Buddy System

The Buddy System is a volunteer-based support programme designed to help Erasmus+ incoming students at Kilis 7 Aralık University integrate academically and socially. Each incoming student is matched with a local buddy who provides practical guidance during the first weeks (campus/city orientation, daily life tips, and directing students to the right offices when needed).

1) Programme Goals

• Ensure a safe and smooth first-week experience
• Support faster adaptation to campus and city life
• Strengthen intercultural interaction and student networks
• Help identify issues early and guide students to the right support unit

 

2) How It Works (Step by Step)

1. Registration / Interest Form: Incoming students and buddy volunteers join via a form.
2. Matching: Matching is based on department, language preference, interests, and arrival dates.
3. First Contact: The buddy contacts the student before arrival (email/WhatsApp, etc.).
4. Welcome & First-Week Support: Campus tour, city essentials, and guidance for key processes.
5. Follow-up: Regular contact for the first 2–4 weeks; referral to the office when needed.

Note: A buddy does not complete official procedures on behalf of the student; they provide guidance and refer to the correct unit.

 

3) Buddy Responsibilities

A buddy helps an incoming student with:

• Finding key campus facilities (cafeteria, library, sports & social areas)
• Learning city essentials (grocery stores, pharmacy, bank/ATM)
• Reaching the correct university units for processes and questions
• Joining orientation and social activities

What buddies should NOT do

• Take legal/financial responsibility (contracts, payments, etc.)
• Keep passports, bank cards, or personal documents
• Sign documents or apply on behalf of the student
• Pressure the student or violate personal boundaries

 

4) Incoming Student Responsibilities

Incoming students are expected to:

• Communicate respectfully and regularly
• Protect personal documents and sensitive information
• Handle official procedures themselves (with buddy guidance)
• Contact the office if they face problems during adaptation

 

5) Communication & Ethics (Important)

• Buddy relationships are based on respect and voluntariness.
• Limit personal data sharing; do not share sensitive information.
• For safety, first meetings should be in public areas or on campus.
• Either party may request a rematch if uncomfortable.

 

6) Issues, Complaints & Support

If any issues occur (communication problems, inappropriate behaviour, safety concerns):

• Contact the International Relations Office.
• The match can be updated and a new buddy can be assigned if necessary.

Contacts:

• international@kilis.edu.tr
• erasmus@kilis.edu.tr

 

7) Suggested Mini Activity Plan (First 2 Weeks)

• Day 1: Campus tour + cafeteria/student affairs guidance
• Days 2–3: Short city essentials tour (market, pharmacy, bank/ATM)
• Weekend (Week 1): Cultural walk / city tour
• Week 2: International student meet-up / coffee event

Incoming Student Guide

This guide is designed for Erasmus+ incoming students at Kilis 7 Aralık University and explains the full process step by step—from nomination to departure. It helps you answer: “What should I do, when should I do it, and what do I need?”

 

A) BEFORE ARRIVAL

1) Nomination / Application Timeline

Academic Year 2025

• Fall Semester
  • Nomination/Application: 1–17 September 2025
  • Registration: 17 September–1 October 2025
• Spring Semester
  • Nomination/Application: 4–20 January 2026
  • Registration: 20 January–2 February 2026

Note: Please also follow the nomination process and internal timeline of your home university.

2) Prepare Your Key Documents

Typically needed:

• Passport (check validity)
• Acceptance letter
• Health insurance valid in Türkiye
• Visa/e-visa documents (if applicable)
• Biometric photos (recommended to bring)

3) Course Planning: Bologna + OLA

• Access course catalogues via Bologna:
  https://obs.kilis.edu.tr/oibs/bologna/index.aspx?lang=en
• Course selection and approval are completed through Online Learning Agreement (OLA) via EWP.
• We recommend preparing a preliminary course list before arrival.

4) Arrange Accommodation

Options:

• KYK dormitories (approx. 1,200 TRY/month)
• Private dormitories
• Studio/apartment rental (typically starting from 5,000 TRY/month)

Tip: A temporary first-week stay may help you decide after viewing options in person.

5) Travel & Arrival Planning

• Kilis is about 35 minutes from Gaziantep Airport.
• Sharing your arrival time with the office is helpful for guidance.

 

B) FIRST 72 HOURS AFTER ARRIVAL

1) Office Check-in & Welcome

• Inform the office upon arrival.
• Receive orientation and registration guidance.

2) Finalise Accommodation

• Complete check-in procedures.
• Keep your address information (important for residence-related steps if needed).

3) Essentials

• SIM card / communication
• City essentials (market, pharmacy, bank/ATM)
• Campus facilities and daily routines

 

C) FIRST WEEK ESSENTIALS

1) Academic Registration & Course Steps

• Check course registration and add/drop dates.
• Meet your academic coordinator to finalise your courses.

2) OLA (Online Learning Agreement)

• Courses are finalised through EWP/OLA.
• Changes can be handled via “During the Mobility” if needed.
• Approval flow: Student → Home University → Host University

3) Buddy System

• Meet your buddy and start adapting faster to campus and city life.

 

D) VISA & RESIDENCE

• Visa/visa exemption rules depend on nationality.
• If your stay will exceed 90 days, review residence permit requirements.
• Applications are generally initiated online, followed by document submission.

Important: Procedures may vary by province and current practice. Please follow office guidance.

 

E) DURING THE SEMESTER

1) Academic Responsibilities

• Attendance and exams are the student’s responsibility.
• Assessment methods vary by course (midterm, final, assignments, etc.).

2) Support & Wellbeing

• For practical issues, your buddy can assist; for official issues, contact the office.
• In emergencies, contact official emergency services (112).

 

F) END OF MOBILITY & DEPARTURE

1) Closing Your OLA & Required Documents

• After completing courses, required documents can be issued if needed.
• Request participation/confirmation documents from the office if required by your home university.

2) Transcript & Academic Recognition

• Transcript procedures follow university regulations.
• Recognition is completed according to your home university’s rules.

3) Accommodation Check-out & Planning

• Complete dorm/flat check-out on time.
• If applicable, plan residence-card related steps according to office guidance.

 

G) Quick Checklist

Before arrival

•  Passport validity
•  Acceptance letter & insurance
•  Course review (Bologna)
•  Draft OLA
•  Accommodation plan
•  Share arrival details

After arrival

•  Attend orientation
•  Course registration / add-drop
•  OLA approvals
•  Accommodation finalised
•  If staying over 90 days: residence planning