Before the STSM

Step 1 – On-line registration by the applicant

 

The Applicant must use the on-line registration tool to register their request for an STSM. The following information has to be encoded with the registration:

Applicant’s title, name, work place, postal address, telephone and fax numbers, and email address; name, postal address, telephone, fax and email of the prospective host at the receiving institute; the planned dates and length of stay; the title of the planned STSM; a short description of the proposed work plan (about 250 words); a short curriculum vitae; a budget request with breakdown for the costs of the STSM; bank details.

 

 

Step 2 – Formal STSM application and annexes

 

After encoding the information and pressing the “submit” button the online registration tool will issue a formal STSM application which has to be downloaded and sent by the applicant electronically (by e-mail as attachment) together with any necessary document which the Applicant may regard as helpful in supporting the application at the evaluation process (such as CV, list of publications, motivation letter, letter of support from the home institute etc.) to:

  1. the future Host of the STSM;
  2. the Chair of the Management Committee of the Action (can be found on the COST web-site) or the
  3. Action’s STSM coordinator if available.

 

Step 3 – Assessment by the Management Committee

 

The MC chair will arrange the assessment of the STSM.

 

Step 4 – Approval by the Management Committee

 

The MC Chair or the Action’s STSM coordinator informs the COST Office (or the administrative Institute of the Action) that the proposed STSM has been approved. This information from the MC Chair can be in the form of an e-mail stating

Subject: STSM Reference number, COST Action number, grantees name

 

On behalf of the Management Committee of the above COST
Action I would like to inform you after evaluation that:

a) The attached request for an STSM for has been approved and;
b) a grant of x € has been recommended and;
c) the host institute accepted the proposal .

 

Step 5 – Cost Office Acceptance Letter (Grant Letter)

 

The COST Office (or the administrative Institute) will send to the Applicant an acceptance letter in which the grantee is informed about:
a) The approval of the TSMand;
b) the level of the financial grant given

The Applicant has to return this acceptance letter, after accepting the
grant with his signature. The Applicant will receive a payment request form at the same time.

 

II) After the STSM:

 

Step 6 – STSM Scientific Report

 

After completion of the STSM the grantee is required to submit to the
Host and MC chair (or the Action’s STSM coordinator) a short scientific report on the visit within 4 weeks after his stay.
It should contain the following information:

Purpose of the visit; Description of the work carried out during the visit; Description of the main results obtained; Future collaboration with host institution (if applicable); Projected publications/articles resulting or to result from the STSM (if applicable); Confirmation by the host institute of the successful execution of the mission; Other comments (if any).

 

Step 7 – Notice of completion by the Management Committee (postapproval)

 

The MC Chair or the Action’s STSM coordinator or the host (if agreed by the MC) is responsible for approving the final report and sending the approval to the COST Office or the Administrating Institute.

The MC Chair of the Action’s STSM coordinator will send a short notice to the COST Office or Administrative Institute with the confirmation that the STSM has been successfully accomplished and that the grant can be paid. The information is usually in the form of an e-mail stating

Subject: STSM Reference number, COST Action number, grantee’s name
On behalf of the Management Committee of the above COST Action I would like to inform you that the above STSM has been completed and the scientific report approved by the MC and Host.

 

Step 8 – Payment by the Cost Office

 

The COST Office or the grant holder will execute the payment of the fixed grant directly to the grantee or the organizing institute as requested in the application after receipt of the following documents:

  • Notice of completion by the Management Committee (step 7);
  • Completed Payment request form (step 5).
  • Summary of scientific report (maximum 1 page)

 

 

Sample Forms