Duties, Authorities and Responsibilities

Department Chair

Duties, Authorities and Responsibilities

• To perform the duties specified in the relevant academic organization law of Academic Personnel Law No. 2547,
• To chair the Department Council meetings. To serve as a member of the Faculty Council. To report the needs of the Department to the Office in writing.
• To ensure that all correspondence between the Office and the Department is conducted in a healthy manner. To ensure coordination among the Departments affiliated with the Department.
• To ensure that the course distribution of the Department is carried out in a balanced manner among faculty members. To ensure that education and training is carried out regularly in the Department.
• To ensure that additional course and examination fee schedules are prepared on time and correctly. To identify the problems related to education and training of the Department and communicate them to the Office.
• To carry out the evaluation and quality improvement studies of the Department and submit the reports to the Office.
• To conduct accreditation studies of the programs affiliated with the Department by working in coordination with the Dean's Office Quality Unit.
• To strive to create a communication environment among the faculty members in the Department with the aim of realizing education-training and scientific research efficiently and effectively.
• To ensure that the course distribution of the Department is carried out in a balanced and reasonable manner among faculty members,
• To ensure that classrooms, study rooms, workshops, laboratories and course materials in the Department are used efficiently, effectively, orderly and cleanly.
• To inform the Dean's Office in writing of the Department's opinion to be taken into account in extending the term of office of the faculty members affiliated with the Department.
• To provide necessary information about the Department for the Faculty Academic General Assembly.
• To ensure that course registrations are carried out regularly at the beginning of each semester.
• To deal closely with the education and training problems of the Department students.
• To ensure that student-faculty member relations in the Department are carried out regularly and healthily in line with the objectives of education and training.
• To hold meetings with advisors so that course registrations can be carried out regularly.
• To ensure that undergraduate education-training and examination regulations and directives are applied in accordance with their spirit.
• To ensure that faculty members teach their courses regularly.
• To strive to create an appropriate communication environment among the faculty members in the Department with the aim of realizing education-training and scientific research efficiently and effectively. To carry out the processes related to the duty within the framework of our University's Quality Policy and Quality Management System, in accordance with quality objectives and procedures,
• To ensure the direction and administration of other work related to the process to which it is affiliated and given by its managers,
• While performing all of the above-mentioned duties in accordance with laws and regulations, they are responsible to the managers to whom they are affiliated.

Deputy Department Chair

Duties, Authorities and Responsibilities

• To perform the duties specified in the relevant academic organization law of Academic Personnel Law No. 2547,
• To chair the Department Council meetings. To serve as a member of the Faculty Council. To report the needs of the Department to the Office in writing.
• To ensure that all correspondence between the Office and the Department is conducted in a healthy manner. To ensure coordination among the Departments affiliated with the Department.
• To ensure that the course distribution of the Department is carried out in a balanced manner among faculty members. To ensure that education and training is carried out regularly in the Department.
• To ensure that additional course and examination fee schedules are prepared on time and correctly. To identify the problems related to education and training of the Department and communicate them to the Office.
• To carry out the evaluation and quality improvement studies of the Department and submit the reports to the Office.
• To conduct accreditation studies of the programs affiliated with the Department by working in coordination with the Dean's Office Quality Unit.
• To strive to create a communication environment among the faculty members in the Department with the aim of realizing education-training and scientific research efficiently and effectively.
• To ensure that the course distribution of the Department is carried out in a balanced and reasonable manner among faculty members,
• To ensure that classrooms, study rooms, workshops, laboratories and course materials in the Department are used efficiently, effectively, orderly and cleanly.
• To inform the Dean's Office in writing of the Department's opinion to be taken into account in extending the term of office of the faculty members affiliated with the Department.
• To provide necessary information about the Department for the Faculty Academic General Assembly.
• To ensure that course registrations are carried out regularly at the beginning of each semester.
• To deal closely with the education and training problems of the Department students.
• To ensure that student-faculty member relations in the Department are carried out regularly and healthily in line with the objectives of education and training.
• To hold meetings with advisors so that course registrations can be carried out regularly.
• To ensure that undergraduate education-training and examination regulations and directives are applied in accordance with their spirit.
• To ensure that faculty members teach their courses regularly.
• To strive to create an appropriate communication environment among the faculty members in the Department with the aim of realizing education-training and scientific research efficiently and effectively. To carry out the processes related to the duty within the framework of our University's Quality Policy and Quality Management System, in accordance with quality objectives and procedures,
• To ensure the direction and administration of other work related to the process to which it is affiliated and given by its managers,
• While performing all of the above-mentioned duties in accordance with laws and regulations, they are responsible to the managers to whom they are affiliated.

Department Secretary

Duties, Authorities and Responsibilities

• To carry out correspondence between faculty-department and between departments and deliver them to the relevant places.
• To file documents and letters going out of and coming to the Department.
• To monitor the implementation of the letters coming from the Dean's Office by the Department Chair and ensure that the necessary letters are transmitted to the Dean's Office on time.
• To announce activities such as meetings, seminars, conferences.
• To write Department Council reports and transmit them to the relevant places after signing, and file a copy.
• To make relevant announcements on the student announcement boards of the Departments and remove expired ones.
• To write cover letters for excuse leave, reports, assignments etc. of Department staff.
• To announce all council and commission decisions such as "Faculty Board of Directors" and "Academic General Assembly" regarding students coming from the Dean's Office to the relevant faculty members.
• To follow up the procedures related to the extension of the term of office of the Department faculty members and inform the Dean's Office of the Department council decision taken. To prepare the cover letter to inform the Dean's Office of the finalized weekly course programs.
• To ensure the examination of exemption petitions by department chairs and advisors.
• To announce the letters coming about students to department chairs, advisors and course instructors, and write opinion letters for letters requesting opinion.
• To record incoming documents and direct them to the units they are dispatched to.
• To ensure the execution of the Department's correspondence. To duplicate Department letters as many times as necessary and deliver them to the relevant persons.
• To deliver documents to the relevant person or unit with a receipt and receive them from the relevant person or unit with a receipt.
• To ensure the execution of midterm, end of semester, make-up, single course and additional examination procedures.
• To ensure the exemption procedures related to the courses taken by newly enrolled or lateral transfer students in their previous education and the exemption procedures of students who are successful as a result of the exemption examination conducted by the University.
• To ensure the assignment procedures for faculty members to participate in domestic and international scientific meetings, to conduct examinations, research and applications.
• To ensure the procedures for opening new courses.
• To carry out unit filing procedures and ensure the delivery of materials to be transferred to the archive.
• To carry out all student affairs related to students, other than the duties, authorities and responsibilities of the Student Affairs Department and given to their responsibility.
• To carry out other activities specified in their responsibility in laws and regulations. To carry out the processes related to the duty within the framework of our University's Quality Policy and Quality Management System, in accordance with quality objectives and procedures.
• To carry out other work related to the duty area given by the manager or senior managers to whom they are affiliated, in accordance with occupational health and safety rules.
• The Department Secretary is responsible to the School/Faculty Secretary, Department Chair, Department Head, Vice Dean and Dean while performing all of the above-mentioned duties in accordance with laws and regulations.

Communication and Promotion Commission

The chair of the Communication and Promotion commission is assigned in the faculty commission.

• Keeping promotional presentations updated every 6 months for the Department ready
• Department communication and promotion activities, control of social media accounts
• Publication of projects carried out/completed by Department faculty members on the Department web page
• Publication of outstanding successful graduation projects (Tubitak 2209, TUSAŞ lift-up, Industry-supported, etc.) on the Department web page
• Publication of Teknofest etc. competition achievements and appropriate club activities participated by Department students on the Department web page
• Adding announcements and events to the web page
• Monitoring the Department web page
• Retired academic staff page
• Adding administrative staff information

Project and Industry Cooperation Commission

The chair of the Project and Industry Cooperation commission is assigned in the faculty commission.

• To take initiatives to increase faculty and department-based projects
• To organize project title promotion days by contacting relevant units (TTO, BAP, project coordinatorships)
• Company contact
• Technology Office, Technopark, Karabük Public - University Industry Cooperation (KÜSİ) contact

Applied Education Commission

The following sub-commissions are established in the department to be responsible for this commission. The chair of the Vocational Training in Enterprise sub-commission is assigned in the faculty commission.

Vocational Training in Enterprise Commission

• Adjusting the application calendar
• Distribution of applications to companies within the scope of protocols
• Collection of relevant documents and information
• Distribution of student groups to faculty members so that they are at least 5 people
• To make update suggestions in the relevant directive as needed

Internship Commission

• Conducting internship procedures
• Distribution of internship books among department faculty members
• Internship books are collected by department secretaries.

Course Planning and Programming (Course Operations) Commission

Two sub-commissions, Undergraduate and Graduate, are organized on the department page to be responsible for this commission. It is recommended that the relevant deputy department chairs be appointed as commission chairs. The chair of the undergraduate course planning and programming sub-commission is assigned in the faculty commission.

• Course distribution to be carried out in accordance with the academic calendar
• Foreseeing the courses that need branching and making necessary assignments and definitions, conducting necessary follow-up to ensure that branches are equal during course registration procedures
• Preparing the course schedule on time and entering it into the automation system
• For the final course schedule, a department council decision should be taken no later than the end of add-drop period and announced on the web page

Exam Planning and Programming (Exam Operations) Commission

Two sub-commissions, Undergraduate and Graduate, are organized on the department page to be responsible for this commission. The chair of the undergraduate exam planning and programming sub-commission is assigned in the faculty commission.

• Creating the exam calendar for the relevant year after the academic calendar is announced
• Preparing the exam schedule in accordance with the academic calendar
• Announcing it on the department and/or faculty web pages 15 days before the exam date

International Relations, Exchange Programs and Mobility Commission

The following sub-commissions are established in the department to be responsible for this commission. The chair of the Student Mobility sub-commission is assigned in the faculty commission.

Student Mobility Commission

• Examining the appropriateness of student exchange requests
• Initiatives to increase new university and department agreement opportunities
• Mevlana and Erasmus course matching (works in coordination with the curriculum commission)
• Incoming student advising

International Personnel Commission

• Guidance (Informing newly arrived international personnel about accreditation processes, OBS, OYS, UNİKA, E-Attendance, Teams etc. applications)
• Regulation, announcement translation etc.

Laboratory Planning and Development Commission

The chair of this commission is assigned in the faculty commission. Academic responsible persons of the laboratory building undergraduate laboratories become natural members of this commission.

• To work in coordination with the Engineering Faculty laboratory building coordination.
• To provide coordination between faculty members whose courses are defined in undergraduate laboratories and academic responsible persons. To contribute to the follow-up and order of these laboratories.

Quality and Strategic Planning Commission

The chair of this commission is assigned in the faculty commission.

• Quality (YÖKAK etc.) process follow-up, control, reporting
• Informing the department chair of the actions to be taken in the department
• Carrying out department strategic planning

Accreditation Commission

The chair of the accreditation commission is assigned in the faculty commission.

• Making decisions according to the requirements of accreditation organizations (such as MÜDEK) targeted within the University's strategic plan, carrying out relevant control and reporting processes.
• Communicates necessary updates in the curriculum according to accreditation requirements to the department curriculum commissions. Works in full coordination.
• Bologna coordination processes and controls, updates of ECTS information packages.

Curriculum Commission

• Updating the curriculum according to the requirements of the accreditation organization and the age (works together with the accreditation commission)
• Double major/minor curriculum preparation
• Engineering Completion programs curriculum preparation
• Diploma supplement
• Deciding on courses to be transferred

Exemption, Horizontal/Vertical Transfer Procedures Commission

• To work in coordination with the curriculum commission
• Carrying out exemption procedures

Alumni Relations and Career Planning Commission

• Alumni contact
• Organizing activities for career planning
• Organization of the sharing of graduation projects within the department and the end-of-year exhibition

Advising and Graduation Commission

• Conducting course approval, selection and advising services
• Conducting graduation procedures in coordination with the department curriculum commission