To be pioneers and strive for excellence in offering high quality, accurate service and support to students in order to fulfill the vision, mission, and objectives of the Preparatory Year at the university.
The Unit is determined to have punctuality in the educational process through executing its duties and functions at the Deanship, which contributes towards creating an educational environment with a clear vision and quality standards.
The Unit is committed to:
1. Work on punctuality of Preparatory Year students;
2. Offer help and support to students and work on solving their problems concerning punctuality to their studies;
3. Deliver information to the teaching faculty and students and keep the students updated about their studies, examinations, and other information regarding the academic system;
4. To implement the development plans concerning the vision, mission and objectives of the Deanship.
Duties and Functions of the Unit
The Unit takes up all sorts of tasks that ensure building up an appropriate environment for studies at the Deanship. It functions in accordance with the executive regulations in the list of studies and examinations of the university; the regulations that are inbuilt in the system and the regulations of the Higher Education and University Council, such as:
1. Receiving medical reports and excuses from students which are then referred to the "Committee of Students' Excuses," and notifying the course teachers whether the excuse was accepted or not;
2. Making sure that the teachers give the first and second warnings of deprivation and deprivation notices to the student on time;
3. Collection and follow-up action on the deprivation lists from the teachers in the beginning of fifth week of each semester (in the beginning of third week of the summer term) and asking the teachers to update those lists and announce it to the students at the beginning of every week during the semester, to the end of the semester. In case of late receipt of deprivation lists, the head of the department should be notified immediately;
4. Work in coordination with the Deanship of Students' Affairs regarding the restaurant, recreation center and cafeteria to discuss the needs and requirements of students, and to solve their problems concerning the university and deanship, such as, repayments, housing, transportation and food;
5. Receiving other complaints from students and finding suitable solutions to each problem, or refer the student to the concerned department at the deanship, such as, Students' Guidance Unit, or other units at the university;
6. Supervision, follow-up, and observation to create the required study environment at the Deanship, especially with regard to property in classrooms, laboratories, places of leisure, and other places to practice different activities;
7. Make arrangements for the general examinations at the Deanship and solve any problem arising during exams, in line with university regulations and laws;
8. To analyzing the needs of the Deanship and other facilities and services that create the best study environment at the Deanship and at the university, and present the analysis in the semester-end report of the Unit;
9. Checking the possibilities of finding jobs for students at the Deanship and to communicate with the Dean of Students' Affairs on this issue and present a comprehensive picture to the dean;
10. Regularly bringing the offered services to the notice of students to encourage them to approach the Unit for any cause, problems, lacunae, or suggestions regarding the services mentioned above. The Unit receives students all the time in working hours.
11. Preparing the semester-end statistical report on the work of the Unit on the achievements and difficulties/obstacles preventing the Unit from achieving the expected goals, including suggestions to overcome the difficulties/obstacles. The report is to be dispatched to the dean before the end of every semester.
Regulations of Medical Reports and Excuses
All students of the Preparatory Year have to abide by the following regulations regarding medical reports and excuses:
1. All medical reports and excuses should be submitted to the Deanship of Students' Affairs or whoever represents it at the other units at the university. The Deanship of Students' Affairs, or the representative at other units, will send the reports/excuses to the "Committee of Students' Excuses Analysis" to study and decide whether the excuse is acceptable or not. The medical report of health issues should be submitted within five days of the beginning of the case for which the report has been issued, and the report should be submitted either by the student himself/herself or one of his relatives or one of the people he/she knows or one of his colleagues;
2. Only reports issued by the Health Care Center of the university are accepted;
3. The report should include the date and time of the medical case and the period of the sick leave;
4. The report should be signed by the Doctor dealing the case and countersigned by the director of the Health Care Center of the university;
5. In case the student goes to the Emergency Department at the Health Care Center of the university after office hours, s/he should get the report next day morning;
6. The report issued by government hospitals must have a clear proof that the student was treated at the hospital.
Guidelines Regarding Correction of Grades
If a student has a doubt regarding the correctness of his/her grades, he/she should follow the given procedure:
● The student should crosscheck the grade with the teacher of the course and the teacher will recheck the examination paper; if the teacher finds that the grade needs correction, he/she will report it to the head of the department to present the case before the concerned committee at the deanship or at the college in order to follow the procedures to correct the grade of the student. If there is no need to correct the grade, the student will be notified that his/her doubt is not right.
● If the student is not convinced with the above-mentioned procedure, he/she should write to the head of the concerned department and the head of the department will study the request of the student in consultation with the course teacher. If the course teacher sticks to his point regarding the grade, it is to the head's discretion to send the paper to be re-corrected by another teacher from the same specialization and then the issue is presented to the concerned committee at the department or college to take appropriate decision. The concerned committee approves the corrected grade or notifies the student that his/her doubt was not right. In both the cases, such a decision is final.
Arar Female Campus