PPGI Request System

Option: [Exclusão de disciplina]

Who can apply: Master’s or doctoral students

Option: [Inclusão de disciplina]

Who can apply: Master’s or doctoral students

Option: [Inscrição em disciplina isolada]

Who can apply: Approved in the selection process for an individual course

Option: [Isenção/equivalência ou aproveitamento de disciplinas]

Who can apply: Master’s or doctoral students

Option: [Trancamento de matrícula]

Who can apply: Master’s or doctoral students

Option: [Solicitação de Desligamento Discente]

Who can apply: Master’s or doctoral students

Option: [Pedidos de PROAP]

Applications for PROAP assistance are regulated by CAPES Ordinance 156, MEC Ordinance 204/2020 (Travel and Per Diem Expenses), MEC Ordinance 448/2002 (Consumable Materials), and PROPGPI Service Order No. 7/2018.

Who can apply: PPGI faculty members (on their own behalf or for students with an active link to the PPGI).

ATTENTION: FOR ANY PROAP APPLICATION FOR STUDENTS, THE APPLICATION MUST BE MADE BY THEIR SUPERVISOR. THE SUPERVISOR MUST ENSURE THAT THE DOCUMENTATION IS REVIEWED, COMPLETE, AND SIGNED BEFORE SUBMISSION.

Who will receive the application: PPGI secretariat (with copy to PPGI coordination).

Steps after the request:

• The Coordination/Secretariat verifies the documentation and includes it on the agenda for the next meeting.
• If the request is approved by the board, the Coordination/Secretariat completes the documentation with the coordination’s data and signature, updates the quota spreadsheet, and forwards it to the CCET to open the SEI process.
• CCET opens the process in SEI and returns it to the PPGI secretariat, already with the process number, so that the request documents can be attached to SEI.
• The professor responsible for the request monitors the process (via process number and, if necessary, contacting PROPGPI and PROAD directly).
  • Access the SEI search module and perform the search using the process number or the name of the interested party.
  • The documentation related to the Accountability Report must be forwarded by the professor to the PPGI Secretariat, with a copy to the Program Coordination, within a maximum period of 5 (five) days from the return to the original headquarters of the service, for its formalization, complying with the provisions of IN No. 3/2015 and Ruling No. 1287/2010 – TCU – 1st Chamber.
    • Original or second copy of the boarding pass stubs, or passenger receipt obtained when checking in via the internet, tickets or the statement provided by the transport company proving the trip, regardless of whether the tickets are paid for by UNIRIO or not;
    • The Certificate or Declaration of Participation in the event (colloquium, congress, course, meeting, conference, lecture, seminar, symposium, training, workshop, etc.);
    • A brief travel report detailing what was accomplished, using the TRAVEL REPORT TEMPLATE;
    • In the case of registration (or any service provided), then send the invoice, certified by the server requesting the service(s) (if a student, signature of the student and the advisor), attesting that the described service was duly provided and is in accordance with the specifications of the respective purchase order.
  • Failure to comply with this requirement will result in the impossibility of new travel requests and legal sanctions.

For your information:

• Only active professors and students of the program can be beneficiaries.
  • Note: By order of UNIRIO’s accounting department, requests for payment of event registration fees or publication fees CANNOT be made to students. These requests must be submitted as financial aid to the student.
• As we work with quotas per professor, the professors responsible for their quotas must indicate the expenses to be incurred within their quota (in terms of airfare and/or per diem [or cost assistance, in the case of a student]).
• PROAD does not offer reimbursement. Therefore, please be attentive to registration and travel requests to avoid paying in advance.
• The responsibility for monitoring the process lies with the responsible professor. The coordination and secretariat are unable to monitor the processes to ensure their proper execution.
• It is not possible to issue travel tickets and pay per diem allowances to employees who have scheduled vacations during the period of absence.

DOCUMENTATION:

The documentation to be attached to PROAP requests depends on the type of request submitted. Please be sure to send all necessary documentation, duly completed and signed (when applicable).

1. Travel: Tickets and/or per diem allowances

For your information: The granting of per diem allowances within the scope of the direct, autonomous, and foundational federal administration is determined by Decree No. 11,872, of December 29, 2023, serving as the basis for per diem allowances for PPGI professors.

The daily allowance for participation in academic or scientific activities in the country will be R$ 425.00 for travel to Brasília/Manaus/São Paulo, R$ 380.00 for other capital cities, and R$ 335.00 for other travel. The maximum daily allowance for student assistance is R$ 320.00. For travel abroad, please refer to the CAPES allowance table. Attention: Circular Letter No. 002/2024 from PROAD requires express justification, with detailed and clear breakdown, for the granting of allowances and/or travel expenses issued on dates before or after the event, especially if it includes Saturdays, Sundays, and/or holidays.

For your information: By order of PROPGPI, payments will only be made with UNIRIO funds (when applicable) for events with restricted Qualis (A) classification, upon proof of Qualis classification.

Documents:

1. Complete the opening process document in SEI. Send it as a DOCX file. In item d, use the items indicated in blue as a basis to specify what is being requested, whether it is for faculty or students, and whether the event is in the country or abroad. In item e, put the name of the faculty member or student for whom support is being requested.
2. Complete the DFD (Demand Formalization Document) for travel and per diem expenses with the applicant’s data. The person responsible for the request is the PPGI coordinator. The justification is essential for payment approval. The period and location of the event are important because they determine the base values. The student aid amount serves as a basis for understanding what is being requested to support the student (equivalent to per diem expenses in the case of faculty). Remember to include the data and signature of the student/faculty member requesting support on the left side of item 4 of the form.
3. Complete the Financial Directorate Form for travel requests. Note: The applicant’s data refers to the program coordinator. The beneficiary’s data refers to the student or faculty member who is expected to receive the aid. Fill in origin 1 and origin 2 if it is a round-trip ticket (if not, justification will be required). In the departure and return dates, be aware that if it is before or after the event, justification is required (In this case, include it immediately after the purpose of the trip). In GRANT, mark Daily Allowance and/or Ticket according to what is being requested and taking into account the faculty member’s quota (it is worth noting that we consider a projection of the ticket value in the analysis of the request, as we do not know the value that the ticket will be issued for when the finance department executes it). If daily allowances are requested, fill in the number of daily allowances (quantity), unit value, and total value.
4. In the case of a student, it is necessary to fill out the Student Financial Aid Form. The student must fill in their data in the entire first group of information (except for Applicant/Applicant, which refers to the PPGI coordinator’s data – name and CPF). Remember to include the date and signature of the beneficiary student. Fill in the event period (essential because it defines the value limits). In addition to the event name, justify the relevance of the event/publication. Regarding the aid amount, be aware of the maximum daily limit for student aid (R$ 380.00 for capital cities and R$ 335.00 for other travel). The PPGI coordinator will include the signature in Proponent/Applicant later, before the documentation is attached to SEI.
5. In the case of students, it is necessary to send the academic transcript to prove that they are an active student (enrolled in the current semester) in the Master’s/Doctorate in Computer Science course at PPGI-UNIRIO.
6. In the case of UNIRIO funding, it is necessary to send proof of the restricted Qualis rating of the journal or conference.
7. Other documents to attach to the application in the case of:
   1. Participation in courses and training in laboratory techniques and equipment use: Description of the training objective and justification, and Course or training syllabus.
   2. Participation of professors, researchers, and students in scientific and academic activities in Brazil and abroad
      1. Event Program
      2. Work to be presented
      3. Proof of acceptance of the work
   3. Participation of external guests in scientific and academic activities in Brazil
      1. Description and proof of the scientific and academic activity(ies) to be carried out
      2. Copy of the passport(s) of the external guest(s)
   4. Participation of professors, researchers, and students in exchange activities and partnerships between graduate programs and formally associated institutions: Description and proof of the scientific and academic activity(ies) to be carried out
   5. Participation of students in courses or subjects in another graduate program, provided they are related to their dissertations and theses*: Proof of enrollment in the subject in another graduate program and description of how the subject relates to their dissertations and theses

1. Consumable Materials
   1. Fill in the DFD (Demand Formalization Document) for Consumable Materials with the applicant’s data.
   2. Other documents to attach to the request:
      1. Terms of Reference
      2. Justification of the Terms of Reference
      3. Preliminary Technical Study
      4. At least three quotes
      5. IN THE CASE OF AN EXCLUSIVE SUPPLIER: If only one company supplies the material and/or service, and it is not possible to include more than 1 (one) quote, it will be necessary to submit a technical justification, explaining why only this supplier meets the requested requirements, and, as the case may be, present the following original certificates or authenticated copies: 1) certificate/declaration of exclusivity of supply (commercialization), issued by the Union, Federation or Employers’ Confederation or equivalent entities. 2) declaration from the manufacturer that the company is the exclusive representative in the region. If the company is foreign, the certificate/declaration must be accompanied by a sworn translation.
2. Third-Party Services (Legal Entity or Individual) – Event Registration Fee

   For your information: By order of PROPGPI, payments will only be made for registration fees for restricted Qualis (A) events, upon proof of Qualis status.

   For your information: In the case of registrations, PROAP funds can only be used if there is SICAF (for both national and international events). It is essential that the applicant is aware that the payment of registration fees for national events must be made by purchase order and is only carried out after the service has been provided (event held). The process will only proceed to the payment phase after the issuance of the tax document by the promoting company and its respective attestation by the service requester. – https://ppgi.uniriotec.br/taxa-de-inscricao-nota-de-empenho-eventos-nacionais/</p>

3. Complete the process opening document in SEI. Send in DOCX format.
   1. Fill out the DFD (Demand Formalization Document) for the Scientific Event Registration Fee with the applicant’s data.
   2. Other documents to attach to the request:
      1. Proof of Submission
      2. Letter/Proof of Acceptance
      3. Article File to be Published
      4. INVOICE, Purchase Order or bank details for payment
      5. Proof of restricted ranking (Qualis) of the journal or conference.
      6. DFD (Demand Formalization Document) issued by the ComprasNet system. See example of ‘tutorial for sending DFD’.
   3. Third-Party Services (Legal Entity or Individual) – Article Publication (Journal)
      1. Fill out the process opening document in SEI. Send in DOCX format.
      2. Fill out the DFD (Demand Formalization Document) for the Scientific Article Publication Fee with the applicant’s data.
      3. Other documents to attach to the request:
         1. Proof of Submission
         2. Letter/Proof of Acceptance
         3. File of the Article to be Published
         4. INVOICE or bank details for payment
         5. Proof of restricted ranking (Qualis) of the journal or conference.
         6. DFD (Demand Formalization Document) issued by the ComprasNet system.
      4. Third-Party Services – Legal Entity or Individual – General

1. 1. 1. 1. 1. Complete the risk map – service templates for maintenance and equipment.
            2. In the case of a Legal Entity: complete the DFD (Demand Formalization Document) for Contracting a Legal Entity with the applicant’s data.
            3. Other documents to attach to the request:
               1. Terms of Reference
               2. Justification of the Terms of Reference
               3. Risk Map
               4. Preliminary Technical Study
               5. At least three quotes
            4. IN THE CASE OF AN EXCLUSIVE SUPPLIER: If only one company supplies the material and/or service, and it is not possible to include more than 1 (one) quote, it will be necessary to submit a technical justification, explaining why only this supplier meets the requested requirements, and, as the case may be, present the following original certificates or authenticated copies: 1) Certificate/declaration of exclusivity of supply (commercialization), issued by the Union, Federation or Employers’ Confederation or equivalent entities. 2) Declaration from the manufacturer that the company is the exclusive representative in the region. If the company is foreign, the certificate/declaration must be accompanied by a sworn translation.
            5. In the case of an individual: fill in the DFD (Demand Formalization Document) for Hiring an Individual with the applicant’s data.
            6. Other documents to attach to the request:
               1. Terms of Reference

                  Justification for the Terms of Reference

               2. Risk Map

               3. At least three quote

               4. IN THE CASE OF AN EXCLUSIVE SUPPLIER: If only one professional performs the service, and it is not possible to include more than 1 (one) quote, it will be necessary to submit a technical justification, explaining why only this supplier meets the requested requirements.

Option: [Pedidos de banca (qualificação, defesa de dissertação de mestrado ou defesa de tese de doutorado)]

Who can apply: Master’s or doctoral students. Attention: If the form is filled out by the advisor, it must be done using the student’s name and information.

Option: [Registro de coorientação]

Who can apply: Master’s or doctoral students

Option: [Pedidos de prorrogação]

Who can apply: Master’s or doctoral students

• The Coordination/Secretariat verifies the documentation and includes it on the agenda for the next meeting.
• The request is analyzed by the board. In case of approval or rejection, the advisor will be notified.

For information:

• Master’s students: may request a maximum of 6 months (1 semester) beyond the regulatory 24-month course period.
• Doctoral students: may request a maximum of 12 months (2 semesters) beyond the regulatory 48-month course period.

Note: It is necessary to observe the deadline for requesting an extension in the PPGI calendar.

Documents for request:

1. Student’s academic transcript.
2. Complete and sign the Extension Request Form.
3. Signed letter of consent from the advisor.

Option: [Outras solicitações]

Who can apply: Master’s or doctoral students