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--- internal:stsm-guide [2010/04/16 11:00]
andrey.rybalchenko
+++ internal:stsm-guide [2011/05/20 15:31] (current)
enric.rodriguez.carbonell
@@ Line 5: / Line 5: @@
 ==============================
-DURATION: minimum one week (5 working days), maximum 3 months.
+OBJECTIVE: Establish or enforce collaboration, especially when
-Exception for Early Stage Researchers (less than PhD + 10 years):
+the expected outcome is a joint publication between Action members.
-up to 6 months prior MC approval
+DURATION: minimum one week (5 working days), maximum 3 months.
+Exception for Early Stage Researchers (less than PhD + 8 years):
+up to 6 months, with prior MC approval
 FINANCIAL SUPPORT: The grant only covers travel and subsistence.
@@ Line 19: / Line 21: @@
 EUR 300   for travel
-The total should not exceed EUR 2500 (EUR 3500 for Early Stage Researchers).
+The total should not exceed EUR 2500 up to 3 months (or EUR 3500 for Early Stage Researchers – above 3 months).
 Any exception needs prior approval from the COST Office.
@@ Line 25: / Line 27: @@
 PROCEDURE BEFORE STSM:
-(0) WHO : Applicant
+(1) WHO: Applicant (IC0901-specific)
+     WHAT: Sending pre-approval request email to our 3 STSM committee members and richmodels-hq:
+     o Andrey Rybalchenko <rybal@in.tum.de>
+     o Stefan Ratschan <stefan.ratschan@cs.cas.cz>
+     o Enric Rodriguez Carbonell <erodri@lsi.upc.edu>
+     o in CC put <richmodels-hq@epfl.ch>
+     indicating:
+     o the Action groups involved
+     o the exact dates
+     o a short description of the proposed workplan (about 250 words).
+       Make sure to include as specific as possible a description of the expected outcomes of STSM.
+     o a budget request with breakdown for the costs of the STSM (travel + hotel/meals)
+     The applicant may attach to this email any document which is regarded 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.)
+     If case of positive pre-approval, this e-mail is to be reused below.
+(2) WHO : STSM coordinator (IC0901-specific)
+    WHAT: After discussion of the STSM committee, reporting the assessment of the STSM proposal to the applicant
+(3) WHO : Applicant
     WHAT: Using the on-line registration tool
@@ Line 46: / Line 78: @@
     The on-line 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
+    electronically (by e-mail as attachment) to:
-    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:
     o the future Host institution of the STSM; and
@@ Line 57: / Line 85: @@
       // and CC: richmodels-hq@epfl.ch
-(1) WHO : STSM coordinator
-    WHAT: Arranging the assessment of the STSM proposal according to
+(4) WHO : STSM coordinator
+    WHAT: Arranging the final assessment of the STSM proposal according to
     our rules in http://richmodels.epfl.ch/internal:stsm
-(2) WHO : STSM committee
+(5) WHO : STSM committee
     WHAT: Reporting on the decisions and assessments regarding all
@@ Line 70: / Line 99: @@
-(3) WHO : STSM committee
+(6) WHO : STSM committee
     WHAT: Announcing approved STSMs on the MC mailing list and
@@ Line 76: / Line 105: @@
-(4) WHO : STSM coordinator
+(7) WHO : STSM coordinator
-    WHAT: If the assessment is positive, informing the Grant Holder
+    WHAT: Informing the Grant Holder about the decision.
-    that the proposed STSM has been approved. This information can be
+    If the assessment is positive, this information can be
     in the form of an e-mail stating:
     "Subject: STSM <Reference number>, COST <Action number>, <grantee's name>
@@ Line 90: / Line 119: @@
     o the host institute accepted the proposal."
-(5) WHO : Grant Holder
-    WHAT: In case of a positive assessment and availability of
+(8) WHO : Grant Holder
-    funding, sending to the applicant the following:
-    A) a Grant letter in which he/she is informed about:
+    WHAT: In case of a positive assessment and availability of
+    funding, sending to the applicant
+    a Grant letter in which he/she is informed about:
       o the approval of the STSM and;
       o the level of the financial grant given.
-    B) a Payment Request Form. This form should be more or less the
-    same as for the Pay-As-You-Go system (Vademecum Part A, page 20),
-    but issued by the Grant Holder instead of the COST office.
-(6) WHO:  Applicant
+(9) WHO:  Applicant
     WHAT: Returning the Grant letter to the Grant Holder, after
@@ Line 112: / Line 138: @@
 PROCEDURE AFTER STSM:
-(7) WHO : Applicant
+(10) WHO : Applicant
-    WHAT: Submitting to the host institution and MC Chair (or the STSM
+     WHAT: Submitting to the host institution and MC Chair (or the STSM
-    coordinator) a short scientific report on the visit within 4 weeks after
+     coordinator) a short scientific report on the visit within 4 weeks after
-    his/her stay. It should contain the following information:
+     his/her stay. It should contain the following information:
-    o Purpose of the STSM;
+     o Purpose of the STSM;
-    o Description of the work carried out during the STSM;
+     o Description of the work carried out during the STSM;
-    o Description of the main results obtained;
+     o Description of the main results obtained;
-    o Future collaboration with host institution (if applicable);
+     o Future collaboration with host institution (if applicable);
-    o Foreseen publications/articles resulting or to result from the STSM (if applicable);
+     o Foreseen publications/articles resulting or to result from the STSM (if applicable);
-    o Confirmation by the host institution of the successful execution of
+     o Confirmation by the host institution of the successful execution of
-      the STSM;
+       the STSM;
-    o Other comments (if any).
+     o Other comments (if any).
-(8) WHO : Applicant
-    WHAT: Sending to the Grant Holder the completed Payment Request
+(11) WHO : STSM coordinator
-    Form and a summary of the scientific report (maximum 1 page).
+     WHAT: The MC Chair or the STSM coordinator is responsible for:
+     o Approving the scientific report
+     o 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>
-(9) WHO : STSM coordinator
+     On behalf of the Management Committee of the above COST Action I would like to inform
+     you that:
-    WHAT: Sending a "Notice of completion" to the Grant Holder with
+     o The above STSM has been completed from <Start date> to <End date>
-    the confirmation that the STSM has been successfully accomplished
+     o The scientific report has been approved by the MC and Host.
-    and that the grant can be paid. The information is usually in the
+     o The amount of EUR X can be paid"
-    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:
-    o The above STSM has been completed from <Start date> to <End date>
-    o The scientific report has been approved by the MC and Host.
-    o The amount of EUR X can be paid"
-(10)WHO : Grant Holder
-    WHAT: Executing the payment of the grant directly to the grantee
+(12) WHO : Grant Holder
-    or the host institution as requested in the application after
-    receipt of the following documents:
-    o Notice of completion by the Management Committee;
+     WHAT: Executing the payment of the grant directly to the grantee
-    o Completed Payment Request Form;
+     or the host institution as requested in the application after
-    o Summary of scientific report (maximum 1 page).
+     reception of the approval mail and the scientific report
 DEADLINES: The application together with the MC approval should be
 sent by the MC Chair or STSM coordinator to the Grant Holder at least
-X weeks before the STSM starts (X to be set by the Grant Holder)
+ weeks before the STSM starts
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