Student Mobility for Studies

Students who submit their application to the host university will receive their acceptance letter via e-mail or post. It is the student's responsibility to follow up to receive the acceptance letter. Students who have yet to receive a response from the host university after completing their application should contact our office wisely. Host universities may take time to evaluate your applications and issue your acceptance letter. Please keep in touch with the host university contact to follow up on your process.

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.

Those with a Special Passport, also known as a Green Passport, are still subject to a visa since an academic semester usually lasts more than 90 days. 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/or government-related purposes. We urge our students not to persist in requesting this type of passport.

TURNAPortal provides an electronically signed visa letter to assist you with your visa applications. This official letter contains information about your exchange period, host university 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.

The Learning Agreement covers the courses students plan to take at the host university and the equivalents of these courses at TEDU. The document's purpose is to ensure that the exchange semester is prepared transparently and efficiently to recognize the studies students have completed abroad. This document is signed and approved by the student, the Departmental Coordinator and the host university. As an exchange student, your study period must correspond to a workload of at least one academic semester, 30 ECTS credits or equivalent (In some cases, at least 25 ECTS).

Students must prepare their Learning Agreements via the OLA Platform by following the steps in the Online Learning Agreement Guide. The International Programs Office does not have any academic authority regarding course equivalences. Therefore, you must contact your Departmental Coordinator. 

After the approval of all parties in the OLA platform, the study program becomes binding for all parties.

If the host university is not ready to exchange Learning Agreements on the OLA Platform, you can use their template during the application process.

This document demonstrates that your courses at the host university are equivalent to your TEDU program and must be completed in accordance with your Learning Agreement. After the Learning Agreement is approved, the student must complete this form and submit it to the relevant Faculty Secretary to request approval from the Faculty Board.

Course equivalency procedures cannot be carried out for students who do not have a Faculty Board Decision before the mobility. For this reason, students must have their equivalency forms approved and submitted to the Faculty Secretary before going abroad.

Students must have health insurance, an essential step in ensuring their safety and well-being while studying 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.

There are two options for obtaining health insurance:

1. Private Health Insurance (Highly Recommended):

Students must have private health insurance that covers their studies and provides coverage for healthcare expenses abroad. The insurance policy should be a Study Abroad Travel Insurance, encompassing all outpatient and inpatient treatments with a minimum coverage of 30,000 Euros. Students can obtain this insurance from their preferred insurance company. 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.

2. Social Security Institution (SGK) Agreements and Health Insurance:

Turkey has Social Security Agreements with certain countries, and the terms of the agreements may vary by country. In contracted countries that include health insurance, dependents under the care of working or retired parents in Turkey can benefit from health insurance in the country they visit for study purposes without any interruption to their SGK rights. 

To avail of this right, students must obtain a document from SGK with a different code for each country. The list of countries with SGK agreements can be found on the SGK website. 

Students should contact their SGK branch to determine whether the agreements with the countries on this list include health insurance.

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.

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 Residence Permit Requirements for Study Abroad

It might take some time to prepare all the necessary documents and complete the procedures. Therefore, it's strongly recommended that you schedule a visa appointment and apply as soon as you receive your acceptance letter from the host university. It's essential to contact the consulates responsible for processing visa applications and official consular service providers, such as VFS Global, iDATA, BLS International, and AS Visa Solutions.

When planning your study abroad experience, it is essential to consider the destination country's visa or residence permit requirements. In most cases, you may need a residence permit for your stay.

To ensure a smooth process, please follow these steps:

• Research Requirements: Investigate your destination country's specific visa and residence permit requirements. Each country has its regulations and procedures, which may vary depending on the length and nature of your studies.
• Contact Authorities: For the most up-to-date information, contact the embassy or consulate of the destination country. Visa procedures may change annually, and obtaining accurate details from the relevant authorities is crucial.
• Prepare Documentation: Gather all required documents as specified by the destination country's immigration authorities. This may include an acceptance letter, financial stability, insurance, and accommodation arrangements.
• Submit Applications: Apply for your visa or residence permit well before departure. Processing times can vary, and starting early will help prevent delays.
• Follow-Up: Contact the immigration authorities to track the progress of your application and promptly address any additional requirements.

Please note that the authority to regulate and implement the details of visa applications and residence 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.

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

Accommodation

In finding student accommodation, the sending and host universities must assist students by providing general information, but institutions are not obliged to secure accommodation.

The host university's website or acceptance letters usually include essential information about accommodation opportunities in the destination city. Students must contact the host university for any updates regarding the accommodation offers. In the application process, host universities usually offer accommodation options you can apply for within specific deadlines.

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 campus? If not, what does transportation cost?
• Does the university 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 to 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. The International Office of the host university must sign the document. Students should keep the original copy until the end of their mobility period.

Students may request the host university to complete and sign TEDU's template or use their template.

Students may request changes to their Learning Agreement within five weeks after the start of the semester at the host university for various reasons, such as courses no longer being offered or add-drop situations. These changes need to be approved within two weeks of the request. The Learning Agreement must be ''Signed by both coordinators'' to make changes. Therefore, students must ensure they obtain all necessary signatures before their mobility. A video guide on how to change courses is available here.

It is mandatory to take all the courses specified in the OLA, and students are expected to pass these courses successfully. In the case of failure due to absenteeism, a deduction will be made in proportion to the failure, at least 5% of the actual mobility days. This condition is stated in the grant agreement.

After all parties approve the changes made in the OLA, students must record the changes they have made in the Course Change Form within five weeks at the latest, submit it to the relevant Faculty Secretary and ensure that a new Faculty Board Decision is taken.

Changes made by students who do not complete this process will not be considered valid, and the courses they change will be recorded as failing in their transcripts.

Students who do not change their Learning Agreements must submit only the Certificate of Arrival, among the other documents mentioned.

Residence Permit

Students should contact the International Office of the host university to obtain information about procedures such as residence 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 take part in the Orientation Weeks offered by the host university and participate in the social and cultural activities of the country they are in. The Orientation Weeks typically take place in the first week of the semester and are outlined in the acceptance letter.

Students can join the host university's ESN (Erasmus Student Network) community 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 academic 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 host university should be the first point of contact for assistance. Students must inform the host university about emergency contacts.

In case of theft or loss, copies of mobility documents, passports, and residence 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 Study Period

The study period extension is subject to the host university's and your department's approval at TEDU. Students must first get approval from the host university and then contact their Departmental Coordinators at TEDU.

An extension is only possible from the Fall to the following Spring term. 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 study period.

It's important to note that the financial support provided to enable more students to benefit from the grant is limited to one semester. 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.

It is a document that indicates your whole study period at the host university. The host university prepares and signs the document. Students must submit a copy of the document by email.

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

A transcript of records is an official document showing the ECTS credits the student has successfully completed at the host university. The host university must seal and sign this document. One copy of the document should be submitted to our office and another to the Faculty Secretary for course transfers. Students should keep the original transcripts.

The time needed for transcripts may vary depending on the academic calendar of the universities. Therefore, if students have not received their transcripts by the end of the mobility period, they must submit other documents until they do. Host universities will issue a transcript of records no later than five weeks after the assessment period.

Course Substitution Form is a document that ensures the courses successfully completed at the host university are transferred to the TEDU program.

Students must complete this document under the supervision of their Departmental Coordinators and submit it to their Faculty Secretary for the Faculty Board's Decision regarding the course transfers. Please be aware that Our office has no authority over grade conversions. Therefore, you should consult your Department Coordinator.

It is solely your responsibility to complete this form and ensure the proper recognition of your courses, to avoid any complications for your academic progress. The course recognition process must be completed on time to avoid problems with course registration in the following semester. Students should follow up with their faculty regarding the process.

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 may be required to partially or fully reimburse the financial support received.

Students must be aware that meeting the requirements outlined in the grant agreement and submitting the necessary documents is a crucial responsibility. 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 study abroad (the time they spend physically present at the host university). If the mobility is completed in less time than initially planned, the final grant amount will be adjusted according to the actual duration. The dates stated in the Certificate of Attendance determine the actual study 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.}