ERASMUS+ STAFF MOBLITY 2018 - 2019 ERASMUS+ STAFF MOBLITY Info Session

Who is National Agency? Affiliated with the Ministry for EU Affairs, The Centre for Education Youth Programs (Turkish National Agency) is a public body established for the implementation of the Erasmus+ Program in Turkey. The Centre receives applications, evaluates and finances the projects and activities under these 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 exchange programs. Organizes orientation sessions for both incoming and outgoing exchange students as well as outgoing staff and also assists them with the administrative issues they need during their stay. Maintains the university’s relationship between the National Agency and other partner universities, also carries out its own responsibility against them.

STAFF MOBILITY (ST) Staff Mobility occurs in two ways: Staff Mobility for Teaching Assignments (STA) Staff Mobility for Staff Training (STT)

1. Staff Mobility for Teaching Assignments (STA) Staff Mobility for Teaching Assignments enables staff from higher education institutions to share expertise in specialist areas within teacher education, to deepen mutual understanding of different European Education Systems and to raise the profile of the European Dimension in Education. It aims to improve the skills and competencies of teaching staff in order to support their professional development. An Erasmus+ Teaching Assignment includes a variety of academic activities such as seminars, lectures and tutorials at a partner university.

1. Staff Mobility for Teaching Assignments (STA) It is also possible to invite a staff member from an organisation, enterprise or research centre located in one of the Erasmus+ programme countries to carry out a teaching assignment at Koç University. Staff members invited for teaching assignments must be employed by an organisation, enterprise or research centre located in one of the Erasmus+ programme countries. The Erasmus+ grant for a teaching assignment cannot be used for those coming from higher education institutions.

2. Staff Mobility for Staff Training (STT) The purpose of Staff Mobility for Staff Training is to provide opportunity for administrative staff to learn from another institution's experience and good implementations and to improve required talents for their current assignments. The basic activities are study visits, short term assignments and on the job training programs. The Erasmus+ grant for a staff training cannot be used for conference participation. It is also possible for a staff employed by a higher education institution to go on a Staff Mobility at another higher education institution located in one of the Erasmus+ programme countries. The Erasmus+ grant for a staff mobility cannot be used for part-time trainings.

Duration of Staff Mobility Activities are performed in accordance with the minimum and maximum durations determined by European Commission. Staff Mobility activities cannot go beyond the agreement end date signed with the Agency.

Durations of Staff Mobility for Teaching Assignments A teaching period between two Programme countries must last a minimum of 2 days and a maximum of 2 months. This excludes travelling time. During the stay abroad, the teaching activity must comprise a minimum of 8 hours per week of actual teaching time. In case of an activity longer than 1 week, teaching time must be calculated in accordance with the duration. For example, whereas one week activity must comprise a minimum of 8 hours per week; a 2-week activity must comprise a minimum of 16 hours per week. If the teaching period stated on the participation certificate is less than the minimum requirements, the mobility is accepted as invalid and the participant is required 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 is less than 2 days, the mobility is accepted as invalid and the participant is required to return the Erasmus grant.

Travel Allowance In order to get travel allowance, participants must travel one day before their teaching mobility starts and leave one day after their teaching mobility ends. It is academic/administrative staff’s own responsibility to get in touch with the host institution and make necessary arrangements. Host institution may help you with both on-campus and off-campus accommodation and send you visa/invitation letter if needed.

Eligibility Criteria (Teaching) 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 (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: +10 points Former participants of the program: - 5 points English Certificate of Competence (min. B1 level) or being successful at English interview: Compulsory

Please Note: Among the applicants having same criterias, first come first served. For Staff Mobility for Teaching Assignments, you can check our agreements including faculty exchange here: https://oip.ku.edu.tr/institutional-partners-list It is not necessary to have a bilateral agreement between the institutions for Staff Mobility for Staff Training.

Necessary Documents for Eligible Administrative Staff Documents to submit before you leave or at the time of application: 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. A commitment from the host institution must also be included confirming that they are aware of the disability of 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 payment of the grant (%30) will not be made in case of any missing document. Second payment (%30) is made in accordance with the exact dates on the certificate of attendance given at the end of mobility.

Necessary Documents for Eligible Academic Staff Your Department/Faculty/Graduate School and the receiving institution must hold a valid bilateral agreement before 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 disability card. A commitment from the host institution must also be included confirming that they are aware of the disability 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 payment of the grant (%30) will not be made in case of any missing document. Second payment (%30) is made in accordance with the exact dates on the certificate of attendance given at the end of mobility.

Daily Grants According to Countries Country Group Host Country Grant Amount Per Day (Euro) 1. Group Program Countries United Kingdom, Denmark, Ireland, Sweden, Finland, Iceland, Lichtenstein, Luxembourg, Norway 153 2. Group Program Countries Germany, Austria, Belgium, France, Italy, Cyprus, Greece, The Netherlands, Spain, Malta, Portugal, 136 3. Group Program Countries Bulgaria, Latvia, Macedonia, Slovakia, Czech Republic, Poland, Romania, Estonia, Croatia, Lithuania, Slovenia, Hungary 119

Grant Calculations For staff mobility activities lasting more than 14 days; %70 of the above amounts must be taken into consideration as daily grants after day 15 and more. Any grant cannot be paid for the days without an activity or being certified. Travel allowance must be calculated via distance calculator according to the table below. The grant amount is equal to return distance and cannot be multiplied. procedure. Connecting flights are subject to same

Travel Distances Amount (€) Between 10-99 km € 20.00 Between 100-499 km € 180.00 Between 500-1999km € 275.00 Between 2000-2999 km € 360.00 Between 3000-3999 km € 530.00 Between 4000- 7999 km € 820.00 8000km and more € 1,500.00 If travel days will be included in the grant, relevant documents such as boarding pass, bus/train tickets, stamps on the passport must be submitted upon return.

Grant Payment to Staff Institution may pay %70 of the grant to the participant before they leave on condition that European Commission sends the grant payment to the National Agency and the National Agency transfers the amount to beneficiary institutions. Grant payments are made in Euro without being subjected to tax cuts. Any grant payment cannot be made if there is no mobility activity. Grant must be returned immediately in this case. %30 of the grant cannot be made for the staff who has not submitted their documents to OIP by the first week of October.

Country of Own Nationality It is possible for the participant residing temporarily in Turkey to carry out their mobility in their own country of residence; however, they are given low priority.

Additional Grant Support for Disabled Staff Extra grant support might be given to Erasmus disabled staff in addition to their standard grant. In order to benefit from this additional grant, the beneficiary institution (Koç University) must make a request to the Agency on behalf of the disabled participant. Additional grant request can be made within the agreement duration and 60 days before the agreement ends. • Application forms can be reached at the Agency’s website: [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 3 months) or disability card must be included in the application form. A commitment from the host institution must also be included confirming that they are aware of the disability of the staff and that they have full supplies for them. The grant amount requested for the participant must also be stated along with its reasons in details. It should be directly associated with the participant’s needs and should be explained how this additional grant will contribute into participant’s needs during their time abroad.

Staff Without Grant Staff can participate in the mobility without no grant. In order to benefit, they must still make an application. The only difference is that they cannot benefit from the grant. They are still liable to selection process.

OIP Strongly Recommends to Participants: To get in touch with the host institution or their relevant department and make the necessary arrangements for their own Exchange Program. Host institution may help you with both on-campus and off-campus accommodation and send you visa/invitation letter if needed. It is participant’s own responsibility to arrange their own accommodation, visa application and travel insurance (if necessary). 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 to promote Koç University.

We hope you have a nice exchange experience!