A procedural manual is an organizational reference that defines the approved procedures and operational steps for performing tasks and functions within an entity. It aims to standardize practices, organize workflows, and clearly define roles, responsibilities, and authorities, thereby ensuring procedural clarity and sound implementation. The procedural manual also contributes to strengthening institutional governance, enhancing performance efficiency, and achieving compliance with relevant laws, regulations, and instructions.
Importance of the Procedural Manual
1. Enhancing Performance Quality and Transparency
• Clearly and precisely defines procedures and policies, improving institutional performance.
• Helps delineate responsibilities and accountability, fostering trust among different departments.
2. Improving Institutional Efficiency
• Ensures optimal utilization of financial and human resources.
• Supports quality control of academic and administrative services.
3. Reducing Risks and Administrative Corruption
• Clear delegation and oversight policies reduce opportunities for violations or manipulation.
• Facilitates proactive and systematic risk management.
4. Ensuring Alignment with National Regulations
• Aligns with the requirements of the Ministry of Education and the Council of University Affairs.
• Supports the implementation of national frameworks, including the New Universities Law and related bylaws.
5. Supporting Institutional Accreditation Standards
• The availability of a documented procedural manual is a fundamental requirement for national and international academic accreditation.
• Contributes to documenting processes and clarifying roles and outputs for each department.
6. Enhancing Stakeholder Engagement
• Ensures the involvement of colleges, students, and the community in decision-making.
• Encourages the establishment of advisory councils and specialized committees.
7. Alignment with Saudi Vision 2030
• Supports the transition toward financial and administrative autonomy for universities.
• Reinforces the concept of productive and investment-oriented universities.
8. Continuous Development and Adaptability to Change
• Establishes a dynamic and flexible system that enables continuous review and updating of policies and procedures.
• Ensures rapid responsiveness to academic and technological developments.
Objectives of the Procedural Manual
The procedural manual aims to achieve the following:
1. Standardize procedures and operational mechanisms within the entity to ensure consistency and fairness in implementation.
2. Clarify roles, responsibilities, and authorities, and prevent overlap or duplication of tasks.
3. Enhance the efficiency and effectiveness of institutional performance and improve the quality of services provided.
4. Strengthen principles of governance, transparency, accountability, and regulatory compliance.
5. Support business continuity and reduce operational and administrative risks.
6. Enable employees to perform their duties with clarity and confidence, and facilitate training and knowledge transfer.
7. Support decision-making based on clear and approved procedures.
8. Contribute to achieving the entity’s strategic objectives and alignment with national directions and the Kingdom of Saudi Arabia’s Vision 2030.
A centralized electronic system that consolidates all official documents and records related to legislation, laws, regulations, and decisions issued within a government entity, whether ministerial, regulatory, or administrative in nature.
The system aims to collect, organize, preserve, and make legislative materials available through automated means, enabling all stakeholders to quickly access accurate and reliable information whenever needed.
The Legislative Database is considered a key governance enabler, as it contributes to:
• Enhancing transparency and accountability.
• Strengthening institutional control and regulatory compliance.
• Supporting oversight reporting and internal auditing.
• Fulfilling the requirements of the Guiding Manual for the Governance of Public Entities issued by the Adaa Center and the Expenditure and Projects Efficiency Authority.
Objectives of the Database
1. Establish a single, unified source of legislative information within the entity to ensure consistency and avoid duplication.
2. Facilitate access to legal and regulatory documents for employees and decision-makers.
3. Enhance institutional governance efficiency by enabling departments to rely on accurate and officially approved legislation.
4. Promote transparency and compliance by making laws and regulations accessible to all relevant stakeholders.
5. Support informed decision-making through the immediate availability of precise legal data.
Key Benefits
1. Ease of Access and Sharing: Enables various departments and stakeholders to access documents at any time and from any location.
2. Reduces reliance on paper archives and saves significant physical storage space.
3. Protects documents from damage or loss through digital backup mechanisms.
4. Accelerates search and retrieval processes through intelligent indexing.
5. Improves the quality of administrative decisions by providing trusted legal references.
6. Enhances internal compliance efficiency in the implementation of procedures and policies.
7. Enables continuous and seamless updating of any new or amended legislation or regulation.
8. Documents the full lifecycle of each record, from initial approval through amendment or repeal.
Proposed Operating Mechanism
1. Collect legislative materials from departments and official sources.
2. Review and approve documents by the Legal Department or the Governance, Risk, and Compliance Department.
3. Classify and index documents according to type, date, and issuing authority.
4. Conduct periodic updates to monitor amendments and newly issued decisions.