Directorate of Communication and Coordination

The structural organization of the Directorate of Communication and Coordination: structural support unit of the UPT.

Sectors:

Coordination and Partnership Sector

Sector manager: Robert Kodra

contact: rkodra@upt.al

Partnership Specialist: Aulona Beqo

contact: abeqo@upt.al

Coordination Specialist:

Public Communication Sector

Contact: zyraekarrieres@upt.al

Sector manager:

Career Counseling Specialist: Vilma Kume

contact: vkume@upt.al

Specialist for ALUMNI:

Mission and activity:

The Directorate of Communication and Coordination is a supporting structural unit of the UPT, directly subordinate to the Vice-Rector for the scientific side and projects, and follows the problems of communication and coordination of the UPT, in accordance with the decisions of the Council of Ministers, orders and instructions of MASR, with the UPT Statute, with European Union standards in the field of foreign relations, agreements and university cooperation, as well as with the legal framework that regulates the Institution’s activity.

This directorate consists of two sectors and has the following mission:

To support the Institution, the main units and basic units, planning and organizing activities in the field of cooperation with interested parties, agreements and joint projects, at the national and international level, in coordination with the structures and bodies of the UPT.

The main tasks of the Directorate of Communication and Coordination:

The Directorate of Communication and Coordination, in order to fulfill its mission, has the following main tasks:

• It plans, organizes and follows the activity of the Institution, based on the Albanian legislation, in cooperation with the structures and bodies of the UPT.
• Recognizes and implements the standards of the European Union in the field of foreign relations and agreements and university cooperation.
• Communicates with all interested parties, inside and outside the country and exchanges information, in accordance with needs and requirements of mutual interest.
• Covers relations with outside the Institution, with universities, schools, persons, institutions and businesses within the country, with foreign universities, with European university networks and implements the agreements related to them.
• Cooperates with interested parties, inside and outside the Institution, regarding the implementation of agreements, at the national and international level.
• It offers services (training, workshops, courses, etc.), counseling and continuous and orienting support to current students and those who have graduated, regarding the aspects of their professional future, as a direct communication channel between them and the market of work.
• Collects and processes information and provides contacts for foreign universities, primarily for polytechnic/technical universities, or engineering faculties of European universities, that are of interest to the UPT, through inter-university organizations, as well as directly from these universities, for signing and the implementation of agreements of mutual interest.
• Formulates and distributes to the main units the necessary information regarding UPT’s collaborations and agreements with interested parties, in the interest of the educational and scientific activity of the Institution.
• It keeps in touch and communicates continuously with the cooperating institutions during the realization of stages, phases, or special points of the agreements related to them.
• Implements the procedures for carrying out the mobilities of UPT staff and students, as well as guides and informs members of the academic staff, administrative staff and students on the various procedures and problems related to the pursuit of mobilities, throughout all their phases.

Director of the Directorate of Communication and Coordination

1. The Director of the Directorate of Communication and Coordination is appointed by the Rector of the Polytechnic University of Tirana and is directly subordinate to the Acting Rector for the scientific side and projects.
2. The Director of the Directorate of Communication and Coordination has the following powers, responsibilities and duties:
3. It organizes the activities of the Directorate based on all legal and by-laws, on the standards of the European Union in the field of foreign relations and agreements and university cooperation, as well as on the legal framework that regulates the activity of the Institution.
4. Draws up the work plans of the annual activities of the Directorate, the procedures of the main activities developed by the dependent sectors and approves them to the Rector.
5. Builds the “General Communication System” of UPT, the “Communication System” in the framework of External Relations, the “Communication System” in the framework of Student Counseling and the “Communication System” in the framework of Statistics and Information, as and makes the relevant changes, through remedial reviews.
6. Continuously informs and cooperates with the Vice-Rector on the scientific side of projects in the field of communication and coordination, establishment of contacts and agreements with parties with mutual interests.
7. Provides and distributes to the main and basic units of the UPT state standards and European Union standards of bilateral or multilateral agreements and collaborations.
8. Organizes and monitors the activity of relations with outside the Institution, with universities, persons, institutions and businesses within the country, with foreign universities and with European university networks.
9. Organizes the work for the distribution to the main units of the necessary information regarding UPT’s collaborations and agreements with universities/institutions, etc., in the interest of the educational and scientific activity of the Institution, staff and students.
10. It organizes and monitors the work for the distribution of information requested by interested parties, inside and outside the country.
11. Organizes and monitors the work for services (training, workshops, courses, etc.), counseling and continuous and orientational support for students who are enrolled in a first-cycle program, current students and those who have graduated.
12. Plans, organizes and monitors the work for the realization, publication and distribution of various internal and external communication materials (newsletters, leaflets, etc.).
13. It organizes the work and follows the procedures for carrying out staff and student mobilities, during all their phases.
14. Undertakes studies and organizes work in the field of communication and relations with counterpart/partner institutions inside and outside the country, in the field of information that is processed and distributed inside and outside the Institution, as well as in the field of student career counseling, before, during and after their graduation.
15. Orients and organizes the work for the continuous professional training and qualification of employees.
16. Performs the annual assessment of the work of each employee of the Directorate, as well as formulates and submits to the Vice-Rector for the scientific side of the project evaluations for each employee of the Directorate.
17. Implements any special order of the Vice-Rector for the scientific side of projects/ Rector for special, urgent activities or situations and important events in the life of the Institution.
18. It is responsible for cooperation with interested parties, inside and outside the country, for coordinating joint activities, for signing and implementing agreements.
19. It is responsible for publishing the results of the Directorate’s work and giving recommendations for further activities.

Erasmus Subject Code – ISCED Code (EN) \

EPS

ECHE

http://www.ung.si/public/doc/mednarodni/ISCED_Code.pdf

Coordination and Partnership Sector

The Communication and Partnership Sector has a mission and work object:

To cover the relations with outside the Institution and coordinate the work with partner institutions, inside and outside the country, for the implementation of agreements of mutual interest.

Head of the Coordination and Partnership Sector

The head of the Coordination and Partnership Sector is appointed by the Rector and is directly subordinate to the Director of the Communication and Coordination Directorate.

The head of the Coordination and Partnership Sector has the following responsibilities, powers and duties:

1. Has all the written materials of the legal and by-laws, the Statute and the regulations of the UPT, which are related to the fulfillment of the mission of the Communication and Partnership Sector.
2. It has all the documentation and standards of the European Union in the field of foreign relations and university cooperation agreements.
3. Recognizes and implements the objectives and policy of the Directorate of Communication and Coordination in the field of relations with parties of mutual interest, inside and outside the country.
4. Builds the annual work plan for himself and the sector, performance indicators and approves them to the Director.
5. It collects information and provides contacts with persons, universities, institutions and businesses within the country, with foreign universities, with European university networks and presents the processed information to the Director.
6. Acquaints with the agreements signed between UPT and local or foreign universities/institutions and plans the tasks of the sector in the framework of the implementation of the agreements.
7. Under the direction of the Director, formulates and distributes to the main units the necessary information regarding UPT’s collaborations and agreements with universities and institutions, inside and outside the country.
8. Participates and cooperates in activities of the Institution, within the framework of cooperation with universities, institutions, organizations, businesses, in order to initiate and implement agreements of mutual interest.
9. In the framework of cooperation or agreements with universities/institutions inside and outside the country, keeps in touch and constantly communicates the parties to the agreement during the realization of phases or special points, informing the Director and/or directly the Vice-Rector about the scientific side of the projects.
10. Knows and implements the procedures for carrying out mobilities of staff and students of UPT.
11. Maintains continuous communication with the contact points of the parties to the agreement, for the follow-up and implementation of the agreements, during all their phases.
12. Under the direction of the Director, cooperates with the person in charge of the official website of the UPT, for the notification and opening of calls, in accordance with the signed agreements.
13. Under the direction of the Director and in cooperation with the main units, follows and implements the standard procedures for mobility applicants, within the Erasmus+ program and bilateral agreements with foreign universities.
14. Under the direction of the Director and in cooperation with the main units, drafts standard documentation for mobility applicants.
15. Orients and informs members of the academic staff, administrative staff and students on the standards and procedures for pursuing mobilities and issuing visas.
16. Keeps basic data for all agreements with local universities, with local institutions, with local businesses and companies, with foreign universities, with foreign universities within the Erasmus+ program and updates them continuously.
17. Continuously follows the activity of the staff and students before, during and after the mobilities.
18. Under the direction of the Director and in cooperation with the main units, cooperates and supports the Student Council, student organizations of UPT, to create and maintain connections with counterpart organizations of other universities, inside and outside the country, as well as to join in international student associations.
19. Implements any special order of the Director and Deputy Rector for the scientific side and projects, for special, urgent situations and important events of the Institution.

Coordination Specialist

The Coordination Specialist is appointed by the Rector and is directly subordinate to the Head of the Communication and Partnership Sector.

The Coordination Specialist has the following responsibilities, powers and duties:

1. Disposes and studies all written materials related to legal and by-law acts, orders and instructions, the Statute and regulations of the UPT, etc., which are related to the fulfillment of the mission of the Directorate of Communication and Coordination.

2. Collects information and ensures contacts with persons, universities, institutions and businesses within the country, with foreign universities, with networks

European university and presents the processed information to the Head of the Sector.

3. Acquaints with the agreements signed between UPT and local or foreign universities/institutions and plans the tasks in the framework of the coordination of the agreements.

4. Under the direction of the Head of the Sector, participates in the formulation and distribution to the main units of the necessary information regarding the coordination of UPT’s agreements with universities and institutions, inside and outside the country.

5. Under the direction of the Head of the Sector, keeps in touch and constantly communicates the parties to the agreement during the realization of phases or special points.

6. Maintains continuous communication with the contact points of the parties to the agreement, for the follow-up and implementation of the agreements, during all their phases.

7. Draws up basic data with all agreements with local universities, with local institutions, with local businesses and companies, with foreign universities, with foreign universities within the Erasmus+ program and updates them continuously.

8. Knows and implements the procedures for issuing visas at foreign diplomatic missions in the Republic of Albania.

9. Keeps a basic date with the contacts of the foreign missions in the Republic of Albania, in order to secure visas for staff and student mobilities in time, and drafts verbal notes for foreign missions and accompanying letters in support of staff mobilities and of students.

10. Draws up and continuously maintains basic data for staff and student mobilities.

11. Continues cooperation with the external relations staff of universities inside and outside the country, to coordinate the activities of UPT in national and international cooperation.

12. Participates in the drafting and negotiation of cooperation agreements with other universities, inside and outside the country, as well as with other subjects of common interest.

13. Assists the academic and administrative units of UPT, for the fulfillment of objectives in terms of international cooperation and partnership of UPT.

14. Drafts the accompanying letters and other practices in the framework of projects, agreements and cooperation activities abroad and administers the relevant documentation.

15. Implements any special order of the Head of the Sector and the Director, for special, urgent situations and important events of the Institution.

Partnership Specialist

The Partnership Specialist is appointed by the Rector and is subordinate to the Head of the Communication and Partnership Sector.

The Partnership Specialist has the following responsibilities, powers and duties:

1. Disposes and studies all written materials related to legal and by-law acts, orders and instructions, the Statute and regulations of the UPT, etc., which are related to the fulfillment of the mission of the Directorate of Communication and Coordination .

2. Collects information and provides contacts with persons, universities, institutions and businesses within the country, with foreign universities, with European university networks and presents the processed information to the Head of the Sector.

3. Acquaints with the agreements signed between UPT and local or foreign universities/institutions and plans the tasks in the framework of the partnership.

4. Under the direction of the Head of the Sector, participates in the formulation and distribution to the main units of the necessary information regarding the partnership and agreements of the UPT with universities and institutions, inside and outside the country.

5. Draws up basic data with all partner universities, with local institutions, with local businesses and companies, with foreign universities, with foreign universities within the Erasmus+ program and updates them continuously.

6. Maintains and establishes cooperation contacts with the staff of foreign agreements of universities inside and outside the country, in order to increase the spectrum of UPT’s partnership in national and international cooperations.

7. Continuously follows the cooperation with the external relations staff of the universities inside and outside the country, for the activities of the UPT in national and international cooperation.

8. Participates in the drafting and negotiation of cooperation agreements with other universities, inside and outside the country, as well as with other subjects of common interest.

9. Participates in the organization of conferences, seminars and other activities related to projects and partnerships.

10. Drafts the accompanying letters and other practices in the framework of projects, agreements and cooperation activities abroad and administers the relevant documentation.

11. Draws up and continuously maintains basic data for agreements with local universities, with local institutions, businesses and companies, with foreign universities and with foreign universities.

12. Continuously follows the cooperation with the external relations staff of the universities inside and outside the country, for the activities of the UPT in national and international cooperation.

13. Promotes the UPT partnership activities in various activities, inside and outside the country.

14. Drafts the accompanying letters and other practices in the framework of projects, agreements and cooperation activities abroad and administers the relevant documentation.

15. Implements any special order of the Head of the Sector and the Director, for special, urgent situations and important events of the Institution.

Erasmus+ mobility procedure

Annex 1

Annex 2

Annex 3

Annex 4

Annex 5

Annex 6

Annex 7

Public Communication Sector

The Public Communication Sector has a mission and work object:

To cover relations with students who register in a first cycle program, with current students and graduated students, as well as coordinate the work with partner institutions, inside and outside the country, for the implementation of agreements of mutual interest.

Head of the Public Communication Sector

The head of the Public Communication Sector is appointed by the Rector and is directly subordinate to the Director of the Communication and Coordination Directorate.

The head of the Public Communication Sector has the following responsibilities, powers and duties:

1. Has all the written materials of the legal and by-laws, the Statute and the regulations of the UPT, which are related to the fulfillment of the mission of the Public Communication Sector.

2. Has all the documentation and standards of the European Union in the field of communication with the public.

3. Recognizes and implements the objectives and policy of the Directorate of Communication and Coordination in the field of relations with parties of mutual interest, inside and outside the country.

4. Builds the annual work plan for himself and the sector, performance indicators and approves them to the Director.

5. Collects information and provides contacts with persons, universities, institutions, businesses and companies within the country and presents the processed information to the Director.

6. Organizes work, serving the interests and needs for career development of UPT students, through counseling, consultations and sustainable partnerships.

7. Organizes work to inform students about educational opportunities (internships, trainings, scholarships, etc.).

8. Is responsible for advising students graduating from a first-cycle program on the possibility of studying in a second-cycle program at UPT, or other universities abroad.

9. Participates and cooperates in activities of the Institution within the framework of cooperation with universities, institutions, organizations, businesses, in order to initiate and implement agreements of mutual interest.

10. Cooperating and under the direction of the Director, prepares materials for meetings, events for the establishment of cooperation, or the conclusion of agreements of the Institution with persons, universities, institutions, businesses, etc.

11. In the framework of cooperation or agreements with universities, institutions, businesses, etc., keeps in touch and constantly communicates the parties to the agreement during the realization of phases or special points, informing the Director and/or directly the Vice-Rector about the scientific side of the project.

12. Maintains continuous communication with the contact points of the parties to the agreement, for the follow-up and implementation of the agreements, during all their phases.

13. Under the direction of the Director, cooperates with the person in charge of the official website of the Polytechnic University of Tirana, for the announcement and opening of calls, in accordance with the signed agreements.

14. Under the direction of the Director and in cooperation with the main units, collaborates and supports the Student Council, student organizations of UPT, to create and maintain connections with counterpart organizations of other universities, inside and outside the country, as well as to joined international student associations.

15. Implements any special order of the Director and Deputy Rector for the scientific side and projects, for special, urgent situations and important events of the Institution.

Career Counseling Specialist

The Career Counseling Specialist is appointed by the Rector and reports to the Head of the Public Communication Sector.

The Career Counseling Specialist has the following responsibilities, powers and duties:

1. Disposes and studies all written materials related to legal and by-law acts, orders and instructions, the Statute and regulations of the UPT, etc., which are related to the fulfillment of the mission of the Directorate of Communication and Coordination .

2. Collects information and ensures contacts with students, persons, universities, institutions and businesses and presents the processed information to the Head of the Sector.

3. Plans, organizes and carries out the collection of information and the provision of contacts (addresses, telephone numbers, names of leaders, etc.) in relation to the pre-university institutions of interest, in particular with the secondary schools of the country, preparing and providing the relevant information.

4. Plans and organizes meetings in secondary schools of the country, of interest to UPT, for the presentation of materials in order to recognize and increase the preference for following study programs at UPT.

5. Under the direction of the Head of Sector, participates in the formulation and distribution to the main units of the necessary information related to career counseling.

6. Provides various services in the interest of students, through counseling, consultations and sustainable partnerships.

7. Continuously informs students about all assistance services offered by the Career Counseling Office.

8. Identifies and informs students about educational opportunities (internships, trainings, scholarships, etc.).

9. Advises UPT students, who graduate from a first-cycle program, on the possibility of studying in a second-cycle program at UPT, or other universities abroad.

10. Maintains continuous communication with students regarding personal concerns related to career decisions and presents these to the Head of Sector.

11. Helps and assists students in preparing CVs, letters of interest for work, etc., as well as appearing in various job interviews.

12. Organizes various promotional and informative activities.

13. Informs students, who have completed their studies in the cycle of secondary education, about the study programs offered by UPT, the admission criteria, as well as the Institution’s policies.

14. Promotes UPT’s partnership activities in various activities with students and student associations.

15. Implements any special order of the Head of the Sector and the Director, for special, urgent situations and important events of the Institution.

Specialist for ALUMNI

The ALUMNI specialist is appointed by the Rector and reports to the Head of the Public Communication Sector.

The ALUMNI specialist has the following responsibilities, powers and duties:

1. Disposes and studies all written materials related to legal and by-law acts, orders and instructions, the Statute and regulations of the UPT, etc., which are related to the fulfillment of the mission of the Directorate of Communication and Coordination .

2. Disposes and studies all materials related to the fulfillment of the mission of the structure of relations with students and alumni.

3. Under the direction of the Head of the Sector, participate in the formulation and distribution to the main units of the necessary information regarding ALUMNI.

4. Orients and informs the counseling centers near the faculties on the various procedures and problems related to the alumni who have graduated from these faculties.

5. Cooperates with the UPT Student Council on issues of alumni and issues of their activities.

6. Cooperates with the counseling centers near the faculties and with the heads of the faculties for the planning, organization and implementation of informative meetings regarding the duties and rights of students and academic staff.

7. Cooperates with various organizations and institutions, for the problems of employment of graduate students, (alumni) of UPT.

8. Organizes meetings with groups of newly graduated students, to advise them about the standard employment procedures and the completion of the necessary documentation for employment.

9. Keeps basic data with the addresses of UPT alumni and informs about them the structures interested in UPT.

10. Maintains database data, regarding the names and contacts of industrial enterprises, companies, or institutions, where UPT graduate students can be employed.

11. Receive information from specialized institutions (INSTAT, district employment offices, employment agencies, etc.) about the existence of enterprises

industrial, companies, or institutions where UPT graduate students can be employed.

12. Organizes meetings with UPT alumni, on matters of interest to UPT and alumni, cooperating with faculty leaders.

13. Plans and organizes, with the support of the Head of the Sector, job fairs in the premises of the UPT.

14. Implements any special order of the Head of the Sector and the Director, for special, urgent situations and important events of the Institution.