Undergraduate Student Transfer Procedure for the Fall Semester of Academic Year 2017-2018

(Established within the framework of Higher Education Council’s Regulation on the Principles of Transfers between Undergraduate and Associate Degree Programs, Double Major, and Minor at Higher Education Institutions, and Credit Transfers Between Institutions, and the TOBB ETÜ Senate’s decision dated 4.8.2015 no. S-2015-12.)

TRANSFER APPLICATION AND EVALUATION CALENDAR

• 1 - 14 August: Transfer applications
• 25 August: Qualification exam for applicants of programs where English is the medium of instruction for at least 30 percent of the program (TOEFL-ITP)
• 15 - 18 August: Evaluation of transfer applications
• 21 August: Announcement of the students granted admission for transfer
• 23 - 24 August: Final registration of the students granted admission for transfer

APPLICATION FEE: A fee of TRY 200 (TRY 100 for transfers from within the university) applies for transfer applications. The fee should be deposited in the University’s account no. 6298460, before Garanti Bank’s Emek branch. Under no circumstances the application fee can be returned.

DEFINITIONS:

Minimum Score: The admission score achieved by the lowest ranking student admitted to a degree program offered by a higher education institution, in the centralized exam carried out by the Student Selection and Placement Center (ÖSYM).

Academic Achievement: The requirement that the student must have taken and passed at least 85 percent of the credits required as per the applicable curriculum in the university she is currently registered with, as of the semester preceding the transfer application, and that she achieved a Cumulative Grade Point Average (CGPA) of at least 3.00 on a scale of 4, or 84.40 on a scale of 100).

Equivalent Program: Diploma programs with matching names, or found to have a match of at least eighty percent in terms of contents, as per the observation of the relevant boards.

TRANSFERS FROM WITHIN THE UNIVERSITY

Transfers on the basis of academic achievement score

The application can be made only for an equivalent diploma program.

a) The earliest time a transfer can be made is the first semester of the second year, while the latest time is the first semester of the third year.

b) In case of transfers into programs requiring talent exams, success at the talent exam shall apply as a further requirement.

Transfers on the basis of minimum score

c) It is possible to apply for a program providing admission on the basis of the same score type, or another score type.

d) The earliest time a transfer can be made is the first semester of the first year.

e) When considering the transfer application to be filed on the basis of the minimum score criteria, by students who were admitted into the University in previous years on the basis of international student admission principles, the requirement to have achieved the minimum scores applicable in the year of registration with the University as stipulated in the directive “on the admission of international students”, or score requirements regarding other exams considered equivalent to such exams, shall apply.

Application Periods:

a) Applications on the basis of academic achievement shall be filed for the Fall semester. Any quota left unfulfilled in the Fall semester can be announced and considered for Spring semester, and if again left unfulfilled, for the Summer semester.

b) Applications on the basis of minimum score can be filed only for the Fall semester. Unused quotas cannot be transferred over to other semesters.

TRANSFERS FROM OTHER TURKISH HIGHER EDUCATION INSTITUTIONS

Transfers on the basis of academic achievement score:

a) The application can be made only for an equivalent diploma program.

b) The earliest time a transfer can be made is the first semester of the second year, while the latest time is the first semester of the third year.

Transfers on the basis of minimum score:

a) It is possible to apply for a program providing admission on the basis of the same score type, or another score type.

b) No achievement requirement shall apply.

c) The earliest time a transfer can be made is the second semester of the preparatory year.

Application Periods: Applications shall be filed for the Fall semester only, for both the academic achievement and minimum score criteria.

TRANSFERS FROM OVERSEAS HIGHER EDUCATION INSTITUTIONS

a) Transfers from overseas higher education institutions can only happen to the equivalent programs of the university.

b) Students who wish to have transfers in this category should meet the minimum score requirements specified on the University’s directive “on admission of international students” or in minimum scores specified for other exams deemed equivalent of the exams noted in the directive.

c) The requirements that the higher education institution the student attended abroad and the program enrolled in is recognized by the Council of Higher Education as capable of granting bachelor's degree diplomas, and that the equivalence of the diploma program the student is enrolled in, with the bachelor's degree program the student filed a transfer application for, is recognized by the University.

Application Periods: Applications for transfers from abroad are accepted only for the Fall semester.

TRANSFER APPLICATION AND EVALUATION PROCESS

Evaluation of transfer applications:

a) Transfer applications can be filled by filling out the relevant form to be submitted to the Student Affairs Office, and attaching the documents announced on the web site. The files of the candidates who were found to have met the application criteria and whose application documents are complete, as observed in the preliminary evaluation by the Student Affairs Office, shall be forwarded to the relevant departments for consideration.

b) The lists drawn up by the Dean’s office on the basis of the justified evaluation statement of the departments shall be reviewed further by the Transfers Committee of the University, and shall be finalized through a University Executive Board decision.

c) The grade conversion table published by the Council of Higher Education applies for the conversion of the grades specified on the transcripts, for the purposes of assessing the applications from other higher education institutions within or outside the country.

Announcement of the results: The results of the evaluation of the transfer applications are announced on the university web site.

Orientation program:

a) The Faculty Executive Board decides on courses to be transferred from among those taken by the students at their previous institution, the specific courses such transferred courses shall be deemed to correspond to as part of the accepting program, and the assignment year and semester of the transfer student.

b) The grades the student had achieved in the courses transferred shall be registered as letters on the University’s transcript. The grade conversion table of the University shall apply for the conversion involved. However, note conversion for courses which are assigned only letter grades, shall be based on a document the student shall procure from the institution she was registered with, attesting the equivalents of such letter grades on a scale of 4 or 100. The courses previously taken at TOBB ETÜ as a private student or an exchange student, shall be registered along with the applicable grade.

c) Regardless of the year status the student had at the higher education institution she was enrolled with, she will be placed in the University, if accepted, on the basis of the year status specified in the Associate Degree and Undergraduate Degree Teaching and Exams Regulation of the University.

GENERAL REMARKS

Scores to serve as the basis of evaluation for years in which no student was admitted:

a) In case there are no minimum score to compare against, as the program did not yet admit students back in the year in which the applicant student had taken the centralized exam for admission into the diploma program, the first year in which such a score existed shall be taken into consideration as the basis of evaluation.

b) In case no students were admitted into the relevant diploma program in the year the applicant student had taken the centralized exam for admission, despite the program accepting admissions in preceding years, no transfer can take place.

c) For programs which are not set to admit students in the year of transfer application, the quota stipulated on the Centralized University Exam Manual for the year the applicant had been admitted into her original program shall be taken into consideration:

Applications by students on leave: Having been on a leave from the program one is registered with does not preclude one from filing transfer applications. However, no transfers are allowed without having been studied in the original program for at least one semester.

Disciplinary action: The applications of the students who have been subjected to disciplinary action at a higher education institution, or who are not registered at the time, shall not be accepted. The student shall be required to submit a document attesting this status, in the application file.     

Talent exam: Even if the student was admitted to her original higher education institution on the basis of a talent exam, she can file transfer applications for only the programs where she meets the centralized exam placement score requirement of the university. However, transfers from outside the university are not allowed for programs admitting students on the basis of a talent exam. The transfers from within the university, to such programs, can, on the other hand, be effected on the basis of the academic achievement criteria only.

• Scholarship status: The students who have been admitted on a scholarship in the original program shall be deemed to have forfeited the scholarship through the transfer, even if they meet the minimum score requirements of the applicable scholarship program.

Semester count mismatch: In case the student’s semester counts in the original program in another higher education institutions, and upon being granted admission into the University do not match, the student shall be deemed to have agreed to a delayed enrollment in the courses in the curriculum.

Grade Point Average at Graduation: The Grade Point Averages at the time of graduation shall be determined on the basis of the grades they received at the courses taken in the former diploma program and duly transferred, as well as the grades received at the transfer destination programs. However, when determining valedictorian status, only the grades received at ETÜ shall be taken into consideration for transfer students.

Transfer counts: The students who had transferred from the University to another institution of higher education through transfers on the basis of minimum score, can return back to the University, for once, through another transfer. They cannot transfer to another university on the basis of minimum score, though.

Foreign language proficiency requirement for the programs where English is the medium of instruction for at least 30 percent of the courses:

a) For transfers to the programs in this category, the foreign language proficiency requirement established in the University’s Directive on the Principles of Education and Teaching at English Language Preparatory Program, should be met.

b) The students who fail to submit a document attesting compliance with the foreign language proficiency requirement as per the University regulations, but who were found to have met other application requirements, can, at their discretion, take the Foreign Language Proficiency Exam (TOEFL ITP) organized by the Foreign Languages Department for new admissions. The names of the students who state their intent to take the said exam, on their application form, will be reported to the Foreign Languages Department. The exam fee of TRY 250 can be paid with a credit card between 9:00 and 18:00 on weekdays, at the Continuous Education Center located at the ground floor of the Foreign Languages Department building. The fee can be paid on the exam date as well, between 8:30 and 9:00.

c) The students who wish to transfer during the preparatory year, or to the first year, shall be admitted into the foreign language preparatory program, in case they fail to meet the foreign language proficiency requirement.  

Foreign language proficiency requirement for the programs where English is the medium of instruction for at least 30 percent of the courses, as applicable in the academic year 2017-2018: For the candidates filing an application in this category, the medium of instruction applicable in the program they intend to transfer to, as of the year of registration with the original higher education institution, shall apply.

Foreign Language Proficiency Exam (TOEFL- ITP) for new admissions

IMPORTANT ISSUES:

• The student should show up at the exam with a civil ID card or driver’s license.
• The students to take the exam should be available and ready at the exam room by 09:00 at latest on the exam date, bringing along required office supplies and their ID documents, in order to allow their photos to be taken and necessary preparations to be completed as per the exam rules.
• The students should not take their mobile phones to the exam room.