EUI - Practical Information for new Research Students

Transcription

1 EUI - Practical Information for new Research Students Academic Year Contents 1. Registration 2. Grants and Payments 3. EUI ID Card 4. Visas and Residence Permits 5. Imports and Customs 6. Persons and Services to contact at EUI 7. Various Facilities at EUI 8. Housing permanent: EUI and non-eui 9. Temporary Accommodation in August and September 10. Health and Accident Insurance 11. Reminder: documents you will need. - Enclosures/links Address for all correspondence (*): European University Institute Badia Fiesolana Via dei Roccettini, 9 I San Domenico di Fiesole Italy Admissions Office Ms Michela Menicagli: Tel. (+39) Fax (+39) applyres@eui.eu EUI Web site (home page): The EUI home page has links to Practical Information hotels, travel, accommodation etc. (*) From 1 st September, you may use this address for correspondence to be sent to you c/o the EUI. All research students have a pigeon hole for their post: at the Badia (Political & Social Science research students), Villa San Paolo (Economics research students) or at Villa Schifanoia (Law and History research students). However, please make sure that your address always includes: Research student, Department of [.].

2 1. Registration - from 9.30 am to 12 noon, Wednesday, 26 August 2009 All new research students must register upon arrival at the Institute. Registration for research students in History, Law and Political & Social Sciences (*) will take place at the main building of the Institute, the Badia Fiesolana in the Refettorio. Information and documents will then be collected for: the payment of your grant (where this is paid through the EUI) your health insurance arrangements completing your personal file. Please bring with you: proof of health insurance cover for the academic year (if not previously supplied) a copy of your qualifying degree certificate/diploma. (if not previously supplied) a passport-size photograph for your EUI student card. Please inform Michela Menicagli (applyres@eui.eu) at the Admissions Office, Academic Service, if for any reason you cannot be present on the day for registration. (*) Note for Economics Researchers: The Economics programme will start earlier than other departments programmes, with the first class of the intensive Italian course getting under way on the afternoon of Monday, 24 August. Research students of the Economics department are therefore requested to register in the morning, between a.m. and p.m., on Monday 24 August at the Economics department in Villa San Paolo. Practical information for new researchers, 2009/10-2-

3 2. GRANTS - National and EUI By the time you register at the EUI, we expect that you will have already settled matters concerning your scholarship with your relative government department or funding authority. The contact address is mentioned in your letter of admission, where relevant. Research students should note the following methods of grant payment: 2.1. Belgium, Italian Ministry grants (Eastern Europe / Russia / C.I.S., Italy); Latvia, Poland, United Kingdom: Grants awarded by these authorities are paid via the Institute by bank transfer, generally at the beginning of each quarter. Belgian, British, Italian, Latvian, Eastern European/Russian/CIS and Polish researchers are therefore requested to open an Italian bank account (**) as soon as possible after arrival and bring their bank account numbers to Françoise Thauvin in the Academic Service. (**) For details on opening a bank account, see 7.4. below France Grants are paid monthly by the French Foreign Ministry to research students' accounts in France. A "RIB" must be sent to the grant authority. 2.3 S.E. Europe and Mediterranean Grant Programmes Nationals of states falling under these two categories are awarded grants by the Italian Ministry for Foreign Affairs, Rome and will, by the time of registration, have been contacted by the Italian Consulate or Embassy in their country of origin. Normally, grants for researchers of these two groups are transferred to a branch of the Banca d Italia in Florence shortly after the start of the academic year. Françoise Thauvin of Academic Service will be able to give further information and give advice on how to obtain an advance payment on the grant in case the Ministry grant is late Other Grants Usually, the research student is paid directly by the national (or private) grant-awarding authority. All questions related to these grants should therefore be directed to the issuing authority and not to the EUI. 3. European University Institute Cards (for all EUI researchers) At registration, research students will receive an Institute identity card which - if you have sent your digital photo in good time will bear your photograph and matriculation number. These cards have to be prepared well before the day of registration, so, we would like to stress: please send us your digital photograph as soon as possible by to admission@eui.eu. Send your photo to arrive no later than 1st July, please. Non-Italian researchers should note that this digital photo will be also used for preparing their Identity Card from the MAE (Italian Ministry of Foreign Affairs) see point 4. below. IMPORTANT: Your digital photo must fulfil the following requirements: - Format: JPG Colours - Maximum allowed size: 100 Kb - Width: 29 mm (or 231 pixels) - Height: 32 mm (or 255 pixels) Practical information for new researchers, 2009/10-3-

4 4. Italian Visa and Residence Permit Requirements - for non-italians Depending on your nationality / EUI status, please consult one of the following: 4.1. Non-European Union citizens 4.2. European Union citizens 4.3. Special notes for Visiting Students, Exchange Students, Visiting Fellows Non-European Union citizens N.B. Many non-eu citizens mistakenly believe that the Visa and the Residence Permit are the same thing. This is not correct. Initially you should apply for a VISA, and once in Italy, where pertinent, a Residence Permit The Italian Visa Non-EU researchers should thoroughly check visa requirements with their local Italian Consulate or Embassy before travelling to Florence. If a visa is required, you should apply for one for at least the first year of your scholarship at the EUI and you should obtain it before your arrival in Italy. The visa is not only necessary for travelling to and entering Italy; permission to stay in Italy during your time at the Institute is strictly related to it. There are several types of visa. The following information should help you identify which papers and which visa you will require during your stay in Italy The Italian Residence Permit (Permesso di Soggiorno) Non-EU citizens travelling to Italy for purposes other than tourism (study, work, etc.), normally have to apply for a Permesso di Soggiorno from the Italian authorities within one week of arrival. However, as the EUI is an international organization recognized by the Italian government, this special status exempts most Institute members from having to apply. For full Institute members, registered for at least one year, the residence permit is substituted by a special card issued by the MAE (Italian Ministry of Foreign Affairs) The special Identity Card issued by the MAE - Italian Ministry of Foreign Affairs. EUI researchers registered for not less than one year on one of the structured programmes of the Institute are entitled to receive a special Identity Card from the MAE (Italian Ministry of Foreign Affairs). The card is issued for the full duration of the programme and exempts researchers from having to request a residence permit from the local authorities. This is the simplest way of being in order during your stay in Italy. The card is free-of-charge and involves little loss of time. The EUI Academic Service takes care of the whole application procedure, but it is essential that you follow the relevant instructions with care. (refer to the following section) N.B. The following are not entitled to the card: Italian nationals partners and family members of researchers or fellows students or fellows staying for less than 1 year Visiting Students and Visiting Fellows, regardless of the length of their stay Practical information for new researchers, 2009/10-4-

5 The "Long-term Type D Visa for mission purposes". To apply for the MAE Identity Card, the Ministry of Foreign Affairs requires you to have a long-term "Type D Visa for mission purposes" (in Italian: Visto di tipo D per missione lunga durata). The Academic Service will provide you with a letter for your Consulate/Embassy to help you obtain this visa The EUI Visa Support letter To prepare this letter, we need a scanned copy of your passport. It is not necessary to scan your entire passport, but the page (or pages) with: - personal data (surname, forename, date and place of birth etc.) - passport details (number, date and place of issue, expiry date). If you have a special passport, e.g. diplomatic passport, please also scan the cover page. N.B. If your passport is to expire shortly, please renew it before applying. VERY IMPORTANT: The scanning of your passport is also relevant for the preparation of the special MAE card. To this end, the scanned document must fulfil the following requirements: - Format PDF, grey scale. - Maximum size: 1 MB - Your passport must have a duration of more than 6 months as of the date of your arrival. Please send your scanned passport to: admission@eui.eu. We also need the following information: - address of the Italian Embassy or Consulate receiving your visa application - Your postal address and telephone number The visa support letter will be written in Italian. It will be sent directly to you (not to the Embassy or Consulate) by normal mail. A scanned copy will be also sent to your address. NOTE: It is strongly recommended that any request for assistance regarding visas is addressed to the Academic Service (admission@eui.eu ) no later than 1 st July We cannot guarantee effective assistance for requests arriving after that date. The last working day for Academic Service before the summer break is Friday 31 July. After that date, it will not be possible to give any kind of assistance until the EUI re-opens on 24 August The Visa application is your responsibility. Before starting the procedure, check whether the Embassy/Consulate requires any additional documents other than the EUI visa support letter, Applying for the special Identity Card from the MAE The application for the special MAE card is prepared before registration, but will arrive only afterwards. You will be contacted by Academic Service well before your registration with further details regarding this matter. You will be asked for 2 digital files: - Your photo (we will use the same for your EUI Student Card) - Scanned copy of your passport and, where pertinent, visa However, please do not send any files before we have contacted you. Practical information for new researchers, 2009/10-5-

6 Visa and Residence permit for dependent family members (married partners and children). If requested, the Academic Service can also provide a visa support letter for family members who might be accompanying you (please refer to The EUI Visa Support letter). Check visa requirements for accompanying family members with the relevant Italian Consulate or Embassy. Unfortunately, family members of researchers are not entitled to the special Identity Card from the MAE. Consequently, the "Long-term Type D Visa for mission purposes" does not apply. Within one week of arrival in Italy, family members have to apply for a normal residence permit (Permesso di Soggiorno - see ). Note to unmarried partners: Unmarried partners of research students should note that the EUI is not in a position to assist them in obtaining a visa (where applicable), nor can it assist them officially with the issue of a residence permit, as the Italian State does not recognize unmarried couples. Nevertheless, unmarried partners may contact the Academic Service should they need further information on the issue of visas and residence permits The standard residence permit ( Permesso di Soggiorno ) The EUI is not in a position to take care of the normal residence permit Nevertheless, those who need to apply for the so-called Permesso di Soggiorno may contact the Academic Service (michela.menicagli@eui.eu) for information, and they are recommended to do so as soon as possible after their arrival at the EUI. Please be reminded that the Permesso di Soggiorno application must be submitted within the first week of your arrival European Union citizens European Union citizens are not required to have a visa for Italy Official registration of your stay in Italy the MAE card The easiest way to register your stay is to apply for the special Identity Card issued by the MAE - Italian Ministry of Foreign Affairs. Academic Service takes care of the application procedure; prior to registration, you will be requested by to provide the relevant documentation. Please refer to points and for further details about this card and how to apply for it. N.B. The following are not entitled to the card: Italian nationals partners and family members of researchers or fellows students or fellows staying for less than 1 year Visiting Students and Visiting Fellows, regardless of the length of their stay Most EUI research students use the special ID card from the MAE as an alternative to the local residence registration (see below). The MAE card is an official document issued by the Italian state - proving that your presence in Italy is related to EUI membership. Practical information for new researchers, 2009/10-6-

7 However, it is NOT equivalent to registration as a local resident. For example, you might be asked to certify your residence in Florence for the following: - if you need to buy a car or a motorbike - if you need to sign a contract for electricity or telephone supply in your house - if you wish to enrol in the Italian public Health-care system More generally, registration as a local resident could be required for certain legal commitments during your stay in Florence so you should be prepared to register at the local town hall (the anagrafe office of the comune ) if the need arises (see below) Local residence registration for EU citizens EU citizens staying longer than 3 months should register at the local town hall ( comune ) and make an official declaration of their stay at the anagrafe office. General information (in English) on this procedure is available at: This registration is not necessary for EU citizens staying less than 3 months Special notes for Visiting Students, Exchange Students, Visiting Fellows. Visiting Students, Exchange Students, and Visiting Fellows regardless of their nationality and the length of their stay are not entitled to apply for the special ID card issued by the MAE (Italian Ministry of Foreign Affairs). EU citizens who wish to stay in Italy for periods not exceeding 3 months should report their presence on Italian territory to the local Police authorities where they will be asked to fill out a specific form. EU citizens staying longer than 3 months should register at the local town hall ( comune ) where they officially declare their stay at the anagrafe office. Full details in English: Non-EU citizens: A residence permit ( permesso di soggiorno ) is not required for business, tourism, short visits or study, provided that the stay does not exceed 3 months. Where the stay is for more than 3 months, the non-eu visitor must apply for a residence permit within 8 days of arrival in Italy. For further details (in English): Procedure: Either obtain the permesso di soggiorno application pack at a post office ( kit as it is referred to), fill in the request form, hand it back into the post office with the required documents and await the issue of the permit. The costs involved amount to about 72. or go to the local town council offices or patronato (authorised office) where assistance will be given in filling in the application forms. These must then be submitted, with all supporting documents, to the relevant desk at the post office (sportello amico). Costs: idem. Another useful web site for information on visa and residency aspects is: Practical information for new researchers, 2009/10-7-

8 5. Imports and customs EU NATIONALS For the import of personal belongings, electrical goods, computers etc. into Italy, there are no restrictions, provided the articles were bought in the EU. If you bring articles bought duty free outside the EU, and for which duty and/or value-added-tax has not been paid in one of the EU states, they will be subject to Italian import-duty. Note too that dollars will invariably be understood as U.S. dollars, meaning that you may pay higher customs duty than the actual value of your belongings. NON-EU NATIONALS Persons wishing to bring a small quantity of personal effects, including books, are advised to bring them as accompanied luggage. In this case, you will need your passport (and visa, if required) and a list of the items you are bringing with you. We would strongly advise against shipping your belongings separately. Whatever the quantity, we would urge you to bring them with you as accompanied luggage so that you can settle matters personally and directly with customs upon arrival in Italy. Experience has shown that the formalities for getting shipped goods out of customs are complicated, time-consuming and sometimes costly. For example, the goods shipped do not always reach the customs office in Florence as planned and if they end up in another customs office distant from Florence, getting them from there to Florence can prove to be extremely difficult, sometimes impossible. That said, there is an office at the Institute which deals with the shipment of imported personal effects and if you decide to follow this route, please contact the Welcome Unit Office directing your enquiry through the Academic Service, but no later than mid-june, in order to complete all the formalities for importing your goods free of customs duty. MOTOR VEHICLES Importing a vehicle, new or old EU nationals may import a vehicle without paying duty, provided that it is over six months old and has done more than 6,000 km. Non-EU nationals can import a vehicle duty-free on providing proof of ownership for over 1 year. If you have any questions regarding the import and re-registration of vehicles in Italy, please contact the (welcomeunit@eui.eu), Logistics Service, no later than mid-june (September arrivals), who will put you in touch with the appropriate office. Buying a vehicle in Italy A new or used car or motorcycle If you intend to buy a new or a second-hand car, Italian regulations require you to have official residence in Florence. Normally, this must be proved by a residence certificate (certificato di residenza to be presented to the motoring authorities. However, if you wish to buy a new or used car or motor-cycle, this residence certificate (certificato di residenza) can be substituted by a certificate from the Institute (available from the Academic Service). You will also need a tax-code number (codice fiscale). See below (7.4.) for information on how to apply for the tax code. Remember to take your passport or national ID card and your Practical information for new researchers, 2009/10-8-

9 residence permit when you go to buy a vehicle. All expenses related to the purchase and registration of a vehicle have to be paid directly to the car dealer. Motorini The common term in Italian for any small motor cycle, moped or scooter under 50cc is motorino. A used motorino may cost anything from 250 to 1000 depending on age and condition, while a new, basic model will cost about Remember that third party insurance is obligatory and crash helmets must be worn. The new owner of a motorino (new or used) also has to acquire personal number plates for it, which cost about 100. Number plates should be registered with the Florence Ministry of Transport office (Ufficio della Motorizzazione) in 160/a, Via Lucchese, Osmannoro. However, this is quite some distance from the EUI, and we therefore advise you to go through the central office of the ACI Automobile Club di Firenze in Viale Amendola, 36 Florence. Again, you will need the special substitute residence certificate which you may obtain from the Academic Service. Note: When buying a second-hand car or motorcycle, you should take into account that older vehicles without a catalytic converter are not allowed to circulate in the city centre. Practical information for new researchers, 2009/10-9-

10 6 Persons and services to contact at the EUI: 6.1 Academic Service (tel *373; fax: *444) *N.B. When telephoning from inside the Institute, the extension number is made up of four digits: 2 x x x, where x x x are the last 3 numbers of the full number, e.g. the Admissions Office ( ) would be General servac@eui.eu The Academic Service, located in offices at the Badia Fiesolana, in the so-called bank corridor is responsible for organising the selection, admission and reception of new students and post-doc Fellows and for the recruitment of academic staff. To the research students and fellows, it provides all the administrative assistance they may need, from shortly before registration to the time they leave. Any assistance research students may need, from practical information, accident and health insurance, welfare, grants, to internal administrative and financial questions, is provided by this Service. Individual staff members of the service with whom you will have most contact are listed below, together with a brief summary of their main duties. The service is responsible for organising the meetings of the Institute's examining board, the Admissions Committee. It assists in administering the EUI research programmes by managing the internal and external finances set aside for the various projects. This it carries out in conjunction with the Research Council, for which it organises meetings twice yearly. The EUI Language Centre, which organises language courses is under the responsibility of the Head of Academic Service as far as general orientation and administrative matters are concerned. To this end, there is a Language Committee consisting of student representatives, professors and language teachers. Academic Service Staff: Dr. Andreas Frijdal Head of Service tel: /379, andreas.frijdal@eui.eu Responsible for all the units of the Academic Service Advises the Principal and teaching staff on all academic matters: the doctoral and postdoctoral programmes; research activities Recruitment of academic staff and fellows Main contact person between the Institute and the researcher representatives Publication of the EUI Annual Prospectus. Beatrijs de Hartogh Co-ordinator for Academic Service tel , beatrijs.dehartogh@eui.eu Personal assistant to Head of Academic Service General Co-ordination of Service; internal and external contacts 4B Committee: sports and leisure; 5B Website Ken Hulley Student Administration tel: , ken.hulley@eui.eu Administration of the doctoral programme Contacts with national grant authorities (admissions and policy matters) Practical information for new researchers, 2009/10-10-

11 Management of Academic Service's database Co-ordination of health and counselling services Françoise Thauvin Student Administration tel , Contacts with national grant authorities (for grant payments and suspensions/insurance matters) Administration and payment of students grants, Institute and 4 th -year grants Health insurance: accidents, claims, contacts with Van Breda company and Italian Public Scheme Advice on health services and counselling Traineeships/Stages at EU Institutions EUI Degree certificates/diplomas Linda Gilbert Student Administration tel , linda.gilbert@eui.eu International exchange programmes (US and Erasmus exchange programmes) Registration of Visiting Students Academic Service s web pages Practical Information Guides Judith Przyrowski Career Development and Alumni Relations tel , judith.przyrowski@eui.eu EUI alumni Career development Eija Heikkinen Head of Human Resources tel , eija.heikkinen@eui.eu Recruitment of research students, post-doctoral fellows and professors. Follow-up for post-doctoral fellows in residence Michela Menicagli Admissions Office tel: , michela.menicagli@eui.eu General information for candidate research students, fellows and professors Coordination and processing of applications for research students, fellows and professors Organisation of student candidates' pre-selection meetings and interviews Preparation of research student registration Residence permits ( carta d identità from the Ministry for Foreign Affairs, Rome / permesso di soggiorno from the local Questura) Practical information for new researchers, 2009/10-11-

12 6.2 Logistics Service (tel ; fax: ) Logistics Service is responsible for the day-to-day management of the EUI. The Service is in charge of repairs, techical maintenance and cleaning, furniture and office supplies, conference and seminar logistics, official meetings, the Welcome Unit including Housing and researcher flats, Restaurants, Travel agency, Printshop, Crèche. General Director: Kathinka España tel /407, Secretary to the Director: Martine Péau tel , For any specific information concerning: Housing (private accommodation and EUI flats) Giovanni Ugolini tel: , EUI Kindergarden: Gloria Peruzzi tel , Import and customs formalities: Filipa de Sousa (Welcome Unit) tel , Computing Service (tel ; fax: ) Marco Rulent Director For all questions related to computer-aided research, word-processing facilities etc., you are invited to contact the Computing Service (based at the Casale, next to Villa Schifanoia, but with offices also at the Badia) via their Service Desk at: (Badia Political & Social Sciences) (Villa Schifanoia History and Law) (Villa San Paolo Economics) More detailed information on the service may be found on the service s home page on the Web: The Library The Librarian: Veerle Deckmyn Secretary to the Librarian: Lotta Svantesson The Library s Information Specialists are: Thomas Bourke Economics tel / 904, thomas.bourke@eui.eu; econlib@eui.eu Serge Noiret History & Civilization tel , serge.noiret@eui.eu Machteld Nijsten Law tel , machteld.nijsten@eui.eu Peter Kennealy Political & Social Sciences tel , peter.kennealy@eui.eu Practical information for new researchers, 2009/10-12-

13 6.5 The Departments, 2009/10 Economics: Based at Villa San Paolo Prof. Massimiliano Marcellino Head of Department Jessica Spataro Departmental assistant tel , fax , History & Civilization: Based at Villa Schifanoia Prof. Heinz-Gerhard Haupt Head of Department Rita Peero Departmental assistant tel , fax , Law Based at Villa Schifanoia Prof. Ernst-Ulrich Petersmann Head of Department Alison Tuck Departmental assistant tel , fax , Political & Social Sciences Based at the Badia Fiesolana Prof. Peter Mair Head of Department Marie-Ange Catotti Departmental assistant tel , fax , Robert Schuman Centre for Advanced Studies Based at the Convento and Villa Malafrasca, San Domenico Prof. Stefano Bartolini Director Angelika Lanfranchi Secretary tel , fax , Max Weber Programme Based at Villa la Fonte (Via delle Fontanelle, San Domenico) Prof. Ramon Marimon Director Susan Garvin Secretary tel , fax , Practical information for new researchers, 2009/10-13-

14 7. Various facilities at the EUI 7.1. Introductory Guides The EUI Introductory Guides are made up of information that will help you find your way around Florence and around the EUI. They are updated in July each year and will be available at registration. The last edition of the guides (2008) may be downloaded from the page: They contain ample information on: medical facilities in Florence and at the Institute (doctors, dentists, hospitals, ambulance services, EUI clinic and support service), theatres, sports, updated department and service lists, housing and agencies, notes on housing contracts, and various contact phone numbers for schools, car-hire, etc. 7.2 Pigeon-holes All researchers have pigeon-holes at the Institute for their mail. However, please do not send anything, or do not ask people to send you anything before arrival. N.B. Any post addressed to you from 1 st September should be clearly marked: Name & Surname Research student, Department of... European University Institute (Badia Fiesolana) Via dei Roccettini 9 I San Domenico di Fiesole 7.3 Photocopying and Printout quota The Computing Services grant research students a complimentary annual quota of photocopies and print-outs, to a combined total of 4200 pages per annum. Both the photocopy and print-out quotas are registered on the EUI matriculation/id card that you receive at registration. 7.4 Banks There is a bank at the Institute: Cassa di Risparmio di Firenze (Monday to Friday, 08:45 13:00) All new arrivals may open a bank account there if they so wish. The bank is in the Badia, in the west-facing corridor above the Refettorio and canteen, next to all student services. There is a Bancomat (ATM) machine for automatic cash withdrawal at the Badia. It is situated in the same bank corridor, at the end nearest the church. Researchers who are paid through the Institute are asked to open an account as soon as possible and give the account number to Françoise Thauvin of the Academic Service, so that the administration may proceed with the payment of your first grant instalment. In order to be able to open a bank account (and indeed a telephone account, a mobile phone account and even electric or gas accounts), you will need to have an Italian tax code (Codice fiscale). To obtain this, you must take your passport or national ID card to the central tax office in Florence, in Via Santa Caterina d Alessandria 23, mornings only between 8.30 and (Monday to Friday). This is the main office (ufficio Firenze 1). Other offices for the issue of the tax code: Ufficio Firenze 2: Viale S. Lavagnini 27 (close to the main tax office) Ufficio Firenze 3: Via Panciatichi 20 (Rifredi area of Florence) Practical information for new researchers, 2009/10-14-

15 7.5 Canteen and Cafeteria Throughout the year, except for Christmas, Easter and (most of) August, the Cafeteria and Canteen (Mensa) are open from Monday to Friday. Cafeteria Self-service canteen: Payment for meals can be in cash or through your EUI student ID card, which can be credited at the canteen with amounts of over 5. Please go to the cashier at the canteen to top up your card. Research students get a 40% discount on the regular canteen prices. 7.6 The Bar Fiasco In the bottom corner of the Badia, below the self-service canteen, is the Bar Fiasco. It has a TV and games room (pool-table and table football). It opens at approx p.m. and closes at (??!!). Drinks and sandwiches are served; hot drinks are available, barkeeper willing. It is a good meeting place for researchers, fellows, faculty and staff. It is managed by the Bar Committee, made up almost exclusively of research students. 7.7 Daily Newspapers In the cafeteria at the Badia, you will find a good selection of the main European newspapers. 7.8 Medical Clinic Medical Support service for research students and fellows is available at the Institute. There is a consulting room at the Badia, where, on Wednesday mornings in term time, two doctors (one specialist a gynaecologist, and one general practitioner [GP]) are available for visits. Please remember that you have to book at least 24 hours beforehand for an appointment, by or telephone. The costs are: 45 for a GP visit; 80 for a specialist visit. More information on medical support and counselling services will be supplied in the Introductory Guides that will be distributed at registration at the end of August. 7.9 The Crèche Based at Villa Schifanoia in the Villino the EUI crèche (nursery/day-care) is available to staff members', researchers and post-doc fellows children, from 6 months to 13 years old. It should, however, be pointed out that it is really for younger children of non-schooling age. It is run by the Crèche Committee, under the responsibility of the Logistics Service. Fees vary according to family income but rates are fair for research students. The contact address is: creche@eui.eu 7.10 Schools Some researchers may have children of school age (in Italy 6-18 years old) and may want to find a particular school. If this is the case, you are advised to consult the documents on schools on the Academic Service s web pages: Suffice it to say that, apart from the local Italian schools (both private and state/municipal) there are two foreign schools, both of which are fee-paying: The International School of Florence Junior School: Via del Carota 23/25 Bagno a Ripoli (FI) tel Middle and Upper Schools: Villa Torri di Lattaia Viuzza di Lattaia, 9 Practical information for new researchers, 2009/10-15-

16 51025 Florence tel It has a nursery school (children 3-5), lower and middle schools (children 6-13) and an upper school (children 13-18). Further information, including enrolment and annual tuition costs, can be found on the school s website: L'École Française Via Gioberti 67, Florence tel École maternelle" for children 5-11years; "École secondaire" for children yrs. Further information, including enrolment and annual tuition costs, can be found on the school s website: Italian (State) Schools: To register a child at an Italian (state/municipal) school, you will need both a school and a medical certificate, translated into Italian and authenticated by the Italian Consulate/Embassy in the country where the child has studied. The school certificate, which is essential, should state the progress of the child and the syllabus s/he has followed. The medical certificate could be obtained in Italy, if necessary, but you are advised to get it from your family doctor as s/he will know exactly what vaccinations and illnesses your child has had. Practical information for new researchers, 2009/10-16-

17 7.11 Research Student Representation Research students have representatives on the Academic Council. If you would like to contact the 2008/2009 representatives, they are: Departmental Reps - Economics Oege Dijk Clodomiro Ferreira Gizem Korkmaz Dominik Menno Departmental Reps History & Civilization Paolo Aranha Ksenia Demidova Minu Hashemi Yekani Gabriela Popa Departmental Reps - Law Moritz Jesse Nikolas Kyriakou Philippe Reyniers François-Xavier Millet Departmental Reps Political & Social Sciences Fernando Casal Bértoa Conor Little Elisa Piras Julien Topal General address: for all General Reps: RepMail@eui.eu Individual addresses: name.surname@eui.eu Visit their site at Practical information for new researchers, 2009/10-17-

18 8.0 Permanent Accommodation Accommodation for research students at the EUI flats General Information The Institute has 38 furnished flats in two blocks in the village of Pian del Mugnone, some 2.5 km north of the Institute, and about 7 km. north of Florence. The flats are situated respectively in: Via Buffalmacco 6A Via Faentina 94B On foot, the flats are about 35 minutes away from the EUI. Buses During the day, bus connections to the Institute, and to Florence, are more or less halfhourly. Pian di Mugnone is connected Trains to the EUI by the ATAF bus no. 21 to Fiesole by the Li-nea bus no. 45 The "Faentina" line from Florence Central Station to Borgo San Lorenzo: between Florence and Pian di Mugnone there are two stops, one at Salviati (the nearest to the EUI... but still about 15 minutes' walk) and at Campo di Marte station. It is a single-track commuter line with about 18 trains per day. Description of the two blocks See cross-sections here ( ) Block 1 Via Faentina 94b, Pian del Mugnone, Fiesole (FI) 10 flats (no. 1 to 10), of type A or B, are two-bedroom flats of approx. 58 sq.m, with a shared living room-kitchen area and a bathroom (all but one with shower) o 6 flats of type A 2 single bedrooms, each suitable for 1 person only at the ground floor o 4 flats of type B 1 single and 1 double bedrooms, suitable for 2 or 3 members families (or for 2 or 3 persons) at the first floor 1 flat (no. 11), of type C, is a three-bedroom flat 2 single and 1 double bedrooms of approx. 106 sq.m, with a living room-kitchen area and 2 bathrooms, suitable for a 3 or 4 members family. Practical information for new researchers, 2009/10-18-

19 All flats have a large balcony and independent gas-fired central-heating. All flats are furnished, have kitchens and fridges, gas-hobs, electric ovens and basic kitchenware. Four large garages in which there are 3 washing machines and 2 dryers are for common use. Rents For the year 2009/2010 monthly rents (including all charges) for rooms and flats are as follows Single room, type A, flats no. 1, 2, 5, 6, 9, 10: 274 Whole flat, type B, flats no. 3, 4, 7, 8: 528 Whole flat, type C, flat no. 11: 858 Flats of type B are normally reserved for families. However, if by September requests from families are fewer than the flats available, the two rooms in each flat will be let separately (as double or single rooms). Block 2 Via Buffalmacco 6A, Pian del Mugnone, Fiesole (FI) 9 flats of type monolocali are one-roomed flats of approx. 29 sq.m, with 1 studio room with kitchenette and a bathroom, suitable for 1 person only 18 flats of type bilocali are two-roomed flats of approx. 36 sq.m, with 1 small double bedroom, a living-room/kitchen and a bathroom, suitable for couples only. Rents For the year 2009/2010 monthly rents (including all charges) are as follows Monolocali: 381 Bilocali: 442 The ground-floor flats (3 monolocali and 6 bilocali) have small gardens. The first and second floors flats (6 monolocali and 12 bilocali) have 1 or 2 balconies. All flats are centrally heated (3 gas-fired boilers in the cellar control the heating for all flats). All flats are furnished, have kitchens and fridges, gas-hobs, electric ovens and basic kitchenware. In the basement of each of the three staircases there is a washing machine, and several store-rooms. Clothes drying machines have also been installed. The block is surrounded by 2,000 sq.m. of common garden and parking space. General rules and regulations for students at Pian di Mugnone The EUI administers on behalf of its research students, two blocks of flats at Pian di Mugnone, Fiesole. Block 1 is situated in Via Faentina 94B and Block 2 is situated in Via Buffalmacco 6A. Practical information for new researchers, 2009/10-19-

20 The flats are under the responsibility of the Secretary General of the EUI who has designated the Institute's Logistics Service to take care of their day to day management. Furthermore, the Institute has designated a Housing Committee, chaired by the Head of the Logistics Service, composed of : Head of the Logistics Service A research student representative The housing officer The Institute's surveyor A member of Academic Service The Committee determines the actions to be taken in order to improve research students' living conditions at the flats as well as the rent that is applied each academic year. Regulations on allocation and admission Admission is decided by the Chair of the Housing Committee, in consultation with the members of the committee. A. Application is by means of an accommodation request form that is to be filled in precisely. It must be accurate where the declaration of income is concerned, especially regarding income from sources other than the (national) grant. Researchers without student status will be excluded from the allocation. B. Applicants wishing to renew the request for accommodation for the following year must do so by the deadline set by the Housing Committee. It will be submitted on the same conditions as the first request. C. Criteria for admission are the following: 1. Need will be the main factor taken into consideration 2. Income, grant and family situation are examined 3. Everything being equal, the research student s year of study determines his/her place on the list: - First-year researchers have priority, followed by - Second-, third- and fourth-years, in that order - Fifth-year researchers are eligible for the allocation of EUI accommodation but researchers from other years have priority. D. Admission is granted from the beginning of September until 30 June of each academic year. The minimum period for leasing a room or flat is 10 months and may be extended until the summer months provided the tenant informs the Institute by the end of May each year. Practical information for new researchers, 2009/10-20-

21 Rules regulating occupancy The very fact that the research student has been admitted to and obtained the right to occupy a flat or room, signifies that he must respect the rules and regulations concerning residence at the EUI flats. The right of occupation ceases whenever internal rules are not respected or when rent is not paid. Before signature of the contract, the tenant shall visit the room/flat in view of the fact that the contract may not be broken after signature. The tenant undertakes to behave with the maximum respect and politeness vis-à-vis fellow tenants, in particular as regards the use of premises and services to be regarded as communal. The tenant shall be barred from ceding the property by way of sub-letting, even partially, or from accommodating third parties. The tenant is responsible for his room/flat, for the equipment and furniture. On signature of the contract, an inventory of furnishings and fittings in the flat shall be attached to it, which shall be signed by the tenant in token of acceptance. The tenant thereby declares that he or she has examined the premises rented and found them fit for his/her own use, and undertakes to return them in the same condition on expiry of the contract. On expiry of the contract a check shall be made on the apartment and any missing fittings or damage to furnishings, fittings, walls etc. shall be charged to the tenant. The tenant may not make changes or alterations of any sort to the premises or the furnishings the room contains without prior written consent from the landlord, on pain of immediate termination of the contract. The tenant shall allow access to his/her room whenever the safety of persons is at risk or where maintenance of the room is involved. Furthermore, the landlord of the flats may, at any time, request to visit the property in order to inspect the furnishings and to check that general regulations are being respected. It is understood that the room or apartment is rented without telephone. Should the tenant lose the keys of the property, he/she will be charged for each new set that has to be made. It is prohibited to use heaters or any kind of electrical appliances that are not compatible with safety regulations or with the supply of electric power in the blocks. The tenant shall obtain information on this from the Logistics Service of the Institute. The tenant shall respect rules of hygiene. No animals of any type may be kept on the premises. Common areas such as gardens, car parks, garages, laundry rooms, stairs should be kept free of refuse at all times. Household waste is to be deposited in the municipal bins situated in the street near the flats. The use of the laundries, garages, store-rooms and cellars is restricted exclusively to the tenants (and their families) living in the two blocks. All these areas are to be kept free of waste material at all times. Washing-machines, dryers and all appliances in common are to be used in strict accordance with the instruction manuals. On expiry of the contract, keys to the property are to be returned in person to the Logistics Service. Should a tenant fail to return the keys, his deposit will not be reimbursed. Practical information for new researchers, 2009/10-21-

22 Financial and security regulations In accordance with Italian law, the tenant and his/her partner, where applicable, must supply their passport details. The rent must be paid by the 15 th of each month by standing order in favour of the European University Institute with the Cassa di Risparmio di Firenze, account no /00 (ABI/CAB ). The rent includes a fixed amount for condominium charges 2 and a flat-rate amount for electricity, gas and water consumed. If researchers at any time fall behind in the payment of their rent, they shall immediately write to the Logistics Service and Accounting Service explaining the reason for the delay and, in the case of their grant being paid through (or by) the Institute, reach an arrangement with these services whereby the unpaid amount is deducted directly from the next instalment of their grant (or monies due from, or through, the EUI). Where such an arrangement is not possible (because the tenant's grant is not paid by or through the Institute), the tenant shall reach an agreement with the said services, providing a plan of payment for the settlement of any unpaid rent within a time limit that is acceptable to both parties. From the Institute s side, when rent has become overdue, the tenant shall be contacted immediately by the Logistics and Accounting Services and be requested to settle the outstanding amount. If the rent is not paid within 15 days of the initial request, and if the tenant has not written to justify this delay, the tenant shall receive a first reminder from Logistics and Accounting Services, requesting that immediate steps be taken to settle the debt or to reach an acceptable arrangement, otherwise proceedings shall be started for the suspension of the tenant s rights to the use of (certain) EUI facilities. Further delay in payment, or failure to justify the delay, shall lead to the issue of a second (and final) reminder, after which, if no payment or justification is immediately forthcoming, proceedings shall be started by the Institute for the suspension of the tenant s right to the use of the leased property. By way of cautionary deposit on signature of the contract the tenant shall pay one full month s rent; this amount shall be repaid to the tenant only after final checks on the premises and furnishings, and after all payments of rental instalments associated with the contract shall have reached the Institute. The stamp duty on the contract and for ensuing receipts shall be for the account of the tenant. The landlord shall provide for registration of the contract, giving the tenant notification thereof. The latter shall then pay the proportion due, namely 50% of the registration fees. On expiry of the contract, it will be understood as terminated without need of notice, and with the obligation of the tenant to return the property immediately, acknowledging explicitly the temporary nature of the rental based on the objective pursued by the EUI for facilitating its own researchers. For whatever matter not explicitly dealt with in the current rules and regulations, the relevant laws of the Italian Civil Code and local usages in this connection shall be complied with. Applications If you are interested in applying for a room or flat, please make sure your application reaches the Housing Office by 5 June 2009 (fax: ). In your application, you have to state: the source and amount of your grant (including supplements if you are married and/or have children); income from other sources, and to mark clearly your preference for the type of room/flat you would like, e.g. single room, flat Type "A", Faentina-Block 1, or "monolocale-studio", Buffalmacco-Block 2. 2 Condominium charges refer to the service charges for electric lighting for the communal areas, stair cleaning, use of the washing-machines, water, gas and heating. Practical information for new researchers, 2009/10-22-