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STSM Funding Period: from June 2017 to April 20th, 2018

Below you’ll find all the necessary information about the procedure for submitting and assigning STSM Funds:

Proposal Submission

Each applicant must use the online portal https://e-services.cost.eu/stsm to register their proposal. A formal summary produced online is to be downloaded by the applicant and sent with all other application documents, by email, to the STSM manager and host institution.

NOTE 1: Should your name contain any special characters, please do not use them, as the eCOST system converts them incorrectly. Hence, for é, è, ᾶ, č, ç etc. use e, a, and c, respectively. We apologize for this inconvenience.
NOTE 2: Please remember your login details at the eCOST portal, you will need it later for downloading your funding letter! Do not alter any of your registration details in eCOST after submission! This has lead to problems in the past, where registrations went missing once altered.
NOTE 3: Please carefully follow all instructions provided in the accompanying “Your_Name_template_STSM_application_MP1407-3rdYear.docx” (Template see below) file (which must also be submitted with your application package) and use supplied file name templates. If you have several names please include only two for use in the file name templates (and continue to use only these two names).
NOTE 4: Only complete proposals received on the day of the deadline (latest) will be considered in the respective STSM call.
NOTE 5: The latest STSM final scientific report submission date for any given fiscal year is April 20th. In general, the report must always be delivered to the STSM Coordinator, Prof. Luca Magagnin (luca.magagnin@polimi.it), within 30 days of the STSM end date in order for the Grant holder to be eligible for reimbursement. You must also provide a host approval letter accompanying your final scientific report, that verifies the final report is accepted by the host advisor.

Download Template:

Applicant and Host Institution

The Applicant should normally be engaged in a programme of research as a post graduate student or postdoctoral fellow or be employed in an institution of a COST Country having accepted the MoU of the Action. This institution shall be actively participating in the COST Action. The home and the host institution can be public or private. A STSM may only be approved:

  • from a home institution in a COST participating country to a host institution in a COST participating country or to a formally approved host institution in a non-COST country;
  • from a formally approved home institution in a Near Neighbour country to a host institution in a COST participating country.
The Applicant is responsible for obtaining the agreement of the host institution, before submitting his/her application. Attention: there are no age requirements connected with the eligibility criteria.


Within COST Action MP1407, applications should be submitted according the procedure detailed below:

Step 1 – Formal agreement and on-line registration by the applicant

  • Obtain the written agreement of the host institution, before submitting an application;
  • Complete the online application form (see https://e-services.cost.eu/stsm);
Step 2 – Formal STSM application and annexes

Send the completed online application form as e-mail attachment together with the following necessary supporting documents:
  • CV
  • list of publications
  • letter of support from the host institution
  • full work plan discussing the methodology and the connection with the COST action (max. 3 pages) the STSM coordinator Prof. Luca Magagnin (luca.magagnin@polimi.it)
Step 3 – Assessment of the STSM

The assessment panel consists for each decision round of two referees, selected by the STSM manager to avoid any conflict of interest. Possible referees can be the chair, vice-chair, WG leaders and vice-leaders. External advice may be sought. The referees will be notified in advance of each deadline via email by the STSM manager. The proposals collected by the STSM manager will be sent out to the referees immediately after the deadline for a blind evaluation, together with an up-to-date summary of “the statistics”, i.e. the budget sum available, and a list of the STSM funding history in MP1407. The referees each prepare a list according to the following aspects within one week of the call deadline:
applications to be funded (“priority list”),
applications not fundable (for reasons other than “no funds available”). Should an application be categorised “not fundable for other reasons”, a reason must be indicated.

Evaluation – An evaluation score will be given considering the proposal clarity, relevance for the Action, feasibility, planning and expected outputs. Scoring should be attributed from 1 to 5. Final evaluation outcome will be September 30th, 2016.

Step 4 – Approval from the Management Committee

Once positively assessed by the STSM Coordinator, the Grant Holder needs to receive the approval from the Management committee and then send a grant letter generated from e-COST to the applicant. The signed Grant Letter by the Grant Holder must be returned within 10 days to:
Luca Magagnin
Dip. Chimica, Materiali e Ing. Chimica Giulio Natta
Politecnico di Milano
Via Mancinelli, 7 – 20131 Milano

After the STSM

The grantee is required to submit a scientific report (3-5 pages) to the host institution and to the STSM coordinator for approval within 30 days after the end date of the STSM containing:

  • Purpose of the STSM;
  • Description of the work carried out during the STSM;
  • Description of the main results obtained;
  • 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;
  • Other comments (if any).
The failure to submit the scientific report within 30 days will effectively cancel the grant.

The STSM coordinator is responsible for approving the scientific report and informing the Grant Holder that the STSM has been successfully accomplished. After receipt of the approval by email, the Grant Holder will execute the payment of the grant.

Further information and rules

Applicants are strongly encouraged to read the detailed information provided by COST.


Multi-Scale Robotics Lab
Tannenstrasse 3, CLA H9
CH-8092 Zurich, Switzerland

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Scientific Activities
scientific [at] e-minds.ch
Administrative Questions
admin [at] e-minds.ch



COST is supported by the EU Framework Programme Horizon 2020

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