Overview

Purpose of the Department

The YÖK Relations Coordination Office is a key management office that acts as a bridge between our University and the Higher Education Council. The Office performs risk-based assessments and provides recommendations in order to ensure that all the activities of the University are planned and managed in accordance with the strategic plans and legislations, as well as to ensure the reliability, integrity and timely accessibility of information. The Office also endeavors to provide fast, effective, and modern solutions to issues faced. The Office is in charge of all the processes pertaining to all the correspondences sent to the Rector’s Office by the Higher Education Council and other institutions. The Office also provides managerial support to the University’s Board of Trustees, Senate, and University Executive Board meetings within the framework of the YÖK legislations, and makes sure that the decisions rendered are effectively executed within the University. The Office supports the University in being a robust, efficient, and reliable institution that is open to developments.

Roles and Responsibilities

Academic Management

1. Ensures that the Board of Trustees, Senate, and University Executive Board’s (UEB) agendas, decisions and correspondences are duly prepared and announced,
2. Follows up and renews the appointment terms of the members of the Board of Trustees, Senate, and the UEB,
3. Follows up and renews the appointment terms of the Rector, Deans, School/Graduate School Directors,
4. Supports and provides consultancy for determining the members of the Faculty / School / Graduate School Executive Board,
5. Manages the appointment processes to the ranks of full professor and associate professor,
6. Manages the appointment processes to the ranks of international faculty member/instructor and research assistant,
7. Coordinates the establishment of the University’s commissions and their members’ terms of office,
8. Is in charge of coordination for the following commissions:
     * Rules and Regulations Commission
     * Curriculum Commission
     * University Promotion Committee
     * International Faculty Assessment Board
     * Language Jury Commission for the Appointments to the Ranks of Assistant Professor
9. Serves in the following commissions as a member:
     * Scientific Research Ethics Board
     * Rules and Regulations Commission
     * Curriculum Commission
     * Disability Services Commission
     * Dormitory Discipline Board
     * President of the Student Union Election Board
10. Manages the general disciplinary proceedings
     * Student Discipline
     * Administrative and Academic Discipline
11. Inquires information about, and when necessary, refers or responds to incoming petitions
     * Student Petitions
     * Administrative and Academic Petitions
12. Provides supports and guidance for the associate professorship applications to the Interuniversity Board (UAK).

YÖK Affairs

1. Provides opinion and shares information about the YÖK legislation for affairs within the University,
2. Prepares and submits to YÖK reports pertaining to the name change of the units (faculties, schools, graduate schools, departments, or centers) established or soon to be established as part of the Higher Education Academic Organization,
3. Prepares and submits to YÖK reports pertaining to the launch of new departments/programs,
4. Checks and approves the monthly appointment reports prepared by the HR before they are submitted to YÖK,
5. Approves the YÖK ads (Ads for appointments to the ranks of research assistant or instructor),
6. Approves the announcements pertaining to the faculty members who will be appointed,
7. Conducts pre-inspections for the YÖK Inspection,
8. Provides guidance to the faculty for associate professorship applications to the UAK, and informs about any revisions to the effective rules and regulations for associate professorship,
9. Provides assistance with any issues pertaining to the Equivalence Procedures,
10. Conducts the Student Union elections, and presides over the Election Board,

Correspondence

1. Refers incoming mail received from the third parties outside of the University to the respective units for information or due diligence,
2. Records all incoming documents received by the Rector’s Office from the third parties outside of the University,
3. Is in charge of all outgoing mail to be sent as a response to the third parties outside of the University,
4. Archives all incoming documents received by the Rector’s Office from the third parties outside of the University,
5. Checks the template of any correspondence that the Rector’s Office will sent to the third parties either within or outside of the University, makes sure that they are in conformity with the standard file template, and keeps a record of them,
6. Checks the template of any correspondence sent to the Rector’s Office from within the University, makes sure that they are in conformity with the standard file template, and keeps a record of them,
7. Keeps track of the faculty members who serve as a member of the panel of judges for the appointments to the ranks of associate professor,
8. Prepares city briefings for the Governor’s Office and District Governor’s Office of Istanbul,
9. Follows up on the proceedings pertaining to the rules and regulations of the Prime Ministry of the Republic of Turkey, and conducts necessary meetings,
10. Ensures that the reports and surveys requested by the TUIK are completed.

Access to Information

1. Prepares and submits to YÖK an annual report about the responses given to the petitions submitted as per the Law on the Right to Information,
2. Keeps in touch with the Prime Ministry Communications Centre (BİMER) for the applications of access to information.
3. Keeps in touch with the Presidency Communications Centre (CİMER) for the applications of access to information.
4. Prepares the responses, when necessary, for incoming correspondences from the Communications Center,
5. Checks the correspondences prepared by the units in response to the applications for access to information.