Knowledge Base

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====== Visit Management ======

===== Overview of Research Visits =====

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 the activities performed.

Visit management primarily involves the Host Coordinator and the Fellow, each acting according to their respective responsibilities.

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===== Creation of the Visit =====

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

At the time of creation:

  * the visit is automatically set to the Draft status;
  * the main information of the accepted proposal is associated with the visit;
  * the visit becomes visible to the involved actors.

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

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===== Planning of the Visit =====

Planning the visit is the responsibility of the Host Coordinator.

During this phase, the Host Coordinator may:

  * define the visit period;
  * confirm the availability of hosting facilities;
  * update the operational information necessary for the execution of the visit.

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

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===== Execution of the Visit =====

During the visit:

  * the Fellow carries out the planned research activities;
  * the Host Coordinator provides the necessary institutional support;
  * visit information remains available for consultation but is no longer editable.

The platform allows monitoring of the visit status in alignment with the defined process.

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===== Completion of the Visit =====

At the end of the research activities, the Host Coordinator selects the Finish action.

As a result:

  * the visit transitions to the Finished status;
  * the operational phase of the visit is formally concluded;
  * post-visit reporting activities may proceed.

A completed visit is no longer editable.

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===== Cancellation of the Visit =====

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

In case of cancellation:

  * the visit transitions to the Cancelled status;
  * the visit does not proceed to completion;
  * all involved actors are informed through notification.

The cancellation is recorded by the system for historical traceability and audit purposes.

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===== Operational Restrictions and Permissions =====

The actions allowed on a visit depend on its current status:

  * in the Draft status, the visit can be modified;
  * in the Planned status, information is available for consultation;
  * in the Finished and Cancelled statuses, the visit is read-only.

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

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