Units and Job Description
Units and Job Description
The Deanship of Higher Studies operates according to an organizational hierarchy that is divided to units: Admission Unit, academic Affairs Unit, Financial Affairs Unit, Employees Affairs Unit, The These Defense and Technical Support Unit, Administrative Telecommunications Unit, Documentation and Archiving Unit and Quality and Training Unit. Each unit has its specified duties. We have attached the blog of employment behavior and work ethics with the attachments.
Admission Unit
- The duty of this unit is focused on organizing the process of applying and accepting the applications of those seeking higher studies. The unit receives the applications for the regular and executive programs. It also contributes to the organization of the written exams and holding personal interviews.
- Receiving the person referred to the Unit and knowing his needs.
- Informing the students about the website and the email address in case they need further inquiries.
- Any organizational procedure that requires cooperation to facilitate according the interest of work.
- Organizing the participation of all units in holding orientation gatherings for the higher studies students, receiving the newcomers and preparing the flyers and pamphlets.
Duties of the Unit
- Providing information to those seeking higher studies in the University.
- Providing support and reporting the admission problems of those seeking higher studies.
- Announcing all matters related to admission in appropriate locations.
- Preparing the letters colleges about the meetings on organizing admissions.
- Preparing the letters of colleges about invigilating the specialization exam of the Master’s.
- Preparing the letters of providing the buildings and University security for the days of the specialization exams.
- Preparing the letters of providing locations for the days of review on the days of matching the normal programs to the executive ones.
Academic Affairs Unit
It’s one of the major units of the University; it facilitates and carries out all the academic procedures of the students which include registering courses, the processes of adding; dropping and permission not to enroll in a semester, solving student issues and making appropriate decisions for them according to the unified bylaw of higher studies. The Unit coordinates with the academic departments of colleges, follows the entering of study schedules into the academic system, follows them during the time of course registration, and solves their problems in a way that guarantees certain standards in the sense of the deadline for completing the locating of lecture in classrooms.
Duties of the Unit
- Following the academic processes such as cancelling or reinstating a record, extending, exceptional opportunities and supervising the execution of rules.
- Issuing the detailed reports on the studying status.
- Holding orientation meetings for the students of higher studies, receiving newcomers and preparing flyers and pamphlets.
- Limiting students’ problems, suggesting solutions for them and determining their training needs.
- Preparing the students’ databases in full, their contact information, and others.
- Preparing a list of the graduates of every semester.
- Reviewing the study schedules in the academic system.
- Ascertaining that the numbers of students correspond to the numbers of groups available.
- Ascertaining that the lectures are given locations within the allotted time.
- Ascertaining that the lectures are given locations within the classrooms and labs allowed.
- Preparing a report every semester about the study schedules.
Financial Affairs Unit
This Unit supervises all the financial issues of the students of higher studies.
Duties of the Unit
- Dealing with the problems of student rewards, if any, and reporting them.
- Preparing letters of paying for books, references and printing Master’s theses and Doctorate Dissertations according to the regulations before sending them to the Dean of Higher Studies.
- Preparing an annual report about the achievements of the Unit.
The Regulating Rules:
- Reward letter attachments: a document proving the students enrollment from the system (given authority)
- Books and references payment letter attachments: 1. a copy of the appointment decision if he is an assistant / lecturer / an administrator in the University. 2. a document proving the students enrollment from the system. 3. Informing the student that he deserved the payment twice in the Master’s and three times in the Doctorate.
- Theses payment letter attachments: 1. a copy of the graduation document. 2. A copy of the academic record. 3. A letter is prepared for each student provided that the address includes the student’s name and the title of the payment.
Graduating Unit
It supervises the revision and documentation of completing the requirements of obtaining a degree for the students of higher studies and preparing a list of their names. In addition, the Unit works in tandem with the Students’ Affairs Unit to graduate the students and complete the payment of all their money.
Duties of the Unit
- Following the procedure of graduation and ascertaining the students’ completion of all the requirements illustrated in the info graphic.
- Preparing a list of the names of all the graduates of every semester.
- Preparing a database that includes the names of current graduates and older ones and their contact information.
- Receiving a copy of theses and dissertations before closing the disclaimer, and sending it to the These Defense Unit to take the appropriate procedures.
- Sealing and archiving the copies of the graduate’s disclaimer.
- Giving the documents to the graduate.
- Preparing an annual report about the achievements of the Unit.
Theses Defense Unit
It’s a major Unit in the Deanship since it supervises the defense of theses and dissertations.
Duties of the Unit
- Limiting the problems of defenses, suggesting suitable solutions for them and determining the needs of defenses.
- Preparing a schedule for the defenses.
- Receiving the decisions of defenses via the system of correspondence, and archiving them on paper and electronically.
- Informing the concerned departments about the defenses (through the official email of the Unit.)
- Preparing the full database of the defenses, students’ data, the committee and the contact information.
- Preparing a database for the titles of theses and their abstracts, and archiving them in the defenses hall.
- Full supervision on the defense of theses.
- Coordinating the requests for defense dates, or modifying a date through the common schedule of the male and female sections, and preparing the letters necessary for this.
- Preparing a report every semester about the achievements of the Unit.
Administrative Telecommunications Unit
This Unit supports all the units of the Deanship through the correspondence of the administrative telecommunications; it follows the reception of transactions, sending them to the concerned parties and supervising the issues related to the archive of the Deanship.
Duties of the Unit
- Writing the letters regarding students’ issues.
- Writing the letters verifying the attendance of those setting for the specialization exam or that of the Master’s.
- Electronically archiving every transaction via the system, and keeping a colored copy in the computer.
- Writing the Deanship’s reports concerning admission and committees.
- Preparing the minutes of the Deanship’s meetings.
- Preparing the letters of internal entrusting / terminating entrusting.
- Organizing the work of telecommunications in the Deanship and coordinating to send them, weekly or as needed, with the Deanship’s sorter.
- Following the urgent outgoing and incoming transactions.
- Following the saving of the copies of the incoming and the reception data.
- Providing the needs of the Deanship through the Administration of Store Houses in the Campus.
Documentation and Archiving Unit
It documents and archives all the records of the students of higher studies ever since their admission until their graduation. It also classifies the records according to the student’s status.
Duties of the Unit
- Preparing hard and soft records for the forms.
- Coordinating the reception of the records of students admitted to higher studies from the Admission Unit of the Deanship.
- Keeping, archiving, organizing and classifying the records of students.
Employees Affairs Unit
It coordinates all the affairs of employees, flows all the administrative procedures related to them, and supervises the issues concerning vacations and signing for check-in and out.
Duties of the Unit
- Informing the concerned parties about the inauguration of an employee of the Deanship and his quitting.
- Writing the employees letters of vacation and medical reports.
- Supervising the employees’ records of attendance and absence.
Development, Training and Evaluation Unit
This Unit carries out studies and research that ore evaluative in nature in order to develop higher studies and improve their levels. It also contributes to the evaluative processes carried out by the Deanship.
Duties of the Unit
- Supervising the training programs required to improve the performance of the Deanship employees.
- Supervising the training programs of the students of higher studies and the faculty members.
- Evaluating the training programs already carried out.
- Printing the attendance certificates and providing the training halls with necessary equipment.
- Preparing an annual report about the achievements of the Unit.
Quality Unit
It works to apply the regulations of quality on all the activities of the Deanship in order to realize its vision, mission and objectives. In addition, it develops the Deanship’s organizational hierarchy in light of the Deanship’s strategic directions and developmental activities. It also contributes to the Deanship’s developmental projects, performance evaluation, and support for all the Deanship’s Units to solve their problems. Finally, it prepares the periodical reports on the activities of the Deanship and supervises the issuances and guides published by the Deanship.
Duties of the Unit
- Preparing and controlling the procedural forms and continuously updating them on the website of the Deanship.
- Preparing the policy of quality in light of the Deanship’s directions and priorities, and spreading them among the its employees, beneficiaries and partners.
- Developing the organizational hierarchy of the Deanship in light of the its strategic directions and developmental activities.
- Following the execution of the quality objectives of the Deanship.
- Preparing and executing the internal auditing program on the Units of the Deanship.
- Measuring the satisfaction of beneficiaries and partners from the performance of the Deanship.
- Accurately describing the administrative jobs and their duties.
- Carrying out and following the activities of creativity and distinction awards of the employment performance in the Deanship.
- Preparing and reviewing all the guides of study courses.
- Preparing and reviewing all the guiding booklets of students and faculty members of higher studies.
- Reviewing and coordinating all guides and bylaws of higher studies prior to printing.
- Preparing the periodic (semester and annual) reports about all kinds of the students of higher studies (Saudis, scholarship students and researchers): the applicant, admitted, registered, regular, graduate, withdrawn and irregular.
- Preparing the periodic (semester and annual) reports about the research activities of the students of higher studies through communication with the colleges of the University.
- Preparing a comprehensive report about every unit of the Deanship.
- Preparing the Deanship’s annual report.
Technical Support Unit
This Unit supervises the devices and equipment of all the units of the Deanship, and handles the contact with the Deanship’s studios.
Duties of the Unit
- Maintaining the devices and equipment of all the units of the Deanship.
- Determining all the needs regarding the safety, operation and maintenance of the computer and peripherals in the Deanship.
- Contacting the studios of the discussion hall to ascertain the readiness of the sound, image and data show lines, and operate the devices of sound, image and data show.
- Editing the Deanship’s electronic website.