Faculty of Dentistry

Terms of Reference

Academic Coordination consists of the Chair, Year Coordinators, and Subject Committee and Course Supervisors. It counsels the Dean and the Faculty Academic Board about academic subjects.

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

  1. Determines the beginning and ending dates of the courses, subject committees, and clinical practices of the Faculty of Dentistry together with the relevant Year Coordinator, and offers the dates of the following year to the Dean’s Office not later than 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 develop pre-graduation  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 Subject Committee  Coordinators, and enables the Dean to consider their requests and suggestions.
  8. Perform other duties the Dean assigns. 

Chosen from the Faculty of Dentistry’s faculty members, Chair of the Academic Coordination is appointed by the Dean for three years.

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

  1. Plans, carries out, and supervises the duties, roles, and responsibilities of the Academic Coordination.
  2. Ensures that the whole education is given according to the mission, vision, and learning objectives of the Faculty, and supervises all the instruction practices.
  3. Facilitates coordination among coordinators, and undertakes the responsibility for the Academic Coordination’s works.
  4. Ensures that the required reviewing process of exams are carried out and finalized, and the students are informed about the results; and if necessary, refers the appeals and their results to the Faculty Administrative Board.

Chosen from the Faculty of Dentistry’s faculty members, Year Coordinators are appointed by the Dean upon the Chair 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 parts of their duties, roles, and responsibilities, Year Coordinators:

  1. Determine the beginning and ending dates of the courses, subject committees, and clinical practices with the Chair of the Academic Coordination not later than four months before the academic year starts. 
  2. Ensure that they prepare the subject committee syllabi with the chairs of the relevant subject committees, and the clinical practice supervisors prepare the clinical practice programmes themselves, and these syllabi and programmes are delivered to the academicians. 
  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 Subject Committee Final and Resit Examination, make the list of students that will take the exams, have the questions it prints out approved by the faculty members before the exam, administer the Subject Committee Final and Resit Examination, envelope the document without any missing papers, and deliver the envelopes to the Archive  following the Chair of the Academic Coordination’s approval.  
  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, and coordinate the Subject Committee Chairs and Clinical Practice Supervisors that are assigned to those duties. 
  6. Ensure that the Final and Resit Exams are evaluated and their results are announced to the students. 
  7. Monitor the suitability of classroom and clinical practice conditions for the educational programme, determines the problems, and offer solutions to the Dean. 
  8. Inform the Chair of the Academic Coordination about the changes and new regulations they plan for the relevant year and make suggestions. 
  9. Conduct meetings, when needed, to monitor and evaluate the academic programmes.
  10. Supervise the duties of the Chairs of Subject Committee and Clinical Practice Supervisors, and evaluate and grant their requests and suggestions.

Chairs of Subject Committee 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 parts of their duties, roles, and responsibilities, Chairs of Subject Committee:

  1. Ensure that the academic calendar and necessary documents are prepared before the relevant academic year begins, and announce these to the academicians and students not later than  one month before the beginning of the academic year.
  2. Review the written requests for timetable changes to be sent by the academicians not later than a month before the academic programme begins, and make arrangements without obstructing the integration of the academic programme, inform the Chair of the Academic Coordination through relevant Year Coordinators about the matters that could obstruct the programme.
  3. Ensure that the courses, practices, and examinations prescribed in the programme are carried out without any obstruction, inform the Year Coordinator about any problems, and offer solutions.
  4. Communicate the course contents and timetables of the relevant subject committee to the relevant academicians, follow the attendance records regularly, ensure that the number of questions for the subject committee/course exams are determined, and make question requests for the exams, make lists of students that will take the exams, have the questions they print out approved by the faculty members before the exam, administer the subject committee/course exams, envelope the subject committee/course attendance records and the subject committee/course documents without any missing files, and deliver the envelopes to the relevant Year Coordinator. (Above-mentioned exams denote theoretical and practical subject committee exams and makeup exams for subject committees, and theoretical and practical quizzes, midterms, final exams, and resit and makeup exams for courses.)
  5. Ensure that the subject committee/course exam results are evaluated, announced to the students, and delivered to the Secretariat of the Academic Coordination within three days at the latest after the exam/clinical practice dates.
  6. Prepare the following year’s subject committee educational programme by the end of May each year, and submit it to the relevant Year Coordinator.
  7. Make suggestions to increase the efficiency of the subject committee.
  8. Attend the Year Committee meeting if the relevant Year Coordinator finds it necessary.

Chosen from the representatives of the Department of Dentistry of the Faculty of Dentistry, Curriculum Commission is appointed by the Dean upon the Chair of the Academic Coordination’s recommendation.

As parts of its duties, roles, and responsibilities, the Curriculum Commission:

  1. Carries out its works to find solutions to and improve the academic matters, and thus aims to increase the quality of education permanently.
  2. Organise the reconstruction of education in the Faculty according to the legislation and international scientific education principles.
  3. Exchanges ideas about the objectives of the education of Dentistry in the Faculty and its planning, implementation, and improvement, and accordingly, prepares reports and draws up offers.
  4. Ensure that the curriculum forms and syllabus forms are prepared.
  5. Make preparations for the  reforms and renewal in education and training.

The Assessment and Evaluation Commission consists of a Chair (appointed by the Dean) and 3 Faculty Members (upon recommendation of the Chair and with the approval of the Dean).

As parts of its duties, roles, and responsibilities regarding the assessment and evaluation, the Assessment and Evaluation Commission:

  1. Informs the faculty members, when necessary, about preparation of the subject committee exams, midterms, general exams, resit examination, clinical practice exams, and makeup exams.
  2. Ensures the integrated and proper carrying out of the educational programme, evaluates the feedbacks of students and faculty members on the midterms and general exams, and communicates these to the Dean, the Chair of the Academic Coordination, and the Curriculum Commission.
  3. Determines the assessment and evaluation methods in the pre-graduation educational programme, and offers the relevant rules to the Academic Coordination.
  4. Contributes to the trainings of the academicians of the Faculty of Dentistry for the assessment and evaluation.
  5. Periodically reviews the assessment and evaluation methods practised, and ensures that these methods are being renewed to increase their validity and reliability.
  6. Evaluates the exams technically  to ensure that they are suitable for the objectives, standardized, and neutral, as well as have a high level of assessment reliability.
  7. Follows the national and international practises for assessment and evaluation, and informs the Office of the Dean and other units about these.
  8. Creates work groups when necessary, and benefits from the opinions of visiting members of other institutions.
  9. Works in coordination with other Dentistry Education groups, and collaborates with them when necessary.

The Dean, Vice-Dean for Education, General Coordinator for Education, and Year Coordinators/Course Supervisors are ordinary members of the Commission. It consists of a maximum of 10 persons with a balanced distribution considering the roles of faculty members in the educational programme who represent the vertical corridors. The members are appointed by the Dean at least for one year. The Chair and the Vice-Chair are elected annually from the members other than the ordinary members by the Commission. When the term of office of the Chair expires, the Vice-Chair takes the Chair’s place.

The missions of the Commission are to evaluate, make suggestions about, and monitor the Faculty’s Pre-graduate Dentistry Education Programme and its operation. To this end, it carries out its works, and submits its offers and reports to the Academic Coordination.

As parts of its roles and responsibilities with the aim of evaluating the efficiency of educational programme based on the vertical and lateral integration, and ensuring the improvements, PEC:

  1. Defines the methods and tools suitable for evaluating the educational programme, and amends these when necessary.
  2. Provides and evaluates data to improve the educational programme.
  3. Evaluates and monitors the implementation of the educational programme.
  4. Offers and monitors amendments necessary for the implementation  of the educational programme.
  5. Carries out and monitors necessary works to make the educational programme compatible with the National Core Educational Programme, other national regulations, and international developments.
  6. Ensures that the positive aspects determined during the self-evaluation of the accreditation process are maintained, and makes suggestions and carries out its works to fix points that are missing, or needs improving.

How PEC works:

A meeting is held regularly at least once a month in line with the Commission’s agenda. The Commission determines the schedule and urgencies for evaluating all the elements of the education programme in terms of content and practice. It overviews these and collaborates with relevant units when necessary, defines the methods, makes suggestions to enable these methods to be used, and analyses the evaluation results. It includes the subjects in the programme that Academic Coordination recommends to work on. Also, it submits the work results in the form of reports to the Academic Coordination.

In accordance with the aim of Beykent University’s being a ‘‘research-oriented university’’, the main objective of the Research and Development Coordination is to organise necessary activities for all the scientific works in the University (publications, projects, patents, industry-oriented scientific works, exhibitions, R&D activities, technology production, and using the information, technology, and innovation produced for public benefit). To this end, the Research and Development Coordination makes plans to increase the number of qualified researches in the relevant unit, creates suitable research opportunities, and coordinates the research units. It works in collaboration with the ‘‘Rectorate Research and Development Coordination Board’’ regarding the R&D activities to determine the current situation in the unit, announce it, produce new information, share knowledge and extend the knowledge sharing, and make suggestions for the future.

Terms of Reference

Aiming to create a research-oriented university, the Research Development Coordination:

  1. Determines the priorities of researches to be done and announces these to enable the unit’s scientific studies to achieve the standards of modern and developed countries. 
  2. Carries out incentive works for individuals to internalise R&D culture, and to cultivate them into research scientists. It also carries out its works to take measures for raising awareness of the academicians about the importance of scientific research. To this end, it works to plan and organise a fundamental research education (i.e. organising seminars, conferences, national or international congresses, and academic plans) for scientists of any stages, and to put forward suggestions to the Dean’s Office on the education of researchers in the country or abroad according to the objectives determined before; to put forward suggestions to the graduate schools on opening new PhD programmes - particularly in the fields of priority - and improving the quality of infrastructure for existing PhD programmes; and to put forward suggestions to the Dean’s Office about the employment of researchers who have completed their PhD studies and stood out with their high-quality researches. 
  3. Carries out its works to increase the number of high-quality scientific researches. It also ensures that the scientific R&D works conducted in the unit with high impact factor are represented in meetings where academicians and students are allowed, and enable the planning of conferences, where academicians and students are allowed, in necessary fields by inviting researchers from the University,  and other universities in the country or abroad. 
  4. Promotes to improve collaboration between researchers and interdisciplinary studies. 
  5. Puts forward suggestions on R&D researches and publication with international partners. 
  6. Makes suggestions to the Dean’s Office to increase existing infrastructure opportunities in the unit for scientific research, and to build and develop new research and application units/centres in the fields needed. 
  7. Offers suggestions to improve the unit’s research infrastructure opportunities in accordance with the potential and needs of the relevant region. 
  8. Creates a working atmosphere compatible with the centres/units that provide a considerable infrastructure for researches in the Unit and University. 
  9. Enables the collection of and announce the current outcomes of the research at the end of the academic year. To this end, the R&D Coordination carries out the following works: R&D activities (SCI, SSCI, AHCI, national and international publications and papers, projects, patents, etc.) per academician; the distribution of number of publications, h-factor and number of references by Title, Major, and Department. It ensures that the above-mentioned R&D activities are published on the website of the Unit annually. 

How R&D Coordination Works

  1. The Research and Development Coordination consists of 5 or 7 Faculty Members chosen from Assistant Professors, Associate Professors, and Professors who carry out high-quality scientific researches in their fields within the relevant unit and have a high h-index, including the Vice-Dean for Research considering department representation.
  2. Prospective members are determined by the Faculty Academic Board according to the above-mentioned criteria, and members are appointed by the Dean.
  3. The Chair is elected by the Commission members at the first meeting. The Vice-Dean cannot be the Chair of the Commission.
  4. The members’ terms of office are the same with that of the Dean’s (3 years). New members are elected with the same method in place of the members whose terms of office have ended or who have left the Commission.
  5. Meetings are held monthly. When necessary, extraordinary meetings may be called for by the Dean.
  6. The R&D Coordination submits its works annually to the Rectorate Research and Development Coordination Board.

Chosen from the representatives of the Faculty of Dentistry’s Department of Dentistry, the coordinator is appointed by the Dean. 

As parts of their duties, roles, and responsibilities, the Coordinator:

  1. Searches for national and international institutions to make contact with for establishing a platform for education, research, practice, and social and cultural activities for the benefit of Beykent University’s Faculty of Dentistry. The Coordinator also presents information about these institutions, and contact with the suitable institutions. 
  2. Organises the election criteria, rules for ingoing and outgoing student/staff member, accommodation conditions, payment rules, scholarship status, and certification procedures for:
    • Students of Beykent University’s Faculty of Dentistry that prefer to pursue a certain part of their studies at other national or international universities, 
    • Faculty members of Beykent University’s Faculty of Dentistry that prefer to study or teach at other national or international universities, 
    • Students coming from other national or international universities to study at Beykent University’s Faculty of Dentistry, and
    • Faculty members coming from other national or international universities to study or teach at Beykent University’s Faculty of Dentistry. 
  3. With International and Domestic Relations Coordinators, and Beykent University’s Erasmus Coordination Unit, Farabi Coordination Unit, and Mevlana Coordination Unit, the Coordinator carries out the procedures for the Erasmus Programme - a European Union Education and Youth Programme -, Farabi Exchange Programme - a student and faculty member exchange programme between Higher Education Institutions -, and Mevlana Exchange Programme - a student and academician exchange programme between national and international higher education institutions. 
  4. Supervises the International Relations Coordinator and the Domestic Relations Coordinator, considers their requests and suggestions, and submits these to the Dean to be granted.

Terms of Reference

In accordance with the aims and principles determined by Beykent University’s senior management, and in line with the Faculty’s vision and mission, the terms of reference are to represent the management in works being carried out for conducting the necessary activities in order to realise the Quality Management System, to plan all the programmes about the quality on behalf of the management, and to accompany the management in implementing and coordinating the programmes, and reporting their outcomes. 

As parts of its duties, roles, and responsibilities, the Quality Coordination:

  1. Takes part in the implementation  of Ministry of Health’s ISO-9001:2015 Quality Management Systems, and ensure that the works are carried out according to the quality objectives. 
  2. Announces the quality policy to the employers, and ensures an increase in the employers’awareness of quality. 
  3. Prepares the quality documents, and submits these for the Dean’s approval. 
  4. Follows the distribution and updating of Quality Management documents. 
  5. Monitors and stores the external documents. 
  6. Reviews the renewal request forms sent by other units. 
  7. Follows the developments to perform necessary revisions and distributions. 
  8. Coordinates and plans the internal quality audits of the institution, and ensures that the audits go as planned. 
  9. Ensures that revisory and preventive activities are initiated regarding the improper services; coordinates the units, enables exchange of ideas, and follows the activities until the irregularities are corrected. 
  10. Plans and organises the educational activities, and ensures that these activities are carried out. 
  11. Participates in Service Planning (Review of Planning) activities, and monitors the implementation  and sustainability of ISO-9001:2015 Quality Management System. 
  12. Ensures the awareness of each level of the Institution about the Quality Policy, and implementation of the Policy.

It organises educational activities to maintain and upgrade the stakeholders’ knowledge and skills.