REGULATION ON ERASMUS+ and OTHER INTERNATIONAL EXCHANGE PROGRAMS
Purpose, Scope, Basis, and Definitions
ARTICLE 1 – (1) The purpose of this regulation is to set out the general rules and principles regarding the student/staff exchange as part of the Erasmus+ program and general academic protocols signed with universities abroad.
ARTICLE 2 - (1) The general rules and principles in this regulation include the process, and duties and authorities of respective units and people regarding the student/staff exchange as part of the Erasmus+ program and general academic protocols signed with universities abroad.
ARTICLE 3 -(1) This regulation has been prepared in accordance with the principles specified by European Commission in Erasmus Charter for Higher Education, requirements specified in Erasmus+ Handbook published by Center for European Union Education and Youth Programs (Turkish National Agency), articles specified in Regulation for Associate and Undergraduate Degree Education and Examinations, and Graduate Degree Education Bylaw of Izmir University of Economics, and respective regulations of Council of Higher Education.
ARTICLE 4 - (1) The references in this regulation are as follows;
a) Academic Unit: Faculties, schools, or vocational schools affiliated to Izmir University of Economics,
b) ECTS: European Credit Transfer System,
c) Erasmus+ Department/Program Coordinator: Erasmus+ Department/Program Coordinator assigned by respective faculty/school/vocational school/graduate school for associate, undergraduate, graduate programs of Izmir University of Economics,
ç) (Change SD 27.05.2019 364-B/2) International Exchange Programs Selection Commission: A commission, consisting of Rector, Vice Rector, and Erasmus+ Institutional Coordinator, responsible for selecting prospective beneficiaries of Erasmus+ and other international exchange programs,
d) General Academic Protocol: Bilateral academic agreement signed with universities abroad (other universities not included in Erasmus+ program),
e)Respective Faculty/School/Vocational School/Graduate School Administrative Board: Faculty/school/vocational school/graduate school administrative boards affiliated to Izmir University of Economics,
f) PIE: Proficiency in English Exam,
g) Student Affairs Directorate: Student Affairs Directorate of Izmir University of Economics,
ğ) Institutional Coordinator: Coordinator in charge of Erasmus+ and other international exchange programs at Izmir University of Economics,
h) Inter-Institutional Agreement: Agreement signed between two or more higher education institutions that are holders of the Erasmus Charter for Higher Education facilitating exchange activities within Erasmus+ Program,
ı) Rector: The Rector of Izmir University of Economics,
i) Senate: The Senate of Izmir University of Economics,
j) Turkish National Agency: Center for European Union Education and Youth Programs,
k) Office of International Affairs (OIA): Office of International Affairs of Izmir University of Economics,
l) Handbook: Reference book published by National Agency on fundamental principles of Erasmus+ Program Activities for the respective year,
m) University/IUE: Izmir University of Economics,
n) Beneficiary: Natural person benefitting from any of the sub activities of Erasmus+ Program.
Authorized Persons and Units
Authorized Persons and Units
ARTICLE 5 - (1) Authorized persons and units, and their duties are as follows:
a.(Change SD 27.05.2019 364-B/2) Institutional Coordinator: Director of OIA acts as the Institutional Coordinator of Erasmus+ and other international exchange programs. Coordinates everything related with Erasmus+ and other international exchange programs throughout the University, makes sure respective decisions are taken and carried out. Signs the inter-institutional agreements, educational agreements, grant agreements between the University and students/staff, and admission letters and participation certificates of incoming exchange students.
b. Erasmus+ Department/Program Coordinator: Department heads of associate/undergraduate/graduate programs of the University act as the Erasmus+ department/program coordinator. When necessary, with the approval of respective faculty/school/vocational school/graduate school, Erasmus+ department/program coordinator may be assigned by Head of the Department/Program. Erasmus+ department/program coordinator promotes Erasmus+ and other international exchange programs in respective departments and supports more students to participate in this program. Counsels students, who want to participate in Erasmus+ and other international exchange programs, on university and course selections. Carries out the necessary procedures to identify the equivalencies of courses taken by students during mobility whose exchange programs end. Signs the educational agreement that shows the courses taken during mobility, and the table that shows the equivalencies of courses taken at Partner University at IUE. Counsels incoming students through Erasmus+ and other international exchange programs on course selections and other academic issues.
c.(Change SD 27.05.2019 364-B/2) International Exchange Programs Selection Commission consists of Rector, Vice Rector, and Erasmus+ Institutional Coordinator, and is chaired by the Rector. The Commission is responsible for selecting and placement of students/staff who applied for Erasmus+ and other international exchange programs within the scope of specified terms. Makes decisions regarding the use of budget allocated by Turkish National Agency to the University for Erasmus+ mobility activities, and on distribution of Erasmus+ grants. Signs the minutes on decisions taken.
d.(Change SD 27.05.2019 364-B/2) Office of International Affairs (OIA) reports to the Rectorate. Caries out administrative procedures for students selected to study/perform internship abroad as part of Erasmus and/or other international exchange programs, and academic/administrative staff participating in Erasmus+ teaching/learning mobility. OIA is responsible for carrying out international exchange programs at the University. Promotes Erasmus+ and other international exchange programs at the University and informs the prospective beneficiaries. Corresponds with universities abroad, which are recommended by the academic units for possible collaborations, or with universities already collaborated with. When necessary, updates the Erasmus+ agreements, and general academic protocols, follows up on the approval and signing processes. Applies to Turkish National Agency for grant for “Learning Mobility of Individuals’”, a sub category of Erasmus+ program. Implements the decisions taken by International Exchange Programs Selection Commission regarding carrying out the program and use of the budget. Corresponds with Turkish National Agency. Prepares the interim/final reports demanded by European Commission and Turkish National Agency during and at the end of the contract for the respective project period.
e. (Change SD 27.05.2019 364-B/2) Rector chairs the International Exchange Programs Selection Commission. Signs the forms regarding grant applications to Turkish National Agency, reports, and general academic protocols. As one of the legal representatives of the institution, signs the Erasmus+ grant agreements with Turkish National Agency with the President of the Board of Trustees.
Application Requirements and Assessments of Outgoing Students within the Scope of Erasmus+ and Other International Exchange Programs
ARTICLE 6 (1) Requirements for students who are going to apply for Erasmus+ learning/internship mobility are stated below.
a) Attending associate or undergraduate programs for at least one year, and graduate program for at least a semester,
b) Getting a cumulative GPA of at least 2.20/4.00 in associate or undergraduate programs and 2.50/4.00 in graduate programs,
c) Getting at least 30 ECTS credit load for learning mobility,
ç) Meeting other application requirements (if any) of the program already registered or to be applied to,
(2) In case of additional application requirements specified in the Handbook published by the Turkish National Agency for the respective academic year for those who are applying for Erasmus+ program, these additional requirements will also be taken into consideration in the assessment.
(3) Students, who are applying for Erasmus+ Internship Mobility, are not required to attend associate or undergraduate programs for at least one year. They can apply for the program with the GPA they obtained at the end of the first semester of first year.
(4) (Change SD 27.05.2019 364-B/2) Students attending English Preparatory or Scientific Preparatory Program, and students, who did not renew registration for the respective semester and became passive, cannot apply for Erasmus+ and other international exchange programs.
(5) Students, who are applying for Erasmus+ and other international exchange programs, need to submit a certificate stating proficiency in English that is accepted by IUE. Students, who took IUE PIE exam before starting their first year, may submit this score for application. School of Foreign Languages administers PIE exam twice a year for those who want to improve their PIE score. Students may use the latest PIE score when applying. Other than IUE PIE exam score, other exam scores that are equivalent and recognized by the Council of Higher Education are also accepted.
(6) Double major students may apply for international exchange programs for one of the majors during an application period. Their application will be assessed based on the academic program they applied for.
(7) (Change SD 27.05.2019 364-B/2) Students, who transferred to IUE and therefore don’t have PIE score or other exam scores that are equivalent and recognized by the Council of Higher Education, need to take PIE exam in order to be able to apply for Erasmus+ and other international exchange programs.
(8) Students, who want to apply for international exchange programs within general academic protocols, are subject to the application requirements specified in respective protocols.
(9) Total length of student mobility at each level (associate, undergraduate, or graduate), and at Lifelong Learning Program and student mobility at Erasmus+ (including learning and internship) should not exceed 12 months.
ARTICLE 7 (1) Applications of students, who want to benefit from Erasmus+ program, are taken at IUE Student Information System after OIA makes the call. If necessary, OIA may demand additional documents.
(2) Announcements and application guide regarding Erasmus+ programs are posted on the OIA web page and University home page.
(3) (Change SD 27.05.2019 364-B/2) Students may apply for specific number of universities identified by the International Exchange Programs Selection Commission. Erasmus+ department/program coordinator takes course schedule, course structure and content, medium of instruction, ECTS credit of courses, or credit system, etc. of the respective university into consideration when identifying the list of universities.
(4) (Change SD 27.05.2019 364-B/2) Upon the completion of Erasmus+ program applications and placement, in case of quota or additional grant being available, International Exchange Programs Selection Commission may call for new applications, and identify an assessment calendar.
(5) Students, who want to apply for international exchange programs within general academic protocols, need to fill out application forms and submit the documents as directed in the announcement made by OIA for the respective semester.
Assessment of Applications
ARTICLE 8-(1) (Change SD 27.05.2019 364-B/2) Applications for Erasmus+ and other international exchange programs are assessed by taking criteria, which is identified for respective academic year and announced before the application process, into consideration. OIA makes the placements by taking the total score of students based on the application criteria, universities they prefer, exchange quotas of respective universities, and the amount of grant allocated for the University, into consideration in accordance with the principles set out by International Exchange Programs Selection Commission. Results are announced at OIA web page following the approval of International Exchange Programs Selection Commission.
ARTICLE 9-(1) Courses to be taken at partner universities abroad by students, who are participating at Erasmus+ and other international exchange programs, are decided by the respective department/program coordinator.
(2) The syllabus agreed upon, is indicated on Learning Agreement or similar forms, if any, and is signed by the respective department/program coordinator.
(3) IUE courses that are equivalent to the courses to be taken as part of international exchange programs are listed in the “Course Equivalency Table”. The form is signed by head of department/program, department/program coordinator, and if applicable, by second foreign language coordinator and double major/minor program coordinator, and then taken to OIA with other required documents before the mobility begins.
(4) (Change SD 27.05.2019 364-B/2) Students participating in Erasmus+ and other international exchange programs are required to take at least 30 ECTS credits per semester. Based on the academic program of the partner university abroad, total number of ECTS credits per semester can be 33 the most, and 27 the least. The difference, between total number of credits taken at partner university abroad and total number of credits taken at IUE, can be no more than 10% the most.
(5A) (Added SD 27.05.2019 364-B/2) In the event of ECTS not being applied at universities within the international exchange programs, students can enroll to number of local credits deemed suitable by the respective IUE department coordinator at the partner university.
(5) (Change SD 27.05.2019 364-B/2) Graduate students participating in Erasmus+ and other international exchange programs can go to a partner university upon the recommendation of their Thesis Advisor, consent of the Office of the Head of Division, and the approval of the Graduate School Administrative Board. No grade transfer is made for these students when they enroll to courses under the name of “Master’s Thesis”, “Doctoral Thesis”, or “Thesis Studies” at a partner university. “P-In Progress” grade is used for these courses taken at partner university during the respective mobility semester.
(6) (Deleted SD 27.05.2019 364-B/2)
(7) Before completing the respective semester at the partner university, the student needs to inform the department/program coordinator about all changes made to the course schedule and get approval, then fill out course change forms, and get them signed. In the event of failing to get approval for course changes, recognition of new courses is not guaranteed after returning from abroad.
(8) (Change SD 27.05.2019 364-B/2) During academic recognition process, documents to be taken as basis are Learning Agreement, if any, course equivalency table, and transcript from the university abroad. Respective academic units may demand additional documents if necessary.
(9) After the mobility period is over, the student needs to submit the documents required for academic recognition to OIA and follow up the process. OIA then sends the documents to the Student Affairs Directorate for grade conversion. Finally, with the decision of Faculty/School/Vocational School/Graduate School Administrative Board, academic recognition process is completed.
(10) Courses, which are taken and failed at a partner university, need to be repeated at IUE until each course is passed successfully. Courses taken and failed at universities abroad need to be taken at IUE again given that their content are the same. In the event of lack of an equivalent course or lack of an exactly same content of a failed course at IUE, a new course to be identified by respective Department/Program should be taken.
(11) Transcripts for courses taken at universities within Erasmus+ and other international exchange programs are accepted no later than the beginning of the courses in the following semester until the end of the fifth week.
(12) In the event of transcripts from universities abroad not being submitted until the end of the fifth week, Grade Point Average (GPA) for the previous semester will be taken into consideration for these students in the following course registration.
(13) Grades of courses taken at partner universities abroad are converted into grading system IUE uses, and displayed in their transcripts. These grades are included in the grade point average (GPA) of the student.
(14) Courses taken at partner universities abroad, original name of the course, its code and credit are issued on IUE transcript and displayed on Diploma Supplement.
(15) Courses, which receive grade of ‘Y-Attended’ at partner universities abroad, are given grade of ‘S-Satisfactory’ at IUE as an equivalent success grade.
(16) (Change SD 27.05.2019 364-B/2) In the event of equivalency of course(s) taken at partner universities abroad being in the Double Major (DMP) or Minor Program (MP) at IUE, they are specified in the course equivalency table. Both Erasmus coordinator of the respective department/program and the DMP/MP department/program coordinator signs this course equivalency table. These courses are indicated in DMP/MP transcript. Others are indicated in Major Program transcript.
(17) (Deleted SD 27.05.2019 364-B/2)
(18) In the event of more than one module courses that are taken by students studying abroad, being considered equivalent to a single course at IUE, the accumulative grade point average is taken into account.
(19) Grade of “Pass” issued in transcripts of some of the universities abroad is issued as “CC” at IUE, and grade of “Fail” is issued as “FF” as an equivalent grade.
(20) (Change SD 27.05.2019 364-B/2) If, the students drop the courses indicated in their learning agreement without getting the approval of their Erasmus+ department/program coordinator, and if these courses are indicated in the transcript given by the partner university, the grades of these courses will be assessed as “FF” and issued like that in the transcript at IUE. In this application, for students who have more courses in their transcript and learning agreement, the number of courses that will be taken into consideration is decided according to the cumulative grade point average of students in the respective semester.
(21) Courses, taken at universities abroad, may be counted as off department/program/faculty electives if they do not have any equivalencies at IUE.
Application and Admission Procedures for Outgoing Students
ARTICLE 10-(1) Once the student selection is completed; OIA sends the information about selected students to the partner university abroad.
(2) OIA provides counseling to the student with preparation of documents. However, student is solely responsible for gathering the documents requested by the partner university.
(3) Student is also responsible for following up with travel arrangements and visa procedures. OIA provides the student with documents to ease the procedures.
Leave of Absence and Other Administrative Procedures
ARTICLE 11-(1) Students are regarded as “on leave of absence” in the period they go abroad with Erasmus+ program and it is counted in the legal education period at Izmir University of Economics.
(2) OIA informs the academic units about the list of students selected for Erasmus+ and other international exchange programs so that they can be regarded as “on leave of absence for the respective semester. Finally, with the decision of Faculty/School/Vocational School/Graduate School Administrative Board, students’ leave procedure is completed.
(3) Students participating in Erasmus+ and other international exchange programs in fall semester can extend their mobility into spring semester and continue the exchange program. Students, who wish to do this, need to submit their demand to both IUE and to the partner university within one month the latest before their current mobility period ends.
(4) Students participating in Erasmus+ and other international exchange programs in spring semester cannot extend their length of mobility.
(5) Students going abroad with Erasmus+ program need to pay their tuition fees for the respective semester to IUE by the deadline of payment indicated on the academic calendar. They do not need to make a separate payment to the partner university abroad. However, they are responsible for all costs such as accommodation, transportation, personal expenses, dining, health insurance, etc.
(6) Students, residing at the dormitory, submit a petition to the dormitory administration to reserve their rights.
(7) Students, who receive monthly scholarship payment, continue to receive their payment throughout the exchange period. These students, if they wish, submit a petition to the Rectorate to receive their scholarship payment up front for the period of exchange.
(8) Students cannot withdraw from the program without providing a case of “force majeure” once the mobility starts. Before it can be considered a case of force majeure, OIA contacts and gets the approval of Turkish National Agency. In the event that Turkish National Agency declines the force majeure, student needs to continue with the mobility.
Length of Agreement and Payment of Grants
ARTICLE 12-(1) Grant agreement is signed between IUE and all students placed into a university with or without a grant within the scope of Erasmus+ Program before students go abroad.
(2) Students need to submit a copy of their travel visas and other required documents to OIA in order to be able to sign the grant agreement.
(3) First payment of the grant is paid to the student under the terms of the grant agreement. After the mobility is completed, the remaining amount of the grant is paid to the student once the student submits the documents to OIA.
(4) OIA decides about the grants to be paid to the beneficiaries based on the calculation and distribution principles specified in the Erasmus+ Handbook published for the respective academic year. Payment of grants is finalized after the Financial Affairs Directorate is informed in writing.
(5) Students participating in the program without grants are not paid any grants.
(6) In the event of students ending Erasmus+ activities and coming back without providing a case of “force majeure” before completing the maximum length of the program, the mobility is deemed invalid and grant is not paid. Students will be asked for refund of the grants paid.
(7) (Change SD 27.05.2019 364-B/2) Students, who fail 2/3 of the total credits of courses they took at partner university abroad, are not paid the remaining amount of the grant. After the Mobility is completed, based on the dates specified on the participation certificate submitted to the Office of International Affairs, and the status of performance, the remaining grant is paid. Students may be asked for refund based on the final calculations if they have to.
(8) Legal action will be taken against the beneficiaries who received the first payment of the grant but bailed out of the mobility or failed to refund the accrued grant to IUE, pursuant to the terms of the grant agreement they signed and other respective legislation.
(9) Students can participate in Erasmus+ learning mobility without receiving any grants. Such students have the same rights and obligations as the students receiving grants.
(10) Students participating in international exchange programs other than Erasmus+ are not paid any grants. Financial support and financial terms these students are subject to are specified in the general academic protocol signed with the partner university.
Procedures Regarding Incoming Students within the Scope of Erasmus+ and Other International Exchange Programs
Application/Registration and Other Administrative Procedures
ARTICLE 13-(1) Students, who are selected to study at IUE by the partner university within the scope of Erasmus+ and other international exchange programs, need to apply online before the deadline after a careful review of the application guidebook sent to them, and prepare the required documents.
(2) OIA prepares and sends an acceptance letter to the partner university/incoming student once the application form is filled out correctly and documents are uploaded completely to the system.
(3) Student Affairs Directorate is responsible for completing the final registration procedures, preparing the student ID card, initiating the process for issuing an e-mail address and password for course enrolments.
(4) OIA is responsible for informing and counseling incoming students within the Scope of Erasmus+ and other international exchange programs about academic and administrative procedures.
(5) Incoming students select the courses they will take during the mobility from the ECTS Catalogue available at IUE webpage, and fill out the learning agreement based on that. Student Affairs Directorate officiates the course enrolments after the learning agreement is signed by both the department/program coordinator at partner university and the department/program coordinator at IUE.
(6) In the event of courses, selected by incoming students, not being offered or conflicting with the weekly course schedule, students can make course changes with the approval of the department/program coordinator.
(7) Erasmus+ department/program coordinators help incoming students through Erasmus+ and other international exchange programs with course selections, and sign their learning agreement.
(8) OIA holds an orientation program at the beginning of each semester to inform incoming students about academic and administrative procedures.
(9) (Change SD 27.05.2019 364-B/2) Students, who complete the exchange program at IUE, need to go through clearance procedures with units such as library, dormitory, IT, etc. and return their student ID card to OIA before they leave the country. Records of these students on IUE student information system is deleted and their transcripts are sent to the partner university by OIA within 4 weeks.
Erasmus+ Internship Mobility Procedures
Application, Recognition, and Other Administrative Procedures
ARTICLE 14-(1) Students, who want to benefit from Erasmus+ Internship Mobility, need to meet the requirements stated in Article 6 of this regulation.
(2) Students are responsible for finding and getting in touch with the enterprise/organization they will perform internship at within the scope of Erasmus+ program.
(3) Students cannot apply for Erasmus+ Internship Mobility unless they get a signed letter from the enterprise/organization they will perform internship at stating they will be performing internship there for at least 2 months.
(4) Senior students can apply for Erasmus+ Internship Mobility, however, the internship mobility needs to be completed within 12 months following the date of graduation.
(5) Students need to get approval of the internship committee of the respective department/program about the enterprise/organization they will perform internship at, topic and scope of the internship, etc., before they apply. Applications not approved by the internship committee are not accepted.
(6) Applications are made by taking the criteria, which is announced before the applications specifically for that year, into consideration.
(7) Grants distribution for Erasmus+ Internship Mobility applications is determined and announced by Erasmus+ Selection Commission in application announcement.
(8) Students cannot withdraw from the Erasmus+ Internship Mobility program without providing a case of “force majeure”. Before it can be considered a case of force majeure, OIA contacts and gets the approval of Turkish National Agency. In the event that Turkish National Agency declines the force majeure, student needs to continue with the mobility. In the event of students, ending internship mobility before 2 months is completed, the mobility is deemed invalid and grant is not paid. Students will be asked for refund of the grants paid, if any.
(9) Provisions regarding the length of agreement and payment of grants for students who are participating in Erasmus+ Internship Mobility are stated in Article 12 of this regulation.
(10) Students, who complete their internship and return, need to submit the required documents to OIA within one month the latest following the completion date of their internship.
(11) Students, who participated in Erasmus+ Internship Mobility, can ask for this internship to be counted for the internship required in their academic program. Students are responsible for following up with this procedure.
(12) (Change SD 27.05.2019 364-B/2) 1 ECTS credit is given to each week throughout the internship so that the internship activities of students, who participated in Erasmus+ Internship Mobility, can be recognized academically. Credits are displayed in the transcript and diploma supplement of the student.
Erasmus+ Staff Mobility Procedures
Erasmus+ Teaching / Training Mobility
ARTICLE 15-(1) Full time academic/administrative staff at IUE can benefit from Erasmus+ Teaching / Training Mobility.
(2) Full-time academic staff is given priority in terms of availability and grants in the event of any part-time/hourly staff applying for the program. Applications of part-time/hourly staff are taken into consideration if the grant is enough to cover them.
(3) In order for Erasmus+ teaching mobility to occur, IUE and a higher education institution abroad has to have Erasmus+ agreement between them.
(4) If the Erasmus+ staff training mobility will take place at a higher education institution, IUE and the higher education institution abroad has to have Erasmus+ agreement between them. Erasmus+ agreement is not necessary if staff training mobility will take place at an enterprise.
(5) (Change SD 27.05.2019 364-B/2) Applications are made to OIA by taking the criteria, which is announced before the applications specifically for that year, into consideration and within the framework of quota and grants distribution determined by International Exchange Programs Selection Commission. Applications are assessed by taking the “assessment criteria” determined by the Senate, into consideration, and qualifying staff is then announced.
(6) Beneficiaries need to complete the minimum mobility period specified for the respective academic year.
(7) A grant agreement is signed with the staff before the mobility begins. The agreement calls for payment of grant taking place after the staff submits the required documents to OIA.
(8) Grants are paid in the method specified and announced for that year.
(9) (Change SD 27.05.2019 364-B/2) International Exchange Programs Selection Commission is authorized to make a decision to shorten the length of grant payment in order to allow more staff to benefit from the mobility.
Enforcement and Effectiveness
ARTICLE 16- (1) The Rector of Izmir University of Economics enforces the provisions of this regulation.
ARTICLE 17-(1) This Regulation takes effect on the date it is approved by the Board of Trustees.
This regulation takes effect upon the decision Senate dated 29.11.2017 and numbered 327 A/4, Board of Trustees dated 05.12.2017 and numbered 37.