Mobility, missions and research funding
SUPERVISORS & COORDINATORS
Mobility, missions & research funding
Plan and manage mobility, missions and research expenditure in line with the candidate’s scientific project, PhD regulations, funding conditions and UNICAM administrative procedures.
01 · SCIENTIFIC
Supervisor
Checks scientific relevance, timing, expected results and consistency with the candidate’s research pathway.
02 · ACADEMIC
Coordinator & Academic Board
Verify the Programme requirements and adopt the formal academic decision where required by the applicable regulations.
03 · ADMINISTRATIVE & FINANCIAL
Candidate & competent offices
Complete the mission, mobility-support, purchasing and reimbursement procedures and verify the source of funding.
01 · PLANNING THE ACTIVITY
Define the scientific and financial framework first
Before approving or supporting a research period, conference, training activity or mission, the Supervisor and Programme Coordinator should be able to identify:
• scientific purpose and connection with the doctoral project;
• destination and host institution or event;
• exact planned dates and duration;
• activities and expected scientific or training results;
• implications for supervision and annual Programme requirements;
• expected costs and proposed funding source;
• project, scholarship or partnership conditions that may apply;
• confidentiality, data-protection or intellectual-property issues, where relevant.
• destination and host institution or event;
• exact planned dates and duration;
• activities and expected scientific or training results;
• implications for supervision and annual Programme requirements;
• expected costs and proposed funding source;
• project, scholarship or partnership conditions that may apply;
• confidentiality, data-protection or intellectual-property issues, where relevant.
02 · ACADEMIC AUTHORISATION
Check the candidate’s PhD cycle and applicable rules
CYCLE XLI AND SUBSEQUENT CYCLES
Periods exceeding one consecutive month
Under the current UNICAM PhD Regulations, the Academic Board authorises PhD candidates to spend training and/or research periods at another institution in Italy or abroad when the period exceeds one consecutive month.
Earlier cycles and special positions
Do not automatically apply the Cycle XLI provision to candidates admitted under earlier regulations. National PhD Programmes, co-tutelle arrangements, funded projects and specific calls may also contain additional mobility requirements.
INTERNATIONAL MOBILITY · CYCLE XLI+
Normally at least six months abroad
The current PhD Regulations require a suitable mobility period abroad, normally no less than six months. The Academic Board may grant a justified exemption, subject to any restrictions imposed by the funding conditions of the PhD position.
03 · MISSION AUTHORISATION
The mission procedure remains separate
A mission in Italy or abroad must be directly connected with the candidate’s doctoral research or training and must be requested through the applicable UNICAM mission procedure before departure.
SUPERVISOR
Confirms the scientific relevance of the mission.
COORDINATOR
Checks consistency with the Programme and proposed funding source.
CANDIDATE
Submits the mission request and required documentation before leaving.
MISSIONS EXCEEDING 30 DAYS
General rule and mandatory-mobility exception
Under the current UNICAM Missions Regulations, missions lasting more than 30 days normally require an additional express authorisation from the competent School body.
For PhD candidates, this additional express mission authorisation is not required when the mission exceeding 30 days corresponds to a compulsory mobility period provided by the PhD Programme.
This exception concerns the additional authorisation under the Missions Regulations only. The ordinary mission procedure must still be completed. Moreover, for Cycle XLI+ candidates, a period at another institution exceeding one consecutive month remains subject to Academic Board authorisation under the PhD Regulations.
04 · MOBILITY FINANCIAL SUPPORT
Scholarship increase or equivalent mobility budget
≥ 50%
increase under the general framework or equivalent mobility budget
1 month
normally the minimum continuous stay, unless otherwise specified by the Coordinator
12 / 18
maximum months of supported mobility: 12 generally, 18 for jointly supervised PhD Programmes
For candidates eligible under the applicable national and UNICAM framework, additional funding for international mobility corresponds to an increase of no less than 50% of the scholarship or an equivalent mobility budget. The Programme Coordinator submits the request using the prescribed procedure, and the period actually completed must be certified by the host institution.
Documents and timing
• start the procedure before departure;
• ensure destination, dates and activities are clearly identified;
• provide the host invitation or equivalent institutional documentation;
• submit the Coordinator’s request and the required certification concerning the research pathway;
• complete the applicable travel-registration and mission procedures;
• obtain host certification for the period and activities actually completed.
• ensure destination, dates and activities are clearly identified;
• provide the host invitation or equivalent institutional documentation;
• submit the Coordinator’s request and the required certification concerning the research pathway;
• complete the applicable travel-registration and mission procedures;
• obtain host certification for the period and activities actually completed.
05 · INDIVIDUAL RESEARCH BUDGET
Research funds are University resources
GENERAL FRAMEWORK
≥ 10%
Research budget guaranteed to each PhD candidate, with or without scholarship, under the applicable UNICAM framework.
NATIONAL PHD PROGRAMMES
20%
Under the current PhD Regulations, the research-budget share for PhD Programmes of national interest rises to 20% through the applicable ministerial co-funding.
MANAGEMENT
UNICAM cost centre
The budget is not personal income. Expenditure is managed through University accounting, mission and procurement procedures.
Coordinator’s role
The Supervisor should verify the scientific relevance of the expense. The Programme Coordinator authorises use of the individual research budget. The competent UNICAM office then determines and completes the applicable administrative procedure.
PURCHASES
Do not authorise candidates to purchase first and seek reimbursement later
Consumables, books, publication services and other eligible products or services must normally be purchased directly through UNICAM. A scientific approval or availability of research funds does not by itself authorise personal payment by the candidate.
06 · OTHER MOBILITY & PROJECT FUNDING
Check compatibility and avoid duplicate reimbursement
A research period may also be supported by Erasmus+, national or international projects, host-institution funding or other mobility measures. Before confirming the financial arrangement, verify:
• candidate and activity eligibility;
• eligible mobility dates;
• expenses covered by each source;
• compatibility with the scholarship increase or mobility budget;
• project-specific reporting and certification requirements;
• whether the research budget may be used for residual eligible costs.
• eligible mobility dates;
• expenses covered by each source;
• compatibility with the scholarship increase or mobility budget;
• project-specific reporting and certification requirements;
• whether the research budget may be used for residual eligible costs.
Different funding sources may contribute to the same mobility period where permitted, but the same expense must never be reimbursed twice.
07 · CHANGES TO AN AUTHORISED PERIOD
Update the academic and administrative procedures together
Extension · obtain updated host documentation and any new academic or administrative authorisation before the current authorised period ends.
Change of dates · amend the relevant mobility, mission and financial-support documentation.
Change of host or destination · reassess scientific relevance and determine whether a new Academic Board decision is necessary.
Early return or interruption · communicate it promptly so that the mission, mobility support and reimbursement are adjusted to the period actually completed.
08 · AFTER THE ACTIVITY
Certify, close and report
HOST
Certification
Obtain evidence of dates and activities completed where required.
MISSION
Administrative closure
Complete the mission and reimbursement procedure within the applicable deadlines.
MOBILITY SUPPORT
Actual period
Ensure the certified period corresponds to the financial support requested.
PHD CAREER
Annual reporting
Record the scientific and training results in the candidate’s annual documentation where required.
SUPERVISOR & COORDINATOR CHECKLIST
Before confirming that the candidate may proceed
✓ Is the activity scientifically relevant?
✓ Is the host, purpose and period clearly identified?
✓ Does the candidate’s admission cycle require an Academic Board decision?
✓ Are there additional requirements linked to the scholarship, project, national PhD or co-tutelle?
✓ Has the funding source been identified?
✓ Does a mission procedure also need to be completed?
✓ For missions over 30 days, does the mandatory-mobility exception apply?
✓ If mobility support is requested, has the procedure started before departure?
✓ If expenditure is planned, is the correct purchase or reimbursement procedure being used?
✓ Have any changes to dates, host or duration been formally updated?
✓ Is the host, purpose and period clearly identified?
✓ Does the candidate’s admission cycle require an Academic Board decision?
✓ Are there additional requirements linked to the scholarship, project, national PhD or co-tutelle?
✓ Has the funding source been identified?
✓ Does a mission procedure also need to be completed?
✓ For missions over 30 days, does the mandatory-mobility exception apply?
✓ If mobility support is requested, has the procedure started before departure?
✓ If expenditure is planned, is the correct purchase or reimbursement procedure being used?
✓ Have any changes to dates, host or duration been formally updated?
RELATED PROCEDURES
ADMINISTRATIVE SUPPORT
Check unclear cases before approving or committing funds
Contact the Advanced Studies Office when the applicable authorisation, funding source, mission requirement, mobility-support documentation or expenditure procedure is unclear.