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Registration and Student Affairs Department

An introductory overview of the department

The Department of Registration and Student Affairs was established in the year (2012 AD) and is linked to the Department of the Assistant of the University President for Scientific Affairs. It is considered one of the basic and important departments in the university, which works to follow up and develop daily activities through field follow-up by the department director of the administrative staff and employees working according to the actual structure of the department. The tasks are embodied The Registration and Student Affairs Department covers everything related to student issues, whether technical, administrative, or advisory, starting from the student’s admission to the university until after his graduation.

Speech by the Director of the Registration and Student Affairs Department

Dr. Haider Amer Al-Sultani is assigned the responsibility of Director of the Registration and Student Affairs Department. He previously assumed the duties of Director of the Quality Assurance and University Performance Department at Al Qasim Green University, and he formed a harmonious work team with the staff in the department that aims to provide the best services to students and the community. In his speech, the Department Director said: We work throughout the year to provide the best services to our dear students in the Department of Registration and Student Affairs and the divisions in which it is located in the university’s colleges. We always strive to complete all the work that will facilitate the students’ affairs in all aspects, and by following a system and method of work that ensures speed. Performing and completing all work in record time, since the beginning of the academic year, which will place many tasks on the department in terms of admission, hosting, transportation, issuing documents, accelerating the sending of authenticity of documents, and facilitating transportation and hosting matters for students and within the controls specified by the Ministry of Higher Education and Scientific Research. Archiving the files of all students and creating an electronic database that will be a reference to facilitate many matters, statistics, and official books received from the Ministry of Higher Education and Scientific Research and the relevant authorities. To achieve this, the department director works to hold monthly meetings with the department employees and the officials of the registration division in the colleges. The goal of these meetings is to identify the obstacles that these people may encounter, especially throughout the school year, and to overcome obstacles and find solutions to them and quickly complete work away from boring routine.

Department Divisions

An introductory overview of the divisions

The department's structure currently consists of the department director's office, the assistant director's office, and three divisions:

Department Tasks and Duties

The Department of Registration and Student Affairs is characterized by flexibility in work, constantly changing and developing its activities and tasks in a way that serves the development of the growing scientific movement in higher education and allows providing the best services to students away from routine and works to shorten time as much as possible. It undertakes many duties and tasks, the most important of which are:

  1. 1- Preparing the university admission plan in light of what is approved by the college councils and for the morning and evening studies.
  2. 2- Registration of students admitted to the university for all types of admission: (central - amendment of nomination - objections for students not registered for previous years - transfer from other colleges - admission of distinguished employees - admission of top institute students - children of professors - private government admission).
  3. 3 -Verifying the integrity of admission for students following the applicable instructions.
  4. 4- Receiving new students at the beginning of the academic year and distributing various educational cards to them, including those related to university traditions and ethics.
  5. 5 -Verifying the nomination of those accepted within the direct admission channel for direct admission colleges (agriculture, veterinary medicine, biotechnology, environmental sciences, water resources engineering, food sciences).
  6. 6 -Issuing admission orders for students admitted centrally to colleges after obtaining and completing the necessary approvals and procedures.
  7. 7- Follow up on the validity of the issuance of university graduates’ documents with the colleges.
  8. 8 -Auditing the files of students nominated for admission to evening studies in university colleges and issuing orders for their admission after obtaining the necessary approvals.
  9. 9- Preparing an admission plan for candidates within the Distinguished Channel, according to the university’s need for specializations for bachelor’s and diploma studies for its members.
  10. 10-Organizing the transfer and hosting process and auditing its procedures.
  11. 11- Follow up on the admission of international students and audit their files.
  12. 12- Counting the number of students accepted in all channels, those registered, deferred, and failing, and updating the lists according to the basic procedures.
  13. 13- Authentication of documents of graduates of university colleges/baccalaureate degrees.
  14. 14- Authentication of documents of graduates of university colleges/postgraduate studies.
  15. 15- Coordinating work with the National Retirement Authority.
  16. 16- Coordinating work with the Martyrs Foundation regarding student admission.
  17. 17-Preparing data on outstanding graduate students and providing it to the concerned authorities.
  18. 18 -Follow up on student transfer procedures according to the instructions in force for each academic year.
  19. 19 -Follow up on hosting procedures by the applicable instructions.
  20. 20- Auditing the colleges’ procedures following the paragraphs of their councils and those referred to student affairs for approval.
  21. 21- Study the cases of students referred by the university presidency and provide opinions and recommendations regarding them.
  22. 22- Study the cases of students referred by colleges, address the university and the ministry regarding some of them, study the cases of students referred by the university presidency, and provide opinions and recommendations regarding them.
  23. 23- Follow up on the implementation of exam instructions, decisions, and directives regarding them.
  24. 24- Holding seminars and workshops with college registration managers to follow up on the colleges’ procedures regarding books referred to them and their procedures.
  25. 25- Continuously conveying the latest instructions regarding student affairs to the colleges.
  26. 26- Holding educational seminars and conferences for students.
  27. 27- Organizing a complete database of students continuing their studies and graduates, and conducting the process of hosting students from the rest of the universities, putting it at hand in case it is needed, or sending it to the Ministry upon request.
  28. 28-Identifying the top students at the university for morning and evening studies, organizing their data according to specific forms, and sending them to the ministry and other official bodies for honoring and other purposes.
  29. 29-Opening records for deferred students and registering their records.
  30. 30- Follow up on receiving the daily exam position from the colleges and save them in special files.
  31. 31- Follow up on organizing scientific and recreational trips and review and approve their conditions.
  32. 32- Keeping graduate students’ grade cards approved by colleges, which are considered an official document.
  33. 33- Providing graduate students with the required correspondence.
  34. 34- Providing graduating students with merit certificates.
  35. 35- Maintaining the graduate information system.
  36. 36- Suggesting events to communicate with graduates.
  37. 37- Coordination with colleges in preparing for students’ graduation celebrations and honoring them.
  38. 38- Auditing the files of students nominated for admission to evening studies in university colleges and issuing orders for their admission after obtaining the required approvals.
  39. 39- Interviews with students or their families by the department director to solve problems and obstacles or answer inquiries in the field of student affairs.
  40. 40- Forming committees for field visits to the university’s colleges for cooperation between the university and the colleges’ registration divisions.
  41. 41- Organizing seminars in coordination with the colleges of our university to follow up on the completed work, presenting problems related to the colleges, and finding appropriate solutions in coordination with the university and the ministry.
  42. 42- Holding regular monthly seminars and meetings with department members to discuss workflow and ways to improve it.
  43. 43- Forming internal monitoring committees on performance that conduct monthly visits to the divisions and units of the department.
  44. 44- Division of work and determining responsibilities for employees working in the department.
  45. 45 -Creating an incoming and outgoing system for the department’s units and divisions to archive and make use of the stored information.
  46. 46 -Sending and receiving mail via the department’s e-mail for speedy delivery, especially books issued by the Ministry.

Organizational Chart

  1. 1-The department director’s office, which includes (the office - the office - the e-mail unit).
  2. 2- The Registration Division includes (the main unit - the follow-up unit - the preservation and archive unit.
  3. 3 -Documents and Certificates Division, which includes (the Documents Certification Unit - the Documents Verification Unit - the Murals Unit).
  4. 4 -Student Affairs Division, which includes (the breast health unit - the statistics unit - the follow-up unit).