The laboratory has several Alfresco collaborative sites, one of which is its intranet and to which all new members are automatically registered. The other sites are reserved for members of the Board, the Executive Committee or the Commissions. Information and documents are grouped in 4 main folders:

"What to do"_INFORMATION
"How-to"_PROCEDURES AND INSTRUCTIONS FOR USE
"With what?"_FORMULAIRES AND RESOURCES
"The fact"_REGISTRATIONS

1.3 Intranets for managing professional activities

Travel (KAMELEON)

Before any business trip (provided you're employed by the university), you'll need to apply for a "mission". For trips abroad, plan to register on Ariane (link from the mission order).

SYMME uses the online KAMELEON software (this is not yet the case for all components of the university). When you return from your assignment, this software will also enable you to request reimbursement of any expenses you may have paid out of your own pocket.

KAMELEON is accessible via the university intranet.

Instructions for use are available on the SYMME intranet.

Purchasing (KAMELEON)

All professional purchases must be declared on KAMELEON.

ADUM (for doctoral students)

Theadum website allows you to complete the first stage of registration or re-registration. Every year, you'll need to double-check your information and edit the documents to be signed by the parties concerned in order to validate your registration/re-registration. On this site you'll also find a non-exhaustive catalog of courses offered by the SIE doctoral school, as well as other partner doctoral schools.

Leave management (for USMB staff, including doctoral students under contract with USMB)

You can declare your leave on Virtualia. You can also access it directly on the USMB intranet (Guichet RH (Via VPN)). This allows you to keep track of your leave balance at all times.

Salary slips (for USMB staff, including doctoral students under contract with USMB)

Original pay slips can be requested in paper format, but arrive with a 3-month delay. They are also available in digital format on theENSAP website. To access them, you'll need your social security number and a RIB, or you can log in with your FranceConnect account, which gives you access to all digital government services, such as the tax site, vehicle registration, etc. Once you've created your personal space, you'll be able to consult your pay slips, which will appear at the beginning of each month.

1.4 Resources

University library

Annecy's university library is located between the SYMME laboratory and the IUT. The services offered are summarized here. The documentation center features an online document search tool.

Authorized resources in the Symme laboratory

Each SYMME laboratory user has access to resources (USMB accounts, keys, storage space, etc.). For details of resources, see the table available here.

Symme laboratory contacts

The laboratory's resources (administrative, technical, organizational, etc.) are presented here.

Photocopier

The Maison de la mécatronique has a photocopier on level 2 (main entrance level). You can print your documents at your convenience, but note that there is also a reprographics service for high-volume printing. If you need to make photocopies or scan documents, you'll need an account. Just send an e-mail to technique.symme@univ-smb.fr or secretariat.symme@univ-smb.fr.

IT asset management

If you need a desktop or laptop computer, send your request to technique.symme@univ-smb.fr

Reserve a room

If you need to reserve a room for a meeting, you can do so via the ADE application. The procedure is here.

Submit your paper to the Hyper Article en Ligne (HAL) platform

HAL (Hyper articles en ligne) is the national open archive created in 2001 by the CCSD (Centre pour la Communication Scientifique Directe). It is a platform for the deposit and open access dissemination of researchers' scientific work. You can deposit all your research-level documents in HAL: articles, communications, posters, books, book chapters, unpublished documents (working papers, minutes, reports, etc.). You'll find the submission procedure here.

Borrowing a Polytech vehicle: (please note that doctoral students do not have access to this page)

It is possible to rent a Polytech service car (at the laboratory's expense, using a financial resource to be indicated) for all business trips (training courses, meetings, USMB events, etc.).

To do so, go to the Polytech Annecy Chambéry intranet via this link.

Mailing lists

Email distribution lists for SYMME members are available here.

VPN

With your USMB credentials, you can connect to the University's local network via the CISCO AnyConnect VPN, which you can download here. Then simply enter your USMB credentials and you'll be able to access your personal and public drives from any Internet access point.

2. For doctoral students

2.1 Administrative and pedagogical registration

When you arrive at the laboratory, you'll need to register with the university. In July, you should have received an e-mail from the SIE doctoral school setting out the steps to follow for your registration and the procedure (short tutorial). If you need any further information, please contact the SYMME laboratory secretary or send an e-mail to secretariat.symme@univ-smb.fr. You'll also find information on the doctoral school website, on the registration page.

Then, every year, you'll have to re-register with the university. You will receive an e-mail in July of year n for registration in year n+1. Please note that you will need to enclose the minutes of your Comité de Suivi Individuel du Doctorant : CSI (see CSI section for a definition). You will also find information on the doctoral school website, in the re-registration section.

2.2 Training courses

During your PhD, you'll need to take a minimum of 120 hours of academics before you're allowed to defend your thesis. These courses must be varied and divided into categories. Depending on your profile, you can find the most suitable course on the SIE doctoral school website. Please note: for all courses, you must take 20 hours of academics on research ethics/scientific integrity. You'll find a training catalog on the adum website, under Catalogue. Once you've taken an academics course, you'll have to answer a questionnaire to validate the hours. Summer schools allow you to validate many hours of scientific training. What's more, the Learn department also offers training courses that may be of interest to you.

If you teach, you can have academics hours validated by equivalence: 4 hours of TD equivalent are worth 1 hour of academics (with a ceiling of 40 hours of valid academics ). You can also get academics hours validated through conferences, mentoring of master's students, participation in the DoctoralDoctoral School's doctoral student day, etc. You can find the complete list with hourly equivalents here.

Right from the start of your thesis, it's a good idea to take a look at the training courses available, so that you don't end up overwhelmed with your research work.

2.3 Teaching

During your PhD, you'll have the opportunity to teach in any of the university's departments (Polytech, IUT, etc.). After your PhD, if you're aiming for a research teaching position, such as that of your laboratory supervisor, we strongly recommend that you start teaching as soon as possible. If you are interested, you can discuss this with your thesis supervisor.

You can find information on university vacations here.

To take on a teaching assignment, you'll need to create an account on Espace vacataire (univ-smb.fr) and then complete your application. Make sure you apply early, as your application will need to be signed by all parties before you start teaching. You'll find the Vacademat user guide here.

You can track the progress and results of the courses you've taught using Heliweb.

2.4 Socio-scientific commitment (for doctoral students)

The laboratory's doctoral students are asked to carry out a number of assignments:

Participation in the Unit Council:A doctoral student is elected for a two-year term to represent all doctoral students on the Lab Council. This takes place every month (usually on the last Thursday).
Participation inJDD SIE:Each year, a Doctoral Students' Day is organized by doctoral students from the SIE doctoral school. Each laboratory nominates two doctoral students (one titular and one substitute), who meet to prepare the day's program.
Participation inthe SYMME JDD:Less formal than the SIE JDD, this event brings together only PhD students from the SYMME laboratory. It's an opportunity to welcome new PhD students during a day that combines presentations of thesis topics and outside activities.
Participation in the QWL committee:The Quality of Life at Work committee meets regularly to improve or resolve problems concerning living conditions in the workplace. It's a good idea for a PhD student to take part, to get a feel for things that may differ from that of the laboratory's permanent staff.
Participation in the Doctoral School SIE Council:Every two years, a list of doctoral students is elected to sit on the Doctoral School Council. These meetings take place every two or three months in Chambéry. Discussions focus on the structure and development of the SIE school.

2.5 Individual doctoral student monitoring committee (CSI)

The role of the doctoral student's individual monitoring committee is to ensure that the thesis is progressing smoothly, both materially and in terms of human resources. It is made up of members from outside the thesis supervision team. In practical terms, the CSI is required to meet once a year to review the progress of the thesis and identify any difficulties. The committee produces a report and issues an opinion on the doctoral student's re-registration. You will of course be able to contact one or more members of your CSI during the course of your thesis to discuss any difficulties that may arise.

You can (and should) play an active role in proposing one or more members. For example, a teacher from your Master's program or a supervisor from your Master's internship. It's important for you to have a trusted member on the ISC.

Don't take too long to set up your CSI, which will follow you throughout your thesis. This will ensure that you don't rush into setting it up. In any case, the doctoral school will require you to have set up your CSI by March of the^1st year of your thesis.

You'll find more details and an explanatory video on this SIE doctoral school page.

2.6 Doctoral student/supervisor mediation

The SYMME laboratory has decided to set up a doctoral student/supervisor mediation system. It is made up of the doctoral student representative on the Unit Council, or a doctoral student of your choice, and the representative of the HR Commission or the representative of the QVT Commission. You can call on one of these people at any time if you wish to discuss any difficulties you are experiencing in confidence. This mediation system is not intended to replace the CSI, but it can help you react more quickly, and prevent the relationship between doctoral students and their supervisors from deteriorating.

2.7 Thesis defense

Not just yet! But when you reach the^3rd year of your thesis, you'll need to anticipate a number of things (end of thesis, post-thesis, etc.). Remember to anticipate the different stages so that your thesis defense can take place at the time you and your supervisors have planned. You'll find information on the various stages, deadlines, etc. on the SIE doctoral school web page, in the Defending your thesis section. For your information, you can write your thesis in English, provided you have applied for a derogation (see adum).

2.8 If you are not a French citizen

The USMB Welcome Center can help you with your arrival and residence permit formalities. You can also find out about French language courses (for doctoral students, this can be used towards academics hours), etc. You can contact the center's coordinator by e-mail: incoming.students@univ-smb.fr or by telephone 04 79 75 85 70.

There are also Integration Events offered to all international students at the university, including discounted ski trips, sightseeing tours and more. Normally you'll be on their mailing list and receive all the information about these outings/events. If you're not on their list, you can contact them so they can include you.

For administrative matters, don't hesitate to ask a PhD student in the same situation as you, or the secretariat.

3. Daily life in Annecy

3.1 Getting around Annecy

The bus network (SIBRA) is well developed in Annecy. You can consult their offers on SIBRA and get a refund of up to 75% of the annual subscription price (USMB staff).

For further details, please consult this document.

You can also rent electric bikes from the self-service stations in Annecy. The first 30 minutes are free! All you need to do is download the app, and you can find more information on this website.

3.2 Accommodation in Annecy

Annecy's BIJ (Bureau Information Jeunesse) has all the information you need for young people. You'll find information on where to stay in Annecy in the "Student accommodation" section. Here's a short list of sites that can help you:

BIJ website: https://infojeunes.annecy.fr
Crous website:https://www.crous-grenoble.fr/guides-logement-annecy/
Site proposed by the city of Annecy:http://www.logement-etudiant-annecy.fr/
Young workers' hostel website : https://fjtromainsnovel.fr/

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Authors: Camille Saint-Martin, Tigran Avetissian, Kévin Bredillet, Magali Pralus, Eric Pairel, Sandrine Beauquis, Elza Fillard, Quentin Demouron, Gabriella Gambarra Moreira

Creation: 09/2021.