Mobility abroad

DURING YOUR PHD
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.
MOBILITY ABROAD
Plan first, obtain the required authorisations, then travel
A research period abroad may involve several connected but separate procedures: academic planning, mission authorisation, scholarship or mobility support, host-institution documentation, travel registration, insurance and any requirements attached to your specific PhD position or funding source.
BEFORE YOU LEAVE
Mobility, mission authorisation and financial support are not the same procedure
Agree the destination, dates and activities with your Supervisor and Programme Coordinator. Then complete the applicable mission procedure before departure.
If you receive a PhD scholarship or another form of mobility support, the corresponding financial procedure must also be completed separately. One procedure does not replace the others.
1 · PLAN
Agree the mobility
Define the host institution, destination, dates and activities with your Supervisor and Programme Coordinator.
2 · AUTHORISE
Complete the mission
Submit the applicable UNICAM mission request before departure.
3 · FUND
Activate mobility support
If eligible, complete the separate scholarship-increase or mobility-funding procedure.
4 · CHECK
Prepare for departure
Check host documents, insurance, healthcare, entry requirements and travel registration.
01 — Plan the mobility within your doctoral pathway

The research or training period abroad must be scientifically relevant and consistent with your approved doctoral research and training programme. Discuss the host institution, purpose, expected activities and dates with your Supervisor and Programme Coordinator sufficiently in advance.

Cycle XLI and subsequent cycles
Under the current UNICAM PhD Regulations, PhD candidates must complete a suitable period of mobility abroad, normally no shorter 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.
Earlier cycles, national PhD Programmes, co-tutelle arrangements and specially funded positions may be governed by different or additional requirements. Always check the framework applying to your position.
MISSION PROCEDURE
02 — Obtain mission authorisation before departure
Research and training periods abroad must also be managed through the applicable UNICAM mission procedure. The mission request must identify the destination, dates, purpose, funding source and expected expenses and must be submitted before the activity begins.
Submit the request in advance
Under the current UNICAM Missions Regulations, the request must normally be submitted at least two days before the scheduled start of the mission. Exceptions are possible only in duly justified cases of necessity and urgency.
Mobility lasting more than 30 days
An additional express authorisation is normally required for missions exceeding 30 days. This additional authorisation is not required when the period corresponds to mandatory mobility required by the PhD Programme. The ordinary mission procedure must nevertheless still be completed.
03 — Scholarship increase or equivalent mobility support

PhD candidates receiving a scholarship and meeting the applicable requirements may receive additional financial support for authorised research or training periods abroad.

≥ 50%
Increase under the current general UNICAM framework, or an equivalent mobility budget where applicable.
1 month
Normally the minimum continuous period under the current Regulations, unless otherwise specified by the Programme Coordinator.
12 / 18
Maximum months of supported mobility under the current general rules: 12 months, or 18 for jointly supervised PhD Programmes.
The ordinary procedure is initiated before departure and normally requires:
• a host invitation on institutional headed paper, indicating the host organisation, location, expected start and end dates and planned activities;
• the prescribed request completed and signed by the Programme Coordinator;
• the Supervisor’s declaration confirming the scientific relevance of the activity and its consistency with the approved study and research programme;
• any travel-registration and additional documentation required by the applicable procedure.
Eligibility and financial arrangements may vary according to the PhD cycle, scholarship, funding source, call for applications or specific agreement. Some funded positions may provide an equivalent mobility budget rather than the ordinary scholarship increase.

PhD scholarship increase for mobility abroad →

04 — Documentation from the host institution

The host institution provides documentation at different stages of the mobility. Keep the invitation and subsequent certifications consistent with the dates and activity actually carried out.

Document When What it should contain
Host invitation Before departure Institution, location, expected start and end dates and planned research or training activity.
Host certification During or after the stay Candidate’s name, precise start and end dates and activities actually completed, on institutional headed paper and signed by the responsible person.
Monthly or final certification?
For the ordinary scholarship-increase procedure, host certifications may be submitted monthly so that the increase can be processed progressively when complete documentation is received in time, or as a single final certification after completion of the stay.
CHANGES TO THE AUTHORISED PERIOD
05 — Extensions, different dates or early return

Do not wait until the end of the mobility to communicate a change. An extension, early return or material change to the authorised period may affect academic approval, mission authorisation and mobility payments.

Change What to do
Extension of the stay 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, together with any updates required for the mission and funding procedures.
Change of dates or destination Communicate the change promptly and update the relevant authorisations before implementing the revised mobility where required.
Early return or interruption Inform the Advanced Studies Office and update the mission procedure. Mobility support is linked to the period actually completed and certified by the host institution.

Scholarship-increase procedure and mobility changes →

06 — Travel registration and entry requirements

Check the requirements applying to your nationality and destination before departure. These may include passports or identity documents, visas, residence or study requirements and travel-registration obligations.

DoveSiamonelMondo
The current scholarship-increase procedure refers Italian citizens travelling abroad for study or research to the Ministry of Foreign Affairs DoveSiamonelMondo service. If the service does not apply to you, check the travel-registration documentation required for your specific case.

Open DoveSiamonelMondo →

07 — Insurance, healthcare and safety

Before beginning the research period, verify the insurance coverage associated with the authorised UNICAM activity and the healthcare, safety and health-surveillance requirements applying to your destination and host institution.

For destinations outside the European Union, pay particular attention to healthcare coverage and to the insurance information provided through the mission procedure. The host institution may also require local safety training, occupational-health checks or other documentation before access to laboratories or facilities.

Health, insurance and safety →

08 — Check the conditions attached to your specific position

The general UNICAM mobility procedure may be supplemented by requirements deriving from the funding source or institutional arrangements governing your PhD position.

Possible framework Check
Funded research project Required destination, minimum period, deadlines, reporting, deliverables and eligible costs.
National PhD Programme Programme-specific training and mobility requirements.
Co-tutelle or joint degree Periods at each institution, supervision arrangements and any specific mobility conditions.
Erasmus+ or other mobility programme Separate programme documentation, grant agreement, learning or mobility agreement and reporting requirements where applicable.
Company or external host Access requirements, confidentiality, intellectual property, safety and host-specific documentation.
QUICK CHECKLIST
Before leaving UNICAM

1. Agree the host institution, destination, dates and activities with your Supervisor and Programme Coordinator.
2. Check the mobility requirement applying to your PhD cycle and position.
3. Obtain the host invitation with complete dates and activity details.
4. Complete the UNICAM mission procedure before departure.
5. If eligible, complete the separate scholarship-increase or mobility-funding procedure.
6. Complete any applicable travel-registration requirement.
7. Check visa, entry, insurance, healthcare and host-institution safety requirements.
8. Check whether your scholarship, research project, co-tutelle or mobility programme imposes additional conditions.

Compulsory mobility lasting more than 30 days
The additional express authorisation normally required by the Missions Regulations for missions exceeding 30 days is not required when the period corresponds to mandatory mobility required by the PhD Programme. This exception does not remove the ordinary mission procedure or any scholarship, host, insurance or funding requirements applicable to the stay.
ADMINISTRATIVE SUPPORT
Contact us before making travel arrangements when your case is unclear
When contacting the Advanced Studies Office, indicate your PhD Programme, curriculum and cycle, destination, host institution, planned start and end dates and, where relevant, the funding source of your scholarship or position.