About Us

REGISTRAR’S OFFICE DEPARTMENT

The Registrar’s Office was restructured with the principle that is oriented to have all the units it is in connection feel that being a part of Gazi is a priority, to present services that befit Gazi, to behave debonair and sincere in its relations, to transmit the correct, complete and reliable information to the students, academic and administrative personnel and the parent group in a timely manner and in connection with the academic calendar, and to direct the students to right units in line with their requirements. The number of its total personnel is 52 and it has one Department Chairman, 2 Branch Managers, 3 Chiefs, 2 Programmers, 3 Data preparation and Control Operators, 6 Computer Operators, 27 Clerks, 7 Typists, and 1 Serviceman.

The Registrar’s Office has been transformed into a unit that uses the innovations required by the modern age and the age of communication from a unit where each grades belonging to the students was registered into the ledger that we name as the log book and the persons and institutions were kept waiting for days to receive the graduation certificates and other documents.

Central Registrar’s Office Unit 

Inauguration of our Central Registrar’s Office Unit was held on 13 February 2002. As of the 2003-2003  education and training year, approximately 49.406 students’ transactions have been tracked from the Central System.

Administrative Structure of our Presidency

Within the structure of our presidency, a room for each faculty/college was allocated and compact archive closets were placed in these rooms. In order to assist the administrative and consultancy services and other transactions we present to our students, Faculty administrative consultants were assigned considering the number of the students in our faculties/colleges.

Works Carried out by the Registrar’s Office during the Academic Year

With the registration of the students who pass the general exam to be entitled for education at university and the students who succeeded the aptitude test, the academic year commences. Subsequently, registration renewals of the existing students are conducted. Right after the expiration of the registration process, works of the calculations regarding the grade point averages of the students and on the determination of the students who are deemed to be the nominees of graduation at the end of the term. The term is terminated with the graduation processes. Same process start in February for the spring term and the academic year is terminated with a “Diploma Ceremony.” During the summer months, the transactions of the “Summer School” continue, and preparations are conducted for the horizontal transfer and aptitude exam organization and for the newcomer students. Periodically, the same process starts again for a new academic year.

For the Preregistration and Special Aptitude Examinations held during the summer months, approximately 6000 applications are made. Student Selections are conducted for the Physical Education and Sports Departments using the latest technology and in the manner that all the candidates are able to see the success status of the other candidates taking the exam. In the examinations held in the fields of art, music, and other fields, the exams are evaluated by 5 different juries.

We can designate the works that are specified above in general and that are carried out in our presidency as follows in details:

  • Receiving views from the respective institutions regarding the lesson assignments pursuant to the 31, 40/a and 40/c articles of the Nr 2547 Higher Education Code and preparation of the assignment notices and presentation of them to the Authority in line with the views received.
  • Conducting the registration acceptance processes of the students entitled to receive education in the Higher Education Institutions of our University as a result of the examination and assessment to be conducted by OSYM.
  • Providing the students with the respective certificates.
  • Carrying out the printing (through the Administrative and Financial Transactions Presidency) and distribution of the diplomas of the students graduating from the Higher Education Institutions of our University according to the requirements. Ensuring that the diplomas are delivered to the respective place against a record by presenting to the Authority in order for it to have its respective Higher Education Institutions of our University fill and sign the upcoming diplomas.
  • Conducting the required transactions during the applications of the candidates who wish to enter the Physical Education, Arts, Graphic, Ceramics, Traditional Turkish Handworks, and Music to the Special Aptitude Exams, acceptance of the applications, and assignment of duties to be conducted in the Special Aptitude Exams.
  • Acceptance of the Horizontal Transfer applications to our University and presenting such applications to the Authority after making the reassessment of them.
  • Acceptance of the applications of LES (Postgraduate Education Exam), KPDS (Public Personnel Language Exam), and YLS (Postgraduate Exam) to be held by OSYM and delivering them to the respective places.
  • Conducting the election of the Student Council Chairman and vice Chairman of our University, which election must be held every year.
  • Conducting the follow-up of the correspondences with regard to all the students from the MEB (Ministry of National Education),Security Directorate General, Governorate, Military Courts, Army Recruitment Branches, Enforcement Offices,  YOK (Higher Education) Presidency, etc. (including the students from the Turkic Republics and Turkish and Relative Communities).
  • For the resolutions with regard to the Academic Calendar, Lesson Programs, Horizontal – Vertical Transfer Contingents, Summer School Proposals, Regulation – Direction Amendments, Election of the Student Units, Contingents of the Students to be accepted to our University, Certificate Programs that the restructured Education Faculties consider to launch, inauguration of Departments, Sections, Colleges, and Faculties and receiving students to the programs, initiation of the Master’s and Doctorate programs, initiation of the Preparation Classes in foreign languages, change of the type of grade points for the students who will be accepted to the programs, and determination of the special conditions, etc., preparation of the documents (by the Board of Directors and Senate of our University) and making the correspondences with the respective places in these issues.
  • Collection of the statistical information regarding the number of the students (who are Turkish-foreigners, on the basis of Female-Male and Total).
  •  Collection of the statistical information regarding the disciplinary punishments by conducting the follow-up processes and submission of the information forms for the punished students to the respective bodies (Credits and Dormitories Institution, Higher Education Board, Higher Education Institutions, Security Bodies, Army Branches, and the Presidency of Student Selection and Placement).
  • Registration Acceptance, Making Identity Cards, printing and distribution of the documents that are needed in the Graduation Ceremonies (File, Voucher, Form, Optical Form, etc.).
  • Preparation of the participation documents to be delivered and conducting the duty assignments for ensuring the required order in the Graduation Ceremony to be held by the Rector’s Office of our University.
  • Evaluation of the petitions from the students and/or carrying out the required correspondences.
  • Ensuring the printing and distribution of the Identity Documents of the students who will be newly registered in our University. In addition, ensuring the preparation and distribution of the banderoles of the identity cards of the students who received education during the previous years.
  • Conducting the other duties to be assigned by the superiors.

Automation Project

In the Registrar’s Office, new programs prepared and presented by the Information Processing Office within the scope of the Automation Project. This automation project was implemented in 2000, in which the central registrar’s office applications started, through the program purchased from Unipa A.Ş. of Aegean University. Subsequently, the automation program was re-prepared through the programmers group established by the Information Processing Office Presidency. Attempts are made to complete the incompleteness of the current programs and works on taking some processes conducted manually into the scope of the automation project are ongoing. In order to ensure that the programs are utilizes in the most efficient manner, our personnel receive training within the scope of the program. Many works that had been carried out by way of correspondence are now being conducted in computer environment within the scope of this project. This way, document exchange between the units reduced. The overall objective for the project is the conduct of the works through less workforce and in lesser time and to have the transactions done in computer environment without allowing human mistakes gradually.  Objective was set to complete the automation works rapidly. Our works on empowering the programs within the scope of the changing regulations and in coordination with the Information Processing Office Presidency are ongoing.

One of our prioritized duties is to ensure the information transfer to the respective academic units (student/academic and administrative personnel/parents) in the current academic matters. We believe that it is important to provide the information regarding the updated academic matters to the respective units in a detailed and timely manner. With this in mind, we created our web page. We add all kinds of issues regarding the students’ transactions onto our website in details. We, this way, ensure that all the respective units are able to reach such information whenever they want.  As these new applications are conducted for the first time in our university, problems were encountered initially but they were overcome thanks to the fact that our lecturers and students adopted these innovations in a short period of time.

Students Info System that was continued on the web was transferred into the mobile phones as of 4 March 20003.

New Regulation and Relative Evaluation System

In our University, works on settling education and training into more modern norms and on increasing the quality and productivity are ongoing. Our education, training, and examination regulation that was renewed in line with this objective was published on 15 November 2001 and entered into force. With the publication of the regulation, informatory meetings regarding the new regulation  and the determination of the Success  grade points in letters, entry of grades on the internet, taking classes on the internet, and inauguration of classes and branches by the Departments, with interactive examples for out lecturers, department heads, and students were held. Our newly published regulation was designed as a whole in order to contribute to the training and education. It is required to consider the regulation as system wholeness. The most important part of this system is the Relative Evaluation System that determines the Principles of grading.

The Relative Evaluation System (RAS) is not the system that measures the success of the students but the system that allows the internal evaluation of a student group whose success is being measured by the Lecturer. The Relative Evaluation System is being applied in many Higher Education institutions with some differences.

 As we tried to state above, the Relative Evaluation System is not the system that measures success but the system used in the evaluation of the notes obtained as a result of the measurement. Measurement is the work of proportional determination of the ratio of answering the questions by the students in the examinations applied as a result of an educational event conducted by a lecturer. This work is carried out only by the lecturer who lectures the class. The Relative Evaluation System is a system that helps the position of the students within the classroom according to the notes determined by the lecturer.

In the Relative Evaluation System, a success of a student is assessed according to the level of success of the other students in the class where the student is being educated. This process within the system is carried out by using specific statistical methods. The basic objective of this method is to evaluate the success of the students taking a particular class in the examination of that class not according to the absolute (weighted) grades but to the performance they exhibit within the group taking that class.

What is meant by performance here is the position that a student takes within a classroom. The best way to determine the position of a student within the classroom is to determine how higher or lower than the class average the student is. In the determination of the distance of the student from the average, standard deviation of the grades in that class is used.

What are the innovations brought by the Relative Evaluation System?

Relative Evaluation System brings many innovations for the students, lecturers, and the administrative/managerial transactions. Basic objective of these innovations is to help modernize the education and training within the scope of the restructuring works of our University, maintain the information within the education updated, making the students feel themselves in a scientific atmosphere throughout their education, having them establish better dialogues with their lecturers, and provide the required infrastructure for effective research and production of science better and better.

The system not only ensures the better and fairer assessment of the grades of students but also imposes important changes in the education and examination techniques utilized in the lessons. The system ideally requires the lecturers to review and renew the content of their lectures, the manner of providing them, and the fashion and methods they measure them in a critical manner.

Having grades within national and international scale and universally qualification provides the students with substantial advantages either in their pursuit of postgraduate degree or their applications for scholarships. This prevents that their success look smaller than what it is even though they do not deserve.

The system ensures that the lecturers endeavor to improve their lecture contents and presentation methods. And this ensures that the lecture quality enhances in both content and attractiveness.

Awarding the good students and giving them fair grades motivate students and ensure that they trust the system and become more productive.

One of the objectives of the System is to provide “Standardization” based on the statistical foundation throughout our University. Such standardization will be a significant criterion in terms of accreditation in the near future.

What must be paid attention for a healthy measurement in the Relative Evaluation System?

The quality or power of measurement depends on the extent with which the levels of the students are assessed. In order to ensure this, it will be sufficient for the lecturers to pay attention to a few important topics during their preparations of the examination questions.

  • The number of the activities in which the grades are given must be increased.
  • Balancing of the difficulty level of the exam questions
  • Determination of the number of the questions to be used in the exams and of the type of the exam

Double Major Second Undergraduate and Minor Program

 With the Gazi University Double Major Second Undergraduate and Minor Program Regulation published in the Official Gazette dated 03/03/2003, our successful students were given the opportunity to receive a second undergraduate diploma or a minor certificate.