Duties and Authorities of Academic and Administrative Staff

Dean's Office

The Faculty is managed by the Dean and two Vice Deans. The Vice Deans assist the Dean, deputize for the Dean when the Dean is absent, carry out the other duties assigned to them by laws and regulations and work in line with the Quality Management System.

Dean

Prof. Dr. Murat Ünal

• Chairs the faculty boards, implements their decisions and ensures that the faculty units work together in an orderly way.

• Reports to the Rector on the general state and functioning of the Faculty at the end of each academic year and whenever requested.

• Notifies the Rectorate of the Faculty's budget and staffing needs with their justification, and submits the budget proposal to the Rectorate after obtaining the opinion of the Faculty Executive Board.

• Exercises general supervision and control over the units and the staff of the Faculty at all levels.

• Carries out the other duties assigned by the relevant legislation.

• Works in line with the Quality Management System and ensures that the units reporting to the Dean do the same.

Vice Dean for Undergraduate Education and Student Affairs

Prof. Dr. İbrahim Başhan

Undergraduate medical education

• Is responsible, on behalf of the Dean, for planning, delivering, monitoring and evaluating undergraduate medical education.

• Oversees the compliance of the curriculum (Years 1-6) with national and international standards (Council of Higher Education, national core curriculum, accreditation criteria).

• Coordinates with the Education Board, the Board of Year Coordinators and the clerkship and module boards; monitors and guides their work.

• Coordinates the appointment of year coordinators and clerkship leads and ensures that educational activities run in harmony.

• Oversees the integrity of the programme across theoretical and practical courses, laboratory work, clinical practice, internship and electives.

• Ensures that assessment (examinations, OSCE/OSPE, practical assessments) is fair, transparent and compliant with regulations.

• Coordinates programme evaluation, feedback and continuous improvement.

• Plans and monitors work on digital learning infrastructure (e-learning, e-portfolio, electronic clerkship logbooks, etc.).

• Takes an active role in accreditation, self-assessment and external evaluation of undergraduate education.

Student affairs

• Coordinates registration, course enrolment, credit recognition, lateral and vertical transfers, special student status, double major and course exemption procedures.

• Monitors and finalizes procedures for progression, clerkship results, graduation and diplomas.

• Ensures that disciplinary procedures concerning students are conducted in accordance with regulations.

• Evaluates student requests for leave, suspension of studies, make-up and additional examinations.

• Ensures timely and accurate correspondence on student affairs.

• Evaluates students' suggestions, requests and complaints and develops solutions.

Advising, communication and representation

• Ensures that the academic advising system works effectively.

• Coordinates communication with student representatives and student societies.

• Encourages activities that support students' academic, professional and social development.

• Represents the Faculty at meetings inside and outside the University when assigned by the Dean.

Legislation, quality and continuity

• Ensures compliance with higher education legislation and university and faculty regulations.

• Contributes to continuing professional development processes.

• Carries out other duties assigned by the Dean.

Vice Dean for Research, Administrative and Financial Affairs and Postgraduate Education

Prof. Dr. Şükrü Hakan Kaleağası

Research

• Contributes, on behalf of the Dean, to developing and implementing the Faculty's research policies.

• Encourages academic staff to take part in national and international research projects (TÜBİTAK, EU, BAP, etc.) and supports their coordination.

• Ensures that ethical rules are observed in research and works in coordination with the ethics committees.

• Coordinates the monitoring and reporting of publications, projects, patents and scientific events.

• Leads the monitoring, evaluation and improvement of the Faculty's research performance.

• Oversees the effective and efficient use of research infrastructure (laboratories, research centres, equipment).

Postgraduate education (specialty training and continuing professional development)

• Coordinates the planning, delivery and monitoring of medical specialty training (residency).

• Oversees the compliance of the departments' specialty training programmes with regulations and educational standards.

• Monitors residents' training, rotations, theses, examinations and assessments.

• Coordinates at faculty level the procedures carried out under the Medical Specialty Board (TUK) and the related legislation.

• Contributes to planning continuing professional development (CPD) and in-service training.

• Takes part in accreditation and quality assurance of postgraduate education.

Administrative affairs

• Ensures that the Faculty's administrative structure works effectively, efficiently and in line with regulations.

• Coordinates with the Faculty Secretariat and the administrative units.

• Monitors procedures on assignments, leave, personnel records and working arrangements of academic and administrative staff.

• Contributes to preparing the agendas of the Faculty Council and the Faculty Executive Board and follows up the implementation of their decisions.

• Ensures that internal correspondence and official procedures run smoothly.

Financial affairs

• Assists the Dean in planning, implementing and monitoring the Faculty budget.

• Oversees the effective and efficient use of the revolving fund, budget appropriations and financial resources.

• Monitors the compliance of procurement, tendering, maintenance and service purchasing with regulations.

• Supports the planning of financial resources for research and education.

• Coordinates the preparation of financial reports and their submission to the relevant units.

Quality assurance, legislation and representation

• Contributes to quality management and accreditation in research, postgraduate education and administrative and financial processes.

• Oversees compliance with higher education legislation and university and faculty regulations.

• Represents the Faculty at meetings inside and outside the University when assigned by the Dean.

• Carries out other duties assigned by the Dean.

Faculty Secretariat

The Faculty Secretary plans, coordinates and supervises the work of the administrative units of the Faculty Secretariat. The Private Office of the Dean and the Quality Unit Secretariat handle the correspondence, appointments, meetings and communication of the Dean's Office.

Faculty Secretary

Boards and correspondence

• Distributes all documents received by the Dean's Office, including those in the electronic document management system (EBYS), to the relevant units.

• Prepares the agendas of the Academic General Assembly, the Faculty Council and the Faculty Executive Board as instructed by the Dean and announces them.

• Acts as rapporteur at board meetings and ensures that the decisions are recorded.

Management, coordination and legislation

• Plans, coordinates and supervises the work of the Faculty Secretariat in line with the relevant legislation.

• Coordinates student affairs services.

• Follows the legislation concerning the Secretariat and proposes legal and administrative measures to the Dean's Office and the Secretary General where gaps or problems arise.

• Ensures coordination and cooperation among the units and the staff of the Secretariat and resolves problems.

• Ensures that the annual activity report is prepared.

• Informs superiors about the work carried out and performs other similar duties they assign.

Budget, procurement and movable property

• Prepares the Faculty's annual budget and implements performance-based budgeting.

• Procures the goods and services the Faculty needs.

• Ensures that inventory records are kept and that stock entries and exits are processed.

Personnel

• Follows up the staff's entitlements, payments and personnel records.

• Identifies in-service training needs and works with the Personnel Department to organize training programmes.

• Supervises and directs the staff and, as disciplinary superior, imposes the disciplinary penalties provided for in the legislation when necessary.

• Makes proposals to the Dean's Office on awards, letters of commendation and transfers.

Buildings, ceremonies, quality and occupational safety

• Ensures heating, lighting, cleaning and minor repair services in all faculty buildings and takes security measures.

• Organizes the ceremonies held by the Faculty.

• Works in line with the Quality Management System and ensures that the units of the Secretariat do the same.

• Serves as a member of the Occupational Health and Safety Board.

Private Office of the Dean and Quality Unit Secretariat

• Ensures that the internal and external affairs of the Dean and the Vice Deans run smoothly: appointments, visits, guests, protocol, travel arrangements and reservations.

• Conducts the official, private and confidential correspondence of the Dean and the Vice Deans, keeps and archives their files, submits documents for signature and returns them to the units.

• Announces the meetings of the Dean's Office, the Faculty Council and the Faculty Executive Board, prepares the meeting room and communicates with members.

• Prepares and distributes the Dean's messages for national holidays, commemorations and special days.

• Publishes announcements and news on the Faculty website and maintains the Dean's Office e-mail account.

• Serves as an internal auditor in the University's quality management system, runs the quality unit secretariat of the Dean's Office and acts as rapporteur for investigation files.

• Is responsible to the Dean, the Vice Deans and the Faculty Secretary.

Administrative Units

The duties of the administrative units of the Faculty Secretariat are summarized below. The complete list is given on the Turkish version of this page and in the original document.

Personnel Office

• Distributes incoming documents, follows academic staff vacancy announcements and updates the Faculty website.

• Follows up the decisions of the Faculty Council and the Faculty Executive Board and the terms of office of their members.

• Handles the personnel procedures of the academic staff and residents of the departments of Basic, Internal and Surgical Medical Sciences, with separate staff for each department: social security entries and exits, HİTAP records and leave records in Proliz and PBBS.

• Runs the secretariats of MESEKOK (training documents of residents, resident training, specialty registration files sent to the Ministry of Health) and of the Publication and Documentation Board (registration of specialty theses with the National Thesis Centre and delivery of theses to the University Library).

Accruals Office

• Salaries and social security procedures of staff, interns and foreign nationals; interns' employment entries and exits.

• Additional course fees, jury fees, treasury aid, actual service records and revolving fund consultancy payments.

• Domestic permanent and temporary duty travel allowances; entries, exits and social security of scholarship holders; debt assessments; clothing allowance; incoming and outgoing correspondence.

Student Affairs Office

• Carries out all student affairs of the Faculty in line with the aims and principles set by the University administration; staff handling the study years work under the supervision of the Chief Coordinator and the year coordinators.

• The head of the office distributes incoming documents, coordinates the office, runs the secretariat of the Undergraduate Education Coordinators Board and serves on the education-related committees of the Faculty.

• Separate staff handle each study year (Years 1-3, Years 4-5 and Year 6): examination announcements and assignments, registration checks, the medical question bank, exam papers and objections, attendance, clerkship groups and records, lateral transfers, student certificates and transcripts, and graduation.

• Committee correspondence: Student Advising Coordination Committee (Year 1); Undergraduate Education Coordinators Board and Programme and Curriculum Development Committee (Year 2); Undergraduate Medical Education and Accreditation Committee and activity reports (Year 3); Graduates and Graduate Tracking committees (Years 4-5).

• Introduction to Clinical Practice (KUG) course for Years 1-3: preparing models, consumables and forms in the skills laboratories, maintenance and cleaning, assignment letters for group and skills trainers, final and make-up OSKİ examinations, attendance sheets and results.

Correspondence Office

• Prepares the agendas of the Faculty Council and the Faculty Executive Board, records and certifies the decisions and keeps the official decision books.

• Handles the correspondence with the Rectorate, the University Hospital, the department chairs and other bodies, follows time-limited documents and files and archives them.

• Handles the correspondence between the Scientific Research Projects Unit (BAP) and the academic staff.

• Files documents that require no action and renews the archive files at the end of each year.

Records and Archive Office

• Manages the Faculty archive, registers incoming and outgoing documents and distributes them within the Faculty.

• Sends and receives post, ensures the flow of documents with the Rectorate, the Hospital and the Department of Basic Medical Sciences and keeps the document delivery registers.

Procurement and Movable Property Office

• Keeps the movable property records (consumables, machinery and equipment, fixtures), assigns items to persons or shared areas, prepares delivery documents and inventory lists and carries out year-end counts.

• Requests stationery and cleaning supplies, follows BAP procedures and is responsible for outdoor cleaning services.

• Evaluates the purchase requests of the academic and administrative units and buys by direct procurement within the appropriations, or corresponds with the procurement unit of the Rectorate.

• Buys supplies for the Experimental Animal Research Laboratory from the revolving fund, monitors budget appropriations, prepares three-year budget studies and runs the occupational health and safety secretariat.

Department Secretariats

Department of Basic Medical Sciences

• Runs the secretariat of the Department of Basic Medical Sciences and of its departments (Anatomy, Biophysics, Biostatistics and Medical Informatics, Physiology, Public Health, Histology and Embryology, Medical Biology, Medical Pharmacology, Medical Education, History of Medicine and Ethics), including their work in the Institute of Health Sciences.

• Runs the secretariat of the Assessment and Evaluation Committee and enters the weekly timetables of the Institute of Health Sciences departments into the student information system.

Departments of Internal and Surgical Medical Sciences

• Answers, follows up, notifies and files letters from the Dean's Office and the Chief Physician's Office to the departments.

• Prepares the decisions and letters of the departmental academic boards.

• Prepares the documents for research assistants' term extensions, rotations and thesis defence examinations.

• Prepares health board reports, status reports and conformity reports for patients and replies to complaints.

• Distributes letters and post to the department's academic staff.

Technical and Support Services

Technical services

• Organize and run the technical work of the Faculty, keep teaching equipment ready for classes and carry out the instructions of the Faculty Secretary.

Experimental Animal Research Unit

• The unit's veterinarian, a member of the University's Local Ethics Committee for Animal Experiments (HADYEK), works under the head of the unit. The veterinarian is responsible for the health and purity of the animals bred, for their breeding and care and for compliance with ethical rules, and acts as consultant veterinarian during research.

• Support staff are responsible for the general care of the animals and the cleaning of the laboratory.

Basic medical science laboratories

• Technical staff work in the laboratories of Histology and Embryology, Medical Pharmacology and Medical Biology.

• The Medical Biochemistry Laboratory in the Basic Sciences building prepares student practicals, analyses biochemical parameters for academic projects and handles documentation.

Cleaning and transport

• Cleaning of the Department of Basic Medical Sciences, the Dean's floor and the Dean's Office building, and transport services of the Dean's Office.

In addition to the duties listed above, every position carries out other similar duties assigned by superiors and works in line with the Quality Management System. The names of the staff and their designated substitutes are given in the original documents.

Source documents: Duty Descriptions of the Vice Deans (PDF, Turkish) · Distribution List of Duties, Authorities and Responsibilities (PDF, Turkish, 16.12.2025)

Related pages: Administration · Organization Charts · Administrative Staff