AFR Reporting Guidelines

AFR
AIDES A LA FORMATION-RECHERCHE
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: Beneficiarys Report .......................................................................................... 33 Annex 4: Financial Reporting ........................................................................................... 34
FNR / 6, rue Antoine de Saint-Exupry / B.P. 1777 / L-1017 Luxembourg / T +352 26 19 25 1 / F +352 26 19 25 35 / E-mail :afr@fnr.lu / www.fnr.lu/afr
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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).
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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 a nd on the FNR website. Templates are provided on the FNR website www.fnr.lu under the section Forms and Guidelines/Reporting Documents.
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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 upto date at any time.
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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 * End Date of Reporting Period * Percentage of Time spent in Host Institution * Reference (Application ID) Beneficiary Name Host Institution Supervisor / Scientific Contact Project Title (e.g. date as fixed in the grant agreement) (e.g. date of supervisory committee meeting) (during reporting period (e.g. 50 %) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (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 (e.g. University XY) Percentage of Time spent (e.g. 50 %) Comments (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.
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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 Name of Publication Journal (and Edition) 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. Title Author(s) Year of Publication (and Edition) 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 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. Title of Contribution Presenter Name of Conference Location and Date of Conference
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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 There will be no template provided, but the points to be supervisory committee / supervisor(s) addressed are detailed in annex 1 of these guidelines. * The signed document has to be uploaded as PDF (max. 2 pages) Training Activities * PhD Registration * Additional documents, if applicable: Download the document template, complete it and upload it back to the system (as pdf) Upload a recent PhD registration (as pdf) To be uploaded only if the beneficiary is not employed at the University Luxembourg or at one of the four Luxembourgish public research centres. Download the document template, complete it and upload it back to the system (as pdf) Download the document template, complete it and upload it back to the system (as pdf) Only applicable in case of a stipend in order to refund the costs: Cost statement of the insurance (as pdf)
Financial report (employment contract) Financial report training activities Insurance certificate
To validate this section (2) and jump to the next one, click the button Save draft and continue to next section!
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Section 3: Declarations
I declare that I am covered by a health and accident insurance. I declare that the overall salary/stipend received is not higher than the max. amount indicated in the AFR terms and conditions. check 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.
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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 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.
3.2.2. 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 : 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 o f 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. email address). The hyperlink brings you directly to the Online Contact Form. Please click on the Save button after having updated your contact details. Beneficiaries are advised to keep their contact details in the online system up-to date at any time.
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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. 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, including the PAR by the Supervisory committee / Supervisor(s) Section 3. Declarations Section 1: Research Project Update
1.1 Final Period Date of thesis submission Date of thesis examination Score (optional) Envisaged Date of thesis submission Envisaged Date of thesis examination Percentage of Time spent in Host Institution * Reference (Application ID) Beneficiary Name Host Institution Supervisor / Scientific Contact Project Title (to be completed only if thesis has been submitted) (to be completed only if examination has taken place or date is fixed) optional (only if thesis not submitted yet; indicate planned date for thesis submission e.g. March 20xx) (only if thesis not submitted yet; indicate planned date for thesis examination e.g. June 20xx) (during reporting period (e.g. 50 %) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable)
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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.
1.5 Scientific Peer Reviewed Journal Publications (only accepted and published articles) (for journals listed in ISI Thompson or Scopus) Please indicate all publications that have so far been the result of your project. Title Author(s) Year of Name of Publication Journal (and Edition) Journal Impact Factor Publication Reference (DOI) (if known) First and last page numbers, volume or number, ISSN number, URL if published on Internet
1.6 Other Scientific Publications (only accepted and published articles) (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. Title Author(s) Year of Publication (and Edition) 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
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1.7 Conference Contributions Type of Contribution 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 Title of Contribution Presenter Name of Conference Location and Date of Conference
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
1.10 Next career step Where do you continue your career? In research? In public administration? In private sector? 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) To be answered if already known Please specify below Y/N Please specify: public sector / private sector Y/N Y/N
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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 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.
Project Appreciation Report by There will be no template provided, but the points to be supervisory committee / supervisor(s) * addressed are detailed in annex 1 of these guidelines. The signed document has to be uploaded as PDF. Training Activities * PhD Certificate Additional documents, if applicable: Download the document template, complete it and upload it back to the system (as pdf) Upload the scanned certificate, if available (as pdf). If not available yet, to be submitted to FNR as soon as possible To be uploaded only if the beneficiary is not employed at the University Luxembourg or at one of the four Luxembourgish public research centres. Download the document template, complete it and upload it back to the system (as pdf) Download the document template, complete it and upload it back to the system (as pdf) 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)
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 the overall salary/stipend received was not higher than the max. amount indicated in the AFR terms and conditions. I declare that I will sent an electronic version of the thesis (on CD) as soon as it is available I am interested to participate in the promotion of the scientific culture activities of FNR check
check check
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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. 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.
3.2.3. 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. Beneficiaries must submit their reports in electronic format to the online system (FNR Grant Management System) https://grants.fnr.lu on their corresponding reporting deadline at the latest. After submission, the online system will automatically generate an email with an 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. If you need further advice and support, please contact the FNR.
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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). Supporting Documents: 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 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.
3.3.2. 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. 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: 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. email address). The hyperlink brings you directly to the Online Contact Form. Please click on the Save button after having updated your contact details. Beneficiaries are advised to keep their contact details in the online system up-to date at any time.
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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. 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

1.1 Extension Request Start Date of AFR extension requested * End Date of AFR extension requested * Total months of AFR extension requested * Envisaged Date of thesis submission * Envisaged Date of thesis examination * Percentage of Time spent in Host Institution * Reference (Application ID) Beneficiary Name Host Institution Supervisor / Scientific Contact Project Title (i.e. first date after end of funding date indicate in the grant agreement) (insert date; extension up to 12 months possible) (number of months; 3 to 12 months possible) (indicate planned date for thesis submission e.g. March 20xx) (indicate planned date for thesis examination e.g. June 20xx) (during entire project duration (e.g. 50 %) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable)
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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.
1.5 Scientific Peer Reviewed Journal Publications (only accepted and published articles) (for journals listed in ISI Thompson or Scopus) Please indicate all publications that have so far been the result of your project. Title Author(s) Year of Name of Publication Journal (and Edition) Journal Impact Factor Publication Reference (DOI) (if known) First and last page numbers, volume or number, ISSN number, URL if published on Internet
1.6 Other Scientific Publications (only accepted and published articles) (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. Title Author(s) Year of Publication (and Edition) 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
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1.7 Conference Contributions Type of Contribution 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. Title of Contribution Presenter Name of Conference Location and Date of Conference
1.8 Intellectual Property (e.g. patents) Type of IPR Form of IP exploitation Scope of protection Institution responsible Date of approval
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 Report concerning the entire funding period. There will be no supervisory committee / supervisor(s) * 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) Download the document template, complete it and upload it back to the system (as pdf) Upload a recent PhD registration (as pdf) To be uploaded only if the beneficiary is not employed at the
Training Activities * PhD Registration * Additional documents, if applicable:
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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 Insurance certificate Download the document template, complete it and upload it back to the system (as pdf) 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)
To validate this section (3) and jump to the next one, click the button Save draft and continue to next section! 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 filled all sections of the reporting form. The system partially warns you of mandatory sections but put a special attention on completeness of documents for upload. 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.
3.3.3. Submitting the Online Extension Request

After having generated the report in PDF format, check completeness before you click the button Submit to FNR. 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. After submission, the online system will automatically generate an email with an acknowledgement of submission send to the beneficiary. If you need further advice and support, please contact the FNR .
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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). Supporting Documents: o Updated Training Plan (excel template provided) o Additional documents in case the beneficiary is 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.
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: Task 1: Update Contact and Address details Task 2: Fill in the Online Reporting Form (+ uploads, including PAR by the scientific contact(s); see annex 2) 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. email address). The hyperlink brings you directly to the Online Contact Form. Please click on the Save button after having updated your contact details. Beneficiaries are advised to keep their contact details in the online system up-to date at any time. 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.
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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 and are detailed hereafter: Section 1. Research Project Update Section 2. Attachments Section 3. Declaration

1.1 Reporting Period Start Date of Reporting Period * End Date of Reporting Period * Percentage of Time spent in Host Institution * Reference (Application ID) Beneficiary Name Host Institution Supervisor / Scientific Contact Project Title (e.g. date as fixed in the grant agreement) (e.g. date of supervisory committee meeting) (during reporting period (e.g. 50 %) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable)
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.
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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 Name of Publication Journal (and Edition) 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. Title Author(s) Year of Publication (and Edition) 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 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 Title of Contribution Presenter Name of Conference Location and Date of Conference
To be answered if applicable. Click the Add button to validate and/or add new patents.
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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
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)
2.1 Please attach the following documents Please first download the document template (if applicable), complete it and upload it back to the system 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). 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) Download the document template, complete it and upload it back to the system (as pdf) To be uploaded only if the beneficiary is not employed at the University Luxembourg or at one of the four Luxembourgish public research centres. Download the document template, complete it and upload it back to the system (as pdf) Download the document template, complete it and upload it back to the system (as pdf) 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)
Project Appreciation Report by scientific contact(s) * Training Activities * Additional documents, if applicable:
To validate this section (2) and jump to the next one, click the button S ave draft and continue to next section!
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Section 3: Declarations
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. 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. 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

After having generated the report in PDF format, check completeness before you 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 on their corresponding reporting deadline at the latest. After submission, the online system will automatically generate an email with an acknowledgement of submission send to the beneficiary. If you need further advice and support, please contact the FNR.
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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 Supporting Documents: 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: 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.
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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. 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: Task 1: Update Contact and Address details Task 2: Fill in the Online Reporting Form (+ uploads, including the signed PAR) 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. email-address). The hyperlink brings you directly to the Online Contact Form. Please click on the Save button after having updated your contact details. Beneficiaries are advised to keep their contact details in the online system up-to date at any time. 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 1. Research Project Update Section 2. Attachments, including Final Report by beneficiary and PAR by scientific contact(s) Section 3. Declaration by Host Institution Section 1: Research Project Update
1.1 Final Period Start Date of Reporting period End Date of Reporting period Percentage of Time spent in Host Institution * Reference (Application ID) Beneficiary Name Host Institution (i.e. start date of AFR funding) (i.e. end date of AFR funding) (during reporting period (e.g. 50 %) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable) (Prepopulated by the system, not editable)
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Supervisor / Scientific Contact Project Title
(Prepopulated by the system, not editable) (Prepopulated by the system, not editable)
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.
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 all publications that have so far been the result of your project. Title Author(s) Year of Name of Publication Journal (and Edition) 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 all publications that have so far been the result of your project. Title Author(s) Year of Publication (and Edition) 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
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1.7 Conference Contributions Type of Contribution 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 Title of Contribution Presenter Name of Conference Location and Date of Conference
1.10 Next career step Where do you continue your career? In research? In public administration? In private sector? 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) To be answered if already known Please specify below Y/N Please specify: public sector / private sector Y/N Y/N
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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 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). 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) Download the document template, complete it and upload it back to the system (as pdf) Upload the scanned certificate, if available (as pdf) If not available yet, to be submitted to FNR as soon as possible To be uploaded only if the beneficiary is not employed at the University Luxembourg or at one of the four Luxembourgish public research centres. Download the document template, complete it and upload it back to the system (as pdf) Download the document template, complete it and upload it back to the system (as pdf) 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)
Progress Appreciation Report by scientific contact(s) * Training Activities * PhD Certificate
Additional documents, if applicable:
I declare that the overall salary/stipend received is not higher than the max. amount indicated in the AFR terms and conditions. I am interested to participate in the promotion of the scientific culture activities of FNR check
check
To validate this section (3) and jump to the next one, click the button Save draft and continue to next section! 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 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.
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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

After having generated the report in PDF format, check completeness before you 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 on their corresponding reporting deadline at the latest. If you need further advice and support, please contact the FNR.
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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 candidates 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 candidates 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.
e.g. the Comit dencadrement de thse at the University of Luxembourg
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Annex 2: Postdoc Project Appreciation Report (PDR-PAR)

Although the main part of the postdoc report is constituted by the beneficiarys 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 beneficiarys 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 Researchers 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) For progress reports only: 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.
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Annex 3: Beneficiarys Report

The Beneficiarys Report has to be submitted for Postdocs beneficiaries with the Progress and Final Reports, and for PhD beneficiaries with the Final Report only. The Beneficiarys 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. b. List the progress towards achieving project goals during the reporting period. 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. For progress reports only: 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.
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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.
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AFR Reporting Guidelines

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AFR Reporting Guidelines

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AFR

AFR GUIDELINES FOR REPORTING

3. Reporting for PhD beneficiaries

3.1.2. Completing the Online Form PhD progress report

Section 1: Research Project Update

1.3 Changes occurred during the reporting period

3.1.3. Submitting the Online Reporting Form

3.2.2. Completing the Online Form PhD Final report

1.3 Changes occurred during the reporting period

3.2.3. Submitting the Online Form PhD Final Report

3.3. PhD Extension Request

3.3.1. Elements of the AFR PhD Extension Request

3.3.2. Completing the Online Reporting Form Extension Request

Section 1: Research Project Update

1.3 Changes occurred during the reporting period

Training Activities * PhD Registration * Additional documents, if applicable:

3.3.3. Submitting the Online Extension Request

4. Reporting for Postdoc Beneficiaries

4.1.2. Completing the Online Form Postdoc Progress Report

Section 1: Research Project Update

1.3 Changes occurred during the reporting period

4.1.3. Submitting the Online Form AFR Postdoc Progress Report

4.2.2. Completing the Online Form Postdoc Final Report

Supervisor / Scientific Contact Project Title

1.3 Changes occurred during the reporting period

Progress Appreciation Report by scientific contact(s) * Training Activities * PhD Certificate

Additional documents, if applicable:

4.2.3. Submitting the Online Form Postdoc Final Report

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

e.g. the Comit dencadrement de thse at the University of Luxembourg

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

Annex 3: Beneficiarys Report

Annex 4: Financial Reporting

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