This manual describes the departmental administrative and management procedures for launching calls for applications and awarding contracts to external parties. The procedure applies to the following types of contracts:
- ICE:External Collaboration Assignments .
- DOC: Teaching Assignments.
- BdR: Research Grants
- BPT: Thesis Award Grants (see Appendix A)
- CDR: Research Contracts
- IPD: Postdoctoral Positions
- IDR: Research Positions
Any faculty member wishing to initiate one of the procedures described in this manual must, first and foremost, consult with the department’s research coordinator to ensure that the type of funding they intend to use is compatible with the position to be filled.
Starting the Procedure
The proposing faculty member must submit the application to launch the call for proposals. Each department has its own forms and/or platform (e.g. the X-Up platform) that often include:
- Subject of the call for applications
- Indication of the scientific discipline where required
- Qualifications required, specifying mandatory ones* (Bachelor’s or Master’s degree, PhD), other mandatory qualifications (e.g. Master’s degree, Postgraduate specialisation, language requirements, etc.) and those ‘to be evaluated’ (e.g. participation in research groups, experience, etc.), with an indication of all relevant points that can be awarded
- The funds from which the expenditure is to be charged, stating the exact name of the project cost centre
- Selection method: whether it is on the basis of qualifications only, or on the basis of qualifications and an interview
- Duration of the assignment
- Gross salary and estimated total gross amount (which includes both the costs borne by the beneficiary and those borne by the requisitioner)
This request is submitted to the Departmental Council for approval.
* For ICE assignments, only one compulsory entry qualification must be specified; any other qualifications should be considered for evaluation.
Please note :For research contracts, postdoctoral positions and research posts, the form available in the relevant section of the website :https://www.uniroma1.it/it/settore-contratti-e-incarichi-per-la-ricerca.
Internal Notice only for External Collaboration Assignment (ICE) and Teaching assignments DOC
Before proceeding with external matters, an internal notice jointly signed by the Director and the Chief Administrative Officer (RA - Responsabile Amministrativo) must be issued.
This must be published on the University notice board (Albo Pretorio), the University transparency website (sito trasparenza di Ateneo), and the online register of incoming correspondence (Albo online del protocollo).
- Duration: : at least 5 days starting from the day after publication.
Administrative and Accounting Audits
The RA proceeds with the following audits:
- Availability of funds within the accounting project budget.
- Relevance of the projects identified by the requisitioner to cover the costs.
Validation and Approval by Governing Bodies
- Validation: The request must be approved by the Director and the RA.
- Approval: The launch of the call for applications must be formally approved by the Department Board (Consiglio di Dipartimento - CdD).
Calculation of the funding required to cover the call for applications
To ensure that the funding for this call for applications is sufficient, a conservative calculation: is applied: the gross amount per worker must be increased by 35% to cover the estimated maximum cost to be borne by the university.
In fact, it will only be possible to determine the tax classification and thus establish the exact financial commitment involved once the successful candidate of the call for applications has been announced.
Enactment and Publication
The call is signed by the Director and the RA (in their capacity as Project Manager).
Preliminary Check: The draft call for applications must be sent to the faculty member for approval of the technical details. Once the faculty member has checked that everything is in order, they will notify the administrative staff responsible for that call for applications by email.
The call needs to specify the publication period for which the number of days required for the Director and the RAD to sign must also be calculated.
Publication Timelines: (from AFTER the required signatures have been obtained)
Each call procedure has its own specific publication deadlines (please refer to the relevant regulations)
The call for applications must be registered and published on the University’s transparency website and on the online notice board- Albo online (for the same duration as the publication on the transparency website).
Panel appointment
Once the publication period for the call for applications has expired, the faculty member in charge submits a proposal for members of the selection panel to the Department Board for approval. The panel must consist of three members:
- Chair
- Secretary
- Expert Member
Substitute members may also be indicated if deemed necessary and, in specific cases, professors and researchers employed at foreign universities may also be appointed. (See. Regolamento unico per il Conferimento di Contratti di Ricerca, Incarichi post Doc e Incarichi di Ricerca).
All members of the panel - both full members and substitutes - must submit declarations of ineligibility or the absence of any conflict of interest, dated on the day the committee is appointed.
PLEASE NOTE: Handwritten signatures are accepted, in addition to digital ones, HOWEVER, you must ensure that the scanned document produces a legible PDF file.
Statements do not need to be officially recorded but must be handed over to the relevant administrative staff as they must be on file at the time of the panel’s appointment.
Appointment Decree and Revocation Period
The Director issues the appointment decree, which must be registered and published on the University’s transparency portal(portale trasparenza di Ateneo) and on the online notice board(Albo online); for Research Grants, it must also be published on the University notice board (Albo Pretorio).
- Revocation:A period of 15 days must generally elapse before any challenge to a member’s appointment can be filed. This period begins on the date the decree appointing the panel is published on the transparency website. Once this period has expired, the challenge is deemed inadmissible. To speed up the process, candidates may be asked to waive their right to challenge
- If the right to challenge a member is not exercised within the prescribed time limit, in accordance with Articles 51 and 52 of the Code of Civil Procedure (Codice di Procedura Civile), a formal application must be submitted before the panel concludes its proceedings, as evidenced by the date of registration.
Selection Procedure and Meeting Report
The panel draws up the preliminary report on the evaluation criteria (verbale preliminare criteri di valutazione), setting out the method for awarding points specified in the call for applications.
If the meeting is held online, each panel member must submit a self-certification (with a copy of their identity document attached) confirming their attendance at the meeting and stating that they agree with the contents of the meeting report. This report must be hand signed by all three members and must be registered and published on the University’s transparency website without the handwritten signatures.
The faculty member in charge of the procedure submits the applications received, together with all the supporting documents, to the panel.
The panel draws up the report on the assessment of qualifications (valutazione dei titoli) and the final ranking list (graduatoria finale) -in the absence of an interview.
The meeting report must be submitted to the designated administrative staff, who will register them and publish them on the University’s transparency website.
PLEASE NOTE: The faculty member must submit two copies of each report: one with signatures and one without!
The rankings are published on the University’s transparency portal, with the names of those who did NOT succeed redacted, but not their scores.
If candidate interviews are required:
Candidates will be sent an email giving notice of the interview. Each recruitment process has its own specific notice periods (please refer to the relevant rules).
To withdraw, candidates must send a formal notification to the same email address they used for submitting their application.
The interview dates must be stated in the meeting report for the assessment of qualifications and suitability for the interview (verbale di valutazione titoli ed idoneità al colloquio).
Any waiver of the notice period must be registered.
Interviews are conducted and the relevant interview report and final ranking list are compiled; these must be handed over to the staff responsible for the procedure and registered upon receipt. Any requests to waive the notice period, should they be received, must also be included in the same report.
PLEASE NOTE: Each published document must be registered and, where required, bear the digital signatures of the Director and the RA, and must be registered and published on the University’s transparency portal (portale di trasparenza dell’università) and on the online notice board (Albo online).
In the case of research contracts, postdoctoral positions and research posts, the panel must complete its work within 60 days of the date of publication of the appointment decree. Upon a reasoned proposal from the Chair, the Head of Department may grant a single extension of up to 30 days.
Documentation Collection
The successful candidate is asked to provide the necessary documentation
Contract Execution
The contract is signed by the Director and the RAD
The Scientific Director is responsible for issuing the authorisation for payment and, where necessary, for countersigning the report on the work carried out. The relevant staff then record the expenditure against the project and proceed with the subsequent payments on the dates specified in the contract.
For extensions and renewals, please refer to the relevant regulations.
Call for Thesis Award Entries
The teaching staff who wishes to request a Thesis award submits the application to the Departmental Board, stating:
- The amount of the grant
- The funding body
- The topic
- The project to which the expenditure should be charged (if it falls within the remit of the department)
If the funding body is external, an agreement must be drawn up specifying who will award the grant, as well as the selection and assessment criteria.
The call for applications is signed by the Director and the RA (in their role as Project Manager).
The call for applications must specify the publication period which needs to include the number of days required for the Director and the RAD to sign it.
The call for applications may remain open for a variable period and may be awarded to both theses that have already been defended and those yet to be defended, depending on the subject matter of the agreement.
The call for applications must be registered and published on the University’s transparency website and on the online notice board (Albo Pretorio).
All applications received in response to the call for applications must be registered upon receipt.
Once the publication period for the call for applications has expired, the faculty member in charge of the call submits a proposal for members of the selection panel to the Department Board for approval. The panel must consist of three members:
- Chair
- Secretary
- Expert Member
Substitute members may also be indicated if deemed necessary.
All members of the panel - both full members and substitutes - must submit declarations of ineligibility or the absence of any conflict of interest.
PLEASE NOTE:: the date shown on the declarations must be either prior to or the same as the date of the panel’s appointment!
PLEASE NOTE: Handwritten signatures are accepted, in addition to digital ones, HOWEVER, you must ensure that the scanned document produces a legible PDF file.
The declarations do not need to be officially recorded, but they must be handed over to the relevant administrative staff as they must be on file at the time of the panel’s appointment.
Appointment Decree and Revocation Period
The Director issues the appointment decree, which must be registered and published on the University’s transparency portal and on the online notice board (Albo Pretorio).
- Revocation: A period of 15 days must generally elapse before any challenge to a member’s appointment can be filed. This period begins on the date the decree appointing the panel is published on the transparency website. Once this period has expired, the challenge is deemed inadmissible. To speed up the process, candidates may be asked to waive their right to challenge.
- If the right to challenge a member is not exercised within the prescribed time limit, in accordance with Articles 51 and 52 of the Code of Civil Procedure (Codice di Procedura Civile), a formal application must nevertheless be submitted before the panel concludes its proceedings, as evidenced by the date of registration.
Selection Procedure and Meeting Report
The panel draws up the preliminary report on the evaluation criteria (verbale preliminare criteri di valutazione), setting out the method for awarding points specified in the call for applications.
If the meeting is held online, each panel member must submit a self-certification (with a copy of their identity document attached) confirming their attendance at the meeting and stating that they agree with the contents of the meeting report. This report must be hand-signed by all three members and must be registered and published on the University’s transparency website without the handwritten signatures.
The faculty member responsible for the procedure submits the applications received, together with all the supporting documents, to the panel.
The panel draws up the report on the assessment of qualifications (valutazione titoli) and the final ranking list (graduatoria finale).
The meeting report must be submitted to the designated administrative staff, who will register them and publish them on the University’s transparency website.
PLEASE NOTE: The faculty member must submit two copies of each report: one with signatures and one without!
The rankings are published on the University’s transparency portal, with the names of those who did NOT succeed redacted, but not their scores.
The meeting report must be published on the University’s transparency portal, with the names of unsuccessful candidates redacted, and on the official notice board (Albo Pretorio).
The decree approving the documents signed by the Director and the RA to formalise the ranking list is issued.
The decree needs to be registered and published on the University’s transparency portal and on the online notice board (Albo Pretorio).
If the agreement stipulates that the prize is to be paid by the funding body it needs to be notified of the winners.
If the award is to be paid by the Department the payment is issued tax-free.