The department is responsible for all matters related to students’ technical needs, starting from the student admission process at the university until graduation. It also undertakes follow-up and coordination among colleges in accordance with the general objectives and requirements of community development, as well as monitoring the implementation of decisions issued by higher authorities and organizing and coordinating student admissions.
The department serves as a link between students and the university on one hand, and between colleges, the Ministry of Higher Education and Scientific Research, and other institutes on the other hand. Accordingly, it is considered responsible for implementing the principles and instructions issued by the Ministry of Higher Education. It also provides guidance and supervision for all matters related to student affairs that are processed through the registration departments at the colleges.
The Registration Department was established with the establishment of the university. At that time, it was called the Department of Undergraduate Studies, and it was responsible for managing all registration departments in the colleges when the university consisted of three academic departments representing the colleges.
With the expansion of the university and the establishment of new colleges, the university was required to expand and develop the Registration Department and the registration units in other colleges. This led to significant growth in the Admission and Registration Department, as well as the Document Verification and Authentication Unit within the department during the academic year (2008–2009). This was followed by the establishment of new registration departments in the colleges.
Finally, the name of the Undergraduate Studies Department was changed to become the “Student Affairs Department” pursuant to University Order No. (169) dated 19/8/2009. This designation was centralized and unified across all Iraqi universities in accordance with ministerial recommendations.
The Admission and Registration Department consists of three units:
1- Registration Unit
2- Student Affairs Unit
3- Statistics and Electronic Archiving Unit
The Registration Unit has remained an active and essential unit, as it is primarily concerned with registration-related tasks. It is responsible for organizing and coordinating student admissions and transfers between universities and colleges. The unit plays an important and distinctive role in following up on students from the time of admission until graduation, as well as supervising the implementation of decisions, registration procedures, withdrawal from study, and other related procedures, as outlined below:
-Issuing admission orders for university students in morning and evening studies after verifying that all student registration requirements have been fulfilled..
–Issuing admission orders for university students in morning and evening studies after verifying that all student registration requirements have been fulfilled..
–Directing registration staff in colleges to implement work priorities related to decisions and instructions..
–Reviewing proposals submitted by colleges regarding all matters related to student affairs, such as attendance, semesters, academic courses, fees, and other related issues, then submitting them to higher authorities for decision-making..
–Verifying all matters related to students’ examination grades in accordance with the instructions stated in college council minutes, and providing recommendations for approval or rejection..
–Completing all official orders issued by the concerned ministry regarding student transfers, hosting, and modification of nominations..
–Following up on and responding to all inquiries received by the unit from university colleges or students..
–Verifying students’ bachelor’s degree information in official university orders..
–Activating the department’s email account and initiating the receipt and sending of official correspondence through it to the concerned authorities..
–Identifying outstanding students at the university in both morning and evening studies, organizing their data according to specified forms, and submitting them to the ministry and other official bodies for recognition and honoring..
–Implementing all correspondence and matters related to students with state institutions.
The Document and Certificate Verification Department consists of two units:
1. Student Document Verification Unit
2. Authentication Documents and Graduates’ Certificates Unit
The Document and Certificate Verification Department is one of the important departments that requires its employees to work with accuracy and closely follow up on related matters. The achievements of this department may sometimes appear difficult to believe, as it is responsible for dealing with various state institutions. The department has adopted scientific and technical procedures to organize and process its tasks, with achievements exceeding fifty official documents daily.
The department is responsible for verifying the documents of admitted students in coordination with the Ministries of Education and Higher Education and Scientific Research. It also audits graduation documents issued based on college records (Master’s degree records) and obtains the approval of the Head of the Department and the Director for the purpose of authenticating and completing transactions related to graduated students.
The detailed tasks of the unit are as follows:
-Verifying the documents of secondary school graduates admitted to the university colleges.
-Auditing graduates’ documents, with grades or without grades, in both Arabic and English languages.
-Corresponding with official institutes to verify students’ graduation documents inside and outside Iraq.
-Corresponding with colleges to support the issuance of graduation documents for students.
-Issuing official orders to cancel university admissions for students who have manipulated or falsified official documents.
-Circulating the names of students from outside the university.
-Corresponding with the Ministry of Health to verify the issuance of equivalency certificates.
-Corresponding with the Financial Control Institution and providing statistics on the actual number of admitted students for each academic year.
Responding to ministry inquiries regarding the following matters:
-Student fraud or document forgery cases.
-Issuance of official documents for admitted students.
-Corresponding with the Ministry of Foreign Affairs / Authentication Department regarding the authentication of students’ certificates.
Preparing statistics for the following topics:
A. Monthly report – Accuracy of issued documents.
B. Fake students.
C. Verified graduates’ documents.
Responding to colleges’ inquiries and encouraging them to comply with instructions and regulations.
