Protocols
There are three types of signature processes carried out in our Coordination Office:
- Memorandums of Understanding for Academic Cooperation (click here for the list).
- Cooperation Protocols Related to Faculty Assignment under Article 40 of Law No. 2547.
- Memorandums of Understanding for Cooperation with Non-Higher Education Institutions.
The signing process for protocols is conducted through the Electronic Document Management System (EDMS).
Agreement and Control Processes
The agreement/protocol processes consist of the following stages: "request notification," "request for recognition from the Council of Higher Education (YÖK)," (if necessary) "translation of the agreement/protocol text," "obtaining the opinion of the Legal Counsel," "communicating the Legal Counsel's comments to relevant parties," "adapting the changes," "mutual signing," "sending by post," and "archiving."
Important Note: The processes for protocols under the "Regulation on Establishing Joint Graduate Programs with Domestic/Foreign Higher Education Institutions" differ and can be carried out by Faculties/Departments.
REQUEST NOTIFICATION
The request to initiate a protocol must be submitted to our office through EDMS by the Rectorate of the partner university or the relevant units of our university.
REQUEST FOR RECOGNITION FROM YÖK
Important Note: Other steps cannot proceed without YÖK's recognition approval.
Request for Recognition
The Rectorate requests recognition information from YÖK (or, depending on the situation, via the E-Government application) regarding the relevant university.
Protocol Approval Letter
If the country where the relevant university is located is on the Ministry of Foreign Affairs' "List of Countries Requiring Approval," then this procedure is followed. Both recognition and protocol text approvals are obtained simultaneously.
TRANSLATION OF THE AGREEMENT/PROTOCOL TEXT
When the approved standard agreement text of our university, validated by the Legal Counsel, is used, no Turkish translation is required from the relevant unit.
If a different agreement text or protocol is to be signed and the text is in a foreign language, it must first be translated into Turkish. The translation is done by the initiating unit or, if possible, by our Office. The relevant units then review the translation.
OBTAINING THE LEGAL COUNSEL'S OPINION
If our university's standard texts are used, there is no need to request a review from the Legal Counsel. The document is prepared according to the details of the partner university and submitted to the Rectorate for signature (along with the request letter for the agreement/protocol).
If the text sent by the partner is used, it is sent to the Legal Counsel for review after completing the Turkish translation and obtaining YÖK's recognition approval.
COMMUNICATING LEGAL COUNSEL COMMENTS TO RELEVANT PARTIES
If the Legal Counsel approves the agreement/protocol without changes, the document is submitted to the Rectorate for signature via EDMS, along with the Legal Counsel's approval letter and the agreement/protocol request letter.
If the Legal Counsel suggests changes to the partner's protocol text, the agreement/protocol is revised considering these suggestions and sent back to the partner for approval.
ADAPTING THE CHANGES
If the changes are accepted by both parties, the signing stage is reached. If not, the process can be restarted by the Legal Counsel with the revised text.
SIGNATURE STEPS
The signature process involves signing the document by the parties. If agreements and protocols are signed at the Rectorate level and/or simultaneously at the Rectorate and faculty/institute/department levels, no delegation of authority is required.
If a faculty representative signs the document alone (without the Rector's signature), they must obtain a delegation of signature authority from the Rectorate.
SENDING BY POST
This stage involves sending the signed agreement/protocol to the other party or receiving their signed documents by post.
ARCHIVING
The Coordination Office distributes the signed agreements and protocols to the relevant authorities for archiving. These authorities include the General Secretariat (for posting on the university website), the Rectorate (for informing YÖK), and the Legal Counsel.
Archiving Protocols
In 2016, a Protocol Tracking System software was developed in collaboration with the Information Technology Department, and it has been in use since then. Data entry for all agreements and protocols signed or in the signing process since 2012 has been completed in this system. All academic cooperation agreements and protocols signed since 2012 are also officially communicated to YÖK. As of 2022, based on YÖK's request, data on these agreements and protocols have been entered into the Higher Education Information System (YÖKSİS).
Frequently Asked Questions
Does the university we want to cooperate with need to be recognized by the Council of Higher Education (YÖK)?
Yes. The university must be recognized by YÖK as authorized to grant academic degrees.
Is it possible to collaborate with a university not recognized by YÖK?
Yes, but courses, credits, and financial benefits such as scholarships cannot be recognized under this cooperation.
The university we want to collaborate with is very old and well-known; is it necessary to inquire about YÖK recognition?
Yes. To avoid potential issues later, it is essential to obtain YÖK recognition in writing.
Can I personally contact for recognition?
The signing process for academic cooperation protocols within our university is managed by the Office of External Relations. You need to contact them to obtain YÖK recognition officially.
Is it risky to start negotiations with the partner university before receiving the recognition result?
In such a case, the partner university should be informed that YÖK recognition is a prerequisite. Our university's units will not initiate procedures without obtaining YÖK recognition.
Is it necessary to submit the protocol text for YÖK approval?
Yes, it may be required. The Office of External Relations will provide guidance on this matter.
Can a separate protocol be signed in addition to the Academic Cooperation Protocol?
The first document to be signed for establishing cooperation is the "Academic Cooperation Protocol" (Memorandum of Understanding, MoU). Along with this framework document, additional protocols defining specific aspects of the cooperation can be signed (e.g., Student Exchange Protocol, Joint Diploma Program Protocol, etc.). These additional protocols can be signed together with the framework protocol or added later.
Does Hacettepe University have an accepted Academic Cooperation Protocol text?
Yes. This framework text has been approved by our Legal Counsel. The Turkish protocol text can be accessed here.
What should be done if the university we are cooperating with does not accept Hacettepe University's sample protocol and proposes changes?
You should seek the Legal Counsel's opinion on the protocol text sent by the partner and revise it according to their suggestions. The revised text should then be approved by the partner university.
Who signs the Academic Cooperation Protocols at our university?
They are signed at the Rectorate level by the Rector. The finalized protocol text is submitted to the Rectorate for signature by the Office of External Relations via an official letter. The signed protocols are sent to the partner university by the Office of External Relations for co-signing, and a copy is requested to be returned to our university.
The university we are cooperating with will sign the protocol at the Faculty level, and the protocol is arranged to cover only this faculty. Can the Faculty Dean sign the Academic Cooperation Protocol?
The relevant Faculty Dean should request signature authority from the Rectorate through an official letter. If granted, the Dean can sign the protocol, and the response should be communicated to the Office of External Relations.
Is it possible for the partner university to sign the protocol first, or can it be hand-delivered and signed?
Yes, either party can sign first. The important thing is that two copies are prepared, and both copies are signed by authorized representatives of both universities. The protocol signing can be done during a visit and/or ceremony.
Can the protocol text be signed in different languages?
Yes. Our university prefers the protocol texts to be signed in English and Turkish. Additionally, there is no objection to signing the protocol in a third language. It is essential to ensure that all texts are identical. However, signing a protocol solely in a language other than English and Turkish is not recommended.
Where are the original signed protocols archived?
They are archived in the Office of External Relations. The protocols are also recorded in the Protocol Tracking System of the Office of External Relations. The protocols can be accessed via this link.
Can the Office of External Relations be requested for support at every stage?
Yes, it can be requested. However, to ensure the process runs smoothly, initial notification is required. It should be noted that the Office of External Relations may not be able to provide support or assistance for protocol processes that are not conducted in coordination with them.