SCUDO
survival guide 36° ciclo 
Perché questa guida?
La Survival guide illustra  i diritti e i doveri dei dottorandi e  i servizi offerti dal Politecnico.


PART 1 - ONLINE PORTAL AND SERVICES
1.1 SmartCard
1) The SmartCard is the student card and allows to enter the departments and PoliTO facilities. The SmartCard is strictly personal, and it must be taken care of. Check within the administrative office of the work department whether it is necessary to enable the access activation on the SmartCard. 
2) The SmartCard can be useful for obtaining some discounts in museums, cinemas, theatres, etc. as well. The Personal SmartCard is of BIP type and is a rechargeable contactless card, allowing to access different public services, such as public transport, bike sharing,…More information on public transport are available on the webpage: http://www.gtt.to.it/cms/bigliettiabbonamenti/780-bip-dic-2014/
1.2 Substitution of the SmartCard

If a new SmartCard is needed (damage, demagnetized, lost,…), PhD candidate can ask to the Registrar's Office to replace it in any moment. The cost of the new SmartCard will be 11.00 Euro.
1.3 Student ID account
1) Two parallel accounts are assigned to PhD candidates, one for student services and one for researcher services. It is STRONGLY RECOMMENDED to choose ONE E-MAIL ACCOUNT as the MAIN ONE, by setting an e-mail forward from the secondary to the main one. 
2) The e-mail address associated to the student ID account is name.surname@studenti.polito.it or s<studentnumber>@studenti.polito.it.  
3) The initial password is the following: ddmmyy, where dd is the day of birth, mm is the month of birth, yyyy is the year of birth. After the first access, PhD candidate is required to modify it. 
 STUDENT ID ACCOUNT
ID ACCOUNTs<student number>
E-MAIL ADDRESSs<studentnumber>@studenti.polito.it or name.surname@studenti.polito.it
PASSWORDddmmyyyy
4) This e-mail address is used by professors of the PhD courses uploaded onto the study plan to send information about courses’ start, timetables, variations and any other general communication. 
5) Other communication regarding the student communities (e.g., elections of students’ representatives, student activities…) will be sent to this e-mail address.  
6) If the PhD candidate attended the MSc in PoliTo, the content of the MSc student ID account should be merged to the PhD student ID account.
1.4 Researcher ID account
1) Two parallel accounts are assigned to PhD candidates, one for student services and one for researcher services. It is STRONGLY RECOMMENDED to choose ONE E-MAIL ACCOUNT as the MAIN ONE, by setting an e-mail forward from the secondary to the main one. 
2) The e-mail address associated to the researcher ID account is name.surname@polito.it or d<paupernumber>@polito.it. 
3) The initial password is the following: n-S-dd-mm-yyyy, where n is the name first letter (lowercase), hyphen (-), S is the surname first letter (Uppercase), hyphen (-), dd is the day of birth, hyphen (-), mm is the month of birth, hyphen (-), yyyy is the year of birth. After the first access, PhD candidate is required to modify it. 
 RESEARCH SERVICES
ID ACCOUNTD<pauper number>
E-MAIL ADDRESSname.surname@polito.itor d<paupernumber>@polito.it
PASSWORDn-S-dd-mm-yyyy
4) This e-mail address will be used by the Doctoral School for official communications and will be visible in PoliTO address book and public webpage.
1.5 Student Services
1) By loggin with student ID account (name.surname@studenti.polito.it or s<student number>@studenti.polito.it) and password in the PoliTO website, PhD candidate will be able to access:
  • the Student webmail;
  • the Teaching Portal (Portale della Didattica).
 2) Student webmail allows PhD candidate to manage e-mails sent to the e-mail address associated to student ID account. Such an e-mail address is mainly usommunities and so on. 
3) The Teaching Portal — Portale della Didattica is the most important webpage to manage all the PhD-as-a-student activities. From the teaching portal the PhD candidate can access several services:
  • my academic progress, that displays the study plan in the form of a list of the selected PhD courses, news from PhD school, the list of exams (courses) passed and so on;
  • online services, where it is possible to find all the administrative services:
- view your data and change your address, where PhD candidate can see university career and personal details;
- tuition fees and payments, where the annual fees can be paid;
- certificates, where self-declarations may be produced;
- create your personal study plan/Annual personal study plan and Enrol in the new academic year, where the PhD candidate can upload/update the exams lists and enrolls to the new academic year;
- degree and final examination, where the PhD candidate can apply for the final examination;
- outgoing mobility, where the PhD candidate can apply for outgoing mobility programmes;
- Scudo Dashboard, where the PhD candidate can check all the activities about training and research;
- Apply@PoliTO, where the PhD candidate can check the status of applications;

  • languages;
  • curriculum;
  • internship;
  • job;
  • ticketing service, to contact all offices of the Teaching Area for general practices and ask information.
  
1.6 Researcher Services
1) By loggin with student ID account (name.surname@studenti.polito.it or s<student number>@studenti.polito.it) and password in the PoliTO website, PhD candidate will be able to access:
  • the Student webmail;
  • the Teaching Portal (Portale della Didattica).
 2) Student webmail allows PhD candidate to manage e-mails sent to the e-mail address associated to student ID account. Such an e-mail address is mainly usommunities and so on. 
3) The Teaching Portal — Portale della Didattica is the most important webpage to manage all the PhD-as-a-student activities. From the teaching portal the PhD candidate can access several services:
  • my academic progress, that displays the study plan in the form of a list of the selected PhD courses, news from PhD school, the list of exams (courses) passed and so on;
  • online services, where it is possible to find all the administrative services:
- view your data and change your address, where PhD candidate can see university career and personal details;
- tuition fees and payments, where the annual fees can be paid;
- certificates, where self-declarations may be produced;
- create your personal study plan/Annual personal study plan and Enrol in the new academic year, where the PhD candidate can upload/update the exams lists and enrolls to the new academic year;
- degree and final examination, where the PhD candidate can apply for the final examination;
- outgoing mobility, where the PhD candidate can apply for outgoing mobility programmes;
- Scudo Dashboard, where the PhD candidate can check all the activities about training and research;
- Apply@PoliTO, where the PhD candidate can check the status of applications;

  • languages;
  • curriculum;
  • internship;
  • job;
  • ticketing service, to contact all offices of the Teaching Area for general practices and ask information.
  
1.7 MSc student ID account (only for PoliTO undergraduate)
1) After enrollment as PhD candidates, former PoliTO undergraduate students will still be able to access their previous student e-mail and student account by logging in with the old student ID account. However, in order to enter with the MSc student ID account, it is necessary to use the new password (ddmmyyyy) or the one used for PhD student ID account.   
2) The content of the MSc student ID account (mainly e-mails) should be merged to the PhD student ID account.
1.8 Managing of personal data
Personal data will be stored according to GDPR (EU Regulation 2016/679). For further explanations, please check PoliTo Privacy web page: https://www.polito.it/privacy/.
PART 2 - YEARLY PHD TIMELINE
2.1 Academic Year: dates
1) The Academic year of the Doctoral School starts every year on November, 1st and ends on October, 31st of the following year.
 2) All the academic activities and the scholarship payments will be offered accordingly. 
2.2 PhD candidate’ s yearly evaluation
1) By the end of each academic year (usually between late September and the end of October), the PhD candidate is required to submit to the Academic Board a detailed report on the educational and research activities performed during the year.  
2) Alternatively, each PhD Academic Board may organize a PhD Day to gather all the evaluation activities, in the form of poster or short power point presentation. 
3) Based on the evaluation of the reports/presentations and the points acquired during the year, the Academic Board decides for the admission to the following year or to the final defence. 
4) A negative evaluation shall entail the loss of the right to be enrolled in the Doctoral programme. 
5) After having obtained a positive evaluation by the Academic Board of the doctoral course, the PhD candidate gets the access to the subsequent year. 
6) For more information, see 3.1.1 General Yearly Requirements (ScuDo requirements) in PART 3 - PHD TRAINING AND RESEARCH ACTIVITIES.
2.3 Enrolment to the following years
1) Each academic year it is necessary to renew the enrolment in the current academic year. 
2) After the positive evaluation by the Academic Board and received the notification via e-mail of the opening of the enrolment procedure by the Doctoral School (ScuDo), the PhD candidate gets the access to the on-line enrolment procedure on the Teaching portal – Portale della Didattica (Students ID account). 
3) To finalize the enrolment, it is necessary to:
  • define the study plan for the upcoming year. For more information, see 3.8 Study plan in PART 3 - PHD TRAINING AND RESEARCH ACTIVITIES.
  • pay the yearly fees. For more information, see 2.4 Annual Fees.
2.4 Annual Fees
1) As stated in sect.2 art.35  of the tuition fee guide https://didattica.polito.it/tasse_riduzioni/en/home , PhD candidates, either they are recipients of a scholarship or not, have to pay the annual amount for the “extra-PoliTO” costs, resumed in the following table: 
Regional tax for the University Education right (Edisu)140,00
Enrolment revenue stamp16,00
Premium for accident insurance5,00
Total amount161,00
2) Students enrolled in specific international projects or under particular conditions:
  • may be subjected to different tuitions and fee schemes;
  • may be exempted from the payment of some or all the voices above.
Please check on the Personal Student Portal the fees scheme you are subject to. 3) Any payment must be made through the PagoPA platform available at Online Services – Tuition fees and payments – Pay your Tuition fees (Segreteria online – Tasse e Pagamenti – Pagamento Tasse). PhD candidates can choose one of the following payment methods:
  • Quick payment: Credit card, online bank transfer or any other available payment method;
  • Deferred payment: you must generate a MAV (Modulo Avviso Pagamento / electronic deposit slip). PhD candidate can pay the MAV at any bank counter or through the personal online banking service the bank. The payment is automatically recorded within 24-48 hours of the date of payment.
PART 3 - PHD TRAINING AND RESEARCH ACTIVITIES
3.1 General Yearly Requirements (ScuDo requirements)
1) At the end of each academic year, the PhD candidate is required to submit to the Academic Board a detailed report on the educational and research activities performed during the year. Ask the Coordinator or PhD Supervisor for:
  • more stringent yearly requirements (publications, min hours of classes, …);
  • specific modality of evaluation (poster presentation, oral presentation, no presentations);
  • date & room.
 2) Based on the evaluation of the research and education activity, the Academic Board decides for the admission to the following year or the final examination. A negative evaluation shall entail the loss of the right to be enrolled in the Doctoral programme. Please note that Each PhD programme can increase the minimum requirements. Check with the Coordinator or PhD Supervisor. 
3) After having obtained a positive evaluation, the PhD candidate may finalize the enrolment procedure to the second or third year by:
  • updating the study plan;
  • paying annual fee.
 4) Usually, by the end of the PhD academic year (Oct. 31st), a PhD Day is organized by each Academic Board. More information should be given to the PhD candidates by their own Academic Board or Coordinator in due time. Please note that It is strongly recommended to verify together with one’s own PhD Supervisor and Coordinator any eventual more stringent requirements or specific modality for the presentation of the PhD candidate’s activities.
3.2 General 3-year requirements
 1) Each PhD candidate has to fulfil two minimum requirements by the end of the 3rd and last year:
  • Educational requirements;
  • Research requirements.
 2) Additionally, foreign PhD candidates have to submit a certificate of attendance of an Italian language course or an Italian language exam. For more information, see 3.7 - Italian Language Requirements (only for Foreign PhD Candidates).
3.3 Educational minimum requirements
1. PhD candidates have to attend at least 100 hours of hard-skill classes and 40 hours of soft-skill classes. To be entitled to attend any class, the PhD candidate shall upload them onto the study plan. Italian exam is also required for foreign PhD candidates (see 3.7 - Italian Language Requirements (only for Foreign PhD Candidates). Educational minimum requirements are summarized in the following table: 
Hard-skills classesHours (h)≥ 100
Soft-skills classesHours (h)≥ 40
Language requirement---Italian exam level A1 (only for foreign PhD candidates)
2. The hours of the attended classes are accounted after the registration of the outcome of the final evaluation through the online procedure, carried out by the teacher of the class. This will occur after having completed the final exam according to the specifications given by each professor.  3) Please note that:
  • For the sake of the MINIMUM REQUIREMENTS, only classes’ hours are accounted;
  • For the sake of the EVALUATION of those activities, hours are turned into points according to a specific accounting system. For information see 3.2.3 Accounting system for the training activities.
 For more information, see 3.9 - Accounting system for the training activities.
3.4 Research minimum requirement 
1) PhD candidates have to comply with the following minimum requirements by the end of the 3rd year in order to get the PhD title:
  • Publication of 1 article in journals listed in the DBs “Scopus” and “Web of Science” (bibliometric sectors);
  • journals with ISSN and publications on books with ISBN (or ISMN) (non-bibliometric sectors).
3.5 Training Activities: Hard-skill courses
  1. Hard-skill courses regards the improvement of the technical and specialised knowledge of each PhD candidates, according to their research programme. As hard-skill courses, the PhD candidate can choose and attend:
    • Third level courses: they are higher level courses set up for PhD candidates only;
    • “Corsi di eccellenza” - High quality courses: they are part of third level courses, offered by a visiting professor from high ranked universities. These courses are approved twice a year.
     The complete list of third level courses is published annually on: http://dottorato.polito.it/en/hard_skills 
  2. It is possible to add to the study plan any kind of courses listed in the catalogue of the 3rd level courses, regardless of the doctoral programme that is offering them.
  • Master of Science (MSc) courses (2nd level)
  • Bachelor courses (1st level)
  • University Master courses (1st or 2nd level)
 The PhD candidates can include courses of the 1st or 2nd level or Master level in their study plan.The complete list of courses is accessible here: https://didattica.polito.it/offerta/index_en.html 
  • Courses offered by other universities/teaching bodies
PhD candidates can include courses from external bodies under the approval of the Coordinator of the PhD programme. The external course has to be registered onto the ScuDO Dashboard under the “External Training Activities” tab. After the attendance of the course, the activity will be registered and validated upon the uploading of the certificate of attendance or of the passed exam. See the document for the detailed procedure for the request available at: https://didattica.polito.it/zxd/cms_data/attachment/30/Attivit%C3%A0%20formative%20trasversali%20esterne_en.pdf
3.6 Training Activities: Soft-skill courses
1) At the Doctoral School of PoliTO, PhD candidates consolidate their scientific and technological background by taking supplementary courses on soft skills. These quality and innovative courses help them boost their skills in order to meet the needs of businesses and address the new challenges of the society of the future. Soft-skill courses are non-field-specific courses that provide skills across several economic sectors and jobs (i.e. the ability to communicate and establish interpersonal relationships with employers, colleagues and teams, a problem solving attitude and planning and scheduling skills ...). 
2) As soft-skill courses, the PhD candidate can choose and attend:Please note that soft-skill courses are the same for all the PhD programmes and some of them are offered on-line (MOC format). 
  • Soft-skills courses outside PoliTo: the PhD candidates can include courses from external bodies. Differently from hard-skill courses, the soft-skill courses need to receive a preliminary validation from the dedicated Doctoral Committee for Transferable Skills. To obtain the preliminary validation it is necessary to register the course onto the ScuDO Dashboard under the “External Training Activities” tab.
 The document here for the detailed procedure for the request: https://didattica.polito.it/zxd/cms_data/attachment/30/Attivit%C3%A0%20formative%20trasversali%20esterne_en.pdf 
3) In case of non-approval, the PhD candidate will be notified by a communication from the Committee on the “External Training Activities” page. The hours will not be accounted.  
4) After the attendance of the course, the activity will be registered and validated upon the uploading of the certificate of attendance. 
5) Once the Committee will validate the hours, the soft-skill activities will be finally accounted on the Student Portal system. 6) If the PhD candidate has already attended an external soft skill course it is also possible to request an aftermath evaluation from the Doctoral Committee for Transferable Skills Training, following the same procedure as explained above, uploading all the information about the course and the certificate of attendance at the same time.The hourly accounting system CHANGES according to the level, the type and the origin of the class skills. For more information, 3.9 - Accounting system for the training activities
3.7 Italian Language Requirements (only for Foreign PhD Candidates)
1) Foreign PhD candidates must submit a certificate of attendance of an Italian language course by the end of the PhD activities (end of the 3rd year).
2) If a certificate has already been obtained, it's necessary to hand it in the original version to the ScuDO Offices.
3) If a certificate has not been obtained yet, it is possible to attend the Italian language course offered by the University Language Centre (CLA). The CLA Italian language course is offered:
  • Online, by 30-hours streaming course available on the Teaching Portal - Portale della Didattica" (main page - "altri corsi" section);
  • In Classroom, in which PhD candidate should first enrol for the preliminary test to assess the language level (check the available dates on the Teaching Portal). Thereafter, PhD candidate will be enrolled to the suitable class.
 More info about CLA courses: https://didattica.polito.it/cla/en/other_languages/. 
4) In any case, at the end of the course, it is mandatory to take the Italian test at CLA to satisfy the language requirement. The attendance of CLA course only will not be sufficient to satisfy the Italian language requirement.  
5) To enrol to the Italian class, PhD candidates have to add the course (code 01NDLRV) to their study plan.  
6) Exams are held ONLY during specific exam sessions. The dates of the exams will be published at the following link:  PhD candidates can register in the upcoming exam session directly from the Teaching Portal - Portale della Didattica after adding the course (code 01NDLRV) on their study plan.  
7) Once passed the exam, it will be registered automatically on the student page by the CLA, without the need to hand in personally any certificate at ScuDo Offices.  
8) It is also possible to attend an Italian language course outside PoliTo.
9) In order to have the course recognised, a certificate of attendance of the course (level A1) shall be submitted to Doctoral School.  
10) Italian language courses DO NOT provide the PhD candidates of the points and hours related to the other training activities
3.8 Study plan
1) The study plan is the set of desired exams that each PhD candidate must complete and keep updated. It must be completed at the beginning of each academic year and it can be changed at a later point (except during summer period). It is a good practice to prepare it together with the PhD Supervisor.  
2) Please note that each PhD programme may require attending particular modules of special cultural relevance for the PhD programme itself. Check with the PhD Supervisor or the Coordinator. 
3) The Personal Study Plan runs on an online electronic procedure which allows:
  • PhD candidates to enrol to the class and be able to get all the useful information before the start;
  • Professors to get to know the number of students enrolled in the courses and communicate with them;
  • PhD candidates to exchange information and didactic material with the professor or other enrolled students;
  • To get a certificate of the passed exams.
4) It is possible to choose among 1st, 2nd and 3rd level courses of the PoliTo and other optional activities (external courses, seminars, workshops, etc.). The latter needs to be approved by the Coordinator of the doctoral programme.  
5) The procedure is open nearly all year round so to allow PhD candidates to update it according to the latest training opportunity offered by PoliTo or found from external entities. 
6) At the end of each year, PhD candidate is required to present to the Academic Board an annual report, describing the points/hours obtained every year for the sake of the yearly evaluation. 
7) At the beginning of each academic year, the PhD candidate must upload the study plan by confirming the one from the previous year and, if any, update it by dropping of old classes and choosing new ones.  
8) The procedure how to define the annual personal study plan  can be reached via the PoliTo website at this link: https://idp.polito.it/idp/x509mixed-login 
9) The PhD candidate needs to access at the Teaching Portal - Portale della Didattica with the student ID account and, once logged on the portal, selecting Online Services (segreteria online) and then Create your Personal Study Plan/Annual Personal Study Plan and Enrol in the new academic year.  
3.9 Accounting system for the training activities
1) For the sake of assessing the fulfilments of the requirements for the hard and soft skill courses, an hourly accounting system has been developed.  
2)On top of that, to evaluate the performance of each PhD candidates during the classes, a second accounting system has been created, by turning the hours of each completed class and the outcome of the final exam into points. 
3) There are only 2 possible grades, to which a coefficient is associated for the point conversion:
  • PASS (coefficient: 4/3 = 1,33) corresponding to grades: 18 — 25;
  • PASS WITH MERIT (coefficient: 5/3 = 1,67) corresponding to grades: 26 — 30L.
4) For the sake of clarity, the accounting system formulas are expressed in the following scheme:  
5) Please note that In case of classes not offered by PoliTo, the corresponding E will be considered only if the PhD candidate can produce a certificate of attendance with the respective grade.Please remind that the minimum requirements for hard and soft skills are defined only on the number of lesson hours, without considering the factor E. 
6) Please Note that the MINIMUM REQUIREMENTS are calculated ONLY on the numbers of hours. 
3.10 Research Activities
1) PhD candidate is required to perform research activities, including taking part in international conferences (both as a viewer and a presenter) and aiming at publishing part of the relevant results on international journals and conference proceedings
3.11 Accounting system for research activities
) According to ScuDo general requirements, a minimum of 1 article on an international journal with peer-review has to be published by the PhD candidate throughout 3 years. To univocally assess such a requirement, the Research Activity Indicator R has been defined by the contribution of two terms:
  • the number of journal papers N published on recognized journals (conference papers are not accounted for the determination of N);
  • the quality of the publication P and individual contribution f of the PhD candidate.
  2) By the end of the 3rd year, R must be equal or greater than 50. The following scheme resumes the calculation of R: 
3) The value of N is the total number of publications of a PhD candidate (Journal Papers + Conference Papers).However, for the determination of the minimum requirement on N, ONLY Journal Papers are considered.By the end of the 3rd year, N must be equal or greater than 1.Please note that if more than one PhD candidate is classified as co-author, N is then calculated proportionally. So, if two PhD candidates results as co-authors, each of them will get a N = 0.5. The rationale is that each PhD candidate should produce, by the end of the 3-year programme, the equivalent of one paper approved. 
4) The value of P for each publication is assigned according to the publishing journal, following the bibliometric criteria of the university. The value of P takes also into account the conference paper contribution. Concerning P values for Conference Papers, in addition to what it is state in the bibliometriccriteria, the Doctoral School Board decided to assign P = 0.5 for each conference paper contribution. 
5) The value of f is a factor to determine the ownership level of the publication when more than one author is present (no matter if PhD candidate or not). It is calculated through the following formula:  where n is the total number of authors. If n > 10, the value for f will be set to 0.1, anyways
3.12 Publication Registration on IRIS 
1) When a paper gets published, the PhD candidate should register it in the PoliTo IT systems.  
2) IRIS is the portal through which the PhD candidate or, more generally, a researcher can upload, manage and view all the publications. It is linked with the ScuDo Dashboard and the national level portals for the research. It is then sufficient to register the publications on IRIS to have them to appear onto the ScuDo Dashboard records under the “Publication” tab.
All the instruction to better understand IRIS and to go through the registration process are available at this link: https://didattica.polito.it/zxd/cms_data/attachment/30/IRIS%20inglese.pdf It is possible to directly access IRIS through this link: https://iris.polito.it/ 
3) Please note that during the PhD activities, the affiliation will always be “Politecnico di Torino”. No matter where the PhD activities are carried out. 4) It is VERY IMPORTANT to fami
3.13 ORCID ID subscription
1) Each PhD candidate is invited to register into the ORCID ID system following the link: https://orcid.org/register 
2) ORCID is a nonprofit organization with the aim to uniquely identify individuals doing research, across disciplines through an identification number. So that when a paper gets published, the PhD candidate may be uniquely associated to it
3.14 External research and training activities
1) To complete the doctoral experience, it may be interesting to follow both research and training experiences in other universities, laboratories or research centres. 
2) It is important to keep in mind that, in any case, PhD candidates should not spend more than half time of their doctorate outside PoliTo structures (so no more than 18 months). Even if the abroad experience is not compulsory, additional points are awarded for research activities carried out outside PoliTo. Re = days/5,where days is the number of calendar days spent in research and training activities outside PoliTo.
3.15 Quality awards to talented PhD candidates (Premio di qualità) 
1) Each PhD programme has a proportional number of prizes available, depending on the number of PhD candidates enrolled, to be assigned to the most talented PhD candidates who finished the 2nd and the 3rd year. 
2) The gross amount of the prizes is:
  • € 1200,00 for 2nd year PhD candidates;
  • € 2500,00 for 3rd year PhD candidates.
 3) Each Academic Board will select the most talented PhD candidates on the basis of their yearly activity (both training and research publications) and propose them for the prize recognized every year by the Doctoral School. 
PART 4 - MOBILITY
4.1 Authorization procedure
1) During the PhD activities, mobility either abroad or within Italy is highly supported. 
2) Please note that each time a PhD candidate needs to follow an activity outside PoliTo, it is mandatory to make the request to get the authorization. 
3) Before the departure, PhD candidate must follow such a procedure: 
  • check the website viaggiaresicuri.it to acquire information on the conditions for leaving and to make sure that the destination is among those “allowed”.
For further safety information due to the COVID-19 pandemic, consult the specific procedure for workers on business trips available at the webpage:https://www.coronavirus.polito.it/en/measures_for_staff/procedures
  • attend the general training course on health and safety in the workplace available on the personal page of the Teaching Portal;
  • apply the authorisation procedure on the Teaching Portal – Online Services – ScuDO Dashboard, indicating the mobility period in the “External Research Activities” tab;
  • only after successfully concluding the procedure on the Teaching Portal described at point 3, apply the authorisation procedure available on the personal page in Mypoly website (direct link https://www.swas.polito.it/intra/missioni/) using the researcher ID account. Look for the “Missioni OnLine”.
For a step-by-step guide to use this procedure read “Manuale completo”. 
4) During the mobility period, PhD candidate must follow the safety procedures adopted by the host institution/company.  
5) On the return to Italy, check again the website www.viaggiaresicuri.it, and follow the restrictive measures adopted at a national and international level, if any.
4.2 Insurance cover 
1) PhD candidates, during the institutional activity, are covered by a policy "Accident" which is valid all over the world, but that is not an health insurance (because it is not valid in case of illness, but only in cases of accidents contractually agreed). 
2) During the mobility period, in the European Economic Area, health assistance in the public structures is provided throughout the European Health Insurance Card (tessera europea assicurazione malattia -TEAM). 
3) During the mobility period, Outside the European Union, PoliTo holds an insurance contract for staff who have been authorised to business trip (mobility), i.e., having obtained the authorisation to mobility both throughout the ScuDo Dashboard accessible by the Teaching Portal and throughout the personal page in PoliTO website (Mypoli). Please note that PhD candidate can benefit of PoliTo insurance cover if the mobility has been authorized prior the departure.
4.3 Terms of use and limits of the insurance cover in no-EU countries
1) Mobility periods can last no longer than consecutive 180 days. PhD candidate can ask for an extension, no later than one month before the departure, by sending an e-mail to assicurazioni@polito.it.  The company will decide on a specific extension issuing an appendix for a coverage no longer than consecutive 250 days. 
2) In some countries, no travels are allowed because there is not the insurance cover.  
3) Travels to Countries in Sanction Clause are not automatically covered: PhD candidate must write to assicurazioni@polito.it the name of the traveller, the destination, the dates of the mobility period and the motivation for travelling, as to permit the Company to verify the case one month before the departure. PhD candidate must wait for a confirm of having received the insurance cover before applying the authorisation procedure. 
4) Medical Expenses cover is not limited (except for payment or reimbursements provided for medical expenses due to chronic disease if appeared during the 12 months before the beginning of the travel. In this case, the maximum amount is euro 300.000,00 per beneficiary, per claim and per single travel).  
5) Read the rules regulating the insurance policy, the list of not covered countries and countries in sanction clause synthesized in the document available at the following link:https://www.swas.polito.it/services/polizze/doc_m.asp
4.4 Travel cancellation
1) Excluded the claims due to: 
  • causes that can be foreseen and/or known by the beneficiary at the moment of the travel booking;
  • consequences and complications of accidents occurred before the travel reservation;
  • the default of the carrier, the agency or the tour operator;
  • epidemics in the proportion of pandemics, i.e epidemics having a high mortality rate or requiring travel limitations to reduce the risk of people contamination, quarantines;
  • causes or events not specified in the Object of the Insurance.
 2) The phone contacts to ask for help and payment is 800.083.723 from Italy and +39 02.58.24.59.42 from Italy or abroad. In case of a claim, contact immediately the Assistance to check the insurance cover and the operational modalities.
4.5 Increase of scholarships for abroad research period
1) PhD candidates may spend up to 18 months abroad for research and/or training activities, upon authorization of the Coordinator. 
2) PhD candidates will receive a 50% increase in the daily amount of the scholarship, during the training and research period abroad (i.e. not in Italy). When the authorization for mobility on the Teaching Portal – ScuDo Dashboard is required, PhD candidates are also asking for the increase of the scholarship. However, a special request is not needed to submit.Scholarship increase will be credited at the end of the month following the date of departure and authorization. 
3) Please note that after the authorization by the Coordinator, the mobility period cannot be modified. PhD candidate must ask for the authorization only when knows exactly the dates. 
4) After return:
  • PhD candidates must upload a report on the activity carried out (given or countersigned by the scientific responsible which PhD candidate had worked with);
  • The Coordinator validates the activity carried out and the exact period.
 5) An automatic counter (field “exact days”) sums up the different mobility periods up to the maximum of 18 months (i.e., 540 days according to standardized 30-day month).
4.6 Mobility Founds
1) From the 2nd year, PhD candidates (with or without scholarship) are endowed of a sum of about 1.885,45 Euro/year for the following expenses:
  • Inscription or participation in research conferences and seminars;
  • Mobility in Italy and abroad.
 2) Please note that the reimbursement procedure of the expenses carried out during the mobility is handled by the department where PhD candidates work. 
3) For the reimbursement, it is necessary to complete the procedure available on the personal page in Mypoli website (direct link https://www.swas.polito.it/intra/missioni/) using the researcher ID account. Look for the “Missioni OnLine”. 
4.7 Work mission reimbursement
1) Travel, transport, food and accommodation expenses incurred during work missions and transfer assignments are refundable, submitting the reimbursement request with supporting documents. 
2) The following incidental expenses, directly connected to the performance of the work mission, will be reimbursed on presentation of the receipt or appropriate supporting documents: consular visas, tourist taxes, compulsory vaccinations and medication for prophylaxis, compulsory tips, left luggage services, admission to museums and exhibitions related to the purpose of the work mission or transfer assignment, car-parking fees, photocopies, prints, posters, lecture notes, pamphlets related to the work mission, cost of internet connectionfor work-related purposes, compulsory surcharges, seat reservations, airline ticket reservations, cancellation insurance, excess baggage, only against presentation of documents proving that it is for service-related reasons, hotel garage. 
3) The maximum refundable expenses for work missions are reported in the following table: 
 Meals(Maximum daily)AccomodationTransport
Up to 8 h€ 40,00-Air fare:Economy classTrain fare:all class exceptexecutive or similar
More than 8 h€ 80,00€ 250,00
 Travel expenses are the costs incurred to travel to and from the location of the work mission. 
4) Ordinary means of transport include: train, other regular public transport services (aeroplane, ship, motor vehicles, etc), vehicle owned by the PoliTo, urban taxi services (to and from the airport of the place of departure and to and from the airport of the place of the work mission, and for travel at the place where the work mission activities are carried out), hired chauffeured car, urban and suburban public transport.  
5) Extraordinary means of transport include: hired driverless vehicles, vehicles owned by the claimant, other means of transport not referred in the ordinary. The use of extraordinary means of transport, in connection with work missions in Italy or abroad, must always be authorised beforehand and is only allowed in the following cases, which must be duly substantiated:
  • when there is no train or other ordinary public transport service to the work mission location;
  • when there is the need to reach the work mission location or return to the usual place of work quickly due to particular service requirements or declared institutional reasons;
  • when there is the need to transport fragile and/or bulky material or equipment necessary for the performance of the work mission;
  • when there is a public transport strike;
  • when public transport timetables do not coincide with the needs of the activities to be carried out.
 6) The whole regulations for work missions are available at the following link:http://dottorato.polito.it/en/legislation 
4.8 Erasmus+
1) Erasmus+ is the EU's programme to support education, training, youth and sport in Europe. There are three different Erasmus+ Programme available:
  • Erasmus+ / Programme Countries: for PhD candidates who want to carry out a training activity in an EU country;
  • Erasmus+ / Partner Countries: for PhD candidates who want to carry out a training activity in an EXTRA-EU country that is Partner of the programme;
  • Erasmus+ / Traineeship allows PhD candidate to receive a scholarship for internships abroad in the ERASMUS+/PROGRAMME COUNTRIES.
 2) Please note that:
  • minimum duration: 2 or 3 continuous months according to the programme.
  • maximum duration: 6 continuous months (180 days) for all the programme.
 3) Announcements for student mobility abroad are published in two editions: winter (approximately between December and January) and summer (approximately between June and July). It is necessary to monitor the announcement and to apply to the call for admission well in advance. 
4) For all the details the call for admission is available at the following link:https://didattica.polito.it/outgoing/it/bandi.
4.9 Other opportunities
1) Other mobility opportunities are advertised on the ScuDo website (section news) or by a specific communication sent to the institutional e-mail address. 
2) There are two specific programmes funding the mobility period in USA and France: 
  • Mobility to USA - Fullbright Programme
The Fulbright Programme supports the mobility between Italy and USA providing scholarships reserved to Italian and American citizens and jointly offered by the Italian Ministry of Foreign Affairs and the United States Department of State. For more information about requirements and deadlines please refer to the following link: http://www.fulbright.it/ 
  • Mobility to France - Bando Vinci
The goal of the Vinci Program is to promote the mobility of PhD candidates, the exchange of methodologies and teaching experiences, as well as the deepening of language skills and the establishment of a scientific-training network of excellence between the two countries. 
3) Mobility contributions for doctoral thesis in co-tutelleApplication should be submitted by PhD candidates regularly enrolled in Italy and France by the second year of PhD with a co-tutelle agreement. The funding covers the costs of mobility between Italy and France (travel costs, accommodation…). For any additional information please refer to the following link:https://www.universite-franco-italienne.org/menu-principal/bandi/programma-vinci/
4.10 Thesis co-tutelle
1) The Doctoral School offers the possibility to prepare the PhD thesis partially at PoliTo and partially in a foreign university, under the supervision of a PhD supervisor from both university and to achieve a double PhD degree (recognized both in Italy and in the country where the partner university is located) and have a highly qualifying international research experience. 
2) Please note that the PhD candidate shall spend no less than 18 months at PoliTo.  
3) The standard procedure should follow the steps:
  • the PhD Supervisor requires the activation of the double degree Convention;
  • the PhD Supervisor submits to the partner university the draft below, prepared by the PoliTo;
  • the compiled draft is sent to the Doctoral School;
  • the Doctoral School will conduct a conformity control in accordance with the standard draft;
  • the School Committee will approve the request;
  • the Director of the Doctoral School will sign the document in triplicate.
 4) Training and research activities carried out in the partner university can be recognized. In order to do this, PhD candidates need to follow the procedure for the external training activities. 
5) In order to be admitted to the final examination, a positive evaluation from the Academic Board of both universities shall be obtained. The thesis shall be written in English and be defended at PoliTo (outgoing PhD candidates) or in the foreign university (incoming PhD candidates), and members of Examination Board shall come from both the universities involved. 
6) The Doctoral School will send an official statement about the obtainment of PhD title to the partner university. 
PART 5 - HEALTH AND SAFETY
5.1 Health Insurance for non-EU citizens
1) Please note that the immigration law requires that foreign PhD candidates take out a health insurance during the stay in Italy.  
2) If PhD candidates take out a private insurance in the own country, please remember that, in order to be valid in Italy for obtaining the residence permit, it needs to have the following requirements:
  • it has to be taken out in the holder’s name (in western characters);
  • it must be written in Italian (or in English, French, Spanish);
  • validity in the Schengen Area/Italy;
  • it states the exact coverage period (it must be not less than 6 months and maximum 1 year; notice that the duration of the residence permit will be connected to the duration of the insurance);
  • it must be clearly written the type of coverage for the medical expenses and it must have € 30.000 ceiling (expressed/converted in Euros).
 3) The whole document must be endorsed and stamped by the Italian Embassy/Consulate from the own country. 
4) As an alternative, once in Italy, PhD candidates can take out a private insurance through an Italian insurance company, that will cover urgent medical assistance (surgery and accidents) in the Emergency Room (Pronto Soccorso) of any hospital. 
5) Otherwise, upon the arrival, it is possible to subscribe to the Italian National Health Service (Servizio Sanitario Nazionale - S.S.N.). At present, the cost for students is € 149,77 per year. The payment is valid for a calendar year, that is, until the 31st of December of the year when the payment has been made. In order to subscribe, PhD candidates have firstly to pay € 149,77 at any post office, by filling in the F24 form (MODELLO F24). After submitting the residence permit application, PhD candidates have to go to the A.S.L. office in the area where PhD candidates live (A.S.L. are the local administrative and operative facilities of the National Health Service) and apply for the subscription, bringing along:
  • the passport;
  • the residence permit receipt;
  • the paying-in slip receipt for MODELLO F24.
 6) The public coverage provided by the National Health Service (Servizio Sanitario Nazionale) provides full health assistance - including the possibility to choose a family doctor. In the Italian health system, the family doctor gives general or 1st level health assistance, i.e., health care outside the hospital, hence including medical treatment in case of ordinary diseases or no-emergency health problems, and prescribes medicines and tests. 
7) Lastly, PhD candidates who have a document proving their right to health assistance on the basis of treaties and bilateral agreements signed by Italy and one’s own Country, which has been issued by the Italian Embassy/Consulate in their Country, can show this document to make use of the health services stated in the agreement.For more information, it is necessary to apply to the A.S.L. in the area of residence. 
5.2 Health Insurance for EU Citizens
1) PhD candidates from the European Union member countries, who upon the arrival have the TEAM card or the E106 Form (statement of the original European Health Card issued by their country), can have access to the same services as the Italian citizens, offered by the Italian National Health Service (SSN).
2) The list of doctors is available at any A.S.L. or at any Chemist’s. 
3) Please note that more detailed information are available at the Immigration Desk immigration.desk@polito.it.
5.3 Health and safety at work
1) Since workers at PoliTO, and researchers in particular, according to their specific areas of research, may be exposed to risks that were not originally envisaged within the departments where they operate, PoliTO conducts an extensive, dynamic survey of the tasks assigned to each single worker. For details of these aspects and to fill in the Form for the identification of occupational hazards, please consult the Workers’documents page available at the following link:https://www.sls.polito.it/en/new_workers/workers_documents.
2) Information about the containment measures adopted by PoliTo, in order to control the progress of the COVID-19 epidemic, can be found here: https://www.coronavirus.polito.it/en 
Please consult assiduously these links:
5.4 Protection of the rights of Expectant and nursing women
1) The Italian Law No. 151/01 related to the protection and support of motherhood and fatherhood, states that the employer must adopt appropriate measures for the protection of the health and safety of expectant and nursing mothers (up to seven months after delivery), who have announced their pregnancy to the employer in accordance with the provisions in force. 
2) Expectant and nursing women should not use of chemical, physical and biological agents or work inside workplaces where these agents are used. Furthermore, they must not perform potentially dangerous activities.
5.5 Health risks, duties and Mandatory maternity leave for Expectant and nursing women
1) Physical (e.g. ionizing and non-ionizing radiation, static magnetic fields, vibrations, etc.), chemical, carcinogenic, mutagenic and biological agents, and certain working conditions (e.g. loads transport and handling, noise, thermal stress) may be dangerous for the expectant woman and for the unborn child. The direct handling of agents or the exposure may be dangerous, especially in the first three months of pregnancy. 
2) Expectant and nursing women must not:
  • make use of hazardous chemical, physical, or biological agents;
  • work in areas where these are used, perform potentially dangerous activities, especially during the first three months of pregnancy.
 3) Expectant mothers must inform the Health and Safety Services of their pregnancy, in order to permit the Employer to identify and implement the necessary countermeasures, in order to avoid any possible risks, on the basis of the Occupational physician’s instructions. In case of exposure to ionizing radiation, the expectantmothers must inform the Health and Safety Services of their pregnancy as soon as possible (Italian Law 151/2001, art. 8, paragraph 2).  
4) According to Italian Law n. 151/2001, the expectant women must not perform working activities: during the two months preceding the expected date of delivery and during the three months after the birth, or expectant women can stop working 1 month before the expected date of delivery until the 4th month after the birth (equal time of maternity leave). In this case, expectant mothers must produce a medical certificate, compiled by an Occupational physician of the Italian National Health Services (Servizio Sanitario Nazionale), stating that work tasks will not cause damage to the expectant woman or to the unborn child. 
5.6 Maternity for PhD candidates
1) PhD candidates registered to the Gestione Separata may require a separate maternity pay from INPS, if in the 12 months preceding the 2 months before delivery, were paid at least 3 monthly payments of required contributions. 
2) To receive the allowance, they must present to the INPS office of residence or to the reference INPS office in Corso Turati, during the seventh month, the documentation shown in the application form SR29 which can be found at the following link:https://www.inps.it/nuovoportaleinps/default.aspx?itemdir=50598.
5.7 Paternity for PhD candidates
1) Abstentions paternity may be required by the PhD candidate in case of death or serious illness of the mother or abandonment, and in case of custody of child to father, for all the duration of maternity leave.For any additional information please refer to the maternity and paternity regulation available at the following link:
5.8 Suspension of attendance
1) Upon request, PhD candidates can suspend their attendance to the programme in case of:
  • serious and certified illness;
  • Tirocinio Formativo Attivo (TFA, Italian teachers traineeship);
  • serious certified personal or family problems, upon expressed approval of the Academic Board which decides on the suspension.
 2) In the event of special, certified personal circumstances, the Academic Board can authorize the PhD candidate to suspend the attendance to the programme, after verifying that this suspension is compatible with the research activity. 
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