After Being Selected for Erasmus+ Traineeship Mobility -
This information package is for students who have been selected for Erasmus+ Traineeship Mobility.
Please read the explanations carefully.
1- You must fill out the Student Information Form and the Traineeship Recognition Form and submit them to the Erasmus Office. Students who will graduate before participating in the Traineeship Mobility will fill out Graduated Traineeship Recognition Form.
2- After finding your internship place, you must fill out the Letter of Intent document available on our website, send it to the institution where you will do your internship, and have it approved. The approved document must be scanned by the host institution and sent clearly to abofisisek@gantep.edu.tr. The institution/university where you will do your internship must send an Acceptance Letter stating your name, internship dates, that you have been accepted under the frame of Erasmus Traineeship, your accommodation address, the address of the host institution, and their phone and email details.
3- You must fill out the Learning Agreement for Traineeships form (available on our website), send it to the host institution, and have it approved. Preparing the first two pages is sufficient. If there are any changes to the program, the 3rd page (During Mobility) must be filled out, approved by the host institution, sent first to your departmental coordinator, and then to our office after their approval. The student is responsible for this follow-up. After the internship ends, the 4th page (After Mobility) must be approved by the host institution and submitted to the Erasmus office upon your return.
4- In addition to Travel Health Insurance, Personal Liability Insurance must be obtained. This insurance covers material damages caused by the student at the host institution during their stay abroad.
Note: The documents mentioned in items 1, 2, 3, and 4 must be completed by the date specified in the results announcement of the respective year and submitted to the International Relations Office. Students who fail to complete their documents by the given date will be replaced by students from the reserve list. The change of this date (moving it to an earlier date) is at the discretion of the International Relations Office; therefore, it is in your best interest to complete these documents as soon as possible.
5- After the Letter of Intent is submitted to our office, a Passport Letter will be prepared for you, which will allow you to obtain a one-year passport by paying only the passport booklet fee (defter bedeli). Students can obtain a passport by paying only the booklet fee until the age of 25, so anyone who has not yet turned 25 by the internship end date can directly apply for a passport. Your passport must be valid for at least 3 more months after your Erasmus internship ends. As soon as you receive your passport (or earlier), check the necessary documents for a visa application on the consulate website of your host country and prepare them. Our office will then prepare a Visa Facilitation Letter, which will include the information that you will receive a grant. You must submit this letter to the relevant consulate along with your other visa application documents.
6- After applying for a visa, you must open a EURO account at Halkbank and submit it to our Erasmus Office. On the bank account information document, write your residential address, phone number, email, date of birth, the name and country of your host institution, and the start and end dates of your internship, and submit it to the office.
7- Once your bank account details are submitted to our office, a Grant Agreement will be prepared in your name and must be signed. After signing the grant agreement, 70% of the grant will be paid to the student.
8- We recommend buying your flight ticket after you receive your visa. If you purchase your ticket earlier, you may need to cancel it due to visa-related problems. For visa applications, a flight reservation is usually requested, not the actual ticket purchase. However, always check the most up-to-date requirements from the consulate of your host country. For all passport types, a traineeship/student/Erasmus visa must be obtained.
9- After all your procedures are completed and a copy of your visa is submitted to our office, your grant will be paid. The amount will be calculated based on the number of months of your internship multiplied by the monthly grant rate, and 70% of this amount will be paid. The remaining amount will be calculated on a daily basis and paid after your return, once all documents are completed.
10- Upon arrival at your host institution, the first thing you must do is fill in the Confirmation of Arrival section of the Traineeship Certificate / Arrival Certificate (available on our website), scan it clearly, and send it to abofisisek@gantep.edu.tr.
11- All students going to Erasmus must take the OLS (Online Language Support) Exam after receiving their visa (or after the Arrival Certificate has reached us).
All students going to Erasmus are required to take this exam. This exam will not affect your participation in Erasmus in any way. However, students who do not take the exam will face a grant deduction. At the end of the Erasmus+ program, a second OLS exam will be conducted, and the results of both exams must be submitted to the Erasmus Office. During your Erasmus period, you may optionally participate in courses offered by the OLS system according to your level.
- After Erasmus+
1- You must have the 4th page (After Mobility) of the Learning Agreement for Traineeships approved by your host institution and deliver it in person to our office. This document must state that you have successfully completed your internship. A copy must also be delivered to your department coordinator, and you must follow up on its recognition. For the recognition of your internship, a copy of the departmental/faculty board decision must be delivered to our office. The department sends this document, but the student must follow up.
2- You must have the Confirmation of Departure section of the Traineeship Certificate / Arrival Certificate (mentioned earlier in item 10) approved by your host institution and submit the original to our office.
3- A photocopy of your passport showing your personal information page and the entry/exit stamps for Turkey (original passport will be checked before the photocopies are accepted). An Entry/Exit Record obtained from the e-Government portal is also acceptable.
4- Submission of OLS exam results to the Erasmus Office.
5- Once all the above-mentioned documents are completed, a Final Report / Survey / Participant Survey will be sent to your email. You must complete this report.
6- In case the International Relations Office requests additional documents later, an email will be sent to you.
7- The final grant payments for students who have completed all procedures and have been successful will be made within 1 month.
8- All documents must be submitted to the office within 4 weeks after your return date to Turkey.
The requirements for Erasmus are clearly stated above. Completing and following up on the necessary procedures on time is the responsibility of the student. All documents must be filled out electronically.
Quick printable checklist (short)
- Student Info Form (+ Traineeship Recognition if needed)
- Letter of Intent (signed & sent by host to abofisisek@gantep.edu.tr)
- Learning Agreement pages 1–2 approved
- Travel health + Personal Liability insurance
- Passport valid ≥ 3 months after mobility end
- Visa (with office’s Visa Facilitation Letter)
- EURO account at Halkbank — submit details to office
- Sign Grant Agreement (receive 70%)
- Send visa copy to office — pay flight after visa
- On arrival: Confirmation of Arrival → send to abofisisek@gantep.edu.tr
- Take OLS tests (start and end)
- After mobility: LA page 4, Confirmation of Departure, passport copy, OLS results, final report — submit within 4 weeks