How to apply for a STSM


Short Term Scientific Missions (STSMs) aim at strengthening the existing COST Actions by allowing scientists to visit to an institution or laboratory in another COST country to foster collaboration, to learn a new technique or to take measurements using instruments and/or methods not available in their own institution/laboratory.

Financial Support

A grant usually covers travel and subsistence. The financial support is a contribution to the costs of a STSM and may not necessarily cover all the costs.

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.


STSMs are minimum one week (5 working days), maximum 3 months.

Financial Support

The financial support is a contribution to the costs of a STSM and may not necessarily cover
all the costs in each case. The grant should normally cover only 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 Action Steering committee.

When you prepare your budget estimate, an amount of EUR 60 - 90 for the daily allowance (depending on the location) and EUR 300 for the travel is recommended. The requested budget can not exceed EUR 2,000 (the limit set by the Action MC for 2013). In any case the costs associated with the STSM must not exceed the limits set in the rules for reimbursement by COST of expenses for experts eligible for reimbursement (see COST Vademecum  – Travel and Subsistence).

Application Procedure

Step 1 – On-line registration by the applicant

The Applicant must apply through the on-line registration tool at least 6 weeks before the beginning of the STSM.

Step 2 Formal STSM application and annexes

After encoding the information and pressing the “submit” button the on-line registration tool will issue a formal STSM application form. The applicant should download and send this form by e-mail along with the following documents

  • Detailed work plan
  • Curriculum Vitae with list of publications
  • Motivation letter
  • Letter of support from the home institute


  • The Chair of the Management Committee of the Action – Prof Murat Uysal This e-mail address is being protected from spambots. You need JavaScript enabled to view it


Please note that the title of e-mail should read as “STSM Reference: COST-STSM-​IC1101-xxxxx Your First Name Your Last Name” (xxxxx should be replaced by the number generated by the online application tool).

Step 3 – Assessment of the STSM

The MC chair will arrange the assessment of the STSM in consultation with the Steering Committee.

Step 4Cost Office Acceptance Letter (Grant Letter)

The Administrative Secretary of  the Action, Dr. Cagatay Edemen, will send to the Applicant an acceptance letter in which s/he is informed about:

  • the approval of the STSM and
  • the level of the financial grant given.

The Applicant has to return this acceptance letter, after accepting the grant with his/her signature.

After the STSM, what should you do?

After completion of the STSM, the grantee is required to submit to the host institution and MC Chair a scientific report on the visit within 4 weeks after his/her stay.

It should contain the following information:

  • Purpose of the STSM
  • Description of the work carried out during the STSM;
  • Description of the main results obtained
  • Future collaboration with host institution (if applicable);
  • Foreseen publications/articles resulting or to result from the STSM;
  • Confirmation by the host institution of the successful execution of the STSM;
  • Other comments (if any).

The MC Chair is responsible for approving the final report and sending the notice of completion of the STSM to the Grant Holder, with the confirmation that the STSM has been successfully accomplished and that the grant can be paid.

Publications resulting from STSM activities should acknowledge COST IC1101 support.

Further information and rules

Applicants are strongly encouraged to read the detailed information provided by COST. Full details can be found on COST Vademecum, Section 4. Please read the COST Vademecum carefully!




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2. OPTICWISE participates in the preparation of new IEEE standart on OWC.


3. IWOW 2014 Workshop Proceedings are now available at IEEExplore! All papers can be accessed through this link.


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