Mobility as a researcher sounds good, and I agree. Visiting a new country, a new work environment, and adapting to a new way of living in a new home. This lets ideas spread and broadens one’s horizons.
When I joined the MSCA Doctoral Network NANAQUA, this was one of the main reasons I applied, and I enjoyed the freedom and encouragement to travel, which is not typical in a “classical” PhD program compared to the MSCA Doctoral Network program.
What I did not anticipate was the difficulty and time investment that I would encounter while preparing a productive research stay at a different location. To save time for incoming MSCA PhDs who will go through the same process and need to move not only themselves but also their research, I wanted to highlight 10 points to consider before starting the secondment and 2 points once you arrive at the new location.
Note: I was almost one year in when I started my secondment, and my research is mainly experimental.
- Timing
Under the MSCA funding structure, some opportunities are funded for the full 4 years, while other countries require the PhD supervisor/promotor to fund for 4 years. I think it becomes less relevant, but in general, with my 3-year PhD, the program is, after talking and listening and being in the situation for quite a short time, to make huge progress, or finish a PhD, it is feasible but challenging, as in general PhDs are a highly nonlinear and iterative process and start very slowly. The last year probably has the highest research output. It’s hard to find the right timing to fit ~6 months in total across 2 different secondments: one at an academic institution and the other in industry. So, go whenever possible, plan it, and stick to it without moving it around too much, since I don’t think there’s perfect timing. If you do it too early, the impact might be smaller, as you know less about the topic. Pushing it to the end of the doctoral journey might affect your “grind” phase, when you just have to finish the projects you started to complete your thesis.
- Get somebody to help you and build relationships
Secondments are part of the MSCA doctoral network program. Usually, the host institution also has a PhD researcher, as all PhDs rely on this and need secondments at various locations. In general, it is in everyone’s interest to accommodate the guest. This is the most important link, apart from your supervisors and receiving senior person. There, you can clarify questions, gain transparency on what’s there and what you should consider, and get insight into how the system works.
- Expectation management
Usually, before starting anything, it is good to check expectations from the host, from you, and the dos and don’ts. For me, the host encouraged me to create a paper that overlapped knowledge from my home group and the group where I conducted my research. This is always a good goal to set; as a new researcher, I didn’t imagine the hurdles you have to go through. Even simple things, like where the glassware is for your experiments, take time to adjust to. So it’s not only the host’s expectations, but also adjusting your expectations beforehand about what you want from this experience. Also, because research is unpredictable and uncertain, you must adjust expectations as you progress at the host institution. Keep things simple and transparent for both sides, and meet regularly to check in. Because you’ll be moving and making a lot of adjustments, expect your research to move more slowly than it would at your home institution.
- Dissemination and networking
In general, each research group has its own spice, and this advantage is great for broadening your horizons, but you can also bring it into the new group. This can happen through presentation opportunities, both as a presenter and as a listener. Use this opportunity whenever possible.
- Plan your research
The biggest challenge for me is integrating the project at the secondment into my thesis, as it has to fit into your whole thesis and requires many iterations, with seniors’ input on what is feasible and, in the end, on your own capabilities. I easily spent months preparing this stay and thinking about exactly what I should do, and I think it is the right way to start early for a smooth integration into your project.
- Pack, send for your research
Because my work involves sending many chemicals, and the visited lab has limited chemicals available, I packaged them in smaller quantities at the homelab and sent them through the internal logistics department, which supports this process and uses DHL. Depending on the toxicity and quantity of the chemicals, it takes more or less effort to prepare labeling & sending of the packages. In general, use a lot of Parafilm to keep everything sealed.
- Research equipment at the available institution
Just because it is there does not mean it is available in the timeframe you want. Access may be restricted (preliminary training), or it may not work. Try to clarify as much as possible before you arrive at the receiving institution.
- Clarify finances & consumables
Depending on your university’s procurement process, it may be easier to use your university’s procurement process. In general, I encountered 2 ways to buy consumables: 1. You can send money and have the host institution buy. 2. Use your university’s procurement process with the delivery address of the secondment location. This is highly individual and needs to be clarified beforehand.
In addition to funding availability, consider things no one usually thinks about, such as the cost of miscellaneous items. Who pays for gloves, glassware, water, electricity, Eppendorf, Falcons, gases, and equipment usage?
- Clarify admin
The main thing to get is housing: is there university accommodation? Is there potentially a different PhD student from the secondment leaving his apartment around the same time that you host? What realistic rent can you expect? Is my tenant serious?
Research exposes you to a higher risk of injury. Therefore, consider insurance when leaving your home base. Where are you insured? For me, my university covered the insurance when I worked abroad.
Every lab has different safety standards. Clarify any required risk assessments or formalities that need to be signed.
When you arrive at a new location, you need access to the labs, your office, the kitchen, and so on. Clarify these things beforehand to save valuable time, instead of standing in front of a locked door you should have access to. This also includes IDs and intranet access.
- Bring gifts
Moving to a new country opens the opportunity to exchange cultures, and for me the easiest way is through the typical food of your home country. It can also be a good conversation starter to get to know people better.
When you are there:
- Get to know the new system & build connections
Adjusting to the new system takes time and requires asking questions and having many conversations. As a visitor, you’ll usually get guest treatment; use it to get to know people. They are the future leaders in the industry and research, and the academic bubble is quite small, so you’re unlikely to never see each other again.
- Enjoy your life & travel around
The new location offers a broader view, and you can get recommendations on where to go and what is worth visiting. Since the same system isn’t available there, work is usually slower. This also gives you a great opportunity to travel around and enjoy the freedom & funding you have as a researcher to visit various places.
