Responsibilities and Functions of the General Registrar’s Office

The General Registrar’s Office is responsible for managing the educational affairs of the academy's students, directly overseeing the academic system, monitoring the application of study and examination regulations, coordinating with branch registrars regarding the start of classes and exam schedules, and completing all procedures related to graduates, including issuing graduation certificates, grade transcripts, and obtaining the necessary signatures from the academy president. Additionally, it prepares detailed statistics about the academy's graduates and publishes an annual general guide for them, while maintaining records of the number of students enrolled in all schools within the academy. The office also supervises, guides, and coordinates all organizational divisions under its supervision.

Specializations and Tasks

The General Registrar’s Office carries out its duties through the following departments:

First: Student Affairs and Student Support Department, responsible for:

• Receiving application files according to the academy's approved admission procedures.
• Completing all admission procedures for applicants and entering basic admission data into the system.
• Receiving all student-related transactions and following up on their implementation with various units in the registration department.
• Coordinating between the academy's schools and the registration department.

Second: Graduates Department, responsible for:

• Reviewing certificates in full and ensuring their accuracy.
• Reviewing the student’s grade transcript with the original results and approving it.
• Referring the certificate and grade transcript for processing after ensuring their accuracy.
• Preparing the annual graduates guide.

Third: Archives Department, responsible for:

• Receiving and storing files of new students and ensuring the accuracy of the documents in each file.
• Retaining original copies of grade transcripts, registration cards, and all student-related documents.
• Issuing various reports related to student affairs and their data.
• Taking necessary measures to ensure the safety and confidentiality of the archives.
• Preparing annual statistics on the number of graduates in cooperation with the Graduates Department.

Fourth: System and Graduation Certificate Issuance Department, responsible for:

• Entering the basic data of accepted students into the system.
• Issuing student registration numbers for new students in coordination with other departments.
• Processing all transactions related to students across all schools (additions, deletions, modifications) after approval from the relevant administrations.
• Retrieving graduation certificates and ensuring the correctness of the procedures followed.

Fifth: Student Activities Department, responsible for:

• Preparing and presenting plans related to cultural and sports student activities at the academy.
• Designing, distributing, collecting, and analyzing forms to identify talents in various literary, cultural, artistic, and sports fields and nurturing them.
• Organizing cultural, literary, artistic, and sports festivals with participation from the academy's schools and other national universities.
• Organizing art and sports exhibitions for talented students and faculty members in various artistic and sports fields.
• Participating in university days and camps with artistic and sports performances and cultural competitions.
• Celebrating religious and national occasions by organizing literary, cultural, artistic, and sports events in coordination with relevant units.
• Proposing and organizing participation in literary, cultural, artistic, and sports gatherings between universities at the regional and international levels.
• Preparing periodic reports on the department’s activities.