Course and Examination Schedule Coordination Unit
Assist. Prof. Dr. Muhammet Fatih ALKAN (Coordinator)
Email: mfatihalkan@hotmail.com
Extension: 3633
Arş. Gör. Ece LEVENTOĞLU
Email: ece.leventoglu@gop.edu.tr
Extension: 3642
Arş. Gör. Pakize Kübra KOÇ
Email: pakize.koc@gop.edu.tr
Extension: 3551
Introduction
The Course and Examination Schedule Coordination Unit carries out the work and procedures related to the preparation of the course and examination schedules of the Faculty of Education. The Coordination Unit is responsible for a range of duties, such as preparing and reviewing the Faculty's course and examination schedules, ensuring that these schedules are compatible with the physical facilities of the Faculty, and carrying out all procedures in accordance with educational principles.
The Coordination Unit cooperates with many stakeholders, such as the Faculty administration, Faculty students, department heads, heads of departments, faculty members, and administrative staff during the preparation and implementation of course and examination schedules. Before the beginning of the academic year, the necessary planning is carried out according to the academic calendar following a meeting held between the Coordination Unit and the Faculty administration.
Course Schedule Preparation Process
In the preparation of course schedules, the Coordination Unit obtains from the relevant authorities the list of course instructors who will teach courses at the Faculty during the semester before student course registrations for the fall and spring semesters begin. In order to prepare the course schedule to be implemented throughout an academic semester, course instructors are asked to submit their requests for the current semester according to their academic planning and official workloads. Course instructors are informed that they must complete the course schedule request form available on the Coordination Unit's webpage. The requests collected from course instructors by the Coordination Unit within the relevant dates are prioritized according to certain criteria. Among these criteria, the health conditions of course instructors, their duties in different units or their presence at our Faculty as guests, and their administrative duties are given priority. All requests collected for course schedules are planned in favor of students and course instructors in a manner that achieves maximum efficiency from pedagogical and social perspectives. After the course schedule has been reviewed several times and all necessary checks have been completed, it is announced on the official webpages of the Faculty of Education and the Coordination Unit before student course registrations begin.
Examination Schedule Preparation Process
The Coordination Unit follows an approach similar to that used in the preparation of course schedules when preparing examination schedules. Approximately 700 examination sessions are held during the midterm or final examination periods at the Faculty of Education, where undergraduate programs belonging to 12 departments are conducted. Therefore, the Coordination Unit carries out a meticulous process to prevent any problems during the sessions. The number of students who register by course and require individual examinations is obtained from the relevant authorities, and course instructors are asked to submit their requests regarding the current examination. Course instructors are informed through different channels that they must complete the examination request form available on the Coordination Unit's webpage. As with the course schedule, the examination request forms collected within the specified dates are prioritized according to certain criteria. After the sessions of 5İ and Informatics courses, Faculty service courses, elective professional knowledge courses, and elective general culture courses are assigned to the date range specified in the academic calendar, the sessions of field courses in the departments are assigned. When preparing examination schedules, attention is paid to ensuring that students do not have more than one examination on the same day, that examinations are distributed as evenly as possible across the date range specified in the academic calendar, the number of students enrolled in the course, the number of staff who will serve as invigilators in the examinations, and the physical conditions of the Faculty. After the necessary checks have been completed, the examination schedule is announced on the official webpages of the Faculty of Education and the Coordination Unit 15 days before the date on which the examinations will begin. In cases of unforeseen examination conflicts, arrangements are made for the sessions if the situation is reported to the Coordination Unit within 5 days following the announcement of the examination schedule. For this purpose, students complete the examination conflict notification form and submit it to the Coordination Unit. Throughout this process, changes made to the examination schedule are additionally indicated in the existing examination announcement by specifying the relevant course, grade level, and date of the change. The Coordination Unit works together with course instructors, examination staff, students, and administrative staff before, during, and after the examinations to ensure that there are no disruptions during the implementation of the announced examination schedule.
Matters to Be Considered by Course Instructors in the Preparation of the Course Schedule
For the course schedule preparation process to be carried out effectively and efficiently, it is important that course instructors pay attention to the following:
Course instructors who wish to combine courses must submit their relevant requests within the dates announced by the Dean's Office.
Course instructors who officially combine courses must indicate the information regarding the courses and departments they have combined in the course schedule request form.
Course instructors who wish to divide a course must submit their relevant requests within the dates announced by the Dean's Office and indicate this in the course schedule request form.
For Elective Professional Knowledge and Elective General Culture courses:
Since 2nd- and 3rd-year students will have Elective General Culture courses on Tuesdays between 08.00 and 12.00, they must not request that 2nd- and 3rd-year courses be scheduled on the relevant days and times.
Since 2nd-, 3rd-, and 4th-year students will have Elective Professional Knowledge courses on Tuesdays between 13.00 and 17.00, they must not request that 2nd-, 3rd-, and 4th-year courses be scheduled on the relevant days and times.
Since no specific day is allocated to programs other than the Department of Basic Education for the Teaching Practicum course, course instructors should note that they may make requests for any day of the week.
They must request classrooms by taking into consideration the number of students who register by course.
In order to prepare a schedule that is favorable to students from a pedagogical perspective, they should avoid making requests that create a concentration on specific days in any program.
They must submit the course schedule request form to the Coordination Unit within the specified date range.
Matters to Be Considered in the Preparation and Implementation of the Examination Schedule
For Course Instructors
During the preparation of examination schedules, course instructors are required to:
Indicate whether an examination will be held.
Indicate the type of examination (open-ended, multiple-choice, assignment, interview, etc.) and its duration.
Indicate whether there are common courses with different codes in the old and new curricula.
Indicate whether they require an examination staff member.
Since the examinations of Elective Professional Knowledge and Elective General Culture courses are held jointly throughout the Faculty, course instructors teaching these courses must not request a different day other than the day determined by the Coordination Unit.
Not request very limited days and times for examinations except in cases of health-related reasons, official assignments, administrative duties, and similar circumstances.
Submit the examination schedule request form to the Coordination Unit within the specified date range.
During the implementation of the examination schedule, course instructors are required to:
Deliver the examination materials to the examination staff at the Undergraduate Examination Center (A-236) 10 minutes before the examination begins.
Be immediately accessible throughout the examination in case students have questions.
Collect the examination materials from the examination staff at the Undergraduate Examination Center at the end of the examination.
For Examination Staff
During the implementation of the examination schedule, examination staff are required to:
Receive the examination materials from the course instructors at the Undergraduate Examination Center 10 minutes before the examination begins.
Arrange the seating of the students in the examination room in an orderly manner before the examination begins.
Since examination rooms are planned according to the number of students who register by course, direct students to the other examination rooms of the same course and session if the capacity of the examination room is exceeded.
If there is a shortage of examination materials, direct students who cannot receive examination materials to the other examination rooms of the same course and session.
Check student identity cards before the examination begins.
Check the examination room to prevent attempts at cheating.
Inform students that they must keep their mobile phones switched off throughout the examination.
If students need assistance during the examination, contact the course instructor and invite them to the examination room.
In the event of any detected cheating, inform the reserve examination staff member on duty that day and carry out the procedure together in order to prepare a report.
Sign the examination report after the examination has ended and the materials have been counted.
Deliver the examination materials to the course instructors at the Undergraduate Examination Center at the end of the examination.
Examination Rules for Students
During the implementation of the examination schedule, students are required to:
Be present in the examination room before the examination begins.
Keep their student identity cards on the desk throughout the examination.
Keep their mobile phones switched off throughout the examination.
Remove course materials from the examination area before the examination begins in a manner that leaves no room for suspicion of cheating.
In case of arriving late for the examination, obtain permission from the course instructor and complete the examination within the remaining examination period.
Be aware that, in the event of any attempt at cheating or detection of cheating, the relevant provisions of the disciplinary regulation will be applied by the examination supervisor.
Follow the warnings and instructions of the examination staff throughout the examination.
After submitting the examination paper and leaving the examination room, not wait in the corridor in order to avoid causing noise.
Links:
Click here to access the Course Schedule Request Form for Course Instructors.
Click here to access the Examination Schedule Request Form for Course Instructors.
Click here to access the Examination Conflict Notification Form for Students.
Click here for the Tokat Gaziosmanpaşa University Associate and Undergraduate Education and Examination Regulation.
Tokat Gaziosmanpaşa University Procedures and Principles for the Implementation of Associate and Undergraduate Examinations
Associate and Undergraduate Examination Rules Implementation Instruction
Meetings and Decisions
Meeting Minutes and Decisions Dated 01.10.2025
Meeting Minutes and Decisions Dated 02.04.2026