Duties, Authorities and Responsibilities
1) Department Chair
Duties, Authorities and Responsibilities
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To perform the duties assigned under the Higher Education Law No. 2547 and other applicable legislation.
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To chair Department Council meetings; to represent the Department in the Faculty Council, boards and commissions when required.
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To ensure effective coordination between the Department and the Dean’s Office, and to manage the Department’s official correspondence in an orderly and timely manner.
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To ensure that teaching activities are carried out regularly and effectively; to oversee balanced course distribution among academic staff.
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To identify issues related to education, training, student affairs and academic operations; to report needs and proposals to the Dean’s Office in writing.
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To supervise the preparation and timely submission of schedules related to courses, examinations and additional teaching/exam payments when applicable.
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To lead quality assurance and continuous improvement activities; to submit relevant evaluations and reports to the Dean’s Office.
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To coordinate accreditation processes of the Department’s programs in cooperation with the Faculty/Dean’s Office Quality Unit.
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To promote a collaborative, effective communication environment among academic staff to support education, research and community engagement.
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To ensure efficient and proper use of classrooms, laboratories, workshops, study rooms and course materials/resources.
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To provide opinions and official documentation required for academic staff term renewals/appointments and relevant faculty processes.
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To ensure regular course registrations and advising meetings at the beginning of each semester; to monitor student–advisor communication and support mechanisms.
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To ensure that undergraduate/graduate education, training and examination regulations are implemented in accordance with their intent and procedures.
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To carry out assigned responsibilities in line with the University’s Quality Policy and Quality Management System and to be accountable to the relevant senior management.
2) Deputy Department Chair
Duties, Authorities and Responsibilities
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To perform the duties assigned under Law No. 2547 and other applicable legislation, and to act on behalf of the Department Chair when authorized.
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To support the Department Chair in coordinating academic operations, communication and correspondence with the Dean’s Office.
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To assist in course distribution, course scheduling, examination planning and monitoring the timely execution of teaching activities.
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To contribute to identifying academic/administrative issues and proposing improvements; to support reporting and follow-up processes.
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To participate in quality assurance and accreditation-related activities and to support continuous improvement actions.
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To contribute to maintaining effective communication among academic staff and ensuring the efficient use of departmental resources.
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To carry out assigned processes in line with the University’s Quality Policy and Quality Management System and to be accountable to the relevant management.
3) Department Secretary
Duties, Authorities and Responsibilities
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To manage official correspondence within the Department and between the Department and other units; to register incoming/outgoing documents and ensure proper filing/archiving.
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To monitor and follow up on official letters from the Dean’s Office and ensure timely responses/actions as required by the Department Chair.
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To prepare and file Department Council minutes/decisions; to distribute signed documents to relevant units and keep copies on record.
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To announce meetings, seminars, conferences, activities and official notices through appropriate channels (boards/web) and to remove expired announcements.
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To support student-related administrative processes assigned to the Department (e.g., petitions, notifications, communication with advisors/course instructors).
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To support procedures related to exemptions, transfers, course registrations and exam processes by ensuring that documentation is complete and forwarded to the proper authorities.
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To assist in scheduling and operational processes for midterms, finals, make-up, single-course and additional examinations, and to coordinate related documentation flow.
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To conduct unit filing and archival transfer procedures in line with institutional rules.
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To carry out duties in accordance with occupational health and safety rules and the University’s Quality Policy and Quality Management System.
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The Department Secretary is responsible to the Faculty/School Secretary, Department Chair and other relevant managers while performing these duties.
Department Committees
4) Communication and Promotion Committee
Duties, Authorities and Responsibilities
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To keep the Department’s promotional presentations updated at least every six months and ready for use.
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To plan and coordinate Department promotion/communication activities (open days, orientation, outreach events) and participate when required.
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To manage and monitor the Department’s official social media accounts and ensure content consistency and institutional compliance.
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To publish information on ongoing/completed projects led by Department staff on the Department website.
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To publish outstanding graduation projects (e.g., TÜBİTAK 2209, TUSAŞ Lift-Up, industry-supported projects) on the Department website.
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To publish students’ achievements (e.g., TEKNOFEST) and suitable club activities on the Department website.
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To publish announcements and events on the website and to monitor the accuracy and timeliness of web content.
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To maintain pages related to retired academic staff and administrative staff information as needed.
5) Project and Industry Collaboration Committee
Duties, Authorities and Responsibilities
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To take initiatives to increase faculty- and department-based projects and collaborations.
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To plan and coordinate cooperation protocols and partnership processes with companies and institutions.
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To liaise with relevant units (TTO, BAP, project coordinatorships) and organize project-information/promotion days.
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To establish and maintain communication with companies for project development, mentoring and sector engagement.
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To coordinate relations with the Technology Transfer Office, Technopark and Karabük Public–University–Industry Collaboration (KÜSİ) stakeholders.
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To support planning of industry/technical visits and to disseminate joint academia–industry R&D calls to academic staff.
6) Applied Education Committee
Duties, Authorities and Responsibilities
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To coordinate all applied education processes (internship, workplace training, cooperative education) in line with relevant directives and protocols.
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To prepare/maintain application calendars, required documentation and operational workflows.
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To ensure effective distribution/placement processes within protocol frameworks and to maintain necessary records.
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To propose updates to applied education procedures/directives when needed.
6.a) Workplace Training in Enterprise (IME) Sub-Committee
Duties, Authorities and Responsibilities
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To set and announce the application calendar; to collect and verify required documents and information.
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To distribute applications/placements to partner companies within protocol frameworks.
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To support assignment of student groups (e.g., grouping and academic supervision coordination) as required by the program.
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To recommend updates to related procedures when operational needs arise.
6.b) Internship Sub-Committee
Duties, Authorities and Responsibilities
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To conduct internship procedures in accordance with regulations and to ensure the correct flow of documentation.
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To coordinate distribution/collection of internship logbooks and related forms among academic staff when needed.
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To support detailed monitoring and evaluation of internship outputs and compliance (with administrative coordination as required).
7) Course Administration Committee
Duties, Authorities and Responsibilities
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To ensure course assignments/distribution are carried out in compliance with the academic calendar and departmental needs.
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To anticipate courses requiring multiple sections and coordinate necessary assignments and definitions; to monitor section balancing during course registration.
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To prepare the course schedule on time and ensure it is entered into relevant automation systems.
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To ensure that the final course schedule is approved by a Department Council decision no later than the end of the add–drop period and announced on the website.
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To follow up on classroom allocations, course materials and operational needs related to teaching delivery.
8) Examination Administration Committee
Duties, Authorities and Responsibilities
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To create the annual examination calendar after the academic calendar is announced.
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To prepare exam schedules in accordance with the academic calendar and ensure operational feasibility.
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To ensure that exam schedules are announced on the Department and/or Faculty website at least 15 days before the exam date (or per institutional rules).
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To support coordination of invigilation assignments and examination logistics as required by departmental procedures.
9) Student Mobility Committee
Duties, Authorities and Responsibilities
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To evaluate the eligibility and suitability of student mobility requests (Erasmus+, Mevlana, etc.) in line with institutional rules.
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To take initiatives to increase university/department agreement opportunities and mobility channels.
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To coordinate course matching/recognition processes in cooperation with the Curriculum Committee when needed.
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To provide guidance for incoming students and organize orientation/briefing meetings for outgoing students.
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To organize experience-sharing sessions with returning mobility students when appropriate.
10) International Staff Committee
Duties, Authorities and Responsibilities
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To provide guidance for newly arriving international staff regarding institutional systems and processes (OBS, LMS/OYS, UNİKA, e-attendance, Teams, etc.).
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To support translation processes related to regulations, announcements and key documents when needed.
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To organize cultural integration meetings or welcome events for international staff when appropriate.
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To monitor and support the update of English versions of course materials and departmental documentation where required.
11) Laboratory Planning and Development Committee
Duties, Authorities and Responsibilities
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To work in coordination with the Faculty laboratory building coordination unit and relevant administrative stakeholders.
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To ensure coordination between academic staff responsible for lab-based courses and laboratory academic coordinators/responsible persons.
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To contribute to monitoring laboratory order, safety, scheduling and efficient utilization.
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To report annually on software, licensing and equipment needs and propose improvements.
12) Quality and Strategic Planning Committee
Duties, Authorities and Responsibilities
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To monitor, control and report quality assurance processes (e.g., YÖKAK-related activities) and evidence collection needs.
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To inform the Department Chair about actions required within the Department and to follow up improvement activities.
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To support departmental strategic planning activities and preparation of annual progress reports.
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To ensure that quality documentation and evidence are maintained in line with the University Quality Management System.
13) Accreditation Committee
Duties, Authorities and Responsibilities
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To plan and execute accreditation activities aligned with the University’s strategic plan and target accreditation bodies (e.g., MÜDEK).
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To conduct required control, documentation and reporting processes for accreditation readiness and audits.
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To communicate curriculum update needs arising from accreditation requirements to the Curriculum Committee and work in full coordination.
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To coordinate Bologna/ECTS processes for undergraduate and graduate programs, including review and update of ECTS information packages and learning outcomes measurement documentation.
14) Curriculum Committee
Duties, Authorities and Responsibilities
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To update the curriculum in line with accreditation requirements, sector needs and contemporary developments (in coordination with the Accreditation Committee).
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To prepare/maintain double major/minor curricula and Engineering Completion program curricula when applicable.
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To support diploma supplement processes and curriculum documentation.
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To decide on transferable courses and recognition rules in coordination with relevant committees and regulations.
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To collect feedback from stakeholders (industry, graduates, students) and integrate appropriate curriculum improvement proposals.
15) Exemption and Horizontal/Vertical Transfer Procedures Committee
Duties, Authorities and Responsibilities
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To work in coordination with the Curriculum Committee regarding course recognition and equivalency decisions.
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To conduct exemption procedures and evaluate exemption petitions in compliance with regulations.
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To support processes related to horizontal/vertical transfer applications and recognition of prior learning/credits.
16) Alumni Relations and Career Planning Committee
Duties, Authorities and Responsibilities
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To establish and maintain alumni communication channels and alumni databases.
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To organize career planning activities (career days, seminars, mentoring sessions) and alumni–student engagement events.
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To coordinate the internal sharing of graduation projects and organize end-of-year exhibitions/showcases.
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To collect alumni employment/placement data and prepare summary reports where needed.
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To strengthen the official alumni network (e.g., via LinkedIn) and support alumni engagement initiatives.
17) Advising and Graduation Committee
Duties, Authorities and Responsibilities
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To conduct course approval, course selection and academic advising services in line with institutional rules.
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To coordinate graduation procedures in cooperation with the Curriculum Committee and relevant administrative units.
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To monitor advising processes and ensure that students receive timely guidance throughout registration and graduation phases.