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4th Chapter :Organizational structure and functions of the Management Body

Article (15)
The Presidency of the MEC shall be:
1- Chairman of the MEC.
2. The Board of the MEC.
 Article (16)
The Board of the MEC consists of:
1- Chairman of the MEC.
2 - Agent (s) of the MEC.
3 - Deans of colleges.
4 - Managers of Research Centers.
5 - Director of the Office of Quality Assurance.
6- Secretary General of the MEC.
7. Head of Student Union Office.
8- Teachers' Association in the MEC.
The Chairman of the Medical Education Council may invite any person who finds that the interest of the MEC requires his attendance.
Article (17)
Board of Directors of Medical Colleges:
The Board of Directors of the Medical Colleges consists of:

  1. Dean of the College.
  2. Scientific Agent (Vice Dean for Scientific Affairs).
  3. Administrative Agent (Vice Dean for Administrative Affairs).
  4. The head of the department (secretary of the council).

Article (18)
Administrative Organization
The proper administrative organization in the Medical Education Council and its medical colleges will facilitate the work, streamline the procedures, shorten the time, facilitate the communication process and create a spirit of cooperation and solidarity which is an important factor in the success of the educational institution and achieving its plans and objectives.
Article (19)
Organizational Structure
The organizational structures of the different units of the academic body determine the administrative levels and channels of communication and describe the tasks, duties and powers of the officeholders.
Article (20)
Presidency of the MEC
The main task is to manage the correspondence of the Presidency of the MEC and to document it, to complete the necessary information for the decision-making and follow-up of its implementation, and to contribute to the preparation of cultural and academic agreements and work programs, and to document and circulate the agreements and work programs.
Detailed tasks :

  1. Handling of the main post of the Presidency of MEC.
  2. To manage the correspondence of the Presidency of the MEC and prepare the books issued by it.
  3. Follow-up to the completion of official transactions for the Presidency of the MEC.
  4. Contributing to the preparation of a unified index of the files of the MEC and follow-up update.
  5. Translation of laws, regulations, instructions, resolutions, publications, reports, books, circulars and any other articles.
  6. The conservancy of documents, reports, records and official correspondence of the MEC.
  7. To carry out the work of the secretariat of the Councils determined by the Chairman of the MEC.
  8. Receiving the visitors and guests of the Chairman of the MEC and facilitating their affairs and follow-up.
  9. Organizing the dates of the Chairman of the MEC.
  10. Contribute to the preparation of cultural conventions and executive programs of action with other countries.
  11. Contribute to the preparation of cultural agreements and programs of scientific cooperation between the MEC and universities and scientific institutions and documentation.
  12. Contribute to the organization of some meetings, meetings and conferences held in the MEC.
  13. Organizing transactions and correspondence related to the promotion of faculty members in the MEC.
  14. Follow-up of procedures and processing of information relating to the Chairman's contacts with national, regional and international councils, committees, conferences and meetings.

Article (21)
Planning Department
Main task: To propose programs and administrative development plans in the MEC, to provide data and information to the MEC's activities and to analyze them and to prepare studies and reports aimed at developing them.
Detailed tasks:

  1. Participate in the preparation of the future plans of the MEC and follow up.
  2. Collecting statistical data for the activities of the MEC, classifying, tabulating, analyzing, evaluating and issuing statistical publications in periodic statistical bulletins and comprehensive annual statistical book.
  3. Preparing the annual report of the MEC.
  4. Study the organizational structure of the MEC and its various units and update them and propose the necessary amendments thereto.
  5. Draft a description of the main tasks of the units of the MEC.
  6. Develop a draft description and classification of administrative and technical functions in the MEC.
  7. Participate in the study of the regulations, instructions and organizational decisions in force in the MEC, and propose the necessary amendments thereto.
  8. Participation in the preparation of the draft budget of the MEC and table configurations in the light of the MEC needed jobs.
  9. Proposing training programs for administrative and technical staff and participating in the development of the content of these programs according to their actual needs.
  10. Study the working methods and administrative procedures in the MEC for the purpose of simplifying them and developing and updating the models used in its various activities.
  11. To provide suggestions for the development and development of a modern information system in the MEC to assist in efficient and effective decision-making.
  12. Participating in studying the financial situation related to the MEC and its organizational units and analyzing them.
  13. Participate in the study and analysis of the cost of education and scientific research, and the various activities and services provided by the MEC.
  14. Participate in the study of the activities of the MEC in the fields of teaching and scientific research, academic expansion and the burden of study, the number of classrooms for courses and numbers of students, and community service
  15. Fill out the questionnaires and statistical forms related to the work of the department which are returned to the MEC and return them to their sources.

Article (22)
  Admission and Registration Department
The main task is to implement student acceptance, registration and transfer procedures, prepare schedules for their studies and exams, follow up their academic careers, and grant certificates to graduates, in coordination and cooperation with the concerned bodies inside and outside the MEC.
Detailed tasks:

  1. Completion of admission procedures for new students.
  2. Receive transfer requests in each semester and transfer them to the competent committees for decision.
  3. Preparation of the course schedule for all courses and classrooms offered by the MEC for each semester.
  4. Preparing the final exam schedule for each semester.
  5. Organizing and implementing students' registration of courses, withdrawal and addition in each semester.
  6. Follow up the academic history of the students from monitoring the marks, calculating the quarterly and cumulative rates and the study plan.
  7. Issuing all documents required by students in Arabic and English.
  8. To verify that the students who are expected to graduate meet the requirements of obtaining the degree required for them according to the study plan, and the extraction of the lists of graduates and the issuance of their certificates.
  9. To provide the sending agencies with the results of the students sent at their expense.

Article (23)
Department of Student Services
Main task: To provide health care, guidance and assistance, and to provide suitable accommodation for the students of the MEC.
Detailed tasks:

  1. Providing health care to students in the MEC.
  2. Providing financial assistance to students through loans and grants, and the student employment program.
  3. Participate in activities related to the awareness and orientation of new students, preparation of the student guidebook, and publications and booklets.
  4. Provide digital information about the labor market and its needs.
  5. Provide adequate housing for the students of the MEC and its administration and supervise it.

Article (24)
Department of cultural and sports activity
Main task: Organizing and supervising the cultural, social, artistic and sporting activities of the students of the MEC and conducting the elections related to the student union.
Detailed tasks:

  1. Organizing cultural, social and artistic activities for students inside and outside the MEC.
  2. Supervising the formation of the technical teams of students who excel in these activities and those who wish to follow up with them and provide the supplies required by these activities.
  3. Supervising the organization of internal and external trips for students of the MEC.
  4. Organizing competitions, rivalries and friendly and official sports meetings organized by the MEC.
  5. Organizing exhibitions, concerts, cultural and recreational activities (chess, football, etc.) and organizing sports tournaments inside and outside the MEC.
  6. Supervising the elections of the Student Union, the Association and the clubs and student associations.
  7. Supervising the issuance of medical students' journal.
  8. Supervising and issuing the annual book.
  9. Organizing the student graduation ceremony.

Article (25)
Department of Public Library
Main task: Providing information resources, organizing and developing information services and providing information services to the beneficiaries of the library in coordination with the concerned authorities inside and outside the MEC.
Detailed tasks:

  1. Provide various sources of information and means to meet the needs of the MEC in the areas of research and teaching.
  2. Organizing the sources of information through indexing and classification and preparing the necessary indexes according to international standards and using modern technologies that facilitate their utilization.
  3. Providing information services from loan them, reservation, reference, guidance, photocopying and ordering of materials for the library that are not available or secured through different communication networks, and providing the appropriate environment for providing these services.
  4. Developing plans for the development of information resources in the library in light of the need for them.
  5. Cooperation and exchange of information and experience with libraries and other relevant institutions.
  6. Developing the skills of beneficiaries to access information
  7. Providing technical service to the local community through training in libraries and information technology.

Article (26)
Department of Public Relations and Media
The main task is to implement the media procedures related to the activities of the MEC such as public lectures, seminars, conferences, exhibitions, festivals, visits, etc., and provide a clear picture of the MEC's progress and work to strengthen the relations of the MEC with the society and follow up what is published in the various media in coordination and cooperation with the competent authorities.
Detailed tasks:

  1. Filming activities of the MEC and the preparation and dissemination of news and documentation of the MEC and media releases, distribution and documented.
  2. Providing speaking slides and documentary films about the work of the MEC.
  3. Achieving the MEC's publications.
  4. Follow-up on what is published about the MEC in the local and foreign media and inform the Chairman of the MEC and the officials and those concerned.
  5. Publication of the MEC's announcements in the public media.
  6. Organizing internal and external media procedures related to the holding of lectures, seminars, conferences, cultural meetings, exhibitions and festivals, and providing them with the necessary services and participating in preparatory committees related to them.
  7. Organizing and arranging meetings, interviews, press conferences and media.
  8. Documenting the researches presented at conferences, seminars and scientific meetings held within the framework of the MEC and printing their publications.
  9. Ensuring the participation of the MEC in the newspapers and distributing them to the units of the MEC according to the bases and decisions in force.
  10. Organizing and hosting the guests of the MEC and arranging official invitations.
  11. Provide appropriate gifts to the guests of the MEC and external visitors.
  12. Design and preparation of special commemorative symbols of the MEC.
  13. Organizing visits of employees of the MEC to institutions in the Kingdom of Saudi Arabia.
  14. Follow up the affairs of graduates.

Article (27)
Department of Human Resources
The main task is to implement the MEC's policy regarding securing its human resources needs and procedures related to their employment status and providing the necessary services for them from health insurance, life insurance, housing, accommodation and other facilities in coordination with the concerned bodies in the MEC.
Detailed tasks:

  1. Participate in the assessment of the needs of the human resources, and prepare a schedule of formations and follow-up implementation.
  2. Implement the procedures adopted in selecting the candidates to work in the MEC and complete the procedures for their appointment.
  3. Follow up the personnel affairs of the MEC in terms of annual increases of salaries and promotions, renewal of contracts, procedures of transfer, assignment, extent, leave and disciplinary procedures.
  4. Follow up the performance evaluation reports of the employees of the MEC.
  5. To follow-up the administrative and financial affairs of those who were sent on a mission from the date of sending until their return to work in the MEC and follow up the implementation of their obligations.

Article (28)
Financial Department
The main task is to manage the financial affairs of the MEC in respect of the receipt and collection of its funds and the payment of its obligations in accordance with the Financial Regulations of the MEC and the implementation of the relevant policies, plans and programs and taking the necessary measures to protect these funds in coordination with the concerned authorities.
Detailed tasks:

  1. Preparation of the draft budget of the MEC, including tables, data and detailed information related to them.
  2. Properly maintain and regulate the records and accounting entries of the MEC in accordance with sound accounting rules.
  3. Preparation of analytical periodic financial reports required by the nature of the work.
  4. Taking all precautions, procedures and means of control to protect the funds of the MEC and its records and financial documents.
  5. Inventory of what is required of others from fees and any other imports and follow-up collection.
  6. Execution of the disbursement of all obligations and expenses incurred by the MEC to others.
  7. Inventory of fixed assets and property for the purpose of preparing the overall financial position of the MEC.
  8. Conducting necessary studies on the cost of the activities performed by the MEC's units and the return on services.
  9. To pay the financial obligations of the MEC to its employees and to follow up the payment of their rights to other parties.

Article (29)
General Services Department
The main task is to provide transport, nutrition and communication services to the students and employees of the MEC and to take care of its property, furniture, gardens and preservation of its beauty in coordination with the concerned authorities.
Detailed tasks:

  1. Participate in the assessment of the needs of the MEC of the materials and the necessary equipment to provide services for nutrition, transport, communications, agriculture, cleaning, receipt and maintenance.
  2. Providing food and beverage services to students, employees and guests.
  3. Securing the transfer of students of the MEC and its employees and guests in the official and scientific functions and public trips.
  4. To secure the transport of the MEC's supplies and to provide drinking water when needed and to pump wastewater from the MEC's facilities which are not connected to the sewage network.
  5. Providing continuous readiness for transport vehicles through continuous maintenance.
  6. Providing communications services to the MEC, to review claims, to approve them, and to transfer the statements concerning private calls to the Finance Department for collection.
  7. Maintaining the cleanliness of the campus of the MEC and its affiliated facilities.
  8. Ensuring the availability of public health conditions in the food and drink, and the validity of drinking water provided by MEC.
  9. Organizing gardens and planting them with fruit trees and ornamental plants in the MEC.
  10. Working to meet the needs of the MEC of plants through the agricultural nurseries of the MEC, or purchase from the local market.
  11. Receipt and verification of water and electricity bills from the Water Company and the Electricity Company, and then transfer these invoices to the Finance Department for payment.

Article (30)
Supplies and Maintenance Department
Main task: Providing the supplies required by the different units of the MEC with the required specifications, storing, maintaining and distributing them, and working on preparing insurance and maintenance contracts required for them. As well as the necessary maintenance work to ensure continuity of services provided by the MEC.
Detailed tasks:

  1. Providing the MEC's needs of supplies and services by purchasing them locally or externally.
  2. Follow up procedures related to the import of supplies in coordination with the concerned bodies in the MEC and beyond.
  3. Receiving and inspecting the materials and ensuring their arrival at the specified time and conformity with the required specifications and quantities.
  4. Entering supplies into warehouses, recording them in their own registers, classifying them, coding them, and fixing their prices in local currency, and storing them in a manner that leads to their preservation.
  5. Distribution and registration of supplies according to the rules governing it, and delivery to the requesting parties.
  6. Keeping documents relating to funds and materials disbursed to employees of the MEC and following up on their status.
  7. Completion of insurance procedures on the property of the MEC and its available and imported supplies.
  8. Complete the procedures related to the conclusion of maintenance contracts for equipment, machinery and equipment and follow up with the concerned parties inside and outside the MEC.
  9. Control inventory and supplies and ensure its validity and availability in the appropriate quantities.
  10. Implement the proposed amendments to the MEC's facilities and services.
  11. Monitoring the premises of the MEC, its roads, housing of employees and facilities, and assessing the extent of their need for maintenance.
  12. Maintenance of lighting networks, water and sanitation, heating, air conditioning and refrigeration, and elevators.
  13. Follow-up and supervision of the implementation of maintenance contracts relating to the equipment of the MEC and its facilities with the companies concerned.

Article (31)
The Department of Legal Affairs
The main task: to contribute to the preparation of draft laws, regulations, instructions and amendments in the MEC and provide legal advice.
Detailed tasks:

  1. To express opinions on human rights and criminal disputes related to employees of the MEC.
  2. Participate in the preparation of draft laws, regulations and instructions for the MEC, and review them to ensure accuracy, and not inconsistent with the legislation in force.
  3. Providing legal advice to the Disciplinary Boards of the MEC.
  4. Participate in the drafting of contracts, agreements and undertakings to which the MEC is a party.
  5. Provide legal advice to all units of the MEC through the President of the MEC.
  6. Collecting and documenting the legal legislations of the MEC and other related legislations.
  7. Follow-up amendments to the laws and regulations in force in the MEC and the rules and decisions issued thereunder.
  8. Issuing a manual of the set of laws, regulations and instructions of the MEC in cooperation with the Department of Planning and the Presidency of the MEC.