Student Affairs Division

Student Affairs Division

The Student Affairs Division is one of the most vital divisions in the college, as it manages all student-related matters from initial admission until graduation. Reporting directly to the Assistant Dean for Student Affairs, the division handles all incoming correspondence and issues administrative orders (transfers, nomination amendments, academic failure, deferrals, registration cancellations, etc.). It is also responsible for auditing the credentials of admitted students and manages its own clerical system for printing, archiving, and processing official mail.

1. Registration Unit

1. Completing the registration of new students across all academic specializations.
2. Providing active students with letters of support and notification for universities, schools, and various institutions.
3. Issuing administrative orders for registration cancellations, academic failure, and deferrals.
4. Issuing orders to cancel the admission of eligible students.
5. Providing relevant authorities with the academic records of students who have failed, deferred, or had their registration cancelled.
6. Issuing administrative orders for student transfers between colleges and departments after the electronic process is finalized.
7. Issuing administrative orders for amending the nominations of first-year students.
8. Responding to all correspondence from the University, Ministry, and other entities regarding students.
9. Auditing and verifying student documents via the Ministry’s dedicated electronic portal.
10. Issuing administrative orders regarding student withdrawals.
11. Processing electronic applications for graduates of vocational education.
12. Issuing administrative orders for the reinstatement of students whose registration was cancelled.
13. Issuing administrative orders regarding lost student IDs.
14. Issuing administrative orders for student disciplinary committees.
15. Issuing administrative orders for the re-registration of students who were not previously admitted or failed to register.
16. Opening and maintaining new records for registered students categorized by department and specialization.
17. Providing the University and Ministry with requested statistical data.
18. Processing “Validity of Issuance” (authenticity) letters for IDs and official documents issued by the unit.
19. Issuing administrative orders to cancel admission for various reasons.
20. Recording student grades and summer training results into student files upon receipt from scientific departments at the end of the academic year.
21. Transferring the files of recent graduates to the Alumni Unit.
22. Providing students with electronic letters addressed to the Pension Department to confirm their continued enrollment.

2. Documents and Certificates Unit

1. Receiving files of recent graduates from the Registration Unit and organizing them into graduation registers by department.
2. Managing electronic archiving of records.
3. Responding to “Validity of Issuance” inquiries and recording them in the dedicated register.
4. Responding to status updates requested by the University.
5. Providing the University and the University Performance Division with required statistics.
6. Processing the University Graduation Order for the first attempt (First Role) for all departments.
7. Processing the University Graduation Order for the second attempt (Second Role) and the consolidated (unified) orders.
8. Issuing the University Order for the top 10% of graduates from each department.
9. Providing the University with data on social status and maternal names for all graduates.
10. Providing top graduates with access codes for the Federal Public Service Council.
11. Providing top graduates with access codes for applications to Iraqi universities.
12. Recording the names of graduates from all scientific departments in official registers.
13. Issuing graduation certificates, transcripts (regular, detailed, and translated), and generating electronic “Validity of Issuance” via QR codes.
14. Preparing academic history and “Status Quo” letters for graduates.
15. Responding to all correspondence from the University, Ministry, and other entities regarding graduates.
16. Receiving graduate cards from departments, auditing them, and archiving them in graduate files (in Arabic and English).
17. Auditing graduate files and archiving the University Order within them.
18. Filing all documents and letters pertaining to each student in their individual folder.
19. Printing letters, orders, and responses specifically related to graduates