Improvement Action Plans

Feedback and evaluation only lead to higher quality if they are followed by concrete actions. At our university, the insights obtained from surveys, as well as from internal audits and stakeholder consultations, are systematically translated into Improvement Action Plans for the Erasmus+ programme. These action plans serve as structured roadmaps to address identified issues or to implement enhancements in specific areas of our internationalization process.

Each improvement action plan begins by clearly defining the issue or area for improvement. For instance, we might recognize that “outgoing students need better language support” or “the application process could be made more efficient.” For each such issue, the plan outlines one or more specific actions to be taken, assigns a responsible person or unit to each action, and sets a timeline for completion. Crucially, we also establish success criteria or key performance indicators (KPIs) to measure whether the action achieves its intended outcome. This might include target metrics like a reduction in processing time, an increase in satisfaction ratings for a particular survey question, or a count of participants utilizing a new service.

To illustrate, here are examples of actions that might appear in our improvement plans:

• Streamlining the Application Process: Develop and launch a more user-friendly online application system (responsible: IT Department & International Office). This includes simplifying the application form, enabling electronic document uploads, and providing clearer instructions. KPI: 90% of applicants report the application system as “easy to use” in the next survey.
• Enhancing Pre-departure Orientation: Expand the orientation programme content to cover cultural adjustment and academic expectations abroad (responsible: Erasmus Office staff), and introduce peer mentor support by former Erasmus participants (responsible: Erasmus Student Club). KPI: Increase in average satisfaction score for “pre-departure preparation” by at least 0.5 points.
• Improving Credit Recognition Procedures: Create a detailed guideline (in both Turkish and English) explaining the credit transfer and recognition process step-by-step, to be distributed to outgoing students and academic advisors (responsible: Academic Affairs Office). KPI: Fewer reported issues or delays in credit recognition (target: 100% of returned students have their credits recognized within one month).
• Support for Participants with Fewer Opportunities: Establish additional financial and academic support mechanisms for participants with disabilities or those from disadvantaged backgrounds (responsible: Disability Support Unit & International Office). For example, ensure information about inclusion funding is well-publicized and mentors/tutors are assigned to assist these participants. KPI: All eligible students who needed additional support report that they received adequate assistance in post-mobility surveys.
• Post-Mobility Debriefing for Staff: Organize a debriefing and experience-sharing workshop for staff who return from Erasmus training or teaching assignments (responsible: Staff Mobility Coordinator). This will help gather insights and best practices and disseminate them within the institution. KPI: At least 80% of returning staff attend a debrief session, and a summary of suggestions from these sessions is compiled for future improvements.

After an action plan is approved, implementation starts immediately. We monitor the progress of each action closely. The responsible persons report on milestones and completion of tasks, often through mid-year and year-end reviews. If an action encounters obstacles or delays, we adjust the plan or provide additional support to get it back on track.

We also evaluate the effectiveness of completed actions. Using the predefined KPIs, we assess whether the change led to improvement. For example, if we introduced a new application system, we compare user feedback from before and after its introduction; if we expanded orientation sessions, we look at the survey scores and comments regarding orientation in subsequent cycles. This evaluation is crucial as it tells us whether an action should be maintained, modified, or if further measures are needed.

The improvement action plans are living documents. They are updated regularly (typically each academic year) as new feedback comes in and as we tick off completed items. The iterative nature of PDCA (Plan-Do-Check-Act) is evident here: feedback leads to planning improvements (Plan), we implement them (Do), then measure results (Check) and make further adjustments (Act). By maintaining this cycle, our Erasmus+ Programme benefits from evidence-based enhancements that continuously elevate its quality. This systematic and measurable approach to improvement reassures our stakeholders that we are not only receptive to feedback but also committed to making tangible progress based on it.

Last updated: 26.10.2026