1.  Procedure for secondments from Partners to HiLASE

Before departure

Please organize if possible 4-6 months in advance, with us: Thibault Derrien and Yoann Levy.

  1. Contact us for/confirm to us a period of stay (rough dates) you would like
  2. Let’s make sure together that the secondee is eligible — Note_1.
  3. For us to deliver an invitation letter (important for visa application) (4-6 months before departure date), please provide:
    • Title, Name, Surname
    • Date of birth
    • Passport number
    • Name of home institution
    • Address of home institution
    • Telephone number at home institution
    • (Work) email
  4. Once you have our invitation letter, please apply for the visa procedure (ideally 4-6 months before departure date).
  5. Meanwhile let’s discuss together to set more precise dates and more detailed plan of work for the secondment. This will help us for checking that the planned work is serving the work package that funds the secondment.
  6. Declaration of planed secondment in Sygma: ask the Researcher representative of your Institution in ATLANTIC to:
    • declare you as a Researcher in the EU H2020 interface Sygma and save;
    • put a draft of secondment for the chosen dates.
  7. A bit before or at your arrival we have to sign a “Partnership agreement” between your and our institutions to specify coverage of your secondment at HiLASE — Note_2
  8. In case our institution provide it, please keep following information about your flight tickets and accommodation until confirmation
  9. Make sure you are covered by an insurance for your stay and please bring with you:
    • the insurance attestation
    • your CV (to potentially justify your experience as ER or ESR to the funding body)

Note_1: For any planned secondment to be valid and funded by the EU, the seconded researcher must be eligible, and validated in the EU portal. PLEASE CHECK YOUR ELIGIBILITY ONLINE HERE.

To be eligible, ESR must be employed 100% by the Partner institution and employed for 1 month at least before the beginning of the secondment.

Note_2: In the frame of ATLANTIC project, our institution should cover transportation, accommodation and daily allowance of secondees. Details will be written in a Partnership agreement to be signed by your and our institutions. If organized well in advance, our institution can directly pay the flight tickets and the accommodation for you. With your concertation and according to your (reasonable) choices. This way it should be possible for you not to spend money in advance.

DURING THE STAY
  1. Enjoy 🙂
  2. Please make sure with TJY Derrien and/or Y. Levy that your secondment has been declares on the EU H2020 interface Sygma and filled max. 20 days after your arrival.
  3. To justify the 100% time dedication during the secondment, we will ask you to fill basic timesheets mentioning the activity for each day.
  4. At the very end of your stay, please let us your proof of accommodation
AFTER COMING BACK
  1. If the secondment is not split into several ones (or if you returned from the last splited part) please ask TJY Derrien or Y. Levy to submit your secondment in the EU H2020 interface Sygma.
  2. Please fill the following form here and send it to TJY Derrien or Y. Levy (according to WP).
  3. Please send us (or give us next time) the original of your boarding passes/transportation tickets.
  4. Ensure the visibility of EU funding in communications or publications and in applications for the protection of results.

2.  Procedure secondment from HiLASE to Partners

Before departure
  1. About 4 to 6 months before your planned secondment contact Thibault Derrien and/or Yoann Levy
  2. Make sure you are eligible for the secondment. PLEASE CHECK YOUR ELIGIBILITY ONLINE HERE.
  3. Then contact the Partner institution to check rough dates and ask for invitation letter
  4. Once you have the invitation letter, launch the VISA procedure if needed
  5. Discussion about topic/work with Partner organisation and precise dates (can depend on accommodation, nb of Person Month secondment to be respected, flights availability, etc.)
  6. Once precise dates are validated ask Thibault Derrien and Yoann Levy to register you as a researcher on the EU H2020 interface Sygma.
  7. Make a usual Business Trip and send it to Secretary (Veronika) with Thibaut Derrien and, if WP4, Yoann Levy in cc.
DURING THE STAY
  1. Enjoy
  2. Please make sure with TJY Derrien and/or Y. Levy that you are in the researcher database on the EU H2020 Sygma interface and that the researcher declaration for your secondment has been created within 20 days after your arrival.
  3. Fill the timesheet tracing the daily 100%-dedication activity related to the relevant WP
  4. Make sure you have a confirmation of presence for the date of your stay
  5. Make sure you have a receipt for your accommodation
  6. Make sure you kept the original boarding passes or other transportation tickets
AFTER COMING BACK
  1. If the secondment is not split into several ones (or if you return from the last splited part) please ask TJY Derrien or Y. Levy to submit your secondment in the EU H2020 interface Sygma.
  2. Please fill the following form here and send it to TJY Derrien or Y. Levy (according to WP).
  3. Please make sure with TJY Derrien and Y. Levy that your profile has been created on the EU H2020 interface.
  4. Please fill the report of accomplished work of HiLASE template for Business Trip.
  5. Close you BT with our Secretary(Veronika) as usual (with cc to Thibault and Yoann) including the timesheet of the secondment and the report for BT.
  6. Keep all papers during 5 years after end of the project.
  7. Ensure the visibility of EU funding in communications or publications and in applications for the protection of results.