Outgoing Students

Outgoing Students

Application and Selection Process

Who can apply?

GTU Erasmus Office, annually declares quotas in March and receives application for student selection for the fall and spring semesters of the next academic year. Undergraduate and graduate students of our departments which have Erasmus + agreements could apply. Students studying in the first year of undergraduate programs could apply to the Erasmus + program but could not make mobility. In addition, while applying for the program, 4th grade undergraduate students preparing for the finishing project and graduate students in the thesis submission phase must consult their academic advisors in order to prevent a semester loss.

Students who want to take advantage of the Erasmus + program must have a grade point average of at least 2.20/4 for undergraduate students; and at least 2.5/4 for graduate students.

Application Documents

The following documents must be submitted to the Erasmus Office, between the dates announced by the Office:

1.E-devlet Erasmus application system

2.Transcript (in Turkish): It must be taken from Student Affairs Department. 1st term Master’s students must bring their Bachelor’s transcript instead of Master’s transcript.

3. Certificate(s) of Foreign Language Proficiency (If applicable)

 

Foreign Language Examination

Students who apply to Erasmus + Program take the English exam organized by the Department of Foreign Languages of GTU. The exam consists of questions to assess reading, writing, listening and speaking skills. The students are expected to get at least 60 points to be considered successful. However, the students who got minimum score of 60 from YDS and equivalent score (see YÖK equivalence table) from equivalent examinations (TOEFL IBT, etc.) in the last two years, will be exempted from foreign language examination when they submit these documents.

Assessment

The students who have completely handed over the application documents to the Erasmus Office, and have been successful in foreign language examination or who have documented the level of foreign language proficiency are ranked by weighted scoring according to the following criteria. Starting from the student with the highest score, the students are ranked down.

GRADE POINT AVERAGE: %50

FOREIGN LANGUAGE SCORE: %50

 

After the completion of the foreign language exam, exam results are announced on GTU Erasmus website.

Application Process to Partner Universities

An informative (nomination)  e-mail is sent to the universities in which the students have gained the right to study. After this stage, each student must carefully examine the web page of the university, must gain information about academic calendar, course schedules, dormitory facilities, application process and dates and must submit the scanned copies of application documents of the partner university to GTU Erasmus Office at least ten days prior to the deadline of the partner university.

In general, the requested documents are as follows:

  • Application form: It can be accessed from the internet address of the relevant university; if not, correspondence with the international office can be started.
  • Learning Agreement Form: It includes the courses planned to be taken at the partner university. The sum of course credits must be at least 30 ECTS. In order to avoid academic problems, approval of the academic advisor should be taken in selecting the courses. The Learning Agreement form must be approved by Erasmus departmental coordinator. Learning Agreement Form
  • Transcript (in English):  It is taken from the Student Affairs Department.
  • Letter of Intent (in English): It is expected that a title be placed in the letter of intent, and the name be written and signed at the end.
  • CV (in English)
  • 1 photo

Depending on the requirements of the partner university, some of the documents listed above may be modified or additional documents may be required.

When the copies of the application documents are being sent by e-mail, the originals will be sent to the relevant university by GTU Erasmus Office.

Acceptance Documents

When the partner university accepts the application of the exchange student, it sends a letter of acceptance /invitation with the approved learning agreement form. Before the students start visa process, they should wait for the acceptance letter to reach Erasmus Office or the student's personal address.

Passport and Visa

Upon receiving the letter of acceptance, by Erasmus Office, the student will be given a fee exemption letter to be used for the passport application and informative letter addressed to the relevant consulate. With this fee exemption letter, the student is exempted from the fee which the ones applying for the passport have to pay. Yet, he will pay for the passport book. Fee exemption letter must be approved by the contracted tax office. Information on this issue must be obtained from the Police Department to be applied. If the student already has a passport, he will be able to apply for a visa by extending its validity.

After obtaining the passport, the student applies to the relevant consulate for a visa. At this stage, it is important that each country consulate has different requirements for visa issuance and that it may change over time.

Post-visa Process


The student getting the visa, writes a credit adjustment letter (Bachelor/Master) to his department.

In the following week, the student chekcs if the letter has been discussed in the Board of Directors and has reached a conclusion and a copy of the decision hes been sent to Erasmus Office.

Unless the decision of the board of directors reaches Erasmus Office, no payment will be made to the student.

Before leaving the country, the student must submit the Study Mobility Agreement (2 copies, this document will be prepared by Erasmus Office), Contract, Copy of bank account book, copy of insurance policy and visa photocopy to the Erasmus Office. He takes OLS exam. (Online Linguistic Support)

The student does not register for the semester he will be abroad.

Grant Payment (%80)

80% of the total grant amount that the student will take for his mobility period will be credited to his bank account number in the contract in the previous week before he leaves the country.

The remaining amount will be paid after student’s returning to country.

When the first installment of the grant is calculated, the dates on the student's acceptance letter (planned stay) and the monthly grant amounts of the countries are taken into account but the grants are between 450 and 600 Euros.

 

Return Process

Confirmation Letter and Transcript

Students who complete their studies abroad, must submit the confirmation letter (Sample GTU format) and transcript to be taken  from the partner university to Erasmus Office. If the transcript has not been issued by the time the student finishes his study abroad, by abroad university it can be sent by post to our Erasmus Office later on.

Apart from confirmation letter and transcript the student must fill in the online report on mobility tool and submit a review letter (only one page) of his Erasmus experience to Erasmus Office.  Review letter consists of the student’s mobility process including convenience and difficulties he has experienced.

Then, he takes the second OLS Exam.   

Grant Payment (%20)


After the student submits all the necessary documents to Erasmus Office after he returns, the rest 20 % of his total grant will be credited to his bank account. Yet,  the right of evaluation of the rest of the grant payment of the students who did not succeed two-thirds of their courses and the right of reclaiming the grant from the students who did not succeed the courses at all are reserved. In this case, the final decision of the National Agency and the GTU Erasmus Institutional Coordinator is valid.

 

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