Umm Al-Qura University

Umm Al-Qura University

Functions of the Committees Operating at the Department 

- 2018/01/08

Functions of the Quality and Plan Follow-Up Committee

  • Disseminating the culture of quality and academic accreditation.  
  • Performing and following up the processes and procedures of quality assurance within the Department, in accordance with the instructions of the Quality and Accreditation Unit.
  • Preparing the reports of the Quality and Evaluation Committee, and submitting them to the Quality and Academic Accreditation Unit.
  • Selecting faculty members for attending internal and external training courses, symposiums, and conferences.
  • Following up the writing of periodic reports for programs and courses.
  • Following up the application of evaluation tools for assessing program quality; teaching quality; and the services provided to students.
  • Forming the teams necessary to the completion of the tasks associated with quality assurance and evaluation.
  • Continuous coordination with the Quality and Academic Accreditation Unit at the College.
  • Following up the implementation of the guides and procedures of the applications of quality which are received from the Quality and Academic Accreditation Unit at the College.
  • Offering advice and support in the area of quality and evaluation at the level of the Department.  
  • Preparing and implementing strategic plans, for improving quality at the level of the Department. 

Functions of the Scientific Research, Library, and Learning Resources Committee 

Functions of the Educational Affairs and Academic Advising Committee 

  • Enforcing the regulations, bylaws, and procedures for bachelor’s degree studies and ensuring their being in effect.    
  • Coordinating with academic departments; the Deanship of Admission and Registration; colleges; and administrations for facilitating the procedures related to the functions of educational affairs.
  • Coordinating with academic departments for preparing semester study schedules and following up their implementation by the Deanship of Admission and Registration.
  • Supervising the student academic advising process in coordination with the supervisors of academic departments.
  • Reviewing the grades of transferred and re-enrolled students at the beginning of each semester, and supervising the processes of internal transfer from one department to another.
  • Following up the processes of adding and dropping students.
  • Following up the status of the students expected to graduate, and handing over clearance forms to graduates.
  • Supervising whatever relates to final exams, in terms of implementing exam schedules; distributing observers of final exams; following up the progress of final exams; and receiving the final results approved by departments.


Functions of the Support and Academic Advising Unit 

  • Setting up a plan for academic supervision.
  • Supervising the implementation of the academic supervision plan.
  • Spreading awareness among students about what this unit is; why it is important; and how to benefit from its services, through meetings, bulletins, and the website of the College.
  • Introducing students to the objectives and mission; education programs; and academic departments of the College and the fields in which its graduates work as well as the forms of care and services it provides to its students. This is in addition to enlightening and directing them to select the specialties fitting their capacities and potentials.
  • Distributing new students to academic supervisors and publishing lists on announcement banners and the website of the College, at the beginning of each year.
  • Submitting on a periodic basis (every mid-semester) a report covering the achievements of the Unit and another report on the levels of students to the administration of the College.
  • Studying the cases referred to it by the administration of the College; preparing reports on such cases; and submitting these reports to the competent authorities.
  • Considering the student academic problems reported by advisors and seeking solutions together with the administration of the College.
  • Considering the complaints of academic nature made by students and coming up with suitable solutions or submitting them to the administration of the College, if necessary.
  • Considering the complaints made by students toward any course; finding solutions; and notifying the college administration.
  • Raising awareness of the significance of academic advising and the importance of communicating with academic advisors, by publishing handbooks and bulletins and using the website of the College for this purpose.
  • Supervising orientation programs for new students to familiarize them with the study and exams system at the College.
  • The Committee meets periodically every four weeks or depending on new reports in order to discuss the periodic reports or exceptional reports submitted by academic advisors.
  • Contributing to the solving of students’ psychological, financial, social, and career problems, which are presented, when necessary, to the Deanship of Student Affairs to be dealt with properly.

Functions of the Scientific Activities and Community Service Committee 

  • Holding scientific lectures and symposiums, in cooperation with the Department’s faculty members, and by hosting lecturers.
  • Organizing periodic scientific meetings for the Department’s faculty members.
  • Organizing specialized training courses for faculty members and students.
  • Encouraging students to participate in scientific contests like the Annual Scientific Meeting.
  • Organizing scientific trips such as visiting Saudi universities or research centers; medical labs; and natural reserves.
  • Working on designing scientific programs to serve society. 
  • Encouraging faculty members and students to participate in volunteer work and community activities.

Functions of the Scientific Research, Library, and Learning Resources Committee 

  • Preparing the Department’s scientific research plan.
  • Supervising the Department’s scientific activities affairs, as well as collecting different pieces of scientific research that are also published; distributed to the entities concerned; and exchanged with scientific bodies.
  • Studying and discussing the research subjects to be tackled in master’s theses and Ph.D. dissertations in the future and ensuring their consistency with the College’s general research plan later.
  • Setting up plans for selecting and completing books; references; periodicals; audiovisual education aids; forms; museums; and all education resources at the Department.
  • Setting up the system for using the said education resources, and supervising the implementation of such system and those who work at the places concerned.
  • Supervising printing and publishing affairs.
  • Issuing the Department’s bulletins; scientific journals; and news magazines.


Functions of the Labs and Museum Committee 

  • Studying the Department’s needs of labs and devices as well as the substances necessary to such facilities.
  • Making a general visualization of labs; the way they are arranged; their relations to each other; the areas suitable for each lab; and the spaces required in such labs.
  • Working on the equipment of labs in a way that fulfills the respective purpose, and providing all requirements. 
  • Preparing proposals; device specifications; and lab units.
  • Ensuring periodic maintenance for labs, and replacing damaged items, especially at the end of each semester.
  • Studying labs’ needs of furniture as well as suitable education aids.
  • Studying labs’ needs of technicians and assistants for the purposes of organization and equipment.
  • Studying the proposals offered to labs by different entities.
  • Working on the development of current labs through suggesting the devices and programs suitable for study plans.
  • Drawing the attention of technicians and their assistants to the necessity of maintaining organization, accuracy, and cleanliness in labs and preparing scientific sessions.
  • Monitoring security and safety devices and the extent of their preparedness continuously, especially at the beginning of each semester.
  • Overseeing chemical substances to check if they are expired and destroy them using sound scientific methods.
  • Forming a database for the devices and chemical substances available at the Department.
  • Holding an awareness lecture, for students at the beginning of each course, inclusive of security and safety information; entrances and exists in case of fire; ways of dealing with devices and chemical substances.  


Functions of the Committee in Relation to the Museum

  • Supervising the organization of lockers and shelves in the museum, and putting labels and names on samples.
  • Supervising the arrangement and cleanliness of samples.
  • Changing preservatives when expired.
  • Overseeing samples on a periodic basis in case of disease or deformity.
  • Organizing orientation tours to the museum, for the College’s students and visiting students.
  • Adding new samples that can be brought through scientific trips or student activities.
  • Specifying the duties of the Quality and Plan Follow-Up Committee at academic departments.


Functions of the Curricula Development Committee