Duties and Responsibilities of Records Management

The Student Registration Department is the main administrative and academic center that organizes the entire educational process of students from the first day of admission to the moment of graduation Students, but also serves its graduates throughout history, according to the request made to it, so in general the main tasks of this department are:

1- Admission & Registration Process

• Admission of new students: Welcome newly admitted students and verify their official documents (high school diploma, ID, and photograph). ...etc., registering them in the institute system.

• Division into scientific departments: Recording of personal and academic information of students and assigning them student codes (Code / Student ID) and distributing them according to their admitted department.

• Annual Registration Update: Manage the annual student registration process for the second year.

2- Management of Academic Affairs and Student Status (Academic Records & Status)

• Student Status Tracking: Recording changes in the student’s academic status, such as:

o Postponement of the academic year, leave.

o Deletion, or expulsion.

o Transfer: Carry out the process of transferring students between institutes, or from one department to another.

• Grade Recording: Store and maintain the grades of all exams (midterm, end of year including both semesters) in an accurate and scientific manner.

3- Issuing Official Documents

• Issuance of Graduation Certificate: (Transcripts) Preparation of Graduation Certificate in English.

• Provide graduate support : Provide graduate support to learners, for employment purposes, or to continue their studies.

• Official supports: Issuance of support to public and private entities (for offices, companies, ministries, etc.).

4- Regulatory Compliance

• Compliance with Ministry guidelines: Implementation of all academic and administrative guidelines of the Ministry of Higher Education and Scientific Research.

• Organizing the education system: Monitoring education systems (ie Bologna ECTS) and tracking units and students\' work.

5- Archiving and Digitization of Information (Database & Archiving)

• Maintenance of archives: Keep students’ files and documents in paper archives and electronic systems (digital records) of the institute.

• Provide statistics: Provide detailed statistics on the number of students, graduation rates, and male to female ratios to the university and the ministry.

• Update data and information: Maintain information in electronic and paper formats to prevent any errors or loss.