Republic of Türkiye
SAKARYA UNIVERSITY
DIRECTIVE ON THE ALUMNI RELATIONS COORDINATORSHIP
(Adopted by the Senate decision no. 661, dated 14.12.2023, item no. 11)
PART ONE
General Principles
Purpose
Article 1 – (1) The purpose of this directive is to regulate the procedures and principles regarding the objectives, activities, and administrative bodies of the Sakarya University Alumni Relations Coordinatorship, as well as the duties and working methods of said bodies.
Scope
Article 2 – (1) This directive covers provisions regarding the objectives, fields of activity, and administrative bodies of the Alumni Relations Coordinatorship, as well as the duties and working methods of said administrative bodies.
Legal Basis
Article 3 – (1) This directive has been prepared based on Article 4, paragraph (a), clause 7; Article 47, paragraph (b); and Article 14 of the Higher Education Law No. 2547 dated 4/11/1981, as well as other relevant legislative provisions.
Definitions
Article 4 – (1) For the purposes of this directive:
a) University: Sakarya University (SAÜ),
b) Rector: The Rector of Sakarya University,
c) Senate: The Senate of Sakarya University,
ç) Vice-Rector: The Vice-Rector responsible for the Alumni Relations Coordination Office,
d) Coordination Office: The Alumni Relations Coordination Office,
e) Coordinator: The Coordinator of the Alumni Relations Coordination Office,
f) Personnel: All staff working at the Sakarya University Alumni Relations Coordination Office,
g) Graduate: An individual who has successfully completed any of the associate, undergraduate, master’s, or doctoral programs at Sakarya University and has earned the right to graduate,
h) Student: Students enrolled in any of the associate, undergraduate, master’s, or doctoral programs at Sakarya University, as well as visiting students (including special students and exchange program students) studying at Sakarya University,
ı) Student groups: Student groups established within Sakarya University to conduct sports, cultural, and artistic activities within the scope of this directive,
i) Advisory Board: The Advisory Board of the Alumni Relations Coordination Office,
j) Representatives: The vice-deans responsible for education in the faculties and the deputy directors of the institutes,
k) Alumni Card: The card provided to graduates,
SECTION TWO
Purpose and Fields of Activity of the Coordination Office
Purpose of the Coordination Office
Article 5 – (1) The purpose of the Coordination Office is to establish a sustainable communication and cooperation network with alumni in order to strengthen the ties between alumni themselves and with students, enhance their interaction, contribute to their personal and career development, implement improvements in university processes based on their feedback, and encourage alumni to create value for the university. Areas of activity of the Coordination Office
Article 6 – (1) The areas of activity of the Coordination Office are as follows:
a) To create a database for alumni (Alumni Information System, MBS) in accordance with the Personal Data Protection Law, to update the dataset, and to utilize it for the objectives of the Coordination Office,
b) To organize training sessions, courses, and social, cultural, and scientific events with the aim of contributing to alumni careers and fostering communication, cooperation, mutual assistance, and solidarity,
c) To manage corporate communication processes that keep alumni informed about one another and about developments at the university, thereby ensuring and sustaining a sense of institutional belonging,
ç) To plan initiatives and organize educational, social, cultural, and scientific events to enhance cooperation, mutual assistance, and solidarity between alumni and students,
d) To facilitate alumni access to services provided by university units and to benefits arising from agreements under favorable conditions, e) To ensure the preparation of guides and documents for alumni, and to establish and operate a digital educational platform,
f) To collaborate with universities, public institutions and organizations, private entities, and non-governmental organizations—at both national and international levels—regarding the Office's objectives and areas of activity, and to develop projects or participate as a project partner,
g) To arrange for the production of gift items, memorabilia, and other accessories of symbolic significance intended for alumni.
SECTION THREE
Management Structure of the Coordination Office
Coordination Office
Article 7 – (1) The Alumni Relations Coordination Office is the primary executive body.
(2) The Coordination Office operates under the authority of the Rectorate and fulfills its responsibilities within the fields of activity specified in Article 6 in order to achieve the objective stated in Article 5 of this Directive.
(3) The Coordination Office consists of the Coordinator and academic and administrative staff.
Academic and Administrative Staff
Article 8 – (1) The academic, administrative, and technical staffing needs of the Sakarya University Alumni Relations Coordination Office are met by personnel assigned by the Rector in accordance with Article 13 of the Higher Education Law No. 2547.
(2) The duties and responsibilities of the academic and administrative staff entail carrying out all tasks and procedures falling within the scope of the Coordination Office’s fields of activity.
Management Bodies Affiliated with the Coordination Office
Article 9 – (1) The management bodies of the Coordination Office are as follows:
a) Coordinator
b) Advisory Board
c) Representatives.
Coordinator
Article 10 – (1) The Coordinator is appointed by the Rector from among the university’s academic staff for a term of three years. A Coordinator whose term has expired may be reappointed. (2) The duties and responsibilities of the Coordinator are as follows:
a) To represent the Sakarya University Alumni Relations Coordination Office,
b) To ensure the orderly operation of the Coordination Office’s activities,
c) To coordinate all efforts related to the execution of activities falling within the scope of the Coordination Office,
ç) To ensure the announcement of events and activities organized by the Coordination Office,
d) To submit the annual activity report to the Rectorate and, when necessary, provide information to the Rectorate regarding the Coordination Office’s operations,
e) To assign tasks to relevant personnel for the execution of the Coordination Office’s activities.
Advisory Board and Its Duties
Article 11 – (1) The Advisory Board is determined—upon the proposal of the Coordinator—from among alumni and individuals who are experts in their fields, whether from within or outside the University, and from the public or private sectors.
(2) The Advisory Board contributes to the projects of the Coordination Office within specific areas of expertise and provides consultative opinions regarding the activities of the Coordination Office.
(3) The Advisory Board consists of seven members appointed by the Rector for a three-year term. At least five members must be alumni. Members whose terms have expired may be reappointed. In the event a member leaves their position for any reason, a new member is appointed using the same procedure to complete the remainder of the term.
(4) The Coordinator chairs the Advisory Board meetings, and the Board convenes at least once a year upon the call of the Coordinator. The Coordinator may call an extraordinary meeting of the Advisory Board if deemed necessary.
Representatives and Their Duties
Article 12 – (1) Faculty members designated by the administration of educational units are appointed by the Rector as Coordination Office Representatives to ensure the activities of the Coordination Office are conducted more effectively and efficiently.
(2) The term of office of a Coordination Office Representative is limited to the duration of the administrative position they hold. The person appointed to the administrative position replacing a representative whose term has expired assumes the role of Coordination Office Representative.
(3) Representatives ensure the implementation of decisions made by the Coordination Office within their respective units. PART FOUR
Miscellaneous and Final Provisions
Cases not covered
Article 13 – (1) In cases not covered by this Directive, the provisions of other relevant legislation and
Senate decisions shall apply.
Entry into force
Article 14 – (1) This Directive enters into force on the date of its adoption by the University Senate.
Execution
Article 15 – (1) This Directive is executed by the Rector of Sakarya University.
