FACULTY OF ENGINEERING AND ARCHITECTURE ADMINISTRATIVE STAFF JOB DISTRIBUTION

Unit Name: EDITORIAL OFFICE

Personnel: Nusret KÖSE - Şaban YİĞİT

DUTIES AND RESPONSIBILITIES

1. Organizing correspondence for the faculty, preparing documents to be submitted for signature, ensuring they reach the relevant destinations (Correspondence between Faculty-Departments/Units, Faculty-Rectorate, Faculty-External Institutions and Organizations),
2. Announcing incoming announcements electronically to Departments and Faculty communication lists,
3. Following up on time-sensitive correspondence,
4. Organizing documents according to file numbers and ensuring they can be easily found when searched,
5. Creating Faculty statistics from the establishment of the Faculty to the present in line with information received from Units, 
6. Carrying out correspondence procedures regarding academic and administrative personnel,
7. Following daily documents and ensuring they are answered before the deadline,
8. Protecting all kinds of information and documents belonging to the Deanery or individuals to prevent them from falling into unauthorized hands,
9. Carrying out and following up on all correspondence regarding incoming-outgoing documents or operations carried out in the unit, ensuring distribution/announcement of documents,
10. Preparing necessary conditions for storage, archiving, and re-usability of documents delivered to the unit when needed,
11. Delivering documents requiring wet signatures to relevant persons or units against signature,
12. Preparing agendas for Faculty Boards (Faculty Executive Board, Faculty Board) at least one day in advance in coordination with the Student Affairs Office, delivering the agenda to relevant members, and sending decisions made to relevant units via official cover letter,
13. Drafting Faculty Disciplinary Board agendas and decisions concerning Academic and Administrative personnel, and conducting disciplinary proceedings based on confidentiality,
14. Filing and archiving written agendas and decisions,
15. Ensuring applications from Departments regarding Erasmus Staff Mobility for Training reach the Rectorate International Office,
16. Updating our Faculty telephone directory,
17. Receiving candidate application files for Assistant Professor positions and teaching staff positions other than faculty members in our Faculty, presenting them to the preliminary committee, and sending candidate files to the jury,
18. Announcing conferences, seminars, and similar events organized by the Deanery,
19. Receiving application documents for academic staff position announcements, following up on and finalizing appointment procedures for Assistant Professors, Lecturers, and Research Assistants,
20. Following up on correspondence and procedures regarding academic incentives and notifying the relevant payroll unit of the result,
21. Entering annual, compassionate, marriage, death, paternity, maternity, and unpaid leave of academic and administrative personnel into the PBS system, tracking them, and reporting to the accounting unit,
22. Preparing Deanery Approval to convert medical reports of academic and administrative staff into medical leave approval, handing one copy to the accounting unit after signature, and placing it in the personnel file,
23. Ensuring that faculty employees complete the "Asset Declaration Form" in years ending in 0 and 5 (every five years) and sending it to the Department of Personnel,
24. Preparing Activity Report tables once a year and sending them to the Strategy Development Department,
25. Preparing domestic and international assignment and approval forms for staff, submitting them to the Faculty Executive Board for approval and signature, and delivering these approvals to relevant units and individuals,
26. Ensuring disciplinary investigation procedures for personnel from whom a defense is requested or against whom an investigation is initiated are conducted in confidentiality,
27. Ensuring tracking of penalties imposed according to investigation results and making necessary notifications based on penalty status,
28. Preparing correspondence regarding creation of meeting agendas for Faculty Board, Faculty Executive Board, Disciplinary Board, Academic General Assembly, and ensuring distribution to members,
29. Carrying out and following up procedures related to appointments and positions of Dean, Vice Deans, Department Head, Deputy Department Head, Department Chair, Division Chair, Faculty Board and Faculty Executive Board memberships, and University Senate representation,
30. Examining and receiving documents to be received against signature regarding personnel ensuring completeness and accuracy, and recording them. Ensuring incorrectly delivered documents are returned to their respective unit,
31. Ensuring circulars, directives, etc. published by the University are announced for information of Faculty personnel,
32. Following laws and regulations, constantly updating knowledge, and avoiding getting erroneous or incomplete documents approved by higher authorities,
33. Checking assignment letters of faculty members, following up proxy and course makeup sessions,
34. Carrying out duties in accordance with Quality Management System policy, objectives, and procedures,
35. Preparing monthly payroll/time sheets for permanent workers employed in our Faculty on the first business day of each month and sending them to Administrative and Financial Affairs Department,
36. Maintaining personnel files of all staff in faculty roster in accordance with corporate identity and legislation,
37. Working in coordination with Faculty quality members and other administrative offices within scope of quality activities. Providing requested documents, arranging them, handling correspondence, and archiving within this scope,
38. Ensuring implementation of surveys to be conducted with academic and administrative personnel,
39. Following up and executing tasks required within scope of ÖYP (Faculty Member Training Program),
40. Following up and executing tasks required for individuals receiving education abroad on behalf of our University within scope of Law No. 1416,
41. Delivering envelopes sent by Interuniversity Board for Associate Professorship Jury to relevant Faculty Members and subsequently delivering jury reports received to Rectorate,
42. Keeping name lists of academic and administrative personnel up to date,
43. Carrying out course assignment procedures according to Articles 31 and 40 of Law No. 2547 at beginning of each academic semester,
44. Following up and conducting seniority and promotion procedures of academic and administrative personnel,
45. Following up and conducting appointment, resignation, promotion, term extension, military service, and retirement procedures of academic and administrative staff,
46. Following up operations related to In-Service Training,
47. Ensuring timely election/appointment procedures for faculty board members, drafting assignment letters for board/commission members, and notifying Rectorate on time,
48. Following up and finalizing correspondence related to area of duty in EBYS (Electronic Document Management System),
49. Handling personnel ID card requests of Academic and Administrative Staff by sending them to rectorate to issue ID cards and delivering newly arrived ID cards to relevant personnel against signature,
50. Ensuring execution of procedures regarding applications made under Right to Information Act,
51. Notifying Faculty Member and Academic Staff position requests planned for appointment each year to our Faculty,
52. Notifying Administrative Staff of their assumption of duty pursuant to Article 13/b-4 of Law No. 2547 and carrying out correspondence regarding assumption of duty,
53. Knowing legislation related to area of duty, following changes, and keeping knowledge current,
54. Performing other tasks assigned by Deanery related to scope of work. Responsible to Deanery for execution of above-mentioned duties,
55. Performing other duties assigned by Faculty Secretary related to scope of work.

INFORMATION SOURCES

1. Civil Servants Law No. 657,
2. Higher Education Law No. 2547,
3. Right to Information Act No. 4982,
4. Regulation on Academic Organization in Universities,
5. Regulation on Procedures and Principles to be Applied in Official Correspondence,
6. Disciplinary Regulation for Administrators, Academic Staff, and Public Servants in Higher Education Institutions,
7. Student Disciplinary Regulation of Higher Education Institutions,
8. Regulation on Procedures and Principles Regarding Central Examinations and Entrance Examinations to be Applied in Transfers or Direct Appointments to Academic Staff Positions Other Than Faculty Members,
9. Yozgat Bozok University Academic Promotion and Appointment Criteria Directive,
10. Principles to be Followed in Course Load Determination and Additional Course Fee Payments,
11. Other relevant legislation.

Unit Name: DEPARTMENT SECRETARIATS

Personnel: Erdi BAŞTÜRK - Şaban YİĞİT

DUTIES AND RESPONSIBILITIES

1. Forwarding incoming letters to Head of Department,
2. Registering incoming documents and routing them to dispatched units,
3. Drafting Department Board and Academic Board Decisions as well as cover letters under supervision of Head of Department,
4. Registering outgoing documents and filing copies,
5. Delivering documents to relevant person or unit,
6. Announcing examination and course schedules and conducting other announcement procedures concerning Department,
7. Making announcements for midterm exams, final exams, excuse exams, single-course exams, makeup exams, and additional exams,
8. Conducting correspondence regarding assignment of teaching staff to participate in domestic and international scientific meetings, investigations, research, and applications,
9. Carrying out unit filing operations and ensuring delivery of materials to be transferred to archives,
10. Sending additional course and examination score/payroll sheets prepared by faculty members to accounting unit on time,
11. Conducting correspondence concerning Department in an orderly manner and ensuring timely delivery to relevant destinations,
12. Checking, receiving, processing, and finalizing student petitions written in accordance with rules (concerning Department),
13. Ensuring announcements concerning Department staff are posted on notice boards and reach relevant individuals,
14. Maintaining leave, medical report, and assignment files of Department staff in an orderly manner and handling related correspondence, forwarding assumption-of-duty dates and course makeup forms along with petitions attached to official letters to relevant unit as soon as possible,
15. Ensuring order and cleanliness of Department notice boards, checking and removing unnecessary or expired announcements,
16. Ensuring timely announcement and distribution to teaching staff of weekly course schedules, course assignments, and exam schedules related to Education-Instruction,
17. Working in coordination with Deanery student affairs unit,
18. Not giving official documents and information belonging to Department to unauthorized individuals, attaching importance to confidentiality in Department, adhering to principle of concluding procedures accurately, quickly, and reliably,
19. Taking care that annual leave and other administrative leave requests do not disrupt operations and do not cause Department to remain closed,
20. Ensuring stationery, cleaning supplies, and fixture inventory needs of Department are requested and procured on time,
21. Announcing procedures regarding Scholarships to be awarded to students (Part-Time Student Scholarship, Meal Scholarship, Deanery Scholarship, and other scholarships),
22. Following up time/payroll sheets to be submitted by teaching staff regarding additional course payments, warning non-submitters, and forwarding incoming sheets to Deanery,
23. Posting Posters, Seminars, and Announcements coming from external institutions on relevant notice boards,
24. Reporting maintenance and repair work occurring within Department (Classrooms, Labs, Rooms, etc.) and disruptions hindering education to Deanery,
25. Sending petitions of students wishing to benefit from summer school to Deanery,
26. Delivering incoming internal and external mail (cargo, official notifications, etc.) to relevant persons,
27. Registering documents coming from Graduate School/Institute and forwarding them to Division Chair,
28. Drafting Academic Board Decisions and cover letters under supervision of Division Chair,
29. Delivering documents concerning master's and doctoral students to Graduate School/Institute and filing them,
30. Forwarding necessary documents to Deanery for extension of terms of office for teaching staff whose tenure terms are expiring,
31. Carrying out correspondence regarding 500-600 coded courses to be offered in Spring and Fall semesters,
32. Preparing list of students to deliver seminars and sending documents related to seminar to Graduate School/Institute after presentation,
33. Sending activity reports and extension requests of Research Assistants to Graduate School/Institute,
34. Sending doctoral students' proficiency exam documents, thesis subject, exam jury determination, TİK (Thesis Monitoring Committee) exam, thesis minutes, jury proposals, and thesis defense letters to Graduate School/Institute; responsible to superiors for performance of services required by scope of duty.

INFORMATION SOURCES

1. Higher Education Law No. 2547,
2. Civil Servants Law No. 657,
3. Higher Education Personnel Law No. 2914,
4. Regulation on Principles to be Followed for Domestic and International Assignments,
5. Right to Information Act No. 4982,
6. Regulation on Academic Organization in Universities,
7. Regulation on Procedures and Principles to be Applied in Official Correspondence,
8. Student Disciplinary Regulation of Higher Education Institutions,
9. Regulation on Student Councils of Higher Education Institutions and National Student Council of Higher Education Institutions,
10. Regulation on Principles to be Followed in Foreign Language Teaching and Teaching in a Foreign Language in Higher Education Institutions,
11. Regulation on Principles Regarding Transfer Between Programs at Associate and Undergraduate Levels in Higher Education Institutions.