Automation Monitoring Committee

MEMBERS OF THE AUTOMATİON MONIITORING COMMITTEE

Prof. Dr. İlhan AYDIN

Research Assist. Emre GÜÇLÜ

 

Purpose:

The purpose of this committee is to enhance the effectiveness of automation systems used within the department (student information system, grade entry platform, course scheduling systems, advising modules, etc.), ensure that processes are carried out in an orderly and error-free manner, and improve the user experience.

Job Description and Responsibilities

1. General Coordination and Planning:

   • Follow updates in the automation systems used by the university and inform the department staff in a timely manner.

   • Organize informational meetings regarding the effective use of the system for students and faculty members.

   • Plan the timely execution of system processes according to the academic calendar (grade entry dates, course registrations, etc.).

2. Process Monitoring and Management:

   • Ensure that faculty members correctly use the grade entry, attendance tracking, and advising systems.

   • Identify issues encountered by students in their interactions with the automation system and develop solutions.

3. System Compatibility and Integration:

   • Ensure that course contents, faculty member information, and program outputs in the automation system are up-to-date and consistent.

   • Make necessary preparations for integrating new system modules (e.g., internship tracking, graduation checks, advising meeting records) on behalf of the department.

4. User Support and Training:

   • Prepare guides for faculty and students on the operation of the automation systems.

   • Organize training seminars for frequently encountered errors in system usage.

5. Communication and Collaboration:

   • Establish effective communication with the university's Information Technology Department, Student Affairs Department, and other relevant units to convey department needs.

   • Present system development suggestions based on feedback to the relevant university departments.

6. Data Accuracy and Update Processes:

   • Ensure that student, course, and advising information is kept up-to-date in the automation system.

   • Audit the accuracy of system data regarding graduation checks, credit completion, and course retakes.

7. Reporting and Documentation:

   • Prepare statistical reports on the use of the automation system at the end of each semester and share them with department management.

   • Regularly document the system-related issues encountered and the resolution processes.

8. Continuous Monitoring and Improvement:

   • Analyze user experiences and develop suggestions to make the systems more user-friendly.

   • Propose strategies to increase system usage rates, spread successful practices, and improve efficiency.