H.H. Sheikh KHALIFA BIN ZAYED AL NAHYAN · H.H. Sheikh KHALIFA BIN ZAYED AL NAHYAN President of United Arab Emirates. H.H. Sheikh MOHAMMED BIN RASHID AL MAKTOUM Vice President and

H.H. Sheikh

KHALIFA BIN ZAYED AL NAHYANPresident of United Arab Emirates

H.H. Sheikh

MOHAMMED BIN RASHID AL MAKTOUMVice President and Prime Minister and Ruler of Dubai

H.H. Sheikh

HAMDAN BIN MOHAMMED BIN RASHID AL MAKTOUMCrown Prince of Dubai and Chairman of the Dubai Executive Council

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AFU STAFF HANDBOOK 2018 - 2019

TABLE OF CONTENTS

Welcome Message from AFU PresidentAFU Organizational ChartAbout AFUAFU VisionAFU MissionIntroductionInstitutional Goalsa. Short Term Planning Goalsb. Long Term Planning GoalsPurpose of Staff Handbook1. Definition and categories of staff in AFU2. Administration Organization3. AFU Personnel Management4. Employment Policy5. Terms of Employment 6. Employee Leave Policy 7. Employee Compensation Policy 8. Timekeeping and Payroll9. Promotion Policy 10. Work Conditions and Hours 11. Conduct and Disciplinary Action12. Professional Development12.1 Staff Participation in Committees13. Staff Grievance Policy and Procedures 13.1 Staff Appeals Policy and Procedures14. AFU Work Enviroment 14.1 Harassment Policy 14.2 Drug Free Workplace 14.3 Violence in the workplace 14.4 Security Inspections 15. Role of AFU Staff in governance and participation on Committees16. Cultural Adaptation 16.1 Dubai and Culture of the UAE 16.2 UAE Demographics

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Welcome Message from AFU President

Dear Colleagues,

The establishment of Al Falah University (AFU) is an expression of the wise attitude of our leadership towards education and its role in the welfare of society.

In this modern and constantly changing world of ours, universities have stepped beyond the realm of teaching paradigm to become centers for learning, scientific research and community engagement.This development necessitates that Al Falah University should also transform itself into an establishment that fosters students’ intellectual growth and adopts scientific research that aims at identifying problems and proposing solutions in order to push ahead with reform and overall development.

Under the patronage of our leaders the country has achieved high levels of economic, educational and social accomplishments. The role of AFU is to effectively contribute to the development which the UAE is experiencing and to help pave the way for the prosperity that lies ahead.

Prof. Abdelhafid Belarbi AFU President

Al Falah University Dubai, United Arab Emirates

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Al Falah University Organizational Chart

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ABOUT AFUAL FALAH UNIVERSITY (AFU) is approved and licensed by the UAE Ministry of Education. As a brand new institution of higher education, both English and Arabic are used as mediums of instruction. The main AFU campus is located near Dubai Festival City and Dubai Creek, in Dubai, United Arab Emirates.AFU accepts students from the UAE as well as from many Arab and foreign countries. The university offers accredited Bachelor degree programs through its various colleges: the College of Business Administration, the College of Mass Communication and the College of Law. AFU also offers a number of graduate programs. The university plans to apply for additional new programs to the Ministry of Education. Should these programs be granted accreditation, they will be also offered by AFU in the future._____________________________________________________________

AFU VISION AFU’s vision is to distinguish itself as one of the premier universities in both the UAE and the GCC through academic research, educational excellence, experiential learning, pursuit for knowledge and constant intellectual exploration. For all stakeholders alike, AFU aims to sustain an innovative educational environment that adds value through student experiences in logical reasoning, critical thinking, applied skills and creativity. AFU adheres to the international standards and can be recognized for the significant progress while preserving local cultural and ethical values of the UAE and GCC. AFU aims to achieve local and international recognition for academic programs, research and community services. _____________________________________________________________

AFU MISSIONAFU is an educational institution located in the heart of Dubai that fosters excellence in multi-disciplinary teaching, research, and community engagement. The university offers coeducational undergraduate and graduate programs to a range of national and international students. By engaging in critical and analytical thinking, creative problem solving, and innovation, AFU graduates are prepared to contribute ethically and professionally to the welfare of the society locally and regionally.AFU’s Mission and Vision statements are approved by the Governing Body (Board Trustees) prior to declaration. They will be reviewed and reevaluated periodically to ensure their adherence and usefulness in providing overall strategic direction to AFU.

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INTRODUCTIONAl Falah University is located in the heart of the Emirate of Dubai, and is determined to become one of the nation’s leading institutions of higher education. This goal could be achieved with the help of professional and qualified academic and administrative staff members.

At AFU, it is one of our priorities to ensure the well-being of each staff member and we are committed to establish a safe and conducive work environment. It is also one of the university’s long term goals to “Maintain comprehensive self-development and professional programs for professional growth and development of faculty and staff at AFU”.

All administrative staff members are given a copy of the Staff Handbook and are encouraged to read it thoroughly as it is one of the employee’s responsibility to be familiar with its vital content such as procedures and policies, terms of employment, working conditions and compensations. Abiding by this handbook’s guidelines is expected from each staff and is considered a condition for continued employment. However, the contents of the Staff Handbook are for the staff member’s information only and not to be misconstrued as a contract between Al Falah University and any of its employees.

Should there be any concern not covered by this Handbook, offer letter/contract or any other internal documents and resolutions, all issues will be dealt according to UAE’s Labor Law No. (08) of 1980.

We hope you will find working in Al Falah University a worthwhile endeavor and we wish you continued personal and professional growth and development.

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INSTITUTIONAL GOALSa. Short Term Planning Goals: The short-term planning goals of AFU are to:

• Promote the acquisition of students’ knowledge and the development of the multi-disciplinary skills. • Emphasize and continually improve the teaching quality and support appropriate faculty development resources to achieve local and international recognition.• Graduate students equipped with free thinking, logical reasoning, cross-disciplinary knowledge and skills necessary for employment in the global market.• Appreciate the quality of education and promote an atmosphere of applied skills and creativity support through the appropriate allocation of resources.• Provide the appropriate library resources and information technology services in support of teaching and public service.• Assist students in achieving educational, career, and personal goals by providing comprehensive development services and programs that assist students.• Establish and maintain business collaboration and partnerships preserving local cultural and ethical values of the UAE and GCC to better serve the educational needs of the geographic region.• Demonstrate the accomplishment of the mission of the University and continuous improvement in its educational programs and services.

b. Long Term Planning Goals

I. To foster excellence in education through international collaborations in teaching methodology and blended learning. This goal will be achieved by:

• Provide a learning environment for free thinking, logical reasoning, cross-disciplinary knowledge for students and faculty members

• Provide highest quality education (knowledge and skills) by promoting an atmosphere that values intellectual curiosity and pursuit of knowledge while preserving academic freedom and integrity

• Promote multi-disciplinary skills of the students through cross-disciplinary programs and courses

• To ensure that the infrastructure of the University is utilized efficiently for blended learning

• To develop and maintain innovative approaches to learning.

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II. To establish center of Research and Professional Development through joint research collaborations and interdisciplinary research. This goal will be achieved by:

• Provide the research infrastructure and budgets to initiate and develop scholarly activities• Develop the Excellence of Scientific Research and Professional Development through collaborative industrial partnerships, external grants and alumni sponsorships• Promote interdisciplinary research through innovative multi-disciplinary programs meeting the research needs of the UAE community and GCC community• Maintain comprehensive self-development and professional programs for professional growth and development of faculty and staff at AFU

III.To develop comprehensive and holistic student development through applied learning and practical experiences contributing to employer needs of the community. This goal will be achieved by:

• To promote and maintain an educational system that is continuously adaptive to the ever changing socio-economic, technical, scientific, cultural and development needs of the UAE and the GCC region.

• To provide Academic programs based on local, regional, and international employment needs for students seeking immediate employment upon graduation.

• To expand the physical and extracurricular activities for students to engage in effective collaboration and lifelong learning

• To develop community service programs that help to meet the recreational, cultural, educational, scientific and social needs of the area.

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Purpose of Staff HandbookThis Handbook is designed to acquaint staff employees with AFU and provide them with information about working conditions, employee benefits, and some of the policies affecting employment. Employees should read, understand, and comply with all provisions of the Handbook. It describes many responsibilities as an employee and outlines the programs developed by AFU to benefit its employees. One of the University’s objectives is to provide a work environment that is conducive to both personal and professional growth. Policies set forth in this Handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between the University and any of its employees.

These policies are intended to serve as guidelines for the daily activities of the University. The University, reserves the right to revise, supplement, or rescind any policies or portion of the Handbook from time to time as it deems appropriate, in its sole and absolute discretion. The policies presented in this Handbook may not be amended, deleted, or supplemented orally.

It is believed that each employee contributes directly to the University’s growth and success, and we hope that all the employees take pride in being a member of the AFU team. This Handbook was developed to respond to the employment questions of the employees and to outline the policies, programs, and benefits available to eligible employees.

1. Definition and categories of staff in AFU 1.1 Professional Staff:

Professional staff is defined as having the required preparation and specialized knowledge in a specific field and in exercising independent professional judgement. These individuals are predominately responsible for the management, operation, and implementation of policies and procedures which support the AFU’s mission and vision, and achieve its goals and objectives.

1.2 Support Staff:Support staff includes employees, who provide clerical, technical, maintenance, and administrative support to the University.

1.3 Academic Staff:Academic staff includes the professionals who are responsible for planning, directing and undertaking academic teaching, research and community engagement activities in the university.

1.4 Non Academic Staff:Nonacademic staff is defined as those who have to perform work assignments other than teaching.

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1.5 Full Time Staff:Full time staff is defined as the person who undertakes his/her duty for no less than 40 hours a week. Full time staff is registered at the Ministry of Labor and has an employment contract specifying tenure of contract, specific benefits including but not limited to fixed salaries, annual leaves, health insurance, etc.

1.6 Part Time Staff:Part time staff is defined as the person who undertakes the duty for less than 40 hours a week. Usually part time staff is paid on hourly basis.

1.7 Visiting FacultyVisiting faculty is defined as the person from other university/institution may be appointed as visiting faculty for one semester/quarter or one academic year at the same rank of his home university.

2. ADMINISTRATION ORGANIZATIONThe administrative organization of AFU is flexible, adapted to changing needs of the students and allows the institution to carry out its mission, purpose, and goals. AFU is managed primarily through: The Chancellor, the President, and the Vice President for Academic Affairs, Colleges’ Deans, The Academic Departments’ Heads, the Head of Human Resources, Head of Finance and other Admin unit heads. In addition to some other administrators, like; The Admission and Registration Unit, Library, and the Information Technology Center, Student Recruitment Unit, and Deanship of Students Affairs.

The Chancellor is the delegated member of the Board of Trustees. The primary duty of the Chancellor is to ensure the positive image of the university is maintained in the society and globally. The Chancellor should be a strong and visionary leader providing transformational leadership to the university. He/She should have sufficient knowledge and experience with operating a large business or institution.

The President is appointed by the Board of Trustees and reports directly to the board. The President is a strong visionary leader with sufficient knowledge of and experience to operate the university.

The Vice President for Academic Affairs reports directly to the President on academic matters within the university and is dedicated to carrying out the academic mission of the University through administering and overseeing its academic programs. The Vice President for Academic Affairs supervises the Colleges’ Deans and Directors on academic matters.

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The Finance Manager is responsible for directing the financial affairs, controlling the flow of cash through the University and maintaining the integrity of funds to insure financial stability. The Director of Quality Assurance & Institutional Effectiveness Center reports directly to the president and is responsible for providing vision and strategic leadership in all quality assurance matters of the university to ensure that the planned and systematic academic activities of the university are implemented as required. QAIEC director monitors the processes of the university in a feedback loop to confer error prevention.The Head of Human Resource Unit provides, implements and oversees broad-based human resource strategies, programs, practices and procedures in order to achieve the goals of AFU. The Head of Admission and Registration Unit plans, organizes and manages all of the activities related to students’ registration. The Head of Library overseas the acquisition of learning and research resources to satisfy the colleges’ needs. The Head of Information Technology Center provides IT support to all AFU stakeholders.The Administrative Supervisor oversees and administers the day-to-day supporting services at the university.

3. AFU Personnel ManagementPersonnel management addresses work week, attendance, overtime and leave policy.

3.1 Work Week:All the employees are supposed to work 5 days a week from Sunday to Thursday.

3.2 Attendance:• The normal working hours at AFU are:

Sunday to Thursday: 08:30 am - 05:00 pm Friday and Saturday: Off

• AFU Employees are entitled to a 30 - minute lunch break.• Any employee signing in after 8:40 is considered Late.• In case the employee is late, he/she needs to inform the direct supervisor as well as the HR Unit.• Employees have a responsibility to attend work as scheduled, and supervisors have an obligation to manage and address attendance issues.• Working hours will change during the Ramadan period and employees

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shall not be entitled to lunch breaks during this time.3. Overtime:

• An employee works for 8 and half hours a day including a 30-minute break; overtime hours are calculated for the extra hours he/she works or the work done outside working hours.• The overtime rate is 1.25 hours for every hour after the regular hours in a single working day.• If the employee is assigned to do overtime, an approved form, obtained from HRU, has to be filled by the direct supervisor; it has to be approved by the HRU and AFU administration prior to doing the overtime.• An employee assigned to work outside official working hours needs to document that on a daily basis in a record as per the designated form; it has to be approved by the direct supervisor on a daily basis provided it is submitted to the HR Unit during the first ten days of every month.• The monthly overtime payment for any employee should not exceed, in any case, a quarter of his/her total monthly salary.• An employee cannot work more than 2 hrs. a day • As per AFU policy employee are not allowed to work 2 consecutive weekends

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4. EMPLOYMENT POLICYa. Statement of Nondiscrimination Equal Employment Opportunity

It is the policy of AFU that employment decisions shall be based on merit, qualifications, and competence. Employment practices shall not be influenced or affected by virtue of an applicant’s or employee’s color, national origin, religion, gender, age, disability, marital status, or any other characteristic protected by law. In addition, it is the University’s policy to provide an environment that is free of unlawful harassment of any kind. The aspects that this policy governs include but are not limited to: employment, promotion, assignment, discharge, and other terms and conditions of employment.

b. Affirmative Action Statement

AFU does not discriminate on the basis of race, color, national origin, gender, age, religion, or disability, in any of its policies, practices, or procedures.

This includes but is not limited to admissions, employment, financial aid, and educational services.

c. Conditions of EmploymentEmployment Eligibility Verification

AFU is committed to employing UAE citizens and non-citizens who areauthorized to work in the UAE. As a condition of employment, each new employee and each newly rehired employee must have appropriate supporting documents to prove eligibility for employment. An employee must have the required forms completed and on file with the Human Resources Office within three working days of their first day of employment.

Outside Employment

Employees are not allowed to hold outside AFU jobs while they are working with AFU.

d. AFU Ethics

Staff members have a responsibility to the system member, their profession, and society. The primary responsibility to one’s field is to seek and to state the truth as one sees it. To this end, the Staff member devotes time and energy to developing and improving the skills required for the assigned duties. The Staff member accepts, as well, the obligation to exercise critical self-discipline and judgement in extending and transmitting knowledge. Staff members are expected to interact in an atmosphere of mutual respect, with integrity and honesty. They should work with each other responsively in the day-to-day activities that further the mission of AFU.

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e. Conflict of Interest

Employees must conduct University business within guidelines that prohibit actual or potential conflicts of interest. This policy identifies areas of conflict which are prohibited by AFU Ethics and Regulations. The information contained within this policy is not comprehensive, but serves as a guideline to provide general direction so that employees can seek further clarification on issues related to the subject of acceptable standards of operation.

1) Staff members should not knowingly receive directly or indirectly, any money or other valuable item(s), for the performance or nonperformance of their duties, other than the compensation allowed by AFU.2) Staff members should not use their official position to solicit or secure special privileges, exemptions or compensations for themselves or others except in performance of the duties as may be allowed by AFU.3) Staff members should not disclose or offer to disclose confidential information acquired by reason of their official position, nor use such confidential information for their own personal gain or benefit.4) Staff members should not accept or solicit compensation or employment that would impair the independence or judgement in the performance of their duties.5) Staff members should not rent, lease, sell, offer to sell either (as an individual or through any business enterprise in which you hold a substantial financial interest) goods, services, buildings or property to AFU.

Employees desiring additional information concerning the AFU Ethics, rulings on conflicts of interest and other ethics issues may contact the President or the Human Resources Unit.

f. Nepotism

AFU policy is designed to prevent occurrences whereby relatives who are employees of AFU are in a direct supervisory line with respect to each other. In order to guard against these practices, AFU prohibits top management employees who are relatives from being placed within the same line of supervision where one relative is responsible for supervising the job performance or work activity of another relative A relative is defined as: a parent, foster parent, parent-in-law, child, spouse, brother, foster brother, sister, foster sister, grandparent, grandchild, son-in-law, brother or sister-in-law, daughter-in-law, or other family member who resides in the same household

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g. Open Records

Certain information is made available to inquiring individuals upon request; this includes: position, date of hire, wage rate (gross figures only), and the forwarding address of former employees. Non-routine information may be accessible to inquiring individuals. All requests for documents shall be made during normal business hours and shall be made in writing. All requests must specify the document requested, the number of copies of the document, the name of the person requesting the document, and the date of the request. Sufficient time shall be allowed for retrieving and copying documents as requested.

h. Position Announcements

In an effort to provide consistent employment practices that provide the employees first opportunity for consideration, the following procedures shall be used for the announcement of employee vacancies:

Position Requests of Administration Units will submit written requests for new position(s) to the HR manager. The HR may make a request for a position at any time. After the approval, the HRU will notify the Unit(s) head(s) as soon as possible after this deadline of his/her decision, to allow adequate time for a full and thorough national search.Prepare a Position Announcement and Recruitment Plan. The announcement should be sufficiently detailed to provide applicants with essential information and units with a document from which to develop screening criteria.The position vacancy announcement will include:

• Position title• Position description• Required and preferred qualifications• Date position is to be filled• Application deadline• Application procedure (to whom to apply, documents required)

Advertise Position: AFU is responsible for vacancy recruitment. Full time position vacancies must be advertised nationally and regionally in appropriate media for the discipline, and must be posted in relevant HR Unit and University offices for a minimum of 45 calendar days prior to closing the search. The recruitment effort should include at a minimum:

1) A mailing to colleges and universities, and other institutions or organizations appropriate to the discipline;

2) Announcements in newsletters or journals or the website. AFU will also participate in career fairs and utilize its own alumni database.

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Acknowledge Applications: Units must send all applicants an acknowledgement of their application which also requests additional information if needed and Referral Information.

Screen Applicants: Applicants shall not be either excluded or included solely because of their geographical proximity to AFU. HR Unit shall notify applicants of the status of their candidacy as the screening process proceeds.The Human Resources Unit is responsible for the coordination of all procedures involved in the recruitment process. AFU shall give preference to the UAE national over non-nationals and internal candidate over external provided they are equally qualified. The successful applicant must fulfill the following requirements:

• To be physically fit and free from transferable diseases.• To have good conduct and behavior• To have not have been convicted of any crimes such as theft, fraud,

embezzlement, forgery, bribery, or any other offense against public decency or morality or disciplinary punishment for reasons of honor or honesty.

Applicants who do not meet the minimum qualifications or who are otherwise rejected in the first screening should be notified in writing at the conclusion of this screening. At subsequent points in the search at which the HR Unit is no longer interested in a candidate, the candidate shall be notified. After the pool of semi-finalists (group from which finalists will be selected for interviewing) has been agreed upon, the HR Unit shall submit to the President a list of the semifinalists, along with the selection criteria for the position. Any candidate whose candidacy remains viable shall not be notified until a final offer has been made and accepted.

Check References: Hiring committees are responsible for checking references of top candidates prior to the interviews. Before obtaining information from references or any other sources, the committee shall contact the candidates and obtain their permission.

Interview Finalists: Only the top candidates for a position should beinterviewed. HR Unit shall consult with the President regarding finalists to be interviewed prior to interviews being conducted. The interview process shall be consistent for all candidates.

Recommend Candidates: When the hiring committee and HR Unit head (when not a member of the committee) agree on the recommended candidate(s), they shall forward their joint recommendation to the President. After the President has reviewed and approved the recommended appointment, an official and binding offer letter is prepared in the HR Unit for the President’s signature.

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Procedures in the event of disagreement over hiring recommendations

In the event of disagreement within the hiring committee or between the hiring committee and the HR Unit head, the hiring committee shall meet to attempt to resolve the disagreement prior to forwarding the HR Unit recommendation to the President. If the disagreement cannot be resolved, separate recommendations shall be forwarded to the President. If the President disagrees with the HR Unit recommendation, he/she shall meet with the HR Unit hiring committee to explain the basis for his/her disagreement. In instances where agreement is not reached among the President, and the hiring committee, the hiring decision will be sent back to the HR Unit and new candidates will be sought.

5. TERMS OF EMPLOYMENT

A staff member contract must be properly signed by the President. The staff member who signs a contract with AFU is bound to the terms of the contract and should fulfill them in good faith and at his/her maximum performance.This contract comprises salary, position, and dates of appointment period, key obligations and benefits

The standard contract for administration staff is two (2) years and it is renewable if both parties mutually agree.

a. Employment Status and Records

Employment Applications

The University relies upon the accuracy of information contained in the employment application, as well as the accuracy of other data presented throughout the hiring process and employment. Any misrepresentations, falsifications, or material omissions in any of this information or data may result in the University’s exclusion of the individual from further consideration for employment or termination of employment. Applications for employmentbecome the property of the University. All applications are kept “active” for a period of 90 calendar days. Applications of individuals who are hired become a part of the employee file.

b. Probationary Period

According to UAE’S Labor Law, Part III, Article 37, a staff member may be engaged on probation for a period not exceeding six months, during which his/ her services may be terminated by the employer without notice or severances pay, provided that he/she shall not be engaged on probation more than once in service of any one employer. Where a staff member successfully completes

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his/her period of probation and remains in his/her job, the said period shall be reckoned towards his/her period of service. Credit for prior service is optional if, by mutual agreement, at the time of the initial appointment, the appointee and AFU stipulate in writing the years of prior service to be excluded. The precise terms of appointment, including the years of prior service to be credited, shall be stated in writing within the initial contract.

c. Performance Evaluations

The Human Resources Unit established a system of employee performance evaluation that reflects a rating of an employee’s performance and potential further advancement. The performance of the employee will be considered in determining compensation, promotions, removals, and disciplinary action.Performance is to be judged on quality of work, amount of work, manner in which service is performed faithfulness to duties, and other factors that determine the value of an employee’s service.

d. Personnel Data Changes

It is the responsibility of each employee to promptly notify the Human Resources Unit in writing of any and all changes in personnel data. Name changes, personal mailing addresses, telephone numbers, individuals to be contacted in the event of an emergency, and other such status reports should be accurate and current at all times.

e. Access to Personnel Files

Personnel files are the property of the University and access to the information they contain is restricted. Access to personnel files will be limited to thePresident, and the Human Resources who have a legitimate reason to review the information in an employee’s personnel file. An employee may review material in his or her employee file during business hours, but only in the Human Resources Office and in the presence of an individual appointed by the University to maintain and safeguard that file.

f. Duration of contracts

The standard contract duration for administrative staff is two years, and it is renewable if both parties (The University and the Staff member) mutually agree. The duration of the contract may vary for different positions upon discretion of AFU.

g. Procedure for contract renewal

According to AFU evaluation process, the staff member is evaluated by the Unit’s Head. The Units head reviews the results of the previous annual evaluation and take into account the efficiency of the staff member during the

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course of performing his/her duties.Based on the overall performance evaluation, AFU makes the decision whether or not to renew the staff member’s contract.

h. Resignation:

A notice of resignation may vary according to the nature of the position.The staff is requested to refer to their employment contracts before the submission of the resignation. When a staff member fails to submit the required notice, the procedures mentioned in the UAE’s Labor law no. (08) of 1980 will apply. A resignation letter must be submitted to the head of the relevant Unit. Once the resignation letter is approved, it must then be forwarded to the HR Unit for further processing.

i. Termination of Employment:

In case the employment contract is terminated by AFU, the concerned staff member will receive the notice as stipulated in the employment contract. AFU may choose to waive the notice period and the compensation salary at its sole discretion.

Termination of Employment can be due to any of the following reasons:

1. Government directives;2. Workforce reduction;3. Restructuring;4. Failure to return from approved leave of absence;5. Release due to medical unfitness;6. Continued poor performance ;7. Gross misconduct.In accordance with article 120 of UAE’s Labor law no. (08) Of 1980, AFU may terminate the contract without prior notice and without severance pay in any of the following cases:

1. If the worker adopts a false identity or nationality or submits forged certificates or documents;

2. If the worker is engaged on probation and is dismissed during the probation or on its expiry;

3. If the worker makes a mistake resulting in substantial material loss for the employer, on condition that the latter notifies the Ministry of Labor of the incident within 48 hours of his/her becoming aware of its occurrence;

4. If the worker disobeys instructions respecting industrial safety or the safety of the workplace, on condition that such instructions are in writing and have been posted up at a conspicuous place and, in the case of an illiterate worker, that she/he has been acquainted with them orally;

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5. If the worker does not perform his basic duties under the contract of employment and persists violating them despite the fact that he/she has been the subject of a written investigation for this reason ]and that he/she has been warned that he will be dismissed if such behavior continues;

6. If the worker reveals any secret of the establishment in which he/she is employed;

7. If the worker is finally sentenced by a competent court for an offence involving honor, honesty or public morals;

8. If the worker is found in a state of drunkenness or under the influence of a drug during working hours;

9. If, while working, the worker assaults the employer, the responsible manager or any of his work mates;

10. If the worker is absent from his/her work without a valid reason for more than 20 non-consecutive days, or more than seven consecutive days, in any one year.

6. EMPLOYEE LEAVE POLICYAlthough leave policy differs and depends on the type of leave, the following principles are common:• Leave is a privilege which may be granted upon proper application; not a

guaranteed right.• The applicant must demonstrate a valid reason or need for the leave.

It must be determined that the granting of a leave request is consistent with the best interests of AFU. The best interests of AFU will be evaluated by reference to the teaching, research and service needs of AFU. In particular, arrangements for appropriate substitute staff member will be considered, and Staff member requesting leave are expected to assist in making such arrangements.

• All leaves applications should be submitted to the Head of HR through the head of the Unit for approval before taking the leave.

• The Head of the HR Unit must submit approved leave requests to the Human Resources (HR) Unit on a monthly basis. HR maintains the records of usage of leave.

• Admin Staffs are preferred to avail their leave during academic breaks such as summer, winter and spring breaks.

a. Maternity Leave

• According to UAE’S Labour Law Federal law No.(8) OF 1980 Section 3 Article (30):

• Maternity Leave with full pay for 45 days including the time before and after delivery is entitled for a working woman.

• Continuous period of service with her employer should not be less than

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a year• If working woman has not completed one year service, she is entitled for

maternity leave with half pay only.

b. Sick Leave

a. According to UAE’S LABOUR LAW Part IV Article 82, where a staff member contracts an illness otherwise than as a result of an employment injury, he shall report his illness within a maximum of two days and the employer shall thereupon take the necessary steps to have him medically examined immediately for the purpose of verifying his illness.b. According to UAE’S LABOUR LAW Part IV Article 83;1) The staff members shall not be entitled to any paid sick leave during the probation period.2) The staff members completed the probation period in the continuous service of AFU and fall ill, he/she shall be entitled to sick leave not exceeding 90 days whether continuous or otherwise, in respect to every year of service. Such leave shall be calculated as follows:• The first 15 days with full pay.• The next 30 days, with half pay.• Any subsequent periods without pay. * If sick leave exceeds five continuous working days, it would be forwarded to the General Medical Committee of the DHA for final decision.c. According to UAE’S LABOUR LAW Part IV Article 84; No remuneration shall be payable during sick leave if the illness is the direct result of the staff member’s misconduct.d. A serious health condition is defined as a medical condition which requires inpatient care at a hospital, hospice, or residential medical care facility, or a condition which requires continuing care by a licensed health care provider.e. As a condition for approving a request for Sick Leave because of his/

her own serious health condition, AFU will ask the staff member to obtain certification of the serious health condition from a licensed physician. The staff member must respond within fifteen (15) days of the request or provide a reasonable explanation for the delay. Failure to provide a certification by a licensed physician will result in a denial of continuation of family and Sick Leave and or disciplinary action.

f. Certification of the serious health condition shall include the date when the condition began and its expected duration. If the staff member must take Family and Sick Leave for his/her own medical condition, the physician’s certification must also include a statement that the staff

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member is unable to perform the essential functions of his/her position.

g. AFU administration may initiate Sick Leave by referring a staff member to a physician of the University’s choice to certify that it is safe for the staff member to continue working and performing duties as required by the job description or to certify that the staff member does not pose a direct threat to the health or safety of other staff members, Faculty, students or visitors at AFU.

h. Administration Heads must submit approved DHA sick leave requests to the Human Resources (HR) HR Unit on a monthly basis. HR maintains the records of usage of sick leave. Holidays or other authorized absences

during a sick leave will not reduce the accumulated days earned. Sick leave is to be used only as needed and not taken automatically.

i. A staff member undergoing planned medical treatment is required to make a reasonable effort to schedule the treatment at a time that would minimize disruptions to his/her assignment. If a staff member fails to provide 30 days’ notice for a planned leave with no reasonable excuse for the delay, the leave request may be denied until at least 30 days from the date AFU receives notice.

c. Annual Leave

a. Staff members with at least one year of employment are entitled to thirty (30) Days of paid annual leave per calendar year. (According to UAE’S LABOUR LAW Part VI Article 75). b. The scheduling of a staff member’s annual leave shall be subject to the approval of his or her head of Unit or other individual designated by the President to authorize leave requests.c. The maximum number of unused days of annual leave that may be accrued and carried forward from one year to the next shall be 30 work days.

d. Emergency Leave

In the event of death in the immediate family (wife, husband, children, mother, father, brother or sister, grandmother, grandfather or legal guardian of a staff member), a staff member may be granted a leave of absence with pay for a reasonable time, but not to exceed five (5) days if it will include travelling abroad and (3) days locally. The staff member must notify the head of the HR Unit or the direct supervisor as soon as possible of any absence due to the death of an immediate family member, and complete a Leave Application Form to allow the head of the HR Unit or the supervisor to arrange staffing levels and continuation of services. Documentation of legal guardianship may be requested.

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e. Unpaid Leave

• Any leave during the probation period is considered an unpaid leave.• An employee will be granted an unpaid leave only after using all annual leave days, and it will only be during the summer.• The maximum duration of an unpaid leave is 30 days and is only granted during the summer.

f. Hajj Leave

• According to UAE’S LABOUR LAW Part IV Article 87, Staff member with at least one year of employment are granted a one week paid leave for Hajj.

• The staff member is requested to submit official documents (Hajj VISA, Invitation for Hajj, copy of a valid passport etc.) and a letter requesting hajj leave to the Head of HR through the Unit Head.

• Before the leave is taken, the HR Unit Head will begin efforts to cover temporarily the responsibilities to be left unattended by the person on Hajj leave.

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7. EMPLOYEE COMPENSATION POLICY

AFU maintains a compensation program reflective of its mission and values. The total compensation program offered includes travel, medical insurance and funeral expenses, bonuses...etc. AFU considers the competitive market place, the relative value of each position to the University, individual performance, qualifications, and experience when compensating employees. The compensation program is designed to enable the University to successfully attract, develop, retain, and reward employees for their knowledge and contributions. AFU compensates all employees on an equal basis without regard to race, color, sex, national origin, or disability. In addition, AFU provides an amount equivalent to one month’s salary for each year of complete service. Understandably, this benefit (often called “gratuity” pay), is in lieu of retirement benefits. The following descriptions are intended to provide some basic information about the compensation program and benefits plans. All benefits plans are subject to change.

a. Annual Ticket Allowance:AFU grants a ticket allowance of (AED 2000 Max) only for Admin Staff Members

Terms of Entitlement:

• Ticket allowance form must be filled and submitted to HR Unit including bills• The value of ticket allowance will be paid after returning from travelling• Ticket allowance will not be granted for those who are not filling ticket allowance form. Maximum of 75% will be granted for admin staff members, as per their home country zone, only if he/she filled a leave form for a minimum period of 2 weeks.

b. Health Insurance AFU provides health insurance for Admin Staff Member and his family.

Terms of Entitlement:

• The Health Insurance includes spouse and three children maximum.• The family to be resident at UAE.• The children to be under the age of eighteen.

c. Annual Residency Fees:

AFU is committed to the payment of issuing and renewal of UAE Residency for Staff Member only excluding the Residency fees for his or her family.

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d. End of Services Benefits:

The end of services benefits will be calculated based on laws and regulations of the UAE.

e. Funeral related expenses of the deceased’s remains

AFU shall pay the expenses related to transferring the remains of a deceased AFU staff member to the staff member’s country of origin together with the related travel expenses of one (1) person to accompanying the remains. The university shall honor all the deceased AFU member’s rights stated in their contract including the end of service benefits. Moreover, a deceased AFU staff member family is entitled to the entire monthly salary during which month the death occurred.

f. Benefits and Restitution for deceased staff members

The family who survives a deceased AFU staff member is entitled to the following benefits:

1. The entire monthly salary during which month the death occurred.2. The staff member’s heirs are entitled to a maximum restitution of three

(3) times the employee’s gross monthly salary.3. Should a staff member be physically incapacitated and consequently

his/her contract is terminated, the staff member’s heirs are entitled to a restitution of three (3) times the employee’s gross monthly salary in addition to any other AFU benefits stated in their employment contract.

8. TIMEKEEPING AND PAYROLLa. Timekeeping

Accurately recording time worked is the responsibility of the Human Resource Unit. AFU will keep an accurate record of time worked in order to calculate employee pay and benefits. Time worked is the time actually spent on the job performing assigned duties. HRU should accurately record the time employees begin and end their work. HRU should also record any beginning and ending time of any split shifts or departure from work for personal reasons. Overtime work must always be approved before it is performed. Tampering, altering, falsifying time records or recording time on another employee’s time record will result in disciplinary action, up to and including discharge.

b. Paydays

AFU uses a once per month pay schedule. Each paycheck will include

earnings for all work performed through the end of the previous pay period. In the event that the regularly scheduled pay date does not fall on a work day

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(i.e., weekend or holiday), the pay date shall be the last work day prior to the regularly scheduled pay date. Paychecks will not be given to spouses, family members, or friends without a written signed request by the employee to the Human Resources Office.

c. Salary Administration

It is the Policy of AFU to pay salaries that are based upon the nature of the job being performed, and are competitive with the salary rates being paid by similar sized universities and by other employers in the community for similar work. Changes to the cost-of-living will be reflected by periodic adjustments to the wage and salary structure.

d. Guidelines for Administration

The Human Resources Office will review all salaries on a routine basis. It is the responsibility of the Human Resources Office to determine whether existing salary ranges are competitive and if the salaries of individual employees accurately reflect their job responsibilities.

e. Administrative Pay Corrections

The University takes all reasonable steps to assure that employees receive the correct amount of pay in each warrant and that employees are paid promptly on the scheduled payday. In the event that there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of his or her immediate supervisor so that corrections can be made as quickly as possible. Once underpayment is identified, it will be corrected on or before the next regular paycheck. Overpayment will also be corrected in the next regular paycheck unless otherwise approved by the Admin and Finance Director. In that case, the University will attempt to arrange a schedule of repayments with the employee to minimize any inconveniences.

9. PROMOTION POLICY

9.1 Overview

Promotions are based on annual performance appraisals.One of AFU’s goals is to ensure maximum opportunity for promotion of employees, consistent with the commitment to AFU needs and excellence, affirmative action, equal opportunity and applicable contractual agreements. AFU Policy is to increase staff member upward mobility through promotion as well as complement the present practices at the university which allow for personnel development.Promotion policy is based on the recognition that in the course of meeting

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institutional objectives, the duties and functions of an employee may change in complexity and responsibility. Promotions, therefore, are based on status changes that involve increasing responsibility levels. The added benefits of promotion serve as an incentive for better work performance, enhance morale, and create a sense of individual achievement and recognition. While good past performance enhances the validity of the promotion, it should, by itself, neither be the primary nor the sole reason for recommending a candidate for promotion.

In order for Managers who are keen to promote staff members in their respective areas, they need to pay particular attention to past annual performance evaluations.These documents indicate prior performance levels and accomplishments in the department demonstrating, for example, how effectively the tasks assigned were completed.

9.2 Promotion Policy Statement

A promotion is defined as advancement in rank or position which has increased responsibilities and adjustment to a higher salary level.It is recognized that a promotion may occur through the following:• Existing position Reclassification:A reclassification of the employee’s existing position as a result of the employee performing duties at a higher degree of responsibility and complication than the current classification calls for. This requires an audit of the position through the job evaluation process.• An existing higher level vacancy:This happens when an existing higher level vacancy is filled by a promotable employee at a lower classification.Both processes must include a current job description and a new job description of the individual being promoted. Accordingly, AFU policy is to provide internal employment to qualified candidates through intradepartmental promotion whenever possible. The criteria used when considering employees’ qualifications for promotion must be fair and unbiased, and all university employment policy requirements must be fully met and documented. All AFU employees who meet this promotion criteria and are eligible should be considered for promotion regardless of ethnicity, nationality, age, sex, race, color, or physical impairment.9.3 EligibilityAFU employees who have successfully completed three years specified by conditions of employment or contract are eligible to be considered for promotion if available. They are encouraged to review all job vacancies circulated to each department and posted by the Human Resources Unit on

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the AFU’s website and internal announcements on a regular basis.Supervisors should also be aware that promotable candidates need only satisfy the qualifications as specified in the job description and not the qualities, skills or knowledge of the candidate.

9.4 Implementation

Supervisors should encourage and support all staff members within their areas of responsibility in the pursuit of career advancement and should ensure that all qualified internal applicants are duly considered for vacancies in their unit before recruiting outside candidates.

For the implementation of the promotion policy, the following criteria must be met:

• The positions are in the same department, and one position genuinely prepares the employee for the next. This allows for upward movement within the same or related family of job groups where skills are easily transferable.• The employee has already demonstrated the ability to perform the higher job.• The employee has met any special requirements such as a course or a skill.• The department must be able to demonstrate a satisfactory past record of the employee.• The employee has no warning in his file for the past 3 years. • The unique and specialized requirements (including but not limited to: qualifications, experience, personal attributes, professional skills) of the open position justify promotion.

9.5 Procedures for promotion

Responsibilities of Appropriate Dean, Department Head or Manager

A completed Promotion Application Form (available at HR Unit) is signed by the Dean, Department Head or Manager and submitted to the HR Head.The “current status” of the candidate and the recommended “new status” should be stipulated. Accompanying the Promotion Application Form should be the following documents:

• A memorandum justifying the reasons for the recommendation. If the promotion exists either through the filling of a vacancy or through a reclassification, all relevant data chronicling the person’s most recent evaluation(s) and the criteria being evaluated should be included. Also included should be a statement of functional and organizational changes within the department impacting the position; other data such as, but not limited to, include: proof of added qualification; completion of job related service training courses which enhance current job knowledge and skills.

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• A current job description of the candidate.• A copy of the vacant position or a statement outlining the new duties and

responsibilities to be evaluated.

Responsibilities of the HR Head

The HR Head shall review all aspects of the promotion with respect to payroll, salary, benefits, grade change, title change, effective start date and the organizational structure affected by these movements. Upon completion of this review, the HR Head forwards all materials to the Senior Management. Upon completion of analysis, the Senior Management will approve or decline the promotion request.

Effective Date of Promotion

A promotion becomes effective from the date of approval from the Senior Management.

10. WORK CONDITIONS AND HOURSa. Working HoursThe normal working hours are from 8:30 AM - 5:00 PM Sundays - Thursdays. Working hours are subject to change by the university.b. SafetyEstablishment and maintenance of a safe work environment is the shared responsibility of the University and all employees. The University will attempt to do everything within its control to assure a safe environment. Employees are expected to obey safety rules and to exercise caution in all their work activities. They are asked to immediately report any unsafe conditions to their supervisor. Not only supervisors, but all employees are expected to correct unsafe conditions as promptly as possible. All accidents that result in injury must be reported at once to the appropriate supervisor, regardless of how insignificant the injury may appear.

c. Attendance and PunctualityTo maintain a safe and productive work environment, AFU expects employees to be reliable and to be punctual in reporting for scheduled work. Absenteeism and tardiness place a burden on other employees and on the University as a whole. When an employee cannot avoid being late to work or is unable to work as scheduled, he or she should notify his or her immediate supervisor as soon as possible in advance of the anticipated tardiness or absence. Poor attendance and excessive tardiness are disruptive and may lead to disciplinary action, up to and including termination of employment.

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d. Lunch PeriodsEmployees are provided with one lunch period of not more than thirty minutes for lunch each workday. Supervisors will schedule lunch periods to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during lunch periods and will not be compensated for that time.e. Smoking policyAccording to Dubai law and in keeping with the University’s intent to provide a safe and healthful work environment, smoking and tobacco use are prohibited in all facilities of the University.f. Employee ID CardsThe University provides an identification card “ID” to all employees. TheEmployee ID Cards are provided at no cost to the employee and are valid for two years or upon termination of employment. ID cards are to be returned to the Human Resources Unit upon termination of employment. ID cards are valid only during the period of employment and do not authorize the holder to obligate the University in any manner.g. Sales and SolicitationsPrivate vendors (to include all University employees who may be engaged in a private enterprise business whether as an agent, sales representative, or owner) are not allowed to use AFU facilities for the purpose of sales solicitations to the University employees.h. Open Door PolicyEmployees are encouraged to use the chain-of-command to resolve any issue that causes them concern about working conditions, pay, or any other subject that affects their employment with the University. AFU, in a spirit of willingness to listen, believes in an open door policy. Employees are encouraged to visit their immediate supervisor with questions or concerns relating to their job duties and assignments. Employees may also exercise their privilege of requesting a meeting with any administrative representative, without regard to his or her position in the University. Employees may talk over any matter of concern directly with any administrative representative.

Employees are encouraged to remember a solution cannot be reached if no one is aware of the problem. Employees may use the communication chain without fear of reprisal.

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11. CONDUCT AND DISCIPLINARY ACTIONAFU has a right to expect a certain standard of behavior from its staff members. Safety, productivity, and human relations are at stake. AFU work force deserves an impartial, fair, and firm method of handling disciplinary action for the protection of each person’s own rights and safety, as well as that of fellow staff members. This policy lists AFU guidelines for handling disciplinary problems and sets forth rules of conduct and action to be taken when violation of these rules occurs.

AFU expects each staff member to act in a mature and responsible manner at all times. A non-exhaustive list of examples of inappropriate conduct, which may lead to discipline, up to and including termination of employment, is set forth below. The fact that a particular behavior is not included on the following list does not mean that it is acceptable or appropriate in the workplace, or that it will not result in disciplinary action, up to and including dismissal. AFU has the right to discipline or discharge staff members for other grounds not included in the following list:

a. Professional ethics and cultural norms

Staff members are required to seek and to state the truth as one sees it. To this end, the employee devotes time and energy to developing and improving competence in their work. The employee accepts, as well, the obligation to exercise critical self-discipline and judgement in performing his/her job. Employees are expected to interact in an atmosphere of mutual respect, with integrity, honesty, and regard for freedom. They should work with each other responsively in the day-to-day activities that further the mission of AFU. Staff members should be professional in their relationships with students, maintain respect for the student and should be appropriately available to students whenever they are in need to them.

b. Unacceptable Conduct

1. Falsification of the employment application or any other work, the unauthorized removal of information, or the release or disclosure of confidential information.2. The making or publishing of false, vicious, or malicious statements concerning the administration of AFU.3. Being other than drug-free or alcohol-free when reporting to work orwhile on The University premises, while on The University business, or during working hours.4. Use, possession, manufacture, distribution, dispensation, transfer, receipt or sale of illegal drugs or drug paraphernalia, alcohol, or an

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unauthorized controlled substance while on the University campus, while on University business, during work hours, or while in vehicles supplied by the University.5. Tardiness or unauthorized absence.6. Unauthorized use of the University equipment.7. Damage, destruction, or defacement of the University property or the property of another associated with the University.8. Theft from the University, Faculty, Fellow staff, students9. Transportation of, possession of, or use of firearms, explosives, or other weapons while on the job or while on the University premises.10. Refusal to follow directions assigned by a supervisor or insubordination.11. Acts of dishonesty.12. Swearing, use of abusive or profane language, or disrespectful conduct towards management, the administration or an administrator, other, Staff member, Faculty or students.13. Disregard for laws and/or safety rules.14. Unsatisfactory, careless, or poor work or failure to meet production or quality standards.15. Inability or unwillingness to work harmoniously with others16. Behavior; fighting, threatening, intimidating, coercing, harassing or engaging in any act of violence towards fellow Staff members, Faculty, supervisors, students, or others while working or while on the University premises.17. Violation of the University’s anti-discrimination, anti-harassment or any other rule or policy of the University.18. Excessive personal calls while on job19. Stopping work before the time specified, leaving work before the end of a work day, taking unauthorized breaks, or not being ready to work at the start of the work day, without prior authorization from the supervisor.20. Sleeping on the job, loitering or loafing during working hours and chronic wasting of time.21. Immoral conduct or indecency.22. Consumption of alcohol or illegal substance while on the job.23. Discriminatory behavior or prejudicial attitude

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c. Guidelines for Handling Disciplinary Problems

Each supervisor is responsible for ensuring that all staff members follow the established work rules. All staff members are obligated to follow the same setof rules. Where appropriate, a staff member will be given notice that a continuance of improper action can bring about further disciplinary action, up to and including discharge.A report (in writing) will be made of all oral warnings given and disciplinary measures taken. A written report of disciplinary action will become a part of the staff member’s record. A staff member who engages in unacceptable behavior may be disciplined up to and including termination of employment. Disciplinary action can take any one of the following forms:

a. Verbal Warning:

Usually given for first time or minor concerns. A verbal warning is instructive and informs the staff member that additional occurrences will lead to further discipline, up to and including termination of employment. When a verbal warning is given, the supervisor will typically review the facts with the staff members and inform the staff member that further disciplinary action can occur, if another violation occurs. Written confirmation of the verbal warning is given to the staff member and placed in the staff member’s personnel file.

b. Written Warning:

Usually given for more serious or repeated concerns.A written warning notifies the staff member that additional occurrences will lead to further discipline, up to and including termination of employ-ment. When a written warning is given, the supervisor will typically review the facts with the staff member and inform the staff member what action will be taken if another violation occurs. The staff member will be asked to sign the written warning and may make written comments on the dis-ciplinary form. A copy of the written warning is given to the staff member and another copy is placed in the staff member’s personnel file. A record of the meeting with the staff member is to be prepared and placed in his/her personnel file.

c. Suspension:

Suspension without pay may occur for more serious or repeated concerns, or if both verbal and written warnings have been given to the staff member within the past year. A staff member may also be suspended when all the facts relating to an alleged violation of the University policy or rules are not available and AFU needs to investigate. In this situation, the supervisor may suspend the staff member while the investigation is

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being conducted and until a final decision is made as to whether a violation occurred and what discipline is appropriate. When an investigation is conducted, AFU will attempt to gather the facts as promptly as possible.

A meeting will be scheduled with the staff member, which will typicallyinclude the staff member’s supervisor and the Human Resources Manager. At this meeting, the staff member will be given the opportunity to state his or her position. Once all of the facts are gathered, a determination will be made as to whether a violation occurred and what discipline is appropriate. If it is determined that the suspended staff member committed no violation of any policy or rule, the staff member may be placed back in his or her position. The length of any suspension without pay will depend on the seriousness of the offense or the time necessary to conduct an appropriate investigation. When a suspension is imposed, the staff member will be notified of the suspension and will be notified of further disciplinary action that may occur if another offense takes place.

d. Discharge:

Staff member may be discharged from employment due to a very serious concern or for performance or conduct that is not corrected by previous discipline.

AFU reserves the right to use any of the forms of discipline set forth above in any order, as AFU, in its sole discretion, deems necessary and appropriate, after considering the seriousness of the matter and the surrounding circumstances. In addition, the staff member may issue more than one instance of the same type of discipline to the University, as it deems necessary or appropriate, in its sole discretion. Discipline may begin with any one of the forms of discipline listed above, including dismissal, as the University in its sole discretion deems appropriate.

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12. PROFESSIONAL DEVELOPMENTOpportunities for career development and training are available to all em-ployees. Trainings and workshops for the staff are provided irrespective of background and academic achievements. Staff professional development is based on two merits: requirements of the job and career development based on the staff’s abilities.

Announcements for training programs are mailed to staff members. Em-ployees must secure approval from respective heads before participating in any workshops or trainings to not compromise the work output. Human Resources Unit also encouraged commendable employees to participate in seminars or workshops related to an employee’s job or for a promotion in the foreseeable future since interdepartmental transfers are also supported at Al Falah University.

12.1 STAFF PARTICIPATION IN COMMITTEES

Every academic year, committees are formed in Al Falah University based on what the university requires. Staff participation in these committees is promoted as another means for professional development.

Committee members are selected by each committee chairman depending on the staff’s expertise and or position. Most importantly, staff members are handpicked based on what they could positively contribute to achieving the committees’ vision, mission and goals.

For the past academic years, staff members were actively participating in AFU’s committees such as:

• Risk Management Committee• Exam Committee• Community Engagement Committee• Library Committee• Academic and Administrative Staff Discipline Committee• Student Complaints Committee• Quality Assurance Committee• Website and Social Media Committee• Local and International Accreditation Committee• Audit Committee

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13. STAFF GRIEVANCE POLICY AND PROCEDURESa. General Policy

As a service to staff member, personnel are available to advise and assist the staff member who have a question, problem, or complaint about working conditions. Most concerns can be resolved by informal discussions between the parties involved. The Human Resources Head is available to counsel any staff members who have grievances. Fair and prompt consideration will be given to any personal concern or dissatisfac-tion about employment.

The Human Resources Unit should be contacted if a person feels there has been employment discrimination due to race, color, national origin, religion, gender or qualified disability. The following steps are suggested to resolve questions of employment dissatisfaction:

• Talk to your supervisor first. To ensure that employment problems are resolved effectively, the staff member should discuss the area of concern with his or her immediate supervisor. If necessary, continue up the ladder.

• If the question is not resolved at this level, the employee may request an appointment to discuss the problem with the appropriate person at each administrative level up to and including the President.

• A formal hearing may be requested. If a complaint is not resolved through informal procedures, then a written grievance may be filed to provide for hearings before a committee or for reviews at various man-agement levels.

b. Formal Complaint

A formal complaint is defined as the dissatisfaction that occurs when a staff member believes that any condition of his/her employment is unjust, inequitable, a hindrance to effective operation, is creating a problem or is leading to denial of promotion. Suspensions, demotions, or discharge from employment shall be considered as formal complaints, but shall be considered as basis for appeal. Salary increases, job classifications, and fringe benefits are matters determined during budget deliberations and are not considered items for formal complaint. The formal complaint procedure does not apply to action taken during the staff member’s pro-bationary period or to action taken under the Reduction of Work Force Policy or the non-renewal of an individual’s appointment.

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c. Determination

Meetings and investigations shall be conducted during the staff mem-ber’s regular working hours whenever possible. At any step or level of the review procedures, the Human Resources Head may elect to arbitrate a decision to resolve the situation or make a recommendation to the President. In addition, the Human Resources Unit shall serve in the capacity of an information gathering and advisory person. Each step or level should occur in a timely manner to be determined by the Human Resources Unit. The Human Resources Head may choose to appoint a committee to make recommendations to him/her regarding individual complaints.

d. Procedure

The staff member shall present the facts in writing to his/her supervisor, sending a copy to the Human Resources Unit.A formal complaint must be in writing and contain the following:

a) A clear and detailed, signed statement of the complaintb) The specific remedial action or relief soughtc) A summary outlining with whom the points of dissatisfaction were discussed and with what resultsd) The reason(s) why remedial action or relief is sought.

At any time the staff member receives an unsatisfactory reply or fails to receive a reply, he/she has the right to submit the complaint to the next level from the previous supervisor. The supervisor at this level shall review all of the facts of the case and the decision rendered by the previous supervisor, and then renders a decision in writing to the staff member. At each level, a copy of the reply to the complaint must be for-warded to the Human Resources Unit. This procedure shall be followed when applicable through the levels of progression. The decision of the Human Resources Head shall be final at this time unless, the Human Resources Head opts at his/her discretion to make a recommendation to the President for decision, in which case, the President’s decision shall be final. An appeal’s provision must be made beyond the Human Resource Head’s Decision and prior to the President’s final decision. Staff members may contact the Human Resources Unit for additional information regarding grievance procedures.

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13.1 STAFF APPEALS POLICY AND PROCEDURES

AFU acknowledges that the staff members have the right to raise concerns and have them addressed promptly and appropriately. Complaints are han-dled objectively and with sensitivity. The most desirable outcome in cases of complaints is the determination about whether there has been any unsatisfac-tory or inappropriate practice or action. This determination must be done as early as possible and in the fairest and most objective manner possible. This analysis of complaints aims at the implementation of any necessary changes designed to bring about better educational or administrative outcomes, as appropriate, the achievement of reconciliation between the parties and the establishment of a renewed confidence in the staff member. This procedure identifies the means of handling, in a fair, equitable and effective manner, the actions that are to be taken when any staff member files a complaint.

• Complaints and Appeals Policy:

Complaints and appeals will be settled, in a fair, equitable and effective man-ner using the procedures listed below. AFU ensures that each complaint or appeal and its outcome is recorded in writing; each appeal is heard by an independent person or panel; and each appellant has an opportunity to for-mally present his or her case; and is given a written statement of the appeal outcomes, including reasons for the decision. It acts upon the subject of any complaint found to be substantiated. It is the policy of AFU that receipt of complaints, whether received from within AFU or externally, will be handled promptly and effectively and the complainant will receive a response within a reasonable timeline.

• Policy principles are listed below:

All staff member are entitled to fair and consistent treatment, and prompt consideration and resolution of complaints.No complainant shall be discriminated against for lodging a complaint.All complaint processes shall be enacted to ensure that confidentiality is maintained at all times.All complaint processes shall be resolved as close to their source as practicable with the emphasis on conciliation.The complainant has the right to withdraw the complaint at any time.A staff member who is the complainant may request the assistance of another person nominated by him/her, or another AFU member, at any time during the complaints process. Any such assistance/representation will exclude the legal profession and family members.Written records of the outcomes, agreements and actions are to be kept at all stages of the complaints process.

a.

b.c.

d.

e.f.

g.

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During the complaints process, the President has a duty of care to identify and assess any foreseeable risks to the individuals involved and/or AFU and to take the necessary steps to communicate or to mitigate the risk(s).

Procedure

Note: It is essential that accurate records be maintained throughout each stage of the process.

a. Complaints may be received internally from staff members by a variety of means, verbally, in writing or by mail to the President’s office. The President distributes the complaints to staff members to solve.

The staff members receiving the complaint will:

• Respond directly to the complainant, within five (5) working days, indicating that the issue will be investigated.• Forward the communication to the relevant AFU member to investigate the issue, prepare response and organize a meeting to discuss the complaint.• The relevant parties and complainant must meet and discuss the matter, and, if possible, resolve the dispute within 20 working days after the complaint has been received. If the complaint has been made directly to the President or his/her representative, the President must exercise judgement and determine whether to attempt an informal resolution or immediately commence the formal resolution procedure.• Following the meeting, the relevant staff members will provide a written response to the complainant detailing any actions that have been, or will be, taken to resolve the issue.• In the event that it is determined that there are no grounds for the complaint; the complainant will be advised in writing why no further action is to be taken. If the complainant is not satisfied with this decision, he/she may request an independent review. This request must be in writing and must include: details of the complaint, actions that have been taken to attempt to resolve the matter, reasons why the complainant is not satisfied with the determination.

b. If the complaint has been resolved at this stage all records are to be retained, including details of the actions taken to resolve the issue completed using the Complaints/Appeal Record of Correspondence

h.

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14. AFU WORK ENVIROMENT

14.1 HARASSMENT POLICY

AFU is committed to providing a work environment that is free of discrimina-tion. Actions, words, jokes, or comments based on an individual’s gender, race, ethnic background, religion, disability or any other legally-protected characteristic will not be tolerated. As an example, sexual conduct (both overt and subtle) can serve to create an offensive work environment and is thus prohibited. Employees, students or other individuals who feel aggrieved be-cause of conduct that may constitute sexual harassment should immediately inform the person engaging in such conduct that such conduct is offensive and must stop. Anyone who feels victimized by this behavior should notify their immediate supervisor and/or the Human Resources Unit with specific, written information concerning the matter. Upon such notification the Human Resources Unit shall within two working days begin an investigation, said in-vestigation shall be concluded and recommendation for action made to the President within a timely manner. The President shall take action on the rec-ommendation within three working days. Should the Human Resources Unit be named in the harassment charge and/or should the President hold that the charged individual has such a relationship with the Human Resources Unit that a report could legitimately be contested on the grounds of bias, then an alternate investigator shall be appointed. At every step of the procedure, con-fidentiality will be maintained to the extent possible to protect the individuals involved. Employees or students failing to restrict confidential information or who knowingly provide false information will be subject to disciplinary action. Any employee found to be engaging in any improper harassment will be sub-ject to appropriate disciplinary action, up to and including possible discharge.

14.2 DRUG FREE WORKPLACE

AFU recognizes that drug and alcohol abuse diminishes the integrity of the University and erodes the strength and vitality of its human resources. It is the intent of the University to educate students and employees about the dangers of drug and alcohol abuse, and to discourage the illegal possession and dis-tribution of drugs and alcohol. Accordingly, AFU adopts the following policy:

The unlawful possession, use or distribution of illicit drugs and alcohol by students and employees on the University property, or as a part of any Univer-sity sponsored activity, is strictly prohibited. All students and employees must abide by this policy as a condition of enrollment or employment.

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Continuance of employment or enrollment following receipt of this policy constitutes acceptance of this policy by the employee or student. Sanctions will be imposed for violation of this policy.

14.3 VIOLENCE IN THE WORKPLACE

The University strictly forbids verbal or written threats, or any behavior that is likely to lead to violence. Any employee who feels they have been the victim of a violent act should notify their immediate supervisor and/or theHuman Re-sources Office. In severe instance, where immediate response or assistance is required the employee should contact the Campus Security or contact local law enforcement. Employees who are the victim of a violent act should be pre-pared to report who the assailant was, names of witnesses, and information detailing the events that led up to the violent act. Al Falah University is strongly committed to providing a work environment that is free of violence. Towards this goal all employees are encouraged to report any act of violence which occurs to them in the workplace.

14.4 SECURITY INSPECTIONS

The University wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end,Al Falah University prohibits the control, possession, transfer, sale, and/or use of such materials on its premises including work areas, lockers, tool boxes assigned to employees, or items brought onto the University’s premises by employees.The University requires the cooperation of all employees in ad-ministrating this policy.

Note: The University prohibits any non-law enforcement officer to have in their possession (including personal and vehicle) a firearm while on University property.

15. Role of AFU Staff in governance and participation on Committees

AFU supports and encourages any staff member to become engaged in struc-tured approved committees, this practice will advance staff responsibility and lead the AFU community into the world to serve. Staff participation in different university committees will make them more dedicated to improve their intel-lectual, knowledge, and logical skills.

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AFU determines the need for its staff to take part in effective and productive structured committees to explore specific topics or issues.

It is important to emphasize the positive impact of the staff’s participation in committee work, both to the individual and the University. The University benefits by having a large number of willing and interested staff from which to choose committee participants and from the knowledge they bring to the group process.

AFU individual staff participants are able to contribute to the university in a meaningful way, by developing new dimensions of their abilities of making a difference. It is essential that the staff participant communicates with one’s supervisor and assists in determining work schedules and assignments in conjunction with the staff’s work, the work of others, and the effective progress of the unit’s work. This process will promote equitable committee participation among staff members within a unit and consistent work priorities.

AFU different committees enable all units’ staff members to be part in one committee at least once since it is formed at the beginning of the academic year. Each committee head communicates the goals and objectives of the committee, the expected commitment, and the schedule of work and meetings, and assigns duties for each staff member and other members.

16. CULTURAL ADAPTATIONUnited Arab Emirates holds a diversified portfolio with successful achievements in various industries. This breathtaking oasis in the middle of the desert is a union of seven emirates namely, Abu Dhabi, Dubai, Sharjah, Ajman, Umm al-Quwain, R’as al-Khaimah and Fujairah. UAE came into being on 2nd December 1971. Apart from Arabic as its official language and Islam, the way of life, UAE welcomes people of varied nationalities to practice their cultures while respecting their boundaries.

16.1 DUBAI AND CULTURE OF THE UAE

As UAE is an amalgam of people from many diversified cultures, the living environment of this country is adaptable, relatable and very comfortable for many expatriates. Although there is a freedom but UAE firmly holds deep-rooted beliefs in Islam and practices its teachings undisputedly. The primary goal of the rulers of this nation is to safeguard and promote the religion of Islam while accommodating economic growth.

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16.2 UAE DEMOGRAPHICS

United Arab Emirates occupies a total area of 83,600 km² and shares its border with KSA, Qatar and Oman. It has the seventh largest oil reserves in the world and it is very responsible in handling its environmental aspects. The UAE is an active leading country in the field of clean and renewable energy worldwide. Its immense efforts culminated by choosing Abu Dhabi to host the headquarters of the International Renewable Energy (Irena).

Climate: As the UAE is situated in the deserts of Middle East it faces the harshest summers around the globe. The summer season in UAE spans almost eight months with July and August having the extreme temperatures. Many indoor facilities and activities are organized with respect to the seasons and these are highly appreciated.

Education: In the field of education the UAE is successfully striving to match the standards of some of the best educational hubs in the world. The government invests heavily in ensuring that all the requirements are met.

Health: Health sector receives great attention as the UAE is determined to ensure the safety of all its residents. There are private hospitals and clinics. Health insurance is mandatory for all expatriates and their dependents. Under federal law, every Emirati and expatriate in the country will be covered by compulsory health insurance under a unified mandatory scheme.

Holy Month of Ramadan: Ramadan is a respectable holy month and it is observed with great zest and zeal. This month of fasting restricts all Muslims from eating, drinking and any other inappropriate dealings from dawn till sunset. In respect of the requirements of Ramadan most eating hangouts are closed in the daytime. Work hours are reduced during Ramadan usually to six hours a day.

Cultural Cuisine: Just as its culture the Emirati cuisine is also cosmopolitan. The influence of varying cultures has also impacted their cuisine therefore it appears as a blend of Middle Eastern and Asian cuisine. Emiratis retain their essence by welcoming guests with dates and gahwa (Arabic coffee). These are kept available through the guest’s visit. Pork is prohibited in Islam so it is ensured that it is not included in Arab menu while meat, fish and rice are the staple foods of the Emirati cuisine.

Sports: Football is the most popular sport. Emirati football clubs Al-Ain,

Al-Wasl, Al-Shabbab ACD, Al-Sharjah, Al-Wahda, and Al-Ahli are the most popular teams and enjoy the reputation of long-time regional champions.Other popular sports include Cricket, Camel Racing, Falconry, Endurance Riding, and Tennis.

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UAE Dressing: The UAE society follows its dress code strictly. Emirati men and women can easily be distinguished by their traditional dressings such as the Kandura and the women wear an Abaya. The dress code in Dubai is generally liberal however, as a mark of respect; it is advisable to abide by the following:

• For women: knees, shoulders and midriffs should be covered. No tight or revealing clothing should be worn.• For men: not allowed to be bear chested, preferably long trousers with shirt or T-shirt.• Visitors are required to behave accordingly and to respect and abide the law.

General Behaviors towards men and women• Mostly Arab and Muslim women don’t shake hands with men. If women offer to shake hands then it is appropriate to do so but the decision is left upon her. • Greeting a men and shaking hand with men is acceptable but any questions relating to their family should be avoided. • Separate service areas are organized for women in banks, immigration and hospitals and men are not allowed to enter there. • Taking a photo with men and women is illegal, except he/she agrees.

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Documents

H.H. Sheikh KHALIFA BIN ZAYED AL NAHYAN · H.H. Sheikh KHALIFA BIN ZAYED AL NAHYAN President of United Arab Emirates. H.H. Sheikh MOHAMMED BIN RASHID AL MAKTOUM Vice President and