Communication

• Erasmus + (Primary & Substitute) Students will be contacted via the e-mail addresses they have entered in their Online Application Forms on TurnaPortal.
• You should check your e-mail regularly (daily) for new announcements and notifications.
• If the quota of your e-mail is full, please clean it.
• It is the responsibility of our students to check the relevant e-mail inbox regularly.

Giving Up on the Mobility (Waiver)

• Students who have been placed in a university can waive their rights if they wish.
• Students who wish to waive their rights should notify their Office Erasmus Advisor via e-mail. Verbal cancellation notifications are invalid.
• The rights of our students who cancel will not be reserved for the following year. However, the scores obtained in the Erasmus English Exam organized by the SFL are valid for 2 years.

Score Reductions in Case of Waiver

Primary List

• Until 10 days before the application deadline (0 Points)
• Closer than 10 days to the application deadline (-10 points)
• Less than 10 days before the application deadline and for a compelling reason (0 points)

In case of a quota for the reserve list

• Until 3 days before the application deadline (0 Points)
• Closer than 3 days to the overseas application deadline (-10 points)
• Closer than 3 days to the application deadline and for a compelling reason (0 Points)
• The vacancy left by our cancelling student is offered to our substitute student with the highest Erasmus Score in the relevant program list, provided that he / she has preferred the relevant university in the application form.

Grants

• After the Grant Agreement for the relevant Erasmus (+) Project has been signed between our Institute and the National Agency, the total amount of the grant to be allocated to our Institution becomes final.
• In case the total grant allocated to our institution is insufficient, the International Relations Office Coordination Board of our Institute decides who will receive grants from our placed students.

Warnings

• Students who owe grants to the Erasmus Office cannot graduate without returning the grant amount they owe.
• If the indebted student is still an IZTECH student, he/she is allowed to register for courses in the semester following the mobility period, but if he/she is still in debt at the beginning of the 2nd semester following the mobility, he/she cannot register for courses.

Online Linguistic Support (OLS)

• Free online language support is provided for mobility students through the European Commission’s Institutional learning management platform called “EU Academy”.
• Mobility students will be able to choose the language(s) they want to learn without limitation of the number of courses and languages.
• The e-mails of our students who want to benefit from OLS are entered into the EU Academy Data Management System by our Office before the Erasmus mobility activities start. Our students will gain access to the EU Academy page via the web page link sent to their e-mail addresses and will be able to benefit from online language support.

The International Relations Office (IRO) organizes an orientation meeting for students who will participate in Erasmus+ mobility where the whole process is explained.

There will be a question and answer period after the presentation.

It is compulsory for the students who are placed as a permanent student to attend the orientation presentation organized by the International Relations Office (IRO).

Students who do not attend will be deducted 10 points from their learning or traineeship mobility applications within the same level (undergraduate, graduate or doctoral studies).

If you do not have a passport, please apply for a passport.

Turkish citizens aged 25 and over can get an e-signed letter from our office to avoid paying passport fee.

Turkish citizens under 25 are exempt from passport fee.

All Turkish citizens have to pay the notebook fee.

The International Relations Office makes the student’s Nomination.

The receiving institution sends an e-mail to the student including the application process stages.

The student completes the receiving institution application process.

The student may receive counseling from the Office of International Relations regarding the application process of the receiving institution.

It is the student’s responsibility to follow the application process and deadlines.

Documents that may be requested in the application:

• Passport
• Online Learning Agreement (OLA) (Approved)
• Approved Application Form (Each institution may have its own application form)
• Other documents may be requested depending on the institution. For example, Foreign Language Proficiency Certificate (If English is required, you can request it from SFL).

Online Learning Agreement (OLA) is a Learning Agreement that includes the courses you will take at the receiving institution and the IZTECH equivalents of the relevant courses and is signed online by the student, IZTECH Department Erasmus Coordinator and the Authorized Person at the Receiving Institution.

Our students carry out OLA processes together with IZTECH Department Erasmus Coordinator and IZTECH Deputy Department Erasmus Coordinator.

Students can choose a minimum of 30 and a maximum of 36 ECTS credits for Erasmus mobility for one semester.

RS is a document that includes the courses you will take at the receiving institution and the IZTECH equivalents of the relevant courses and is signed by the IZTECH Departmental Erasmus Coordinator and Department Head.

RS is not sent to the receiving institution, but its procedures are carried out simultaneously with the OLA.

The student carries out the RS processes together with the IZTECH Departmental Erasmus Coordinator and Assistant Departmental Erasmus Coordinator. The relevant document must be approved by your Department and then by the Executive Boards of the Faculty or Graduate School for Graduate Students before the student goes abroad.

You can research the documents required for the visa application for the relevant country from the consulates or by consulting an intermediary company if you wish.

In order to apply for your visa, you must have received a letter of acceptance from the receiving institution. Invitation letters are sent to you by the receiving institution after you apply to the receiving institution.

Make sure that all your documents are ready before you apply for your visa. (In this process, both grant and non-grant students should get a visa letter with original signature and seal from our office to be given to the Consulate. Our office will prepare this document after your acceptance letter arrives).

If the student is going with a grant, he/she opens a Demand Draft Euro Account at any branch of Ziraat Bank and submits the account information to the Office for the contract.

Banks other than Ziraat Bank are not accepted.

Other foreign currency accounts (Dollars, etc.) other than Euro Account are not accepted.

The student can open a joint account.

Students are obliged to take out the travel health insurance required by the visa authority of the destination country.

For Turkish citizens, the procedure for countries that have an agreement with Social Security Institution (SSI) is as follows:

1. Students whose parents are SSI beneficiaries according to the old health insurance system and who are going to Germany, Austria, Belgium, Croatia, the Netherlands, North Macedonia, Romania and the Czech Republic, which have a social security agreement with our Türkiye, must apply to the SSI to obtain the formularies prepared separately for each country. Please get your e-signed document from our office to be used during the application to SSI.
2. For GERMANY ONLY, students whose parents are beneficiaries of SSI, Retirement Fund and Bağ-Kur can also benefit from the health services of SSI. For this purpose, formulary documents (A/T11) must be approved by the SSI. Please get your e-signed document from our office to be used during the application to SSI.
3. Specific to BELGIUM and NETHERLANDS only, there is a retired-worker distinction for the parents (regardless of who you are receiving health care through). For these two countries, it is not possible to apply for a formulary certificate if the parents are retired.

Travelers to other countries are required to purchase a valid Travel Health Insurance from a private insurance company if they do not meet the criteria above.

Confirmation must be obtained from the relevant company that the Travel Health Insurance is suitable for education and will be valid in the country of destination and for the entire duration of your stay (including the days of travel).

It is signed between the student and our institution before departure abroad.

If the student is going with a grant, he/she opens a Demand Draft Euro Account at any branch of Ziraat Bank and submits the account information to the Office for the contract.

The student (with or without grant) has health insurance (private or from SSI) and submits it to the Office for the contract.

The contract mainly includes the maximum grant amount if the student has a grant, the mobility date range of the student, the rights and obligations of the parties. If the contract is non-grant, it does not contain grant information.

The contract must be signed by both parties (Student and Institutional Representative).

Please read and sign your contract very carefully.

One copy of the contract signed by both parties is given to the student and the other copy is kept in the Office.

Go to the International Office of the receiving institution and register.

Make sure to attend the Orientation Program of the host institution. The Orientation Program provides information about the country, city and university.

You should sign the Arrival document indicating that you have started your education in the receiving institution to the Erasmus Office and ensure that the document is sent by the relevant Office to your IZTECH Erasmus Office Advisor by e-mail.

Receive the Arrival document and forward it to the Erasmus Office (by e-mail)

Changes to be made to the learning agreement for various reasons, provided that the receiving institution does not request a shorter period of time, must be made within 5 weeks at the latest following the start of the academic semester at the destination higher education institution and must be approved by the parties to the agreement (OLA-During Mobility) within 2 weeks at the latest after the change is requested.

You should carry out the OLA (Online Learning Agreement) During Mobility Section procedures with the Erasmus Coordinator of your Department and the Deputy Erasmus Coordinator of your Department.

You should carry out the RS (Recognition Sheet) procedures with the Erasmus Coordinator of your Department and the Assistant Erasmus Coordinator of your Department. The relevant document must be approved by your Department and then by the Executive Boards of the Faculty or, for Graduate Students, the Graduate School.

If the student requests an extension of the activity period, the request is evaluated by the Erasmus office and the student’s departmental authorities.

Depending on the approval of the destination institution and the student’s academic status, it is possible to extend the period.

The request for extension of the duration must be submitted no later than 1 month before the originally planned end date of the mobility. If the request is accepted by all parties, the student contract must be amended and all necessary procedures regarding the extension of the period must be completed. (OLA and RS)

For the student who has gone with a grant: If there will be an increase in the maximum grant amount specified in the contract signed with the student (if the Institution has sufficient grant), then a contract with additional grant should be made with the student. If there will be no increase in the maximum grant amount specified in the contract signed with the student (if the Institution does not have sufficient grant), then a contract without additional grant should be made with the student.

If the student who has participated in the mobility without a grant will make an extension, an additional non-grant contract must be made with the student for the extension period.

The Confirmation Letter should be sent to your Office Erasmus Advisor via e-mail by the receiving institution Erasmus Officer. It is the student’s responsibility to follow up the submission.

Transcript of Records (ToR): The transcript should be emailed to your Office Erasmus Advisor and IZTECH Deputy Departmental Erasmus Coordinator simultaneously by the receiving institution Erasmus Officer. It is the student’s responsibility to follow up the submission.

Passport: It should be brought to the Office for checking upon return.

The student’s participant survey needs to be completed. The e-mail with the survey is sent to the student through the “EU CORPORATE NOTIFICATION SYSTEM”.

The transcript of the receiving institution must have ECTS grades as well as the local grades of the receiving institution.

If there are no ECTS grades in the transcript, please ensure that a conversion table approved by the receiving institution, which provides the conversion of the local grades of the receiving institution to ECTS grades, is sent to your IZTECH Departmental Erasmus Coordinator Assistant and our Office at the same time by the receiving institution official by e-mail.

All successful and unsuccessful grades you receive from the receiving institution are converted to your IZTECH grades by your Assistant Departmental Erasmus Coordinator at IZTECH.

Your Grade Conversion Sheet (Proof of Academic Recognition Sheet) is sent by your department to the Student Affairs Department with an official letter.

It is the responsibility of our students to follow up the Grade Conversion procedures.