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How to Submit a STSM Application

How to Submit a STSM Application (ppt presentation)


At this stage, only applications for STSMs to be completed in 2013 are accepted. The earliest starting date of STSMs in 2013 is the 1st April 2013.

The deadline for submission of applications for STSMs is the 15th February 2013 for applicants wishing to start from 1 to 30 April 2013 and at least two months before the starting date if the applicant intends to start the STSM after 30 April 2013.

Successful applicants will be notified within 30 days from receipt of the on-line application. The COST Office will be notified about approval of an application at least 4 weeks before the scheduled starting date of the mission.

Applications for STSM positions in institutions that are not included in the attached list are acceptable, provided that they are accompanied by the written approval by a responsible scientist from the HI in addition to the documents a – f.

Registration by the applicant
The Applicant must use the on-line registration tool to register their request for an STSM (see The following information has to be encoded with the registration:
1. the Action number;
2. the title of the planned STSM;
3. the start and end date;
4. the applicant's details, including key academic details and workplan;
5. the applicant’s bank details;
6. the host institution’s ;
7. financial data (amount for travel and subsistence).

Formal STSM application and annexes
After encoding the information via the on-line registration tool will issue a formal STSM application (see 4.12) 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, full workplan, list of publications, motivation letter, letter of support from the home institute etc.) to:
• the future Host institution of the STSM;
• the MC Chair or the STSM coordinator.


The MC of the Action will make the scientific and budgetary assessment  and take the final decision based on the assessment of an STSM Evaluation Committee.

 Approval from the Management Committee
The MC Chair or the STSM coordinator informs the Grant Holder that the proposed STSM has been approved 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 has been approved and;
b) a grant of EUR x has been recommended and;
c) the host institute accepted the proposal."

The Grant letter (see sample)
The Grant Holder will send to the Applicant a Grant letter in which he/she is informed about:
a) the approval of the STSM and;
b) the level of the financial grant given.
The Applicant has to return this Grant letter, after accepting the grant with his/her signature.

After the STSM
STSM Scientific Report
After completion of the STSM the grantee is required to submit to the host institution and MC Chair (or the STSM coordinator) a short scientific report on the visit within 4 weeks after his/her stay.
It should contain the following information:
• purpose of the STSM;
• description of the work carried out during the STSM;
• description of the main results obtained;
• future collaboration with host institution (if applicable);
• foreseen publications/articles resulting or to result from the STSM (if applicable);
• confirmation by the host institution of the successful execution of the STSM;
• other comments (if any).

Approval and payment
The MC Chair or the STSM coordinator is responsible for:
• approving the scientific report
• informing the Grant Holder that the STSM has been successfully accomplished and that the grant can be paid.
The e-mail should include the scientific report and state:
"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:

1) The above STSM has been completed from <Start date> to <End date>
2) The scientific report has been approved by the MC and Host.
3) The amount of EUR X can be paid"

 After reception of the approval mail and the scientific report, the Grant Holder will execute the payment of the fixed grant directly to the grantee or the host institution as requested in the application.


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