Description of the procedure to create the « convention de stage » for University Paris Saclay

Due to cyberattack (08/2024), University Paris-Saclay has changed the procedure to produce the « convention de stage ».

• Read carefully the instructions
• you may also find some helpful information below (presentation of the « old procedure »)
• documents to be filled are below

PROCEDURE FOR 2024-2025:

• The section « 3 – The Intern » on page 1
• The « Primary Health Insurance Fund » section under « Contacts » on page 2

• The « 2 – Host Organization » section on page 1
• The « Internship Subject » section on page 2
• The « Supervision of the Intern by the Host Organization » section on page 2
• The « Tasks Assigned and Skills to Be Acquired or Developed » section on page 2
• All information from Article 3 (page 3) to Article 9 (page 5)

• The « 1 – The Educational Institution » section on page 1
• The « Supervision of the Intern by the Educational Institution » section on page 2
• The « Preventive Medicine Service of the Educational Institution » and « Contact in Case of Conflict » sections under contacts on page 3
• The information in Article 12 on page 6.
  After verifying that all information has been filled out by the three parties, the department prints the agreement in 3 copies.

PREVIOUS PROCEDURE :

1. Overview of the full procedure:

• Find an internship as early as possible
• Download the form « Formulaire de proposition de stage » (form in french or in english) and fill it with your advisor (tutor) : she/he should have all information
•  The student or the advisor sends the form to the lab where the internship takes place, which completes the part « Organisme d’accueil »
•  The student sends the form (filled) to the « Enseignant responsable » (christophe[dot]texier[at]universite-paris-saclay[dot]fr, for UPSaclay) for verification
  
• At this step, all information should be correct (corrections in p-stage, afterwards, are much more painful)
• The student goes to the « P-Stage » web application (UPSaclay) and fills the form on-line (if not already done, the student may have to activate his « Adonis » Paris-Saclay account)
  FILL IT VERY CAREFULLY (this will produce the « convention », which is a contract, and cannot be modified easily, once validated and signed by everybody)
• Don’t forget the documents (if there are) asked by the administration of the lab (e.g.: copy of ID, student card, carte vitale, insurance certificate,…)
•  Once filled on-line by the student, SEND a message to the « Enseignant responsable » (christophe[dot]texier[at]universite-paris-saclay[dot]fr) so that he can validate the on-line form (careful : Ch.Texier is not automatically informed by the PStage platform)
•  The student can follow on P-Stage the status of the convention ; once validated, the student « prints » the convention which has to be signed by: (i) the student, (ii) the advisor, (iii) the « organisme d’accueil » (different from the director of the lab), (iv) the « Enseignant référent » (Ch.Texier), (v) the president of Université Paris Saclay
  Since 01/2022: the electronic signature is again allowed (you can insert your signature on one pdf version and send it by email)
• For step (iv) & (v), send the convention to « Enseignant référent » (with the insurance certificate, « assurance responsabilité civile »); he will forward it to the scolarité (i.e. Paris-Saclay President’s office) for signature.
  It must be received by the « scolarité » at least 15 days before the start of the internship (30 days if internship is abroad)
• Finally,  « administrative validation » will be done (when everybody has signed)
•   internship abroad and covid pandemy :
  check the status of the country (cf. https://www.gouvernement.fr/info-coronavirus/deplacements). If there is a risk (orange or red country) you should ask the agreement of « Fonctionnaire Sécurité Défense » (see point 3 below). This should be done before the convention is transmitted to the « scolarité »

Good luck!

2. More information to help you with PStage:
* the whole procedure on P-Stage is explained on this « U-PSaclay’s Tuto for PStage » (in french). Look at it for details.
* Few remarks: (they should allow you to avoid the 24 pages Tuto!)
– Language : choose the convention in french for an internship in France (in english for internship abroad)
– « Organisme d’accueil » : it should the institution which is paying you (it may be the CNRS or a University,…) use the scrolling menu (e.g. the CNRS labs in Paris Saclay perimeter depend on « CNRS Délégation Ile de France Gif-sur-Yvette (DR04) ») ; Careful: in order to search the organism in PStage, check the SIRET number (you can use web sites like www.societe.com, etc)
Once selected the correct « organisme », go to « Contacts » to select the lab (scrolling menu « sélectionner un service »)
Note that you may have to create the « organisme » and the « service » (lab): in this case, be very careful, do not  duplicate the information and increase entropy!
– « Tuteur » is the intership’s advisor
– « Enseignant référent » is  « Christophe Texier » (for signature from PCS Master)
– « Modèle de convention » : choose « Paris Saclay Standard (français) » for internship in France and « Paris Saclay Standard (anglais) » for internship abroad (in non French-speaking countries)
– « Type de stage » : choose « Formation initiale – stage obligatoire »
– you will have to indicate the total number of days (take into account that there are few « jours fériés » in France : 01/05, 08/05, 21/05, 01/06) ; in France, the legal working time is 35 hours/week (7h/day)
– Since 01/2024, for internship in France, the stipend should be minimum 659,76€ net/month ; only exception is for students from ENS already paid (=> no additional stipend)
– « Modalités de suivi par l’enseignant référent » (Ch.Texier)  : write « occasionnel »
– « Modalité de validation du stage » : choose « soutenance »
– « Signataire » is the « représentant légal de l’organisme d’accueil » (e.g. for the CNRS DR04, it is M. Benoit Forêt, the « délégué régional » ; cf. first form « Formulaire de proposition de stage »)
– the rest should be easy (only fill what is compulsory, with a « * »!)

3. Internship abroad:

(1) register to the foreign affair ministery (MAE) on Ariane platform : https://pastel.diplomatie.gouv.fr/fildariane/
(2) simultaneously, declare the mobility out of France to the DRIE (Direction des Relation Internationales, Université Paris Saclay) : https://psud.moveonfr.com/form/5593d35c3f5d66dd7b000000/fra#
Choose the « Déclarez votre mobilité de stage à l’étranger 2021/22 » form.
Please do not forget to submit your declaration by clicking on « Envoyer » at the end.
(3) Notify Mathieu Langer (international-physics.sciences[at]universite-paris-saclay[dot]fr) that you have declared your mobility.
COVID:
Due to the pandemy of Covid, you should get the agreement of the « Fonctionnaire Sécurité Défense » (FSD), 3 or 4 weeks before your departure. Mathieu Langer will then request the agreement of the FSD of Université Paris-Saclay on the basis of your declaration.

update: 24/01/2023