2nd STSM Grant – 2020

2nd STSM Grant Call [EXTENDED 18TH AUGUST 2021]

2nd Call for Short Term Scientific Missions (STSM)
applications for missions occurring between 1st October 2020 and 26th September 2021


STSM applicants must be engaged in an official research programme as a PhD student or postdoctoral fellow or can be employed by, or affiliated to, an institution, organisation or legal entity which has within its remit a clear association with performing research. The institutions/organisation or legal entity where applicants pursue their main strand of research are considered as Home Institutions. The Host Institution is the institution/organisation that will host the successful applicant.

COST Action CA18213 in accordance with COST strategy supports Early Career Investigators (ECI). Therefore, the participation of ECIs in STSMs is particularly encouraged, but applications are not limited to ECIs. An applicant is considered an ECI when the time that has elapsed between the award date of the applicant’s PhD and the date of the applicant’s first involvement in the COST Action does not exceed 8 years.

Other researchers are also eligible to partake in STSMs, but ECIs are prioritized when applications are evaluated.

Previous successful applicants are not precluded from applying, but preference and priority will be given to applicants who have not been awarded a STSM before.


The following table shows the scenarios available to eligible STSM applicants:

Applicant’s Home Institution STSM Host Institution




Located in a Participating COST Full Member / COST Cooperating Member

Located in another Participating COST Full Member / COST Cooperating Member
Located in a Participating COST Partner Member
Action MC Observer from IPC
Action MC Observer from NNC
The EU Commission or an EU Body, Office or Agency
An Approved European RTD Organisation
An Approved International Organisation
Action MC Observer from NNC Located in a Participating COST Full Member / COST Cooperating Member
Located in an Approved European RTD Organisation Located in a Participating COST Full Member / COST Cooperating Member


STSM’s can have a duration of minimum 5 days.

An STSM Grant is a fixed financial contribution which takes into consideration the budget request of the applicant and the outcome of the evaluation of the STSM application. STSM Grants do not necessarily cover all expenses related to undertaking a given mission. A STSM Grant is a contribution to the overall travel, accommodation and meal expenses of the Grantee.

The COST Association and the Grant Holder of the Action cannot to be considered as being an STSM grantee’s employer. STSM grantees must make their own arrangements for all provisions related to personal security, health, taxation, social security and pension matters.

Please, consider the current COVID-19 situation which has been resulted in many limitations, suspensions and restrictions, so you are strongly advised to search for more information about travel conditions and restrictions, home and host institution restrictions where national and international recommendations and regulations should be followed, quarantine issues and all other issues related to the COVID-19 situation.

Grants are normally processed only after the STSM has taken place and the reporting retirements have been satisfied and approved by the STSM coordinator.

For this call, the Management Committee of COST Action CA18213 has allocated a total budget of EUR 4,500.00 for 3 STSMs. The duration of each STSM grant should be minimum 5 and maximum 7 days.

The following funding conditions apply and must be respected:

– an applicant can be afforded up to a maximum amount of EUR 1,500.00;

– up to a maximum of EUR 160 per day can be afforded for accommodation and meal expenses.

Due to the restrictions related to the COVID pandemics which could reflect to the STSM (e.g. issues with accomodation, traveling, COVID tests, etc.), the STSM Committee could consider and accept slightly longer STSM applications (up to 2 days more). However, an applicant must be aware not to exceed a maximum amount of 1,500.00 EUR.

Different country rates to cover accommodation and meal expenses based on the perceived cost of living in the host country may apply.

The application process is organised on a ”first come first served basis”.

STSM activities must occur in their entirety within the dates specified in this call.

The amounts granted for each individual STSM will be determined during the evaluation process.

Specific provisions have been introduced to enable researchers from ITC participating in the COST Action to request a pre-payment of 50% of their STSM Grant when they complete the first day of their STSM. In such case, the representative of the Host Institution must confirm by e-mail to the Grant Holder that the STSM applicant has officially started the mission on day 1. Only then the Grant Holder can arrange the payment of 50% of the STSM grant. The remaining 50% of the Grant is payable once the administrative requirements have been satisfied after the STSM.


The applicant is responsible for choosing and contacting the Host institution and for organizing the application process. All applicants must register for an e-COST profile at https://e-services.cost.eu/.

All applicants have to complete the online application form (https://e-services.cost.eu/stsm):

–     STSM Application (including Workplan – Workplan should include objectives for visit, time-line and core tasks to be undertaken; expected outputs and deliverables (e.g. new research model; draft outline of peer review publication); Work plan should be structured with a particular research question in mind and with a view to developing work that will form the basis for a possible peer review publication);

–     CV (including a list of academic publications – if applicable);

  • A letter of support from the Home Institution;
  • Written agreement from the Host Institution that the STSM applicant can perform the activities detailed in the STSM work plan on the agreed dates;


The application process is organised on a ”first come first served basis”.

This Call is open no later than 18th August 2021 [EXTENDED]. It could be closed earlier if all STSMs are granted/STSM budget is allocated in the meantime (info will be sent).

STSMs must take place within the period: until 26th September 2021.


Although the application process is organised on a ”first come first served basis”, all applications will be assessed by the STSM Committee, following which applicants will be informed on the results.

You will know whether your STSM has been granted within 10 days after completing the application.

The STSM committee will evaluate all STSM applications based on following criteria:

  1. a) mandatory criteria:

1.) the STSM proposal includes deliverables out-reach potential that go beyond CA 18213 enlisted members and activities (meaning that the proposed deliverables are strong enough and involve a dissemination plan beyond the scope of CA 18213 members and activities);

2.) the STSMs proposal includes deliverables with an added-value for CA 18213

3.) the STSM proposal has a clear plan of connecting STSMs deliverables with other on-going networking tools and deliveravles of the Action (e.g. meetings or written outcomes);

The STSM Committee will reject the STSM application if one or more mandatory criteria are not fulfiled.

STSM Committee: Slaven Gasparovic, University of Zagreb, Croatia, STSM Coordinator; Daniela Mamucevska, Faculty of Economics – Skopje, North Macedonia; Elena Marta, Università Cattolica del Sacro Cuore, Italy


Within 30 days after the end date of the STSM, the grantee must submit a scientific report to the Host institution. The scientific report should cover purpose of the STSM, description of work carried out during the STSM, description of the main results obtained and future collaborations (if applicable). It is obligatory to use a scientific report template which is available on the e-COST Supporting documents page or on-line here: http://www.cost.eu/STSM_report_template.

After the submission of the scientific report to the Host institution, the grantee must acquire an official acceptance confirmation from a researcher affiliated to the Host institution formally accepting the scientific report. The host approval of the report can be an email confirming that the STSM took place and the goals outlined in the Work plan were reached.

The grantee must upload both documents (scientific report and host acceptance confirmation email, both in pdf) to e-COST system, otherwise completion procedure will not be possible.

The submission of the supporting documents is mandatory or the Grant is cancelled. Late submission, beyond the deadline, can also lead to the cancellation of the Grant and, in cases when a pre-payment was done, the obligatory reimbursement by the grantee of the amount received.

NOTICE OF COMPLETION: The STSM coordinator will approve the final report and send the completion notice to the Grant Holder. The Grant Holder will then execute the payment of the grant directly to the grantee.

(Please note that the COST Association can request additional information to substantiate the information contained within the documents submitted by STSM applicants).

 After the STSM, all grantees are obligatory to indicate the name of this COST Action and its number in all written outcomes derived from the STSM.

STSM Coordinator – Assistant Professor Slaven Gasparovic, University of Zagreb, Croatia, Email: slaveng@geog.pmf.hr