ADMINISTRATIVE STAFF REGULATION

Purpose and legal basis
ARTICLE 1-(Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) This regulation regulates the general principles of the rights and responsibilities of the administrative staff of Izmir University of Economics and their working conditions.

(2) The provisions of the Labor Law No. 4857, the Social Security Law No. 5510, the Occupational Health and Safety Law No. 6331, the Personal Data Protection Law No. 6698 (KVKK), and other laws, decrees, and regulations related to working life remain reserved.

Scope
ARTICLE 2- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) This regulation covers administrative staff working at Izmir University of Economics based on a service contract. In addition, all personnel working at the Izmir University of Economics address for all companies with which Izmir University of Economics has established a principal-subcontractor relationship are also subject to this regulation.

Definitions
ARTICLE 3- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

Personnel policy
ARTICLE 4- (Deleted SD 14.05.2025-554-B1 BTD 19.06.2025-100)

Personnel committee
ARTICLE 5- (Deleted SD 14.05.2025-554-B1 BTD 19.06.2025-100)

Human resources policy and principles (Title changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 6- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) IUE Human Resources policies are determined by the Senate in accordance with the strategic plan prepared to fulfill the mission and vision of our University.

Determining positions
ARTICLE 7- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) Taking into account the changes that might occur due to strategic plan and institutional priorities, the staffing requests made by the units are reviewed by the General Secretariat and included in the standard staffing process. This planning is carried out by the relevant unit managers, the Secretary General, and the Directorate of Human Resources. After approval by the Rector and the Board of Trustees, the “Annual Personnel Budget” is prepared.

(2) If there is no standard staffing shortage for the requested personnel in the relevant unit, the standard staffing is updated after the Board of Trustees approves the request, provided that the need is justified.

Recruitment process (Title changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 8- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) Administrative personnel recruitment is carried out based on the norm positions confirmed by the Board of Trustees. If a personnel requirement arises during the year, it is presented to the Board of Trustees.

ARTICLE 9-(Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) After the relevant unit manager fills out the administrative personnel request form, taking into account the standard staffing levels, and submits it to the Directorate of Human Resources, the search for candidates begins.

Methods to be followed in personnel recruitment (Title Added SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 10- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) Personnel requirements are primarily to be met through internal promotion or rotation within the institution.

(2) If it's possible to fill the relevant position by promoting or rotating existing employees, a proposal will be prepared by the Directorate of Human Resources and submitted for the Secretary General's approval. Employee competencies, education level, and internal performance will be among the selection criteria. With the Secretary General's approval, an evaluation meeting will be organized, with the knowledge of the employee's current manager, involving both the employee and the manager requesting the position. If the discussion is positive for both parties, the Directorate of Human Resources will determine the employee's job change date and issue an assignment letter.

(3) If there's no personnel within the institution capable of filling the position, the Directorate of Human Resources will begin searching for candidates through the Human Resources Candidate Pool, Internal Referrals, and Career Portals (e.g., Kariyer.net, LinkedIn, alumni relations office, etc.).

General requirements for candidates
ARTICLE 11-(Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) To be employed at the University, candidates should fulfill the following requirements:

Assignments
ARTICLE 16- (Changed 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) Personnel may be assigned to domestic assignments with or without per diem allowances for up to 15 days for reasons related to research, training, seminars, representation, or other reasons required by the assignment, upon the recommendation of the relevant unit manager and approval of the Secretary General. For assignments exceeding this period, either domestically or abroad, the recommendation of the relevant unit manager and Secretary General must be submitted to the Rector for approval.

(2) Travel expenses and other payments to be made for assignments within the country and abroad shall be made with the approval of the Secretary General in accordance with the relevant internal regulations.

Performance evaluation
ARTICLE 17- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) Performance evaluation is carried out to ensure that the effectiveness and efficiency of institutional and individual efforts aimed at achieving strategic goals set in line with the University's strategic plan, mission, and vision are evaluated using fair and objective criteria, to recognize and distinguish success, and to lay the groundwork for employee development, appointment/promotion, and reward processes. 

Promotion
ARTICLE 18- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) Upon the request of the unit manager to whom the employee is assigned, the employee is promoted to a higher position with the recommendation of the Director of Human Resources and the Secretary General, and the approval of the Rector and the Board of Trustees. In order for staff to be promoted, there must be a vacancy in the relevant unit's standard staffing level. If there is no vacancy in the relevant unit's standard staffing level, promotion will be carried out after obtaining the approval of the Board of Trustees, with the need being justified.

Leave of Absence
ARTICLE 19- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) The fundamental principle in the use of leave is to ensure that employees take their entitled leaves within the relevant year, while, as much as possible, not disrupting the workflow at the University. In accordance with the provisions of the Labor Law, personnel who have completed one year of employment at the University, including the probationary period, are entitled to paid annual leave as follows:

a) 14 working days for those who have completed 1-5 years (including 5 years),
b) 20 working days for those who have completed 6-14 years,
c) 26 working days for those who have completed 15 years (including 15 years) or more.

(2) However, the period of paid annual leave granted to workers aged 18 or younger and workers aged 50 or older cannot be less than twenty days.

(3) Personnel requesting annual leave must complete the “Paid Annual Leave Request Form” no later than 3 days before the start of the leave, and after obtaining the necessary managerial approvals, must deliver a signed hard copy of the form to the Directorate of Human Resources.


Pregnancy and maternity leave (Article added SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 19/A- (1) Personnel must inform the institution of their pregnancy from the day they learn of it, by submitting a medical report prepared by a doctor.

(2) In the case of pregnancy and maternity, a “Birth Undertaking” shall be signed, and the provisions stated in Article 74 of Labor Law No. 4857 shall apply.


Military service(Article added SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 19/B- (1) The provisions of the Military Recruitment Law No. 7179 and Article 31 of Labor Law No. 4857 apply regarding compulsory military service.

(2) In cases where personnel perform short term military service (bedelli askerlik) and do not terminate their employment contract due to military service, they shall be granted unpaid leave.


Paternity, marriage, and bereavement leave(Article added SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 19/C - (1)   The provisions of Additional Article 2 of Labor Law No. 4857 apply regarding the duration of paternity, marriage, and bereavement leave.

Unpaid leave (Article added SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 19/Ç - (1) In case of a justified request, unpaid leave of up to 2 months requires the approval of the Rector; for requests of 2 months or more, the approval of the Board of Trustees is required.


Deputation, additional duties
ARTICLE 20- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) In cases deemed appropriate by the manager, personnel may be assigned additional duties alongside their own duties, provided that these are suitable to their education, experience, skills, and position, or may be asked to act as a deputy.

Disciplinary procedures (Title changed SD 14.05.2025-554-B1 BTD 19.06.2025-100
ARTICLE 21- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) Disciplinary measures are applied to ensure that staff members can carry out their duties within the institution in a peaceful and proper manner, that university services are conducted in a cooperative manner, and that the institution's reputation is protected, as well as to ensure that staff members comply with the responsibilities imposed on them by university regulations.

(2) Basic principles:

a) Personnel are obliged to know all legislative provisions relevant to their duties, including all regulations, procedures, and policies applied within the University, and must act in compliance with them.

b) While performing data processing activities, personnel are obliged to act in accordance with all legislation on data security, confidentiality, and the protection of personal data, as well as all policies, rules, and instructions regarding the protection of personal data and ensuring information security.

c) Acts defined as crimes or disciplinary offenses in the legislation applicable to personnel, as well as acts defined as disciplinary violations under the University's regulations, bylaws, and other internal rules, along with intentional and negligent behaviors contrary to established rules, also constitute disciplinary violations. In the event of a disciplinary violation, the disciplinary process must be conducted in accordance with this regulation. 

(3) Violation notification: In case of observing, learning about, or being exposed to a disciplinary violation, it must be immediately reported to the Directorate of Human Resources with a written petition. The said violation is then reported by the Directorate of Human Resources to the General Secretariat.

(4) Evaluation of the violation: The evaluation is conducted in accordance with Labor Law No. 4857, Higher Education Law No. 2547, and the relevant regulations, bylaws, and other internal regulations of IUE.

(5) Disciplinary investigation process: Upon receiving a notification regarding a violation, the written defense of the concerned personnel is requested by the Directorate of  Human Resources via a Defense Request letter. A reasonable period is granted from the date the letter is delivered to submit the written defense. If deemed necessary, the Directorate of Human Resources may collect evidence related to the behavior constituting the disciplinary violation.

(6) After evaluating the collected evidence and the defense, the Disciplinary Board decides within a reasonable period on the sanction to be applied (excluding the statutory limitation periods stipulated in the relevant articles of Labor Law No. 4857). The decision resulting from the investigation is reported to the unit manager of the person investigated and is immediately served to the person investigated either in person or in accordance with Notification Law No. 7201.

ARTICLE 22- (Deleted SD 14.05.2025-554-B1 BTD 19.06.2025-100)
 

Disciplinary Action
ARTICLE 23-(Deleted SD 14.05.2025-554-B1 BTD 19.06.2025-100)

Warning Penalties (Title changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 24- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) Verbal Warning: A verbal warning shall be given to an employee who displays carelessness or lack of interest in the complete and timely execution of their responsibilities and any additional duties assigned, or who is indifferent or acts irregularly/negligently in adhering to the procedures and principles set by the institution at the workplace. The unit manager issuing the verbal warning shall do so with the support of the Directorate of Human Resources. A report shall be prepared by both the unit manager giving the verbal warning and the personnel assigned by the Directorate of Human Resources, documenting that the verbal warning was given and detailing its content. This report shall be kept in the employee’s personnel file.

(2) Written Warning: If the behavior constituting a disciplinary violation does not warrant termination of employment based on just or valid cause as defined in Labor Law No. 4857, then a written warning shall be issued. The following acts and behaviors require a written warning:
a) Repeating an offense defined in paragraph one of this article after having previously received a verbal warning,
b) Showing indifference or acting carelessly in the protection, use, and maintenance of tools and equipment provided by the University, using them inappropriately or causing damage,
c) Arriving late, leaving early, or leaving the workplace without excuse or permission,
d) Engaging in tasks unrelated to one’s duty during working hours,
e) Intentionally submitting improper complaints (e.g., making complaints to persons or units not designated to receive them) or making unfounded complaints,
f) Engaging in behavior that disturbs other employees or disrupts workplace harmony,
g) Acting in a manner that undermines the reputation of the University in interactions with personnel or third parties,
h) Failing to respond in a timely manner or causing delays in responding to inquiries made by legally or administratively authorized bodies without a valid reason,
i) Providing incomplete, incorrect, or no information or documents to the University or its affiliated units in matters that are required to be reported to public authorities or during internal or external audits and inspections,
j) Failing to take necessary measures to ensure efficient and peaceful working conditions in areas under their responsibility, or tolerating disruptive behavior,
k) Sharing content on social media or other public platforms that may damage the institution’s reputation, even if such behavior does not justify termination under Labor Law No. 4857,
l) Showing indifference to completing legally or institutionally mandated training, or failing to complete such training despite reminders,
m) Sharing highly confidential, personal information (such as salary, rank, performance scores, and bonus data) with other University employees. 
 

Threat of Dismissal
ARTICLE 25- (Deleted SD 14.05.2025-554-B1 BTD 19.06.2025-100)
 

Termination of employment contract (Title changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 26- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) In the event that the employer determines that the employee's disciplinary violation constitutes grounds for termination under the relevant provisions of Labor Law No. 4857, the employee's employment contract shall be terminated.

(2) In the event of a disciplinary violation resulting in termination of the employment contract, a notice of termination shall be prepared and served on the individual within a reasonable period of time, except for the limitation periods that must be observed in accordance with Article 25 of Labor Law No. 4857.


ARTICLE 27- (Deleted SD 14.05.2025-554-B1 BTD 19.06.2025-100)


Social rights
ARTICLE 28- (1) The employee can benefit from the social rights indicated in the relevant regulation.


Personnel file
ARTICLE 29- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)

(1) The Directorate of Human Resources creates a personnel file for each employee. This file contains the documents that the employee is required to submit upon joining the institution, personnel evaluation forms, correspondence related to appointments, promotions, awards, leave, illness, disciplinary penalties, documents related to the termination of the employment contract, and letters of resignation.

(2) The confidentiality of personnel files is fundamental; they shall not be disclosed or shown to anyone other than authorized persons.

(3) Personnel files are kept in the Directorate of Human Resources for the legally required period of time, even if the employee's employment relationship has been terminated.


Release Procedures (Title changed SD 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 30- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) Personnel whose ties with the University have been severed must, before leaving, hand over any information and documents under their responsibility, as well as any advances, vehicles, equipment, etc., and any fixed assets in their possession. To do this, they must initiate the Personnel Termination Form process via the Document Management System.

(2) Personnel shall be personally liable for any damage or loss incurred by the University as a result of failure to comply with this obligation and shall be responsible for compensating the University for any damage incurred.


Letter of release
ARTICLE 31- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) After all receivables have been paid to the employee whose service contract has ended, a letter of release stating that the employee has no outstanding receivables and has received all receivables due for the period of employment is obtained by the Directorate of Human Resources and kept in the employee's personnel file.


Severance pay
ARTICLE 32- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) Employees whose service contracts have ended are paid severance pay in accordance with the principles set forth in the Labor Law.


Enforcement
ARTICLE 33- (Changed SD 14.05.2025-554-B1 BTD 19.06.2025-100) (1) The Rector enforces the provisions of this regulation. All administrative staff are responsible for acting in accordance with the provisions of this regulation. Any amendments made to this regulation and any new provisions added shall be legally binding on employees, provided they do not conflict with the law.


Non-provisional circumstances (Article added 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 33/A- (1) In all matters not covered by this regulation that regulate work and working life, the provisions of Labor Law No. 4857 and related legislation shall apply.


Amendments (Article added 14.05.2025-554-B1 BTD 19.06.2025-100)
ARTICLE 33/B - (1) This regulation may be amended by the decision of the Senate.


Effectiveness
ARTICLE 34- (Changed 14.05.2025-554-B1 BTD 19.06.2025-100) (1) This regulation takes effect on the date of its approval by the Board of Trustees following the Senate decision.

Enforcement: This regulation entered into force on November 27, 2001, with the decision of the Board of Trustees No. 10/9.
Amendment: SD14.05.2025-554-B1 BTD 19.06.2025-100