International Visitors Process

At Dokuz Eylül University, we approach international relations from a global perspective and progress strategically in this direction. We position ourselves as a global center of education and research, aiming to expand our academic and social networks by encouraging interaction between different cultures.
Within this framework, deepening our relationships with foreign representations is a high priority for us. Through our networks, our University not only assumes a more visible role internationally but also achieves broader recognition for our academic studies and projects.
Our efforts toward global expansion and networking enhance the effectiveness and quality of our involvement in international projects, fostering an approach based on mutual understanding and collaboration. These relationships guide our University toward establishing strategic partnerships that promote cultural and academic exchange.
Requests from foreign representations and our university members are evaluated in line with our strategic goals, each paving the way for potential collaborations contributing to our University’s global vision.
Managing this process not only strengthens our academic achievements but also reinforces our institutional reputation on an international level. Ultimately, our steps to enhance international relations and promote cultural exchange reflect our University’s general strategy, forming a strong foundation for our global successes. You can find the workflow diagrams and instructions for the relevant process below.

Basis: The letter of the Presidency of the Council of Higher Education General Secretariat dated 23.06.2022 and numbered E-73112577-010.07.01-43982

Instruction on the Process of Meeting the Requests of Foreign Representations

The process for addressing visit requests to our Dokuz Eylül University International Academic Relations Coordination Office is a structured framework that allows for the organization and efficient management of our University’s activities in the field of international academic relations. This process aims to strengthen the University’s global connections and enhance international collaborations. Completing the visit request form and providing the necessary information is essential for effective planning. This process is designed to ensure that visits are carried out purposefully and efficiently.

For your meeting requests with the Dokuz Eylül University International Academic Relations Coordination Office, please carefully fill out the form below.

DEU International Academic Relations Coordination Office Meeting Request Form

After completing the form, please send it from your official institutional email address to international@deu.edu.tr.

Please note that all expenses related to your visit are your responsibility and that your meeting requests are directed to our Coordination Office and do not include meetings with the University’s senior management.

We look forward to the collaborations we will undertake to achieve our shared goals.

PROCESS FOR INVITING AND ACCEPTING INTERNATIONAL ACADEMIC STAFF / RESEARCHERS
Workflow, Required Documents, and Responsible Units
(For detailed information, Check out DEU International Research Policy)

Required Documents:

• Annex-1: Application Form for International Visiting Researcher
• Annex-2: Agreement for International Visiting Researcher

1. Application Process

Responsible Person/Unit: Visiting researcher / DEU academic staff extending the invitation
Procedures: Application Form (Annex-1), CV, Document issued by the home institution verifying student/staff status (in Turkish or English)
Output/Notes: Submitted to the relevant department chair for preliminary evaluation by the unit head or the DEU faculty member issuing the invitation.

2. Academic Evaluation

Responsible Person/Unit: Department/academic board
Procedures: Review of the research proposal
Output/Notes: A reasoned decision (Approved/Rejected) is issued.

3. Decision by the Administrative Board of the Unit

Responsible Person/Unit: Administrative board of the relevant unit
Procedures: Evaluation of the research proposal
Output/Notes:If rejected, the process is terminated (Article 4-c). If approved, the application is forwarded to the Rectorate for final approval via the Personnel Department (Article 4-ç).

4. Rector’s Approval

Responsible Person/Unit: Personnel Department
Procedures: Submission for Rector’s approval
Output/Notes: Rector’s decision (approval or rejection) is communicated by the Personnel Department to the relevant unit for necessary action and to the International Academic Relations Coordination Office for information.

5. Final Decision

Responsible Person/Unit: Relevant unit
Procedures: Notification of the decision to the applicant
Output/Notes: An official acceptance or rejection letter is sent to the applicant by the relevant unit.

6. Post-Acceptance Procedures

Responsible Person/Unit: International visiting researcher
Procedures: Signing of the International Visiting Researcher Mobility Agreement (Annex-2)
Output/Notes: The Mobility Agreement (Annex-2) is prepared in two copies and signed by the international visiting researcher and the Rector.

7. Post-Acceptance Procedures

Responsible Person/Unit: Relevant unit
Procedures: Assignment of a mentor
Output/Notes: At least one full-time faculty member from the relevant unit is assigned as a mentor researcher for the visiting scholar.

8. Post-Acceptance Procedures

Responsible Person/Unit: International Academic Relations Coordination Office + Relevant unit
Procedures: Orientation for the international visiting researcher
Output/Notes: Information is provided regarding health/travel insurance, personal liability and accident insurance, work permit and/or exemption application, and visa/residence permit requirements if applicable.

9. Post-Acceptance Procedures

Responsible Person/Unit: International visiting researcher
Procedures: Obtaining a work permit and/or exemption, and visa and residence permit if necessary
Output/Notes: The international visiting researcher must obtain valid health/travel, personal liability, and personal accident insurance covering the duration of the visit. Prior to the commencement of research, copies of insurance policies and work permit and/or exemption must be submitted to the relevant unit.

10. Mobility Period

Responsible Person/Unit: Relevant unit + Office of the Secretary General + Directorate of Information Technologies
Procedures: Issuance of a DEU Stakeholder ID Card and “@deu.edu.tr” email address
Output/Notes: The relevant unit submits the request for the card and email address, along with the Rector’s approval, to the Directorate of Information Technologies via the Office of the Secretary General (Article 5(1)-b).

11. Mobility Period

Responsible Person/Unit: Relevant unit
Procedures: Documentation
Output/Notes: The relevant unit is responsible for maintaining, safeguarding, and archiving the documents of the accepted international visiting researcher.

12. Mobility Period

Responsible Person/Unit: International visiting researcher
Procedures: Reporting
Output/Notes: The visiting researcher must submit a report of the research outcomes to the relevant unit at least one week before the end of the mobility period.

13. End of Mobility

Responsible Person/Unit: Relevant unit
Procedures: Clearance procedures
Output/Notes: Following the submission of the report, the researcher is issued a certificate of completion and their affiliation with the institution is formally concluded.