• Bayburt University Graduate Education Institute was established with Presidential Decree No. 1268 based on Additional Article 30 of Law No. 2809 on the Organization of Higher Education Institutions, which was included in the annex of the Official Gazette dated 05 July 2019 and numbered 30822.
• Bayburt University Graduate Education Institute was established instead of the Institute of Science and Social Sciences Institute, which was closed in 2008 under Article 19 of the Higher Education Law.
• In the 2024-2025 academic year, it actively provides education and training services with 4 non-thesis master's degrees, 26 master's degrees with a thesis, and 8 doctorate programs affiliated with 22 Departments. 

1. Our Units:

a. Institute Secretariat:

• To supervise the division of labor according to the education, knowledge, and skills of the Administrative Staff working in the Institute,
• Under Article 10 of the DMK No. 657, to train the civil servants of the organization and service units under his/her supervision, to follow and control their behavior and actions,
• To organize the leaves of administrative staff as the first registry supervisor in a way that will not disrupt the work and functioning of the Institute,
• To ensure the control and execution of personal rights transactions of administrative and academic staff,
• To ensure that all internal and external correspondence received by the Institute Directorate is done in a timely, proper, and controlled manner,
• To ensure the supervision of current and archive files, especially personal files,
• Checking and initialing the letters to be submitted to the Directorate,
• Taking precautions for the security of the Institute,
• Supervising and managing the cleaning units by keeping them under control,
• Participating in the studies and meetings in the fields of occupational health and safety and civil defense on behalf of the Institute and ensuring the relevant inspections and measures to be taken,
• To plan the staffing needs of administrative staff and notify the relevant units,
• Evaluating the performance of the personnel and subjecting them to rotation when deemed necessary,
• To keep and update statistical information about the Institute's education, academic and administrative staff, and physical space,
• To plan the given budget and submit it to the expenditure authority,
• Ensuring that the Institute is ready for weekday and weekend education,
• To prepare the agendas of the Institute Board and the Institute Executive Board and to control the distribution of the decisions taken to the relevant persons,
• To ensure that the Institute Personnel comply with the working hours and work in the attire stipulated by 657 DMK,
• He/she is obliged to do other work given by the Director or senior management related to his/her field.

b. Registry Unit:

• To ensure that office work is carried out in a timely and organized manner,
• To ensure that incoming and outgoing documents are recorded and delivered to the relevant units/departments and authorities,
• To receive and ensure the receipt of all kinds of notifications, to keep up-to-date and archive files according to the file plan for incoming and outgoing correspondence,
• To carry out the procedures related to daily, important, urgent, and confidential documents meticulously by writing the letters correctly and properly within the circulars and instructions,
• Removing documents that need to be archived at the end of the year, destroying those that have expired, or handing them over to trusted organizations for recovery,
• He/she is obliged to follow the changes made in laws and regulations and to do other work given by his/her supervisor related to his/her field.

c. Personnel and Personal Affairs Unit:

• To carry out the transfer, assignment, and resignation change procedures of the Institute and to transfer the necessary information to the relevant units,
• To process the information about the personnel who are assigned, reported, or on leave in the personnel file in the archive and to notify the accrual office of the necessary transactions,
• To ensure that the necessary correspondence and applications are made on time by notifying the Institute Secretariat by following the time frames related to the promotion dates and military service procedures of the administrative staff,
• To protect all kinds of information and documents belonging to the Institute or individuals and to prevent them from falling into the hands of unrelated persons,
• Preventing others from seeing, reading, examining, or taking documents from personal files or other writings,
• To ensure that property declarations are received, concealed, and sent to the relevant places in accordance with the Property Declaration Law No. 3628 and to ensure that other declarations and notifications are sent,
• To create a regular time (working hours, entry-exit) schedule for administrative staff,
• To keep a copy of the documents sent to higher authorities, other institutions and organizations,
• Removing the documents that need to be archived at the end of the year, destroying the expired ones or delivering them to the archive officer for recovery,
• Monitoring changes in laws and regulations,
• He/she is obliged to keep statistical information about the Institute and to do other work given by his/her supervisor related to his/her field.

d. Movable Property Registration, Control and Purchasing Unit:

• Procurement of consumables and fixtures (educational materials, stationery, building maintenance and repair materials, wood and metal materials, electronic hardware and technological materials, machinery and equipment purchases and maintenance, etc.),
• To determine the consumption and fixture material needs of the Institute,
• To follow the analysis and control of the movable materials that need to be inspected and/or controlled,
• To deliver the purchased consumption and fixture materials to the warehouse officer to record them, to perform the duties of the warehouse officer in the absence of the warehouse officer,
• To archive the documents kept in tender and procurement procedures,
• To ensure that tender and procurement procedures are carried out under laws and regulations,
• To carry out transactions related to service procurement,
• To carry out the year-end counting procedures of the movables and submit the counting sheets to the Strategy Development Department,
• To ensure that documents such as movable transaction receipt, embezzlement receipt, counting minutes, etc. are organized, recorded and archived,
• Determining the fixtures that fall out of use and notifying the relevant unit or commission,
• To follow up the expenditure tables on a monthly basis in coordination with the trust office
• To ensure that there are no material errors in the purchase documents of consumption and fixture materials,
• He/she is obliged to make internal and external correspondence on matters within his/her duties and powers and to do other works given by his/her supervisor related to his/her field.

e. Accruals Unit:

• To manage all transactions of the unit to which he/she is assigned within the framework of the institutional legislation, under the principles of effectiveness and efficiency, taking into account the budget and work programs of the institution,
• Carrying out budget transactions together with the purchasing unit, keeping records and preparing reports,
• To report the results of budget implementation together with the procurement unit; to produce measures to prevent problems and increase efficiency,
• To take the necessary measures for the balanced and efficient use of budget appropriations and to inform the management,
• To finalize appropriation transfers and reserve appropriation requests,
• Taking care not to overspend the allocations,
• To process all kinds of budget appropriations revision transaction records made through official correspondence into the “e-budget” program and keep them in the relevant folders in the file cabinet,
• To make accrual and accounting transactions of salaries, administrative duty fees, treatment and medicine expenses, domestic and international temporary and permanent duty travel expenses, additional course fees, exam fees, overtime fees, and faculty communication expenses according to the relevant legislation,
• To keep and preserve the books, records, and documents related to accounting services under the procedures and to keep them ready for audit,
• To be informed by following the works related to regulations such as laws, bylaws, regulations, circulars and instructions related to its duties, to make internal and external correspondence on matters within its duties and powers,
• It is obliged to carry out other works and transactions given by the senior manager/managers concerning the process to which it is affiliated. 

2. Boards

a.    Institute Board

The institute board is chaired by the director and consists of the vice directors and the heads of the departments that make up the institute. The Institute Board is an academic body and performs the following duties:

1. Deciding on the education, training, scientific research, and publication activities of the institute and the principles, plan, program, and education calendar related to these activities,
2. Election of members to the board of directors of the Institute.
3. To perform other duties assigned by this law.

 b. Institute Board of Directors

The institute board of directors consists of the director, vice directors, three faculty members to be elected for three years by the institute board among six candidates to be nominated by the director.

The Institute Board of Directors is an auxiliary body to the director in administrative activities and performs the following duties: 
 

• To assist the director in the implementation of the principles determined by the decisions of the institute board, 
• To ensure the implementation of the Institute's education, training, plans, programs, and calendar, 
• To prepare the investment, program, and budget draft of the Institute,
• To take decisions on all matters to be brought by the Director regarding the management of the Institute,
• To decide on the admission, course adjustments, and dismissals of students and their procedures regarding education and examinations.

c. Unit Advisory Board

The Institute of Graduate Studies forms an advisory board with the participation of relevant stakeholders to increase the effectiveness and quality of research and development activities within the scope of the education and training programs it conducts.

The unit advisory board is chaired by the director. Board members are elected for 3 years. A new member is elected in the same manner in place of the member who leaves office. Managers in the central and provincial organizations of political parties, and members of the management, executive, and supervisory boards cannot take part in the advisory board.

The unit advisory board performs the following duties:
 

• To make recommendations and initiatives to ensure that education training, research development, and community service are carried out effectively,
• To advise on creating and updating education and training programs, taking into account current, international, and national regional needs and the competencies expected to be possessed by graduates.

3. Quality/Management System

 a.    Unit Quality Commission

• In line with the University's strategic plan, quality policy, and quality objectives, to ensure that all kinds of work related to quality processes such as implementation, audit, development, documentation, and updating are carried out in the process of establishing and accrediting the quality system in the unit,
• To prepare the unit's internal evaluation report,
• To make the necessary preparations for the evaluation and certification studies to be carried out by independent evaluation bodies related to the quality management/assurance system in the unit; to provide all kinds of support to these organizations during the audit process,
• To announce the decisions of the Commission and the demands of the Coordinatorship to all departments of the institute; to support the activities and quality practices to be carried out in line with these demands and to monitor the results,
• To submit the annual activity report to be prepared regarding the activities of the unit to the Coordinators in accordance with the calendar specified by the Institution,
• To ensure that unit risk management studies are carried out and risk assessment matrices and reports are prepared,
• To provide the necessary information and monitor the implementation so that the programs carried out in the unit are structured in a way that is based on learning outcomes and meets the requirements of TYYÇ and that the process is carried out by the academic staff in accordance with the requirements of service accreditation,
• To carry out other activities related to the quality management system under the procedures and principles determined by the Commission and the Quality Coordinator in line with the mandatory provisions of this Directive.

b. Student Quality Commission

To increase students' awareness of accreditation and quality processes and ensure their participation in the activities carried out and decision-making processes, a student quality commission was established by determining one student from each department through official correspondence.

The Student Quality Commission performs the following duties:
 

• To carry out studies to ensure the internalization and dissemination of quality culture in higher education by students,
• Increasing student participation in quality assurance processes in higher education,
• Creating an archive of the studies carried out,
• To prepare and submit to the Board an activity report on the activities carried out by the Commission during the relevant year.