Bolu Abant İzzet Baysal University Faculty of Communication held an Administrative Staff Preparation Meeting on June 24, 2025 to evaluate and plan the preparations to be made before the 2025–2026 academic year.

The meeting, which was held face-to-face in the Faculty Meeting Room, was chaired by Dean Prof. Dr. Emre Tandırlı. The meeting was attended by the full administrative team consisting of Faculty Secretary Hayrettin Karataş, Dean Secretary Şenol Özkan, trustee, department secretaries, office staff, technical services and organization officers.

Purpose of the meeting
The main purpose of the meeting was to ensure that the faculty is fully prepared for the new academic year, in an orderly manner and in accordance with quality standards, and to decide on the plans regarding the administrative, academic, technical and quality processes to be carried out in this direction. In addition, it was aimed to increase traceability by integrating the decisions taken at the meeting into the BAİBÜ Quality Management System (KYS) Work Tracking System.

Decisions Taken at the Meeting and Their Justifications
1. Academic Calendar Preliminary Preparations
It was decided that all intra-unit activity plans (orientation, internship, registration procedures, etc.) for the 2025–2026 academic year would be completed by August 15, 2025.
Justification: For students and academic staff to start the process on time, without any problems and effectively.

2. Planning of Registration and Orientation Processes
Document delivery and counseling processes were planned for students who will register; it was decided that the orientation program would be held on September 2, 2025.
Justification: So that new students can have a healthy start to university life.

3. Review of Classroom and Technical Equipment Needs
It was decided that all physical and technical needs would be reported within a week through department secretariats and forwarded to the technical unit.
Reason: Maintaining the quality of education without any disruptions caused by technical infrastructure.
 
4. Updating the Website and Digital Channels
It was decided to update the faculty website and social media channels in accordance with the new period and to optimize the announcement and information systems.
 Reason: To ensure that academic, administrative and student users can access information quickly and accurately.
 
5. Updating Quality Management Processes (QMS)
It was decided that all units will review their quality processes and upload their activity plans to the QMS system by August 30, 2025.
Reason: Traceability of processes, compliance with institutional standards and support for the goal of continuous development.
 
6. Digitalization of Internship Processes
It was decided to create a common system for internship documents and consultancy follow-up via a digital platform.
 Reason: Reducing the paperwork density and making the process more transparent and auditable.

7. Strengthening Communication with External Stakeholders
It was decided to prepare a “Stakeholder Communication Calendar” to increase collaborations with NGOs, media organizations and public institutions.
 Justification: To make the faculty’s social contribution activities sustainable and systematic.
 
8. Document and Archive Arrangements
It was decided to initiate the processes of organizing, scanning and backing up documents in physical and digital archives.
 Justification: To facilitate access to information and ensure document security.
 
9. Updating Personnel Job Descriptions
It was decided to review the job distributions of administrative personnel, put them in writing and notify the personnel.
 Justification: To ensure clarity of responsibility and to carry out the workflow efficiently.
 
10. Preparation of Unit Activity Reports
It was decided that short-term activity reports for 2025 from all units would be submitted by September 20, 2025.
 Justification: To create resources for the faculty’s internal evaluation and self-evaluation processes.

Participants
The meeting was attended by Dean Prof. Dr. Emre Tandırlı, Faculty Secretary Hayrettin Karataş, Dean Secretary Şenol Özkan, Treasurer Özlem Uzun, office personnel Edanur Aktaş, organization manager Ayten Bekar, department secretaries Altuğ Karaaslan and Özer Bayram, and inventory manager Abdülkerim Çimen.
 
Evaluation and Conclusion
The meeting once again demonstrated that the administrative staff works in coordination with an understanding of institutional responsibility. All decisions taken were approved by consensus; an agreement was reached that all units would complete the process in line with the specified dates.

All decisions regarding the preparation process will be processed in the BAİBÜ Quality Management System (KYS) Work Tracking System and made traceable. In this respect, the meeting was not only a preparation process, but also an important step in the institutionalization of the communication, planning, and control culture within the faculty.