The Permanent Secretariat of the University’s Board of Trustees

Considering the key role and the important position of the board of trustees in universities and faculties, an administrative department has been founded in these institutes, namely ‘the permanent secretariat of the board of trustees’ which has its own organizational structure, tasks, responsibilities, goals, and objectives. The director of the secretariat is responsible for coordinating the various units of the institute in order to follow up the implementation of the rules, regulation, and policies approved by the board of trustees. The director of the secretariat is selected by the members of the board of trustees and is obliged to actively oversee and monitor the appropriate implementation of the approvals of the board. The director and other experts and staff of the office pursue the objectives of the secretariat department of the institute through collaboration and coordination with each other and in accordance with the central secretariat of the board of trustees located in the Ministry of Health and Medical Education. Through cooperation with the chancellor of the institute and the members of the board of trustees, this department plays a key role in the development of the institute and the optimization of its processes by following up and monitoring the implementation of the approvals of the board.

Tasks and responsibilities of the permanent secretariat of the board of trustees:

• Cooperating and coordinating with the chancellor of the university and vice-chancellors in order to implement the approvals of the board of trustees
• Planning and coordinating with other units in preparing the agenda for the meetings of the board of trustees and collaborating with the central secretariat in preparing guidelines, rules, and regulation and recording the minutes of the meetings
• Arranging meetings other than the regular meetings of the board of trustees for emergent, unforeseen issues
• Cooperating and coordinating with other units in working out plans and determining the general policies of the institute and raising them in the meetings of the board of trustees
• Cooperating and coordinating with the financial manager and budget manager of the university in the preparation of budgetary and financial reports, attempting to get them approved in the budgeting season of the institute, and collaborating in the preparation of financial reports
• Analyzing, planning, monitoring, and overseeing the implementation of the approvals of the board of trustees; evaluating the performance of the board; and reporting its activities
• Arranging the meetings of the board of trustees; holding the meetings; cooperating with members of the board; preparing, revising, and confirming the minutes of the meetings, performance reports, auditing reports, budgetary and financial tables, etc.
• Documenting and classifying information
• Coordinating with other units of the university in founding the permanent secretariat of the board of trustees and the specialized committees of the board

Cooperating and coordinating with the vice-chancelleries and other specialized units of the university in collecting different ideas and proposals, preparing them to be propounded and discussed in the meetings of the meetings of the board of trustees, and getting them approved by the board.