Programme overview
The Core Technologies for Life Sciences (CTLS) Job Shadowing Programme focuses on core facility management and operations, supporting the exchange of experience, knowledge, and expertise among peers. The programme enables a core facility to host a qualified visitor from an international institution, encouraging collaboration on specific tasks and activities relevant to facility operations or management. Each visitor is paired with an experienced staff member who offers guidance and support throughout the daily workflow. Successful applicants will receive a CTLS Award to support their visit to another core facility, with priority given to cross-border mobility. While applicants must be CTLS members, host institutions are not required to hold CTLS membership.
This allows facilities to initiate or reinforce collaborations, share best practices, and learn from one another, with the goal of improving efficiency in multiple areas of their operations and management.
Funding is intended to support visits of 2 to 5 working days, with typical coverage of all eligible expenses up to 1,000 EUR. Co-funding is also possible, if additional sources of funding are available.
Please note that the Job Shadowing visit is subject to the facility agreeing to receive and host a visitor.
General Guidelines for CTLS Job Shadowing Programme
Applicant – Who is eligible to take part in mobility grant?
Eligible applicants must be experienced facility staff members affiliated with CTLS for a minimum of six months, with priority given to long-standing members. This opportunity supports professional development and on-the-job learning. No more than one member per institution may participate within a calendar year.
The mobility grant
The mobility grant involves visiting another core facility where staff may possess greater expertise, operate similar core technologies, or have implemented procedures not available at the home facility. The programme enables both the hosting facility and its visitors to exchange experiences and ideas, promoting mutual learning, strengthen collaboration and to learn from each other on how to improve efficiency in various aspects of their work and to exchange the best practices in facility management and other activities.
Potential Topics for the Visit
The mobility grant may support one or more of the following aspects related to the management of core facilities:
- Facility Organization, Operation, and Management: e.g. Planning facility space, establishing new facilities, relocating existing facilities, and related logistical considerations.
- Safety: Implementation and adherence to safety procedures, risk assessments, and regulatory requirements.
- General Processes: Instrument reservations, cost recovery models, usage fees, and standard facility protocols.
- Access Models: Open access policies, service offerings, user access management (internal, external, and international), associated costs, practical considerations, and ethical issue management.
- Quality Management and Quality Control: Instrument maintenance and upgrades, associated costs, service contracts, and quality assessment practices.
- User Training: Organisational aspects related to one-on-one training, staff-led educational activities (e.g. seminars, workshops, courses).
- Staff Development: Professional development opportunities, career progression pathways, and skills enhancement.
- Discussion on Data Management: Sharing approaches to data storage, management tools, and institutional practices for handling research data.
- Discussion on Software Tools: Exchange of experiences with software solutions for data analysis and management, including the development and use of in-house tools.
- Overview of Facility Technologies: Presentation and discussion of state-of-the-art technologies available within the core facility, including user access procedures and operational frameworks.
- Discussion on Sample Preparation: Exchange of commonly used methods, approaches to offering sample preparation as a service, and considerations related to ethics and data privacy.
- Outreach Activities: Community-building initiatives, public engagement events, and activities designed to enhance facility visibility and collaboration.
NOTE: The award does not support visits focused on technical training for specific instruments, data collection, data analysis or active participation in scientific research collaborations. Rather, it is intended to enable facilities to initiate or strengthen professional connections, exchange best practices, and learn from one another to enhance their operations and management.
Further information
If you have any questions or would like to discuss your plans, please contact the CTLS Job Shadowing Focus Group at shadowing@ctls-org.eu . The feedback provided will aim to support the identification and confirmation of suitable hosts, enhance the applicant’s personal development plan, and foster broader knowledge exchange.
The Application Process
Application:
Applications can be submitted during the open call period by completing an online form and providing requested information including a letter of invitation.
Evaluation:
The Shadowing Focus Group is responsible for the evaluation process. Reviewers are selected based on their expertise and only in the absence of any conflicts of interest.
Travel grants allocation:
A maximum number of 5 travel grants per calendar year will be awarded to the applicants with the highest scores.
Job shadowing visit:
The host and the visitor agree about all the practical issues related to the visit prior to the visit. The visit takes place during the time agreed both by the visitor and the host.
Deadlines:
- Application by 25 July 2025
- Evaluation: 26 July – 15 September 2025
- Notification: 16 September – 30 September 2025
- Visit: 1 October – 20 December 2025
Application by a potential Visitor for a Job Shadowing Programme
Please complete the Form at: https://forms.gle/3ggDJDDbwx1ToghH9
Once completed, and no later than 25 July 2025, please send a notification to shadowing@ctls-org.eu, including PDF copies of the following documents:
- Short CV
- Motivational statement (highlighting the benefits of the proposed visit) and a detailed work plan (please use the template attached to this call).
- Letter of support from the Applicant’s Line Manager
- Letter of support from the potential Host.
Incomplete applications will not be considered and will be returned to the applicant for revision and resubmission. A panel comprising two members of the Job Shadowing Focus Group will evaluate all complete submissions. Efforts will be made to ensure gender balance an geographical distribution of the fellows, and any conflicts of interest—such as personal affiliations with an applicant—will be appropriately documented. Unsuccessful applicants will receive feedback, and resubmission of a revised application may be permitted at the panel’s discretion. All final decisions will be subject to formal approval by the CTLS President and Treasurer.
Expression of Interest Form for potential Hosts
An Expression of Interest form is available for potential hosts who have not been contacted by a prospective visitor. Hosts can submit their interest by completing the Google Form at: https://forms.gle/4K6xaJyWCeznNxQE6
Hosts who have already been approached by a visitor are not required to complete the Expression of Interest form. Please, note that no direct financial support is provided to hosts, and CTLS membership is not a requirement for hosting.
Funding and duration
The financial support offered is a contribution towards the overall expenses incurred during the mobility grant period and may not cover all associated costs. Funding is limited to travel, accommodation, and meal expenses, and will be provided as a grant. Expenses related to research materials or equipment fees are not eligible for funding. The grant covers a maximum duration of one week (5 working days).
Visits must be completed by 20 December 2025. Grants will typically provide an average contribution of approximately €1,000 to the applicant (CTLS Member). In exceptional cases (for long-standing members outside Europe), and subject to full justification and funding availability, a maximum award of up to €1,500 may be granted. The grant will be disbursed upon successful completion of the visit and following the evaluation of the Grant Final Report.
Successful applications
Individuals in receipt of a CTLS Job Shadowing will be advised of the requirements for spending the money and evidencing this. The Award is a maximum and not a target spend, economy travel is required, hotels should be 3 stars or less and a daily food subsistence allowance will be provided.
CTLS awardees are required to submit a Grant Final Report summarizing the outcomes and benefits of their visit. Hosts will also be invited to provide feedback on the visit. Additionally, visitors will be expected to contribute a brief article for the CTLS newsletter and website, actively participate in a CTLS working group or organize a webinar.
General responsibilities of Hosts and Guests
The guest should:
Provide detailed information on the background and expertise of the visiting staff to ensure that the shadowing experience is structured in the most effective and productive manner. As an initial step, a brief introduction of the visitor to the hosting facility staff is encouraged to facilitate communication and knowledge exchange throughout the visit.
Maintain confidentiality during and after the visit. If deemed necessary by the host, preliminary confidentiality agreements may be signed at the start of the shadowing period.
The host should:
Reach an agreement with the visitor regarding the type of job shadowing to be conducted, including relevant arrangements such as schedules, access to laboratories, instruments, and other necessary resources, prior to the visit.
Provide the visitor with comprehensive information about the host facility, including a detailed description of the infrastructure, local regulations, safety guidelines, and any other relevant procedures.
Any other practical arrangements are at the host/guest discretion.