Roles and responsibilities
Supervisors & Coordinators
Understand the responsibilities of the bodies and persons involved in the academic, scientific and administrative management of UNICAM PhD Programmes.
Key principle
Academic approval must precede administrative implementation
Academic guidance normally begins with the Supervisor and Programme Coordinator. Formal decisions may require approval by the Academic Board, the SAS Council or another competent University body before the administrative procedure can be completed.
01 — School of Advanced Studies and SAS Council
The School of Advanced Studies coordinates doctoral education at UNICAM, promotes interdisciplinary and international activities and supports the quality and common organisation of the PhD Programmes.
| Structure | Composition | Main role |
|---|---|---|
| School of Advanced Studies | University structure responsible for doctoral education. | Coordinates common activities, services and quality processes across the PhD Programmes. |
| SAS Council | Director, Deputy Director, Programme Coordinators, Curriculum Coordinators and PhD candidate representatives. | Adopts or confirms the decisions assigned to it by the University and SAS Regulations. |
| PhD candidate representatives | Representatives elected or appointed in accordance with the applicable rules. | Contribute to the collegial governance of the School and the PhD Programmes. |
02 — Academic Board
The Academic Board is the main collegial body responsible for the scientific and educational management of the PhD Programme and for monitoring each candidate’s research and training pathway.
| Area | Responsibility |
|---|---|
| Programme organisation | Organises training activities and defines the Programme’s educational structure and curricula. |
| Supervision | Assigns the Supervisor and, where appropriate, one or more co-supervisors. |
| Individual pathway | Approves individual research and training plans and relevant subsequent changes. |
| Prior authorisations | Authorises activities when required, including mobility, teaching, tutoring and compatible working activities. |
| Annual evaluation | Evaluates progress and decides on admission to the following year. |
| Final phase | Decides on admission to thesis review, identifies the external evaluators and proposes the final examination committee. |
03 — PhD Programme Coordinator
The Programme Coordinator plans and coordinates the educational, scientific and organisational activities of the PhD Programme and acts as the main connection between the Academic Board, candidates, Supervisors and SAS.
| Function | Main activities |
|---|---|
| Academic Board | Convenes and chairs meetings and supports the implementation of the Board’s decisions. |
| Programme activities | Coordinates and monitors research, educational and training activities. |
| Candidate monitoring | Ensures that relevant career cases are submitted to the competent body in time. |
| Administrative liaison | Transmits decisions and liaises with SAS and the competent University offices. |
| Quality assurance | Contributes to monitoring, review and continuous improvement of the Programme. |
04 — Supervisor and co-supervisors
The Supervisor is the candidate’s primary scientific reference and supports the development of the research project, training pathway and professional skills.
| Area | Supervisor’s role |
|---|---|
| Planning | Assists in defining the individual research and training plan. |
| Scientific monitoring | Monitors research progress, scientific quality and achievement of the agreed objectives. |
| Annual evaluation | Reviews annual activities and reports before their submission to the Academic Board. |
| Requests and expenditure | Verifies the scientific relevance of mobility, missions, courses and research-budget expenditure. |
| Research protection | Identifies possible ethical, confidentiality or intellectual-property issues. |
One or more co-supervisors may support the research project when appropriate or when required by a joint programme, co-tutelle agreement or specific funding arrangement.
05 — SAS Office and administrative structures
The SAS Office supports PhD Programmes and candidates in the administrative implementation of decisions concerning careers, scholarships, mobility, missions, research budgets, thesis review, final examinations and official documentation.
Other University offices may be involved according to the subject of the procedure, including offices responsible for accounting, missions, international mobility, research, personnel, occupational safety and intellectual property.
Administrative offices verify documentation and implement the procedures falling within their competence. They do not replace the prior academic approval of the Supervisor, Coordinator, Academic Board or SAS Council when that approval is required.
06 — General approval workflow
The appropriate approval path depends on the type of request and on the rules applicable to the candidate’s cycle, scholarship or funded position.
| Step | Responsible person or body | Action |
|---|---|---|
| 1 | PhD candidate | Discusses the planned activity or request with the Supervisor. |
| 2 | Supervisor and Coordinator | Verify scientific relevance, compatibility and completeness. |
| 3 | Academic Board | Adopts the academic decision when formal approval is required. |
| 4 | SAS Council | Approves or ratifies the decision where required. |
| 5 | Competent office | Implements, records and communicates the authorised procedure. |
The specific regulation, form or procedural instruction always prevails over this general sequence.
07 — Career decisions and prior authorisations
Activities or circumstances affecting the candidate’s doctoral career must be discussed and formally managed before they take effect.
| Career matter | Required action |
|---|---|
| Annual progression | Formal evaluation and decision by the Academic Board. |
| Suspension or leave | Documented request and approval by the competent academic bodies. |
| Extension | Prior request specifying reasons, duration and financial consequences. |
| Teaching or tutoring | Compatibility check and prior Academic Board approval. |
| Paid work | Prior evaluation of compatibility with the full-time PhD commitment. |
| Simultaneous enrolment | Formal compatibility assessment under the applicable rules. |
08 — Mobility, missions and research funding
Mobility abroad, missions, participation in scientific events and use of the individual research budget must be consistent with the research project and approved through the applicable academic and administrative procedures.
| Level | Responsibility |
|---|---|
| Supervisor | Verifies scientific relevance and consistency with the research project. |
| Coordinator and Academic Board | Provide the academic authorisation required by the applicable rules. |
| Candidate | Submits the required forms and supporting documentation before the activity. |
| Competent offices | Verify funding, expenditure eligibility and completion of the formal procedure. |
09 — Thesis review and final examination
| Phase | Responsible person or body | Action |
|---|---|---|
| Thesis completion | Candidate and Supervisor | Complete and verify the thesis before the formal procedure begins. |
| Admission to review | Academic Board | Evaluates the final activities and decides on admission to thesis review. |
| External evaluation | Academic Board and SAS | Identify, verify and formally appoint the external evaluators. |
| Final examination | Academic Board and SAS | Propose and appoint the committee and organise the formal procedure. |
10 — Responsibilities of the PhD candidate
PhD candidates are responsible for actively managing their research and training pathway. They must:
- maintain regular contact with the Supervisor;
- complete the agreed research and training activities;
- comply with deadlines and annual reporting requirements;
- request approval before undertaking activities requiring authorisation;
- provide complete and accurate documentation;
- monitor institutional email and official communications;
- comply with ethical, safety, confidentiality and funding obligations;
- promptly report circumstances that may affect the doctoral career.
Operational principle
Complete the academic decision before requesting administrative action
Supervisors and Coordinators should ensure that requests are complete, scientifically justified and submitted to the correct body before the activity begins or the administrative office is asked to proceed.
Uncertain about the competent body or procedure?
Contact the SAS Office before adopting or communicating a decision when the required approval level, documentation or procedural sequence is unclear.