Our Purpose

The Information Technology Department of Bayburt University is responsible for meeting the needs and requests of the university’s units regarding information technology services (software, automation, internet communication, web, email, maintenance, repair, service, etc.). The department’s objectives include:

• Building the IT infrastructure within the university,
• Providing hardware and software support for education, teaching, and research activities,
• Regularly managing IT services,
• Following technological developments and ensuring their implementation at the university.

To achieve these goals, the department uses management functions (Planning, Organizing, Directing, Coordinating, and Controlling) to ensure the efficient and harmonious operation of the department and its affiliated units. As the university grows and develops, the Information Technology Department staff continuously researches and works to bring new technologies to the university to improve the quality of IT, internet, and computer-related services provided.

Tasks and Responsibilities

According to Article 34, Chapter 7 of the Law No. 124 dated 07.10.1983, on the Organization of Higher Education Institutions and the Administrative Structure of Higher Education Institutions, the Information Technology Department has the following duties:

• Operating the university's information processing system and supporting education, teaching, and research activities,
• Providing other IT services required by the university.

The Information Technology Department carries out the following tasks:

Web Design Tasks

• Designing, managing, and updating the software required to provide web services to meet the needs of the university’s units,
• Announcing all events organized at the university on the main website,
• Assigning domain names and providing necessary assistance for unit staff to prepare their own web pages,
• Handling email requests for university academic and administrative staff, as well as graduate and doctoral students, including quota adjustments and updates,
• Resolving issues faced by university staff in updating their web pages, sometimes performing the updates directly,
• Conducting internal capacity research, analyzing the effectiveness and user satisfaction of services, and conducting general surveys.

System Management Tasks

• Performing maintenance, repair, and system/physical installation of servers under the system management service’s responsibility,
• Ensuring the safety, order, and cleanliness of spaces assigned to the System Management Service,
• Conducting hardware and software research and tests to ensure the servers under the System Management Service operate as efficiently as possible,
• Ensuring the high-level security of the servers, operating systems, and security configurations, continually researching and seeking solutions in these areas, and sharing information with service personnel,
• Ensuring the operational status of the institution’s network. Troubleshooting and resolving system errors within the institution and its units,
• Managing the email system, defining and implementing SMTP gateways, spam/virus protection policies,
• Managing web server databases and user databases, and configuring and monitoring DNS (Domain Name System).

Technical Service Tasks

• Intervening in software and hardware technical faults experienced by all units and personnel with regard to computers and peripheral devices or network communication,
• Performing the maintenance of electronic devices used at the university, including computer installation, updates, virus protection, and office technical support. Performing electronic maintenance and repair tasks for devices that can be repaired within available capabilities,
• Preparing technical specifications for products to be purchased, installing newly purchased computers, notebooks, printers, and tracking repairs under warranty,
• Organizing and distributing internal IP addresses within the network.

Network Tasks

• Ensuring the physical installation, organization, and maintenance of the campus network infrastructure,
• Identifying the active/passive devices to be used on the network and designing, developing, and integrating the necessary system infrastructure to add new services,
• Creating the necessary hardware and software infrastructure for the healthy implementation of central network management and updating software versions of existing active devices,
• Continuously monitoring internet traffic in the central system, analyzing and reporting errors, and performing operations on problematic active devices to ensure optimal network performance,
• Establishing internet and network connections for existing and newly established units, intervening in faults in a timely manner, and assisting in the resolution of issues,
• Providing uninterrupted internet access with adequate speed and bandwidth to the campus, optimizing internet traffic by creating virtual networks,
• Organizing IP addresses and ensuring network security,
• Mapping the campus network topology, conducting periodic in-service training to raise awareness among staff and end-users about system usage,
• Researching new technologies and integrating innovations into the existing infrastructure,
• Ensuring the proper usage/management of the network according to standards and regulations, and establishing a comprehensive documentation system.

Application Development Tasks

• Identifying needs for new components in the information systems and university-wide applications, analyzing, designing databases, and coding the software projects/updates provided by the Department Head,
• Standardizing database analysis and design for the software,
• Providing necessary training to users of the program,
• Writing the program codes needed by the institution and developing software,
• Generating requested data from the database and preparing and presenting statistical reports,
• Analyzing software projects, extracting workflows, collecting necessary data, and preparing and presenting reports,
• Keeping up with new technologies to develop faster, more secure software and updating software accordingly,
• Regularly backing up servers.

Administrative Tasks

• Preparing and monitoring the department’s budget throughout the year,
• Keeping records of inventory and accounting and preparing end-of-year financial reports,
• Managing purchasing procedures, executing tasks and transactions assigned by laws, regulations, and directives relevant to the Information Technology Department,
• Purchasing materials and services based on requests from university units and following up on maintenance, repairs, and licensing processes,
• Writing and archiving official letters and tracking incoming and outgoing documents.

Other Responsibilities

• Providing opinions and suggestions regarding the implementation of regulations related to their duties,
• Conducting research, investigations, and studies related to their responsibilities and reporting the findings,
• Participating in the preparation and implementation of training programs,
• Assigning personnel to ensure that they gain information and experience in all areas of their duties,
• Taking measures to increase personnel’s motivation, professional development, and ability to follow innovations,
• Ensuring services and tasks are performed effectively, quickly, and efficiently,
• Determining the department’s medium- and long-term strategies, policies, and objectives in accordance with national development strategies and the government’s annual program,
• Taking necessary measures to protect all office equipment and assets under their responsibility from damage,
• Representing the department within the framework of laws and regulations,
• Executing other tasks and transactions assigned by higher management,
• Providing consultancy for various software needs of university units, preparing necessary technical specifications, and following up on these needs.