General regulations

Regulations

All regulations concerning courses and exams are provided in the “Study Programme”, which is different for each Cycle.

Annual evaluations

Each year the candidates receive an evaluation about their performance, based on the presented documents, and, for the first two years, on a public presentation. Candidates who do not pass the exam can be qualified eith as “Repeating  candidate” (Er) and will be allowed to repeat the year, or as “not able to carry on with the PhD (Ei)”, and will have to leave the PhD program. The third year evaluation establishes the candidate’s admission to send the thesis to the reviewers, so to get their final approval to access to the final PhD defense, to be held in front of an external committee. In particular, to obtain a positive evaluation, at least a publication on a significant journal or conference is needed.

All pubblications produced with the POLIMI affiliation should include the DEIB affiliation and should be inserted in the IRIS catalogue. This can be accessed from the personal Polimi portal, under the Administration section -> IRIS Re.Public@Polimi – Catalogue/repository of research publications

The system has been designed to be self-explanatory, but manuals are available online. Paper records could be searched by title and the returned record inserted and completed, or, if not found, manually inserted. Be sure to insert also the references to ISI Citation Index or Scopus, when available. A version of the paper should also be uploaded with the corresponding record, according to the copyright rules stated on the IRIS web site: either an author copy, or a pre-print are usually acceptable for this purpose, sometimes also the original, according to the info available from the site. Incomplete records cannot be considered.

Tutor and Advisor

Tutor

The tutor is a member of the Faculty Board (Collegio dei docenti), belonging to the same area as the PhD Student, who monitors and supports the progress of the resear- ch and formation activity of the PhD student.

The tutor has to be informed of any change in the study plan and should possibly approve it, by sending a message to , or suggest modifications.

The tutor may receive notifications about missions of the tutored students, and may insert notes through the PhD Manager portal. No action is specifically due.

The tutor may also act as third party to support the student solving any issue that may affect the activity of the student, including issues that may arise with the advisor.

The tutor is assigned by the Faculty Board to the student by the end of the second month from the start of his/her activity. The student is invited to suggest a tutor name by sending a message to .

If a tutor leaves the Faculty Board, a new one has to be assigned through an analogous procedure.

Advisor

The advisor is either a DEIB professor, or in special cases an external person with an appropriate curriculum, who defines with the PhD student the topic of her/his resear- ch activity and thesis and drives the research activities of the student, for which the advisor is responsible. The advisor can be supported by one co-advisor.

The advisor is requested to integrate with research funds the annual scholarship if awarded on university funds.

At the end of each year, the advisor provides the evaluation board with an evaluation of the progress of the student’s activity, by filling in the corresponding box available from the PhD Manager on the personal POLIMI portal (Annual Review Form Evaluation). This evaluation is one of the elements the evaluation board will consider when deciding upon admission of the student to the next year or, at the end of the last year, upon submission of the PhD thesis to the external reviewers.

The advisor should propose to the Faculty Board the set of external reviewers for the student’s thesis in due time (e.g., on September 15th for candidates terminating by October 31st), by sending a message to .

The advisor is selected by the student by the end of the second month from the start of his/her, by sending a message to , and nominated by the Faculty Board, which, in case of external reviewers, will also evaluate the appropriateness of the curriculum.

Faculty Board

Hereunder we refer to the general rules of PhD Programmes at Politecnico, available at http://www.dottorato.polimi.it/fileadmin/files/dottorato/normativa/Regolamento_Dottorato_di_ricerca.pdf

Examinations

Every year your work will be evaluated by the PhD board of professors.
At the end of each year, each PhD student receives an e-mail containing the instructions about the documentation to be provided online. This will include a report on the yearly activity. Advisors and tutors receive analogous instructions for their side, namely, to provide notes about the yearly activity.
An oral presentation is due at the end of the first and second year, only.

During the presentation, PhD student will be asked to show:

  • the progress of the major research activities;
  • the work plan;
  • the exam evaluations;
  • publications;
  • teaching activities.


The yearly evaluation might be passed with the admission to the next year (with a mark from A to D) or may turn out in the admission to the same year (repetition), or in the termination of the PhD activity.

At the end of the third year the oral presentation is not due. Basing upon the presented documents, whose drafts are available in the “Thesis” tab, a committee will evaluate the activity of the candidate within the last 15 days of the PhD period, and may suggest to the PhD Board to admit the student to send the thesis to the advisors, to admit the student to a fourth year, or to prevent the candidate to continue the PhD activity.
Basing upon the proposal of the Committee, the PhD Board may nominate in the last 15 days of the PhD period the two external reviewers provided by the advisor to the secretariat (). The advisor, at that time, should have already obtained the availability of the reviewers to perform the review in due time. The nomination is communicated to the reviewers in the following days together with instructions about the review process. The candidate should send the final draft of the thesis to the reviewers, who will have to produce a review within 30 days from the communication.

The student is responsible to make the reviewers sending their feedback to the secretariat, within 30 days from the nomination.
Reviewers can ask to delay the final presentation of the thesis up to 6 months, to complete it and fix issues.
The final presentation of the thesis is done within 3 months from the reception of positive answers by the reviewers, in front of a committee including an internal professor (e.g., the advisor of one of the students evaluated by the committee) and two external professors. The Committee cannot include both the advisor and a reviewer for any student.

Mobility

Mission in Italy and abroad

If you plan to go abroad for research periods, conferences, summer schools, etc., before leaving you must:

submit requests exclusively online (at least 10 days before departure) by accessing, through your personal page on the Polimi site (http://www.polimi.it/servizionline/), to the application “Phd students career”. Such requests should be explicitly approved by the PhD Programme Coordinator.
after getting approval, fill the form online available on http://www.polimi.it/servizionline/, in the Mission section, to request funding for missions to the Coordinator, if the mission is paid by your PhD fundings, or to any other professor that will pay for your mission. Please, check the box stating that your request has already been approved by the Programme Coordinator. For insurance matters, you must fill this form even if you don’t request any funding.

BOTH authorization should come to the mission office BEFORE your leaving date. If the mission is in Italy you have to:

fill the form online available on http://www.polimi.it/servizionline/, in the Mission section, to request funding for missions to the Coordinator, if the mission is paid by your PhD fundings, or to any other professor that will pay for your mission.
If you ask an advanced payment, remember to provide the documents/receipts related to the expenses for which the advanced payment is request.

The persons in charge of this activity is:
Nadia Prada (phone 3537 – )
Periods of activity outside Politecnico (e.g. abroad) are encouraged, but not mandatory. Economical support is available.

Request for the 50% increase to scholarship

If you have a Ph.D. scholarship you can ask for a 50% increase of the grant, minimum stay two weeks, by checking the relevant box in the form you’ll submit through the application “Phd students career”, and uploading the invitation letter by the host University or Institution.