Visit Management

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.

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.

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.

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.

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.

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.

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.