Place, date

To the kind attention of

Name of the seconded researcher

Address

Country

OBJECT: letter of assignment for the European project H2020-Marie Sklodowska Curie Actions-RISE, “GRAGE- Grey and Green in Europe: elderly living in the urban areas” (Grant Agreement n. 645706– CUP D82I14000480006)

As Coordinator of the European project funded by the European Commission “GRAGE- Grey and Green in Europe: elderly living in the urban areas”,in compliance with D.R. n. 406 dated 17/11/2014, I am glad to invite[seconded staff members’ Name and Surname]to join the project’s activities under the following conditions:

  • The researcher will take part in the project by visiting host institution, from datetodate
  • During the secondment period the researcher will be devoted to implement the research activities stated in the Annex I of the Grant Agreement and agreed with the Coordinator on a full time basis
  • The research activities will concern the WP number and title
  • During the secondment period the researcher will continue to perceive his/her own compensation from home institution and once the secondment period will be finished, the researcher has the right to go back to his/her own institution
  • According to this letter the research will be considered as a “Marie Curie Fellow”
  • Throughout the secondment period the researcher will be hosted by the above mentioned hosted institution and will be provided with the means to implement the above mentioned activities, according to the terms of the GRAGE Partnership Agreement
  • The researcher is ensured with the same security and health conditions in the working place as for the researchers in the hosting institute
  • The researcher will personally subscribe to a suitable health insurance
  • The researcher will receive a reimbursement of 2.000 euro/every period of 30 secondment days according to the rules of the European Commission
  • The researcher is aware that the University of Macerata takes all measures to implement the principles set out in the Commission Recommendation on the European Charter for Researchers and the Code of Conduct for the Recruitment of Researchers. For this motive the University of Macerata has been also awarded by the European Commission with the Excellence in Research Logo (
  • The researcher declares to have read the Grant Agreement available in project website (user idrootgrage – password: progettograge )and is therefore aware of:

-the rights and obligations of the beneficiary toward the seconded staff members under the Grant Agreement of the Project (art. 32.1 and 33.1 of the Grant Agreement)

-the obligation of the seconded staff members to complete and submit — at the end of the secondment — the evaluation questionnaire and — two years later — the follow-up questionnaire provided by the Agency

-the arrangements related to the intellectual property rights between the beneficiary and the seconded staff members — during implementation of the secondment and afterwards (see art. 24-26);

-the obligation of the seconded staff members to maintain confidentiality (see Article 36);

  • the obligation of the seconded staff members to ensure the visibility of EU funding in communications or publications and in applications for the protection of results and the obligation to publish peer reviewed articles in open access (see Articles 27, 28, 29 and 38)
  • As to the Horizon 2020 Open access mandate, the researchers declares to have received and read specific instructions on how to publish in open access (here attached).
  • the researcher will duly submit requested information and supporting documents according to the indications included in the relevant guidelines (see relevant guidelines here attached) [As to TARAS’ researchers “Guidelines for incoming mobility for TARAS researchers” must be attached; as to UNIMC researchers “Vademecum per la mobilità in uscita”must be attached.]

This letter of assignment is written in double original copy.
Please return one of the two documents signed for acceptance.
By accepting this assignment the researcher agrees with University of Macerata to use personal data which are exclusively provided for the purpose of the ongoing procedure (D.lgs 196/2003).

Kind regards.

The Project Coordinator

Prof.ssa Francesca Spigarelli

For acceptance

Signature ______

Date ______

Attachment

RECOMMENDATIONS ON CONTRACTUAL PROVISIONS RELATED TO OPEN ACCESS

REV.00 based on Annotated Grant Agreement v. 2.2

Participants of all projects funded by Horizon 2020 are obliged to put in Open Access peer reviewed scientific publications relating to project results[1].

‘Peer-reviewed publications’ means publications that have been evaluated by other scholars (e.g. articles in scientific journals). Other types of scientific publications, such as non-peer-reviewed articles as well as monographs, books, conference proceedings and ‘grey literature’ , are not subject to this obligation but researchers are encouraged to put also this material in Open Access.

WHAT IS THE MANDATE ON OPEN ACCESS?

The Open Access mandate consists essentially in:

  1. TO DEPOSIT THE ARTICLE IN AN OPEN ACCESS REPOSITORY
  2. TO PUBLISH THE ARTICLE IN AN OPEN ACCESS WAY (GREEN OR GOLD WAY)

Gold open accessmeans that open access is provided immediately via the publisher when an article is published, i.e. where it is published in open access journals or in ‘hybrid’ journals combining subscription access and open access to individual articles. For the list of Open Access Journals (ex. PLoS, BioMedCentral) you can check Directory of Open Access Journals.

Green open accessmeans that the article is published in a “traditional journal” but, in addition, the published article or the final peer-reviewed manuscript is archived by the researcher (or a representative) in an online repository. Access to the article is often — but not necessarily — delayed (embargo time). For the policy of traditional publishers on Open Access you can check the data base SHERPA RoMEO.

WHAT TO DO IN PRACTICAL?

STEP 1 - DEPOSIT

STEP 2 – PUBLISH THE PUBLICATION IN OPEN ACCESS

Let’s see more in detail…

STEP 1 DEPOSIT

WHAT TO DEPOSIT?

A machine-readable electronic copy of the published version of the publication or the final peer-reviewed manuscript as accepted for publication.

‘Machine readable copy’ means a format that can be used and understood by a computer; copies must be stored using text file formats that are either standardized or otherwise publicly known, so that anyone can develop new tools for working with them.

WHERE TO DEPOSIT?

In an Open Access repository for scientific publications, preferably complying with Openaire ( requirements.

You can choose among:

  • In the Open archive of the University of Macerata U-PAD (Unimc - PubblicazioniAperteDigitali)-
  • inZenodo(a multidisciplinary open repository hosted at CERN)
  • in a subject-based repository (eg. arXiv, SSRN…)

For the list of Open Access repository you can check at In case of doubt we recommend you to choose Zenodo.

Important remark

An Open Access repository should comply to specific requirements as indicated in theBudapest Declarationand Berlin Declaration.Therefore putting your publication in your personal web page or in Academia.edu and Researchgate does not mean that you put it in an Open Access repository.

WHEN TO DEPOSIT?

As soon as possible and at the latest on publication.

HOW TO DEPOSIT?

Required bibliographic metadata

If you deposit in U-PAD (Unimc - PubblicazioniAperteDigitali), you have simply to

  • Select the funding program (Horizon 2020 or FP7). For GRAGE please select “Horizon 2020”
  • Type the number of the grant agreement (only numbers, not letters). For GRAGE please type645706
  • Indicate the publication date, and length of embargo period if applicable

Required rights of use to be assigned

When depositing you shall ensure that your publication can be read online, downloaded and printed free of charge to any user.

Any further rights - such as the right to copy, distribute, search, link, crawl and mine – are encouraged by the EU.

STEP 2 – PUBLISH THE PUBLICATION IN OPEN ACCESS

HOW

Provide open accessto the scientific publication

  • either as ‘gold open access (i.e. via the publisher AND via the repository)

or

  • as ‘green open access (i.e. via the repository only).

WHEN

Open access must be given:

-in case of ‘gold open access’: at the latest on publication

- in all other cases: within 6 months (12 months for publications in the social sciences and humanities

TO SUM UP…

When you are about to publish, wait a minute and …

  • Choose an Open Access publisher or a traditional publisher that allows – at certain conditions complying with the above mentioned EU requirements – Open access of your publications.
  • Choose a deposit where to deposit the publication and insert compulsory bibliographic metadata.

In case of any doubt or difficulty with the publisher, contact your WP Leader or the Coordinator. For technical questions contact

DO NOT PUBLISH WITHOUT FOLLOWING THE ABOVE MENTIONED RULES, SINCE IT WOULD BE A CONTRACTUAL INFRINGEMENT AND THE EU COMMISSION WOULD APPLY A FINANCIAL PENALTY!

DISCLAIMER

This document is based on the Annotated Grant Agreement version 2.2 (art. 29.2) and it is not an official document of the EU commission.

Relevant EU Commission documents related to Open Access for Horizon 2020 are:

  • Annotated Grant Agreement
  • Guidelines to the Rules n Open Access to Scientific Publications and Open Access to Research Data in Horizon 2020 Version 3.2, 21 March 2017

Letter of assignment – GRAGE template rev. 02

[1]Please note that the following indications are valid for all projects of Horizon, except for ERC projects (please see Guidelines on the Implementation of Open Access to Scientific Publications and Research Data in Projects supported by the European Research Council under Horizon 2020)