afr reporting guidelines

AFR AIDES A LA FORMATION-RECHERCHE

FNR / 6, rue Antoine de Saint-Exupéry / B.P. 1777 / L-1017 Luxembourg / T +352 26 19 25 1 / F +352 26 19 25 35 / E-mail :[email protected] / www.fnr.lu/afr 1 / 34

AFR GUIDELINES FOR REPORTING

for PHD and Postdoc

Table of Contents

1. Introduction .................................................................................................................. 2

2. Submission Deadlines .................................................................................................. 3

3. Reporting for PhD beneficiaries ................................................................................... 4

3.1. PhD Progress Report ......................................................................................... 4

3.2. PhD Final Report ................................................................................................ 9

3.3. PhD Extension Request ................................................................................... 15

4. Reporting for Postdoc Beneficiaries ........................................................................... 20

4.1. Postdoc Progress Report ................................................................................. 20

4.2. Postdoc Final Report ........................................................................................ 25

Annex 1: PhD Project Appreciation Report (PhD-PAR) ................................................... 31

Annex 2: Postdoc Project Appreciation Report (PDR-PAR) ............................................. 32

Annex 3: Beneficiary’s Report .......................................................................................... 33

Annex 4: Financial Reporting ........................................................................................... 34



1. Introduction

The aim of the AFR reporting is to ensure a quality implementation of projects selected

under the AFR scheme. Reports are not an expression of single views, but results from a joint

effort by the beneficiary and the supervisor(s), scientific contact(s) or scientific advisor(s).

It is the responsibility of the beneficiary to coordinate the process and ensure that the

requested documents and updated data in the online system are submitted on time.

Reports should constructively address any problem or modification to the initial proposal

arising in the course of an AFR grant and suggest solutions. If problems arise in the course of

an AFR project, they should be addressed to the FNR directly by the beneficiary or the

supervisor(s)/scientific contact(s) independently of the reporting deadlines. In particular, major

modifications or major deviations from the project plan (including changes in the supervision,

host institution or percentage of time spent in Luxembourg) require prior approval by the

FNR.

The present guidelines for reporting explain the forms and documents used during the

reporting process in the FNR online grant submission system. From 1st January 2013

onwards, AFR reports have to be submitted electronically by all beneficiaries using their

personal login to access the online FNR Grant Management System (https://grants.fnr.lu).

https://grants.fnr.lu/



2. Submission Deadlines

Annual progress report:

All annual progress reports will have to be submitted online at one of the following

deadlines, depending on the start date of the grant:

- Spring Deadline: 15th April (start date of the grant: Jan-June) - Autumn Deadline: 15th October (start date of the grant: July-Dec.)

When a deadline occurs on a weekend or a legal holiday in Luxembourg, the effective

deadline is the next working day.

Depending on the start date of the grant, beneficiaries will be assigned to either the

spring or the autumn deadline.

In case of maternity, parental or sick leave and corresponding grant suspensions, the

beneficiary may request a new reporting schedule to the FNR before the next reporting

deadline.

For PhD students, two progress reports are due during the course of the grant. The

second progress report is automatically due on the deadline 1 year after the first

progress report was submitted.

For Postdocs, only one progress report is due.

In the case of part-time grants, the reporting should be done on an annual basis, so that

the total number of reports may be higher than for full-time AFR grants.

Final Report:

Final reports may be submitted up to two months after the grant end date indicated in

the grant agreement.

In case of an early termination of the AFR grant, a final report has to be submitted within

the month following the termination.

Extension request (for PhD only):

PhD beneficiaries may request a single project extension for up to 12 months. The

extension request has to be submitted in the last year of AFR funding, at the latest three

months before the grant end date indicated in the grant agreement.

The deadlines and required formats have to be respected. An e-Tutorial for the Grant

Management System is available in the ‘Help’ section of the online submission system and

on the FNR website.

Templates are provided on the FNR website www.fnr.lu under the section Forms and

Guidelines/Reporting Documents.

http://www.fnr.lu/



3. Reporting for PhD beneficiaries

3.1. PhD Progress Report

3.1.1. Elements of the AFR PhD Progress Report

The PhD Progress Report consists of the following elements:

PhD Progress Report Online Form, to be completed by the beneficiary

PhD Project Appreciation Report, written by the supervisory committee / by the

supervisor(s) in charge (see Annex 1)

Supporting Documents

o Updated Training Plan

o current PhD Registration certificate

o Additional documents for beneficiaries not employed at one of the

Luxembourgish research centres or at the University of Luxembourg:

Financial statement for employment costs (template provided)

Financial statement for training activities (template provided)

For stipends only: Insurance certificate (if costs are rewarded)

For details concerning the financial reporting, see annex 4.

All documents have to be uploaded by the beneficiary in the given sections of the Online

Form.

3.1.2. Completing the Online Form – PhD progress report

Information has to cover the reporting period only. The fields are part of the FNR Grant

Management System https://grants.fnr.lu and have to be completed online. Explanations on

the content are provided below in blue italic characters.

The AFR PHD Reporting consists of 3 different tasks, which are presented as a ‘To Do’ list:

Task 1: Update Contact and Address details

Task 2: Fill in the Online Reporting Form

(+ uploads, including PAR by Supervisory Committee; see annex 1)

Task 3: Generate a PDF Document

After completion of each task, press the button ‘Done’ to validate the completion of the task

and remove it from your ‘To Do’ list.

Task 1 named ‘Update your Contact and Address details’ requires you to check your

details in the Online System and enter any changes (esp. the email address). The hyperlink

brings you directly to the Online Contact Form. Please click on the “Save” button after having

updated your contact details. Make sure to keep your contact details in the online system up-

to date at any time.




Task 2 ‘AFR PhD-Progress Report’ can be accessed by clicking on the hyperlink that

brings you to the Online Reporting Form for the AFR Proposal. The present document will

guide you through the form.

The online form may be saved at any time and you may come back to it later on. Before you

submit the completed form, you need to make sure that all mandatory questions (marked

with *) have been completed. The system partially warns you of mandatory sections but put

a special attention on the completeness of documents that need to be uploaded. Make sure

that all data are correct before submission.

The online form is divided into 3 sections that can be accessed individually:

Section 1. Research Project Update

Section 2. Attachments

Section 3. Declarations

Section 1: Research Project Update

1.1 Reporting Period

Start Date of Reporting Period * (e.g. date as fixed in the grant agreement)

End Date of Reporting Period * (e.g. date of supervisory committee meeting)

Percentage of Time spent in Host Institution * (during reporting period (e.g. 50 %)

Reference (Application ID) (Prepopulated by the system, not editable)

Beneficiary Name (Prepopulated by the system, not editable)

Host Institution (Prepopulated by the system, not editable)

Supervisor / Scientific Contact (Prepopulated by the system, not editable)

Project Title (Prepopulated by the system, not editable)

1.2 Percentage of Time spent in Collaborating Institutions / Outside institutions (Table) (only if applicable i.e. less than 100 % of time spent in Host Institution)

Name of Institution Percentage of Time spent Comments

(e.g. University XY) (e.g. 50 %) (e.g. lab work as indicated in

application work plan)

1.3 Changes occurred during the reporting period

Please consult the summary tab in the online system as well as the prepopulated data in 1.1 and check if any changes of the data have occurred. If yes, please indicate any changes here. Be aware that major changes in the project (e.g. change of main objectives, change of HI, change of supervisor etc.) need prior approval by the FNR.



1.4 Legal and Ethical Requirements

Did you address or do you still need to address legal and/or ethical requirements (e.g. approvals by CNPD and/or CNER; see guidelines for AFR applicants)? Please comment on the implementation of these requirements.

To be answered if applicable

1.5 Scientific Peer Reviewed Journal Publications (only accepted and published articles) (for journals listed in ISI Thompson or Scopus)

Please indicate publications that have so far been the result of your project.

Title Author(s) Year of Publication (and Edition)

Name of Journal

Journal Impact Factor

Publication Reference (DOI) (if known)

First and last page numbers, volume or number, ISSN number, URL if published on Internet

To be answered if applicable. Please note that only published or accepted articles should be listed. Click the ‘Add’ button to validate and/or add new publications.

1.6 Other Scientific Publications (only accepted and published articles)

(Journals not listed in ISI Thompson or SCOPUS, books, contributions to books) Please indicate publications that have so far been the result of your project.


Name of Journal (i.a.) / Book (i.a.)

Editor (i.a.) First and last page numbers, volume or number, ISSN number, URL if published on Internet

To be answered if applicable. Please note that only published or accepted scientific publications should be listed. Click the ‘Add’ button to validate and/or add new publications.

1.7 Conference Contributions

Type of Contribution Title of Contribution

Presenter Name of Conference

Location and Date of Conference

Dropdown list (Oral presentation, Poster)

To be answered if applicable. Please note that only published or accepted oral presentations or posters should be listed. Click the ‘Add’ button to validate and/or add new conference contributions.



1.8 Intellectual Property (e.g. patents)

Type of IPR Form of IP exploitation

Scope of protection Institution responsible Date of approval

To be answered if applicable. Click the ‘Add’ button to validate and/or add new patents.

1.9 Other outputs

e.g. Prototypes, Follow-Up Projects, New Collaborations

To be answered if applicable. Please specify other outputs of your research project

To validate this section (1) and jump to the next one, click the button ‘Save draft and continue to next section’!

Section 2: Attachments

2.1 Please attach the following documents Please first download the document template (if applicable), complete it and upload it back to the system

Project Appreciation Report by supervisory committee / supervisor(s) *

There will be no template provided, but the points to be addressed are detailed in annex 1 of these guidelines. The signed document has to be uploaded as PDF (max. 2 pages)

Training Activities * Download the document template, complete it and upload it back to the system (as pdf)

PhD Registration * Upload a recent PhD registration (as pdf)

Additional documents, if applicable: To be uploaded only if the beneficiary is not employed at the University Luxembourg or at one of the four Luxembourgish public research centres.

Financial report (employment contract)

Download the document template, complete it and upload it back to the system (as pdf)

Financial report training activities Download the document template, complete it and upload it back to the system (as pdf)

Insurance certificate Only applicable in case of a stipend in order to refund the costs: Cost statement of the insurance (as pdf)

To validate this section (2) and jump to the next one, click the button ‘Save draft and

continue to next section’!



Section 3: Declarations

I declare that I am covered by a health and accident insurance.

check

I declare that the overall salary/stipend received is not higher than the max. amount indicated in the AFR terms and conditions.

check



If you have finished filling in the different sections of your ‘Online Reporting Form’,

please click on the button named ‘Form fully completed and ready for PDF generation’.

You may as well choose to modify the entered data by clicking on the button named ‘Enter

more details now’.

Ensure that you correctly filled all sections of the reporting form. The system partially

warns you of mandatory sections but put a special attention on the completeness of

documents that need to be uploaded.

The third and last task is to generate a PDF document that contains all the information of

your ‘Online Reporting Form’. Click on the hyperlink named ‘Generate Full Report PDF’.

The PDF document will appear in the document list on the right side of the screen. If the

document named ‘Generated PDF’ does not appear in the list after a few minutes, please

click on the refresh button of your browser.

3.1.3. Submitting the Online Reporting Form

After having generated the report in PDF format, check completeness and click the button

‘Submit to FNR’.

Beneficiaries must submit their reports in electronic format to the online system (FNR Grant

Management System) https://grants.fnr.lu before (up to 2 months) or on their

corresponding reporting deadline at the latest.

After submission, the online system will automatically generate an email with an

‘acknowledgement of submission’ sent to the beneficiary.

If you need further advice and support, please contact the FNR.




3.2. PhD Final Report

3.2.1. Elements of the AFR PhD Final Report

The PhD Final Report consists of the following elements:

PhD Final Report Online Form, to be completed by the beneficiary

Final Report by the beneficiary (see annex 3)

PhD Project Appreciation Report written by the supervisory committee / supervisor(s)

in charge (see annex 1).

Lay summary

Supporting Documents:

o Final Report on Training Plan (excel template provided)

o PhD Certificate (if not available, to be sent to FNR as soon as possible)

o PhD Thesis (electronic version (on CD) to be sent to FNR)

o additional documents in case the beneficiaries is not employed at one of the







Form.

3.2.2. Completing the Online Form – PhD Final report

Information has to cover the entire funding period. The fields are part of the FNR online grant

submission system https://grants.fnr.lu and have to be completed directly in the system.

Explanations on the content are provided below in blue italic characters.

The PHD Reporting consists of 3 different tasks, which are presented as a ‘To Do’ list:



(+ uploads, including PAR by Supervisory committee; see annex 1)





details in the Online System and enter any changes (esp. email address). The hyperlink


updated your contact details. Beneficiaries are advised to keep their contact details in the

online system up-to date at any time.




Task 2 ‘AFR PhD-Final Report’ can be accessed by clicking on the hyperlink that brings

you to the Online Reporting Form for the AFR Proposal. The present document will guide

you through the form.








Section 2. Attachments, including the PAR by the Supervisory committee /

Supervisor(s)



1.1 Final Period

Date of thesis submission (to be completed only if thesis has been submitted)

Date of thesis examination (to be completed only if examination has taken place or date is fixed)

Score (optional) optional

Envisaged Date of thesis submission (only if thesis not submitted yet; indicate planned date for thesis submission e.g. March 20xx)

Envisaged Date of thesis examination (only if thesis not submitted yet; indicate planned date for thesis examination e.g. June 20xx)














Please consult the summary tab in the online system as well as the prepopulated data in 1.1. . Check if any changes of the data have occurred. If yes, please indicate any changes here. Be aware that major changes in the project (e.g. change of HI, change of supervisor etc.) need prior approval by the FNR.





Please indicate all publications that have so far been the result of your project.


Name of Journal






(Journals not listed in ISI Thompson or SCOPUS, books, contributions to books) Please indicate all publications that have so far been the result of your project.

















1.9 Other outputs



1.10 Next career step

Where do you continue your career? To be answered if already known Please specify below

In research? Y/N Please specify: public sector / private sector

In public administration? Y/N

In private sector? Y/N

1.11 Lay synopsis

Please provide a lay synopsis of your project The synopsis will be published on the FNR website

The lay synopsis is intended to target a non-scientific audience. It should explain why the research is significant to the general public and give the reader a reason to care. The summary should avoid unnecessary jargon and acronyms known only to the scientific community and it should clearly define scientific words used in the text (max. 300 words)






Final report by beneficiary There will be no template provided, but the points to be addressed are detailed in annex 3 of these guidelines. The document has to be uploaded as PDF.


There will be no template provided, but the points to be addressed are detailed in annex 1 of these guidelines. The signed document has to be uploaded as PDF.


PhD Certificate Upload the scanned certificate, if available (as pdf). If not available yet, to be submitted to FNR as soon as possible





Insurance certificate Only applicable in case of a stipend in order to refund the costs: Upload an insurance certificate (covering at least the reporting period) incl. a cost statement (as pdf)




I declare that the overall salary/stipend received was not higher than the max. amount indicated in the AFR terms and conditions.

check

I declare that I will sent an electronic version of the thesis (on CD) as soon as it is available

check

I am interested to participate in the “promotion of the scientific culture” activities of FNR

check





If you have finished filling in the different sections of your online form, please click on

the button named ‘Form fully completed and ready for PDF generation’. You may as well

choose to modify the entered data by clicking on the button named ‘Enter more details now’.

Ensure that you correctly completed all sections of the reporting form. The system

partially warns you of mandatory sections but put a special attention on the

completeness of documents that need to be uploaded.






3.2.3. Submitting the Online Form – PhD Final Report

After having generated the report in PDF format, check completeness before you click the

button ‘Submit to FNR’.


Management System) https://grants.fnr.lu on their corresponding reporting deadline at

the latest.


‘acknowledgement of submission’ send to the beneficiary.

Please do not forget to immediately inform the FNR on the progress of your PhD, in case

you have not finished by the time of the final report.





3.3. PhD Extension Request

The extension request must be submitted in the last year of funding, at the latest 3 months

before the grant end date indicated in the Grant Agreement.

3.3.1. Elements of the AFR PhD Extension Request

The PhD Extension Request consists of the following elements:

AFR PhD Extension Request Online Form, to be completed by the beneficiary

PhD Project Appreciation Report by the supervisory committee / supervisor(s) (see

annex 1).


o Signed Joint Declaration for the extension period (template provided)

o Updated Training Plan (excel template provided)

o Recent PhD Registration Certificate

o Justification for extension and dissemination plan (no template provided)

o Additional documents in case the beneficiary is not employed at one of the






All documents have to be uploaded by the Beneficiary in the given sections of the Online

Form.

3.3.2. Completing the Online Reporting Form – Extension Request

Information has to cover the entire funding period. The fields are part of the FNR online

Grant Management System https://grants.fnr.lu and have to be completed online.


The PHD Reporting consists of 3 different tasks, which are presented as a ‘To Do’ list:



(+ uploads, including PAR by Supervisory committee; see annex 1)












The hyperlink for Task 2 named ‘AFR PhD-Extension Request’ brings you to the online

form for the AFR Extension Request. The present document will guide you through the form.











1.1 Extension Request

Start Date of AFR extension requested * (i.e. first date after end of funding date indicate in the grant agreement)

End Date of AFR extension requested * (insert date; extension up to 12 months possible)

Total months of AFR extension requested * (number of months; 3 to 12 months possible)

Envisaged Date of thesis submission * (indicate planned date for thesis submission e.g. March 20xx)

Envisaged Date of thesis examination * (indicate planned date for thesis examination e.g. June 20xx)

Percentage of Time spent in Host Institution * (during entire project duration (e.g. 50 %)













Please consult the summary tab in the online system as well as the prepopulated data in 1.1.. Check if any changes of the data have occurred. If yes, please indicate any changes here. Be aware that major changes in the project (e.g. change of HI, change of supervisor etc.) need prior approval by the FNR.







Name of Journal























1.9 Other outputs



To validate this section (1) and jump to the next one, click the button ‘Save draft and continue to next section’! Section 2: Attachments



Report concerning the entire funding period. There will be no template provided, but the points to be addressed are detailed in annex 1 of these guidelines. Furthermore, the committee should comment on the justification for the extension, the feasibility of the work plan towards completion of the PhD and the dissemination plan. The signed document has to be uploaded as PDF (max. 2 pages)

Joint Declaration Download the document template, complete it and let it sign and stamp by the Host institution. Upload a scan of the signed and stamped document to the system (as pdf)


PhD Registration * Upload a recent PhD registration (as pdf)

Additional documents, if applicable: To be uploaded only if the beneficiary is not employed at the



University Luxembourg or at one of the four Luxembourgish public research centres.

Financial report (employment contract) Download the document template, complete it and upload it back to the system (as pdf)


Insurance certificate Only applicable in case of a stipend in order to refund the costs: Upload an insurance certificate (covering at least the reporting period) and a cost statement (as pdf)





check


check







warns you of mandatory sections but put a special attention on completeness of

documents for upload.






3.3.3. Submitting the Online Extension Request



Beneficiaries must submit their extension request in electronic format to the online system

(FNR Grant Management System) https://grants.fnr.lu the latest 3 months before the end of

grant indicated in their grant agreement.



If you need further advice and support, please contact the FNR .




4. Reporting for Postdoc Beneficiaries

4.1. Postdoc Progress Report

4.1.1. Elements of the Postdoc Progress Report

The AFR Postdoc Progress Report consists of the following elements:

AFR Postdoc Progress Report Online Form, to be completed by the beneficiary

Progress Report by beneficiary (see annex 3)

Postdoc Project Appreciation Report by scientific contact(s) (see annex1).


o Updated Training Plan (excel template provided)

o Additional documents in case the beneficiary is not employed at one of the







Form.

4.1.2. Completing the Online Form – Postdoc Progress Report

Information has to cover the reporting period. The fields are part of the FNR Grant

Management System https://grants.fnr.lu and have to be completed online. Explanations on

the content are provided below in blue italic characters.

The AFR Postdoc Reporting consists of 3 different tasks, which are presented as a ‘To Do’

list:



(+ uploads, including PAR by the scientific contact(s); see annex 2)









The hyperlink to Task 2 named ‘AFR Postdoc Progress Report’ brings you to the online

reporting form for the AFR Proposal. The present document will guide you through the form.









The ‘Online Form’ is divided into 3 sections that can be accessed individually and are

detailed hereafter:



Section 3. Declaration


1.1 Reporting Period

Start Date of Reporting Period * (e.g. date as fixed in the grant agreement)

End Date of Reporting Period * (e.g. date of supervisory committee meeting)












Please consult the summary tab in the online system as well as the prepopulated data under 1.1. Check if any changes of the data have occurred. If yes, please indicate any changes here. Be aware that major changes in the project (e.g. change of HI, change of supervisor etc.) need prior approval by the FNR.







Please indicate publications that have so far been the result of your project.


Name of Journal






(Journals not listed in ISI Thompson or SCOPUS, books, contributions to books) Please indicate publications that have so far been the result of your project.

















1.9 Other outputs



1.10 Lay synopsis

Please provide a lay synopsis of your project. The summary will be published on the FNR website.

The lay synopsis is intended to target a non-scientific audience. It should explain why the research is significant to the general public and give the reader a reason to care. The synopsis should avoid unnecessary jargon and acronyms known only to the scientific community and it should clearly define scientific words used in the text (max. 300 words)




Progress report by beneficiary No formal template is provided, but the points to be addressed are detailed in annex 3 of these guidelines. Document to be uploaded as PDF (max. 3 pages).

Project Appreciation Report by scientific contact(s) *

No formal template is provided, but the points to be addressed are detailed in annex 1 of these guidelines. The signed document has to be uploaded as PDF (max. 2 pages)












check


check



If you have finished completing the different sections of your online form, please click

on the button named ‘Form fully completed and ready for PDF generation’. You may as

well choose to modify the entered data by clicking on the button named ‘Enter more details

now’.




Task 3 is to generate a PDF document that contains all the information of your ‘Online

Reporting Form’. Click on the hyperlink named ‘Generate Full Report PDF’. The PDF

document will appear in the document list on the right side of the screen. If the document

named ‘Generated PDF’ does not appear in the list after a few minutes, please click on the

refresh button of your browser.

4.1.3. Submitting the Online Form – AFR Postdoc Progress Report





the latest.







4.2. Postdoc Final Report

4.2.1. Elements of the AFR Postdoc Final Report

The AFR Postdoc Final Report consists of the following elements:

AFR Postdoc Final Report Online Form, to be completed by the beneficiary

Final Report by beneficiary (see annex 3)

Postdoc Project Appreciation Report by scientific contact(s) (see annex 1).

Lay summary


o Training Plan (excel template provided)

o Additional documents in case the Beneficiaries is not employed at one of

the Luxembourgish research centres or at the University of Luxembourg:





All documents have to be uploaded by the Beneficiary in the given sections of the Online

Form.



4.2.2. Completing the Online Form – Postdoc Final Report

Information has to cover the entire funding period. The fields are part of the FNR online grant

submission system https://grants.fnr.lu and have to be completed directly in the system.


The AFR Postdoc Reporting consists of 3 different tasks, which are presented as a ‘To Do’

list:



(+ uploads, including the signed PAR)





details in the Online System and enter any changes (esp. email-address). The hyperlink




The hyperlink of Task 2 named ‘AFR Postdoc – Final Report’ brings you to the Online

Form for the AFR Proposal, which contains the administrative and budgetary details of your

project. The present document will guide you through the reporting stages.

The ‘Online Form’ may be saved at any time and you may come back to it later on. Before

you may submit the completed form however, you need to make sure that all mandatory

questions (marked with *) have been completed. The system partially warns you of

mandatory sections but put a special attention on completeness of documents for upload.

Make sure that all data is correct before submission.

The ‘Online Form’ is divided into 3 sections that can be accessed individually:


Section 2. Attachments, including Final Report by beneficiary and PAR by

scientific contact(s)

Section 3. Declaration by Host Institution


1.1 Final Period

Start Date of Reporting period (i.e. start date of AFR funding)

End Date of Reporting period (i.e. end date of AFR funding)















Please consult the summary tab in the online system as well as the prepopulated data under 1.1.. Check if any changes of the data have occurred. If yes, please indicate any changes here. Be aware that major changes in the project (e.g. change of HI, change of supervisor etc.) need prior approval by the FNR.







Name of Journal























1.9 Other outputs



1.10 Next career step

Where do you continue your career? To be answered if already known Please specify below

In research? Y/N Please specify: public sector / private sector

In public administration? Y/N

In private sector? Y/N

1.11 Lay synopsis

Please provide a lay synopsis of your project. The synopsis will be published on the FNR website

The lay synopsis is intended to target a non-scientific audience. It should explain why the research is significant to the general public and give the reader a reason to care. The synopsis should avoid unnecessary jargon and acronyms known only to the scientific community and it should clearly define scientific words used in the text (max. 300 words)






Final report by beneficiary No formal template is provided, but the points to be addressed are detailed in annex 3 of these guidelines. Document to be uploaded as PDF (max. 3 pages).

Progress Appreciation Report by scientific contact(s) *

No formal template is provided, but the points to be addressed are detailed in annex 1 of these guidelines. The signed document has to be uploaded as PDF (max. 2 pages)


PhD Certificate Upload the scanned certificate, if available (as pdf) If not available yet, to be submitted to FNR as soon as possible










check

I am interested to participate in the “promotion of the scientific culture” activities of FNR

check











Task 3 is to generate a PDF document that contains all the information of your online form.

Click on the hyperlink named ‘Generate Full Report PDF’. The PDF document will appear

in the document list on the right side of the screen. If the document named ‘Generated PDF’

does not appear in the list after a few minutes, please click on the refresh button of your

browser.

4.2.3. Submitting the Online Form – Postdoc Final Report





the latest.





Annex 1: PhD Project Appreciation Report (PhD-PAR)

A Statement on the scientific and personal progress of the PhD beneficiary during the

reporting period, to be written and signed by the Supervisory committee1, or alternatively,

where no committee is in place, by the supervisor(s) and scientific advisor(s) in charge of the

supervision.

The signed document has to be uploaded by the beneficiary as PDF to the Grant

Management System and should not be older than 4 months at the reporting deadline.

No formal template is provided. The PAR should address at least the following points:

Overall assessment of the candidate’s progress on her/his PhD research and main achievements, eventual deviations from the original project plan, any problems encountered and remedy actions taken/to be taken etc.

Quality of scientific outputs / publications / conference participations made during reporting period and planning for the remaining funding period

Advancements of candidate’s professional development (skills / training activities and career development). Recommendations for further training activities and comments on the supervision agreement.

Any comments related to ethical issues

Other (if applicable)

For progress reports only:

Outlook on the next research period, feasibility of the remaining work within the regular PhD time (including envisaged timing of thesis submission and PhD examination)

For final reports only (if applicable):

Comment on the thesis and the final PhD examination

The PAR should ideally be prepared during a meeting with the supervisory committee on the

basis of a written progress report and a presentation by the beneficiary.

The PAR should not exceed 2 pages and has to be co-signed by all members of the

committee.

In case the official report from the Supervisory Committee is not confidential and covers the

above points, it can also be submitted as Project Appreciation Report to the FNR. In case of

an AFR-PPP grant, the scientific contact of the private company must also comment and

sign the statement.

The PAR is part of a web-based online report to be submitted by the beneficiary. It cannot be

sent separately to the FNR.

1 e.g. the “Comité d’encadrement de thèse” at the University of Luxembourg



Annex 2: Postdoc Project Appreciation Report (PDR-PAR)

Although the main part of the postdoc report is constituted by the beneficiary’s report (see

annex 3), a brief Project Appreciation Report (PAR) by the scientific contact(s) involved is

requested, to be co-signed by all scientific contacts

The signed document has to be uploaded by the beneficiary as PDF to the Grant

Management System and should not be older than 4 months at the reporting deadline.

No template is provided. The PAR should comment the beneficiary’s report (see annex 3)

and in particular:

Qverall progress of the research project and the main achievements, eventual deviations from the original project plan, any problems encountered and remedy actions taken/to be taken etc.

Quality of the scientific outputs / publications / conference participations made during the reporting period

Researcher’s professional development (skills / training activities and career development). Recommendations for further training activities and comments on the individual development plan. For final reports: comment on the envisaged next career step.

Any comments related to ethical issues

Other (if applicable)


Outlook on the next research period, feasibility of the work within the remaining time

The PAR should not exceed 2 pages and has to be co-signed by all members of the

committee.

The PAR is part of a web-based online report to be submitted by the beneficiary. It cannot be

sent separately to the FNR.



Annex 3: Beneficiary’s Report

The Beneficiary’s Report has to be submitted for Postdocs beneficiaries with the Progress

and Final Reports, and for PhD beneficiaries with the Final Report only.

The Beneficiary’s Report should comment on the progress of the project achieved during the

reporting period as well as on the professional advancements of the beneficiary and in

particular address the following points:

a. List the progress towards achieving project goals during the reporting period.

b. Indicate and justify any changes in the main objectives and/or the work plan, if

applicable.

c. List any difficulties over the reporting period that impacted on the project

progress and describe the remedy actions taken.

d. Comment on issues raised by the FNR, if applicable.

e. Give a brief account on how generated research results contribute to the

advancement of knowledge.


f. List the goals for the next reporting period.

Provide an updated work plan for the remaining funding period with the

corresponding timetable (when?), location (where?) and collaborating research

groups (with whom?), in spread sheet format

For final reports only:

g. Comment on personal experience of the AFR period and on future career plans.



Annex 4: Financial Reporting

1. For Beneficiaries abroad or Beneficiaries not employed in one of the four Luxembourg

public research organisations or at the University of Luxembourg:

1.1. Concerning Beneficiaries with an employment contract, the financial report

comprises a part for salary costs and a part for the training allowance using the

templates provided by the FNR.

The financial report for salary costs has to be issued by the competent

administration in the host institution. An estimation of salary costs is sufficient

for the progress report, while detailed accounts of salary costs incurred have to

be provided together with the final report.

The financial report for the training allowance is directly issued by the

Beneficiary and is submitted together with the progress and final report. Costs

incurred are reimbursed directly to the Beneficiary up to the maximum eligible

amount. Upon request and prior approval by the FNR, host institutions may

manage the AFR Training Allowance according to the institutional rules. The

FNR reserves the right to request receipts for training activities for which costs

have been claimed.

1.2. Concerning Beneficiaries with a stipend, the financial report comprises the

report for the training allowance and a possible claim for a refund of insurance

costs. Insurance costs incurred are refunded on the basis of receipts provided

by the Beneficiary (up to a maximum amount of 300 EUR per month).

1.3. In the case of early termination of the Grant, the financial reports for salary

and/or other costs have to be submitted within the month following the termination.

2. For Beneficiaries employed under a work contract at one of the four public research

centres in Luxembourg or at the University of Luxembourg (“4CU”), no individual

financial reports are requested. Financial reports are submitted annually on 31st March

for all Beneficiaries employed by these institutions.

2.1. Concerning financial reports for salary costs of Beneficiaries, an estimation of

costs for on-going grants is sufficient whereas detailed accounts of salary costs

incurred have to be provided for AFR grants terminated in the course of the

preceding year.

2.2. Concerning the training allowance, the full amount is transferred in one initial

advance payment to the “4CU”. For the totally incurred expenses, the FNR requests

a single financial statement together with the AFR final report, after the termination of

the grant. If the total amount spent was lower than the AFR training allowance, the

difference must be reimbursed to the FNR. The FNR reserves the right to control the

financial statement(s) during the annual financial control by an external auditor.