The tasks of the Academic Guidance Office

1. Develop a plan to oversee the Academic Guidance mechanism at the department.

2. Supervise the implementation of Academic Guidance mechanism at the department.

3. Raise awareness among students about the duties of the Academic Guidance Office and how to benefit from its services. This will be done through the meetings, newsletters the website of the department.

4. Acquaint the students with the goals and mission of the Academic Guidance Office and the educational programs and the work areas of their graduates at the department. In addition, students are made aware with the care and services provided to them as well as enlightening them to choose the appropriate disciplines that adapt to their abilities and inclinations.

5. Distribute the students on the academic guides and post the lists on the bulletin boards and the website of the department.

6. Write a regular report covers the work of the Academic Guidance Office and a report about the levels of the students to be received from each academic guide and submitted to the department head.

7. Pay attention and consider the academic problems faced by the students which are raised through the academic guide and attempt to resolve them.

8. Pay attention and consider the academic complaints of the student to be submitted to the Academic Guidance Office and find appropriate solutions to them.

9. Confirm the importance of the academic guidance and the importance of communicating with the academic guide by publishing awareness publications.

10. Supervise the guidance and mentoring programs for students, especially the fresh students, to introduce them to the school system, the dates and locations of the lectures, the important tests and deadlines (the academic calendar) and the names of the buildings.

11. Held a regular meeting to discuss the periodic and exceptional reports submitted by the academic guides.

The action mechanism of the Guidance Office:

1. Held a meeting to introduce the Academic Guidance Office and its assigned tasks to the academic guides and students. The mechanisms of registration, deletion and addition will be explained. The tasks and the latest academic will be posted in the bulletin boards at the department, the college or on website of the department.

2. Identify an email and mobile number to the Academic Guidance office to facilitate the communication between the department students in general.

3. Held an introductory course to make the academic guides familiar with the role of the academic guide and his assigned tasks.

4. Distribute the students to the academic guides, provide the academic guides with the names of the students who are going to guide, make the students aware of the academic guide assigned to each student and introduce the students to the role of the academic guide and their role towards their guide which makes the guidance courses easier and enhance the focus on the target group.

5. Introduce the new guides to the academic guidance system.

6. Direct the academic guide that it is a must to emphasize the students to continually refer to him to follow up and resolve the obstacles facing them. In addition, the academic guide will follow-up of the student progress during the semester.

7. Emphasis on the academic guides to be present during the office hours and during the period of deletion and addition to sign the forms needed by the student and to guide him.

8. Submit a request to the department to provide the Academic Guidance Office with the results of the students so that the academic guide can follow-up the student.

9. Direct the academic guide that he must prepare a file for each student which includes (identification card of the student to communicate with him and know his academic and social position to be completed by the student - a copy of the academic record - a copy of the student's quarterly notice - a copy of any decision taken against the student).

10. Direct the academic guide to identify the remaining materials for the graduates and submit them to the committee so as to facilitate the coordination and arrangement for the department before the beginning of the following semester.

11. Direct the academic guide to identify the names of the failing students and the number of times they have failed so as to be directed and guided to the office of scientific promotion and intellectual advancement at the Physics Department (remedial lessons).

12. Direct the academic guide to submit the names of the students who have problems which are difficult to be resolved by the guide to the Academic Guidance Office at the department, whether they are educational, social or moral problems. This will reduce the students' attendance to the Deanship of Admission and Registration and the problems will be resolved by the department.  If such problems were found to be difficult to be resolved by the department they are sent to the college coordinator to solve them.

13. Direct the academic guide to register the study contents of the students in accordance with the laws, regulations  and the minimum levels and to  register the external subjects first.

14. Set a structure for the academic guidance program and determine the executive means to achieve it.

15. Direct the academic guides to held regular meetings with their students at least twice each semester so that they can know the progress of the educational process, how the students are achieving progress, follow up the students, solve the problems that hinder the students, know the excelled and talent students and encourage and motivate them, urge the students of low levels to raise their levels, prepare a statistics of the levels of their students (the excellence percentage - the average rates percentage – the failing percentage and reasons for that) and provide suggestions which he considers effective to uplift to a better level.

16. Instruct the students of the importance of the academic guide.

17. Provide the academic guide with the important papers and necessary forms needed to properly perform his task.

18. Follow-up the academic records of the student who is facing problems whether he is academically expelled, failing or not committed to his academic plan.

19. Prepare the necessary questionnaires and statistics to identify the proper progress of the guidance process.