{"id":14196,"date":"2023-04-13T16:51:52","date_gmt":"2023-04-13T14:51:52","guid":{"rendered":"https:\/\/sites.unimi.it\/phdvas\/?page_id=14196"},"modified":"2026-04-29T09:22:27","modified_gmt":"2026-04-29T07:22:27","slug":"phdvaswork-tools-and-info-for-your-phd","status":"publish","type":"page","link":"https:\/\/dottorati.unimi.it\/vas\/en\/phdvaswork-tools-and-info-for-your-phd\/","title":{"rendered":"PhDVAS@work"},"content":{"rendered":"<h4><\/h4>\n<h4><strong>PhDVAS@work &#8211; Tools and info for your PhD<\/strong><\/h4>\n<div class=\"toggle\"><div class=\"toggle-label\">Procedures for admission to the following year of the PhD course<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>SOP for admission to the following year of the PhD course<\/strong><\/p>\n<p>Each student must submit a report to the address <a href=\"mailto:phdcourse.vas@unimi.it\">phdcourse.vas@unimi.it<\/a> using the \u201c<strong><a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2023\/04\/Student-Annual-Report-Form.docx\">Student Annual Report form<\/a><\/strong>\u201d. The supervisors must send a report using the \u201c<strong><a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2024\/08\/SupervisorAnnualReport-1.docx\">Supervisor Annual Report<\/a><\/strong>\u201d. Both reports will be delivered to the Internal Reviewers&#8217; Panel.<\/p>\n<p>Each PhD student has to contact his\/her own Internal Review Panel for an interview, where she\/he will present his activity using Power Point file and have the opportunity to answer and address the possible issues raised by the Panel.<\/p>\n<p>After the meeting, the Internal Reviewer Panel will fill a very brief report of the interview using the \u201c<a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2023\/06\/InternalReviewPanelForm.docx\">Internal Reviewer Panel form<\/a>\u201d, which will be delivered to the Doctorate Council with the suggestion to admit or not the student to the following year, identifying possible weaknesses that had to be amended during the following year. It is up to the tutor\/co-tutor to participate.<\/p>\n<p>The Doctorate Council meeting report with the approval will be submitted to the UNIMI PhD administration, which will activate the procedures for admission to the following year.<\/p>\n<p>In summary, these are the deadlines for the students:<\/p>\n<table width=\"802\">\n<tbody>\n<tr>\n<td width=\"106\">Ph.D. Cycle<\/td>\n<td width=\"330\">Deadline for submission of the Ph.D. and Supervisors\u2019 report<\/td>\n<td width=\"366\">Deadline for the approval by the Council<\/td>\n<\/tr>\n<tr>\n<td width=\"106\">40<sup>th<\/sup> \/ 41<sup>th<\/sup><\/td>\n<td width=\"330\">September 1<sup>st<\/sup> 2026<\/td>\n<td width=\"366\">\u00a0September 25<sup>th<\/sup> 2026<\/td>\n<\/tr>\n<tr>\n<td width=\"106\"><\/td>\n<td width=\"330\"><\/td>\n<td width=\"366\"><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">Guidelines for Using Your Individual Ph.D. Research Budget<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>Guidelines for Using Your Individual Ph.D. Research Budget<\/strong><\/p>\n<p>Each Ph.D. student is granted, in addition to the scholarship, a research budget allowance to cover the costs related to research activities. The amount assigned to each Ph.D. student is \u20ac 1650 per year.<\/p>\n<p>The Individual Ph.D. budget allowance allocated to the Ph.D. student can be used for:<\/p>\n<ul>\n<li>Language editing of manuscripts related to the research project;<\/li>\n<li>article processing charge (only if the article is in the first author or corresponding author position and on topics related to the thesis);<\/li>\n<li>consumables and hardware\/instruments related to the thesis work.<\/li>\n<\/ul>\n<p>For the purchase, it is necessary to obtain the approval of the Supervisor and the Coordinator of the Doctorate by filling in <a href=\"https:\/\/unimibox.unimi.it\/index.php\/apps\/onlyoffice\/s\/kmbJrcBKtABZynB?fileId=46876756\">Attachment 2 \u2013 Authorization for Purchase of Materials and\/or Services<\/a>. Once the signed form is received, please send it to <a href=\"mailto:amministrazione.vas@unimi.it\">amministrazione.vas@unimi.it<\/a><\/p>\n<p>The purchase generally requires the presentation of three offers or a direct purchase form (please ask your Supervisor for the procedure).<\/p>\n<p>For the payment of the publication of an article, Ph.D. students can use the University Fund for Article Processing Charge. Please see the Open Access policies at this <strong><a href=\"https:\/\/work.unimi.it\/servizi_ricerca\/127897.htm\">link<\/a><\/strong> .<\/p>\n<p>Payment by personal credit card, upfront, or any other form of payment (e.g., bank transfer) is not allowed. The Administration is not allowed to refund the expense.<\/p>\n<p>For any purchases not described above, please contact the PhD VAS Administration (<a href=\"mailto:amministrazione.vas@unimi.it\">amministrazione.vas@unimi.it<\/a>) fro approval before making any payment.<\/p>\n<p>Please always check available funds by contacting the PhD VAS Administration (<a href=\"mailto:amministrazione.vas@unimi.it\">amministrazione.vas@unimi.it<\/a>) to avoid overspending.<\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">Procedures for requesting a mission and expense reimbursement for research travel<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>Procedures for requesting a mission and expense reimbursement for research travel<\/strong><\/p>\n<p>Apply for mission authorization, signed by both from the Supervisor and Coordinator, using form <a href=\"https:\/\/unimibox.unimi.it\/index.php\/apps\/onlyoffice\/s\/kmbJrcBKtABZynB?fileId=46876757\">All. 1 Mission authorization<\/a>.<\/p>\n<p><a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2024\/12\/Brief-Guide-U-WEB-Missions.pdf\">Brief Guide -U-WEB Missions<\/a><\/p>\n<p>Before planning a mission, check the available funds by contacting the SEA Administrative Secretariat (<a href=\"mailto:amministrazione.vas@unimi.it\">amministrazione.vas@unimi.it<\/a>).<\/p>\n<p><strong>In case of air travel<\/strong><br \/>\nIn case of air travel, the original boarding passes must be attached when checking in at the airport.<br \/>\nIf checking in online, a printed version of the boarding passes should be submitted.<\/p>\n<p><strong>In the case of stays abroad exceeding 10 days.<\/strong><br \/>\nIn the case of stays abroad longer than 10 days, in addition to applying for permission, it is possible to apply for the <a href=\"https:\/\/www.unimi.it\/en\/study\/postgraduate-study\/doctoral-research-phd-programmes\/doctoral-scholarships-and-fees\/scholarship-increase-stays-abroad\">scholarship surcharge<\/a> , as described in the University Regulations on doctoral studies (Article 20 paragraph 5).<\/p>\n<p><strong>In all cases<\/strong><br \/>\nExpenses incurred during the mission (such as travel, food and lodging, etc.) must be properly documented.<br \/>\nExpenses shall be reimbursed according to the criteria and limits set in the tables attached to the \u201c<a href=\"https:\/\/www.unimi.it\/en\/node\/12588\">Mission and Expense Reimbursement Regulations<\/a>\u201d, where a summary of eligible expenses is provided in Table 1.<\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">Procedures for registering for conferences, courses or webinar<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>Procedures for registering for conferences, courses or webinar<\/strong><\/p>\n<p>Registration for an event is considered a purchase of services, so it must be done through the administrative office at <strong>least 30 days prior<\/strong> to the event registration deadline.<\/p>\n<p>If <strong>participation in these events occurs is a part of a mission<\/strong>, it is <strong>always<\/strong> possible to prepay, and then request reimbursement of the registration fee through the mission expense claim.<\/p>\n<p>If participation in these events does <strong>not involve the carrying out of a mission<\/strong> (e.g. webinars, courses and online conferences), as they are part of the purchase of goods and\/or services, <strong>payment for registration for the event must allways be made by the administrative secretariat<\/strong>.In this case, personal payment by credit card or in any other form (e.g. bank transfer) is not permitted.<\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">Procedures for research periods abroad<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>Procedures for research periods abroad<\/strong><\/p>\n<p>Authorization for the research period abroad is described at the following <a href=\"https:\/\/www.unimi.it\/en\/study\/postgraduate-study\/doctoral-research-phd-programmes\/doctoral-scholarships-and-fees\/scholarship-increase-stays-abroad\">link<\/a>\u00a0 and must be requested using the attached <a href=\"https:\/\/unimibox.unimi.it\/index.php\/apps\/onlyoffice\/s\/kmbJrcBKtABZynB?fileId=47666205\">Foreign Period Authorisation form<\/a>.<br \/>\nPlease complete the form and send it to <a href=\"mailto:phdcourse.vas@unimi.it\">phdcourse.vas@unimi.it<\/a>.<\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">SOP for the discussion of the doctoral thesis<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>PROCEDURES FOR THE DISCUSSION OF THE DOCTORAL THESIS<\/strong><\/p>\n<p>The discussion of the thesis is divided into three steps<\/p>\n<p><strong>1<sup>st<\/sup>: Presentation of the thesis to the Council for approval<\/strong><\/p>\n<p>The doctoral thesis, accompanied by an abstract, is written in English.<\/p>\n<p>The thesis and a report of the PhD student on the activities carried out during the Doctorate and on any publications (<strong><a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2024\/02\/Form-1-Final-Report-of-the-three-years-activities-and-achievements-2.docx\">Form 1 &#8211; Final Report of the three years&#8217; activities and achievements<\/a><\/strong>) is submitted before the end of the last year of the course to the PhD Coordinator, who delivers it to the internal evaluation panel, that, in turn, will assess the merit of the thesis as such:<\/p>\n<ol>\n<li>Approval of the thesis in the current version<\/li>\n<li>Request for changes. The thesis is re-sent to the student for the requested changes in this case.<\/li>\n<\/ol>\n<p>Using the following form: <a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2024\/02\/Form-2-Internal-panel-Thesis-evaluation-form-1.docx\"><strong>Form 2 &#8211; Internal panel Thesis evaluation form<\/strong><\/a>. Once it has been drawn up in its final form, the Doctorate Board has the information to approve the PhD candidate research activity. The thesis is submitted to external reviewers.<\/p>\n<p><strong>2<sup>nd<\/sup>: Examination by external evaluators<\/strong><\/p>\n<p>The thesis is examined by at least two qualified reviewers, at least one of whom is a university professor\/researcher from outside to the University. The reviewers are suggested by the supervisor and co-supervisor and are approved by the Doctorate Council. The Coordinator delivers the thesis to the reviewers in Word and pdf format. The reviewers assess the merit of the by filling in the attached form (<a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2024\/04\/Form-3-External-Reviewer-Thesis-Evaluation-Form.docx\"><strong>Form 3 &#8211; External Reviewer Thesis Evaluation Form<\/strong><\/a>) and propose its admission to public discussion or send if back to the PhD student for revisions. The thesis must be, in any case, admitted to public discussion, with attached a second review of the reviewers, filled after any corrections and\/or additions were made.<\/p>\n<p><strong>3<sup>rd<\/sup>: \u00a0Defense of the doctoral thesis<\/strong><\/p>\n<p>The public discussion of the thesis takes place before a Thesis Commission, approved by the PhD Council, and appointed by the Rector.\u00a0 The Commission includes three members chosen from among professors (at least one first-grader) and tenured university researchers. At least two members of the Commission must belong to universities not participating in the Doctorate and must not be members of the PhD Council. The chairmanship of the Commission is held by a full professor.<\/p>\n<p>PhD students admitted to public discussion by the Doctorate Board apply for admission to the final exam, following the procedure established by the University &#8220;<a href=\"https:\/\/www.unimi.it\/en\/study\/postgraduate-study\/doctoral-research-phd-programmes\/completing-your-doctoral-studies\">Completing your doctoral studies<\/a>&#8220;.<\/p>\n<p>As soon as they have news of the members of the Thesis Discussion Committee, the PhD students will, within the deadline that will be communicated to them, send to the members, in electronic format, the thesis and a copy of the external reviewers&#8217; report (<a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2024\/02\/Form-1-Final-Report-of-the-three-years-activities-and-achievements-2.docx\"><strong>Form 1 &#8211; Final Report of the three years&#8217; activities and achievements<\/strong><\/a>). The thesis can be discussed both in presence and\/or online.<\/p>\n<p>For the procedures regulating the procedures for discussing the thesis and any requests for extension, please refer to the <a href=\"https:\/\/www.unimi.it\/sites\/default\/files\/regolamenti\/Regolamento%20in%20materia%20di%20dottorato%20di%20ricerca_2023_.pdf\">University regulations<\/a>.<\/p>\n<p><strong>&#8220;Doctor Europaeus&#8221; Mention<\/strong><\/p>\n<p>To obtain the &#8220;Doctor Europaeus&#8221; mention, the PhD student must apply using the <strong><a href=\"https:\/\/dottorati.unimi.it\/vas\/wp-content\/uploads\/2024\/11\/Form-4-Doctor-Europaeus-application-3.docx\">Form-4 Doctor Europaeus application<\/a><\/strong>, fulfilling the following requirements (on the top of the ordinary procedures for the submission, deposit request, and defense of the doctoral thesis):<\/p>\n<p>&#8211;\u00a0 The two reviewers who evaluate the thesis must be from two different EU countries (different from the one where the thesis will be defended).<\/p>\n<p>&#8211;\u00a0 At least one of the members of the Thesis Committee has to belong to a higher education institution from a European country (different from the one where the thesis will be defended).<\/p>\n<p>&#8211; The thesis must be written and defended in English.<\/p>\n<p>&#8211; The PhD student went for secondment to another European country for at least three months, within a stay of at least three months.<\/p>\n<p>European countries mentioned above are referred to as any of the European countries, not only the ones belonging to the European Union (e.g., Switzerland and the UK are included).<\/p>\n<p><a href=\"https:\/\/unimibox.unimi.it\/index.php\/s\/kmbJrcBKtABZynB?dir=\/English&amp;openfile=true\"><strong>Writing and discussing a PhD thesis<\/strong><\/a><\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">Enrolment and award oh PhD scholarship for the a.y. 2025\/2026<\/div><div class=\"toggle-content\"><\/p>\n<p>Authorization to carry out work activities outside the doctorate.<br \/>\nThe request must be approved by the Teaching Body, subject to the favorable opinion of the tutor, and signed by the <a href=\"https:\/\/dottorati.unimi.it\/vas\/en\/program-organization\/\">Coordinator<\/a>.<\/p>\n<p><a href=\"https:\/\/unimibox.unimi.it\/index.php\/apps\/onlyoffice\/s\/kmbJrcBKtABZynB?fileId=53999828\"><strong>Enrolment and award oh PhD scholarschip for the a.y. 2025\/2026<\/strong><\/a><\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">How to create an ORCID code and link it to AIR<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>How to create an ORCID code and link it to AIR<\/strong><\/p>\n<p>AIR (Archivio Istituzionale della Ricerca) opens in 2006 with the mission of gather, document and store the informations on scientific output of University of Milan, being its official institutional research repository.<br \/>\nFurther details can be found here:\u00a0<a href=\"https:\/\/air.unimi.it\/\">AIR<\/a><br \/>\nThe procedure to <strong>register in ORCID<\/strong> and link to AIR can be found here: <a href=\"https:\/\/unimibox.unimi.it\/index.php\/s\/kmbJrcBKtABZynB?dir=\/English&amp;openfile=true\">ORCID and linked services<\/a><\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">Procedures for VAS Seminars and Procedures VAS Talks<\/div><div class=\"toggle-content\"><\/p>\n<p><a href=\"https:\/\/unimibox.unimi.it\/index.php\/s\/kmbJrcBKtABZynB?dir=\/English\/procedura%20attivazione%20VAS%20Seminar_2026\"><strong>Procedures for VAS Seminar 2026<\/strong><\/a><\/p>\n<p><a href=\"https:\/\/unimibox.unimi.it\/index.php\/s\/kmbJrcBKtABZynB?dir=\/English\/procedura%20attivazione%20VAS%20TALK_202604\"><strong>Procedures for VAS Talk 2026<\/strong><\/a><\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">Troubleshooting \u2013 what if a student needs help<\/div><div class=\"toggle-content\"><\/p>\n<p><strong>Troubleshooting \u2013\u00a0 what if a student needs help?<\/strong><\/p>\n<p>Institutional issues, including rules and procedures of PhD studies<\/p>\n<p>The PhD representatives are those who bring issues to the attention of the PhD governance. The PhD students are invited to keep in close contact with the representatives, who are also part of The Department Council. The representatives hold routine meetings with the Coordinator to discuss the students&#8217; issues and address them. The other persons who should be contacted are the PhD administrative staff or the Coordinator at the addresses provided on the <a href=\"https:\/\/dottorati.unimi.it\/vas\/contatti\/\">Contact webpage<\/a>.<\/p>\n<p>Personal issues<em><br \/>\n<\/em><\/p>\n<p>In the case of personal issues that cannot be addressed within the comfort zone of the relationship with the supervisor and the co-supervisor, the PhD student should contact the Coordinator at his personal mail address (<strong><a href=\"mailto:fabrizio.ceciliani@unimi.it\">fabrizio.ceciliani@unimi.it<\/a><\/strong>) asking for a talk.<br \/>\nIf the PhD student does not feel comfortable that her\/his issue can be managed within the area of the governance of the PhD program, the University of Milan offers the support of an Ombudsman. The PhD student may want to contact him following the instructions:<strong> &#8220;<\/strong><a href=\"https:\/\/www.unimi.it\/en\/study\/student-services\/rights-health-and-well-being\/undergraduate-and-postgraduate-student-ombudsman\">Undergraduate and Postgraduate Student Ombudsman<\/a><strong>&#8220;.<\/strong><\/p>\n<p>The Ombudsman is an impartial, independent support for PhD students, helping them to address issues that come up in their studies. The Ombudsman&#8217;s role is to:<\/p>\n<p>\u2022inform PhD students of their rights and duties,<br \/>\n\u2022facilitate their communication with supervisors,<br \/>\n\u2022listen to the student, and try to address their issues within the PhD program, area.<\/p>\n<p>All cases brought to Ombudsman are confidential, and the PhD student decides whether the matter will be brought to the attention of other parties at the university.<\/p>\n<p><em>Psychological Support<br \/>\n<\/em><\/p>\n<p>In the case of the need for psychological support, the PhD student is invited to contact the <a href=\"https:\/\/www.unimi.it\/en\/study\/student-services\/individual-counselling-service\">Individual Counselling Service<\/a> of the University of Milan.<\/p>\n<p><\/div><\/div>\n<div class=\"toggle\"><div class=\"toggle-label\">University Regulation for PhD Programme and Students.National and local rules and law<\/div><div class=\"toggle-content\"><\/p>\n<p><a href=\"https:\/\/www.unimi.it\/en\/node\/12575\"><strong>University Regulation for PhD Programme and Students<\/strong><\/a><\/p>\n<p><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>PhDVAS@work &#8211; Tools and info for your PhD<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":8,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-14196","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/pages\/14196","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/comments?post=14196"}],"version-history":[{"count":86,"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/pages\/14196\/revisions"}],"predecessor-version":[{"id":16877,"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/pages\/14196\/revisions\/16877"}],"wp:attachment":[{"href":"https:\/\/dottorati.unimi.it\/vas\/wp-json\/wp\/v2\/media?parent=14196"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}