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ITC Conference Grants - application and approval procedure

ITC Conference Grant – a new COST instrument


Conference Grants are aimed at supporting PhD students and ECI researchers from participating ITC (International Target Countries) to attend international science and technology related conferences not specifically organised by COST EMF-MED. You can read more about them here:

COST EMF-MED approval procedure:

The following eligibility criteria apply:

  1. Conference Grants are exclusively reserved for PhD students and ECI’s with a primary affiliation in an institution located in an ITC. The applicant must be engaged in an official research programme either as a PhD Student or postdoctoral fellow.
  2. The applicant must make an oral/poster presentation at the conference in question and must be listed in the official event/conference programme. The main subject of the oral presentation / poster presentation / speech at the approved conference must be on the topic of COST EMF-MED and must acknowledge COST EMF-MED (check the suggested acknowledgements here).
  3. The participation of each applicant must be pre-approved by the approval procedure. Attendance at European conferences is preferred. However, conferences held elsewhere can also be considered.

Approval procedure:

  1. The ITC CG applications are entered online in eCOST by the applicant, ideally at least 45 days before the conference start date. The applications are collected by the Action at predefined deadlines, for review and evaluation. The Calls with cut-off deadlines will be announced by ESTC (ECI/STSM/Training Coordinator).
  2. The initial list of potential grantees will be prepared by ESTC, based on:
    • a binary decision on the eligibility of the applicant, based on the above given criteria and other COST rules if applicable;the evaluation criteria – benefits of the conference attendance: compatibility with COST EMF-MED;
    • added-value for the applicant, home institution and for COST Action EMF-MED, i.e. with consideration of the scientific scope of the proposed mission and how the mission can support COST EMF-MED in achieving its scientific objectives.
  3. The initial list of potential grantees is then reviewed by the Steering Group who finally approves the final list of grantees to be reimbursed at that cut-off deadline, and sets the level of the Grant that can be awarded. The amount of the awarded grant can never be higher than what the applicant requested. The grants will be limited to max. 1000 EUR for European conferences, and max. 1500 EUR for out-of-Europe (overseas) conferences.
  4. The required supporting documents are requested by eCOST, in order to provide sufficient information for evaluation:
    • Curriculum Vitae (CV) – including a list of academic applications – if applicable;
    • A short description of your involvement in this COST Action;
    • Acceptance letter from the conference organizers (confirming either your speaking slot or your poster presentation);
    • A copy of the abstract or poster submitted to the conference.

If needed for the process of evaluation, additional explanations and documents may be asked from the applicants, especially in view of setting the grant amount (such as registration fee certificate, travel arrangements and tickets etc.).

Scientific report should be submitted at latest 30 days after the end date of the conference, and is the precondition for the grant payment.

The report template can be downloaded here: COST EMF-MED – ITC CG report template, to be used by the grantees instead of the generic template found on the COST web site.

Participants can also download the new user guide from COST site. Detailed information can be found in Section 8 of the COST Vademecum.