Phd in CIVILIZATIONS OF ASIA AND AFRICA

Activities and documents

Phase 1
Before the mission

Prepare the following documentation:

1) letter from the Tutor motivating the doctoral student's mission request (specifying the institution where the student will go to do research / the conference to which he / she will attend or participate etc.), to be sent the as soon as possible to the Coordinator;

2) mission authorization request form (Annex 1). Attention: the item "Anticipazione" should only be filled in if the applicant has a scholarship and wants to apply for the advance of 75% of the expected costs (if there can be discrepancies in the real costs); the item “Funds on which the mission is charged” must be filled in only if the   mission is reimbursable (ask the Coordinator); the form will in all cases be signed by the   Coordinator;

3) Information grid (Annex 2, that is "Scheda informativa": please fill in the information concerning your bank account (i.e. name of the bank, account number, swift and bic codes etc.) only if you can apply for reimbursement, other wise write "reimbursement not required"   in the field "Name of the bank";
4) copy of your identity document;

5) copy of your fiscal code.

Send the letter from the Tutor and the mission authorization request form to the Coordinator for signature at least 7 days before the scheduled departure (if the mission is based on research funds from a teacher, please first ask the project director to sign the request form).   Then send all the documents to missioni.dipartamentoiso@uniroma1.it with the following   subject: Mission authorization request.

ATTENTION: if you want to apply for a 50% increase in the scholarship (only for missions abroad), in addition to the above procedure it is necessary to follow the instructions available on the page of the Doctoral Office (https://www.uniroma1.it/it/pagina/frequentare-un-dottorato).

NB: If you go to a country where there are no agreements for health coverage, you must contact the Sapienza insurance office to activate the insurance coverage for the stay abroad. https://www.uniroma1.it/it/pagina/polizze-assicurative-studenti

Phase 2
During the mission

Those who leave on a mission upon agreement with an institution (Libraries, Archives, Research Centers, ...) to carry out research activities must obtain a declaration (on headed paper) of the institution where they carry out the activity of study and research with the indication of the period of activity (from ... to ...) *

If a mission is eligible for reimbursement, you must retain the original paper records of all incurred costs (if there isn't an electronic version), including receipts for meals, tickets for local transportation, boarding cards, etc.; otherwise, no reimbursement will be granted. 

Phase 3
After the mission

In all cases: communicate via email to the Coordinator the end of the mission, attaching a short written report on the activities carried out (between 1,000 and 2,000 characters), which summarizes the aims of the mission and the results achieved (the contents can then be inserted in the "PhD student form" to be filled in usually in February for annual renewal);

In case of a refundable mission: fill in the Expense Settlement Request Form (Annex 3) and send it to the following address: missioni.dipartimentoiso@uniroma1.it, indicating in the email subject: Mission settlement request.
If a mission is eligible for reimbursement, you must retain the original paper records of all incurred costs (if there isn't an electronic version), including receipts for meals, tickets for local transportation, paper boarding permits, etc.; otherwise, no reimbursement will be granted. Sort the paper documentation of the original records of all incurred costs by category of spending and give it in to the secretariat upon your return (put receipts on separate sheets of white or ricycled paper). Hand in the documentation within 30 days from the end of the mission. 

Mission abroad with an increase in the scholarship: complete the procedure as indicated on the page of the PhD Office (https://www.uniroma1.it/it/pagina/frequentare-un-dottorato), click on the Italian page "Frequentare un dottorato" alla voce " Periodi di studio o ricerca all'estero".