Erasmus+ Student Mobility for Studies Documents
This page contains the documents and form templates that students selected to participate in Erasmus+ Student Mobility for Studies may need before, during and after their mobility.
Students are not required to complete every document listed on this page. The documents to be used are determined according to the student’s mobility status, grant status, destination country and the applicable contract period.
Documents such as the Grant Agreement, Grant Agreement Amendment, Nomination Letter and Visa Letter are prepared by the Erasmus Coordination Office or issued based on the student’s information. Students must not complete these documents without consulting the Erasmus Coordination Office.
Important Note: Editable Word versions of all documents and form templates described on this page are available at the bottom of the page. Please refer to the file list at the bottom of the page to download the relevant document.
A. Documents Used Before the Mobility
1. Student Mobility Nomination Letter
This document officially confirms that the student has been nominated to the partner university under Erasmus+ Student Mobility for Studies. It is prepared by the Erasmus Coordination Office of Ankara Science University and sent to the partner institution. It is not completed by the student.
2. Student Mobility Acceptance Letter
This document confirms that the student has been accepted by the host institution for study mobility. The Acceptance Letter is normally issued by the host institution. If the host institution does not have its own template, the sample format provided on this page may be used.
3. Learning Agreement for Studies
The Learning Agreement specifies the courses that the student will take at the host institution, their ECTS credits and the arrangements for academic recognition.
It is prepared by the student in consultation with the Erasmus Departmental Coordinator and must be approved by the student, Ankara Science University and the host institution.
The Learning Agreement should primarily be prepared online through the EWP–OLA system. The downloadable form may only be used with the knowledge and approval of the Erasmus Coordination Office when the online system cannot be used for technical or institutional reasons.
4. Academic Approval Form – Before Mobility
This form indicates how the courses to be taken abroad will be recognised at Ankara Science University. It must be prepared in accordance with the Learning Agreement and approved by the relevant academic unit before the mobility begins.
5. Erasmus+ Student Declaration of Commitment
This document confirms that the student accepts the academic, administrative and financial responsibilities associated with the Erasmus+ mobility process. It must be read and signed by the student and submitted to the Erasmus Coordination Office before the mobility.
6. Declaration of Commitment for Green Passport Holders
This document must only be completed by students who will participate in the mobility using a Turkish special passport, commonly known as a green passport. It confirms that the student has checked the entry, residence and, where applicable, visa requirements of the destination country and accepts the relevant responsibilities.
7. Embassy Visa Letter – Turna Portal Format
This is an official institutional letter confirming that the student has been selected under Erasmus+ and will participate in the mobility. It is prepared by the Erasmus Coordination Office upon the student’s request for use in the visa application process.
8. Grant Agreement for Erasmus+ Student Mobility
The Grant Agreement sets out the student’s estimated mobility period, maximum grant amount, payment conditions and the responsibilities of the parties.
It is prepared by the Erasmus Coordination Office in accordance with the relevant project and contract period. Blank Grant Agreement templates are not provided to students.
The student must review the agreement prepared specifically for them and sign it in accordance with the instructions provided by the Erasmus Coordination Office.
9. Zero-Grant Participation Declaration and Acceptance Form
This form must be completed by students who will participate in Erasmus+ Student Mobility for Studies without receiving an Erasmus+ grant. It confirms that the student agrees to participate as a zero-grant student and fulfil all academic and administrative obligations of the programme.
10. Additional Grant Support Request Form for Participants with Fewer Opportunities
This form is used by students with fewer opportunities who wish to apply for Additional Grant Support. It must be submitted to the Erasmus Coordination Office together with the supporting documents demonstrating the student’s eligibility.
11. Explicit Consent Declaration under the Law on the Protection of Personal Data
This document provides information about and, where legally required, obtains the student’s explicit consent to the processing and sharing of personal data with relevant institutions for the administration of the Erasmus+ mobility process.
B. Documents Used During the Mobility
1. Confirmation of Arrival
This document confirms that the student has arrived at the host institution and officially started the study mobility. After the relevant section has been signed and approved by an authorised representative of the host institution, the document must be sent to the Erasmus Coordination Office by email.
2. Changes to the Learning Agreement
This section is used when courses need to be changed after the mobility begins because a course is unavailable, course schedules overlap or changes are required for academic reasons.
The changes must be made in consultation with the Erasmus Departmental Coordinator through the “During the Mobility” section of the OLA system and approved by all three parties.
3. Mobility Extension Request Form
This form is used by students who wish to extend their study mobility period. The request must be submitted to the Erasmus Coordination Office no later than one month before the originally planned end date of the mobility.
Approval of the extension does not necessarily mean that the extended period will be funded.
4. Grant Agreement Amendment
This document is prepared by the Erasmus Coordination Office when the student’s grant amount needs to be increased due to an approved mobility extension or another eligible reason. Students must not complete this document themselves.
C. Documents to Be Completed After the Mobility
1. Certificate of Attendance
This document confirms the student’s actual start and end dates of study mobility. It must be signed and officially approved by the host institution at the end of the mobility.
2. Transcript of Records
This is an official document showing the courses taken at the host institution, their ECTS credits and the student’s academic results. It must be submitted to the Erasmus Coordination Office of Ankara Science University either by the student or directly by the host institution.
3. International Entry and Exit Records
The student must submit copies of the relevant passport pages showing entry and exit stamps or an official, barcoded International Entry and Exit Record obtained through Türkiye’s e-Government Gateway.
These documents are used to determine the actual duration of the mobility and calculate the final grant amount.
4. Erasmus+ Participant Report
Following completion of the mobility, the student must complete the online participant report using the link sent to their email address. Completion of the participant report is one of the student’s post-mobility obligations.
5. Academic Approval Form – After Mobility
This form indicates the recognition at Ankara Science University of the courses completed at the host institution. It is prepared based on the approved Learning Agreement and Transcript of Records and is used to complete the academic recognition process.
D. Documents Used in Special Circumstances
Student Mobility Withdrawal Form
This form is used by students who have been selected for Erasmus+ mobility but subsequently decide to withdraw from their mobility right.
It must be submitted to the Erasmus Coordination Office within the withdrawal period specified in the application announcement or selection results announcement.
E. Sample Documents
Sample Learning Agreement for Studies
This sample document is provided to demonstrate how a Learning Agreement should be prepared. It must not be submitted as an official mobility document.
Each student must prepare a new Learning Agreement based on their own courses and mobility information.