Student Mobility for Traineeships

Students must secure an acceptance letter from the Receiving Organisation for the traineeship placement. This letter should be signed and stamped by a company/organisation/institution representative. It must clearly outline the dates of the traineeship programme and provide an overview of the tasks and responsibilities the student will undertake during their tenure. Below is a sample of the acceptance letter you can refer to.

Students under 25 planning to study abroad may be eligible for an exemption from passport or international departure fees. To qualify for the exemption, students must apply for a passport through the Civil Registry Office and submit their student certificates to the relevant authority. For students who already have a passport, it is recommended that you have a travel passport valid for at least six months from the travel date.

Depending on the host country's rules, those with a Special Passport, also known as a Green Passport, are exempt from a visa if their stay is less than 90 days. However, we advise all students to get information from relevant consulates or embassies, regardless of their passport type.

The Service Passport, also known as the Grey Passport, is exclusively issued for official and government-related purposes. We urge our students not to persist in requesting this type of passport.

The purpose of the Learning Agreement is to provide a transparent and efficient preparation of the traineeship period abroad and to ensure that the trainee will receive recognition in their degree for the traineeship successfully completed abroad.

The Learning Agreement sets out the traineeship programme to be followed abroad. It must be signed by the student, the Departmental Coordinator, organisation or enterprise before the start of the exchange. Students must prepare this document under the supervision of their Departmental Coordinator.

Whether it's a compulsory or voluntary traineeship, if you need to earn ECTS upon satisfactory completion, you must complete this form, get approval from your Departmental Coordinator, and submit it to your Faculty Secretary.

To receive ECTS credits for your traineeship, you must complete this form before your mobility period and submit it to the Faculty Secretary after obtaining all required signatures. Failure to do so will result in not receiving ECTS credits for your traineeship. This form is only necessary if you have ECTS credits associated with your traineeship.

Students must have health insurance, an essential step in ensuring their safety and well-being while interning abroad. This insurance should cover outpatient and inpatient treatment services, with a minimum coverage of 30,000 Euros*, and be valid in EU Member States to address any potential health issues they may encounter.

Students participating in the Erasmus+ traineeship must understand the importance of fully comprehensive health insurance. This includes liability insurance (which covers damages that may occur at the workplace) and personal accident insurance (which covers accidents that the student may face at the workplace) related to the student's duties. If the insurance does not meet the required coverage, participation in the mobility will not be approved. As a higher education institution, we are committed to ensuring your well-being and these coverages are met. Therefore, we request your attention in this matter.

The insurance policy must cover:

• Travel-Health: Student travel health insurance must cover the entire internship period, including inpatient and outpatient treatment up to 30,000 Euros.
• Liability: This is insurance coverage for damages to the workplace that may be caused by the student — up to 3750 Euros.
• Personal Accident: This is insurance coverage for accidents the student may face at work — up to 1500 Euros.

Students can obtain this insurance from an insurance company of their preference. Some companies you can contact are Sompo Japan, Demir Sağlık ve Hayat, HDI Sigorta, MAPFRE Sigorta, AXA Sigorta, Allianz, Doğa Sigorta, Koru Sigorta, Ankara Sigorta, etc.

_{*The indicated amount is the coverage, not the price.}

Whether funded or not, students must open a Euro account from DenizBank. You can easily open a Euro account using the MobilDeniz app. After opening the account, students must share the details (screenshot and written) by sending an e-mail.

Upon receiving the grant, you can transfer the money to a bank account you prefer to use. It is highly recommended that you check which bank account is easily accessible in the host country. Some banks may have specific agreements that offer benefits like zero commission when withdrawing money abroad.

TURNAPortal provides an electronically signed visa letter to assist you with your visa applications. This official letter contains information about your exchange period, receiving organisation and financial support (grant amount). You can get this document through your existing application on TURNAPortal. To generate this official document, you must submit your acceptance letter so we can fill out the required information from the system. Click ''My Applications'' on the left menu to see a green icon right to your application. Click ''Generate Visa Letter'' to generate your letter automatically. 

Please keep in mind that the application portal allows users to create only one document within 24 hours. Ensure all information is correct and up to date before generating the document. 

If the consulate requests a document with an original signature, please visit our office with the printout of the document at least five days before your appointment.

Since it contains binding provisions regarding mobility, all students who participate in mobility, regardless of their funded or non-funded status, must sign this agreement after completing the above documents and receiving their visa approval. Our office prepares the grant agreement in two copies. After signing, a copy is delivered to the student.

Following the signing of the agreement by the two parties, grant payments are made in two instalments within 30 business days. 80% of the total amount is paid before and 20% after the mobility (Refer to The Remaining 20% of the Grant below).

All documents must be submitted at least fifteen days before departure to receive your Erasmus+ grant on time.

Visa and Work Permit Requirements for Traineeships

Preparing all the necessary documents and completing the procedures might take some time. Therefore, it's strongly recommended that you schedule a visa appointment and apply as soon as you receive the placement results. It's essential to contact the consulates responsible for processing visa applications and official consular service providers, such as VFS Global, iDATA, BLS International, AS Visa Solutions, and KOSMOS.

When planning your traineeship, it is essential to consider the visa or work permit requirements of the destination country. In most cases, if your traineeship is planned to last longer than 90 days, you will need a work permit.

To ensure a smooth process, please follow these steps:

• Research Requirements: Investigate your destination country's specific visa and work permit requirements. Each country has its regulations and procedures, which may vary depending on the length and nature of your traineeship.
• Contact the Receiving Organisation: Contact the organisation where you will complete your traineeship. They will provide detailed instructions and necessary documentation to help you apply for your visa or work permit.
• Prepare Documentation: Gather all required documents as specified by the receiving organisation and the destination country's immigration authorities. This may include proof of traineeship, financial stability, insurance, and accommodation arrangements.
• Submit Applications: Apply for your visa or work permit before departure. Processing times can vary, and starting early will help prevent delays.
• Follow-up: Stay in contact with both the receiving organisation and the immigration authorities to track the progress of your application and address any additional requirements promptly.

By adhering to these guidelines, you can ensure that your traineeship abroad proceeds without unnecessary complications.

The authority to regulate and implement the details of visa applications and residence/work permits lies solely with the relevant countries. Our university does not have the authority to regulate such matters. For the most current information, you should contact the embassy or consulate of the relevant country.

Accommodation

The sending and host organisations must provide students with general information to help them find accommodation, but institutions are not obliged to secure accommodation.

Students can also find accommodation through platforms such as:

• erasmusu
• erasmusplay
• Uniplaces
• Spotahome
• University Living
• Erasmus Student Network
• Facebook Groups

For private accommodation, we advise you to check the following and avoid scam listings:

• Is the area safe? Do other students choose to live there?
• Is it near the organisation? If not, what does transportation cost?
• Does the organisation provide a free transportation card?
• Does the price include bills?

THY Promo Code

To benefit from discounts on your flights as part of the agreement between Turkish Airlines and the Turkish National Agency, you need to log in to TURNAPortal and proceed to the ''THY Promo Code'' section on the left-hand menu.

You can generate a promo code by entering your Miles&Smiles membership number on the transaction page. Click here to view the instructions for the THY Promo Code.

The Promo Code includes a 15% discount and extra baggage up to 40 kg. The current protocol is valid until the end of 2025.

EU Academy Online Language Support (OLS)

The Online Language Support (OLS) is designed to help Erasmus+ participants improve their knowledge of the language in which they will study abroad so that they can make the most of this experience. We advise all our students to take advantage of it.

Upon arrival, students must submit the Certificate of Arrival to our office. A responsible person from the receiving organisation must sign the document. Students should keep the original copy until the end of their mobility period.

Upon arriving at the receiving institution, students may need to change the traineeship programme they had previously committed to taking before the mobility phase.

The students must contact the receiving organisation and departmental coordinator at TEDU to make such changes. After receiving approval from both parties, they should fill out the "During the Mobility (Table A2)".

Students do not need to complete this step unless there are any changes in the traineeship programme.

Work Permit

Students should contact the receiving organisation to obtain information about procedures such as work permits that the host country may require and to complete the necessary steps.

Social Life

To help students adapt to life abroad, it is recommended that they participate in events organised by the receiving organisation and in the social and cultural activities of the country they are in. 

Students can join the ESN (Erasmus Student Network) community in their city to stay informed about social activities. Besides, you can get an ESNcard, which allows you to access all the services and discounts offered by ESN and their partners.

Besides focusing on their professional endeavours, students should also aim to have a fulfilling social life abroad to focus on personal development and gain valuable experiences.

Health and Safety

Adhering to the host country's rules is crucial for students, as this ensures their safety and helps them avoid legal issues. Students must also demonstrate respect and sensitivity toward cultural, social, and political issues. In case of any safety or health concerns, the receiving organisation should be the first point of contact for assistance. Students must inform the receiving organisation about emergency contacts.

In case of theft or loss, copies of mobility documents, passports, and residence/work permits should be kept in a cloud service (iCloud, Google Drive, etc.). If a passport is stolen or lost, students must contact the Turkish Consulate in the host country as soon as possible.

Extension of Traineeship Period

The traineeship period extension is subject to the approval of the receiving organisation and your department at TEDU. Students must first get approval from the receiving organisation and then contact their Departmental Coordinators at TEDU.

A total mobility period cannot exceed 12 months. Students must submit their extension requests a month before the end of the mobility period and submit their documents for the extended traineeship period.

It's important to note that the financial support provided to enable more students to benefit from the grant is limited to two months. Therefore, providing financial support for an extended period depends on the availability of grant opportunities during the project period. However, students are free to extend their study period without a grant.

This document indicates your whole traineeship period at the receiving organisation and will serve as your official certificate for your traineeship. A responsible person from the receiving organisation must fill it out and sign it. Students must submit a copy of the document by email.

Some institutions may request a certificate regarding your experience abroad for postgraduate and job applications abroad. For this reason, we strongly recommend that our students keep the original document for their future endeavours.

Table D, which will also serve as your official certificate for your traineeship, must be signed by the receiving organisation and state your tasks, learning outcomes, and evaluation.

This document is equivalent to your traineeship certificate. Please keep the original for your future job and master’s applications.

The EU Survey is a tool mobility project participants use to complete a report on their experience. Once your mobility ends, you will receive a link to the EU Survey. It's important to submit your documents promptly so our office can process your information and you receive an invitation.

This survey on your mobility experience will provide the EU's Erasmus+ Programme with valuable information which will benefit both future participants and contribute to the continued improvement of the programme.

The students shall complete and submit the participant report on their mobility experience via EUSurvey within 30 calendar days of receiving the invitation to complete it. Students who fail to complete and submit the online participant report must partially reimburse the financial support received.

Students must be aware that meeting the requirements outlined in the grant agreement and submitting the necessary documents are crucial responsibilities. This is necessary to receive the remaining 20% of the grant. If the requirements are not fulfilled and documents are missing, the remaining grant payment will not be issued, and all or part of the 80% grant payment given to the student may have to be repaid.

Grants are awarded to students based on the duration of their traineeship abroad (the time they spend physically present at the receiving organisation). The dates stated in the Certificate of Attendance determine the actual traineeship period. Additional documents, such as passports and travel records, may be reviewed, if necessary, to confirm the exact duration of the mobility.

Deduction of Grants

• Deduction Due to Failure: In cases of failure, a deduction proportional to the level of failure, but no less than 5% of the total eligible grant amount for the actual duration of the activity, will be applied.
• Deduction for Not Completing the Participant Survey: Except for technical issues, students who fail to complete the participant survey will have 20% of the total eligible grant amount for the actual duration of the activity deducted.
• Full Repayment of the Grant: If the required documents proving participation in the mobility (such as a Certificate of Attendance or a Transcript of Records (ToR) issued after the mobility) are not submitted, the mobility will be deemed invalid, and no grant will be awarded to the student. Any grant paid in advance will be reclaimed.

Interruption of Mobility

If mobility is interrupted due to force majeure¹, students can still receive a grant for the completed period, as long as the force majeure is documented. Semester breaks and official holidays do not count as interruptions. If students return before completing the minimum period of 2 months, except for force majeure, the mobility will be considered invalid, and the student will be required to reimburse the grant.

Turkish National Agency remains the authority to decide whether a situation is considered force majeure.

Deduction of Grants

• Deduction Due to Failure: In cases of failure, a deduction proportional to the level of failure, but no less than 5% of the total eligible grant amount for the actual duration of the activity, will be applied.
• Deduction for Not Completing the Participant Survey: Except for technical issues, students who fail to complete the participant survey will have 20% of the total eligible grant amount for the actual duration of the activity deducted.
• Full Repayment of the Grant: If the required documents proving participation in the mobility (such as a Certificate of Attendance or a Transcript of Records (ToR) issued after the mobility) are not submitted, the mobility will be deemed invalid, and no grant will be awarded to the student. Any grant paid in advance will be reclaimed.

^{1 "Force majeure" means any event preventing either party from fulfilling contractual obligations. It means any exceptional situation or event beyond the control of the parties that is not caused by the error or negligence of the parties, their subcontractors, affiliates, or third parties involved in the application. It is inevitable and unpredictable despite all the care and attention taken. Failure to provide a service, defects in equipment or materials, or failure to make them available on time cannot be invoked as force majeure unless a force majeure event directly causes it and is also caused by a labour dispute, strike, or financial hardship.}