Erasmus process - Bilkent University

STUDENT DEPARTMENT COORDINATOR (DC) EXCHANGE OFFICE (OISEP) PARTNER UNIVERSITY (PU)
Bilkent internal application (online form + CV +
statement of purpose) : give 2 copies to DC.
Carefully reads
http://www.bilkent.edu.tr/bilkent/admission/outgoing_exchange/index.html
+ power point of the « orientation »
S finds out – the sooner the better - what is needed for VISA
S figures out what courses they can/should take [go
on PU's website, ask students who went the year
before] fills in Learning Agreement + Course
Exemption Pre-Approval Form for Outgoing
Exchange Students (x 3), has them signed by DC
and brings 2 copies to OISEP.
Photocopy letter of acceptance to OISEP (letter for
visa application + Harçsiz pasaport yazisi)/ € account
/ ek 1 /ek 5 / Scan and send or fax your signed
"Learning Agreement" to the host University in order
to get their signature and submit a copy of the
returned LA to OISEP.
sends all required documents to PU
Completes the page « changes to original proposed
LA» + updates pre-approval form accordingly
get your "Official Dates Form" before you leave and
Before selection
Announces deadline application
Collects applications and send
them to OISEP
Announces which S goes to which
PU (to S, PU and to OISEP).
Before departure
When student is abroad
Accepts changes and informs
OISEP
BCC computes ranking /
OISEP informs DC
encodes
2 « orientation » meetings
OISEP gets singatures from
Vice-rector (nobody goes to the
rectorate !)
80% scolarship
Gets a lot of work done : )
(letters of acceptance, ek 1, 5,
LA...). Not to mention all
contacts with the Ulusal Ajans
and the incoming students...
Sends deadlines for registration
+ letter of invitation (needed for
visa) + information about
accomodation, language
courses,... [OISEP and DC don't
know about this]

make sure your transcript will be sent on time to
Bilkent
Submit the dully signed Learning Agreement to
OISEP + Fill in the Student Report Form (Ek-4),
submit the "Official Arrival Dates Form" and your
transcript in order to receive the 20% balance of the
Erasmus grant. + photocopy passport (with
entering/leaving dates)
Credit transfer/recognition is an automatic process
which doesn't require student initiation or follow-up.
Back to Bilkent
DC opens enveloppe with
transcripts and sends them to
OISEP
DC -with department secretary -
fills in form with equivalences
(Bilkent courses exempted)
OISEP sends back to DC
approved transcript and
corresponding grades
20% scholarships if conditions
met (stay + 20/30 ECTS)
Sends transcript to DC
Written by Valéry Paternotte, July 2013 with the irreplaceable help of Yasemin Ozbek and Erkin Tarhan.