The establishment of this division within the Accounts Department is essential, as accounting cannot function without auditing, and vice versa. The internal control and auditing system is one of the most important components of administrative and financial organization across all departments. It ensures the protection of resources from waste, loss, and misuse, provides accurate financial data, enhances operational efficiency, and ensures employee compliance with laws, regulations, instructions, and management policies.
Studies, Planning, and Follow-up Division
The responsibilities of the Studies, Planning, and Follow-up Unit are summarized as follows:
A. Annual University Statistics
This includes statistics on the number of teaching staff by specialization, degree, country of degree issuance, and job rank, along with data on employees (technical, administrative, and service staff) by specialization, degree, and job rank, matched against tables that include all affiliates. The division also compiles statistics on the number of undergraduate and postgraduate students by department, including male and female students, accepted, deferred, and those with cleared records, as well as hosted and transferred students to and from the college. Additionally, it includes statistics on college buildings, such as laboratories, occupied and vacant spaces, sports fields, gardens, and dormitories, as well as statistics on the number of scientific laboratories and practical training workshops, noting annual additions and the total number of books and periodicals in the college library. It also covers planned and executed consulting tasks and training courses. Completing this work takes more than two consecutive months and falls under the responsibilities of the Statistics Unit.
B. Organizational Structure
The organizational structure of the college, as sent by the university, must be understood. Any updates are made according to university orders, i.e., after obtaining university approval. This includes the current functional staff, vacant positions, and the college’s needs across all specializations.
C. Operational Movement Reality
This includes statistics on staff according to university orders, i.e., after obtaining university approval. It covers all college achievements during an academic year, including tables for undergraduate studies (accepted and current students, number of graduates, and participants in final exams), as well as tables for postgraduate students (accepted and current students, success rates, university theses, and projects of final-year students). It also includes tables for teaching staff by academic title and degree, administrative, technical, and service staff, and available capacities such as classrooms, reading halls, laboratories, workshops, sports fields, and more. Among the most important tables are statistics on planned and completed scientific research by teaching staff, including published, supported, and accepted research, as well as textbooks, non-textbooks, translated books, and other scientific publications. It also includes the number of seminars, scientific conferences, workshops, books, and missions for all staff, classified by mission type and details, as well as the staff development program for teaching, technical, and administrative staff, planned and executed training courses, construction projects, funding sources, total financial allocations, and other details. Financial allocations for employee expenses include service supplies, commodity supplies, asset maintenance, capital expenditures, and tables for courses, services provided, consulting offices, missions, fellowships, loans, partial sabbaticals inside and outside Iraq, bilateral agreements, extracurricular student activities, developmental tasks, guidance activities, and educational activities.
D. Database
This includes a database for teaching, technical, and administrative staff, updated based on administrative orders issued by the college (such as promotions, raises, leaves, thank-you letters, and penalties, in addition to general information for each person). It also involves creating a database for documents with a copy for each division and branch.
Responsibilities of the Studies, Planning, and Follow-up Division
Preparing detailed reports on studies and planning at the university level, including statistics on teaching staff, students, and employees.
- Preparing statistical tables related to students and teaching staff and sending them to the university.
- Creating a database for all college employees (staff and contractors) and updating information related to documents, promotions, and academic advancements.
- Completing official documents for urgent statistics.
- Preparing an annual report on the development of teaching expertise and skills.
- Distributing incoming correspondence to the division to scientific departments, divisions, and units, and following up on responses.
- Drafting correspondence related to the division’s work and its various activities, recording and archiving them in registers, and storing them in their respective files.