Instructions and Procedures

The procedures described below are reserved for the Administration

General information

The application for research clearance (nulla osta per ricerca) is submitted online by the Research Center (Department) on behalf of a non-EU citizen, holding a doctoral degree or a higher education qualification which grants access to PhD programmes in the country where it was obtained, for carrying out research activities in Italy.

It can also be submitted on behalf of non-EU citizens legally residing in Italy with a different type of residence permit (other than: international protection, long-term stay, blue card, family members of EU citizens and other cases specified by the regulations).

The Hosting Agreement (Convenzione d’accoglienza)

The researcher and the research institute sign a Hosting Agreement (Convenzione d’accoglienza), under which the researcher undertakes to carry out the research activity and the institute undertakes to host the researcher. Research activities must be approved by the institute’s governing bodies, which assess the subject and estimated duration of the research, the researcher’s qualifications related to the research subject, certified with an authenticated copy of the academic qualification, and verify the availability of financial resources for its implementation.

The agreement establishes the legal relationship and working conditions of the researcher (self-employment/research training grant/subordinate work with contract), the monthly resources provided, the expenses for the return journey, and also includes indications on the title or purpose of the research activity and the estimated duration, the commitment of the researcher to complete the research activity, information on the researcher’s mobility in one or more different Member States, if already known at the time of signing the agreement.

The agreement also indicate the health coverage taken out for the researcher and family members or the obligation for the institution to arrange for the registration with the National Health Service (SSN).

Procedure (handled by the staff of the relevant Department or Unit)

1. Ask the researcher to send by email a copy of valid passport, and the qualifications held related to the research subject, certified with an authenticated copy of the academic qualification.  For the legalization at our Embassies, please see the Ministry of Foreign Affairs website.
2. Fill in the Hosting Agreement. Remuneration must be specified in the Agreement. The legal type of contract made to the researcher must also be indicated. Not the tax treatment (e.g.: in the case of coordinated and continuous contracts it is a self-employment contract even though the tax regime is equivalent to that of employment contracts). The research fellowship should be classified as a “research training grant” and not as a scholarship.
3. Two original copies of the Agreement, already signed by the Head of the Department, must be sent to the researcher, if still abroad. They need to be signed and an original copy must be sent back by e-mail and then by post. The second original is retained by the researcher and used, after the issuance of the clearance, for the request of a Research Visa at the relevant Italian Embassy or Consulate.
4. They must log in to the ALI portal of the Ministry of the Interior using the SPID identity of the Head of the Department (while the registration in the MIUR list is under the name of the University).
5. After accessing the ALI portal, click on “Request Forms” and choose the Form FR, to fill in the application for research clearance. Enter the name, surname and personal details of the researcher (the data must always be taken from the passport). If the researcher is already residing in Italy for other reasons (residence permit for study/job seeking), select “Italy” under “Country of origin”. At that point, there will be a small window in which they must enter the details of their current residence permit or the renewal request. This will prevent the clearance, once issued, from being sent to our Embassy in the researcher’s Country.
6. Specify the name and address of the University Department in the Form FR. The University registration number in the MIUR list is No. 125 of 03/05/2010 (only the date is required in the online application: enter the renewal date: 05/05/2020), the INPS registration number is 6200829337, the INAIL code is 90608206, for the heading “INAIL fee” indicate 0612 (which includes research and laboratory activities), the control code is 19.Furthermore, they must have a EUR 16.00 revenue stamp and, where requested in the online application, provide their details.
7. The online application must also specify where the researcher will be hosted. It is recommended to book a residence/hotel for at least the first month of stay. If it is a private accommodation facility, they will need to provide the accommodation suitability certificate or the request for such certificate (to be requested from the Municipality where the property is located) and a copy of the rental contract duly registered with the Agenzia delle Entrate. If it is a residence/hotel instead, under the heading “property transfer” upload the reservation at the residence/hotel twice.

The Prefecture Immigration Desk (Sportello Unico Immigrazione)

After submitting the Form FR, the Department send the following documentation to the Immigration Office by email:

1. 1. 1. a copy of the Hosting Agreement,
      2. The enrolment certificate of the University of Pisa in the List of Institutions authorised to sign Hosting Agreements with MIUR,
      3. the contract with the researcher or the Rector’s Decree awarding research grant or fellowships (certified copy),
      4. a copy of the researcher’s passport,
      5. a copy of the rental contract duly registered with the Agenzia delle Entrate (if the researcher will be staying at a residence or hotel facility, a minimum reservation of 30 days is required) and accommodation suitability of the property (residences, hotels and guest houses are excluded).
      6. identity document of the legal representative (Head of the Department)
      7. authorisation for clearance collection, signed by the legal representative.

The Prefecture, upon confirmation from the Questura regarding the absence of any impediments to the entry into Italy, summons the Department to collect the clearance. When summoned, they must provide the original documents listed above. They must also present two EUR 16.00 revenue stamps, one of which must be the one whose details have already been indicated at the time of the online application. In total three EUR 16.00 revenue stamps for the entire procedure will be required: two for the clearance application and one for the subsequent application for the residence permit.

If the researcher is still abroad, the Prefecture submit the clearance to the relevant Italian Embassy, while it is the Department to send the researcher the clearance by email. Then the research can apply for a research visa to the Italian Embassy.

Start of research activity and taking up of service

The researcher, having received the clearance by e-mail, apply for a research visa to the Italian Embassy in the country of residence, attaching the clearance.

After entering Italy, the researcher must go to the Prefecture, within the first eight working days, upon request for an appointment. Then apply for the Research Residence Permit.

The Italian Law allows research activities to start while waiting for the issuance of the residence permit for research. If the researcher already hold a study or research residence permit, research activities can only take place after the issuance of the research clearance.

Health insurance coverage

As indicated in the Convenzione d’accoglienza, the hosting Department must pay for the registration with the SSN or opt for a private health insurance. The Department indicate whether the researcher can directly take out a private health insurance policy and then claim a reimbursement from the Department offices. Since 01/01/2015 the new Guidelines in Tuscany require the payment of healthcare for researchers who do not pay IRPEF (income tax) or IRAP (regional tax). Researchers are therefore entitled to compulsory registration with the SSN if, by contract, additional regional IRPEF and/or IRAP taxes are paid, including healthcare contributions.

As the International Office, our advice is to choose SSN registration, possibly following these steps:

• Contact the ASL and ask for the forms;
• Make sure that the researcher fills in the forms declaring the income in the previous tax year and other required data;
• Send the forms completed to the ASL, which, on the basis of the data indicated, will specify the amount due;
• After the payment, give a copy of the payment receipt to the researcher to register with the SSN and choose a general practitioner.

For voluntary registration with the SSN, an annual fee must be paid based on the total income earned in the previous year in Italy and abroad. The amount of the contribution cannot be less than (EUR 2,000 per year)”.

The excel file received from ASL Toscana Nordovest updated for the new voluntary contribution calculation.

For any doubts about the actual amount for each case, please contact the ASL Toscana Nordovest Registry Office at anagrafe@uslnordovest.toscana.it

The Residence permit application

The list of documents that the researcher must present at the Questura is available at the page Research Residence Permit.

For a for job-seeking residence permit, the researcher attaches documentation confirming the completion of the research activity carried out, issued by the hosting Department.

Extension or new Research project

If the research project is extended, it is necessary to renew the Hosting Agreement, specifying that it is an extension of the previous project. Then contact the Prefecture attaching the renewed Hosting Agreement.

At the Prefecture appointment the original documentation must be provided for the issuance of the clearance extension.

In the event of a new research project, a new Hosting Agreement must be signed and a new research clearance must be requested.

Note

Hosting Agreement (English version): the English version has been provided solely for the benefit of the researcher; the Italian version is the official one.