to the movies, have a drink
with some friends during the week, in this case you should definitely opt for a flat in the town center
of Lausanne.
Renting a flat: The housing market in Switzerland is probably organized quite differently from
your country of origin: 50 % of the population lives in a rented flat and the most flats are managed by
estate agencies (French gérance) that act on behalf of the owner and the protection of tenants is little
developed. At the moment there is a shortage on the flat market. The appartment vacancy rate in
Lausanne is about 0.1 %.
If you would like to rent or share an apartment, have a look at the roommate notices on campus.
Advertisements for flats can be found each Monday in the Lausanne newspaper ‘24heures’ under
‘Appartements à louer’: Each room (French une pièce) is livable space, hence kitchens and bathrooms
are not counted. When you are looking at places to rent, find out exactly what is covered by the rent,
electricity, water, furniture, etc ...
You must visit the flat before going to the ‘gérance’ (they will check with the caretaker). Once you
have visited the flat, you pass by the ‘gérance’ and ask to be put on the waiting list. You should bring
your work permit and a recent bank statement.
Once you have been accepted by the ‘gérance’ you may be required to draw up a lease for one
year with a three or six month notice clause. A guarantee is required which can represent an amount
of 3 months of rent. You will not hand the deposit to your landlord in cash, but rather put it on a
blocked account (see Sect. 12.8). You will notice that flats may be preferentially given to people with
steady jobs (and high income) and to Swiss citizens.
At the day of handover (French État des lieux) you will inspect the appartment together with the
agent of the ‘gérance’ and note any damages. Keep a copy of the record until you intend to leave.
Useful addresses:
• Adds for apartments (in French).
• Accomodation by SOC EPFL.
• GASPAR/TEQUILA: EPFL’s intranet (see 11.2.)
• Office du logement UNIL.
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12.6 Cost of living
Okay, let us get this over and done with quickly: Switzerland is an expensive place. Prices for almost
everything are higher than in almost every other country. Take it or leave it, but do not complain the
next four years about high prices. You have to take into account that you will earn more than almost
every other PhD candidate in the rest of the world (those in industry excepted).
The Big Mac purchasing-power parity (PPP) is the exchange rate that would leave a burger in any
country costing the same as in America. The average price of a Big Mac in four American cities is
$2.90 (including tax). The cheapest is in the Philippines ($1.23), the most expensive in Switzerland
($4.90). In other words, the Philippine peso is the world’s most undervalued currency, the Swiss franc
the most overvalued (The Economist, May 27th 2004).
Links
Figure 12.1: The world economy looks very different once countries output is adjusted for differences in prices
PhD candidates coming from EU-EEA countries may remain affiliated to their own insurance com-
pany if they bring the European form E111 completed and duly signed by their insurance company
or the European Health Insurance Card [12]. Most students remain affiliated to their own insurance
company. As soon as they arrive in Switzerland, they have to send the form E111 or a copy of the
European Health Insurance Card to the
PhD candidates coming from outside EU-EEA may either join a Swiss insurance company or re-
main affiliated to their own insurance company provided that they ask permission from the ’Organe
Cantonal de Contrôle’: http://www.occ.ch, email: info@occ.ch.
A written statement from the foreign company giving full details on the extent and the amount of
the coverage must be joined to the request. To benefit from an exemption, two conditions are to be
fulfilled :
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ii. The coverage guaranteed by the insurance should be equal to that requested by the Swiss law.
The premium to pay will be based on the place of residence, on the age and on the deductible chosen
by the PhD candidate. Its price ranges from Fr. 150.- to Fr. 225.- per month.
Aware of the problems involved in choosing medical insurance, the Service social at EPFL has con-
tracted a society - GESTUNION S.A. - to help you find the least costly solution.
GESTUNION S.A. offers you:
• GESTUNION S.A.
Route de Vallaire 149
CH-1024 Ecublens
Phone: 0848 882 884 (client service), E-mail: info@gestunion.ch.
Emergency In an emergency, the number to dial in Switzerland for an ambulance is 144. If you
become ill and need urgent medical attention, contact the nearest health-care centre ‘Permanence
médicale’ or the CHUV (University Hospital Center for the Vaud Canton), phone : 021 314 11 11.
You can visit them without an appointment. In dental emergency you may go to the ‘Permanence
dentaire’ or to a dentist. Dental costs are not covered by the health insurance and are very expensive.
Links:
Which documents are required? You will have to prove that you are permanently living in Switzer-
land and that you are studying at EPFL. Therefore you need:
• Student card.
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Links:
Infant school The infant school is from ages 4-6 and is non compulsory but highly recommendable.
Primary and secondary school Parents have a choice between a quality public school and the pri-
vate system. The private schools are numerous and well known. Several among them offer interna-
tional curriculum, which provide study in English, German or Spanish. The public schools, in which
courses are given in French, offers a level of excellence on a par with that of the private sector. These
schools provide the first two cycles of study: the primary school (from ages 6 to 10) and the secondary
school (from ages 11 to 15).
Apprenticeship training For many years, employers have appreciated the quality of our appren-
ticeship training programs. The emphasis in these programs is on the practical application in daily
work of knowledge acquired in class. The result has long been highly trained employees of excep-
tional quality. This is without a doubt one of the most important factors underlying not only the
excellent craftsmanship and manual work in Switzerland, but also the vaunted ‘Swiss work ethic’.
High school The High school (French gymnase) prepares for university studies and is from ages 15
to 19, generally.
Higher Education The canton of Vaud offers an array of advanced education and training programs
of exceptional variety and quality. The university offers programs in liberal arts, law or human sci-
ences, while a select group of high level schools and institutions offer advanced training in fields
ranging from hotel management to nanotechnology. Vaud has firmly oriented itself toward cutting-
edge research, education and training in the newest technologies: microtechnology, information tech-
nology, bio-technology (including bio-pharm and med-tech), telecommunications, electronics, energy
systems.
Links:
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12.10 If you have a car
If you live in the center of Lausanne you do not actually need a car. In contrary, parking space is very
limited and you often risk to pay a fine if you do not park correctly.
There are three types of car insurance in Switzerland:
Links:
Links:
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13
Useful adresses
13.1 Where to stay the rst week
Usually you do not have your apartment yet when arriving in Lausanne. In this case you need a
‘cheap’ hostel to stay while searching for an apartment. If you do not know anybody, try the follow-
ing:
• Jeunotel
Chemin du Bois de Vaux 36
CH-1007 Lausanne
Phone: +41 21 626 02 22 Fax: +41 21 626 02 26
http://www.jeunotel.ch
email: jeunotel@urbanet.ch
• Lausanne Guesthouse & Backpacker
Ch. des Epinettes 4
CH-1007 Lausanne
Phone: +41 21 601 80 00 Fax: +41 21 601 80 01
http://www.lausanne-guesthouse.ch
email: info@lausanne-guesthouse.ch
• Camping de Vidy
Ch. du Camping 3
CH-1007 Lausanne
Tél. 021 622 50 00 Fax 021 622 50 01
E-mail : info@campinglausannevidy.ch
• Hôtel du marché
Pré du Marché 42
CH-1004 Lausanne
Phone: +41 21 647 99 00 Fax: +41 21 646 47 23
http://www.hotel-du-marche.com/
• Hôtel Formule 1
Rue de l’Industrie
CH-1030 Bussigny-près-Lausanne
Phone: +41 21 701 02 02 Fax: +41 21 702 31 72
http://www.hotelformule1.com/
If you arrive in vacation period (e.g. July-October) you should try the student houses (see sect.
12.4). In addition you can obtain advice from the Tourist Office at the railway station : http://www.
lausanne-tourisme.ch
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13.2 Emergency call
- EPFL : internal nr. 115 or http://securite.epfl.ch/urgences/urgences.html
- Police: 117
- Firemen: 118
- Medical emergencies: 144
- CHUV – University Hospital, Phone: 021 314 11 11, http://www.chuv.ch
- Vidy-Med : Rte de Chavannes 11-11A, Phone: 021 622 88 88, http://www.vidymed.ch/home.
Links
79
Appendix
13.3 Links
• Services/Shops at EPFL
• Swiss rail.
• French rail.
• Geneva airport.
• Metro timetable.
• Public Transport in the Lausanne area (in French).
• easyJet.com.
13.4 Maps
80
Figure 13.2: Lausanne
81
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