Code of Professional Practice

BTU SFL Code of Professional Practice

1. Expectations
In compliance with the Turkish Constitution, Law on Higher Education and Civil Servant Law, all BTU staff are expected to commit a policy of equality and diversity which respects the language, religious beliefs, sects, race, colour, ethnicity, sex, identity, class and political opinions of individuals so as to provide their students and their colleagues with the freedom and peace of learning and working, respectively.
Instructors are expected to maintain a high code of professional conduct. We believe that, in order to deliver the highest quality of education to our students, our academic staff must be motivated and dedicated to our mission, vision, and aims. Instructors are expected to fulfill their duties and responsibilities in a timely and appropriate manner. Harboring a sense of team spirit that we find essential to our work, instructors are expected to encourage, assist, and cooperate with one another. Regardless of their level of experience, instructors should be open to professional development and improvement in the field. To this aim, we expect our instructors to collaborate and work for the improvement of our educational programs.
2. Record Keeping
In order to ensure the highest quality of education for our students, instructors are expected to maintain accurate and up-to-date records of student attendance and assessment scores throughout each academic quarter for every course they teach. Records should be maintained in hard-copy format as well as entered into the automation system properly. The procedures for record-keeping are outlined below.

2.1 Student Attendance

Instructors are expected to take attendance every class hour and maintain accurate attendance records, both in hardcopy format and on the automation system. At the beginning of each quarter, instructors will receive the attendance lists for the class(es) they teach. Students must sign in for every class hour they attend. The instructor is then responsible for entering the attendance records into the automation system, which can be accessed from the BTU website (http://obs.btu.edu.tr/) using the instructor’s ID number and password.


Students must attend at least 85 percent of class hours each quarter in order to qualify for the final exam and the opportunity to advance to the next level. Students who fail to meet this threshold receive an automatic failing grade for the quarter and must repeat the level regardless of their exam scores or class average. Given this strict attendance policy, it is imperative that instructors maintain accurate records and enter their attendance into the automation system regularly.


Weekly attendance should be entered no later than the following Monday at 17:00. Students should only be marked present or absent, unless special permission is obtained from the management. At the end of each quarter, hardcopies of the attendance records with student signatures should be delivered to Melih Yener in the Administrative Unit for archiving.


2.2 Assessments and Exams

In addition to maintaining accurate attendance records throughout each academic quarter, instructors are expected to maintain records of student assessment and exam scores. Instructors should maintain the hardcopy versions of the exams or assignments throughout the academic quarter and submit these documents to SFL Student Affairs in the Administrative Unit for archiving in three days after the announcement of the exam results. Additionally, instructors should enter their student exam and assessment scores into the automation system in a timely fashion. Instructors are encouraged to save and double-check the scores that they have entered before publishing the grades on the automation system.


For certain exams, proctors may be required to return the exam envelopes to the Testing Office, where they will be distributed to the assigned grader. This procedure will be assigned prior to the exam and should be followed by all instructors.

3. Working Hours
Official university working hours are as follows. These hours are determined by the Rectorate in accordance with national law and enforced by the SFL management. All teachers are expected to adhere to these working hours unless otherwise given special permission from the management.
Morning: 08.00 – 12.00
Lunch Break: 12.00 – 13.00
Afternoon: 13.00 – 17.00
4. Absenteeism from Work
Instructors are reminded that all leave and absenteeism must be approved by the management, under all circumstances. Even if they do not have any teaching responsibilities scheduled, instructors are required to obtain official permission before travelling outside the city. Instructors should contact the Assistant Directors if they have any questions regarding leave or the process of obtaining permission. Various forms of leave are discussed below.
Annual and Excused Leave
Instructors who have been employed for at least one year are entitled to annual leave of up to twenty (20) days. All annual leave permission must be approved by the SFL management prior to the leave period. Within their first ten years of employment, instructors are entitled to twenty (20) days of annual leave. After ten years of employment, the annual leave period increases to thirty (30) days.
Annual leave must be taken within the current year or the following year; otherwise, unused annual leave days will expire. For instance, annual leave for 2019 can be taken in 2019 or 2020; it cannot be taken in 2021.
If an instructor has been employed for less than one year, he or she is not entitled to annual leave. In such cases, the instructor may take up to ten (10) days of excused leave. To receive permission for excused leave, instructors must submit a petition stating their request for excused leave to SFL management for approval.
Neither annual nor excused leave can be taken on academic calendar days. However, in exceptional cases (e.g. death, health issues, etc.), instructors may request excused leave on academic calendar days. If such requests for leave are granted and cause the instructor to miss a class, he or she must:
• arrange a make-up class as soon as possible or,
• talk to the SFL management and his or her co-workers to arrange for another instructor to cover the missed classes.
Sickness and Health Leave
Instructors who miss work due to health issues are required to submit a medical report within the same day.
Maternity leave is provided for expecting mothers and includes 16 weeks of leave (8 weeks before birth and 8 weeks after birth). Maternity leave must be taken the 3 weeks prior the expected due date. All documents related to maternity leave must be submitted to the SFL management.
Following end of the maternity leave, instructors are entitled breastfeeding leave. Within the first 6 months of birth, instructors are allowed 3 hours of leave per day for the purpose of breastfeeding and childcare. Following the first 6 months, breastfeeding leave is reduced to 1.5 hours per day over the next 6 months.
Attending Academic Conferences
Instructors can receive permission to attend congresses, conferences, seminars and similar events for purposes of academic and professional development. For domestic conferences or events of up to one week in length, the instructor can receive permission from the SFL management. Requests to attend academic conferences must be approved by the SFL Director. International conferences and events exceeding 7 days in length must be approved by the Rector.
Instructors who present presentations or posters at such events may be reimbursed by the University up to a certain amount, as determined by the Rectorate. All reimbursements for both domestic and international events must be approved by the Rector. Instructors are entitled to reimbursement for 2 events per year (1 domestic event and 1 international event, or 2 domestic events) as long as there is no budget restrictions for that academic year.
Instructors should seek approval for leave and travel permission to such events at least one month in advance.

4.1 Cover For Absenteeism

When possible, instructors are encouraged to arrange coverage for their classes missed due to sickness or leave. In such instances, instructors may ask their colleagues to cover and/or to exchange classes. Instructors are responsible for making these arrangements themselves and seeking approval from the management. Any changes to the teaching schedule or exchange of classes must be approved by the Assistant Directors prior to that class hour.


In case of prolonged absenteeism and/or when necessary, the management may assign instructors to cover classes.


4.2 Make-up Classes

Instructors are required to complete a make-up form (telafi formu) prior to conducting their make-up classes. Instructors must complete the form and submit it to the administration for approval prior to their absenteeism, if permission for leave is pre-approved. If permission for leave is not pre-approved, as in case of sickness or emergency, instructors are required to complete and submit the make-up form immediately upon their return to work.


Make-up classes are typically conducted after school, Monday to Friday, and must be completed before the end of the academic quarter.

5. Meetings
The following section describes the meeting schedule and forms used to record and file meeting information. The academic staff meets regularly throughout the year at various levels to discuss teaching, assessment, quality activities and strategies. Meeting agendas are set and shared prior to meetings, and meeting minutes are taken by a pre-designated note-taker. The meeting minutes and a summary report are compiled and filed in the electronic system for future reference. The regular meetings as well as the meeting agendas ensure that sufficient time is provided for the staff to discuss and carry out their duties.

5.1 Meeting Types

Meetings are organized regularly by the SFL management or a specific unit within the SFL to facilitate communication and enhance the quality of the education provided in the SFL. The purpose of these meetings is to provide SFL teaching staff with sufficient time to evaluate and discuss various aspects of the teaching and learning process, including assessment, learning objectives, and teaching activities. The meetings are arranged across multiple levels of the organizational structure to ensure clear lines of communication within the SFL and to ensure that staff members at all levels have the opportunity to actively participate in the planning of teaching and learning objectives and activities.


An overview of the types of meetings organized and the procedures followed for recording and archiving those meetings is provided below:
School Board meetings are organized throughout the year to discuss the status and development of the SFL. They are chaired by the Director of the SFL and attended by board members. They do not follow a set schedule but are called by the Director at regular intervals. As such, the number of meetings per year and the contents of these meetings are flexible.
Coordinators meetings are organized to facilitate communication among Unit and Office Coordinators and the SFL management. The meetings are chaired by an Assistant Director and attended by the Unit and Office Coordinators. At these meetings, the Coordinators and the management discuss the curriculum, assignments, materials, and aims of each skill course to ensure cooperation and consistency within the SFL across skill classes. Coordinators are expected to prepare reports on their respective skill courses prior to the meeting; this information is then shared and discussed at Coordinator meetings. The dates and times of the meetings are determined in advance and announced by the SFL management.


Unit and Office meetings are organized regularly for each Unit and/or Office in order to discuss, reflect, and improve upon the curriculum design, assignments, materials, and aims of the relevant skill course as necessary. The meetings are chaired by the Unit Coordinator and attended by the Team members. The dates and times of the meetings are determined in advance and announced by the respective unit coordinator. At these meetings, Team members are expected to reflect upon the practices of the previous quarter and offer suggestions for the improvement of the course.


Instructors meetings are organized to orient the SFL teaching staff to the curriculum, design, and expectations of each skill course. They are organized by the relevant Unit coordinators and are attended by all instructors. All instructors are expected to attend the meetings in order to enhance communication, clarify expectations, and provide feedback about each course. The purpose of these meetings is to prepare teachers for the skills courses that they will teach or may have to substitute for throughout the year. The dates and times of the meetings are determined in advance and announced by the respective unit coordinator.


In addition to the four meeting types outlined above, other meetings may be arranged throughout the academic year. These meetings include but are not limited to seminars, presentations, and workshops related to SFL administrative issues, professional development opportunities, guest speakers, and other events that may arise throughout the year. The meeting chairs, attendees, dates, and times are flexible, given that these meetings do not follow a fixed schedule.


5.2 Meeting Documents and Document Filing

For each of the meeting types outlined above, meeting documents should be recorded and filed appropriately according to the procedures outlined below in order to ensure clear lines of communication within the organizational structure. The meeting documents are designed to provide a written record of the discussions and actions taken in order to provide for clear and efficient communication at multiple levels.
Three documents are required for each meeting. These documents are:


1.The Meeting Agenda is prepared and delivered to the attendees before the meeting by the meeting chair. The purpose of the meeting agenda is to acquaint the attendees with the topics and tasks that will be discussed at the meeting and to allow the attendees sufficient time to prepare for the meeting.
2.The Meeting Minutes are taken during the meeting by a predesignated note-taker. The note-taker may be a fixed person for each meeting type or different people rotating throughout the semester. The note-taker is announced with the distribution of the meeting agenda and is expected to complete the meeting minutes form with information about the topics discussed and decisions taken. All attendees are expected to initial the meeting minutes.
3.The Summary Report is prepared immediately after the meeting by the meeting chair or an attendee. The summary report provides a brief overview of the meeting discussion and decisions; it serves as a summary record of the meeting for official purposes and as a point of reference for those unable to attend the meeting. All attendees are expected to sign the summary report.

These three documents should be archived properly both in hard-copy and soft-copy by the relevant coordinator or meeting chair. A hard-copy of each document should be retained, and the soft-copy should be properly uploaded to the shared O-Drive in the Meetings folder. Attendees should initial the bottom of the meeting minutes form and sign the summary report before archiving.


6. Communication in the SFL
Electronic communication in the SFL occurs through two major channels: The Electronic Document Management System (EBYS) and e-mail, each of which is described below:

6.1 Electronic Document Management System (EBYS)

In addition to regular meetings, the Electronic Document Management System (EBYS) is used to facilitate communication within the SFL, particularly with regard to administrative issues and the assignment of administrative tasks. The EBYS is an online system used by many state institutions in Turkey to manage official communication within and between departments. In addition to facilitating internal communication within the SFL, the EBYS allows for easy communication between departments of BTU, such as between the Rectorate and the SFL. The EBYS provides a professional, convenient, and accessible platform for official communication and the distribution of tasks.


All staff members (administrative and teaching) are registered to the system automatically with the help of the IT Department. Staff members have access to the EBYS website with the use of the BTU email address username and password. Assignments and official announcements are delivered to staff members through the system, and staff members receive an email confirming the delivery of an assignment. Staff members may access the documents pertaining to the official announcement or assignment by logging onto the EBYS website.


Through the EBYS, official communication is delivered from the SFL management to department staff members. Teachers are accepted to check the EBYS regularly and follow through with any official tasks that have been assigned to them.


6.2 Email Communication

While the EBYS is reserved for official administrative tasks, staff members are expected to maintain regular professional communication through their BTU email addresses. Email addresses are assigned to new staff members upon their arrival to the SFL and can be access through the BTU website. Staff members should check their BTU email on a regular basis for information regarding meetings, assignments, exams, materials, or other issues pertaining to the execution of teaching objectives as well as administrative tasks.


7.Teaching Hours
The SFL teaching hours include five hours of lessons per day on weekdays except for Friday throughout the academic year for a total of 24 hours of lessons per week. Four hours of lessons are conducted on Fridays to allocate time for extra-curricular activities. Instructors are assigned their teaching schedule by the administration at the start of each academic quarter. The timetable for teaching hours is as follows:
8. Dress Code
Instructors are expected to dress cleanly and professionally while at work. Attire should be appropriate for the profession. Instructors are encouraged to pay extra attention to their attire at special occasions hosted by the university or while representing the SFL at meetings, conferences, and formal events.
9. Resources
The following sections provide an overview of the resources and resource distribution processes within the SFL.

9.1 Assessment and Inventory of Resources

Physical Resources
justify">Each year, the inventory of resources within the SFL is assessed and reviewed by the administrative unit. The process of assessing the inventory is led by the SFL Secretary and supported by members of the administrative unit. The assessment includes a count of physical resources available to the SFL and an evaluation of the quality of these resources. During the assessment process, the administrative unit works to ensure that sufficient resources are available to execute the teaching and learning objectives of the SFL.


An inventory list is maintained and updated regularly by the head of Staff Affairs. The inventory list includes all physical resources available to the SFL and is updated to include the distribution and need of resources (e.g. when resources are requested by the academic staff). When additional physical resources are required, the administrative unit is responsible for purchasing such items.


Human Resources
An evaluation of human resources is conducted regularly by the SFL management. The assessment of human resources considers the needs of the SFL with respect to factors such as an increase in student enrolment or an expansion of university departments. The SFL management assesses the academic and administrative staff needs of the department and submits requests to the Rectorate to hire additional personnel.


The SFL management is responsible for and carries out the process of hiring foreign-national staff, with the approval of the Rectorate. To hire Turkish national staff, the SFL Director submits a request to the Rectorate, which is then evaluated and sent to the Council of Higher Education (YÖK) in Ankara for final approval before beginning the recruitment process.


Additional information on the recruitment and hiring processes of academic staff can be found in the relevant sections of this handbook.


Review of Resources
A final review of physical and human resources is prepared each year in concurrence with the Annual Activity Report. As part of this review process, the SFL management and the administrative unit work in collaboration to determine the impact of resources on the educational programs provided by the SFL.


9.2 Distribution of Resources

Office Supplies
Teachers can receive office materials as needed by contacting the Staff Affairs officer. Teachers will be asked to fill out a Resource Request Form (Taşınır İstek Belgesi) indicating the items that they need and the quantity of each item requested. Forms are kept by the Staff Affairs officer, who is also responsible for distributing resources to teachers.


Course Books and Supporting Materials
Teachers can receive a copy of the textbook and other supporting materials used in their courses by contacting the Material Office at the beginning of each academic quarter. Teachers will receive a copy of the Student’s Book, the Teacher’s Book, and audio CDs or online supporting materials as available. Teachers are expected to use these resources in their courses and return them to the Material Office at the end of each academic quarter.


Teachers can also borrow these materials throughout the quarter as necessary, such as when substituting or preparing assessment materials for a course, by contacting the relevant Unit Coordinator. In cases where the course book is not available from the Unit Coordinator, teachers should contact Assistant Directors for assistance in obtaining the necessary course materials.


The Material Office are responsible for storing the textbooks for each course level and maintaining an updated count of available course books for teachers. The Coordinators will work in coordination with the Assistant Directors to ensure that a sufficient supply of textbooks is available to teachers.


Other supporting materials, including additional handouts, worksheets, audio listening files, and dictation files, are available to teachers on the share O-Drive. Teachers should check the relevant course folder in the O-Drive for supporting materials related to their course. The pacing calendars for each course as well as assessment rubrics are also available on the O-Drive.


9.3 Damaged and Lost Materials

Instructors should report damaged or lost materials to the Staff Affairs officer, who will make arrangements for replacement materials and note the relevant changes in the inventory. In cases where the instructor is responsible for the damage to or loss of the good, he or she may be required to compensate financially for its replacement.
In case of damaged or lost course textbooks, teachers should report the damage or loss to the relevant Unit Coordinator, who in turn will report the need for new or replacement textbooks to the Assistant Directors.


10. Proctoring and Grading
Throughout the academic year, instructors are expected to proctor and grade regularly scheduled exams. The exam schedule, including mid-term assessments and final examinations, is announced at the beginning of each academic quarter. Prior to the exam dates, instructors are informed either by the Testing Office or by the relevant Unit Coordinator of their proctoring and grading duties. For in-term examinations, instructors are expected to grade their own class(es)’ assignments unless informed otherwise. For final examinations, proctoring and grading assignments are allocated by the testing office to ensure that each instructor contributes equally to the examination process.
When proctoring, instructors are expected to follow the procedures outlined on the test envelope. Instructors should review the exam procedures prior to the start of the examination and ensure that they have the proper resources, including the correct number of exam sheets and audio files (if necessary). An answer key and/or rubric will be provided by the Testing Office or Unit Coordinator to facilitate the grading of exams. Instructors are expected to follow the answer key and/or rubric as specified by the Testing Office or Unit Coordinator.
Instructors should contact the Testing Office or the relevant Unit Coordinator for any questions related to the administration and grading of exams.