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2016 - 2017ERASMUS+
STAFF MOBLITYInfo Session
Who is National Agency?
Affiliated with the Ministry for EU Affairs, TheCentre for Education Youth Programs (TurkishNational Agency) is a public bodyestablished for the implementation of theErasmus+ Program in Turkey. The Centrereceives applications, evaluates andfinances the projects and activities underthese programs.
Contact Information:
www.ua.gov.tr
Mevlana Bulvarı No:18
Balgat-Ankara
OIP Partnership Development and Exchange Programs Team
• Coordinates all partnership agreements and exchangeprograms.
• Organizes orientation sessions for both incoming andoutgoing exchange students as well as outgoing staffand also assists them with the administrative issues theyneed during their stay.
• Maintains the university’s relationship between theNational Agency and other partner universities, alsocarries out its own responsibility against them.
OIP Partnership Development and Exchange Programs Team (Outgoing Students & Staff)
Elif Çeltikçi– Outgoing Student Advisor
Tel: +90 212 338 1802
Sedef Erçetin– Team Leader/Coordinator of Exchange Programs & Partnerships
Tel: +90 212 338 1299
STAFF MOBILITY (ST)
Staff Mobility occurs in two ways:
1. Staff Mobility for Teaching Assignments (STA)
2. Staff Mobility for Staff Training (STT)
1. Staff Mobility for Teaching Assignments (STA)
• Staff Mobility for Teaching Assignments enables stafffrom higher education institutions to share expertise inspecialist areas within teacher education, to deepenmutual understanding of different European EducationSystems and to raise the profile of the EuropeanDimension in Education.
• It aims to improve the skills and competencies ofteaching staff in order to support their professionaldevelopment. An Erasmus+ Teaching Assignmentincludes a variety of academic activities such asseminars, lectures and tutorials at a partner university.
1. Staff Mobility for Teaching Assignments (STA)
• It is also possible to invite a staff member from anorganisation, enterprise or research centre located inone of the Erasmus+ programme countries to carry outa teaching assignment at Koç University.
• Staff members invited for teaching assignments must beemployed by an organisation, enterprise or researchcentre located in one of the Erasmus+ programmecountries.
• The Erasmus+ grant for a teaching assignment cannotbe used for those coming from higher educationinstitutions.
2. Staff Mobility for Staff Training (STT)
• The purpose of Staff Mobility for Staff Training is toprovide opportunity for administrative staff to learn fromanother institution's experience and goodimplementations and to improve required talents fortheir current assignments. The basic activities are studyvisits, short term assignments and on the job trainingprograms.
• The Erasmus+ grant for a staff training cannot be usedfor conference participation.
• It is also possible for a staff employed by a highereducation institution to go on a Staff Mobility at anotherhigher education institution located in one of theErasmus+ programme countries.
• The Erasmus+ grant for a staff mobility cannot be usedfor part-time trainings.
Duration of Staff Mobility
• Activities are performed in accordance with the minimumand maximum durations determined by EuropeanCommission.
• Staff Mobility activities cannot go beyond the agreementend date signed with the Agency.
Durations of Staff Mobility for Teaching Assignments
• A teaching period between two Programme countriesmust last a minimum of 2 days and a maximum of 2months. This excludes travelling time. During the stayabroad, the teaching activity must comprise a minimumof 8 hours per week of actual teaching time.
• In case of an activity longer than 1 week, teaching timemust be calculated in accordance with the duration. Forexample, whereas one week activity must comprise aminimum of 8 hours per week; a 2-week activity mustcomprise a minimum of 16 hours per week.
• If the teaching period stated on the participationcertificate is less than the minimum requirements, themobility is accepted as invalid and the participant isrequired to return the Erasmus grant.
Durations of Staff Mobility for Staff Training
• Staff Mobility for Staff Training must last a minimum of 2 days and a maximum of 5 days. This excludes travelling time.
• If the training stated on the participation certificate isless than 2 days, the mobility is accepted as invalid andthe participant is required to return the Erasmus grant.
Travel Allowance
• In order to get travel allowance, participants must travelone day before their teaching mobility starts and leaveone day after their teaching mobility ends.
• It is academic/administrative staff’s own responsibility toget in touch with the host institution and makenecessary arrangements. Host institution may help youwith both on-campus and off-campus accommodationand send you visa/invitation letter if needed.
• Job experience at Koç University:
– 1-3 years: + 3 points
– 3-5 years: + 5 points
– 5 years +: + 10 points
• Erasmus Faculty/Department Coordinators at the time of application: +10
points
• Erasmus Faculty/Department Coordinator experience in the past: +5
points
• First applications: +30 points
• Former applicants: -5 points
• Members of the Department/Faculty/Graduate School taking part in the
program for the first time: +20 points
• Applicantions to a university/strategic partner recommended by OIP: +20
points
• Holding a residence for outgoing country: -5 points
Eligibility Criteria (Teaching)
Eligibility Criteria (Staff)• Job experience at Koç University:
– 1-3 years: +3 points
– 3-5 years: +5 points
– 5 years +: +7 points
• Staff members of the departments contributing to Erasmus Program
directly or indirectly (VPRD, VPAA, RPDTTD, MID, KKD, IT) : +10
points
• Former staff members of the departments contributing to Erasmus
Program directly or indirectly : +5 points
• First applicants +30 points
• Staff members of the departments taking part in the program for the
first time : +20 points
• Applicantions to a partner University suggested by OIP: +10 points
• Former participants of the program: - 5 points
• English Certificate of Competence (min. B1 level) or being successful at
English interview: Compulsory
OIP suggests;• Vienna University of Economics and Business, Austria
• University of KU Leuven, Belgium
• Paris Dauphine University, France
• RWTH Aachen University, Germany
• Munich Technical University, Germany
• Humboldt University of Berlin, Germany
• Bocconi University, Italy
• Radboud University Nijmegen, The Netherlands
• University of Oslo, Norway
• IE University, Spain
• Malardalen University, Sweden
Please Note:
• Among the applicants having same criterias, first comefirst served.
• For Staff Mobility for Teaching Assignments, you cancheck our agreements including faculty exchange here:https://oip.ku.edu.tr/institutional-partners-list
• It is not necessary to have a bilateral agreementbetween the institutions for Staff Mobility for StaffTraining.
Necessary Documents for Eligible Administrative Staff
Documents to submit before you leave or at the time ofapplication:• Invitation Letter• Staff Mobility Agreement• Letter approved by your manager/director• English Certificate of Competence/ Interview Request• Copy of ID/Passport• Bank Account Details (Euro)• For Disabled Staff: Medical report for disability and its
degree (not older than 3 months) or disability card. Acommitment from the host institution must also beincluded confirming that they are aware of the disabilityof the staff and that they have full supplies.
Documents to submit during mobility:• Grant Agreement• Information Form for Staff Mobility for Staff Training
Necessary Documents for Eligible Administrative Staff
Documents to submit after mobility:
• Certificate of Attendance (original signature)
• Online EU Survey (to be e-mailed to the participant)
• Copy of Passport or Boarding Pass
• Receipt of the Grant Payment
NOTE: All documents must be web-based. Second paymentof the grant (%20) will not be made in case of any missingdocument.
Second payment (%20) is made in accordance with theexact dates on the certificate of attendance given at theend of mobility.
Necessary Documents for Eligible Academic Staff
Your Department/Faculty/Graduate School and thereceiving institution must hold a valid bilateral agreementbefore the start of the teaching assignment.
Documents to submit before you leave:• Invitation Letter• Staff Mobility for Teaching Mobility Agreement• Copy of ID/Passport• Bank Account Details (Euro)• For Disabled Academic Staff: Medical report for disability
and its degree (not older than 3 months) or disabilitycard. A commitment from the host institution must alsobe included confirming that they are aware of thedisability of the staff and that they have full supplies.
Documents to submit during mobility:• Grant Agreement• Information Form for Teaching Mobility
Necessary Documents for Eligible Academic Staff
Documents to submit after mobility:
• Certificate of Attendance (original signature)
• Online EU Survey (to be e-mailed to the participant)
• Copy of Passport or Boarding Pass
• Receipt of the Grant Payment
NOTE: All documents must be web-based. Second paymentof the grant (%20) will not be made in case of any missingdocument.
Second payment (%20) is made in accordance with theexact dates on the certificate of attendance given at theend of mobility.
Daily Grants According to Countries
Grant Calculations
• For staff mobility activities lasting more than 14 days;%70 of the above amounts must be taken intoconsideration as daily grants after day 15 and more.
• Any grant cannot be paid for the days without an activityor being certified.
• Travel allowance must be calculated via distancecalculator according to the table below. The grantamount is equal to return distance and cannot bemultiplied. Connecting flights are subject to sameprocedure.
If travel days will be included in the grant, relevantdocuments such as boarding pass, bus/train tickets, stampson the passport must be submitted upon return.
Travel distances Amount
Between 100 and 499 KM: 180 EUR per participant
Between 500 and 1999 KM: 275 EUR per participant
Between 2000 and 2999 KM: 360 EUR per participant
Between 3000 and 3999 KM: 530 EUR per participant
Between 4000 and 7999 KM: 820 EUR per participant
8000 KM or more: 1100 EUR per participant
Grant Payment to Staff
• Institution may pay %80 of the grant to the participantbefore they leave on condition that EuropeanCommission sends the grant payment to the NationalAgency and the National Agency transfers the amount tobeneficiary institutions. Grant payments are made inEuro without being subjected to tax cuts.
• Any grant payment cannot be made if there is nomobility activity. Grant must be returned immediately inthis case.
• %20 of the grant cannot be made for the staff who hasnot submitted their documents to OIP by the first weekof October.
Country of Own Nationality
It is possible for the participant residing temporarily inTurkey to carry out their mobility in their own country ofresidence; however, they are given low priority.
Additional Grant Support for Disabled Staff
• Extra grant support might be given to Erasmus disabledstaff in addition to their standard grant.
• In order to benefit from this additional grant, thebeneficiary institution (Koç University) must make arequest to the Agency on behalf of the disabledparticipant. Additional grant request can be made withinthe agreement duration and 60 days before theagreement ends.
• Application forms can be reached at the Agency’swebsite: [http://www.ua.gov.tr/programlar/erasmus-programı/erasmus-programı/faydalı-link-ve-dokümanlar/2016-dönemi-ka1-sözleşme-belgeleri]
Additional Grant Support for Disabled Staff
• Disability medical report and its degree (not older than 3months) or disability card must be included in theapplication form. A commitment from the host institutionmust also be included confirming that they are aware ofthe disability of the staff and that they have full suppliesfor them.
• The grant amount requested for the participant mustalso be stated along with its reasons in details. It shouldbe directly associated with the participant’s needs andshould be explained how this additional grant willcontribute into participant’s needs during their timeabroad.
Staff Without Grant
Staff can participate in the mobility without nogrant. In order to benefit, they must still makean application.
The only difference is that they cannot benefitfrom the grant. They are still liable to selectionprocess.
OIP Strongly Recommends to Participants:• To get in touch with the host institution or their relevant
department and make the necessary arrangements fortheir own Exchange Program. Host institution may helpyou with both on-campus and off-campusaccommodation and send you visa/invitation letter ifneeded.
• It is participant’s own responsibility to arrange their ownaccommodation, visa application and travel insurance (ifnecessary).
• You can reach this presentation on our website:https://oip.ku.edu.tr/?q=outgoing-students-staff-menu
• Please take brochures and materials from OIP topromote Koç University.
We hope you have a nice exchange
experience!
