Directives

Annex to the decision of our University Senate dated 03.04.2018 and numbered 2018/11.
Revision-Amendment: Senate Decision dated 30.12.2025 and numbered 2025/28.
Revision-Amendment-Approval: Board of Trustees Decision dated 04.02.2026 and numbered 2026/01.
ISTANBUL SABAHATTIN ZAIM UNIVERSITY

ERASMUS+ PROGRAMME IMPLEMENTATION DIRECTIVE

PART ONE

Introductory Provisions

Purpose

ARTICLE 1 - (1) The purpose of this Directive is to regulate the procedures and principles concerning the operation of the Erasmus+ programme at Istanbul Sabahattin Zaim University.

Scope

ARTICLE 2 - (1) This Directive covers the process related to the mobility of students, academic staff, and administrative staff participating in the Erasmus+ programme, as well as the duties and responsibilities of the relevant units and individuals.

Legal Basis

ARTICLE 3 - (1) This Directive is based on the principles set out by the European Commission and included in the Erasmus+ Charter for Higher Education, the conditions specified in the Erasmus+ Implementation Handbook by the Presidency of the Centre for European Union Education and Youth Programmes (Turkish National Agency), international agreements, and the relevant legislation of the Council of Higher Education.

Definitions

ARTICLE 4 – (1) As used in this Directive;

a) European Credit Transfer System (ECTS): The system that enables the transfer of course credits taken and successfully completed by students abroad from one higher education institution to another,

b) Chairperson: The Chairperson of the Board of Trustees of Istanbul Sabahattin Zaim University,

c) Application System (TURNAPortal): The national application system made available for use by the Turkish National Agency,

ç) Beneficiary Module: The internet platform established by the European Commission for collaboration, management, and reporting processes related to mobility projects under the Erasmus+ Programme,

d) Beneficiary Module: The internet platform established by the European Commission for collaboration, management, and reporting processes related to mobility projects under the Erasmus+ Programme,

e) Unit: Faculty, School, Institute, Department, Subject Area, and Programme,

f) (OLS) Online Language Support: The mandatory language training and examination that students who have earned the right to exchange must complete before starting their mobility and after completing it,

g) Erasmus Student Charter: The document given to a student participating in Erasmus mobility before leaving the University, specifying the student's rights and obligations,

ğ) Erasmus+ Institutional Coordination Office: The Erasmus+ Institutional Coordination Office of Istanbul Sabahattin Zaim University,

h) Certificate of Attendance: The signed and stamped document issued by the institution where the mobility activity took place, specifying the participant's mobility start and end dates,

ı) Participant Report: The document containing summary information about the student's/staff member's activity and the participant's assessments, completed at the end of the mobility period,

i) Short-Term Doctoral Mobility and Blended Mobility: The short-term mobility of doctoral students and recent graduates,

j) Inter-Institutional Agreement: The student/staff mobility agreement made between the University and universities in Programme and Partner Countries under the Erasmus+ programme,

k) Learning Agreement: The document, signed by the student, the department/subject area coordinator, and the authorized representative of the host institution before the start of the study mobility period, in which the host institution undertakes to offer the courses listed in the learning agreement; the student confirms that they find these courses suitable and will follow them; and the University undertakes to recognize the courses taken,

l) Staff Mobility Teaching Agreement: The agreement showing the course schedule and teaching plan of the faculty member participating in the mobility,

m) Staff Mobility Training Agreement: The agreement containing the training programme to be received by the staff member participating in the mobility,

n) Rector: The Rector of Istanbul Sabahattin Zaim University,

o) Senate: The Senate of Istanbul Sabahattin Zaim University,

ö) Traineeship Agreement: The agreement, signed by the student participating in the mobility, the department/subject area coordinator, and the authorized representative of the host institution, showing the traineeship plan the student will undertake at the host institution,

p) Full Recognition: If the courses/traineeship included in the student's learning/traineeship agreement are taken and successfully completed at the host institution, the original names, credits, and grades of these courses/traineeship shall also appear on the transcript and the Diploma Supplement; shall be included in the calculation of the weighted grade point average; and it shall be clearly indicated, either through footnotes or explicitly in the Diploma Supplement, that the student benefited from mobility under Erasmus+, with the transcript and Diploma Supplement clearly showing which courses were taken under Erasmus+,

r) Full-Time Student: A student who has not yet completed the work (credits) required for their diploma/degree and who is expected to carry a course load equivalent to 30 (ECTS) credits per semester,

s) Full-Time Traineeship: A traineeship carried out by a student on a full working-day basis throughout the period of their mobility under traineeship mobility,

ş) Turkish National Agency: The Presidency of the Centre for European Union Education and Youth Programmes, affiliated with the Directorate for EU Affairs of the Ministry of Foreign Affairs,

t) Implementation Handbook: The guide prepared by the Turkish National Agency to set out the rules and principles governing the operation of the units carrying out mobility activities at higher education institutions,

u) University: Istanbul Sabahattin Zaim University,

shall have the meanings set forth above.

PART TWO

Authorized Persons and Units

Authorized persons and units

ARTICLE 5 – (1) The authorized persons and units are as follows:

a) The legal representative of the University's Erasmus+ projects is the Rector. Inter-institutional agreements and grant agreements made with the Turkish National Agency are signed by the Rector.

b) The University Erasmus+ Institutional Coordinator is appointed by the Rector from among full-time staff. The Coordinator ensures coordination of the Erasmus+ programme across the University, and signs contracts between the University and students/staff, the documents required for mobility, and the acceptance/invitation letters, certificates of attendance, and learning agreements of participants coming to the University from abroad. The Coordinator determines the duration and number of mobility periods for the programme in a fair and transparent manner, in line with available budget resources and with a view to maximizing the number of beneficiaries. The Coordinator plans the target budget for the programme, submits mobility and project applications accordingly, and makes the most efficient use of the annual budget allocated by the Turkish National Agency. The Coordinator carries out promotional and informational activities to increase the effectiveness of the programme. The Coordinator also ensures the implementation of the decisions of the University Erasmus+ Commission.

c) University Erasmus+ Commission: To ensure the Erasmus+ Programme implementation process is carried out transparently and fairly, the members of the Commission are appointed by the Rector from among the University's academic staff and coordination office staff, with the total number of members being an odd number. The University Erasmus+ Commission convenes under the chairmanship of the Vice Rector responsible for the Erasmus+ Institutional Coordination Office. It has the authority to evaluate the applications of candidates who will undertake mobility within the scope of the project in accordance with the Erasmus+ Implementation Handbook and to make selections in a transparent and fair manner.

ç) Faculty/School Erasmus+ Coordinator: The Faculty/School Erasmus+ Coordinator is appointed by the relevant Dean from among the full-time faculty members of the faculty. The Coordinator conveys developments and decisions related to the Erasmus+ programme to the Departments' Erasmus+ Coordinators, and ensures coordination among Department/Subject Area Erasmus+ Coordinators and the implementation of decisions taken.

d) Institute Erasmus+ Coordinator: The Institute Erasmus+ Coordinator is appointed by the relevant Institute Director from among the University's full-time faculty members. The Institute Erasmus+ Coordinator conveys developments and decisions related to the Erasmus+ programme to the Subject Area Erasmus+ Coordinators, and ensures coordination among Subject Area Erasmus+ Coordinators and the implementation of decisions taken.

e) Department/Subject Area Erasmus+ Coordinator: The Department/Subject Area Erasmus+ Coordinator is appointed by the relevant Department/Subject Area Chair from among the department's full-time faculty members. The Department/Subject Area Erasmus+ Coordinator is the person legally responsible for the course selection and recognition of courses for students participating in mobility. The Department/Subject Area Erasmus+ Coordinator promotes the Erasmus+ programme within the relevant department/subject area, announces news related to the programme, advises students wishing to benefit from the Erasmus+ programme on university and course selection, and signs the documents requested by the Coordination Office. The Coordinator prepares bilateral agreement proposals with other universities to be signed and submits them to the Coordination Office. The Coordinator advises staff from the department/subject area who will undertake mobility. The Coordinator carries out the procedures related to the academic recognition of the courses taken by students returning from abroad during their mobility period. The Coordinator advises incoming students from abroad under the Erasmus+ programme on course selection and other academic matters.

f) Unless otherwise stated, the Department/Subject Area Erasmus+ Coordinator is also the Subject Area Erasmus+ Coordinator for graduate programmes.

PART THREE

Application and Evaluation Process for Outgoing Students under Study Mobility Abroad

Minimum requirements

ARTICLE 6 – (1) Students studying in the foreign language preparatory class and in the first year of undergraduate programmes may not benefit from the study mobility of the Erasmus+ programme. The minimum requirements that students applying to the Erasmus+ programme must meet in order to participate in mobility are as follows:

a) Being enrolled full-time in one of the University's Undergraduate/Master's/Doctoral programmes,

b) Having a weighted grade point average of at least 2.20/4.00 for undergraduate students and at least 2.50/4.00 for graduate students,

c) Taking the Erasmus+ Language Exam administered by the University Languages Coordination Office and obtaining at least the minimum language score determined by the University Erasmus+ Commission, or documenting the relevant language proficiency with the result of a national or international examination listed in ÖSYM's International Foreign Language Examinations Equivalence Table,

ç) Meeting any other application requirements deemed necessary, if any, by the programme in which the student is enrolled or to which the student is applying,

Application procedures

ARTICLE 7 – (1) Detailed information about applications is announced on the websites of the Erasmus+ Institutional Coordination Office and the University, as well as on the University's announcement boards.

(2) In their applications, students may indicate a preference for a maximum of five universities. When making these preferences, students take into account the course schedule, course content, language of instruction, and European Credit Transfer System (ECTS) credits of the university they plan to attend, as well as the opinions of the Department/Subject Area Erasmus+ Coordination Office. If a student is not placed at any of their preferred choices, the Erasmus+ Institutional Coordination Office may suggest another institution with available quota. If the calendar and courses of the host institution are suitable, the student is placed after obtaining the approval of the Department/Subject Area Erasmus Coordinator and the student.

(3) Students submit their applications via TURNAportal, together with an electronically signed transcript obtained through the Campus Information System, in order to document their academic and language achievement. Students whose transcript does not show B2-level language proficiency must complete their application with the result of the Erasmus+ language exam administered by the University, or with the result of a national or international Language Exam listed in ÖSYM's International Foreign Language Examinations Equivalence Table.

(4) All required documents are uploaded to the Application System. Unless otherwise stated, documents are not submitted to the Coordination Office.

(5) Students indicate their university preferences in the Application System.

(6) The documents to be used and the methods to be applied in determining the foreign language level of students whose applications are accepted are specified in detail to students in the application announcement.

(7) The student is responsible for following the Erasmus+ process. It is mandatory that the student's contact information be kept up to date and that all procedures be followed by the student.

(8) The documents required for the application must be uploaded to the Application System within the announced application period. Applications made with missing or incorrect documents are not accepted.

Duration

ARTICLE 8 – (1) The minimum activity period is two months (60 days) for both types of mobility. Students who leave the programme before completing two months must repay the grant they received, except in cases of force majeure accepted by the Turkish National Agency. Students who are forced to leave the programme before the envisaged period due to force majeure must prove this situation with official documents.

(2) The maximum period of participation in the Erasmus+ programme is 12 months for each degree level (Undergraduate, Master's, and Doctoral). Time cannot be transferred from one degree level to another.

Status of students at the university

ARTICLE 9 – (1) The period a student spends abroad under the Erasmus+ programme is counted as part of the normal period of study.

(2) During the period the student is abroad under the Erasmus+ programme, the student is obliged to fulfill their tuition fee responsibilities and to renew their registration with the University without selecting courses. The student pays the tuition fee for the relevant year on the dates specified in the academic calendar, and no tuition-related payment is made to the host institution. However, all expenses such as accommodation, transportation, personal expenses, food, and health insurance are the student's responsibility.

Evaluation and placement

ARTICLE 10 – (1) Applications are evaluated in accordance with the current criteria determined by the Turkish National Agency and announced before the application process.

(2) The evaluation of study mobility applications is based on 50% of the weighted grade point average and 50% of the foreign language score, together with the additional evaluation criteria included in the Erasmus+ Implementation Handbook by the Turkish National Agency for the relevant project year. For evaluations conducted for countries that are not European Union Programme Members and under the KA171 Project, ranking is based on 60% of the student's weighted grade point average, 40% of the foreign language score, and the other additional evaluation criteria and weighted scores included in the Erasmus+ Implementation Handbook for the relevant project year.

(3) Students undertaking mobility are required to attend the information meeting organized by the Coordination Office. If a student does not attend this meeting, they are responsible for any problems that may arise from lack of information, and their score will be reduced in subsequent applications in accordance with the programme rules.

(4) Evaluation and placement results are announced on the websites of the University and the Erasmus+ Institutional Coordination Office and through the Application System.

(5) Students who are entitled to placement are obliged to complete the learning agreement, acceptance letter, grant agreement, Euro account information form, and visa request letter.

(6) The acceptance letter must be approved by the Erasmus+ Institutional Coordination Office of the host university.

Courses to be taken, learning agreement, grade conversion, and academic recognition

ARTICLE 11 – (1) The selection of courses to be taken by placed students at the host institution, the preparation of the Learning Agreement, grade conversion, and academic recognition procedures are carried out in accordance with the principles set out in the Istanbul Sabahattin Zaim University Erasmus+ Programme Student Study Mobility Academic Recognition Guide, approved by the University Senate and published on the Coordination Office's website.

Application and acceptance process for the host university

ARTICLE 12 – (1) Correspondence with the host university is carried out by the student under the guidance of the Erasmus+ Department/Subject Area Coordinator. Preparing the documents requested by the host university is the student's responsibility.

(2) The Coordination Office advises students in the preparation of documents and helps ensure that application documents are submitted to the relevant Erasmus unit of the host university before the application deadline.

(3) Following up on travel and visa procedures is the student's responsibility. The student who receives the visa letter approved by the Coordination Office applies to the consulate of the destination country and follows up on the visa procedures.

Grant agreement and payment of grants

ARTICLE 13 – (1) In order for grant payments to be made, students must sign the Erasmus+ grant agreement. The total grant amount stated in the grant agreement and the 80% rate are calculated using the Beneficiary Module based on the programme's start and end dates. The final grant amount determined according to the actual dates on the documents submitted at the end of the programme is binding. 80% of the total grant amount envisaged before the programme is transferred to the student's bank account within 30 days following the student's signing of the agreement with the University.

(2) In accordance with the agreement, the student who completes the mobility and returns is obliged to submit the fully signed: learning agreement, mobility transcript, and certificate of attendance, together with the transcript of the host university and any changes made thereto, if any. The student is also required to complete the 2nd stage of the OLS exam and the online European Commission Participant Report. Except for technical reasons, a deduction of 20% of the total number of actual activity days on which the grant calculation is based is made from the total grant of participants who do not fill in the participant report. If the documents proving participation in the mobility are not submitted, the mobility is considered invalid, no final grant payment is made to the student, and the grant initially paid is reclaimed from the student. Once full recognition is achieved, the student's recognition transcript is filed in the student's file at the Erasmus+ Institutional Coordination Office. The remaining 20% of the grant amount is recalculated after the programme is completed, based on the actual dates on the documents submitted by the students, and the final payment is made or a refund is requested accordingly.

PART FOUR

Application and Evaluation Process for Incoming Students under Study Mobility to the University

Application to the University

ARTICLE 14 – (1) A student who wishes to come to the University under Erasmus+ Study Mobility completely fills in the application form obtained from the Erasmus+ Institutional Coordination Office's website and sends it, together with the requested documents, to the Erasmus+ Institutional Coordination Office through the relevant office within the announced application dates.

Course selection and learning agreement

ARTICLE 15 – (1) The incoming student selects the courses to be taken at the University from the course catalog available on the University's website and specifies the courses to be taken in the learning agreement. If a course is not offered, changes may be made to the learning agreement.

(2) Department/Subject Area Erasmus+ Coordinators assist incoming students under the Erasmus+ programme with their course selection and sign the students' learning agreements.

(3) Department/Subject Area Erasmus+ Coordinators are obliged to submit the Learning Agreement to the Erasmus+ Institutional Coordination Office.

Sending the acceptance letter

ARTICLE 16 – (1) After the application form and other required documents are received, applications are evaluated by the relevant Department/Subject Area when necessary, taking into account the student's academic status.

(2) Acceptance letters prepared by the Coordination Office are sent to students whose applications are accepted.

Informing incoming students and registration procedures

ARTICLE 17 – (1) Information notes regarding the acceptance letter, visa procedures, academic calendar, orientation programme, and life at the university are sent to students by the Erasmus+ Institutional Coordination Office.

(2) The Erasmus+ Institutional Coordination Office advises incoming students on other internal administrative procedures as well as transportation, accommodation, and similar matters. Finalizing the registration of the incoming student, course registration, and providing the student's email address and Campus Information System password are the responsibility of the Department of Student Affairs.

Orientation programme for incoming students

ARTICLE 18 – (1) At the beginning of each term, the Erasmus+ Institutional Coordination Office organizes an orientation programme for students, including an introduction to the University and various social, cultural, and similar activities. Department/Subject Area Erasmus+ Coordinators also advise incoming students under the Erasmus+ programme on their orientation to the Department/Subject Area.

Procedures to be carried out for students who complete their mobility at the University

ARTICLE 19 – (1) Before returning to their home countries, students who complete their mobility at the University have their registration terminated by the Department of Student Affairs and obtain their transcript. If the transcript is not ready at the time of the student's departure, it is sent to the student or the host university by the Erasmus+ Institutional Coordination Office once it is ready. Upon completion of the mobility, the student is given a certificate of attendance showing the mobility dates by the Erasmus+ Institutional Coordination Office.

FIFTH SECTION

Erasmus+ Traineeship Mobility

Scope of traineeship mobility

ARTICLE 20 – (1) A traineeship activity is the acquisition of practical work experience by a student at an enterprise or institution abroad, in the field of vocational education in which the student is studying.

(2) The traineeship activity does not need to be mandatory for the student's diploma programme. However, the sector in which the traineeship is undertaken must be relevant to the student's current vocational education programme.

Requirements for students to benefit from traineeship mobility

ARTICLE 21 – (1) Students studying in the foreign language preparatory class may not benefit from the traineeship mobility of the Erasmus+ programme. The minimum requirements that students applying for Erasmus+ student traineeship mobility must meet for participation are as follows;

a) Being enrolled full-time in an Undergraduate/Master's/Doctoral programme,

b) Having a weighted grade point average of at least 2.20/4.00 for undergraduate students and at least 2.50/4.00 for graduate students,

c) Taking the Erasmus+ Language Exam administered by the University Languages Coordination Office and obtaining at least the minimum language score determined by the University Erasmus+ Commission, or documenting the relevant language proficiency with the result of a national or international examination listed in ÖSYM's International Foreign Language Examinations Equivalence Table,

ç) Having a valid traineeship acceptance letter obtained from the institution where the traineeship will take place for the relevant mobility period and approved by the Erasmus+ Department/Subject Area Coordinator; (if the traineeship to be undertaken is a mandatory traineeship, the approval of the Department Traineeship Commission must also be obtained and stated when completing the Traineeship Equivalence Form prior to the mobility.)

d) For summer traineeships, the traineeship period begins with the end of students' exams according to the academic calendar and ends when courses begin. The student is responsible for any problems arising from starting the mobility earlier than the specified date or returning late.

e) For a traineeship activity to be carried out after graduation, the student's application must be made before the student graduates. Graduates may not apply. The University has the right to suspend and/or limit the duration of the post-graduation traineeship activity by announcing it before the application period, and to determine the final date by which the mobility must be carried out.

f) The maximum period of participation in the Erasmus+ programme is 12 months for each level of study (Undergraduate, Master's, and Doctoral). Time cannot be transferred from one degree level to another.

(2) Students apply to calls opened by the Coordination Office, within the application dates specified in the announcement, with a valid traineeship acceptance document approved by the Erasmus+ Department/Subject Area Coordinator. If the traineeship to be undertaken is a mandatory traineeship, the approval of the Department Traineeship Commission must also be obtained and stated when completing the Traineeship Equivalence Form prior to the mobility.

(3) All documents are uploaded to the national application system. Unless otherwise stated, documents may not be submitted to the Erasmus+ Institutional Coordination Office by any other means.

(4) The signature, date, and stamp/seal sections of the application documents must be approved by the Erasmus+ Institutional Coordinator, the Department/Subject Area Erasmus+ Coordinator, and the authorized representative of the institution where the traineeship will take place.

(5) The student is responsible for following the Erasmus+ process. It is mandatory that the student's contact information be kept up to date and that all procedures be followed by the student.

Evaluation

ARTICLE 22 – (1) Applications are evaluated in accordance with the criteria determined by the Turkish National Agency and announced before the application process.

(2) The evaluation of traineeship mobility applications is based on 50% of the weighted grade point average and 50% of the foreign language score, together with the additional evaluation criteria included in the Erasmus+ Implementation Handbook by the Turkish National Agency for the relevant project year. For evaluations conducted for countries that are not European Union Programme Members and under the KA171 Project, ranking is based on 60% of the student's weighted grade point average, 40% of the foreign language score, and the other additional evaluation criteria and weighted scores included in the Erasmus+ Implementation Handbook for the relevant project year.

(3) Students undertaking mobility are required to attend the information meeting organized by the Coordination Office. If a student does not attend this meeting, they are responsible for any problems that may arise from lack of information, and their score will be reduced in subsequent applications in accordance with the programme rules.

(4) Evaluation and placement results are announced on the website of the University Erasmus+ Institutional Coordination Office and in the national application system.

(5) Students who are entitled are obliged to complete the traineeship agreement, grant agreement, Euro account information form, and visa request letter.

Duration

ARTICLE 23 – (1) The minimum period for traineeship mobility is two full months, and the maximum period is 12 full months. The University reserves the right to restrict traineeship periods.

(2) The activity period must be carried out without interruption.

Traineeship agreement and recognition

ARTICLE 24 – (1) The traineeship agreement is signed by the relevant Department/Subject Area Erasmus+ Coordinator, the student, and the authorized person at the institution where the traineeship will take place, before the traineeship activity begins. The University grants full recognition if the student is successful in the work programme specified in this agreement.

(2) If the traineeship activity is accepted as part of the student's curriculum, the traineeship period is fully recognized by the University using ECTS credits.

(3) If the traineeship activity is not included in or not accepted as part of the student's curriculum, recognition is provided by the University, following evaluation by the Erasmus Department/Subject Area Coordinator and, if applicable, the relevant unit's Traineeship Commission, by entering a "YT" (Sufficient) or "YZ" (Insufficient) letter grade on the student's transcript under the code and title ERS STJ 100 Optional Erasmus Traineeship. The details of the traineeship activity carried out are explained in the Diploma Supplement. Full recognition is granted as an addition to the 240 ECTS required for graduation, without being included in the semester GPA or cumulative GPA calculations.

Traineeship grant

ARTICLE 25 – (1) A Traineeship Mobility Agreement containing the maximum grant amount is signed between the University and the selected students. Payments related to the maximum amount specified in the agreement are made in two installments. The total grant amount stated in the grant agreement and the 80% rate are calculated using the Beneficiary Module based on the traineeship's start and end dates. The final grant amount determined according to the actual dates on the documents submitted at the end of the programme is binding.

(2) 80% of the total grant envisaged before the programme is deposited into the students' accounts. The second installment of 20% is made at the end of the traineeship period, taking into account the exact period of realization shown in the “Certificate of Attendance” given to the student and/or the passport entry/exit dates, as well as the student's level of success and fulfillment of responsibilities.

(3) A 20% deduction is made from the total number of actual activity days on which the grant calculation is based for students who fail to fill in the participant report for any reason other than technical reasons accepted by the Turkish National Agency. If the documents proving participation in the mobility are not submitted, or if the activity period is less than 60 days, the mobility is considered invalid, the remaining grant is not paid to the student, and the grant initially paid is reclaimed from the student.

(4) Payments are made in Euros.

SECTION SIX

Erasmus+ Staff Mobility

Staff Mobility

ARTICLE 26 – (1) Staff Mobility is of two types: “Erasmus+ Staff Teaching Mobility” and “Erasmus+ Staff Training Mobility.”

(2) Under Erasmus+ Staff Teaching Mobility, University staff wishing to undertake mobility must be full-time employed academic staff.

(3) Under Erasmus+ Staff Training Mobility, University staff wishing to undertake mobility must be full-time employed academic or administrative staff.

(4) There must be an inter-institutional agreement between the University and the higher education institution to be visited in order to benefit from teaching mobility.

(5) In order to benefit from Erasmus+ staff teaching and training mobility, candidates apply to the calls opened by the Erasmus+ Institutional Coordination Office within the application dates specified in the announcement, prior to application.

Candidates wishing to benefit from Erasmus+ staff teaching and training mobility must apply through the national application system and upload the documents specified in the announcement requirements to the system.

Evaluation of applications

ARTICLE 27 – (1) Applications are evaluated by the University Erasmus+ Commission based on criteria determined taking into account the priorities specified in the Erasmus Implementation Handbook of the Turkish National Agency for the relevant project period.

(2) In teaching and training mobility, “Principal” and “Reserve” staff are determined, up to the predetermined quota, according to the ranking of total scores obtained by adding to a base score of 20 for each applicant the score calculated as a result of the evaluation based on the criteria announced by the Turkish National Agency.

(3) Evaluation results are published on the website of the Erasmus+ Institutional Coordination Office and in the national application system.

Staff mobility agreement and certificate of attendance

ARTICLE 28 – (1) The Erasmus+ staff training and teaching agreement is prepared by the staff member participating in the mobility and is signed by the staff member, the Erasmus+ Institutional Coordinator, and the authorized person at the host institution.

(2) The participant in staff mobility obtains a certificate of attendance from the host institution confirming the activity carried out as a result of the mobility, and submits it to the Erasmus+ Institutional Coordination Office.

Staff mobility durations and grants

ARTICLE 29 – (1) Grants for staff mobility are limited to individual support for a maximum of five days. The Beneficiary Module is used in calculating individual support grants.

(2) The travel support payment for beneficiary staff is made based on the travel distance calculations determined within the framework of the Erasmus+ Programme, taking into account the distance between the city of residence and the city where the travel will take place. The travel distance is calculated using the distance calculator published on the European Commission's website. The travel support is calculated by entering the distance range into the Beneficiary Module.

(3) Under Erasmus+ staff mobility, the mobility period of participating staff is designed to be five consecutive days, with a minimum of two days except in cases of force majeure. Staff are obliged to carry out their activities during the mobility period within the framework of the predetermined programme and in accordance with the planned total duration.

a) Under Erasmus+ Staff Teaching Mobility, the participating staff member's mobility period consists of at least eight teaching hours within five consecutive days, and the mobility is carried out within the framework of the predetermined programme.

b) Under Erasmus+ Staff Training Mobility, participating staff are obliged to participate full-time in training activities for five consecutive days; they devote the entire working day to the activity throughout the training. Training is carried out within the framework of the programme planned in advance with the host institution.

(4) Participating staff must document the mobility carried out during the activity period, within the framework of the programme planned in advance with the host institution, under Teaching and Training Mobility, with a Certificate of Attendance. Otherwise, the mobility is considered invalid.

(5) Within the framework of the Erasmus+ Programme, the relevant grant agreement is signed between the participant and the Erasmus+ Institutional Coordination Office before going abroad. This agreement finalizes the beneficiary's participation in the Staff Mobility programme. Following the completion by staff of the documents required to be submitted to the Erasmus+ Institutional Coordination Office before departure, 80% of the grant amount determined for that year is paid before the mobility. The daily grant amounts and travel allowances to be paid to staff participating in the mobility are determined in the amount and manner specified for the relevant project under the Erasmus+ Programme.

(6) 80% of the mobility grant is transferred to the relevant staff member's account within 30 days of signing the grant agreement.

(7) Academic or administrative staff who complete the mobility period must submit the acceptance letter, the teaching/training agreement, the signed and stamped certificate of attendance, and the Entry/Exit Document obtained from e-Devlet or a travel document to the Coordination Office.

(8) Academic or administrative staff are obliged to complete the European Commission Participant Report online after teaching or training mobility. Academic or administrative staff who fail to fulfill this obligation will not receive the remaining grant payment.

(9) The remaining 20% of the mobility grant is transferred to the relevant staff member's bank account once all obligations related to the mobility have been fulfilled.

(10) Academic or administrative staff are considered on official assignment leave throughout the mobility period.

SECTION SEVEN

Miscellaneous and Final Provisions

Appeal and Complaint Process

ARTICLE 30 – (1) Students or staff who wish to appeal the preliminary evaluation results during the application process apply in writing to the Erasmus+ Institutional Coordination Office, following the announcement of the results, within the appeal period specified in the announcement text.

(2) Appeals are evaluated under the following two categories:

a) Appeals related to the evaluation process that constitute technical or material errors are examined by the Coordination Office within the appeal period; if deemed necessary, corrections are made to the preliminary evaluation results, and these corrections are reflected in the general evaluation list.

b) Appeals related to matters outside the scope of evaluation or requiring discretionary judgment are examined by the Erasmus+ Commission. The decision made as a result of the Commission's meeting is communicated to the applicant in writing.

(3) Students or staff may apply to the Erasmus+ Institutional Coordination Office regarding problems related to grant payments and academic recognition arising during the mobility process, or disputes experienced with the host institution. The Coordination Office resolves the matter by carrying out the necessary correspondence and negotiations with the host institution and/or the Turkish National Agency to ensure the resolution of the issue raised in the application.

Cases not covered by provisions

ARTICLE 31 – (1) In cases not covered by this Directive, action shall be taken in accordance with the provisions of the “Istanbul Sabahattin Zaim University Undergraduate Education and Training Regulation,” the “Istanbul Sabahattin Zaim University Graduate Education and Training Regulation,” the European Union Commission's “Erasmus+ Charter for Higher Education,” the “Erasmus+ Programme Guide,” and the “Erasmus+ Implementation Handbook for Higher Education Institutions” prepared by the Centre for European Union Education and Youth Programmes for each contract period.

Entry into force

ARTICLE 32 – (1) This Directive shall enter into force upon approval by the Senate and the University Board of Trustees.

Execution

ARTICLE 33 – (1) The provisions of this Directive shall be executed by the Rector.

ACADEMIC RECOGNITION GUIDE

ARTICLE 11 refers to the Academic Recognition Guide. To download it, click here.