GAZİANTEP ÜNİVERSİTESİ

Step-by-step application process for the Erasmus Student Mobility for Studies program

Students who wish to participate in the Erasmus Student Mobility for Studies must be enrolled in a department that has a bilateral Erasmus agreement. Because agreements are made at the department/program level, two different departments within the same faculty cannot make use of a single agreement. For example, a student from the Business Department can only benefit from the Business Department’s agreement and cannot use the quota reserved for the Economics Department’s agreement.

• Having a minimum GPA of 2.20/4,
• Achieving at least 50/100 points in the foreign language exam specified in the Erasmus application announcement.

An Erasmus Foreign Language Exam may be administered by the School of Foreign Languages. You can follow the exam application process on our university’s website.

If your department has an agreement, and your GPA and exam score meet the requirements, you must submit your application within the dates and in the manner specified in the announcement, by following the updates on our university’s website. The required documents/conditions for application are announced separately for each application period.

It is the student’s responsibility to ensure that the application is completed accurately and in full. While filling out the application form and selecting the university you will attend within the Erasmus Program based on your department’s agreements, you should:

• Review the courses offered by the university you plan to choose,
• Check the language of instruction and, if applicable, obtain the required language certificate,
• Learn the nomination date and application deadline,
• Gather information about the city and country where the university is located,
• Have sufficient knowledge about the courses you will take by consulting with your department coordinator and lecturers.

 

After Being Selected for the Erasmus+ Student Mobility for Studies Program

The International Relations Office will send an email to your host university to nominate you (including your contact information and the period you will participate in Erasmus+).

You must find the application forms of your host university and/or contact the relevant unit such as the Erasmus Office, International Office, or Admissions Office of that university to request assistance. You can find the contact information of all our partner universities on the International Relations Office website or via the link below:

http://erasmus.gantep.edu.tr/pages.php?url=ikili-anlasmalar-bilateral-agreements-24

 

Although application forms are generally similar among universities, there may be differences.

Examples of required application form names:

• Application Form (may be online or in PDF format)
• Online Learning Agreement (OLA), must be 30 ECTS ± 2 credits. 27 or 33 credits are not accepted.  https://learning-agreement.eu/user/login
• Accommodation Application Form

These are only some examples. Please check the host university’s website for the complete list of required documents.

Once you have filled in the application forms, you must sign the relevant fields, have them signed by your Erasmus Department Coordinator and the International Relations Office, and then send them to the host university first via email and, if required, by postal mail.
(Since the Learning Agreement will be prepared digitally, you must obtain your coordinator’s email address and fill out the document accordingly.)

For universities with online applications, the completed forms must be printed, signed in the required places, and one copy must be submitted to the International Relations Office. You must keep a copy of every Erasmus-related document you receive until the program ends and also submit a copy to the International Relations Office.

If a university requires a copy of your passport and you do not yet have one, you can state in writing that you do not yet have a passport but will obtain one as soon as possible and send it to them.

After the application forms are sent, the host university must send you an Acceptance Letter/Letter of Admission as proof that they have accepted you for the Erasmus program. You must submit a copy of this letter to the International Relations Office.

Please note that selecting and being placed in a university (even if we have a bilateral agreement) does not guarantee your right to participate in Erasmus at that university. The chosen university must accept you after your application and send an acceptance letter.

At this stage, the Office will prepare a “Passport Fee Exemption Letter” for you to be exempt from the passport fee, and a “Visa Facilitation Letter” stating your grant amount for visa application purposes.

You must complete the Student Information Form and Course Recognition Form found on the International Relations Office website and submit them with your other documents to the Office. The Course Recognition Form must clearly indicate which course will be considered equivalent to which other course in the provided table.

http://erasmus.gantep.edu.tr/pages.php?url=belgeler-ve-formlar-application-forms-8

You must open a EURO account in your own name at the designated bank (Halkbank) and write the following details on the receipt you receive from the bank:

• Department
• Date of Birth
• Name and Country of Host University
• Departure and return dates
• Email address
• Phone number
• Home address (family address)

Then, submit the receipt to the Office and sign the Grant Agreement prepared by the Office.

You must also purchase Travel Health Insurance with €30,000 coverage for your visa application. This insurance can be obtained from any insurance agency.

Before leaving Türkiye, Erasmus+ grants are calculated by multiplying the monthly grant amount for your destination country by 5 months, and 70% or 80% (depending on program rules) of this amount will be paid to you. Upon return, the exact duration of your stay will be calculated, and payment will be made accordingly.

• If you stay less than 70% of the planned 5 months, the proportional grant amount will be reclaimed.
• There is a minimum stay requirement of 2 full months; staying less than this will result in the full grant being reclaimed.
• Students staying longer than planned will be paid for the extra days.

Grant calculation is based on the shorter period determined by comparing your passport entry/exit dates from/to Türkiye and the dates on your Certificate of Participation.

Since visa application procedures vary by country, you must check your host country’s visa requirements and complete the necessary forms. Regardless of your passport type (Green, etc.), a study visa is required. Once you receive your visa, you must inform your host university of your travel date. For accommodation, you should obtain information and support from your host university and finalize your housing arrangements before departure.

For program details, please refer to the relevant year’s Erasmus Implementation Guide on our website.

In summary:

• The Erasmus Office will nominate you to your host university.
• You must find the application documents on the host university’s website.
• You must submit one copy of all completed documents to yourself and one copy to the Erasmus Office.
• All forms must include the full name, signature, and date of the relevant signatories.
• The Learning Agreement is prepared digitally.
• Application forms must be sent to the host university, and an Acceptance Letter must be requested and a copy submitted to the International Relations Office.
• After submitting documents to the Erasmus Office, the Office will prepare the passport and visa/grant letters.

Documents to be submitted to the Erasmus Office in addition to the documents required by your host university:

• Application form (host university’s application form)
• Learning Agreement (signed by 3 parties)
• Course Recognition Form
• Student Information Form
• Accommodation Application Form (if applicable)
• Halkbank EURO account details (if required)
• Travel Health Insurance (if required)

Note: Once all documents are ready, they must be delivered to our Office in a transparent file.

 

When You Arrive at Your Host University

The first thing you must do is have the arrival section of the Certificate of Attendance approved by the relevant unit at your host university and send it via email to intloffice@gantep.edu.tr.

All Erasmus students are required to take an Online Language Test (OLS) after arriving at their host university.

At the end of your Erasmus mobility, you must submit a printed copy of your OLS exam results to our Office.

If you need to make any course changes after arrival, you must do so within 5 weeks at the latest. First, you must obtain approval from your host university’s relevant Coordinator, and then from your Erasmus Department Coordinator at Gaziantep University (GAUN). After receiving approval from both coordinators, you must fill out and sign the add-drop section of your Learning Agreement, have it signed by the relevant department coordinator at your host university, and then send it through the system to your GAUN department coordinator.
It is the student’s responsibility to follow up on this process.

If any changes are made to the Learning Agreement, the Course Recognition Form must also be updated, and the original form must be submitted to the International Relations Office.

Students participating in the Erasmus+ Student Mobility for Studies in the Fall semester who wish to continue in the Spring semester must discuss the details with the International Relations Office, and the decision will be made within the framework of Erasmus rules.

Since the total number of ECTS credits that can be taken in one academic year is 60, the ECTS number in the Learning Agreement for each semester must be chosen carefully.
The Learning Agreement and Course Recognition Form must also be prepared for the Spring semester.

After Completing the Erasmus+ Student Mobility for Studies Program

Please review the following instructions to ensure all your documents are completed without any missing items.

All the documents listed below must be submitted to the Erasmus+ Office within 4 weeks after your return to Türkiye.

1. Transcript from your host university showing all the courses you took. The original must be submitted to our office, or your host institution must send it directly to intloffice@gantep.edu.tr You must also provide a copy of the transcript to your GAUN department coordinator.
2. Certificate of Attendance – When you arrive at your host university, you had the arrival date section signed; before leaving, you must also have the end date section signed and bring it with you.

If your host university provides a separate document showing your stay dates, this will also be accepted as a Certificate of Attendance. The original must be submitted to our office, or your host institution must send it to intloffice@gantep.edu.tr

1. Online Learning Agreement – If any course changes were made, a Course Recognition Form updated according to these changes must also be submitted.
2. Official document from e-Government (e-Devlet) showing your entry and exit dates from Türkiye, with a barcode.
3. OLS Exam Results.
4. Proof of Recognition / Equivalency Document – After your department coordinator approves your courses, a copy of the Department Board Decision must be sent to our office.
5. Student Activity Report – At the end of your Erasmus period, an online participant report will be sent to your email address. This must be completed online by the student.

After all required documents are completed and submitted, the remaining grant amount for successful students will be calculated based on the actual days stayed and then paid.

All approved documents must include:

• Signature,
• Name of the signatory,
• Date,
• Stamp/seal (if applicable).

All documents must be completed electronically (typed on a computer).

The above steps clearly outline what must be done for Erasmus+. Completing and following up on these procedures on time is the student’s responsibility.