International School of Advanced Studies

SUPERVISORS & COORDINATORS

IMPORTANT

Authorization must precede travel, expenditure and research activity away from the ordinary workplace

Scientific approval by the appropriate academic bodies does not replace the mission, scholarship-increase, purchasing or reimbursement procedure. All required steps must be completed before the activity or expense begins.

01

Planning mobility within the research project

Research periods, training activities, conferences and missions should be planned in advance as part of the candidate's individual research and training pathway.

Planning should identify the scientific purpose, destination, host institution, expected dates, activities, estimated costs and proposed source of funding.

02

Scientific assessment by the Supervisor

The Supervisor verifies that the proposed activity is relevant to the doctoral project, appropriate to the candidate's stage of progress and compatible with the annual research and training plan.

The assessment should also consider expected results, continuity of supervision, any confidentiality issues and the obligations attached to the scholarship or research project.

03

Academic authorization

Mobility and activities affecting the candidate's doctoral pathway must be submitted to the Coordinator and Faculty Board whenever formal academic approval is required.

The decision should identify the destination, purpose, period, relationship with the research project and any conditions connected with funding, reporting or recovery of ordinary activities.

04

Research and training periods abroad

International mobility may take place at a university, research centre, laboratory, company or other qualified host institution when it contributes to the candidate's research and training.

Verify the minimum period, total mobility requirement and maximum duration applicable to the candidate's cycle, programme, scholarship, co-supervision agreement or funding measure.

05

Scholarship increase for periods abroad

Scholarship holders may request a 50% increase for eligible research or training periods abroad exceeding 30 days.

The procedure must be initiated in advance and requires an invitation from the host institution, the Coordinator's request, the Supervisor's declaration of scientific relevance and the additional documentation indicated by SAS.

06

Documentation from the host institution

Before departure, the host invitation should state the institution, location, expected start and end dates and the nature of the proposed research or training activity.

During or after the stay, the host institution must certify the period and activities actually completed. Certifications must be issued on institutional headed paper and signed by the responsible person.

07

Mission authorization

Missions in Italy or abroad must be directly related to the candidate's research or training and agreed in advance with the Supervisor and Programme Coordinator.

The candidate must submit the authorization request through the UNICAM Missions portal before departure. Prior authorization is also essential for institutional insurance coverage and subsequent reimbursement.

08

Advances, eligible expenses and reimbursement

Where permitted, the candidate may request an advance through the mission procedure by attaching the estimates or supporting documents required by the current rules.

After returning, the candidate must close the mission and submit the original or digital evidence required for travel, accommodation, registration and other eligible expenses. Reimbursement is limited to authorized and properly documented costs.

09

Individual research budget

Every doctoral candidate, with or without a scholarship, is guaranteed an individual budget for research activities in Italy and abroad, in accordance with national rules and the type of doctoral programme.

The budget is managed through the relevant UNICAM cost centre and is not personal income. Expenditure must be authorized by the responsible Coordinator and processed through the competent University office.

10

Research and training expenses

Subject to prior approval and the available budget, eligible expenditure may include activities and resources directly connected with the doctoral project, such as:

• missions and research mobility;
• registration for courses, schools and conferences;
• publication and open-access costs;
• consumable research materials;
• books and bibliographic resources;
• specialized services required for the research;
• other costs expressly allowed by the applicable guidelines.

11

Non-eligible costs and inventory assets

The individual budget cannot be used as a general allowance or to reimburse expenses that are personal, unrelated to the doctoral project, incurred before authorization or unsupported by the required documentation.

Purchases of durable or inventory assets require particular attention and may not be charged to the doctoral research budget. Verify admissibility with the competent office before approving or ordering any item.

12

Erasmus and other mobility funding

Mobility may also be supported by Erasmus, project funds, host-institution grants or other national and international programmes.

Before approval, verify the eligibility period, covered expenses, reporting requirements and compatibility between the different sources of support. The same cost must not be reimbursed twice.

13

Changes, extensions and early return

A change in dates, destination, host institution or scientific activity must be communicated before the originally authorized period ends.

An extension may require updated academic approval, a revised invitation, new declarations from the Supervisor and Coordinator and amendment of the mission and scholarship-increase procedures. An early return must also be reported so that payments and reimbursements can be recalculated.

14

Completion, certification and annual reporting

At the end of the activity, the candidate must obtain the certification required from the host institution and complete the mission, reimbursement and scholarship-increase procedures.

The mobility, scientific results and use of research funds should also be included in the candidate's annual report and considered during the Faculty Board's annual evaluation.

15

Coordination between academic and administrative responsibilities

A complete workflow normally involves:
1. scientific planning by the candidate and Supervisor;
2. verification by the Programme Coordinator;
3. Faculty Board approval where required;
4. activation of the mission, funding or purchasing procedure;
5. completion and certification of the activity;
6. reimbursement, payment and career recording by the competent offices.

OPERATIONAL PRINCIPLE

Plan early and keep the academic and administrative procedures aligned

Approval of the scientific activity, authorization to travel, use of the research budget and recognition of expenses are connected but distinct steps. None should be treated retrospectively.

Need support before approving a mission or expense?

Contact the SAS Office before departure or before placing an order when the funding source, admissibility of the expense, documentation or required authorization is unclear.