Mobility abroad

DURING YOUR PHD
Mobility abroad
Plan and manage your research or training period abroad, complete the required academic and administrative procedures and organise the documentation needed before, during and after your international mobility.
BEFORE YOU TRAVEL
Plan first, complete the required procedures, then leave
A period abroad may involve several connected but separate procedures: academic planning, mission authorisation, scholarship increase or other mobility support, host-institution documentation, travel registration, insurance and any requirements attached to your specific PhD position or funding source.
CYCLE XLII · SECOND-SESSION CALLS · REGIONE MARCHE SCHOLARSHIPS
Mandatory mobility abroad: 3 to 6 months
For the seven PhD scholarships funded under the Regione Marche PR FSE+ 2021–2027 second-session procedures published on 22 September 2026 — six across five UNICAM PhD Programmes and one in the National PhD Programme in Theoretical and Applied Neuroscience — each funded position has a specific mobility requirement: the PhD candidate must complete a research and training period abroad lasting at least 3 months and no more than 6 months.
This is a specific funding condition attached to these seven positions and therefore takes precedence over any different ordinary or programme-specific minimum mobility duration. The mobility must also be consistent with the relevant Research Topic and any additional conditions described in the Annex 1 governing the position.

Current Regione Marche Second Calls →

ONE MOBILITY · SEVERAL PROCEDURES
Academic approval, mission authorisation and financial support are not the same thing
Agree the destination, host institution, dates and activities with your Supervisor and PhD Programme Coordinator. Then complete the applicable mission procedure and, if you are entitled to mobility support, the separate scholarship-increase or funding procedure. Completion of one procedure does not replace the others.
1 · PLAN
Agree the mobility
Define host, destination, dates, activities and scientific objectives.
2 · AUTHORISE
Complete the mission
Submit the applicable UNICAM mission request before departure.
3 · FUND
Activate mobility support
If eligible, complete the scholarship-increase or equivalent funding procedure.
4 · CHECK
Prepare for departure
Check host documentation, entry rules, travel registration, insurance and healthcare.
01 · ACADEMIC PLANNING
Plan the mobility within your doctoral pathway
The period abroad must be scientifically or educationally relevant and consistent with your doctoral research and training pathway. Discuss the host institution, purpose, expected activities and dates with your Supervisor and Programme Coordinator sufficiently in advance.
CYCLE XLI AND SUBSEQUENT CYCLES · GENERAL RULE
Normally at least six months abroad
Under the current general UNICAM Regulations, PhD candidates complete a suitable mobility period abroad, normally of no less than six months, at universities, research institutions, companies or international research institutes. The Academic Board may grant a justified exemption, subject to any restrictions connected with the funding of the PhD position.
CYCLE XLII SECOND-SESSION CALLS · SPECIFIC FUNDED POSITIONS
Regione Marche scholarships: 3–6 months
The seven scholarships funded under the Regione Marche PR FSE+ second-session Calls — six across five UNICAM PhD Programmes and one in Theoretical and Applied Neuroscience — are subject to a specific requirement of at least 3 months and no more than 6 months abroad. This specific funding condition applies to those positions and must be considered together with the Research Topic description and any additional obligations stated in the relevant Annex 1.
Earlier cycles, National PhD Programmes, co-tutelle arrangements and other specially funded positions may likewise be subject to different or additional conditions.
02 · MISSION AUTHORISATION
Submit the UNICAM mission request before departure
The mission procedure applies to authorised research and training activities carried out away from the ordinary location of the doctoral activity. The request must identify the destination, dates, scientific or training purpose, relevant funding source or cost centre and expected expenses.
REGULATORY MINIMUM
At least 2 days before
Except in duly justified cases of necessity and urgency.
FOR PHD CANDIDATES
Use at least 5 days whenever possible
The current SAS operational guidance recommends a longer lead time so that the administrative workflow can be completed.
MISSIONS EXCEEDING 30 DAYS
Under the current UNICAM Missions Regulations, missions lasting more than 30 days normally require an additional express authorisation. For PhD candidates, this additional express authorisation is not required when the mission corresponds to a compulsory mobility period provided by the PhD Programme.
This exception concerns only the additional authorisation required because the mission exceeds 30 days. The ordinary mission procedure and all other academic, financial and host-documentation requirements remain applicable. For candidates enrolled from Cycle XLI onwards, training or research periods at another institution exceeding one consecutive month must also be authorised by the Academic Board under the PhD Regulations.
03 · SCHOLARSHIP INCREASE & MOBILITY SUPPORT
Start the financial procedure before departure
PhD candidates receiving a scholarship and meeting the applicable requirements may receive additional financial support for an authorised research or training period abroad. Specific funded positions may provide an equivalent mobility budget or different arrangements instead.
≥ 50%
Increase of the scholarship amount, or an equivalent mobility budget, under the applicable framework.
1 month
Normally the minimum continuous period for the general mobility-support procedure, unless different conditions apply to the specific position.
12 months
General maximum duration of the period supported by the additional mobility funding.
18 months
Maximum supported period for jointly supervised PhD arrangements under the general framework.
Regione Marche Cycle XLII scholarships
For the seven scholarships covered by the two current second-session Calls, mobility abroad is mandatory for a period of 3 to 6 months. For candidates entitled to it under the applicable national rules and the funding conditions of their position, additional mobility support is provided for the authorised period abroad.
Documents normally required before departure
Host invitation on institutional headed paper, indicating host organisation, location, dates and planned activities.
Programme Coordinator’s request using the prescribed scholarship-increase form.
Supervisor’s declaration confirming consistency with the approved study and research programme.
Travel-registration documentation required by the applicable procedure.
Any additional documentation required by the scholarship, project or agreement.

PhD scholarship increase for mobility abroad →

DO NOT CONFUSE MOBILITY SUPPORT WITH MISSION REIMBURSEMENT
Different financial instruments may coexist
The scholarship increase or equivalent mobility budget supports the authorised period abroad. Mission reimbursement and the use of the individual research budget follow separate rules. Erasmus+, project funding or host funding may also apply where permitted, but the same expense cannot be reimbursed twice. Positions financed through specific programmes may also be subject to additional restrictions on double funding.
04 · HOST-INSTITUTION DOCUMENTATION
Document both the planned and completed mobility
The host documentation must be consistent with the mobility that was authorised and with the period actually carried out.
Document When Main information
Host invitation Before departure Host organisation, location, expected start and end dates and planned research or training activities.
Host certification During or after the stay Candidate’s name, precise period actually completed and activities carried out, on institutional headed paper and signed by the responsible person.
Monthly or final certification
Host certification may be submitted periodically so that the scholarship increase can be processed progressively when complete documentation reaches the competent offices in time. Alternatively, a single final certification may be submitted after completion of the stay.
05 · CHANGES TO THE AUTHORISED MOBILITY
Communicate extensions or changes before the authorised period ends
Do not wait until your return to report a change. An extension, early return or material modification may affect academic approval, mission authorisation and the amount of mobility support due. For specifically funded positions, it may also affect compliance with the minimum or maximum mobility period required by the funding programme.
EXTENSION
Staying longer
Request the extension before the existing authorised period ends. An updated host letter confirming the new end date and continuation of the activity is normally required.
DATES OR HOST
Changing the authorised plan
Communicate changes to dates, destination, host institution or scientific activity promptly and update the relevant procedures where required.
EARLY RETURN
Shortening or interrupting the stay
Inform the Advanced Studies Office and update the mission procedure. Mobility support is linked to the period actually completed and certified. Where a minimum period is imposed by the funding programme, an early return may also affect compliance with that requirement.
06 · TRAVEL & ENTRY REQUIREMENTS
Check the rules applying to your nationality and destination
Before departure, check passport or identity-document requirements, visas and residence or study conditions, together with any travel-registration requirements applicable to your case.
DOVESIAMONELMONDO
Italian citizens travelling abroad
The current scholarship-increase procedure refers Italian citizens travelling abroad for study or research to the Ministry of Foreign Affairs DoveSiamonelMondo service. Candidates to whom this does not apply should follow the registration and documentation requirements relevant to their own situation.

Open DoveSiamonelMondo →

07 · INSURANCE, HEALTHCARE & SAFETY
Check coverage before beginning the activity
Verify the insurance coverage associated with the authorised UNICAM activity and the healthcare, occupational-health and safety requirements applying to your destination and host organisation. Non-EU destinations may require particular attention to healthcare or additional insurance arrangements.

Health, insurance & safety →

08 · POSITION-SPECIFIC REQUIREMENTS
Check whether additional rules apply
Framework Check in advance
Regione Marche PR FSE+ Cycle XLII scholarship Mandatory 3–6 months abroad, consistency with the funded Research Topic, annual reporting and any additional activities or periods required by Annex 1.
Other funded research project Required destination or host, minimum mobility, reporting, deliverables, deadlines and eligible costs.
National PhD Programme Programme-specific mobility, training and funding arrangements.
Co-tutelle or joint pathway Periods at each institution, supervision arrangements and provisions of the formal agreement.
Erasmus+ or another mobility scheme Programme eligibility, grant or mobility agreement, academic recognition and reporting documentation.
Company or external organisation Access conditions, confidentiality, intellectual property, safety and host-specific documentation.
09 · DURING THE STAY
Keep the actual mobility aligned with the authorised plan
Carry out the agreed research or training activities and remain in contact with your Supervisor. Retain the documentation required for the mobility and mission procedures and obtain the host certifications needed for any progressive scholarship-increase payment. Communicate changes as soon as they arise rather than waiting until the end of the stay.
10 · AFTER RETURNING
Complete the remaining administrative steps
HOST
Obtain the final certification
Make sure the final host document records the precise dates and the activities actually completed.
MISSION
Close the mission procedure
Complete any reimbursement or mission-closure procedure and submit the required supporting documentation.
CAREER
Record the completed experience
Keep the documentation required for annual reporting and for any academic recognition connected with your doctoral career.
QUICK CHECKLIST
Before leaving UNICAM
1. Agree host, destination, dates and activities with your Supervisor and Programme Coordinator.
2. Check the mobility requirement applying to your cycle and position. For the Cycle XLII Regione Marche second-session scholarships, the mandatory period is 3–6 months.
3. Obtain the host invitation with complete dates and activity details.
4. Submit the UNICAM mission request before departure.
5. If the mobility exceeds 30 days, check whether the additional express mission authorisation applies; it is not required for compulsory mobility provided by the PhD Programme. Verify separately any academic authorisation required for your PhD cycle.
6. If eligible, complete the scholarship-increase or mobility-funding procedure.
7. Complete any applicable travel-registration requirement.
8. Check visa, entry, insurance, healthcare and host-institution safety conditions.
9. Verify whether your scholarship, project, co-tutelle or mobility programme adds further requirements.
ADMINISTRATIVE SUPPORT
Contact us before making travel or financial commitments when your case is unclear
When contacting the Advanced Studies Office, indicate your PhD Programme, curriculum where applicable, cycle, destination, host institution, planned start and end dates and, where relevant, the funding source of your scholarship or PhD position.