Department of Registration and Student Affairs

About the Department:

The Department works to ensure that the student's educational journey proceeds regularly and in accordance with university regulations and orders, and seeks to provide the best administrative services to remove obstacles facing students. The most important tasks of the Department are as follows:

Registration and admission, follow-up of academic affairs, documents and graduation, and guidance, counselling and support for students.

1) Vision, Mission and Objectives:

Vision of the Department of Registration and Student Affairs:

The Department of Registration and Student Affairs at the University of Shatrah seeks to be a leader in providing registration services and student care, and to be a distinguished centre that contributes to providing a stimulating and supportive educational environment for the growth and development of students.

Mission of the Department of Registration and Student Affairs:

To provide effective and comprehensive registration services and to care for our students individually and comprehensively, with the aim of providing a fruitful and comfortable university experience. We seek to strengthen effective communication between the administration and students, and to provide an educational environment that encourages academic excellence and personal development.

Objectives of the Department of Registration and Student Affairs:

1. To facilitate registration processes and manage academic records effectively and accurately.

2. To provide effective support to students in academic and administrative matters.

3. To provide a university environment that encourages interaction and the effective participation of students.

4. To promote transparency and equality in dealing with students without discrimination.

5. To develop and improve electronic processes to facilitate access and save students' time.

6. To organise orientation events and programmes that support the academic and personal integration of students.

7. To strengthen cooperation with the other academic departments and administrations to ensure the integration of services and academic guidance.

We are committed to achieving this vision and fulfilling this mission through continuous development and innovation in services, ensuring student satisfaction and achieving the highest standards of quality and effectiveness in the management of academic and student affairs.

2) Tasks of the Department:

1- Following up the application of the examination instructions, regulations, decisions and directives issued by the Ministry and the University concerning student affairs / undergraduate studies.

2- Implementing the orders and directives issued by the Ministry and the University Presidency in the field of student and graduate affairs / undergraduate studies.

3- Responding to official correspondence received by the Department from the Ministry, cultural attachés, the University Presidency, colleges, departments, ministries, and governmental and non-governmental institutions.

4- Consolidating the admission plans received from the colleges, preparing a study on them and submitting them to the University Council.

5- Checking admission, transfer and hosting in coordination with the registration divisions in the colleges.

6- Issuing orders for the admission, transfer and hosting of students.

7- Coordinating with the colleges and other relevant bodies in verifying the authenticity of the documents of admitted students and University graduates, based on correspondence from the requesting bodies.

8.- Informing the Ministry / Department of Studies, Planning and Follow-up of cases of forgery in academic and university documents discovered by the colleges.

9- Issuing university orders on graduation for morning and evening studies and for both examination rounds, in light of the administrative orders issued by the colleges.

10- Conducting field visits to the registration divisions in the colleges in order to achieve direct interaction, review the reality of the work and help overcome problems, if any.

11- Holding meetings and workshops for the associate deans, registration directors and examination committees with the aim of improving performance.

12- Proposing activities and training programmes for the development of registration staff and examination committees in the colleges, as well as implementing them where possible.

13- Preparing studies and proposals on the performance of the registration divisions and examination committees in accordance with the examination instructions, regulations and directives of the University Presidency.

14- Supervising and following up the application process for evening studies in the colleges of the University, announcing admissions and distributing admitted students to colleges and departments after obtaining the due approvals.

15- Participating in audit and investigation committees concerning student affairs.

16- Developing staff capabilities through the participation of the Department's employees in training and development courses, especially those proposed by the University or the Department, and attending official meetings of the Department and the University.

17- Authenticating the documents of graduates of the University's colleges for undergraduate studies.

18- Sending lists of the names of graduates of the University's colleges to the University website for publication based on the colleges' data, and providing the Ministry of Health with the graduation orders of the medical group.

19- Using electronic programmes in the work, including electronic archiving of mail and the use of email for correspondence with institutions inside and outside Iraq.

20- Receiving students or their families, listening to their academic problems and working to resolve them in accordance with the instructions, regulations and directives.

3) Tasks of the Divisions of the Department:

First / Registration and Admission Division:

1- Following up the admission orders of students through all admission channels in morning studies, including the following categories of students:

a- Students who are graduates of preparatory (secondary) school, scientific and literary streams, for each academic year.

b- Students who are graduates of preparatory school, vocational and Islamic streams.

c- Top-ranking students among graduates of vocational preparatory schools.

d- Top-ranking students among graduates of technical institutes.

e- Students who are distinguished employees.

f- Students who are teachers granted study leave.

Second / Authentication and Graduates Division:

1- Issuing university orders for graduating students of morning and evening studies.

2- Authenticating graduation documents, wall certificates and graduation confirmations for graduating students in both Arabic and English.

3- Following up the data of graduating students after the issuance of the university order, through the graduate student database and after the end of the academic year.

4- Certifying the academic record of students who wish to transfer to study outside Iraq and who have not completed their university studies.

5- Following up and authenticating, at the Ministry of Foreign Affairs, the documents of graduates of our University's colleges who so wish.

Third / Documents and Certificates Division:

1- Defining work mechanisms / developing a guidance manual that sets out the fundamentals and principles of document verification and the methods followed in verification, training the employees concerned with document verification in the colleges, and preparing courses and workshops for this purpose.

2- Developing plans for classifying the verification of document authenticity / preparing a scheme for classifying and continuously archiving the verification of document authenticity, classified according to the body concerned with authenticity, whether local departments or ministries.

3- Comprehensive follow-up / following up all procedures from authentication at the ministries and the checking of the admission documents of admitted students and following them up with the colleges, in addition to following up the verification of authenticity for international students with embassies and attachés.4

4- Handling cases of forgery / developing a mechanism for dealing with forged documents and referring cases to the competent judicial authorities, and holding courses for the heads of divisions in the colleges on how to deal with cases of forgery.

Fourth / Student Affairs Follow-up Unit:

1- Following up changes that occur in the central admission results of admitted students, as well as transfer and hosting orders and amendments to nominations.

2- Preparing an integrated database of everything relating to students, from the student's admission until graduation.

3- Providing the Ministry or any other relevant body with data relating to students, including student numbers, the admission plan, graduate numbers, the monthly update of students by college, the number of students taking examinations, and the rates of participation, success and failure.

Department Staff