Knowledge Base

The research visit represents the operational phase of the Transnational Access programme and takes place after the acceptance of a Research Proposal.

Through the WP11 TNA platform, visits are planned, monitored, and completed according to a structured lifecycle that ensures traceability and control of all activities performed.

The management of visits primarily involves the Host Coordinator and the Fellow, each acting within their respective responsibilities.

A visit is automatically generated following the acceptance of a Research Proposal.

At the time of creation:

• the visit is automatically set to the status Draft;
• the main information from the accepted proposal is linked to the visit;
• the visit becomes visible to the involved actors.

The Draft status allows completion and verification of the necessary details before final planning.

The planning of the visit is the responsibility of the Host Coordinator.

During this phase, the Host Coordinator may:

• define the visit period;
• confirm the availability of the hosting facilities;
• update the operational information required for the visit.

Once planning is completed, the visit changes to the status Planned.

During the execution phase:

• the Fellow carries out the planned research activities;
• the Host Coordinator provides institutional support at the hosting organisation;
• visit information remains accessible but is no longer editable.

The platform allows monitoring of the visit status in accordance with the defined workflow.

At the end of the research activities, the Host Coordinator updates the visit status by selecting the action Finish.

With this action:

• the visit changes to the status Finished;
• the operational phase of the visit is considered concluded;
• it becomes possible to proceed with reporting and documentation activities.

A completed visit is no longer editable.

If the Fellow is unable to carry out the visit or if conditions prevent its execution, the Host Coordinator may cancel the visit.

In case of cancellation:

• the visit changes to the status Cancelled;
• the visit does not proceed to completion;
• the cancellation is recorded by the system for traceability purposes.

The actions available for a visit depend on its current status:

• in the Draft status, the visit can be modified;
• in the Planned status, the information is accessible but not editable;
• in the Finished and Cancelled statuses, the visit is read-only.

This mechanism ensures compliance with the defined lifecycle and prevents unauthorised modifications.