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Short Term Scientific Missions

New Announcement- Information for Short Term Scientific Missions (STSMs) for 2013 (1st Call)

Short Term Scientific Mission for Spring of 2013

Information for applicants of the COST Action ES0901 (as for February 6, 2013).

Introduction to STSM

Aim: To contribute to the scientific objectives of COST Action ES0901.

STSMs are aimed at strengthening the existing networks by allowing scientists to go to an institution or laboratory in another COST Country to foster collaboration, to learn a new technique or to take measurements using instruments and/or methods not available in their own institution/laboratory..
Target group: Early Stage Researchers (ESR)/specialists
Countries: From one COST ES0901 member country to another1
Duration: Typically between 5 days and 3 months, but longer duration can be negotiated for ESR
Financing: Fixed grant for travel (recommended up to 300 Euro) and daily allowance (60 to 90 Euro per day; the higher rate is suggested for specialists) – Total grant typically between 1000 and 3000 Euro.
Open call: Last application should be submitted by March 5, 2013.
STSMs need to be started not earlier then 1 April and finished before 10 December 2013. A second call is foreseen with deadline about June 10, 2013, if funds are available.


Detailed information is available from the STSM guidelines: http://www.cost.esf.org/participate/guidelines - COST Vademecum Part B, Chapter 4 (STSM).

The steps to be taken before the STSM starts:

  1. Applicant prepares a motivation letter and 1-2 pages research proposal. At the end of the proposal, the following text is included:

  • In the name of the host institution, ……. (insert the name of the host institution), the undersigned … (insert the name of the host scientist) invites …… (insert the name of the applicant) to undertake the proposed STSM within the COST ES0901 Action. The mission will take place between ….. (insert dates).
    …. (name of the host scientist)
    …. (signature of the host scientist)
    …. Name of the host institution

  • In the name of the home institution, ……. (insert the name of the home institution), the undersigned … (insert the name of the senior scientist) supports the proposed STSM to be undertaken by …… (insert the name of the applicant) within the COST ES0901 Action.
    …. (name of the home scientist)
    …. (signature of the home scientist)
    …. Name of the home institution

Important notice: In the motivation letter, the Applicant should specify how the activity might help the Action to deliver the objectives?


  1. The proposal is sent to the host institution to obtain the required invitation to undertake the STSM.
    3. Applicant registers at: https://e-services.cost.eu/stsm and downloads the registration pdf file.
    4. The applicant sends the application consisting of: a/motivation letter signed by applicant, b/work plan approved by the host and the home institution, c/registration file and d/CV with list of publications by email to the STSM coordinator Professor Kazimierz Banasik ( This e-mail address is being protected from spambots. You need JavaScript enabled to view it ) The documents are usually submitted 5 weeks prior to scheduled mission.


The COST ES0901 assessment panel i.e. the core group (MC Chair, Vice-chair, WG Leaders and STSM coordinator) will make the scientific and budgetary assessment and decision of the application. The following criteria are adopted:

  • relevance to the COST ES0901 action,

  • quality of the proposal

The decisions and assessments regarding all STSM applications will be reported at the next MC meeting and recorded in the minutes of the meeting.

Acceptance letter

The Grant Holder will send the grantee an acceptance letter in which the grantee is informed about:
a) the approval of the STSM and;
b) the level of the financial grant given.
The grantee has to return this acceptance letter with his/her signature prior to the mission. The grantee will receive a payment request form at the same time.

After the STSM

After completion of the STSM the grantee is required to submit a short scientific report, signed by applicant, about the visit to the Host and to the Action’s STSM coordinator within 4 weeks after his/her stay.
It should contain the following information:

  • Purpose of the visit;

  • Description of the work carried out during the visit, indicating the first and the last day of the STSM;

  • Description of the main results obtained;

  • Future collaboration with host institution (if applicable);

  • Projected publications/articles resulting of the STSM (if applicable);

  • Confirmation by the host institute of the successful execution of the mission (with signature of the local supervisor and/or head of the Department);

  • Other comments (if any).


The scientific report is approved by the STSM coordinator and the MC Chair.

The MC Chair will inform the Grant Holder that the STSM has been successfully accomplished and that the grant can be paid.

The Grant holder will execute the payment of the fixed grant directly to the grantee or the organizing institute as requested in the application.


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