Assistant Dean for Scientific and Student Affairs

Tasks and Duties of the Divisions and Units Within the Department of the Assistant Dean for Scientific and Student Affairs

• Students Affairs and Registration Division
• Supervising and monitoring the work of the units associated with it and monitoring the progress of work and continuity to ensure the fulfillment of the tasks and duties of the division.
• Receiving students and answering their inquiries related to their administrative issues.
• Printing the required documents for student files (identity form, nomination form, pledge form) and supervising the identity register.
• monitoring the work progress of the new student registration committees on a daily basis according to the Bologna process.
• Receiving students’ files after their registration, and conducting and organizing daily statistics on registered students and by specialization.
• Implementing student transfer orders from the college to other colleges and back to the college and auditing their cases.
• Issuing orders to cancel the admission of unregistered students after the end of the legal period specified for registration.
• Issuing failure orders, promoting enrollment, and postponing students after obtaining approval of the College Council’s minutes.
• Issuing student withdrawal orders during the period specified for withdrawal and upgrading students’ registration based on their request.
• monitoring the destruction of graduated or expired student IDs.
• Coordination with academic departments on all matters related to students.
• Providing students with books to continue studying.
• Checking graduation documents and merit certificates and ensuring their authenticity.

– Registration and Admission Unit

• Receiving central admission lists for scientific and vocational students and the top 10% of institutes
• Forming committees to register students, editing and printing orders related to admission, cancellation of admission, transfers, enrollment promotion, failure, repeat studies, withdrawal, and transfers between departments.
• Preparing students’ academic CVs and matching them with the academic departments
• Organizing files for continuing students
• Organizing files for registered students
• Organizing registration mail
• Issuing the confirmations students need to various state departments
• Preparing the student’s clearance
• Receiving fulfillment orders for summer training and systematic training
• Receiving students’ results from the scientific departments

– Documents Issuance Validity Unit

• Issuing authenticity for documents
• Issuing confirmation of continuity for students.

– Documents and Certificates Unit

• Issuing regular graduation documents without grades.
• Issuing graduation documents with degrees in Arabic + English, internal and external.

– Electronic Archiving Unit 

• Working on archiving the admission and registration priorities of each student in the college.
• Archiving incoming and outgoing official documents.
• Archiving official documents and authenticity of publications.

2. Studies and Planning Division:  Tasks and duties include the following

– Monitoring study plans and curriculums and develop or modify curriculums curricula for majors in the college.

– Answering the official letters received from the studies and planning division.

– Monitoring the implementation of the university calendar.

– Monitoring summer training affairs for college students through the summer training unit. 

– Preparing university statistics through the university statistics unit and providing the university with a detailed annual report according to special tables.                                                
                       

– University Statistics Unit

• Preparing a database that includes data on the college’s employees (Academic/technical/administrative) and preparing statistics about the number of employees (permanent staff – employees – daily wages).
  • Preparing statistics for external lecturers.
  • Data and statistics on the number of students and their ages.
  • Statistical numbers include the number of laboratories and classrooms and the number of textbooks, books, and periodicals in the college library.
• Working on the statistical system for members of higher education for human resources (for Academics and employees) permanent and temporary staff within the electronic portal of the Department of Studies, Planning and Monitoring / Department of Statistics and Informatics
• Working with the statistical system for higher education information for undergraduate students within the electronic portal of the Department of Studies, Planning and Monitoring / Department of Statistics and Informatics.
• Preparing the admission plan for morning and evening preliminary studies.
• Preparing the annual statistical report for the unified university, which includes accurate statistics for the university’s employees, students, buildings, centers, and libraries, and preparing workshops and laboratories.

– Data and Information Unit

– Creating a database for college activities
– Creating a database for university buildings, laboratories and libraries

– Creating a database for Academics and technicians in the college.

– Providing the university presidency with various statistical data and information

regarding students and members of the college, as well as data regarding its scientific and cultural activities.

– Summer Training Unit

• Prepare a list of students’ names and sort the names according to the student’s geographical location
  • Booking summer training sites for third-year students
  • Coordination with scientific departments regarding students’ commencement and disengagement from summer training and their position on summer training (completed or not completed)
  • Preparing statistics for summer training (number of students trained – number of training sites).
  • Monitoring the training of students of colleges and other institutes in the college in coordination with other divisions and units.
  • Giving letters of thanks and appreciation to supervisors from outside the college through the deanship.

3. Scholars Follow-Up Unit

• Sending the book on the controls and conditions for applying for postgraduate studies inside and outside Iraq according to the program of study leaves, scholarships or fellowships to all departments, divisions and units for review and in accordance with the instructions issued by the Ministry of Higher Education.
  • Completing all procedures related to the nomination, initiation, and disengagement of students.
  • Issuing administrative orders to extend the study period.
  • Complete the procedures for the Top Students Channel.
  • Preparing the periodic report on student Monitoring.
  • Closing the employee’s academic file after he begins college and the end of his study leave.

4. Continuous Education Unit

• Preparing the training program plan some time before the start of the academic year based on the training plan for departments and units. It is then discussed in the College Council, and if there are any variables, it is modified in coordination with the departments concerned with that.
  •  Monitoring the completion of planned and added internal courses within the dates specified for them according to the training plan.
  •  Monitoring external courses held at the Training and Development Center at the University Presidency and in other colleges and institutes by sending them to all departments, divisions, and units in the college.
  • Issuing all administrative orders and official books for course rapporteurs, lecturers, disengagement and commencement of courses, in addition to nomination books for courses held outside the college.
  •  Preparing a quarterly follow-up form every three months that includes Monitoring planned, added, implemented and postponed training programs.

5. Scientific Affairs Unit

• Send documents related to the Scientific Affairs Unit to the departments, divisions, and units in the college.
  • Preparing statistics for students participating in the exam and successful and failing students in coordination with the exam committee.
  •   Monitoring documenting college activities (seminars, conferences, seminars, engineering activity, internal department activity, patents, college day celebration, sports activity, scientific products)
  •   Issuing administrative orders to assign academics and technicians to study subjects in the college’s scientific departments and checking the hours assigned to them, taking into account the academic title, categories, and reducing the quorum in accordance with the instructions for university sabbatical.
  •   Issuing administrative orders regarding the assignments of external lecturers, specifying the number of hours, the academic subject in which he lectures, the stage, and the department.

6. Missions and Cultural Relations Unit

• Coordinating with the university presidency responsible for activating agreements, memorandums of understanding, and letters of cooperation in order to ratify them and then activate their provisions so that all our cadres in various fields benefit.
  • Completing and Monitoring the transactions of academic staff included in research grant programs for full-time teaching staff.
  • Urging faculty members to participate in international programs through official documents and available channels for communication.
  • Promoting the requests of university faculty members for delegation outside Iraq to participate in various international scientific activities.
  • Issuing university orders regarding requests for joint supervision of faculty members on postgraduate students outside Iraq.

7. Psychological Guidance and Educational Orientation

• Notifying university instructions to students.
  • Spreading the campus culture and the obligations for all students.
  • Monitoring students’ problems and needs and try to solve these problems and provide the required needs, through coordination with the deanship.
  •  Implementing administrative orders and instructions received.
  • Holding various educational and guidance seminars.

8. Scientific Research Unit

• Preparing a periodic report on ongoing, completed and accepted research for publication inside or outside Iraq according to a program specific to the research plan.
  •  Monitoring the implementation of the research plan by teaching staff and send research published in international journals with an impact factor to the university’s website.
  •   Monitoring sabbatical transactions to complete scientific research for teachers according to the sabbatical form and obtain the College Council’s approval for it.
  • Monitoring the stages of research completion for the full-time teacher every three months.

9. Government Program Unit

• Send the college’s activities within the government program to the university presidency.
  • Monitoring the implementation of the government program periodically (monthly) with the scientific departments.
  • Auditing all data in the government program.
  • Preparing statistics in the government program and sending them to the university presidency.

10. Qualification and Employment Unit

• Preparing graduates to work in local and international companies so that they have skills and capabilities that qualify them for the labor market in a way that is compatible with the requirements of private sector companies, and as a result, reducing unemployment rates and integrating educational outcomes into the labor market by holding training workshops in this field.
  • Assisting in employing graduates by contacting private and government companies to find job opportunities that suit their aspirations and the academic experience they have gained in their college and training experience in the Qualification, Employment and Follow-up Unit.
  • Monitoring graduates after their employment, indicating the strengths and weaknesses of their performance, and submitting periodic reports to their departments regarding amending the curriculum according to what the labor market requires.
  • Coordinating with government, investment and private institutions to conduct field visits to factories and companies to inform students about the reality of the labor market and the nature of work in it.
  • Monitoring graduates and communicating effectively with them through questionnaires and through various social media.
  • Concluding memorandums of understanding, cooperation and partnership with the private sector to enhance training, qualification and employment opportunities for graduates.
  • Holding in-person and electronic seminars for students and graduates to raise awareness of the importance of working in the private sector and the opportunities for excellence and advancement in it compared to appointment in state departments.