The following is a detailed description of the most common administrative procedures that must be followed slavishly.
What to do to go on a mission as a doctoral student
Any doctoral student who wants to go on a mission trip must follow all the steps listed below and must do so well in advance (generally no less than 15 days before departure)
1. Agree on the mission with your Supervisor.
2. Apply for permission in the “travel” section of the Infostud portal (be sure to click the red button "invia richiesta").
3. Fill out the Google form https://tinyurl.com/27vn6sqf (only once for each mission) indicating all required data. N.B. the cost of the mission to be entered is only that charged to doctoral funds, otherwise enter '0'.
4. Check that you have received the email with the copy of the data entered in the Google form.
5. Open the mission on the U-web portal https://uniroma1.u-web.cineca.it/.
If using doctoral funds, the financial request inserted on U-web must be identical to the one entered in the Google form.
6. If the funds made available by the doctoral program (1k€ for each of the first two years and 1.5k€ for the third year) are not enough, it is necessary to get authorization to cover the remaining expenses on other funds. For this purpose, a second request for authorization must be opened on U-web, indicating as Project Manager the person who authorizes the coverage of the remaining expenditure.
Even if traveling only on non-doctoral funds, the authorization in item 2 is still required and the Google form in item 3 must be filled in.
Procedure for the 50% increase in the scholarship for missions abroad
The request for the 50% increase of the scholarship for missions abroad can be made through the “travel” function on Infostud after the mission is completed.
Procedure for applying to tutoring calls
To participate in tutoring calls, it is necessary to fill out the tutoring authorization request form found in the menu to the right.
On the basis of a resolution of the PhD Board, the Coordinator may authorize, without consulting the Board, requests for tutoring not exceeding 40 hours per year, coming from doctoral students enrolled in the 2nd and 3rd year or from doctoral students in the 1st year if the request is countersigned by Supervisor and Referent.
Any other request is considered exceptional and therefore requires to be countersigned by Supervisor and Referrer. The Coordinator will consider requesting an opinion from the Teachers' Board.
For these reasons, it is strongly recommended to limit to standard requests (40 hours per year).
The completed and signed permission request form should be emailed to the doctoral secretariat (dottorato.fisica@uniroma1.it) well in advance (at least 10 days before the deadline for standard requests). The email request should include the following subject line:
Email Subject: Request for authorization to participate in mentoring call - call deadline on YYYY date (Send requests only from institutional email address)
Request for clearance for INFN association
The request for INFN association clearance should be requested from the Coordinator.
The clearance request will be prepared according to the form available in the forms section and will be emailed
- to the Coordinator
- to the doctoral secretariat (dottorato.fisica@uniroma1.it)
- in cc: to the Director/Thesis Director and College Liaison.
The email request should have the following subject line:
INFN Association Clearance Request (Send requests from institutional email address only).
Request for Extension of the Doctoral Program
Article 16 bis paragraph 8 of the University's doctoral regulations states:
For proven reasons that do not allow the submission of the doctoral thesis within the time frame of the course duration, the Board of Teachers may grant, upon the request of the individual doctoral student, an extension of a maximum duration of 12 months, without further financial burden.
The request for an extension of the doctoral course should be sent to the Coordinator for him/her to submit it to the Board of Teachers for approval.
Standard extensions are 4, 8 and 12 months so that the end of the doctoral program coincides with one of the final examination sessions.
Any non-standard request must be supported by valid certified reasons to be considered.
The request for extension must be made through the Infostud platform. The reasons must be consistent with the provisions of Article 16a paragraph 8 of the University Doctoral Regulations listed above.