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Office Of Secretariat

Q1：Where can I find the regulations and methods of MCUT?
Q2：How to handle the procedures for the formulation and amendment of regulations?
  • Each unit shall submit the implementation and amendment provisions of the regulations to the meeting for review. After the review is completed, a written application form for changes in the regulations of MCUT must be submitted. The content of the form must be specified, and it must first be checked to see if the internal control manual/operational guidelines/related units need to be revised. The process is to be approved according to the workflow. After the approval is completed, the personnel office will be provided with the system upload number, and the case will be closed upon completion.
Q3：How to apply for a copy of the certificate of legal entity registration?
  • Each unit may directly request a copy from the handling staff in the Office of Secretariat according to their needs. However, to meet the usage requirements, please specify the purpose and number of copies on the application form.
Q4：How to check the approval process for written official documents?
  • If a QR-code is created and posted, each signing unit should record the receipt and delivery scans. The inquirer can use a computer or mobile phone to track the document flow.
  • If there is no QR-code, the delivery process should be checked directly with the process unit according to the delivery sequence indicated on the document.
Q5：How to invite or schedule an appointment with the president?
  • To invite or schedule an appointment with the president, please contact Ms. Chen at 02-2908-9899, ext 2010.
Q6：How to handle petitions and complaints?
  • If you know which unit handles the matter, you can first report it to that unit (or supervisor) for initial handling.
  • Petitions and complaints should be signed and clearly state the content. They can be submitted through the school mailbox or the president's mailbox. Upon receipt, the President's Office will immediately register and manage the case. After investigation and handling, a response will be provided to the petitioner.
Q7：How to report issues related to teacher grievances?
  • Teachers who believe that measures taken by the school concerning their personal matters are illegal or improper and have harmed their rights may submit a written complaint to the Office of Secretariat using the Ming Chi University of Technology Teacher Complaint Form.
  • If a person is dissatisfied with the decision of the 'Teacher Complaint Review Committee,' they may appeal to the 'Central Teacher Complaint Review Committee' of the Ministry of Education.
Q8：How to apply for a seal or stamp on student documents?
  • You can first contact the Registrar's Office for assistance with the application. The Registrar's Office will complete the seal application form and handle the necessary documents. You can either go in person to the President’s Office on the second floor of the Academic Building to have the seal applied or delegate the task to the staff at the Registrar's Office for assistance.
  • The seal application form will be retained by the President's Office for record-keeping.
Q9：How to apply for a seal or stamp on school documents?
  • After completing the seal-related matters on the processing form, the requesting unit should fill out a seal application form, have it signed by the unit supervisor, and then attach it to the completed processing form to be sealed at the President's Office in the Academic Building.
  • For documents that do not require a processing form, fill out the seal application form and attach the relevant documents. After approval by the president or authorized supervisor, the seal can be applied.
Q10：Procedures for handling campus sexual harassment/sexual assault/sexual bullying/workplace violence for faculty and staff.
  • Bravely and loudly say 'No' and stop the behavior: 'Please stop these unwanted touches or words; respect my feelings.' Inform a trusted supervisor, colleague, or friend, and seek assistance.
  • Document the process / time / location of the bullying incident and gather evidence (witnesses / material evidence such as cameras / social media conversations / notes / recordings, etc.).
  • Legal action: You can first file a complaint or report to the school’s complaint unit.
  • Complaint Contact: Personnel Office, Ms. Dai, TEL：02-2908-9899, Ext 2032 / 2nd Floor, Academic Building Email: maymay@mail.mcut.edu.tw
Q11：How to apply for personal data protection or changes?
  • If you are a student, please contact the Registrar's Office to handle personal data changes and related applications.
  • If you are faculty or staff, please contact the Personnel Office to handle personal data changes and related applications.
  • Each unit should handle operations according to the university's 'Personal Data Collection / Processing / Use and Security Management Procedures.'
Q12：How to inquire about school meeting records?
  • The Office of Secretariat has records of school affairs and administrative meetings. You can find the Ming Chi University of Technology's administrative and school affairs meeting records by visiting the campus portal / network folder / all-school meeting records / school meeting records.
  • MCUT
Q13：How to access the school's public affairs information website?
  • All school information is synchronized with the Ministry of Education's higher education public affairs information platform. The content is categorized into five main areas: student, faculty, research, administrative, and financial. You can check this information on the school's public affairs and financial information website.
Q14：What is the procedure for expediting cases in the Notes system?
  • The first follow-up will be conducted after 3 days, the second follow-up after another 3 days, and the third follow-up after an additional 3 days. If an extension is requested after the second follow-up, the follow-up count will still be retained. Please pay attention to the dates to avoid reaching the third follow-up.
  • When the Office of Secretariat receives a follow-up message, it will notify the requester and the current handler by phone and email to promptly log into NOTES to address the matter.
  • The number of follow-ups will be tallied monthly and annually. If an individual has too many follow-ups, the Personnel Office will record it and deduct points from their annual performance evaluation.
  • Please avoid reaching 5 follow-ups in NOTES (the requester will need to explain the reason and submit it for approval to the president). If there are any issues with the NOTES system, you can contact Mr. Liu, Head of the Library and Information Services, at ext 2265."
  • Please assist in notifying the followed-up colleagues to handle the cases promptly during the first follow-up (if an extension is needed, it should be applied for immediately to avoid further follow-ups by NOTES) to reduce the number of overdue follow-ups. Each unit should continue to reduce the number of multiple follow-ups and improve administrative efficiency.
Q15：Procedures for handling incidents of campus sexual assault/sexual harassment/sexual bullying for students.
  • Bravely and loudly say 'No' and stop the behavior: 'Please stop these unwanted touches or words; respect my feelings.' Inform a trusted supervisor, colleague, or friend, and seek assistance.
  • Document the process / time / location of the bullying incident and gather evidence (witnesses / material evidence such as cameras / social media conversations / notes / recordings, etc.).
  • Legal action, in accordance with the 'Regulations for the Prevention of Campus Sexual Assault, Sexual Harassment, or Sexual Bullying,' Chapter 4: Mechanisms, Procedures, and Remedies for Handling Campus Sexual Assault, Sexual Harassment, and Sexual Bullying. Article 9 states that when an incident of campus sexual assault, sexual harassment, or sexual bullying occurs, the victim or their legal representative, or the whistleblower, may apply in writing to the school's Gender Equality Education Committee for investigation or report the incident.
  • Contact point at the Office of Student Affairs: Miss.Wu, TEL:02-2908-9899, Ext 2319 / 2nd Floor, Gymnasium Email: judy@mail.mcut.edu.tw