Description of the Mobility

Erasmus+ International Credit Mobility Program (ICM)/ Erasmus+ Worldwide 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. List of partner and program countries can be found here.

 

Duration of the Mobility

Mobility is conducted according to the minimum and maximum duration of time determined by the  European Commission. Study mobility should be minimum 3 months or 1 trimester, maximum 12 months. KU students usually are able to spend a semester (3 to 5 months) at one of the partner universities.

A student may receive Erasmus mobility grants for a maximum of 12 months in any study cycle (Bachelor/ Master/PhD).

Extension of Mobility

Extension of exchange semester could only happen if the following conditions are met:

  • Semester extension can only take place from Fall to Spring. There cannot be a break (except for official holidays, semester break, etc.) between semesters.
  • The student should inform Koç University OIP team regarding the extension request in Late September in Fall Semester.
  • Extension can only take place if there is available student quota for partner university.
  • The student can extend his/her term as a “zero-grant” student if first three conditions are met. It is possible to participate in the program as a zero-grant student but the student accepts not to receive grant for the extended exchange duration.
  • Based on the availability of Erasmus fund, OIP may decide to provide Erasmus grant to selected students for the extended stay at the host country.
  • Extension requests are evaluated at the same time and students are placed based on their initial placement score.

Interruption of Mobility

  • Mobility should be completed without any interruption. For study mobility semester breaks and official holidays are not counted as interruption.
  • In case the mobility is interrupted due to a force majeure*, the grant is paid just for the actualized period of the mobility if the force majeure is documented.
  • If the mobility is interrupted without any force majeure, the mobility is cancelled and the grant already paid has to be fully refunded (70% of the total grant) to Koç 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)

  • If there is a “Force Majeure” (mücbir sebep) situation, the student should immediately get in touch with OIP and OIP will seek Turkish National Agency’s advice and approval on the matter. If Turkish National Agency approves the situation as “Force Majeure”, then OIP will inform the student and the student will be able to return home before the end of the mobility period.

How Can I apply?

Who is Eligible to Apply?

  • Applicants must be registered at KU as full-degree undergraduate or graduate students at the time of application.
  • Undergraduate students must have completed at least one academic year and graduate students must have completed at least one semester and have a valid CGPA score. They must also continue studies at the same level at KU in the following year, i.e. the year of the exchange.
  • Students studying in the English Language Preparatory Class are not eligible to apply.
  • Undergraduate students should have at least 2,2 CGPA, Graduate students should have at least 2,5 CGPA. Required English Proficiency Score is min. 80 TOEFL (IBT) or min. 550 Koç Institutional TOEFL or min. 6.5 IELTS.
  • The student must not have been on an Erasmus+ exchange for more than a total of 12 months per study cycle (Bachelor’s, Master’s and research studies are counted separately), including the time period applied for in this application. Maximum period is 24 months for students studying at School of Medicine.

 

Specific requisites for Masters & PhD students

  • Must be enrolled on a full time Master or PhD program at the time of application
  • The proposed mobility period must fit into the Master or PhD student’s program of study/research
  • Must have identified a potential supervisor at the host institution if there is going to be thesis work/research

Application Requirements

  • Minimum required CGPA 2.20 for undergraduate, 2.50 for graduate and postgraduate students.
  • Language Requirement: Koç University Institutional TOEFL** (550 PBT), TOEFL (550 PBT/ 80 IBT) or IELTS Score Card (min. 6.5) (valid for 2 years after the test date)
  • Special Needs Statement & Proving documents (if applicable)
  • Substitutive documents for children of martyr and veteran people (if applicable)
  • Substitutive documents for students who are covered by the 2828 numbered Social Services Law (if applicable)

**You may pick it up from the Registrar’s Office. It doesn’t need to be your official score card, the Registrar’s Office can give you a copy, certified with a “True Copy” stamp on it. Please keep in mind that it will take a couple of days for Registrar’s Office to issue your TOEFL or IELTS score card. You are asked to upload your English Proficiency Proof on the online application form (https://kuapp.ku.edu.tr ).

If you do not have a valid TOEFL or IELTS score card, you have to take a new test. Please note that you need to plan your application accordingly as it takes time to get the result of English Proficiency tests.

Exceptions to the English proficiency tests (TOEFL, IELTS) include only lifetime residents of Australia, Canada (other than Quebec), New Zealand, United Kingdom or the United States (other than Puerto Rico). Students who have recently and successfully completed at least 4 years of rigorous academic studies in one of the countries listed might also be exempted.  Their English proficiency score calculated on KUAPP will be the min. English  Language admission requirement of the program at KU they are admitted. Students English Language Score will be automatically calculated as the equivalent of 80 TOEFL IBT, unless student submits a IELTS and TOEFL score, which has 2 yrs of validity. Placement will be based on 50% GPA and 50 % TOEFL, so the higher scores students have, the better chance of placement students will have.

Application Documents

The following documents should be uploaded on kuapp at the time of the application. Incomplete or late applications will not be considered.

Document Type Mandatory/ If applicable
Transcript of Records Mandatory
Language Score card Mandatory
Photo Mandatory
Special Needs Statement & Proving documents If applicable
Substitutive documents for children of martyr and veteran people If applicable
Substitutive documents for students who are covered by the 2828 numbered Social Services Law If applicable
Aile, Çalışma ve Sosyal Hizmetler İl Müdürlüğü’nden alınmış Muhtaçlık Aylığı Belgesi If applicable

 

Application Method

Application is done via OIP’s online application system: https://kuapp.ku.edu.tr/ If you have not applied to any of the Mobility Programs offered by OIP via kuapp.ku.edu.tr, please first create a “Preliminary Application” for yourself as shown below:

 

Watch the demo video of application process here

 

 

 

Selection

  • Erasmus students are selected by their sending higher education institution in a fair and transparent way.
  • Selection is done based on 50% Academic achievement + 50% Language score.
  • In addition to academic achievement and language score, if the applicant has benefited from another Lifelong Learning Program or Erasmus+ mobility scheme while pursuing the same level of academic degree, 10 points will be subtracted for each and every activity utilized (regardless of whether internship or education) when calculating academic achievement and language score averages.
  • Disabled students receive +10 points if proving documents are provided in the application.
  • Children of martyr and veteran people receive +15 points if proving documents are provided in the application.
  • Students who are covered by the 2828 numbered Social Services Law receive +10 points if proving documents are provided in the application.
  • Students who want to participate in mobility programs in their birth country receive -10 points.
  • Not attending the required orientation/pre-departure orientations organized by OIP in previous Erasmus+ mobility exchange experience will result in deduction of 5 points.
  • If a student fails to submit the commitment letter to confirm his/her attendance in Erasmus+ program within the timeframe given by OIP, 10 points will be deducted when the student applies for any Erasmus+ program in the future.
  • After being selected, students who wish to renounce their right to participate are responsible of informing OIP via email (kuapp@ku.edu.tr) by the deadline set by OIP. If students do not inform OIP, a reduction of -10 points will be implemented from their application if they apply to any Erasmus+ program in the future. A student, who cancels his/her participation after submitting his/her committment letter and/or being nominated to a partner university, will face 10 point deduction from his/her application if he/she applies to any Erasmus+ program in the future. These rules might be considered invalid if there is a “force majeure” situation that a student is facing. Under such circumstances, the student is responsible of informing OIP with supporting documents/information regarding the “force majeure” situation.
  • The OIP calculates and lists the average score of each applicant based on the calculation explained above.
  • All applicants are ranked from the highest to the lowest score by faculty, and the top scoring students are selected depending on faculty quotas, by the selection committee.
  • Results are notified to all applicants in written format via e-mail and OIP website, and are also announced on OIP’s Bulletin Board.

Additional Evaluation criteria for PhD students:

  • PhD students are advised to identify potential supervisor(s) at the host institution before applying for Erasmus+ Worldwide study program.

IMPORTANT: Special Cases

If an application and selection round for Erasmus+ Worldwide Study and Internship program takes place at the same time, and if a student applies to both programs at the same time, then the following applies:

  • If a student has not participated in an Erasmus+ program before: 10 points are deducted from the student’s overall score for one of the programs (either study or internship), and the student selects the program for deduction to be implemented. The student informs OIP about this decision via a written petition.
  • If a student has participated in an Erasmus+ program before: 10 points are deducted for the program that the student has participated before and 20 points are deducted for the other program that the student applies.

Announcement of Results

Erasmus+ placement results are announced on Kuapp system and an e-mail sent by OIP. To view your results, you may check the selection list announced by OIP or by logging into your Kuapp account at kuapp.ku.edu.tr.

The following would help you understand your status on kuapp:

  • Coordinator Approved” notification on your KUAPP system means; your documents are checked and approved. It does not mean that you are selected for now.
  • If your status has been changed to “Accepted”, congratulations! The school you have been placed into must be seen on the system. Please hand in your Erasmus+ commitment letter to OIP immediately.
  • If your status has been changed to “Substitute”, you are wait-listed for all of your school preferences, not just for one that we have determined randomly. These people will be placed after the students who have already been placed do not turn their contracts in the office on time and therefore declare that they reject the Erasmus mobility.
  • Being placed into an Erasmus+ partner does not guarantee your eventual acceptance from the host university. The partner universities reserve the right to accept/reject student applications for exchange. Your acceptance will be valid only after their confirmation.

Right to Appeal

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

If your application was neither selected for a grant nor included in the substitute 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 outgoing@ku.edu.tr .

Partners & Destinations

The following partner universities are part of 2019 Erasmus+ Worldwide project.

Country University Departments Quota
Albania European University of Tirana All undergraduate and graduate departments* 2
Cambodia Royal University of Phnom Penh Only PhD students (GSSSH, GSSE) 1
Egypt American University of Cairo All undergraduate and graduate departments* (except for Nursing and Medicine) 2
Ghana University of Ghana Only PhD students (GSB, GSSSH, GSSE,GSHS) 2
Jordan University of Jordan All undergraduate and graduate departments* 2
Lebanon American University in Beirut All undergraduate and graduate departments* 2
South Africa University of Pretoria

University of Cape Town

Stellenbosch University

Only PhD students (GSB, GSSSH, GSSE,GSHS) 4**

 

* The agreements cover all departments in both universities, the students should check whether their departments exist in the host universities.
** Common quota for related partner country.

Please find our Erasmus+ Worldwide Partners on this link.

When can I apply?

Please refer to OIP’s Application and Selection Calendar .

Who is my Academic Coordinator?

Departmental Erasmus Academic Coordinator has the responsibility of:

  • Coordinating the exchange program’s curriculum design team in consultation with all selected students;
  • Coordinating and monitoring the teaching activities of the program;
  • Coordinating the self-evaluation and review processes of the program from the academic part;
  • Liaising with relevant people in charge (OIP) securing, monitoring and evaluating the learning opportunities and student placements.
  • Oversight of all student academic administration from expression of interest and registration to certification of completion of the program and relevant data capturing from the host universities (transcripts).
Departments/Colleges Coordinators Room Phone E-mail
School of Medicine Dr. Ozan Gökler Topkapı OGOKLER@ku.edu.tr
School of Nursing Gülcan Bağçivan Topkapı 2675 GBAGCIVAN@ku.edu.tr 
College of Adm. Sci. & Econ.
International Relations Ziya Öniş CASE 150 1670 zonis@ku.edu.tr
Business Administration Zekiye Selvili CASE 240 1456 zselvili@ku.edu.tr
Economics Ziya Öniş CASE 150 1670 zonis@ku.edu.tr
College of Soc. Sci. & Hums.
Psychology Yasemin Kisbu-Sakarya SOS Z13D 1114 ykisbu@ku.edu.tr
Media and Visual Arts Amir Hetsroni SOS Z08C 1131 ahetsroni@ku.edu.tr
Archeology History of Arts Ivana Jevtic SOS 310 1712 ijevtic@ku.edu.tr
English Lang. & Comparative Litr. Mert Bahadır Reisoğlu SOS 273 1528 MREISOGLU@KU.EDU.TR
History Can Nacar SOS Z 11B 1130 cnacar@ku.edu.tr
Philosophy Eylem Özaltun SOS Z22C 1116 eozaltun@ku.edu.tr
Sociology Fatoş Gökşen SOS 258 fgoksen@ku.edu.tr
Law School Yasin Alperen Karaşahin SOS 151 1825 yakarasahin@ku.edu.tr
College of Science Özgür Müstecaplıoğlu SCI 155 1424 omustecap@ku.edu.tr
Mathematics Hasan İnci SCI 268 1687 HINCI@KU.EDU.TR
Molecular Bio. & Genetics Halil Kavaklı ENG Z36 1708 hkavakli@ku.edu.tr
Chemistry Umut Aydemir SCI Z61 1449 uaydemir@ku.edu.tr
Physics Özgür Müstecaplıoğlu SCI 155 1424 omustecap@ku.edu.tr
College of Engineering Öznur Özkasap ENG 144 1584 oozkasap@ku.edu.tr
KU Institutional Erasmus Coordinator Yiğit Sayın DOS B334 YSAYIN@ku.edu.tr
Graduate School of Social Sciences and Humanities Tuğçe Şatana CASE Z13 1883 tsatana@ku.edu.tr
Graduate School of Business Başak Yalman CASE 1455 byalman@ku.edu.tr

Erasmus+ Worldwide Grant

Overview

The number of grantees is determined by the National Agency in accordance with the grant allocated to the country for the year.

Grants are paid to students in two instalments. 70% of the grant is paid before departure in 45 days following the submission of documents to OIP, and the remaining 30% is paid after the student submits all required documents, depending on the mobility duration as verified by the Certificate of Attendance and taking into account the student’s level of success and fulfilling their responsibilities. Payments are made in Euros, which requires a Euro bank account in Yapi Kredi Bank.

Grant Amount

Erasmus+ Worldwide Study program provides monthly stipend as well as travel grant to selected participants. Koç University student going to a partner country receives 700€ per month.

Selected participants also receives travel grant. The calculation is done based on the distance between Koç University and the host city. Calculation is done by Distance Calculator

Distance Travel Grante
20-99 km 20 €
100-499 km 180 €
500-1999 km 275 €
2000- 2999 km 360 €
3000-3999 km 530 €
4000- 7999 km 820 €
8000 km an above 1.500 €

 

Important: these unit costs represent the linear distance between the city where the university of origin and the city where the host university are located. This is calculated automatically by a website indicated by the European Commission and cannot be subject to any change. The financial support allocated to the “travel distance” is the maximum allowed by the Erasmus+ Program and is intended to contribute to the round trip back between the home and host institutions. In the event that the assigned value is insufficient to pay for the desired trip, the scholarship holder must find another sources of funding.

Grant Deduction and Repayment

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

  • When participant completed the 19-11 ECTS course load successfully, 30% of the grant based on total duration of mobility shall be deducted. When participant completed the 10-0 ECTS course load successfully, the grant that has been paid before the mobility shall be refunded by the student.
  • If the participant does not complete the required after mobility documents in line with the terms of the agreement, 30% of the grant based on total duration of mobility shall be deducted.
  • If the participant does not submit the partner university transcript of records and approved certificate of participation which are the proof for fulfillment of the mobility, the grant that has been paid before shall be refunded by the student.
  • 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 all the required paperwork to Koc University on time, the participant will be obliged to pay the grant received (70%) back to Koc University.
  • If a student leaves the host organization/country for more than 7 days (including weekends, excluding official holidays and breaks), student is not paid for that duration. If the student was paid for those days, then he/she is asked to return that amount to Koc University.
  • If a student returns home country before the end of the mobility period and/or before the min. required duration (min. 3 months), then sanctions regarding the Erasmus+ Worldwide grant will be implemented. If there is a “Force Majeure” situation, student should immediately get in touch with OIP and OIP will seek Turkish National Agency’s advice and approval on the matter. If Turkish National Agency approves the situation as “Force Majeure”, then OIP will inform the student and the student will be able to return home before the end of the mobility period. The student will only receive the grant for valid days of mobility. If the student returns home without getting in touch with OIP first, then the mobility will be considered as invalid and the student will be asked to return the initial grant (70%) back to Koc University.

Zero Grant Students

Students are able to participate in Erasmus+ Worldwide Study program without receiving a grant. However, it should be noted that the students have to go through the same application & selection procedures and also submit the required documents (before-during-after mobility) to OIP.

Erasmus Disability Grant

  • Additional grants are available for students with disabilities and health conditions wishing to participate in an Erasmus+ placement 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.
  • Student’s application 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 student receives and why this is insufficient to cover extra costs.
  • If you have any questions please send an e-mail to outgoing@ku.edu.tr
  • Roadmap for Students with Special Needs 
  • Special Need Support Request Form 

Before Mobility Procedure and Documents

After you are selected please note that you will be expected to submit documents below to OIP:

  • Erasmus+ Study Program Commitment Letter (Turkish)/ Commitment Letter (English): This letter should be read by the student carefully and signed version should be submitted to OIP.
  • Learning agreement for Study: Students have to fill in all the parts on the Learning Agreement electronically. Hand-written Learning Agreement is not accepted by OIP. Students are asked to fill in the Learning Agreement and sign it. Students should also get the signature of the host university’s representative, KU Departmental Erasmus Coordinator. Electronically filled out and fully signed LA should be submitted to OIP office. To see how to fill out a learning agreement, please check here.
  • Letter of acceptance: You are asked to submit the “Letter of Acceptance” when you receive it from the host university.
  • Course Equivalency Form: Similar to Learning Agreement, you are asked the fill out the Course Equivalency Form in coordination with your Departmental Academic Erasmus Coordinator. Participant is required to submit the approved & signed form to OIP office. College of Engineering students go through an online CEF procedure. These students are still required to submit the approved document to OIP.
  • Insurance Coverage: Students are required to have an international insurance coverage for the duration of their mobility and submit the proving paperwork to OIP. The following coverage is suggested:
    • Health insurance coverage: Usually basic coverage is provided by the national health insurance of the participant as well during his/her stay in another EU country through the European Health Insurance Card. However, the coverage of the European Health Insurance Card or private insurance may not be sufficient, especially in case of repatriation and specific medical intervention. In that case, a complementary private insurance might be useful. It is the responsibility of the sending institution of the student to ensure that the participant is aware of health insurance issues.
  • Online Linguistic Support (OLS): Once students complete above-mentioned documents, they will be assigned an online language test via e-mail by OIP. This test has to be completed within the timeline provided. If it is not completed on time, sanctions mentioned in the grant agreement will be implemented.
  • Grant Agreement: Once the student completes and submits all the documents to OIP office, a draft version of the Grant Agreement is shared with the student by OIP. The student is obliged to fill in necessary places (i.e. bank account details, etc.), sign each page of the agreement and sign the signatory part of two copies of the agreement. The student is then asked to submit 2 signed copies to OIP office.

 

Important Notes:

  • You must attend one of the pre-departure sessions organized by OIP.  Students who do not attend orientation programs are responsible from the problems and hardships that they go through due to lack of knowledge. Students who do not attend will also face deduction of points in case they apply Erasmus+ mobility programs in the future (please check Application & Selection & Nomination part for more information).
  • If you are receiving any grants from KYK (Kredi ve Yurtlar Kurumu) or other institutions, it is your responsibility to check with them to see if they have any additional requirements/obligations.
  • Every student is responsible of his/her own Erasmus+ process. Please proceed with attention to the validity of your contact information and follow every step on your own unless there is a force majeure (such as death, illness, impairment etc.)

During & After Mobility Procedure and Documents

During Mobility

Documents to be submitted by student upon arrival at the host university:

·      Learning Agreement (During): If the student wants to make a change on the Learning agreement, “During” part of the LA should be filled out electronically. The revised agreement should be signed by the host university’s representative, KU Departmental Erasmus Coordinator and Koc University Erasmus Institutional Coordinator (Dr. Bilgen Bilgin). This copy should be submitted to OIP via e-mail.

·        Course Equivalency Form (During/After): If the student makes changes on the course list, then this form should filled out and approved by the Departmental Academic Erasmus Coordinator. This form could also be sent to OIP after mobility.

After Mobility

Following the completion of the program, student has to take the following steps.

·        Certificate of Attendance : Submit the Certificate of Participation to OIP.

·        Learning Agreement-After Mobility: Submit “After Mobility” part of LA after getting the required signatures.

·        Fill online EU Survey: EU Survey is needed to be filled out online. OIP will be sending you the link of the survey through the Mobility Tool.

·        OLS: Students are required to complete the 2nd OLS test at the end of their mobility period.

·        Transcript: You are required to submit a copy of your transcript to OIP. Most of the time, partner universities send transcripts to OIP and then inform students. Students are required to collect the original copy of their transcript from OIP and take it to their faculties for transfer of courses with grades and credits.

Cancellation

To cancel your application after submitting the Student Commitment Letter, you need to submit the cancellation petition to OIP. You can find the English version here. It should be noted that students, who cancel their exchange after the “notice period” provided by OIP right after the announcement of placement results, would lose -10 points if they apply for Erasmus+ Program again in the future.

Practical Matters

Passport

If you do not have a passport or you need to extend it when you submit an application, please download your “student letter” via e-devlet and use that document for passport fee exemption when you apply for a passport.

Visa

Remember that the country that you are traveling to may require you to obtain a visa. Please make sure that you know the requirements of the visa application for that country. Check the website of its consulate. Note that only the consulates can provide correct/up-to-date information about the visa procedures; our office is neither authorized nor capable of overseeing your visa applications. Consulates often require a Letter of Acceptance (signed and stamped) and a letter proving your financial funds.

Students can download their visa letter from KUAPP. System automatically writes your monthly grant amount on the visa letter, it does not mean your grant is guaranteed until OIP announces the grants to all selected students.

Residence Permit

  • You may need a residence permit during your stay at the host country
  • Please read any pre-arrival material provided by the host university
  • Get necessary documents ready before your departure
  • Follow Erasmus/ International Office’s instructions while you are there

Accommodation

  • Many partner universities offer on/off campus accommodation
  • Please note that accommodation arrangement is your responsibility
  • Mind the deadlines/procedures regarding housing application provided by the host university
  • Make research on student recommendations
  • For private accommodation, we advise you to check the following;
    • Area: is the area safe? Do other students choose to live there?
    • Location: is it near the campus? If not, what is the transportation cost? Do the university provide free-transportation card?
    • Price: does it include bills?

Health and Safety

  • Follow the rules & regulations of the host country
  • Keep your distance from any large political demonstrations
  • Show respect and sensitivity for cultural, political and social issues
  • If there is a secuity concern, contact your family/university ASAP
  • In case of theft; keep a couple of copies of your passport and residence permit at different locations
  • If your passport is stolen, inform Turkish Consulate ASAP
  • If you have an accident or major health problem, inform your family, host university and KU OIP ASAP
  • Inform your host university & close friends about your emergency contacts’ details

Contact

For any inquiries regarding exchange programs, please open a track-it by sending an e-mail to outgoing@ku.edu.tr or open a track-it via  https://trackit.ku.edu.tr/