Handbook of Tasks & Procedures in the Academic Department by Imam Abdulrahman Bin Faisal University

Handbook of Tasks & Procedures in the Academic Department

College Of Arts

Organizational Chart of the Academic Department

College Of Arts

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Title

College Dean’s statement Organizational Chart of the Academic Department Tasks & Functions of the head of department Tasks & Functions of the Organizational Committees in the Department Job description for the academic department

Page

4 5 6 8 13

College Of Arts

Introduction

College Dean’s statement ‫ـــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــــ‬

The academic department is the basic administrative and academic unit in any university, and it functions as the heart in the body. Thus, the university can only accomplish its mission or objectives through its departments which are the actual key to raising the productivity levels in the university both quantitatively and qualitatively. In addition, it is through the academic departments that most of the principal university decisions are controlled. It is estimated that approxi�mately 80% of the university decisions are taken by the departments; for example, selecting faculty members, making curriculums, setting the admission and graduation standards, assessing the relative importance of different activities for students such as teaching, academic research, and participating in community service besides other decisions that define the character of the institution. The importance of the academic department does not stop at the level of decisionmaking or decision- taking; it goes beyond to following-up the implementation of these decisions. It is through the academic departments that the procedures that realize the objectives of the academic institution are carried out, and tested to make sure that they satisfy the objectives of the institution. Due to the importance of the academic department, the tasks and procedures handbook we have in hand enables the head of the department to effectively and efficiently manage the department to achieve its goals and objectives ,and to make the implementation and supervision processes smoother, and clearer for both implementers and the recipients. God Bless,,,,, Dean of the college of Arts Ameerah Ahmed Al-Jafary

Organizational Chart of the Academic Department

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Department Head

Secretaries

Academic Research Community Service

Academic Committee

Vice-head of Department

Graduate Studies Committee

Quality & Development Committee

Department Board

Faculty members Committee

Student committee

Equating Committee

College Of Arts

Tasks & Functions of the head of department

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Administrative and Financial Affairs: 1. Head the department board, manage its affairs, call its members for meetings, implement its decisions, and submit its minutes to the dean of the college. 2. Achieve the ultimate goals and policies of the university. 3. Implement the faculty board›s decisions regarding the department. 4. Oversee the preparation of the strategic plan for department and to follow-up its implementation. 5. Supervise the management of the department affairs related to education, research, administration, or culture. 6. Supervise the administrative, academic, and research development of the department. 7. Coordinate and develop the department’s connections within and outside the university. 8. Supervise the provision of all administrative, research and educational requirements of the department. 9. Supervise raising the level of quality and developing its outputs. 10. Implement and follow-up the decisions of the department board. 11. Implement what he/she was authorized to do by the dean. 12. Report any breaching of rules and any irregularities by any faculty member to the dean. 13. Submit a report on the progress of graduate studies in the department to the dean of the college & the dean of the graduate studies at the end of every academic year. Academic Affairs: 1. Provide a comprehensive report on the academic trip of the scholarship student if inside the kingdom and under the department’s supervision and submit it to the faculty board. 2. Supervise the functioning of the educational process, implement its plans, and develop an academic program in the department. 3. Apply the rules and regulations of quality assurance, evaluation and academic accreditation. 4. Supervise the various student activities in a department. 5. Observe exams and place an exam control system within the department. 6. Prepare a comprehensive annual report on the study process and on the academic, administrative and research performance in the department and submit it to the dean. 7. Supervise on attracting faculty members to the department. 8. Submit the report of the discussion committee of an academic thesis to the Dean of Graduate Studies in a period not exceeding three weeks after thediscussion date. Authorities of the head of department: 6

Tasks & Functions of the head of department

1. Recommend that the final exams papers are corrected by a faculty member other than the course instructor or to engage one or more of specialist in the correction process alongside the course instructor. 2. Approve grades. 3. Issue internal decisions required for proper functioning of a department in accordance with the university’s rules and regulations. 4. Distribute the teaching load on faculty members. 5. Recommend getting teaching allowance for faculty members. 6. Prepare job performance reports for faculty members. 7. Recommend that all department staff should attend training courses inside or outside the university. 8. Coordinate with scholarship and training committee to follow-up the conditions of scholarship and trainee students. 9. Recommend extending the service period for Saudi faculty members after the retirement age. 10. Recommend signing contracts with the Saudi faculty members after the end of the extension period. 11. Recommend to end the contracts of non-Saudi faculty members. 12. Approve the report prepared by the supervisor of a thesis and submit a copy to the Graduate Studies Dean at the end of each semester. 13. Issue implementation decisions for the decisions taken by the department board after their approval. 14. Recruit the department needs of Saudi or non- Saudi faculty members, lecturers, teaching assistants, and administrative staff. 15. Recommend secondment of instructors from outside the college and to approve this by the academic department. 16. Maintain order in the department, and to supervise commitment of faculty members to lecture timings and office hours. 17. Recommend that faculty members attend academic conferences and symposia and approve that by the department board. 18. Put plan for teaching references and books and approve it by the department board. 19. Recommend granting faculty members, lecturers and teaching assistants’ vacations or request delay and compensation. 20. Approve the students’ results in the department after taking the necessary procedures to review them. 21. Recommend promotions of faculty members to the dean of the college and to give them and sabbaticals in accordance with the regulations. Committees at the Academic Department Level: 1. Student committee.

College Of Arts

Tasks & Functions of the head of department

Tasks & Functions of Committees in the Department 2. 3. 4. 5.

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Faculty members and the like committee. Graduate Studies committee. Academic Research and Community Service Committee. Quality assurance & Development Committee.

Students committee. Objective: supervision of student affairs; guidance and counseling, dealing withstudents complaints, in addition to multiple activities. Committee formulation: the student committee is formed by a decision of the department board and it consists at least of three of faculty members in the department from whom a leader is selected in addition to a distinguished student in the department. Its reports will be submitted to the department board. Tasks & Functions of the Committee 1. Instruct and guide students in the department on curriculums and the required skills, and to follow-up on the failing students and provide them with academic and psychological counseling. 2. Receive students’ complaints regarding to curriculum or faculty members. 3. Study the students’ problems and suggest solutions. 4. Encourage students and support their activities and supervise their trips and organize competitions, seminars and academic meetings. 5. Suggest and implement activities with students such a department bulletin, seminars, public lectures, and other activities related to study assignments. 6. Make suggestions regarding the development of academic programs in the department. 7. Investigate illegalities by students and propose penalties in accordance with all applicable regulations. 8. Suggest re-correcting exams papers in the case of irregularities. 9. Verify the efficiency of equipment related to the educational process. 10. Coordinate with relevant authorities regarding cooperative training in the department. 11. Whatever is referred to it by the department board or the head of department. Faculty members and the like committee Objectives: oversee the affairs of faculty members and the like such as appointments, promotions, secondment, as well as the affairs of scholarship students. Committee formulation: The Graduate Studies Committee is formed by a decision of a department board and consists of at least three faculty members in the department including a committee head. Its report is submitted to the department board.

Tasks & Functions of the head of department

Tasks & Functions of the Committee 1. Consider the appointment of new faculty members by examining their applications, interviewing them, and submitting the minutes and recommendations to the department board. 2. Consider the promotion requests of faculty members, checking their papers, submitting its minutes and recommendations to the department board. 3. Consider the faculty members and the like requests of transferring, secondment, resignation, counseling (full-time, part-time), attending conferences, workshops, and training courses and submitting this to the department board. 4. Consider the appointment of teaching assistants, lectures, researcher, research assistants, and making suitable employment exams for them and submitting its recommendations to the department board. 5. Consider the scholarship requests of teaching assistants and lecturers, and verifying the integrity of the programs in which they want to enroll to see if they are consistent with the policy of the department, and checking the validity of their admission papers and other documents. 6. Follow-up scholarship students inside and outside the kingdom, prepare reports on their progress, and submitting them to the department board. 7. Observe the departmentâ&#x20AC;&#x2122;s need of faculty members and the like and report it to the head of department. 8. Study any topics referred to it by the head of department or board. Graduate Studies Committee. Objectives: supervise the matters of graduate studies within the department such reviewing the study plans, conducting admission exams for applicants for postgraduate studies and other relevant matters. Committee formulation: The Graduate Studies Committee is formed by a decision of a department board and consists of at least three faculty members in the department including a committee head. Its report is submitted to the department board.

Tasks & Functions of Committee 1. Review and develop the study plans of graduate studies programs in the department. 2. Conduct admission exams for applicants for postgraduate studies and report the proposed 9

College Of Arts

Tasks & Functions of Committees in the Department

applicants to the department board. 3. Provide graduate students with academic counseling and guidance. 4. Study all students applications regarding granting additional opportunities, re-enrollment, and etc.. and report the findings to the department board. 5. Study proposals regarding masters and doctoral theses, and submitting them to a department board. 6. Suggest the distribution of courses on faculty members in a department. 7. Suggest the possible number of admitted students in the coming years. The Academic Research and Community Service Committee Objectives: follow-up the affairs of academic research and community service in a department in accordance with the policies and regulations of the university and related strategic plans. Committee formulation: the committee is formed by a decision of a department board and it consists of five faculty members in the department including the committee head. Its reports are submitted to the department board. Tasks & Functions of Committee 1. Prepare the research plan for the department and follow up its implementation. 2. Study and evaluate the database for academic output of faculty members in a department. 3. Review the lists of academic journals that have world ranking which are received by the deanship of academic research, and to urge faculty members to published in them, and submit proposals concerning them. 4. Suggest programs, meetings and visits that support the academic research in the department, overcome its obstacles and raise the level of awareness in its present issues. 5. Study all requests submitted by faculty members (supported research, academic communication, sabbaticals, research partnerships, etc...) And assess the quality of their research and its compliance with the regulations and policies. Then, submit its recommendation to the department board. 6. Conduct annual assessment aimed to support academic research and submit its recommendations to the department board. 7. Contribute to deploy the policies of community service and sustainable development in accordance with the quality›s frameworks and standards. 8. Seek to raise the awareness of faculty members to provide community programs and quality studies and research related to the issues and problems of the society. 9. Pursuit achieving community integration by holding strategic partnerships with the public and the private sectors. 10. Strengthen the institutional sustainability through transferring all service programs and pro-

Tasks & Functions of Committees in the Department

jects to reality. 11. Study other issues referred by the head of department.

The Quality Assurance & Development Committee.

Objectives: supervise all the affairs related to quality assurance and development in a department. Committee formulation: the quality assurance and development committee is formed by a decision of a department board consisting at least three faculty members in the department including the committee head. Its reports are submitted to the department board. Tasks & Functions of the Committee 1. Deploy the quality assurance culture in the department. 2. Supervise the strategic plan of the department and to follow- up its implementation. 3. Propose development plans for the department. 4. Implement and follow the activities of assessment and academic accreditation in the department. 5. Propose objectives and learning outcomes for the different programs in the department (bachelor, master. PhD), as well as suggest ways and means to achieve these objectives, and other methods evaluation. 6. Supervise the preparation of course portfolios, so that each portfolio contains: Cv of faculty members. • A copy of certificates of appreciation and awards of teaching excellence. • Course description in both Arabic and English according to the forms of NCAAA. • Sample of previous questions exam papers. • Samples of students’ answer papers in different levels. 7. Identify all possible improvement, and suggest the needed projects to achieve them at the department level. 8. Prepare handbooks and manuals, brochures to introduce the department, job opportunities and study plans for the department. 9. Receive various external academic accreditation teams, internal quality assurance committees, and visitors to the department. 10. Encourage faculty members to propose projects and help in activating these suggestions. 11. Supervise the self-evaluation process of the different programs in the department, and prepare self-study reports for academic programs. 12. Cooperate with the quality assurance unit in the college to disseminate the culture of quality assurance and academic accreditation, organize educational lectures and workshops on quality, organize the quality assurance week and attend these events and activities. 13. Document the procedures and the results of the academic accreditation in the department 11

College Of Arts

Tasks & Functions of Committees in the Department

and submit the documents to the head of department. 14. Continuously collect data and information for academic accreditation requirements and activities and apply them in the department. 15. Prepare periodic reports on performance levels in a department and the level of satisfaction of recipients in each activity. 16. Hold periodic meetings in order to discuss how to apply the requirement of the academic program accreditation. 17. Prepare portfolios for the specifications of academic programs. 18. Perform all other tasks assigned regarding academic accreditation and quality assurance activities.

Organizational Chart of the Academic Department

Job Description for the Academic Department

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First: The head of department Tasks & Functions

Formation the organizational chart of the department

Setting the operational plan of the department

Procedures

Nominate faculty members in the department for committees according to their degree and specialization. Issue internal formal assignments as follows: Academic committees, committee of exams and interviews for the admission in (graduate studies programs and for the appointment of lecturers and teaching assistants), committees of correcting exams papers and interviewing for the comprehensive exam, course coordinators in the department, field training committee, and other committees or organizational divisions created as and when needed within the department as directed by the college administration. • Follow-up and control committees.

The head of department develops an operational plan with specific time (day, date) which includes the most important activities and events in the department such: • Faculty department board meetings dates, department board meetings dates. • Implementation plans for all proposals and studies. • Academic seminars. • Periodic meetings in the department. • Conferences, seminars, academic panel discussions. • Academic counseling and orientation dates. • Dates of the various activities and awareness weeks. • Dates of midterms and final exams and dates of submitting courses portfolios. • Date of approving the final exam questions.

Repetition

Forms

Annual

An Organizational Structure Model

Every Semester

Time schedule model

College Of Arts

Organizational Chart of the Academic Department

First: The head of department Tasks & Functions

Procedures

•

Schedules and teaching loads of faculty members

•

• • • • Follow-up the educational process

• •

Supervise preparing the schedules of teaching loads by the vice-head of the department, and reviewing them by the faculty members committee and then submitting them to the department board. Inform the vice-dean of the college to check the teaching loads of all faculty members in the department with a faculty member. Approve the extra loads forms. Ensure of faculty members› observance of their lecture timings, office hours, and counseling and guidance hours. Coordinate to provide alternative teachers in case some of them request a leave. Solve problems facing the educational process, especially those regarding the place of the lectures and technical support. View all courses portfolios in the department. Hold an annual meeting between the faculty and students in the department to discuss the obstacles and problems that face the educational process and provide suggestions to solve them.

Repetition

Every Semester

Ongoing

Forms

Organizational Chart of the Academic Department First: The head of department Tasks & Functions

Procedures

• • •

• Chairing The Department Board

•

Repetition

Forms

The head of department holds a department board meeting once a month or as needed. Announce the department board meeting date and agenda, and remind faculty to provide topics. Instruct the secretary to provide the board members with the topics needing study in the department board meeting at least a week before the department board meeting date. Present all topics and cases with their attachments with complete impartiality, and to make sure to approve or disapprove a decision either unanimously or by majority. Review all the attachments related to academic and administrative cases of all kinds (faculty members, graduate studies students, students). Review the minutes of the department board meeting after being held, and follow-up submitting them to dean’s office along with their full attachments at least three days of before the Faculty Department board meeting.

College Of Arts

Organizational Chart of the Academic Department

First: The head of department Tasks & Functions

Procedures

•

Faculty members affairs in the department

•

supervise the committees involved in interviewing and conducting admission exams for prospective teaching assistants & lecturers, approve the nomination forms and attachments, and submit the recommendations to the deanship of graduate studies. Receive requests for academic promotions and complete and approve the related forms and forward them to the committee of faculty members’ affairs to submit them to the department board. receive requests of employment based on pay by lecture according to the department needs, and forward them to the committee of faculty members affairs and follow-up all applications in the department board meeting. Receive requests of faculty members in the academic field for communication, or sabbatical, and forward them to the committee of faculty members’ affairs and follow-up the applications in the department board meeting. Consider the administrative affairs requests of faculty members such as; ( all kind of vacations, transferring requests, mandate, resignation, early retirement, request to extend the employment period after retirement, and forward them to the committee of faculty members affairs to be submitted to the department board. View all the decisions taken by the authorities in the university regarding the academic and administrative cases of the faculty members and forward them to the committee of faculty members and the like affairs.

Repetition

Forms

Organizational Chart of the Academic Department First: The head of department Tasks & Functions

Procedures

•

• • • Faculty members affairs in the department

•

Repetition

Forms

Nominate faculty members for training courses inside & outside the university, approve their applications if training does not affect the educational process, and submit applications to the department board and forward the applications to the vice-dean’s office to take the necessary action. Prepare the performance assessments of all faculty members according to the approved models, and submit them to the Dean›s office for approval. Report to Dean of the College any irregularities done by faculty members to take action according to the regulations. Nominate distinguished faculty members for the excellence award in the college according to ready forms. Recommend to end or extend the contracts of non-Saudi faculty members. Hold semi-periodical meetings with faculty members to discuss their needs and inform them of any educational or administrative decisions.

College Of Arts

Organizational Chart of the Academic Department

First: The head of department Tasks & Functions

Procedures

•

• • • Graduate Studies Affairs

•

• • •

• •

Study the possibility of opening the admission to the graduate studies program in the department depending on the availability of professors with high degrees to teach & supervise. Assign a committee of Graduate Studies Affairs to prepare the number of admission seats and data for faculty members nominated to teach in the program. Supervise the nomination of Saudi national applicants to attend the graduate studies program through the specialized committees which were assigned by the department board. Electronically submit the results to the deanship of graduate studies (using a private code). Propose academic advisors for students. Supervise the preparation of the graduate studies schedule for each student, and prepare a study plan for her. Follow-up the orderliness of graduate studies lectures and the supervision hours for every student and solve all problems faced by the students. Approve the questions of graduate studies students and submit them to the vicedean of graduate studies in the college. Submit the students’ results in courses year to the deanship of graduate studies. Support graduate students in selecting topics for research and present the topics firstly to the specialists in the department and then to the department board for approval. Answer graduate students questions from outside the college. Present student cases to the graduate studies committee and follow- up the committee in studying them and submitting them to the department board.

Repetition

Forms

Organizational Chart of the Academic Department First: The head of department Tasks & Functions

Procedures

•

Graduate Studies Affairs •

• • Scholarship affairs

•

Repetition

Forms

View all the decision and responses concerning cases from the deanship of graduate studies and forward them to the graduate studies committee. See all supervisors› reports of the progress of graduate students which are received by graduate studies office and approve them and submit them to the department board. Also guide failed students and solve their problems as much as possible, and approve all written comments prepared by the committee when needed. View the report of the thesis integrity along with a copy of the completed thesis and nominate an academic committee for judgment and evaluation and then present it to the department board.

Urge teacherassistants and lecturers, and alert who are late to request scholarship. Approve all scholarship attachments in accordance with the rules and re g u l a t i o n s . Follow-up the affairs of scholarship students with the committee of scholarship & training.

College Of Arts

Organizational Chart of the Academic Department

First: The head of department Tasks & Functions

Procedures

•

• Academic Research Affairs

•

Students Affairs ( following- up sections and activating academic counseling)

• •

Repetition

Supervise the implementation of the research plans (joint or individual) after the formation of the research teams from faculty members in the department through coordination with the vicedeanship of graduate studies and academic research in the college. Follow up the development of the study plans for graduate studies in coordination with the vice-deanship of graduate studies and academic research in the college. Special committees are then assigned to work on development and studying previous successful experiences both internally and internationally. Completed plans will be presented to external audits then to the department board and to the board of the college to be finally submitted to the deanship of graduate studies for the approval of the university board. Coordinate with the vice dean of academic affairs during the registration period in order to solve problems especially those related to expending or merging sections. Identify all academic counselors of students and submit their names to the counseling & guidance unit in the college. Guide and urge faculty members to implement the orientation plan through the reception of students during the registration of courses, or holding orientation meetings and writing reports about them, or through getting the students to attend the pertaining training courses.

ongoing

Forms

Organizational Chart of the Academic Department First: The head of department Tasks & Functions

Procedures

• • •

•

• Students Affairs (Complaints & Irregularities)

•

• •

•

Deal with complaint cases and forward the problem to the students committee when needed. Follow-up the students committee in studying the students’ problems and suggesting solutions. Investigate the cases of student violation to know the limits of these violations to categorize them. Then, students should be given orientation and counselling and if the violation simple, a pledge will be taken from them not to repeat it. If a violation is subject to the rules & regulations, then the head of department should send the student to the students’ affairs committee to make a report of the case and then sent her to the student behavior control committee in the college. At the beginning of a semester, the head of department should assign course supervisors for general courses and for specialized courses delivered through the TV network by male professors. Follow-up putting midterm exam schedules for specialized courses and organize their procedure, and guiding faculty members to write questions according to the college systems. Send the schedules and committees of the general courses to a student›s committee. Follow-up with the vice-head to prepare the schedule of exam questions reviewers and the schedule of correctors and grade reviewers. Approve the final exams questions and receive question review forms from course teachers and reviewers and approve the answer-key especially in common courses to ensure fairness in mark distribution and in correction. Suggest an alternative faculty member to correct instead of the teacher of the course when needed.

Repetition

Forms

When needed

College Of Arts

Organizational Chart of the Academic Department

First: The head of department Tasks & Functions

Procedures

•

• •

• • Students Affairs (Complaints & Irregularities)

• •

• • Curricular activities in the department

• •

Approve the final exams questions and receive question review forms from course teachers and reviewers and approve the answer-key especially in common courses to ensure fairness in mark distribution and in correction. Suggest an alternative faculty member to correct instead of the teacher of the course when needed. Approve exam results and grade roasters after being checked and signed by the course instructor, and approve the pass/fail percentage sheet. Approve the exam results in the system. Ensure that the results are within the required pass rates, and impose recorrection when needed after reporting the case to the dean. Cheating cases in midterm exams are handled by the department. In cheating cases in the final exams, the head of department or vice-head should directly deal with the case in the classroom and sign a report and then sent it to the specialized committee of behavior control in the college. View all complaints received by exams unit, and forward them to the course instructors. View all the collected forms from course teachers and reviewers and sign them.

Pass the teacher’s suggestions of curricular activity to the student committee. Follow-up with the student committee in studying the suggestions and develop activities plan in the department. Follow-up putting a budget for curricular activities that will be done in the department. General supervision on activities when taking place.

Repetition

When needed

Forms

Organizational Chart of the Academic Department First: The head of department Tasks & Functions

Procedures

•

• Non- curricular activities in the university

•

• • Quality Assurance and Academic Accreditation

• •

Repetition

Forms

Nominate a coordinator for the annual student academic conference in the department and give her name to the vicedeanship of the activities affairs. Follow-up with the coordinator regarding the participants affairs in the conference and contribute in overcoming obstacles. Transfer the formal letter of the vicedeanship of the activities affairs regarding (the College Durrah) to the student committee to take any needed action. Follow up with the students’ affairs committee regarding the nomination procedures.

Follow up the implementation of the academic accreditation plans and nationalizing the quality assurance office in the department. Supervise the quality assurance office and assign its director and format its structure. Assign a committee for proposing and amending study plans and curricula in accordance with academic developments. Follow up the study plans updates and open new paths and supervise course portfolios and reports. Assign a committee of specialized faculty members within the department to prepare the academic materials in case of non-availability, and submit it to the department board.

College Of Arts

Organizational Chart of the Academic Department

First: The head of department Tasks & Functions

Workshops for academic research in the department

Procedures

• • • • • •

Forms

A committee of academic research and community service will be assigned and followed up by the head of department. It will make a schedule for holding academic research seminars in the department and coordinate with the faculty members to choose topics to lecture on, in order to serve the research goals in the department. The committee will keep announcing for the seminars, restrict the size of attendance, and activate debate.

•

Supervision on administrative affairs in the department

Repetition

Supervise the secretaries’ performance in the department and continuously direct them. Recommend that the secretaries attend the training courses inside or outside university. Follow up their administrative affairs such as vacations, permissions, delays and absences. Nominate for excellence award in the college according to ready forms. Assign them to administrative committees as needed. Evaluate their work performance according to formal models and submitting it to the dean. Report any violations or irregularities committed by an employee to the dean in order to take action according the regulations.

Vocation model, model of functional performance evaluation

Organizational Chart of the Academic Department First: The head of department Tasks & Functions

Procedures

• • Assessment of the various needs of the department

•

• The annual Report of the department

•

Repetition

Assess the department’s need of faculty members according to the five-year plan of the university. Assess the department’s need of employing teacher assistants and lecturers and contracting with them. Assess the department’s need of textbooks, academic references, periodicals, and other materials and devices, and to submit them to the dean. Estimate the number of students who can be admitted to the department every academic year according to the capacity of human possibilities.

Monitor and document all activities, academic events, cultural participations, and the academic and community involvements of its members inside and outside the university. Provide a detailed annual report of work progress in the department and the academic activities of its members by the end of the year. The report should include suggestions such as establishing new facilities or opening new paths, or new mechanism of work. idfgjkfdghkkgkhfdghhThis report goes into a competition between all departments for Department Excellence Award.

Forms

The models of faculty members, teaching assistant and lecturers requirements

Once a year

Annual report form

College Of Arts

Organizational Chart of the Academic Department

First: The head of department Tasks & Functions

Dealing with the daily mail ( incoming and outgoing letters

Procedures

• • •

• • • • • Field training ( for some departments only)

• • •

View the incoming mail and direct it to the specialized committees. Reply to the letters needing urgent action or providing statistical information. Approve all letters prepared by the department committees. Supervise the development of field training in the required courses. Determine field training institutions according to the department program and level. Address the institutions and identify the students’ numbers for each institution. Distribute students on field training supervisors. Identify a day for field training for each section. Following the reports written by field training supervisors. Develop new mechanisms to activate distance learning in the field training course. A field training manual should be made available on the college website.

Repetition

Forms

Ongoing

Once a year

Annual report form

Organizational Chart of the Academic Department Second: The Secretary of the Head of Department ( Supporting Jobs and the Department Board) Tasks & Functions

Procedures

• • Reception and appointments

• • •

• • • Incoming mail

• •

•

• Outgoing mail

• •

Receive and guidance visitors Receive incoming calls on behalf of the head of department. Do the necessary calls on behalf of the head of department. Organize appointments for the head of department. Send the operational plan to all faculty members in the department. Open the department e-mail, print it and show it to the head of department. Receive paper mail, sort it and present it to the head of the department. Forward official papers and circulars sent by the head of department to staff, faculty and committees. Follow up all the official papers to which she is assigned by the head of department. Forward all statistics and annual reports to the concerned department committees and recollect them and to be submitted to the concerned office. Prepare reply letters to the concerned authorities as per the procedures needed and according to directions by the head of department. Prepare circulars and duties assigned to faculty members. Send papers and follow up their delivery. Participate in preparing the annual report of the department.

Repetition

Forms

Ongoing

College Of Arts

Organizational Chart of the Academic Department

Second: The Secretary of the Head of Department ( Supporting Jobs and the Department Board) Tasks & Functions

Procedures

•

Archiving

• •

• • • • • • • Department Board

• •

Prepare special files for (incoming & outgoing mail, and the minutes of board meetings). Save paper documents such the College Board papers and the department board papers in their files. Retrieve documents requested by the head or faculty members or quality assurance office.

Collect the cases memos the from the committees› secretaries in the department, and make sure their data is complete. Call faculty members for the meeting of department board and send the agenda of the meeting via e-mail. Prepare the room and the presentation facility for the meeting. Print the minutes of the meetings and make sure to enclose all the attachments of the relevant committees. Follow up with faculty members to sign the minutes. Make a copy of the minutes and the attachments. The original minutes should be submitted to the dean’s office. Send hard and soft copies of the members’ cases to the vice-dean. Send an electronic copy of the attachments of the postgraduate cases, scholarships, and academic research files, to the graduate studies office. Get the signature of Saudi faculty members on the papers for the allowance for attending the board meetings. Submit the board meeting allowance to the office of faculty members affairs by the end of semester.

Repetition

Forms

Ongoing

Monthly Or As Needed

Standard Form Of The Department Board

Organizational Chart of the Academic Department

Third: The Committee of Faculty Members & the Like Affairs

Appointment of teacherassistants

Procedures

Implementer

Submit the work needs memos and the five-year plan to the department board

The committee of faculty members affairs

Announce receiving applications.

Vice-president of branches affairs

Suggest committees for putting question, correcting them and making interviews, and then having them approved by the board.

head of department

Review the applicants’ files and check that they meet all the required conditions, and exclude the ones which don’t meet the requirements.

Vice-dean office

Prepare a list of all applicants: the excluded and the nominated for the written exam.

Vice-dean office

Put written exam questions.

Questions and correction committee

Follow up the process of the exam.

secretary of faculty affairs committee

Correct and register the applicants’ results.

Questions and correction committee

Make personal interviews for those who pass the exam.

Meeting Committee

Prepare the result memo submit it to the department board and prepare an electronic file with the necessary attachments.

secretary of faculty affairs committee

Forms

Annually

Tasks & Functions

Content of the application file: -Application form of candidate for teacher- assistant (university website). -Evaluation form for the applicants (university site). - Written commitment by the candidate to pursue higher studies in global universities in the same specialization filed.

College Of Arts

Organizational Chart of the Academic Department

Third: The Committee of Faculty Members & the Like Affairs

Send the result memo and the attachments file (pdf) (soft and hard copies) to the board secretary and save an electronic copy of attachments.

secretary of faculty affairs committee

The applicants’ files and the nomination forms containing the exam and interview results should be submitted to the department board to nominate the teaching assistants candidates according to the success rate.

committee of faculty members affairs

•

secretary of the board

•

Vice dean office

•

Vice dean office ( faculty members affairs unit)

•

The minutes of this department board meeting should be submitted to the dean’s office, including the electronic files. Submit a hard copy of the attachments to vice-dean’s office.

The original files of the applicants should be submitted to Vice president of branches affairs Office, A copy is saved in the vice- dean’s office.

•

Appointment applications to lecture job

Implementer

Receive appointment application during the semester. Review the files to ensure that they meet the conditions. Suggest committees for putting question, correcting them and making interviews, and then having them approved by the board. Set a date for the personal interviews and the written exam at least a month before the end of first semester. The teacherassistants in the college are exempted from the written exam and are interviewed at the time), and the cumulative average of the master degree will be out of 70%.

head of department committee of Faculty members affairs

Forms

Annually

Procedures

- Academic certificates (BA + academic records). - Certified recommendation letters (no. 3). -Copy of the national identity. - Copies of academic and practical experiences. -attachments by the department board Application files with all attachments. Teaching loads schedule A copy of the minutes of the department board.

The content of application file:

Annually

Tasks & Functions

-Application form of candidate in lecturer (university site). -evaluation form for the applicants (university site). - Written commitment of candidate to pursue higher studies in global universities in the same specialization filed. - Academic certificates (BA + MA- academic records).

Organizational Chart of the Academic Department Third: The Committee of Faculty Members & the Like Affairs Implementer

Outside applicants will be informed about the dates of the written exam and interview.

secretary of faculty members affairs committee

Follow up the process of the exam for the applicants.

secretary of faculty members affairs committee

Correct the exam sheets and prepare a result statement.

Question and exam committee

Conduct a personal interview.

Personal interview committee

Prepare minutes of the results to be presented to the department board and prepare an electronic file of all necessary attachments.

secretary of faculty members affairs committee

Forms

Annually

Appointment applications to lecture job

Procedures

- certified recommendation letters (no. 3). -copy of the national identity. - Copies of academic and practical experience certificates. -attachments of the department board Application files with all attachments. Teaching loads schedule a copy of the department board minutes.

Annually

Tasks & Functions

File of appointment request: -Application forms for apply on assistant professor degree (university site).

Minutes and attachments file (pdf) and hard copy of attachments will be submitted to a secretary of the board and an electronic copy of attachments should be saved. The results will be presented to the department board for the approval of candidate nominations.

committee of faculty members affairs

•

secretary of the board

•

Appointment of Assistant Professor

The minutes will be submitted to dean office with the case, including electronic file of attachments. All paper attachments will be submitted to the vice- dean’s office

A letter of request of appointment will be submitted with attachments to the head of department.

Faculty member candidate to appointment

check the appointment request as assistant professor to examine the completion and validity of the attachments

Committee of faculty members affairs

Prepare a memo to be presented to the department board and prepare an electronic file of all required attachments.

Secretary Of The Committee Of Faculty Members Affairs

College Of Arts

Organizational Chart of the Academic Department

Third: The Committee of Faculty Members & the Like Affairs

Appointment of Assistant Professor

Procedures

A memo and attachments files (pdf and paper) will be submitted to the board’s secretary.

secretary of the committee of faculty members affairs

Present all results to the department board for recommendation of candidate approval.

committee of faculty members affairs

•

secretary of the board

•

Head Of Department

Fill out the nomination form (department part) and sign the appointment request. Direct the applicant to submit the promotion request via the e-academic board system and sending the request to the head of department to validate data and information.

Study the promotion request and ensure the completion of the attachments and that they meet the required conditions.

Committee O-F Faculty Members Affairs

Prepare the promotion request memo and prepare an electronic file of attachments

Secretary Of Faculty Members Affairs Committee

Submit the memo and file of attachments (Pdf and paper copy) to the secretary of the board.

Committee Of Faculty Members Affairs

•

Secretary Of The Board

The memo will be presented to the dean’s office including the promotion request and an electronic file of attachments. Submit all paper attachments to the vice- dean’s office.

Forms

• • • • • • •

Faculty Member Nominated For Promotion

•

The memo & attachments will be submitted to the dean’s office with All paper attachments will be submitted to vice- dean’s office

Submit promotion request with all attachments to the head of department

•

Promotion to Associate Professor & Professor Degrees

Implementer

Ongoing

Tasks & Functions

Academic certificates+ academic records. A copy of ID. abstract of master thesis + abstract of doctoral thesis CD containing MA and PhD theses Attachments of a department board File of appointment request Teaching loads schedule

File of promotion request: • Application forms (university website). • Academic certificates+ academic records. • A copy of ID. • abstract of master thesis + abstract of doctoral thesis • CD contain MA and PhD theses • Academic production • Attachments of the department board • File of promotion request

Organizational Chart of the Academic Department

Third: The Committee of Faculty Members & the Like Affairs Tasks & Functions

Procedures

Apply for the position (pert-time professor).

Implementer

Forms

The applicant •

Study the request and memo and then submit them to the department board in preparation for presenting them to the faculty board.

faculty members affairs committee

•

secretary of the board

•

Contract on pay by lecture

Submit the minutes of the board meeting to the dean’s office along with an electronic file of attachments. Submit all paper attachments to the vice dean’s office.

Fill out the contract application form.

Applicant

Prepare request memo for contracting with Saudi national teachers on the bonus by lecture item and provide an electronic file for the attachments.

secretary of faculty member affairs committee

Present the memo and the form of contracting with teachers on the bonus by lecture item to the department board and then to the faculty board.

head of department

Submit the minutes & memos to the dean’s office with the request form and the electronic file of attachments.

secretary of the board

Direct the applicant to fill out the form of the actual teaching hours allowance.

secretary of the committee of faculty members affairs

Inform the vice- dean’s office at the end of semester of the actual teaching hours allowance for Saudi nationals (after being approved by the head of department).

secretary of the committee of faculty members affairs

•

ongoing

secretary of faculty member affairs committee

•

When needed

Part-time professor

Prepare a request memo for hiring a part time professor and an electronic file of all attachments and submit them to the secretary of the board

Teaching loads schedule confidential envelop (arbitrators form) filled out by the head of department confidential envelop ( faulty members evaluation) filled by the head of department

Contract application form form of actual teaching hours exchange

College Of Arts

Organizational Chart of the Academic Department

Third: The Committee of Faculty Members & the Like Affairs Procedures

Submit a request with all the required attachments to the head of department.

Faculty Members Wanted A Sabbatical Leave

•

Head Of Department

•

Sabbatical Leave Request

Implementer

Fill out the part related to the department in the application form. Direct an applicant to apply for a sabbatical leave via the e-academic board system and forward the request to the head of department through the system in order to verify data & information

Study the applications and make sure they meet the conditions and the attachments are complete.

Committee Of Faculty Members Affairs

Prepare the memos for the sabbatical leave requests and the electronic files with the attachments and submit them to the department board.

Secretary Of Faculty Members Affairs Committee

Submit the minutes and attachments file (PDF and paper) to the secretary of the board. • •

• •

Submit the applications to the department board at the end of semester. The department board will give priority to some faculty members in case more than 10% of faculty members make requests for a sabbatical leave.

Committee Of Faculty Members Affairs

Submit the minutes of the board meeting to the dean’s office with the electronic file of attachments. Submit all paper attachments to the vice- dean’s office.

Secretary Of The Board

Forms

First semester

Tasks & Functions

Attachments of Sabbatical leave request : • Electronic form of Sabbatical Leave Request • Forms related to Sabbatical Leave (1/4) (2/4) (3/4) (4/4) • CV • A letter Of approval for sabbatical leave outside the kingdom • A copy of a department board • A copy of a faculty board in case of having a previous sabbatical leave with a proof of publishing research attached

Organizational Chart of the Academic Department Third: The Committee of Faculty Members & the Like Affairs

Submit a letter to the head of department with all the necessary attachments.

faculty members with Sabbatical Leave

Review and check the papers to make sure that they meet the requirements.

Committee of faculty members affairs

Prepare minutes of the Sabbatical Leave report and the electronic file of attachments and submit them to the secretary of the board.

secretary of faculty members affairs committee

Submit the report with all the attachments to the department board for approval.

Committee of faculty members affairs

•

secretary of the Board

•

Academic communication

Implementer

Submit the minutes of the meeting to the dean’s office with the electronic file of attachments. Submit all paper attachments to the vice- dean’s office.

Submit a request for academic communication with all the required attachments to the head of department.

Applicant

•

Head of department

•

Fill out the part related to the department in the application forms. Direct the applicant to apply for academic communication via the e-academic board system and forward the request to the head of department through the system in order to verify data & information.

Forms

After each Sabbatical Leave

Report of Sabbatical Leave

Procedures

Ongoing

Tasks & Functions

Report’s attachments : • Form of Sabbatical Leave Report • Report of research, its procedures • A copy of approval for sabbatical leave • A copy of sabbatical leave file • 2 copies of done research

Attachments of academic communication requests: • Form of academic communication requests • Letter for approval on academic communication (English and Arabic) • Research plan • Visiting schedule • CV

College Of Arts

Organizational Chart of the Academic Department

Third: The Committee of Faculty Members & the Like Affairs

Study the applications and make sure they meet the conditions and attachments are complete.

Academic communication

secretary of faculty members affairs committee

Submit the memo and the attachments to the department board for recommendation and approval.

Committee of faculty members affairs

•

Submit the minutes of the department board and the electronic file of attachments to the dean’s office. Submit all paper attachments to the vice- dean’s office.

secretary of the board

Receive a form of the teaching desires and course schedules for the next semester from the schedules unit.

Vice-head in the department

Assess the teaching desires received from faculty members and prepare a schedule for teaching loads for all faculty members in the department.

Vice-head in the department

Review the teaching load memo and present it to the department board for recommendation and approval and submit the minutes of the board meeting to the faculty board.

Committee of faculty member affairs

Submit the memo to the vice- dean to check teaching loads by the committee of faculty members’ affairs.

Head of department

Redirect the schedules to the central schedules office

Secretary of faculty affairs committee

Distribute schedules to faculty members and make them sign for receipt.

Forms

Faculty affairs committee

Prepare the memo of academic communication and the electronic file of attachments and submit them to the secretary of the board.

•

Teaching Loads

Implementer

Ongoing

Procedures

At the beginning of each semester

Tasks & Functions

Form of teaching load

Organizational Chart of the Academic Department Third: The Committee of Faculty Members & the Like Affairs

Extra- teaching load

Procedures

Implementer

Prepare a memo of Extra- teaching load to be presented to the board.

secretary of faculty members affairs

Submit the Extra- teaching load memo to the department board.

Committee of faculty affairs

Direct faculty members with extra teaching load to fill out forms of extra teaching units.

secretary of faculty members affairs

Check all teaching load forms and ensure their compliance with teaching loads.

faculty members affairs committee

Submit filled out forms to the vicedean’s office (faculty affairs unit) for financial action.

secretary of faculty members affairs

Forms

• Each semester

Tasks & Functions

•

Extra-Teaching load form statement of actual teaching hours exceeded the teaching load

Conferences, seminars and training courses

Circulate news received by mail about conferences, seminars training courses, and meetings inside or outside the kingdom as per the directions of the head of department.

secretary of the department

•

faculty members who wish to take part

Submit a request letter to the head of department to attend conferences inside or outside the kingdom at least six weeks before the date of conference. For Saudi Faculty members: • Request for attending by opening an account in the website of Ministry of Higher Education and then be forwarded to the head of department to verify data and information and then the request will be submitted to the dean office.

Ongoing

Fill out the actual teaching hours through (the statement of extra teaching hours) at the end of semester and submit to faculty affairs unit.

a report of academic function form

College Of Arts

Organizational Chart of the Academic Department

Third: The Committee of Faculty Members & the Like Affairs

Extending service

Lecture process

Submit the names of candidates to the vice- deanâ&#x20AC;&#x2122;s office through their departments and send a written reply if there are no candidates

Committee Of Faculty Members Affairs

Receive reports of the academic assignment after the members return

Secretary Of Committee Of Faculty Affairs

Submit the report of academic assignment to the department board.

Committee Of Faculty Member Affairs

Receive a letter of request and its attachments if any

Secretary Of Faculty Affairs Committee

Study the request and its attachments and check the justifications and compliance with the conditions.

Committee Of Faculty Members Affairs

Prepare a memo of request to be presented to the department board.

Secretary Of Faculty Affairs Committee

Submit the memo of request to the department board for recommendations and approval.

Committee Of Faculty Members Affairs

Follow up the daily lectures at all times, and make necessary contacts with the head of department and faculty members in a case of absence or emergency.

Secretary Of Student Committee

Prepare a table of office hours in coordination with faculty members and follow up their presence.

Secretary Of Student Committee

Call the technical support office in case of any technical problems in the classrooms during lectures.

Secretary Of Student Committee

Forms

Ongoing

Implementer

Ongoing

Conferences, seminars and training courses

Procedures

Ongoing

Tasks & Functions

A report of academic function form

Form of expanding request (university site) CV information Statement of expanding a report of production efficiency

Lectures follow-up form Office hours schedule Delivery statement of control devices

Organizational Chart of the Academic Department Third: The Committee of Faculty Members & the Like Affairs

Lecture process

Financial allowances Attending conferences Attending Applied seminars Mandates

Contracting & polarization Affairs

Archives

Procedures

Implementer

Deliver control devices to faculty members and make sure they return them in all lecture periods.

Secretary Of Student Committee

Ensure the soundness of devices and follow up with the technical support office when problems occur.

Secretary Of Student Committee

Submit technical problems to the vice -dean of e-learning office.

Secretary Of Student Committee

Direct a faculty member to fill out in document of task performance form.

Secretary Of Faculty Members Affairs

Direct a faculty to deliver the document with a proof of attendance and approval to faculty affairs office to be submitted to concerned authority for exchange.

Secretary Of Faculty Members Affairs

Forms

Ongoing

Tasks & Functions

Lectures follow-up form Office hours schedule Delivery statement of control devices

Boarding orders will be obtained electronically from the university website. Receive and study the Cvs sent to the dean’s office

Committee Of Faculty Members Affairs

Submit The forms of nominated faculty to the dean office

Secretary Of Faculty Affairs

•

Secretary Of Faculty Affairs

•

Prepare a file for each faculty member in order to save copies of her documents. Create an electronic file for each faculty member in the department and update it continuously.

College Of Arts

Organizational Chart of the Academic Department

Forth : Graduate Studies Affairs

Programs

Procedures

Implementer

A table of the number of admissions and data about the nominated candidates will be announced according to the time schedule of the graduate studies.

Graduate studies committee

Prepare memo of opening programs and be submit it electronically to the Boardâ&#x20AC;&#x2122;s Secretary.

Secretary of Graduate studies committee

Show the memo of opening new programs to the department board.

Graduate studies committee

Submit A case will be to the dean office with an electronic file attached.

secretary of Board

Identify committees for questions, corrections and personal interviews.

Head of department

Receive a list of names for applicants via the website of deanship of graduate studies.

Graduate studies office

Forms

Annually

Tasks & Functions

Admission to graduate studies

Review and ensure they meet conditions and then be forwarded to the department. Contact with applicants via emails to inform about written exam date and place.

secretary of graduate studies

Prepare exam questions

Committee of questions and correction

Prepare a room for receiving applicants and put all necessary illustrative posters and the attendance sheets.

secretary of graduate studies committee

Annually

Print the applications through the website.

Table of graduate studies programs expected to be open and numbers of admission (034)

register and admissions forms request for enrollment in graduate studies recommendation forms (2) work approval for employees

Organizational Chart of the Academic Department Forth : Graduate Studies Affairs Tasks & Functions

Procedures

Implementer

Forms

Admission to graduate studies

Correct exam papers and register grades in their specific records

Committee of exam and correction

Identify candidates for personal interview

Graduate studies committee

Inform applicants of the date and place of the personal interview.

secretary of graduate studies committee

follow up the interview process and do the necessary preparations

secretary of graduate studies committee

Make interviews

Interview committee

secretary of graduate studies committee

Audit results and submit them to the department board.

Graduate studies committee

Submit results to the deanship of graduate studies electronically (via a special code)

head of department

Annually

Follow up the exam process

register and admissions forms request for enrollment in graduate studies recommendation forms (2) work approval for employees

College Of Arts

Organizational Chart of the Academic Department

Forth : Graduate Studies Affairs

Courses year (foundation Year)

Procedures

Implementer

Suggest academic guides for students

head of department

Suggest course distribution on faculty and prepare the teaching schedule of the program

Committee of graduate studies

Prepare a study plan for students and ensure that it is signed by students, academic guides and the head of department.

secretary of graduate studies committee

Plan and schedule will be submitted to the graduate studies office

secretary of graduate studies committee

Electronically submit schedules and attendance sheets to faculty appointed to teaching in the foundation year

secretary of graduate studies committee

Prepare electronic and paper files to save specifications and course reports.

secretary of graduate studies committee

Collect course specifications from faculty electronically and approve them by the head of department and provide the graduate studies office with a copy at the end of semester.

secretary of graduate studies committee

Receive attendance sheets weekly and submit them electronically to graduate studies at the end of semester.

secretary of graduate studies committee

Prepare midterm exam schedule for the courses year and provide graduate studies with a copy.

A secretary of graduate studies committee

Forms

Quarterly

Tasks & Functions

Teaching schedule form Study plan form Attendance sheet form Midterm exam form

Organizational Chart of the Academic Department Forth : Graduate Studies Affairs Tasks & Functions

Procedures

Implementer

Forms

Exam process is centrally controlled by the graduate studies office

follow up students and supervision reports

Results will be transferred to the head of department.

Courses teachers

Results will be transferred to graduate studies deanship.

head of department

Receive reports of following up and supervision from graduate studies office at the end of semester and submit them to the department board.

Graduate studies committee

Recommendation to prepare warning letters for failing students and approve them by the head of department.

Quarterly

Courses year (foundation Year)

Teaching schedule form Study plan form Attendance sheet form Midterm exam form

Quarterly

final exam grades are registered in the electronic system by the faculty member

A form of supervision report

College Of Arts

Organizational Chart of the Academic Department

Forth : Graduate Studies Affairs Tasks & Functions

Faculty board cases: (change specialization, forward record, Apology for a course exam, Postponing the comprehensive exam, Approve the result of comprehensive exam, Register research plan Transfer of supervision Continuing supervision Change title Additional opportunity Formation of debate committee Re-formation of committee Degree Granting (no need for the faculty board approval) board approval) Postpone semester (no need for the faculty board approval) board approval).

Procedures

Implementer

Receive students of graduate studies applications and attachments in accordance with regulations

Secretary Of Graduate Studies Committee

study the application and check the attachments completion and compliance with the conditions

Graduate Studies Committee

prepare a memo and an electronic file for the attachments

Secretary Of Graduate Studies Committee

send the memo and the attachments file electronically to the board’s secretary ( both hard and soft copies) The case will be presented to a department board for recommendation of action.

Graduate Studies Committee

Send the memo explaining the case and the electronic attachments file.

Secretary Of The Board

Submit all paper attachments to the graduate studies office.

Secretary Of Graduate Studies Committee

Receive a copy of the decision taken by graduate studies (electronically) and present it to the head of department and then transfer it to the secretary of graduate studies.

Secretary Of The Head Of Department

Inform whom it may concern with the decision (student, supervisor).

Secretary Of Graduate Studies Committee

Add reply to the graduate student’s file.

secretary of Graduate studies committee

Update the student’s case electronically by adding the approval to her data in the electronic file.

secretary of Graduate studies committee

Forms

All attachments are described in a graduate studies handbook

Organizational Chart of the Academic Department Forth : Graduate Studies Affairs

Comprehensive Exam

queries about research headings

Procedures

Implementer

Nominate committees for the written exam and the personal interviews and present them to the department board.

head of department

Set a specific time

head of department

Follow up exams.

secretary of graduate studies committee

Present results to the department board.

Graduate studies committee

Receive inquiries from other universities or those transferred by the graduate studies office.

A secretary of graduate studies committee

Inquire about the priority of studying topics to department members.

Forms

Ongoing

Tasks & Functions

Collect responses from faculty members. Send responses to the concerned authority.

• Seminar for graduate students

• •

Announce the date, place and topic of the seminar for graduate students and faculty members. Follow up the technical preparations in the seminar room and link it to the male faculty members via network. Follow up signing the attendance sheet. Submit the minutes of the seminar to the head of department.

A secretary of graduate studies Quarterly

•

The Form Of Seminar Attendance Sheet

College Of Arts

Organizational Chart of the Academic Department

Fifth: The Studentsâ&#x20AC;&#x2122; Committee

An academic counseling & guidance

Midterm exams Specialization courses

Procedures

Implementer

Identify academic counselors and guides for students and send the names to the counseling unit in the college.

head of department

Electronically Link guides to students.

Counseling unit

Receive students in registration period to help them finish the registration process successfully.

Academic counselors

Follow up providing students with counseling in registering period.

Student committee

Follow up counseling hours.

secretary of student committee

Define a supervisor or more for network courses.

head of department

Prepare exam schedules and invigilation committees by central exams units.

head of department

Circulate schedules to faculty members in the department for reviewing.

secretary of student committee

Circulate schedules after editing if any.

student committee

In case of student absence, an excuse will be submitted to course teacher and a reset exam will be held in coordination with the student.

Course instructor

Submit all Excuses for network courses and coordinate for reexams.

Secretary of student committee

Forms

course registration

every semester Ongoing

Tasks & Functions

Form of fail students Commitment to review guidance and academic counseling unit Following counselor record comprehensive report of course register plan Report of counseling meeting Statistics of electronic link Evaluation of the academic counseling effectiveness

Organizational Chart of the Academic Department

Fifth: The Students’ Committee

Midterm exams affairs General courses First year (General) Specialization courses

Procedures

Implementer

Circulate committee formations and room distributions received from central exams office

Secretary of student committee

Prepare a schedule of questions reviewers and correctors

department Vice-head

Inform the exams unit of comments if any.

Secretary of student committee

Circulate schedules to faculty members after being approved by the head of department, vice- dean of academic affairs and the dean of college.

Secretary of student committee

Electronically receive a success and fail rate sheet from faculty members.

Secretary of student committee

Review pass/fail percentage and transfer it to the office of the vicedean for academic affairs.

department Vice-head

Forms

Every Semester

Tasks & Functions

Corrector and reviewer schedule

Students who apologized for exams should present excuses to the students’ affairs and the exam unit will provide the excused students’ names.

Complaints after exams

cooperate with network professors to communicate with students Follow up collecting complaints from faculty members and checking on the signature and their completion and then sending them to the central exams unit.

Secretary of student committee Every Semester

Receive complaint forms from central exams unit and present them to the head of department and then forward them to faculty members.

Complaint form (exams unit)

College Of Arts

Organizational Chart of the Academic Department

Fifth: The Students’ Committee

Study suggestions by course teachers and put an activities plan.

According to the activity plan

Fill out an application form of procedures for activities.

course teacher

•

secretary of student committee

• • • • •

General activities in the university

Implementer

Request an evening entering permission if required. Request permission for external members participating in an activity. Request permission for students concerned with an activity to enter the activity facilities. Send invitation cards to attend the activity. Design and print certificates for activities. List the expenses and bills and submit them to the dean’s office.

Nominate a coordinator for the annual student academic conference in the department and submit the nomination to the vice-deanship of activities affairs.

head of department

Communicate with the coordinator on assignments and topics related to the conference.

Student committee

Prepare all necessary letters during the period of conference preparation.

secretary of student committee

A letter from the vice-deanship of activities affairs on (College Durra) will be forwarded to the head of students’ committee.

head of department

Ask faculty members about their view on suitable student candidate.

Student committee

Candidates will be presented to committee›s members and recommendation will be submitted to the head of department.

Student committee

Forms

According to the activity plan

Students activities (curricular and extracurricular)

Procedures

Annually

Tasks & Functions

Model of request activity procedures from the vice- dean’s office Model prepared by security office

Organizational Chart of the Academic Department Fifth: The Students’ Committee

Students affairs (Violations)

Implementer

Receive students’ complaints regarding the curriculum of faculty members and facilitate submitting to the head of department.

secretary of student committee

Deal with the case and forward the compliant to the committee of student affairs.

head of department

Study students’ problems and suggest solutions.

Students committee

Study and classify the legal violations of students and then suggest punishments in accordance to applicable regulations.

Student committee and behavior Control committee

Receive violations of student sent by teachers or the security office and facilitate interviewing with the head of department.

secretary of student committee

•

head of department

•

Study the case to see the extent of the violation to be classified and dealt with, and to make the student make a commitment not to repeat it if the violation is simple. If the violation is applicable to the regulations and rules, it will be forwarded to the students’ committee to prepare a report about it and then it will be forwarded to the committee of student behavior control in the college.

Forms

Ongoing

Students affairs (complaints)

Procedures

Ongoing

Tasks & Functions

College Of Arts

Organizational Chart of the Academic Department

Fifth: The Students’ Committee

secretary of student committee

•

secretary of students committee

•

• •

• • • • • •

Receive incoming advertisements from all university departments. Prepare and make copies of advertisements related to students, and publish on advertisement board. Publish in the department’s account in twitter (if any). Develop a field training plan for the courses that require one , as follows; Identify field training institutions according to the department and level of the students. Contact the institution and agree on the number of students who will receive training with each one. Identify and distribute students on field training supervisors. Hold workshops to qualify student and supervisors for field training. Prepare a training program for students in the different institutions. Identify a day of field training for each section. Follow up reports from field training supervisors. Develop new mechanisms in activating distance learning in filed training courses.

Forms

Ongoing

Prepare any necessary statements as directed by the head of department such:(medical statements, attending lectures, attending exams, and attending activities)

•

Field training (some departments only)

Implementer

Statements

Ongoing