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internal:stsm-guide [2010/03/10 23:52] vkuncak |
internal:stsm-guide [2011/05/20 15:31] (current) enric.rodriguez.carbonell |
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- | SOURCE: [[http://www.cost.esf.org/participate/guidelines|Part B of Vademecum]] (Action IC0901 is under the Grant System.) | + | SOURCE: [[http://www.cost.esf.org/module/download/7181|Part B of Vademecum]], see [[http://www.cost.esf.org/participate/guidelines|guidelines]]. Note that Action IC0901 is under the Grant System. |
<code> | <code> | ||
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============================== | ============================== | ||
- | 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. | FINANCIAL SUPPORT: The grant only covers travel and subsistence. | ||
Line 19: | Line 21: | ||
EUR 300 for travel | 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. | Any exception needs prior approval from the COST Office. | ||
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PROCEDURE BEFORE STSM: | 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 | WHAT: Using the on-line registration tool | ||
- | (http://www.cost.esf.org/stsm) to fill a form with the following data: | + | (https://e-services.cost.eu/w3/index.php?id=91) |
+ | (previously, http://www.cost.esf.org/stsm) to fill a form with the following data: | ||
o applicant's title, name, work place, postal address, telephone | o applicant's title, name, work place, postal address, telephone | ||
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The on-line registration tool will issue a formal STSM application | The on-line registration tool will issue a formal STSM application | ||
which has to be downloaded and sent by the applicant | 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 | o the future Host institution of the STSM; and | ||
Line 56: | Line 85: | ||
// and CC: richmodels-hq@epfl.ch | // 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 | 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 | WHAT: Reporting on the decisions and assessments regarding all | ||
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- | (3) WHO : STSM committee | + | (6) WHO : STSM committee |
WHAT: Announcing approved STSMs on the MC mailing list and | WHAT: Announcing approved STSMs on the MC mailing list and | ||
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| | ||
- | (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: | in the form of an e-mail stating: | ||
"Subject: STSM <Reference number>, COST <Action number>, <grantee's name> | "Subject: STSM <Reference number>, COST <Action number>, <grantee's name> | ||
Line 89: | Line 119: | ||
o the host institute accepted the proposal." | 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 approval of the STSM and; | ||
o the level of the financial grant given. | 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 | WHAT: Returning the Grant letter to the Grant Holder, after | ||
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PROCEDURE AFTER STSM: | 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 | DEADLINES: The application together with the MC approval should be | ||
sent by the MC Chair or STSM coordinator to the Grant Holder at least | 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) | + | 4 weeks before the STSM starts |
</code> | </code> |