Guidelines for PhD Students in Food Systems

The PhD Program in Food Systems at the University of Milan was established in 2013 with the aim of training PhDs who can fill the need for qualified personnel in the scientific and technological fields as required by the demand for expertise from the "knowledge economy".

Analyses of the changes in the occupational structure in the food sector show a general increase in the qualification required. Both in the United States and in Europe, the fastest-growing component of employment is the one with the highest qualification and the highest income.

In this economic and social context, the PhD Program in Food Systems, thanks to the presence of three distinct curricula - Food Science and Nutrition, Agri-Environment and Chemistry and Biochemistry - aims to create a professional figure capable of competently integrating into the various academic and industrial research fields of the agri-food area. Specifically, at the end of their doctoral studies, PhDs in Food Systems will be able to independently conceive, design, implement, analyze and adapt research and innovation programs, making use of a solid capacity for critical analysis and synthesis.

Thanks to training courses on transversal and interdisciplinary skills, PhDs in Food Systems will be able to pursue sustainable development objectives in perfect coherence with what is indicated by the United Nations General Assembly, the 2030 Agenda for sustainable development and their declinations in European policies. Finally, an international and multidisciplinary Teaching Staff certainly represents a stimulating training environment, open to innovations and the requests of a complex and cosmopolitan society.

Every year in November, the Doctoral Programme in Food Systems organizes a Welcome Day for first-year PhD students. During this event, new candidates briefly introduce themselves and their research interests, meeting the wider Food Systems community, including second- and third-year students as well as the PhD Board.

The Welcome Day also features guest contributions from former alumni, international members of the board, and professionals from the industry or research sector, who share their career experiences and perspectives on food systems research. This exchange provides valuable insights into academic and professional pathways, helping new PhD candidates understand the diverse opportunities that may follow their doctoral studies.

The Welcome Day serves as an important networking opportunity, helping newcomers to become familiar with the programme’s structure, expectations, and ongoing research activities. Participation is strongly encouraged for all members of the doctoral community.

The official website of the PhD Programme in Food Systems – – is the main source of information for PhD students.

It provides information about the structure and objectives of the programme, the research areas covered by the curricula, the list of PhD students from past and current cycles with brief descriptions of their research projects, and the composition of the PhD Board.

Students can also find a wide range of practical resources, including forms and templates required for mobility requests and other administrative procedures, as well as details on course schedules and training activities such as seminars, workshops, and other educational initiatives. The website is regularly updated with news and events, including thesis defenses and community initiatives, ensuring that students stay connected with the academic life of the programme.

In addition, the website serves as a communication hub, hosting a notice board where important announcements are published. PhD students are encouraged to check the website frequently to stay up to date. They are also invited to propose content—such as publications, awards, or relevant events—to be featured on the site by contacting the Dean (Professor Diego Mora: food-systems@unimi.it) and the Web Master (Dr. Fabio Forlani: fabio.forlani@unimi.it).

Each year, the Food Systems doctoral community elects a PhD Students’ Representative who acts as a liaison between students and the PhD Board. The representative communicates student concerns and suggestions, helps coordinate initiatives among PhD cohorts, and supports the organization of academic and social activities. All students are encouraged to contact the representative for advice or assistance regarding programme procedures or community-related matters.

Election procedures and the representative’s contact information are announced at the beginning of each academic year.

Second- and third-year student representatives are also available to provide advice and share their experience with new PhD students. Their names and contact information can be found on the programme website, under the STAFF section.

Courses and CFU

The training programme of each PhD student includes both specialised courses and transversal skills activities, as defined by the University Regulation on Doctoral Studies.

• University Regulation on Doctoral Studies
• Food Systems PhD Board – Courses (current AY)
• Complete catalogue of doctoral courses (University of Milan)
• Transversal skills training (PhD)

All PhD students are invited to read this document carefully, as it defines the structure and obligations of their academic path. According to the regulation, each PhD candidate must acquire at least 12 CFU from specialised courses during the three-year doctoral cycle. However, candidates are free to take additional courses beyond the minimum requirement, especially if these contribute to their research specialisation and scientific growth. Courses included in the University’s PhD catalogue can only be activated if chosen by at least three students.

In addition, throughout the entire PhD cycle, each student must participate in at least 72 hours of transversal skills training, corresponding to an average of 4 hours every two months. These activities are organised by the University and cover topics such as scientific communication, research ethics, intellectual property, and project management.

PhD students are responsible for registering for the chosen activities and attending them regularly.

Seminars

Seminars are an integral part of the Food Systems PhD training programme and are designed to promote interdisciplinary dialogue and critical discussion among students, faculty members, and invited experts.

These events often feature speakers from academia, research institutes, or industry, who present current research topics and emerging trends in the field of food systems.

Announcements of upcoming seminars are sent by email to all PhD students and are also published on the official Food Systems website. Attendance is strongly encouraged, as seminars offer valuable opportunities for learning, networking, and developing transferable research and communication skills.

Journal Club

The Journal Club is typically held in January or February and represents a key formative event, especially for first-year PhD students. Its main objective is to allow students to present and discuss their research projects within the Food Systems community.

Each student gives a short presentation (around five minutes) followed by questions and discussion. The sessions are moderated by second- and third-year PhD students, with the support of a senior academic, creating a dynamic and collaborative environment that encourages exchange between different cohorts.

Presentations are subjected to an evaluation process, aimed at improving students' project proposal and presentation skills. Presentations are evaluated according to the following criteria:

1. Presentation and clarity – The project must be clearly presented, with well-designed, readable, and scientifically accurate slides.
2. Statement of the research problem – The literature review should identify a clear research gap, leading naturally to the definition of research questions, hypotheses, or objectives.
3. Research design and methodology – The student should outline the proposed methodological approach, provide justification for the chosen methods, and include a tentative research timeline.
4. Contribution to knowledge – The expected scientific contribution of the project.
5. Potential applications and impact – The possible scientific, technological, social, or economic relevance of the research.

Additionally, participants are asked to produce a short video presentation of their research project to be shared on the programme’s social media channels, promoting visibility and outreach.

Participation in Conferences

PhD students are strongly encouraged to participate in scientific conferences and workshops as part of their training and professional development.

Participation in the Workshop on the Developments in the Italian PhD Research on Food Science, Technology, and Biotechnology is mandatory. This national-level event is held annually at a different location, generally in September.

In preparation for the workshop, students are required to submit an abstract by a deadline usually set in June, and prepare a poster or an oral presentation according to the year of course.

• First-year students submit a 2-page abstract (presenting the state of the art in their research area and outlining planned activities, including timelines) and prepare a mini-poster (A2 size).
• Second-year students submit a 2-page abstract (describing the methodology and results of the research conducted up to that point) and prepare a poster (A1 size).
• Third-year students submit a more detailed 5-page document (reporting methodologies and results of the research carried out over the three-year doctoral period) and prepare an oral communication.

During the workshop, first- and second-year students present and discuss their poster in front of two reviewers, while third-year students deliver an oral presentation. Typically, two evaluators assess both the written abstract/paper and the poster/oral presentation. Feedback is provided to each student at the end of the workshop.

Detailed information on deadlines, submission procedures, and evaluation criteria is communicated annually to all PhD students by the workshop scientific committee.

Beyond this national workshop, students are also encouraged to participate in national and international conferences, in agreement with their PhD supervisor, to present their work, expand their professional network, and gain experience in scientific communication.

Participation in Doctoral Discussions

All PhD students are expected to attend doctoral defenses organised throughout the academic year. These sessions, during which PhD candidates present their final results, are important opportunities to engage in scientific debate and strengthen the sense of community within the Food Systems PhD programme.

Missions

A mission is defined as any activity carried out outside of the normal workplace, whether in Italy or abroad. This includes, for example, participation in conferences, summer schools, or research activities conducted at other institutions or companies.

All activities conducted outside the Università degli Studi di Milano must be pre-authorised (before the mission takes place), regardless of whether the mission is eligible for reimbursement. To request authorisation, students must follow the following steps:

1. Request a mission number by sending an email to , providing details about the period, location, and purpose of the mission.
2. Complete the “Richiesta Autorizzazione Missione” form (available in both English and Italian versions). The template can be downloaded from the Food Systems website under “General Info” → “Missions”.
3. Submit the form for authorization by the Dean. The Dean will examine the request and may approve the mission using the “Autorizzazione Missione” form, also available on the Food Systems website under “General Info” → “Missions”.

After completing the mission, submit a reimbursement request for any expenses incurred, following the departmental procedure (, modulistica di dipartimento → missioni e piccole spese → Procedura rimborso missioni). Detailed information on mission reimbursement rules is available here: .

PhD students are responsible for compliance with all administrative rules, and careful documentation of missions is essential to ensure proper funding, recognition of activities, and accountability.

For more information, students are encouraged to contact their tutor and co-tutor.

Each PhD student is allocated an individual annual budget to support their research and training activities. The total amount available is communicated every year by the Dean or by the Department Administration Office.

These funds can be used to cover expenses related to:

1. the purchase of consumable materials (e.g. reagents, disposable lab items)
2. the purchase of personal computing equipment (such as laptops)
3. participation in conferences, workshops, and other training activities.

Before proceeding with any purchase, students have to consult their supervisor, who can provide guidance on the correct administrative procedure and ensure compliance with University rules.

It is essential that all available funds are fully used before the end of the scholarship period, as unspent amounts cannot be carried over or reimbursed after the end of the doctoral funding.

International mobility is a key component of the PhD Programme in Food Systems and an important opportunity for academic, professional, and personal growth. PhD students are strongly encouraged to spend a period abroad at a research institution, university, or company relevant to their research topic.

Research Period Abroad

The period abroad offers students the opportunity to carry out part of their research project, acquire new methodological skills, establish international collaborations, and expand their professional network.

The duration, topic, and location of the stay should be agreed upon with the supervisor and must be compatible with the advancement of the doctoral project. Unless otherwise specified, at least three months of research abroad is recommended to ensure a meaningful and productive research experience.

To ensure that the period abroad is recognized as such, and to be able to benefit from the increase in the grant (see below), before any mobility period, students must complete the following necessary authorization procedure. Therefore, any PhD student intending to conduct a research period abroad must request authorization from the Doctoral Board. The request must be submitted by the tutor on behalf of the student, including the following information:

1. Name of the UNIMI Tutor
2. Reference person at the hosting institution
3. Location of the internship or research stay
4. Name of the trainee
5. Start and end dates of the activity
6. A brief description of the planned research or internship activities

Approval from the Doctoral Board is mandatory before departure. Additionally, students must also request mission authorization.

In the case of an Erasmus Traineeship mobility, the selected student must complete a Learning Agreement before departure. Students are required to contact the Department’s Erasmus Contact Person (Professor Vera Lavelli: ) for assistance with the application process and the preparation of the Learning Agreement. More information on Erasmus Traineeship opportunities — including calls for applications, eligibility, and procedures — can be found at: .

If the internship or research stay is not part of the Erasmus programme, once approval from the Doctoral Board has been received, the student must contact the Department’s Internationalisation Contact Person (Professor Alessandra Marti: ) for initial guidance on the required procedure.

PhD students can receive additional funding for research periods abroad, as provided by national regulations. According to current University rules, the PhD scholarship is increased by 50% for periods of at least 30 consecutive days spent abroad for research or training purposes, up to a maximum of 18 months over the entire PhD cycle.

For more detailed information, please visit the University webpage on “Scholarship increases for research periods abroad”: .

Students who wish to obtain the Doctor Europaeus / European Doctorate recognition must fulfil the specific requirements established by the University and the European Doctorate framework. Among others, these include:

• spending at least three months of research in a European country other than Italy;
• having at least two referees from institutions in EU countries (other than where the thesis is defended).

Detailed information on these requirements and related procedures can be found in the University PhD Regulations and on the Food Systems website under General Info → European Doctorate.

The Doctoral Board is responsible for evaluating each PhD student’s progress and determining their admission to the following academic year. The evaluation process is based on the assessment of the student’s scientific activities, training record, and overall engagement in the programme. The evaluation procedure ensures that all PhD students maintain steady progress toward their research objectives and that their training activities remain consistent with the goals of the Food Systems Doctoral Programme.

Annual Evaluation Form

Each PhD student must complete an evaluation form at the end of every academic year. This document provides the Doctoral Board with a comprehensive overview of the candidate’s progress and must include:

1. a brief summary of research activities carried out during the year (approximately 300 words);
2. a list of national and international conferences attended;
3. a list of publications, if any;
4. a record of specialized and transferable skills courses attended (both mandatory and elective);
5. a report on any third mission or outreach activities (public engagement, dissemination, etc.).

The evaluation form must be submitted by July of each year. A standardised format for the form is provided to all students, together with the relevant deadlines for submission.

Tutor’s Evaluation

The student’s tutor is required to provide an evaluation of the student’s performance, selecting a grade from “Excellent”, “Very good”, “Good”, “Sufficient”, or “Insufficient”, and justifying the assessment with a short written comment. The tutor’s feedback is an integral part of the evaluation process and contributes to the Board’s final decision.

Board Decision

Based on the documentation provided and the tutor’s evaluation, the Doctoral Board deliberates on whether the student may proceed to the next year of the programme. In the case of an unsatisfactory evaluation, the Board may request additional activities, revisions of the research plan, or—in severe cases—deny progression.

The Dean and the Supervisor must supervise the activities carried out by the students.

Each PhD student is required to maintain a personal Excel file to record their training activities and the use of research funds. This file is shared with the student’s supervisor, the Dean, and the PhD Board, and it serves as an official record of the student’s academic and financial activities during the doctoral programme.

The Excel file contains six sheets:

1. SPECIALISED COURSES – All specialised courses taken by the student must be recorded here. As per University regulations, each PhD candidate must earn at least twelve (12) CFU credits in specialised courses over the course of the doctoral cycle.
2. OTHER EDUCATIONAL ACTIVITIES – Participation in seminars, workshops, conferences, thesis supervision, or any other educational activity should be documented in this sheet.
3. CREDITS GUIDELINES – Instructions and information on which activities are recognized for CFU credits and how they should be recorded.
4. TRANSFERABLE SKILLS – Participation in transversal skills training sessions should be logged here.
5. FUNDS – Students are responsible for tracking the use of their own research funds. All expenditures must be recorded accurately and transparently, including receipts and justifications.
6. TIME ABROAD – AT THE COMPANY – For students undertaking a research stay abroad or a mandatory period in a company, the dates and activities of the stay must be recorded here.

It is the student’s responsibility to keep the file continuously updated. Accurate tracking ensures proper recognition of activities, facilitates reporting, and enables smooth management of funds.

For more information, students are encouraged to contact Professor Alberto Barbiroli ().