In line with the objective of the university to achieve world class status, the Academic Affairs Department has established several units with specific tasks and purposes. One of the most important unit in the Academic Affairs Department is the Admission, Record, and Promotion Unit which plays an important role in ensuring the smooth running of new student admission, monitoring of student.

Functions

1. To administer the procedures of full-time student admission, mobility, and dual degree for both local and international students.
2. To manage and participate in promotional programmes/ local and international outreach programmes.
3. Secretariat of:
   i)   Admission committee meeting
   ii)  New student academic registration
4. To manage and coordinate:
   i)   Change of programme
   ii)  Change of university request
   iii) Change of mode of study request
   iv) Defer registration of admission
5. To coordinate the administration procedures and financial regulations with regard to the Admission, Record, and Promotion Unit.

The Scheduling Unit regulates and manages the affairs of scheduling and courses offered to the students of Universiti Utara Malaysia. The unit is headed by an Assistant Registrar and assisted by six Administrative Assistants (Clerical/Operation), who are always available to help students with lecture-related issues.

The Scheduling Unit is responsible for handling all matters related to UUM student lectures, which include the following:

1. Set the lecture timetable of students every semester.
2. Handle matters related to add/drop of courses for students.
3. Handle matters related to registration of students every semester.
4. Handle matters related to courses offered by School of Studies.
5. Handle matters related to credit transfer request by students.
6. Handle matters related to course withdrawal.
7. Handle matters related to course registration and changes involving students under the mobility programme.
8. Manage registration and course offerings for the intersession semester.

The Examination Unit is a unit in the Academic Affairs Department (JHEA) responsible for all aspects of student examinations. This unit is headed by an Assistant Registrar and assisted by an Assistant Administrative Officer, four Administrative Assistants (Clerical/Operations), and two Assistant Publication Officers.

Examination Unit is an important unit and responsible in managing student examinations as well as all matters pertaining to marks and grades, as well as results before graduation.

The following are the activities in this unit: -

1. Managing examinations for students every semester.
2. Managing student grades and marks.
3. Examinations committee meeting and announcement of examination results every semester.
4. Managing matters related to academic dishonesty conduct.
5. Managing printing, packaging, and distribution of exam questions.
6. OMR scanning arrangements.

THE CONVOCATION UNIT

Responsible for all aspects of student graduation. This unit is headed by a Chief Assistant Director and assisted by three (3) Administrative Assistants (Clerical/Operations) who have their respective specialised tasks, which are:

Review the convocation process involving the coordination of 40 study programmes together with 16 Schools in UUM.

• Printing of Provisional Academic Transcripts and Scrolls.
• Printing of Completion of Study Letters, Scrolls, and Confirmation of Completion of Study.
• Handling of administrative and meeting affairs.

Functions:

This unit is the main driver of the University and is responsible for the management of graduation data for the purpose of verifying the list of students eligible to graduate, as well as all matters related to student graduation services/activities.

Scope:
Student graduation data, graduate tracer, coordinate list of award recipients.

Function of Convocation Unit:

1. Meeting Secretariat

• Graduation Committee Meetings,
• University Convocation Implementation Committee Meetings,
• Honorary Degree and Professor Emeritus Committee Meetings,
• University Awards Committee Meetings.

2. Manage and coordinate:

• Graduation review
• Coordinate the preparation of graduate names with the Postgraduate Unit
• Nomination and acceptance of Honorary Degree and Professor Emeritus.
• Nomination and acceptance of graduates, recipients of prizes, and awards.
• Printing and delivery of graduate certificates and transcripts.
• Graduation Letter, and Temporary Transcript.

3. Secretariat of the UUM Convocation Council.

4. Administration Affairs Unit.

Functions:

1. To be a reference centre for matters related to postgraduate programmes.
2. To coordinate academic activities of postgraduate programmes.
3. To manage preparation/maintenance of GAIS system.
4. To manage and coordinate postgraduate programme promotional activities.
5. To manage and coordinate matters related to the convocation of postgraduate students.
6. Secretariat of UUM Postgraduate Scholarships and Vice Chancellor's Scholarships.
7. Secretariat of the UUM Postgraduate Committee Meetings.

Functions:

1. To ensure the success of the department's Strategic Plan KPIs.
2. as Secretariat to University Senate Meetings, Departmental Executive Meetings, and Departmental Quality Committee Meetings.
3. To manage financial affairs such as budgets, procurement, payments, travel claims, and petty cash.
4. To manage the preparation of myPortfolio, Staff Job Description, and Department Organisational Chart.
5. To operate the File Management System.
6. To monitor staff training needs.
7. To maintain records of staff leave and attendance.
8. To operate asset management, inventory, and department stores.
9. To monitor service related matters such as counter services, inquiries, suggestions, and customer complaints.
10. To handle the implementation of the Department’s 5S and KIK programmes.
11. To manage the maintenance and update of the Department’s website.
12. Monitor security affairs and departmental risk.