Activities and Objectives for the Different Sections of the

Deanship of Student Affairs

1. The Dean's Office and Secretariat
The dean's office and secretariat are connected directly to the Deanship of Student Affairs, and include the office of the Director of the Dean's Office and the secretarial support. They handle all the work related to the office management and organize the administrative work for the dean and other sections both within the deanship and outside. The secretariat organizes the dates of meetings, student reviews, meetings with those who are linked to the deanship and the university, and many other administrative activities.

2.  Administration Department
The administration department can be considered as a small human resources department. It is the backbone of the deanship as it manages all the employee administrative tasks.

3. Student Fund Management Department
The goals of this department are:
* Providing financial assistance and social welfare payments through subsidies to resolve the financial problems of the university's students that could act as a barrier to them finishing their studies.
* Contributing to the creation and establishment of investment projects that would benefit the student fund, such as in computer training and office service centers, among others.
* Supporting the various activities overseen by the Dean.

The student fund is overseen by a board of directors chaired by the Dean of Student Affairs.  All financial transactions must be approved by him. This committee draws up the overall action plan, supervises all financial and administrative aspects of the fund, and takes the necessary decisions to meet the fund's social and cultural objective, in particular:
* Proposals to amend the order of business for the students fund if necessary.
* Proposals for operational controls that complement the core order.
* Preparation of the annual budget and final accounts to be approved by the head of the university.
* Acceptance of subsidies, donations, and recommendations presented to the fund.
* Acceptance of cooperative projects and other means to develop the fund.
* Examining the periodic reports on the activity of the fund and its work to determine the extent of success, approving solutions to resolve difficulties and problems, and studying suggestions offered to the chairman of the board.

4. Financial Affairs Department
The Financial Affairs Section is responsible for all the financial matters, including the payment of student fees and rewards, immediate subsidies, rewards for students who worked at the Custodian of the Two Holy Mosques Institute for Hajj Research during Ramadan and the pilgrimage season, and payment for the workers in the student fund department and Deanship of Student Affairs.

5. Student and Guidance Discipline Department
a) Student Guidance Department:
The Student Guidance Department operates in cooperation with the supervisors for the subsidiary guidance offices at the colleges in the following ways:
* Organizing and caring for new students at the beginning of each academic year by holding induction sessions to help them get acquainted with their faculties, under the supervision of the Student Guidance Office supervisor for each section. The purpose of these sessions is to raise awareness; emphasize the need to adhere to the rules and regulations, and the behavioral code of conduct, and respect the university systems.
* Monitoring student's behavior inside their faculties and cooperating with supervisors within the hostels.
* Dealing with student problems referred to the supervisor or the section at the Deanship of Student Affairs.

b) Investigation and Discipline Department:
Any violation of the rules and regulations terms listed in the student handbook will be investigated and the appropriate punishment will be carried out.
Disciplinary infractions that students must avoid:
* Any breach of the rules and regulations, university system, and traditions are considered disciplinary offences, in particular:
* Assaulting or abusing university staff, professors, and students.
* Cheating or attempted cheating during exams, or breach of the exam code.
* Any immoral acts committed in the hostels or anywhere else on university premises.
* Organizing conferences and associations that are not approved of

* Unauthorized or incorrect information announced to the media.
* Any student who violates any part of the disciplinary code will be punished in accordance with the type of violation starting from written warnings, deduction of the monthly allowance, cancellation of the exam results, failure, and suspension from the university for one semester or more, to the final punishment of dismissal from the university.

6. Information and Computer Department
The Information and Computer Division undertakes the following tasks:
* Conducting studies and statistical calendaring for the deanship.
* Issuing annual reports on the activities of the deanship.
* Coordinating between the Deanship of Student Affairs and the Information Technology and Technical Support Center.
* Issuing certificates of good conduct and behavior for graduate students.

7. Student Accommodation Department
The Student Accommodation Department started to offer accommodation to students in 1394 Hijri through the Deanship of the King `Abdul `Aziz University in Makkah under the name of the Department of Housing and Nutrition. This was continued through the Deanship of Student Affairs at Umm Al-Qura University both in Makkah and at its branch in Ta'ef, until the beginning of the year 1412/1413 Hijri, when the student housing department became independent branch of student affairs.

The main objectives of this department are as follows:

* Providing comfortable accommodations in healthy, social, academic atmosphere.
* Spreading the spirit of love and brotherhood among the student residents.
* Providing pure, yet beneficial, means of entertainment.
* Increasing intellectual awareness through of lectures and lessons.
* Encouraging students to be independent.
* Instilling Islamic values and refinement of conduct.
* Encouraging students to abide by the rules and take responsibility.
* Preparing students for practical life through their involvement in the operation and management of the hostels and their activities.
* Providing a second home for students coming from outside Makkah.

8.  Female Students' Accommodation Department
The Female Students' Accommodation Department oversees the accommodation for female students, and their duties are:  
* Securing housing for female students coming from outside Makkah, according to the conditions of the established system.
* Periodic and emergency maintenance of the hostels in cooperation with the university's maintenance department.
* Coordination with the Nutrition Department at the deanship to supply the canteens and cafeterias within the hostels.
* Issuing passes for student's parents to enter and exit the university hostels and compiling a computer database of the resident female students.
* Providing 24-hour health care for female students in coordination with the university clinic and the ambulance service.

The department also oversees many of the resident student activities and events.

9. Nutrition Department
This section provides catering services to university students in Makkah and Ta'ef in the form of subsidized food throughout the academic year for breakfast, lunch, and dinner, according to precise criteria. It is supervised by professionals who have specialized in nutritional food for integrated health. This section is responsible for its own administrative functions; financial and technical, and full and strict supervision of the company contracted to provide the food and manage the university canteens and restaurants on all campuses. It is also responsible for providing catering for the monthly meal, concerts, and various university events, with the department preparing and fully supervising the food for those events, and for providing food services for various student activities and academic events. It also extends its services to members of the teaching staff and those affiliated with the university, providing them with a three-course meal at reasonable prices.

10. Cultural Relations Department

This section serves the non-Saudi students, specifically those who are receiving scholarships from the university so they can be prepared to serve the Islamic and Arabic sciences and achieve an objective of Saudi Arabia; to propagate the Islamic faith.

Some of the most important work of the department and its objectives include:
* Issuing scholarships to incoming students admitted by the university.
* Organizing their accommodation for them and acquainting them with the relevant authorities.
* Monitoring their studies to ensure their commitment.
* Providing tickets for students to travel to their countries, according to the regulations.

11. Student Scholarships Department
The office aims works with scholarship students who have graduated from the university, continuing the communication between them and the university. This is done through a database of graduate scholarship students that contains all the information about them, including their studies, work, addresses, and da`wah efforts after graduation.
The department also exchanges data with other Saudi universities on a continuing basis, to document the graduates of Saudi universities in their home countries to develop their relationships with each other, and to invest in the graduates through academic collaboration, maintaining academic communication with the graduates on a regular basis, and deepening their affection for their university. The department also provides them with publications and bulletins issued by the universities on an ongoing basis, corresponds with them on occasions, congratulates them on happy events, and issues a list of graduate's names and addresses every five years.

 
12. Department of Student Activities
Student activities were held under the supervision of the Social Welfare Department from 1391 Hijri, when the Deanship was established, until the end of 1420 Hijri. It was then renamed the Department of Student Activities, after the expansion of its services and activities.

The most important objectives and functions of the department include:
* Developing student relations within the framework of Islamic principles and values and investing in these relationships by highlighting the role of students in the preparation and implementation of student activities.
* Training students in the preparation and implementation of plans through activities.
* Familiarizing students with team work to instill the values of interdependence and cooperation.
* Discovering special talents among students and nurturing and developing their talents and creative abilities.
* Utilizing student's leisure time to practice many activities, appropriate to their orientation and desires, and providing all the possible means to help them develop their personality in a balanced manner, integrating ideas and behavior and encouraging creativity and innovation.
* Participating in external and internal activities.

The Department of Student Activities is comprised of five sections that include a number of clubs. The sections also provide a number of services in addition to supervising the student clubs, and they are:
1. Cultural Activity Section:

Cultural competitions

Islamic Awareness Club

Student Cultural Club

2. Scientific Activities Section:
Faculty of Medicine Club

Faculty of Engineering Club

Scientific Innovations Club

3. Artistic Activity Section:
Artistic Skills Club

University Theater Club

4. Social Activity Section:
 Al Nur Club for Blind Students

Student's Social Club

Subsidies, Student Operation, and Mail

Freshman's Club

 
5.  Public Relations and Media Section:
Public Relations Club

Rangers
Guesthouse, Media, Advertising, and Marketing Club

Photography Club 

The Deanship of Student Affairs is now planning to open several other student clubs in the near future, including the establishment of a student club for every faculty. The student activities management prepares an annual plan that focuses on the following ideas:
* Emphasizing the importance of inviting students to participate in the activities and services.
* Emphasizing the importance of inviting students to assume the responsibility for activities and services.
* Creating the proper atmosphere for participating students to assume responsibility for activities and services, by providing all the necessary financial and human resources to implement the plan. The plan deals with the following areas:

Areas of activity:

 
The plan includes a wide range of activities that include social gatherings, both public and private, various competitions, lectures, visits, poetry and story-telling evenings, trips, camps, theatrical plays, training courses in various fields, and contributing to campaign weeks, such as the Week of the Tree, Traffic, and Drugs. The plan also includes training, recreational, and cultural camps, Rangers, and activities of the Gulf Cooperation Council universities.

 
13. Sports Department
The functions of this department are limited to two areas:
a) Internal activities:
These are the most inclusive sports activities for students, and include:
* Free activity: soccer, basketball, handball, volleyball, badminton, table tennis, tennis, billiards, judo, karate, and tae kwon do. There is also a training centre for visually and physically disabled students.
* Training centers train the university teams in preparation for participation in meetings and championships.
* The university aims at encouraging the participation of a larger number of students in different championships to according to their wishes and preferences. In light of this, the university participates in the following activities:

* University Open Judo Championship
* University Open Karate Championship
* University Open Tae Kwon Do Championship
* University Open Table Tennis Championship
* University Open Cross-Country Championship
* Self-defense Games in judo, karate, and tae kwon do
* Individual competitions: The aim of these competitions is to encourage the participation of the largest possible number of students to evaluate their individual and team skills in sports and select the best university teams.
* University leagues: Teams from the faculties and institutes from Makkah and Ta'ef participate in the following leagues: soccer, basketball, and volleyball.
* Service centers offer services to those who are affiliated with the university and their children to develop hobbies in the areas of sports and recreation, such as cross-country, self-defense, etc.

b) External activities:
The Sports Department is involved in performs a number of external activities, such as:
i. Activities within the Kingdom, such as:
* Trips for university's sports teams
* Sports camps
* Sports events
* Participating in championships organized by the General Presidency for Youth Welfare
* Attending the summer riding club races in Ta'ef 
* Attending the riding club race in Jeddah
* Attending the riding club race in Makkah
* Participating in sports events with other universities in the Kingdom

ii. Activities outside the Kingdom, such as:
*Sports events for the university leagues with the Gulf Cooperation Council states universities, according to plans and programs approved by the deans of those universities.
 
 
14. Monitoring and Implementation Unit
This unit was established to monitor the work of the deanship's departments and offices concerning the required buildings needed for administrative development at the deanship.

15. Investment Unit
The unit is responsible for the diversification of investment on all campuses to provide all the necessary student services, support, and non-office related work in to meet the diversity of needs.

 
16. Transport Unit
This unit was created to regulate the movements of the vehicles under supervision of the deanery. It falls within the terms of reference of this unit to perform periodic maintenance on the vehicles at the university's maintenance center, to ensure that the vehicles are always prepared to fulfill the needs of the various student services when required.

17. Deanship Agency for Female Student Affairs for Housing and Nutrition in Makkah
This agency coordinates with the Dean of Female Student Affairs and the various departments within the university. Is work is summarized as follows:
* Providing adequate and appropriate housing for foreign students. There are five hostels that are overseen by a number of supervisors, who are specialized in that area. Each hostel provides all the services that are needed by the students, including payphones, bus transportation from the university to the hostel and back, and health services in each hostel. The hostels receive students from different regions of the Kingdom and from outside the Kingdom, each one has a number of supervisors who oversee the hostel on a 24-hour shift basis; including morning, afternoon, and overnight resident supervisors.
* Caring for the female students during their stay in the hostel, as their parents have entrusted the dean's agency with their care. This is done through the provision of buses to transport students from the hostels to the university and back; providing secure accommodation for female students coming from outside Makkah under the supervision of an educational specialist to ensure their comfort and mental health, to free them to pursue their academic studies; and by developing rules and regulations to regulate visits, and an in-out signing in system as proof of attendance.
* Attending to the nutritional needs of the student, by providing three healthy meals a day; breakfast, lunch, and dinner, which are provided at reasonable prices in the university cafeterias located within each hostel. These meals are fully supervised according to the rules and regulations established by the Nutrition Department of the deanship. The nutrition section for female students prepares and provides the food and beverages needed for concerts, events, and trips.
* Providing treatment to ill students in the female hostels 24 hours a day, as the deanship owns an ambulance fully-equipped with medical supplies, in coordination with the medical department and emergency rooms in the hostels.
* The Agency for Female Student Affairs for Housing and Nutrition cares for the problems students face within the university or hostels in collaboration with social workers who monitor the students' education, behavior, and studies, and try to find solutions to the problems they face. They also monitor any infringements of the rules by students and apply the relevant penalties for them This is then reported later to the dean's deputy. This agency also develops a plan of activities, including a variety of suitable cultural and social programs and trips with the approval of the head of the university.

A number of clubs are organized for student activities in all the hostels.
The Deanship Agency for Female Student Affairs for Housing and Nutrition includes:
* Deputy Dean for Housing and Nutrition
* Secretariat
* Director of Personnel and Correspondence
* Social worker
* Activities supervisor
* Nutrition supervisor
* Five supervisors and nurses for the hostels.

18. The Deanship Agency for Female Student's Affairs for Activities and Cultural Affairs in Makkah
The Deanship Agency for Female Student's Affairs for Activities and Cultural Affairs in Makkah includes the following sections:
a) Administrative Section: The mission of this section is to oversee the administrative affairs of the agency's work.
b) Student Activities Section: The main functions of this section is primarily overseeing the non-summer activities organized at the female students' headquarters in Makkah, so the students will be able to effectively exercise their role in society. This agency offers random educational activities, and is considered as an important branch of students' academic life. The functions of the agency include preparing annual activity plans in partnership with club advisors and members of those clubs, to be presented to the Dean of Student Affairs, by the Dean of Cultural Activities Affairs, and to be reviewed by His Excellency the Rector and approved amongst the other student activities. The Deputy Dean of Cultural Activities supervises the activities of the following clubs:
* Islamic Awareness Club
* Cultural Club
* Social Club
* Health Club
The general objectives of these clubs are:
* Establishment of the first basis of piety through the instilment of Islamic values among female students.
* Deepening the bonds of Islamic brotherhood through meetings and visits between the students.
* Developing student's hobbies and refining them through team work.
* Organizing concerts, trips, and visits, designed to improve students' self-reliance and social habits within the framework of the Shari`ah.
* Taking care of academically exceptional students through extracurricular activities.
* Developing meaningful competition through religious and cultural contests.
 c) Student Guidance Office:
This office was established in 1409/1410 Hijri. It handles the initial investigation of any violations committed by female students through the female student headquarters. It investigates educational, behavioral, and social problems of female students, and offers them counseling and guidance through specialists to attempt to remedy the student's problems. The office organizes many programs relevant to their problems and collaborates with the branch offices in the Faculty of Education and the Arabic Language Institute.
   
19. Deanship for Student Affairs at Ta'ef
The Deanship for Student Affairs at Ta'ef includes the following sections:
a) Department of Student Affairs: This oversees the administrative affairs within the deanship and works on enhancing employee performance, coordinates work with other departments within and outside the university's faculties, supervises the accommodation and the problems students face to ensure that they have decent accommodation that enables  them to work full-time on their academic studies.
b) Sports Department: This supervises the sports activities between departments among the academic branches of the university's faculties.
c) Social Department: This supervises student activities approved by the following student clubs:
* Islamic Awareness Club.
* Cultural Club.
* Social Club.
* Hobbies and Computer Club.
* Rangers
* Public Relations Club

The department also offers assistance to students, after studying their social situation, in accordance with the general guidelines in this regard.

d) Nutrition Department: This department oversees the three daily meals provided to the students at the Ta'ef campus, and provides food and beverages for occasions planned by the university. It monitors the student canteens and supervises the company responsible for providing the catering. The supervisor of the Nutrition Department submits monthly reports on the food to the center in Makkah.

e) The Dean's Agency for Female Student Affairs in Ta'ef: This is responsible for overseeing the female students' affairs, supervising their activity club, and examining the social situation of students, offering assistance where necessary.