STSM – Application Guidelines

The guidance provided in this document does not replace or affect any of the administrative requirements and contractual obligations contained in the COST Vademecum and the MI-NET COST Action Grant Agreement.

Background
Short-term scientific missions (STSM) are exchange visits which allow scientists (including PhD students) from one COST country to visit an institution or laboratory in another COST country (or Near Neighbour or Reciprocal Country). They are aimed at fostering collaborations and sharing new techniques and infrastructure that may not be available in other participants’ institutions or laboratories.

Eligibility
STSM facilitates Researchers from COST Countries participating in COST Action TD1409 ‘MI-NET: Mathematics for Industry Network’ to go to an institution, organisation or research centre in another participating COST Country to foster collaborations and to perform empirical research.

For the MI-Net STSMs preference will be given to Early Career Investigators (up to 8 years post-PhD) and visits to or from Industry. Any other industrial mathematics related visit will also be considered. These could be, for example, to complete a piece of follow up work after a Study Group, to prepare a joint application for funding or co-author a peer-reviewed, journal publication. Applications where another MI-NET objective is fulfilled (i.e. introductory lecture, participation in a Modelling Week, Study Group etc) will also be viewed favourably.

In order to be eligible for a STSM grant the applicant must be:

  • engaged in a research programme as a PhD Student or postdoctoral fellow or be employed by, or affiliated to, an Institution or legal entity which has within its remit a clear association with performing scientific research;

Applicants holding a primary affiliation at an institution located in a Participating COST Country are eligible to perform a STSM in another Participating COST Country, in an approved Near Neighbour Country institution, in an approved IPC institution and/or in an approved Specific organization.

Those applicants who hold an affiliation in a Near Neighbour Country (NNC) or at an European RTD Organisation, are only eligible for funding if their institution has been formally approved onto MI-NET. Furthemore, they are only allowed to perform a STSM in a participating COST country.

A list of participating COST countries and approved institutions can be found on the MI-NET COST webpage.

Duration/Support Available
Visits can last between 5-90 days for established researchers and 5-180 days for ECIs.

All visits will have to take place either during between 1st May 2018 and 30th April 2019 (Grant Period 3) or 1st May 2019 and 30th April 2020 (Grant Period 4). No activities can span across two grant periods.

STSMs are intended only as a contribution to the travel and subsistence costs of the participant and so in all cases the maximum possible grant will be €2000 per visit. The selection of applicants is based on the scientific scope of the STSM application which must clearly compliment the overall objectives of the Action.

Application Process
All applications must be made by the visiting researcher as per the steps described below and summarized in this flowchart.

  1. All applicants must register for an e-COST profile at https://e-services.cost.eu/ – adding their bank account details to their profile.
  2. All applicants must obtain a letter of invitation from the Host institution confirming that they can undertake the STSM on the given dates prior to submitting an application.
  3. All applicants must complete, submit and download their STSM application online at: https://e- services.cost.eu/stsm.
  4. All applicants must send their submitted STSM application form and the following documents to MI-NET
    1. The submitted STSM application form (downloadable when the online application is submitted)
    2. Letter of invitation from the host institution
    3. A letter of support from the Home Institution
    4. A Full C.V. (including a list of academic publications)
    5. A motivation letter including an overview of the work plan, proposed activities and expected outcomes
  5. The application will then be assessed
  6. The applicant will be formally notified of the outcome of their STSM application
  7. Within 30 days from the end date of the STSM, the successful applicant must submit a scientific report to the Host institution and to MI-NET. The applicant is also responsible for acquiring an official acceptance letter / Email confirmation of acceptance from a senior Researcher affiliated to the Host institution formally accepting the scientific report. This formal acceptance of the scientific report has to be sent to the Grant Holder and the STSM Coordinator for archiving purposes.

Failure to submit the scientific report within 30 days from the end date of the STSM will effectively cancel the Grant.

Please note that the COST Association can request additional information to substantiate the information contained within the documents submitted by STSM applicants.

After the STSM
Once the STSM coordinator approves the scientific report and informs the Grant Manager by e-mail of the successful completion of the mission the Grantee can be paid.

Deadlines

Funding calls are now open. We will consider applications 3 times a year. Deadlines for submission are 30th April, 30th August and 29th December 2017.  Applications to or from Industry can be made at any time.

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Please note: All activities will have to take place between 1st May 2018 and 30th April 2019 (Grant Period 4).

For any further information please contact us.