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Erasmus+ Worldwide Student Mobility to Koç University

Guidelines for Incoming Applicants

(Mobilities during the second semester of the 2016‐2017 academic year or in the 2017‐2018 academic year, always before 30 July 2018)

The Erasmus+ Programme of the European Commission promotes the mobility of students and faculty members and staff. The action KA107 of the International Credit Mobility program provides funding for exchange mobility with partner countries. The Koç University (KU) has been awarded with grants under the action KA107 therefore students and staff from our partner universities have the opportunity to fund their exchanges to our institution.

I Purpose of The Call

Student and teaching mobility is one of the key activities within the framework of the European Commission’s Erasmus+ Programme in the field of Education, Youth and Sport. The present Call is based on the funding awarded to KU for mobility projects with EU‐partner countries under Key Action 107 of the Erasmus+ Programme. As a consequence, exchanges will be implemented, preferably, during the second semester of the 2016‐2017 academic year or in the 2016‐2017 academic year (either first or second semester), always before 30 July 2018.

The main purposes of this call are:  

  • To offer training, research and study development opportunities to students, young researchers and lecturers from partner country universities.  
  • To achieve sustained improvements in knowledge, teaching and research skills.
  • To forge and deepen lasting links between KU and our partner universities, thus enhancing transnational academic cooperation.
  • To improve participants’ language and cultural skills, promoting mutual enrichment and understanding.  

In the framework of the Erasmus+ Programme, 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.  

II Requisites For Applicants

To be eligible, applicants must fulfil the following general condition:

  • Assume responsibility for performing the mobility, preferably between the second semester of the 2016‐2017 academic year or in the 2016‐2017 academic year (either first or second semester), always before 30 July 2018.
  • If you have special needs* then you should upload in the application form a document that specifically proves the actual status of vulnerability and should inform the Host Institution of any special logistics necessary.

*Applicants who have disadvantaged background, socio-economic difficulties, mental, physical, sensory or other disabilities.

Specific requisites for students (undergraduate and master’s):

  • Be enrolled at one of the partner universities (according to the list provided in section 3 of this call).
  • Be nominated for mobility by one of the partner universities (according to the list provided in section 3 of this call).
  • Undergraduate students must be enrolled at least in the second year of higher education studies.  
  • Submit a Learning Agreement Proposal for students accepted by the sending and the receiving institution.
  • Incoming students willing to be accepted at Master Level have to prove that they have already completed 180 ECTS credits at UG level.
  • Not have been previously on an Erasmus+ exchange stay exceeding 7 months, as a student can do a maximum of 12 months exchange per study level within the Erasmus+ programme.

Specific requisites for PhD students:

  • Be enrolled at one of the partner universities (according to the list provided in section 3 of this call).
  • Be nominated for mobility by one of the partner universities (according to the list provided in section 3 of this call).
  • Submit a Mobility Agreement Proposal for PhD students accepted by the sending and the receiving institutions.  
  • In order to be admitted to a PhD programme at the KU as an exchange student, prior written approval from the coordinator of this PhD programme is compulsory.
  • Not have been previously on an Erasmus+ exchange stay exceeding 9 months, as a student can do a maximum of 12 months exchange per study level within the Erasmus+ programme.

III Universities and Grants

Country University Number of Scholarships Departments
Azerbaijan ADA University 16 (1st and 2nd cycle) All departments*
Hong Kong Chinese University of Hong Kong 1 (1st and 2nd cycle) All departments
Lingnan University 1 (1st cycle) All departments*
Lebanon American University of Beirut 16 (1st,2nd and 3rd cycle) All departments*
South Africa University of Cape Town 3 (1st and 2nd cycle) College of Law
Uruguay Universidad de Montevideo 1 (1st and 2nd cycle) All departments*

*The agreements cover all departments in both universities, the students should check
whether their departments exist in the host universities.
Cycles;
1st: Bachelor/ 2nd: Master/ 3rd: PhD

Funding consists of 2 parts:

1. Travel support (calculated with the travel distance calculator)

Travel distance Amount
Between 100 - 499 km: 180 EUR per participant
Between 500 - 1999 km: 275 EUR per participant
Between 2000 - 2999 km: 360 EUR per participant
Between 3000 - 3999 km: 530 EUR per participant
Between 4000 - 7999 km: 820 EUR per participant
8000 km and longer: 1100 EUR per participant

 2. Subsistence support:

Incoming students to KU 800 EUR per month*

Grants will be paid to the beneficiaries by the Koç University, according to real arrival and departure dates. The payment of these grants is subject to the regulations of the KU and the law.

The grant is paid in EUR to your bank account in your home country. An initial payment will represent 70% of the estimated total amount of the grant. The remaining 30% is paid at the end of the mobility, once you have submitted the form “Confirmation of Study Period” and filled in the online evaluation sent to you through the Erasmus Mobility Tool.

*Although the mobilities duration for Students may be from 3 to 12 months, due to budget restrictions, only 3 to 5 months will be financed.

The grant may be granted only for the time of duration of regular study obligations in line with the academic calendar at the receiving institution.
 
The starting date of the Erasmus+ activity (that has to be stated by the student in the application) is the first day of the student's presence at the receiving institution. This may be the day of the first lecture, a welcome event organized by the receiving institution or an intercultural course (e.g. Welcome Week).
 
The end date of the Erasmus+ activity (that has to be stated by the student in the application) is the last day, when the student has to be present at the receiving institution. This may be e.g. the last day of the examination period/work/obligatory presence.

A student obtaining an Erasmus+ financial grant is still entitled to keep any other domestic national scholarship or grant.

Deduction from Grant

If a student fails to submit and complete all the required paperwork to Koc University on time, student will be obliged to pay the grant received (70%) back to Koc University.

If a student leaves Koc University before minimum time frame (3 months)  and cannot present a legitimate reason* with proof, student’s exchange period is considered null and student has to return his/her grant (70%) to Koc University within the specified time frame.

If a student leaves Koc University and Turkey for more than 1 week, student is either asked to pay that amount back to Koc University or that amount will be deducted from the remainder of the grant (20%).

*proven compelling reasons such as familial, health reasons, natural disaster .

Additional support for students with disabilities

Erasmus students with disabilities can apply for additional grant funds. For more information, please contact at kuapp@ku.edu.tr.

IV Compatibility

Grants under the Erasmus+ ICM (KA107) program are not compatible with any other Erasmus+ funding granted for the same exchange mobility.

V Criteria for Evaluation

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. The first criterion is academic merit, but with equivalent academic level, preference should be assigned to students from less advantaged socio-economic backgrounds and who didn’t participate in Erasmus+ ICM, Erasmus Mundus/EMJMD  before.

Evaluation criteria for Students (undergraduate and master’s degree):

  • Outstanding academic record, according to the GPA (min. 2.2 for undergrads, min. 2.5 for grads in 4.0 scale required for application) in the students Transcripts of Records
  • Master’s students who do not have master qualifications should provide the Transcripts of Records from their undergraduate studies.

Evaluation criteria for PhD students:

  • Mobility Agreement Proposal feasibility and contribution to common academic interests between the sending and receiving partner institutions.  
  • Relevance to institutional relations between the sending and receiving partner institutions.  

Important Note: The first part of the selection process will be undertaken at the students’ 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 will be provided information on mobilities soon and will begin with the selection process in due time. Information relevant to the implementation of this project will be duly published on this site.

VI Application Process

Partner HEIs should send nomination/committee selection report a week before application deadline at the latest.

  • The application period will be open from 1st November 2016 until 4th December 2016 for the first round.
  • The application period will be open from 1st April  2017 until 31st May 2017 for the second round.

In case some grants are not exhausted after the second round a third round will be announced.  

Applicants must complete the online application on the KUApp website and upload the required documents.

Documents to Be Submitted for the Application

Application form online (http://kuapp.ku.edu.tr) Mandatory / Online
Identification Card Copy or Passport Copy Mandatory /Upload
Transcript of Records Mandatory /Upload
Home University Confirmation of Application Mandatory /Upload
Learning Agreement Proposal for students Mandatory / Upload
Special Needs Statement If applicable

VII Call decision and Right to Appeal

The Selection Committee of Koc University will do the final selection of the grants following the ranking defined by each host institution taking into account cross-cutting requirements such as a balanced grant distribution among the partner universities, gender-balance and real participation of disadvantaged people.

A decision for the first round will be published on the KU website on 5th January 2017 and will be announced to the beneficiaries and partner universities by e‐mail.

A decision for the second round will be published on the KU website on 14th June 2017 and will be announced to the beneficiaries and partner universities by e‐mail.

Selected candidates will not have more than seven days to accept or reject the offered grant via kuapp@ku.edu.tr

If your application was neither selected for a grant nor included in the reserve list, you will be informed about the reasons and have at least one week to appeal against this decision to the Selection Committee of Koc University via kuapp@ku.edu.tr .

VIII Rights of the beneficiary

  • To perform the entire mobility period awarded without the possibility of extending the grant.   
  • To receive the grant according to the amounts set out in the Erasmus+ Programme guidelines. The expenses not covered by the scholarship will be borne by the beneficiary.
  • To benefit from tuition fee waiver as an exchange student, notwithstanding other fees for the use of certain services or activities that might be applicable.  
  • To receive information and advice on the application procedure, as well as pre‐departure and on‐site guidance.
  • To have the study period abroad recognized by the sending university.

IX Obligations of The Beneficiary

  • To take out and prove to be in possession of adequate insurance throughout the mobility period according to Erasmus+ programme rules.
  • To obtain the Visa for the stay in the receiving country
  • To carry out the mobility stay according to the proposal and dates committed, during the second semester of the 2016‐2017 academic year or in the 2017‐2018 academic year, always before 30 July 2018.
  • To complete all procedures and fill in the required documents as required by the Erasmus+ Programme, before, during and after the mobility period, meeting the deadlines established by KU:

i. Before mobility:  

  • Filled out and signed Grant Agreement  
  • Filled out and signed Learning/Mobility Agreement Proposal

ii. After mobility:  

  • Submission of the Mobility Certificate
  • online mobility final assessment survey
  • Any other obligation inherent to the Erasmus+ Programme and the internal regulations of the sending and receiving institutions.

If you accept an Erasmus+ mobility grant without fulfilling the conditions and requirements above, you will be obliged to pay it back.

X Information

All of the information regarding this call will be available on the KU website.

For any questions concerning this call, the e‐mail contact is: kuapp@ku.edu.tr

Please find ICM Useful Documents at https://oip.ku.edu.tr/?q=erasmus-international-credit-mobility.