BURSA TECHNICAL UNIVERSITYdepo.btu.edu.tr/dosyalar/ydyo/Dosyalar/Staff_Handbook_15.9.2019.pdf · Academic Coordinator H. Cem ÖZEMRE ES RS ERS R T. TO RS R Testing Office Coordinator

BURSA TECHNICAL UNIVERSITY

School of Foreign Languages

Staff Handbook

2019 - 2020

SCHOOL OF FOREIGN LANGUAGES Staff Handbook | 2019 – 2020

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TABLE OF CONTENTS

TABLE OF CONTENTS ...................................................................................................................................................... 1

1. ABOUT BTU SFL ............................................................................................................................................................. 3

1.1 Welcome Statement from the Director ......................................................................................................... 3

1.2 Overview of the SFL .............................................................................................................................................. 4

1.3 Mission and Vision ................................................................................................................................................ 4

1.4 Aims of the SFL ....................................................................................................................................................... 5

1.5 Organizational Structure .................................................................................................................................... 5

1.5.1 BTU SFL External Administrative Structure ...................................................................................... 5

1.5.2 BTU SFL Internal Organizational Structure ........................................................................................ 5

1.5.3 Duties and Responsibilities ....................................................................................................................... 9

1.6 Decision Making Process ................................................................................................................................. 27

1.7 BTU SFL Website ................................................................................................................................................. 27

2. SFL POLICIES ................................................................................................................................................................ 27

2.1 Curriculum Policy ............................................................................................................................................... 27

2.2 Quality Improvement Policy .......................................................................................................................... 28

2.3 Assessment Policy .............................................................................................................................................. 28

2.4 Cheating Policy..................................................................................................................................................... 30

2.5 Staff Recruitment Policy .................................................................................................................................. 30

2.6 Staff Orientation Policy ..................................................................................................................................... 31

2.7 Professional Development Policy................................................................................................................. 31

2.8 Feedback Policy ................................................................................................................................................... 33

2.9 Complaints Policy ............................................................................................................................................... 34

3. CODE OF PROFESSIONAL PRACTICE ................................................................................................................. 34

3.1 Expectations .......................................................................................................................................................... 34

3.2 Record Keeping .................................................................................................................................................... 34

3.2.1 Student Attendance ................................................................................................................................... 35


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3.2.2 Assessments and Exams .......................................................................................................................... 35

3.3 Working Hours ..................................................................................................................................................... 36

3.4 Absenteeism from Work .................................................................................................................................. 36

3.4.1 Cover for Absenteeism ............................................................................................................................. 37

3.4.2 Make-up Classes .......................................................................................................................................... 38

3.5 Meetings ................................................................................................................................................................. 38

3.5.1 Meeting Types .............................................................................................................................................. 38

3.5.2 Meeting Documents and Document Filing ....................................................................................... 40

3.6 Communication in the SFL .............................................................................................................................. 41

3.6.1 Electronic Document Managament System (EBYS) ..................................................................... 41

3.6.2 Email Communication .............................................................................................................................. 41

3.7 Teaching Hours .................................................................................................................................................... 41

3.8 Dress Code ............................................................................................................................................................. 42

3.7 Resources ............................................................................................................................................................... 42

3.9.1 Assessment and Inventory of Resources .......................................................................................... 42

3.9.2 Distribution of Resources ....................................................................................................................... 43

3.9.3 Damaged and Lost Materials ................................................................................................................. 44

3.10 Proctoring and Grading of Exam Papers ................................................................................................ 44

4. University Procedures .............................................................................................................................................. 46

4.1 Academic Calendar ............................................................................................................................................. 46

4.2 Safety Compliance and Regulation .............................................................................................................. 47

4.2.1 Maintenance of Building .......................................................................................................................... 47

4.2.2 Safety ComplianceRegulations .............................................................................................................. 47

4.2.3 Emergency Situations ............................................................................................................................... 47

4.3 Troubleshooting Roadmap ............................................................................................................................. 48

5. DISCIPLINARY ISSUES .............................................................................................................................................. 50

5.1 Disciplinary Issues for Staff ............................................................................................................................ 50

5.2 Disciplinary Issues for Students ................................................................................................................... 50


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1. ABOUT BTU SFL

1.1 WELCOME STATEMENT FROM THE DIRECTOR

Dear colleague,

Welcome to Bursa Technical University! It is a great pleasure to have you in the School of

Foreign Languages. As a member of our staff, you are now part of an “Innovative State

University” which prioritizes to be a research university, thereby producing knowledge,

technology, social and artistic values. So as to help BTU achieve this goal, we try our best to

provide students with the foreign language skills they will need throughout their educational,

professional, and social lives. As the Director of the SFL, I am committed and willing to provide

you with a teaching environment in which you can feel the pleasure of teaching and the joy of

being an instructor at our university. I trust in your knowledge, experience, and capability to

make vital contributions for the further improvement of our School. On behalf of the entire

School of Foreign Languages staff, I give you our very best wishes for fulfillment and success at

Bursa Technical University.

Best Regards,

Murat Bayrak Director School of Foreign Languages


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1.2 OVERVIEW OF THE SFL

The School of Foreign Languages (SFL) at Bursa Technical University offers an educational

program divided into four quarters consisting of the Level 1, Level 2, Level 3, and Level 4

(Academic Skills). English language classes have been offered by the SFL since September 2011.

1.3 MISSION AND VISION

Mission Our mission is to endow our students with the English language knowledge and skills that they

will need throughout their undergraduate education and to help them develop into effective,

productive, and successful individuals in their academic, social, and professional lives. In this

regard, we seek to prepare the necessary foundation for our students to use the knowledge and

skills that they have acquired effectively and to ensure the success of our students by

strengthening their foreign language reading, writing, speaking, and listening skills. As such, we

aim to contribute to the education, scientific research, and social services of Bursa Technical

University.

Vision In light of our mission stated above, we strive to remove the obstacle of a foreign language in

order for our university to hold a distinguished place among institutions of higher education,

first in Turkey and also among international universities. Our vision is for our graduates to

obtain positions at the highest level of the national and international arenas by actively using

their foreign language skills and knowledge in scientific research, partnerships, and other

endeavors. Our vision is to realize these aims with perfection.


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1.4 AIMS OF THE SFL

At the SFL, we are committed to providing the highest standard of education to our students. We

aim to:

improve students’ language skills so that that they can pursue their academic studies in

their departments in English

provide foreign language education in a safe and well-equipped environment

help students adopt a multicultural perspective through our academic curriculum

encourage students to be life-long learners

engage students in taking initiative in their learning process

improve the quality of teaching and learning for the benefit of our students

1.5 ORGANIZATIONAL STRUCTURE

1.5.1 BTU SFL EXTERNAL ADMINISTRATIVE STRUCTURE The SFL is managed by an administrative team that includes the Director, two Assistant

Directors, and an administrative staff support network headed by the SFL Secretary. The SFL

administrative team connects the SFL with other units of the university. The external

administrative organization structure of the SFL for the 2019-2020 academic year is illustrated

in Diagram 1.

1.5.2 BTU SFL INTERNAL ORGANIZATIONAL STRUCTURE

The SFL is organized in four major levels, including the Director, Assistant Directors, Unit and

Office Coordinators, and Team Members. The management is headed by the Director and two

Assistant Directors. Instructors are assigned to Units responsible for preparing the curriculum

and course materials for their respective skill courses. The SFL also includes a Testing Office

responsible for preparing exam materials. Each division is headed by one Coordinator and

includes Team Members to assist with the completion of Unit and/or Office duties.

The organization structure of the SFL for the 2019-2020 academic year is illustrated in

Diagram 2. The organizational structure of the administrative unit can be found in Diagram 3.


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Diagram 1- BTU SFL External Administrative Organization Structure

SFL Secretary

Caner GÜREL

Editorial

Department

Accrual

Accounting

Goods and

Materials

Purchases

and

Transactions

Department

Secretariat

Security Unit

Technical

Services and

Maintenance

Unit

Cleaning

Services

Assistant Director

Mustafa SARIOĞLU

Student

Affairs

Department

Health,

Culture and

Sports

Department

Library and Documentation Department

Construction and

Technical Works

Department

SFL Director

Murat BAYRAK

SFL Board

Murat BAYRAK (Head) Mustafa SARIOĞLU (Member) Göksel ÖZTÜRK (Member) Caner GÜREL (Rapporteur)

SFL Administrative Board Murat BAYRAK (Head) Mustafa SARIOĞLU (Member) Göksel ÖZTÜRK (Member) Abdullah IŞIKLAR (Member) Murat ERTAŞ (Member) Ender Gökhan GECE (Member) Caner GÜREL (Rapporteur)

Assistant Director

Göksel ÖZTÜRK

Strategic

Development

Department

Administration

and Finance

Department

Personnel

Department

Information

Technology

Department


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Diagram 2- BTU SFL Organization Structure

Aytül KANAT TUTUŞAN

Testing Office Coordinator

Miranda KARJAGDIU ÇOLAK

Professional Development Office Coordinator

Elvan ŞENTÜRK

Level 1 Coordinator

Özlem YAHYAOĞLU YARDIM

Level 2 Coordinator

Leyla DENİZ ERTAŞOĞLU

Level 3 Coordinator

Bahattin ASLAN

Level 4 Coordinator

Mariia PIATKOVA

Materials Development Office Coordinator

Murat BAYRAK

Director

H. Cem ÖZEMRE

Academic Coordinator

Göksel ÖZTÜRK

Assistant Director

Meral ÖZTÜRK

Distance Education

Office Coordinator

Hasan Hüseyin ŞAHİN

Language Courses / Lifelong Learning

Office Coordinator

Mustafa SARIOĞLU

Assistant Director

Sıdıka ÖZEMRE

Lesson Schedule Office

Coordinator

Kader MUTLU

Exchange Programs /

Translation Coordinator


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Academic Coordinator

H. Cem ÖZEMRE

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Testing Office

Coordinator

Aytül KANAT

TUTUŞAN

Level 4 Coordinator

Bahattin ASLAN

Level 3 Coordinator

Leyla DENİZ

ERTAŞOĞLU

Distance Education

Office Coordinator

Meral ÖZTÜRK

Level 2 Coordinator

Özlem YAHYAOĞLU

YARDIM

Professional

Development Office

Coordinator

Miranda KARJAGDIU

Material

Development Office

Coordinator

Mariia PIATKOVA

Testing Office Members

Ayşe VATANSEVER

Dilah YAVUZ

Kubilay KAZANCI

Sıdıka ÖZEMRE

Özlem CENGİZ

Jason MAGARGLE

PD Unit Members

Ahmet Serkan TANRIÖVER

Merve YILMAZER

Mustafa ÇOBAN

Özgür ŞAHAN

Material Development Office Members

L1 Figen TOPRAK L1 Franceska GROPAJ L1 Magdelana KESKİN L1 Melek KAYMAZ MERT L1 Gülfem SÜER L2 Aydın FIRAT L2 Baya MARAF L2 Patricia Denisa DİTA L2 Zeynep Selin DÜRER L2 H. Sümeyra PEKTAŞ OĞUZ L3 Abdurrahman KUTLUAY L3 Rıza BATIR L3 Seda MERTER ATAYGÜL L3 Shamim NAKYANJA L3 Susana YUSUPOVA L4 Amal MECHRAOUI L4 Sidal ÖNER L4 Tuğba TÜLLEF

Accreditation Committee

Members

Patricia Denisa DİTA

(Secretariat)

Assistant Directors

Unit Coordinators

Figen TOPRAK

Franceska GROPAJ

Baya MARAF

Seda MERTER ATAYGÜL

Shamim NAKYANJA

Sidal ÖNER

Merve YILMAZER

Assistant Director

Mustafa SARIOĞLU

(Student Affairs)

Assistant Director

Göksel ÖZTÜRK

(Staff Affairs)

Director

Murat BAYRAK

Level 1 Coordinator

Elvan ŞENTÜRK

Lesson Schedule

Office Coordinator

Sıdıka ÖZEMRE

Accreditation

Committee Contact

Person

Göksel ÖZTÜRK

Exchange Programs

/ Translation Office

Coordinator

Kader MUTLU

Language Courses /

Lifelong Learning

Office Coordinator

Hasan Hüseyin ŞAHİN


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Diagram 3 – Organizational Structure of the Administrative Unit of the SFL

1.5.3 DUTIES AND RESPONSIBILITIES The following section provides comprehensive job descriptions for the administrative and

academic staff within the School of Foreign Languages for the 2019-2020 academic year. The job

descriptions provided below pertain to each job within the organizational structure of the

School of Foreign Languages, as found on the Organizational Structure Flow Chart. This section

provides an overview of each job description, including detailed information of the tasks,

responsibilities, and channels of communication at each level.

Caner GÜREL

SFL Secretary

Kemal KARATAŞ

Finance & Support

Services

Tuğba ALKAN

Director’s Secretary

Melih YENER

Student & Foreign

Staff Affairs

Tülay ACAR

Staff Affairs

Alparslan TESKİ

Student Affairs


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1.5.3.1. Director

Murat BAYRAK Director

2019-2020 Academic Year

Job Description and Responsibilities

The Director, who is appointed with the approval by the Rectorate’s Office,

1. Executes responsibilities in accordance with Article 4 of Higher Education Law no. 2547.

2. Selects two Assistant Directors to aid in the execution of his responsibilities.

3. Serves as the head of the School of Foreign Languages (SLF) Council and the SFL

Administrative Council, and ensures that the decisions made by these councils are properly

implemented.

4. Ensures for orderly and productive work carried out among units within the SFL.

5. Ensures that information reports concerning the general regulation and performance of the

SFL, such as strategic planning reports, annual activity reports, and audit reports are prepared

and delivered.

6. Ensures that the SFL budget is efficiently, productively, and economically prepared.

7. Ensures that the number of employees is sufficient to meet the needs of the SFL and is

responsible for evaluating and strengthening the SFL’s staff accordingly.

8. Observes and supervises the units within the SFL and its staff at every level.

9. Prepares employment record reports for academic and administrative staff.

10. Takes the necessary precautions to increase the SFL’s physical conditions in accordance with

its student capacity.

11. Takes the necessary precautions to administer the SFL’s development and growth in a

rational manner.

12. Works to increase and carry out the SFL’s scientific research and publishing activities in a

systematic manner.

13. Carries out any other tasks that may be assigned to him/her in accordance with the legal

measures pertaining to the SFL.


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1.5.3.2. Assistant Directors

Mustafa SARIOĞLU Assistant Director (Student Affairs)



1. Executes the duties of the SFL Director in case of the Director’s absence.

2. Carries out tasks and duties assigned by the SFL Director.

3. Oversees the coordination of teaching and learning for the foreign language preparatory

classes.

4. Supervises the preparation of the teaching schedule for each academic quarter.

5. Ensures that the School of Foreign Languages website is up-to-date and accurate in its

information.

6. Supervises the coordination of Student Affairs.

7. Oversees the coordination of teaching and learning for the departmental social elective

courses.

8. Coordinates the preparation of BTU SFL Academic Calendar.

9. Ensures that additional course payments are properly made.

10. Supervises the coordination of;

a) Main Course Office

b) Testing Office

c) Translation Office.

d) Student Exchange Programs Office.


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Göksel ÖZTÜRK Assistant Director (Staff Affairs)



1. Executes the duties of the SFL Director in case of the Director’s absence.

2. Carries out tasks and duties assigned by the SFL Director.

3. Oversees the coordination of teaching and learning for the foreign language preparatory

classes.

4. Supervises the preparation of the teaching schedule for each academic quarter.

5. Ensures that the School of Foreign Languages website is up-to-date and accurate in its

information.

6. Supervises the coordination of Staff Affairs.

7. Oversees the coordination of teaching and learning for the departmental foreign language

classes.

8. Coordinates the quality and accreditation policy of BTU SFL.

9. Supervises the coordination of;

a) Material Development Office.

b) Professional Development Office.

c) Distance Education Office.

d) Language Courses / Lifelong Learning Office.

1.5.3.3. Academic Coordinator

H. Cem ÖZEMRE Academic Coordinator



Academic Coordinator(AC) plays a mediator role between the management and the academic staff

to organize, support and improve their work and contributes to the stages of "monitoring the

progress", "planning improvement", "applying changes" and "collecting feedback" pertaining to the

SFL activities under the supervision of assistant directors and the school director. All SFL

coordinators are accountable to the AC, and the AC is accountable to the Director of the School of

Foreign Languages and assistant directors.


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1.5.3.4. Coordinators

Coordinators are responsible for preparing the course syllabi, pacing calendars, and other

materials necessary for their respective skill. They are responsible for organizing and ensuring

the successful execution of their respective course(s) and are expected to work in close

cooperation with the other Coordinators, their Team members, the management, and the

instructors teaching their respective skill. The specific responsibilities of each Coordinator are

outlined below:

1.5.3.4.1. Level Coordinators

Elvan ŞENTÜRK L1 Coordinator


Özlem YAHYAOĞLU YARDIM L2 Coordinator


Leyla Deniz ERTAŞOĞLU L3 Coordinator


Bahattin ASLAN L4 Coordinator



1. Plans and implements the design and development of the course, including syllabus and materials.

2. Prepares the Main Course Syllabus for the relevant Level (1,2,3 or 4) by stating detailed outcomes

and objectives. The Level Coordinator should update these documents every year in accordance with

the needs of the university.

3. Work in the process of selecting the course books for both regular and repeating groups in the

relevant level before the start of the academic year.

4. Prepares pacing calendars for both regular and repeating groups in the relevant level before the

start of the term. Since Main Course classes are shared by two instructors, the pacing calendar should

be presented hourly to facilitate the division of instruction. Homework also should be included in the

pacing calendar.

5. Carries out routine course administration, including attending or organizing meetings with

coordinators and/or instructors and ensuring that worksheets, audio files, and others materials are

available on the shared O-Drive.

6. Prepares required assignments (topics, prompts, documents etc.) in the relevant level with proper

approval before the term starts.

7. Ensures the smooth running of the course by informing instructors about the planned materials,

shared documents, objectives, and pacing calendars.

8. Ensures that course documentation, including course outcomes, is clearly specified and that any


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1.5.3.4.2. Testing Office Coordinator

Aytül KANAT TUTUŞAN Testing Office Coordinator



1. Coordinates the preparation of all in-term exams, the BTU YDS (Proficiency Exam), and the

BTU STS (Placement Exam). The exam preparation process includes all the steps from writing

exam questions to classifying printed exam sheets into envelopes prior to the exam.

2. Files and archives testing materials appropriately, either in the online directory shared only

among Testing Office members or in the common folders shared with all instructions. In

addition to the online directory, a hardcopy of all written exams is filed and archived in case of

technical problems. (NOTE: The archiving process described here is only for the purpose of

storing soft and hard copies of prepared and finalized exams. Exam envelopes are submitted to

the responsible administrative officer and archived under the structure of the administration.)

3. Maintains testing office resources in a secure and organized manner, including sample course

books in the Testing Office library and printable resources in the e-library.

4. Maintains clear and effective lines of communication within the Testing Office members, with

other instructors, and with the management through written correspondence and regular

meetings.

5. Determines and announces the dates and times of in-term exams as well as the names of

course changes undergo the appropriate approval procedures.

9. Acts as a communication channel between the Academic Coordinator (or the Management) and

instructors teaching the course, informing them of course-related matters, especially dates and

materials.

10. Cooperates with other Coordinators, the Testing Office, instructors teaching the course, and the

management to create efficient systems to support the course.

11. Ensures the reliability and validity of the assessment tasks and/or exams which were prepared

by the Testing Office by checking each of them within the given deadlines by the Testing Office exam

writers.

12. Collaborates with the materials development office to create, update, and improve documents,

worksheets, and related materials on the shared O-Drive on a regular basis.

13. Collects and provides feedback to identify areas for improvement and leads the process to

implement any recommended changes with proper approval.

14. Analyses feedback and statistical data and reports on the course each year.


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proctors and graders and information about required materials or exam reminders.

6. Coordinates the distribution of exam materials prior to the exam and organizes meetings

about the exam process as required.

7. Contributes to the curriculum design process by evaluating the outcomes of the assessment

process in line with curriculum activities.

8. Oversees the exam preparations of the Testing Office members and approves of the final

drafts of the exams before printing.

1.5.3.4.3. Material Development (MD) Office Coordinator

Mariia PIATKOVA Material Development (MD) Office Coordinator 2019-2020 Academic Year


1. Creates, designs, revises, edits, and proofreads course materials in accordance with the

content of each particular course (Main Course and Academic Skills Course) and in the light of

the outcomes and objectives of the courses in collaboration with the academic coordinator and

level coordinators and as requested by the management of the SFL.

2. Researches new and existing materials in the field of ELT covered at schools of foreign

languages and assesses the materials’ reliability, validity, and suitability for use in relation with

the current curriculum, academic and educational policies of the SFL.

3. Develops authentic and/or (semi-)structured instructional ELT course materials such as

original and topic-specific tests, four-skill based instructional documents, and supplementary

packs.

4. Searches for and revises online downloadable and photocopiable course materials and

implements the required materials into the curriculum by considering the ethical issues.

5. Keeps up with the latest educational and academic developments in the field of materials

design and development.

5. Deals with any questions or problems that may arise in relation to the Unit.

6. Analyses feedback and statistical data obtained from students and instructors through

surveys and questionnaires in order to identify students’ academic and professional needs and

educational opportunities, which opens a way for improving the quality and quantity of course

materials.


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1.5.3.4.4. Professional Development (PD) Office Coordinator

1.5.3.4.5. Translation Office Coordinator

Kader GÜLEÇ Translation Office Coordinator



1. Translates official documents as requested by the management of the SFL.

2. Completes translation tasks within the timeframe specified by the SFL management.

3. Provides support to the SFL by properly translating documents as needed.

1.5.3.4.6. Language Courses / Lifelong Learning Office Coordinator

Hasan Hüseyin ŞAHİN Language Courses / Lifelong Learning Office Coordinator



Language Courses / Lifelong Learning Office Coordinator organizes and coordinates foreign

language courses in collaboration with BTU Research Center for Lifelong Learning.

Miranda KARJAGDIU ÇOLAK Professional Development (PD) Office Coordinator 2019-2020 Academic Year


1. Executes the professional development policy of the SFL.

(a) Investigates the professional development (PD) needs of the instructors.

(b) Organizes training programs such as seminars, workshops, other professional

development events in accordance with the needs and expectations of the instructors.

2. Executes the students and staff orientation policy of the SFL.

(a) Plans, organizes and executes the orientation programs of new prep-class students.

(b) Plans, organizes and executes the orientation programs of newly-recruited instructors.

(c) Prepares observation schedule for newly-recruited inexperienced instructors by taking the

consent of experienced instructors.

3. Prepares peer-observation schedule for voluntary instructors.

4. Observes lessons on a voluntary basis and by considering the ethical issues, and tries to

address the weaknesses of in-class instruction by providing relevant PD activities.


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1.5.3.4.7. Distance Education Office Coordinator

Meral ÖZTÜRK Distance Education Office Coordinator



1. Deals with the tasks with regard to distance learning programs conducted by BTU SFL.

2. Assess distance-learning educational and technological needs and set distance learning

program objectives accordingly.

3. Coordinates the design and development of distance learning programs, which includes web-

based curricula, online course contents and materials.

4. Supervises distance learning support staff and instructors and helps them with the use of

distance learning applications, such as learning management systems and course management

software.

1.5.3.4.8. Exchange Programs Office Coordinator

Kader GÜLEÇ Exchange Programs Office Coordinator



Exchange Programs Office Coordinator deals with the SFL tasks with regard to national and

international student or teaching staff mobility programs including “Erasmus+”, “Free-mover”,

“Farabi” and “Mevlana”.

1.5.3.4.9. Lesson Schedule Office Coordinator

Sıdıka ÖZEMRE Lesson Schedule Office Coordinator



Lesson Schedule Office Coordinator plans and prepares teaching schedule of instructors at BTU

SFL at the beginning of each academic quarter.


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1.5.3.5. Team Members

Team members are expected to support their respective Coordinator in the preparation and

planning of course syllabi, pacing calendars, and other materials for skill course(s). Team

members work collaboratively with each other and their Coordinator to ensure the successful

execution of their skill course(s). Team members are expected to execute the duties assigned to

them by the Coordinator and attend all Unit and/or Office meetings.

1.5.3.5.1 Testing Office Team Members

Sıdıka ÖZEMRE Testing Office Team Member 2019-2020 Academic Year

Ayşe VATANSEVER Testing Office Team Member 2019-2020 Academic Year

Dilah YAVUZ Testing Office Team Member 2019-2020 Academic Year

Kubilay KAZANCI Testing Office Team Member 2019-2020 Academic Year

Özlem CENGİZ Testing Office Team Member 2018-2019 Academic Year

Jason Cody MAGARGLE Testing Office Team Member 2018-2019 Academic Year


1. Assists the Coordinator in the preparation of exams. Each member is expected to complete the

tasks assigned to him/her within the timeline specified by the Coordinator.

2. Prepares, prints, and classifies all in-term exams at all levels. Tasks will be distributed within

the Testing Office to this aim.

3. Completes tasks as assigned for preparation of the BTU YDS (Proficiency) exam.

4. Writes and edits the questions for each section of the BTU YDS exam. Tasks will be distributed

within the Testing Office to this aim.

5. Adds the reviewed questions into the question bank in the proper format, selects questions

from the question bank to generate the relevant exam, and provides the final proofreading of the

exam.

6. Attends all Question Review & Edition meetings and other meetings called by the Testing

Office Coordinator.


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1.5.3.5.2 Material Development (MD) Office Team Members

Gülfem SÜER

MD Office Team Member 2019-2020 Academic Year

Patricia DENISA DITA

MD Office Team Member 2019-2020 Academic Year

Havva Sümeyra PEKTAŞ OĞUZ MD Office Team Member 2019-2020 Academic Year

Seda MERTER ATAYGÜL MD Office Team Member 2019-2020 Academic Year

Melek KAYMAZ MERT MD Office Team Member 2019-2020 Academic Year

Selin DÜRER MD Office Team Member 2019-2020 Academic Year

Figen TOPRAK MD Office Team Member 2019-2020 Academic Year

Susana YUSUPOVA MD Office Team Member 2019-2020 Academic Year

Amal MECHRAOUI MD Office Team Member 2019-2020 Academic Year

Sidal ÖNER MD Office Team Member 2019-2020 Academic Year

Baya MARAF MD Office Team Member 2019-2020 Academic Year

Magdelena KESKİN MD Office Team Member 2019-2020 Academic Year

Franceska GROPAJ MD Office Team Member 2019-2020 Academic Year

Shamim NAKYANJA MD Office Team Member 2019-2020 Academic Year

Abdurrahman KUTLUAY MD Office Team Member 2019-2020 Academic Year

Tuğba TÜLLEF MD Office Team Member 2019-2020 Academic Year

Aydın FIRAT MD Office Team Member 2019-2020 Academic Year

Rıza BATIR MD Office Team Member 2019-2020 Academic Year


1. Supports the Material Development Office Coordinator in the execution of their duties and

responsibilities.

2. Creates, revises, and updates course materials within the deadlines specified by the Coordinators.

3. Attends regular Unit meetings to provide feedback and works toward the improvement of the unit


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1.5.3.5.3 Professional Development (PD) Office Team Members

Özgür ŞAHAN PD Office Team Member 2019-2020 Academic Year

Mustafa ÇOBAN PD Office Team Member 2019-2020 Academic Year

Ahmet Serkan TANRIÖVER PD Office Team Member 2019-2020 Academic Year

Merve YILMAZER PD Office Team Member 2019-2020 Academic Year


1. Supports the Professional Development Office Coordinator in the execution of his/her duties

and responsibilities.

2. Attends regular Unit meetings to provide feedback and works toward the improvement of the

office.

1.5.3.6 Instructors’ Duties

All instructors within the SFL are expected to complete the following tasks and responsibilities:


1. Abides by the rules and regulations specified in Civil Servants Law no. 657 and Higher

Education Council Law no. 2547.

2. Executes his/her teaching responsibilities appropriately and in accordance with SFL

guidelines by following the appropriate syllabi and pacing calendars and by using the

appropriate course materials and course books.

3. Maintains accurate attendance records by having students sign the attendance sheet for each

hour of class.

4. Enters the attendance into the automation system properly and in a timely fashion. Students

should be marked absent or present; other options (late, leave, etc.) cannot be marked without

the approval of the administration.

5. Begins and ends classes on time.

6. Conducts classes in English, in accordance with SFL policy.

7. Regularly attends meetings, workshops, and other departmental sessions organized by the

administration and/or the Coordinators.

8. Checks his/her BTU email address regularly and responds to emails sent by the

administration and the Coordinators in a timely fashion.

9. Checks the EBYS system regularly for tasks assigned by the administration.

10. Completes all tasks assigned by the administration by the specified deadline.


21

1.5.3.7 Administrative Unit

Caner GÜREL School of Foreign Languages Secretary



1. Supervises, coordinates, and plans the execution of the work and duties pertaining to the SFL

Secretarial Unit in an organized, appropriate, and regular manner.

2. Carries out internal and external communication for the SFL by coordination the tasks

between the SFL and the following departments: (a) Department of Student Affairs, (b)

Department of Staff Affairs, (c) Department of Strategic Development, (d) Department

Administrative and Financial Affairs, (e) Department of Information Technology, (f) Department

of Health, Culture, and Sports, (g) Department of Library and Documentation, and (h)

Department of Construction and Technical Works.

3. Prepares and announces to the concerned parties the SFL Board and SFL Administrative

Board agendas in accordance with the SFL management’s instructions.

4. Serves as the rapporteur for SFL Board and SFL Administrative Board.

5. Ensures that board decisions are recorded and properly filed.

6. Ensures that all building, heating, lighting, cleaning, and maintenance (including minor repair)

services pertaining to the SFL are carried out in a continuous and secure manner.

7. Organizes ceremonies and formal events arranged by the SFL.

8. Prepares the SFL’s yearly financial budget and ensures that the application of the performance

budget is realized in the best possible manner by carrying out the necessary planning to ensure

that the budget is followed.

9. Purchases goods and services according to the needs of the SFL.

10. Coordinates the work of the Student Affairs office.

11. Maintains up-to-date records of the SFL’s supply inventory and operations, including the

input and output of goods.

12. Follows regulations pertaining to the activities of the SFL Secretarial unit.

13. Ensures coordination, provides an environment of cooperation and rapport, and solves any

problems that may arise between units and personnel within to the SFL Secretarial unit.

14. Generates projects to enhance the productive of the work of SFL units and personnel.

15. Prepares and arranges the annual activity report.

16. Supervises and directs the relevant personnel in their work.

17. Determines the in-service training needs of personnel within the SFL and coordinates with

the Personnel Department to arrange in-service training programs.

18. Follows up on the personal benefits and registration procedures for SFL personnel.

19. Takes disciplinary action in accordance with regulations when necessary as a disciplinary

superior to personnel staff.

20. Offers recommendations to the SFL management for procedures such as awarding prizes,

certificates of appreciation, and promotions for personnel staff.

21. Informs superiors on issues related to the work of assigned tasks.

22. Carries out any other tasks that may be assigned to him/her in accordance with the legal

measures pertaining to the SFL.

23. Exercises authority and fulfills tasks a similar nature, as assigned by superiors.


22

Tuğba ALKAN Director’s Secretary 2019-2020 Academic Year


1. Arranges appointments and monitors the telephone for the SFL Director.

2. Ensures that the secretary’s office is open during work hours.

3. Facilitates communication within the department by keeping up-to-date records of the

teaching staff’s contact information.

4. Answers, connects, and transfers telephone calls within and outside the city.

5. Ensures that meetings are held in an orderly fashion by arranging the dates and times of all

meetings held in the Director’s office.

6. Arranges and organizes the daily written, written decisions, and decision folders of the SFL

Board and the SFL Administrative and Discipline Board.

7. Monitors written correspondences submitted to the Director.

8. Updates and publishes news events and announcements on the SFL website.

9. Monitors the SFL email account daily.

10. Completes the course registration paperwork for learners interested in registering for

courses such as General English, YDS (Foreign Language Exam) Preparation, English Speaking,

German Speaking, or General German offered by the academic staff of the SFL.

11. Fulfills all tasks and duties assigned by the SFL Director and/or Secretary.

Melih YENER Student Affairs and Foreign Instructors Support / Computer Management


When Melih YENER, the employee responsible for the duties listed below, is on leave, these duties shall be executed by Alparslan TESKİ.


1. Assists with the administrative aspects of the hiring process for foreign national academic

staff including all necessary exchanges of correspondence.

2. Maintains correspondence with foreign national instructors after they have begun working,

guide their adaptation process and following up on matters such as health reports, leave

requests, and other official paperwork.

3. Processes the Make-up Class Forms submitted by foreign national instructors for classes they


23

do not teach due to reasons of excused leave or illness, submitted along with a health report,

during the academic year.

4. Completes all paperwork pertaining to the student disciplinary process.

5. Informs the relevant unit on the academic standing of students who have won scholarships

from the Prime Minister’s office.

6. Follows up on the needs of foreign national academic staff members who are staying in

university housing and provides information to the relevant units as necessary.

7. Contributes to the preparation of the SFL’s Annual Activity Report.

8. Maintains correspondence as necessary on matters pertaining to the SFL’s preparatory

classes and Placement Exam.

9. Assists the Assistant Directors in the preparation of the academic calendar.

10. Checks the classrooms belonging to the SFL at least once a week and prepares a report for

the SFL Secretary.

11. Informs the Health, Culture, and Sports Department in a timely manner of the dates on which

exams will be held and of the dates on which classes will not be given to ensure that the cafeteria

services are executed in a sound and efficient manner.

12. Executes all tasks assigned written or orally by the management of the SFL.

13.Arranges documents (such as student documentation and transcripts) by collecting the

necessary student petitions and maintaining written correspondence.

14. Fulfills requests made by students to freeze or cancel their enrollment in the School of

Foreign Languages.

15. Maintains communication with other departments within the institution as necessary for

student affairs.

16. Completes all tasks and assignments related to the SFL Preparatory Class student

Automation System.

17. Updates and prepares the SFL Preparatory Class student grade archive.

18. Follows measures, legislative decrees, directives, instructions, rules and memorandums.

19. Maintains end-of-year archiving, filing, and classification of all written documents within the

relevant service area and delivers documents to the relevant administrative archival unit after

five (5) years.

20. Completes any actions that fall within his/her scope of duty while preparing the SFL Activity

Report.

21. Fulfills any other tasks assigned written or orally by the School of Foreign Languages

management.


24

Alparslan TESKİ Student Affairs & Resource Registration Control Supervisor / Data Preparation and Control Operator (V.H.K.I)


When Alparslan TESKİ, the employee responsible for the duties listed below, is on leave, these

duties shall be executed by Melih YENER.


1. Completes any tasks necessary as the Resource Registration Control Supervisor within the

electronic KBS system.

2. Completes tasks concerning the maintenance and regulation of goods entering and leaving the

supply inventory.

3. Provides receipts for the administration of portable goods.

4.Maintains records of the department inventory.

5.Sends a Consumption Material Exit Report once every three months to the Strategy

Department within the BTU Rectorate.

6. Completes any tasks necessary concerning the request of portable goods within the electronic

KBS system.

7. Completes all tasks related to the purchasing of goods (such as direct supply) in a regular and

appropriate manner.

8. Records all purchases made through the Public Procurement Agency’s Electronic Public

Procurement Platform (EKAP-https://ekap.kik.gov.tr) by completing the “Direct Supply Form”

by the tenth day of each month following purchases made through Direct Supply (done in

accordance with the procedures specified by Article 22 of the Legal Procurement Code no.

4734).

9. Follows the procedures concerning liability and debt of all stock inventory used by the SFL or

its personnel.

10. Ensures that official mail is sent.

11. Maintains the necessary correspondence to ensure that requests made by telephone, fax, and

email are received by the Information Technology Department.

12. Follows through on the process of archiving exams administered by the English Preparatory

Program of the SFL.

13. Completes all tasks and assignments related to the SFL English Preparatory Program student

Automation System.




five (5) years.

16. Completes any actions that fall within his/her scope of duty while preparing the SFL Annual

Activity Report.

17. Fulfills any other tasks assigned written or orally by the SFL management.


25

Tülay ACAR Staff Affairs / Computer Management


When Tülay ACAR, the employee responsible for the duties listed below, is on leave, these duties

shall be executed by Kemal KARATAŞ.


1. Facilitates communication with the SFL Director’s Secretary by recording ingoing and

outgoing documents to and from the SFL for distribution to the concerned parties.

2. Completes the paperwork for external assignments domestically and abroad, both with and

without compensation for travel and food.

3. Regularly follows and completes all written correspondence concerning personnel.

4. Completes paperwork and written correspondences concerning the discipline of personnel.

5. Completes and classifies documents concerning maternity leave, annual leave, and excused

leave as well as health reports for academic and administrative staff in their respective personal

files.

6. Maintains records and fulfills tasks in accordance with Article 13/b-4 of Higher Education

Council Law no. 2547.

7. Follows and completes all written correspondence and documents concerning the department

heads of the university.

8. Sends to the respective departments completed documents concerning family allowance

situations and property declarations of academic and administrative staff.

9. Completes the recruitment procedures and written correspondences for Turkish instructors.

10. Completes all staff cadre procedures for academic and administrative staff.

11. Announces all changes in Promotion-Level and Degree advancement and provides a copy of

the necessary documentation in the personal folders of the concerned academic and

administrative staff.

12. Collects the Class Make-up Forms from academic personnel who are unable to give their

assigned lessons during the academic year due to reasons of excused leave or with a heath

report.




five (5) years.


Activity Report.



26

Kemal KARATAŞ Financial &Support Services (Accounting and Payroll)

2019-2020 Academic Year When Kemal KARATAŞ, the employee responsible for the duties listed below, is on leave, these

duties shall be executed by Tülay ACAR.


1. Completes all procedures pertaining to the assigned position during the preparation of the

SFL Annual Activity Report.

2. Prepares the SFL budget.

3. Completes all correspondences with the Strategic Development Department of the university.

4. Completes all internal and external correspondences pertaining to accounting.

5. Arranges the salary payments of academic and administrative personnel.

6. Completes all payments pertaining to the Additional Class (Ek Ders) payments of academic

staff.

7. Arranges the salary payments of foreign instructors.

8. Follows the memorandums and notices issued by the General Directorate of Budgetary and

Financial Control (http://www.kbs.gov.tr/index.html).

9. Completes written correspondences and paperwork pertaining to supplementary payments,

payment transfers, and revisions.

10. Completes written correspondences and paperwork pertaining to advance payments.

11. Completes all payments pertaining to domestic and international external assignments with

and without compensation for travel and food.

12. Monitors and specifies the amount that is to be paid for applications to courses offered by

the SFL.

13. Oversees the distribution of payment from courses and other training sessions for the

relevant instructors.

14. Processes the Promotion-Level and Degree advancement changes of academic and

administrative staff in the Payment Management System (Harcama Yönetim Sistemine, HYS).

15. Executes the salary payments of academic and administrative staff, paying particular

attention to the Additional Class (Ek Ders) payments that may be affected by cases of official

leave or health reports obtained during the teaching and learning period.

16. Executes the salary payments of academic and administrative staff, paying particular

attention to salary payments that may be affected by cases of official leave or health reports

obtained during the teaching and learning period.




five (5) years.


Activity Report.



27

1.6 DECISION MAKING PROCESS

The organizational structure of the SFL is designed to ensure that all members of the SFL

academic staff are involved in the decision making process. Both with respect to educational and

administrative aspects of the SFL, instructors are engaged from the classroom level up.

Instructors are encouraged to provide feedback to the various Units and Offices and

Coordinators based on their experiences in the classrooms. Coordinators hold regular meetings

with their Unit and/or Office members and general evaluation sessions with all instructors to

discuss issues and make decisions for the improvement of the educational program.

The Coordinators and Assistant Directors hold regular meetings to discuss the opinions and

suggestions of the academic staff as well as to decide on issues pertaining to the quality and

assessment of education. Decisions concerning administrative aspects of the SFL are confirmed

by the Director in consultation with the Assistant Directors. When required, the SFL

management works in cooperation with other departments for the adjudication and

implementation of certain decisions, as per university regulations.

1.7 BTU SFL WEBSITE

Information regarding the SFL, including up-to-date news and announcements, can be found on

our website: http://ydyo.btu.edu.tr/index.php. The SFL website is maintained by the

management, specifically the Assistant Directors and the Director’s Secretary. Through our

website, teachers and students can access information about the SFL, our teaching and

administrative teams, and other information including class hours, the academic calendar, the

exam calendar, and important forms. For general information about the university, including

announcements, news, and information about other departments, please visit the university

website: http://btu.edu.tr/

2. SFL POLICIES

2.1 CURRICULUM POLICY

The BTU SFL English Preparatory Program offers a modular-based English language teaching

system divided into academic quarters. Each level is comprised of 24 hours of English

instruction per week during seven-week periods. While the first three levels—Level 1, Level 2,

and Level 3—are developed on the basis of English for General Purposes (EGP), Level 4

(Academic Skills Level) aim to serve the goals of English for Academic Purposes (EAP). The

program, on the whole, gives equal importance to all four main language skills; namely, listening,

reading, speaking and writing. The students who are either successful at the Academic Skills

http://ydyo.btu.edu.tr/index.php

http://btu.edu.tr/


28

Level or receive at least 70 percentage points on the BTU YDS (Proficiency Exam) pass the

English Preparatory Program and continue their academic studies in their departments, where

100% or 30% of subject area courses are taught in English, such as Introduction to Mechanical

Engineering, Computer Programming, Thermodynamics, and Basic Chemistry.

The BTU Senate decides on the selection of 100% and 30% English-medium-of-instruction

courses according to the availability of the university’s academics staff’s English language

proficiency. Apart from the subject area courses taught in English, two-hour English courses

(ENG 101 and 102) are offered at all the departments in the first academic year. The BTU

curriculum is thus designed with the aim of preparing our students for successful, university-

level academic work in English.

2.2 QUALITY IMPROVEMENT POLICY

The SFL adopts an integrated skills approach that primary focuses on communication. The

curriculum of the SFL aims to provide quality language education to prepare its students for

their academic studies in English. In line with these aims, the needs of the students have been

determined through intensive research initiatives at first. These needs are perpetually revised in

view of the on-going feedback from the students and instructors, and they are then applied for

the improvement of education quality.

2.3 ASSESSMENT POLICY

The SFL is committed to developing and implementing its courses, the three components of

which are closely aligned and reinforce each other: learning objectives, instructional activities,

and assessment. Therefore, assessment activities are designed using appropriate tools to assess

whether the learning objectives are achieved, and the curricula are used to determine the

content for assessment.

Because the efficiency of the assessment system is given great significance, a separate unit, the

Testing Office, has been established in order to design, conduct, supervise, and improve

assessment activities for all courses offered in the SFL.

The main aim of assessment is to provide a clear picture of individual student progress for

instructors and students such that appropriate actions can be taken for further progress.

At the SFL, there are two ways for students to complete the English Preparatory Program

successfully. The first is for a student to finish the courses offered in the SFL with at least a 70%

success rate as a result of in-term assessment. That is, a student must pass the Academic Skills


29

Level with an average of at least 70 percent. The second way is for the student to take the BTU

YDS and earn a score of 70 percent or more. Students who are able to pass all their courses with

the required grades do not have to take the BTU YDS and directly pass the SFL Preparatory

English Program, whereas students who fail to achieve the required grades must take the BTU

YDS in order to continue their education in their departments. In addition, the students who

receive a minimum of 65 points from the Foreign Language Exam (YDS/YOKDIL) conducted by

OSYM; or receive a score equivalent to at least 65 points on the YDS/YOKDIL from a foreign

language exam accepted by our University Senate. For the current equivalence table, you can

visit OSYM’s website.

In-term Assessment

In-Term assessment activities involve exams and assignments that are designated to evaluate

whether a student’s progress meets the learning objectives for that particular course. The

assessment values determined for exams and assignments for each level have been designed to

balance four language skills. The assessment rates are shared with the teachers and the students

in detail with full transparency in order to demonstrate the aimed balance.

RE

%20

10% 10% 10% 10% 10% 10%

RE

%20

WR

%20 As1

%46%

As2

%46%

As1

%46%

As2

%46% 6%

As2

%46%

As1

%4

Ex1

%6

As2

%4

Ex2

%6

WR

%20

SP

%20 As1

%4

As1

%4

As1

%4

As2

%4

SP

%20

LS

%20 L

S%

20

VC

%12

VC

%20

GR

%8

LiSt.&Language Use Exam 2 (%20)

10%

6%

10%

SPeaking Exam (12%)

SPeaking Assignment 1 (4%)

LiSt. Exam 1 (10%)

SPeaking Assignment 2 (4%)

REading Exam 2 (10%)

WRiting Exam 1 (6%)

WRiting Assignment 1 (4%)

WRiting Assignment 2 (4%)

WRiting Exam 2 (6%)WRiting Assignment 2 (%4)

LS

-LU

Ex

2

10%

6%

SPeaking Exam (%12)

LS

-LU

Ex

1

10%

SPeaking Exam (%12)

WRiting Assignment 1 (%4)



ReadingWriting Exam 2 (%16)ReadingWriting Exam 2 (%16)

Summary

ReadingWriting Exam 1 (%16)



SPeaking Assignment 2 (%4) SPeaking Assignment 2 (%4)

SPeaking Assignment 1 (%4) SPeaking Assignment 1 (%4)



Summary

LiSt. Exam 2 (10%)

VoCab. Exam 1 (10%)

VoCab. Exam 2 (10%)

BTU ENGLISH PROGRAM ASSESSMENT TABLE

LEVEL 1 LEVEL 2

LS

-LU

Ex

1

10%

LS

-LU

Ex

2

Ex

%12

Ex1

%10

Ex2

%10

Ex1

%10

Ex2

%10

10%

6%

4%

LS

-LU

Ex

1


6% 6%

4% 4%

SPeaking Exam (%12)

LEVEL 4

As1

%4

RE Ex2

%10

RW

Ex

2

6%

4% 4%

LEVEL 3

SPeaking Assignment 2 (%4)

Summary

SPeaking Assignment 1 (%4)

LS

-LU

Ex

2





As2

%4

SP Ex

%12

RE Ex1

%10

REading Exam 1 (10%)

As2

%4

SP Ex

%12

As1

%4

As2

%4

SP Ex

%12

RW

Ex

1

RW

Ex

2

RW

Ex

1

RW

Ex

2

RW

Ex

1


4%

Summary

http://dokuman.osym.gov.tr/pdfdokuman/2016/GENEL/EsdegerlikTablosu29012016.pdf


30

BTU YDS (Proficiency Exam) Assessment

The BTU YDS exam consists of two stages which are implemented in three sessions. The sessions

include four separate exams and assess the proficiency levels for reading, vocabulary, language

structure, writing, listening and speaking. The proportional weights of each section on the exam

are given below.

Stage 1

%46

Stage 2

%54

Sess

ion

1

Grammar

%10

Vocabulary

%18

Reading

%18

Sess

ion

2 Listening

%18

Writing

%18 Se

ssio

n 3

Speaking

%18

2.4 CHEATING POLICY

The SFL has a zero-tolerance cheating policy. Disciplinary action is taken against students caught

cheating, plagiarizing, or copying on exams and assignments. Instructors are required to report

these instances to the administration as they occur. Furthermore, the SFL utilizes Turnitin, a

software program for the detection of plagiarism, to ensure the authenticity of its students’

work.

As part of its mission statement, the SFL aims to develop its students’ abilities to help them reach

their full academic, professional, and social potential. To this end, the SFL is therefore committed

to providing its students with the tools they need to be original, authentic, and ethical in their

academic and professional work.

2.5 STAFF RECRUITMENT POLICY

The teaching staff is an integral part of the SFL team. We have a dynamic teaching staff, and we

strive to continually improve ourselves in order to meet our students’ needs. Therefore, we seek

to recruit instructors who:

have experience in teaching (preferably at tertiary level)

have carried out and/or are open to academic studies in their fields


31

are open to professional and academic development

are life-long learners

have team-work skills

are highly-motivated

respect different opinions, perspectives and beliefs

2.6 STAFF ORIENTATION POLICY

The orientation and training processes of new students and instructors to the SFL are important

for us. The Professional Development (PD) Office plans, organizes, and executes the student and

staff orientation policy of the SFL. Selected instructors first meet with our Director and Assistant

Directors. In this meeting the general structure of the SFL, its processes, and its procedures are

explained. Both the SFL’s expectations from its instructors and the instructors’ expectations

from the SFL are discussed. If newly-recruited instructors are inexperienced in teaching, the PD

Office prepares an observation schedule for them so that they can benefit from more

experienced staff.

After this general meeting, instructors are assigned to Units and/or Offices according to needs of

the SFL. Each Coordinator holds regular meetings with his/her Team members to explain the

procedures that are followed within the Unit and/or Office, the relevant course materials, and

the procedures for accessing supplementary materials related to that skill. Coordinators are also

available to answer any questions that new Team members may have.

At the beginning of the academic year, an orientation program is arranged for both students and

staff. During this program, students meet their instructors, and the procedures for exams,

assessments, assignments, and attendance are explained. In addition to this orientation

program, a Starter Week program is arranged at the beginning of each academic year. During

Starter Week, instructors hold classes with students from different levels, using the course book

that is one level below the level of that class. In this way, students and instructors become

acquainted with SFL courses, materials and each other before the commencement of the

academic year.

2.7 PROFESSIONAL DEVELOPMENT POLICY

The SFL encourages the collective and individual development of its instructors. In order to

develop and apply an effective policy of professional development for our teaching staff, the

professional development needs of the academic staff are specified with a needs analysis survey.


32

In addition, different assessment methods (student assessment, peer-assessment, and self-

assessment) are carried out throughout the academic year as follows:

Professional Development Needs Assessment Survey

This survey is conducted at the beginning of the academic year to identify the needs,

opinions, and expectations of the teaching staff regarding their professional

development as English instructors. Instructors assess themselves in terms of their

professional development activities and areas of need. Instructors are also asked to

specify their preferences in terms of delivery methods for professional development

activities. The results of the survey are evaluated by the PD Unit and reported to the SFL

management.

Student Feedback Survey (Appendix 2)

This survey is conducted at the end of each academic quarter. Students assess their

instructors in terms of the instructor’s ability to use course materials effectively, answer

questions appropriately, and create an environment conducive to learning. The results of

the survey and the comments made by the students regarding their instructors are

evaluated by the SFL management and reported to the individual instructors.

Coordinator Feedback Survey (Appendix 3)

This survey is delivered to the staff at the end of each semester specifically for the

assessment of Units and Coordinators. Instructors assess the Units and Coordinators in

terms of planning and organization, communication, teamwork, decision making and

problem solving, managing change and improvement of the course, and responsiveness

to complete the unit tasks in a timely manner. The results of the survey and the

comments made by the instructors regarding each Unit are reported to the relevant

Coordinators by the SFL management.

Following the analysis of the survey results, the shortcomings, needs, and expectations of our

instructors are identified. The PD Unit - in collaboration with the SFL management, fellow

Coordinators and instructors - addresses these needs by arranging seminars, workshops, and

other professional development events throughout the academic year.) In addition, the PD Unit

interviews instructors individually and in groups at various intervals to understand better the

professional development needs of the SFL team. Seminars, workshops, and other sessions are

organized at the SFL to meet the professional development needs of our staff. Our academic staff

can also attend seminars, workshops, and academic conferences at other universities or

institutions. Instructors should remember that, in order to attend an academic or professional


33

event, they are required to obtain official permission from the management following the

procedures outlined in the “Permission for Leave” sections of this handbook.

In addition to all these activities, our teaching staff is encouraged to conduct academic studies

and projects, both for the improvement of our institution and for their own professional

development. Our academic staff are ready to collaborate with those instructors interested in

carrying out academic research or studies.

2.8 FEEDBACK POLICY

The SFL is committed to the improvement of its educational programs through the evaluation of

feedback provided by students and academic staff. Regular feedback evaluations are conducted

by the SFL in order to assess the strengths and weaknesses of its educational programs.

Student Feedback on Instructors

Students provide anonymous feedback on instructor performance at the end of each quarter.

Students complete the feedback form (Appendix 2) online on the automation system prior to

receiving their final grades. In this way, students are encouraged to provide honest feedback and

are less likely to be influenced by their final grades when evaluating the performances of their

instructors. After student feedback is collected, it is evaluated by the Assistant Directors and

shared with the instructors. Instructors who receive low evaluation marks are required to meet

with the Assistant Directors to reflect on the previous academic quarter, discuss issues that may

have arisen from the evaluation forms, and brainstorm strategies for improvement as necessary.

In addition to evaluating instructor performance, students are also asked to evaluate the

content, assessment, and materials of the course. This information is evaluated by the Assistant

Directors and shared with the relevant Coordinators and Units, who may decide to implement

changes for the improvement of the course.

Instructor Feedback on Units

Instructors are encouraged to provide constructive feedback for Coordinators and Units by

completing the Instructor Feedback form of Coordinator/Unit Performance (Appendix 3).

Feedback is collected anonymously and allows instructors to make suggestions for the

improvement of course content, assessment, and material. Feedback results are collected by the

Assistant Directors and shared with the Coordinators. At the end of each academic semester,

instructors receive a link to the feedback form online and complete the form electronically.


34

In addition to the formal avenues of feedback and evaluation described above, instructors are

encouraged to provide feedback to the Coordinators throughout the academic year based on

their experiences in the classroom, working with the course material, and implementing the

assessment tools. Coordinators may ask for specific feedback from their Team members or other

instructors to address concerns related to a specific course.

2.9 COMPLAINTS POLICY

The SFL seeks to sustain fairness in its relationship with students and staff. Staff members may

submit written complaints, petitions, or other forms of appeals to the SFL management as they

deem necessary. Additionally, the Feedback and Complaints Box of the SFL provides staff

members the opportunity to submit anonymous feedback on any issue.

Similarly, students may submit complaints, petitions and grade appeals in situations they judge

to be unfair. Students should deliver their requests in written form to the administrative staff

office of the SFL. Petition samples are available on the student affairs website and in the SFL

Student Handbook.

3. CODE OF PROFESSIONAL PRACTICE

3.1 EXPECTATIONS

Instructors are expected to maintain a high code of professional conduct. We believe that, in

order to deliver the highest quality of education to our students, our academic staff must be

motivated and dedicated to our mission, vision, and aims. Instructors are expected to fulfill their

duties and responsibilities in a timely and appropriate manner. Harboring a sense of team spirit

that we find essential to our work, instructors are expected to encourage, assist, and cooperate

with one another. Regardless of their level of experience, instructors should be open to

professional development and improvement in the field. To this aim, we expect our instructors

to collaborate and work for the improvement of our educational programs.

3.2 RECORD KEEPING

In order to ensure the highest quality of education for our students, instructors are expected to

maintain accurate and up-to-date records of student attendance and assessment scores

throughout each academic quarter for every course they teach. Records should be maintained in


35

hard-copy format as well as entered into the automation system properly. The procedures for

record-keeping are outlined below.

3.2.1 STUDENT ATTENDANCE

Instructors are expected to take attendance every class hour and maintain accurate attendance

records, both in hardcopy format and on the automation system. At the beginning of each

quarter, instructors will receive the attendance lists for the class(es) they teach. Students must

sign in for every class hour they attend. The instructor is then responsible for entering the

attendance records into the automation system, which can be accessed from the BTU website

(http://obs.btu.edu.tr/) using the instructor’s ID number and password.

Students must attend at least 85 percent of class hours each quarter in order to qualify for the

final exam and the opportunity to advance to the next level. Students who fail to meet this

threshold receive an automatic failing grade for the quarter and must repeat the level regardless

of their exam scores or class average. Given this strict attendance policy, it is imperative that

instructors maintain accurate records and enter their attendance into the automation system

regularly.

Weekly attendance should be entered no later than the following Monday at 17:00. Students

should only be marked present or absent, unless special permission is obtained from the

management. At the end of each quarter, hardcopies of the attendance records with student

signatures should be delivered to Melih Yener in the Administrative Unit for archiving.

3.2.2 ASSESSMENTS AND EXAMS

In addition to maintaining accurate attendance records throughout each academic quarter,

instructors are expected to maintain records of student assessment and exam scores. Instructors

should maintain the hardcopy versions of the exams or assignments throughout the academic

quarter and submit these documents to SFL Student Affairs in the Administrative Unit for

archiving in three days after the announcement of the exam results. Additionally, instructors

should enter their student exam and assessment scores into the automation system in a timely

fashion. Instructors are encouraged to save and double-check the scores that they have entered

before publishing the grades on the automation system.

For certain exams, proctors may be required to return the exam envelopes to the Testing Office,

where they will be distributed to the assigned grader. This procedure will be assigned prior to

the exam and should be followed by all instructors.

http://obs.btu.edu.tr/


36

3.3 WORKING HOURS

Official university working hours are as follows. These hours are determined by the Rectorate in

accordance with national law and enforced by the SFL management. All teachers are expected to

adhere to these working hours unless otherwise given special permission from the management.

Morning: 08.00 – 12.00

Lunch Break: 12.00 – 13.00

Afternoon: 13.00 – 17.00

3.4 ABSENTEEISM FROM WORK

Instructors are reminded that all leave and absenteeism must be approved by the management,

under all circumstances. Even if they do not have any teaching responsibilities scheduled,

instructors are required to obtain official permission before travelling outside the city.

Instructors should contact the Assistant Directors if they have any questions regarding leave or

the process of obtaining permission. Various forms of leave are discussed below.

Annual and Excused Leave

Instructors who have been employed for at least one year are entitled to annual leave of up to

twenty (20) days. All annual leave permission must be approved by the SFL management prior

to the leave period. Within their first ten years of employment, instructors are entitled to twenty

(20) days of annual leave. After ten years of employment, the annual leave period increases to

thirty (30) days.

Annual leave must be taken within the current year or the following year; otherwise, unused

annual leave days will expire. For instance, annual leave for 2019 can be taken in 2019 or 2020;

it cannot be taken in 2021.

If an instructor has been employed for less than one year, he or she is not entitled to annual

leave. In such cases, the instructor may take up to ten (10) days of excused leave. To receive

permission for excused leave, instructors must submit a petition stating their request for

excused leave to SFL management for approval.

Neither annual nor excused leave can be taken on academic calendar days. However, in

exceptional cases (e.g. death, health issues, etc.), instructors may request excused leave on

academic calendar days. If such requests for leave are granted and cause the instructor to miss a

class, he or she must:

arrange a make-up class as soon as possible or,


37

talk to the SFL management and his or her co-workers to arrange for another instructor

to cover the missed classes. (See “3.4.3. Cover for Absenteeism”)

Sickness and Health Leave

Instructors who miss work due to health issues are required to submit a medical report within

the same day.

Maternity leave is provided for expecting mothers and includes 16 weeks of leave (8 weeks

before birth and 8 weeks after birth). Maternity leave must be taken the 3 weeks prior the

expected due date. All documents related to maternity leave must be submitted to the SFL

management.

Following end of the maternity leave, instructors are entitled breastfeeding leave. Within the

first 6 months of birth, instructors are allowed 3 hours of leave per day for the purpose of

breastfeeding and childcare. Following the first 6 months, breastfeeding leave is reduced to 1.5

hours per day over the next 6 months.

Attending Academic Conferences

Instructors can receive permission to attend congresses, conferences, seminars and similar

events for purposes of academic and professional development. For domestic conferences or

events of up to one week in length, the instructor can receive permission from the SFL

management. Requests to attend academic conferences must be approved by the SFL Director.

International conferences and events exceeding 7 days in length must be approved by the

Rector.

Instructors who present presentations or posters at such events may be reimbursed by the

University up to a certain amount, as determined by the Rectorate. All reimbursements for both

domestic and international events must be approved by the Rector. Instructors are entitled to

reimbursement for 2 events per year (1 domestic event and 1 international event, or 2 domestic

events) as long as there is no budget restrictions for that academic year.

Instructors should seek approval for leave and travel permission to such events at least one

month in advance.

3.4.1 COVER FOR ABSENTEEISM

When possible, instructors are encouraged to arrange coverage for their classes missed due to

sickness or leave. In such instances, instructors may ask their colleagues to cover and/or to

exchange classes. Instructors are responsible for making these arrangements themselves and


38

seeking approval from the management. Any changes to the teaching schedule or exchange of

classes must be approved by the Assistant Directors prior to that class hour.

In case of prolonged absenteeism and/or when necessary, the management may assign

instructors to cover classes.

3.4.2 MAKE-UP CLASSES

Instructors are required to conduct make-up classes for lessons missed for any reason.

Instructors are required to complete a make-up form (telafi formu) prior to conducting their

make-up classes. Instructors must complete the form and submit it to the administration for

approval prior to their absenteeism, if permission for leave is pre-approved. If permission for

leave is not pre-approved, as in case of sickness or emergency, instructors are required to

complete and submit the make-up form immediately upon their return to work.

Make-up classes are typically conducted after school, Monday to Friday, and must be completed

before the end of the academic quarter.

3.5 MEETINGS

The following section describes the meeting schedule and forms used to record and file meeting

information. The academic staff meets regularly throughout the year at various levels to discuss

teaching, assessment, quality activities and strategies. Meeting agendas are set and shared prior

to meetings, and meeting minutes are taken by a pre-designated note-taker. The meeting

minutes and a summary report are compiled and filed in the electronic system for future

reference. The regular meetings as well as the meeting agendas ensure that sufficient time is

provided for the staff to discuss and carry out their duties.

3.5.1 MEETING TYPES

Meetings are organized regularly by the SFL management or a specific unit within the SFL to

facilitate communication and enhance the quality of the education provided in the SFL. The

purpose of these meetings is to provide SFL teaching staff with sufficient time to evaluate and

discuss various aspects of the teaching and learning process, including assessment, learning

objectives, and teaching activities. The meetings are arranged across multiple levels of the

organizational structure to ensure clear lines of communication within the SFL and to ensure

that staff members at all levels have the opportunity to actively participate in the planning of

teaching and learning objectives and activities.


39

An overview of the types of meetings organized and the procedures followed for recording and

archiving those meetings is provided below:

School Board meetings are organized throughout the year to discuss the status and development

of the SFL. They are chaired by the Director of the SFL and attended by board members. They do

not follow a set schedule but are called by the Director at regular intervals. As such, the number

of meetings per year and the contents of these meetings are flexible.

Coordinators meetings are organized to facilitate communication among Unit and Office

Coordinators and the SFL management. The meetings are chaired by an Assistant Director and

attended by the Unit and Office Coordinators. At these meetings, the Coordinators and the

management discuss the curriculum, assignments, materials, and aims of each skill course to

ensure cooperation and consistency within the SFL across skill classes. Coordinators are

expected to prepare reports on their respective skill courses prior to the meeting; this

information is then shared and discussed at Coordinator meetings. The dates and times of the

meetings are determined in advance and announced by the SFL management.

Unit and Office meetings are organized regularly for each Unit and/or Office in order to discuss,

reflect, and improve upon the curriculum design, assignments, materials, and aims of the

relevant skill course as necessary. The meetings are chaired by the Unit Coordinator and

attended by the Team members. The dates and times of the meetings are determined in advance

and announced by the respective unit coordinator. At these meetings, Team members are

expected to reflect upon the practices of the previous quarter and offer suggestions for the

improvement of the course.

Instructors meetings are organized to orient the SFL teaching staff to the curriculum, design, and

expectations of each skill course. They are organized by the relevant Unit coordinators and are

attended by all instructors. All instructors are expected to attend the meetings in order to

enhance communication, clarify expectations, and provide feedback about each course. The

purpose of these meetings is to prepare teachers for the skills courses that they will teach or

may have to substitute for throughout the year. The dates and times of the meetings are

determined in advance and announced by the respective unit coordinator.

In addition to the four meeting types outlined above, other meetings may be arranged

throughout the academic year. These meetings include but are not limited to seminars,

presentations, and workshops related to SFL administrative issues, professional development

opportunities, guest speakers, and other events that may arise throughout the year. The meeting


40

chairs, attendees, dates, and times are flexible, given that these meetings do not follow a fixed

schedule.

3.5.2 MEETING DOCUMENTS AND DOCUMENT FILING

For each of the meeting types outlined above, meeting documents should be recorded and filed

appropriately according to the procedures outlined below in order to ensure clear lines of

communication within the organizational structure. The meeting documents are designed to

provide a written record of the discussions and actions taken in order to provide for clear and

efficient communication at multiple levels.

Three documents are required for each meeting. These documents are:

1. The Meeting Agenda is prepared and delivered to the attendees before the meeting by

the meeting chair. The purpose of the meeting agenda is to acquaint the attendees with

the topics and tasks that will be discussed at the meeting and to allow the attendees

sufficient time to prepare for the meeting.

2. The Meeting Minutes are taken during the meeting by a predesignated note-taker. The

note-taker may be a fixed person for each meeting type or different people rotating

throughout the semester. The note-taker is announced with the distribution of the

meeting agenda and is expected to complete the meeting minutes form with information

about the topics discussed and decisions taken. All attendees are expected to initial the

meeting minutes.

3. The Summary Report is prepared immediately after the meeting by the meeting chair

or an attendee. The summary report provides a brief overview of the meeting discussion

and decisions; it serves as a summary record of the meeting for official purposes and as a

point of reference for those unable to attend the meeting. All attendees are expected to

sign the summary report.

These three documents should be archived properly both in hard-copy and soft-copy by the

relevant coordinator or meeting chair. A hard-copy of each document should be retained, and

the soft-copy should be properly uploaded to the shared O-Drive in the Meetings folder.

Attendees should initial the bottom of the meeting minutes form and sign the summary report

before archiving.


41

3.6 COMMUNICATION IN THE SFL

Electronic communication in the SFL occurs through two major channels: The Electronic

Document Management System (EBYS) and e-mail, each of which is described below:

3.6.1 ELECTRONIC DOCUMENT MANAGEMENT SYSTEM (EBYS)

In addition to regular meetings, the Electronic Document Management System (EBYS) is used to

facilitate communication within the SFL, particularly with regard to administrative issues and

the assignment of administrative tasks. The EBYS is an online system used by many state

institutions in Turkey to manage official communication within and between departments. In

addition to facilitating internal communication within the SFL, the EBYS allows for easy

communication between departments of BTU, such as between the Rectorate and the SFL. The

EBYS provides a professional, convenient, and accessible platform for official communication

and the distribution of tasks.

All staff members (administrative and teaching) are registered to the system automatically with

the help of the IT Department. Staff members have access to the EBYS website with the use of

the BTU email address username and password. Assignments and official announcements are

delivered to staff members through the system, and staff members receive an email confirming

the delivery of an assignment. Staff members may access the documents pertaining to the official

announcement or assignment by logging onto the EBYS website.

Through the EBYS, official communication is delivered from the SFL management to department

staff members. Teachers are accepted to check the EBYS regularly and follow through with any

official tasks that have been assigned to them.

3.6.2 EMAIL COMMUNICATION

While the EBYS is reserved for official administrative tasks, staff members are expected to

maintain regular professional communication through their BTU email addresses. Email

addresses are assigned to new staff members upon their arrival to the SFL and can be access

through the BTU website. Staff members should check their BTU email on a regular basis for

information regarding meetings, assignments, exams, materials, or other issues pertaining to the

execution of teaching objectives as well as administrative tasks.

3.7 TEACHING HOURS

The SFL teaching hours include five hours of lessons per day on weekdays except for Friday

throughout the academic year for a total of 24 hours of lessons per week. Four hours of lessons


42

are conducted on Fridays to allocate time for extra-curricular activities. Instructors are assigned

their teaching schedule by the administration at the start of each academic quarter. The

schedule of teaching hours is as follows:

Time Mon Tue Wed Thu Time Fri

09.15 - 10.00 09.00 - 09.45

10.15 - 11.00 10.00 - 10.45

11.15 - 12.00 11.00 - 11.45

12.00 - 12.45

13.15 - 14.00

14.15 - 15.00

3.8 DRESS CODE

Instructors are expected to dress cleanly and professionally while at work. Attire should be

appropriate for the profession. Instructors are encouraged to pay extra attention to their attire

at special occasions hosted by the university or while representing the SFL at meetings,

conferences, and formal events.

3.9 RESOURCES

The following sections provide an overview of the resources and resource distribution processes

within the SFL.

3.9.1 ASSESSMENT AND INVENTORY OF RESOURCES

Physical Resources

Each year, the inventory of resources within the SFL is assessed and reviewed by the

administrative unit. The process of assessing the inventory is led by the SFL Secretary and

supported by members of the administrative unit. The assessment includes a count of physical

resources available to the SFL and an evaluation of the quality of these resources. During the

assessment process, the administrative unit works to ensure that sufficient resources are

available to execute the teaching and learning objectives of the SFL.

An inventory list is maintained and updated regularly by the head of Staff Affairs. The inventory

list includes all physical resources available to the SFL and is updated to include the distribution

and need of resources (e.g. when resources are requested by the academic staff). When

additional physical resources are required, the administrative unit is responsible for purchasing

such items.


43

Human Resources

An evaluation of human resources is conducted regularly by the SFL management. The

assessment of human resources considers the needs of the SFL with respect to factors such as an

increase in student enrolment or an expansion of university departments. The SFL management

assesses the academic and administrative staff needs of the department and submits requests to

the Rectorate to hire additional personnel.

The SFL management is responsible for and carries out the process of hiring foreign-national

staff, with the approval of the Rectorate. To hire Turkish national staff, the SFL Director submits

a request to the Rectorate, which is then evaluated and sent to the Council of Higher Education

(YÖK) in Ankara for final approval before beginning the recruitment process.

Additional information on the recruitment and hiring processes of academic staff can be found in

the relevant sections of this handbook.

Review of Resources

A final review of physical and human resources is prepared each year in concurrence with the

Annual Activity Report. As part of this review process, the SFL management and the

administrative unit work in collaboration to determine the impact of resources on the

educational programs provided by the SFL.

3.9.2 DISTRIBUTION OF RESOURCES

Office Supplies

Teachers can receive office materials as needed by contacting the Staff Affairs officer. Teachers

will be asked to fill out a Resource Request Form (Taşınır İstek Belgesi) indicating the items that

they need and the quantity of each item requested. Forms are kept by the Staff Affairs officer,

who is also responsible for distributing resources to teachers.

Course Books and Supporting Materials

Teachers can receive a copy of the textbook and other supporting materials used in their courses

by contacting the Material Office at the beginning of each academic quarter. Teachers will

receive a copy of the Student’s Book, the Teacher’s Book, and audio CDs or online supporting

materials as available. Teachers are expected to use these resources in their courses and return

them to the Material Office at the end of each academic quarter.


44

Teachers can also borrow these materials throughout the quarter as necessary, such as when

substituting or preparing assessment materials for a course, by contacting the relevant Unit

Coordinator. In cases where the course book is not available from the Unit Coordinator, teachers

should contact Assistant Directors for assistance in obtaining the necessary course materials.

The Material Office are responsible for storing the textbooks for each course level and

maintaining an updated count of available course books for teachers. The Coordinators will

work in coordination with the Assistant Directors to ensure that a sufficient supply of textbooks

is available to teachers.

Other supporting materials, including additional handouts, worksheets, audio listening files, and

dictation files, are available to teachers on the share O-Drive. Teachers should check the relevant

course folder in the O-Drive for supporting materials related to their course. The pacing

calendars for each course as well as assessment rubrics are also available on the O-Drive.

3.9.3 DAMAGED AND LOST MATERIALS

Instructors should report damaged or lost materials to the Staff Affairs officer, who will make

arrangements for replacement materials and note the relevant changes in the inventory. In cases

where the instructor is responsible for the damage to or loss of the good, he or she may be

required to compensate financially for its replacement.

In case of damaged or lost course textbooks, teachers should report the damage or loss to the

relevant Unit Coordinator, who in turn will report the need for new or replacement textbooks to

the Assistant Directors.

3.10 PROCTORING AND GRADING OF EXAM PAPERS

Throughout the academic year, instructors are expected to proctor and grade regularly

scheduled exams. The exam schedule, including mid-term assessments and final examinations, is

announced at the beginning of each academic quarter. Prior to the exam dates, instructors are

informed either by the Testing Office or by the relevant Unit Coordinator of their proctoring and

grading duties. For in-term examinations, instructors are expected to grade their own class(es)’

assignments unless informed otherwise. For final examinations, proctoring and grading

assignments are allocated by the testing office to ensure that each instructor contributes equally

to the examination process.

When proctoring, instructors are expected to follow the procedures outlined on the test

envelope. Instructors should review the exam procedures prior to the start of the examination

and ensure that they have the proper resources, including the correct number of exam sheets


45

and audio files (if necessary). An answer key and/or rubric will be provided by the Testing Office

or Unit Coordinator to facilitate the grading of exams. Instructors are expected to follow the

answer key and/or rubric as specified by the Testing Office or Unit Coordinator.

Instructors should contact the Testing Office or the relevant Unit Coordinator for any questions

related to the administration and grading of exams.


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4. UNIVERSITY PROCEDURES

4.1 ACADEMIC CALENDAR

BURSA TECHNICAL UNIVERSITY SCHOOL OF FOREIGN LANGUAGES 2019-2020 ACADEMIC CALENDER

Eid Al-Adha Holiday 10-14 August 2019

Victory Day 30 August 2019

Fall Semester Proficiency Exam (BTU YDS) - Session I

(Including Graduate Applicants)

11 September 2019

Wednesday

Fall Semester Proficiency Exam (BTU YDS) - Session II-III 12 September 2019 Thursday

English Exemption Exam (within the scope of 2547/5-ı) 13 September 2019 Friday

1st Quarter Term Begins 16 September 2019 Monday

Placement Test for Prep Students (BTU STS) 16 September 2019 Monday

Republic Day 29 October 2019 Tuesday

1st Quarter Term Ends 15 November 2019 Friday

2nd Quarter Term Begins 18 November 2019 Monday

New Year's Day 1 January 2020

2nd Quarter Term Ends 10 January 2020 Cuma

Beginning of Spring Semester Proficiency Exam (BTU YDS) - Session I

(Including Graduate Applicants) 13 January 2020 Monday

Beginning of Spring Semester Proficiency Exam (BTU YDS) - Session

II-III 14 January 2020 Tuesday

3rd Quarter Term Begins 3 February 2020 Monday

3rd Quarter Term Ends 27 March 2020 Friday

4th Quarter Term Begins 30 March 2020 Monday

National Sovereignty and Children's Day 23 April 2020 Thursday

Labor Day 1 May 2020 Friday

4th Quarter Term Ends 18 May 2020 Monday

Commemoration of Atatürk and Youth and Sports Day 19 May 2020 Tuesday

End of Spring Semester Proficiency Exam (BTU YDS) - Session I

(Including Graduate Applicants) 21 May 2020 Thursday

End of Spring Semester Proficiency Exam (BTU YDS) - Session II-III 22 May 2020 Friday

Eid Al-Fitr Holiday 23-26 May 2020

Make-up Proficiency Exam (BTU YDS) - Session I

(Including Graduate Applicants) 22 June 2020 Monday

Make-up Proficiency Exam (BTU YDS) - Session II-III 23 June 2020 Tuesday


47

4.2 SAFETY COMPLIANCE AND REGULATION

The following sections contain information regarding the safety compliance and regulation

procedures at BTU, including emergency action plans, safety resources, and the monitoring of

physical resources to ensure compliance with government standards. Please note that safety

records and compliance with government regulations at maintained by the Director of Civil

Defense and the Civil Defense Council within the BTU Rectorate.

4.2.1 MAINTENANCE OF BUILDING

Building records are maintained by the Civil Defense Office, including records of building space,

laboratories, cafeterias, and other sites affiliated with the university. The maintenance and

safety regulation of campus infrastructure are evaluated annually in the report issued by the

Civil Defense Council.

The Yıldırım campus used by the SFL includes the following facilities: 9 laboratories, 38

classrooms, 18 technical rooms, 3 conference halls, 2 cafeterias, 1 canteen, 1 sports gymnasium,

and 140 offices for academic and administrative staff. The maintenance of these facilities is

under the authority of the Rectorate’s office.

4.2.2 SAFETY COMPLIANCE REGULATIONS

Safety compliance regulations are monitored by the BTU Rectorate, which prepares an annual

Civil Defense Plan (Sivil Savunma Planı) to ensure the safety and protection of employees and

students within BTU. The safety regulations pertaining to the SFL, including records of safety

resources, emergency action plans, and compliance with government safety regulations, are

subsumed under the responsibility of the Rectorate’s report. Within the Rectorate, the Director

of Civil Defense and the Civil Defense Council monitor safety regulations to ensure compliance

with government standards.

For specific issues pertaining to safety regulations at BTU or within the SFL, instructors should

contact the SFL administration, who will in turn contact the Director of Civil Defense and the

Civil Defense Council as necessary.

4.2.3 EMERGENCY SITUATIONS

Natural Disaster

Bursa is in a first degree (hazardous) seismic zone, meaning that there is a high earthquake risk.

Accordingly, the university maintains building standards in accordance with legal state

regulations to protect against earthquake damage.


48

Emergency situations

In case of emergency, the following numbers should be called:

In case of fire, the building contains the following

safety materials: 88 fire extinguishers, 19 fire

alarms, and 46 fire hoses and cabinets.

In case of power failures or blackout situations, the

campus includes a back-up power generator which

will be used.

In case of emergency, the basement floor serves as

an air-raid shelter. Provisions for the following

service teams are provided, and members have been

selected among the academic and administrative personnel at the university: a fire assistance

team, rescue team, first aid service team, control center and headquarters team, safety and

guidelines team, social service team, and technical repair team. Members of these teams receive

training to prepare for emergency situations, and materials to support these teams are provided

by the Civil Defense Council.

Fire 110

Police 155

Gendarme 156

General Secretary’s Office 3003205

Emergency aid (Ambulance) 112

Electrical failure 186

Water failure 185

Natural gas failure 187


49

4.3 TROUBLE SHOOTING ROADMAP

IF YOU HAVE THIS PROBLEM… DO THIS…

1. Trouble accessing or entering attendance

on the automation system

Contact the SFL Secretary .

2. Trouble entering your grades in the

automation system

Contact the SFL Secretary, and inform the

Assistant Directors of the problem.

3. Computer, IT, or other technical problems

in your classroom, office, or with your email

Contact the SFL Secretary.

4. A problem related to the library Contact the SFL Secretary.

5. Issues related to school finance or pay Contact the SFL Secretary.

6. Want to request permission for leave or

travel permission

Contact the Assistant Director of Staff

Affairs.

7. Need office supplies or resources (e.g.

markers, pens, staplers, etc.)

Contact the head of Staff Affairs, and

complete a resource request form.

8. Missing or broken classroom supplies or

resources (e.g. desks, chairs, etc.)


9. Need textbooks or CDs for your courses Contact Material Design & Development

Unit Coordinator.

10. A question concerning pacing or course

material

Contact the relevant Unit Coordinator

11. An issue of plagiarism in your classes Give the student a zero (0) for the

assignment. If possible, print and attach a

copy of the plagiarized source as evidence. If

the issue continues, contact the Assistant

Directors for further disciplinary action.

12. An issue of cheating on the exam Take the student’s exam sheet and if possible

take the cheating evidence. If there is no

evidence, write a report about the incident. In

either case, contact the Assistant Directors.

13. Disruptive or disrespectful student(s) in

class

First, discuss the issue with the student. If the

student does not respond, contact the

Assistant Directors.

14. A student suddenly becomes ill in class Send the student to the BTU nurse

15. You suddenly become ill while teaching Assign work to the students for the remainder

of the class. Contact the Assistant Directors.

16. You have to cancel class due to illness Contact the Assistant Directors. Arrange

coverage and/or a make-up class time. Obtain

a health report from your doctor.

17. Problems with the heating or air-

conditioning system



50

5. DISCIPLINARY ISSUES

5.1 DISCIPLINARY ISSUES FOR STAFF

The SFL employs both Turkish and foreign instructors, for whom the recruiting and disciplinary

procedures differ in many ways. With respect to disciplinary issues, the SFL is bound to the

regulations of Turkish national law. For cases involving criminal allegations, violations of the

law, or neglect to complete work responsibilities by an SFL employee, the following provisions

will be applied:

1. Preliminary Investigation: A preliminary investigation is carried out by a commission

composed of at least three members. The commission members investigating the case

must be of equal or higher rank than the person under investigation. The commission

decides whether a final investigation should be conducted.

2. Investigation: If the preliminary investigation suggests that there has been a violation

of law or work procedures, an investigation process begins.

3. Decision: If necessary, the committee decides on appropriate disciplinary action

including penalties such as a warning, reprimand, administrative fine, or dismissal.

5.2 DISCIPLINARY ISSUES FOR STUDENTS

Disciplinary action may be taken against students who have violated BTU regulations and/or the

regulations of Turkish Higher Education law. Students are subject to the Disciplinary Code and

Procedure of Higher Education. Penalties are decided by a Disciplinary Committee that convenes

upon the request of the chairperson. Disciplinary actions are taken against offences such as

plagiarism and cheating, and penalties include warnings, suspensions ranging from one week to

two semesters, and expulsion from the university.

Instructors experiencing disciplinary problems with students should contact the Assistant

Directors immediately for assistance proceeding with disciplinary process.


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Appendix 1 – List of Abbreviations

BTU – Bursa Technical University

BTU YDS – BTU Proficiency Exam

EBYS – Electronic Document Management System

SFL – School of Foreign Languages

YÖK – Council of Higher Education


52

Appendix 2 – Student Feedback form of Instructor Performance

2018 - 2019 AKADEMİK YILI GÜZ YARIYILI 2. ÇEYREK ÖĞRENCİ GERİ BİLDİRİM

ANKETİ

GRUP NO: TARİH:

Sevgili Öğrencimiz, Bu anket, sizlere daha iyi bir eğitim ve eğitim ortamı sağlamak için ihtiyacımız olan verileri toplamamızda bize yardımcı olacaktır. Bu

sebeple, vereceğiniz cevapların objektif ve doğru olması oldukça önemlidir. Sonuçlar gizli tutulacak olup katılımcılar yanıtları yetkili

olmayanlarla kesinlikle paylaşılmayacaktır. Yanıt kutularını aşağıdaki değerlere uygun şekilde doldurunuz. Katılımınız için teşekkür

ederiz.

Tamamen Katılıyorum: 5 | Katılıyorum: 4 | Kısmen Katılıyorum: 3 | Katılmıyorum: 2 | Kesinlikle Katılmıyorum: 1

Totally Agree: 5 | Agree: 4 | Partly Agree: 3 | Disagree: 2 | Totally Disagree: 1

ÖĞRETİM ELEMANININ PERFORMANSI HAKKINDAKİ GÖRÜŞLERİM

MY OPINIONS ABOUT THE PERFORMANCE OF THE INSTRUCTOR

Instructor 1 2 3 4 5

1

Öğretim elemanı, öğrencilerin sorduğu sorulara yeterli cevaplar

vermektedir.

The instructor gives adequate answers to the questions asked by the student.

2

Öğretim elemanı, öğrencilerin derse katılmaları için uygun ortamı

sağlamaktadır.

The instructor provides a convenient atmosphere for students to participate in the

lesson.

3

Öğretim elemanı, konuları ve kavramları anlaşılır bir şekilde

anlatmaktadır.

The instructor explains the topics and concepts clearly.

4

Öğretim elemanı, ders araç ve gereçlerini (akıllı tahta vb.) etkili bir şekilde

kullanmaktadır.

The instructor uses the teaching tools (smart borads, etc.) effectively.

5

Öğretim elemanı, yeni öğrenilen konular ile ilgili yeterli pratik yapılmasını

sağlamaktadır.

The instructor provides enough practice for the students to use the newly learned

topics.

6

Öğretim elemanı, tüm öğrencilere eşit ve saygılı bir şekilde

davranmaktadır.

The instructor treats all students in a respectful and fair manner.

7

Öğretim elemanı, öğrencilerin olumlu davranışlarını takdir etmektedir

The instructor appreciates students' positive behaviors.

8

Öğretim elemanı, ödevlere yeterli ve etkili dönüt vermektedir.

The instructor gives adequate and effective feedback on the assignments.

9

Öğretim elemanı; derslere zamanında başlayıp, dersleri zamanında

bitimektedir.

The instructor starts and finishes the lessons on time.


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DERS İÇERİĞİ, KAYNAKLAR VE DEĞERLENDİRMELER HAKKINDAKİ GÖRÜŞLERİM

MY OPINIONS ABOUT THE COURSE CONTENT, MATERIALS, AND ASSESSMENT

1 2 3 4 5

1

Dersin hedeflerini anlıyorum.

I understand the objectives of the course.

2

Ders içeriği ve konuları benim seviyeme uygundur.

The level of the course content is appropriate for my level.

3

Derste kullanılan kitap(lar) ve diğer materyaller (fotokopi, slayt, video vb.)

ders hedeflerine uygundur.

The textbook(s) and other materials (worksheets, slides, videos etc.) which are

used in the class are appropriate for the course objectives

4

Bu derse ilişkin yetkinliğimin arttığını gözlemliyorum.

I can see my competence related to the relevant course improving.

5

Değerlendirme araçları (sınavlar, ödevler, projeler) yalnızca işlenen

konuları kapsamaktadır.

The evaluation tools (exams, homework assignments, projects) cover only the

topics taught in the class.

6

Sınav değerlendirmelerinin objektif bir şekilde yapıldığını düşünüyorum.

I think the exams are assessed in an objective way.

Tüm eğitim süreci, derslerinize girmekte olan öğretim elemanları ve diğer konular hakkındaki görüşlerinizi aşağıda

belirtiniz.


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Appendix 3 – Instructor Feedback form of Coordinator/Unit Performance

2019 – 2020 ACADEMIC YEAR UNIT FEEDBACK FORM

(SAMPLE FORM – GENERIC)

This survey is designed to provide feedback on the Unit Coordinators for the improvement of the

education at BTU SFL. Please answer the questions honestly and provide detailed feedback as

appropriate. Your responses are recorded anonymously.

1 2 3 4 5

UNSATISFACTOR

Y

BELOW

EXPECTATION

S

MEETS

EXPECTATION

S

EXCEEDS

EXPECTATION

S

OUTSTANDIN

G

Performance is

consistently

unacceptable

Performance fails

to meet job

requirements

Performance is

regularly

competent and

dependable

Performance is

routinely above

job requirements

Performance is

constantly

superior

Un

sati

sfac

tory

Bel

ow

ex

pec

tati

on

s

Mee

ts e

xp

ecta

tio

ns

Ex

ceed

s ex

pec

tati

on

s

Ou

tsta

nd

ing

1 2 3 4 5

1 PLANNING AND ORGANIZATION

How effective is the coordinator in planning, organizing and

implementing actions?

2 COMMUNICATION

How effective is the coordinator communicating with other parties

(team members, fellow coordinators, and administration)?

3 TEAMWORK

How effectively does the coordinator work with fellow coordinators

and team members in a cooperative spirit?

4 DECISION MAKING / PROBLEM SOLVING

How effective is the coordinator in detecting and addressing

problems through timely and practical decision-making processes?

5 MANAGING CHANGE AND IMPROVEMENT

How effective is the coordinator in initiating necessary changes and

improving the unit's performance?

6 RESPONSIVENESS

How effective is the coordinator’s responsiveness to complete unit

tasks in a timely manner?


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7. STRENGTHS

Which areas or behavioral aspects do you appreciate in the coordinator’s performance?

8. AREAS OF IMPROVEMENT

Which areas or behavioral aspects does the coordinator need to improve in his/her performance?


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Appendix 4 – Meeting Agenda Form

MEETING AGENDA

Unit: Time:

Meeting Called By:

Location: Note-taker:

Attendees:

Preparation:

ITEM TOPIC ALLOTED

TIME TYPE OF ACTION

DECISION

REQUIRED?


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Appendix 5 – Meeting Minutes Form

MEETING MINUTES

Unit: Time: Location:

Attendees:

Agenda

Item

#.....

Discussion:

Conclusion:

Action Item(s): Task Assigned to Deadline

Agenda

Item

#.....

Discussion:

Conclusion:

Action Item(s): Task Assigned to Deadline


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Appendix 6 – Meeting Summary Form

SUMMARY REPORT GUIDELINES

In your summary reports, include the following information:

Type of meeting (e.g. Coordinator, Unit, Committee, etc.)

Date

Location

Meeting decisions, outcomes, and/or assigned tasks

Signature of each attendees


59