Regulations of the Academic Process Management Office

Article 1. General Provisions

1. This regulation defines the legal status, structure, authority, and accountability of the Academic Process Management Service (hereinafter – the Service) of the LEPL – Georgian State University of Physical Education and Sport (hereinafter – the University) and regulates other issues related to its activities.
2. The Service is a structural unit of the University, which in its activities is guided by the legislation of Georgia, the Law of Georgia “On Higher Education,” the internal legal acts of the University, the present regulations, and other legislative and subordinate normative acts.
3. The Service’s activities are based on continuous coordinated work with other University structures.
4. The University’s Academic Process Management Service is accountable to the University Rector and Deputy Rector for its activities and carries out their instructions and assignments.

 

Article 2. Objectives and Functions of the Service

Objective of the Service

The objective of the Service is to ensure the smooth, continuous, and centralized implementation of the academic process at the University in accordance with the legislation of Georgia. Within its competence, the Service shall ensure the fulfillment of normative acts in the field of education and science of Georgia, and facilitate the University’s integration into the international educational space and the training of competitive specialists.

Functions of the Service

• Coordination of academic workload;
• Facilitation, monitoring, and evaluation of the academic process for students at all levels of higher education;
• Maintaining the registry of educational institutions;
• Preparation and issuance of diplomas and certificates, issuance of diploma supplements, and their accounting in the established manner;
• Administration of the student mobility process (internal and external);
• Preparation of the academic year calendar and academic and examination schedules for the autumn and spring semesters, taking into account the relevant methodological requirements for optimal management of the academic process;
• Preparing responses to letters received from various instances;
• Monitoring the classroom work specified by the academic schedule for academic staff, persons invited on an hourly basis, and other personnel, and responding to the results;
• Defining and monitoring the procedures for a University student’s practical training and the evaluation of work performed;
• Submitting an annual report on the Service’s activities to the Rector and Deputy Rector;
• Carrying out other measures within its competence in accordance with the legislation and legal acts of the University.

 

Article 3. Structure and Management of the Service

1. The Service is a management body of the University, led by the Head of the Service.
2. The positions defined for the Service in the University’s staff schedule are: Head of the Service, Deputy Head of the Service, Senior Specialist, and Specialist.
3. The Head of the Service, their Deputy, and specialists are appointed and dismissed by the University Rector, upon the recommendation of the Deputy Rector.
4. In the temporary absence of the Head of the Service (leave, business trip, illness, temporary absence for more than 2 days), as well as on the instructions of the Head of the Service, their duties are performed by the Deputy Head of the Service or a Senior Specialist.
5. The rights/obligations and functions of the Senior and Specialist of the Service are determined by labor contracts and job descriptions.

 

Article 4. Head of the Service

1. The Head of the Service:
   • Leads and directs the activities of the Service;
   • Distributes functions among the Service’s employees, giving them relevant instructions and assignments;
   • Monitors the performance of functions by the Service’s employees;
   • Evaluates subordinate employees;
   • Distributes incoming correspondence within the Service;
   • Coordinates the Service’s relations with other structural units of the University;
   • Cooperates with relevant state structures for the purpose of verifying and recognizing the authenticity of higher education state documents – diplomas, diploma supplements, and certificates;
   • Submits an annual report on the Service’s activities to the University Rector and Deputy Rector;
   • Ensures the security of documents stored in the structural unit and the confidentiality of information classified as official secrets;
   • Carries out the instructions of the Rector and Deputy Rector within the competence defined by these regulations.

 

Article 5. Deputy Head of the Service

1. The Deputy Head of the Service:
   • Prepares responses to incoming correspondence;
   • Ensures the search for and processing of information related to the academic process;
   • Coordinates the process of compiling academic and examination schedules;
   • Monitors the organized and uninterrupted progress of the academic process and analyzes the results;
   • Evaluates subordinate employees;
   • Develops the format of the diploma supplement, a state document of higher education, in accordance with the law;
   • Ensures the timely entry and updating of information in the registry of higher educational institutions as provided by the rules for maintaining this registry;
   • Administers the University’s academic process management system and monitors the timely entry and updating of information within it;
   • consults with interested parties to assist them in working on the University’s electronic platforms;
   • Carries out the tasks and instructions of the Head of the Service, based on the objectives of the Service;
   • The Deputy Head of the Service is accountable to the Head of the Service.

Article 6. Specialists of the Service

Specialists perform the functions assigned to them by the Head of the Service, which are outlined in their labor contracts and job descriptions. The specialists of the Service are accountable to the Head of the Service.

Article 7. Procedure for Amending and Supplementing the Regulations

Amendments and additions to the Service regulations are made in accordance with the procedure established by the legislation of Georgia.

Article 8. Reorganization and Liquidation of the Service

The reorganization or liquidation of the Service is carried out in accordance with the procedure established by the legislation of Georgia.