First-help tutorial for newcomers (MSc students, PhD students, postdocs) on the administrative procedures of the organisations (University of Trieste, INFN, KEK, Belle II, Italian State, ...) directly or indirectly involved in our research work. One section is devoted to the specific needs of non-EU citizens. Disclaimer: administrative procedures may change in time, often without warning: always cross-check the present instructions with the relevant contact persons. (latest update: LL 24.03.2024)

Contents:

Student/postdoc categories:

MSc students
PhD students
UniTS postdocs
INFN postdocs

Procedures:

INFN association
Protection and prevention, professional risks
INFN account
Working in Belle II at KEK
Housing
Health insurance
Non-EU citizens
Miscellanea

MSc students

Checklist for or students approaching graduation:

procedures and deadlines of the University of Trieste, Department of Physics; list of contacts.
INFN association.
Protection and prevention, professional risks.
INFN account.
Working in Belle II at KEK.

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PhD students

Checklist for PhD students of the Graduate program in physics of the University of Trieste:

PhD School "handbook" (enrolment, choice of the thesis supervisor, preparation and submission of a preliminary research program, courses offered by the graduate program and corresponding exams, presentation of yearly reports on the research activity, final exam); PhD School administration contacts.
INFN association.
Protection and prevention, professional risks.
INFN account.
Working in Belle II at KEK.
Travel expenses: reimbursement by University or INFN
Housing and health insurance.
Non-EU citizens.

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UniTS postdocs

Checklist for postdoc research fellowships (or "assegno di ricerca") granted and managed by the University of Trieste (UniTS):

UniTS administrative contacts (for entry procedures, etc) at the Department of Physics
INFN association.
Protection and prevention, professional risks.
INFN account.
Working in Belle II at KEK.
Travel expenses, INFN reimbursement;
Housing and health insurance.
Non-EU citizens.

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INFN postdocs

Checklist for postdoctoral research fellowships (or "assegno di ricerca") granted and managed by INFN:

INFN administrative contacts for entry procedures.
Protection and prevention, professional risks.
INFN account.
Working in Belle II at KEK.
Travel expenses: INFN reimbursement.
Housing and health insurance.
Non-EU citizens.

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INFN association

The INFN association allows students and research fellows from other institutions (UniTS, ...) to use INFN resources: laboratories, computers, travel money, insurance coverage for professional accidents and radiation risks.

The association roles are conferred by the INFN President upon proposal of the Director of the INFN Section of Trieste.
Instructions for submitting requests of INFN association, and the corresponding administration contacts, are given in the dedicated INFN web page.
MSc students are required to provide their list of exams and average grade (minimum: 26/30 and 24/30 for physics and technology theses respectively) when submitting the association request. Their associations expire on the date of their final exam; the maximum duration is 12 months, not renewable.
PhD students are required to provide the authorization of the graduate program coordinator (This email address is being protected from spambots. You need JavaScript enabled to view it.) and a copy of the "lettera di conferimento", or an "auto-certificazione" (see the INFN association web page), when submitting their association request. Doctoral students associations have a duration equal to the duration of the doctoral course, and can be extended by a maximum of six months.
UniTS postdocs should provide an attestation of the attribution of their contracts by their institutions. Their associations have a duration equal to the duration of their contracts.

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Protection and prevention, professional risks

Your supervisor will fill a form, specifying your work environment (use of video-terminals, electrical equipment, chemicals, radioactive sources, ...); both you and the Belle II Trieste group leader will sign off. The INFN Protection and Prevention office will file your form and define the mandatory safety training for the prevention of your professional risks, and the corresponding medical examinations. Please note that a mandatory final medical examination is required, when terminating your contract.

If your research activity requires the manipulation of radioactive sources or to access radiation-controlled experimental areas, you will be classified as a radiation worker, to be subjected to specific medical examinations and radiation safety training. Here are some pointers to the relevant information:

INFN radiation protection web page: the secretary of the radiation protection office will book your blood tests, medical examinations, and eye examinations, which are required for radiation workers. She will also get the KEK "Form 10" filled and signed by the radiation safety officer of INFN Trieste.
KEK radiation safety checklist: to access radiation-controlled areas at KEK, every Japanese fiscal year you will have to fill and print the "statement of acceptance as radiation worker (Form 10)", and attend KEK radiation safety training. The bottom part of "Form 10" must be filled and signed by the radiation safety officer of the home institution (INFN Trieste), and delivered to the KEK office.

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INFN account

To use INFN computing resources and interact with the administration for travel authorizations and reimbursements, you will request an account to the INFN computing and networking service. To keep the account beyond a grace period of one month, you must complete a cybersecurity training course.

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Working in Belle II at KEK

Registration procedures for Belle II members:

All Belle II users (collaboration members as well as students, technical staff, and visitors) must register with the Belle II Membership system (B2MMS) to obtain credentials (account / password) to login to the Belle II collaborative services and tools. Please follow the steps described in the Belle II User registration checklist.
The registration with KEK is mandatory for all Belle II users who want to visit KEK, the Belle II detector site, and need access to computing resources at KEK. Please follow the steps described in the KEK registration checklist (only after having successfully registered in B2MMS).

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Housing

Some advice concerning accommodation in Trieste is offered by the FVG Welcome Office of the Area Science Park, hosting part of the Trieste INFN labs.

For students, the easiest and cheapest option may be room rental in a shared apartment downtown. This kind of accommodation is advertised in several web sites; social networks of students and friends may also be helpful.
Private accommodation in rental apartments requires interactions with landlords and agencies. Besides following the useful tips by the Welcome Office, when finally signing the rental contract you may need some help from Italian-speaking colleagues.
The Area Science Park Guest House, located in the Padriciano campus close to the INFN lab, is a convenient temporary solution after your arrival, if you are still searching for a longer-term accommodation downtown. It has a drawback, if you do not drive your own car: in the evenings public transportation is very limited to/from downtown Trieste and the nearby villages, where you can find shops and restaurants.
See also the Univ. of Trieste "Living in Trieste/Accommodation" web page.

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Health insurance

Health insurance is one of the requirements for the residence permit of non-EU citizens.

Italian Health Insurance System (SSN): The healthcare system in Italy is a regionally based national health service known as Servizio Sanitario Nazionale (SSN). It provides universal coverage to citizens and residents, with public healthcare largely free of charge. Treatments which are covered by the public system and a small co-payment include tests, medications, surgeries during hospitalization, family doctor visits and medical assistance provided by pediatricians and other specialists. Furthermore, medication, out-patient treatments and dental treatments are also available. Non-urgent treatments may be subject to rather long waiting queues.
Registration with the SSN system: details about "mandatory" and "voluntary" registrations can be found here.
- Mandatory registration is free if your contract includes the payment of IRPEF (income tax).
- Voluntary registration if your contract/fellowship does not foresee the payment of IRPEF. In this case the payment of a fee is due. As of year 2024, the minimum yearly fee is 700 euros for PhD students and 2000 euros for postdoc contracts.
Private Health Insurance is a possible alternative: the private insurance schemes offer a variety of specialists and medical examinations and may include family members. Medical expenses are reimboursed after the payment from your own pockets.
Your contacts at the (University or INFN) personnel offices will advise you on the choice between SSN and a suitable private health insurance, acceptable for the residence permit. Please be aware that serious illness involving several medical tests and/or hospitalization/surgery may require you to anticipate substantial amounts of money, if you opt for a private insurance.

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Non-EU citizens

As a non-EU citizen you must be aware that there are some formalities to be completed before and upon your arrival, in particular about visa and residence permit. The FVG Welcome Office gives general and specific instructions on these procedures in the "entry and stay" web page. Assistance in these procedures during the UniTS/INFN enrolment will be provided by:

the Department of Physics offices, for UniTS PhD students and postdoc fellows;
the INFN Personnel Office, for INFN postdoc fellows.

Preview of the main steps in the entry procedures for non-EU citizens:

Visa: Non EU/EEA citizen willing to come to Italy may need an entry visa for short and long stay (less or more than 90 days):
- Study visa are granted to foreigners willing to enrol in graduate and post graduate programme (Post graduate training, PhD), to attend single courses, to take in exchange programme, etc., upon the submission of a proof documentation provided by the host institute (UniTS).
- Research visa may be granted to researchers upon the submission of a hosting agreement signed with research institutions such as UniTS and INFN.
Tax Identification Number (Codice Fiscale) is an individual tax identification code required in Italy for all sort of procedures e.g. opening a bank/post account, applying for the national health service, renting a flat, etc. It is free of charge and it is issued immediately with an on-line application. It is usually obtained together with the visa; otherwise the application is made at the Immigration Desk after arrival in Italy (see below).
Italian mobile telephone number: a growing number of on-line procedures (banks, etc.) use your cell phone as part of your identification.
Bank or Post account: in order to get your salary, you need a SEPA (Single Euro Payments Area) bank or post account. You may be asked to provide one or more of the following documents to open such an account:
- Passport or valid ID
- Tax Identification Number
- Italian mobile telephone number
- Residence certificate or valid Residence Permit and proof of your condition (work contract or pay slip).
Residence Permit request:
- Study residence permit and Research residence permit: foreigners holding a visa for study or research (long term Type D) must apply for the permit of stay within 8 days from the arrival in Italy. Non-EU family members may obtain a Family residence permit.
- The (UniTS or INFN) personnel offices will book an appointment for you at the Immigration Office, where you will receive a "request kit" 'Richiesta di rilascio/rinnovo del permesso/carta di soggiorno per cittadini stranieri' , to be filled out and sent by post, at any Post Office. You may need help from an Italian-speaking person to decode and fill the request form; instructions in English on the form and the list of documents to be included are available for both Study residence permit and Research residence permit. Documentation about proof of accommodation, means of subsistence, health coverage for the duration of the permit and any other papers according to the purpose of the stay (i.e. enrolment letter, work contract, research grant, etc.) must be included in the kit envelope. Attention: keep the postal receipt together with your passport, as this replaces your permit of stay until the original arrives.
- The Post office will automatically book an intermediate "fingerprinting appointment" at the local Questura - Ufficio immigrazione (Police headquarters - Immigration office); at this appointment you will be able to provide any additional document, which might be missing in the submitted request kit.
- The permit will be finally issued by the Questura - Ufficio immigrazione, according to the duration and purpose of the visa (study, research, work, family, etc.) and for a maximum of one year at a time.
Enrolment (UniTS or INFN): if you survived up to this point, you are fit for enrolment...
Residence registration: EU and Non EU citizens should register when staying more than 90 days. It is required for registering with the national health service (SSN), exchanging driving license, enrolling children at school etc. The request should be submitted to the registry office (ufficio anagrafe) of the Trieste municipality (Comune di Trieste) in person or by e-mail and will be processed within two working days. More details on the registration process here and here.

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Miscellanea

Additional information on a variety of practical issues (accommodation, entry and stay, health, daily life, family, useful addresses) is available from the home page of the FVG Welcome Office; we list here a few selected items:

European health insurance card: a free card that gives EU citizens access to medically necessary, state-provided healthcare during a temporary stay in any of the 27 EU countries, Iceland, Liechtenstein, Norway and Switzerland under the same conditions and at the same cost (free in some countries) as people insured in that country. The covered benefits include, for example, benefits provided in conjunction with chronic or existing illnesses as well as in conjunction with pregnancy and childbirth. Cards are issued by the Italian Health Insurance System (SSN) if you are registered.
Travelling in and out, Schengen area: there are severe restrictions when travelling in and out of Italy while waiting for the issue/renewal of the Residence Permit.

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Spreadsheet neutron irradiation November 2022

Spreadsheet neutron irradiation July 2023

Spreadsheet neutron irradiation April 2024

SiPM actual fluences for every SiPMs

SiPM development requirement

SiPMs

Producer

Code

Dimensions (mm²)

Pitch (µm)

Max V_bias (V)

#SiPMs

Irradiated

Nov. 2022

Irradiated

July 2023

Irradiated

April 2024

SiPM ID^(**)

5x10¹¹

2x10¹¹

1x10¹¹

5x10¹⁰

2x10¹⁰

1x10¹⁰

5x10⁹

1x10⁹

Hamamatsu

S13360-1350PE

1.3x1.3

8/8

0 *

1 *

2 *

3 *

4 *

5 *

6 *

7 *

FBK

NUV-HD-RH-3015

3.0x3.0

3/3

8 *

9 *

10 *

FBK

NUV-HD-RH-1015

1.0x1.0

4/4

11 *

12 *

13 *

14 *

Hamamatsu

S14160-3050HS

3.0x3.0

1/5

3/5

30, 31

15 *

Kektek^(*)

PM3315-WL

3.0x3.0

2/5

16 *

17 *

Kektek^(*)

PM3335-WL

3.0x3.0

2/5

18 *

19 *

OnSemi

10035

1.0x1.0

2/6

20 *

21 *

OnSemi

30035

3.0x3.0

2/6

22 *

23 *

Hamamatsu

S13360-3025PE

3.0x3.0

2/5

24, 25

Hamamatsu

S13360-3050PE

3.0x3.0

2/5

26, 27

Hamamatsu

S14160-3015PS

3.0x3.0

2/5

28, 29

* extra irradiation of 1x10¹⁰ n/cm² after annealing (April 2024 irradiation)

^(*) since October 7th 2021 KETEK sold the SiPM assets to Broadcom. The new part number are: AFBR-S4K33C0115L , AFBR-S4K33C0135L

^(**)underscored are annealed SiPM at 150 ^oC for 60 days

1. Perché questa informativa

Ai sensi del Regolamento UE 2016/679 (Regolamento nel seguito) e del Decreto
Legislativo 30 giugno 2003, n. 196 e s.m.i, questa informativa descrive le modalita di
trattamento dei dati personali degli utenti che consultano le pagine web e ne utilizzano
gli eventuali servizi agli indirizzi: web.infn.it/Belle-II
E rivolta a chi interagisce con i siti sopra elencati e non con altri, eventualmente
raggiunti tramite link li presenti, ma riferiti a risorse esterne.

2. Il Titolare del trattamento

Istituto Nazionale di Fisica Nucleare (INFN)
Via E. Fermi 40, Frascati (Roma)
email: This email address is being protected from spambots. You need JavaScript enabled to view it.
PEC: This email address is being protected from spambots. You need JavaScript enabled to view it.

3. Il Responsabile della protezione dei dati

I| Responsabile per la Protezione dei Dati é raggiungibile all’indirizzo email: This email address is being protected from spambots. You need JavaScript enabled to view it.

4. Il trattamento dei dati personali via web

I dati personali indicati in questa pagina sono trattati dall’INFN per il raggiungimento dei
propri fini istituzionali, tra cui quello di promuovere e provvedere alla formazione
scientifica e alla diffusione della cultura nei settori istituzionali, sempre comunque
nell’esecuzione dei propri compiti di interesse pubblico o connessi all’esercizio di pubblici poteri.
Per trattamento si intendono tutte le operazioni o complesso di operazioni riguardanti
la raccolta, registrazione, organizzazione, conservazione, consultazione, elaborazione,
modificazione, selezione, estrazione, raffronto, utilizzo, interconnessione, blocco,
comunicazione, cancellazione e distruzione dei dati.
I dati trattati attraverso l’utilizzo delle pagine web dell’lstituto sono dei tipi sotto specificati

5. Tipi di dati trattati

5.1 Dati di navigazione

I sistemi informatici e le procedure software preposte al funzionamento di questo sito
web acquisiscono, nel corso del loro normale esercizio, alcuni dati personali la cui
trasmissione é implicita nell’uso dei protocolli di comunicazione di Internet. In questa
categoria rientrano: gli indirizzi IP dell’utente, il tipo di browser utilizzato, gli indirizzi dei
siti web dai quali é stato effettuato l’accesso, le pagine visitate all’interno del sito,
l’orario d’accesso, il codice numerico indicante lo stato della risposta data dal server e
altri parametri relativi al sistema operativo e all’ambiente informatico dell’utente.
Questi dati, necessari alla fruizione dei servizi web, sono utilizzati per ricavare
informazioni statistiche anonime sull’uso del sito e per controllarne il corretto
funzionamento. Gli stessi potrebbero essere utilizzati per l’accertamento di
responsabilita in caso di compimento di reati informatici o di atti di danneggiamento del
sito. Salva questa eventualita, non sono conservati oltre il tempo necessario
all’esecuzione delle verifiche volte a garantire la sicurezza del sistema, pari al massimo a 7 giorni.

5.2. Dati comunicati dall’utente

Sono tutti quei dati personali forniti dall’utente durante la navigazione nel sito, ad
esempio registrandosi, accedendo ad un’area riservata o a un servizio.
I trattamenti posti in essere per queste finalita sono effettuati con lo specifico consenso
fornito dall’utente e i dati vengono conservati per la sola durata dell’attivita richiesta.
Specifiche informative possono essere pubblicate per l’erogazione di determinate attivita'.
L’invio facoltativo, esplicito e volontario di posta elettronica agli indirizzi indicati su
questo sito comporta la successiva acquisizione dell’indirizzo del mittente, necessario
per rispondere alle richieste, nonché degli eventuali altri dati personali inseriti nella missiva.
E escluso il trattamento di dati sensibili 0 giudiziari che, se eventualmente forniti dall’utente, saranno cancellati.

5.3 Cookie e widget utilizzati

In questo sito sono utilizzati:

5.3.1 Cookie di sessione

Questo sito utilizza cookie di sessione, necessari per il corretto funzionamento dello
stesso e per gestire l’autenticazione ai servizi on-line, alla intranet e alle aree riservate.
L’uso di tali cookie, che non vengono memorizzati in modo persistente sul computer
dell’utente e si eliminano con la chiusura del browser, é strettamente limitato alla
trasmissione di identificativi di sessione. La loro disattivazione potrebbe pregiudicare
l’utilizzo di parte dei servizi on-line.

5.3.2 Cookie analitici

Questo sito utilizza cookie analitici, utilizzati dal gestore del sito per raccogliere
informazioni, in forma aggregata, sul numero degli utenti e sulle modalita delle visite.
Essi sono stati realizzati e messi a disposizione da terze parti e sono stati adottati
strumenti idonei a ridurre il loro potere identificativo (p.e. mediante il mascheramento di
porzioni significative dell’indirizzo IP).
I cookie analitici possono essere disabilitati senza nessuna conseguenza sulla
navigazione: per disabilitarli si veda la sezione Come disabilitare i cookie.

5.4 Come disabilitare i cookie

5.4.1 Tutti i cookie

E possibile negare il consenso all’uso dei cookie configurando opportunamente il proprio
browser. Queste sono le istruzioni per i browser piu diffusi:

- Internet Explorer (1)
- Google Chrome (2)
- Mozilla Firefox (3)
- Apple Safari (4)

(1) https://support.microsoft.com/it-it/help/17442/windows-internet-explorer-delete-manage-cookies
(2) https://support.google.com/chrome/answer/95647?hl=it
(3) http://support.mozilla.org/it/kb/Gestione%20dei%20cookie?redirectlocale=en-US &redirectslug=Cookies
(4) http://www.apple.com/it/privacy/use-of-cookies/

5.4.2 Cookie di terze parti

Se si desidera disattivare alcuni cookie specifici di terze parti si rimanda alle rispettive
documentazioni sopra elencate.
Per disabilitare soltanto i cookie di Google Analytics é possibile utilizzare il componente
aggiuntivo (5) fornito da Google per i principali browser (6).

5.4.3 Cancellazione dei cookie gia memorizzati

La revoca dell’autorizzazione all’uso di cookie di terze parti non comporta la
cancellazione di quelli eventualmente gia presenti sul browser dell’utente. Per la loro
eliminazione é necessario selezionare la specifica opzione presente tra le impostazioni
sulla privacy del browser (di solito indicata come: “Cancella dati navigazione”).

6. Comunicazione e diffusione

I dati possono essere comunicati dal Titolare nello svolgimento delle proprie attivita e
per erogare i propri servizi, a:

- Pubbliche Amministrazioni;
- Fornitori di servizi tecnici, hosting provider e cloud service provider;
- Autorita Giudiziaria.

I dati raccolti non saranno oggetto di diffusione o comunicazione a terzi, se non nei casi
previsti dalla informativa e dalla legge e, comunque, con le modalita da queste
consentite. | dati potranno venire a conoscenza del personale dell’lstituto, nell’ambito
delle rispettive funzioni e in conformita alle istruzioni ricevute, soltanto per il
conseguimento delle finalita indicate in questa informativa.

I destinatari sono nominati, se necessario, Responsabili del trattamento da parte del
Titolare, cui pud essere richiesto l’elenco aggiornato dei Responsabili. Questi ultimi, in
base al contratto stipulato, sono tenuti a utilizzare i dati personali esclusivamente per le
finalita indicate dal Titolare, a non conservarli oltre la durata indicata né a trasmetterli a
terzi senza la sua esplicita autorizzazione.

I dati personali forniti dagli utenti che inoltrano richieste di informazioni e suggerimenti
sono utilizzati al solo fine di eseguire il servizio o la prestazione richiesta e sono
eventualmente comunicati ad altre aree all’interno dell’Istituto o ad altri soggetti
pubblici o privati nel solo caso in cui cid sia necessario per completare la richiesta.
I dati non sono trasferiti a paesi extra UE (7).

Nessun dato derivante dal servizio web viene diffuso.

(5) https://tools.google.com/dlpage/gaoptout?hl=it
(6) Esistono anche add-on per alcuni browser (p.e. Ghostery)
(7) Se non è vero è necessaria un’informativa specifica e consenso dell’utente (art. 49 del Regolamento)

7. Modalita di trattamento

Il trattamento dei dati personali viene effettuato prevalentemente utilizzando
procedure e supporti elettronici e in modo lecito, corretto, pertinente, limitato a quanto
necessario al raggiungimento delle finalita del trattamento, per il solo tempo necessario
a conseguire gli scopi per cui sono stati raccolti e comunque in conformita ai principi
indicati nell’art. 5 del Regolamento.
Specifiche misure di sicurezza sono osservate per prevenire la perdita dei dati, usi illeciti
o non corretti e accessi non autorizzati.

8. Luogo di trattamento dei dati

I trattamenti di dati personali connessi ai servizi web di questo sito hanno luogo presso
le strutture dell’INFN e sono curati solo da personale tecnico dell’ufficio incaricato del
trattamento, oppure dai responsabili designati dal titolare che operano all’interno
dell’unione europea.

9. Diritti degli interessati

Gli interessati hanno il diritto di chiedere al titolare del trattamento l’accesso ai dati
personali e la rettifica o la cancellazione degli stessi o la limitazione del trattamento che
li riguarda o di opporsi al trattamento secondo quanto previsto dagli artt. 15 e seguenti
del Regolamento. L’apposita istanza deve essere presentata contattando il Responsabile
della protezione dei dati all’indirizzo sopra indicato.
Gli interessati hanno anche il diritto di proporre reclamo al Garante
(https://garanteprivacy.it) quale autorita di controllo o di adire le opportune sedi
giudiziarie (artt. 77 e 79 del Regolamento).

10. Aggiornamento

Questa informativa è soggetta ad aggiornamenti in ottemperanza alla normativa
nazionale e comunitaria in materia, si invita quindi a consultarla periodicamente.
Nel caso di mancata accettazione delle modifiche apportate a questa informativa,
l'utente puod richiedere al Titolare la cancellazione dei propri dati personali.
Salvo quanto diversamente specificato, la privacy policy pubblicata sul sito continua ad
applicarsi al trattamento dei dati personali raccolti sino al momento della sua sostituzione.