Withdrawal, scholarship renunciation and exclusion from the PhD

During your PhD

Renouncing a scholarship, withdrawing from the PhD and being excluded from the Programme are different situations and have different academic and financial consequences. Identify carefully which procedure applies to your case before submitting any request.

Three different situations

Understand the consequences before taking action

Giving up the scholarship does not necessarily mean leaving the PhD. Withdrawing from the Programme permanently closes the doctoral career, while exclusion is an academic or administrative consequence of circumstances provided for by the applicable Regulations.

Renounce the scholarship

Continue the PhD without receiving the scholarship

Withdraw from the PhD

Permanently end your doctoral career

Exclusion

Loss of PhD student status under the applicable rules

Check the Regulations applying to your cycle

Rules may differ according to the PhD cycle and funding

The current UNICAM PhD Regulations apply to Programmes activated from the 2025/26 academic year, Cycle XLI. Candidates enrolled in previous cycles should check the Regulations applicable to their own cycle and any additional conditions linked to their scholarship, research project or funding agreement.

Consult the UNICAM PhD Regulations →

01 · Scholarship renunciation

Renouncing the scholarship does not automatically mean leaving the PhD

CONTINUE THE PHD

Continue as a PhD candidate without scholarship

A PhD candidate may formally renounce the scholarship while continuing the doctoral Programme, provided that all academic requirements and any other applicable conditions remain satisfied.

FINANCIAL EFFECT

Scholarship payments end

Scholarship payments cease according to the effective date of the renunciation and the applicable administrative rules. Any consequences deriving from the specific funding programme must also be assessed.

Scholarship renunciation form

Use this form if you intend to continue the PhD without the scholarship

Submit the signed declaration to the Advanced Studies Office. Before submission, candidates holding scholarships financed by external projects or specific agreements should also verify whether additional communication is required.

Download the scholarship renunciation form · PDF →

02 · Withdrawal from the PhD

Withdrawal permanently closes your doctoral career

A candidate who no longer intends to continue the PhD must formally communicate the withdrawal. The decision concerns the entire doctoral Programme and is therefore different from renouncing only the scholarship.

Once the withdrawal becomes effective, the doctoral career is closed and the candidate loses the right to scholarship instalments that have not yet become due or been paid.

Download the PhD withdrawal form · PDF →

Consequences of withdrawal

What changes when the doctoral career ends

Career

The PhD career is permanently closed.

Scholarship

The right to future scholarship payments ends.

Research

Participation in the doctoral Programme ends.

Funding

Specific project or funding obligations must also be checked.

Important financial distinction

Withdrawal and loss of scholarship requirements are not the same situation

A candidate who voluntarily withdraws from the PhD loses the right to scholarship amounts that have not yet been paid according to the applicable rules.

Different consequences may apply where the legal or economic requirements for receiving the scholarship cease to exist. In such cases, the applicable Regulations may also require the repayment of amounts already received for the relevant period.

03 · Exclusion from the PhD

Exclusion is different from voluntary withdrawal

Under the applicable Regulations, failure to meet academic, administrative or conduct-related obligations may lead to exclusion from the doctoral Programme. The procedure is based on the circumstances of the individual case and on the Regulations applying to the candidate’s cycle.

ACADEMIC PROGRESS

Unsatisfactory academic progress

Insufficient results in ongoing assessments or a negative annual evaluation may lead to the interruption of the doctoral career.

OBLIGATIONS

Breach of doctoral obligations

Unauthorised working activities or other serious breaches of the obligations established by the Regulations may result in exclusion.

ABSENCE

Prolonged unjustified absence

Prolonged unjustified absence, unavailability or failure to participate in the doctoral pathway may be grounds for exclusion.

Deadlines also matter

Failure to complete required career steps may lead to closure of the career

Failure to complete enrolment in the following year, to submit required annual documentation or to complete the procedures leading to thesis review within the communicated deadlines may have consequences for the doctoral career, unless a justified and documented situation is recognised under the applicable rules.

Exclusion procedure

Academic assessment and formal decision

1

The circumstances affecting the doctoral career are formally assessed.

2

The Academic Board adopts the relevant academic assessment or reasoned proposal.

3

The applicable formal procedure is completed in accordance with the Regulations.

Before submitting a voluntary declaration

Check what you actually intend to renounce

1

Scholarship only?

You may continue the PhD without the scholarship.

2

Entire PhD?

Withdrawal permanently closes the doctoral career.

3

Funded position?

Check project and funding obligations before submitting.

4

Financial consequences?

Ask the Office if your situation has specific implications.

Forms and documents

Choose the correct declaration

SCHOLARSHIP ONLY

Scholarship renunciation

Use this declaration if you intend to remain enrolled in the PhD but no longer receive the scholarship.

Download · PDF →

ENTIRE PHD

Withdrawal from the PhD

Use this declaration if you intend to permanently end your doctoral career.

Download · PDF →

The same declarations are also available in the general Administrative forms and requests section.

Administrative forms and requests →

Administrative support

Contact us before submitting a declaration if you are unsure about the consequences

Indicate your full name, PhD Programme, curriculum, cycle, Supervisor, scholarship or funding source and whether you intend to renounce only the scholarship or withdraw entirely from the PhD.