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Short Term Scientific Missions

An STSM consists in a visit to a host organization located in a different country than the country of affiliation by a researcher or innovator for specific work to be carried out and for a determined period of time. STSMs aim to foster collaboration in excellent research infrastructures and share new techniques that may not be available in a participant’s home institution or laboratory.

Application Procedure

The Grant applicants are Action participants with a primary affiliation to a legal entity located in a COST Full or Cooperating Member country, a COST Near Neighbour Country or a European RTD Organisation.

Note: An applicant must have a profile on the e-COST platform. After that, it is necessary to follow the steps detailed below:

  • Obtain the written invitation / agreement letter of the host institution before applying.
  • Complete and submit the online Grant application form that you can find at the e-COST platform [Grant applications section] (Go to Grant applications -> Apply for grant, and choose the STSM grant).

Note: The start and end dates of the STSM declared in the application form (i.e. the actual STSM period, not the travel dates) must exactly match the dates stated in the invitation letter.

MSc students

In the case of a MSc student, eligibility depends on whether the student is enrolled in a research-performing study programme.

For example, a research Master’s programme—where the student carries out in-depth, independent work to complete a significant research project—would qualify. However, MSc students enrolled in non-research or undergraduate-type MSc programmes remain ineligible.

Upload the application form and the supporting documents

After encoding the Grant application form, the applicant also needs to upload:

  1. Grant application: This is the actual application template completed which shall be previously downloaded from the application page. The form includes details on the (i) goals of the STSM; (ii) associated workplan; and (iii) expected outputs and contribution to the Objectives and Deliverables of the COST Action.
  2. Invitation/Host Approval Letter: An Invitation Letter signed by a senior researcher affiliated to the Host institution.
    Download the Invitation/Host approval template
  3. Applicant’s CV: A full CV including a list of academic publications, if applicable.

 You are highly encouraged to read the Annotated Rules of the COST Action (as per 01.11.2025) and the Grant Awarding User Guide prior to submission of an application. If any doubts remain, you can always contact one of the Grant Awarding Coordinators This email address is being protected from spambots. You need JavaScript enabled to view it. or This email address is being protected from spambots. You need JavaScript enabled to view it..

Remember, a clear connection to the Action topic and objectives must be pointed out in the Application form. 

When planning the STSM, pay attention to the fact that the application should be submitted at least 6 weeks before the starting date of the STSM as the Grant Awarding Committee and the Grant Holder Institution need time for the evaluation and for administrative procedures." Also, the STSM should end at least 1 month before the end of the Grant Period (31st October 2026).

Application Procedure

Selection and Evaluation Process

Submitted applications are evaluated and reviewed by the Grant Awarding Coordinators (Radu Ignat & Arghir Zarnescu) and approved by the Management Committee (MC).

Grant Awarding Criteria

  • 1. Quality of the Plan.

    Ensure the application includes:

    • A detailed description of the proposed research.
    • An explanation of how the research aligns with and contributes to the Action topic.
    • A clear demonstration of how the work supports the Action Objectives and Deliverables outlined in the Memorandum of Understanding (MoU).
    • Evidence of interdisciplinary mobility, such as connections between disciplines (e.g., bridging physics and mathematics, theoretical and experimental approaches, or different physical systems).
    • An activity plan.
    • Any additional information that could assist in evaluating the proposal.
  • 2. Prioritization Criteria

    The following will be prioritized:

    • Individuals who actively participate in the Network (e.g., membership in a Working Group, contribution to organizing Action-related activities, etc.).
    • Individuals who have not been funded in the last two years.
    • YRIs (postdoctoral and more senior researchers), while gender and geographical balance is maintained.
    • Grants for longer than one week are awarded only to active Action members or labs.
    • Grants for longer than four weeks need more substantial justification.
Selection and Evaluation Process

Acceptance Process

  • 1. Application Assessment
      • The Grant Awarding Coordinators reviews all applications and determines whether to accept or reject them.
  • 2. Outcome Notification
      • Applicants are informed of the decision through the e-COST system.
  • 3. Grant Letter and Instructions
      • Accepted applicants receive a Grant Letter, including the approved funding amount and detailed instructions for the mission.

Mobility Reimbursement Rules

A guide for reimbursement rules is as following:

  • One week: 1200 euro
  • Two weeks: 1800 euro
  • Four weeks 2700
  • Eight weeks 4000

These amounts may be adjusted by up to +-20% to account for country cost, ticket cost, seniority level of participant, relevance of project to Action objectives.

Acceptance Process

Upon the STSM completion

The grantee is required to submit a short scientific report 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.
  • Foreseen publications/articles resulting from the STSM (if applicable).
  • Confirmation by the host person of the successful execution of the STSM.

The STSM report template is available for download on the e-COST platform and must also be submitted via the same platform.

Failure to submit the scientific report within 30 days will effectively cancel the grant. 

It is advisable to keep evidence of your travel expenses, in case they are requested later as supporting documents.

If this is your first time claiming reimbursement through COST Action POLYTOPO, please complete and submit the mandatory online form, required by the Grant Holder Institution (FORTH). This form is necessary for creating a financial record under Greek law. Failure to submit it will result in rejection of the claim. Ensure your bank details match those in e-COST.

Submit your ID and Bank details
Completion