HACETTEPE UNIVERSITY
DIGITAL TRANSFORMATION AND INFORMATICS COORDINATION DIRECTION
FIRST SECTION
Purpose, Scope, Basis and Definitions
Purpose
ARTICLE 1– (1) The purpose of this Directive is to regulate the purpose and goals, duties, fields of activity, organizational structure, working procedures and principles of the Hacettepe University Digital Transformation and Informatics Coordination Office.
Scope
ARTICLE 2 – (1) This Regulation covers the provisions regarding the objectives, establishment, duties, authority, responsibility and fields of activity, management bodies and working principles of management bodies of Hacettepe University Digital Transformation and Informatics Coordination.
Base
ARTICLE 3 – (1) This Regulation has been prepared in accordance with the Higher Education Law No. 2547, the Decree Law No. 124 on the Administrative Organization of Higher Education Supreme Organizations and Higher Education Institutions, and the Public Financial Management and Control Law No. 5018.
Definitions
ARTICLE 4 – (1) In this Regulation;
a) Academic Unit: Faculties, institutes, colleges, conservatories, vocational schools, application and research centers affiliated with Hacettepe University,
b) Department of Information Technology: Hacettepe University Department of Information Technology,
c) Unit Representatives Commission: The commission consisting of individuals who are determined to be responsible for digital transformation and informatics in academic and administrative units and who ensure cooperation and coordination with the Coordination,
ç) Secretary General: Hacettepe University General Secretary,
d) HÜYGAM: Hacettepe University Application and Research Centers coordination board,
e) Administrative Unit: All units that provide administrative services under the Hacettepe University Rectorate or General Secretariat,
f) Quality Commission Representative: The person who provides coordination with Hacettepe University Quality Commission,
g) Coordinator: Hacettepe University Digital Transformation and Informatics Coordinator,
ğ) Assistant Coordinator: Hacettepe University Digital Transformation and Informatics Coordinator Assistant,
h) Coordination: Hacettepe University Digital Transformation and Informatics Coordination,
ı) Coordination Offices: Corporate Data Management Office, Software and Big Data Office and Performance and Rating Office operating within the Coordination,
i) Institutional Data: Any data generated, obtained, recorded, stored, preserved, modified, transferred, classified, deleted, anonymized, destroyed or processed in a similar manner by any unit of the University in connection with the fulfillment of University duties and authorities. data,
j) KVKK: Personal Data Protection Law,
k) Rector: Hacettepe University Rector,
l) Vice Rector: Hacettepe University Vice Rector,
m) Health Services Unit Representative: Person who coordinates with Hacettepe University Health Services Unit,
n) Strategy Development Department Head: Hacettepe University Strategy Development Department Head,
o) University: Hacettepe University,
ö) Executive Board: Hacettepe University Digital Transformation and Informatics Executive Board,
refers to.
SECOND SECTION
The Purpose of Establishment, Duties and Fields of Activity of the Coordination Office
The Purpose of Establishment of the Coordination Office
ARTICLE 5 – (1) The purpose of establishment of the Coordination Office; The mission, vision, strategic goals of the university and in line with its objectives, to ensure digital transformation, to support institutional integrity, and to ensure the correct and effective use of institutional data assets.
Duties and Fields of Activity of the Coordination Office
ARTICLE 6– (1) The Coordination Office is the institution’s educationalIt fulfills the following duties and responsibilities regarding education-teaching, research-development, social contribution and management processes, and digital transformation and data management activities carried out in its administrative units. These activities are carried out in coordination with the Department of Information Technology:
a) Preparing the university's digital transformation roadmap, encouraging and supporting the development and implementation of projects that will enable the transfer of education-training, research-development, social contribution, management and administrative processes to the digital environment.
b) Following current technologies and good practice examples in the field of digital transformation and data management, Activities that will encourage innovative applications within the university
c) To ensure that the digital transformation, informatics and data management processes carried out throughout the university are planned, implemented and managed effectively, securely and sustainably in cooperation with the Department of Information Technology and in coordination with the relevant units.
ç) Studies aimed at measuring, evaluating and reporting academic performance
d) To create the university's institutional data management strategies, develop data protection policy proposals, review and update procedures.
e) To define, collect, process and life cycle of institutional data within the framework of determined data management rules. to ensure coordination to ensure quality and safety throughout the university.
f) In accordance with the university's strategic planning and integrated quality management system, To establish and coordinate the implementation of data sharing rules for the development of the required data sets and software architecture.
g) To standardize and update the institutional data provided by the university to national and international higher education ranking and rating organizations and to ensure the coordination of these processes.
ğ) To fulfill the obligations within the scope of KVKK and other relevant legislation, to carry out data protection impact assessment processes.
h) To organize seminars, trainings and conferences on the subjects within the scope of the coordination and to raise awareness and provide informative activities to execute.
ı) To prepare an annual activity report regarding the work of the Coordination Office and submit it to the Rectorate.
THIRD SECTION
The Coordination Office’s Management Bodies, Duties, Powers and Responsibilities
The Structure of the Coordination Office
ARTICLE 7 – (1) The Coordination Office; It consists of the Coordinator, Assistant Coordinators, Executive Board, Unit Representatives Commission and Coordination Offices assigned by the Rectorate, depending on the Rectorate (ANNEX-1).
(2) The academic, technical and administrative personnel needs of the Coordination Office are met by the personnel to be assigned by the Rectorate. In the Coordination Office, part-time or volunteer work is carried out on a project, activity or research basis. Students can also take part.
Coordinator
ARTICLE 8– (1) The Coordinator is appointed by the Rector from among the university academic staff. The Coordinator is directly responsible to the Rector for the regular implementation and development of all the work of the Coordinatorship. The Rector, when necessary, may contact the Coordinator in the same manner. may change.
(2) Upon the recommendation of the Coordinator, the Rector may appoint a number of Assistant Coordinators from among the academic staff of the university as deemed appropriate. Assistant Coordinators support the Coordinator in fulfilling his/her duties; they assume responsibility in the Coordinator Offices and in matters where necessary.
(3) In cases where the Coordinator is not on duty, a Deputy Coordinator shall act as the Coordinator. When the Coordinator's duty ends, the Coordinatoruml;r The duties of the Assistants also end.
Coordinator's duties
ARTICLE 9 – (1) Coordinator's duties are as follows:
a) To represent the Coordination.
b) The establishment, purpose and and in line with the duties undertaken, to ensure that digital transformation and informatics activities are carried out in an orderly manner.
c) To ensure coordination between the Coordination Office and the relevant units of the university.
ç) To submit the annual activity report of the Coordination Office to the Rectorate.
Executive Board
ARTICLE 10 – (1) Executive Board; under the chairmanship of the relevant Vice Rector, the Coordinator, Assistant Coordinators, General Secretary, Head of the Information Technology Department, Head of the Strategy Development Department, Quality Commission Representative, Health Services Unit Representative and at least 3 academic staff who have studies related to the field of activity of the Coordination and are assigned by the Rector. The Executive Board may organize meetings with the participation of internal and external stakeholders when necessary.
Duties of the Executive Board
ARTICLE 11– (1) The duties of the Executive Board are as follows:
a) To determine the strategic orientations and policy framework of the Coordination, to develop strategies in line with institutional goals in the field of digital transformation and data management.
b) To make decisions on issues within the scope of the Coordination, to ensure their implementation and to evaluate the effectiveness of the processes.
c) To ensure the necessary cooperation on a national/international scale in order to implement the determined strategies.
Unit Representatives Commission
ARTICLE 12 – (1) The Unit Representatives Commission consists of the Vice Rector, Coordinator, Assistant Coordinators, Secretary General, Head of the Information Technology Department, Head of the Strategy Development Department, at least one teaching member representing each faculty, institute, conservatories, colleges and vocational schools appointed by the Rector, and one representative from HÜYGAM representing the application and research centers. representatives are selected from the five institutes with the most thesis-based master's and doctoral programs.
Duties of the Unit Representatives Committee
ARTICLE 13– (1) The duties of the Unit Representatives Committee are as follows:
a) To ensure cooperation and coordination between the Coordination and the units they represent for the effective and harmonious implementation of digital transformation and data management processes throughout the university.
b) Unit-specific to determine digital transformation and data management needs and priorities, contribute to its implementation, provide suggestions for its development and support related activities.
c) To encourage the adoption of digital transformation culture in the units they represent and create awareness.
ç) To contribute to the process by providing opinions and suggestions for the creation and implementation of annual activity plans of coordination.
Project Groups and Sub-Groups Commissions
ARTICLE 14– (1) If deemed necessary, upon the recommendation of the Coordinator and the approval of the Rector, it may be decided to form project groups and sub-commissions. These groups and commissions consist of academic and administrative personnel assigned by the Rector.
(2) Project groups and sub-commissions carry out their work in accordance with the determined procedures and principles.
FOURTH SECTION
Offices and Duties Operating Within the Coordination Office
Coordination Offices
ARTICLE 15 – (1) The Coordination Office consists of the following offices:
a) Corporate Data Management Office,
b) Software and Big Data Office,
c) Performance and Rating Office.
Corporate Data Management Office
ARTICLE 16 – (1) Corporate Data ManagementThe duties of the Office of the Directorate are as follows:
a) To establish and ensure the implementation of the university's institutional data management policies.
b) To manage the collection, processing, storage and sharing of institutional data in accordance with the specified standards.
c) To develop data management processes in accordance with the principles of accuracy, integrity, up-to-dateness and accessibility in order to ensure the sustainability of data quality.
3) To ensure compliance with national and international legislation on data management, and to carry out the necessary to coordinate regulations.
Software and Big Data Office
ARTICLE 17 – (1) The duties of the Software and Big Data Office are as follows:
a) To determine the strategic roadmap by working in coordination with the Department of Information Technology regarding the university's corporate information systems and digital transformation processes.
b) To encourage the use of current technologies in the university's software, data management and big data processes and to suggest applicable solutions.
c) To develop artificial intelligence and developing pilot applications, carrying out projects or providing support for existing projects in the field of big data analytics.
ç) Developing improvement suggestions on data security, privacy and sustainable digital infrastructure and cooperating with relevant units.
d) Promoting a digital innovation culture and monitoring and reporting digital transformation projects within the university.
Performance and Rating Office
ARTICLE 18 – (1) The duties of the Performance and Rating Office are as follows:
a) To monitor and analyze the academic performance indicators of the university.
b) To provide data to national and international ranking and rating organizations and coordinate the processes.
c) To prepare reports on academic performance, research outputs and institutional success measures.
ç) To support performance monitoring processes by contributing to the university's quality assurance system.
FIFTH SECTION
Various and Recent Provisions
Coordination Offices
ARTICLE 19– (1) Coordination Offices may be established in relation to the Coordination work areas upon the proposal of the Coordinator and the approval of the Rector.
Cases Where No Provisions Exist
ARTICLE 20– (1) In cases where there is no provision in this Regulation, the provisions of other relevant legislation shall apply.
Entry into Force
ARTICLE 21– (1) This Regulation shall enter into force on the date it is approved by the Senate of Hacettepe University.
Entry into Force
ARTICLE 22– (1) The provisions of this Regulation shall be enacted by the Rector of Hacettepe University. executes.