Secretariat of the University Council

The University Council Secretariat is structured as a division within the administrative and organizational framework of the University Presidency. It reports administratively to the University President and serves as the administrative and organizational body supporting the work of the University Council, which is considered the highest academic and administrative authority at the university.

The Secretariat plays a pivotal role in organizing and coordinating the work of the University Council, acting as the primary liaison between the University Presidency and its various formations and colleges on one hand, and the University Council on the other. In addition, it coordinates with the Ministry of Higher Education and Scientific Research and the Opinion Authority on matters requiring official approvals or decision-making within its delegated powers.

The Secretariat specializes in following up and obtaining formal approvals for matters and decisions that exceed the powers of the University President, whether these fall within the jurisdiction of the University Council or require submission to the Ministry or the Opinion Authority in accordance with applicable laws, regulations, instructions, and rules in force.

The Secretary of the University Council is typically appointed from among faculty members possessing expertise and competence in administrative and legal fields. The Secretary is directly accountable to the University President for the accuracy and integrity of the University Council session minutes and their compliance with applicable laws, regulations, instructions, and ministerial directives in force.

Furthermore, the Secretary assumes direct responsibility for managing the affairs of the Secretariat, supervising the preparation and organization of the University Council session agendas, documenting session minutes and council decisions, following up on the implementation of decisions and recommendations issued by the council, and coordinating with relevant formations to ensure their implementation in accordance with approved legal and administrative frameworks.

First: Organizational and Preparatory Tasks

• Agenda Preparation: Coordinating with the University President and various university colleges, centers, and formations to collect subjects requiring presentation to the University Council, studying, organizing, and listing them within session agendas according to regular contexts.
• Issuing Invitations: Notifying University Council members of the date and place of sessions, and providing them with agendas, documents, and related attachments within an appropriate period prior to the meeting.
• Documentation and Minutes Preparation: Accurately preparing University Council session minutes, documenting subjects, discussions, opinions presented, decisions, and recommendations made by the council, according to approved contexts and regulations.

Second: Administrative and Follow-up Tasks

• Follow-up on Approval and Implementation of Decisions: Following up on submitting University Council minutes and decisions to the Ministry of Higher Education and Scientific Research or the Opinion Authority for approval when required, and following up on the implementation of decisions issued by the council with relevant formations and authorities after completing regular signatures and approvals.
• Issuing University Orders: Following up on converting University Council decisions that require it into regular and effective university orders regarding administrative, academic, and student affairs, according to authorized powers and regulations in force.
• Archiving and Documentation: Preserving and archiving the original University Council session minutes, decisions, documents, and correspondence related to its work, both paper and electronic, organized to ensure easy reference and maintain their safety and confidentiality.

Third: Academic and Student Affairs

• Scientific Promotions: Following up on presenting recommendations from the Central Scientific Promotions Committee to the University Council for approval, completing regular procedures, and issuing university orders related to granting the academic title (Professor) within the powers delegated to the council.
• Undergraduate Studies: Following up on approving undergraduate admission plans for the academic year, reviewing study postponement applications within the powers delegated to the University Council, referring cases requiring the approval of the Opinion Authority to competent authorities, as well as following up on the approval of final examination results and reviewing transfer, hosting, and disciplinary cases falling within the council's powers, according to laws, instructions, and regulations in force.
• Postgraduate Studies: Following up on approving postgraduate admission plans for each academic year, reviewing study extension applications and other cases falling within the powers of the University Council, as well as following up on the approval of final examination results according to instructions and regulations in force.

Fourth: Coordination Tasks

• Coordination with College Councils: Continuous coordination between the University Council and the councils of colleges and university formations to ensure procedural integration, unity of vision, and adherence to laws, instructions, and ministerial regulations in force.
• Coordination with the Ministry and the Opinion Authority: Acting as a liaison and coordinator between the university, the Ministry of Higher Education and Scientific Research, and the Opinion Authority in matters requiring presentation or obtaining regular approvals, and following up on procedures related thereto according to approved contexts.