PhD Final Examination

Who must apply

All PhD candidates enrolled in their final year (third year).

When to submit the application

By the end of the final year (third year), normally by 31 October, except in the case of programmes with a deferred start date, as mentioned above.

How to submit the application

The procedure must be completed exclusively online, through the online student portal “Alice”:

1. access the personal area using your credentials (username and password)
2. select “Conseguimento titolo”
3. verify and, if necessary, update your personal contact details (mobile phone number and email address)
4. enter the thesis title, the Supervisors, the Scientific Sector (SSD), and any additional communications in the “notes” field. Important: the new SSD codes may only be used from the 2026/2027 academic year onwards
5. complete the AlmaLaurea questionnaire “Rilevazione sui dottori di ricerca” (mandatory in order to sit the final examination)
6. upload the receipt for the AlmaLaurea questionnaire to Alice: “Segreteria” → “Carriera” → “Allegati carriera”

For technical issues relating to the AlmaLaurea questionnaire, please contact: supporto.laureati@almalaurea.it.

Important: the procedure is available only if all tuition fees for the final year of enrolment and any previous years have been paid.

The thesis must also be submitted by the end of the third year (normally by 31 October, in the case of programmes with a deferred start date, as mentioned above), in accordance with the procedures established by the relevant PhD Programme.

Following its evaluation, the Academic Board may:

• authorise (or refuse to authorise) the submission of the thesis to the assessors
• grant a maximum extension of two months

It is important to remain in contact with the Coordinator or Supervisors in order to:

• receive the outcome of the assessors’ evaluation of the thesis
• receive instructions on how to forward the thesis to the Examination Committee
• receive information on the date and arrangements for the defence

At least 3 days before the defence:

1. generate the electronic cover page on ETD, manually entering the expected date of the defence
2. upload the following to ETD:
   • the complete, final version of the thesis (in the language approved by the Academic Board) and an abstract in Italian or English (in PDF/A format)
   • a report detailing the activities undertaken during the PhD programme, written by the PhD candidate (in PDF/A format). Important: do not upload the report signed by the Coordinator, as this document can only be issued after the final examination
3. upload to the Alice Portal the electronic cover page in PDF format, generated by ETD and digitally signed by the Supervisor: “Segreteria” → “Carriera” → “Allegati carriera” → upload the file. It may be signed using a digital signature (recommended) or a scanned handwritten signature accompanied by a valid identity documentFor technical issues with ETD (access, file uploads, etc.), please contact the ETD Staff.

Important: restrictions on thesis accessibility may be imposed by current regulations or chosen by the author in agreement with the Supervisor. For PhD theses, ETD provides two accessibility options, depending on third-party rights and other restrictions:

• thesis freely accessible
• thesis subject to a three-year embargo from the date of the defence

The Academic Board may decide to exclude a PhD candidate from the PhD Programme in the event of:

• failure to submit the thesis within the established deadlines
• unjustified absence from the final examination

Where documented reasons are provided, an extension of up to 18 months may be granted.

University Regulations on PhD programmes:

• Art. 16 para. 5, 6 and 7 (period of suspension and extension)
• Art. 19 para. 2 (submission of the application for admission to the final examination and of the thesis)
• Art. 19 para 3 (maximum two-month extension if the thesis is not deemed suitable for submission to the assessors)
• Art. 19 para 10 (final report issued after the award of the degree)
• Art. 19 para 11 (exclusion from the PhD Programme for failure to submit the thesis within the established deadlines without valid justification)