King Faisal University

Center Of Document& Administrative Communication

Coding Goernment Agencies


Illustration of how to use the university internal coding guide Main Jobs :
1. Code (037) is the code assigned to the university – as indicated in the unified government agencies coding scheme;
2- University main jobs were classified and each job was assigned a special consistent code as illustrated in format (6/2/1) below.
3- Additional assisting jobs of each main job were identified and assigned a special code that was derived from the code of the main job as illustrated in format no. (6/2/2) below.
4-Colleges affiliated to the university or branches were allocated special codes as illustrated in the unified coding format of university colleges. The codes were derived from the university code or the branch to which the college is affiliated. This is illustrated in example 1

Example (1): Documents produced from AlHasa
- Code (037) is the university main code. It is written below the name of the university on top of university letters
- Code 7 is that of the Students' Affairs Deanship (main job)
-Code 7/4 is that of Students' Affairs in the Deanship (subsidiary job);
- Let us assume for instance that number of a letter is 500, and then the number of the outgoing letter will be written as follows 500/4/7

Example (2): Documents produced by the university branch in Dammam

- Code 37/16 is that of the university branch in Dammam
- Code 16/7 is that of the Students' Affairs Deanship in Dammam (main job)
- Code 7/4 is that of the Students Affairs in the Deanship (subsidiary job)

Let us assume that the number of a letter is 500, and then the number of the outgoing letter will be written as follows: 7/4/500

Assisting Jobs:
1-The assisting administrative jobs in the university were classified and assigned their special unified codes according to the unified government agencies coding scheme. This is illustrated in format no.6/3/1 below.
2-The sub-units of each assisting administrative jobs were given a special code derived from the code of their related assisting jobs .This is illustrated in format no/6/3/2
3-The assisting jobs related to any main job is assigned its special code in the assisting jobs which is derived from the code of the main job to which it is related.

Example (3):
The Administrative Communication Center (an assisting job), its code 38. It is linked to the office of the University Vice-President for Post Graduate Studies (main job), whose code no. is 4/1/. This means that the assisting job is linked to the main job and is assigned a special code: (4/1/38)


Example (4): Documents issued from Al-Ahsa

-Code no. (037) is the main code of the university. It is written below the name of the university on top of a university letter
- Code no.33 is that of the personnel affairs department (an assisting job)
-Let us assume for instance that the number of the letter is 500, so that the number of the outgoing letter is 33/900

Example (5): Documents issued from the university branch in Dammam

- code no.37/16 is that of the university branch in Dammam
- Code no. 16/33 is that of the personnel affairs department in Dammam (an assisting job)
- Let us assume for instance that the number of the letter is 500 , then the number of the outgoing letter is written as follows : 16/3/900
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