The resources required for the sustainable conduct of internationalisation activities are planned and managed together with their human resources, financial resources, physical infrastructure, technical infrastructure and process documentation components. The identification, sharing and institutionalisation of resources is supported by an approach of monitoring and evaluating activities in terms of quantity and quality.
As the central unit responsible for internationalisation, the International Relations Office conducts its processes through its coordination-unit structure and office staff. Alongside the Coordinator, academic and administrative staff work in different areas of duty; the relevant staff for Erasmus+, international students and partnerships work full-time. This structure clarifies the allocation of duties and supports process continuity. [12]
Unit coordinators strengthen implementation capacity in the field through mediation in new bilateral agreements, support for course selection and recognition/transfer, international student orientation and inter-unit coordination. In each academic unit an academic staff member serving as Bologna officer guarantees the registration and updating of course catalogues and contents in Turkish/English in line with the Bologna system. [13]
The Office provides its services in three separate offices on the first floor of the Rectorate building — a coordinator's office and two staff offices — with a shared archive area. The unit has no dedicated teaching space, social space or vehicle. Orientation programmes and information meetings are held in the University's suitable meeting and conference venues. The adequacy of physical space and improvement needs are reviewed through annual activity reports and resource-planning evaluations. [17, 20]
The organisational structure and hierarchical functioning of the Office are made visible through the organisation chart; it shows that human resources and the allocation of duties are defined at institutional level and that processes are managed on the basis of responsibility. [14]
Documentation defining the process steps end to end has been produced. In Erasmus+ study mobility, the steps of application, foreign-language examination, principal–reserve list, briefing, applications to the host institution, visa correspondence, grant agreement, payment of 80% of the grant, return documents, final report and payment of the remaining 20% are defined together with their completion criteria. [15]
Resource management is monitored not only at allocation level but together with risk and performance parameters. [16]
At critical steps such as announcements, applications, publication of results, forms and access to documents, the Turkish and English institutional web pages are actively used. Official correspondence and document flow are handled through the Electronic Document Management System and exchange-programme payments through the Central Expenditure Management System — the relevant national systems are used for data entry and mobility monitoring. This infrastructure is an important element of resource management in terms of traceability and accountability. [17]
Most of the financial resources allocated to internationalisation consist of Erasmus+ funds; student, academic and administrative staff mobilities are financed within the KA131 and KA171 budgets. The budget utilisation rates document makes financial traceability concrete by showing the grant received/used and utilisation rates by project period.
| Project | Grant received | Used | Utilisation | Status |
|---|---|---|---|---|
| 2022 KA131 | €47,050 | €41,837 | 89% | Completed |
| 2022 KA171 | €3,150 | €3,150 | 100% | Completed |
| 2023 KA131 | €50,150 €45,300 contract + €4,850 additional grant (06.12.2024) | €44,479 | 89% | Completed |
| 2023 KA171 2023-1-TR01-KA171-HED-000125314 | €7,640 allocation €9,550 | — | — | Final report submitted |
| 2024 KA131 2024-1-TR01-KA131-HED-000223672 | €75,940 allocation €93,950 | €66,629 | 71% (of allocation) | Final report submitted |
| 2025 KA131 2025-1-TR01-KA131-HED-000314139 | €133,300 | €44,232 (reported to date) | — | Ongoing |
| 2025 KA220 | €48,000 (allocation) | — | — | Allocated |
| 2025 Jean Monnet 101176283 | €33,000 (allocation) | — | — | Allocated |
| 2026 KA131 2026-1-TR01-KA131-HED-000417178 | — allocation €104,650 | — | — | Newly started |
| 2026 KA171 2026-1-TR01-KA171-HED-000446305 | — allocation €3,018 | — | — | Newly started |
Source: grant agreements, MYS payment records and the Erasmus+ Beneficiary Module (22.10.2026). Received: amount transferred by the National Agency; allocation: maximum grant in the agreement; the 2023 KA131 figure includes a later additional grant. In the 2024 project, 27 of the 39 approved participants (students and staff together; 17 of them students) completed their mobility; the budget utilisation rate is 71%.
The table shows that resources are not limited to mobility budgets but are diversified through project-based funds such as KA220 and Jean Monnet. [18]
Balanced management of resources across academic units strengthens the dimension of fairness and inclusiveness. A data set on the distribution of exchange-programme resources among units has been produced and reported; thus not only the total volume but also the internal distribution is monitored and improved where necessary. [19]
Internationalisation resources have been identified, shared and institutionalised through the components of human resources (central office, unit coordinators, Bologna officers), financial resources (Erasmus+ mobility and project budgets), physical and technical infrastructure and process documentation — traceability is ensured through budget utilisation rates, mobility data and resource-distribution parameters. [20]
Kilis 7 Aralık University · International Relations Office
Last updated: 22.10.2026