1. AFTER NOMINATION INFO SESSION

2. 1. Contact & application to the host university 2. Other procedures to be completed with the host university; 1. Accommodation 2. Orientation 3. Course preferences 4. Residence Permit 3. Passport&visa application 4. Health Insurance 5. Travel planning 6. Financial planning

3. 1. IRO support during the issues with the application procedures 2. Erasmus+ Grant agreement & Erasmus+ grant payments 3. Learning Agreement 4. IRO Travel Support payments 5. Supporting documents for students 1. Language proficiency letter 2. Letter for consulate

4. IRO WEBSITE: http://iro.sabanciuniv.eduhttp://iro.sabanciuniv.edu IRO E-MAIL: suoutgoing@sabanciuniv.edusuoutgoing@sabanciuniv.edu OUTGOING STUDENTS COUNSELORS Selen Karacanoğlu (Tel: +90 216 483 9644) Gülin Karahüseyinoğlu (Tel: +90 216 483 9367) OFFICE HOURS: Weekdays 14:00-16:00

5.  You need to be in contact with IRO before the application deadline and you must complete your application within the given deadline by the host university, otherwise your application will be rejected!  You need to be in contact with IRO during the application, notify us like:  I’m working on my application  I haven’t received any info email yet. (In such case, IRO will support students to get info asap)  I’ve completed my application  You need to check your emails on daily basis and make sure to forward all emails you receive to suoutgoing@sabanciuniv.edusuoutgoing@sabanciuniv.edu  You need to carefully read the emails you receive from the host university and complete your application on time, without any delays!  Check carefully how the host university wants you to submit your application:  Send via email by scanning your documents  Submit your application via their online system and upload your documents to this online application system  Sending your documents to the host university as hard copies via post (You can bring your hard copy documents to us and we can send your documents via DHL without any fee)

6.  If you’ve submitted your application via the online system of your host university, please make sure to send an email to them stating that you completed your application and make sure to receive a confirmation.  During the application, you might need to provide the info below;  Departmental Coordinator: Your exchange coordinator, if necessary, you need to get the signature from your exchange coordinator.  Institutional Coordinator: Evrim Güngör Devecioğlu Tel: +90 216 483 9703 E-mail: evrimg@sabanciuniv.eduevrimg@sabanciuniv.edu

7.  Dormitory applications needs to be completed on time:  No university can guarantee to give a place for students who missed the deadlines!  If there’s no dormitory available, please make sure to get information for the alternative accommodation options from the host university.  You may also get in contact with the incoming exchange students.  Attendance to the orientation program of the host university, arrange your attendance if requested.  Completing your subject preferences: Most of the host universities may want you to complete their own Learning Agreements, so please complete this procedure as requested by the host university.  Residence Permit: For some countries you need to get residence permit before you arrive or after your arrival, please make sure to prepare your documents and complete your application accordingly.

8.  Flight/Travel Planning: You can check your travel options (flights, trains…) Please make sure to arrange your travel based on the host university’s academic calendar.  We recommend not to buy your travel tickets before getting your acceptance letter & visa approval.  It’d be better for you to check/search the living expenses and living conditions of the country you’ll be going.  Visa & Residence Permit application fees  Travel expenses  Accommodation expenses  Health Insurance expenses

9.  You must apply for a student visa if you do not have a valid passport/visa for the country you’ll be travelling.  If you do not get the correct visa, you may not be allowed to enter the country.  Please make sure to check the required documents from the official website of the consulate of the country you’ll be applying. Required documents can change for each country.  Visa applications may take time around 1-4 months. We cannot interfere with your visa application and cannot contact with consulate on your behalf.  Make sure to apply your visa with your original documents, especially your acceptance letter.  You will be getting the letter from us, which will be stating you chosen as an exchange student with the detail of your host university.  You must apply for your visa application in person.  Visa application fees may vary based on the country.  Please make sure that your health insurance covers the date of your study, including your travel dates as well.

10.  We advise you to get a health insurance which is valid in the country you will be going.  Health insurance might be compulsory based on the country/university you will be going.  This will be mentioned to you during the application process by the host university.

11.  All students attending Erasmus+ are required to complete language assessment twice; before you start your mobility and after you complete your mobility. This is compulsory to complete by the European Commission.  This assessment is fully online.  There is no pass/fail in this assessment, it is only to assess your language level.  You will be given more information later on regarding OLS.

12.  You need to follow up the learning agreements of SU and the host university.  SU Learning Agreement=Exchange Term Course Registration&Equivalance  SU Learning Agreement is also considered as the equivalence statement of the courses you will get during your exchange term. So please make sure to complete your LA’s within the given deadline, based on the given instructions.  You will be given further information on LA by Ozge Balkaya (la@sabanciuniv.edu)la@sabanciuniv.edu  IMPORTANT: You must follow the deadlines, LAs submitted after the given deadline will not be accepted!

13.  You must take minimum of 20 ECTS (equivalent to 10 SU credits), and maxiumum of 40 ECTS (equivalent to 20SU credits).  Your exchange advisors will be determining the equivalent credits. They will count 1SU credit=2ECTS. If the credit has 0.5 and above, they will be rounded up like 2.7 SU credits will be counted as 3 SU credits.  You need to write the subjects including their codes otherwise you will have problems upon your return.  You must complete your Learning Agreement in full, as well as the signatures.  Please pay attention to you graduation responsibilities. This is student’s responsibility.  To follow up your graduation: http://mysu.sabanciuniv.edu/sr/en/degree- evaluationhttp://mysu.sabanciuniv.edu/sr/en/degree- evaluation  4 th Level FENS students: If you will be taking required graduation courses such as ENS 491 & ENS 492 during your exchange term, you must get in contact with your faculty and relevant faculty member. These subjects will not be included in your LA!

14. HOW IT WORKS:  It’s a database where you can find the subjects and their equivalents taken by previous exchange students of SU.  Equivalences of the subjects in the past may change.  If you find the same subjects at the host university as in the database, you may choose them from the database in order to form your LA. Please note that the subjects you see in the database, does not mean that they are the subjects available at the host university.  If the subject you want to add to your LA is not in the database, you can add those subjects to the system as “new course request”. Then your advisor can add these subjects to the database with their equivalences.

15.  The grades you get at the host university will be transferred to SU based on the grade conversion table approved by the academic committee.  For the table: http://iro.sabanciuniv.edu/en/students/exchange/outgoing/credit-and- grade-transfer http://iro.sabanciuniv.edu/en/students/exchange/outgoing/credit-and- grade-transfer  You must take subjects as letter grades. You shouldn’t take pass/fail subjects, if you take pass/fail subjects, please make sure to ask the teacher to give you a letter grade. You can find out the details regarding the grades from the host university.

16.  Your transcripts should reach IRO office as original. Then they will be send to SR for the grade transfer.  Your transcripts should reach IRO on time in order to avoid any delays on your grade transfers.  This is completely student’s responsibility to follow up your transcripts and make sure that they reach to IRO.  Make sure to get your original transcript in English.  The subjects and codes in your LA and transcript should match.  If the subjects on your LA does not shown on your transcript, they will be transferred as F. Subjects shown on transcript but not on LA will not be transferred to our system  After transferring your grades to SU, you cannot change your LA.  If you are planning to benefit from SU scholarship, please pay attention to the date that committee convention. As you need to hand in your transcript on time for the grade transfer, which will effect your overall GPA. Please note that its your responsibility to follow up your transcript.  If you are to graduate after your exchange term, please make sure to check the academic calendar of the host university, as it may effect your graduation date.

17.  In order to receive the full grant payment, students must complete and sign the Erasmus grant agreement.  Your grant payments will be done to your Euro account at Akbank. The account should be under your name. We cannot accept other banks other than Akbank.  If you have dorm scholarship at SU, you will be given the 2/3 of the scholarship for one term. You can get detailed info about this from Student Resources.  The planned grant payment will be paid to students in two installments. First installment will be the 70% of the total planned amount, before you go for your exchange term.  Rest of the grant payment will be completed after students finalize their post-exchange documents:  Certificate of Participation  Arrival&Departure stamps on your passport  Final Report Survey  Transcript  Completion of both OLS assessment

18.  If student stays more than 4,5 months, student will receive the grant maximum equivalent to 4,5 months.  Student who stays less than 3 months will be required to refund their grant. Students also who stays less than the planned duration will be required to refund.  For the durations more than full month, the grant will be calculated based on daily amount.  Undergraduate students with scholarship will continue to receive their scholarships.  Scholarship committee convention takes place in July. If you want your grades to be counted for the scholarship, your transcript must reach us before July.  IMPORTANT NOTE: Postgraduate and Doctorate students will not receive their scholarships during their exchange term.

19.  For academic problems, please contact with your academic advisor at first at the host university. Then you may contact your advisor at SU.  If one of the subjects won’t be open at the host university or you cannot take that subject in your LA, please do not panic! Please check the alternatives and contact your SU advisor.  Possible problems: You may face problems regarding dormitory financial issues, prejudgment & racism.  In case of an accident or an issue related to police, please contact the Turkish Consulate in your city (or the closest one) and please kindly inform us as well.

20.  Please pay attention to the emails from la@sabanciuniv.edu regarding the important dates for Learning Agreement. la@sabanciuniv.edu  Please pay attention to the emails from suoutgoing@sabanciuniv.edu for the exchange procedures and important dates regarding your exchange term. suoutgoing@sabanciuniv.edu

21.  Passport Stamp Copies (Only for Erasmus students)  Confirmation of Participation  OLS (Only Erasmus students)  Mobility Tool Report (Only Erasmus students)  IRO Final Report Survey (Only Global Exchange students)  IRO Satisfactory Survey  TOR (Transcripts of Records)

22.  Erasmus+ Student Charter states your rights and responsibilities as an exchange student.  http://erasmus.omu.edu.tr/uploads/documents/Er asmus_Charter_English.pdf http://erasmus.omu.edu.tr/uploads/documents/Er asmus_Charter_English.pdf