The issues to be presented to the Board of the Department will be presented through filling in a request note for an issue presentation to the board (Annex 1). These issue would include:

• Issues passed from the administration of the college to be presented to the board
•  Students’ affairs.
•  Teaching affairs.
• Or any developments in work.
• Others.

1. The Secretary of the Board reviews and processes the systematic document (if necessary). The Secretary of the Board compiles the issues and presents them to the Head of the Section to request a date for the meeting.
2. An invitation is then prepared  (Annex 2) for the board's meeting, and the agenda is prepared:  (Annex 3).

An invitation is sent to members at least three days before the meeting through:

• The university e-mail. This is followed by a group text on Whatsapp to notify members about the invitation sent to their e-mails (the body of the text): Dear board members, please check your university email as invitations have been sent to request your attendance at the department’s meeting, with the issues to be discussed included on the agenda. Best regards.  Board Secretary, Dr. Alaa Jabour.
• The text is sent through administrative communications by the manager of the Head of the Department’s office.

1. The Secretary of the Board prepares a template for the report of the hearing session of the Biology Department:  (Annex 4)
2. On the day of the meeting, the following is done:

• The agenda is distributed to the members during (before) the meeting.
• Each issue is put together with its attachments (if they exist) within separate files for each issue. 
• A recommendation is written in the recommendation section during the meeting on the copy of the pre-printed meeting report.
• The signatures paper is passed through the meeting.

1. After the meeting, the following work is done.

• The Secretary of the Board reviews the draft of the report and submits it to the secretariat of the Head of the Department for printing. 
• Afterwards, the Secretary of the Board reviews and sends the printout to the Head of the Department with all its attachments for auditing and approval.
• The report is sent with all the signatures (while keeping a copy of it) to be approved by the Dean, attached with it the message shown in  (Annex 5).

1. After the record returns with the letter of approval from the Dean of the College, the Secretary of the Board then implements the directives of the Dean after presenting them to the Head of the Department. The original copy of the record is kept in the file of the department’s reports.

• The Secretary of the Board prepares the executive letters of the record  (Annex 6) and provide the secretariat of the department with the drafts to print them. They are then reviewed and submitted to the head of the department for signature.
• The letters are sent through administrative communications, by the manager of the Head of the Department’s office (Mr. Ahhmed Al-Harbi)