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Workflow Chart – Erasmus+ Student Mobility

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International Relations Office — Workflow Chart

Defines the process from the application of students selected for the Erasmus+ Student Exchange Programme to the preparation of their documents for the host university, changes during mobility and file closure after return.

Responsible unitInternational Relations Officeprocess owner
Total duration38 daysend to end
Workflow steps15responsible · document · duration
Stakeholders4units and students

👥 Responsible Parties and Stakeholders

Workflow owners

  • Erasmus+ Institutional Coordinator
  • Erasmus Office Staff
  • Departmental Erasmus Coordinators
  • International Relations Office Coordinator
  • Vice-Rector

Stakeholders

  • Strategy Development Department
  • School of Foreign Languages
  • Registrar's Office
  • Applicant Students

📥 Inputs and 📤 Outputs

Inputs

  • Students' online application for the Erasmus language exam via the TURNA Portal with the required documents
  • Erasmus application calendar

Outputs

  • Erasmus language exam results
  • Main/reserve lists according to quotas
  • Nomination of selected students to host universities and signed OLA

⚖️ Applicable Legislation

  • Erasmus+ Handbook for Higher Education Institutions (Turkish National Agency)
  • Regulation on the Establishment, Operation and Duties of the International Relations Office
  • Regulation on Course Exemption and Adaptation Procedures
  • Erasmus Charter for Higher Education (ECHE 2021–2027)

📋 Workflow Steps (Responsible · Activity · Document · Duration)

ResponsibleActivityRelated documentDuration
Applicant StudentsApply for the Erasmus language exam via the TURNA Portal (e-Government login) with the required documents within the announced application period.Transcript15 days
School of Foreign LanguagesHolds the exam on the date set in the Erasmus application calendar.Exam booklet, optical answer sheet1 day
School of Foreign LanguagesReports the exam results to the Office.Official letter and results list2 days
International Relations OfficePrepares the main and reserve lists according to the quotas and publishes them on the website.Exam results, main/reserve list2 days
International Relations OfficeSends the main/reserve list to the Registrar's Office.Official letter and main/reserve list1 day
International Relations OfficeHolds an information meeting for selected and reserve students.—1 day
International Relations OfficeNominates each student to the host university online within the partner's deadlines.Student information form2 days
Departmental Erasmus Coordinator / StudentThe Online Learning Agreement (OLA) is prepared according to the host catalogue and signed online by the student, the departmental coordinator and the host institution. Recognition is committed to at this stage.Online Learning Agreement (OLA); Course Exemption and Adaptation Regulation5 days
International Relations OfficeSends an official visa letter to the consulate of the host country.Official letter1 day
International Relations OfficePrepares the grant agreement for students who have obtained their visa.Grant agreement1 day
International Relations OfficeSends the payment order for 80% of the grant to the Strategy Development Department (MYS).Official letter and payment documents, Erasmus+ Handbook1 day
Strategy Development DepartmentPays 80% of the grant.Official letter and payment documents2 days
International Relations OfficeAfter return documents and the recognition decision, sends the payment order for the remaining 20%.Certificate of attendance, transcript, recognition decision, payment documents1 day
Strategy Development DepartmentPays the remaining 20% of the grant.Official letter and payment documents2 days
StudentCompletes and submits the final report (EU Survey).—1 day
TOTAL DURATION38 days

🧭 Sub-process Flows

🎓 Application process of selected students

Selected students are nominated to the host university.
Required documents are prepared by the student and the departmental coordinator and sent to the host via its system/e-mail; the OLA is signed by all three parties.
For students whose registration is accepted and who receive a letter of acceptance, an official letter confirming grant eligibility is sent to the consulate.
Students who obtain a visa submit their documents; the grant agreement is signed.
80% of the grant is transferred to the student's account.
END

↩️ Post-return process

The student returns from abroad.
All documents, including the certificate of attendance, are submitted to the Office within one month at the latest.
The departmental coordinator prepares the recognition proposal according to the transcript and the OLA; the board decision on recognition is submitted to the Office (target: within 30 days of return).
The student completes the final report online.
The Office sends the payment order for the remaining 20% to the Strategy Development Department.
The process ends when the payment is made.

🗓️ Process after departure (extension / change of courses)

A student wishing to extend the mobility informs the Office and awaits approval; if not approved, the process ends.
A student wishing to change courses consults the department.
After approval by both Erasmus offices and the departments, the OLA "During the Mobility" section is signed within five weeks of the start of mobility at the latest.
For the spring term the student informs the Office of the new visa; a new agreement is signed.
The relevant grant payment is made.
END

⚠️ Process Risks

  • Missing the host institution's application deadlines
  • Late transfer of the grant to the university → inability to pay students
  • Selected student unable to obtain a visa; reserve students' deadlines already passed
  • Grant amount paid short/in excess
  • Delay or non-payment of refunds after early return
  • Student not taking part in or not returning from the mobility
  • Inability to return in extraordinary situations such as war or pandemic
  • Courses not recognised / mismatched (OLA inconsistency)

🎯 Performance Indicators

  • Increase in the number of students studying in a different culture
  • Increase in the number of students developing cultural intelligence through intercultural interaction
  • Increase in the number of students with improved foreign-language proficiency
  • Stronger international links for postgraduate study
  • Increase in total grant used; decrease in grant returned
  • Decrease in the gap between approved and realised participants (withdrawals); recognition within 30 days of return
📎 The full workflow document (Rev. 2026-1, in Turkish) is available in the Documents section at the bottom of this page.

Last updated: 21.10.2026

Documents: WORKFLOW CHART - ERASMUS+ STUDENT MOBILITY (Rev. 2026-1, Turkish) (PDF)