Suspension, leave and extension of the PhD
DURING YOUR PHD
Suspension, postponement and extension
Certain circumstances may require you to temporarily suspend your doctoral career, postpone the start of the Programme or request additional time to complete your PhD. These situations follow different rules and procedures and should be communicated as early as possible.
SUSPEND
Temporarily interrupt an active career
The PhD has already started, but an authorised circumstance temporarily interrupts the doctoral pathway.
POSTPONE
Defer the starting date
The authorised circumstance occurs before the doctoral pathway begins and requires postponement of the starting date.
EXTEND
Obtain additional time
Documented circumstances prevent completion of the doctoral pathway or submission of the thesis within the ordinary duration.
CHECK YOUR PHD CYCLE
Different Regulations apply to different admission cycles
The current University Regulations Governing PhD Programmes apply to Programmes activated from academic year 2025/2026, Cycle XLI onwards. PhD candidates admitted in earlier cycles must follow the Regulations applicable to their own admission cycle, together with any specific conditions linked to their scholarship, funded project, national PhD Programme or agreement.
01 · SUSPENSION AND POSTPONEMENT
When may the career be suspended or the start postponed?
FAMILY LEAVE
Maternity, paternity, adoption and foster care
Mandatory or optional maternity, paternity, adoption and foster-care situations are managed in accordance with the legislation in force and the rules applicable to the doctoral career.
HEALTH
Documented illness or injury
Under the Regulations applicable from Cycle XLI, suspension may be granted in the case of documented illness or injury lasting more than 30 days.
OTHER LEGALLY PROVIDED CASES
Teaching qualification and similar cases
Attendance at teaching-qualification courses and other comparable circumstances provided for by law may justify suspension or postponement.
PERSONAL OR FAMILY REASONS
Serious and documented circumstances
Serious and documented personal or family reasons may justify a request. Under the current Regulations, these cases also require approval by the S.A.S. Board.
ENTRY VISA
Non-EU PhD candidates
A postponement of the starting date or suspension may be requested where necessary to obtain the entry visa required to begin or continue the doctoral pathway in Italy.
PUBLIC ADMINISTRATION
Probationary period after permanent employment
For permanent employment in the public administration, suspension may be granted for the probationary period. Under the current Regulations, the scholarship is waived for the same period.
6
months
CURRENT FRAMEWORK · CYCLE XLI ONWARDS
Maximum duration for suspension or postponement
Under the current general rule, suspension of the career or postponement of the starting date may be granted for a maximum of six months and must also be compatible with the type and conditions of the scholarship or other funding.
02 · REQUEST PROCEDURE
Submit the request promptly and formally
1
Inform your Supervisor and Programme Coordinator as soon as the circumstance arises.
2
Complete the appropriate request and attach the supporting documentation required for your case.
3
The request is formally submitted to the Academic Board for the assessment required by the applicable Regulations.
4
Wait for completion of the required academic and administrative approvals before treating the change as authorised.
SERIOUS PERSONAL OR FAMILY REASONS
Additional S.A.S. approval is required
Under the Regulations applicable from Cycle XLI, a suspension or postponement requested for serious and documented personal or family reasons must be submitted to the Academic Board and is also subject to approval by the S.A.S. Board.
03 · DURING THE SUSPENSION
Your doctoral timetable is adjusted
CAREER
Administrative deadlines
Administrative deadlines are deferred for a period corresponding to the authorised suspension, in accordance with the applicable rules.
SCHOLARSHIP
Payments and funding
Where a scholarship is awarded, its disbursement is deferred during the authorised suspension and the financial effects are managed according to the applicable Regulations and any specific funding conditions.
TRAINING
Recovery of activities
The Academic Board determines how training activities missed during the suspension must be recovered. The ordinary duration of the Programme cannot be shortened as a result.
05 · EXTENSION OF THE PHD
Additional time beyond the ordinary duration
PROVEN REASONS
Up to 12 additional months
Where proven reasons prevent submission of the doctoral thesis within the time limits established for the ordinary duration of the Programme, the Academic Board may grant, upon request, an extension of up to twelve months without additional financial burdens for UNICAM.
JUSTIFIED SCIENTIFIC NEEDS
Extension with corresponding scholarship coverage
For justified scientific needs, an extension of up to twelve months may also be approved by the Academic Board with a corresponding extension of the scholarship, provided that the necessary financing methods and financial coverage are identified.
BEFORE THE END OF THE THIRD YEAR
Do not wait until your career has already expired
Requests affecting completion of the doctoral pathway must be initiated before the applicable deadline. Under the current Regulations, the specific suspension request provided for at the thesis-completion stage must be submitted to the Head of the S.A.S., accompanied by the opinion of the Academic Board, no later than the last day of the third year.
18
months
OVERALL LIMIT
Extension and suspension periods
Under the current Regulations, periods of extension and suspension may not normally exceed eighteen months in total, except in specific cases provided for by law.
DO NOT CONFUSE THE PROCEDURES
Extension is different from a revision requested by external reviewers
An extension concerns the duration of the doctoral pathway before completion. A postponement of the final examination because external reviewers require significant additions or corrections is instead part of the thesis-review procedure and follows its own rules and deadlines.
FORMS AND DOCUMENTS
Use the form appropriate to your situation
SUSPENSION
General suspension request
General form for requesting suspension of the doctoral career.
MATERNITY
Maternity suspension request
Specific form for suspension connected with maternity.
PARENTAL LEAVE
Parental leave form
Specific form for parental leave and the circumstances covered by the form.
Other administrative forms, self-certifications and supporting documents are available in the central Forms & certificates section.
BEFORE SUBMITTING A REQUEST
Check these four points
1
Reason
Clearly identify the circumstance supporting your request.
2
Dates
Indicate the requested starting and ending dates.
3
Documentation
Attach the evidence required for your specific circumstance.
4
Funding
Check conditions connected with your scholarship, project or agreement.
ADMINISTRATIVE SUPPORT
Contact us before submitting the request if your situation is unclear
In your message, indicate your PhD Programme, curriculum where applicable, cycle, Supervisor, scholarship or funding source, the reason for the request and the proposed period of suspension, postponement or extension.