Erasmus+ Student Mobility for Traineeships Documents
This page contains the documents, forms and guides to be used by students applying for or selected to participate in Erasmus+ Student Mobility for Traineeships during the application process and before, during and after the mobility.
Not every document available on this page is required to be completed by every student. The documents to be used are determined according to the student’s application and selection status, grant status, destination country, host institution or organisation and the applicable project period.
Important Note: Some of the documents available on this page are used for both Erasmus+ Student Mobility for Studies and Erasmus+ Student Mobility for Traineeships. Students must ensure that the relevant mobility type is correctly indicated in the documents.
Documents that must be prepared individually for each student, such as the Grant Agreement, are issued by the Erasmus Coordination Office based on the applicable project period and the approved mobility details. Students must not complete these documents without consulting the Erasmus Coordination Office.
- Click here for the Turna Portal Individual Application Guide.
- Click here for the guide on obtaining a visa letter through Turna Portal.
A. Documents Used During the Application Process
1. Turna Portal Individual Application Guide
This guide, prepared by the Turkish National Agency, explains how to log in to Turna Portal through the e-Government Gateway, view the calls for applications published by the institution, complete an individual application and track the application status.
If any changes are made to the application information, students must ensure that the application is completed again using the updated information.
2. Explicit Consent Declaration Form Regarding the Protection of Personal Data – Turkish/English
This form is used to inform students about the processing of personal data required during the Erasmus+ application and mobility processes and to obtain their explicit consent in accordance with the applicable legislation.
The form must be reviewed, completed in full and signed by the student in accordance with the instructions provided by the Erasmus Coordination Office.
3. Erasmus+ Student Mobility Appeal Petition
This document is used by students who wish to appeal against the application or selection results.
The Appeal Petition must be submitted to the Erasmus Coordination Office within the period specified in the relevant call for applications or results announcement.
B. Documents to Be Submitted Before the Mobility
1. Erasmus+ Student Mobility for Traineeships Acceptance Letter
This document confirms that the student has been accepted by the host institution or organisation to undertake a traineeship within the scope of Erasmus+ Student Mobility for Traineeships.
The Acceptance Letter must clearly state the student’s full name, the name of the host institution or organisation, the department or unit in which the traineeship will take place, the start and end dates of the traineeship and that the activity will be carried out within the scope of Erasmus+ Student Mobility for Traineeships.
The document must be signed by an authorised representative of the host institution or organisation and officially approved with a stamp or seal, where applicable. If the host institution or organisation has its own Acceptance Letter format, that format may also be used.
2. Learning Agreement for Traineeships
The Learning Agreement for Traineeships is the main document setting out the content and objectives of the traineeship, the student’s duties, the work programme, the knowledge and skills expected to be acquired, the monitoring arrangements and the evaluation methods.
Before the mobility begins, the document must be prepared by the student in coordination with the host institution or organisation and approved by the student, Ankara Science University and the host institution or organisation.
All mandatory sections of the document must be completed in full, and all required approvals must be obtained before the mobility begins.
3. Erasmus+ Student Declaration of Commitment – Turkish/English
This document confirms that the student has been informed about their rights and responsibilities under Erasmus+ Student Mobility for Traineeships, the documents that must be submitted, the conditions governing the use of the grant and their post-mobility obligations.
The Declaration of Commitment must be read, completed and signed by the student in accordance with the instructions provided by the Erasmus Coordination Office.
4. Erasmus+ Student Grant Agreement – Turkish/English
The Grant Agreement sets out the mobility period, financial support status, payment conditions and the rights and obligations of the parties for students participating in the mobility with or without Erasmus+ grant support.
The Grant Agreement is prepared individually for each student by the Erasmus Coordination Office based on the current template applicable to the relevant project period and the approved mobility details. Students must not complete the blank Grant Agreement template available on the website by themselves.
The student must check the personal information, traineeship dates, grant amount, bank account details and other provisions stated in the agreement prepared specifically for them and sign it in accordance with the instructions provided by the Erasmus Coordination Office.
5. Explicit Consent Declaration Form Regarding the Protection of Personal Data – Turkish/English
If the form has not previously been submitted or is requested again by the Erasmus Coordination Office, it must be completed and signed by the student.
6. Insurance Documents
Students participating in Erasmus+ Student Mobility for Traineeships must have health insurance covering the entire mobility period, as well as accident and liability insurance appropriate to the traineeship activity.
The Learning Agreement for Traineeships must clearly specify which party is responsible for providing each type of insurance. If any required insurance is not provided by the host institution or organisation, the student must obtain the relevant insurance and submit a copy of the policy to the Erasmus Coordination Office before the mobility begins.
Students must consult the Erasmus Coordination Office regarding the required insurance coverage before taking any action.
7. Passport and Visa Documents
A copy of the passport page containing the student’s identity information and, for mobility to countries requiring a visa, a copy of the visa must be submitted to the Erasmus Coordination Office.
As visa procedures and requirements vary by country, students are responsible for following the current requirements announced by the competent authorities of the destination country.
8. Bank Account Details
For the grant payment, students must submit the details of a euro-denominated bank account opened in their own name to the Erasmus Coordination Office.
The student must be the account holder, and the IBAN details must be provided accurately and in full.
9. OLS/EU Academy Language Certificate
If required for the relevant project period or requested by the Erasmus Coordination Office, the certificate relating to the language assessment completed through EU Academy must be submitted.
10. Visa Letter
Once the application and placement procedures have been completed, the student may generate the letter required for visa procedures through Turna Portal.
The document includes a QR code for verification. If the visa letter generation button does not appear even though the evaluation and placement procedures have been completed, or if the generated document contains missing or incorrect information, the student must contact the Erasmus Coordination Office.
C. Documents to Be Submitted During the Mobility
1. Confirmation of Arrival
This document confirms that the student has started the traineeship activity at the host institution or organisation and states the actual start date of the mobility.
After the mobility begins, the document must be signed by an authorised representative of the host institution or organisation and sent to the Erasmus Coordination Office within the period specified by the Office.
2. Changes to the Learning Agreement for Traineeships – During the Mobility
If any changes are made to the traineeship programme, duties, responsible persons, mobility dates or other previously approved information, the “During the Mobility” section of the Learning Agreement for Traineeships must be completed.
The Erasmus Coordination Office must be informed before any planned changes are implemented. The changes must be approved by the student, Ankara Science University and the host institution or organisation.
3. Traineeship Period Extension Petition
This document is used by students who wish to extend their mobility period.
The extension request must be submitted to the Erasmus Coordination Office before the approved mobility period ends and must be approved by both the host institution or organisation and Ankara Science University. Whether the extended period will be funded or undertaken without grant support is determined according to the available budget and the rules applicable to the relevant project period.
4. Additional Grant Support Request Petition
Students who meet the eligibility conditions for additional grant support must submit this petition to the Erasmus Coordination Office together with the required supporting documents.
The request is evaluated according to the rules applicable to the relevant project period and the supporting documents submitted by the student.
D. Documents to Be Submitted After the Mobility
1. Traineeship Certificate / After the Mobility
The Traineeship Certificate confirms that the student has completed Erasmus+ Student Mobility for Traineeships and states the actual start and end dates of the traineeship.
The document must include information about the duties performed by the student, the knowledge and skills acquired and an evaluation of the student’s performance. It must be completed and signed by an authorised representative of the host institution or organisation and officially approved with a stamp or seal, where applicable.
If the Traineeship Certificate is included in the “After the Mobility” section of the Learning Agreement for Traineeships, the relevant section must be completed in full.
2. Passport Entry and Exit Records
To confirm that the mobility was carried out and verify the travel dates, copies of the passport pages showing entry and exit stamps or an official entry-exit record obtained through the e-Government Gateway must be submitted to the Erasmus Coordination Office.
3. Travel Documents
Boarding passes, tickets, invoices or any other supporting travel documents requested by the Erasmus Coordination Office must be submitted.
These documents may be used to verify the actual duration of the mobility and, where necessary, to determine the final grant amount.
4. Traineeship Report
This report describes the traineeship activities carried out by the student, the knowledge and skills acquired, professional achievements and the student’s evaluation of the mobility experience.
If requested by the relevant academic unit or the Erasmus Coordination Office, the report must be prepared in the specified format and submitted accordingly.
5. Traineeship Evaluation Form
This form is used by the host institution or organisation to evaluate the student’s work and performance during the traineeship.
If requested by the Erasmus Coordination Office or the relevant academic unit, the form must be completed by an authorised representative of the host institution or organisation and submitted by the student.
6. Erasmus+ Participant Report
After the mobility has been completed, an online Participant Report is sent to the student’s email address through the European Commission’s system.
The student must complete and submit the report using the link provided in the email within the specified period. Completion of the Participant Report is one of the student’s post-mobility obligations. No separate downloadable form is available for this report.
7. Documents Required for Academic Recognition
The academic recognition of the traineeship mobility is carried out by the relevant academic units based on the approved Learning Agreement for Traineeships and the Traineeship Certificate.
The recognition procedure may vary depending on whether the traineeship is compulsory, voluntary or undertaken after graduation. The student must submit all documents requested by the Erasmus Coordination Office or the relevant departmental Erasmus coordinator.
E. Documents Used in Special Circumstances
1. Erasmus+ Student Mobility Withdrawal Petition – Turkish/English
This document is used by students who have been selected for Erasmus+ Student Mobility for Traineeships but subsequently decide to withdraw from their mobility right.
The petition must be submitted to the Erasmus Coordination Office within the period specified in the relevant call for applications or results announcement. Withdrawal requests submitted after the specified deadline are evaluated in accordance with the provisions of the relevant announcement and project period.
2. Erasmus+ Student Mobility Appeal Petition
This document is used by students who wish to appeal against the application or selection results.
The appeal must be submitted to the Erasmus Coordination Office within the announced period, together with the reason for the appeal and any supporting documents, where applicable.
3. Traineeship Period Extension Petition
This document is used when the student wishes to extend the approved traineeship mobility period. The request must be submitted to the Erasmus Coordination Office before the mobility period ends.
4. Additional Grant Support Request Petition
This document is used by students who meet the conditions for additional grant support determined for the relevant project period. The request must be submitted to the Erasmus Coordination Office together with the required supporting documents.
Downloadable Documents
The Turkish and/or English Word and PDF versions of the documents, forms and guides described above are available in the file list at the bottom of the page.