ACTION MP0604 STSM - Step by Step

STSM coordinator
Professor Vincent TOAL Centre for Industrial and Engineering Optics- Head, School of Physics
Dublin Institute of Technology
Kevin Street, Dublin 8, Ireland
tel: +353 1 402 4560, fax: +353 1 402 4988 mail:vincent(dot)toal(at)dit(dot)ie
1) Before the STSM
Step 1 On-line registration by the applicant

The Applicant must use the on-line registration tool to register their request for an STSM. The following information has to be encoded with the registration:

  • Applicant’s title, name, work place, postal address, telephone and fax numbers, and email address;
  • name, postal address, telephone, fax and email of the prospective host at the receiving institute;
  • the planned dates and length of stay;
  • the title of the planned STSM;
  • a short description of the proposed work plan (about 250 words);
  • a short curriculum vitae;
  • a budget request with breakdown for the costs of the STSM;
  • bank details
 
Step 2 Formal STSM application and annexes

After encoding the information and click on the “submit” button the online 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:

  • Action’s STSM coordinator
  • the future Host of the STSM
 
Step 3 Assessment by the Management Committee

The assessment of the STSM will be made by the MC Assessment Committee (V. Toal, C. Denz and F.Simoni)

 
Step 4 Approval by the Management Committee

The Action’s STSM coordinator informs the COST Office (or the administrative Institute of the Action) that the proposed STSM has been approved.
 
Step 5 Cost Office Acceptance Letter (Grant Letter)

The COST Office (or the administrative Institute) will send to the Applicant an acceptance letter in which the grantee is informed about:

  1. the approval of the STSM and;
  2. the level of the financial grant given.

The Applicant has to return this acceptance letter, after accepting the grant with his signature. The Applicant will receive a payment request form at the same time.
 
 
2) After the STSM
Step 6 STSM Scientific Report

After completion of the STSM the grantee is required to submit to the Host and the Action’s STSM coordinator a short scientific report on the visit within 4 weeks after his stay. It should contain the following nformation:

  • Purpose of the visit;
  • Description of the work carried out during the visit;
  • Description of the main results obtained;
  • Future collaboration with host institution (if applicable);
  • Projected publications/articles resulting or to result from the STSM (if applicable);
  • Confirmation by the host institute of the successful execution of the mission;
  • Other comments (if any)
 
Step 7 Notice of completion by the MC (postapproval)
The Action’s STSM coordinator or the host (if agreed by the MC) is responsible for approving the final report and sending the approval to the COST Office or the Administrating Institute.
The Action’s STSM coordinator will send a short notice to the COST Office or Administrative Institute with the confirmation that the STSM has been successfully accomplished and that the grant can be paid.
 
Step 8 Payment by the Cost Office

The COST Office or the grant holder will execute the payment of the fixed grant directly to the grantee or the organizing institute as requested in the application after receipt of the following documents:

  • Notice of completion by the Management Committee (step 7);
  • Completed Payment request form (step 5).
  • Summary of scientific report (maximum 1 page)