Registration and Student Affairs
Registration and Student Affairs Department
Presidency of the University of Wasit
Department Information
Director of the Department: Assistant Professor Dr. Jaber Hussein Ali Al-Tamimi
First: Department Profile
The Registration and Student Affairs Department at the Presidency of the University of Wasit is one of the University's principal administrative units responsible for managing and regulating all student-related administrative procedures. It serves as the central authority supervising the Registration and Student Affairs Offices across all colleges of the University, ensuring the consistent implementation of laws, regulations, instructions, and directives issued by the Iraqi Ministry of Higher Education and Scientific Research.
The Department oversees the implementation of admission and registration policies, manages students' academic records and databases, follows up on the issuance of university administrative orders related to students, documents and preserves academic records, issues university identification cards, prepares official statistics and reports, and supervises graduates' affairs. These responsibilities are carried out in a manner that guarantees accuracy, transparency, and the protection of students' academic rights.
The Department is committed to continuously enhancing its institutional work environment by adopting advanced electronic systems, promoting the principles of digital governance, and implementing best administrative practices in alignment with the strategy of the Ministry of Higher Education and Scientific Research for digital transformation and the continuous improvement of higher education services.
Divisions Under the Department
1- Documents Division
Responsible for organizing, preserving, auditing, and verifying academic documents, issuing official academic records, and maintaining both paper-based and electronic archives.
2- Incoming and Outgoing Correspondence Division
Responsible for managing official correspondence, organizing incoming and outgoing official communications, and archiving them in accordance with approved administrative procedures.
3- Central Admission Division
Responsible for implementing the Central Admission regulations, processing student admissions, overseeing initial registration procedures, student transfers and guest student applications, and updating student records in accordance with ministerial regulations.
4- Follow-up Division
Responsible for monitoring the implementation of ministerial regulations and instructions, supervising the Registration and Student Affairs Offices across the University's colleges, and coordinating with them to ensure the efficient conduct of work.
5- Document Authentication Division
Responsible for verifying the authenticity of official university documents and correspondence, as well as managing the Secure Academic Documents System incorporating Quick Response (QR Code) technology, in accordance with the directives of the General Secretariat of the Council of Ministers and the Ministry of Higher Education and Scientific Research. This system ensures the credibility of university documents and facilitates their electronic verification.
Second: Vision
To achieve excellence in student affairs management through an intelligent administrative system founded on quality, innovation, and digital transformation, thereby strengthening the University of Wasit's position as a leading academic institution at both the national and regional levels.
Third: Mission
To provide integrated registration and student affairs services in accordance with the applicable legislation, ensuring the integrity of administrative procedures, safeguarding students' academic rights, and fostering an institutional environment based on quality, transparency, and efficiency in support of the University of Wasit's strategic objectives and academic mission.
Fourth: Objectives
- To implement laws, regulations, ministerial instructions, and directives governing student affairs efficiently and transparently.
- To standardize registration and student affairs procedures across all colleges of the University.
- To promote digital transformation through the adoption of advanced electronic systems for managing student data.
- To ensure the integrity and security of academic records and documents in accordance with national standards.
- To improve the quality of services provided to students while reducing transaction processing time.
- To provide accurate databases and statistical reports that support planning and decision-making.
- To promote the principles of e-governance and institutional quality across all departmental activities.
- To enhance the level of satisfaction among students and all service beneficiaries.
Fifth: Contact Information
Official E-mail: jaltamimi@uowasit.edu.iq
Mobile: +964 771 436 9262
Address: Registration and Student Affairs Department, Presidency of the University of Wasit, Kut, Wasit Governorate, Republic of Iraq
Sixth: Service Quality Policy
- Completing no less than 95% of all transactions within the announced service timeframes.
- Responding to all electronic inquiries within 24 hours during official working days.
- Handling complaints within the timeframes specified in the Service Charter.
- Periodically reviewing and streamlining work procedures to improve efficiency and enhance the beneficiary experience.
- Ensuring full compliance with all regulations and instructions issued by the Ministry of Higher Education and Scientific Research and the General Secretariat of the Council of Ministers.
Seventh: Duties and Responsibilities of Registration and Student Affairs Department and Work Mechanisms
1. Approved Electronic Systems
Objective: Automating operations, increasing data management efficiency, and supporting digital verification.
Mechanism:
• Student Information System (SIS) for managing students' academic records and data.
• Secure Academic Documents System (QR Code) for the electronic verification of university documents.
• HEPQ System for issuing the Unified Electronic University Identification Card in accordance with the regulations of the Ministry of Higher Education and Scientific Research.
2. Achievements and Services Accomplished
Objective: Driving high institutional qualitative performance and strictly following ministerial instructions.
Mechanism:
• Completing all university administrative orders related to student admissions across all admission channels in accordance with ministerial regulations.
• Processing student transfer and guest student administrative orders between universities and colleges in accordance with applicable regulations.
• Issuing university graduation orders and completing all associated administrative procedures.
• Implementing the Unified Electronic University Identification Card (HEPQ) for all University of Wasit students.
• Implementing tuition fee reduction procedures for students eligible for exemptions and discounts in accordance with ministerial regulations.
• Adopting the Secure Academic Documents System (QR Code), ensuring the protection of university documents against forgery and enabling rapid electronic verification.
• Enhancing the utilization of the Student Information System (SIS) to improve data accuracy and expedite administrative processes.
• Providing continuous technical and administrative support to the Registration and Student Affairs Offices across all colleges of the University.
3. Services Provided
Objective: Addressing the administrative and academic needs of all students and graduates.
Mechanism: Implementing student admission and registration procedures, issuing university administrative orders, issuing academic documents and providing document authentication services, issuing university identification cards, processing student transfer and guest student applications, processing requests for study deferment, re-enrollment, and deregistration, managing student records electronically, following up on graduates' affairs, implementing tuition fee reduction regulations, and preparing official student statistical reports.
4. Service Charter
Objective: Maintaining high-quality administrative and academic services aligned with established criteria.
Mechanism: The Department is committed to completing transactions within the announced service timeframes, maintaining the confidentiality of students' personal data and official academic records, applying ministerial regulations with fairness, integrity, and transparency, receiving complaints and suggestions and following them up until they are fully resolved, and continuously improving services in accordance with institutional quality standards.
5. Service Catalogue and Processing Deadlines
Objective: Defining transaction processing timeframes to ensure promptness and transparency.
Mechanism:
• Verification of student admission orders : One working day
• Verification of student transfer and guest student orders : One working day
• Issuance of university admission orders : One working day
• Issuance of university graduation orders : 1–3 working days
• Issuance or update of the Unified Electronic University ID Card (HEPQ) : One working day
• Verification of academic documents : One working day
• Authentication of university documents : One working day
• Electronic document authentication (QR Code) : On the same day
• Updating student information in the Student Information System (SIS) : On the same day
• Responding to official correspondence : One working day
• Processing tuition fee reduction requests after submission of all required documents : 2–3 working days
• Preparation of official student statistical reports : 1–2 working days
• Processing graduates' transactions : 1–3 working days
• Responding to electronic inquiries : Within 24 hours during official working days
* Note: Processing times may vary for transactions requiring ministerial approval or procedures beyond the University's administrative authority.
6. Key Performance Indicators (KPIs)
Objective: Measuring administrative outreach and digital integration efficiency inside colleges.
Mechanism: Number of University Colleges: 15, Colleges Offering Evening Studies: 12, Total Student Population: 29,111 students, Implementation Rate of Secure Academic Documents (QR Code): 100%, Student Information System (SIS): Implemented across all University colleges, Unified Electronic University ID System (HEPQ): Implemented across all University colleges.
7. Follow-up of Service Delivery, Complaints, and Suggestions
Objective: Improving engagement and analyzing feedback to resolve claims and streamline systems.
Mechanism:
• Dedicated E-mail for Service Follow-up and Complaints: jaltamimi@uowasit.edu.iq
• Acknowledgement of complaint receipt: Within one working day.
• Review of the complaint and referral to the competent authority: Within two working days.
• Final response or notification of the actions taken: Within five working days, unless the case requires a longer period (the applicant will be notified of the delay reasons).
Conclusion
The Registration and Student Affairs Department at the University of Wasit is the specialized entity responsible for managing admissions and registration, issuing student IDs and administrative orders for students and graduates, digital authentication and verification via the secure academic documents system, and executing quality service policies and declared charters, ensuring the preservation of academic rights and holistic digital transformation.