Yıldız Technical University
Directorate of Student Affairs
Establishment Law of the Unit
The Office of Student Affairs, in conjunction with Yıldız University, was established pursuant to the “Law on the Adoption of Decree-Law No. 41 Regarding the Organization of Higher Education Institutions, as Amended,” dated March 28, 1983, No. 2809, and Decree-Law No. 124 dated October 7, 1983, “On the Administrative Organization of Higher Education Governing Bodies and Higher Education Institutions.”
Authority, Duties, and Responsibilities
The registration of undergraduate students at Yıldız Technical University, course registration, grading, military service, and other student affairs, as well as the identification of students who have met graduation requirements; the preparation, delivery, and dismissal procedures for diplomas of students graduating from all programs are carried out centrally by the Office of Student Affairs. All student affairs for graduate students are handled by the Institute Directors, while those for associate degree students are handled by the College Directors.
Duties and Responsibilities of the Office
- Representing the Office both within and outside the institution,
- To serve as the Office’s Authorized Spending Officer,
- Ensure coordination among units under the Directorate and organize informational meetings,
- To monitor the tasks that units under the Directorate are required to perform in accordance with relevant legislation and to request activity reports,
- Ensuring that documents received by the Directorate are forwarded to the relevant units,
- Organize the academic calendar,
- Ensure the implementation of decisions related to education and instruction,
- To identify and ensure the fulfillment of all the Presidency’s needs,
- To carry out all transactions related to the Presidency’s movable property,
- To prepare the Department’s strategic plan, activity reports, and briefing documents and submit them to senior management,
- Preparing the Department’s budget and submitting it to senior management for approval,
- To ensure the implementation of the Directorate’s approved budget,
- To ensure that the Presidency’s financial management and control are carried out in accordance with the law,
- To carry out other duties assigned by senior management and the Office of the Secretary General,
- Organize and monitor the necessary activities within the scope of the Quality Management System; accompany auditors during internal and external audits and provide the requested information.
Authority, Duties, and Responsibilities of Subordinate Units
1. Student Grade Processing Unit
- Entering and verifying departmental curriculum plans into the automation system,
- Entering and verifying new undergraduate courses approved by the Senate into the system,
- Verifying that the procedures in the credit transfer forms—as notified by the Faculty Administrative Boards regarding student credit transfers—comply with the relevant guidelines and verifying class placements,
- Verifying that students’ academic adjustment schedules align with their educational plans and ensuring they are entered into the automation system,
- Monitoring the status of students in Dual Major, Minor, Engineering Completion programs, and those who have completed their maximum study periods,
- Identifying students who are eligible for graduation (by directly comparing the courses they have taken with the department’s curriculum) and carrying out the necessary procedures for students eligible for graduation,
- Providing the necessary information, either verbally or in writing, to students who contact our unit via phone, email, or in person regarding academic processes,
- Since all specified processes are reflected in e-Government; and given that erroneous graduation and erroneous enrollment cancellation procedures carry risks, working outside regular office hours when necessary to ensure that procedures are carried out in a timely and proper manner,
- Carrying out other tasks assigned by the Department Director.
2. Student Records Unit
- Entering graduation decisions into the system, verifying the internships of students eligible for graduation, and processing graduation procedures,
- Identifying students who have failed preparatory courses, as well as those whose enrollment will be terminated due to reasons such as internal or inter-institutional lateral transfers or voluntary withdrawal, and handling the necessary correspondence,
- Reporting the enrollment status of students receiving orphan’s allowance from the Social Security Institution to the Social Security Institution,
- Reporting the enrollment status of students receiving scholarships, student loans, and contribution loans from the Student Loans and Dormitories Institution to the Student Loans and Dormitories Institution,
- Requesting the documents of students transferring from other universities via horizontal transfer in writing from their previous institutions and conducting the necessary correspondence regarding their receipt,
- Obtaining the list of students enrolled in two undergraduate programs simultaneously via YÖKSİS, informing the students, and carrying out the necessary procedures to remove their registration from the second program at the same level,
- Processing decisions regarding leave of absence or enrollment suspension into the automated system,
- Handling students’ military service procedures,
- Identifying students eligible for degrees upon graduation,
- Updating students’ personal information,
- Providing the necessary verbal or written information to students who contact our unit regarding academic processes by phone, email, or in person,
- Carrying out other tasks assigned by the Department Director.
3. Graduation and Diploma Processing Unit
3.1 Graduation Procedures
- Preparing diplomas and monitoring distribution schedules,
- Processing annotations on diplomas due to missing or incorrect information during preparation or subsequent changes to student information,
- Preparing a document valid in lieu of a diploma or issuing a replacement diploma in response to requests for lost diplomas,
- Notifying the Chambers of Architects and Engineers of graduates,
- Reviewing correspondence from relevant institutions and organizations regarding graduates and students whose enrollment has been terminated, and providing the necessary responses (e.g., reporting enrollment status to KYK and SGK, diploma verification, inquiries regarding graduate information, etc.),
- Sending files of students who have transferred out of our university to the relevant universities,
- Reviewing petition requests from graduates and students whose records have been deleted and providing the necessary responses,
- Issuing degree certificates via email or in person to students who have earned a degree, as requested,
- Student correspondence related to the period during which the I.D.M.M.A. Kadıköy, Işık, Vatan, and Galatasaray Colleges, as well as the Kocaeli Faculty of Engineering, were affiliated; tracking of diplomas; issuance of documents and transcripts serving as substitutes for diplomas,
- Uploading documents received via email for WES applications abroad into the system in accordance with requests,
- During periods of high diploma printing volume, printing diplomas and filing documents outside of regular business hours when necessary to prevent students from being inconvenienced,
- Forwarding documents from units under the Office of Student Affairs to the appropriate destinations.
3.2 Diploma Procedures – Archives
- Delivering prepared diplomas,
- Preparing, verifying, and delivering diploma supplements for bachelor’s, master’s, and doctoral graduates,
- Retrieving student files from the archives,
- Processing update requests from former graduates regarding YÖKSİS information,
- Conducting the necessary correspondence to integrate the diploma supplement documents for programs that have recently graduated students into the system,
- Preparing a list of students whose diplomas are ready and posting it on the website,
- Issuing transcripts to students who graduated before 1997,
- Conducting archiving procedures and organizing the archive,
- Monitoring the process of severing ties with students who have graduated and had their records deleted,
- Applying the “Certified True Copy” endorsement to diplomas and diploma supplements.
4. Administrative Affairs Unit
- Ensuring coordination regarding the flow of documents and information among units under the Office of Student Affairs,
- Monitoring Senate decisions regarding regulations, guidelines, and principles related to education and teaching, and ensuring they are updated on the website,
- Preparing annual tables of undergraduate enrollment quotas according to criteria set by the Council of Higher Education (YÖK); sending them to the relevant units; submitting them to the Senate based on feedback; and entering the quotas into the YÖKSİS and ÖSYM databases following a Senate decision,
- Notifying ÖSYM of additional placement quotas,
- Preparing graduate program enrollment quotas for the Senate by consolidating data from the Institutes and ensuring they are reported to the Presidency of the Council of Higher Education following a Senate decision,
- Organizing the initial registration process (procedures, registration guides, YÖKSİS tracking, BİDB coordination, and web announcements),
- Organizing course registration (fall/spring semesters, registration guides, and web announcements),
- Organizing midterm and final exam processes,
- At the end of the academic year, retrieving course success rates by faculty from the system, compiling them into tables, and sending them to the faculties via official correspondence,
- Organizing transfer, double major, and minor programs (preparing guides, announcements, and communicating with relevant units),
- Organizing summer school (processes, guides, announcements, and distribution to relevant units),
- Monitoring the academic performance of students arriving on Turkey Scholarships and handling related correspondence,
- Ensuring that the Department’s financial management and oversight are conducted in accordance with regulations,
- Managing the website,
- Processing payments for YÖK scholarships and monitoring scholarship recipients’ work and academic performance; ensuring that any unused or refunded amounts are returned to the YÖK account; conducting relevant correspondence in accordance with established procedures,
- Preparing comprehensive, term-based statistics on student demographic data,
- Preparing the Directorate’s budget and implementing the approved budget,
- Preparing the Directorate’s strategic plan, activity report, performance program, and provincial/district briefing reports,
- Preparing tables requested by internal and external stakeholders regarding student statistics and providing feedback,
- Conducting correspondence with university units and external institutions and organizations in accordance with established procedures,
- Receiving applications from undergraduate students and carrying out the necessary procedures in the event of an amnesty law being enacted,
- Processing leave and sick leave requests for unit staff; entering them into PERSIS and tracking them,
- Entering student disciplinary actions into the automation system and conducting the necessary correspondence,
- Reviewing written and verbal requests from students and providing the necessary responses,
- Issuing academic transcripts to graduating students,
- Issuing a graduation letter to students who have earned the right to graduate and whose diplomas are in the process of being prepared.
Authority, Duties, and Responsibilities of Other Affiliated Units
International Student Unit
- Conducting and monitoring the application, registration, and student record processes for international students,
- Responding to inquiries regarding student and international student admissions (in person, via email, or by phone),
- Receiving applications, conducting evaluations, and processing enrollment,
- Tracking missing enrollment documents,
- Entering TÖMER documents into the OBS system and filing them,
- Issuing temporary ID numbers to students,
- Entering the YU numbers of students who have received residence cards into the system and submitting them to YÖKSİS,
- Preparing and sending lists of students who will take the IYS exam to YDYO,
- Tracking residence procedures for international undergraduate and graduate students (initial application/renewal):
- Responding to information requests (in person, via email, or by phone),
- Receiving application files by mail or in person,
- Compiling a list of application files,
- Delivering the files to the immigration office in person once a month along with a list.
Automation Support and Data Analysis Unit
- Responding to requests from administrative staff, faculty, and students regarding the OBS automation system via email, phone, or in person,
- Monitoring and enforcing semester rules for the fall and spring semesters in the OBS system,
- Defining the rules for online applications via OBS and tracking applications,
- Keeping the role and authority information of academic and administrative staff with administrative duties in the OBS system up to date; adding new staff to the system and managing their permissions,
- Preparing comprehensive, term-based statistics on student demographic data,
- Preparing and providing feedback on data requests from internal and external stakeholders regarding student statistics and student information,
- Carrying out other tasks assigned by the Department Director and the Vice Rector for Education and Teaching.
Movable Asset Registration and Control Procedures
- Conducting inventory-related procedures for the Office of Student Affairs,
- Identifying the Directorate’s needs and carrying out procurement procedures,
- Identifying maintenance, repair, cleaning, signage, printing, and vehicle needs and arranging for their fulfillment through internal units.