The Erasmus+ Student Mobility for Studies process consists of three stages: before the mobility, during the mobility, and after the mobility.
Students are responsible for preparing all required academic and administrative documents, obtaining the necessary approvals, and submitting them to the Institutional Erasmus+ Coordination Office within the specified deadlines at each stage of their mobility.
You can download the documents available below by clicking on the relevant links.
Students who have been selected to participate in the Erasmus+ Student Mobility for Studies programme are required to follow the instructions provided by the Institutional Erasmus+ Coordination Office following the announcement of the placement results.
University preferences and placement procedures are carried out in accordance with Erasmus+ selection criteria, students' ranking scores, departmental quotas, and existing inter-institutional agreements.
Once the placement procedures have been completed, the official nominations of students to their host universities are carried out by the Institutional Erasmus+ Coordination Office.
Following nomination, students must complete their applications in accordance with the application requirements and deadlines established by their host universities.
Documents to be prepared and submitted to the Institutional Erasmus+ Coordination Office before the mobility:
Upon arrival at the host university, students are required to complete their registration procedures, review their academic programmes, and submit any necessary documents to the Institutional Erasmus+ Coordination Office upon request.
1. Learning Agreement – During the Mobility (Course Changes)
If students need to make changes to the courses they initially planned to take at the host university, they must first obtain approval from their Departmental Erasmus Coordinator at Istanbul Okan University.
Course changes must be made through the Online Learning Agreement (OLA) platform using the “Apply Changes” option.
If OLA cannot be used, the relevant changes may be prepared manually by completing the During the Mobility section of the Learning Agreement.
All changes must be approved by the student, the sending institution, and the receiving institution.
It is important that course changes are completed as soon as possible, in accordance with the academic calendar of the host university and Erasmus+ programme rules.
2. Extension of the Mobility Period
Students participating in Erasmus+ Student Mobility for Studies during the fall semester who wish to extend their mobility to include the spring semester must inform the Institutional Erasmus+ Coordination Office of their request in writing as early as possible.
Extension requests are evaluated based on the approval of the host university, the student's academic eligibility, the rules of the relevant project period, and the availability of grant funding.
If an extension request is approved, students are required to:
Important: An extension of the mobility period does not automatically entitle the student to additional grant funding. The extension request and any possible additional grant support will be evaluated and finalized by the Institutional Erasmus+Coordination Office.
Upon completion of their Erasmus+ Student Mobility for Studies, students are required to submit documents confirming their mobility period and academic activities to the Institutional Erasmus+ Coordination Office following their return to Türkiye.
Documents to be submitted after the mobility:
Important: Completion of the Erasmus+ Participant Survey and submission of all required post-mobility documents are essential for the administrative and financial closure of the mobility.
Missing documents may affect the final grant calculation and the payment of any remaining grant balance.
Academic recognition of courses successfully completed at the host university is an essential part of the Erasmus+ Student Mobility for Studies programme.
Following the completion of the mobility, the official Transcript of Records issued by the host university must be submitted to the relevant Departmental Erasmus Coordinator.
The Departmental Erasmus Coordinator evaluates the courses completed at the host university, their ECTS credits, and the student's academic performance, and prepares the relevant Course Equivalency Form.
The completed academic recognition documents are submitted for approval to the relevant Faculty/School/Institute Administrative Board.
Once approved, the academic recognition and grade conversion documents are forwarded by the relevant academic unit to the Student Affairs Office through official correspondence so that the recognized courses and grades can be recorded on the student's academic transcript at Istanbul Okan University.
Students are required to remain in contact with their Departmental Erasmus Coordinators and relevant academic units until the academic recognition and grade conversion procedures have been completed.
Students participating in Erasmus+ mobility activities are required to regularly check their institutional email accounts and follow the announcements published on the Erasmus+ website throughout the mobility process.
Required documents, submission deadlines, and grant procedures are determined in accordance with the current rules of the relevant Erasmus+ project period and the official instructions provided by the Institutional Erasmus+ Coordination Office.
Institutional Erasmus+ Coordination Office
Istanbul Okan University
Email:erasmus@okan.edu.tr
