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İzmir Ekonomi Üniversitesi

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    • Prospective Student | Student | Alumni
    Student Affairs Directorate

    REGULATION ON ERASMUS+ and OTHER INTERNATIONAL EXCHANGE PROGRAMS

    SECTION ONE

    Purpose, Scope, Basis, and Definitions

     

    Purpose

    ARTICLE 1 – (1) (Changed: SD 30/04/2025-553-B1) The purpose of this regulation is to set out the general rules and principles regarding the Erasmus+ program, exchange programs within the scope of general academic protocols signed with universities abroad, and student or staff mobility carried out within the scope of various international programs.

     

    Scope

    ARTICLE 2 - (1) (Changed: SD 30/04/2025-553-B1) The general rules and principles in this regulation include the process, and duties and authorities of respective units and people regarding the Erasmus+ program, exchange programs within the scope of general academic protocols signed with universities abroad, and student or staff mobility carried out within the scope of various international programs.

     

    Basis

    ARTICLE 3 -(1) (Changed: SD 30/04/2025-553-B1) 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), conditions specified in the general academic protocols signed with universities abroad and the agreements signed within the scope of various international exchange programs, Izmir University of Economics internal regulations and bylaws and relevant legislation.

     

    Definitions

    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) (Changed: SD 30/04/2025-553-B1) International Exchange Programs Department/Program Coordinator: International Exchange Programs Department/Program Coordinator assigned by respective faculty/school/vocational school/graduate school for associate, undergraduate, graduate programs of Izmir University of Economics,

    ç) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) (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) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60)  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) (Deleted: SD 30/04/2025-553-B1)

    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) (Changed: SD 30/04/2025-553-B1) Office of International Affairs Directorate (OIAD): Office of International Affairs Directorate of Izmir University of Economics,

    l) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) Handbook: Reference book published by the Turkish National Agency on fundamental principles of Erasmus+ Program Activities for the respective year,

    m) University/IUE: Izmir University of Economics,

    n) (Changed: SD 30/04/2025-553-B1)  Beneficiary: Natural person benefitting from any of the sub activities of Erasmus+ Program or other international exchange programs defined in this regulation,

    o) (Added: SD 30/04/2025-553-B1) Erasmus Agreement: Exchange agreement signed with higher education institutions in countries associated with the Erasmus program and third countries not associated with the program to carry out student or staff mobility,

    ö) (Added: SD 30/04/2025-553-B1) Erasmus Student Mobility: Erasmus+ study mobility, internship mobility, short-term PhD mobility, mixed mobility or mixed intensive programs,

    p) (Added: SD 30/04/2025-553-B1) The Vice Rector to whom the Office of International Relations Directorate is affiliated,

    r) (Added: SD 30/04/2025-553-B1) International Exchange Program Agreement: The agreement signed to participate in international exchange programs carried out in different countries.

     

    SECTION TWO

    Duties, Authorities and Responsibilities of Authorized Persons and Units (Title Changed SD 30/04/2025-553-B1)

     

    Duties of Institutional Coordinator (Title Added: SD 30/04/2025-553-B1)

    ARTICLE 5 - (1)(Changed: SD 30/04/2025-553-B1) (Changed: SD 10/11/2021-452- A/7-MH 29/11/2021-60) (Changed: SD 27/05/2019-364-B/2) Institutional Coordinator: Director of IUE OIAD acts as the Institutional Coordinator of Erasmus+ and other international exchange programs.

    (2)  (Added: SD 30/04/2025-553-B1) Institutional Coordinator coordinates everything related with Erasmus+ and other international exchange programs throughout the University, makes sure respective decisions are taken and carried out. Signs the admission letters and participation certificates of incoming exchange students, and the documents of IUE students and staff going abroad within the scope of exchange programs to be submitted to the contracted university and other official authorities.

     

    Duties of Department/Program Coordinator (Article Added: SD 30/04/2025-553-B1)

    ARTICLE 5/A- (1) Department/Program Coordinator: Department/division heads of associate/undergraduate/graduate programs of the University act as the International Exchange Programs coordinator. When necessary, with the approval of respective faculty/school/vocational school/graduate school, the International Exchange Programs coordinator may be assigned by Head of the Department/Division/Program.

    (2) ) International Exchange Programs department/program coordinator promotes Erasmus+ and other international exchange programs in respective departments and supports more students to participate in this program.

    (3) 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 contracted university, at IUE.

    (4) ) Counsels incoming students through Erasmus+ and other international exchange programs on course selections and other academic issues.

     

    Duties of International Exchange Programs Selection Commission (Article Added: SD 30/04/2025-553-B1)

    ARTICLE 5/B-(1) International Exchange Programs Selection Commission consists of Rector as the Chair, Vice Rector, and Institutional Coordinator.

    (2) 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.

     

    Duties of Office of International Affairs Directorate (OIAD) (Article Added: SD 30/04/2025-553-B1)

    ARTICLE 5/C- (1) Office of International Affairs Directorate (OIAD) works under the Rectorate.

    (2) Caries out administrative procedures for students selected to study or perform internship abroad as part of Erasmus and/or other international exchange programs, and for staff members participating in Erasmus+ teaching or learning mobility. OIAD is responsible for carrying out international exchange programs at the University.

    (3) Promotes Erasmus+ and other international exchange programs at the University and informs the prospective beneficiaries.

    (4) 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, general academic protocols, and international exchange program agreements; follows up on the approval and signing processes. 

    (5) 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.

    (6) 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.

     

    Duties of Vice Rector  (Article  added: SD 30/04/2025-553-B1)

    ARTICLE 5/Ç- (1) The Vice Rector signs the inter-institutional Erasmus agreement within the scope of Erasmus+.

    (2)  By taking part in the International Exchange Programs Selection Commission, he/she controls the selection of students or staff applying within the scope of Erasmus+ and other international exchange programs within the framework of the rules and the process of placement in the relevant institutions. Oversees the use of the budget allocated to the University by the Turkish National Agency for Erasmus+ mobility activities and the process of Erasmus+ grant distribution

     

    Duties of Rector (Article  added: SD 30/04/2025-553-B1)

    ARTICLE 5/D-(1) Rector chairs the International Exchange Programs Selection Commission.

    (2) 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.

     

    SECTION THREE

    Application Requirements and Assessments of Outgoing Students within the Scope of Erasmus+ and Other International Exchange Programs

     

    Application Requirements

    ARTICLE 6 - (1) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) Requirements for students who are going to apply for Erasmus+ learning or internship mobility are published in the Handbook of the relevant contract period by the Turkish National Agency. Applications are accepted by announcing the specified requirements in the mobility application guides announced by the IUE OIAD.

    a) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    b) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    c) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    ç) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (2) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (3) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (4) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) (Changed SD 27.05.2019 364-B/2) Students who have deferred their registration cannot perform their education mobility or compulsory internship during the period of deferred registration. Students can apply for education or internship mobility during the period when registration is deferred.

    (5) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) IUE 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 IUE 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 and exam scores exempted by the School of Foreign Languages 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) (Changed: SD 30/04/2025-553-B1) (Change SD 27.05.2019 364-B/2) Students, who transferred to IUE and therefore don’t have IUE PIE score or other exam scores that are equivalent and recognized by the Council of Higher Education, need to take IUE PIE exam in order to be able to apply for Erasmus+ and other international exchange programs.  Documents showing the passing grade of the English placement exam from the previous institution of study are accepted with the approval of the School of Foreign Languages.

    (8) (Changed: SD 30/04/2025-553-B1) Students, who wish to benefit from mobility activities carried out under general academic protocols, or various international programs, are subject to the application requirements specified in respective protocol or agreement.

    (9) (Changed: SD 30/04/2025-553-B1) The duration of a student's study, internship and blended mobility within the associate, bachelor's, master's or doctoral education levels cannot exceed 12 months for each education level. Even if no grant is awarded, the total duration of student mobility activities within the same study level should not exceed 12 months.

     

    Application Procedures

    ARTICLE 7 - (1) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (2) (Changed: SD 30/04/2025-553-B1) Announcements and application guide regarding Erasmus+ programs are posted on the OIAD web page and University home page. Applications are completed according to the application method specified in the announcement made by OIAD.

    (2/A) (Added: SD 30/04/2025-553-B1) Students, who will apply to the calls for applications opened within the Erasmus+ programs must be a full-time student enrolled in a higher education program at any of the associate, bachelor's, master's or doctoral formal education levels within IUE and defined in the Erasmus+ Handbook.

    (2/B) (Added: SD 30/04/2025-553-B1) Students studying in IUE School of Foreign Languages English Preparatory Program or in the first year of IUE undergraduate programs cannot benefit from study mobility. In order to benefit from Erasmus+ and other international exchange programs in the second year, students can make their applications in the first semester of their first year of study, after their grade point average (GPA) is established.

    (2/C) (Added: SD 30/04/2025-553-B1) Students studying in distance education programs cannot benefit from the activity.

    (3) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) (Change SD 27.05.2019 364-B/2) Students may apply for specific number of universities identified by the International Exchange Programs Selection Commission. It is the student's responsibility to determine the preferences by researching the course program of the relevant university, the structure and content of the courses, the medium of instruction, the ECTS credits of the courses or the credit system of the university and similar conditions.

    (4) (Changed 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.

    (4/A) (Added: SD 30/04/2025-553-B1) Program participation conditions and evaluation criteria of students who will participate in mobility within the scope of Erasmus+ program sub-activities such as blended mobility, short-term doctoral mobility, mixed intensive programs are determined according to the conditions published in the Handbook. For mixed intensive programs organized within the scope of a specific subject/specialty area, in addition to the conditions specified in the Handbook, the relevant academic unit may impose application requirements. If students participate in these sub-mobility activities during the fall or spring semester while classes are in session, leave of absence procedures are carried out by the relevant academic faculty/school/ graduate school.

    (5) (Changed: SD 30/04/2025-553-B1) Students, who wish to benefit from mobility activities carried out under general academic protocols, or various international programs, complete their applications according to the application method specified in the announcement made by OIAD in the relevant period.

     

    Assessment of Applications

    ARTICLE 8-(1) (Changed: SD 30/04/2025-553-B1)  (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) (Change SD 27.05.2019 364-B/2) Erasmus+ program applications are evaluated on the online application platform of the Turkish National Agency in line with the criteria determined for the relevant contract period and announced in the application announcement. Students are placed in their preferred universities by the online application platform according to their Erasmus score calculated by taking into account the evaluation criteria in the Handbook published in the relevant contract period. Results are announced on the online application platform of the Turkish National Agency, OIAD web page and the University’s homepage following the approval of International Exchange Programs Selection Commission.

    (2) (Added: SD 30/04/2025-553-B1)  Applications of students, who wish to benefit from mobility activities carried out under general academic protocols, or various international programs, are evaluated according to the criteria specified in the announcement made by OIAD in the relevant period.

     

    Academic Rules

    ARTICLE 9-(1) (Changed: SD 30/04/2025-553-B1) The courses that students who will participate in Erasmus+ and other international exchange programs will take at the contracted university abroad are shown in the Learning Agreement or similar forms, if any, and are decided and signed by the relevant International exchange programs department / program coordinator.

    (2) (Deleted: SD 30/04/2025-553-B1)

    (3) (Changed: SD 30/04/2025-553-B1) IUE courses that are equivalent to the courses to be taken as part of international exchange programs are listed in the “Academic Recognition Certificate”. The certificate is signed by head of department/program, international exchange programs department/program coordinator, and if applicable, by second foreign language coordinator and double major/minor program coordinator, and then digitally uploaded to OIAD Exchange Programs Automation with other required documents.

    (4) (Changed: SD 30/04/2025-553-B1) (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 contracted 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 contracted university abroad and total number of credits taken at IUE, can be no more than 10% the most.

    (4/A) (Changed: SD 30/04/2025-553-B1) (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 international exchange programs department/program coordinator at the contracted university.

    (5) (Changed: SD 30/04/2025-553-B1)  (Change SD 27.05.2019 364-B/2) Graduate students participating in Erasmus+ and other international exchange programs can go to a contracted 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 by the contracted university for these students when they enroll to courses under the name of “Master’s Thesis”, “Doctoral Thesis”, or “Thesis Studies” at a contracted university. “P-In Progress” grade is used for these courses taken at contracted university during the respective mobility semester. Graduate students who will carry out their thesis studies at the contracted university must obtain approval from an academic staff member at the contracted university that they will receive support for their thesis and submit this approval document to OIAD and the Graduate School before the mobility starts.

    (6) (Deleted SD 27.05.2019 364-B/2)

    (7) (Changed: SD 30/04/2025-553-B1) Changes to be made to the study agreement for various reasons must be made within 5 weeks at the latest following the start of the academic semester at the destination higher education institution and the agreement must be approved by the parties within 2 weeks at the latest after the change is requested. In the event of failing to get approval for course changes, recognition is not granted for new courses taken after the exchange program is completed.

    (8) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60)  (Change SD 27.05.2019 364-B/2) During academic recognition process, documents to be taken as basis are Learning Agreement, “Academic Recognition Certificate” prepared before and after the mobility and signed by the relevant international exchange programs department/program coordinator, and transcript from the university abroad. Respective academic units may demand additional documents if necessary.

    (9) (Changed: SD 30/04/2025-553-B1)  After the mobility period is over, the documents required for academic recognition are digitally uploaded to the OIAD Exchange Programs Automation by the student. OIAD 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.

    (9/A) (Added: SD 30/04/2025-553-B1) Recognition procedures for students participating in blended mobility, short-term doctoral mobility or mixed intensive programs, which are sub-activities of the Erasmus+ program, are evaluated by the relevant faculty / school / graduate school administrative board and carried out on the basis of mobility.

    (10) (Changed: SD 30/04/2025-553-B1)  Courses, which are taken and failed at a contracted 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) (Changed: SD 30/04/2025-553-B1) Transcripts for courses taken at contracted 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) (Changed: SD 30/04/2025-553-B1)  Grades of courses taken at contracted 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.

    (13/A) (Added: SD 30/04/2025-553-B1) Students, who wish to object to the grades of the courses taken at the contracted university within the scope of Erasmus+ study mobility must apply within 15 days after the grades are transferred to the IUE transcript. Grade appeal applications made outside this period are not accepted.

    (14) (Changed: SD 30/04/2025-553-B1) Courses taken at contracted universities abroad, original name of the course, its code and credit are issued on IUE transcript and displayed on Diploma Supplement.

    (15)  (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (16) (Changed: SD 30/04/2025-553-B1) (Change SD 27.05.2019 364-B/2)  In the event of equivalency of course(s) taken at contracted universities abroad being in the Double Major (DMP) or Minor Program (MP) at IUE, they are specified in the Academic Recognition Certificate. Both Erasmus coordinator of the respective international Exchange programs department/program and the DMP/MP department/program coordinator signs this certificate. 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) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (20) (Changed: SD 30/04/2025-553-B1) (Change SD 27.05.2019 364-B/2) In the event that the course (s) that the students enrolled in although included in their education agreements are not included in the transcripts sent by the contracted university for various reasons other than absenteeism, the grades of these courses are accepted as “FF” at IUE and are recorded in IUE transcripts as such. In case it is determined that the students enrolled in the courses at the contracted university but did not attend and/or did not participate in the exams, the grades of these courses are recorded as NA - Non-Attendance on the IUE transcript.

    (21) (Changed: SD 30/04/2025-553-B1) Courses, taken at contracted universities abroad, may be counted as off department/program/faculty electives if they do not have any equivalencies at IUE.

    (22) (Added SD10.11.2021 452- A/7- BTD 29.11.2021/60) Second Foreign Language Course Equivalences taken in Erasmus and other international exchange programs are made within the framework of “Second Foreign Languages Education and Evaluation Principles.”

     

    Application and Admission Procedures for Outgoing Students

    ARTICLE 10-(1) (Changed: SD 30/04/2025-553-B1) Once the student selection is completed; OIAD sends the information about selected students to the contracted university abroad.

    (2) (Changed: SD 30/04/2025-553-B1) (Add SD10.11.2021 452- A/7- BTD 29.11.2021/60) IUE informs its students about the application processes of contracted universities. IUE cannot be held responsible for the failure of the students to be accepted after their application.

    (3) (Changed: SD 30/04/2025-553-B1)  (Change of article number SD10.11.2021 452- A/7- BTD 29.11.2021/60) OIAD provides counseling to the student with preparation of documents. However, student is solely responsible for gathering the documents requested by the contracted university.

    (4) (Changed: SD 30/04/2025-553-B1) (Change of article number SD10.11.2021 452- A/7- BTD 29.11.2021/60) Student is also responsible for following up with travel arrangements, accommodation, and visa procedures. OIAD provides the student with documents to ease the procedures.

     

    Leave of Absence and Other Administrative Procedures

    ARTICLE 11-(1) (Changed: SD 30/04/2025-553-B1) Students, participating in mobilities within the scope of Erasmus+ and other international exchange programs 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) (Changed: SD 30/04/2025-553-B1) OIAD 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) (Changed: SD 30/04/2025-553-B1) Students participating in Erasmus+ and other international exchange programs in the semester they are selected can extend their mobility into the next semester and continue the exchange program. In order to extend the period, the mobility period should not exceed 12 months in the relevant education level, it must be approved by the relevant faculty / school / graduate school and the end dates of the relevant contract period must be taken into consideration. Students, who wish to do this, need to submit their demand to both IUE and to the contracted university within one month the latest before their current mobility period ends. If both universities accept, the student can only extend the mobility activity to the following semester.

    (4) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) Students, who are selected under a grant agreement but do not carry out their activities within that agreement, cannot be included in the next grant agreement on the grounds of "vested right".

    (5) (Changed: SD 30/04/2025-553-B1) Students going abroad with Erasmus+ or other international exchange programs 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) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (7) (Deleted SD10.11.2021 452- A/7- BTD 29.11.2021/60)

    (8) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60)  If the students return before the completion of the minimum period, except for force majeure, after the start of the learning or internship mobility, the activity is deemed invalid, and the grant is not paid. Before it can be considered a case of force majeure, OIAD gets approval by contacting the Turkish National Agency and relevant authorities.

     

    Length of Agreement and Payment of Grants

    ARTICLE 12-(1) (Changed: SD 30/04/2025-553-B1) Grant agreement is signed between IUE and all students participating in blended mobility, short-term doctoral mobility or mixed intensive programs, which are sub-activities of the Erasmus+ program, within the scope of Erasmus+ Program before students go abroad after completion of registration and visa procedures.

    (2) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) Students need to submit all required documents to OIAD in order to be able to sign the grant agreement.

    (3) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) Under the conditions specified in the signed grant agreement, 70% of the grant envisaged to be received by the student is transferred as the first installment to the Euro account they will give to OIAD. Following the completion of the mobility and the submission of the student's documents to OIAD, the total grant calculations are made according to the final duration and success status by comparing the dates specified in the certificate of attendance and the signed grant agreement. According to the final calculations, if there is any amount to be refunded, the student is requested to pay it back.

    (4) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) 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 contract period. Payment of grants is finalized after the Financial Affairs Directorate is informed in writing.

    (4/A) (Added: SD 30/04/2025-553-B1) It is also possible for students to benefit from Erasmus+ learning or internship mobility without a grant. Students benefiting from the program without a grant have the same rights and obligations as students benefiting from the program with a grant.

    (5) (Changed: SD 30/04/2025-553-B1) Students who have applied and selected to benefit from the program without a grant are obliged to declare that they will participate in the program without a grant and sign a grant agreement on the dates announced by OIAD.

    (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) (Changed: SD 30/04/2025-553-B1) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) (Changed SD 27.05.2019 364-B/2) Students, who fail 2/3 of the total credits of courses they took at contracted university abroad, are not paid the remaining amount of the grant. 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) (Deleted: SD 30/04/2025-553-B1)

    (9/A) (Added: SD 30/04/2025-553-B1) Following the grant calculation procedures of the students benefiting from Erasmus+ student mobility, grant transfer is made to the students who benefit from the program without a grant as a result of the grant increase or the allocation of additional grants to IUE by the Turkish National Agency. In order to determine the student who will receive a grant transfer, priority is given to the student who is studying in the same faculty/school/graduate school and has the highest Erasmus grade. In case there is no student in the same faculty/school/ graduate school, the student with the highest Erasmus grade among the beneficiaries according to the mobility type applied for in the relevant contract period, regardless of the academic unit distinction, is given priority.

    (9/B) (Added: SD 30/04/2025-553-B1) All selected candidate beneficiaries, both full and substitute, retain their candidate status until the annual grant support provided by the National Agency is finalized and the contract is signed. Only then will it be announced which of the candidate beneficiaries will finally be able to participate in the mobility.

    (9/C) (Added: SD 30/04/2025-553-B1) Students who are eligible to participate in Erasmus+ learning mobility, internship mobility, or blended mobility, short-term doctoral mobility or mixed intensive programs, which are sub-activities of the Erasmus+ program, but who wish to waive these rights, must submit their waiver requests with a petition between the dates announced in the application result announcement. If students who waive their right to benefit from Erasmus+ student mobility with or without grant do not submit a waiver petition by the announced date, points will be deducted according to the criteria specified in the Handbook in their Erasmus+ mobility applications in the following periods.

    (10) (Changed: SD 30/04/2025-553-B1) 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 or international exchange agreement signed with the contracted university.

     

    SECTION FOUR

    Procedures Regarding Incoming Students within the Scope of Erasmus+ and Other International Exchange Programs

     

    Application/Registration and Other Administrative Procedures

    ARTICLE 13-(1) (Changed: SD 30/04/2025-553-B1) Students, who are selected to study at IUE by the contracted 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) (Changed: SD 30/04/2025-553-B1)  For students who complete the application form and upload their documents completely to the OIAD Exchange Programs Automation, an acceptance letter is prepared by OIAD and sent to the contracted university/incoming student.

    (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) (Changed: SD 30/04/2025-553-B1) OIAD is responsible for informing and counseling incoming students within the Scope of Erasmus+ and other international exchange programs about academic and administrative procedures. At the beginning of each semester, OIAD organizes an orientation program for students and informs them about administrative and academic processes.

    (5) (Changed: SD 30/04/2025-553-B1) Incoming students select the courses they will take during the mobility from the ECTS Catalogue available at IUE webpage, and prepare the learning agreement based on that. The student's course registration is made according to the learning agreement signed by both the department/program coordinator at the contracted university and the department/program coordinator of international exchange programs 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) (Changed: SD 30/04/2025-553-B1) International exchange programs department/program coordinators help incoming students through Erasmus+ and other international exchange programs with course selections, and sign their learning agreement.

    (8) (Deleted: SK 30/04/2025-553-B1)

    (9) (Changed: SD 30/04/2025-553-B1) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) (Changed 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.Records of these students on IUE student information system is deleted and their transcripts are sent to the contracted university by OIAD within 4 weeks.

     

    SECTION FIVE

    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) (Changed: SD 30/04/2025-553-B1) Students are responsible for finding and getting in touch with the enterprise or organization they will perform internship at within the scope of Erasmus+ program.

    (3) (Deleted: SD 30/04/2025-553-B1)

    (4) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) Senior students can apply for Erasmus+ Internship Mobility. The internship activity must be completed within the time specified in the Handbook for the respective contract period, starting from the date of graduation.

    (5) (Changed: SD 30/04/2025-553-B1) Students need to get approval of the internship committee of the respective department/program about the enterprise or 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) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60) Applications are made by considering the criteria announced before the application process and determined for the respective contract period.

    (7) (Changed: SD 30/04/2025-553-B1) Grants distribution for Erasmus+ Internship Mobility applications is determined and announced by International Exchange Programs Selection Commission in application announcement.

    (8) (Changed: SD 30/04/2025-553-B1) (Change SD10.11.2021 452- A/7- BTD 29.11.2021/60)  If the students return before the completion of the minimum period, except for force majeure, after the start of the learning mobility, the activity is deemed invalid, and the grant is not paid. Before it can be considered a case of force majeure, OIAD contacts and gets the approval of Turkish National Agency.

    (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) (Changed: SD 30/04/2025-553-B1) Students, who complete their internship and return, need to submit the required documents to OIAD within one month the latest following the completion date of their internship.

    (11) (Changed: SD 30/04/2025-553-B1) 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) (Changed: SD 30/04/2025-553-B1) (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.

     

    SECTION SIX

    Erasmus+ Staff Mobility Procedures

     

    Erasmus+ teaching  and training mobility

    ARTICLE 15-(1) (Changed: SD 30/04/2025-553-B1) Full time academic or administrative staff at IUE can benefit from Erasmus+ teaching and training mobility.

    (2) (Changed: SD 30/04/2025-553-B1) Full-time academic staff is given priority in terms of availability and grants in the event of any part-time or 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) (Changed: SD 30/04/2025-553-B1) Erasmus+ staff training mobility can be carried out in a higher education institution in EU member countries or in an enterprise related to the applicant's field of work.

    (5) (Changed: SD 30/04/2025-553-B1) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) (Changed SD 27.05.2019 364-B/2) Erasmus+ program teaching and training mobility applications are received through the online application platform of the Turkish National Agency within the framework of the quota and grant distribution determined by the International Exchange Programs Selection Commission in line with the criteria determined for the relevant contract period and announced in the application announcement. Applications are assessed by taking the “assessment criteria” determined by the Senate, into consideration, and qualifying staff is then announced.

    (6) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) Beneficiaries need to complete the minimum mobility period specified for the respective contract period.

    (7) (Changed: SD 30/04/2025-553-B1) 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 OIAD. 

    (8) (Changed SD10.11.2021 452- A/7- BTD 29.11.2021/60) Grants are paid in the method specified and announced for the respective contract period.

    (9) (Changed 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.

     

    Amendments (Title Added: SD 30/04/2025-553-B1)

    ARTICLE 15/A- (1) (Changed: SD 30/04/2025-553-B1) (Add SD10.11.2021 452- A/7- BTD 29.11.2021/60) This regulation can be changed with the decision of the Izmir University of Economics Senate.

     

    SECTION SEVEN

    Enforcement and Effectiveness

     

    Enforcement

    ARTICLE 16- (1) The Rector of Izmir University of Economics enforces the provisions of this regulation.

     

    Effectiveness

    ARTICLE 17-(1) This Regulation takes effect on the date it is approved by the Board of Trustees.

     

    Non Provisional Circumstances (Article Added: SD 30/04/2025-553-B1)

    ARTICLE 18- (1) “Izmir University of Economics Regulation for Associate and Undergraduate Degree Education and Examinations”, “Izmir University of Economics Regulation Graduate Degree Education Bylaw”, and provisions of the “Erasmus+ Key Action 1: Mobility of Individuals for Learning, Student and Staff Mobility in Higher Education between Program Countries” prepared by the European Union Education and Youth Programs Center for each academic year and the Erasmus+ Program Guide published by the European Commission and the protocols signed with other contracted institutions shall be taken into account should non provisional cases occur in this regulation.

     

    This directive entered into force with the Senate decision numbered A/4 dated 29.11.2017 and the Board of Trustees decision numbered 37 dated 05.12.2017.