Erasmus Directive

KONYA FOOD AND AGRICULTURE UNIVERSITY

DIRECTIVE FOR ERASMUS + STUDENT EXCHANGE PROGRAM

PART ONE

Purpose, Scope, Basis and Definition of Terms

Purpose

ARTICLE 1- (1) The aim of this directive is to regulate the principles regarding student, academic and administrative staff exchange programs among Konya Food and Agriculture University , European Union and other universities.

Scope

ARTICLE 2- (1) This directive comprises principles on the process concerning student, academic, and administrative staff mobility and the responsibilities and authorities of KFAU International Relations Office.

Basis

ARTICLE 3- (1) This directive is based on the article concerning exchange programs of Higher Education Commission and principles defined by European Commission and conditions determined by Ministry of Turkish European Union and National Agency. 

Definition of Terms

ARTICLE 4- (1) Wherever the following terms appear in this document, they shall be taken to refer to:

  1. Academic Unit Offices: Erasmus Offices of  KFAU Academic Units
  2. European Credit Transfer System (ECTS): The system which enables the transfer of the course credits that the students have received and succeeded from one higher education institution to another
  3. Erasmus +: European Union Education and Youth Program and Lifelong Learning Programs
  4. Certificate of Attendance: certified document showing start-end dates of academic year
  5. Rector: KFAU Rector
  6. Senate: KFAU Senate
  7. Student Final Report From: A document containing the evaluations of the student and a summary of the student's activity at the end of the year
  8. Learning Agreement: a document signed by all parts before learning mobility period starts. It guarantees that the host university present the lessons in the Learning Agreement, the student approve and follow these lessons and the University accept the lessons chosen by the student.
  9. International Relations Office: KFAU International Relations Office
  10. International Relations Coordinator: KFAU International Relations Coordinator
  11. University/ KFAU: Konya Food and Agriculture University
  12. University Erasmus Commission: KFAU Erasmus Commission

 

PART TWO

Criteria for Student Exchange Program

Outgoing Exchange Students

Application Criteria

ARTICLE 5- (1) The student (Turkish or foreign student) must be a registered student at our university. The students in foreign languages preparation class and post-graduate scientific preparation cannot benefit from Erasmus program. In addition, those studying their first year of undergraduate program or associate degree cannot benefit from Erasmus program.
The student must have completed at least one year period of the associate degree/ undergraduate program except for the preparatory class in the period when he / she will apply for the learning/ internship mobility program. Post-graduate students can apply for the program after having completed one semester.

(2) Students must have at least a minimum cumulative GPA of 2.20/4.00 in undergraduate/ associate programs and a minimum cumulative GPA of 2.50/4.00 in graduate programs at the time of application.

(3) A student in any level of university education (undergraduate, graduate, doctoral) can benefit from the Erasmus program grant only for once in her/his life. For the second time, it is possible to benefit from Erasmus program without having any grants. Having internship grant does not pose a problem for taking learning mobility grant.

(4) If the courses to be taken within the scope of the program are offered in a language other than English, the student must have adequate proficiency in that language. For the programs in English, the student must have a level of B1 English.

(5) A student in any level of university education (associate, undergraduate, doctoral) can benefit from Erasmus program for one or two semesters but graduate degree students can benefit for one semester.

(6) The sum of mobility periods for study and placement cannot exceed 12 months for the concerned educational level.

(7) While these choices are made, department/GSD exchange programs coordinator and academic advisors take into consideration such conditions as the syllabus in the concerned university, course outline and content, the medium of instruction, European Credit Transfer System (ECTS) credits of courses. Moreover, students should fulfill the other necessary conditions of the program they will apply.

Application Procedures

ARTICLE 6- (1) Any information related to the applications will be announced on the web sites of the University and noticeboards.

(2) The application documents must be submitted to the International Relations Office by the application period deadline.

(3) The student must indicate the name of the universities he/she wishes to apply for the exchange program on the application form and this form must be approved by the concerned Erasmus Coordinator.

(4) The GPA needed for the determination of the Erasmus grades of the students is reported to the International Relations Office by the Academic Unit Coordinator.

(5) The University International Relations Office, in cooperation with the Coordinatorship of Foreign Languages, announces the dates of the English Proficiency Examinations that will be taken by the students who want to benefit from the exchange program. These units conduct the examination process. These announcements will be made on the University website.

(6) While evaluating applications to the University International Relations Office, the sum of 50% academic achievement and 50% of the English language test score and students’ order of choice will be taken into account.

(7) Evaluation and placement results are announced on the University website.

(8) The number of university choices the applicants make is limited to the number determined by the University International Relations Office. While these choices are made by the students, department/GSD exchange programs coordinator and academic advisors take into consideration such conditions as the syllabus in the concerned university, course outline and content, the medium of instruction, European Credit Transfer System (ECTS) credits of courses. Erasmus participants must take courses minimum 20 ECTS or 30 ECTS per semester. In graduate programs, participants must take courses minimum 15 ECTS and do a thesis 15 ECTS after the approval of their thesis advisors. Students cannot apply for Erasmus program in the last semester of the academic year. Courses taken at the university abroad and their ECTS credits are specified in the student’s transcript.

(9) After the course recognizing procedures are reflected on the student’s transcript within 10 days following make-up exams at the end of the semester, a copy of the transcript is sent to the University International Relations Office by the department/GSD offices.

(10) On grounds of failure to fulfill the minimum application requirements, the student’s condition is reevaluated by the University International Relations Office and Department Erasmus Coordinator, and the right to exchange programs may be cancelled. Those applying the program for the second time will lose 10 points. Students who change their minds and who have some disciplinary actions are not eligible to apply for the program. Those students who are obligated to pay a tuition fee and participate in an exchange program are to do so to their own university during their study education abroad. Students do not register for courses of their university during their study education abroad. The student’s scholarships are not withdrawn during the mobility period.  

 

 

Placements

ARTICLE 7- (1) Placements are made considering the total scores students obtained based on the criteria set and announced earlier, their choices of university, exchange quotas of the concerned universities, the grant amount allocated for the University, and by also taking into account the opinion of the Department/GSD exchange coordinators by the University International Relations Office.

(2)The course schedule in the host institution for students placed in the exchange programs is determined by the Department/exchange programs Coordinator and the students’ academic advisors.

(3)The agreed schedule is specified in the Learning Agreement which is prepared as three copies. The agreement; is signed by the student, the Department / Department of Erasmus Coordinator and the University Erasmus Coordinator. One copy of the agreement will be given to the student, another copy will be sent to the institution to be visited by the International Relations, and one copy will be kept by the International Relations. It is the students’ responsibility to arrange travel and visa procedures.

 

Application          

Article 8-   (1) Academic Approval Form is issued after the students return from the exchange program. In Academic Approval Form includes the courses the student is successful in, the ECTS amounts and grades, courses which are exempted from the University, ECTS amounts and grades of these courses. Academic Approval Form is a complementary part of the Learning Agreement and guarantees the recognition of the courses that the student receives during the exchange program.

(2) Changes to be made in the learning agreement for various reasons must be made within one month (at the latest) following the beginning of the academic year in which the student visited, and changes must be approved by the student, the university and the counterparts of the university.

 

Agreement and Grants

Article 9 (1) A grant agreement is signed between the Higher Education Institution and the student who is placed to a university under Erasmus Program before the student’s departure. With this agreement, the student’s participation in the exchange program is confirmed. Grants, the maximum amount of which is determined in the contract, are made in two installments to the student's account.

  1. For the first payment, 80% of the total grant, which is calculated according to foreseen education period, is paid to the student.
  2. The second installment is paid after the student returns. Certificate of participation received from the host university, level of fulfillment of student's success and responsibilities and the entrance-exit dates on the passport will be taken into consideration for the final payment to the student. In case that the student does not fulfill his responsibilities or/and fail, their grants can be cut back or asked to refund.
  3. Payments of the grants will be made in Euros.

(2) Upon completion of the exchange period, the returned students are, in accordance with the grant agreement, obligated to submit to the International Relations Office, the grade transcript of the university abroad, the signed Learning Agreement and the Academic Approval Form which also contains the course changes made there, the Certificate of Attendance Form, and the report which assesses the exchange program. The remaining 20% amount is paid after the students hand in these documents to the International Relations Office.

 

Incoming Students

Article 10- (1) The course schedule of incoming students is determined by the related department exchange programs Coordinator by filling the course registration forms either online or manual. A copy of the Course Registration Forms is provided by the student to the Erasmus Office. The International Relations Office delivers the documents to the Student Affairs, to enable the registration of the student.

(2) Documents related to the approved learning agreements and changes of the incoming Erasmus students are prepared in three copies and the originals are filed at the Erasmus Office and one copy at the Faculties / Departments. Within two (2) weeks following the final examinations at the end of the academic semester, the Faculty / Department coordinators will send a list of all the grades received from the student's faculty / departments or other faculties and departments to the Erasmus Coordinator for the student's transcript.

(3) The grades received by the students at our university are converted into ECTS grades by using Associate Degree, Undergraduate Education and Examination Regulations and Post-Graduate Education and Examination Regulations of Konya Food and Agriculture University. Students may return to their countries after they have completed their studies with the University by filling out the necessary forms before leaving university.

 

Staff Mobility

Teaching Mobility and Administrative Staff Training Mobility

 

Article 11- (1) The lecturer needs to know the relevant language which he teaches adequately or English at (B2) level.

(2) The evaluation for the beneficiary is made by taking into consideration the exchange quotas stated in the bilateral exchange agreement made with the related universities, the amount of the grant allocated to the University, the Dean of the Faculty and the Department / Department of Erasmus coordinators, and Director's opinion for Schools and Institutes.

 

 

PART THREE

Miscellaneous and Final Issues

 

Article 12- (1) Bilateral agreements shall be signed by the Rector or by the International Relations Coordinator in case of authorization. The Rector approves the expenses.

 

(2) International Relations Coordinator is appointed by the Rector among from full-time faculty members. International Relations Coordinator ensures the coordination of the Erasmus program in the University and prepares program agreements and learning agreement. International Relations Coordinator signs agreements between the university and the student / staff and letters of acceptance of students from abroad to the University. In addition, together with the Erasmus Commission, it ensures that all decisions concerning change are taken and carried out.

 

(3) The University Erasmus Commission is composed of faculties, schools and institute Erasmus coordinators under the chairmanship of International Relations Coordinator. It takes decisions about Erasmus program and its operation. It makes student selection and placement and establishes timelines concerning the process.

(4) Faculty/ School/ Institute Exchange Programs Coordinator; is appointed by the dean/director of the concerned faculty among from the faculty members. S/he reports related developments and decisions to the departmental exchange programs coordinators, and ensures the cooperation among the departmental exchange coordinators and the implementation of decisions taken. S/he directs the students who have returned upon the completion of exchange programs in recognizing the courses taken in the exchange period towards their programs. S/he is responsible for the agreements which are done and implemented by the departments and International Relations Office in cooperation.

(5) Department Exchange Programs Coordinator; is appointed by the dean/director of the concerned faculty among from the faculty members.  S/he presents the exchange programs in the department, announces news about this program. S/he acts as an advisor to the students who intend to participate in the exchange programs about the university and course selection process. S/he acts as an advisor to the incoming exchange students in course selection and other academic issues. Unless otherwise stated, the Department Erasmus Coordinator is also the Department Erasmus Coordinator at the graduate programs.

(6) International Relations Office; promotes and publicize the exchange programs in the university to increase the participation by arranging regular meetings. It carries out the administrative procedures for the students who are coming within the scope of Erasmus/Bilateral agreements and for the students who are going abroad according to University Erasmus Commission’s decisions. It prepares materials to promote Erasmus Program within the University and carries out the transactions. It handles correspondence with partner universities; prepares bilateral agreements.

 

 

Situations for Which There Are No Provisions

 

Article 13- (1)In cases that are not in the direction, Associate Degree, Undergraduate Education and Examination Regulations and Post-Graduate Education and Examination Regulations of Konya Food and Agriculture University, The LLP- Lifelong Learning Program prepared by the European Union Education and Youth Program Center  for each year are taken as basis.

 

Validity

Article 14 – (1) This directive takes effect at the date when it is approved Board of Trustees after it was approved by the University Senate.

Implementation

Article 15 – (1) This directive is implemented by the Rector.