Office

The office of the Uzbekistan State University of World Languages (hereinafter referred to as the Office) is part of the organizational structure approved by the Decree of the President of the Republic of Uzbekistan dated May 23, 2013, No. 1971 “On Measures to Improve the Activities of the Uzbekistan State University of World Languages” and is directly subordinate to the university rector.

The activity of the Office is aimed at ensuring document management and maintaining discipline within the university, as well as organizing the process of preparing documents and delivering them to the responsible persons in a timely manner.

The Office operates in accordance with the Constitution and laws of the Republic of Uzbekistan, decisions and other legal acts of the Supreme Council of the Republic of Uzbekistan, decrees, decisions, and orders of the President of the Republic of Uzbekistan, decisions and orders of the Cabinet of Ministers of the Republic of Uzbekistan, decisions, orders, and other regulatory documents of the Ministry of Higher and Secondary Specialized Education, as well as the University Charter and this Regulation.

The Office's staff consists of a head, clerks, a courier, and an archivist.

Each employee of the Office is responsible for the tasks assigned to them and operates according to their job description.

The structure of the Office’s positions is determined within the limits of the total funds allocated for the university's salary fund. The head of the Office is appointed and dismissed by the rector of the university.

The Office is responsible for the university's seal and stamp, ensuring they are stored in a secure safe.

II. Tasks of the Office:

• Improving the document management and documentation system at the university;

• Optimizing the document circulation system, organizing methodological, coordinating, and control activities regarding document management, working with documents, and archival matters in the university’s structural units;

• Preparing and formalizing documents according to current standards and regulations;

• Monitoring document handling and execution at the university;

• Implementing new methods of document management and working with documents, applying modern information and communication technologies.

In order to fulfill its tasks, the Office performs the following functions:

• Ensuring document handling and document management in the university;

• Timely registration of incoming and outgoing documents, their initial processing, and delivery to the responsible performers based on their relevance;

• Correctly formalizing and monitoring document execution timelines;

• Registration, storage, and transmission of current administrative documents, including university rector's orders and other instructions;

• Developing and implementing regulations and other legal documents regarding document management and office work in the university;

• Providing methodological guidance on organizing office work in university departments, ensuring timely document transfer to the archives;

• Preparing, issuing, duplicating, and distributing service documents;

• Participating in organizing production, operational, and other meetings, providing technical support for these meetings, and handling business trip documentation;

• Promoting the development of document management and improving executive discipline in the university, preparing informational and analytical materials on the current state and prospects;

• Responding to diploma authenticity inquiries (electronic inquiries);

• Registering and distributing requests from individuals and legal entities, distributing them among the responsible parties after receiving clarification from the rector, and monitoring their execution;

• Participating in preparing and executing management decisions, orders, and other directives from university leadership;

• Performing other functions based on the goals and objectives set for the university within the scope of the Office’s authority.

III. Rights of the Office

To carry out its tasks, the Office has the following rights:

• Familiarization with incoming documents and other information materials, systematic registration, and acceptance for use in work;

• Requesting necessary information and data from the university leadership and departments to perform its assigned tasks and functions;

• Studying the status of document management and office work in university departments and coordinating their activities;

• Returning improperly prepared drafts of regulatory legal documents to the executors for correcting deficiencies and providing consultations on their correction;

• Making proposals to improve the document handling and management system in the university and providing reports on completed work;

• Hiring necessary specialists for the Office and changing their positions within its operations;

• Making proposals to the university leadership for improving the qualifications of Office employees, material and moral incentives, and imposing disciplinary actions.

• Participating in meetings organized by the university.