About the Agency

الصورة

The College Agency for Female Students’ Affairs is one of the principal agencies within the College of Medicine, responsible for overseeing the female students’ section across educational, academic, research, administrative, and financial aspects, ensuring the smooth operation of work, enhancing performance efficiency, and achieving integration with the college deanship and relevant entities within the university. The Agency strives to provide a supportive educational and organizational environment for female students, follow up on their needs, and contribute to the development of services and processes related to them in accordance with approved regulations and bylaws.

Vice Deans Speech

Praise be to Allah, Lord of the Worlds, and peace and blessings be upon the noblest of prophets and messengers. It is my pleasure to present this introduction to the College Agency for Female Students’ Affairs, stemming from the importance of its role in supporting the educational, academic, administrative, and research processes in the female students’ section, in a manner that enhances performance quality and elevates services provided to female students and college staff. In accordance with the organizational guide and assigned authorities, the Agency seeks to contribute to the implementation of the college’s strategic plan, organize work in the female students’ departments, follow up on the progress of studies, supervise its affiliated units, and maintain continuous coordination with the college deanship, departments, and relevant entities within the university, achieving performance efficiency, raising quality standards, and creating a supportive and motivating university environment. We ask Allah to grant us success and guidance in fulfilling this responsibility, and that this effort contributes to serving female students and achieving the goals of the college and the university.

Agency Responsibilities

• Overseeing the implementation of the college’s strategic plan as it relates to female students.
• Managing the college’s educational, research, administrative, financial, and cultural affairs as they relate to female students.
• Coordinating and developing the college’s relationships inside and outside the university as they relate to female students.
• Overseeing the provision of all educational, research, administrative, and financial requirements of the college as they relate to female students.
• Supervising the performance of academic departments.
• Preserving the college’s fixed and movable assets.
• Working to improve the college’s public image.
• Overseeing the planning and preparation of the college’s budget.
• Implementing and following up on College Council decisions.
• Working to develop the administrative and academic operations in the female students’ departments.
• Coordinating and organizing the administrative and organizational relationship with the dean, vice deans, and heads of college departments, each within their area of functional specialization, as it pertains to the female students’ departments.
• Preparing comprehensive periodic reports on the progress of studies and job performance in the female students’ departments and submitting them to the college dean.
• Following up on updates to the college website as they relate to the agency and its affiliated administrative units.
• Implementing tasks assigned by the college dean.
• Authorities of the Vice Dean for Female Students’ Affairs
• Approving female students’ requests to withdraw from a semester in accordance with applicable regulations and bylaws.
• Approving the transfer of female students from one specialization to another and to and from the college in accordance with applicable regulations and bylaws
• Approving academic schedules submitted by the college’s academic departments.
• Forming and approving student activity committees at the college.
• Approving increases in the number of female students in sections or the division of sections in coordination with the relevant departments and the Deanship of Admission and Registration, not exceeding the optimal section capacity.
• Approving extension requests, re-enrollment, and makeup examinations in accordance with the relevant regulations and delegated authorities.
• Approving deprivation lists and submitting them in accordance with the relevant regulations and delegated authorities.
• Adjudicating student excuse cases as needed in accordance with applicable regulations and bylaws.
• Nominating and recommending the selection and appointment of supervisors for units and departments affiliated with the agency.
• Communicating with relevant entities within the university within the agency’s scope and area of work.
• Issuing internal decisions required for the proper functioning of the college agency and its units in accordance with applicable regulations and bylaws.
• Evaluating the performance of agency staff.
• Approving regular and emergency leave for staff of units affiliated with the agency.
• Approving expenditures from the agency’s budget and custody in accordance with applicable regulations.
• Participating in the selection of department vice deans in coordination with the relevant department head and college dean.
• Approving the attendance of female faculty members at conferences inside and outside the Kingdom in accordance with applicable authority delegation regulations and bylaws.
• Recommending exceptional leave for female faculty members in accordance with applicable regulations and bylaws.
• Approving the interruption of leave for female faculty members and referring the matter to the relevant authorities.
• Approving requests from government entities to utilize female faculty members for delivering lectures and participating in seminars and conferences, provided it does not affect their performance at the university.
• Approving emergency and regular leave for female college employees.
• Reviewing female student complaints and disciplinary matters in coordination with department vice deans and the Academic Affairs Unit.

Units Affiliated with the Agency

Female Students Affairs Unit

• Welcoming newly enrolled female students at the college, providing advice and guidance, introducing them to college departments, and preparing them for university life.
• Completing the procedures for issuing university ID cards for female students in coordination with the university administration.
• Coordinating medical examination procedures for female students in coordination with university clinics.
• Coordinating classrooms for the academic year.
• Overseeing classrooms and the readiness of libraries and learning resources.
• Following up on the maintenance of classroom equipment to avoid any malfunctions that may affect the educational process.
• Handling absence cases and medical and social excuses for female students.
• Medical follow-up regarding the handling of female students’ health, psychological, and social issues.
• Receiving female students’ requests to attend internal and external conferences, submitting approval requests, and covering travel expenses.
• Following up on organizing curricular and extracurricular student activities in cooperation with the Student Club, the Deanship of Community Service, and the Deanship of Student Affairs.
• Coordinating the female students’ graduation ceremony in cooperation with the university administration.
• Overseeing the coordination of transportation and mobility for female students.

Academic Affairs Unit

• Overseeing the progress of the educational process in the female students’ section and coordinating with the relevant administrations regarding the preparation of academic schedules.
• Reviewing female student lists and distributing them across departments.
• Following up on female students’ course registration and resolving any scheduling conflicts for any student.
• Following up on course additions and withdrawals for female students.
• Communicating with departments to identify and confirm lists of course coordinators.
• Working to facilitate communication between female students and course coordinators.
• Issuing circulars received from the deanship to departments.
• Following up on the entry of results into the system with course coordinators.
• Following up on academically struggling cases and working to address them.
• Preparing deprivation lists for female students deprived of sitting for examinations and coordinating with the deanship.
• Studying cases of female students deferring their studies and attempting to assist them.
• Coordinating with the examinations committee and departments for examination preparation and the preparation of proctoring schedules.
• Following up on examination reviews with departments before announcing results.
• Responding to inquiries from external entities regarding periods of interruption or re-enrollment during female students’ studies.

Quality and Development Affairs Unit

• Overseeing all units and committees affiliated with the Development and Quality Agency at the college, female students’ section.
• Promoting a quality culture, evaluating performance levels in academic and scientific aspects, and conducting training workshops related to development and quality.
• Following up on and achieving accreditation and academic evaluation standards, developing the college’s strategic plans, and participating in their implementation.
• Overseeing the identification of specialized training needs for faculty members and college staff, and participating in organizing appropriate training programs and evaluating their effectiveness.

College Administration — Female Students’ Section

• Overseeing the application of administrative affairs regulations and bylaws and issuing internal decisions required for the proper functioning of operations.
• Overseeing all financial affairs and securing the specific needs of the College of Medicine — female students’ section in accordance with applicable regulations and bylaws.
• Following up on all internal correspondence on the university’s administrative communications system or external correspondence as required for the proper functioning of operations.
• Overseeing maintenance work and logistical needs in the female students’ section in coordination with the relevant entities of the university administration.