Office of Correspondence Directorate is responsible for the execution of official correspondence within and outside the university in order to carry out all the necessary activities of the Rectorate in accordance with the principles of effectiveness and efficiency. In this unit, all the documents in the university are recorded in the Electronic Document Management System (EBYS), the documents are tracked, archived and necessary actions are taken to finalize them. The unit also ensures the distribution and coding of official letters sent to and from the directorates affiliated with the General Secretariat and other academic units within the Rectorate via EBYS (Electronic Document Software System). It also plays an active role in the communication of the administrative and academic units of the university and distributes all documents via EBYS.
In this respect, the main activities of the Office of Correspondence Directorate can be listed as follows:
- To perform daily follow-up of PTTKep and UETSKep systems, to record incoming documents via Electronic Document Management System (EBYS) of our university.
- Making and archiving internal and external correspondence of the Rectorate, Faculties, Schools and Vocational Schools
- To plan and carry out the processes of delivering the daily, urgent and important external correspondences to the relevant units as soon as possible and their follow-up.
- Making the first records of all written documents, petitions and applications coming to the University,
- Keeping track of correspondences on a daily basis; following up the paperwork, completing the correspondences on time and properly,
- Carrying out electronic registration, distribution, transfer and filing services over the EBYS system of the documents sent to the Rectorate or the General Secretariat,
- Ensuring that the announcements and posters from the Rectorate are posted in the relevant places,
- Writing the Decision Minutes of the University Senate, University Administrative Board and University Discipline Committee, posting the resolutions in the relevant notebooks and ensuring that the Board Decisions are delivered to the relevant unit, person or parties.
- To ensure compliance of Faculty, Institute, School Board Decisions and Administrative Board Decisions with the University Senate and University Administrative Board Decisions,
- Carrying out official correspondence regarding the inspections of the Council of Higher Education,
- To prepare and follow up the correspondence of the Rectorate regarding the Council of Higher Education and Institutions,
- By taking an active role with the relevant units for the regulations, directives and application principles within the university, organizing the changes and official announcement processes besides deciding on the changes made,
- On behalf of the university, following up the Presidential Communication Centre (CIMER) system under the Presidency Communications Department.
- Following up, recording and archiving Bilateral Agreements, Protocols and Agreements made in relation to the University.
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Rüveyda AYDIN |
| Director | |
| ruveydaaydin@beykoz.edu.tr | |
| +90 216 912 22 52 (ext.: 121) |
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Serpil HAYIRLI |
| Specialist | |
| serpilhayirli@beykoz.edu.tr | |
| +90 216 912 22 52 (ext.: 127) |
This content was updated on 29/11/2024.