What is the ILGE TNA/NOA program, and who is hosting it?
The ILGE (Integrated Laboratories for Geosciences and Environment) TNA/NOA program is part of the MEET project hosted by the National Institute of Geophysics and Volcanology (INGV) in collaboration with the University “Roma Tre,” the National Research Council (CNR), and the National Institute of Oceanography and Experimental Geophysics (OGS). It offers free-of-charge transnational access (TNA) and national open access (NOA) to world-class Earth Science research facilities in Italy.
When does the first call for TNA/NOA access open and close?
The first call for TNA/NOA of the ILGE network opens on January 4, 2024, and closes on February 29, 2024 (23:59 CET). During this period, TNA/NOA proposals can be submitted at any time.
When is access available to the facilities?
The general access period for facilities during the first TNA/NOA call is from April 1st to September 30th 2024. However, each facility may have specified individual access periods, which users should consult for detailed information.
Which facilities are included in the ILGE TNA/NOA program?
The ILGE TNA/NOA program includes laboratories distributed among our partner institutions. These laboratories cover a diverse range of disciplines in the Earth Sciences. Examples of these disciplines include high-pressure high-temperature experimental volcanology and geophysics, experimental tectonics, paleomagnetism, geochemistry, optical and scanning electron microscopy, core logging, and site effects investigation, among others. Please, visit the facility webpage for details.
Who is eligible to participate in the ILGE TNA/NOA program?
The ILGE TNA/NOA program is open to students (BSc, MSc, PhD), researchers, professors, and technicians. Eligibility criteria depend on the user's affiliation:
- Teams affiliated with EU* + EFTA$ and non-European research institutes located outside of the Italian territory (> 50% of the user group per proposal) are eligible for the TNA program.
- Teams affiliated with Italian institutions are eligible for the NOA program.
EU* = EU member states and countries associated with Horizon 2020 (Iceland, Norway, Albania, Bosnia and Herzegovina, North Macedonia, Montenegro, Serbia, Turkey, Israel, Moldova, Switzerland, Faroe Islands, Ukraine, Tunisia, Georgia, Armenia, United Kingdom).
EFTA$ = member states of European Free Trade Association (Iceland, Liechtenstein, Norway and Switzerland).
What are the main modalities for accessing facilities under the ILGE TNA/NOA program?
The ILGE TNA/NOA program offers two main access modalities:
- Physical access (hands-on): Users can visit the laboratory where the TNA/NOA facility is located. The equipment usage is free, and users may be reimbursed for travel, accommodation, and sustenance expenses up to a specified amount (please review the funding guidelines for details).
- Remote service (send-in-sample): Users can send samples for experiments or analysis without physically visiting the facility. When opting for remote service, users are not eligible for travel, accommodation and sustenance reimbursement. However, reimbursement for sample shipment expenses is provided up to a specified amount (please review the funding guidelines for details).
What are the funding regulations for TNA and NOA projects?
Funding reimbursement is subject to specific limits. Reimbursement details are outlined in the Funding and Reporting guidelines provided on the ILGE TNA/NOA documents webpage.
Are all facilities available for both physical access and remote service?
No, both physical access and remote service options may not be available for every facility. The availability of access modalities depends on the specific nature and capabilities of each laboratory. It is recommended to check the list of facilities on the portal for details on the access options offered by each facility on each call.
Can I conduct my project across multiple facilities?
No. The ILGE TNA/NOA program currently allows users to request access to only one facility per proposal.
Can I submit more than one TNA/NOA proposal per call?
No, each applicant can submit a maximum of one TNA/NOA proposal per call. However, you may participate in another proposal as a member of the user group.
Can I be granted Physical Access on more than one TNA/NOA proposal per call?
No, each user can be granted Physical Access only once in each ILGE TNA/NOA call, either as PI or as a team member of a TNA/NOA proposal.
What are the essential parts of the TNA/NOA submission template?
The submission template consists of three essential parts: Project Information and Scientific Objectives (Part A), File Upload (Part B), and Selection of Facility and Access Type (Part C). A facsimile of the application template can be found here.
Part A:Project Information and Scientific Objectives
Applicants provide crucial project information, including the project's title, acronym, proposed access period, and details about the Principal Investigator (PI) and additional investigators (AI). This section also covers the Scientific and Technical Objectives, methodology, and emphasizes the scientific excellence of the team.
For each field, there is a limitation in the number of characters:
- Project title: max 150 characters, including spaces;
- Project acronym: max 20 characters, including spaces;
- Summary: max 1.000 characters, including spaces;
- Objectives: max 1.000 characters, including spaces;
- Interest for the scientific community and fallout of results: max 500 characters, including spaces;
- Originality and innovation of the project: max 500 characters, including spaces;
- Methodology and work plan: max 4.000 characters, including spaces;
- Dissemination plan: max 500 characters, including spaces;
- Short biography of the Principal Investigator: max 1.000 characters, including spaces;
- User expertise in the domain of application: max 1.000 characters, including spaces;
- List of recent relevant publications/patents/achievements of the user: max 4.000 characters, including spaces.
- Notes: max 4.000 characters, including spaces.
Part B; Files Upload
Applicants are required to upload the following documents in PDF format, following the standard naming conventions specified on the portal:
- CV of the PI;
- cover letter (if the PI is a student);
- documentation related to insurance from the sending institution;
- personal document for identity verification.
If the document certifying insurance coverage for the current year is not available at the time of application, applicants are encouraged to upload the previous year's insurance documentation. Please note that the previous year's insurance documentation is only for informative purposes, and an updated version should be provided as soon as available. Send the updated version to management.ilge@ingv.it and to the facility manager. In any case, proof of insurance coverage for the planned access period should be provided before signing the Access Agreement.
Part C: Selection of Facility and Access Type
This section focuses on infrastructure and access preferences. Applicants specify the infrastructure or facility they intend to use, provide its relevance, and indicate whether remote or physical access is required. For physical access, they mention the number of team members and provide information on each user requiring physical access. For two specific fields, there is a limitation on the number of characters:
- Briefly describe the reason why you chose this facility and why it is best suited for the project: max 500 characters, including spaces;
- Samples information: max 500 characters, including spaces.
Is it recommended to wait until all documentation is ready before submitting a proposal?
Yes, it is strongly advised to initiate the proposal submission only when all necessary components are fully prepared. This includes arranging in advance all details and information of part A and C, and gathering all documents requested in part B of the submission template (available here).
Why is it important to have all documentation ready before submission?
Once saved, Part B and C of the submission template become non-modifiable, even if the proposal has not been submitted yet. Therefore, it is crucial to ensure all required information and documents are prepared before initiating the submission process. Attempting changes to Part B and Part C of the submission template after the initial compilation may cause errors or complications to the system, potentially hindering the finalization of the submission. Please be aware that your application can only be saved and edited at a later stage, after completing all parts (i.e., part A, B and C) of the submission template during the first submission. Additionally, note that in Part C, only the fields requiring text input can be edited at a later stage, while the fields related to the facility and access preferences cannot be modified once saved.
How do I apply for the ILGE TNA/NOA program?
To initiate your application, visit the ILGE TNA/NOA portal and create an account using your email address as the username. Progress through all three parts of the form (A, B, and C), saving your work as a draft for flexibility. Review and modify your draft in the text sections of Parts A and C as needed. Please note that you can upload your PDF files only once. When satisfied with your application, submit it definitively by clicking the "DEFINITIVE SUBMIT" button and send a confirmation email to lucia.cacciola@ingv.it. Keep in mind that contacting the Facility Manager before submission to discuss technical aspects is a mandatory step.
Can I edit my application after submission?
No. Once you submit your application, editing is not possible. It is advised to thoroughly review and ensure all information is accurate before final submission. If you need assistance with your proposal after submission, please contact us at management.ilge@ingv.it.
Can I replace the documents required in part B of the submission template once they are uploaded?
No, currently, the system does not allow for the editing or replacement of already uploaded documents. Please upload all requested documents only when you are sure these are prepared. If you have uploaded documents erroneously or the wrong documents, please contact us at management.ilge@ingv.it. However, keep in mind that this may slow down the submission process, and under no circumstances can your proposal be considered if the call deadline is met.
What if my affiliation is going to change after the call deadline but before the actual access period?
If your affiliation is set to change before the expected dates of actual access to the facility but you are still affiliated with the old institution at the time of application, please indicate this circumstance in the “Notes” section of part A of the application form. Provide the names of both the old and new organizations, along with the exact dates of ending and starting of the respective employments. In section B of the application form, upload a document in the section dedicated to “endorsement letter” to show the new affiliation, your position, and the starting period of the new employment. Concerning insurance, submit your current insurance document and send via email to management.ilge@ingv.it the new insurance document as soon as it becomes available. Remember that the Access Agreement must include the exact affiliation applicable to the access period for TNA/NOA activities to be carried out. By then ensure all necessary documentation, including insurance, to be updated.
How do I use the “Notes” section in part A of the application form?
The Notes section in part A of the application form allows you to provide details on special circumstances that apply to your situation but may not fit in any other section where details on the applicants are provided. Please include only important pieces of information that strictly pertain to the TNA/NOA application. Improper use of any part of the application form automatically determines the ineligibility of the application. For any questions related to the application, please contact the ILGE TNA/NOA Management Team at management.ilge@ingv.it.
Why do I have to contact the Facility Manager before submitting my application?
Contacting the Facility Manager before submitting your proposal is a mandatory step to meet the technical specifications of the facility and enhance the technical feasibility of your project. This early communication allows you to discuss the technical aspects of your project, such as the equipment needed, sample requirements, and overall project feasibility. Engaging with the Facility Manager at this stage ensures that your proposal aligns seamlessly with the capabilities of the chosen facility, enhancing the overall quality and chances of approval for your application. The e-mail addresses of the Facility Managers are provided on the facility details webpage.
How are TNA/NOA proposals evaluated and selected?
The evaluation process includes a check of eligibility by the TNA/NOA management team, technical feasibility assessment by the Facility Manager, and a double-blind review of scientific excellence by external reviewers. Proposals are assessed based on methodology, rationale, innovation, and clarity. In case of facility overbooking, priority is given to scientific merit.
What are the user responsibilities upon project approval?
Users must adhere to the ILGE TNA/NOA data policy, including acknowledgment in publications, open access commitment, and adherence to the data management plan. The user is required to sign the Access Agreement, covering access details, before the project begins.
What should I do after completing my TNA/NOA project?
After completing the project, users must download and fill out the TNA/NOA user Scientific & Expense report template within one month after the access period. The report is checked and signed by the host facility. Additionally, users are requested to complete a feedback questionnaire during the reporting process.
How is personal data handled during the application process?
Personal data collected during the application process is used solely for operational management and legal tasks of TNA/NOA activities, following GDPR regulations and institutional privacy policies. Personal data is not shared with external review panels or third parties for purposes other than reporting.
I registered on the portal but did not receive a confirmation email. Is this normal?
Yes, it is normal if you did not receive a confirmation email after registering on the portal. Currently, the system does not generate an automated confirmation email at the time of registration.
I encountered technical issues while submitting my application. What should I do?
If you face technical issues during the submission process, please contact us at lucia.cacciola@ingv.it
I forgot my password. What should I do to recover it?
If you have forgotten your password, please contact us at lucia.cacciola@ingv.it
I have additional questions for which I cannot find answers here.
Please reach out to the ILGE TNA/NOA management team at management.ilge@ingv.it