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Erasmus+ ICM Staff Mobility to Koç University

I Description of the Mobility

The Erasmus International Credit Mobility Program – in short: Erasmus + ICM – offers students and staff of program and partner countries the opportunity to go on Erasmus+ mobility outside of Europe.  KU OIP calls the Erasmus+ ICM scheme “Erasmus Worldwide” as it extends beyond Europe, allowing for mobility from and to other parts of the world. Program Countries are those countries participating fully in the Erasmus program. Turkey is one of the 33 Program Countries. Partner Countries cover the rest of the world outside the European Union. Please find the list here.

 

Through the Erasmus+ ICM projects, students, staff members and faculty members of both institutions can visit the other institution fully funded by the European Commission. The participation within the scope of an Erasmus+ ICM mobility offers the opportunity to get to know different perspectives on professional life and share best practices within one’s field of experience.

 

In order to be awarded further ICM projects and therefore funding for the mobilities, the flow of mobilities should be dynamic and various. This way KU can prove to the European Commission that the ICM funds contribute to KU’s and partner university’s internationalization strategies and that funds are used efficiently.

The main goals of this program are:

  • To forge and deepen lasting links between KU and our partner universities, thus enhancing transnational academic cooperation.
  • To achieve sustained improvements in knowledge and research skills.
  • To improve participants’ language and cultural skills, promoting mutual enrichment and understanding. 

 

In the framework of the Erasmus Program, all mobility activities are conditional upon the signature of an inter-institutional agreement between the sending and the receiving universities before the start of the mobility.

Erasmus+ ICM program allows faculty members to participate in the program under “Staff Mobility for Teaching Assignments (STA), and it also allows administrative staff members to participate as part of “Staff Mobility for Staff Training”. An institutional agreement is a must for mobility arrangements in both categories. 

II Duration and Context of the Mobility

Each staff mobility, either teaching or training mobility, should last at least 5 working days. Depending on the (remaining) quota as well as the availability of the partaking staff members (both the participant and the host at the receiving institution) the mobility may last from 5 working days (1 week) to 2 months. Please get in touch with partner@ku.edu.tr for (remaining) quota information.

 

Teaching Mobility

As per the Erasmus+ International Credit Mobility program rules, each teaching mobility is required to last at least 5 workdays and 8 teaching hours. Participants can also have meetings with the faculty members of the host institution in addition to the 8 hours of teaching. Actual teaching in this context should require the teacher to be physically present with the students. Please note that the teaching mobility requires at least 8 hours of teaching per five working days of mobility. It should be noted that the teaching time should be increased as the duration of stay is increased. In cases where teaching and training mobilities are combined, the minimum teaching duration should be 4 hrs.

 

Training Mobility

As per the Erasmus+ International Credit Mobility program rules, each training mobility is required to last at least 5 workdays and can comprise of job shadowing or observation period trainings at a partner university (KU). The training mobility shall support the professional development of HEI administrative and academic staff. Please note that conferences do not fall within the scope of the training mobility under Erasmus+ ICM.

 

III Partners & Quotas

Since the Academic Year 2016-2017, Koç University has applied for the ICM projects. With every application, the partner countries may change as they are subject to the outcome of the application. Currently KU has the AY 2018-2020 and AY 2019-2021 projects running and can therefore fund staff mobilities from and to partner countries of these projects. For the AY 2018-2020 project, staff mobilities should be finalized by mid-July 2020. For the AY 2019-2021 project, the mobility should be finalized by by mid-July 2021.

 

Country

University

Russia

St. Petersburg University

Higher School for Economics (HSE)

Cambodia

Royal University of Phnom Penh

Egypt

American University in Cairo

Ghana

University of Ghana

Philippines

University of Philippines os Banos

Vietnam

Vietnam National University

Albania

European University of Tirana

Jordan

University of Jordan

Lebanon

American University of Beirut

South Africa

University of Cape Town

Stellenbosch University

University of Pretoria

 

As the quota information is subject to change due to open call for applications throughout the semester, please get in touch with partner@ku.edu.tr for information on the current / remaining quota.

 

IV Requirements for Partner Universities

Erasmus+ ICM program requires partner universities to follow certain steps in their application & selection procedures, and provide certain documentation to Koc University as explained further below:

  • Partner universities are required to form a selection committee that has minimum 3 main members and minimum 2 substitute members.
  • The selection committee should be assigned to this task by the administration of the university. Partner universities are required to share the copy of the “letter of authorization of the selection committee” with KU OIP. Selection Committee is responsible for reviewing all the applications and make the final selection.
  • Partner universities are required to run separate application calls for each mobility type of Erasmus ICM/Worldwide (i.e. student, staff, internship).
  • Partner universities are required to share the screen shots/copy of the “call for application” for all types of mobility (i.e. student, academic staff, and administrative staff) with KU OIP.
  • The advertisement/announcement of each application call should be released through the university mass communication channels transparently and equally minimum 20 days before the applications begin.
  • Applications should be collected at least for 15 days, allowing applicants to provide answers to pre-determined criteria. The program announcement/advertisement should include the following criteria:
  • The number of mobility slots with/without Erasmus ICM Grant at Koç University
  • The academic/administrative departments that are open for application
  • Eligibility criteria
  • The selection criteria and required documents
  • Erasmus Grant Amount (Individual &Travel Support)

Additional support provided to staff members with disability. Please click here for more information  and get in touch with partner@ku.edu.tr for further assistance. 

  • Deadline for application
  • Lower priority should be given to those who have already participated in the program. Less priority should not be given directly but should be provided as deduction of points during the selection process.
  • Staff Members who want to participate in mobility programs in their birth country receive less priority. Less priority should not be given directly but should be provided as deduction of points during the selection process.
  • Disabled staff members should be prioritized if substitutive documents are provided. Priority should not be given directly but should be provided as additional points during the selection process.
  • Selection criteria that would result in additional grant or deduction from the grant should be stated in the call for applications

 

V Selection, Nomination, Application & Placement

Who is Eligible to Apply?

• Faculty/Staff members must be the full-time employee of a partner university

 

Selection

The selection process will evaluate the applicants and will prioritize candidates according to the established criteria and budgetary availability. The selection process will be based on the principles of equity, fairness and transparency.

Please note that the below criteria are only advisory. Each institution can define different criteria for applicants as long as the selection process is based on the principles of equity, fairness and transparency.

 

Suggested Evaluation criteria for Teaching Mobility:

·     Eligibility: The teaching staff meets the eligibility criteria for the proposed mobility period.

·      Motivation: The staff clearly demonstrates how s/he will benefit academically and personally from the proposed mobility period.

·       Teaching Plan: The motivation letter includes a strong teaching plan at the host institution.

·       Potential Impact: The motivation letter clearly outlines the expected outputs of the proposed mobility period e.g. future plans for collaboration, internationalization of the curriculum etc.

·        English: Full professional proficiency (B2 or above)

·        Seniority: The faculty member who has been working in the same institution for a longer period than the other applicants may be given priority

 

Suggested Evaluation criteria for Training Mobility

·         Eligibility: The administrative staff meets the eligibility criteria for the proposed mobility period.

·         Motivation: The staff clearly demonstrates how s/he will benefit professionally and personally from the proposed mobility period.

·         Training Plan: The motivation letter includes a strong training plan at the host institution.

·         Potential Impact: The motivation letter clearly outlines the expected outputs of the proposed mobility period e.g. future plans for collaboration, internationalization of the home institution etc.

·         English: Full professional proficiency (B2 or above)

·         Seniority: The staff member who has been working in the same institution for a longer period than the other applicants may be given priority

 

Important Notes & Suggestions to Partner Universities

• The first part of the selection process will be undertaken at the faculty and staff members’ home universities and these selection processes will be organized by these institutions according to their own regulations, but always taking into account the evaluation criteria and the following Erasmus Charter principles:

◦ Respect in full the principles of non-discrimination and to promote and ensure equal access and opportunities to mobile participants from all backgrounds, in particular, disadvantaged or vulnerable groups. Apply a selection process that is fair, transparent and documented, ensuring equal opportunities to participants eligible for mobility.

• Partner universities are advised to implement the following when running a selection process:

  • In addition to the other criteria, if the applicant has benefited from Erasmus mobility scheme before, that applicant should be given less priority when selecting
  • Lower priority [JB1] will be given to those who have already participated in the program. Less priority should not be given directly but should be provided as deduction of points during the selection process.
  • Staff Members who want to participate in mobility programs in their birth country receive less priority. Less priority should not be given directly but should be provided as deduction of points during the selection process.
  • Disabled staff members should be prioritized if substitutive documents are provided. Priority should not be given directly but should be provided as additional points during the selection process.

 

Nomination & Application to KU

Partner HEIs should send the “Appointment Letter and Selection Committee Report for Students” to the Office of International Programs at Koç University. Partner university should also nominate the selected faculty/staff member with the application documents such as CV, Motivation Letter and Teaching/Training Plan via partner@ku.edu.tr e-mail address.

 

Once the faculty/staff member is nominated to KU OIP by the home university, KU OIP will confirm the receipt of the nomination and start the process to find a host person [JB4] for the candidate at KU.

The home university’s International Office and the candidate will be updated and notified once the host person is identified. Then KU OIP will guide the participant for the official application to KU on KU OIP’s online system KUAPP and put the participant and the host person in contact so that they can work on the mobility schedule.

 

In case some grants are not exhausted after the first round of application, a second round of application will be announced to partner university faculty/staff members by the International Office of the Partner University. Each call for application published by the University may stipulate different dates of start and/or end; in any case, all mobility programs must be concluded by mid. July, of the relevant Academic Year.

 

Application Documents for Both Teaching and Training Mobility

CV

Mandatory / Upload*

Motivation Letter

Mandatory / Upload*

Home University Confirmation Form

Mandatory / Upload**

Scan of Passport ID Page

Mandatory / Upload*

Special Needs Statement for Disabled staff members (if applicable)

Mandatory / Upload*

 

*The document needs to be uploaded on KUAPP during application

**The form will be provided by KU OIP and filled in & signed by the home university of the participant

 

Placement

Each incoming staff member will be assigned a host at KU by KU Office of International Programs (OIP). That host will support the incoming staff member with the scheduling of the mobility and the mobility activities as well as liaising with the respective unit at KU, at which the mobility will take place. The host person will also be the first point of contact for the incoming staff throughout the mobility at KU.

VI Before Mobility Procedures

Home University Confirmation: According to Erasmus+ ICM regulations, incoming teaching staff members from partner universities have to prove with the Home University Confirmation that their home institution gives them permission to go on mobility. This document will be shared with the staff member to be on mobility at KU via e-mail when providing the application procedures for the application with KUAPP.

should be submitted to OIP office for the signature of KU’s Institutional Erasmus Coordinator.

 

Copy of Flight Ticket for the Mobility: The first part of the grant payment – which is 70 % of the expected total amount (5/6 days of individual grant + travel grant)– is made on the first day of the mobility in cash at the bank on KU campus and the remaining part is made on the last day of mobility. Therefore, participants are expected to provide a copy of their flight ticket before the mobility for the correct calculation of their Erasmus+ grant.

 

Grant Agreement: The Grant Agreement is drafted by KU OIP and shared with the faculty member via e-mail prior to the mobility.

The Grant Agreement contains information on the grant payment procedure, grant reduction and will be signed by the staff member that will be on mobility at KU as well as KU’s Institutional Erasmus Coordinator. Draft version of the Grant Agreement is shared with the participant by OIP. The partaking staff member is obliged to sign each page of the agreement and sign the signatory part of two copies of the agreement. One signed copy will be given to the participant upon the signature of KU’s Institutional Erasmus Coordinator.

 

Staff members should have adequate insurance coverage for the whole time of their mobility.

 

Mobility Agreement for Teaching: This document will be drafted by and sent to you by KU OIP. Faculty members have to prepare this document which includes the proposed mobility program for the planned mobility. The Teaching Agreement is asking at this section for overall objectives of the mobility, the added value of the mobility for both institutions, a teaching plan and the expected outcomes and impact of the mobility.

All parts of the Teaching Agreement have to be filled in electronically – mind that signatures can be handwritten, electronic or scanned; handwritten Teaching Agreements cannot be accepted. The Teaching Agreement will then be signed by the faculty member that will go on teaching mobility, by mobility advisor of hers/his at home and by KU OIP. Once the Teaching Agreement is signed by the staff member and the home institution’s advisor, it should be submitted to OIP office for the signature KU’s Institutional Erasmus Coordinator.

 

Mobility Agreement for Training: This document will be drafted by and sent to you by KU OIP. Staff members are required prepare this document which includes the proposed mobility program for the planned mobility. The Training Agreement is asking at this section for overall objectives of the mobility, the added value of the mobility for both institutions, planned activities and the expected outcomes and impact of the mobility.

All parts of the Training Agreement have to be filled in electronically – mind that signatures can be handwritten, electronic or scanned; handwritten Training Agreements cannot be accepted. The Training Agreement will then be signed by the faculty member that will go on training mobility, by the mobility advisor of hers/his at home and by us at KU OIP. Once the Training Agreement is signed by the staff member and the home institution’s advisor, it should be submitted to OIP office for the signature KU’s Institutional Erasmus Coordinator.

 

Travel Arrangements

Please note that all travel arrangements are to be made by the participant.

Accommodation

 

Participants are advised to arrange their accommodation prior to their arrival. Following options are suggested by Koc University team:

1st Option:

If the participant would like to stay on KU main campus, please get in touch with our dormitory management via housing@ku.edu.tr and put kuapp@ku.edu.tr on CC.

2nd Option:

Koc University Istinye Campus is 20-25 minutes away from Koc University main campus by taxi.

Address: Cayir Caddesi No: 65 34460
Istinye / Istanbul

Contact info:  istinye@ku.edu.tr

3rd Option:

Fuat Pasa Yalisi Hotel is 15 minutes away from Koc University main campus by taxi.

Address: Büyükdere Mah. Çayırbaşı Cad. No:148 / Sarıyer, İstanbul, 34453 Sariyer/Istanbul

4th  Option:

The Grand Tarabya Hotel is 20-25 minutes away from Koc University main campus by taxi.

Address: Haydar Aliyev Caddesi No:154 Tarabya - Istanbul

5th  Option:

Point Hotel Taksim is 45 minutes away from Koç University main campus by metro & taxi.

Address: Kocatepe Mahallesi, Topçu Cd. No:2, 34437 Beyoğlu/İstanbul

 

VII After Mobility Procedures – Teaching and Training Mobility

Mobility Tool EU Survey: This survey is sent to all participants after their Erasmus+ ICM mobility by the European Commission via e-mail. It contains questions regarding the activities during the mobility, the outcome and impact as well as satisfaction of the partaking staff member.

 

KU OIP Satisfaction Survey: With the replies to our survey, we hope to be able to improve the services provided by OIP and the support the incoming staff has received by her / his host at KU.

 

Testimonial: In order to share our initiative with prospective applicants and to document the realized mobilities, we kindly ask our incoming staff members to share a testimonial and pictures about their mobility at KU. We would highly appreciate if these can be shared within two weeks after the mobility.

 

Certificate of Participation: If your home institution requires a confirmation of your mobility at KU, we can issue the document on the last day of your mobility or upon your departure.

 

Copy of the Passport/Boarding Passes:  Participants need to submit a copy of their boarding passes or stamped pages of their passport indicating arrival to and departure from the host country (Turkey).

 

VIII Erasmus+ ICM Grant

Within the scope of the Erasmus+ ICM program, the participants receive a set daily grant per activity day as individual support and travel grant for the round-trip. The daily grant comprises of 140 €. The travel grant is calculated based on the distance between your home country and the host country by the European Commission.

If you come to Istanbul a day before your mobility dates or leave Istanbul a day after your mobility period, you can receive additional grant for one travel day, as well.

Please note that due to the project-wise restrictions, each participant can receive maximum 6-day-grant even if both of the travel dates are applicable for additional-day grant, in case of a 5-days teaching or training mobility.

 

Travel Grants

For the Distance Calculator for Erasmus Program, please click here.

 

Distance Band

Travel Grant

10 – 99 km

20 €

100 – 499 km

180 €

500 – 1999 km

275 €

2000 – 2999 km

360 €

3000 – 3999 km

530 €

4000 – 7999 km

820 €

8000 km or more

1500 €

 

 

Grant Payment Procedure

The first part of the grant payment – which is 70 % of the expected total amount (5/6 days of individual grant + travel grant)– is made on the first day of the mobility in cash at the bank on KU campus. The participants need to have their original passport with them to be able to withdraw the grant.

The remaining grant of the mobility is paid on the last day of the mobility, again in cash at the bank on KU campus upon submission of the original passport. 

Grant Deduction and Refund

Deductions and/or repayment may apply to staff members who do not fulfil their responsibilities. Grant deduction and/or repayment may take place in case of the following:

  • If an incoming staff member leaves KU before the minimum time frame of five days and cannot present a Force Majeure* with proof, the staff’s mobility is considered null and s/he is required to return his/her grant (70%) to Koc University within the specified time frame.
  •  If the participant does not complete the online final report after mobility, 5% of the grant based on total duration of mobility shall be deducted.
  • If a participant fails to submit and complete the minimum mobility period and/or all the required paperwork to Koc University on time, the s/he will be obliged to pay the grant received (70%) back to Koc University.

* Force Majeure is an unforeseeable exceptional situation or event beyond the participant's control and not attributable to error or negligence on his/her part and prevents participant from fulfillment of liability under the Agreement.

IX Erasmus Disability Grant

• Additional grants are available for staff members with disabilities and health conditions wishing to participate in an Erasmus+ ICM mobility and where participation would not be possible without extra financial support.

• The allowance is offered when disabilities or health conditions lead to additional mobility costs, which exceed the maximum grant allocations allowed, and which cannot be recovered from other sources. The grant covers approved actual costs.

• Applications for the Erasmus Disability Grant must be submitted to OIP prior to the start of the mobility. It must include a statement from a doctor or other authority confirming the disability or health condition, its severity, the impact on the Erasmus mobility, additional requirements and additional costs to be met. A detailed estimate of costs is required.

• The application should provide information on any other sources of financial support that the staff member receives and why this is insufficient to cover extra costs.

• If you have any questions please send an e-mail to partner@ku.edu.tr

X Zero Grant Participation

Participants are able to participate in Erasmus+ Worldwide Training/Teaching Mobility program without receiving a grant. However, it should be noted that they still have to go through the same application & selection procedures and also submit the required documents (before-during-after mobility) to OIP even though they will not receive the funding.

XI Recognition of the Mobility

Partner universities are advised to recognize the mobility of academic and administrative staff in a way that is applicable to their institutions. Feedback and testimonials of participants should be used within the institutions as dissemination tools.