University of Kirkuk - College of Veterinary Medicine 
Arabic 
English Registration and Student Affairs Division
The Registration Division is one of the most important divisions of the College. It is responsible for all matters related to students throughout their academic journey, from their registration and admission to the College until their graduation.
Main Responsibilities
- Receiving centrally admitted students at the beginning of each new academic year through a special committee established by the College.
- Processing student transfers and hosting arrangements in accordance with ministerial regulations and instructions.
- Registering students admitted to the College.
- Preparing student name lists, distributing students into groups, and conducting the annual university statistics.
- Providing students with official confirmation letters for government departments and issuing medical leave forms.
- Auditing the documents of admitted and transferred students from inside and outside Iraq, as well as ministerial orders related to document verification and confirmation of their authenticity by the issuing authority.
- Recording the information of admitted students in individual files and maintaining them in the Registration Division.
- Issuing administrative orders for newly admitted students and students continuing their studies.
- Issuing administrative orders for transferred, hosted, withdrawn, deferred, and students who failed due to absence.
- Issuing a university identification card for each student.
- Computerizing and digitizing student files.
- Maintaining both conventional and electronic archives for all student files.
- Assigning students to academic advisors and following up on the advising process.
- Responding to official correspondence received from other universities and colleges and maintaining the relevant records and documents.
- Distributing final examination results received from the Examination Committee.
The following forms are available for students when needed:
- Clearance Form for obtaining first-round examination results.
- Clearance Form for obtaining second-round examination results.
- Clearance Form for withdrawal from registration.
- Clearance Form for ending student hosting status.
- Student Identification Card Application Form.
- Undertaking Form regarding repeated absences.
- Student اعتراض Form regarding final examination results.
- Student Referral Form for examination and treatment.
The Division consists of the following units:
- Summer Training Unit.
- Admissions Unit.
- Documents and Graduates Unit, whose main responsibilities include:
- Issuing documents electronically through a system operating on SQL software, including a student-specific barcode that helps prevent forgery and reduces errors. The system is managed by three users: Administrator, Auditor, and Data Entry Officer.
- Issuing graduation documents without grades and graduation transcripts with grades in both English and Arabic, as well as issuing graduation certificates and official confirmation letters for graduates.
- Sending official letters to the Directorate of Education and subsequently to graduates' schools to obtain certified secondary school graduation documents with grades before issuing College graduation documents.
- Sending graduates' documents for authentication by the University Presidency and the Ministry of Foreign Affairs upon the graduate's request after authentication by the College.
- Auditing student grades in the master sheet before including them in official documents, in addition to reviewing the university order for each graduating class, whether from the first or second examination round.
- Sending official letters to the University Presidency to confirm the authenticity and issuance of graduation documents for graduates of each class.
- Keeping certified copies of documents with and without grades, as well as authenticated graduation certificates, before delivering them to graduates.
- After the issuance of the university order for both the first and second examination rounds, issuing a unified administrative order covering both rounds.
- Responding to official letters requesting confirmation of the authenticity of issued graduation documents.
- Maintaining electronic archives.
- Organizing graduate files for each graduating class.
- Organizing student records from the first stage through the fifth stage.
