The College Council Secretariat

Overview of the College Council Secretariat

The College Council Secretariat is the administrative and technical body that supports the College Council, which is considered the highest academic and administrative authority within the College. This Secretariat is responsible for organizing, documenting, and archiving all the Council's work and decisions, serving as the main administrative link to ensure the Council's smooth and effective operation.
The Secretariat is usually overseen by the Council Secretary (Amīn Sirr al-Majlis), who works under the direct supervision of the College Dean.

🎯 Key Functions of the College Council Secretariat

The responsibilities of the College Council Secretariat focus on ensuring the accurate and effective organization of Council meetings and following up on the implementation of its decisions. The most prominent of these functions include:
* 1. Preparation and Organization of Meetings:
* Setting the Agenda: Preparing the agenda for Council meetings in coordination with the Dean and Council members, and gathering issues and topics for discussion from departments and units.
* Distributing Invitations and Documents: Sending invitations to Council members to attend meetings, and distributing the agenda, documents, and reports related to the discussed issues to them in advance.
* 2. Documentation and Minutes:
* Recording Minutes: Accurately and comprehensively recording the minutes of the Council sessions, including the course of discussions, the decisions taken, and the names of attendees and those who apologized for absence.
* Review and Signing: Presenting the minutes to the members and the Dean for review, signature, and formal approval.
* 3. Follow-up and Execution:
* Decision Follow-up: Following up on the necessary procedures for implementing decisions issued by the Council with the relevant departments and units within the College and the Deanship.
* Informing Concerned Parties: Sending the approved decisions and recommendations to the relevant administrative and academic authorities within the University and other departments.
* 4. Archiving and Record Keeping:
* Record Storage: Systematically and securely storing and archiving all session minutes, documents, reports, and decisions issued by the Council, and maintaining special registers with the names of Council members and their appointment dates.