The “Database” section within the “Registrar’s Office” of the Tashkent Institute of Chemical Technology is a structural unit of the institute that manages information related to the university’s structure, faculties and departments, staff and academic personnel, student population, and their academic movements. It is responsible for forming student records in the system, organizing the educational process and academic activities, ensuring the transparency and openness of the educational process, preventing bureaucratic obstacles within the system, and generating statistical data.
To effectively organize all educational processes and academic activities of students from the day they are admitted until graduation, ensure transparency and openness in the educational process, prevent bureaucratic barriers in the system, and generate reliable statistical data.
Assisting the Office Director in organizing the work of office staff in the Database (Back Office) department and directly managing them;
Coordinating the activities of the sectors within the Database (Back Office) department;
Maintaining statistical data related to students and ensuring accurate input into the "Hemis" information system;
Organizing the process of coordinating student movements during the educational process;
Coordinating the process of managing and storing student documents.
Ensuring the use and execution of educational platforms such as “HEMIS”, “Moodle”, “LMS”, and the interdepartmental unified electronic document management system “Ijro.gov.uz”;
Evaluating the status of the work carried out in the office, as well as the organization of the educational process in the higher education institution through the system;
Monitoring, via the system, the timely implementation of final assessments on the electronic learning platform according to the academic schedule and based on the timetable approved by the Vice-Rector for Academic Affairs;
Summarizing and analyzing student movements through the institution’s electronic learning platform in accordance with the regulations on student admissions, transfers, reinstatements, and expulsions (such as transfers, academic leaves, reinstatements);
Organizing retake courses to eliminate differences in academic curricula;
Participating in ensuring the proper organization of the educational process through the “HEMIS” information system, in accordance with the requirements set by the Cabinet of Ministers, ministries, and the institute, and coordinating the activities of faculty members, staff, and students in this process.
2. Duties of the Database (Back Office) Department Managers:
2.1. Regarding the Statistical Data Management Sector:
Providing various statistical data related to students, resources, contracts, classes, and student academic performance;
Summarizing and analyzing statistical data on students repeating a course, being expelled, or going on academic leave;
Summarizing and analyzing statistical data on students recommended for transfer reinstatement;
Preparing statistical data related to the activities of the higher education institution upon assignments and requests.
Creating a general information database about graduates;
Collecting, summarizing, and analyzing data regarding the employment of graduates and monitoring their job placement;
Continuously analyzing the accuracy of statistical data entered into the “HEMIS” information system.
Staff from other departments within the structure of the higher education institution must assist and cooperate with the managers of the Statistical Data Management Sector by providing the requested information necessary for collecting, summarizing, and processing the required data.
2.2. Regarding the Academic Process Coordination Sector:
Participating in the development of curricula to effectively organize student selection of elective subjects;
Forming academic groups;
Creating a subject database in the HEMIS platform;
Creating and editing curricula in the HEMIS platform;
Assigning subjects in the curricula to specific semesters in the HEMIS platform;
Registering admitted students in the electronic system and assigning them to subjects;
Assigning students to relevant subjects;
Entering students into the system and assigning them to appropriate groups;
Assigning tutor-related groups in the HEMIS platform;
Creating class schedules and examination timetables and forming them in the HEMIS information system;
Organizing retake studies for students (creating subject groups, reviewing applications, creating class and exam schedules);
Identifying students with academic debt;
Coordinating and formalizing student academic movements (dismissal, repeating a course, transfer, academic leave and return, reinstatement);
Monitoring student attendance through the HEMIS system, generating daily attendance reports, and monitoring subject-wise attendance;
Recording student attendance as excused or unexcused in the HEMIS platform according to the current procedure and properly storing data on excused absences;
Summarizing and analyzing student academic performance indicators.
Promoting students from semester to semester;
Promoting students from one academic year to the next;
Calculating students’ GPA scores;
Resolving disputes arising during the calculation of students’ GPA scores;
Preparing scholarship orders in the HEMIS platform based on the results and the decision protocol of the scholarship commission concerning student academic performance and other criteria;
Keeping records of students with disabilities, monitoring the duration of disabilities, and assigning scholarships accordingly;
Generating information on contract tuition fees for students repeating a course, returning from academic leave, or reinstated, based on the number of credits they are required to complete in the recommended group;
Creating personalized academic schedules for students based on relevant subjects and current regulations;
Creating and regularly updating student databases;
Preparing orders for student promotion, retention, dismissal, and academic leave;
Preparing orders for the admission of students recommended for transfer or reinstatement;
Drafting graduation orders for students;
Officially processing students who have completed their studies.
2.3. Regarding the Sector for Managing and Storing Student Documents:
Collecting, binding, registering, and storing documents of graduates until they are archived;
Uploading copies of orders and their justifications into the student database for students who changed their last name, went on academic leave, changed their major or faculty, were retained in the same year, or were dismissed;
Officially processing and delivering all necessary documents to students who were dismissed due to transferring to another higher education institution.
Generating QR-coded diplomas for graduates in accordance with regulations through the HEMIS system;
Issuing strictly controlled document forms (diploma blanks, academic certificates, diploma supplements, etc.);
Organizing the receipt, storage, and distribution of strictly controlled blanks (diploma sheets, academic certificates, diploma supplements, and others);
Regularly corresponding with organizations and institutions via platforms such as https://OTT.mehnat.uz and http://d-arxiv.edu.uz to verify the authenticity of diplomas issued to graduates and responding to requests regarding the issuance of duplicates for lost diplomas and supplements.
