Saadet İLBAY
HEAD OF STUDENT AFFAIRS DEPARTMENT 

Phone: (0388) 225 27 02
 Fax: (0388) 225 27 01
e-mail: oidb@ohu.edu.tr

                                                                                   HEAD OF DEPARTMENT
                                                                DUTIES/JOB AUTHORITIES AND RESPONSIBILITIES

1. To ensure that the unit operates effectively and harmoniously by using management functions (Planning, Organizing, Directing, Coordination, Decision Making and Control).
   
2. To regulate the organization, duties, powers and responsibilities of the Presidency and its working procedures and principles. 
3. To ensure that unit personnel are employed in accordance with the job analysis and to make/review the necessary updates in the job analysis every 6 months.
   
4. To ensure that the Presidency works in cooperation and coordination with other units of the University when necessary.  
5. To ensure that procedures and instructions are implemented in the unit within the framework of laws and authorities. 
6. To prepare the unit strategic plan in accordance with the strategic plan of the university; To ensure that the necessary work and transactions related to the strategic plan are carried out. 
7. To ensure that statistical information and annual activity reports regarding the unit's annual performance program are prepared and reported to the relevant authorities. 
8. Supervising the Department staff and giving directives on work matters. 
9. To inform superiors about the work of the Department. 
10. Courses, training, etc. related to the work of the Department staff. to ensure participation.
11. To ensure that the Department's services are provided effectively, efficiently and quickly. 
12. To transfer the work and documents transferred to the Department Head to subordinates and to ensure that they are fulfilled; Ensuring the preparation of response letters, signature tracking and finalization of daily work.
    
13. To constantly follow the legislation concerning the activities of the Department.
    
14. To ensure coordination between the units affiliated to the Department, to ensure that the units work in cooperation and harmony, to hold meetings and to solve the problems that arise.
    
15. To ensure that the Department personnel carry out the activities specified within the framework of regulations and laws.
    
16. To ensure the establishment, operation and development of an effective recording and filing system within the Department.
    
17. To prepare the forms, reports and tables required by official institutions such as YÖK, ÖSYM and KYK and to ensure that the assigned duties are carried out.
    
18. To ensure that statistical studies are carried out to determine student quotas.
    
19. To ensure that announcements are made and followed up on issues that concern university units and require answers regarding student affairs.
    
20. To ensure that the academic calendar is prepared, notified to the relevant authorities and announced on the website.
    
21. Ensuring the preparation and follow-up of the work schedule. 
22. To ensure that registration announcements for new students (registration location, registration date, documents required for registration, etc.) are announced on the website and that the pre-registration and final registration procedures of the candidates are carried out. 
23. To ensure that the application, acceptance and registration procedures of foreign students are carried out. 
24. To ensure that graduates, dismissed students, voluntarily disenrolled students, and foreign students on leave are notified to relevant institutions and organizations. 
25. To ensure internal and external correspondence regarding foreign students.
26. To ensure that the TR ID numbers of foreign students are corrected in the system. 
27. To ensure that SSI procedures are carried out for foreign students.
28. To ensure that faculty members are assigned to teach courses within the scope of Articles 40/a and 40/d of the Higher Education Law. 
29. To ensure the implementation of decisions regarding education and training and to supervise the personnel to ensure that the services are carried out without disruption.
30. To prepare the budget of the Department, submit it to the approval of the senior management and ensure the implementation of the budget. 
31. Ensuring that the students enrolled through the central system are registered and the files of these students are delivered to the relevant units. 
32. Ensuring that all correspondence and filing related to student affairs are carried out. 
33. To ensure the flow of information regarding student affairs between faculties.
34. To ensure the preparation of diplomas and diploma supplements of graduating students. 
35. To ensure that statistical information is tracked, organized and delivered to relevant places.
36. To ensure that work and procedures regarding horizontal and vertical transfer are carried out on time. 
37. Arranging the leaves of the presidential staff.
38. To carry out the duty of expenditure authority of the Department.
39. To have the archiving procedures carried out and the archive organized.
40. To ensure that the courses in the education-training plans accepted by the Senate are entered into the automation system, controlled and updated.
41. Examining written and verbal requests from students and ensuring that the necessary answers are given.
42. Ensuring that student information is entered into YÖKSİS every 3 months. 
43. Ensuring that the grades of students who go to another university at home or abroad through exchange programs such as Erasmus and Farabi are entered into the automation system.
44. Ensuring the printing and distribution of student ID cards to units. 
45. To ensure that the military service postponement procedures are carried out for newly registered male students. 
46. To ensure the printing of the Double Major Diploma and Minor Certificate. 
47. Managing students' course registration processes. 
48. Ensuring correspondence with units regarding student scholarships. 
49. To ensure the preparation of certificates of Honor and High Honor students. 
50. To ensure that student internship quotas are requested from units and reported to YÖK.
51. To ensure that the registration and acceptance procedures of students placed at the University with additional quota are carried out. 
52. To ensure that procedures regarding the summer school are carried out. 
53. Ensuring that problems related to course registrations and grade entries are resolved over the web. 
54. To ensure that the department's operations and operations regarding purchasing, equipment and fixtures are carried out. 
55. Ensuring that faculty member and student passwords are given. 
56. To notify the OSYM Presidency about the students who have passed the special talent exam and registered. 
57. To prepare regulations and guidelines regarding student affairs; make the necessary changes to them. 
58. To carry out studies to follow up graduates. 
59. To ensure that all work and procedures regarding the student council elections are carried out. 
60. To ensure that proposals regarding the opening of programs/departments/divisions and student admission are submitted to the Senate and reported to YÖK. 
61. To take the necessary precautions to protect all office machines and fixtures that are under his/her responsibility against all kinds of damage. To ensure that the existing tools, equipment and all kinds of materials in the unit are used appropriately and economically. 
62. To carry out other tasks and transactions assigned by the process and the senior manager(s). 
63. The Head of Department is responsible to the Secretary General, Vice Rector and Rector for his duties and all work and transactions he carries out.