ERASMUS + Exchange Programme
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24 April 2019, Wednesday 

Application Procedures


Those concerned with staff mobility can reach announcements via website of the university, various billboards or e-mails sent to their e-mail addresses.  Announcements will be on website or billboards for 15 days at least, and they are supposed to include information below;

·         number of quota for each department in the university for teaching and training activities

·        Bilateral agreements that the university has in terms of teaching/training activities, number of quota according to the agreements, and information about which departments and units can apply for each quota

·        minimum necessary conditions to benefit from the activity.

·        necessary documents for application

·        Application deadline and place

·        Valuation criteria

·        information about the amount granted for the personnel selected

·        information about how to benefit from the program without any grant

Evaluation and Selection Process

Selection process is carried out using fair and objective criteria defined by the university for each applicant in terms of the legislation and principles specified by European Commission and higher education institution. The university is responsible for determining the personnel that will benefit from the activity impartially, ensuring certifying any documents related to selection process if necessary.

Evaluation process is conducted by a commission determined by the Presidency and the commission is supposed to comprise of Erasmus coordinator, coordinator of faculty, institute or vocational school and department representative. It is essential that the members must not have any relationship based on mutual interests. In this sense, being fair is inevitable part of Erasmus University Charter. Priorities below must be considered while evaluating applicants;

·        the personnel who has not benefited from staff mobility before

·        the departments or units uninvolved in staff mobility before

·    the applicants who prefer to plan staff mobility with the countries or universities that have not preferred or preferred rarely before

It is also suggested that foreign language competence of the personnel should be regarded during the process of evaluation. If the commission members decide to take the criteria of language abilities into consideration, they must announce their decision. The institution must announce both main list and waiting list and the evaluation criteria. The National Agency can take part in the process of evaluation as supervisor if required. In case of confirming inconsistency or unfairness in the process of evaluating applications, the institution is warned by the related National Agency. If insisted on improper practices, the National agency reports the issue to the European Commission to review Erasmus University Charter of the institution. The grant is not for the cover the whole expenses related to the time spent abroad. The total amount of  grant written in the contract of personnel selected  is paid by 2 installments. The first payment comprises % 80 of total amount. At the end of activity period, the amount of second payment is calculated by considering certificate of attendance and documents showing travel expenses that beneficiary hand in to the Erasmus office.  Payments are made in Euro without any tax cut. If the activity does not occur, any payment is not made to beneficiary. The European Commission is not responsible for the expenses not included in the handbook.

*Higher Education institution which takes place in the scope of enterprise does not have to be a member of Erasmus University Charter.

Ineligible Institutions for Erasmus Staff Mobility;

1.     European Union Institutions and European Union Agencies

2.     Institutions that carry out European Union Programs and receive grant in this way

3.     Foreign Delegations (embassy, consulate etc.) in the countries visited

Conformity Assessment

  • One of the countries included in the charter must be member of European Union. Considering the fact that Turkey is not EU member yet, another country which will be part of mobility has to be one of the EU members.
  • Those who want to benefit from the mobility must fulfill the conditions highlighted in the handbook.
  • The staff who wants to involve in the mobility has to be employed full-time or part-time in higher education institution, member of EUC. In addition, the staff who has a contract with the institution can benefit from the mobility.
  • Those who want to benefit from the mobility are supposed to present training program during the process of application by regarding the conditions in the handbook.


Education, training and youth activities play a key role in providing people of all ages with the necessary means to participate actively in the labour market and in society at large. Projects under this Action promote transnational mobility activities targeting learners (students, trainees, apprentices, young people and volunteers), and staff (professors, teachers, trainers, youth workers, and people working in organisations active in the education, training and youth fields) and aiming to:

  • support learners in the acquisition of competences (knowledge, skills and attitudes) with a view to improving their personal development and employability in the European labour market and beyond;
  • support the professional development of those who work in education, training and youth with a view to innovating and improving the quality of teaching, training and youth work across Europe;
  • enhance notably the participants' foreign languages competence;
  • raise participants' awareness and understanding of other cultures and countries, offering them the opportunity to build networks of international contacts, to actively participate in society and develop a sense of European citizenship and identity;
  • increase the capacities, attractiveness and international dimension of organisations active in the education, training and youth fields so that they are able to offer activities and programmes that better respond to the needs of individuals, within and outside Europe;
  • reinforce synergies and transitions between formal, non-formal education, vocational training, employment and entrepreneurship;
  • ensure a better recognition of competences gained through the learning periods abroad.

This Action also supports international mobility activities from or to Partner Countries in the fields of higher education and youth. This action also contributes to cooperation between the EU and eligible Partner Countries and reflects the EU external action objectives, priorities and principles:

  • enhance the attractiveness of higher education in Europe and support European higher education institutions in competing on the higher education market worldwide;
  • support the priorities identified in the Communications “Increasing the impact of EU Development Policy: an Agenda for Change”18 and “European Higher Education in the World”19.
  • support the internationalisation, attractiveness quality, equity of access and modernisation of higher education institutions outside Europe in view of promoting the development of Partner Countries;
  • promote the development and external policy objectives and principles including national ownership, social cohesion, equity, proper geographical balance and diversity. Special attention will be given to the least developed countries as well as to disadvantaged students from poor socio-economic backgrounds and to students will special needs.
  • promote non-formal learning and cooperation in the field of youth with Partner Countries.

Grant Support for Staff Mobility 

Staff will receive an EU grant as a contribution to their costs for travel and subsistence during the period abroad as follows:


Eligible costs

 Financing  mechanism



Contribution to the travel costs of participants, from their place of origin to the venue of the activity and return

                 Unit costs

          For travel distances between

100 and 499 KM: 180 EUR per participant

         For travel distances between

500 and 1999 KM: 275 EUR per participant

         For travel distances between

2000 and 2999 KM: 360 EUR per participant

         For travel distances between

3000 and 3999 KM: 530 EUR per participant

          For travel distances between

4000 and 7999 KM: 820 EUR per participant

           For travel distances of

8000 KM or more: 1100 EUR per participant




Individual support




Costs directly linked to the subsistence of participants during the activity




                Unit costs




up to the 14th day of activity: A1.1 per day per participant


between the 15 th and 60 th day of activity: 70% of A1.1 per day per participant



The amounts depend on the receiving country. These amounts will be set within the minimum and maximum ranges provided in the table below. When defining the amounts to be applied by beneficiaries in their country, National Agencies, in agreement with National Authorities, will consider two specific criteria:

  • the availability and the level of other sources of co-financing from private or public bodies at local, regional or national level to complement the EU grant;
  •  the general level of demand of staff who intend to teach or receive training abroad.

The same percentage within the range should be applied to all destination countries. It is not possible to give the same amount for all destination countries.




Staff from Programme         Countries


           Staff from Partner                            Countries

Receiving country

         Min-Max (per day)


Amount (per day)


Denmark, Ireland,Netherlands, Sweden,United Kingdom



Belgium, Bulgaria, Czech Republic, Greece, France, Italy, Cyprus, Luxembourg, Hungary, Austria, Poland, Romania, Finland, Iceland, Liechtenstein, Norway, Turkey




Germany, Spain, Latvia, Malta, Portugal, Slovakia, former Yugoslav Republic of Macedonia





Estonia, Croatia, Lithuania, Slovenia




Partner Countries


                                                                       Not eligible 


For mobility activities between Program Countries, National Agencies may decide to grant flexibility to their higher education institutions by fixing ranges instead of amounts at national level. This should be based on justified grounds, for example in countries where co-financing is available at regional or institutional level. The exact amounts will be published on the website of each National Agency and higher education institutions.

Gaziosmanpaşa Üniversitesi
60150 Tokat / TÜRKIYE, Tel:+90 356 252 1616, Tasarım: Bilgi İşlem Daire Başkanlığı, 2013© Tüm Hakları Saklıdır.