ABDULLAH GUL UNIVERSITY

GUIDELINE FOR EXCHANGE PROGRAMS

PART ONE

 

Objective, Content, Basis, Definitions

Objective

ARTICLE 1 – (1) The objective of this guideline is to regulate the principles of the exchange programs.

Content

ARTICLE 2 – (1) The principles stated in the guideline includes the procedure regarding the mobility of the students, academics and personnel participating in the exchange programs as well as the duty and  authority of the responsible unit and people.

Basis

ARTICLE 3 – (1) This guideline is prepared based on the article of Undergraduate Education Guide and Graduate Education Guide of Abdullah Gul University that regulates exchange programs.

Definitions

ARTICLE 4 – (1) In this guideline,

  1. Exchange program refers to the student’s research and study at a university or organization that is within the frame of international bilateral exchange agreement s or Mevlana program.
  2. Mevlana program refers to the education of a student at a university abroad through Mevlana bilateral agreements and the teaching mobility of staff.
  3. President: The President of Abdullah Gul University
  4. University/AGU: Abdullah Gul University

Authorized People and Units

ARTICLE 5 – (1) The university coordinator of exchange programs is assigned by the President from among the faculty. The duties of the coordinator are stated below:

  1. Maintains the coordination witin the university on every issue regarding the  exchange programs
  2. Signs the Exchange program agreements and learning agreements
  3. Makes decisions and execute them with the Commission of University Exchange Programs.

      (2) The commission of University Exchange Programs: Under the presidency of the university coordinator of exchange programs, it consists of exchange program coordinators of colleges and institutes, and the coordinator of the exchange office. The commission’s duties are stated below

a) Makes decisions regarding the exchange programs throughout the university. Controls and coordinates the process of the exchange programs, selects and places the student

b) Decides on the calendar regarding the process.

(3) Coordinator of the exchange programs of colleges: S/he is assigned by the dean of the

related college from among the faculty (preferably the vice dean who is responsible for the student affairs). Her/his duties are stated below:

a) relays the changes and the decisions regarding the exchange programs to the department coordinators of exchange programs.

b) maintains coordination and execution of the decisions made among department coordinators of exchange programs

(4) institute coordinator of exchange programs: S/he is assigned by the director of the institute from among the faculty (preferably the assistant director responsible for the student affairs). Her/his duties are stated below:

     a) Relays the changes and the decisions made regarding the exchange programs to the institute coordinator of exchange programs.

     b) Maintains coordination and the execution of the decisions made among the coordinators of institutes.

(5) The department  coordinator of exchange programs is assigned by the director of the department from among the faculty (preferably vice director responsible for the student affairs). Her/his duties are states below:

    a) Introduces the exchange programs to the department, announces the news about the programs, helps the students who want to benefit from the exchange programs in choosing their university.

    b) Is responsible for the selection of the students who want to join the program and the agreements and their execution in coordination with the Presidency, the the college coordinator of exchange programs, Exchange office and the director of the department.

    c) Helps the students who are selected to participate in the exchange programs with choosing their classes.

    d) Advises the students who completed their exchange programs in the process of recognition of the classes they have taken by their home department.

    e) Mentors the students who came as exchange students in choosing their classes.

(6) Coordinator of the institute departmental exchange programs: S/he is assigned by the director of the from among the faculty of the said department. The coordinator of the graduate exchange programs is also the coordinator of the institute departmental exchange programs. The exchange program coordinators of interdisciplinary programs is assigned by the director of the institute from among the faculty. Her/his duties are stated below:

    a) Introduces the exchange programs in the department, announces the news about these programs, helps the graduate students who want to benefit from the exchange programs with choosing their university.

    b) Is responsible for the selection of the students who want to join the program and the agreements and their execution in coordination with the Presidency, the the institute coordinator of exchange programs, Exchange office and the director of the department.

    c) Helps the students who are selected to participate in the exchange programs with choosing their classes.

    d) Advises the students who completed their exchange programs in the process of recognition of the classes they have taken by their home department.

    e) Mentors the students who came as exchange students in choosing their classes.

(7) The Exchange Office runs under the Presidency. Its duties are stated below:

    a) Executes the administrative processes of the students academic/administrative personnel who came or is selected to go within the scope of exchange programs.

    b) Introduces the exchange programs in the university, prepares the advertisement documents.

    c) Conducts the correspondences with the universities, updates the agreements, works in contact with the coordinator, the Office of Student Affairs, International Student Exchange Community. 

(8) The information regarding the coordinators who are assigned or who finished their term is reported to the Dean’s Office /Director of the Institute by their respective directors of department.

PART TWO

Students who departed through the exchange programs

Application Requirements

ARTICLE 6 – (1) The students who want to apply for the exchange programs have to meet the requirements stated below:

  1. Must finish at least one semester in their undergraduate or graduate programs
  2. The GPA must be 2.20/4.00 for undergraduate students, 2.50/4.00 for graduate students in the semester they applied for the exchange program and in the last semester before they start their exchange program.
  3. Must meet the additional application requirements of their respective departments if there are any.

(2) extraordinary circumstances are evaluated by the college/institute board of director.

(3) Research assistants should obtain the approval of the department and the Dean they are affiliated with during the application process.

(4) Those who are attending English preparatory program and Scientific preparatory program cannot apply for the exchange programs.

(5)Those who are at one of the stages of graduate studies stated below cannot participate in the exchange programs:

a) For PhD students who did not take their preliminary exam, in the last semester that they have to take the exam

b) In the last semester that they have to defend their dissertation prospectus,

c) In the last semester of the maximum period of the program.

(6) For graduate students who did not complete the credit or non-credit coursework requirements and are in the fourth semester of their Master’s or PhD programs, the student’s dissertation chair/academic advisor and the director of the graduate school have the authority to decide whether the student can take part in an exchange program or not.

(7) If the coursework that will be completed within the exchange program are is in any other language than English, than proficiency in that language is required.

Application Process

ARTICLE 7 – (1) Every year The Exchange Office organizes meetings in order to introduce the program to the students.

(2) Information about the application for the exchange programs is announced on the website of the Exchange Office.

(3) The students can apply to as many universities as the Commission of University Exchange Programs designate. While these selections are designated, the curriculum of the university, the structure and the content of the classes, the credits in accordance with the European Credit Transfer System (ECTS) or the credit system of the university, and conditions of this sort are taken into consideration by the the department coordinator of exchange program and the dissertation chair/academic advisor of the student.

(4) The student states the universities s/he chooses for the exchange program in the application form and completes the application before the deadline.

(5) If there is any vacancies after the student placements that is executed by the Commission of University Exchange Programs, the Commission can choose to designate a new application and evaluation calendar for the vacancies.

Evaluation and Placement

ARTICLE 8 – (1) The students who are accepted to the exchange program must take the English exam administered by the School of Foreign Languages. The exam results are valid for one year. This test can be taken once in an academic year.

(2) The applications are evaluated according to the criteria that is designated within that year and announced before the application process.

(3) The selection of the students is made in accordance with the principles predesignated by the Commission of university Exchange Programs while taking into consideration the total score according to the designated and announced criteria, the quota of the universities, the amount of the grant allocated to the university and the opinion of the the department coordinators of exchange programs.

(4) The results of the evaluation and placement are announced on the website of the Exchange Office.

(5) The academic status of the student who is selected to take part in the program is reevaluated before the semester of her/his departure.

Coursework, Academic Approval Form and Learning Agreement

ARTICLE 9 – (1) The courses that the student will take at the host university is decided upon by the the department coordinator of exchange program, the dissertation chair/academic advisor of the student and the director of the department.

(2) The designated schedule is stated in the Learning Agreement if there is any, and is signed by the student herself/himself, the the department coordinator of exchange programs and the university coordinator of exchange programs.

(3) The coursework that will be completed abroad within the exchange program and its equivalent at AGU are stated in the Academic Approval Form. This form is delivered to the Exchange Office by the student upon being signed by the student herself/himself, the director of the department and the department coordinator of exchange programs.

(4) The student must inform the department coordinator of exchange programs about any changes made to the coursework plan before the semester at the host university ends and get approval via the Academic Approval Form for it.

Applying to the university abroad and the admission process

ARTICLE 10 –  (1) The correspondences with the university abroad are conducted by the Exchange Office. It is the responsibility of the student to prepare the documents required by the host university. However, the Exchange Office provides consultancy services to the student during the preparation of the documents.

(2) The application documents are delivered to the host universities related office before the deadline by the student in coordination with the Exchange Office.

(3) The details regarding the travel and the visa process is the student’s responsibility.

The status of the students at AGU

ARTICLE 11 -  (1) The students apply to the directors of their departments in order to obtain on-leave status  during their stay abroad through the exchange programs in accordance with the respective regulations.

(2) The time spent abroad through the exchange program is included in the maximum period of learning the student is allowed, but cannot be subtracted from the total duration of the student’s academic leave.

(3) The status of the research assistants who want to participate in these programs is evaluated in accordance with the respective regulations and guidelines.

(4) The students who stay at the university dorms apply to the directory of the dormitories in order to keep their right to stay at the dorms reserved.

(5) whether the scholarship of the students who take part in the exchange programs are continued, held on or cancelled is at the discretion of the unit/person that gives the scholarship.

Agreement in Mevlana Programs and Payment of the Grants

ARTICLE 12 – (1) The grant agreement is signed between the student and AGU before the student departs. With this agreement the student’s participation in the exchange program becomes definite. The names of the students who sign the grant agreement are reported to the Office of Student Affairs by the Exchange Office.

(2) The grants are paid as it is designated and announced that year.

(3) In accordance with the agreement, the students who completed their respective exchange programs are responsible for submitting the host university’s transcript, the signed Learning Agreement and the Academic Approval Form  that includes the changes made to the coursework plan.

Course Recognition Procedure

ARTICLE 13 – (1) The main documents required for the course recognition procedure are the Learning Agreement, Academic Approval Form and the transcript from the university abroad.

(2) The student applies to the director of the department with the original of the transcript of the university abroad.

(3) The decision of course recognition is made by the college board of directors that consists of the department coordinator, dissertation chair/academic advisor upon the recommendation of the director of the department. All the courses stated in the transcript are evaluated by the boards considering the Academic Approval Form.

(4) The board of directors is authorized to make decisions about the courses that are not stated in the Learning agreement and the Academic Approval Form.

(5) The courses recognized through the exchange programs are not included in the student’s semester GPA or overall GPA.

(6) For the undergraduate students, the number or equivalent credits of the classes that will be recognized by AGU cannot exceed the limits of semester course load stated by the respective regulations.

(7) For the Master’s and PhD students, a maximum of two courses recognized through the exchange programs can be undergraduate level courses (provided that s/he did not enroll in any undergraduate courses in their department at AGU).

(8) The total credits of the classes that will be recognized cannot exceed 1/3 of the total credits of the program enrolled.

(9) The principles regarding the recognition procedure of the courses in the curriculum are stated below:

a) The courses enrolled in at the university abroad are in the explanations section of the transcript together with the ECTS credits.

(10) After the course recongnition processes are added to the student’s transcript by the Office of Student Affairs, a copy of the transcript is submitted to the respective department directory and the Exchange Office.

ARTICLE 14- (1) The students who have to pay tuition, pay the tuition to their home university during their exchange program but do not pay tuition to the host university.

(2) Accommodation, transportation, health insurance and other personal expenses are under the student’s responsibility.

PART THREE

Guest students who come to AGU through the exchange programs

Applying to AGU

ARTICLE 15 – (1) the student who wants to come to AGU as an exchange student fills up the form that is on the website of the Exchange Office and submits it before the deadline of AGU Exchange Office.

Choosing classes and the Learning Agreement

ARTICLE 16 – (1) The guest student states the courses s/he will enroll in in the application form using the website of AGU.

(2) If the courses are not offered, changes can be made to the courses stated in the application form.

(3) The department coordinators of exchange programs help the guest exchange students with selecting classes and approve the registration form.

(4) Students who will come through Mevlana program submit the Learning Agreement to the Exchange Office.

(5) If the guest student drops the classes, the article in the AGU Undergraduate Education Handbook which states that within one semester only one course can be dropped is not applied.

Sending the Admission Letter

ARTICLE 17 – (1) Once the application documents and the learning agreement are received the student’s application is evaluated while taking into consideration the exchange balance between the two universities (the ratio of coming students to the departing students) and the academic status of the student.

(2) The exchange office prepares and send the admission letter to the admitted students.

Informing the Guest Students

ARTICLE 18 – (1) Information notes are sent to the students together with their admission letters.

(2) The exchange office gives consultancy services to the guest students for their internal administrative processes at AGU.

(3) The students who come through Mevlana program submit the necessary documents to the exchange office in order to receive their grants.

Orientation Programs for Guest Students

ARTICLE 19 – (1) The Exchange Office organizes orientation programs for the students at the beginning of every semester.

(2) The program consists of seminars, social and cultural activities, presentations about the university and tours.

(3) Department coordinators of exchange programs gives consultancy to the guest students for their adaptation to the program.

Students who completed their exchange program at AGU

ARTICLE 20 – (1) Students who finish their exchange programs at AGU submit their student IDs and Disenrollment Form to the Exchange Office before returning to their home country.

(2) The e-mail addresses of the students who complete these steps are deactivated and their official transcripts are sent to the International Office of their home university.

PART FOUR

Staff Mobility

Teaching Mobility and Training Mobility

ARTICLE 21 – (1) Staff mobility consists of two types of mobility those being teaching mobility and training mobility.

(2) In order to participate in the Mevlana program teaching mobility, the requirements below have to be met:

a) being a full-time faculty at AGU

b) an existing agreement between the university abroad where the mobility will take place and AGU

c) responding to the offer post that is sent by the Exchange Office to the departments

d) there has to be a “teaching plan” at the host university which is approved by AGU

e) completing the minimum teaching load that is designated by YÖK (Council of Higher Education) that year at the host university.

(5) Applications are evaluated in accordance with the principles designated by the Commission of University Exchange Programs and the criteria decided upon that year and announced prior to the application period.

(6) The selected staff is responsible for obtaining permission from the director of her/his respective unit for the time period that will be spent abroad.

(7) Prior to the departure of the staff, a grant agreement is signed between the staff and AGU.

(8) The grants are paid as they are decided upon and announced within that same year.

(9) The staff who finished her/his mobility period is responsible for submitting Staff Mobility Activity Report, travel documents, Term Confirmation Form to the Exchange Office.

PART FIVE

Various and Final Dictum

ARTICLE 22 – (1) This guideline subsumes the students that will take part in the Exchange Office during the 2017-2018 academic year.

ARTICLE 23 – This guideline is executed by the President of AGU.