2023-14, Ek-02 UYGAR Koordinasyon ve İzleme Yönergesi

Purpose and Scope

ARTICLE 1: (1) The purpose of this directive is to determine the procedures and principles regarding the establishment, operation, coordination, and performance monitoring of application and research centers within Istanbul Aydın University.

Legal Basis

ARTICLE 2: (1) Article 13/b of the Higher Education Law No. 2547 dated 24/11/1981 constitutes the legal basis of this directive.

Definitions

ARTICLE 3: (1) In this directive, the following terms are defined as follows:

1. President: Chairman of the Board of Trustees of Istanbul Aydın University,

2. Unit: Faculty, institute, school, or vocational school within the University,

3. Unit Manager: Dean in faculties; director in institutes, schools, and vocational schools,

4. Department: Department as defined in the Academic Organization Regulations of Universities,

5. Department Head: Head of department as defined in the Academic Organization Regulations of Universities,

6. Activity Bulletin: Bulletin containing activities conducted by centers within quarterly, semi-annual, or annual periods according to their working areas,

7. General Coordinator: General Coordinator of Application and Research Centers of Istanbul Aydın University,

8. General Coordination: General Coordination of Application and Research Centers of Istanbul Aydın University,

9. Volunteers: Individuals who provide voluntary support to the centers’ activities with the knowledge of the Rectorate,

10. Coordination Board: Coordination Board of Application and Research Centers,

11. Center: Each application and research center within Istanbul Aydın University,

12. Center Director: Directors of the application and research centers within Istanbul Aydın University,

13. Assistant Director: Assistant directors of the application and research centers,

14. Center Advisory Board: Advisory boards of the application and research centers,

15. Center Management Board: Management boards of the application and research centers,

16. Board of Trustees Presidency: Presidency of the Board of Trustees of Istanbul Aydın University,

17. Performance Table: Monitoring criteria of application and research centers listed in Table 2 (Annex 1),

18. Rector: Rector of Istanbul Aydın University,

19. Rectorate: Rectorate of Istanbul Aydın University,

20. Senate: Senate of Istanbul Aydın University,

21. UYGAR Centers Information System: Software program used to track the activities and performance of the application and research centers within the University,

22. Three-Year Activity Plan: Plan showing the three-year activity objectives of each center,

23. University: Istanbul Aydın University,

24. University Executive Board: Executive Board of Istanbul Aydın University,

25. Annual Activity Program: Detailed program showing the objectives each center will achieve within one year,

26. Annual Activity Report: Report on centers’ activities prepared by the General Coordination,

27. Directive: Directive on Application and Research Centers of Istanbul Aydın University.

Operating Principles

ARTICLE 4: (1) To establish an application and research center, there must be an active department or diploma program at the undergraduate or associate degree level in the relevant field.

(2) The application file for establishing the center is prepared under the responsibility of a faculty member from the relevant department or program and the process is monitored accordingly.

(3) Centers submit the Activity Information Form for organizational activities to the Rectorate via the General Coordination for approval.

(4) Mutual assistance and solidarity are essential among centers and between centers and other units.

(5) Centers record their activities and publications in the UYGAR Centers Information System using the YÖK Reporting Form (Annex 6).

(6) Basic information about centers’ activities is archived electronically by the General Coordination.

(7) When collaborating with other institutions, the University’s official logo must be used. The inclusion of senior management names in promotional materials requires their consent.

(8) Unit managers are natural members of advisory boards of centers relevant to their unit, coordinated by the General Coordination.

(9) Department heads are natural members of management boards of centers relevant to their department; if multiple centers exist, assistants or academic staff represent the department. This is coordinated by the General Coordination.

(10) Center directors and staff may be appointed from the University’s permanent staff or qualified external experts.

(11) Advisory boards meet at least once per year, and management boards at least four times; meeting dates, locations, and decisions are recorded in the UYGAR system.

(12) Centers and units must display their names and logos in activities.

(13) Performance points from joint activities are shared proportionally: the main organizer receives full points, supporting parties receive half.

(14) Unit managers assign academic and administrative staff to support centers upon request.

(15) Students on internships in “On-Site Application Courses” may be assigned to support centers.

(16) Research assistants may be assigned on specific days, under the center director’s supervision.

(17) Resignations of center staff are submitted to the General Coordination; the process continues until a new director is appointed.

(18) Appointment of a new director requires recommendation from the primary academic unit, approval from General Coordination and Rectorate, and consent from the President.

(19) Implementation of Coordination Board decisions is monitored by the General Coordination and reported to the Rectorate.

(20) “UYGAR Centers-Student Clubs Platform” is established for active student contribution, coordinated by the General Coordination.

(21) Volunteers from outside the University are issued access cards by the responsible unit and their behavior is monitored by the center.

(22) Required scientific activities and publications are specified in Table 1; collaborative or third-party contributions may count if the center is represented.

(23) The relevant vice-rector can approve changes in type, number, and nature of activities, monitored by the General Coordination.

(24) Centers may perform additional activities listed in Table 2 according to their own program.

(25) Centers operate according to their founding regulations, higher education legislation, and University internal regulations.

Establishment Process

ARTICLE 5: (1) The establishment of a center follows this process:

1. The application file is prepared under the responsibility of a faculty member specialized in the field, with at least three faculty signatures, and submitted to the General Coordination.

2. The file must include:

Application petition
Detailed Information Form (Annex 2)
Summary Application Form (Annex 3)
Academic staff information table (Annex 4.1) and external qualified individuals (Annex 4.2)
CVs according to YÖK format
Draft regulation
Three-year activity plan
Annual activity program

3. General Coordination examines the file and informs the responsible faculty member of any deficiencies.

4. Completed files are forwarded to the Rectorate for follow-up by the General Coordination.

Coordination Board

ARTICLE 6: (1) The Coordination Board consists of the vice-rector as chair, general coordinator, center directors, TEKMER director, TTPYO director, and director of international relations. The vice-rector may allow other academic staff to attend.

(2) The board meets at least four times a year; extraordinary meetings may be called by the vice-rector.

(3) Secretariat duties are carried out by the General Coordination; agenda is proposed by the general coordinator and approved by the vice-rector. Members can submit agenda items.

(4) Decisions are recorded in the UYGAR system.

(5) Duties of the board include:

Strengthen coordination between centers and R&D units, review joint projects, and take performance-enhancing measures.
Review center activities.
Identify problems and needs of centers and propose solutions.
Review performance data and take necessary actions.
Discuss establishment, merging, closure, or status changes of centers.
Implement tasks assigned by senior management.
Implement decisions of the Board of Trustees, Senate, and Executive Board.

General Coordination

ARTICLE 7: (1) The General Coordination Office operates under the relevant vice-chancellor.

(2) The duties of the General Coordinator are as follows:

1. Ensure coordination between centers.

2. Supporting the activities of the centers.

3. Monitoring and reporting on the performance of centers and coordinators.

4. Conducting activities to enhance the performance of centers and coordinators.

5. Conduct a preliminary assessment of applications for the establishment of a center.

6. Prepare the annual activity report.

7. Organize Coordination Committee meetings and ensure that decisions taken are implemented.

8. Perform duties assigned by the university's senior management.

9. Implementing the relevant decisions of the Board of Trustees, the Senate, and the Board of Directors.

10. Perform other duties as required by this guideline.

General Coordinator

ARTICLE 8: (1) Appointed upon recommendation of the vice-rector, approval of the rector, and consent of the president.

(2) Term is three years; reports to the vice-rector.

(3) Responsible for management of General Coordination.

(4) Staff report to the general coordinator.

UYGAR Groups and Coordinations

ARTICLE 9: (1) Centers may be grouped into “educational sciences,” “natural sciences,” and “health and social sciences,” with coordinations established for each group. Additional groups may be established as needed.

(2) Coordinators are appointed for three years upon recommendation of the general coordinator, approval of the rectorate, and consent of the president.

(3) Coordinators report to the general coordinator and hold monthly meetings with center directors in their group; decisions are recorded in the UYGAR system.

(4) The functioning of coordinations is monitored by the General Coordination.

(5) The operation of the coordinatorships is monitored by the General Coordinatorship.

Monitoring Criteria

ARTICLE 10: (1) Monitoring is conducted based on the criteria in Table 2 (Annex 1).

(2) The general framework is determined by the vice-rector; General Coordination sets sub-criteria and scoring system.

(3) Centers record their activities each academic year in Table 2 of the UYGAR system; coordinators report to the Rectorate.

(4) High-performing centers may receive rewards as determined by the president upon recommendation of General Coordination and approval of the Rectorate and Board of Trustees.

(5) Underperforming centers receive notifications and warnings from General Coordination.

Miscellaneous Provisions

ARTICLE 11: (1) Matters not covered in this directive are handled according to relevant higher education legislation, Board of Trustees, Senate, Executive Board, rector, and vice-rector decisions.

(2) All administrative, financial, personnel, and inventory matters of units are conducted according to relevant higher education regulations.

(3) Teaching load reductions apply to coordinators and directors; alternative research leave may be granted upon request.

(4) Annexes of the directive may be amended upon proposal of the general coordinator and approval of the vice-rector.

(5) Administrative structures may be established to coordinate centers with other R&D units, upon approval of relevant authorities.