Secondment can be a complex process with many aspects to consider. Here are detailed answers to some of the most frequently asked questions about secondment to help clarify the concept and its implications.

When someone is on secondment, they are temporarily assigned to work in a different role, department, or organisation from their usual employment position. This means that while their primary employment contract remains with their original employer, their day-to-day duties are performed in a new setting. For instance, a​ research manager from the Research Support Services Directorate at UM might be seconded to for example a CERIC-ERIC ​research infrastructure site​ (host institution) to job-shadow a specific ​aspect of the management of research infrastructure. During this period, they work according to the ​host institution’s needs but remain an employee of their ​home ​university, which continues to handle their salary, benefits, and other employment terms.

When an employee is ‘seconded’ in their job, it refers to the temporary move from their original work of place and task to a new one in a different ERA Shuttle partner organisation. The key aspect of a secondment is its temporary nature; the employee is expected to return to their original role and organization after the secondment period ends.

Step-by-step procedure to verify that you are eligible for a secondment:

  1. You are a researcher or a research manager & administrator (RMA) formally employed at one of the partner Universities. 
  2. Your contract is covering the timeline of your secondment plus the duration of the mandatory return phase. A mandatory return phase is equal to the duration of the secondment, but not more than 12 months.
  3. You have been employed at UM, UG or UNIST for at least 6 months prior to the application for secondment.
  4. You have discussed your secondment with your line manager/head of department and obtained their letter of support.

If you are eligible for secondment (see above points), you will be assisted in finding the host institution for your secondment. Kindly note Home University ERA Shuttle contact project managers as per below:

If you are a researcher, manager, or administrator from a University of Split, Malta, or Gdansk, you can apply to be temporarily transferred to an ​ERA-Shuttle partner institution​ in either Germany, Italy, Romania, and the Netherlands. Secondments are used to do scientific research, innovation, and knowledge exchanges. The home institutions pay the research allowance to their staff members. The allowance must be utilised to cover travel, per diem, and lodging costs.

The timing of a secondment depends on various factors, including the needs of the host and home organizations, as well as the availability of the secondee. When indicating the Preferred Secondment Date, please note that the minimum duration of a secondment is three months, while the maximum duration is 12 months.

A secondment works through a structured process involving several steps and agreements. Here’s how it typically unfolds:

Identification of Opportunity: an opportunity for a secondment is identified by the potential secondee in collaboration with their line manager/Head of Department, either due to a research project requirement, a skills gap, or a strategic initiative.

Discussion and Agreement: The manager and the employee discuss the terms of the secondment, including duration, responsibilities, reporting structure, and financial conditions according to the regulations of each home University. Both parties must agree to these terms.

Formal Agreement: A secondment agreement is draughted and signed. This legal document outlines all the terms and conditions, ensuring clarity and mutual understanding 

Please refer to your home University template:

Commencement: The employee begins their secondment, transitioning to the new role or department as specified. During this period, they may report to a different manager (deputy) and take on new duties, and the original employment contract remains in effect.

Ongoing Support and Monitoring: Throughout the secondment, both the original and host organisations provide support and monitor the employee’s performance and well-being.

Conclusion and Return: At the end of the secondment period, the employee returns to the original role at home University, ideally bringing back new skills and experiences to benefit their home team.

A secondment plan outlines the objectives, duration, responsibilities, reporting structure, and expected outcomes of a temporary job transfer. It ensures clarity on role expectations, skill development, performance evaluation, and reintegration after the assignment.

1. Example for the academic secondment placement

Objectives: Brief description of the main objectives of the secondment

During my secondment, I will conduct research pertaining to the drivers of social and technological innovation in the European biogas industry. Specifically, I will investigate new business and service models for biogas farms. 

Biogas, a versatile energy carrier, reduces carbon dioxide (CO2) emissions. In addition to generating electricity, it can also provide heat to homes and businesses. Biogas supply chains in Europe have recently become more dependent on farms. 

Research outline 

The advancement of biodigester technology has resulted in the decentralisation of biogas production. Manufacturers have seized the opportunity to create specialised farm equipment. As a result, low-cost digester heating systems, piping systems, and biogas equipment have flooded the market. Meanwhile, farmers who have these devices have transformed into prosumers. Gas distribution companies have also modified their business model, purchasing biogas from farms and injecting it into the gas grid for sale to end users. Most economic studies have concentrated on gas operators’ business models and the economic development of biogas. They investigated the impact on gas pricing, market mechanisms for allocating biogas, the number of companies and jobs created, and the cost-benefit analysis of biogas technologies. To make an original contribution to the research I am performing at my University, I will approach the issue from the standpoint of the farm economy.

Scientific outputs 

At the Host Institution, I will collaborate with Prof. XYZ on a paper titled ‘The role of farmers in the European biogas economy.’ 

This paper will be a chapter in my dissertation on Europe’s energy transition economics. Later, I intend to submit my publication to ‘Journal A’ or ‘Journal B,’ two of the most critical journals in natural resource economics. Also, I plan to present my contribution at the Host Institution’s regular seminars. Finally, if my paper is accepted, I will present it at the International Association of Economics Conference to be held in 2026. 

Justification for the selection of the host institution

A secondment at this Host Institution would be ideal for the progression of my research career. Prof. XYZ, with whom I will collaborate, has written several seminal studies on farmers’ roles in adopting technologies such as automatic harvesting machines, intelligent livestock management, and genetically modified crops. Also, she has developed an economic model that can be useful for the ongoing work at my laboratory at the home University. 

Training and knowledge exchange

I intend to attend Prof. XYZ’s regular natural resource economics course as part of my training and knowledge exchange activities. In addition, I will attend at least five of the Host Institution’s weekly seminars. 

For knowledge exchange, I plan to meet at least three specialists of my topic at the host institution, notably to circulate my manuscript and get feedback from them.

2. Example for the Research Managers & Administrators (RMA) secondment placement

Objectives: Brief description of the main objectives of the secondment

The purpose of my secondment at CERIC-ERIC is to enhance my research support capabilities in the art and science of the Management of Research Infrastructures. Research Facilities (RFs) and Research Infrastructures (RIs) at University of Malta can be referred to as “Sleeping Beauties” because of the lack of the unified approach and guidance for the access modalities. 

University of Malta is planning to improve access to its RIs and RFs for SMEs and researchers, which is essential for driving innovation and entrepreneurship. 

By participating in this secondment, I aim to gain insights into best practices and innovative solutions that can address current challenges in providing access to research infrastructures, thus contributing to more effective management strategies. This opportunity will allow me to collaborate with leading experts and gain hands-on experience with advanced research facilities that are pivotal for my ongoing work, as well as for my career development.

Specific tasks: Please insert in bullet points a complete list of specific task that will be carried out during the secondment

  • During my secondment, I will assume the roles of “Access management officer” within the CERIC-ERIC team. My responsibilities will include:
  • Familiarizing myself with the principles, policies and state-of-the-art access infrastructure available at CERIC-ERIC User Office for the management of scientific and industrial users.
  • Conducting research on policies and frameworks that facilitate better access to research infrastructures for various stakeholders, including SMEs. Working on a practical case: identifying the best access modalities for CERIC’s associated facilities in life Sciences. 
  • Collaborating with CERIC staff to analyze existing access models for research infrastructures, their implications and the feedback provided by researchers who use these models. 
  • Collaborating with other research managers and administrators on joint projects focusing on improving the access modalities managed by the User Office.
  • According to the availability, participating in workshops and training sessions focused on improving management practices.

I intend to engage in various activities during my time at CERIC-ERIC:

  • Attend seminars 
  • Participate in collaborative projects 
  • Observe how collaborative research projects are managed within CERIC-ERIC user office.
  • Present my findings at internal meetings, contributing to ongoing discussions about improving infrastructure management.

Your application will go through the following steps: 

Evaluation Procedure > Interview with the Evaluation Committee at home Universities > Panel Interviews with Host Institutes > Final Decision (Candidates become Talents) > Letter of Notification by home University to be sent to talent.

For the first cut off date of 10th April 2025 (for University of Malta) and 22nd April 2025 (for the University of Gdansk), please note that due to the Easter Holidays/Labour day vacation period we are unable to securely provide a fixed timeline for interviews. However, you will be contacted as soon as possible by your local ERA Shuttle Project Manager.

If you have gone through the interviews please await the letter of notification. You will be contacted as soon as possible by your local ERA Shuttle Project Manager. They will surely be preparing to support you during your next steps.

  1. Arrange for minimal support from the host institution for work facilities, legal procedures, and advice on lodging.
  2. Obtain the required visas for a secondment in the host institution’s country (usually for a stay longer than 90 days).
  3. Contact the administrator at your European home institution to arrange the payment of the research allowance.
  4. Make sure you have travel and health insurance for the duration of your secondment in the country where you will be posted.

The Secondee / Talent must devote themself to the tasks as outlined in the Secondment Plan. For the secondment execution duration, the Secondee shall be under the day-to-day supervision of the Host Entity and shall undertake to comply with the working practices of, and take instructions from the Host Entity. The Secondee will accept and comply with the Host Entity health and safety policies, and internal procedures, but in any case the employment policies of the Home Entity (please contact your home project manager for more detailed information on your local policies/contracts). 

Home University ERA Shuttle contact project managers as per below:

While secondments offer many benefits, they can also present several challenges:

Personal Upheaval: Employees might face significant personal disruption, especially if the secondment involves relocation. This can affect their family life, social circles, and daily routines.

Adjustment to New Roles: Adapting to a new role, team, or organisation can be stressful. The employee must quickly learn new processes, integrate with new colleagues, and meet new performance expectations.

Confusion in Reporting Lines: Secondments can create ambiguity in reporting structures, leading to confusion about who the employee should report to for various issues. Clear communication and documentation are essential to mitigate this risk.

Confidentiality Issues: Seconding employees to different organisations can raise concerns about confidentiality and intellectual property, especially if the new role involves access to sensitive information (e.g. Research staff). It is crucial to address these concerns in the secondment agreement and ensure proper safeguards are in place.

Secondment is a strategic tool for organisations to optimise their workforce and develop employees careers by temporarily transferring them to different roles, departments, or organisations. In Europe, secondments are common and involve specific legal considerations such as obtaining permissions and navigating social security and tax implications to ensure compliance with local laws. The secondment process typically includes identifying the opportunity, discussing and agreeing on terms, drafting a formal agreement, and commencing the secondment. A well-structured secondment agreement is essential to define the employment relationship, compensation, job description, and processes for absences and leave. Benefits for employees include skill development, career progression, preventing burnout, and expanding professional networks. Employers benefit from skill sharing, improved collaboration, boosted morale, and enhanced diversity and inclusion. However, secondments can also present challenges such as personal upheaval, adjustment issues, potential confusion in reporting lines, and confidentiality concerns.

Yes, if you wish your family to accompany you on your secondment period this is possible although not without efforts from all sides. Depending on your children’s age different obstacles are needed to be overcome. There is no additional funds for the relocation of your family.

  1. Each Party shall maintain the confidential Information with the utmost care and diligence, allowing access only to those persons directly involved in the activities under the secondment agreement, upon being informed of the confidential nature of the information.
  2. In case that confidential information is intended to form part of the thesis, dissertation, publication or poster of the Secondee, a specific NDA will be signed in order to ensure that the confidential information remains protected.
  3. In accordance with ERA Shuttle Secondment Agreement for the University of Malta, University of Split and University of Gdansk, results generated under this agreement are owned by the Party which generates them. However, the Parties own results jointly if they have jointly generated them and it is not possible to:
    1. establish the respective contribution of each beneficiary, or
    2. separate them for the purpose of applying for, obtaining or maintaining their protection.
  4. Any personal data, considered necessary for the execution of this agreement, shall be processed according to the European Regulation 2016/679 (GDPR), solely for the purpose of carrying out the activities under this Agreement as well as to comply with the obligations provided for by laws. For further information please also see the GDPR Policy page.

You have the right to access, rectify, erase, or withdraw your consent for data processing at any time.

Withdrawal may impact eligibility to participate.

Once accepted as a secondee, project partners Schiller & Mertens, will be using AI tools for the purpose of developing your Career Development Plans.  This will include an assessment of skills, values and interests of talents using professional online tools and peer-to-peer assessment moderated by trainers. Based on short-, mid-, and long-term aims, talents will define SMART goals and set up individual CDP using Gantt, milestones and deliverables. The tool of career tandems will be implemented to enhance compliance with the career plan. In career tandems, talents are paired according to career stage, skills and development goals (we expect to use AI tools for pairing). In between and during training and secondments, they exchange, support each other and motivate compliance with career goals.

For candidates that do not provide AI consent you will only receive input by our trainers.

The participation in an AI-powered interview is not mandatory and will not impact your eligibility for a secondment. It is meant to be a supportive tool towards our goals of supporting you to create your individual career development plans. By consenting, you agree to:

  • The use of Large Language Models (LLM) tools for the purpose of supporting the individual career development plans.
  • Allowing us to store any data created during the usage of the LLM mentioned in point one. Our server is located in Germany and therefore follows GDPR standards.

We are attentively following the updates and abiding by the EU AI Act when using AI in our ERA Shuttle Project.

A1 Certificate: The European Union has defined a set of regulations (EU regulation 883/2004) on the coordination of social security systems in the EU and EFTA Member States, which was put in force in 2010.

The EU regulation defines rights and rules for posted workers, who are employees in an EU or EFTA Member State and are sent by their employers to be seconded to another EU or EFTA Member State on a temporary basis.

  1. Upload a scan of your outbound boarding passes to your account.
  2. Upload a scan of the access card from the host institution (if possible).

Please refer to your local secondment agreement. Here are a few selected agreements: work exclusively on research and training activities related to the secondment project at the host institution.
Deliver planned outputs connected with your secondment plan.
Acknowledge European Commission funding for related scientific outputs such as publications, working papers, theses, and so on.
Contact the project’s manager of your home Universities if you need to reschedule or interrupt your secondment.

  1. After a period of time (no more than 3 months) please complete the final survey (Post-secondment) that will contribute to the ERA Shuttle Project achievements, managed by Schiller & Mertens). 
  2. Within a reasonable timeframe (not more than 3 months after secondment) please be prepared to contribute to the post-secondment report. This might include an outline to your scientific and/or knowledge exchange activities while on secondment. Your report will contribute to the ERA shuttle Project Achievements. 
  3. For researchers only, within a reasonable timeframe (no more than 3 months after secondment) please be prepared to contribute  a sample of any scientific output, such as a manuscript or a presentation, delivered during your secondment; these will contribute to the ERA Shuttle Project achievements.

Note that: Any scientific output must include an acknowledgement of the funding received from the European Commission. 

For the University of Malta: 

On the first day of returning home, scan the boarding passes of your outbound flight and upload them to your home University account.

It is expected that publicly available data that is collected during the ERA Shuttle project be used for analysis and for report writing  and that AI be used in these cases.