Deanship of Admission and Registration

Home » Deanship of Admission and Registration

DEAN’S MESSAGE

https://teachers.uob.edu.bh/faculty/faculty-profile/?faculty=dr-amal-zayed-aljalahma

Dr. Amal Al Zayed

Dean, Admission & Registration

The Deanship of Admission and Registration at the University of Bahrain is considered the center of its procedures, it is the hub of communication between the University and society, the introductory to university life starts from the Deanship, beginning with organizing student visits and meetings when they are still studying in high-school, to introduce them to the University Colleges and specializations, all the way through to the Admission and Registration stage. Where the Deanship offers many academic services that facilitates students’ initial procedures to join the University, making available all related admission information for the different university colleges, as well as the related studying regulations and policies when they are accepted into the University, after which the Deanship keeps track of the students’ academic records until they graduate from the University. The Deanship does all that with the aim of proceeding those that contribute to building the country through their knowledge and skills they gained while studying in the University.

Arising from this essential role, the Deanship of Admission & Registration carries the responsibility of providing sufficient information about the University, its colleges, scientific specializations, admission and registration policies and conditions. In addition to introducing students to all University regulations and policies that are needed during the their study careers from academic programs, exams, and other specific University regulations.

The Deanship of Admission and Registration has worked, since its establishment, on following up with the latest technological developments in providing services to the students to improve its work procedures and better achieve its tasks. The Deanship works on registration tasks through electronic registration, academic follow up system, grade submissions, course equivalencies, withdrawal procedures, as well as students’ record keeping, student reports preparation, follow up of graduation and issuing official graduation notices to students, in addition to providing all information that enable students’ study careers in the University.

The Deanship takes pride in what it offers to University students, it works towards benefiting from the latest technology to facilitate students’ issues and drives the force of administrative and technical development. It has achieved advanced development in fulfilling its programs based on government directions towards the transformation into the principle of e-government. The Deanship works hard to benefit from modern technology to facilitate the support operations for the University academic system, by establishing a network between the Deanship and other Colleges that contribute to facilitating the mechanism of performance, simplifying procedures and speed up accomplishments.

Finally, the Deanship of Admission & Registration wishes you a fruitful University life, full of bless and success, praying that Allah may guide us and you to be of benefit, and lead us to achieve all that contributes to shaping and building up our beloved country.

Email: aalzayed@uob.edu.bh

Contact: 17437111

ABOUT THE DEANSHIP

The Deanship of Admission & Registration works continuously to apply the regulations and policies of study and academic programs, associated with operations of admission, registration, scheduling, study plans, student records, transfer requests, withdrawal, and all related operations. The Deanship work continues throughout the whole year to include operations such as preparation for the start of new terms, admission of new batches, and preparations for admission and registration in new or amended programs.

The Deanship consists of two Directorates:
Directorate of Admission and Alumni Affairs.

  • Directorate of Registration and Academic Advising.

Vision:

Excellence and quality in providing academic services.

Mission:

Providing distinguished services within a framework that achieves quality, transparency, and justice through optimal employment of human and technical resources in all services provided by the Deanship of Admission and Registration, committing to quality standards in all services and work provided by the Deanship and striving for excellence and continuous development.

Objectives:

  1. Developing admission and registration mechanisms and processes, and keep pace with modern technologies to facilitate admission and registration procedures for students.
  2. Advising and directing students to ensure their graduation within the period specified by the university’s study regulations.
  3. Enabling students to be self-reliant in registering and withdrawing through the Deanship’s electronic channels.
  4. Meeting students’ needs and providing them with the required documents, including graduation notices, transcripts, graduation certificates, etc.
  5. Developing performance efficiency and encouraging excellence and creativity among the Deanship’s employees.

OVERVIEW

Admission, registration, and academic counseling are vital operations in the educational process. In realizing its role as a distinguished university, the University of Bahrain is keen on providing the workforce with excellent and qualified graduates. Making sure to offer its students the support they need to achieve excellence and enter work life with confidence and efficiency, so they may fulfill their roles in building up this Kingdom. The Deanship of Admission & Registration works continuously to apply the study and academic related regulations and policies, that include the operations of admission, registration, scheduling, study plans, student records, transfer requests, all types of withdrawal, and related operations.

The Deanship’s duty is not limited to the academic year but goes on throughout the year to include operations such as preparing for the beginning of the university year, admitting new batches, and preparing for admission and registration in current or new or updated programs.

The Deanship consists of two Directorates:

  • Directorate of Admission and Alumni Affairs.
  • Directorate of Registration and Academic Advising.

Find bellow an overview of the Deanship’s departments and their main responsibilities.

KEY RESPONSIBILITIES

involop icon Directorate of Admission & Alumni Affairs

The directorate is responsible for managing and organizing admissions and alumni services, in coordination with relevant internal and external university entities. It strives to continuously improve procedures, achieve efficiency and effectiveness, and ensure compliance with approved policies and regulations.

  • Overseeing early preparations and arrangements for admissions and transfer periods.
  • Supervising the implementation of admissions and transfer processes in accordance with approved policies and procedures.
  • Overseeing admission confirmation, cancellation, and change of major processes.
  • Coordinating with colleges regarding admission and transfer capacity.
  • Supervising the determination of sub-specializations for returning students during registration periods (initial, drop, and add) in coordination with the relevant colleges.

  • Preparing student-related reports and data.
  • Overseeing the preparation of periodic statistics and reports on the department’s activities and achievements.
  • Providing academic information to senior management and relevant stakeholders.
  • Participating in the preparation of the academic calendar.
  • Communicating and coordinating with the Communications Directorate regarding the directorate’s publications.

  • Responding to incoming correspondence addressed to the directorate.
  • Reviewing referred student cases and taking necessary actions.
  • Receiving requests from applicants to amend basic data (e.g., name, address, email, and contact numbers).
  • Responding to requests from external entities and companies, and ensuring their efficient and effective completion.
  • Coordinating and following up with the Registration and Academic Advising Directorate regarding admitted students and graduates.

  • Receiving lists and decisions related to graduates from relevant entities.
  • Overseeing the issuance of graduation certificates.
  • Issuing academic excellence award certificates.
  • Following up on the entry and update of graduate data in the Student Information System.
  • Coordinating with relevant entities regarding the graduation ceremony and providing them with graduate data.

  • Overseeing the retrieval of student records from the archive.
  • Overseeing the arrangement and organization of student files in the archive.
  • Receiving applicant photos and organizing the process of issuing university ID cards.

  • Developing and creating screens and reports in coordination with the Information Technology Center to improve performance.
  • Preparing systems and reports that meet academic and administrative needs.
  • Keeping pace with technical developments and updating procedures and services to enhance efficiency.
  • Continuously developing work mechanisms to improve service quality.

  • Performing any other tasks assigned to the department as required by the needs of the Deanship’s work.

 Registration and Academic Advising Directorate

The Registration and Academic Advising Directorate is one of the university’s main directorates due to its direct interaction with students. It is responsible for providing essential services from the point of student admission and enrollment through to graduation. The directorate also implements approved regulations, policies, and procedures to support the educational process and provides administrative and logistical support to all relevant internal and external university entities.

  • Organizing course scheduling according to approved academic plans, in coordination with academic departments, and allocating classrooms and laboratories.
  • Managing course registration for new, current, and visiting students in accordance with university regulations and policies.
  • Overseeing the registration of internally and externally transferred students and managing course equivalency in coordination with academic departments.
  • Organizing early registration dates and the drop/add period according to the academic calendar.
  • Coordinating with academic departments to resolve issues students may face during the registration process.
  • Preparing and organizing midterm and final examination schedules for each semester.
  • Assisting in managing faculty teaching loads within the Student Information System.
  • Reviewing academic study plans before approval, verifying their feasibility, and entering them into the system once approved.

  • Overseeing the auditing and approval process for prospective graduates and graduates, in collaboration with academic departments.
  • Reviewing academic records and updating student statuses based on their cumulative grade point averages (GPA) in line with university regulations.
  • Preparing lists of graduating students for approval by the University Council.
  • Issuing various types of academic transcripts and certificates, ensuring their accuracy.
  • Verifying the authenticity of documents for relevant entities inside and outside Bahrain.
  • Applying regulations related to student withdrawal (official and unofficial) and student readmission.

  • Providing services and facilitating procedures for students and visitors through the call center or in-person visits.
  • Supplying academic data and records to official entities within and outside the Kingdom, in coordination with relevant parties.

  • Preparing statistics and reports related to course offerings, class sections, and teaching loads.
  • Preparing reports and data concerning students (enrolled, registered, graduated, and dismissed).
  • Providing academic information to senior management and relevant stakeholders.

  • Developing and creating system screens and reports in coordination with the Information Technology Center to improve performance.
  • Preparing systems and reports that meet academic and administrative needs.
  • Keeping pace with technical developments and updating procedures and services to enhance efficiency.
  • Continuously developing work mechanisms to improve service quality.

  • Participating in the preparation of the academic calendar in collaboration with relevant entities.
  • Overseeing the implementation of activities linked to the academic calendar.
  • Coordinating with relevant entities regarding the graduation ceremony and providing them with graduate data.

  • Nominating department staff for training courses, workshops, and qualification programs to enhance job performance.
  • Preparing quarterly and annual work plans and monitoring their implementation.
  • Preparing periodic reports that include achievements, challenges, and recommendations.
  • Participating in the updating of regulations and policies related to the study and examination system.

  • Performing any other tasks assigned to the directorate within its area of responsibility.

KEY RESPONSIBILITIES

involop icon Directorate of Admission & Alumni Affairs

Managing admission services and organizing its operations in cooperation with the concerned authorities inside and outside the university and working to facilitate and develop its procedures to achieve its operations efficiency and effectiveness, in addition to monitoring and reviewing the application of admission regulations approved by the university by the concerned authorities. Following are the Directorate’s main tasks:

  1. Supervising the implementation of admission, transfer, and admission tests at the university in accordance with the statutory procedures and conditions.
  2. Supervising the process and early preparation for admission and transfer periods at the university.
  3. Supervising the preparation of statistics and periodic reports on the Division’s work and achievements and suggesting development for its performance.
  4. Responding to the transactions that referred by the Director of Admission and Alumni Affairs Department.
  5. Study the cases referred to it by the relevant Admission Division.
  6. Assisting in organizing committees for admission tests (personal interviews – general aptitude test).
  7. Follow-up on letters sent to colleges regarding the proposed numbers for admission and transfer.
  8. Follow up on the attendance and departure of the Division’s staff.
  9. Meet with students and visitors.
  10. Participate in the preparation of the academic calendar with the Department Director at the Deanship.
  11. Participate, alongside the Department Director, in preparing a receipt on submitting admission applications to the various programs.
  12. Supervising and implementing the process of confirming and canceling admission and changing specialization.
  13. Communicating with the university press regarding admission issues.
  14. Carrying out the assigned tasks concerned with the Deanships work.
  15. Receiving lists and decisions of graduates from the concerned authorities.
  16. Supervising the issuance of graduation certificates after ensuring their authentication and the availability of necessary seals.
  17. Supervising and following up on data entry of graduates into the student information management system.
  18. Following-up with the Registration and Academic Advising Directorate regarding graduates.
  19. Communicating and cooperating with the concerned authorities regarding the graduation ceremony and providing them with the graduates’ records.
  20. Supervising the preparation of the graduates’ handbook.
  21. Issuing certificates of excellence awards.
  22. Supervising and following-up on the process of extracting student records from the archives.
  23. Receiving the applicants’ photos and organizing the process of issuing the university card and handing it over to the students.
  24. Supervising the arrangement of files in the archive of student records.
  25. Responding to companies that verify the validity of certificates issued by the university.

 Registration and Academic Advising Directorate

It is one of the main Directorates in the university, due to its direct connection with students and their scholarship bodies, while providing the necessary services from the moment students are accepted and registered until they graduate from the university.

The Registration and Academic Advising Directorate also implements the University rules, regulations, and policies to support the educational process and provide administrative and logistical support to students, faculty members, graduates, and relevant authorities inside and outside the university.

Following are the Directorate’s key tasks:

  1. Organizing the process of scheduling academic courses in light of the approved study plans, including coordination, implementation, supervision and follow-up with academic departments by distributing and allocating lecture halls, laboratories, etc.
  2. Participate in regulating faculty members teaching load in the student information management system.
  3. Organizing and preparing midterm and final exam schedules for each semester.
  4. Supervising the process of registering courses for new, enrolled and visiting students in accordance with related study plans, rules, and regulations.
  5. Supervising the process of registering courses for students transferred between study programs inside or outside the university and equalizing and regulating courses in coordination with academic departments.
  6. Organizing the dates of the early registration, the add/add periods for courses according to the academic calendar, in cooperation and coordination with the concerned authorities inside and outside the university.
  7. Organizing the process of receiving and resolving problems students face during the course registration process.
  8. Providing the best services, facilitating procedures, and solving problems for students or the public through the Student Service Call Centre or through personal attendance.
  9. Reviewing study plans before their approval, by verifying their compatibility with the application, entering them into the student system, implementing their regulations in the student information management system – after their approval – and applying them in the scheduling, course registration and graduation processes.
  10. Organizing the review and accreditation processes for students expected to graduate and graduates and managing them electronically in cooperation with academic departments based on students’ records and study plans.
  11. Studying and creating screens and reports in coordination with the Information Technology Centre that would develop and improve the employees’ performance of their tasks and facilitate and improve the services provided to the students and faculty.
  12. Creating screens and reports in coordination with the Information Technology Center that meet the requirements of the academic and administrative bodies.
  13. Preparing statistics, reports and information on courses, academic disciplines, and teaching load.
  14. Preparing reports and information on enrolled, registered, graduates and dismissed students.
  15. Checking students’ academic records including the updated academic status and enrolment cases based on their cumulative GPA averages at the end of each semester in accordance with the rules and regulations.
  16. Organizing the process of issuing, checking, and providing notices of various types to students.
  17. Verifying the validity of academic data in academic documents and records and present them to the official scholarship authorities upon their request.
  18. Organizing the process of implementing rules and regulations on all types of formal and informal student withdrawals and re-enrolment for studies.
  19. Providing academic information to senior management, Deanships and academic centres at the university and other relevant authorities.
  20. Preparing the annual university academic calendar in cooperation with the relevant sections and authorities.
  21. Supervising the organization and implementation of events included in the Directorate’s academic calendar.
  22. Participating and cooperating with the concerned authorities in organizing the graduation ceremony procedures and related processes.
  23. Preparing lists of graduate students in preparation for approval by the University Council.
  24. Developing the job performance of the Directorate’s employees by nominating them for courses that serve the Directorate’s objectives and enhances their abilities and skills to carry out their tasks.
  25. Developing a quarterly and annual work plan for the department and following up on its implementation and preparing quarterly and annual reports on the extent of achievement, challenges, and recommendations.
  26. Keeping pace with the development and modernization of procedures and services with any technology that would speed up and facilitate operations and contribute to the development of management’s performance.
  27. Continuing its development of the Directorate’s work mechanisms, in a way that contributes to improving and developing its services.
  28. Continuing its participation in updating the university’s rules and regulations concerning the study and examination system.
  29. Carrying out other tasks assigned to it by the Directorate.

SERVICES

  1. Admission
  2. Registration + Offered courses
  3. Replying to students’ suggestions and complaints on Student Service Centre:
    Direct Phone,  WhatsApp Chat , and  Smart Chat (Chatbot):   17155355
    Email :  studentcc@uob.edu.bh
  4. Study student cases and transfer requests submitted through the student Information System.
  5. Issuing ID Cards and replacements.
  6. Graduation Certificate Issuance Procedures- Replacement Certificate.
  7. Application of study and programs regulations.

e-Services

CONTACT US

Admission & Alumni Affairs Office

Admission Division

Hamad Aljaber            Tel: 17437227           E-mail: haljaber@uob.edu.bh 

Records and Alumni Affairs Divison

Hussain Almudaweb            Tel: 17437272           E-mail: halmudaweb@uob.edu.bh 

Registration & Academic Advising Director’s Office

Nabeel Albalooshi            Tel: 17437399           E-mail: nalbalooshi@uob.edu.bh 

Registration Division – Applied Sciences Colleges

Essam Alawsi            E-mail: ealawsi@uob.edu.bh 

Scheduling and Study Plans Coordination

Sara Almualla            Tel: 17438915           E-mail: shalmualla@uob.edu.bh