Academic Coordination Unit

The Academic Coordination Unit consists of a Head, year coordinators, and course coordinators. It counsels the Dean and the Faculty Academic Board about academic subjects.

As part of its duties, roles, and responsibilities, the Academic Coordination Unit:

1. Determines, together with the relevant Year Coordinator, the start and end dates of Dentistry courses, as well as preclinical and clinical practices, for the following term, and submits these dates to the Dean’s Office by the beginning of May.
2. Determines the exam dates with the relevant Year Coordinators, and offers the dates of the following year to the Dean’s Office not later than the beginning of May.
3. Works to improve undergraduate educational programmes, and make suggestions to the Dean’s Office on this matter.
4. Ensures that education and training, and exams are in line with the programme.
5. Monitors the suitability of the conditions of classrooms, laboratories, and other academic units for the educational programme, determines the problems, and offers solutions to the Dean.
6. Ensures that the exam forms and records are stored safely for at least two years from the exam dates.
7. Supervises the duties of year coordinators and course coordinators, and enables the Dean to consider their requests and suggestions.
8. Perform other duties the Dean assigns.
9. The Academic Coordination Unit holds regular meetings once every three months in line with the agenda.

Head of the Academic Coordination Unit

Selected from among the Faculty of Dentistry’s faculty members, the Head of the Academic Coordination Unit is appointed by the Dean for three years.

As part of their duties, roles, and responsibilities, the Head of the Academic Coordination Unit:

1. Plans, carries out, and supervises the duties, roles, and responsibilities of the Academic Coordination Unit.
2. Ensures that all educational activities are carried out in line with the faculty’s mission, vision, and learning objectives, and supervises all the instruction practices.
3. Facilitates coordination among coordinators, and undertakes the responsibility for the works of the Academic Coordination Unit.
4. Ensures that the necessary examinations are made, finalised and information is provided to students regarding their appeals against exam results. Refers appeals and their results to the Faculty Administrative Board if necessary.
   

Year Coordinators

Selected from among the Faculty of Dentistry’s faculty members, Year Coordinators are appointed by the Dean upon the Head of the Academic Coordination’s recommendation. One faculty member is appointed for each year. Their term of office is one year, and can be extended if necessary.

As part of their duties, roles, and responsibilities, Year Coordinators:

1. Determine, together with the Head of the Academic Coordination Unit, the start and end dates of courses, preclinical and clinical practice periods, as well as exam dates, at least four months before the beginning of the academic year.
2. Ensure that the relevant course syllabi are prepared by the course coordinators, and that the clinical practice schedules are prepared by the clinical practice supervisors and delivered to the relevant academic staff.
3. Ensure that the academic studies are carried out according to the programmes, and clinical practices and courses are coordinated.
4. Make requests for questions required for final and resit exams, prepare the list of students who will take the exams, have the printed questions approved by the relevant faculty members before the exam, administer the final and resit exams, ensure all documents are properly enclosed in envelopes without any missing materials, and deliver the envelopes to the archive with the approval of the Head of the Academic Coordination Unit.
5. Ensure that exams are administered according to the regulations, exam halls are prepared accordingly, chief invigilators and invigilators are assigned to the halls, and answer forms are prepared. They also supervise the exams to be held with discipline and according to rules, ensure that solutions to the problems that may occur during exams are provided. Coordinate the course coordinators and clinical practice supervisors that are assigned to those duties.
6. Ensure the evaluation of the final and resit exam results and their announcement to students, and ensure that the results reach the secretarial office of the coordination unit no later than three days after the exam/clinical practice date.
7. Monitor the suitability of classroom and clinical practice conditions for the educational programme, determines the problems, and offer solutions to the Head of Academic Coordination Unit.
8. Inform the Head of the Academic Coordination Unit about the changes and new arrangements they plan for the relevant year and make recommendations.
9. Conduct meetings, when needed, to monitor and evaluate the academic programmes.
10. Supervise the duties of the course coordinators and clinical practice supervisors, and evaluate their requests and suggestions, and ensure their implementation.

Course Coordinators

Course coordinators are appointed by the Dean upon the year coordinator’s recommendation. Their term of office is one year, and can be extended if necessary.

As part of its duties, roles, and responsibilities, the course coordinators:

1. Ensure that the academic calendar and necessary documents are prepared before the relevant academic year begins, and announce them to the academicians and students at least one month prior to the beginning of the academic year.
2. Review written suggestions from faculty members regarding changes to the course timetable up to one month before the start of the academic programme, make adjustments that will not disrupt the integration of the programme, and communicate any potential issues to the Head of the Academic Coordination Unit through the relevant year coordinators.
3. Ensure that the courses, practices, and exams scheduled in the programme are carried out without interruption. Identify any issues and propose solutions by communicating them to the year coordinator.
4. Inform the relevant faculty members about the course content and hours, ensure regular monitoring of attendance, determine the number of questions for the course exams and request them, create the list of students who will take the exam, have the questions approved by the faculty members before the exam, administer the course exams, and envelope the attendance and exam documents completely before delivering them to the year coordinator (The exams referred to include theoretical and practical exams as well as make-up exams.  For course exams, these include quizzes, midterms, finals, resits, and make-up exams.).
5. Ensure the evaluation of the course exam results and their announcement to students, and ensure that the results reach the secretarial office of the Coordination Unit within three days after the exam/clinical practice date.
6. Prepare the course programme for the following year academic year by the end of May each year, and submit it to the relevant year coordinator.
7. Make recommendations to improve course effectiveness.
8. Attend the year board meeting if deemed necessary by the relevant year coordinator.