Erasmus+ Duties and Responsibilities
Erasmus+ activities at Ankara Science University are carried out through the cooperation of the Erasmus Institutional Coordinator, the Erasmus Commission, Departmental Erasmus Coordinators, and the relevant academic and administrative units.
This allocation of duties aims to ensure that Erasmus+ activities are implemented in a transparent, systematic and inclusive manner, in accordance with the applicable programme rules; that mobility processes are monitored from both academic and administrative perspectives; and that participants receive the necessary support.
Duties of the Erasmus Institutional Coordinator
The Erasmus Institutional Coordinator is responsible for the institutional planning, implementation, monitoring and development of the Erasmus+ Programme at Ankara Science University.
The main duties of the Erasmus Institutional Coordinator are as follows:
- Ensuring that the Erasmus+ Programme is implemented throughout the University in accordance with the relevant legislation, the Erasmus Charter for Higher Education, the Erasmus+ Programme Guide, and the implementation rules published by the Turkish National Agency,
- Planning and coordinating Erasmus+ KA131 and KA171 student and staff mobility activities,
- Ensuring the implementation of Erasmus+ project applications, contractual procedures, budget planning and reporting processes,
- Coordinating cooperation among the Erasmus Commission, Departmental Erasmus Coordinators, and the relevant academic and administrative units,
- Preparing calls for applications, eligibility conditions, selection criteria and process calendars for student and staff mobility activities,
- Ensuring that application and selection procedures are conducted according to fair, transparent, impartial and measurable criteria,
- Carrying out grant calculations, payments, budget monitoring and financial reporting processes related to Erasmus+ mobility activities in cooperation with the relevant units,
- Conducting official communication and correspondence with the Turkish National Agency, the European Commission, partner universities and other relevant institutions,
- Ensuring the preparation, renewal and digital monitoring of Erasmus+ inter-institutional agreements,
- Supporting the development of the University’s Erasmus+ partnership network in line with academic compatibility and institutional needs,
- Coordinating the academic and administrative processes of outgoing and incoming student and staff mobility activities,
- Ensuring that Learning Agreements for Studies, Learning Agreements for Traineeships, staff Mobility Agreements, Grant Agreements and other relevant documents are prepared in accordance with the programme rules,
- Cooperating with Departmental Erasmus Coordinators and the relevant academic units to ensure the full academic recognition of mobility activities,
- Ensuring the effective use and regular updating of Erasmus Without Paper, Online Learning Agreement, Beneficiary Module and other relevant digital systems,
- Ensuring that the Erasmus+ priorities of inclusion and diversity, environmental sustainability, digital transformation and participation in democratic life are reflected in the University’s Erasmus+ activities,
- Organising information meetings, orientation programmes and promotional activities for students and staff,
- Monitoring participant feedback, mobility outcomes and performance indicators,
- Preparing activity reports, statistics and institutional evaluation studies relating to Erasmus+ activities,
- Supporting the dissemination of Erasmus+ experiences and good practices throughout the University,
- Enhancing the institutional visibility and sustainability of the Erasmus+ Programme.
Duties of the Erasmus Commission
The Erasmus Commission contributes to the implementation of academic and administrative evaluation processes relating to Erasmus+ activities in an institutionally consistent manner.
The main duties of the Erasmus Commission are as follows:
- Evaluating Erasmus+ student and staff applications in accordance with the announced assessment criteria,
- Ensuring that selection results are prepared in a transparent, impartial and verifiable manner,
- Making decisions, where necessary, regarding applications, objections, quotas and grant allocations,
- Evaluating academic and administrative matters relating to mobility processes,
- Providing opinions and recommendations for the improvement of the University’s Erasmus+ practices,
- Contributing to the development of necessary institutional arrangements in accordance with current Erasmus+ rules.
Duties of Departmental Erasmus Coordinators
Departmental Erasmus Coordinators ensure that Erasmus+ activities are implemented at the relevant academic department level and that students’ academic processes are planned appropriately.
The main duties of Departmental Erasmus Coordinators are as follows:
- Informing students in their departments about Erasmus+ study and traineeship mobility opportunities,
- Providing academic guidance to prospective applicants regarding mobility procedures and the selection of partner universities,
- Evaluating the suitability of the partner university to which the student intends to apply in terms of the relevant academic department and course content,
- Academically reviewing and approving students’ Learning Agreements and Online Learning Agreements,
- Determining, before the mobility period, the Ankara Science University equivalents of the courses to be taken abroad and the manner in which they will be recognised,
- Reviewing necessary course changes during the mobility period and approving them where appropriate,
- Evaluating the Transcript of Records, Certificate of Attendance and other academic documents submitted by the student after the mobility period,
- Coordinating with the relevant department, faculty and academic boards to ensure the full academic recognition of successfully completed courses and credits abroad,
- Evaluating whether the content of a proposed traineeship is relevant to the academic field of the student participating in traineeship mobility,
- Supporting incoming Erasmus+ students in course selection and academic integration,
- Evaluating proposals for new Erasmus+ inter-institutional agreements in terms of academic compatibility, course diversity and mobility potential,
- Contributing to the development of academic communication and departmental cooperation with existing partner universities,
- Participating in Erasmus+ information, orientation and promotional activities,
- Submitting the information, data and reports requested by the Erasmus Coordination Office in a timely manner,
- Following current developments and implementation rules relating to the Erasmus+ Programme throughout their term of appointment.
Administrative Duties of the Erasmus Coordination Office
The Erasmus Coordination Office is responsible for the day-to-day administrative and operational management of student and staff mobility activities.
Within this scope, the Office carries out the following duties:
- Receiving applications and the required documents,
- Creating and archiving participant files,
- Preparing Learning Agreements, Mobility Agreements and Grant Agreements,
- Entering data into TURNAPortal and other relevant Erasmus+ systems,
- Conducting daily correspondence with participants and partner institutions,
- Informing students and staff about the relevant procedures,
- Supporting incoming students and staff with application, registration, visa, residence permit, course selection and orientation procedures,
- Collecting data for reports to be submitted to the Turkish National Agency and other relevant institutions,
- Preparing meetings, information sessions, orientation programmes and dissemination activities,
- Updating announcements, website content and information materials relating to Erasmus+ activities.