Authority, Duties and Responsibilities of the Vocational School Director

• To chair the college boards, to implement the decisions of the college boards and to ensure orderly work among the college units,
• To report to the rector about the general status and functioning of the college at the end of each academic year and whenever requested,
• To report the funding and staff needs of the college to the rectorate with justifications, and to submit the proposal regarding the college budget to the rectorate after receiving the opinion of the college's board of directors,
• To perform general supervision and auditing duties on the college units and personnel at all levels,
• Directors are primarily responsible to the rector for the rational use and development of the teaching capacity of the college and its affiliated units, taking security measures when necessary, providing necessary social services to students, carrying out education, training, scientific research and publication activities in an orderly manner, supervising and inspecting, monitoring and controlling all activities and obtaining their results.

Authority, Duties and Responsibilities of the College Board

• To decide on the education, training, scientific research and publication activities of the college and the principles, plans, programs and education-training calendar related to these activities,
• Electing members to the college board of directors

Authority, Duties and Responsibilities of the College Board of Directors

• To assist the director in the implementation of the principles determined by the decisions of the college board,
• To ensure the implementation of the education and training plans, programs and calendar of the college,
• To prepare the college investment, program and budget draft,
• To make decisions on all matters brought forward by the college director regarding the college administration,
• To decide on the admission of students, course adaptations and dismissals, and procedures related to education, training and examinations,

Authority, Duties and Responsibilities of the Vice Principal of the College

• To develop policies and strategies regarding education, training and research.
• To carry out other tasks assigned by the Director within the scope of duty.
• To deputize for the Director when the Director is absent.

Authority, Duties and Responsibilities of the College Secretary

• To be familiar with all legislation (Laws, Decrees Having the Force of Law, Presidential Decrees, Statutes, Presidential Decisions, Regulations, Circulars, Directives) related to their duties and to carry out all administrative work.
• To prepare a weekly report regarding the work done in the unit and submit it to the manager to whom he/she is affiliated.
• To ensure division of labor among the administrative, technical and general service personnel working in the unit. To perform the necessary inspection and supervision.
• To submit recommendations to the Dean for administrative and general service personnel to be assigned to the unit.
• To act as a rapporteur in the Council of the Higher Education School and the Board of Directors of the Higher Education School without the right to vote.
• To prepare the agenda of the School Management Board and the School Disciplinary Board and to ensure that they are distributed to the members.
• To ensure that the decisions made by the boards are sent to the relevant authorities and archived.
• To ensure that necessary security measures are taken in the building campus.
• To organize the leaves of administrative and general service personnel in the unit in a way that does not disrupt the workflow processes.
• To ensure compliance with saving measures.
• To hold periodic meetings with administrative staff and general service personnel and take necessary measures for their efficient work.
• To ensure a fair division of labor among the personnel, to check whether they are performing their duties through their attire, and to organize the areas of duty and units of the administrative personnel when necessary.
• To ensure that the personal files of the academic and administrative staff in the unit are kept.
• To ensure that student affairs in the unit are carried out in an orderly manner.
• To ensure that the warehouses of the unit are kept in order.
• To ensure that the documents received from EBYS are transferred, recorded, directed within the unit and finalized.
• To ensure that the movable record control officer carries out all necessary transactions for the purchase of goods and materials in the unit.
• Ensure preparation of unit budget draft.
• To ensure and supervise the regular execution of environmental cleaning, maintenance and repair services of the unit building and campus.
• To examine and supervise requests for book exhibitions, stands, posters to be hung and similar requests to be opened in the unit.
• To assist in providing necessary social services to students.
• To make the necessary warnings regarding the implementation of occupational health and safety issues in the work environment, to warn and control that doors and windows are kept closed outside working hours.
• To ensure that the documents related to the recruitment of academic and administrative staff to the unit are prepared and that procedures for the extension of their terms of office are carried out.
• To ensure that all data belonging to the unit is kept up to date.
• To ensure the preparation of reports such as the Strategic Plan, Activity Reports, etc. of the unit.
• To approve and certify the necessary documents (student documents, transcripts, diploma photocopy, etc.)
• To ensure the cleaning, numbering and security of the classrooms regarding the AÖF, ÖSYM and ATAÜNİ exams.
• To ensure that classes are organized and announcements are made in Distance Education exams.
• To make disciplinary correspondence regarding academic and administrative staff.
• To check whether the health reports received by academic and administrative staff are appropriate.
• To carry out the tasks of the personnel he/she will deputize in accordance with the Task Distribution Schedule Form.

Student Affairs Unit Authority, Duties and Responsibilities

• To carry out all tasks that are outside the duties, powers and responsibilities of the Student Affairs Department and that fall within its responsibility in the Law and regulations.
• To know the postgraduate, undergraduate and associate degree Education-Teaching and Examination Regulations and related guidelines, to follow the changes and to make announcements.
• To carry out the works and procedures such as student registration, course registration, student certificate, deferment, transcript, freezing of registration, severance, horizontal transfer, exemption, scholarship, temporary graduation, diploma etc.
• Prepare daily and semester correspondence regarding student affairs.
• To prepare the necessary documents for students' horizontal transfer procedures and course exemption requests.
• To carry out all kinds of correspondence for students registered to the unit.
• To carry out all kinds of correspondence and transactions regarding the summer school.
• To make all kinds of announcements regarding students.
• Ensuring the archiving of documents related to students.
• To determine the 10% of the second education students.
• To inform the relevant departments and students about the Board of Directors' decisions regarding students who cannot take exams due to an excuse.
• To regulate success rates at the end of each year.
• To carry out the procedures related to the Student Council and its representation.
• To carry out preparatory work regarding the student quotas to be admitted to the unit.
• To announce the lists of students who failed due to absenteeism from the departments before the end-of-term exams.
• To monitor the entry of student information and grades into the automation system.
• Requesting departments to update student advisor lists at the beginning of the academic year and defining the updated list in the system, and following up advisor approvals.
• To send the military service and KYK lists of students whose registration has been cancelled and who have graduated.
• To determine the students who are successful in the programs.
• To carry out double major and minor processes.
• To prepare the agendas of the boards and commissions related to the field of duty before the meeting.
• To conduct midterm exams, final exams, make-up exams, single course exams and additional exams.
• To archive documents in accordance with the standard file plan of higher education institutions and higher education institutions with retention periods.
• To organize internal and external correspondence in accordance with the “Regulation on Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”.

Other Services Unit Authorities, Duties and Responsibilities

A-Office Secretariat

• To carry out the services related to the telephone calls and acceptances of the manager to whom he/she is affiliated.
• To keep and archive the files belonging to the manager to whom he/she is affiliated.
• To prepare private or confidential correspondence belonging to the manager to whom he/she is affiliated, to prepare requests such as invitations and greeting cards, and to ensure that they reach the relevant persons on time.
• To follow up the correspondence regarding the resignation and commencement of duty of the manager to whom he/she is affiliated and to make reservations for travel and accommodation.
• To determine in advance and ensure the supply of the equipment and other refreshments needed by the manager to whom he/she is affiliated.
• To prevent irrelevant and unsuitable persons from entering the office room.
• To have the cleaning and ventilation works of the office room done.
• To ensure that the room of the manager to whom he/she reports is kept locked when he/she is not there.
• Preparing the agendas of the boards one day in advance, writing down the decisions taken in the decision book. Ensuring that the decisions reach the relevant units.
• To deal with the guests coming to the manager to whom he/she is affiliated and to host them until the meeting starts.
• To record the visitors and phone calls of the manager to whom he/she is affiliated on a daily basis.
• To prepare and distribute congratulatory messages for the manager to whom he/she is affiliated.
• To follow protocol and telephone lists and ensure they are kept up to date.
• Informing the units about the dates of cultural activities and correspondence and ensuring that posters are hung in necessary places.
• To archive documents in accordance with the standard file plan of higher education institutions and higher education institutions with retention periods.
• To organize internal and external correspondence in accordance with the “Regulation on Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”.

B-Section Secretariat

• To carry out all tasks that are outside the duties, powers and responsibilities of the Student Affairs Department and that fall within its responsibility in the Law and regulations.
• To know the postgraduate, undergraduate and associate degree Education-Teaching and Examination Regulations and related guidelines, to follow the changes and to make announcements.
• To report weekly course schedules and exam schedules to the related dean's office/directorate and to make announcements on the bulletin board.
• To make relevant announcements on the departments' student bulletin boards and to remove expired ones.
• -To carry out correspondence between the units and departments to which he/she is affiliated.
• Define course adaptations in the system.
• To ensure that exemption petitions are forwarded to the relevant department heads and advisors for review.
• To regularly follow and finalize the permission, report, compensation and assignment letters and files of the faculty members working in the department in the system.
• To write and submit the Department Board Decisions and cover letters to the Department Head.
• To carry out the procedures for opening new courses.
• To ensure the implementation and completion of course evaluation surveys in the department and submit them to the department head.
• To archive documents in accordance with the standard file plan of higher education institutions and higher education institutions with retention periods.
• To organize internal and external correspondence in accordance with the “Regulation on Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”.

C-Personnel

• To follow up the work and procedures regarding the assignment of contracted foreign academic staff.
• To follow up the personnel's terms of duty, promotion dates, birth, marriage, death, etc. personal rights and military service procedures, to inform the School Secretary in a timely manner in coordination with the Strategy Development Department, to make the necessary correspondence and applications.
• To follow up the leave, duty and report procedures of academic and administrative staff. To notify the Strategy Development Department and the Human Resources Department of the staff's starting/leaving dates.
• To carry out procedures regarding the appointment, promotion, resignation, military service retirement and asset declaration of academic and administrative staff.
• To check whether the health reports received by academic and administrative staff comply with the legislation.
• To carry out and follow up the procedures regarding the Dean/Dean/Deputy Deans, department heads, department vice-heads, department heads, School Board, School Administrative Board memberships and University Senate representation and appointments.
• To prepare the lists of academic and administrative staff working in the units and to ensure that they are kept up to date.
• To prepare the task distribution chart form for the administrative staff and permanent workers in the unit and submit it to the College secretaries for approval.
• To archive the job descriptions and lists of the boards and commissions established in the college.
• To carry out correspondence of the boards and commissions established in the college.
• Informing the units about the dates of cultural activities and correspondence and ensuring that posters are hung in necessary places.
• To ensure the implementation and completion of surveys targeting academic and administrative staff.
• To ensure that announcements are made regarding the college staff.
• To archive documents in accordance with the standard file plan of higher education institutions and higher education institutions with retention periods.
• To organize internal and external correspondence in accordance with the "Regulation on Principles and Procedures to be Followed in Official Correspondence" and "Bilecik Şeyh Edebali University Signature Authorities Directive"

D- Movable and Financial Affairs

• To prepare the documents of all expenditures to be made by the unit within the scope of expenditure legislation in accordance with the budget arrangement and procedure, to submit them to the Strategy Development Department and to follow up,
• To check whether there is enough funding. To carry out additional funding, funding requests and transfers. To take the necessary precautions to prevent any disruptions.
• To inform their superiors in a timely manner about any persons who fail to submit the information and documents that will form the basis of payments, despite being requested, or any information that may cause delays in payments to be made to such persons.
• To follow up the movable record transactions related to the direct procurement or tender purchase of consumption and fixed assets (educational materials, stationery, building maintenance and repair materials, wood and metal materials, electronic hardware and technological materials, machinery and equipment purchase and maintenance, etc.).
• To properly prepare, record and archive documents such as movable transaction slips, debit slips, counting reports, etc.
• Always organize the warehouses in a clean, orderly manner and in a way that the desired items can be easily found. – Reporting the missing materials from the warehouse to the superiors and ensuring that they are completed.
• To record the exit of the materials given for consumption by preparing TIF. To prepare quarterly consumption exit reports.
• To record the transfers, grants and donations coming to the unit, to prepare the debit slip, to ensure their follow-up and distribution to the units.
• To create Durable Movable lists for durable movables in common areas such as personal rooms, laboratories, corridors, classrooms, and to assign them to the relevant persons. To ensure that the responsibilities assigned to the rooms are kept up to date.
• To carry out the year-end transactions of movable assets and to report the counting minutes and inventory sheets to the Strategy Development Department.
• To take and ensure that necessary measures are taken to protect movables against fire, wetting, deterioration, theft and similar dangers.
• To prepare the timesheets of personnel working overtime, part-time workers and students doing internships, to follow up on them and to report them to the relevant department at the end of each month.
• To prepare the files of the students doing internships and to make all kinds of correspondence regarding the intern students.
• To prepare the SSI job entry and exit declarations of the students doing internships, to prepare the work accident and occupational disease insurance premium declarations and to notify the relevant department for the payment of premiums.
• To conduct correspondence in the preparation of strategic plans, to prepare areas and reports regarding the current status of the College in the preparation of the plan.
• To report the work requests of the areas in the college that need renovation and repair to the Construction and Technical Department.
• To archive documents in accordance with the standard file plan of higher education institutions and higher education institutions with retention periods.
• To organize internal and external correspondence in accordance with the “Regulation on Principles and Procedures to be Followed in Official Correspondence” and “Bilecik Şeyh Edebali University Signature Authorities Directive”.