الرئيسية / Department of Accommodation Affairs

Department of Accommodation Affairs

Full information about the Department of Accommodation Affairs of Al-Furat Al-Awsat Technical University

Department of Accommodation Affairs of the University of Al-Furat Al-Awsat Technical University

The Department of Accommodation Affairs is one of the most important and vital departments where it has the task of providing the necessary supplies to the benefit students from them and in order to upgrade and advance the reality of these departments and the distribution of tasks and duties to the people and related units:

Vision:

The department seeks to be the Accommodation of the advanced departments and model to be followed by other universities in Iraq, providing services to the students of the provinces admitted in the preliminary and higher studies.

Mission:

The basic mission of this section is to provide adequate housing for the students living there, providing the necessary supplies and all the necessary services for their comfort and care for the purpose of completing their studies, and to become a distinguished cadre capable of creativity and innovation in science and knowledge to serve our new unified Iraq.

Goals:

  1. This section seeks seriously to take care of its students by providing them with the appropriate scientific and psychological atmosphere.

  2. To prepare the administrative cadres necessary for his administration.

  3. Addressing the governmental and private agencies in the Middle Euphrates Governorates and in coordination with the departments of the colleges and technical institutes of the University to support this department. The department also has relations with civil society institutions aimed at obtaining financial and moral support from these institutions to the students residing in these departments.

About the Department of Accommodation Affairs

The Department of Accommodation Affairs was established with the establishment of the Al-Furat Al-Awsat Technical University as a new university after the restructuring of the Foundation of Technical Education  into four technical universities (South, Central, Al-Furat Al-Awsat and North) in 2014 to facilitate the housing of students in the university colleges and institutes and expatriates from all governorates of Iraq, providing the care, safety, and appropriate atmosphere from (Heating, cooling, bathrooms, kitchens, drinking water, appliances, medical and emergency), etc.

Administrative structure of the Department of Accommodation Affairs at Al-Furat Al-Awsat Technical University

First: Head of Department

The department is entrusted with the head of the university and the president of the university is directly supervisor or his representative as the administrative assistant to the president of the university. The department’s tasks are entrusted to a director who holds a doctorate or master’s degree. He should be a good, efficient and experienced person, Sufficient to manage it and its functions shall be as follows:

  1. Management of the department from the administrative and financial aspects and its representation in the meetings of the university council, conferences and seminars held by the ministry or the university.

  2. Determine the absorptive capacity of student housing annually.

  3. Providing necessary services and supplies for students.

  4. Issuing penalties, rewards and transfers according to the powers granted by law.

  5. Securing buildings to accommodate students and ensuring their maintenance and sustainability.

  6. Issuing the instructions for the completion of housing allowances paid by students in official posts and the president of the university exempting those who want to be exempted

  7. Preparing the physical and human needs required by the housing process

  8. Carrying out inspection tours of the accommodation complexes for the purpose of reviewing their situation on the ground and developing quick solutions to their problems.

The duties and duties of the people and the administrative units in the department of Accommodation at Al- Furat Al-Awsat University

Second: The tasks and duties of the Assistant Director of Accommodation Affairs Department:

  1. The Director shall assist in the administration of the departments and according to the powers granted to him and according to the duties assigned to him and follow up the implementation of administrative decisions and directives.

  2. Visit the accommodations of the students periodically to find out the services and discipline of staff and guards and follow up the management of the complexes accommodation properly.

  3. Follow-up with the division’s officials and the secretaries of the compounds in the accommodation to diagnose the problems of students and find appropriate solutions.

  4. The direct responsibility in dealing with technical matters in the student departments and guidance in follow up problems and obstacles and supervising the maintenance of facilities of the various sections.

  5. Monitor the affairs of employees, supervisors and service workers directly and guide the formation of various audit committees.

Third: The legal and administrative division includes:

First: Legal Affairs and Human Resources Unit This unit undertakes the following tasks:

Preparing the minutes of the investigative, auditing and discipline committees for the students of the accommodation departments and the employees who are taking legal action against them and follow up the legal affairs of the department and provide legal advice regarding the accommodation departments’ affairs to make appropriate decisions or give the legal status of some decisions taken by the department manager. Also take care the human resources which concerned by:

  1. Organizing and maintaining staff files on permanent cadre, contracts and daily wages.

B – Management and follow-up formal transactions for departmental employees and the editing of official documents and correspondence.

C – follow up on the answer to the official documents in coordination with the rest of the administrative divisions and according to the timelines.

Second: Database and e-archiving unit:

A – Prepare databases on all accommodation departments in terms of  employees, workers, assets, buildings and numbers of students and make periodic updating.

B- Electronic archiving of official documents and correspondence.

C- Design and implementation of systems.

D- Developing the operational programs of the department.

Third: maintenance unit, technical workshops, stores and equipment and its functions:

  1. Maintenance and maintenance of all appliances, furniture, electrical equipment and generators in all accommodation departments.

  2.       Periodic inspection for the purpose of reviewing faults in all service and health facilities.

  3.     Completion of the work of metalwork, carpentry and other craft works within the workshops for                                                                        this purpose.

  4. Periodic maintenance of generators.

  5. Execution and processing of materials in engineering surveys such as doors, windows and others to reduce costs.

  6. Managing the movement of the equipment of the accommodation departments and directing them to serve the permanence of work.

  7. Follow up the completion of fuel processing transactions of gas, white oil and gas for processing to the divisions in coordination with the companies of product processing and supervision of the processing.

  8. Coordination with the Engineering Department of the University in the event of maintenance and restoration of private and rented buildings and participation in the development of engineering designs.

  9. Supervising the introduction and removal of accommodation departmental materials from and to the warehouses belonging to the departments.

  10. Supervision and follow-up on the disbursement of materials received from the input and output warehouse.

  11. Supervision and follow-up on furniture and consumables in the accommodation and how to withdraw these materials and deposited in the stores allocated and follow-up deletions and write-offs.

Fourth: Housing Division includes:

First: Student housing unit and its functions:

  1. Reception of students benefiting from housing in the accommodations.

  2. Completion of housing transactions at the beginning of the academic year.

  3. Receipt of housing documents and the preparation of students’ files.

d.Issuing permanent and temporary housing orders upon completion of the housing treatment.

  1. Issuing a student’s discharge certificate at the end of the academic year.

Second: Electronic Registration Unit and Issuance of Identities and Functions:

  1. Maintain and update the electronic registration site with special information for accommodation students.

  2. Management of electronic registration of students.

  3. Completion of statistics electronically.

  4. Archiving student information electronically.

  5. Issuing the identities of the students of the accommodation and receiving them at the end of the academic year, and reducing them in personal identification or processing any matter concerning the identity of the students of the departments.

Third: The unit supervises the departments of the accommodation and undertakes the following tasks:

A – Follow up the work of the trustees and supervisors of all complexes in terms of commitment to duties and duties and implementation of instructions for the work of supervision.

B- Submit daily reports to the director of the accommodations about the reality of the complexes in terms of the level of cleanliness and availability of the basic necessities of housing in the complexes as well as the daily completion of maintenance and services with the reporting of attendance of students on a weekly basis and the registration of cases in the absence of students on a daily basis.

C- Follow up the work of the Social Research Division in each housing and report on the achievement achieved to the director of the accommodations.

  1. D) Follow-up the organization of the records of each housing, which will facilitate the work of the departments.

Fifth: Social Research Division, includes:

First: Research Unit and its functions:

Accomplishing psychological and educational research in cooperation with specialists in the field of education from professors and researchers and make them workable and useful.

Second: Activities and Functions Unit:

A – Prepare monthly lectures for male and female supervisors, male and female students in the accommodation that will develop the administrative and leadership capacities as well as courses in first aid, civil defense and others.

B- Organizing sports, artistic and literary activities through the organization of some games, poetry festivals and drawing, and encouraging students to create artistic, literary and sports.

Sixth: Accounts Division includes:

First: – Fund Resources and Grants Unit ….

It undertakes the following tasks:

(A) Receiving and depositing the revenues of the Internal Support Fund pursuant to Law No. 7 of 2012.

  1. B) Keeping the accounting records of the Fund.

Second: – Expenditure and Financial Accreditation Unit.

Its functions: –

  1. Organizing all documents and checks and following up their restrictive adjustments.

  2. Keeping accounting records of expenses.

  3. Preparing, organizing and settling all permanent or temporary advances and others.

Third: – The unit balances.

Its functions: –

  1. Prepare the balance of the monthly audit and prepare the bank statement.

  2. Preparing the balance of the final accounts.

  3. sending balances and final accounts to the control and internal audit.

Fourth: The unit of final accounts.

Its functions: –

Prepare the final accounts at the end of each financial year.

B- Review the expenses and financial dependence.

Preparation of statements regarding revenues and trusts at the end of the financial year and according to the applicable regulations.

(D) Auditing the unit of the Fund.

Seventh: Audit and Audit Division:

The Division shall be responsible for monitoring and auditing the restrictions, documents, lists, appropriations and transactions of compliance and compliance with the laws, regulations and instructions provided that they do not conflict with the control and internal audit in the Presidency of the University. The connection with head of department directly. This division consist of the following units:

First: – Documentary Auditing Unit.

It undertakes the following tasks:

  1. Audit of accounting documents and checks.

  2. Audit the accounting records held continuously and organize reports clarifying the observations and recommendations.

  3. Auditing the salaries of permanent and temporary staff in addition to all accounting work relating to financial matters of disbursement.

  4. The sudden inventory of the Fund.

  5. Checking and settling the advances related to the disbursement to the needs of the Department and the sections and fixing the observations thereon.

  6. Checking housing allowance receipts for students and matching them with the income and notes register.

Second: – the inventory audit unit

It undertakes the following tasks:

  1. Audit of the warehouse records.

  2. Audit the annual inventory of the annual fixed inventories.

  3. Checking the periodic and final records,

  4. Periodic inventory of stores and suddenly.

Eighth: The Media Unit.

Directly linked to the director of accommodations, its functions: –

  1. Publication of the news of all the activities of the accommodations, technical, literary, sports and events carried out by the Department of accommodation Affairs.

B – Preparing educational bulletins and controls for housing students in the accommodations and the work of posters rationalization which means to rationalize water and electricity and other health posters and put them in the accommodations.

C- Supervising the program of welcoming and receiving students at the beginning of the academic year as well as supervising the curricula of celebrating the national and official events and the work of the paintings for each occasion taking into account the time period for each occasion.

Ninth: Follow-up Unit.

Directly related to the director of accommodations:

  1. Visit accommodations periodically to see the reality of students and the diagnosis of negatives and positive and installed in reports to the Director of the Department

  2.  Diagnosis of the performance of supervisors in the accommodations and the extent of their commitment to the performance and performance of the duties assigned to them.

  3.     Follow-up of the Guard’s commitment to permanence.

  4.  Follow-up maintenance work as planned.