The Formation of Internal Committees in the Department of Languages and Translation

Faculty Members' Affairs and their Equivalents Committee 

Committee Responsibilities:

• Review the appointment of new faculty members by evaluating applications, verifying documents, conducting interviews, and submitting meeting minutes and recommendations to the department council. 
• Review faculty members' requests, examine their documents, and submit meeting minutes and recommendations to the department council. 

• Consider requests from faculty members and equivalent personnel regarding transfer, secondment, delegation, resignation, consultancy (full-time and part-time), and participation in seminars and training courses, and submit these matters to the department council. 

• Review the appointment of teaching assistants, lecturers, researchers, and assistant researchers, conduct employment tests as needed, and submit recommendations to the department council. 

• Monitor the department's staff members who are sponsored and sent on scholarships, both domestically and abroad, prepare reports on their academic status, and submit them to the department council.

• Assess the department’s needs for faculty members and equivalent personnel. 
• Establish a departmental database containing faculty member records and relevant departmental statistics. 
• Carry out any tasks assigned by the department council or the department head. 

• Prepare a quarterly report on the committee’s achievements, including meeting minutes and supporting evidence.

2-Students' Affairs and Equivalency Committee 

 Committee Responsibilities:

• Guide and advise students in the department on academic courses, while also providing academic and psychological counseling. 
• Receive and address students' complaints related to courses or faculty members. 
• Study students' problems and propose appropriate solutions. 
• Encourage students, support their activities, and organize competitions, seminars, and academic meetings. 
• Propose and implement extracurricular activities, including seminars, public lectures, and other educational events. 
• Provide recommendations for developing the department’s academic programs and involve students in the process. 

• Review student violations and submit reports to the college disciplinary committee. 

• Review requests for re-evaluation when necessary, discuss them with the course instructor, and submit recommendations to the department council. 

• Fill out the Visiting Student Form for another university, along with the courses that the student can study at that university.

• Conduct the necessary course equivalency assessments for students transferring from other colleges or universities, as well as for readmitted students at the beginning of each semester. 

• Evaluate courses taken by students outside the department and provide relevant feedback. 

• Maintain a dedicated file for course equivalencies within the department. 
• Carry out tasks assigned by the department council or the department head. 
• Prepare a quarterly report on the committee’s achievements, including meeting minutes and supporting documents.

3-Postgraduate Studies Committee

Committee Responsibilities:

• Review and develop plans for postgraduate programs in the department. 
• Conduct admission tests for applicants, seek assistance from faculty members, and nominate applicants to the department council for approval. 
• Prepare teaching and final exam schedules. 
• Monitor the placement of courses in classrooms in collaboration with the college's postgraduate studies unit. 
• Hold an orientation day for graduate students to explain applicable regulations. 
• Develop an academic advising plan for the department in coordination with academic advisors and supervise its implementation. 
• Monitor the allocation of students in final exam rooms in coordination with the graduate studies unit. 
• Review student requests for additional opportunities or re-enrollment and submit them to the college council. 
• Review proposals for master's and doctoral theses, propose the distribution of courses, and submit them to the department council. 
• Propose the distribution of postgraduate program courses among the department's faculty members. 
• Prepare various forms for evaluating scientific materials, academic supervisors, and course instructors; coordinate and announce student seminars in the department. 
• Suggest the number of students to be accepted in the coming years. 
• Identify challenges facing students and propose solutions to address them. 
• Attend the vice president's orientation for graduate studies and scientific research with graduate students. 
• Carry out all tasks assigned by the department council or the head of the department council. 
• Prepare an annual report with statistics on the number of registered students and graduates, identifying key challenges and devising improvement plans.

4-Study Plans and Regulations Committee

Committee Responsibilities

• Review and develop plans for postgraduate programs in the department. 
• Conduct admission tests for applicants, seek assistance from faculty members, and nominate candidates to the department council for approval. 
• Prepare teaching and final exam schedules. 
• Monitor the placement of courses in classrooms in collaboration with the college's postgraduate studies unit. 
• Hold an orientation day for graduate students to explain applicable regulations. 
• Develop an academic advising plan for the department in coordination with academic advisors and supervise its implementation. 
• Monitor the allocation of students in final exam rooms in coordination with the graduate studies unit. 
• Review student requests for additional opportunities or re-enrollment and submit them to the college council. 
• Review proposals for master's and doctoral theses, propose course distributions, and submit them to the department council. 
• Propose the distribution of postgraduate program courses among the department's faculty members. 
• Prepare various forms for evaluating scientific materials, academic supervisors, and course instructors; coordinate and announce student seminars in the department. 
• Suggest the number of students to be admitted in the coming years. 
• Identify challenges facing students and propose solutions to address them. 
• Attend the vice president's orientation for graduate studies and scientific research with graduate students. 
• Carry out all tasks assigned by the department council or the head of the department council. 
• Prepare an annual report with statistics on the number of registered students and graduates, identifying key challenges and proposing improvement plans.

5-Quality and Academic Accreditation Committee

Committee Responsibilities:

• Promote and disseminate a culture of quality among all program personnel by means of fostering a quality-conscious environment.
• Identify the training needs of program personnel (including necessary skills and knowledge) regarding quality and academic accreditation.
• Develop and implement strategic and operational plans for quality within the program. 

• Prepare course and program specifications according to the templates provided by the National Commission for Academic Accreditation & Assessment (NCAAA). 

• Prepare program and course reports according to the NCAAA templates.  
• Develop and regularly update course files (including course materials). 
• Fulfill the requirements for program accreditation as issued by the NCAAA. 
• Provide performance indicators and benchmark comparisons for the program, using NCAAA templates. 
• Prepare self-assessment metrics and reports for the program using the NCAAA model. 
• Submit regular reports and other documentation related to quality and academic accreditation to the Dean/Coordinator/Representative of the Quality and Academic Accreditation Deanship. 

6-Academic Advising Committee

Committee Responsibilities:

• Identify academic advisors within the department and distribute advising responsibilities among them.
• Inform academic advisors of their responsibilities annually and hold meetings with them during the first week of each semester.
• Prepare advising files, forms, and templates for each student in the department. 
• Oversee the implementation of academic advising procedures and guidelines, monitoring progress with academic advisors and providing needed assistance to resolve problems. 
• Monitor files of high-achieving students, encouraging them to maintain their academic excellence and managing all problems through tailoring special supporting programs. 
• Review the files of low-achieving students who are encountering difficulties or are expected to, through developing appropriate support plans. 
• Minimize students' absence rate, making every effort to prevent that from becoming a widespread phenomenon. 
• Assist students in understanding the nature of the courses, clarifying the college's objectives, and explaining the values embedded in the curriculum. 
• Inform students about  the university regulations and guidelines. 
• Supervise the course registration process, ensuring accurate registration procedures, including adding and dropping courses, while monitoring enrolled students in each section and adhering to minimum and maximum credit hour limits as per university regulations and based on the student's GPA. 
• Monitor students' academic progress and provide academic and educational guidance.

7-Scheduling and Examination Committee

Committee Responsibilities:

• Prepare schedules for faculty members and exam schedules and ensure their suitability for students.

• Form invigilation and supervision committees and follow up on their compliance with these committees.

• Send the exam schedule to department members, the secretary, and the educational affairs office.

• Display the exam schedule on the department's noticeboard and distribute it to students.

• Oversee the management of exams to ensure their success.

• Send exam instructions to faculty members and students.

• Distribute invigilators to exam committees and ensure the exam halls are ready, with regard to the number of seats and the spacing between them.

• Make students and invigilators aware of examination rules and regulations

• Supervise the preparation of reports with the names and numbers of students in various levels and courses.

• Print exam forms, review the questions, and ensure their quality and numbers.

• Deliver exam question envelopes to invigilators in the committees 15 minutes before the exam, supervise the preparation of student lists, ensure student signatures on attendance for the exam, and deliver answer sheets to the course instructors.

• Write daily reports on the overall performance of the exam committees.

• Deliver answer sheets to the course instructors.

8-Community Service Committee

Committee Responsibilities:

• Propose community service activities for faculty members and those in their equivalent status, in line with the department's vision, mission, and goals.

• Support the university and college's efforts in community service.

• Encourage faculty members and students to participate in community service programs.

• Oversee the organization of training sessions, lectures, and symposia in the field of social responsibility and community service.

• Evaluate the community service activities offered by faculty members and those in their equivalent status.

• Archive tasks and events related to the university's community function at the department level.
• Prepare the committee’s annual report and submit it to the department head.

9-Public Relations and Media Committee

Committee Responsibilities:

• Highlight diverse activities within and outside the department.

• Write news and media materials, including advertisements related to the department and its activities.

• Prepare various designs such as posters, identifiers, advertisements, news, and anything issued by the department.

• Develop the media publication policy in collaboration with relevant committees.

• Follow up on all technical and professional matters related to the department's website, publish department news on the website and social media, and document events by preparing reports and designing posts.

• Communicate with students and faculty members and respond to inquiries.
• Prepare the annual report of the committee and submit it to the department head.

10-Alumni Committee

Committee Responsibilities:

• Prepare a database for alumni. 
• Send alumni data to the alumni coordinator at the college. 
• Coordinate and communicate with the Alumni Unit in the college. 
• Issue periodic newsletters on alumni's academic, professional, and community activities. 
• Identify challenges faced by department alumni in joining the job market. 

• Contribute to the establishment of connections between alumni, the department, the college, and the university, and foster communication among them. 

• Organize meetings for alumni and enhance engagement with them. 
• Develop suitable mechanisms for communication with alumni. 
• Coordinate with the college's alumni coordinator to create surveys for alumni to assess employers' attitudes and satisfaction with department alumni. 
• Create a database of institutions and companies related to alumni. 

• Promote the exchange of academic and professional benefits between alumni and the department, enhance students' skills, and prepare them for the job market by improving their competencies.

• Submit alumni's proposals regarding the development of academic and research programs.
• Match the records of students expected to graduate to determine earned, completed, and transferred credits, if any. 
• Recommend exceptions for students expected to graduate who need to exceed the credit hour limit during the add/drop week. 

• Examine problems faced by graduating students and propose solutions to them. 

• Prepare the committee’s annual report at the end of each academic year. 
• Carry out any tasks assigned by the department council or the department head.

11-Field Training Committee

Committee Responsibilities:

• Establish a database for trainees.
• Establish a database for companies and institutions involved in training.

• Coordinate and communicate with relevant entities regarding field training in the department. Visit these entities in coordination with the college's agency. Identify field training locations each semester and distribute students fairly.

• Hold awareness meetings with student trainees to clarify the regulations and systems related to field training.
• Study the challenges faced by student trainees entering the labor market and propose possible solutions.
• Hold workshops for students to prepare them for field training.
• Study legal violations committed by student trainees and propose penalties for them in accordance with applicable regulations.

• Monitor the progress of the training program by communicating with supervisors in the department and at field training sites and providing them with field training evaluation forms.

• Collect evaluation forms from supervisors in the department and at field training sites and keep them in the department
• Study the reality of field training programs based on the analysis of these forms, discuss them in the department council, and submit recommendations to the college agency.

• Carry out any tasks assigned by the department council or the department head.

  • Develop necessary plans to improve lab efficiency.

12-Laboratories and E-Learning Committee

Committee Responsibilities:

• Monitor all aspects related to e-learning, including the Blackboard platform, and ensure its efficiency in serving the educational process.
• Provide technical support to faculty members and students regarding the use of e-learning and labs.
• Supervise the provision of security and safety equipment in laboratories.
• Submit laboratory maintenance requests to the college's maintenance officer.
• Fill out inventory and return forms and submit them to the college's warehouse manager after scheduling periodic laboratory maintenance appointments and recommending replacements.

• Monitor the needs for laboratory equipment and supplies in coordination with college coordinators and supervise their supply and installation with laboratory supervisors and technicians.

• Document and maintain laboratory development evidence.
• Carry out any tasks assigned by the department council or the department head. 

13-Graduation Projects Committee

Committee Responsibilities:

• Assign an appropriate supervisor to each student or group of students, ensuring alignment with the project’s specialization and students' interests. 

• Monitor the progress of graduation projects and ensure their documentation adheres to scientific and methodological standards.

• Address any problems students may encounter during the project period and provide the necessary support to facilitate their progress and excellence. 

• Submit the forms or documents related to graduation projects for approval.

• Carry out any additional tasks assigned by the department council to ensure the successful and high-quality completion of graduation projects.

14-Translation Committee

Committees Responsibilities:

• Carry out translation tasks related to the program, including official documents, reports, and correspondence. 

• Translation of all required documents for the Quality and Academic Accreditation Committee to ensure the fulfillment of accreditation requirements.

• Translate any documents or instructions received from the College Deanship and University Administration that serve the academic process. 

• Organize translation workshops and training sessions for students, faculty members, and the community. 

• Carry out any additional tasks assigned by the department council that contribute to the achievement of the department's academic and administrative objectives.