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.

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

  1. You are a researcher or a research manager/administrator formally employed at the Universities of Malta (UM), University of  Gdansk (UG) or University of Split (UNIST).
  2. You have been employed at UM, UG or UNIST for at least 6 months prior to the application for secondment.
  3. You have discussed your secondment with your line manager/head of department and obtained their letter of support.
  4. You have drawn the concept note of your secondment, proposing the objectives and key words pertaining to your field of research/training.
  5. Upon your return from secondment your current contract will continue for at least 3 months.

Once your eligibility for secondment is confirmed, you will be assisted in finding the host institution for your secondment.

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.

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 a CERIC-ERIC ​research infrastructure site​ (host institution) to ​j​ob shadow a specific ​a​spect of the management of research infrastructure. During this period, they work according to the ​host institution’s needs but remain an employee of their ​h​ome ​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 job original position to a new one, either within the same organization or in a different organisation. The key aspect of a secondment is its temporary nature; the employee is expected to return to their original role or organization after the secondment period ends. For example, a marketing executive might be seconded to a sales department to help launch a new product line, allowing them to gain first-hand experience in sales while contributing their marketing expertise.

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

Identification of Opportunity: The need for a secondment is identified by the potential secondee in collaboration with their line manager/Head of Department, either due to a 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 any changes to compensation. 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.

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 or department, ideally bringing back new skills and experiences to benefit their home team.

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 departments or 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 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. A1 Certificate

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.

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 research allowance is worth €2,100 for each month of secondment. The home institutions pay the research allowance to their staff members. The allowance must be utilised to cover travel, per diem, and lodging costs.

  1. Arrange for minimal support from the host institution for work facilities, legal procedures, and lodging assistance.
  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 and in the country where you will be.
  1. Complete and sign the declaration of secondment commencement, then submit it to your Home institution.
  2. Upload a scan of your outbound boarding passes to your account.
  3. Upload a scan of the university’s identity card from the host institution (if possible) and an official document from the host institution or proof of lodging. Documents should bear your name and be dated after your arrival.
  1. Work exclusively and full time on research and training activities related to the project at the host institution.
  2. Deliver scientific outputs connected with the work package of your secondment plan.
  3. Acknowledge European Commission funding for related scientific outputs such as publications, working papers, theses, and so on.
  4. Contact the project’s administrator if you need to reschedule or interrupt your secondment.
  1. On the first day of returning home, scan the boarding passes of your outbound flight and upload them to your account.
  2. Within 20 days: Write a post-secondment report in which you outline your scientific and knowledge exchange activities while on secondment.
  3. Include a sample of scientific output, such as a manuscript or a presentation, which contains an acknowledgement to the European Commission.
  4. Answer the mandatory questionnaire as feedback on your secondment.