INSTRUCTOR’S BOOKLET
2014-2015
ANKARA
1
Table of Contents
1. Welcome Note...............................................................................................................3
2. Organization Chart......................................................................................................4
3. Performance and Education – Teaching Directive....................................................5
4. General Terms and Duties of the Academic Staff....................................................10
5. Courses Offered ..........................................................................................................11
6. Reminder Checklist for the Roving Proctors...........................................................13
7. Proctor’s Tasks Checklist ..........................................................................................15
8. Proctor’s Report Sheet................................................................................................17
9. Weekly Student Attendance Sheet.............................................................................18
10. Grade System of the Department............................................................................19
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Dear Colleagues,
Welcome to the Department of Foreign Languages at Atilim University, Ankara. We are a
vibrant community of scholars who are dedicated to help our students develop the
necessary English skills to comprehend, analyze, interpret, and internalize their subjects
of study. We offer high quality English learning opportunities in classes and with online
programs that are relevant to our students’ needs.
As a department, we believe that English studies provide a foundation for lifelong
learning and research and prepare students for a variety of careers.
This booklet offers you the opportunity to explore our department, courses and some
regulations. Thank you for your interest, and please do not hesitate to get in touch with us
if you have questions or concerns.
Feride Güven
Chair Person
On Behalf of the Department of Foreign Languages
fguven@atilim.edu.tr
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ORGANIZATION CHART
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ATILIM UNIVERSITY
DEPARTMENT OF FOREIGN LANGUAGES
PERFORMANCE AND EDUCATION-TEACHING DIRECTIVE
PART ONE
Aim, Scope, Basis and Definitions
Aim
ARTICLE 1- (1) The aim of this directive is to set out the objective of the
Department of Foreign Languages established in affiliation with the Atılım University
Rector’s Office, its fields of activity and procedures and principles regarding management
body responsibilities.
Scope
ARTICLE 2- (1) This directive covers regulations concerning the aims, fields of
activity, management bodies and management body responsibilities of the Atılım University
Department of Foreign Languages.
Basis
ARTICLE 3- (1) This directive has been drawn up on the basis of Article 14 of Law
No. 2547 on Higher Education and Article 13 of the Academic Organization Governing
Statutes in Universities.
Definition
ARTICLE 4- (1) The following terms in this directive shall be as follows throughout
the document;
The Chairperson
: Chairman of the Department of Foreign Languages,
The Department
: The Department of Foreign Languages,
The Rector’s Office : Atılım University Rector’s Office,
The Senate
: Atılım University Senate.
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PART TWO
Department Aim, Management Bodies and Responsibilities
Department Aim
ARTICLE 5- (1) The aim of the Department; to ensure that Foreign Language classes
to be taught under Paragraph (i) of Article 5 of Law No. 2547 on Higher Education be
provided in a manner appropriate to their objective.
Management Bodies
ARTICLE 6- (1) Department management should be as follows:
a) Chairperson
b) Continuing Professional Development Coordinator (CPDC)
c) Vice Chairperson
ARTICLE 7- (1) The Chairperson shall be chosen by the Rector to serve for one year
from among members of the departmental teaching staff. This appointment is to be submitted
to the Chairman of the Board of Trustees for confirmation. The Chairperson may establish
commissions and working groups for the purpose of ensuring efficient execution of
education-teaching activities. For these Commissions (working group) group heads may be
appointed to co-ordinate the activities. On the request of the Chairperson, Vice Chairperson
may be appointed, and this shall be submitted to the Board of Trustees for confirmation. Vice
Chairpersons’ tenure of office shall come to an end in the event that the Chairperson’s period
of office expires or of his/her resignation.
Chairperson’s Responsibilities
ARTICLE 8- (1) The responsibilities of the Chairperson shall be:
a) To carry out functions related to students’ foreign language levels and requirements, in
cooperation with departments and the Prep School,
b) To ensure preparation and implementation of course syllabi and keeping these up to
date,
c) To coordinate foreign language class instruction,
d) To ensure students are placed in classes appropriate to their levels,
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e) To ensure courses are designed in a manner appropriate to aims,
f) To select teaching staff and propose their appointment to the Rector’s Office,
g) To determine the duties and responsibilities of vice heads, teaching staff and
instructional groups to serve in the department; to distribute class workloads and
provide management, supervision and feedback analysis,
h) To prepare a departmental activity report at the end of each academic year and present
this to the Rector’s Office,
i) To identify concerns regarding foreign language instruction, to recommend solutions
and to submit these to senior management,
j) To facilitate opportunities for teaching staff career development,
k) To facilitate foreign language instruction-related research, publications, seminars and
conferences,
l) To hold meetings, seminars and conferences related to foreign language instruction
and ensure that all instructional staff can benefit from these,
m) To provide smooth correspondence within and between course units and with the
rector’s office,
n) To provide web page design and to monitor this and ensure it is kept up to date.
Continuing Professional Development Coordinator (CPDC)
ARTICLE 9 – (1) S/he is an experienced teacher who has Teacher Trainer Certificate
and appointed by the Chairperson for one year among the members of the teaching staff.
CPDC provides and organizes seminars, workshops and other activities to augment and
refresh the standards of the faculty and ensure the quality of tuition in the Department of
Foreign Languages.
CPDC Responsibilities
ARTICLE 10 – (1) The duties of the CPDC are as follows:
a) Plan and prepare various ELT related activites during the academic year.
b) Implement the introduction of the new materials and books to the staff.
c) Prepare, implement and evaluate staff observations.
d) Plan and execute the End of Year Events.
e) Attend appraisal meetings with Chairperson and Vice Chairpersons.
f) Follow the new ELT trends in order to share them with the staff and monitor them
more effectively.
g) Help chairperson with task and duty allocation to instructors.
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Vice Chairperson
ARTICLE 9- (1) The department shall have at least two vice heads.
* A Vice Chairperson Responsible for Program and Material Development
* A Vice Chairperson Responsible for Assessment and Evaluation
A. The duties of the Vice Chairperson responsible for Program and Material
development shall be:
a) To contribute to effective foreign language teaching in co-operation with the vice
head responsible for assessment and evaluation,
b) To perform activities regarding students’ levels and requirements,
c) To organize activities regarding the preparation of instructional content,
d) To coordinate instructional material selection process,
e) To plan, manage and provide preparation of appropriate supplementary class
materials,
f) To perform activities regarding the supervision and development of course
curriculum,
g) To monitor the effectiveness of books and materials,
h) To ensure the preparation of course curriculum and weekly operational plans,
i) To ensure safeguarding of department materials used in classes by instructors,
j) To discuss program-related concerns and bring them to a conclusion,
k) To participate effectively in group meetings.
B. The duties of the vice chairperson responsible for assessment and evaluation shall be:
a) To follow and check course contents in collaboration with the vice head
responsible for program and material development and class instructors,
b) To ensure the preparation of assessment and analysis tools appropriate for courses
and programs,
c) To ensure the determination of assessment and evaluation criteria,
d) To ensure the printing of assessment tools,
e) To determine exam times and locations and people administering the exams
(proctors, etc.),
f) To ensure compliance with assessment and evaluation tools,
g) To facilitate standardization meetings,
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h) To ensure that evaluation results are forwarded and announced to those concerned,
i) To ensure the development of tools applied,
j) To arrange storage of assessment tools applied,
k) To arrange student re-evaluation of final exam upon submission of a written
request within certain period,
l) To oversee and plan the establishment of re-evaluation commissions, and
m) To oversee and administer the planning and holding of make-up exams,
Group Head
S/he is a teacher appointed by the Chairperson and responsible for assisting the
Chairperson and Vice Chairpersons with monitoring and co-ordinating academic
functioning and application of a number of classes provided by the Department of Foreign
Languages Chairperson’s Office.
.
Group Head Duties:
a) To lead and collaborate with instructors in planning, implementation and
evaluation of lessons in different classes within the framework of general course
curriculum/syllabus,
b) To participate in and manage activities involving material selection and
development,
c) To prepare a 15-week operational plan to be used during the term together with the
teachers assigned for assistance,
d) To monitor the effective implementation of operational plans in classes, identify
problems and forward these to the Chairperson and Vice Chairpersons,
e) To discuss problems emerging with those concerned, to bring these together and
suggest solutions,
f) To hold weekly group meetings and record matters discussed by keeping minutes,
g) To play an active role in the preparation of assessment tools, midterm exams,
homework assignments and final exams,
h) To act as invigilator in exams,
i) To contribute to other activities as required within the group.
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PART THREE
Sundry and Final Regulations
Validity
ARTICLE 10-
(1) This directive shall enter into force following ratification by
the Senate.
Execution
ARTICLE 11-
(1) The Atılım University Rector’s Office shall enforce the
regulations in this directive.
ATILIM UNIVERSITY
DEPARTMENT OF FOREIGN LANGUAGES
GENERAL TERMS & DUTIES OF THE ACADEMIC STAFF

Instruct the classes for the number of hours assigned on the scheduled program
provided by the Department,

Keep a record of student profiles as well as oral or written feedback given to students
upon their performance,

Prepare quizzes, tests and/or any other material upon the request of the Department,

Hand in and provide results, reports, or any other form of information either in writing
or orally - as per requested - to the Department in due time and date,

Observe and bring into effect any feedback, suggestions or educational consultation
offered by the Department, and practise the outcome of observations within classes,

Attend meetings, educational sessions or any other events within and outside the
university premises in due time and upon necessity,

Provide support to the group head, chairperson and vice chairperson by undertaking
responsibilities that include participating in team or individual activities, holding exams,
material development, conducting research, or preparations in any other form whenever
assigned or delegated,

Ensure maximum efficiency of instruction by means of preparation for classes in
advance & as discussed in meetings and other developmental sessions,

Be punctual and on-time at work and in classes,
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
Inform solely the Chairperson of the Department or the Vice Chairperson in case of
any potentially obstructing issue, inability to attend, instruct, or appear in class or at work
with valid reasons upon occurrence and within the soonest possible time,

Observe punctuality, discipline, academic courtesy and honesty at work and at all
times,

Provide support for, and maintain educational, ethical, interpersonal, and
organizational professionalism among the faculty members,

Develop and display a positive attitude towards work, students, colleagues, the
department and the university.
COURSES OFFERED
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DEVELOPMENTAL PROCESS OF ENG COURSES
Preparatory
School
ENG 101/
ENG 101S
ENG 101H
4 Language
Skills
Developed
ENG 102
4 Language
Skills
Developed
ENG 201
4 Language
Skills Applied
Argumentative
Essay
ENG 204
Report
Writing Skills
OR
ENG 202
Presentation
Skills
ENG 301/
ENG 302
Career
Development
I&II
More
autonomy in
departmental
courses
For detailed information about the courses offered in DFL, please check the following links:
http://dfl.atilim.edu.tr/academicprograms/courseList/id/67?lang=en
http://dfl.atilim.edu.tr/academicprograms/courseList/id/66?lang=en
http://dfl.atilim.edu.tr/academicprograms/courseList/id/68?lang=en
http://dfl.atilim.edu.tr/academicprograms/courseList/id/75?lang=en
For information about the criteria for the eligibility to take DFL courses, you can refer to the
following link:
http://dfl.atilim.edu.tr/duyuru/ders-secimi-icin-onemli-duyuru-8211
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ATILIM UNIVERSITY
DEPARTMENT OF FOREIGN LANGUAGES
REMINDER CHECKLIST FOR THE ROVING PROCTORS
Dear Roving Proctor,
We highly appreciate your cooperation in the administration of the exam in advance.
However, we would like to draw your attention to some important points to ensure the quality
and smoothness in the application procedure. It is clear that the responsibilities of roving
proctors are different from invigilators in some aspects.
BEFORE THE EXAM
1. Be present at the exam common room 30 minutes prior to the start time. (Engineering
Faculty: Department Meeting Room number: Z1043)
2. Get the exam schedule from the administrators.
3. Find exam rooms per exam schedule.
4. With regards to schedule, the roving proctors have to check the following with the
administrator:
* The number of classes,
* The names and the number of the proctors in each class,
* Time and duration of the exam,
* Locate the nearest roving proctor for cases of emergency,
* Locate the nearest administrator for cases of emergency.
5. Be present at the exam location 10 minutes prior to the start time.
6. Check the classes for the availability of the seats and their arrangements.
7. Make sure that the exam starts on time.
8. If the proctor in your area does not show up, contact the administrators and get ready to
proctor in case there is a need.
9. Also, help the late-comers to find their classes calmly.
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DURING THE EXAM
1. No one is permitted to leave the exam room within the first 30 minutes. If so, warn the
proctor.
2. No one is allowed to take the exam after the first 30 minutes. If so, warn the proctor.
3. Guide the student to the washroom, if need be. (one by one)
4. Be alert. Do not keep busy reading a book or speaking to fellow proctors.
5. If students ask you questions, do not explain anything. Inform exam administrators. They
can make the necessary announcements or may ask you to do so.
6. If need be, speak to the whole class and not to individuals.
7. In case of any irregularities, inform administrators.
8. Ask the proctors periodically whether they need to take a break of 5 minutes or not.
9. Substitute as the proctor takes a break.
AFTER THE EXAM
1. Check each class (within the area of your responsibility) whether the exam is over or not.
2. Guide the proctors for the delivery of exam packs.
3. Inform the administration about the problems encountered during the exam.
Thank you for your cooperation
Department of Foreign Languages
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ATILIM UNIVERSITY DEPARTMENT OF FOREIGN LANGUAGES
PROCTORS’ TASKS CHECKLIST
Dear Proctor,
We would like to thank you for your cooperation in the application of the exam in advance.
This is to draw your attention to some important points to ensure the quality and smoothness
of the procedure.
You have been informed about where you will be proctoring. You will get the exam packs
from the roving proctors in the specified rooms. In the exam packs, you will find the exam
papers with one extra, proctors’ report sheet and the class roster.
BEFORE THE EXAM
1. Be present at the exam common room 30 minutes prior to the start time. (Engineering
Faculty: Department Meeting Room number: Z1043)
2. Get your test packs from the roving proctors and sign the document.
3. Go to the class at least 15 minutes before the exam start time. Check the seats.
4. Check the content of envelopes before you start the exam.
5. Seat the students according to the class roster.
6. Check students’ photo Ids. Have them sign the sign-up sheet. Students without a valid
photo will not be allowed to take the exam.
7. Ensure all cellular phones are switched off and placed on the instructor’s desk
8. Ensure there are no books or materials on, under, or near the desks.
9. On the board, write start & finish time and update the time left at regular intervals during
the exam.
10. Start the exam; wish the students good luck.
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DURING THE EXAM
1. Do not allow anyone out within the first 30 minutes.
2. Do not allow anyone to take the exam after the first 30 minutes.
3. Let students go to the washroom only with the roving proctor.
4. Be alert. Do not keep busy reading or speaking to fellow proctors.
5. Do not explain anything. Inform exam administrators. They can make the necessary
announcements.
6. If need be, speak to whole class and not to individuals.
7. In case of any irregularities, inform administrators or roving proctors.
8. If the student is observed cheating, immediately report the case to the administration and
prepare a written report ON THE SPOT.
AFTER THE EXAM
1. Make sure all students have returned their exam papers by counting the number of booklets.
2. Make sure all students sign the sign-up sheet before they leave the exam room.
3. Fill out the proctors’ report sheet at the end of the exam.
4. Return the envelopes to the rooms where you collected them.
Thank you for your cooperation
Department of Foreign Languages
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ATILIM UNIVERSITY
DEPARTMENT OF FOREIGN LANGUAGES
PROCTOR REPORT SHEET
DATE
:
DURATION :
GROUP
:
Examination Room Number
:
Total Number of Students
:
Number of Absent Students
:
Names of the Absent Students
:
Remarks:
Proctor’s Name
Proctor’s Signature
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ATILIM UNIVERSITY
2013-2014
WEEKLY STUDENT ATTENDANCE SHEET
WEEK .....
CLASS: ENG 204-01
INSTRUCTOR : ..........
Dept.
Student ID
Ö.NOT
Name-Surname
1
2
3
4
5
6
7
8
9
10
11
12
13
18
1st Hour
2nd Hour
TOTAL
GRADE SYSTEM
The following letter grade system is employed in our department. ‘Curve’ is not
employed. DFL reserves the right to announce a Catalogue or Curve.
AA
BA
BB
CB
CC
DC
DD
FD
FF
: 90 - 100
: 85 - 89
: 80 - 84
: 75 - 79
: 70 - 74
: 65 - 69
: 60 - 64
: 50 - 59
: 0 – 49
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