Procedure for Requesting the Support Letters from the National Erasmus+ Office (NEO) in Georgia

ENG/GEO

Purpose: The letter of support is an official confirmation from the Erasmus+ National Office in Georgia, which is issued only if requested by the relevant embassies during the visa issuance process for international credit mobility programs.

  1. Timeline for Processing Requests
  • Requests will be processed in 10 (ten) working days.
  1. Requests must be submitted by the home university; 
  2. Requests submitted directly by students without home University support will not be processed;
  3. Requests submitted with incomplete documentation will not be processed until corrected. (Requests submitted with incorrect or incomplete information, will be returned to the university for correction. Time taken by the university to provide corrections will be added to the standard processing time. For example, if the university takes 2 days for correction, the total processing time will be 10+2 days from the original submission date).
  4. Universities must consider this timeline when requesting the support letters.
  1. Submission Method
  • All requests must be submitted through the designated Google Form - which incorporates a step by step guide. Requests sent by email or other channels will not be processed.
  • Please note, the support letter will be generated automatically based on the information provided in the form. Any incorrect entries may result in inaccuracies in the letter. All submitted information will be considered accurate and complete, and the responsibility for its correctness rests solely with the applicant.
  1. Required Documentation
  • Must submit the following documentation through the google forms:
    1. Invitation letter from the host university
    2. Support Letter from the Home university (The support letter must be signed by the Rector or by another duly authorized representative of the institution who is legally entitled to sign documents on its behalf, and it must bear the official institutional stamp. Where the letter is signed by a person other than the Rector, a formal letter of mandate or delegation of authority, issued and signed by the competent institutional authority and valid at the time of signature, must be provided.)
    3. Inter-institutional agreement signed between the host and home university. The agreement must be signed and stamped.
  1. Guideline on how to fill out the Home university support letter form
  • The support letter form must be filled out in English; 
  • All sections of the form must be filled out with accurate and correct information;
  • The form must include the full Erasmus+ project identification number (General references such as "KA171" or "KA-171 ICM" will not be accepted).

Please note:
- The support letter must be issued on official letterhead (Draft available online through google forms), stamped and signed by the Rector or by another duly authorized representative of the institution, confirming that the student selection took place in full compliance with all Erasmus+ Program Guide and Erasmus+ ICM Handbook.

  1. Processing
  • Requests are reviewed only after all required documents are submitted by the Home University;
  • Incomplete or inconsistent submissions will be returned for correction;
  • The 10 (ten) working days processing period begins from the date of submission. If a submission contains incorrect or incomplete information, any time taken by the university to provide corrections will be added to the 10-day processing period;
  • After verification, the NEO Support Letter is prepared in PDF format and sent to the home university (the recipient indicated in the Google Form) and/or the relevant embassy.
  1. Important notice
  • Support letter does not guarantee a successful visa application;
  • The Erasmus+ National Office in Georgia is not responsible for visa procedures or decisions made by embassies and consulates;
  • Students remain entirely responsible for: 
    • booking visa appointments;
    • submitting applications;
    • providing additional documents required by embassies.

Given the timelines and availability of the embassies specific to them, it is recommended to carefully schedule and start visa preparations in good time.

PLEASE NOTE: The procedure constitutes a formal requirement, as officially published on the website, and is fully binding on all participants.

Goal: The letter of support is an official confirmation from the Erasmus+ National Office in Georgia, which is issued only if requested by the relevant embassies during the visa issuance process for international credit mobility programs.

  1. Request processing deadlines
  • Requests will be processed within 10 (ten) business days.
    1. Requests must be submitted by the home university;
    2. Requests submitted directly by students who do not have the support of their home university will not be considered;
    3. Requests submitted with incomplete documentation will not be processed until corrected. (Requests submitted with incorrect or incomplete information will be returned to the university for correction. The time taken by the university to submit corrections will be added to the standard processing time. For example, if the university needs 2 business days to make corrections, the total processing time for the request is determined as 10 + 2 business days from the date the request was originally submitted.
    4. Universities should take these deadlines into account when requesting letters of support. 2. Submission Method
  1. Submission method
  • All requests must be submitted Google form Through the relevant document, Which includes step-by-step instructions. Requests sent via email or other channels will not be processed.
  • Please note that the support letter will be automatically generated based on the information provided in the form.
  • Incorrect information may result in inaccuracies in the letter. Any information provided will be deemed accurate and the applicant is solely responsible for its accuracy.
  1. Required documentation

The following documentation must be submitted via Google Form:

  • Invitation letter from the host university;
  • Letter of support from home university  (The letter of support must be signed by the rector or another authorized representative of the institution who has the right to sign documents in accordance with the legislation, and must be certified with the official seal of the institution. In the event that the letter is signed by a person other than the rector, it is necessary to submit a letter of mandate or a document delegating authority, issued and signed by the relevant authorized body and valid at the time of signing).
  • Inter-Institutional Agreement between home and host universities
  1. How to fill out a letter of support form from your home university
  • The letter of support form must be completed in English;
  • All fields of the form must be filled in with complete and accurate information;
  • The form must include the full Erasmus+ project identification number (generic identification numbers such as “KA171” or “KA-171 ICM” will not be considered).

Please note:

 – The letter of support from the home university must be issued on official letterhead (a template form is available via Google Forms), must be certified with the institution’s seal and signed by the rector or other authorized representative of the institution, and must confirm that the student’s Selection made Erasmus+ Programme Guide and Erasmus+ Erasmus+ ICM Guide  With full protection.

  1. Request processing
  • Requests will only be considered after the home university has submitted all required documents;
  • Incomplete or inappropriately submitted documents will be returned to the applicant for correction;
  • The processing time for a request is 10 (ten) business days. In the event of a request submitted with incorrect or incomplete information, the time spent by the University to submit corrections will be added to the standard processing time.
  • After verification, a letter of support from the National Office is prepared in PDF format and sent to the home university (recipient specified in the Google form) and/or the relevant embassy.
  1. Important note
  • A letter of support does not guarantee the successful completion of a visa application;
  • The Erasmus+ National Office in Georgia is not responsible for visa procedures or decisions made by embassies and consulates.
  • Students are fully responsible for the following:
    • About booking a visa visit
    • Submission of applications;
    • Providing additional documents requested by embassies.

Considering the working hours and availability of the respective embassies, it is recommended to plan the preparation for visa procedures within a reasonable time frame.

Note: The procedure is a formal requirement, as officially published on the website, and is fully binding on all participants.