Bayburt University

Our Purpose:

The Bayburt University School of Applied Sciences was established by the Council of Ministers on February 16, 2016, by decree number 2016/8555. Approval for the establishment of the departments of “Management Information Systems” and “Organic Farming Management” was granted on July 13, 2016, and student enrollment in these departments began in the 2017-2018 academic year, marking the start of our educational services. On June 4, 2018, with the decree number 2018/11959, the School of Applied Sciences was dissolved and replaced with the Faculty of Applied Sciences. Our faculty additionally includes departments of “Social Work,” “Digital Game Design,” “Customs Management,” and “Emergency Aid and Disaster Management.”

The primary aim of the education provided in our faculty’s programs is to cultivate individuals who uphold the fundamental values of our country along with universal values, are research-oriented, entrepreneurial, participatory, cooperative, capable of producing and applying knowledge and technology, professionally skilled, and competent in their fields.

Our Tasks and Responsibilities:

The Bayburt University School of Applied Sciences was established on February 16, 2016, by decree number 2016/8555 upon the recommendation of the Ministry of National Education, in accordance with the additional Article 30 of Law No. 2809 dated March 28, 1983. On June 4, 2018, with decree number 2018/11959, the School of Applied Sciences was dissolved, and the Faculty of Applied Sciences was established. The active departments within our faculty include Management Information Systems, Organic Farming Management, Customs Management, and Emergency Aid and Disaster Management. Additionally, a Faculty Advisory Board was established within our faculty as of March 6, 2023. Our faculty operates within the scope of duties and authority defined by law, fulfilling its responsibilities to the Rectorate under the guidance of the General Secretariat.

The duties, authority, and responsibilities of the Dean of the Faculty of Applied Sciences are as follows:

Planning, organizing, directing, coordinating, and supervising functions to achieve efficiency and effectiveness in educational activities.
Performing disciplinary, administrative, and academic procedures related to faculty students and academic-administrative staff.
Ensuring the necessary physical and human resources for the organized conduct of educational, scientific research, and publication activities.
Identifying academic and administrative staffing needs for the faculty and informing the relevant authorities.

1. UNITS

a) Faculty Board

b) Faculty Executive Board

c) Department of Emergency Aid and Disaster Management

d) Department of Customs Management

e) Department of Organic Farming Management

f) Department of Management Information Systems

g) Faculty Secretariat

h) Personnel, Documentation, and Personnel Affairs Unit

i) Financial Affairs, Paymaster, and Movable Property Registration Officer

j) Student Affairs

k) Department Secretariat

l) Faculty Advisory Board

The Faculty of Applied Sciences fulfills its duties through the following affiliated units:

a) Faculty Board

The Faculty Board consists of the dean, department heads within the faculty, the heads of affiliated institutes or schools, if any, and three professors, two associate professors, and one assistant professor elected from within the faculty for a three-year term.

The Faculty Board holds regular meetings at the beginning and end of each semester. The dean may call the Faculty Board for meetings when necessary. The Faculty Board is an academic body and performs the following duties:

Deciding on the principles, plans, programs, and academic calendar related to the faculty’s educational, research, and publication activities.
Electing members to the Faculty Executive Board.
Fulfilling other duties assigned by laws and regulations.

b) Faculty Executive Board

The Faculty Executive Board consists of the dean, along with three professors, two associate professors, and one assistant professor elected by the Faculty Board for a three-year term. The Faculty Executive Board meets upon the dean's call and may establish temporary working groups or educational coordinators and arrange their duties as needed.

The Faculty Executive Board is an administrative body that assists the dean with the following tasks:

Assisting the dean in implementing the principles established by the Faculty Board.
Ensuring the implementation of the faculty’s academic programs and schedules.
Preparing the investment, program, and budget proposal for the faculty.
Making decisions on all matters presented by the dean concerning faculty management.
Making decisions regarding student admissions, course equivalency, dismissals, and examination procedures.
Fulfilling other tasks assigned by laws and regulations.

c) Department of Emergency Aid and Disaster Management

The Emergency Aid and Disaster Management Program is an interdisciplinary field closely related to health, civil defense, first aid, physical education, communication technologies, engineering, and biology. This demonstrates the program's suitability for interdisciplinary work. In recent years, natural events of various causes have reached disaster levels in our country and worldwide, resulting in significant damages. Therefore, initial response and post-disaster management have become highly critical. This program contributes to developing and spreading management approaches, systems, and technologies in disaster response worldwide. The aim of this department is to train innovative, research-oriented, and entrepreneurial experts equipped with knowledge and skills related to pre-disaster education, awareness, project development, and all loss-reduction activities, including coordination in the event of a disaster.

d) Department of Customs Management

This department equips individuals with the knowledge and skills required in international trade and customs, making them competent in the field. In this department, students receive education primarily in customs regulations and practices, international trade, business, logistics, economics, law, statistics, finance, payment systems, and accounting. The department aims to train individuals who can work in customs-related fields. Graduates of the Customs Management program are awarded the title of "Customs Management Professional." Those who pass the customs brokerage exams receive the title of "Customs Broker."

e) Department of Management Information Systems

Management Information Systems (MIS) is an interdisciplinary field that combines business and information technology. Innovations in information systems are rapidly advancing, and in today’s digital age, business success depends on the effective and efficient use of information systems and technologies. With rapid developments in artificial intelligence and machine learning technologies, decision support systems are also changing quickly. The business world, aiming to keep up with these changes, requires personnel with a command of IT and technology infrastructure and system analysis skills. This department aims to train managers specialized in these areas.

f) Department of Organic Farming Management

The Organic Farming Management Program is a four-year undergraduate program that provides students with a degree in organic farming. Students take courses not only on organic farming and support applications but also on production, marketing, accounting, finance, management, organization, and strategic management related to business. Our program aims to provide students with an innovative, entrepreneurial, and scientific perspective. In this way, we aim to train qualified personnel with the knowledge and skills to meet the demand for experts in the rapidly developing organic farming sector both in our country and worldwide.

g) Faculty Secretariat

In accordance with Article 51 of the Higher Education Law No. 2547, the Faculty Secretariat organizes all administrative and academic activities under the responsibility of the Dean to ensure that all necessary operations align with the objectives and principles set by the top management of Bayburt University. The Secretariat ensures that these activities are conducted effectively and efficiently to achieve the faculty’s vision and mission.

The duties, authority, and responsibilities of the Faculty Secretary are as follows:

Performing tasks in accordance with Articles 51/b and 51/c of the Higher Education Law No. 2547 and overseeing all internal and external administrative tasks within the faculty.
Making personnel recommendations to the Dean regarding appointments within the administrative structure of the faculty.
Acting as the “execution officer” under Article 33 of the Public Financial Management and Control Law No. 5018, if approved by the Dean.
Serving as a non-voting rapporteur for the Faculty Board and Executive Board.
Preparing agendas for the Academic General Assembly, Faculty Board, Executive Board, and Discipline Board meetings and ensuring their distribution to members.
Ensuring that decisions from the Faculty Board, Executive Board, and Discipline Board are conveyed to the Rectorate and other relevant bodies and archived.
Forwarding and recording incoming internal and external documents, and directing them appropriately within the unit.
Establishing an archive within the faculty, appointing an archive officer, and ensuring that documents from previous periods are archived in compliance with archival regulations.
Managing protocol, public relations, and media-related tasks for the faculty.
Ensuring the necessary procedures for procuring goods and materials for the faculty are carried out by the responsible property registration control officer.
Coordinating personnel matters related to rights, hiring of academic and administrative staff, extensions, and administrative investigations.
Organizing the leave schedules of administrative personnel in a way that does not disrupt workflow.
Managing performance evaluations and disciplinary procedures of administrative personnel in compliance with regulations.
Ensuring necessary security measures are in place on the faculty campus.
Preparing, monitoring, and submitting the internal control compliance action plan to relevant units.
Ensuring the preparation of presentations for the Academic General Assembly.
Adhering to principles of budgetary savings.
Overseeing the faculty website and ensuring continuous updates.
Organizing official openings, ceremonies, and student events arranged by the faculty.
Conducting periodic meetings with administrative personnel to ensure smooth and efficient operations, implementing measures for equitable division of labor, and monitoring adherence to dress codes and working hours.
Ensuring the upkeep and monitoring of personal files for academic and administrative personnel, and providing required information to higher authorities when necessary.
Ensuring the orderly conduct of student affairs.
Reviewing and responding to requests and letters from internal or external sources in a timely manner, making necessary announcements, and archiving documents.
Ensuring the procurement, maintenance, and repair of inventory items, cleaning supplies, stationery, classroom equipment, and academic materials requested by unit and department heads, within budget constraints.
Supervising purchasing and bidding processes and concluding their operations.
Following up on examination processes for academic personnel and ensuring timely reporting of results to the Rectorate, and facilitating timely renewals for academic personnel contracts.
Preparing the faculty budget draft.
Ensuring the regular conduct and supervision of environmental, cleaning, maintenance, and repair services.
Preparing and processing the salaries, travel expenses, and course fees for academic and administrative staff, as well as managing inventory records, purchasing, budget monitoring, and appropriation tracking.
Ensuring the organization and regular upkeep of faculty storage facilities.
Planning, efficient use, and improvement of technical/technological and physical infrastructure.
Reviewing requests to open book exhibitions, stands, or to post banners within the faculty, and supervising these activities.
Assisting in providing necessary social services to students.
Ensuring the regular operation of printing, photocopying, and IT services.
Issuing certificates of enrollment upon student request.
Approving and certifying necessary documents.
Protecting and safeguarding documents, equipment, and supplies related to assigned duties.
Ensuring the equitable division of work and appropriate supervision among administrative, technical, and support staff.
Responding to simple inquiries in writing in accordance with information access laws.
Issuing necessary reminders regarding workplace health and safety practices, ensuring the proper inspection of electrical appliances, and advising on closing doors and windows outside of working hours.
Performing additional tasks as assigned by the process and upper management. The Faculty Secretary is primarily accountable to the Dean for overseeing, monitoring, and obtaining results from all activities.

h) Personnel, Documentation, and Personnel Affairs Unit

In line with the objectives and principles established by the top management of Bayburt University, this unit carries out internal and external communications and performs necessary archival activities to ensure that all faculty operations are conducted effectively and efficiently.

Receiving incoming documents.
Monitoring the arrival of physical attachments sent via EBYS (Electronic Document Management System) in consultation with EBYS users, and contacting relevant units if they do not arrive.
Coordinating the dispatch of physical documents sent via EBYS, and forwarding any deficiencies to the relevant units.
Receiving and distributing all types of postal documents for academic and administrative personnel within the faculty.
Posting announcements approved by the Dean on faculty bulletin boards, preparing daily attendance sheets, and recording leave, sick leave, etc., in the attendance log.
Managing leave applications and tracking leave days for academic and administrative personnel, sending leave forms to the Personnel Department, and informing the Personnel Department of their return.
Recording return to duty for academic and administrative personnel at the end of health-related absences, converting health reports into leave forms, and forwarding them to the Personnel Department for necessary deductions.
Sending annual leave and health leave forms of permanent workers to the Health, Culture, and Sports Department by official letter.
Conducting internal and external correspondence, archiving, and assigning date and number to correspondence, and handling communications for academic and administrative personnel.
Managing correspondence related to the Faculty Quality and Management System Unit.
Announcing and managing faculty-related notices.
Managing correspondence for committees established within the faculty.
Notifying units of dates for cultural activities, and ensuring necessary posting of materials in designated locations.
Receiving and distributing postal documents for academic and administrative staff, archiving the duties and lists of committees established within the faculty.
Keeping a record of scientific and artistic activities conducted by faculty members, including any awards received.
Ensuring the provision of necessary information for academic and administrative staff related to the Faculty Quality and Management System Unit, and implementing and finalizing surveys conducted under quality assurance for academic and administrative staff.
Performing other tasks as assigned by relevant laws, regulations, and upper management.

The Personnel, Documentation, and Personnel Affairs Unit is responsible to the Faculty Secretary for carrying out the duties listed above.

ı) Financial Affairs, Paymaster, and Movable Property Registration Officer

This unit ensures that all financial operations related to the faculty are conducted effectively and efficiently, overseeing all related activities.

Preparing and tracking monthly salaries and personal files for all personnel.
Calculating additional course exam fees for academic staff.
Calculating Second Education working hours for academic and administrative personnel.
Monitoring incoming and outgoing documents related to the faculty’s financial affairs.
Preparing correspondence, tracking it until completion, and ensuring its filing and archiving.
Preparing monthly retirement deduction notifications.
Managing Social Security registration for new hires and exits for academic and administrative staff.
Preparing and reporting payroll and accrual vouchers for students who intern at the faculty to the Health, Culture, and Sports Department.
Preparing monthly work schedules for part-time student employees and reporting to the Health, Culture, and Sports Department.
Checking all personnel documents and processing travel allowances for temporary or permanent duties, then submitting them to the Strategy Development Department.
Processing Social Security registrations and terminations for newly hired or departing staff, and tracking the procedures for staff on leave, health leave, or temporary assignment.
Maintaining, backing up, and archiving spending and accrual-related files.
Processing payments for telephone, fax, and courier invoices used within the faculty.
Managing additional appropriations and transfers and ensuring sufficient appropriations.
Ensuring expenses comply with laws, regulations, and policies.
Safeguarding all information and documents related to the Dean or other personnel, preventing unauthorized access.
Preparing the budget draft in coordination with the Movable Property Registration Officer.
Tracking and finalizing all unit-related correspondence in the EBYS system.
Reporting to upper management on completed and pending tasks, explaining reasons for unfinished ones.

The Financial Affairs Unit is responsible to the Faculty Secretary for the execution of the duties listed above.

i) Student Affairs

Receives student-related documents from the Dean’s office and monitors them until finalized.
Prepares all correspondence related to student affairs, submits them for the Faculty Secretary’s approval, and oversees distribution, filing, and archiving.
Follows and announces updates to undergraduate education, teaching, and exam regulations.
Prepares various documents for students, including deferral requests, transcripts, registration freeze requests, scholarship certificates, temporary graduation certificates, diplomas, and student disciplinary investigation results.
Manages exemption procedures for courses taken in previous studies by newly enrolled or transferred students and monitors the exemption process for students who pass the university’s exemption exam.
Prepares necessary documents for students’ transfer and course exemption requests and monitors them until finalized.
Tracks transcripts and clearance documents for students.
Handles correspondence and operations related to summer school.
Manages processes related to student contributions.
Prepares and completes course registration processes.
Posts relevant announcements on the faculty’s student bulletin boards and removes those that are outdated.
Archives all student-related documents.
Compiles and tracks student success rates at the end of each semester and issues certificates of achievement.
Collects documents for students who missed exams due to valid excuses.
Notifies departments and students of Executive Board decisions.
Prepares and concludes necessary arrangements for graduation exams and grade improvement exams.
Monitors all procedures related to the student council and representation within the faculty until finalized, and prepares necessary correspondence and documents.
Prepares for the allocation of student quotas for the faculty.
Announces lists of students with attendance issues from each department before semester-end exams.
Identifies students who rank in their programs and announces department exam schedules each semester.

The Student Affairs Unit is responsible to the Faculty Secretary for carrying out the duties listed above.

j) Department Secretariat

Executes all tasks related to its assigned departments, ensuring that activities are conducted effectively and efficiently.
Receives departmental mail from the Dean’s office and distributes it to relevant units.
Prepares an official memo to notify the Dean’s office of finalized weekly class schedules.
Posts finalized exam schedules and weekly class schedules on the student bulletin board.
Posts relevant announcements on the department’s student bulletin board and removes outdated ones.
Prepares an official memo for the exam schedule to be distributed to instructors and proctors.
Manages correspondence between the faculty and departments and delivers them to the relevant parties.
Records outgoing and incoming documents in “department outgoing” and “department incoming” document logs and files them.
Monitors required actions on documents received from the Dean’s office and ensures timely delivery of completed documents.
Announces department meeting notifications.
Writes and distributes Department Board reports, archiving a copy.
Notifies relevant instructors of “Faculty Executive Board” decisions related to students.
Prepares memos for extending the tenure of department faculty members and submits them to the Dean’s office.
Forwards student-related correspondence to heads of academic departments, advisors, and course instructors, and writes opinion letters on requested issues.
Delivers incoming correspondence to the Department Head and directs registered documents to the appropriate units. Ensures the execution and duplication of departmental documents and delivers them to relevant parties.
Ensures the preparation of Department Board decisions and official memos under the supervision of the Department Head and transfers documents to the designated individual or unit with a signature.

The Department Secretariat is responsible to the Faculty Secretary for fulfilling the duties listed above.

k) Faculty Advisory Board

The Faculty Advisory Board is chaired by the unit manager. In the absence of the chair, the unit/department/program vice-chair or a board member appointed by the chair oversees the meetings. The rapporteur duties of unit advisory boards are performed by a person appointed by the advisory board chair (department head, department vice-chair, faculty secretary, or a board member).

The responsibilities of the Advisory Boards are as follows:

Providing recommendations and initiatives to strengthen relationships and collaborations between academic units and research and development units to ensure the effective conduct of education, research, and community service processes.
Offering recommendations in determining the objectives and outcomes of educational programs, designing and updating educational plans, considering current international, national, and regional needs and competencies expected of graduates.
Evaluating the achievement levels of program objectives and outcomes, assessment and evaluation results, and stakeholder satisfaction, and offering improvement recommendations related to education.
Making recommendations and taking initiatives at the institutional level to ensure the effective conduct of activities like internships, projects, capstone projects, and theses, which are integral parts of the educational programs.
Making institutional-level initiatives for organizing mentoring/coaching programs and experience-sharing meetings that contribute to the personal development of students during their education.
Providing recommendations for the alignment of educational, research, and development activities of academic and research units with current scientific and social needs and taking institutional-level actions to address these needs.
Making recommendations and taking institutional initiatives to enhance the visibility and awareness of university units and the activities conducted by these units.
Developing proposals and taking institutional initiatives for collaborations on community service projects involving university students, academic, and administrative staff.

2. UNIT QUALITY MANAGEMENT SYSTEM TEAM

The team’s purpose is to ensure the establishment, improvement, monitoring, and sustainability of the Faculty of Applied Sciences Quality Management System, in alignment with Bayburt University’s Quality Policy and Objectives. Within this framework, the team’s duties are as follows:

Implementing and developing the ISO 9001:2015 Quality Management System and YÖKAK Service Accreditation.
Preparing quality documentation.
Distributing, revising, and tracking Quality Management System documentation.
Tracking and maintaining external documents.
Evaluating request forms from units and sub-units.
Coordinating and planning internal audits and conducting them according to this plan.
Initiating corrective and preventive actions related to non-compliant services, ensuring inter-unit coordination, exchanging views, and monitoring non-compliance.
Planning, organizing, and conducting training activities.