1. What is the official format for correspondence?
At our university, all official correspondence is prepared in accordance with the Regulation on the Principles and Procedures to be Applied in Official Correspondence. Regardless of whether the document is intended for internal or external communication, it must be prepared in the prescribed format and submitted for the approval of the authorized person. Templates can be accessed under the External Documents section of the Regulations menu on the Office of the Secretary General’s website.

2. What is the process for official letters received by the university?
Official letters received from external institutions or individuals are first registered by the Directorate of Document Management of the Office of the Secretary General. They are then forwarded by the Secretary General to the relevant units for evaluation. For letters requiring a response, the respective units prepare replies within the designated timeframe, which are then delivered to the recipient institution via registered e-mail (KEP), postal service, or official logbook through the Directorate of Document Management.

3. How can I access Senate or Administrative Board resolutions?
Senate resolutions are published on the university’s official website within a specified period following the meetings. Both Senate and Administrative Board resolutions are also communicated to the relevant academic and administrative units through official correspondence or upon signature. For further details, you may contact the Office of the Secretary General or the relevant unit secretariat.

4. How can I request official documents (e.g., assignment letters, copies of resolutions)?
To request official documents, you must submit a petition addressed to the relevant unit. Your request will be evaluated by the unit, and once approved, the authorized documents will be issued and delivered to you by the respective unit.

5. What should I do if I encounter technical problems with the Electronic Document Management System (EBYS)?
For technical issues related to the Electronic Document Management System (EBYS), please contact the Directorate of Information Technologies. Additionally, user guides for both desktop and mobile access to the system are available on the university’s internal portal.

6. How long does correspondence take?
The duration of correspondence depends on the content of the letter and the evaluation process of the relevant units. However, all procedures are carried out within the legally defined deadlines for official correspondence. In urgent cases, you may request your unit to expedite the process.

7. As a student club, where should we submit our petition for organizing an event?
Petitions for events organized by student clubs must be submitted to the Directorate of Document Management of the Office of the Secretary General. After submission, the process should be followed through the Cultural Affairs Division of the Department of Health, Culture, and Sports.

8. I would like to send mail. What should I do?
Information regarding mail services can be found under the Mailing Rules section in the About Us menu on the Office of the Secretary General’s website.

9. I would like to send a physical document to an internal unit. What should I do?
The Directorate of Document Management of the Office of the Secretary General does not handle internal document deliveries. For information and procedures regarding internal document transfers, please contact the Internal Services Division of the Department of Administrative and Financial Affairs.

10. As an academic unit, how should I handle internal and external correspondence?
Academic units cannot conduct internal or external correspondence directly. For internal correspondence, letters must be addressed to the Office of the Rector, with the relevant academic or administrative unit indicated in parentheses beneath the salutation. For external correspondence, letters should be addressed to the relevant administrative unit, with a request for the document to be forwarded to the external institution. Please refer to the Official Correspondence Presentation for details.

11. As an administrative unit, how should I handle internal and external correspondence?
For internal correspondence, letters must be addressed to the Office of the Rector, with the relevant academic or administrative unit indicated in parentheses beneath the salutation. For external correspondence, administrative units may correspond directly with external institutions under the signature of the Rector or the relevant Vice-Rector (acting on behalf of the Rector) without involving the Office of the Rector or the Directorate of Document Management. Please refer to the Official Correspondence Presentation for details.

12. How can I track the status of mail I have sent?
To track the status of your mail, you can request a tracking code from the Directorate of Document Management. Using this code, you may check the delivery status of your mail on the PTT (Turkish Postal Service) Shipment Tracking page.

13. I would like to submit a petition. What should I do?
Petitions addressed to academic units must be submitted to the Document Registration Office of the relevant academic unit in order to obtain a document registration number. Institutional hierarchical procedures must be observed in such cases. Since administrative units do not have separate document registration offices, petitions addressed to them must be submitted to the Directorate of Document Management of the Office of the Secretary General to obtain a registration number. Additionally, an e-signed petition format has been integrated into the Electronic Document Management System (EBYS), allowing staff members with e-signature authorization to submit petitions electronically.