annual report

Annual Report for the Academic Year 1445 AH (2023/2024 AD)

I. Examination Control Office

• Reviewed graduate records for the October 2023/2024 session across 12 departments (Quranic Sciences, Arabic Language, English Language, Mathematics, Chemistry, Biology, Physics, History, etc.).

• Generated and printed hard-copy transcripts for all departments and courses for both semesters of the academic year 2023/2024.

• Monitored student academic statuses, corrected records, and ensured proper promotion to subsequent levels.

• Audited and recorded grades in manual ledgers for all departments and academic levels.

• Recorded missing grades, grades for students with provisional IDs, and grades for repeating students.

• Processed and recorded grades for both semesters regarding various student cases (Individual/Group grievances, medical excuses, students with disabilities, attendance issues, and late registrations).

• Documented academic misconduct (cheating) cases, submitted them to the Examination Committee, and implemented decisions approved by the College Council.

• Managed the logistics for October session exams, including printing exam papers and preparing examination halls.

• Supervised the grading process and the collection/delivery of result sheets.

• Monitored and recorded grades for students enrolled in “Level Improvement” programs.

II. Information Technology (IT) & Systems

• Finalized the 2023/2024 academic year in the system and migrated data to the new academic year 2024/2025.

• Executed the automated promotion of passing students and re-enrolled failing students, resolving all technical issues associated with the migration.

• Issued official transcripts to enable students to complete registration and tuition fee payments.

• Assigned university ID numbers to freshmen and updated their academic status to “Active” upon final admission.

• Integrated new curricula (Arabic/English) for 3rd and 4th-year levels and audited 1st and 2nd-year plans in the SAR System to ensure compatibility for the first batch of graduates under the new system (1446 AH).

• Uploaded student photos and issued university ID cards for new and transfer students.

• Processed “Credit Transfers” (Equivalency) for students transferring from other departments or universities.

• Updated academic plans for returning students from previous years to align with the new curriculum.

• Managed data entry for authorized absences, registration freezes, and “Last Chance” opportunities.

• Generated and distributed attendance sheets for all 13 departments.

• Implemented university-wide directives regarding student transactions within the electronic system.

• Created and distributed user accounts for new students to access the University Student Services Portal.

• Performed regular system maintenance, including deleting inactive accounts and renewing staff access permissions.

• Provided technical training for new staff and Graduate Studies employees on the SAR system.

• Developed the system infrastructure for Postgraduate Programs (Master’s and Doctorate), including course building and academic plan mapping.

• Resolved financial discrepancies in student accounts between the Finance and Student Affairs modules.

• Generated semester work-records for faculty members and managed the digital upload of final results via Excel templates.

• Archived and finalized graduate records for the June and October sessions after reconciliation with University Council approvals.

• Managed the college’s official website and social media platforms (Facebook, X, Instagram, YouTube), ensuring continuous news updates and academic program documentation.

III. Student Affairs

• Registered and archived files for new applicants for the 2024/2025 academic year across all systems (General, Parallel, and Self-Funded).

• Issued ID cards for new and promoted students.

• Processed enrollment certificates and transcripts for visually impaired students.

• Managed administrative procedures for registration freezes, re-enrollments, and authorized absences.

• Supervised the examination process at the designated exam centers for both semesters.

IV. Graduate Affairs Department

• Issued June 2024 graduation lists and achieved 100% digitalization of graduation certificates and transcripts (Arabic/English) via the SAR system.

• Prepared all necessary documentation (High School certificates, equivalencies, etc.) for the expected 2025 graduates.

• Issued several back-dated and supplementary graduation lists for various sessions ranging from 2017 to 2024 across all departments.

V. Archives & Documentation

• Processed and archived files for new students (1446 AH) and maintained detailed registration logs.

• Facilitated the transfer of student files to and from the college and managed “Credit Transfer” documentation.

• Maintained records for students withdrawing from the college or those granted a “Last Chance.”

• Managed the retrieval and photocopying of documents for graduates, including high school certificates and medical excuses.

• Handed over original files to graduates upon receipt of their university degrees.

VI. Administrative Affairs

• Monitored daily attendance for administrative, academic, and technical staff.

• Implemented administrative decisions and circulars issued by the University Presidency and the College Deanship.

• Prepared monthly attendance reports and processed payroll-related documentation.

• Organized and archived administrative templates and documents throughout the year.

• Managed the disposal of obsolete equipment in coordination with the Services Department.

VII. Academic Affairs

• Coordinated with academic departments to finalize general and individual faculty schedules for both semesters.

• Monitored classroom attendance for faculty members via official logs.

• Processed monthly faculty attendance records for the purpose of settling teaching hour remunerations.

• Archived all academic documents, including schedules and departmental circulars.

• Managed the registration of 4th-year students in elective courses, including the design and distribution of registration forms.

• Updated faculty files with new promotions and administrative settlements.

VIII. Services & Maintenance

• Facility Management: Improved hygiene standards in halls and courtyards and maintained the college gardens.

• Infrastructure: Renovated the “Martyr President Saleh Al-Sammad” Grand Hall (painting, curtains, audio systems, and podium).

• Equipment: Installed 3 new screens and 7 new whiteboards in lecture halls.

• Maintenance: Conducted comprehensive maintenance on the main building, including plumbing, water pumps, and restrooms.

• Carpentry & Electrical: Repaired furniture, replaced broken windows, and connected faculty offices and halls to Solar Power.

• Restoration: Repaired damage to the building facade and windows, repainted main corridors, and updated signage for lecture halls.

• Lab Maintenance: Performed comprehensive maintenance on Biology Lab (1) and Computer Lab (1), including plumbing and electrical wiring.

• Technical Support: Repaired photocopiers and laser printers to ensure a functional administrative environment.