Forms and deadlines – 31 cohort

 Summary of deadlines and forms for enrolled PhD students
Note: each student has to: 1) at the beginning of each academic year, prepare a Study and Research Plan in which he describes the proposed activity for the incoming academic year; 2) at the end of each academic year, submit a report on the activities carried out during that year; 3) at the end of each academic year, give an oral presentation of his work. These activities have to be carried out according to the schedule outlined below and using the forms listed below.
DeadlineActivity
November 15th

Preparation of the individual Study and Research Plan by the PhD student, to be approved by the Board of Supervisors (Collegio Docenti). The research plan is prepared by the PhD student under the guidance of the Supervisor.
With this document, first year students indicate also the name of the suggested Supervisor for their research activity.
November 15th,
year 2 and 3 students
Update of the individual Study and Research Planby the PhD student, to be approved by the Board of Supervisors (Collegio Docenti). The research plan is prepared by the PhD student under the guidance of the Supervisor.
September 10th,
year 1 and 2 students
Public presentation of the work carried out during the year. The presentation has to be given in English. The actual date of the presentations will be communicated by email. Approval of the reported activities is a requirement for admission to the next year.
August 31st,
year 1 and 2 students
Preparation of the individual Annual Report to be approved by the Executive Committee (Consiglio Direttivo). The report has to be written in English. Approval of the reported activities is a requirement for admission to the next year.
August 31st,
year 3 students
Preparation of the individual Annual Report to be approved by the Executive Committee (Consiglio Direttivo). The report has to be written in English. Approval of the reported activities is a requirement for admission to the final exam.
By September 10th,
year 3 students
Public presentation of the work carried out during the year. The presentation has to be given in English. The actual date of the presentations will be communicated by email. Approval of the reported activities is a requirement for admission to the final exam.
Note: each student, before traveling, has to fill some forms to formally request the permission to leave. It is absolutely forbidden to leave without having submitted the request for permission to travel. In order to request reimbursement, the students have to submit the original copy of each receipt they are claiming (for air travel, they need to submit also the original copy of the boarding card). If any receipt is missing, no reimbursement will be given for that claimed expense. The necessary forms are listed below.
DeadlineActivity
2 weeks before departureRequest of Authorization for any travelling activity outside of UNIPD for study or research. This is an important requirement for insurance purposes; refund of expenses will be refused in absence of this request before departure. When travelling using a private or rented car, an additional form is required. For details see Regolamento Missioni .
Signature of “titolare del conto” is required, either by
– Supervisor (most cases), or
– Coordinator (when using School funds)
In the latter case, the request (including dates and signature of the PhD student) must be sent as a PDF file to the curriculum coordinator (Referente di Curricolo) and in CC to the Supervisor, including a description of the main expenses and estimated total amount of money requested.
Together with the Request for authorization (see above), this other form should also be filled, in order to certify that: a) the student has his own supervisor’s authorization for the trip; b) that the supervisor has sufficient funds to cover the cost exceeding the amount of funds given by the PhD school to each student. The supervisor has to specify in this form which specific funds he is making available. Once filled, this form needs to be sent to the Coordinator of the relevant Curriculum and CC to the Supervisor.
Once the coordinator of the curriculum sends you back the signed form(s), you need to submit online your request to the administration of the Department of Industrial Engineering.
Please go to:
http://www.dii.unipd.it/helpdesk
and open a ticket in the section: "SERVIZI CONTABILI::3 Missioni".
You have to upload a copy of the file(s) sent to you by the coordinator of the curriculum, plus any other relevant document you may have.
Once returned from your travels, you have to submit your reimbursement claim following the same procedure online, uploading also a scan of all your receipts and travel documents. The ORIGINAL copies of all the documents will need to be sent to "Servizio Contabile, DII - Sede G"
1 month before the registration deadline   In addition to the Request of authorisation above, the PhD student may ask for the payment of conference/course fees. School funds can be used by sending this form (duly completed and signed by the PhD student) as a PDF file to the curriculum coordinator (Referente di Curricolo) and in CC to the Supervisor, adding:
– conference/course announcement, including payment instructions
– registration form, completed with personal information
Note: when requesting to attend a conference, it would be helpful if the student submits ALL the documents together (i.e. both registration request and travel authorization request) to the curriculum coordinator.
1 month before departureIn case of periods out of Italy for twenty or more days, an additional form is required, as described in this page. This will also allow for a 50% increase of the scholarship money for the period abroad. Students (ALL students, independently on the type of grant they have) that spend more than 20 days abroad working in a lab (even if they do not request the 50% increase in wage) need to obtain, before returning to Italy, a formal letter from the host institution stating clearly the period that they spent there (a letter from the professor/laboratory head that is hosting you is enough). The letter should be sent in attachment to the secretariat of the PhD school (dottorato@dii.unipd.it).
1 month before departure In case of periods outside of UNIPD for more than six months, a specific authorization request is needed. Students (ALL students, independently on the type of grant they have) that spend more than 20 days abroad working in a lab (even if they do not request the 50% increase in wage) need to obtain, before returning to Italy, a formal letter from the host institution stating clearly the period that they spent there (a letter from the professor/laboratory head that is hosting you is enough). The letter should be sent in attachment to the secretariat of the PhD school (dottorato@dii.unipd.it).
After travellingExpenses are reimbursed by the DII Administration after submission of the "modulo missioni” including original travelling documents. No additional signature of the “titolare del conto” is required.
1 week before the start of the activityAuthorization request for teaching activities at UNIPD
1 week before the start of the activityAuthorization request for tutoring activities at UNIPD
1 month before the start of the activityAuthorization request for any other activities outside of the PhD School
Note: the forms to be used when taking courses outside the PhD school and when attending the seminars are listed below.
DeadlineActivity
At the beginning of a course (not offered by the PhD school in Industrial Engineering)If a student wants to attend a course that is not directly offered by the School, he should ask the Lecturer about the procedure for taking the final exam. If the course does not have a final exam, no credits can be obtained by the student. At the end of the course the Lecturer (or any other person in charge for the course) must sign both the Libretto (only for students with a Libretto) and the verbale di valutazione finale.
After each seminarStudents are required to attend at least six (6) seminars during the three years. Seminars can be offered by both the PhD school in Industrial Engineering or by other PhD school of the University of Padua or of any other Italian or foreign universities. The students must confirm their presence at the seminars using the form provided.
At the end of a courseOnce a student passes the final examination for a course he has taken (offered by the PhD School in Industrial Engineering, other PhD schools or regular degree programs (Laurea Magistrale e Triennale)) they must register it using the form provided.
This document will prove that the student has taken the course and passed the exam, and a scanned copy of this document will have to be sent at the end of each year, together with the Annual Report to dottorato@dii.unipd.it and in CC to the Supervisor.