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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> SHORT TERM SCIENTIFIC MISSIONS ============================== DURATION: minimum one week (5 working days), maximum 3 months. Exception for Early Stage Researchers (less than PhD + 10 years): up to 6 months prior MC approval FINANCIAL SUPPORT: The grant only covers travel and subsistence. The financial contribution for a STSM will be a fixed grant based on the applicant's budget request and the evaluation of the application by the STSM committee. Recommended (but not obligatory) amounts: EUR 60-90 for daily allowance EUR 300 for travel The total should not exceed EUR 2500 (EUR 3500 for Early Stage Researchers). Any exception needs prior approval from the COST Office. PROCEDURE BEFORE STSM: (0) WHO : Applicant WHAT: Using the on-line registration tool (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 and fax numbers, and email address; o name, postal address, telephone, fax and email of the prospective host at the receiving institute; (the applicant is responsible for obtaining the agreement of the host institution before the submission) o the planned dates and length of stay; o the title of the planned STSM; o a short description of the proposed workplan (about 250 words); o a short curriculum vitae; o a budget request with breakdown for the costs of the STSM; o bank details. 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 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 MC Chair or STSM coordinator. // please send it by email to rybal@in.tum.de // and CC: richmodels-hq@epfl.ch (1) WHO : STSM coordinator WHAT: Arranging the assessment of the STSM proposal according to our rules in http://richmodels.epfl.ch/internal:stsm (2) WHO : STSM committee WHAT: Reporting on the decisions and assessments regarding all STSM applications to the next MC meeting. These should be recorded in the minutes of the meeting. (3) WHO : STSM committee WHAT: Announcing approved STSMs on the MC mailing list and documenting them on the wiki page accessible to MC members. (4) WHO : STSM coordinator WHAT: If the assessment is positive, informing the Grant Holder that the proposed STSM has been approved. This information can be in the 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 after evaluation that: o the attached request for an STSM has been approved and; o a grant of EUR x has been recommended and; o the host institute accepted the proposal." (5) WHO : Grant Holder WHAT: In case of a positive assessment and availability of funding, sending to the applicant the following: A) 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 WHAT: Returning the Grant letter to the Grant Holder, after accepting the grant with his/her signature. PROCEDURE AFTER STSM: (7) WHO : Applicant WHAT: Submitting to the host institution and MC Chair (or the STSM coordinator) a short scientific report on the visit within 4 weeks after his/her stay. It should contain the following information: o Purpose of the STSM; o Description of the work carried out during the STSM; o Description of the main results obtained; o Future collaboration with host institution (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 the STSM; o Other comments (if any). (8) WHO : Applicant WHAT: Sending to the Grant Holder the completed Payment Request Form and a summary of the scientific report (maximum 1 page). (9) WHO : STSM coordinator WHAT: Sending a "Notice of completion" to the Grant Holder with the confirmation that the STSM has been successfully accomplished and that the grant can be paid. The information is usually in the 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 or the host institution as requested in the application after receipt of the following documents: o Notice of completion by the Management Committee; o Completed Payment Request Form; o Summary of scientific report (maximum 1 page). 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) </code>