RESPONSIBLES

WORKFLOW

ACTIVITY

DOCUMENT/RECORD

Document Registration Clerk

Incoming Documents

All incoming documents are submitted to the Document Registration Officer via the University Information System (ÜBYS). This can be done by Faculty Document Registration Officers or Department Secretaries.

COMU Electronic Document and Management System and Signature Authorizations Directive

Faculty Secretary

The document is then forwarded to the Dean's Office for approval regarding its referral to relevant units. With the Dean's approval, it is directed to the appropriate unit.

Depending on the subject of the document, as assessed by the Faculty Secretary, it may be sent to the Dean's Office for approval before being referred to relevant units within the Faculty.

Legislation on article content.

Dean

Once approved, the document is routed accordingly, with any necessary changes or notes incorporated.

Completed documents, with Dean's approval, are recorded and processed within the ÜBYS system.

Relevant legal provisions and regulations related to the document's content are considered and adhered to during the process.

Personnel and Administrative Affairs Staff

Receiving the documents and initiating the necessary procedures.

The Faculty Dean's Office manages all general correspondence, document registration, distribution, and announcement processes. Additionally, personnel matters such as appointments, commencement of duties, leave, retirement, investigations, etc., for both academic and administrative staff are handled. The Dean's Office also manages correspondence related to decisions made by Faculty Councils regarding personnel.

Relevant legal provisions and regulations related to the document's content are considered and adhered to during the process.

Student Affairs Staff

Receiving the documents and initiating the necessary procedures.

All processes from student registration in the Faculty to their graduation are meticulously managed. This includes the preparation of Faculty Councils, correspondence, and distribution processes.

Relevant legal provisions and regulations related to the document's content are considered and adhered to during the process.

Financial Affairs Staff

Receiving the documents and initiating the necessary procedures.

Administrative tasks encompassing the Faculty's movable transactions, personnel payments (e.g., salaries, travel allowances, additional lessons), and procurement processes are meticulously prepared.

Support Services

Support services such as central heating, cleaning, garbage collection, maintenance, and repair are managed efficiently.

Relevant Personnel

Correspondence

All articles are arranged by the personnel in charge.

Relevant legislation and legislation establishing the rules of official correspondence.

Initials and Signatories

Is the writing appropriate?

 - Yes. - No.

A thorough quality control check is conducted to verify the accuracy of signatures, initials, and overall correctness of the correspondence.

Relevant legal provisions and regulations related to the document's content are considered and adhered to during the process.

Initials and Signatories

Initialing and signing documents.

Paperwork is mailed.

The document is dispatched via mail or other appropriate means, following the established procedures.

Document Registration

Closure of the process

The document, now assigned a registration number, is delivered to the relevant units either through the system or by mail, effectively concluding the process.