A Short-Term Scientific Mission (STSM) involves a researcher or innovator visiting a host organization in a different country from their home institution for a specific period to carry out targeted work. The key purposes of an STSM are to:
- Support capacity building and knowledge transfer through bilateral or multilateral collaborations;
- Contribute to specific or broader topics that align with the objectives and deliverables of the Action’s Memorandum of Understanding (MoU);
- Establish new collaborations or strengthen existing ones across disciplines and sectors (e.g., academia and industry/SMEs), with potential positive impact on career development;
- Produce outcomes (such as spin-off publications and funded projects) that enhance the visibility and impact of COST Actions, inspiring other researchers to participate.
For further details, please refer to the Annotated Rules for COST Actions at: https://www.cost.eu/uploads/2023/11/COST-094-21-Annotated-Rules-for-COST-Actions-Level-C-V1.4-Final-.pdf.
Who Can Apply?
STSMs are primarily aimed at PhD or post-doctoral researchers who are employed by or officially affiliated with a public or private institution (referred to as the Home Institution).
In line with COST’s strategy, a-STEP actively supports Young Researchers and Innovators (YRIs) under the age of 40, who are affiliated with institutions in Inclusiveness Target Countries (ITC) or Near Neighbour Countries (NNC). While the participation of YRIs from ITC/NNC is particularly encouraged, applications are not limited to YRIs—researchers of all career stages are eligible to apply for STSMs.
Amount of Grants
The financial support provided for STSMs is a contribution toward the overall expenses incurred during the mission and may not cover all associated costs. This support is limited to travel and subsistence expenses and is awarded as a grant.
Please note that during an STSM, neither the Management Committee, COST Office, nor the Grant Holder acts as an employer. It is the responsibility of the grantees to arrange for their own health, social security, personal insurance, and pension matters.
Grants will only be processed after the STSM has been completed and the reporting requirements have been fulfilled and approved by the Grant Awarding Coordinator.
The following funding conditions apply and must be adhered to:
- A maximum grant of up to EUR 2000 may be awarded to each STSM grantee.
- STSM activities must be completed within the dates specified in this call.
- The specific amount awarded to each STSM will be determined during the evaluation process.
HOW TO APPLY?
Applications must be submitted online through e-COST using the dedicated forms available. These applications will be accessible to Action leadership and any relevant evaluation committees for review.
The following information must be completed in e-COST:
- Title
- Start and end dates (within the active Grant Period)
- Budget requested by the applicant
- Information about the host institution and contact person
The following documents must be uploaded to e-COST:
- Application form (template available on e-COST) including:
- The goals of the STSM
- Description of the work to be conducted
- Expected outcomes
- Description of how the STSM will contribute to the Action’s MoU objectives
- Confirmation from the host institution agreeing to receive the applicant
Additional documents required by the Action, such as:
- Written agreement letter from the host institution
- Support letter from the home institution
The selection of applicants will be based on the following criteria:
- The alignment between the Action and the scientific scope of the STSM application. The proposal should clearly complement the overall objectives of the Action (as outlined in the Action’s MoU, available here: https://www.cost.eu/actions/CA19104/).
- Priority will be given to applicants who are active and contributing members of a Work Group within the COST Action.
- Young Researchers and Innovators (YRI) from Inclusiveness Target Countries (ITC) or Near Neighbour Countries (NNC) will be prioritized.
When to Apply?
The current call is open until 31st of August 2024. STSMs may take place within the period: 1st November 2023 and 31st August 2024.
AFTER THE STSM
Upon completion of the STSM, the grantee must submit the required reports and relevant documentation through e-COST and to the Grant Awarding Coordinator, Dr. Özge Mısırlı, within 15 days of the activity’s end date. Additionally, the grantee is responsible for obtaining an official acceptance letter or email confirmation from a senior researcher at the host institution, formally acknowledging the acceptance of the scientific report.
To claim the grant payment, the report must be submitted via e-COST. The necessary report/documentation includes a detailed report to the Action Management Committee (MC) outlining the work carried out, key achievements of the STSM, and any planned follow-up activities. It is also encouraged to reference the Action in any resulting publications to enhance its visibility.
Please note that failure to submit the scientific report within 15 days of the STSM’s end date will result in the cancellation of the grant.
Notice of Completion:
Once the STSM coordinator approves the final report, a completion notice will be sent to the Grant Holder. The Grant Holder will then proceed with the payment of the grant directly to the grantee.
Contact:
For more general information on conference grants, please contact Grant Awarding Coordinator Özge Mısırlı, [email protected]
