Guide for visa and residence permit for scientific research in Italy

The first step a non-EU citizen must follow to come to Italy for a scientific research experience is identifying projects and calls from Italian universities. The search for the university-partner can be based on several parameters ranging from research programs in the applicant’s field of study to the forms of facilities and schemes they provide to the applicant. The choice of university is crucial, as it will be responsible for providing support throughout the administrative and bureaucratic process.

Tip: Use online resources such as the university portal Study in Italy to find detailed information about Italian universities and research programs available in the specific field.

Once the host university has been identified, the individual may contact the administrative office or the research program coordinator to inquire about the procedure for applying for a clearance or Nulla Osta. The nulla osta is a document issued by the Italian authorities at the request of the host university. It is essential as it allows the non-EU researcher to work in institutes accredited with the Ministry of University and Research (MUR). It is important to send a formal request complete with all required documents.

Tip: Prepare a detailed list of documents needed to apply for the Nulla Osta and be sure to send them in advance of the planned start date for the research.

After obtaining clearance, the hosting agreement is established between the host university and the researcher. This document defines the details of the stay in Italy and includes important information regarding:

• Health insurance during the research period;
• The legal relationship and working conditions, including hours and duties,
• The monthly financial resources made available for the researcher’s livelihood;
• The expenses for the return ticket at the end of the research period.

The health coverage component deserves a brief discussion in light of Italian regulatory developments. As of January 2024, membership in the National Health System for non-EU citizens has undergone a drastic cost increase under the Budget Law 2024. In the case of non-EU researchers, as well as for all non-EU citizens holding residence permits other than study or au pair, the cost of membership starts at a minimum of €2,000.00, rising depending on income. For this reason, many non-EU citizens decide to opt for private health coverage.

Tip: Schedule regular meetings with the research program coordinator to discuss and clarify all aspects of the hosting agreement and ensure a clear and mutual understanding of expectations.

Once the documentation is completed and the approval of the host university is obtained, the clearance will be officially issued and forwarded to the Italian diplomatic and consular authorities in the country of origin. Be sure to keep this document securely, as it will be needed for the next steps in the procedure.

Tip: Check the clearance carefully to make sure all details are correct and there are no errors or discrepancies.

With the clearance in hand, it is possible to start the process of applying for an entry visa at the Italian consulate in the applicant’s home country. Welcome Association Italy always recommends seeking information from institutional channels to understand what documents are needed to start the process. Of these, Visto per l’Italia is among the most navigated and navigable portals. By filling out a simple form, it will be possible for the researcher to find all the information to be able to apply for an entry visa and subsequently a residence permit, including the locations of Italian diplomatic representations in the country of origin.

Tip: Plan your visa application far enough in advance of the expected start date of your research to avoid delays or problems during the process.

After obtaining the entry visa, the researcher arrives in Italy to begin scientific research at the host university. Once he or she arrives, he or she should make sure to immediately contact the relevant office at the Questura to start the application procedure for a residence permit. Please note that the applicant has 8 days from entry to initiate the application for a residence permit for scientific research. The relevant office at the Questura should be contacted, making sure to have all the necessary documents and to fill out the application form accurately.

Advice:

A) make a copy of all important documents, including the entry visa and clearance, and keep them in a safe place. They may be required during the application process for a residence permit for scientific research.

B) Book an appointment online through the Questura website to avoid long waits and ensure that you have all the support you need during your meeting.

After submitting the residence permit application, it will be necessary to obtain the postal kit containing additional documents to be completed and sent. This kit includes detailed instructions on how to proceed and where to send the documents. Although the forms may change depending on various factors, broadly speaking the required documents are:

• entry visa application form;
• passport-size photograph;
• Travel document with a remaining validity of at least three months from the expiration date of the requested visa;
• Authorization issued by the SUI(Single Desk for Immigration) for stays longer than three months;
• Documentation of being an employed researcher at a foreign university or research institution for short stays;
• hosting agreement signed with the accredited Italian university or research institute for short stays.

Tip: Carefully follow the instructions provided in the postal kit and make sure to send all the required documents on time to avoid delays in the process.

While in Italy, it is more than advisable, if not mandatory, to obtain a tax code from theAgenzia delle Entrate or from Center for Fiscal Assistance (Caf) and Patronati licensed to practice. This alphanumeric code is needed to carry out various financial and bureaucratic activities in Italy, such as opening a bank account, signing an employment contract or applying for a tax refund.

Tip: Plan a visit to the Agenzia delle Entrate as soon as possible after your arrival in Italy to obtain your tax code and avoid any inconvenience in the future.

Once you have completed all the previous steps, you must make an appointment at the Police Headquarters to finalize the application process for a residence permit for scientific research. During the appointment, you must ensure that you submit all the required documents and answer any questions the officer may have. The convocation has two main purposes:

1. photodactyloscopic sampling;
2. The additions of documents required for the permit.

Tip: Arrive on time to the appointment with all required documents and be prepared to answer any questions about the object of the scientific research and the reason for the stay in Italy.

At the end of the validity period of the permit, the renewal procedure must be initiated. One should contact the appropriate office of the Police Headquarters sufficiently in advance of the expiration date to initiate the renewal procedure. Italian authorities recommend starting the procedure sixty days after the expiration of the residence permit, so as to provide continuity between titles. In the case of the holder of the residence permit for scientific research, it will be possible to renew by submitting the extension of the research program. Along with the extension, it will be necessary to prove possession of the renewal of the hosting agreement with the Host Organization.

Finally, to provide as broad a picture as possible for non-EU citizens holding a residence permit for scientific research in Italy, it is necessary to define the possible conversions of this permit. The Consolidated Immigration Act provides two case histories for the conversion of this title:

1. Conversion to family cohesion and word
2. conversion by elective residence.

Tip: Carefully follow all the instructions provided during the renewal process and make sure to submit all the required documents on time to avoid losing your status as a legal resident of Italy.