Academic Committees & Organizational Structure
Optometry Department · College of Applied Medical Sciences · King Saud University
Academic Committees & Organizational Structure
A reference framework for committee work in the Optometry Department, setting out each committee's composition, tasks and supervising bodies to ensure coordinated effort and higher quality in academic and administrative performance.
12
Academic Committees
4
Academic Programs
8
Program-Level Committees
1
Quality Supervisory Committee
Organizational Structure
Department Organizational Chart
How roles and responsibilities are distributed in the Department of Optometry, showing the relationship between the department head, councils, academic programs and working committees.
Department Head
Department Council
Advisory Board
Assistant Department Head
Department Council Secretary
Department Secretary
Academic Programs
Doctor of Optometry Program Director
MSc in Optometry Program Director
PhD in Optometry Program Director
Opticianry Technology Diploma Program Director
Department Quality Steering CommitteeSupervisory committee over all department committees
Academic Committees
Curriculum and Course Development CommitteesFour committees — one per program
Quality and Accreditation CommitteesFour committees — one per program
Graduate Studies Committee
Scientific Research and Innovation Committee
Graduates and Labor Market Committee
Community Partnership Committee
Organizational & Administrative Committees
Infrastructure and Learning Resources Committee
Department Operational Plan Committee
Cooperative and Field Training Committee
Academic Timetable Committee
Teaching Load Committee
Department Head
Councils & Administrative Support
Functional Tracks
Supervisory Committee
Roles & Committees
The chart shows roles · All committees are formed by decision of the Department Council
Department Committees
Academic Committees
Twelve committees covering quality and accreditation, curricula, scientific research, graduate studies, training and resources. Two of them are formed at program level — four committees of each type. Click any committee to view its definition and tasks.
1
Department Quality Steering Committee (Supervisory Committee)
Supervisory Committee
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DefinitionA specialized committee that works to ensure and improve the quality of academic and administrative performance in the department by applying quality, academic and institutional accreditation standards, and by issuing internal policies (executive rules) to achieve the department's mission and goals in line with the university's mission and vision. It is formed within the department by a decision of the Department Council.
Tasks
- Set internal policies (executive rules) to achieve the department's mission and goals, and coordinate the implementation of and compliance with policies and procedures.
- Issue program guides and publish them to stakeholders.
- Ensure the academic quality assurance system is applied and works toward the department's and program's goals.
- Define the framework and responsibilities of all committees to achieve their goals.
- Supervise the department's committees, support them and follow up on their achievements.
- Review the reports of the department's committees and submit them to the Department or College Council.
- Ensure defined procedures and processes are in place for the department, committees and programs.
- Meet regularly to discuss all pillars of department and program development and the extent to which they are achieved.
- Receive final achievement reports from all department committees and programs, review them and submit them to the Department Council for approval, then to the Deanship of Development and Quality.
- Prepare the department's annual final report and have it approved by the Department Council.
- Follow up on the department's improvement and development plans and review and evaluate learning outcomes.
- Verify the accuracy of academic and research data and its alignment with global ranking standards at department and college level.
- Follow up on submitting the required ranking data at department and college level to the relevant rankings office.
- Prepare the learning outcomes assessment plan for the academic program.
- Any task the Department or College Council deems appropriate to add.
2
Curriculum and Course Development Committee (per program)
Four committees — one per program
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Four committees are formed — a separate committee for each academic program
1
Doctor of Optometry
2
Master of Science in Optometry
3
PhD in Optometry
4
Opticianry Technology Diploma
DefinitionA specialized committee that works to improve the department's curricula and academic courses (and study plans) to ensure they align with labor market requirements and quality and academic accreditation standards. It is formed within the department by a decision of the Department Council.
Tasks
- Apply the policy for comprehensive review of academic programs (every 5 years for undergraduate and graduate programs, and every 7 years for majors lasting 6–7 years).
- Ensure methods and approaches are applied regularly to evaluate the effectiveness of courses and programs.
- Obtain all reports on course and program evaluation and incorporate them into the required development.
- Review the curriculum structure and identify development actions.
- Develop the program's teaching principles and strategies that support quality education.
- Review all courses shared with other departments that are required within the program's curriculum map.
- Review direct and indirect assessment strategies for courses and programs.
- Identify all training course needs and learning resources and submit them to the Department Council.
- Review the program map and whether courses fit correctly within the program structure or require specific changes.
- Benchmark against similar national or international programs to identify good practices and develop continuous improvement actions.
- Ensure all course specifications are updated and sent to all enrolled students.
- Build and develop standards, measures, policies, regulations and guides for curriculum evaluation.
- Set technical specifications for evaluating curricula and follow up on their implementation.
- Carry out program learning outcomes assessment.
- Help raise awareness of curriculum evaluation.
- Prepare the learning outcomes assessment plan for the academic program.
3
Quality and Accreditation Committee (per program)
Four committees — one per program
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Four committees are formed — a separate committee for each academic program
1
Doctor of Optometry
2
Master of Science in Optometry
3
PhD in Optometry
4
Opticianry Technology Diploma
DefinitionAn academic committee in the department responsible for applying the quality system, following up on meeting national and international academic accreditation standards, and ensuring the program complies with relevant institutional policies and procedures. It oversees planning, monitoring, evaluation and continuous improvement of academic and administrative performance, ensuring high-quality learning outcomes, more efficient programs and readiness for programmatic and institutional accreditation.
Tasks
- Follow up on updating program and course quality and specifications.
- Prepare the learning outcomes assessment plan for the academic program.
- Measure the academic program's learning outcomes.
- Collect and review course reports.
- Prepare the program's annual report.
- Communicate with other committees to obtain their performance indicators.
- Prepare the program's performance indicators report.
- Collect and analyze the data required for global ranking standards at program and department level and ensure its readiness and accuracy.
- Ensure compliance with national or international accreditation standards.
- Oversee preparation of the program self-study with the participation of relevant committees.
- Identify all risk areas that require corrective action for accreditation.
- Prepare annual accreditation follow-up reports and follow up on the plan to implement accreditation recommendations.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
4
Graduates and Labor Market Committee (and Dialogue Sessions)
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DefinitionThe committee works to achieve the department's and program's mission and goals by building close, continuous and productive cooperation with commercial and government sectors and relevant community institutions in the field — most importantly by organizing dialogue sessions and purposeful scientific visits, providing academic and scientific support to graduates in their careers, and creating a continuous channel of communication to strengthen their connection to the department, college and university.
Tasks
- Organize and maintain ongoing communication between the academic department and its graduates.
- Organize dialogue sessions and purposeful scientific visits that develop graduate attributes and connect graduates with the labor market, and prepare reports on them.
- Promote the exchange of views and information between the department and its graduates.
- Strengthen graduates' loyalty, engagement and contributions to developing the department and the field.
- Build a database of interest to graduates and communicate with them.
- Help program graduates follow department and program news in real time through the website and the graduates guide.
- Help graduates connect with each other through the forum and graduates network on the department website, and invite them to the annual gathering.
- Identify graduates' needs and views about the department and program through online surveys.
- Serve new graduates in ways that develop their abilities and guide them toward available job opportunities.
- Draw on the experience of working graduates in advising on the development of department programs and activities, keeping pace with development plans and labor market trends.
- Announce and update job opportunities for graduates on the website.
- Build a database of companies to help them connect with department graduates and create accounts for them on the department website.
- Identify companies' needs and views on hiring through online surveys.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
5
Community Partnership Committee
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DefinitionThe committee manages community activities and volunteer or paid efforts by faculty members, students and department staff — individually or in groups, on or off campus, or with community institutions in areas related to the field — through programs, projects and partnerships that meet the real needs of individuals and groups and achieve national goals related to Saudi Vision 2030.
Tasks
- Coordinate with the department's academic committees to link education with community issues and its evolving educational and developmental needs.
- Strengthen students' sense of belonging and awareness of community issues, their social responsibility, and a spirit of cooperation and active participation.
- Embed a culture of volunteering and community service, create an attractive university environment, and build the professional and practical capacities of students and staff.
- Support national strategic plans that achieve the aspirations of Vision 2030 for sustainable community partnership.
- Encourage youth volunteer initiatives and adapt them to serve comprehensive and sustainable development goals.
- Use the expertise, knowledge and skills of the department's students and staff to serve the community.
- Coordinate with community institutions to express a spirit of cooperation and provide opportunities for social responsibility toward the university and community.
- Develop students' sense of national belonging, responsibility and teamwork.
- Give students opportunities to gain varied experience of general culture, the community and its subcultures.
- Provide learning opportunities through practical application of the principles, concepts and theories students study.
- Strengthen students' self-esteem and confidence, reinforce positive values and practices, and address negative behaviors.
- Learn from the pioneering experiences and creative ideas of other universities in activating community partnership.
- Encourage economic and social partnerships between the department and community institutions in the field.
- Coordinate with the Scientific Research Committee to enable researchers to address real problems and contribute to suitable solutions.
- Coordinate with the Scientific Research Committee to ensure appropriate scientific methods are used that lead to new ways of serving the community at the required level.
- Coordinate with the Scientific Research Committee to link the department's research strategy with community problems, requirements and needs.
- Establish a system that ensures ongoing communication and coordination between the department and community institutions.
- Coordinate with the Scientific Research Committee to make use of the resources available in community institutions to develop the research system.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
6
Scientific Research and Innovation Committee
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DefinitionThe committee works to develop the department's and program's research, prepare the scientific research and invention plan, issue scientific publications, support the development of labs and equipment needed for research and patents, and manage grants for research projects. Its members are specialized faculty with a distinguished reputation in scientific publishing.
Tasks
- Prepare a research plan aligned with national research interests and the department's areas of specialization.
- Encourage research that meets labor market needs and open channels with parties wishing to benefit from its outputs.
- Create a department research database covering all faculty members, graduate students and the research they carry out each year.
- Prepare annual reports on the department's research enablers and identify development needs in coordination with the Infrastructure and Learning Resources Committee.
- Strengthen the role of the department and program in academic research that serves national and regional interests.
- Follow up on research projects carried out in the department each year.
- Prepare an annual plan to develop the research skills of faculty, researchers and technicians.
- Encourage attendance at international conferences in the field.
- Support students and faculty with patents and provide tools explaining how to register them.
- Prepare a periodic end-of-year report covering all published research and patents, present it to the Department Council and then submit it to the College Vice Dean for Graduate Studies and Scientific Research.
- Support research partnerships with scientific bodies at national and international level.
- Cooperate with the Deanship of Scientific Research and other funding bodies to obtain support for department research.
- Apply publishing specifications aligned with global ranking standards.
- Strengthen citation indicators and encourage international research collaboration with prestigious universities and research centers.
- Propose a mechanism to encourage faculty research excellence and honor the department's top researchers.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
7
Infrastructure and Learning Resources Committee
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DefinitionThe committee works to ensure that learning resources, facilities and equipment are sufficient to meet the needs of the department, the program and its courses, and are accessible to all users in an appropriate arrangement, with faculty and students participating in identifying them based on needs and evaluating their effectiveness.
Tasks
- Implement clear policies and procedures to ensure the adequacy and suitability of learning resources and services that support student learning.
- Implement effective procedures for managing the resources needed to support teaching and learning.
- Prepare an annual report on the current state of the department's learning resources, facilities and equipment, and set out how to develop them and meet needs, to ensure the following:
- A sufficient number of varied, easily accessible learning resources, facilities and equipment that suit the program's needs and student numbers, are available at suitable times and are updated regularly.
- Specialized electronic resources for the academic program, and suitable databases and electronic systems that give users access to information, research materials and scientific journals from inside or outside the institution.
- Labs, computers, technical equipment and materials suitable for the field and sufficient for research and scientific studies.
- Suitable classrooms and facilities, and all public and occupational health and safety requirements in facilities, equipment and teaching and research activities.
- A sufficient number of qualified technicians and specialists to operate facilities such as labs and classrooms, with needs submitted to the relevant authority.
- Ensure faculty, students and program staff receive suitable preparation and technical support for effective use of learning resources and tools.
- Spread a culture of applying safety standards, protecting the environment and disposing of hazardous waste efficiently and effectively.
- Evaluate the effectiveness and efficiency of all types of learning resources, facilities and equipment and use the results for improvement.
- Carry out any tasks referred to it by the Department Council; the Department Council may add any tasks in the interest of the work.
8
Department Operational Plan Committee
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DefinitionThe committee prepares the department's and program's operational plan and operating budget, and follows all tools, procedures and follow-up steps needed to achieve all the actions or initiatives required in the plan.
Tasks
- Prepare the department's annual operational plan.
- Define target key performance indicators (KPIs).
- Follow up on the implementation of initiatives and projects.
- Review performance quarterly.
- Collect evidence and documents that prove achievement.
- Link evidence to the follow-up system.
- Align the plan with accreditation and quality and ensure it meets NCAAA requirements and accreditation standards.
- Ensure every initiative has a clear, measurable output.
- Identify and address operational risks.
- Make recommendations on initiatives that need support or adjustment.
- Submit a comprehensive annual report.
- Communicate with stakeholders.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
9
Cooperative and Field Training Committee
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DefinitionA sub-committee of the program responsible for organizing and managing students' practical training before graduation and ensuring it aligns with learning outcomes and academic accreditation requirements. It oversees training policies, selection of training sites, follow-up of students during training and evaluation of the quality of the training experience, contributing to graduates' readiness for the labor market.
Tasks
- Prepare and update the cooperative training policy, setting the general framework, instructions and academic requirements for training.
- Align the policy with academic accreditation requirements and learning outcomes.
- Prepare the annual training plan.
- Coordinate with external training sites and build partnerships and memoranda of understanding with them.
- Ensure training environments suit program requirements.
- Assign students to training sites, set the criteria (preferences, specializations, training capacity) and ensure fairness and transparency in assignment.
- Supervise and follow up on training and assign an academic supervisor to each student.
- Track student progress through periodic reports and field or virtual visits.
- Evaluate student performance during training, develop clear and standardized evaluation forms, and receive training site reports and compare them with program standards.
- Evaluate training sites, analyze the quality of the training environment and how far learning outcomes are achieved, and identify areas for improvement and expansion.
- Address feedback and complaints, receive problems students face during training and take appropriate action.
- Prepare periodic and annual reports, submit a semester and annual report to the Department Council, and document achievements, challenges and key data.
- Ensure continuous improvement of training, develop measurement tools and conduct an annual review of policies and processes.
- Incorporate feedback from stakeholders (students, supervisors, training sites).
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
10
Academic Timetable Committee
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DefinitionA committee that organizes and prepares academic timetables, coordinates lecture times and locations, and schedules exams and their data for entry into the academic system, ensuring consistency between the study plan and the requirements of the teaching process, efficient delivery of study plans, avoidance of academic conflicts and optimal use of department resources.
Tasks
- Coordinate the courses offered and open for registration according to the academic plan of the department's programs, in line with the capacity of department resources.
- Identify specializations and distribute teaching loads fairly in coordination with the Teaching Load Committee, and resolve conflicts.
- Allocate classrooms and labs and organize their use for maximum benefit, taking into account the nature of each field and course.
- Update and review timetables regularly and publish clear final versions on the electronic systems before registration opens for the next semester.
- Coordinate final exam times and locations precisely to avoid conflicts.
- Liaise and communicate with relevant committees in the college and university.
- Submit reports, recommendations and meeting minutes to the Department Council regularly.
- Follow university, college and department quality standards related to the quality of the teaching process.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
11
Teaching Load Committee
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DefinitionAn organizational committee responsible for distributing teaching loads among faculty members, lecturers and teaching assistants according to approved regulations, aiming for fairness and efficiency and a balance between teaching, research and community service, while taking faculty specializations into account to achieve high-quality program outcomes.
Tasks
- Identify the courses offered for registration each semester in coordination with the Academic Timetable Committee.
- List the department's faculty members and collaborators and identify their specific specializations.
- Prepare a proposal for distributing teaching loads fairly and submit it to the Department Council at least two weeks before the end of the current semester.
- Take into account the teaching load set for each member based on their academic rank.
- Submit recommendations and proposals on teaching load distribution to the Department Council for final approval.
- Follow up on changes in teaching loads resulting from apologies, leave, new contracts, resignation or retirement, and submit the necessary reports.
- Coordinate with related department committees, such as the Graduate Studies Committee and the Timetable Committee, to balance supervision and teaching.
- Submit proposals and recommendations at the end of each semester to improve the committee's work and the quality of teaching and research.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
12
Graduate Studies Committee
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DefinitionA specialized scientific committee that oversees all graduate studies affairs in the department and follows up on graduate academic programs (master's and doctoral), ensuring that graduate studies regulations are applied in coordination with the Deanship of Graduate Studies, and ensuring program quality and achievement of the department's scientific and research goals.
Tasks
- Study proposals to establish new graduate programs or develop existing ones and submit them to the Department Council.
- Follow up on the delivery of academic programs according to the regulations approved by the university and the Deanship of Graduate Studies.
- Review course specifications and content for graduate courses and ensure they meet academic quality standards.
- Coordinate with the Timetable Committee and the Teaching Load Committee on fair distribution of graduate courses.
- Consider academic matters concerning graduate students and submit recommendations to the Department Council, including arrangements for doctoral comprehensive exams.
- Consider thesis registration requests and propose suitable supervisors based on specialization for submission to the Department Council.
- Follow the progress of graduate students' research plans and discuss progress and achievement reports regularly.
- Nominate members of internal or external thesis examination committees and appoint a suitable examiner based on the thesis's field.
- Carry out any tasks referred to it by the Department Council.
- The Department Council may add any tasks in the interest of the work.
Contact the Department
For questions about the academic committees and their work, contact the Department of Optometry at the College of Applied Medical Sciences.
