Before Mobility

1-Letter of Acceptance
Students wishing to apply for Erasmus+ Traineeship Mobility must obtain a Letter of Acceptance from an enterprise in a programme country where they will complete their mobility.

The Letter of Acceptance, to be prepared on the institution's letterhead, must include the following information:

• The letter of acceptance must clearly state that a traineeship mobility activity (Erasmus+ Student Mobility for Traineeships) will be carried out.
• The place where the Traineeship Mobility will be carried out must be stated. For example, it must clearly indicate that the mobility will take place in Department D of Human Resources at Enterprise C, located in City B of Country A.
• The subject of the traineeship activity must be stated. E.g. "Human Resources Intern".
• The duration of the mobility must be stated. The activity period to be granted funding for Erasmus+ Traineeship Mobility is a minimum of 2 months (60 days) and a maximum of 65 days, excluding travel; the start and end dates of the mobility (dd/mm/yyyy - dd/mm/yyyy) must be clearly stated in the letter of acceptance.
• The Letter of Acceptance prepared by the relevant contact person at the institution where the Erasmus+ Traineeship Mobility activity will take place must bear the date of issue, a signature and a seal/stamp.

2-Learning Agreement for Traineeships
The student declares the activities to be carried out at the host institution during the Erasmus+ Traineeship Mobility by completing a Learning Agreement for Traineeships in English.

• When completing the Learning Agreement for Traineeships, the activities the student will carry out at the host institution during the mobility, the knowledge and competences to be gained at the end of the traineeship, and the monitoring and evaluation plan must be stated.
• After completing all the required information on the document, the student signs it and submits it for the signature of the Departmental Erasmus+ Coordinator. Once the suitability of the mobility activity has been approved by the Departmental Erasmus+ Coordinator, the document is signed by the authorised representative of the host institution.
• The document, bearing the signatures of all three parties, must be submitted to the Erasmus+ Institutional Coordination Office before the mobility.

3-Traineeship Equivalence Form
The Traineeship Equivalence Form is a document concerning the recognition at our university of a compulsory/optional traineeship carried out under Erasmus+.

At the discretion of the Departmental Erasmus+ Coordinator, the traineeship may be counted in place of a course or a traineeship at our university. The traineeship may be awarded ECTS credits.

For this reason, the Traineeship Equivalence Form must be completed and submitted, together with the Learning Agreement, to the Faculty Secretariat by the Departmental Erasmus+ Coordinator.
  

4-Grant Letter (Visa Letter / Grant Letter)
The grant amount the student will receive is calculated by the Erasmus+ Institutional Coordination Office according to the destination country and the duration of stay. It is given to the participant in Turkish and English for use in their visa application.

 

• The type of activity,
• The duration of the activity,
• The host institution and country
• It states the total grant to be provided if the mobility is completed successfully. It is signed by the Erasmus+ Institutional Coordinator.

5-Euro Account Details Form and Euro Account Passbook
The grant provided to the participant is paid in EURO through a bank. The student must complete the Euro Account Details form and submit it to the Erasmus+ Institutional Coordination Office together with a photocopy of their Euro account passbook.

 

6-Comprehensive Travel Health Insurance
The student must hold travel health insurance covering the duration of the mobility.

The cover secured by travel insurance begins upon entry through the customs of the destination country within the policy's period of validity and ends upon entry through Turkish customs. If the insured person travels abroad again after re-entry, the cover restarts. For example, an insured person who takes out a 12-month policy may travel abroad as often as they wish during the year, and the cover is valid for a maximum of 6 weeks on each occasion. Standard Travel Policies provide cover for a maximum of 90-92 days and up to 30,000 EURO/USD, and the cover ends as soon as you enter the borders of the Republic of Türkiye.

The student is not covered from the 91st-93rd day onwards! It does not cover outpatient treatment!

Liability insurance covers damage caused by the student during their stay abroad (whether or not it occurs at the workplace). Different regulations on liability insurance apply in the various countries participating in transnational traineeship mobility. Trainees therefore run the risk of not being covered. For this reason, it is the responsibility of the sending institution to check whether liability insurance is in place that at least compulsorily covers damage the participant may cause at the workplace.

Accident insurance covers damage that employees may suffer as a result of accidents at the workplace. In many countries, employees are insured against such workplace accidents. However, the extent to which transnational trainees are protected under the same insurance may vary between the countries participating in transnational learning mobility programmes. It is the responsibility of the sending institution to check whether insurance against workplace accidents has been taken out.

7- Grant Agreement
Once the documents listed above have been submitted, the student signs a grant agreement prepared by the Erasmus Institutional Coordination Office. If the student is receiving a grant, the amount to be paid varies according to the destination country and the mobility duration stated on the Letter of Acceptance. Should the student refuse or fail to sign the agreement, their participation in the mobility is cancelled. Every eligible student, including "Zero-Grant" students, must sign the Grant Agreement. A copy of the grant agreement is given to the participant.

 

8- Completion of the 1st Online Linguistic Support Assessment (OLS)

The student must register for the OLS assessment assigned to their student e-mail address by the Erasmus Office and complete the 1st OLS assessment. The results of the assessment are not important. However, logging in to the system and completing it is compulsory.