Procedures and forms

Under Erasmus+ 2021-2027, Blended Intensive Programmes (BIPs) combine short periods of in-person activities with online learning and cooperation, involving joint groups of students, teachers, and administrative staff from different countries. They can be derived from existing programmes or be new, focusing on specific and innovative topics, promoting transnational curricula, innovative teaching methods, and challenge-based learning.

Main requirements:

• Implemented by at least three institutions with ECHE from at least three Program Countries.
• Mandatory virtual component; physical mobility lasting between 5 and 30 days.
• At least 3 ECTS credits are guaranteed upon completion.
• No registration fees for participants.
• Minimum number for physical mobility: 10 students from co-organising institutions. Additional participants (from Program or partner institutions) are welcome, but do not contribute to the minimum.

The BIP activation procedures follow the call available on the University website.

The Guidelines for managing Summer/Winter Schools are available, along with a brief operational guide covering the procedures, from proposal submission to call for proposals and closing.
To promote Summer and Winter Schools in line with international deadlines, teachers must submit new proposals or resubmit previous ones by the deadline communicated annually, completing all fields in the form.

• Request Form for Activating a Summer/Winter School
• Guidelines for Managing Summer/Winter Schools
• Operational Guide for Procedures

Approval Procedure:
The fully completed proposal form must be approved by resolution of the Department Council or by a PU to be ratified at the next meeting.
A copy of the resolution must then be uploaded to the form when submitting the proposal.

For further information and operational support, please contact the International Cooperation Unit at support.summerschool@unipi.it.

Subsidiary Teaching is an ancillary, non-classroom teaching activity included in curricular courses to meet specific technical and practical needs, using equipment, tools, or media (including IT).
It must be taught in conjunction with the course instructor, during the timetable established by the Degree Program.

Professors requiring external collaborators for auxiliary teaching activities can submit a request to the Degree Course Council using the appropriate form.

Approved applications are forwarded to the Department’s Management for evaluation by the Department Council, which initiates recruitment procedures for both unpaid positions (the Director issues a call for applications) and paid positions (a request to the Rector for an internal call for applications addressed to teaching staff at the University of Pisa or other universities, and, if unsuccessful, a call for applications from external sources).

• Sample request for supplementary teaching

Profit exams are managed through the University Portal “VALUTAMI”.
Professors log in with their University credentials to view their exam records, verify enrollment, add notes, and communicate with students. Lists close two days before the exam; upon closing, the system automatically sends the list of enrolled students to the Chair of the Examination Board and to the course module holders.

The Teaching Unit publishes exam sessions according to the calendar approved by the Degree Course Councils. Professors in charge must complete the exam session information (location, time, type of exam).
Sessions scheduled on the Portal:

• 1SI (December 1–31)
• 2SI (January 1–31)
• 3SI (February 1–28)
• 1SL/F (March 1–May 30)
• 1SE (June 1–30)
• 2SE (July 1–31)
• 3SE (September 1–30)
• 2SL/F (October 1–November 30).

Postponements (up to 7 days) must be requested, with adequate justification, at least 3 days before the exam date, to the Degree Course Chair, the Director, and the Teaching Unit for information. If no comments are received within the following 2 days, the instructor may change the date on the Portal and inform students via the appropriate function.

Teaching evaluation is managed exclusively online on the Portal; for first-semester modules of annual integrated courses, it is active at the end of the module’s face-to-face teaching.

Upon request of the student worker, the tenured professor can issue a facsimile of a certificate of exam completion.

• Sample exam certificate for worker-student

Off-site teaching activities must be organised according to the Department’s internal procedure:

• If there have been no accidents, the Teaching Unit will close the assignment sheet and retain the materials related to the off-site teaching activity. In the unfortunate event of an accident, all materials related to the off-site teaching activity will be forwarded to the University’s insurance department.
• Each instructor intending to conduct off-site teaching activities during the first week of classes must prepare a provisional list of students who will participate in the off-site activity, informing them of the type of facility they will be travelling to and the teaching activity they will be carrying out.
• If the teaching activity will be conducted in locations with particular risks, or the instructor requires reassurance regarding the conduct of teaching activities in particular locations, they can contact the University Health and Safety Office (using the request form below), which, if necessary, will prepare a risk assessment document for the off-site teaching activity they intend to conduct.
• If off-site teaching activities pose potential health risks to students, or if a student reports specific health problems, they will be required to undergo a medical examination with the University’s competent doctor. This will ensure that the student’s suitability for off-site teaching activities can be verified, or the instructor can be provided with details on how the student can participate in such teaching activities.
• Instructors must remind students sent to the University’s competent doctor for a medical examination that this examination is mandatory in order to obtain a certificate of suitability, without which off-site teaching activities cannot be carried out.
• The student’s certificate of fitness will be sent by the University’s competent doctor to the Department’s Teaching Unit, which will then forward to the instructor a list of eligible and ineligible students, indicating any measures to be taken during the off-site teaching activity.
• The list of participating students and accompanying teachers may be updated and must be sent to the Department Director and the Teaching Unit (assic-lfs@vet.unipi.it) up to two working days before the off-site teaching activity. The list must be accompanied by a request for authorisation (prepared using the appropriate template below) containing the date, location, and duration of such activities.
• The Teaching Unit will prepare the assignment sheet for participating students and accompanying teachers who will be carrying out the off-site teaching activity, which must be authorised in advance by the Department Director.
• Upon arrival at the designated off-site teaching location, the instructor will have each student sign in, noting the start and end time of the lesson. Students must also provide their student ID number.
• Upon returning to the classroom, the instructor will deliver the appropriate register indicating the start and end times of the lesson (using the register template below) to the Department’s Teaching Unit.
• If there have been no incidents, the Teaching Unit will close the assignment sheet and retain the materials related to the off-site teaching activity. In the unfortunate event of an incident, all materials related to the off-site teaching activity will be forwarded to the University’s insurance department.

Forms:

• Risk Assessment Request Form
• Authorisation Request Sample
• Register sample (with the indication of the beginning and end of the lesson)

Seminars within the Curricular Modules of Degree Programmes
Requests to activate teaching seminars within the curricular modules of Degree Programmes must be submitted by the module coordinator in accordance with the provisions of the relevant Department Regulation, within the following deadlines: 10 September for the first semester and 31 January for the second semester.

Maximum limits for seminar assignments in Degree Programmes – 1st semester a.y. 2026/27

For requests to activate teaching seminars within the curricular courses of Degree Programmes, which will be held during lecture hours and in the classroom assigned to the official course, proposing faculty members must use the designated form.

Orientation/Professional Development Seminars within Degree Programmes and Seminars within Postgraduate Programmes
Degree Programmes intending to organise Orientation or Professional Development Seminars, and postgraduate programmes (Specialisation Schools or PhD Programmes) wishing to propose assignments for the delivery of teaching seminars, must submit the resolution of the Degree Programme Council to the Department Director at least 30 days before the scheduled seminar date. The resolution must include the evaluation of the attached CVs of the speakers and the essential elements for the assignment, including the date, title of the seminar, any fee and/or expense reimbursement granted, and the project to which any costs will be charged.
Requests to activate these seminars must be formalised using the appropriate forms:

• Orientation or Professional Development Days (Degree Programmes)
• Seminars within Postgraduate Programmes (Specialisation Schools/PhD)

Common rules for all types of teaching seminars
All activation requests must be fully completed and accompanied by the speaker’s updated CV. Requests that are incomplete or lacking the updated CV will not be considered.
If the speaker is a PhD candidate, the approval (“nulla osta”) of the Doctoral Programme Board must also be attached.
If the seminar is also relevant to the Excellence Project “OSCAR,” the relevant Degree Programmes (CCL) must be indicated in the request. The opinion and any approval from the competent CCL Referent(s) will be obtained ex officio by the Academic Unit.
Assignments are made in accordance with the University Regulations for the awarding of self-employed contracts to external individuals not employed by the University of Pisa, who possess adequate scientific and/or professional qualifications, including a specialist, master’s, or old-system degree (or an equivalent qualification issued by a foreign authority and recognised as such by Italian authorities).
Only in exceptional cases, with detailed justification, may this degree requirement be waived for certain individuals with extensive and documented professional experience, and only for the delivery of teaching seminars in applied disciplines requiring specific technical knowledge.
Proposals will be evaluated, based on the above requirements, by the relevant Degree Programme Councils. The resolutions of the Degree Programme Councils will be sent to the Department Director, who will, if approved by the Departmental Council, confer the assignment to the external speakers.
Seminars must necessarily be conducted in the presence of the faculty member responsible for the educational activity.

Sponsorship of Seminars
If the event involves sponsorship, sponsors must follow the procedure published on this page under the section “For companies and third parties”.

The Department allocates resources for teaching expenses within the framework of the annual planning of Degree Programmes, in accordance with the procedures set out in the Department Regulations.

The Director appoints the faculty members responsible for Teaching Expenses, tasked with managing the budget allocated to the Centralised Spending Groups:

• Centralised Laboratories (Chemistry and Microscopy) – Code LC – Responsible: Fabrizio Bertelloni
• Microscopy Laboratories (Multistation and Anatomy) – Code LM – Responsible: Elisabetta Giannessi
• Autopsy Room (for autopsy activities of groups VET01, VET03, VET05, VET06) – Code SA – Responsible: Carlo Cantile
• ODV (and affiliated field structures) – Code ODV – Responsible: Medical Director or designated contact person
• Physiological Field Activities – Code IC – Responsible: Angelo Gazzano

In special cases, such as the purchase of biological material samples for practical exercises, it is possible to deviate from the normal procurement procedures and use the Petty Cash Fund.
In such cases, the faculty member must follow the rules set out in the “Reimbursement of Minor Expenses” section.

For coach hire services, the Procurement Office must be contacted, whereas bookings of Department vehicles must be sent to mezzi.didattica@vet.unipi.it.

Off-site lectures approved:

• 1° semester 2025/2026
• 2° semester a.a. 2023/24

Teaching support activities are non-contact in nature, such as: grading assignments, supervising the preparation of papers, preparing materials for lessons and exams, supporting internships and practical training, and remedial teaching activities. These tasks must be carried out independently, outside the scheduled teaching hours of the Degree Programme.
Academic staff who require teaching support from external personnel within curricular modules may submit a request to the Degree Programme Councils using the designated request template.
The Degree Programme Councils forward the approved teaching support requests to the Department Management for evaluation by the Departmental Council, which will initiate the recruitment procedures (issuing an internal call for technical-administrative University staff and, if no suitable candidate is found, issuing an external call for applicants).

Academic staff members who require teaching support from technical-administrative staff within curricular modules may submit a request to the Degree Programme Councils using the designated request template.
The Degree Programme Councils review requests for teaching support and communicate any approval to the requesting academic staff members, in compliance with the rules set out in the Department’s internal procedure:

• Academic staff members who require teaching support from technical-administrative staff within curricular modules may submit a request to the Degree Programme Councils using the designated template. The Degree Programme Councils discuss the requests and inform the applicants of any approval.
• Technical-administrative staff assigned to teaching support by the Degree Programme Council shall carry out all necessary activities for the implementation of such support (preparation of materials, equipment checks, laboratory tidying, storage and/or disposal of biological material, room organisation, etc.), as well as the closure of the premises.
• Technical-administrative staff providing teaching support who carry out such activities outside their normal working hours shall recover the additional hours worked in accordance with the provisions of the applicable collective supplementary agreement.

By Rector’s Decree (D.R.) protocol no. 15587 of 07.03.2018, the new Regulations on external assignments conferred upon academic staff were issued, with entry into force scheduled for 23/03/2018.

Full-time academic staff may nevertheless engage in activities outside their university duties, provided that certain criteria are met.

• Compatible activities not requiring authorisation: please refer to the external assignments communication form on the Start portal.
• Compatible activities requiring prior authorisation from the Rector: the authorisation request can be submitted through the io@unipisa faculty portal by completing the provided Microsoft form.
• Activities that are strictly incompatible: for academic staff, whether full-time or part-time, the following are always incompatible:
  -engagement in commercial or industrial activities (with the exception of spin-offs and start-ups);
  -the performance of any type of activity on behalf of entities, companies, or organisations that provide paid services to students for the preparation of university examinations and degree theses.

For further information, please consult the dedicated page on the types of external assignments.

(Department hosting the internship)
Guidelines approved by the Board of Directors on 05/06/2013, Resolution No. 197
Aimed at facilitating career choices and youth employment through professional training

• intended for recent graduates within no more than 12 months of graduation
• a minimum duration of 2 months and a maximum duration of 6 months
• a monthly allowance of €500.00 gross (income treated as equivalent to employment income – Article 50 of Presidential Decree No. 917/1986, Consolidated Income Tax Act – T.U.I.R.)

The internship is activated on the basis of a specific etter of intent for non-curricular internships between the hosting Department and the University of Pisa.
To request a non-curricular internship, a request must be submitted to the Director (cc: ricerca@vet.unipi.it), together with the training project (Letter of Intent), indicating:

• the objectives of the internship;
• the place where it will be carried out;
• its duration;
• the insurance coverage;
• the project (externally funded with respect to the University) to which the cost of the internship allowance will be charged.

After obtaining approval from the Departmental Council, the selection notice is published on the University’s official notice board for a period of no less than 15 days.
The trainee is selected on the basis of an assessment of their university academic record.

The awarding of the title of Subject Expert is carried out solely for the purpose of identifying individuals as members of the examination boards for undergraduate or master’s degree courses, as regulated by the specific rules available on the University website.

The Presidents of the Examination Boards for the Integrated Courses may submit proposals for the awarding or renewal of the title of Subject Expert to the Departmental Council of Veterinary Sciences, following the Department’s internal procedure and using the designated request template.

The external activities of academic staff are governed by the new Regulations, issued with D.R. No. 15587 on 7 March 2018.

The key features of the Regulations are set out HERE.

For compatible activities not requiring authorisation, download the external assignments communication form HERE.

For activities compatible with academic duties and subject to prior authorisation by the Rector, download the authorisation request form HERE.

Further regulations and useful materials on external assignments can be consulted HERE.

Academic staff members who intend to propose the assignment of duties for conducting seminars related to research activities must submit a specific letter to the Director of the Department (direttore@vet.unipi.it), with a copy to the Research Unit (ricerca@vet.unipi.it), at least 30 days before the scheduled date.

The request must include an evaluation of the speaker’s updated CV (which must be attached) and all essential elements required for the assignment, namely: the date and title of the seminar, any fee and/or reimbursement of expenses granted, the project to which the costs are to be charged, the venue of the event, and the target audience of the event.
Requests submitted later than 30 days prior to the seminar date, incomplete, or lacking the speaker’s updated CV will not be considered.
Following authorisation by the Departmental Council, the administrative office will formalise the assignment in accordance with the Regulations governing the awarding of self-employed contracts to external individuals not employed by the University of Pisa, in force since 1 March 2018, available on the University website.

For seminar activation requests, academic staff must use the following forms:

• Form for Requesting a FREE Seminar
• Form for Requesting a FREE Seminar with Expense Reimbursement
• Form for Requesting a PAID Seminar

New research projects may arise from:

a) Calls for proposals
b) Grants/Contributions
c) Allocation of residual funds from completed research projects
d) Staff remuneration from contracts or services that has been declined and allocated to research activities

a) Calls for Proposals:

1. The academic staff member must inform the Director (cc: ricerca@vet.unipi.it) of their intention to participate in the call, providing all scientific and administrative/accounting information required by the call;
2. Research project submission form;
3. After obtaining the Departmental Council’s authorisation to participate, the applicant may complete the actions required by the call. If any communications or submissions via certified email (PEC) are necessary, the documentation must be forwarded to the Research Unit.

b) Contributions (contracts or convenctions):

1. The academic staff member must send the draft contract or agreement to the Director (cc: ricerca@vet.unipi.it), including a brief description of the requested research/consultancy/service;
2. After obtaining authorisation from the Departmental Council to collaborate or to provide the requested service, the staff member may submit the final documentation (contract/agreement or other relevant documents) to the institution.

c) Allocation of funds arising from residual balances of completed research projects

1. The academic staff member may allocate residual funds from completed institutional or commercial projects-properly reported and not subject to repayment to the funding body-towards the financing of new research activities, in accordance with the Department’s Internal Regulations.

d) Fees from contracts/services not received and allocated to research

After the Department has issued a resolution on the matter, the new project will be included in the budget.

The academic staff member may allocate fees from completed and duly reported contracts or commercial services to the financing of new research activities, provided that they have formally waived such fees through a written declaration.

The academic staff member must send a letter to the Director (cc: ricerca@vet.unipi.it) indicating the title of the research and all necessary information for the inclusion of the project in the financial statements, in accordance with the template provided (Fee waiver_new project).

Reporting of projects of the following types:

• Institutional

1. from calls – follow the provisions set out in the call guidelines
2. Grants – follow the provisions set out in the contract/agreement

• Commercial

1. From calls – follow the provisions set out in the call guidelines – direct award letter – etc.
2. Contributions from Public/Private Bodies – follow the provisions set out in the contract/agreement

The funds resulting from:
-unspent balances of contracts/agreements not subject to repayment
-fees from contracts/services for third parties not received (following formal waiver)
may be allocated to the financing of a new research project.
(see point c) and point d) procedure for new research projects)

The Departmental Council of Veterinary Sciences, in its meeting of 11 March 2021, approved the Internal Regulation for the use of residual funds from completed projects and the related forms, as amended by Resolution No. 154 of 22 June 2022.

• Regulation on the Finalisation of Residual Funds from Completed Projects
• Request for the Finalisation of Residual Funds from Completed Research Projects
• Request for the Finalisation of Residual Funds from Completed Teaching Projects

The Department may enter into memoranda of understanding/agreements/framework agreements and contracts with other universities and their structures, as well as with other public or private entities, for the joint implementation of institutional activities or supporting activities, or activities otherwise related to them and of common interest, such as scientific and teaching activities, research, or consultancy.
The establishment of agreements/framework agreements and memoranda of understanding must comply with the principles set out in the Statute and University Regulations (University Regulations for Administration, Finance and Accounting, Rectoral Decree of 22 December 2015, Prot. No. 49150 – in particular Article 70: Contracts and agreements for third-party services and collaborative activities).
Activities must be carried out ensuring the regular performance of institutional teaching and research activities, and they may be:

• In collaboration with third parties, the relevant part of the cited regulations applies only to the rules regarding the allocation of the contribution provided and the participation and remuneration of personnel. It may include a portion as an expense reimbursement.
• On behalf of external entities, the activity is governed by the current University regulations concerning services provided to third parties. It always has a financial component. Activities are carried out in accordance with the rules set out in the regulations for services provided to third parties, issued by Rectoral Decree No. 3097 of 6 March 2012.

Memoranda of Understanding / Framework Agreements, implementing agreements, and contracts must necessarily be executed in writing, which allows the terms of the agreement to be clearly and accurately documented and helps prevent potential disputes.
A Memorandum of Understanding (MoU) or Framework Agreement is a document that describes a bilateral or multilateral agreement between two or more parties. It expresses a convergence of interests among the parties, indicating a common predetermined course of action. These represent a particular type of agreement aimed at establishing a stable form of collaboration between the parties for the implementation of broad programs of common interest and to regulate future collaborative activities.
The actual implementation of activities is subject to the execution of specific implementing agreements.

• It has no financial content.
• The defining feature of these instruments is that they defer operational rules to subsequent specific agreements, called implementing agreements, which in any case will reference and comply with what has already been established in the framework agreement.

In the international context, the term Memorandum of Understanding (MoU) is commonly used.

Memoranda of Understanding / Framework Agreements, implementing agreements, and contracts must be executed in writing, which allows the terms of the agreement to be clearly and accurately documented and helps prevent potential disputes.
A Memorandum of Understanding (MoU) or Framework Agreement is a document that describes a bilateral or multilateral agreement between two or more parties. It expresses a convergence of interests among the parties, indicating a common predetermined course of action. These represent a specific type of agreement aimed at establishing a stable form of collaboration between the parties for carrying out broad programs of common interest and regulating future activities to be conducted collaboratively.
The implementation of the activities is deferred to the execution of specific implementing agreements.

• It has no financial content.
• The defining feature of these instruments is that they defer operational rules to subsequent specific agreements, called implementing agreements, which in any case will refer to and comply with what has already been established in the framework agreement.

In the international context, the term Memorandum of Understanding (MoU) is commonly used.

Any request to use the logo, which according to current UNIPI regulations “must in all cases be strictly submitted for the Rector’s approval”, must obviously also be explicitly mentioned within the agreement.

• the object of the agreement, convention, contract;
• the exact name of the partner entity and the name of its legal representative;
• when the partner is a private entity, the proposing structure must specify the areas of interest that the Department shares with the other contractor;
• it is necessary to insert a specific clause into the agreement requiring mutual compliance with the rules on corruption prevention, the regulations and the measures adopted by each party to implement them;
• a brief description of the intended teaching and/or scientific collaboration programme to be implemented.
• the duration of the agreement (automatic renewals are not permitted);
• conditions;
• it is necessary to insert a specific clause into the agreement requiring mutual compliance with the rules on corruption prevention, the regulations and the measures adopted by each party to implement them;
• Any request to use the departmental logo is subject to the usage regulations.

• Format of Memorandum of Understanding – Framework Agreement
• Format Implementation agreement
• Contract format

They may be awarded to:

• To students enrolled in two-year Master’s degree programmes (non-integrated) within the scope of specific educational activities.
• To PhD students.
• To graduates, in cases where the grants are offered based on specific agreements and without financial burden for the University, except for direct costs related to the research activities and any applicable insurance costs.

They may have a duration of no less than 6 months and no more than one year, and may be extended one or more times for a maximum total period of three years.

The minimum amount per semester is €3,600.00.
The maximum amount per semester is €12,000.00.
(These amount limits were approved by the Board of Directors on 23/11/2011).

To activate or renew a research grant, a request must be submitted to the Director (with a copy to: ricerca@vet.unipi.it). After obtaining approval from the Department Council (or an Urgent Measure), the administrative office will proceed with the required procedural steps.

• Research grant application template
• Sample request for research grant renewal
• Research Grant Regulations

Regulations: Non-structured staff \ Scholarship Regulations.pdf

They may be awarded to:

• to students of the University of Pisa enrolled in Bachelor’s or Master’s degree programmes, or equivalent, as well as in Specialisation Schools and Master’s programmes.
• to those who have obtained, at the University of Pisa, the aforementioned degrees or a PhD within the past 18 months.
• to students enrolled in or graduates from universities that have agreements with the University of Pisa, provided that the joint degree is included in the agreement.

They may have a duration of no less than three months and no more than one year.

They can be extended only once for a maximum period equal to the initial duration and only for the purpose of completing the in-depth study activity envisaged by the scholarship.

Scholarships are subject to IRPEF and IRAP, and the gross monthly amount awarded to the beneficiary must not be less than €780.00 and not more than €2,600.00.

To activate or renew a scholarship, a request must be submitted to the Director (with a copy to: ricerca@vet.unipi.it).

• Scholarship application template
• Template for scholarship renewal request

After obtaining approval from the Department Council (or an Urgent Measure), the administrative office proceeds with carrying out the required procedural steps.

Information regarding Visiting Students is available on the Incoming Students page; information regarding Visiting Fellows is available on the Staff page.

• Request for activities as Visiting Student

The Memorandum of Understanding (MoU) or Framework Agreement is a key tool for promoting cooperation between institutions, facilitating the exchange of faculty and students, and enabling joint activities such as scientific publications.
The establishment of an MoU may arise either from institutional needs of the University or a Department, or from a faculty member’s need to formalize an existing collaboration with a European or non-European University or Institution.

Structured staff interested in establishing or renewing an MoU are encouraged to verify, together with the partner University or Institution, whether the agreement may also be of interest to other University Departments, in order to follow the correct procedure for the request of establishment or renewal.
It should also be noted that, in the case of University-wide framework agreements, the technical approval process can be quite lengthy, as it requires approval by both the Academic Senate and the Board of Directors.

• Form for Establishing/Renewing a University-wide MoU
• Form for Establishing/Renewing a Departmental MoU
• Agreement Cooperation

Students enrolled in Bachelor’s and Master’s degree programmes, PhD and Specialisation programmes, as well as research fellows, scholarship holders, and other authorised individuals may carry out off-site activities (thesis work, internships, study, research, etc.) subject to approval by the Department Directorate.
If no expense reimbursement is provided, the mission procedure does not apply; however, the internal procedure must still be followed for insurance purposes.

1. Short-term attendance (max 1 day)
   For off-site activities without expense reimbursement, it is necessary to promptly notify the Department Directorate via the appropriate form, providing personal details, role, destination location and institution, date, times, means of transport, and any other relevant information.
   The notification, which serves as a self-declaration, will be registered and is valid for insurance coverage purposes.
2. Long-term attendance (max 12 months)
   The supervising faculty member (Advisor, Tutor, Coordinator, etc.) must submit an authorization request to the Director and Administrative Office using the provided template.
   If approved, the Director grants the authorization, which will be sent by email from the Administrative Office to the requesting faculty member and the authorised individual.
   The authorization is valid for the requested period (max 12 months) and ensures insurance coverage.

• Microsoft Form for short-term attendance
• Template for long-term attendance

These authorizations, issued exclusively for insurance purposes, do not allow any expense reimbursement.

For business trips and field visits that do not provide for expense reimbursement (so-called “for insurance purposes”), the person concerned must promptly notify the Department Administration through the appropriate form, providing their personal details, role, destination location(s) and institution(s), date, departure and return times, means of transport used, and any other information related to the field visit.
The notification submitted through the form, which has the value of a self-declaration, will be registered by the Department’s protocol service and will be valid for insurance coverage purposes.
Please note that, in the case of these authorizations issued solely for insurance purposes, it will not be possible to request reimbursement for any expenses.

• Pills – Conference Registration
• Conference Registration Form

Authorization and reimbursement requests for business trips must be submitted exclusively through the University portal Off-site Missions.

For all information regarding business trips, please refer to the University Regulations available on the following page.

If the business trip exceeds 10 days, it is necessary to obtain authorization from all Presidents of the Degree Programmes in which the lecturer carries out teaching activities (request template).

• Tips – Conference Registration
• Conference Registration Form

• Conference Registrarion Quick Form
• Conference Registration – Quick Guide

• Missions – use of special transport means
• Authorisation for Use of Personal Vehicle by Academic Staff
• Authorisation for Use of Personal Vehicle by Technical and Administrative Staff

For the acquisition of goods and services, it is necessary to:

• Complete all sections of the forms, entering all available information;
• Always attach the quotation and any additional documentation;
• Always indicate the delivery location and the contact person, as well as the location of any inventory items.

Before proceeding with the order, the Procurement Office must verify that the supplier has submitted the self-declaration and traceability form. In the absence of such documentation, and if the supplier does not provide it, the order cannot be processed (delays in issuing orders are often due to missing or incomplete documentation).

For new suppliers, please specify when requesting a quotation that payments are made exclusively by bank transfer, 30 days from receipt of the electronic invoice, and that no advance payments are allowed.

Requests must be submitted signed (either with a digital signature or with a handwritten signature followed by scanning).

For requests related to the publication of scientific articles, a copy of the article (or part of it) must be attached, and the authors must be indicated.

Finally, all requests should be sent exclusively to: acquisti@vet.unipi.it (not to personal email addresses), indicating in the subject line:
“PURCHASE REQUEST – Company XXX”.

It should also be noted that, in order to proceed with invoice payment, the delivery note / accompanying invoice / work sheet is always required.

• For the Pisa site, delivery documents must be sent or delivered to Monica Barsotti;
• For the San Piero a Grado site, document collection is managed by Amalia Balduini.

For clarification or further information, contact acquisti@vet.unipi.it;
For more information, consult the procedures and FAQ.

• Purchase request form
• Special waste disposal request form

• Book Acquisition Request Form

The use of the petty cash fund is governed by Article 27 of the University Regulations on Administration, Finance, and Accounting, issued by D.R. 22 December 2015, no. 49150.

As a matter of Department practice, each organisational Unit manages a portion of the petty cash fund, corresponding to the funds under its responsibility, under the supervision of the Administrative Manager, who acts as the Fund Officer (Economo).

The petty cash fund may be used for small-value and urgent purchases for which it is not possible to follow the University and Department’s standard procedures for the procurement of goods and services. Expenditure from the petty cash fund must be authorised in advance.
Reimbursements may be requested by submitting the appropriate completed form, to which a valid fiscal document must be attached.

• If reimbursements are requested on INSTITUTIONAL funds, a simple fiscal receipt may be attached to the form.
• Where reimbursement is requested on COMMERCIAL funds, please notify the Administrative Office in advance, as the only tax-valid document that can be accepted is an electronic invoice. It is therefore necessary for the Administrative Office to contact the selected supplier in advance to verify whether it is able to issue electronic invoices; otherwise, reimbursement will not be possible.

BUDGET UNIT: manages reimbursements for expenses related to the maintenance of Department assets and services, as well as all expenses concerning the Veterinary Teaching Hospital.
TEACHING UNIT: manages reimbursements for expenses charged to funds related to Degree Programmes, Master’s Degrees, Specialisation Schools, PhD Programmes, etc.
RESEARCH UNIT: manages reimbursements for expenses charged to research funds.

The Department relies on a contracted courier service for the shipment of standard materials and parcels.
To initiate a shipment through the contracted service, you must contact the designated collection points:

• Pisa: Administrative Office (Amalia Balduini, Monica Barsotti, Sandra Del Moretto, Annalisa Zontini)
• San Piero a Grado: Administrative Office (Sandra Baldeschi, Sonia Turrini) for the shipment of parcels and general documentation. For the shipment of samples only, at the Veterinary Teaching Hospital, the collection point is the Analytical Laboratories (Rinaldo Pierini, Simona Rela).

• Download the Shipment Request Form

A contracted courier service is currently also available for the collection of samples from third parties, with delivery to and at the expense of the Department. To activate this service at other laboratories, the Budget and General Services Unit must be contacted in advance at bilancio@vet.unipi.it. By arranging an appointment, it will be possible to activate the procedure after being informed of the relevant processes and costs.

For shipments outside the contracted agreement, due to specific requirements related to timing, transported materials, or transport methods, please contact the Department Procurement Office, as these cases are handled as standard procurement of goods and services.

A different procedure applies to the transfer of Department goods and materials to external parties, which is managed through the preparation of a specific transport document (Delivery Note) by the Administrative Office at both sites. For further information: bilancio@vet.unipi.it.

MISSIONS
DSV Guidelines (Mission Procedures)
Requests for mission’s authorisation and expense reimbursement must be submitted exclusively through the portal.
For the authorisation request, the Supervisor Declaration for Mission Authorisation must be attached.
For missions lasting more than 10 days, authorisation from the PhD Programme Board is required, using the appropriate form.
Form for requesting authorisation to use a private vehicle (special authorisation).

SUPPLEMENTARY TEACHING

• Request for Authorisation from the PhD Programme Board for the Provision of Supplementary Teaching

SEMINARS

• Request for Authorisation from the PhD Programme Board for the Delivery of a Seminar

TUTORING ACTIVITIES

• Request for Authorisation from the PhD Programme Board for the Performance of Tutoring Activities (Youth Support Fund)

REQUEST FOR INCLUSION OF PhD STUDENTS IN RESEARCH PROJECTS

• Request for the PhD Programme Coordinator’s Opinion on Inclusion in Research Projects

VETERINARY TEACHING HOSPITAL (ODV)

• Request for Authorisation from the PhD Programme Board for Conducting Study and Research Activities at the Veterinary Teaching Hospital

SUPPLEMENTARY TEACHING

• Request for Authorisation from the PhD Programme Board for the Provision of Supplementary Teaching

SEMINARS

• Request for Authorisation from the PhD Programme Board for the Delivery of a Seminar

TUTORING ACTIVITIES

• Request for Authorisation from the PhD Programme Board for the Performance of Tutoring Activities (Student Support Fund)

REQUEST FOR INCLUSION OF PhD STUDENTS IN RESEARCH PROJECTS

• Request for the PhD Programme Coordinator’s Opinion for Inclusion in Research Projects

VETERINARY TEACHING HOSPITAL (ODV)

• Request for Authorisation from the PhD Programme Board for the Conduct of Study and Research Activities at the Veterinary Teaching Hospital

To organise an event on behalf of the Department, prior notification must be given to the Director. Once approval has been granted, the Budget and General Services Unit will assess the feasibility of the request and manage the relevant arrangements, including venue selection, procurement of related services (catering, simultaneous interpretation, production of promotional and advertising materials), any sponsorship arrangements, insurance coverage, and media relations.

It is recommended to contact the Director and subsequently the Budget and General Services Unit well in advance, in proportion to the scale and complexity of the event.

The following are available:

• Guidelines for the production of external communication materials;
• University Manual for Coordinated Visual Identity;
• University guidelines for requesting sponsorship (and use of the logo);
• Sponsorship request form for the Rector;
• University logo (access requires University credentials).

The classrooms of the Department of Veterinary Sciences are managed through the University’s dedicated information system, University Planner.

Request for classroom use by academic staff of the Department of Veterinary Sciences or other Departments of the University of Pisa
Lecturers are required to check classroom availability on the Department website and subsequently request room booking from the Teaching Unit by sending an email to aule@vet.unipi.it.
The request must include, in addition to the date, the time (start and end) and the type of event (examination, mid-term test, classroom exercise, meeting, seminar, etc.).
The Teaching Unit will proceed with the booking and confirm the reservation by email.

Use of classrooms by external users
Requests for classroom use by external parties must be submitted as a formal request to the Director of the Department of Veterinary Sciences, Viale delle Piagge 2, 56124 Pisa, or sent via certified email (PEC) to scienzeveterinarie@pec.unipi.it.

Lecturers who need to book one of the Meeting Rooms available at the main or satellite site of the Department of Veterinary Sciences must follow the procedures outlined below:

Pisa site
To request the Department of Veterinary Sciences Meeting Room at the main Pisa site, the requester must send an email to the Director of the Department, with a copy to aule@vet.unipi.it.
The request must include the date, the time (start and end), and the purpose of the meeting. Once the Director’s authorisation has been received, the Teaching Unit will book the Meeting Room and confirm the reservation by email.

San Piero a Grado site
To request one of the two Meeting Rooms at the San Piero a Grado satellite site (White Room and Black Room), the requester must contact the administrative office staff at the site, who will check the availability of the rooms and, if possible, book the requested room by entering the name of the requester, the requested room, and the desired time slot into the designated schedule.

A lecturer wishing to organise a brief social gathering at the end of a scheduled teaching event must request authorisation from the Department’s Directorate, specifying the space (hall, garden, etc., excluding classrooms), the reason, the date, the time (maximum duration of one and a half hours), and the project to which any additional cleaning costs and, where applicable, extended porter service costs should be charged.

The authorisation request must be sent to the Director of the Department of Veterinary Sciences and to protocollo-scienzeveterinarie@unipi.it, after which an official authorisation will be issued.

• Request form for the use of spaces for social events.

For further information, please contact bilancio@vet.unipi.it.

The Head of the Centralised Teaching Laboratories of the Department of Veterinary Sciences is Lecturer Fabrizio Bertelloni.

The use of the Centralised Teaching Laboratories must follow the Department’s internal procedure. The Centralised Teaching Laboratories of the Department of Veterinary Sciences are managed through the University’s dedicated information system, University Planner.
Lecturers are required to check the availability of the Centralised Teaching Laboratory on the Department website, following the instructions provided in the operational guide.
Once availability has been confirmed, the lecturer may book the laboratory by sending an email to aule@vet.unipi.it. The request must include, in addition to the date, the time slot (start and end times) and the type of activity (examination, mid-term test, practical exercise, etc.).

The Teaching Unit will proceed with the booking of the Centralised Teaching Laboratory and will confirm the reservation by email.

To request guest credentials, please complete the following form.

• CENTRALISED (Pisa site)

To request housing of animals in the centralised animal facility at the Pisa site, please consult the regulations and the fee schedule.

• LARGE ANIMALS (San Piero a Grado site)

To request housing of animals in the large-animal facility at the San Piero a Grado site, please consult the regulations and the fee schedule.

In order to ensure the highest standards of animal welfare in the University animal facilities, the following roles were assigned to qualified staff for the period from 1 April 2019 to 7 November 2020:

• Dr. Alessandra Coli – Sole Animal Welfare Officer for all University of Pisa facilities – 050 2216856
• Prof. Angelo Gazzano – Designated Veterinary Surgeon (for the facilities in the Pharmacy/Biology/Veterinary Medicine Area).

To book Department vehicles, a request email must be sent to the Director at mezzi.didattica@vet.unipi.it.
If the requester is not already authorised to drive the requested vehicle, a copy of their driving licence must be attached to the booking email for the Director’s authorisation.

The Department has a number of resources available for use by permanent staff, subject to prior booking.

DEPARTMENT FACILITIES
To book Department facilities, a request email must be sent to the Director at mezzi.didattica@vet.unipi.it.
If the requester is not already authorised to drive the requested vehicle, a copy of their driving licence must be attached to the booking email, so that the Director can grant the necessary authorisation.

NOTEBOOK
For teaching-related purposes, the Department has two laptops available. To use them, requests should be made in advance to Marco Bendoni.
For seminars, project presentations, and other activities unrelated to teaching, the Department has an additional laptop available. Requests for this device should be made in advance to Marco Salvadori.
The Administrative Office has two further laptops (one at the Pisa site and one at the San Piero a Grado site) and one netbook (at the San Piero a Grado site). For occasional needs, or if the three laptops mentioned above are already in use or undergoing maintenance, they can be booked in advance by sending a request to bilancio@vet.unipi.it. If these devices are not already reserved or not required for institutional purposes (e.g., recording Department Council and ODV meetings, administrative work while mobile), they will be made available upon authorisation from the Administrative Manager.

PROJECTOR
The Pisa site has two portable projectors available for use in rooms not equipped with video facilities or in the event of equipment malfunction. To request one of these projectors, please contact the porter’s office on extension 26725.
The San Piero a Grado site has one portable projector available through the Department Office. To book it, staff should send an email in advance to bilancio@vet.unipi.it.

The Pisa site has two portable projectors available for use in rooms not equipped with video facilities or in the event of equipment malfunction. To request one of these projectors, it is necessary to contact the porter’s office on extension 26725.
The San Piero a Grado site has one portable projector available through the Department Office. To book it, staff should send an email, giving reasonable notice, to bilancio@vet.unipi.it.

The elections of representatives to the Department Council are conducted in accordance with the University’s General Regulations. Under these Regulations, the organisation of certain elections (for example, representatives of PhD students, research fellows, and research grant holders on the Department Council) is delegated to the Department.

In such cases, the Budget Unit is responsible for managing the process.

The management of the technical and administrative staff attendance system is centrally regulated by the University and is based on the Zucchetti system. The Department contacts responsible for the management of the Zucchetti system are Elena Luchetti, Sandra Baldeschi and Sandra Del Moretto.
Alongside the University’s Zucchetti system, the Department has adopted its own internal procedure in order to streamline the authorisation process: staff members are required to notify and request authorisation for leave and annual holidays from the Director by using the email address: presenzepta@vet.unipi.it.
This mailing list is monitored by the Director, the Administrative Manager and the four attendance officers. As the Director authorises the requests, the relevant officers acknowledge them and transfer the instructions received onto the Zucchetti system.
The same email address is also used to notify changes of workplace location and official business travel.

The Department of Veterinary Sciences offers the following degree programmes with restricted admission:

• The single-cycle Master’s Degree Programme in Veterinary Medicine is subject to a national limited number of places. Admission is contingent upon passing specific selection tests. The score obtained allows candidates to be placed in the national ranking list. To participate in the selection process, applicants must submit their application exclusively online through the Universitaly portal, within the deadlines specified in the official announcement. Subsequently, it is necessary to complete the procedure for placement in the ranking list according to the established guidelines. Information regarding the structure and schedule of the tests is available on the University website.

• The Bachelor’s Degree Programme in Animal Breeding Techniques and Canine Education is subject to a local limited number of places. Admission requires passing the TOLC-AV test, administered by CISIA (Interuniversity Consortium for Integrated Access Systems). Information regarding the structure of the test and the schedule of sessions is available on the CISIA website. Candidates who have taken the TOLC-AV test may subsequently participate in the selection process, in accordance with the provisions of the relevant announcement.

The following open-access degree programmes are offered by the Department of Veterinary Sciences:

• Bachelor’s Degree Programme in Animal Production Science and Technology. To enroll, applicants must follow the procedures indicated on the University portal in the section dedicated to open-access Bachelor’s Degree Programmes.
• Master’s Degree Programme in Sustainable Livestock Systems. To enroll, applicants must follow the procedures indicated on the University portal in the section dedicated to open-access Master’s Degree Programmes.

Enrollment for open-access degree programmes typically begins at the end of July.

The regulations of each Degree Programme govern the procedures for assessing student performance, aimed at verifying that students have acquired the necessary preparation for continuing their studies and for earning the credits associated with the activities completed.

Assessments, carried out individually, are conducted under conditions that ensure thoroughness, objectivity, and fairness in evaluation, in accordance with the content of the course or educational activity and with the provisions established for the test.

Course exams are regulated by Article 23 of the University Academic Regulations and are managed through the dedicated University portal ‘VALUTAMI’. Through the same portal, students are also required to complete the evaluation of teaching.

Certification for Working Students
Working students may request from the course instructor a certification of having taken the course exam, using the designated template.

The curricular internship is an educational activity aimed at students enrolled in Bachelor’s and Master’s Degree Programmes, master’s courses, doctoral programmes, and postgraduate schools.
The duration of the internship cannot exceed a total of 12 months, including any extensions, except as otherwise provided by current regulations for students with disabilities.
The procedures for carrying out the internship are governed by specific provisions, which can be consulted on the Department’s website in the sections dedicated to each Degree Programme.
The internship may be carried out exclusively within the Department’s facilities or at external institutions and organisations that have agreements with the Department.

Information regarding curricular internships is available in the Internships section of the Degree Programmes.

The application for recognition of the status of ‘working student and parent’ must be submitted to the Academic Unit using the designated online form, during the following periods of the year:

• 1 February – 31 March
• 1 September – 31 October

Students who are employed and need to provide their employer with a certification of the academic activities they have undertaken may use the designated template.

For further information and contact details, you may reach the Academic Unit by writing to the e-mail address pratiche.studenti@vet.unipi.it or by calling 050 2216732.

The Department, within the limits of budgetary resources, publishes annual calls for applications for part-time collaboration positions aimed at students. These positions involve activities such as welcome tutoring, guidance and counselling, as well as support for school orientation initiatives.
The call for applications, the approval of the acts, and the ranking of successful candidates are published on the University Official Notice Board and are also made available on the Department of Veterinary Sciences website.

May be assigned:

• to students enrolled in Master’s Degree Programmes (excluding single-cycle degrees) as part of specific educational activities;
• to doctoral programme students;
• to graduates, in cases where positions are announced on the basis of specific agreements and without financial obligations for the University, except for direct costs related to the research activities and any insurance costs.

They may have a duration of no less than six months and no more than one year, and may be extended one or more times for a maximum period of three years. The minimum amount per semester is €3,600. The maximum amount per semester is €12,000 (the limits on amounts were approved by the Board of Directors on 23/11/2011).

The University of Pisa allows graduates, doctoral students, and postgraduate diploma holders from no more than three years to attend its facilities as graduate participants, for activities aimed at professional updating and qualification. Attendance lasts for one year, is renewable up to a maximum of three years, and does not establish any employment or collaboration relationship.

Admission is granted upon request to the relevant department, indicating a supervising faculty member. The application may be submitted at any time of the year and is approved by the Department Council.

Graduate participants are required to comply with organisational, safety, and confidentiality regulations. University insurance coverage is provided for civil liability and accidents. Attendance may be suspended or revoked by the host department.

• Application form to be sent to the following e-mail adress: protocollo-scienzeveterinarie@unipi.it.

Each year, the Department, within the limits of the allocation from the ‘Fund for the Support of Young People and to Promote Student Mobility (Art. 2 DM 29 December 2014, No. 976)’, issues calls for applications for scholarships to be awarded to Master’s degree students and doctoral candidates.
The call for applications, the approval of the acts, and the ranking of successful candidates are published on the University Official Notice Board in the section ‘Selection Procedures for Students’ and are also made available on the Department of Veterinary Sciences website.

Companies and private organisations interested in collaborating with the Department of Veterinary Sciences may send an email to direzione@vet.unipi.it proposing a research activity in the following forms:

• Commissioned Research Activities (Third-Party Contracts)
  Commissioned research activities consist of fee-based services through which the Department provides companies with scientific and technological expertise, as well as the support of its staff, for the conduct of research, consultancy, training, or laboratory analysis in the interest of the client.
  The results obtained are generally the property of the client, unless otherwise specified in the contractual agreement.
  The organisation or company interested may submit a proposal to the relevant Department, defining the terms, procedures, and remuneration for the activity. For routine services, direct access is possible in accordance with the fees approved and published on the Department’s website.

• Collaborative Research Activities (Research Agreements)
  Collaborative research activities are governed by specific agreements between the Department and the interested companies. These agreements involve the execution of research projects of mutual interest, with the collaboration of staff and the use of the Department’s laboratories and equipment.
  A contribution in favour of the Department is provided to cover the expenses incurred for the research activity.

Forms:

• Memorandum of Understanding / Framework Agreement Template
• Implementation Agreement Template
• Contract Form

The curricular internship is an educational activity undertaken by students enrolled in Bachelor’s and Master’s Degree Programmes, master’s courses, doctoral programmes, and postgraduate schools.
The internship may be carried out exclusively within the Department’s facilities or at affiliated institutions and companies.

Companies and organisations interested in proposing a new agreement for curricular internships can consult the procedure outlined on the dedicated page.

The Department of Veterinary Sciences may host, for short periods, individuals from other universities or institutions (students, research fellows, scholarship holders, and doctoral candidates) who do not fall under the categories of interns or graduate participants, but need access to the facilities for teaching or research activities.
Access requires an extension of the University’s insurance coverage for third-party liability and accidents.

Requests for attendance may concern teaching activities (thesis work, internships, acquisition of techniques) or research activities (collaboration with research groups, acquisition of data and research methods).
For teaching activities, the request must be submitted by the Head of the Degree Programme; for research activities, by the Director of the Department or the responsible person at the home institution.

Requests for attendance at the facilities of the Department of Veterinary Sciences must be sent to the Department Directorate by e-mail or certified e-mail (PEC), using the appropriate forms.

Forms:

• ITA: fac-simile di richiesta 
• ENG: Request for brief stage authorisation

To support research activities, it is possible to make a donation to the Veterinary Analytical Centre of Excellence or the Veterinary Teaching Hospital, following the procedure outlined on the dedicated page.

To organise an event at the Department, it is necessary to contact a faculty member (academic supervisor) who will assess its relevance and to submit the request to the Director at least 30 days in advance using the template below.
If the event is of interest to the ‘OSCAR’ Excellence Project, the endorsement of the Degree Programme Coordinator must also be obtained. In the case of sponsorships, the procedure ‘Sponsoring an Event’ must be followed.
After the Director’s approval, the Budget and General Services Unit checks feasibility and manages the necessary arrangements (venue, services, promotional materials, insurance, media).

Guidelines, the Corporate Identity Manual, documentation for sponsorship, and the University logo are available in the ‘Organising an Event’ section dedicated to the Department’s Internal Staff.

• Template for Request to the Director

A third party may sponsor an event organised by the Department, either through a direct financial contribution or by providing specific services (e.g., catering).
To propose a sponsorship, it is necessary to send a request for proposal to the Director, specifying the event in question.
The Department will evaluate the proposal and, if approved, will issue a letter of acceptance and the PagoPA notice for the agreed contribution. Upon payment, a receipt invoice will be issued.

• Template for Event Sponsorship Proposal

For further information: acquisti@vet.unipi.it.

The presentation of products or services by third parties is allowed only with the prior authorisation of the Department.
Depending on the type of audience, a specific Directive from the Director will follow, indicating the location, date, time, and involved parties, as well as any operational instructions for completing the procedure.

If the presentation is aimed at a single organisational individual, it is sufficient to contact the relevant professor, researcher, or administrative-technical staff directly, specifying the type of product/service to be presented. Afterwards, the organisational individual must inform the Directorate of the details of the meeting.

If the presentation is aimed at a group of organisational individuals (professors, researchers, or administrative-technical staff) and/or other non-organisational individuals (freelancers, scholarship holders, research fellows, doctoral candidates, postgraduate trainees, students, etc.), the company must request authorisation from the Department Directorate using the designated request form.

• Request form for the presentation of a product/service

For further information, contact bilancio@vet.unipi.it.