Information for enrolled PhD students
There are several activities that give credits, in some cases there are limits, in other there aren’t.
Passive formation activities
- Attending courses: Courses give 1 credit every 6 hours of lectures. They should be at a post graduated level. There are some courses that are mandatory (see courses webpage) and to get your PhD degree you must have acquired at least 20 credits through courses.
- Seminars, workshops, summer/winter schools: they give 1 credit every 8 hours. There is no maximum, nor minimum and this is not a mandatoru activity.
- Attending to conferences (without any presentation): 8 credits every 8 hours. This activity is not mandatory and there is an upper limit: a maximum of 10 credits can be accounted for that during the 3-years course.
Active formation activities
- 1. Scientific publications: the papers you write are considered differently depending on your role and the rank of the journal they are published in. The table below summarizes the credits you can get.
role Journal rank credits 1st author Q1 12 Q2 10 Q3-Q4 8 Co-author Q1 6 Q2 5 Q3-Q4 4
Please note that: i) non ISI/Scopus journals are not considered, with the only exception of the AGR/01 sector, where monographies are also acceptable following the rules that are used in the research evaluation at our department. Ask your tutor in case of doubts. At least 1 publication as the first author is mandatory (i.e. at least 8 credits).
- Communication: Publications in non-ISI journals can be considered in this category with 1-2 credits depending on your role. A maximum of 6 credits during the 3-years are allowed for that.
- Presentations at conferences: they are evaluated differently based of 3 parameters: i) your role; ii) the type of event (national or international); iii) the type of presentation (oral or poster). The range in credits is 1-3. At least 1 presentation at a conference during the 3-years is mandatory.
- Seminars (given): they are considered only if given outside the DISAFA, and are evaluated 0.5-1 credits, depending if they are given in Italy or abroad. A maximum of 6 credits during the 3 years is allocated for that.
- Annual presentations: at the end of the 1 st and 2 nd year you have to present your research activity and an evaluation board will assign you from 0 to 3 credits, depending on the score you get: from D to A.
- Stage abroad: a minimum of 3 months abroad is a mandatory activity. You will be given 3 credits for each of the 3 mandatory months, and 2 more credits for every additional month.
- Patents: they are evaluated with 1-2 credits, depending if they are national or international.
- Teaching: only official teaching is considered (i.e. helping your tutor does not give you credits), with a maximum allowed of 40 hours/year. You will be given 1 CFR every 10 hours.
- Annual research activity: 40 credits per year will automatically be assigned upon admission to the next year. As a consequence, you will earn 120 credits through your research activity.
- Thesis: writing your thesis will give you 20 or 30 CFR, depending on the language (Italian or English).
Typically, you have to provide all documents in September, but the deadline may vary depending on the cycle.
- Paper filling
- First and second year students: the forms that you have to fill are d3.Annual report.doc and d2.Annual programme (1st and 2nd year). Both forms have to be signed by yourself and by your supervisor. Once signed save them as pdf. PLEASE ALWAYS NAME THE FILES AS e.g. d3.Annual report YOURNAME.pdf
- Third year students: the forms to be filled are: d6.Final report, and the d7.Thesis submission date. Name the files as described above. In addition you have to send the editorial pdf of the mandatory published paper, as well as a screenshot proving that you have inserted the publication in the IRIS repository).
- Credit form
You need to fill the credit form. It’s an excel file you should keep because it’s the same for all year and therefore you will update it when needed. There are some instructions in the file. Once you have filled it and updated the pivot table (SUM sheet), print the pivot table, sign it and have it signed by your supervisor; then save it as LastNameFirstNameSUM_year.pdf The year is the year of PhD (i.e. 1, 2 or 3). Save the excel file as LastNameFirstName.xls.
You have to send, as a single mail to email@example.com (or to upload in an appropriate shared folder, depending on the instruction we will give you): i) the excel credit form file; ii) the signed pdf of the SUM sheet; iii) the signed forms; iv) all certificates of attendance to conferences or courses etc.. you have included in the credit forms. Put all certificates together in a zip file. In case you do not have an official certificate, you may use form d1.Attendence to seminars_workshops_conferences. In cases the course does not end with an exam, you have to fill form d5.Attended course report. In case of online courses, provide the screenshot of the attendance certificate. Certificates are not required for the courses organized by SAFA.
- Oral presentation
In September, PhD students at their 1st or 2nd year have to give an oral presentation of their research activity to an evaluation board. The language for the presentation is English (both for slides and for speech). Detailed instructions about deadlines and format of the presentation are communicated in due time. The scores are: A, B, C, D that give 3, 2, 1, and 0 credits, respectively.
- Enrollment fees
The deadlines for paying enrolment taxes are fixed by UNITO Central Administration. You have to access the procedure through the MyUnito portal.
The PhD Board will take into account the documents you’ve provided, the credits you’ve obtained, the score of your presentation and the opinion of your supervisor to admit you to the following year of course, Third year students are admitted to thesis discussion if they have completed all mandatory activities.
- The thesis has to be submitted at the latest 6 months after the end of the third year. To facilitate the administrative procedures (paragraph about thesis evaluation), you have to specify in form d7 (Thesis submission date) if you plan to submit your thesis by the 31st October, 31st December or 31st March.
- The thesis has to be written following the A5 format described in t1 (text body) and t2 (front page) forms. For the final prints, you can ask for the official green covers to the DISAFA administration (or other persons, following the indications you might receive). Remember that the inclusion of a summary is compulsory. You may write your thesis in English or in Italian.
- You have several options for structuring your thesis:
- A standard thesis, i.e. a monography with introductions, materials and methods, results, discussion and conclusions, as the one you have prepared for you MSc.
- A collection of 3 published papers in editorial format. In this case you have to write an introduction that allows the reader to link the papers and a conclusion paragraph, summarizing the outcomes. Please note that if you use the editorial PDF you are responsible for obtaining all necessary authorizations in terms of copyright. You can get information about publishers ‘s policies on copyright at http://www.sherpa.ac.uk/romeo/.
- An elaboration of a certain number of chapters that may include also rearranged published papers. In this case the thesis has typically the same structure as the previous case but no editorial PDF are inserted. In many cases, some parts are grouped to avoid repetitions and improve readability (e.g. study areas and/or methods and references).
- Thesis evaluation:
- Your PhD supervisor has to suggest the names of 2 external evaluators (+ 1 substitute) and the names of 3 members of the final exam commission (+ 3 substitutes) to the PhD board. The PhD board will then appoint them and send you a communication of their appointment.
- When your thesis is ready, you must have it validated (i.e. signed by your tutor), and you must send it by email to the 2 external evaluators, together with
- the evaluation forms (t3 doc file),
- the 3-years activity report (form d6.Final report)
- the appointment communication.
Put firstname.lastname@example.org and your supervisor in cc and ask the evaluators to do the same when replying. The evaluators have 1 month time for assessing your thesis and they can 1) accept it as it is; 2) ask for minor revisions, in this case you should improve your thesis but you don’t have to send it out again to evaluators; 3) ask for major revisions. In this case you have a maximum of 6 months for doing them and send the thesis back to the evaluators.
- Once the filled evaluation forms are received, the members of the commission will receive the official appointment by the Ufficio Dottorati and they can fix the defence date. You will then receive further instructions on what to do with your thesis by Ufficio Dottorati.
Further general information is available from the box "Pursuing a PhD" in the home page of the doctorate website.
PhD students have a budget of 500€ during the 1st year and of 3500 € globally for the 2nd and 3rd year.
The maximum amount of money you can spend during the 1st year is 500 €, and the sum can only be used for formation activities (e.g. courses etc..); travels are allowed but consumables are not.
In case the money allocated to the 1st year is not fully used, it can be used during the following years. Starting from the 2nd year, some consumables are allowed (max 1500 €). Other costs are eligible (e.g. publication fees, translation services), and since October 2020, buying computers is allowed. Please note that the computers will be registered in the Department inventory and will remain to DISAFA when your PhD is finished.
You should keep trace of your expenses to know how much budget is remaining, but in case of doubts write a mail to email@example.com
- Using the budget for travels
Open the “missioni” procedure on the UNITO ESCO portal, fill all needed fields, and put as research fund DT26 (resp. prof. Eleonora Bonifacio). The procedure will ask the PhD coordinator for authorization and you will be notified once your travel is authorized. Do not wait till the last day before starting the procedure!
You must always open a “missione” for insurance purposes when travelling, even if there are no costs (e.g. you are using one of the Dep.t cars). In case of no costs put 1 € in the expected costs because the system does not accept 0. In the procedure you must indicate all costs: both those you pay directly, and those paid by the travel agency (see below). Once back, you have to close the missione and upload all documents related to costs. Group the originals (paper stuff) and give them to Elena Sabbi (not to the normal administrative offices).
You may choose if using the travel agency for buying tickets (SiVà travel agency, tel: 0112763162-0114143735, ask for Silvia or Valeria) or pay directly and ask for reimbursement when back. The travel agency will anticipate the costs of tickets, registration to conferences, hotels. Obviously this option has a cost that will contribute to decrease your budget, but it’s the most used one when tickets are expensive. Take into account that for small costs, the service fees may exceed the activity costs.
Remember that a medical insurance is compulsory when travelling abroad.
If your travel is reimbursed by your tutor, follow his/her instructions on which fund you should use.
- Using the budget for consumables and services
- In case the service provider or the seller accept a “Buono d’ordine”, fill the form that is available on the intranet of the DISAFA (Moduli vari → richiesta emissione buono d’ordine, BdO). Also in this case the funds are the DT26. The BdO has to be send or given to the coordinator for signature, together with a “preventivo” i.e. the official offer by a company for the material. The signed BdO and all documents should then be given (or sent by Email) to Mrs. Elena Sabbi. The procedure is the same for consumables, courses, registration at conferences, translation services, etc...
- In case a Buono d’ordine is not accepted (conferences, some courses and similar cases) you have to decide if you want the SiVà agency to anticipate the costs for you or if you pay directly and then ask for reimbursement.
In case SiVà agency anticipates the costs, you have contact them and prepare a BdO for the agency following all instructions reported case a.
In case you anticipate the money and open a Missione, follow the instructions reported in topic 1. In case you don’t (e.g. courses in Torino, conferences on the web or similar) and do not use the travel agency services, contact Elena Sabbi before paying (mail or 011 6708505) because there are some limits for reimbursements. If your expenses are within the allowed limits, fill and print the reimbursement form (r1.Reimbursement form), have it signed by the coordinator and give it to Elena together with the original invoice and certificate of attendance. Also in this case use the DT26 funds.
You are strongly advised to ask Mrs. Elena Sabbi in case of doubts about cost eligibility.
Please always open a BdO BEFORE CONFIRMING the travel agency you want to use their services.
Please consider 1 week for the offices to process your request (i.e. take deadlines for registrations and similar into account).
PhD students with UNITO fellowship. Open a missione as described above for the reimbursement of travelling costs and medical insurance then follow the procedures described in your MyUnito account to get the increase in fellowship.
PhD students without UNITO fellowship (posto libero). Open a missione as described above for the reimbursement of travelling costs and medical insurance. Keep tickets and invoices of food, flat rental, local transports. The PhD administration will reimburse your costs upon presentation of those documents up to a maximum of 500 € /month for up to 6 months.