OLA User Guide

Kilis 7 Aralık University Online Learning Agreement (OLA) User Guide

(For Incoming Erasmus+ Students – Study Mobility)

1) What is OLA and why do I need it?

OLA (Online Learning Agreement) is the official digital document that confirms your study plan during your Erasmus+ mobility. It lists the courses you will take at Kilis 7 Aralık University and ensures that your home university can recognise your studies after you return.

Your OLA is approved by three parties:

1. You (the student)
2. Your home university (Sending Institution)
3. Kilis 7 Aralık University (Receiving Institution)

Important: You should start preparing your OLA before you arrive in Türkiye. If you wait until after arrival, course registration and recognition may be delayed.

 

2) Before you start (Prepare these items)

To complete your OLA smoothly, please prepare:

A) Mobility information

• Mobility term: Fall / Spring
• Your planned arrival–departure dates (or approximate dates)
• Your department/field at your home university

B) Course selection preparation

• Review our Course Catalogue (Bologna System)
  Link: https://obs.kilis.edu.tr/oibs/bologna/index.aspx?lang=en
• Create a list of courses you would like to take at Kilis 7 Aralık University:
  • Course code
  • Course title
  • ECTS
• Choose 1–2 backup courses (highly recommended)

C) Recognition at your home university

• Discuss your course plan with your academic coordinator at home.
• Confirm which Kilis courses will be recognised back home.

 

3) How to complete your OLA (Step-by-step)

A) “Before the Mobility” – The main section

This section must be completed and approved before you begin your mobility.

Step 1 — Personal details & mobility details

Check that your:

• Name, email, and student information are correct
• Receiving institution is Kilis 7 Aralık University
• Mobility dates are correct (or acceptable as approximate dates)

✅ Tip: If exact dates are unknown, use the expected dates and update later if required.

 

Step 2 — Add your courses at Kilis (Table A: Receiving Institution)

This is where you list the courses you will take at Kilis 7 Aralık University.

For each course, enter:

• Course code
• Course title
• ECTS

✅ Best practice: Copy the course code and title exactly as they appear in our Bologna catalogue.

 

Step 3 — Recognition at your home university (Table B: Sending Institution)

This section shows how your home university will recognise your studies.
Your home coordinator usually completes or confirms this part.

✅ Tip: Make sure the total ECTS is appropriate for your mobility period (often around 30 ECTS per semester, depending on your home rules).

 

Step 4 — Submit for approvals

Once your draft is ready:

1. You approve
2. Your home university approves
3. Kilis 7 Aralık University approves

✅ Reminder: Approval may take time, so submit early.

 

B) “During the Mobility” – Making changes after arrival

Sometimes courses may:

• be cancelled,
• have schedule clashes,
• reach capacity,
• change syllabus.

If this happens, you must update the OLA in the “During the Mobility” section.

When should I make changes?

• Ideally within the first 2–4 weeks, depending on the add/drop period.

How to make changes

1. Open “During the Mobility”
1. Add removed course(s) and added course(s)
2. Briefly write the reason (e.g., “Schedule conflict”, “Course cancelled”)
3. Submit again for approvals (student → sending → receiving)

✅ Rule: A course is not final until the updated OLA is approved.

 

C) “After the Mobility” – Transcript and recognition

At the end of your mobility:

• Our university issues a Transcript of Records (ToR) for your completed courses.
• Your home university uses the ToR together with your OLA for recognition.

✅ What you should do:

• Ensure your OLA is fully approved (final version)
• Check that your transcript matches your approved OLA
• Contact your home coordinator if there are recognition questions

 

4) Practical tips (Highly recommended)

• Start early: do not wait until the first week in Kilis.
• Use backup courses: it prevents delays if a course is not available.
• Check ECTS totals: follow your home university’s rules.
• Keep communication clear: if you need approval, send polite reminders.

 

5) Common problems & quick solutions

1) I cannot find a course / course code is different

• Use our Bologna course catalogue and verify the most current information.
• If you are unsure, contact the Erasmus Office for guidance.

2) My OLA is waiting for approval

• Check the OLA status to see which party is pending.
• Send a polite reminder to the pending party.

3) I need to change courses after arrival

• Use “During the Mobility” and explain the reason briefly.
• Submit changes early within the add/drop period.

4) I have technical issues logging in

• Try another browser (Chrome/Firefox).
• Clear cache/cookies.
• Take a screenshot of the error and email the Erasmus Office.

 

6) Incoming student OLA checklist

Before submitting your OLA:

•  Courses selected from the official Bologna catalogue
•  Course codes/titles entered correctly
•  ECTS totals follow home university rules
•  1–2 backup courses prepared
•  Approval workflow checked and submitted early

 

7) Support & contact

If you need help with course selection, OLA approval, or technical issues, please contact the Erasmus Office:

• Email: erasmus@kilis.edu.tr
• General contact: international@kilis.edu.tr

When emailing, please include:

• your full name,
• home university,
• mobility term (Fall/Spring),
• a short description of the issue,
• and a screenshot (if technical).