How to apply for a FLOWS STSM

Short Term Scientific Missions (STSMs) support visits to institutes and laboratories based in FLOWS participating countries to: 1) foster collaborations, 2) learn innovative techniques, 3) acquire new datasets, and 4) use specific methods/instruments.

All researchers interested in getting engaged on topics related to FLOWS can apply for a STSM. Although the applicant does not necessarily need to be a member of FLOWS, both the home and host country have to be member countries (http://www.cost.eu/domains_actions/essem/Actions/ES1301?parties). Possible exchanges are:

FROM (Home Institution based in):

TO (Host Institution based in):

Austria, Cyprus, Denmark, France, FyR Macedonia, Germany, Greece, Italy, Malta, Netherlands, Norway, Portugal, Spain, Switzerland, Turkey, United Kingdom

Austria, Cyprus, Denmark, France, FyR Macedonia, Germany, Greece, Italy, Malta, Netherlands, Norway, Portugal, Spain, Switzerland, Turkey, United Kingdom

To an NNC (Near Neighbour Country) institution: Albania, Algeria, Armenia, Azerbaijan, Belarus, Egypt, Georgia, Jordan, Lebanon, Libya, Moldova, Montenegro, Morocco, Palestinian Authority, Russia, Syria, Tunisia and Ukraine. SUBJECT TO APPROVAL (see the COST VADEMECUM PART 1 - Annex II)

An IPC (International Partner Country) institution: Argentina, Australia, New Zeeland and South Africa. SUBJECT TO APPROVAL (see the COST VADEMECUM PART 1 - Annex II)

A Specific organisation (European Commission and EU Agencies; European RTD Organisations, including: CERN, EMBL, ESA, ESO, ESRF, European XFEL, ILL, EFDA JET; an International Organisation). SUBJECT TO APPROVAL (see the COST VADEMECUM PART 1 - Annex II).

An approved NNC institution. SUBJECT TO APPROVAL (see the COST VADEMECUM PART 1 - Annex II).

Austria, Cyprus, Denmark, France, FyR Macedonia, Germany, Greece, Italy, Malta, Netherlands, Norway, Portugal, Spain, Switzerland, Turkey, United Kingdom

An European RTD Organisation (including: CERN, EMBL, ESA, ESO, ESRF, European XFEL, ILL, EFDA JET). SUBJECT TO APPROVAL (see the COST VADEMECUM PART 1 - Annex II).

Austria, Cyprus, Denmark, France, FyR Macedonia, Germany, Greece, Italy, Malta, Netherlands, Norway, Portugal, Spain, Switzerland, Turkey, United Kingdom

STSM are particularly addressed, but not limited, to researchers in the early stage of their career (PhD students+ 8 years postdocs).

STSMs need to have a minimum duration of five working days and a maximum duration of three months (Early Stage Researchers (http://www.cost.eu/service/glossary/ESR): maximum duration of 6 months).

Approved STSMs will be funded with a maximum of 2500 € (Early Stage Researchers in STSMs longer than 3 months: maximum of 3500 €), consisting of a daily allowance (maximum 160 €/day) and a travel grant (maximum 500 €). In all cases FLOWS management committee (MC) can approve differentiated country rates for subsistence per day, based on the cost of living in each respective country. The costs should be advanced by the home institution of the applicant. The final STSM grant will be released upon competition of the STSM and acceptance of a scientific report submitted to the host institution, and MC chair (or STSM coordinator) within 30 days of the end-date of the STSM.

How to apply

The goal of STSM is to foster research related to FLOWS through visits to institutions and laboratories in other COST member countries (or approved NNC institution or an approved IPC institution). The application will be evaluated based on the scope of the submitted STSM that must be linked to the FLOWS objectives.

Applicants must complete the online application form which, when completed, should also be sent to the STSM coordinator Paola Vannucchi (Paola.Vannucchi@rhul.ac.uk).

The form should be accompanied by the following supporting documents:

  • invitation letter from the host institution,
  • letter of support from the home institution,
  • full work plan,
  • motivation letter clearly stating how the STSM is related to the FLOWS objectives,
  • CV with list of publications.

Although there is no specific limit to the length of the work plan and motivation letter, their length should not exceed two pages each.

The call is open for the whole duration of FLOWS and applicants are welcome to apply anytime.

Applications submitted to Paola Vannucchi will be reviewed within one month by the FLOWS Core Group. Please see the COST VADEMECUM PART 1 for details on the required information you have to provide in your application.

The FLOWS Core Group will perform a scientific and budgetary assessment of the applications considering the FLOWS objectives and define an acceptable funding level.

Submission of Report

The grantee must submit a report of the STSM to the coordinator of the STSM within 30 days after the end date of the STSM. Failure to submit the report will result in cancellation of the grant.

The report should contain:

  • short (half page) summary of the report
  • Purpose of the STSM;
  • Description of the work carried out during the STSM;
  • Description of the main results obtained in light of the objectives of the FLOWS action;
  • Future collaboration with the host institution (if applicable);
  • Foreseen publications/articles resulting from the STSM (if applicable);
  • Confirmation by the host institution of the successful execution of the STSM.

The length of the report should not exceed 5 pages. The summary of the report will be posted on the FLOWS web page once the report is approved by the coordinator of the STSM and FLOWS chair.

Questions?

In case of any further questions on FLOWS STSMs please contact the current STSM coordinator Paola Vannucchi.

Potential topics

In case you'd like to host an STSM and propose a topic, please send a brief notice to Paola Vannucchi or other members of the MC providing a brief summary of the proposed research topic and indicating the preferred length and the preferred start date of the STSM.

Application Process

1. All applicants must carefully read the funding rules detailed in section 6 of the COST Vademecum: COST Action Part 1 - Short Term Scientific Mission (pages 32-35). This document is available at: http://www.cost.eu/participate/guidelines.

2. All applicants must register for an e-COST profile at https://e-services.cost.eu/ - adding their bank account details to their profile. 

3. All applicants must obtain a letter of invitation from the Host institution confirming that they can undertake the STSM on the given dates prior to submitting an application.

4. All applicants must complete, submit and download their STSM application online at: https://e-services.cost.eu/stsm. 

5. All applicants must send their submitted STSM application form and the relevant supporting documents to [Name and Email Address of STSM Coordinator / Committee Member] for evaluation before the application submission deadline expires. 

 

The list of supporting documents to be submitted for the evaluation are:

• Letter of invitation to the applicant from a senior Researcher affiliated to the Host institution

• The submitted STSM application form (downloadable when the online application is submitted - see point 4 above)

• A motivation letter including an overview of the proposed activities that will be performed which must contain a plan of work for the visit highlighting the proposed contribution to the scientific objectives of the respective COST Action;

• A letter of support from the Home Institution;

• A Full C.V. (including a list of academic publications – if applicable).

Failure to submit the scientific report within 30 days from the end date of the STSM will effectively cancel the grant.