1. Online application becomes active (November-December). All undergraduate students will receive the announcement email through DAIS (Erasmus and Swiss exchange only).
2. Students complete their application online through both https://app.erasmus.bilkent.edu.tr/ and https://www.turkiye.gov.tr/
3. Erasmus/exchange coordinators complete the placements and students are notified. Most students will likely be placed in waiting list due to limited exchange quotas.
4. All non-placed students are automatically placed to the waiting list -- you do not need to email the coordinators. When a slot becomes available, the coordinators will contact you. Waiting list is independent from your initial selections - you will be offered to be placed regardless of your selections.
5. Any student that wishes to cancel or "dislikes" their placement will notify the coordinators AS SOON AS POSSIBLE. Such students will be placed to the waiting bin. NO RESHUFFLING OF INITIAL PLACEMENTS WILL BE MADE.
6. Coordinators will nominate the students to their host universities a few months before their mobility period begins.
7. The host university sends application links to the student. Some universities may send the link to the coordinators, who then forward to the students.
8. The students apply to their respective host institutions.

The rest of the steps below are for the students that are placed to a mobility program. Although the process is as written below, we will use Erasmus Wizard to keep track of these steps. The system also includes courses that are previously accepted, and it can generate the preapproval form.  All student accounts will be created in the system in February and your log in credentials will be sent to your email addresses. All communication with the coordinators will be done through Erasmus Wizard.

1. Outgoing students are required to observe previously accepted/rejected courses in their respective assigned host university, and make a list of courses they wish to take. Using Erasmus Wizard:
• The student selects courses they wish to take and prepare their pre-approval form online.
• However, note that the course list available here and the course list in Erasmus Wizard is not fully synchronized. If the course you wish to take is not in Erasmus Wizard, send a request to have it added (obviously through Erasmus Wizard).
• Regardless of the type of the course (must, technical elective, social sciences elective, etc.), the student sends a request through Erasmus Wizard to add the course. The syllabus of the course must be added. Note that there are multiple coordinators -- your request will be assigned to one coordinator by the system automatically and will be addressed when the coordinator has time.
• If the course is approved to be added to the system, then the student sends a request to match it to the curriculum (must, technical elective, social sciences elective, etc.). DO NOT confuse a must course and a technical elective -- a common mistake.
• If a course they wish to take is "similar enough" to a MUST COURSE, and if it is not in the list of previously accepted courses, the student emails the Bilkent instructor responsible of the said course and cc's the coordinators. In their email they state their intent to take the course and transfer it as a must course, and they PROVIDE THE SYLLABUS. If the course is already in the Google Sheet then DO NOT EMAIL ANYONE, and add that the course was previously approved in the comment section of your request.
• DO NOT EMAIL ANYONE about any course except the must courses. DO NOT EMAIL for any type of elective courses. All correspondance will be through Erasmus Wizard. If the elective course you wish to take is "similar enough" to an elective course offered at Bilkent, match the courses in your request. If there is no counterpart of the course at Bilkent, simply request it as an elective transfer, including its type (technical, general, arts core, etc.).
• If the course you would like to transfer has a prerequisite course at Bilkent and if you have not taken the prerequisite -- this DOES NOT constitute a problem on Bilkent side. If the host university lets you take the said course and if you pass it, we will not check for the prerequisite. For example, if you have not taken MATH230 before your mobility, and you wish to take a Machine Learning course, similar to CS464, you may -- as long as your host university allows it.
• Once all courses are confirmed, the student prepares the pre-approval form in Erasmus Wizard. Again, the system will assign it to one of the coordinators automatically. After coordinator approval, the student can download a signed copy of the PDF from Erasmus Wizard. The forms will later be discussed in the Faculty Executive Board and courses will be pre-approved or rejected.
• FAILURE TO PREPARE AND SUBMIT PRE-APPROVAL FORM BEFORE THE MOBILITY PERIOD STARTS MAY RESULT IN COURSES NOT TO BE TRANSFERRED. That is, before the Learning Agreement is signed. Note that students will not be able to obtain a visa without the Learning Agreement.
• Learning Agreement (printed copy, or editable [e.g., MS Word, Google Docs) is prepared, which also includes the list of courses that are in the pre-approval form through the online system. Some universities instead use an online version of the learning agreement, which are signed by the administrative coordinators (not Academic Coordinators). Student submits the learning agreement for coordinator approval. The student includes their signature first. The coordinators will not sign any form without student's own signature. You do not have to wait for the Faculty Executive Board approval, you may prepare learning agreement after coordinator approval of the pre-approval form.
2. These steps SHOULD BE COMPLETED DURING THE SEMESTER BEFORE THE MOBILITY STARTS.
3. Mobility starts at the host institution. In case the pre-approved courses could not be taken due to schedule conflict, prerequisites, or that the course is no longer offered, the student immediately emails the coordinators and proposes alternative courses. Coordinator deletes the existing form and the student repeats the steps above to prepare a new one. TheFaculty Executive Board do not discuss the amendment, therefore the transfer is not  "guaranteed" unless the changed course was previously accepted in an earlier semester.
4. Student finishes their studies. The official transcript will be sent by the host organization to the Bilkent International Students Office, then forwarded to the coordinators.
5. The coordinators prepare final course transfer form based on the official transcript and the pre-approval status of the courses. NO STEPS TO BE TAKEN BY THE STUDENT AT THIS STAGE.
6. The coordinators submit the course transfer list to the Faculty Administration Committee for final approval.
7. The Faculty Executive Board sends the list of transferable courses to the student services.
8. Mobility program is completed.

For non-Erasmus, non-European exchange programs, the procedure applies except for the application time and the selection process to be handled by the Bilkent International Students Office.