Forms and instructions

Find attached the forms for:

- open a mission

- ask the reimbursement for a mission

- request authorization to participate in a tutoring call

- request the elevation of the scholarship for a period spent abroad (form for requesting prior authorization for coordinator)

- request the elevation of the scholarship for a period spent abroad (form to be sent to the Central Doctoral Office)

- request for doctoral students from other universities to follow courses provided by the Doctorate in Physics - Sapienza


The procedures for the following obligations are described below:

1) ITER: Study plan - presentation and modifications

2) ITER: Participation in Tutoring Calls

3) ITER: Request for a 50% increase in the grant for missions abroad

4) ITER: Request for extension of the PhD course

5) ITER: Request for authorization for INFN association

6) MISSIONS OPENING PROCEDURE

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1 - ITER: Study plan - presentation and modifications

The study plan is presented by filling in a Google form whose link is created by the secretariat of the PhD in Physics and sent to all first-year PhD students.

The study plan is drawn up in agreement with the thesis director and the Advisor and is presented complete including the 12 required credits.


The study plan can be modified, always in agreement with the Thesis Director/Directress and the Adivsor the change request must be sent by email

- to the Coordinator

- in cc: to the Doctoral Secretariat (dottorato.fisica@uniroma1.it), to the Thesis Director, to the Advisor

The email request must include the following subject:
Request for modification of study plan cycle YYY (Send requests exclusively from institutional email address)

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2 - ITER: Participation to calls for tutoring


To participate in tutoring calls, it is necessary to fill in a tutoring authorization request form which can be found in the forms section of the PhD page. The authorization request must be signed by the Thesis Director and by the Advisor:

- for first-year PhD students,

- for PhD students of the second and third year (if they have already carried out tutoring activities in the current academic year)


The completed authorization request form (and signed by the Thesis Director and Advisor for the cases indicated above) must be sent by email

- to the PhD secretariat (dottorato.fisica@uniroma1.it) at least 10 days before the call deadline. This deadline is reduced on the basis of the timing with which the news relating to the call is disclosed.


The email request must include the following subject:
Request for authorization to participate in the tutoring call - call deadline on YYY (Send requests exclusively from the institutional email address)

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3 - ITER: Request for a 50% increase in the grant for missions abroad

In case of missions abroad, it is possible to request a 50% increase in the scholarship.

BEFORE DEPARTURE

The initial information will be requested by mail to the PhD secretariat. (dottorato.fisica@uniroma1.it).

The documentation to be prepared before departure is as follows:

- prior authorization signed by the Coordinator before departure with a date prior to departure.

- mission opening

The request form "Elevazione della borsa per un periodo trascorso all'estero" for prior authorization can be found in the forms section of the PhD page on the Department website and must be sent by email

- to the PhD secretariat (dottorato.fisica@uniroma1.it) whose data are used to prepare the prior authorization signed by the Coordinator

- in cc: to the Thesis Director and Advisor


The email request must include the following subject:

Request of prior authorization for period abroad - departure on YYY (Send requests exclusively from institutional email address)


RETURNING FROM THE MISSION

The documentation to be delivered to the Doctoral Office (ufficio.dottorato@uniroma1.it) with in cc of the Coordinator and the Secretariat of the Physics Doctorate (dottorato.fisica@uniroma1.it) upon return from the period abroad is as follows

- completed and signed Sapienza application form (available in the forms section: MaggiorazioneBorsa-Sapienza)

- the prior authorization of the Coordinator.

- certificate of attendance from the host institution/university

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4 - ITER: Request of extension of the Doctoral Course

The request for extension of the Doctoral Program must be requested from the Coordinator and must be authorized by the Academic Board.

The extension request will be written in letter format addressed to the Coordinator, which will explain the reasons that led to the extension request and will be sent by email:

- to the Coordinator

- to the doctoral secretariat  (dottorato.fisica@uniroma1.it)

- in cc: to the Director of the thesis and contact person of the College
 


The email request must include the following subject:

Doctoral course extension request - new session required (Send requests exclusively from institutional email address)

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5 - ITER: Request for clearance for INFN association

The request for authorization for an INFN association must be requested to the Coordinator.

The request for authorization will be drawn up according to the form available in the forms section and will be sent by email:

- to the Coordinator

- to the PhD secretariat (dottorato.fisica@uniroma1.it)

- in cc: to the Thesis Director and Advisor

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6 - ITER: TO OPEN A MISSION

What to do to go on a mission trip as a doctoral student

Every doctoral student who wants to go on a mission must
 
  1. Agree on the mission with the Supervisor.
     
  2. Reclaim the Coordinator's authorization (even if you are not using doctoral funds) by opening the mission on the U-web portal https://uniroma1.u-web.cineca.it/
    It is mandatory to enter the following data:
    - Luogo della missione – Location of the mission
    - Mission start and end dates
    - Tipo Richiesta: FPR - FONDI DI PROGETTO
    - Responsabile Progetto: RICCI TERSENGHI Federico
    - Struttura pagante: DIPARTIMENTO DI FISICA
    - Motivazione – Justification
    - Totale spese richiedente – Total applicant expenses (only the portion to be charged to doctoral funds)
     
  3. Fill out the Google form at this link (only once for each mission) indicating the same data entered on the U-web portal.
     
  4. Check that you received the email with the copy of the data entered in the Google form.
     
  5. The above steps should be done well in advance (generally not less than 15 days before departure).
     
  6. In case 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 or in case one travels on different funds, it is necessary to get authorization to cover the remaining expenses on the other funds. For this purpose, a second authorization request must be opened on U-web, indicating as Responsabile Progetto the person who authorizes the reimbursement of the remaining expenditure.
    Even if you travel only on funds other than doctoral funds, the authorization at point 2 is always necessary.
 

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