Al-Madinah International University

Institute Name: INSTITUTE OF POSTGRADUATE STUDENTS

Functions:

1. To propose a general policy for endorsed postgraduate studies including its modification, coordination and fulfilment.

2. To propose internal guidelines with by coordinating with university faculties related to postgraduate studies.

3. To propose principles for gaining entry into postgraduate programs including program fulfilment and supervision.

4. To recommend the endorsement of new programs through careful study and coordination between the proposed program and current programs.

5. To recommend the approval of course curriculum for postgraduate studies and matters related to modification or change of program.

6. To recommend the titles of higher certificates to be submitted to the academic council.

7. To endorse the awarding of degrees.

8. To resolve the concerns of the university’s postgraduate students.

9. To form supervisory boards to oversee academic theses and vivas.

10. To set in place a general framework for research proposals along with the principles that guide academic writing, its production and publication, and models for viva discussion and thesis evaluation.

11. The evaluation of postgraduate programs offered by the university by both internal and external university bodies.

12. To study the periodical reports on the progress of postgraduate studies submitted by the different faculties, academic council or the university director for learning and innovative thought.

Centre Name: RESEARCH CENTRES

Functions:

1. To propose rules and regulations for the systematic administration of research activities in the university.

2. To propose a yearly plan for university research and to prepare the necessary budget to be submitted to the academic council.

3. To endorse research and study projects and to follow-up its implementation and spending according to the relevant regulations.

4. To continuously monitor and act towards providing the necessary financial resources required to fund university research from within the university budget and outside sources.

5. To obtain means and channels for the encouragement of individuals and institutions to financially fund research projects that support and advance the role of the university.

6. To cooperate with academic and research organizations through exchange of research, information and expertise.

7. To provide modes of modern communication and the latest academic publications in the form of periodicals, books and other means of academic communication.

8. To coordinate efforts between university research centers and to work towards combining research efforts along with encouraging joint research projects between departments and faculties to improve the efficient use of resources.

9. To propose methods of fostering relations with various external research centers.

10. To offer specialist consultation and generate theoretical and practical solutions to problems faced by society through conducting research requested by government and national bodies.

11. To distribute research results in the form of international and local distributions and academic documentation to ease the function of researchers.

12. To form and train the academic cadre and postgraduate students to conduct innovative research of high standard through participation in the process of research production.

13. To publish and distribute the researches that has passed evaluation according to the publication rules and regulation of the university.

14. To encourage members of the teaching staff and researchers, particularly those on sabbatical leave, to produce innovative research and to provide the means and research capabilities to complete their research in a conducive environment.

15. To organize systems of communication with external research centers and to foster cooperative ties in order to benefit from the latest developments.

16. To establish an information system for current on-going research and completed research and to exchange research information with other universities and research centers.

17. To supervise and monitor researches funded by external bodies.

18. To form specialist boards according to demand and to study suggestions made by the university representative for research and development.

19. To coordinate with the institute for postgraduate studies on all matters related to the completion of postgraduate research and to work towards providing the research capabilities necessary to complete graduate research and theses.

20. To offer consultation for all researches on issues related to legal ownership and intellectual property.

21. To recommend contracts with researchers, administrators, and technicians for limited periods regarding the required budgets to fund their research projects.

22. To prepare monthly and periodical reports on the centre’s activities to be submitted to the university representative for research and development for learning information.

23. To study yearly reports and final statement of account for the university’s research activities prior to submission to the university representative for research and development.

Centre Name: CORPORATE TRAINING CENTRE

Functions:

1) To propose a general policy for professional training and development programs, the titles of certificates, and the principles for acceptance and evaluation.

2) To administer and supervise training centers on the implementation of training courses and to provide a range of materials and training equipment.

3) To work towards developing professional training and development programs with related internal and external institutes and faculties.

4) To prepare a yearly plan for in-house training as part of the plan for human resource development and to organize vocational programs. To offer assistance in the preparation and supervision of new administrative staff as a first step in the plan for continuous training and education coordinated with the requirements of the centre for academic training.

5) To build experiences and technical cadre in the areas of training and training technologies.

6) To conduct a workshop to introduce the techniques and mechanisms for self development and explain its importance in administrative and technical life.

7) To organize and supervise examinations related to professional training and development programs.

8) To build strategic partnerships with training specialists.

9) To organize short courses for academicians and corporate employees.

10) To strengthen relations with universities and international centers to benefit from their work experiences through training and staff exchange.

11) To market some of the centre’s training and orientation programs in various educational institutes.

12) To prepare monthly reports and keep on-going logs of completed and current training to be submitted to the university representative for research and development.

13) To study yearly reports and final statement of account for the university’s research activities prior to submission to the university representative for research and development.

Centre Name: Academic Development Centre

Functions:

1) To develop systems and programs along with learning curriculum and co-curricular activities supporting university learning.

2) To evaluate and monitor quality controls through electronic evaluation of learning curriculum.

3) To become acquainted with student opinion regarding the teaching process through the application of quality indicators regarding teaching instruction and learning curriculum.

4) To review current university academic programs and study plans.

5) To continuously ensure a high quality of learning.

6) To cultivate the academic and practical skills of members of the teaching staff.

7) To cultivate the academic and practical skills of students.

8)  To arrange intellectual discourses on electronic learning.

9) To obtain institutional and program accreditation.

10) To organize gatherings, courses and workshops for university associates from among academic faculty members.

11) To participate in international conferences related to educational development and to exhibit the centre’s experience in this area.

12) To host groups of international experts for the purpose of conducting exceptional programs.

13) To prepare monthly reports to be submitted to the university representative for research and development.

14) To study yearly reports and final statement of account for the university’s research activities prior to submission to the university representative for research and development

Division Name: Academic Quality Assurance Department

Functions:

1) To set into place rules and regulations, instructions and special mechanisms for curriculum and program development to ensure its fulfillment and to review such initiatives periodically in order to be informed of any developments.

2) To review and evaluate course curriculums and to continuously ensure high standards.

3) To conduct primary research to remedy academic matters and to prepare analytical and strategic studies along with providing the necessary information required.

4) To conduct internal evaluation to monitor quality controls through electronic evaluation of learning curriculum.

5) To become acquainted with student opinion regarding the teaching process through the application of quality indicators regarding teaching instruction and learning curriculum.

6) To organize courses, lectures and workshops related to techniques of preparing learning curriculum and methods for its development.

7) To develop the methods and performance of teaching instruction along with its continuous improvement to ensure a comprehensive standard of quality.

8) To develop methods of evaluation for the teaching faculty.

9) To cultivate the ability of self evaluation through: periodical self assessment and on-going examination of university activities and functions.

10) To conduct academic research in the area of assessment and development.

11) To offer grants and university letters for the implementation of research projects related to the development of members of the teaching staff and cultivating an enriching and professional teaching and learning environment.

12) To prepare monthly reports to be submitted to the director of the centre.

13) To prepare a yearly plan and to place a time schedule for department activities and the monitoring of its implementation, along with preparing yearly reports to be submitted to the director of the centre.

Division Name: Academic Cooperation Department

Functions:

1) To organize courses, lectures and workshops related to techniques of preparing learning curriculum and methods for its development.

2) To participate in international conferences related to educational development and to exhibit the centre’s experience in this area.

3) To host groups of international experts for the purpose of conducting exceptional programs.

4) To conduct primary research to remedy academic matters and to prepare analytical and strategic studies along with providing the necessary information required.

5) To organize and offer lectures, short courses, work groups and discussion related to teaching efficacy, fostering quality education and academic guidance.

6) To draft programs and mechanisms to train and develop the skills of the teaching faculty, particularly new staff, and to exchange successful experiences between members of the teaching faculty.

7) To establish relations with research and learning institutions in the area of Islamic and Arabic studies and to associate the research conducted by members of the teaching faculty in what promotes this end.

8) To prepare monthly reports to be submitted to the director of the centre.

9) To prepare a yearly plan and to place a time schedule for department activities and the monitoring of its implementation, along with preparing yearly reports to be submitted to the director of the centre.

Centre Name: Administrative Development Centre

Functions:

1. To offer support to project associates.

2. To monitor and supervise the current progress of projects

3. To study, plan, develop and supervise the maturation of the department for project management.

4. Managing the processes of project change.

5. Managing project quality processes.

6. Managing project hazard controls.

7. Managing project communication processes.

8. To develop and maintain the management of quality control systems and the improvement of fundamental operations for university staff in the hope of improving work performance.

9. To supervise the preparation of administrative rules and regulations and to supervise the monitoring of its development and implementation.

10. To supervise the preparation of organizational structures and the development of its effectiveness and administrative superintendence.

11. To study and identify the training and administrative needs of employees in all areas through cooperating and coordinating with different administrative divisions and university faculties.

12. To improve the optimal performance of the university through improving the flow of systematic activity and to restore technical operations in the effort to obtain maximum performance.

13. To offer administrative consultation according to requests by various divisions to generate solutions best suited to remedy problems faced.

14. To coordinate with the necessary authorities both internally and externally in order to obtain certification in quality management of the university.

15. To design, implement, and administer a specialized system for document control on the grounds that information can be generated, shared, organized and stored in relevant and effective ways that assists the administration to perform its functions.

16. To develop and maintain the administrative system of records that can potentially be used for development and maintenance, and to ensure the required records are kept for correct documentation, policies and actions, and for the effective and economic administration of university operations.

17. To ensure systematic compliance with university document control systems and to ensure all divisions within the university comply with this system.

Division Name: Business Management Systems Department

Functions:

Quality Control System:

1. To develop and maintain a quality control system that covers all policies, operations and procedures necessary for planning and implementation in the fundamental areas of university operations. This enables the university to define, measure, monitor and improve various fundamental university operations that will lead to improving work performance.

2. To define the necessary procedures for the quality control system and its application throughout the university.

3. To identify the progress and effectiveness of those procedures regarded necessary to guarantee that both the employment and supervision of these procedures are effective.

4. To assure the provision of the necessary resources and information to support the employment and supervision of these procedures.

5. To assure the existence of monitoring systems and measures and assessment of these procedures.

6. To assure the implementation of the necessary operations to realize the determined results and continuously improve these procedures.

7. To oversee the preparation of rules and regulations for management and to supervise the monitoring of its development and implementation.

8. To oversee the preparation of the organizational structure in the aim to develop its effectiveness and administrative supervision.

9.To study and identify the training and administrative needs of employees in all areas through cooperation and coordination with various administrative divisions and university faculties.

10.To develop the relevant mechanisms to measure employee performance and to study and identify the training and administrative needs and modes of evaluation according to employee classification through coordination with specialist authorities.

11.To develop the appropriate mechanisms to measure the employees’ performance and to identify the administrative training needs by category.

12.To offer sufficient assistance and support for all levels of authority for administrative and leadership development through organizing courses on professional administration with coordination with the centre for professional training and development.

13.To improve the optimal performance of the university through improving the flow of systematic activity and to restore technical operations in the effort to obtain maximum performance.

14.To ensure uniformity throughout the university particularly matters related to the optimal performance of all operations.

15. To reduce time consuming administrative functions.

16.To develop and simplify work procedures which cover complicated and reoccurring operations.

17.To avoid hazardous obstructions through a united vision for the university.

18.To prepare and develop brochures and administrative documents.

19.To provide administrative education and guidance necessary for a excellent work performance.

20.To offer administrative consultation based on request by different authorities to generate apt solutions to remedy problems.

21.To research opportunities for the university to obtain certification in quality control.

22.To coordinate with the necessary internal and external authorities to obtain certification in quality control for the university.

System for Document Control

1. To design, implement, and administer a specialized system for document control on the grounds that information can be generated, shared, organized and stored in relevant and effective ways that assists the administration to perform its functions.

2. To develop and maintain the administrative system of records that can potentially be used for development and maintenance, and to ensure the required records are kept for correct documentation, policies and actions, and for the effective and economic administration of university operations.

3. To ensure systematic compliance with university document control systems and to ensure all divisions within the university comply with this system.

4. To organize, train, foster… etc, administrative activities related to document control and archive administration.

5. To prepare the regulations and measures related to document control and archive administration.

6. To commission responsibilities and remunerations within the systems for document control and archive administration.

7. To produce and distribute procedures and instructions related to document control and archive administration.

8.To provide a variety of services related to the administration and usage of document control and archive administration.

9. To ensure the complete integration of document control and archive administration in operations and work systems.

10.To prepare monthly reports to be submitted to the director of the centre.

11.To prepare a yearly plan and to place a time schedule for department activities and the monitoring of its implementation, along with preparing yearly reports to be submitted to the director of the centre.

Department Name: Project Management Department

Functions:

•  First: To offer support to all project associates.

1. To prepare a comprehensive group of operations, information and training related to project administration and superintendence and to monitor its development and quality measures.

2. To establish an information system through collecting, organizing, storing and analyzing all information and activities fundamental to the continuous support of project directors and that contributes to improving future projects.

3. To identify the internal training needs for the development of the skill set of all project associates.

4. To support and assist all levels of administrators for the development of project administration through organizing courses in professional training.

5. To produce ways of facilitating the realization of the strategic goals of Al-Madinah International University through project management.

6. To produce ways of administering the resources necessary for the success of a project through cooperation with all divisions and heads of departments.

•  Second: To monitor and supervise current project progress.

1. To administer and guide project leaders and to monitor their efforts to realize project objectives.

2. To prepare rules and regulations and to superintend its implementation in all levels of the project.

3. To oversee and inspect project tasks and monitor work competence and adequacy.

4. To ensure precision in the application of project administration and operations.

5. To monitor and assess hazards and challenges and to oversee the solutions proposed while working towards minimizing them.

6. To monitor and assess the plans for quality control and communication.

7. To monitor and assess change along with overseeing its complete implementation.

8. To monitor performance quality and the necessary successes for good project management.

•  Third: To study, plan, develop and oversee the maturation of the division for project administration.

1. To cultivate the best practices of the project administration office and to monitor its results and KPI’s.

2. To study, plan, develop and oversee the maturation of the methodology of project administration.

3. To contribute to project competency and improve the speed for project completion.

4. To establish, implement and develop hazard and communication management and to ensure its consistency with strategic goals.

5. To establish, implement and support plans to increase university revenues.

6. To establish, implement and develop the management of change and quality controls and to ensure its consistency with strategic goals.

•  Fourth: Managing the operations of change in projects.

1. To setup and unite the tools, methods, procedures, rules and regulations in the implementation of management of change.

2. To manage and oversee all changes resultant of internal university projects.

3. To perform all the activities of “Management of Change” and to head “the body that governs change” for (CCB) projects in order for the plan of change to be endorsed.

4. To setup and manage the foundation for the declaration of change (CMDB).

5. To observe, study and remedy the secondary effects pf change with the goal of preserving the competency of general activity.

•  Fifth: Managing Project Quality Controls.

1. To setup and unite the tools, methods, procedures, rules and regulations in the implementation of quality control management in an organized way and to oversee its operations

2. To identify suitable project quality indicators and to endorse its plans and methods of application.

3. To establish lists for quality references and to identify the principle line of quality.

4. To oversee the application of quality activities and to offer support for the project team.

5. To oversee the monitoring of project works and its results to verify its conformity to certain quality measures and to offer support to the project team.

6. To study the return from the application of the planned project and its evaluation to verify its conformity with the primary requirements for which the project was initially ventured.

•  Sixth: Managing the operation of risks for the projects

1. To setup and unite the tools, methods, procedures, rules and regulations in the implementation of hazard control management in an organized way and to oversee its operations.

2. To supervise the identification of hazards and the evaluation of its types and quantities along with its solution and to offer support for the project team.

3. To develop options and procedures to cultivate opportunities and minimize threats to the planned objectives.

4. To follow-up the known hazards and to test planned responses to hazards and evaluate its effectiveness throughout the planned venture.

5. To offer the necessary training and consultation related to the management of hazard control.

•  Seventh: Management of Project Communications.

1. To define and document all information and documentation necessary to ensure effective communication.

2. To work towards the availability of requested information in orderly time frames and within a uniformity of form.

3. To gather performance information and prepare and distribute current statements and performance measures and predictions.

4. To prepare monthly statement to be submitted to the director of the centre.

5. To prepare a yearly plan and to place a time schedule for department activities and the monitoring of its implementation, along with preparing yearly reports to be submitted to the director of the centre.