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Description

The Postdoctoral Fellowships action helps researchers gain research experience in other countries, disciplines and in the non-academic sectors.

There are two types of Postdoctoral Fellowships:

  • European Postdoctoral Fellowships (type of action: MSCA-PF-EF): open to researchers of any nationality who wish to engage in R&I projects in an EU Member State (MS) or Horizon Europe Associated Country (AC). The standard duration of these fellowships must be between 12 and 24 months. 
  • Global Postdoctoral Fellowships (type of action: MSCA-PF-GF): open to European nationals or long-term residents who wish to engage in R&I projects with organisations outside EU Member States and Horizon Europe Associated Countries. These fellowships require an "outgoing phase" of minimum 12 and maximum 24 months in a non-associated Third Country, and a mandatory 12-month return phase to a host organisation based in a MS or AC. 

Postdoctoral Fellowships can encompass different types of mobility:

  • Recruitment: In all cases, the researcher is recruited by a hosting organisation. The researcher must not have resided or carried out their main activity (work, studies, etc.) in the country of the beneficiary (for European Postdoctoral Fellowships), or the host organisation for the outgoing phase (for Global Postdoctoral Fellowships) for more than 12 months in the 36 months immediately before the call deadline
  • Secondment: a secondment is a period of time during which the beneficiary/hosting organisation sends the researcher to a different institution which is an Associated Partner, as defined in the grant agreement. The information about the secondment must be entered in the Mobility Declaration as part of the Continuous Reporting. Secondments can be split into different time periods, but with a combined maximum duration of 1/3 of the project duration or maximum 1/3 of the outgoing phase in the case of Global Fellowships.
  • Non-Academic Placement (NAP): this must be requested in the proposal and is an additional period of up to 6 months at the end of the project spent by the recruited researcher at an institution defined in the GA as an Associated Partner in the non-academic sector and located in a MS or AC.

In detail, for MSCA-PF-GF:

    • The researcher is recruited by the beneficiary (as per the grant agreement)
    • The researcher is sent to an Associated Partner (“Outgoing Host”) in a Third Country (outside EU or HE Associated Countries) for a period of 12-24 months (the ‘outgoing phase’). This ‘Associated Partner is specified in the grant agreement.
      • During the outgoing phase, the researcher may be sent to different institutions for one or more secondments.
        • The researcher comes back to the EU/AC and spends a period of 12 months (the ‘incoming’ or ‘returning’ phase) at the beneficiary. The beneficiary is therefore the ‘Hosting organisation’ for the returning phase
      • During this return phase, the researcher may not be sent on a secondment. A GF can have a NAP following the same rules as in EF (at the end of mandatory phase, in a non-academic sector in a MS or HE AC) for a maximum of 6 months.

Who can edit and submit mobility declarations

The Primary Coordinator Contact/Coordinator Contact can save/edit/delete/submit all mobility declarations for the coordinator and any beneficiary organisation involved in the project. The Participant Contact of the Hosting Organisation can save/edit/delete/submit mobility declaration for its organisation.

Relevant screens in the Grant Management Services

The Mobility tab for Postdoctoral Fellowships contains four tables:

  • Researcher
  • Supervisors
  • Mobility Declarations
  • Secondments

(lightbulb)The Mobility tab is part of both the continuous and periodic reporting.

Researcher

Actions

Initially, the table will contain data concerning the researcher as made available in the grant agreement when completing the Researchers tab.

Some of the data is read-only (information about the researcher, provided in the grant agreement, which cannot be changed at this stage), while some other data can be edited or must be added to the existing ones. 

Editing researcher data

  • Click on the corresponding row:

  • Complete all mandatory data in the 'Edit Researcher' pop-up:

(lightbulb) Click on the Check for updates button to verify if the information under the Personal Profile Data corresponds to the one made available by the researcher under My Person Profile in the F&T Portal. In case the researcher's data cannot be found in My Person Profile, the information needs to be manually encoded and the researcher should be kindly requested to register to My Person Profile (note: to be included in a project, all researchers must have their personal data registered in My Person Profile).   

Click Overwrite to update the data with the one provided by the researcher in the Portal. 

  • To check if all mandatory fields, are completed click the Validate button. To save your changes click Save (or Cancel if you do not want them saved).  

 

Supervisors

Actions

By using this section, the user can can specify the details of the Supervisor indicated in the grant agreement who is responsible for supervising the researcher during the duration of the project at the host institution (Beneficiary).

With the agreement of REA, the Supervisor can change. If a Researcher has had different supervisors in different periods, it is possible to specify all of them, with their start and end dates.

Please make sure that the periods during which the supervisors are active do not overlap.

The current Supervisor should be specified without an end date.

The cover page of the Periodic Report will include information about the Supervisor, if any was provided.

Adding a supervisor

  • Click on Add Supervisor

     

  • Complete all the mandatory information about the supervisor, Validate it and press Save (Cancel if you wish to undo your changes)., 

Editing supervisor data

  • To edit the saved information, click on the corresponding row and change the information in the 'Edit Supervisor' pop-up.  When finished, press Save. 

     

Deleting supervisor data

  • Click on Delete icon to delete a supervisor.

Mobility Declarations

Actions

The Mobility Declarations table allows the introduction and submission of data regarding the recruitment periods.






Initially, the table will contain the data concerning the recruitment periods (as made available in the grant agreement when completing the Recruitment tab) in DRAFT status.

You are able to add more information to or edit some of the existing data. You can also add more recruitment periods or delete them. 

Editing recruitment data 

  • Click on the row corresponding to the recruitment period and edit the data in the 'Edit Recruitment' pop-up:   
  1. Researcher information 
    • Complete all mandatory fields, Validate and Save your data once you finished. 

(lightbulb)Some data is read-only (automatically retrieved from the Researcher table). To change this data, you need to edit the information in the Researcher table. 

(warning) If the contract type is changing, or if a family allowance, special need allowance or a long-term leave are added during the project duration, an amendment needs to be signed before the end date of the Reporting Period at the latest to update the project's Maximum Grant Amount in order to cover the Living and Mobility allowance for the researcher. When the change is applied, in order to be saved, the system will warn you and you will be prompted to take note of the warning by flagging the checkbox.

(warning) If the contract type needs to be changed during the project duration, and the change does not apply to the whole duration of the recruitment, a new Mobility Declaration needs to be created.   

2. Recruitment Information 

    • Complete all mandatory fields, Validate and Save your data once you finished. 

(lightbulb)Some data is read-only (automatically retrieved from the Recruitment tab) and cannot be edited. 

(warning) If, following an amendment, the coordinator has changed, for the outgoing phase, you can edit the sending organisation and choose between the current and the former coordinator, depending on the time period:

3. Recruitment Periods
    • Edit the recruitment period

Use the calendar to edit the start and end date of the recruitment period. You can also choose a different working time commitment and working time percentage, as relevant. 

    • Add new recruitment period (with different working time commitment/suspension for long term leave)  

Click Add period to add a new recruitment period

Edit all mandatory fields. 

 

(warning) If the recruitment period is suspended (e.g. for long term-leave*), an amendment for the extension of the end date of the project** (covering all suspensions of the recruitment period encoded in the Continuous Reporting) should be signed before the end date of the Reporting Period, at the latest. If that is the case, the system will warn you and you will be prompted to take note of the warning by flagging the checkbox.

*The long-term leave cannot be shorter than 30 days and must be pre-authorised by REA.

**The extension of the End Date of the project should match the End Date of the researcher’s recruitment period, taking into account all suspensions/part-time periods during the recruitment(s), as well as the duration of the Non-Academic Placement, if any.

    • Delete the recruitment period

Click the Delete button to delete the recruitment period.

  • Validate and Save your data once you finished. 

Adding a new Mobility Declaration on a recruitment

If the imported (from grant agreement) Recruitment was deleted or the Researcher involved in the project has recruitments with different Contract types and/or different Family Charges within the same grant, you may need to add a new Mobility Declaration. To do so:

  • Click on Add recruitment to add a new Mobility Declaration on a recruitment. 

To complete the information on the recruitment, follow the steps described above to edit the recruitment data.

For newly added Mobility Declarations, you are able to edit fields containing information such as details regarding the destination organisation or the phase of recruitment (for MSCA-PF-GF)) .   

(warning) If, following an amendment, the coordinator has changed, for the outgoing phase, you can edit the sending organisation and choose between the current and the former coordinator, depending on the time period:

If a Mobility Declaration has already been submitted, check and update (if applicable) the content of the submitted Declaration before defining the data for the new one. Not all data can be updated in a submitted Mobility Declaration.   

Deleting the Mobility Declaration 

(lightbulb) Only Mobility Declarations in DRAFT status can be deleted. To delete a SUBMITTED Mobility Declaration, you should contact the EC officer and request them to re-open the Mobility Declaration (and thus revert it to the status DRAFT).  

  • Click the Delete button. 

  • Confirm the deletion (deleting a Mobility Declaration means that all linked secondments (if any) will be deleted as well.

Each time a mobility declaration is submitted, the EU officers are informed via a PNS.

Submitting the Mobility Declaration

  • Click the Submit Declaration button 

  • Confirm the submission

The status of the Mobility Declaration will change to SUBMITTED. 

After the Mobility Declaration has been submitted, you can still edit some data for the recruitment periods or add a secondment.

Each time a mobility declaration is submitted, the EU officers are informed via a PNS.

If you need to update any other information in the SUBMITTED declaration, you must contact the Project Officer and ask to reopen the Declaration to bring it back to the DRAFT state.

Only SUBMITTED Mobility Declarations will be taken into account for the automatic generation of the Financial Statements. If you need to update any other information in the declaration, you must ask the Project Officer to ‘Reopen’ the declaration. Once reopened, the declaration will revert to the DRAFT state.

Each time a mobility declaration is rejected by EU officers, the Coordinator contact will be informed via a PNS and guided to review the rejected mobility declaration.

Secondments

Actions

The Secondments table allows the introduction of data regarding the periods during which the Researcher is seconded to an institution different from the Recruiting organisation and, for Global Fellowships, different from the Hosting organisation for the Outgoing phase.






Initially, the table will contain data concerning the secondments as made available in the grant agreement when completing the Recruitments tab.

Some of the data is read-only, while some other data can be edited or must be added to the existing ones. 

(warning) The imported secondment of type “Inter-Sectoral Research Placement Phase” can be deleted by the Coordinator (to be able to apply any kind of suspensions of the recruitment period on the mobility declaration to which this secondment is linked).

Adding a secondment to the recruitment period

  • Click the Add Secondment to this Recruitment button for the chosen recruitment period

  • Check the Researcher Information data - the data is read-only 

  • In the Secondment Information tab:
    • Check Inter-Sectoral Research Placement Phase (Non-Academic Placement) if from the grant agreement includes an additional period of maximum six months, at the end of the normal period of the project to work in an organisation from the non-academic sector established in an EU Member State or Horizon Europe Associated Country (if the period could not be imported from the grant agreement).

       

(warning)If the data is imported from the grant agreement, this check box cannot be edited (is read-only). 

    • Complete the information about the 'Secondment Organisation':

  • In the Secondment periods tab
    • Indicate the start and end date of the secondment period

(lightbulb)Make sure that the Non-Academic Placement period falls within the Hosting Start Date and End Date and does not fall in a Reporting Period for which the Periodic Report was already submitted. 

    • Click Add Period to add one or more secondment periods 

    • To delete a period, press the Delete button

    • Validate and Save your data once you finished. The secondment will be added to the table

Editing secondment data

  • Click on the row containing the information about the secondment.

  • Modify the editable information in the Edit Secondment pop-up. Validate and Save your data once you finished.

Deleting secondment data

  • Click the Delete button