Policies and Procedure Manual

Prepared by: Vice Deanship for

Quality and Development

2014 - 2015

Policies and Procedure Manual

College of Dentistry

Prepared by: Vice Deanship for

Quality and Development

2014 - 2015

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NOTICE

The College of Dentistry Policy and Procedure Manual may be changed at any time by the College of Dentistry without prior notice to students, faculty and staff. Any rules, regulations, policies, procedures or other representations made herein may be interpreted and applied by the College of Dentistry to promote fairness and academic excellence.The College of Dentistry reserves the right to change any provisions, offerings, or requirements at any time within the student’s period of enrollment.

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INTRODUCTIONThe policies contained in this manual have been compiled for the benefit of students and faculty in the College of Dentistry from a variety of College of Dentistry and University sources. In addition to these policies, students, faculties and staff should consult the University of Dammam, College of Dentistry Student and Faculty Handbook which is available in Vice Deanship for Quality and Development archive.Students, faculties and staff are expected to become thoroughly familiar with these policies and procedures and to contact the Office of the Vice Deanship for Quality and Development in the College about questions related to the Policy Manual. Most policies are available on the College of Dentistry’s website. Other informational announcements may be made as necessary during the year. Students and staff should retain this manual and subsequent announcement for their reference. Modifications of the policies or procedures contained herein will be announced as they are approved.

Supervisor General for Vice Deanship Quality and DevelopmentUniversity of DammamCollege of Dentistry

ADMINISTRATION 2 Mission, Vision of the College

3 College Organogram

4 ADMINISTRATION POLICIES AND PROCEDURE6 1. Policies and Procedures for Faculty and Staff Recruitment22 2. Policy for Faculty Promotions26 3. Policy for Budgeting and Planning

36 4. Policy and Procedure for Faculty Grievance (Due Process)

36 5. Policy for Conflict of Interests ACADEMIC AFFAIRS 44 1. Policy and Procedure for Program Delivery

50 2. Policy for Teaching Methodologies

53 3. Policy for Monitoring Student Performance and Progress

60 4. Policies and Procedures for Retention of Dental Students

67 5. Policy and Guideline for Students’ Code of Conduct

84 6. Policy to Ensure Educational Privacy

89 7. Policy for Student Grievances and Grade Appeals

94 8. Policy on Academic Advising and Counseling

101 9. Policies and Procedures for Admission of New Dental Students

109 10. Examination & Assessment Policies

118 11. Policy and Procedure for New Dental Students’ Orientation

126 12. Policy and Procedure on Act of Plagiarism

132 13. Policy and Procedure for Election and Working of Student Leaders

139 14. Policy on Remediation

CLINICAL AFFAIRS MAIN STORE145 1. Policy for Material Issue

149 2. Policy for Purchase Orders

152 3. Policy for Purchase Records

Table of Contents |

155 4. Policy for Receiving And Inspection

159 4. Policy for Deliveries from Main Dental Store to Clinics and Laboratories

161 5. Policy for Expired Items MEDICAL RECORDS164 1. Policy for Circulation / Check-Out of Medical Record Files167 2. Policy for Confidentiality of Medical Records171 3. Policy for Data Retrieval and Medical Records Review173 4. Policy for Documentation Standards for Patient Medical Records180 5. Policy for Filing of Investigation Reports/Other Documents in Medical Records182 6. Policy for Missing or Lost Medical Records184 7. Policy for Medical Record Completion187 8. Policy for Medical Records Retention189 9. Policy for Release of Information RADIOLOGY193 1. Rules and Regulations for Radiation Protection200 2. Policy for Chemicals Disposal in Radiology SectionCLINICAL QUALITY206 1. Clinical Quality Assurance Program217 2. Policy for Standards of Care and Patient SafetyQUALITY AND DEVELOPMENT228 1. Policy and Procedure for Conducting and Monitoring Quality Assurance Activities243 2. Policy and Procedures for Continual Improvement251 3. Policy and Procedure for Monitoring Students Awareness with CoD Policies and ProceduresRESEARCH256 1. Policies, Procedures, and Guidelines for Research268 2. Policy on Procurement and Management of Research Equipment272 3. Policy on Research Equipment Safety276 4. Policy on Safety And Security of Research Equipment281 5. Policy on Monitoring Research Strategic Plan

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Part 1 Administration |

1

-- Vision, Mission

-- College Organogram

-- Policies and Procedure for Administration

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Vision, Mission of the College|

VisionTo be recognized internationally for excellence in dental education, research

and community service.

MissionTo achieve outstanding professional quality in oral health by graduating dentists

committed to serving the community and primed for lifelong learning and research.

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COLLEGE ORGANOGRAM |

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POLICIES AND PROCEDURE FOR ADMINISTRATION

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1. Policies and Procedures for Faculty and Staff Recruitment

2. Policy for Faculty Promotions

3. Policy for Budgeting and Planning

4. Policy and Procedure for Faculty Grievance (Due Process)

5. Policy for Conflict of Interests

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POLICIES AND PROCEDURES FOR FACULTY AND STAFF RECRUITMENT

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POLICY STATEMENTThe College administration recognizes the need for adequate faculty and staff support to successfully and efficiently maintain the operations of the College. Adequate faculty and staff also maintain the appropriate faculty/student ratios. All persons with academic appointments to the College will constitute the faculty. Full-time academic appointments are reserved for those who are pursuing a career in an academic discipline and who devote their professional time and expertise to an appropriate combination of teaching, research, service (patient care, community services), administration, and institutional advancement. Full-time faculty receives a range of University fringe benefits, and is bound by rules and regulations governing their professional activities. Faculty is appointed upon the recommendation of the Faculty Board of the College and the Scientific Council. The ultimate appointment decision is made by the University Council.Recruitment is made on availability of the budgeted faculty/staff position or on the availability of documentation specifying the objective of recruitment. Hiring is accomplished purely on a merit basis, in accordance with institutional requirements and criteria, and a demonstration of the appropriate credentials, experience, and other necessary skills outlined through the Human Resources Department of the University of Dammam.Due to the shortage of qualified and trained Saudi faculty and staff, the College administration has often found it necessary to recruit faculty and staff from other countries. When local candidates are unavailable, announcements are made in international journals and web sites to recruit suitable candidates. Members of the search committee may either visit the countries where the candidates reside or conduct “Skype” interviews of the candidates.The College Search Committee works in concert with the Recruitment Section of the University’s Personnel Department

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1. All candidates for appointment to the College faculty and staff should be committed to the mission of the College, and will be expected to maintain high standards of personal and professional integrity. The appointment of each individual to the College at different faculty and staff positions is established to meet institutional needs and to recognize individual expertise and preferences for the appropriate involvement in teaching, clinical service, and research activities.2. At the time of appointment, the concerned Department Chair is responsible for writing a letter that conveys the department’s expectations to the appointee on behalf of the College in carrying out the specific responsibilities designated for the appointee.

RESPONSIBILITY:1. Dean, College of Dentistry2. Vice Dean for Academic Affairs3. Vice Dean for Clinical Affairs4. Vice Dean for Post Graduate Studies and Scientific Research5. Department Chairs6. Search Committee

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BASIC ELIGIBILITY CRITERIA FOR FACULTY POSITIONS:

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PROCEDURE FOR RECRUITMENT:A. Dental Faculty - Local Applicants:1. The requesting department will submit the position requisition to the Search Committee of the College for review and approval.2. The Search Committee will review the position requisition and make any necessary changes prior to its submission to the office of the University President for approval.3. The approved position requisition will be forwarded to the Recruitment Section of the Personnel Department, which will prepare the job announcement and place it on the appropriate web sites, local / international newspapers, and professional journals.4. In exceptional cases, the need for advertising may be waived (e.g. a suitable candidate is available). The request for waiver of advertising, including a clear explanation by the chair of the department, will be considered by the University President on recommendation of the College Dean.5. The Recruitment section will record and maintain all of the received applications for the announced position and forward the applications to the College Search Committee Chair for review.6. The committee will begin screening the applicants, according to the basic eligibility criteria, using the Initial Screening Form. (Annexure 1)7. Selected candidates will be interviewed using the Interview Evaluation Form. (Annexure 2)8. Following interviews, the Search Committee Chair will recommend an applicant for further processing by the University’s Recruitment Section.9. Each selected candidate will be asked to provide three letters of recommendation. The committee may choose to seek additional references to obtain additional information about the applicant.10. The Recruitment Section of the University will complete the primary source Verification (Education Record Check) of the candidate’s educational degrees/certificates. (Annexure 3)

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11. Upon selection of a candidate, an unofficial offer letter outlining the terms and conditions and the compensation and benefits package will be forwarded to the candidate by the University’s Recruitment Section.12. The Recruitment Section will notify the College Search Committee Chair regarding the candidate’s response to the unofficial offer letter and specify the final salary and expected date of joining.B. Dental Faculty - International Applicants:1. The Search Committee will review the position requisition and make any necessary changes prior to its submission to the office of the University President for approval.2. The approved position requisition will be forwarded to the Recruitment Section of the Personnel Department, which will prepare the job announcement and place it on the appropriate web sites, local / international newspapers, and professional journals. The Recruitment Section may also contact the authorized international recruitment firms or the recruiting agents for the announced position(s).3. In exceptional cases, the need for advertising may be waived (e.g. a suitable candidate is available). The request for waiver of advertising, including a clear explanation by the chair of the department, will be considered by the University President on recommendation of the College Dean.4. The Recruitment Section will record and maintain all of the received applications for the announced position and forward the applications to the College Search Committee Chair for review.5. The committee will begin screening the applicants, according to the basic eligibility criteria, using the Initial Screening Form.(Annexure 1)6. Selected candidates will be interviewed using the Interview Evaluation Form. (Annexure 2). The Search Committee may conduct an onsite interview of the candidate(s) if it is on a recruitment visit to that country. The Search Committee may choose to conduct a “Skype” interview of an international candidate. 7. Following interviews and approval of the Faculty Board, the Search Committee Chair will recommend a candidate for further processing by the University’s Recruitment Section.

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8. Each selected candidate will be asked to provide three letters of recommendation. The committee may choose to seek additional references to obtain additional information about the applicant. 9. The Recruitment Section of the University will complete the primary source Verification (Education Record Check) of the candidate’s educational degrees/certificates. (Annexure 3)10. Upon selection of a candidate, an unofficial offer letter outlining the terms and conditions and the compensation and benefits package will be forwarded to the candidate by the University’s Recruitment Section.11. The Recruitment Section will notify the College Search Committee Chair regarding the candidate’s response to the unofficial offer letter and specify the final salary and expected date of joining.12. In cases where the selected candidate has applied through a search firm or recruiting agents, all processing should be accomplished through these external entities, who will act as facilitators for the University and for the candidate.13. The Recruitment Section will initiate the immigration process for international candidates.14. International candidates will have their educational and family documents translated into Arabic and attested by their country’s ministry of Foreign Affairs and the Saudi Cultural Attaché’s office in their respective countries.15. Upon completion of documents, international candidates will be responsible for submission of their immigration application to the Saudi embassy in their respective countries, if hired independent of a recruitment firm or recruiting agent. In other cases, the immigration process should be completed for the candidate by the recruitment firm or recruiting agent.16. Upon arrival at the University, the candidate will submit all necessary documents to the Recruitment Section.C. Dental Staff – Local Applicants:1. Before a position is advertised, it must be authorized by the Dean. Budget, salary and other requirements must have prior approval.

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2. Applicants may submit their CVs for evaluation and review to the Office of the Director General of the university, Dean, or Vice Dean for Clinical Affairs.3. As applications and CV’s are received, CoD- UoD will be sending letters to the applicants acknowledging receipt of their applications. 4. The evaluators will then review and evaluate the CV. If an interview is required, the applicant will be given an appointment with the evaluators5. The Vice Dean for Clinical Affairs will then review the CV along with the recommendations of the evaluators and an unofficial offer letter outlining the terms and conditions and the compensation and benefits package will be forwarded to the applicant according to the University and College policies and procedures.6. The applicant will be called and an offer will be discussed. If both parties agree to the terms and conditions, the application will be sent to the Personnel Affairs Office for further processing of recruitment documents.D. Dental Staff – International Applicants:1. Before a position is advertised, it must be authorized by the Dean. Budget, salary and other requirements must have prior approval.2. The Office of the Dean, College of Dentistry, will inform the authorized agent of the new or vacant positions in the College through fax or e-mail.3. Accordingly, the agent will send CVs of interested candidates to the Office of the Dean.4. The CV will be sent to the designated evaluator (Vice Dean for Clinical Affairs) for evaluation. CVs of selected candidates will be submitted to the office of the Medical Director.5. If the application is targeted for a specific area (i.e. Anesthesia or Operating Rooms), the CV will be sent to the respective Chief of services for further evaluation and recommendations, then re-directed to the Vice Dean for Clinical Affairs.6. The Vice Dean for Clinical Affairs will then review the CV, if approved, his office will coordinate with the authorized agent for possible hiring of the approved candidate and an offer letter will be sent to the candidate.

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7. The authorized agent will inform the Vice Dean for Clinical Affairs if the applicant has accepted the offer and has agreed to the terms and conditions of the College.8. Each selected candidate will be asked to provide three letters of recommendation. The committee may choose to seek additional references to obtain additional information about the applicant. 9. The Recruitment Section of the University will complete the primary source Verification (Education Record Check) of the candidate’s educational degrees/certificates. (Annexure 3)10. Upon selection of a candidate, an unofficial offer letter outlining the terms and conditions and the compensation and benefits package will be forwarded to the candidate by the University’s Recruitment Section.11. The Recruitment Section will notify the College Search Committee Chair regarding the candidate’s response to the unofficial offer letter and specify the final salary and expected date of joining.12. In cases where the selected candidate has applied through a search firm or recruiting agents, all processing should be accomplished through these external entities, who will act as facilitators for the University and for the candidate.13. The Recruitment Section will initiate the immigration process for international candidates.14. International candidates will have their educational and family documents translated into Arabic and attested by their country’s ministry of Foreign Affairs and the Saudi Cultural Attaché’s office in their respective countries.15. Upon completion of documents, international candidates will be responsible for submission of their immigration application to the Saudi embassy in their respective countries, if hired independent of a recruitment firm or recruiting agent. In other cases, the immigration process should be completed for the candidate by the recruitment firm or recruiting agent.16. Upon arrival at the University, the candidate will submit all necessary documents to the Recruitment Section.

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D. Dental Staff – International Applicants:1. Before a position is advertised, it must be authorized by the Dean. Budget, salary and other requirements must have prior approval.2. The Office of the Dean, College of Dentistry, will inform the authorized agent of the new or vacant positions in the College through fax or e-mail.3. Accordingly, the agent will send CVs of interested candidates to the Office of the Dean.4. The CV will be sent to the designated evaluator (Vice Dean for Clinical Affairs) for evaluation. CVs of selected candidates will be submitted to the office of the Medical Director.5. If the application is targeted for a specific area (i.e. Anesthesia or Operating Rooms), the CV will be sent to the respective Chief of services for further evaluation and recommendations, then re-directed to the Vice Dean for Clinical Affairs.

C. Dental Staff – Local Applicants:1. Before a position is advertised, it must be authorized by the Dean. Budget, salary and other requirements must have prior approval.2. Applicants may submit their CVs for evaluation and review to the Office of the Director General of the university, Dean, or Vice Dean for Clinical Affairs.3. As applications and CV’s are received, CoD- UoD will be sending letters to the applicants acknowledging receipt of their applications. 4. The evaluators will then review and evaluate the CV. If an interview is required, the applicant will be given an appointment with the evaluators.5. The Vice Dean for Clinical Affairs will then review the CV along with the recommendations of the evaluators and an unofficial offer letter outlining the terms and conditions and the compensation and benefits package will be forwarded to the applicant according to the University and College policies and procedures.6. The applicant will be called and an offer will be discussed. If both parties agree to the terms and conditions, the application will be sent to the Personnel Affairs Office for further processing of recruitment documents.

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Annexures:1. Annexure 1: Initial Screening Form2. Annexure 2: Interview Evaluation Form3. Annexure 3: Education Record Check

6. The Vice Dean for Clinical Affairs will then review the CV, if approved, his office will coordinate with the authorized agent for possible hiring of the approved candidate and an offer letter will be sent to the candidate.7. The authorized agent will inform the Vice Dean for Clinical Affairs if the applicant has accepted the offer and has agreed to the terms and conditions of the College.8. An employment contract will then be prepared according to the terms and conditions agreeable to both parties.9. Other pertinent documents will be prepared by the College and the authorized agent will then process all other documents until the applicant arrives.10. Once the applicant has been hired, all documents will be transferred to the College until the process has been completed.

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Annexure 1:

University of Dammam College of Dentistry

Application Screening Form Department_____________________ Job #________ Date: _____ /____ / _____

Candidate:______________________ Reviewer: ______________________

If an applicant fails to meet the required qualification, then the committee will not consider the applicant for further review.

REQUIRED QUALIFICATIONS:

BDS DMD Masters Ph. D Others

Please specify in case of others: ____________________________________________

Considered for further evaluation (check one)

No Possibly Yes

Please use additional sheet for comment’s if needed

COD, UOD Reference Check Form Issue # 01 Date: March 28,2012

Experience (Position and location) Years

Comments

Specialized Skills & Abilities Years

Comments

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Annexure 2:

University of Dammam College of Dentistry

Interview Evaluation Form

Name of candidate: _____________________ Name of interviewer: ____________________

Position considered for: _________________ Designation of interviewer: _______________

Your rating of each factor should be reflected by placing a tick in the appropriate section on the scale that best represents your evaluation.

Unacceptable Marginal Adequate Good Excellent U M A G E

Work Experience: consider similar job duties, similar working environment, same degree of supervisory and management responsibility. Comments:

Education, Training & Professional Qualifications: Consider formal education, major fields of study, specialized training received for the relevant position, results/grades achieved. Comments:

Technical Competence: Consider knowledge, understanding and technical expertise of candidate as it relates to the requirements of the position. Comments:

Appearance, Manners and Personality: Consider general appearance, speech, nervous mannerisms, self-confidence, aggressiveness, poise, composure, overall presentation, maturity. Comments:

Supervisory and Leadership Qualification/Potential: Consider previous supervisor/leadership experience, degree of assertiveness, confidence level, acceptance of authority and responsibility, ability to motivate others. Comments:

Attitude, Stability and Maturity: Consider friction with former supervisors, peer relationships, reasons for leaving jobs, frequency of job changes; consider sense of responsibility, attitude towards work and towards family. Comments:

Interpersonal and Communication Skills: Consider liking for and ability to get along with people; ability to maintain pleasant inter-relationships with supervisors, peers and subordinates; ability to communicate ideas and thoughts in a clear, concise and organized manner. Comments:

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Ambition and Motivation: Consider clarity of future goals and direction, aspiration for success, drive energy, level. Comments:

Problem Solving Skills and Analytical Reasoning Ability: Consider articulation and organization of information, thoughts and ideas during interview; mental alertness, keenness of mind, grasp of complex ideas, problem solving ability. Comments:

Cultural Sensitivity: Consider applicant's concept of living and working in a different culture; understanding of how cultural differences can affect communication and understanding; grasp of the realities of cross-culture experiences. Comments:

Flexibility, Adaptability and Adjustment Ability: Consider applicant’s appreciation of living in a foreign country, adjusting to a new environment and ability of family to adjust. Comments:

Overall Rating of the Candidate: Consider all the facts you have learned about the applicant, how suitably he/she matches the job requirements and how well he/she can fit into our Organization.

ADDITIONAL COMMENTS:

RECOMMENDATION: HIRE DO NOT HIRE FURTHER INTERVIEW SHORT LIST OTHER _____________________________ ____________ ____________________ Date Signature of Interviewer

COD, UOD Reference Check Form Issue # 01 Date: March 28,2012

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Annexure 3:

University of Dammam College of Dentistry

Reference Check Format

Candidate’s Name Position Applied:

Name of Reference Reference’s Phone Number/e-mail

1. In what capacity have you known or worked with the candidate?

2. How long have you known (him/her)?

3. How long have you worked with him/her?

4. Followings are the duties of the position for which the candidate has applied. These include: (Describe the focus/area of the job and/or key duties below).

a.

b.

c.

d.

e.

5. Based on the duties of the position, please assess the candidate in relation to the following required, job-related skills and abilities using the following scale.

Unacceptable Marginal Adequate Good Excellent

Skills, knowledge, and abilities as mentioned in the position requisition. Rating _____ _

a.

b.

c.

d.

e.

6. Anything additional that you would like to add? _________________________________

_______________________________________________________________________

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7. What do you consider to be the individual’s strengths and weaknesses?

Strengths Weaknesses

a. a.

b. b.

c. c.

d. d.

8. Would you re-hire this person for a position if you had a vacancy?

9. Due to increased concern about violence in the workplace, did you ever observe or notice any tendency in the candidate towards violent behavior? ______________

_____________________ _________________

Name & Signature Date

COD, UOD Reference Check Form Issue # 01 Date: March 28,2012

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POLICY FOR BUDGETING AND PLANNING

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POLICY STATEMENTIt is imperative for a higher education institution to be financially sustainable to ensure the effective delivery of its programs while complying with policies and standards. The budgeting process of the College combines long term planning with sufficient flexibility for some immediate needs. Objective of this policy is to streamline the annual budgeting process and maintain financial discipline. This policy will help strategic prioritization of future plans for the academic growth of the college and improvements in the dental clinics and laboratories to develop college into a state-of-the-art facility for education, research and scholarly activities and dental-oral health care.

RESPONSIBILITY:1. Dean, College of Dentistry2. Vice Dean for Academic Affairs3. Vice Dean for Clinical Affairs4. Vice Dean for Quality and Development5. Vice Dean for Postgraduate Studies and Scientific Research6. Vice Dean for Female Student Affairs7. Director Finance and Administration8. Department Chairs9. Faculty

POLICY:At the start of the budgeting cycle, the department chairs participate in the planning process and are responsible for establishing a budget that reflects their financial and strategic projections.They are encouraged to actively involve their department faculty in the budgeting process by noting their immediate and long-term goals and objectives. Financial spending projections must be properly balanced against the budgeted projections of the College, with final authority remaining with the College Dean and the Director Administration and Finance. The project manager and department chairs have the authority and responsibility for appropriate budgeted spending.

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The Director Administration and Finance is responsible for the continual monitoring of expenditures against the approved budget and for preparing appropriate reports in a timely manner, suggesting risk minimization strategies where necessary. When discrepancies occur, the Director Finance will report it to the College Dean for corrective action.For urgent needs or spending beyond budgeted parameters, the College Dean will justify the requested needs to the University President for approval.

PROCEDURE:1. The University Central Budgeting Department will advise the College administration to submit a College’s budget proposal three months before the University’s budget deadline.2. The College Dean will ask for budget requests from the department chairs.3. Department chairs will receive budget requests from their faculty and submit them under the following categories: • Human Resources • Equipment (new and/or replacements) • Materials and other consumables • New projects • Renew or initiate contracts with equipment maintenance companies 4. Proposals for new projects or initiatives, equipment, or facilities should be accompanied by an appropriate planning and execution document with responsibilities and authorities identified.5. Departmental budget proposals will be compiled and reviewed by the College Faculty Board.

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6. The approved budget proposal is forwarded by the Dean to the University Central Budgeting Department (CBD) for review of programmatic proposals.7. The budget proposal should support the priorities established in the College’ Strategic plan.8. Upon approval of the budget, the CBD forwards it to the University Executive Board, and then to the Ministry of Finance. The designated ministry staff meets with the Vice Rector and Director Budgeting for final review and approval.9. The approved budget is forwarded to the CBD of the University, which will execute and manage the budget requisitions. All purchase requests are executed through the CBD.

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POLICY AND PROCEDURE FOR FACULTY GRIEVANCE (DUE PROCESS)

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POLICY STATEMENTThis Policy is intended to provide a fair, internal process for resolving employment related disputes that arise between faculty or academic staff members and administrators. The formal procedures described in this policy are intended to be used only when matters cannot be resolved informally. RESPONSIBILITY:1. Dean, College of Dentistry2. Vice Deans3. Department Chairs4. Faculty5. Administrative StaffDEFINITIONS1. Grievance: A written complaint filed by a faculty or academic staff member against a faculty member and or an administrator of the College / University alleging a violation of University / College policy or established practice e.g. improper, arbitrary, or discriminatory application of university rules, regulations, standards, practices, and/or procedures relating to the conditions of employment or to other circumstances giving proper grounds for complaint.2. Faculty member: A person with a paid University appointment at the rank of professor, associate professor, assistant professor, lecturer or instructor. 3. Administrator: A person appointed as the head of an administrative unit, director, department chair, dean, or separately reporting director. 4. Policy: A written statement of principles and procedures that govern the actions of faculty, academic staff, and administrators, including written rules, bylaws, procedures, or standards.5. Practice: Actions taken by the administrator within an administrative or academic unit based on customs or standards in that unit which are usually unwritten but of long-standing duration, and for whose existence the grievant can offer evidence.6. Violation: A breach, misinterpretation, or misapplication of existing policy or established practice.

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POLICY: The Faculty Grievance Policy is designed to provide due process for faculty members. This policy will apply anytime a grievance is filed by a COD faculty member against a faculty member or an academic administrator / administrator where no other COD policy is appropriately applied.

Grievances may include work assignments, work schedules, working conditions, annual evaluations, or the interpretation or application of a rule, regulation, or policy. The Faculty Grievance Committee will not, however, review any grievances relating to promotion or denial of promotion in academic rank or reappointment. Nor will the Committee listen to complaints from employees regarding suspension without pay, demotion or termination of employment due to disciplinary action. Other College of Dentistry, Campus and University committees and processes concerning promotion, reappointment and tenure should be used for grievances relating to these types of matters. The Faculty Grievance Committee shall have the authority to determine if a grievance should be heard or processed through alternative channels. A grievance may also be filed against a faculty member who violates University / College policies, College By-laws or other policies as appropriate. Complaints regarding harassment or discrimination shall be addressed under the procedures in the policy on sexual harassment.

The formal procedures described herein are intended to be used only when matters cannot be resolved informally. A faculty or academic staff member who feels aggrieved should first seek an informal resolution at his/her department level before filing a formal grievance to the college Dean under this policy. The procedures contained in this policy are not intended to challenge the desirability of University of Dammam policies. If a member of the committee is involved with the grievance or may have a conflict of interest with hearing the case, the member is expected to excuse him / herself from committee for the duration of the case.

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FACULTY GRIEVANCE COMMITTEE:On proper request for a complaint / hearing, the College Dean shall establish an ad hoc committee of five persons with appropriate expertise and without bias or direct interest in the outcome and to adherence to hearing procedures assuring a full and impartial hearing strictly on the merits of the cases. The committees shall comprise of 1. Vice Dean (assigned by the Dean)2. Chair / head of one department (other than complainant’s department)3. Representative from Vice Deanship for Quality and Development4. Two COD faculty members (other department)

The Dean shall designate one member of the committee to act as chair.

The grievant or accused shall have the right to challenge committee appointments supported by adequate grounds. The challenged member shall be excused if Dean finds adequate justifiable evidences. He shall then appoint replacements for the member excused.

The Committee shall review and evaluate grievances brought forth by a faculty member and shall submit a recommendation concerning the grievance to the Dean. The Committee is intended to provide a fair, internal process for resolving employment related disputes that arise between faculty or academic staff members and administrators.

PROCEDURE:1. To initiate a formal grievance, the employee shall present the grievance in writing to his or her supervisor within SEVEN CALENDAR DAYS from the date of the action that is the subject of the grievance. The employee's statement of complaint must include the employee's recommendation(s) for resolution of the grievance. Relevant documents or any other information pertinent to the matter should also be provided. Once the grievance has been committed to writing, it cannot be changed. 2. Immediate supervisors and department heads must respond to the employee in writing within seven calendar days of receipt of the grievance.

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3. If an employee’s immediate supervisor is the subject of the grievance, the employee may file the grievance in writing directly with the Chair of the Committee. 4. Once received by the committee, the process is as follows: 4.1 Hearings shall be scheduled as expeditiously as possible with due regard for the schedule of both parties. On the rare occasion when a party fails to respond to repeated attempts (not more than one week) to schedule a hearing or unreasonably delays the scheduling of a hearing, the Grievance Committee will schedule the hearing for the first date available to the panel members and the other party. 4.2 The Grievance Committee shall convene the hearing panel and shall be present during all formal proceedings. The Grievance Committee shall provide written notice of the time and place of the hearing, the names of counsel, the names of any witnesses, and copies of any documents submitted by the parties and deemed relevant by the Grievance Committee, to each party at least seven days before the hearing. 4.3 The hearing shall be conducted in good faith and must be completed within 14 calendar days unless the Grievance Committee determines that an extension of time is necessary. 4.4 All hearings shall be recorded. A party may request and obtain a copy of the recording from the Grievance Committee. 4.5 Hearings shall be closed unless the parties agree otherwise. 4.6 The privacy of confidential records used in the hearing shall be respected. 4.7 All parties may present their cases in person and may call witnesses on their behalf. The names of witnesses must be provided to the Grievance Committee at least seven (7) days prior to the hearing date. 4.8 A party may elect not to appear, in which event the hearing will be held in his or her absence. 4.9 All parties are entitled to counsel of their choice. The name of counsel must be provided to the Grievance Committee at least seven (7) days prior to the hearing date.

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4.10 Any party or counsel shall be entitled to ask pertinent questions of any witness or the other party at appropriate points in hearings. The grievant bears the burden of proving that there has been a violation of policy or established practice. A hearing panel shall decide whether the evidence supports the allegations made by the grievant. 4.11 The Grievance Committee shall report their findings and recommendations in writing within 14 days of the completion of the hearing to the Grievance Committee, who shall forward them to the grievant, the respondent, their counsel, and the appropriate supervisor.5. If the grievance is not satisfactorily resolved by the Committee or if the employee does not receive a response in accordance with the timelines outlined in this policy, the employee may submit a written response stating why the decision is unacceptable to the following persons in the order listed: 1. Department head 2. Concerned Vice Dean 3. Dean6. Failure to respond to the employee within the time limit allows the grievant to automatically submit the grievance to the next higher appeal level. 7. All records and information related to grievance proceedings shall be kept confidential to the degree permitted by law. The Grievance Committee, parties to the grievance and other relevant administrators and faculty (including witnesses, presiding officers, and panel members) shall respect the confidentiality of information and records and the privacy of all parties whose interests are affected by a grievance.

Annexure: 1. Article 82-91, Chapter Seven2. Rules and Regulations for Universities3. Council of Higher Education General Secretariat 4. Kingdom of Saudi Arabia

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Annexure 1: KINGDOM OF SAUDI ARABIA

COUNCIL OF HIGHER EDUCATION

GENERAL SECRETARIAT

CHAPTER SEVEN

RULES & REGULATIONS COUNCIL OF HIGHER EDUCATION

AND UNIVERSITIES

th 6 the in taken No. 4/6/1417, Education Council reHigh the of decision to the according Issuedsession of the Higher Education Council held on 26/8/1417H, crowned by the agreement of the Custodian of the two Holy Mosques, Head of Ministers Council and Head of Higher Education

Council through telegraphed instruction, No. 7/B/12457 dated 22/8/1418H.

THIRD EDITION 1428 – 2007

English Translation By

UNIVERSITY OF DAMMAM

DEANSHIP, QUALITY & ACADEMIC ACCREDITATION

October 2010

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DISCIPLINEARTICLE 82A disciplinary committee for staff members, and their equivalent, is formed by a decision from the President of the University, as follows: 1. One Deputy President, as chairman. 2. A Dean other than the one that investigates, as a member. 3. A staff member with a rank not less than Professor, as a member. 4. One of the specialists in Shari’ah or regulations, as a member.ARTICLE 83Taking into account the regulations of staff discipline, one of the Deans, appointed by the President of the University, investigates a staff member directly, if he/she fails to perform his/her duties. The Dean reports to the President of the University the results of the investigation who transfers the investigated member to the disciplinary committee, if necessary.ARTICLE 84The President of the University may suspend the work of a staff member, and his/her equivalent, for investigation, if necessary. The suspension period must not be more than 3 months, unless with a decision from the disciplinary committee.Suspension period or periods might be extended once or more, based on the investigation circumstances. However, suspension period should not be more than one year each time.ARTICLE 85The suspended staff receives 50% of his/her basic salary. If he/she is innocent or penalized by other than termination, he/she receives the rest of his/her salary. If he/she is penalized by termination, he/she will not need to pay back what he received, unless the disciplinary body decides otherwise.ARTICLE 86The President of the University notifies the staff member, and his/her equivalent, who is referred to the disciplinary committee, with the accusations and a copy of the investigation report by a registered letter at least 15 days before the trial session date.

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ARTICLE 88The disciplinary committee reviews the referred case as follows: 1. The secretarial tasks of the committee are carried out by an employee selected by its chairman. 2. The committee holds its meetings by invitation from the chairman. The investigated staff member is notified in writing by a registered letter to be present before the committee to listen to his/her statements and defense. 3. The committee holds meetings in the presence of the investigated staff member or his representative. If he/she or his/her representative did not attend the meeting the committee reviews the case and completes the investigation steps confidentially. The committee may listen to witnesses, when necessary. 4. The disciplinary committee decides by a majority of vote, and its meetings will not be valid unless all of the members attend the meeting. The committee presents its decisions to the President of the University, attached with the case file, within not more than two months from the referral date. If the President of the University does not approve the committee’s decision, the decision will be returned to the committee. If the committee insists on its decision, the matter will be raised to the University Council which gives the final decision. 5. The President of the University notifies the investigated staff member, and his/her equivalent, with the committee’s decision, once it is issued, in writing by a registered letter. 6. The staff member, and his/her equivalent, may contest the decision by a letter presented to the President of the University within 30 days from the date of being notified of the committee’s decision, unless the decision is final. If the contest is received before the due date, the President of the University returns the case to the disciplinary committee for a new review. If the committee insists on its decision, the matter will be raised to the University Council, which gives the final decision.

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ARTICLE 89Taking into account the rules of Article 32 of staff discipline regulations, the disciplinary penalty to be inflicted on staff members, and their equivalent, are: 1. Warning. 2. Blaming. 3. Salary deduction of no more than the basic salary of three months and the monthly deduction should not exceed third of the basic salary. 4. Prevention from one periodical increment. 5. Postpone of promotion for one year. 6. Exclusion from academic work, and, assigning to another work for a maximum period of five years. The exclusion period is not included in the duration counted for promotion. 7. Termination.ARTICLE 90No impact of the disciplinary proceeding on other legal proceedings arising from the same incident.ARTICLE 91The President of the University might warn the staff member, and his/her equivalent, who breaches his/her duties orally, or, in writing. He might inflict both penalties of warning and blaming on the staff member after investigation, and, listening and writing his/her statements and defense. The decision of President of the University in this case is reasoned and final.Based on the information from the heads of departments, or, on their own observations, the Deans should notify the President of the University of Staff Members, and their equivalent, who are in breach of required duties or any other violations.

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POLICY FOR CONFLICT OF INTEREST

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POLICY STATEMENT The purpose of this policy is to ensure that administrators, faculty, and staff of the College avoid “conflict of interest” with respect to the affairs of the College and the University. This policy provides guidance for all faculty and staff when considering potential conflicts of interest, as it is their responsibility to disclose these issues. The College is committed to operating in an ethical and legal manner, and in compliance with all government statutes, University policies, Compliance Program and Code of Conduct. Faculty and staff are urged to avoid or disclose interests and activities that may conflict with the proper discharge of their official duties.

RESPONSIBILITY: 1. Dean, College of Dentistry 2. Vice Deans 3. Department Chairs 4. Faculty of Dentistry 5. Administrative staff 6. Interns and Students

ANNUAL DISCLOSURE:All administrators, faculty, and staff of the College will annually sign a Statement of Disclosure/Conflict of Interest, and will recuse themselves from all activities that are related to conflicting issues.

GIFTS: Faculty and staff should report all proposed and received gifts to their immediate supervisor. The supervisor will communicate directly with donors and will refer questions to the *Comptroller office at the University/College Dean as appropriate. Specific guidelines on gifts and donations are mentioned in article 48, page 59, chapter 3 of Rules and Regulations for Financial Affairs of University.

* Refer to article 19-26, page 53-54, chapter 3 of Rules and Regulations of Council of Higher Education

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THE UNIVERSITY RULES OF ACCEPTING AND DISPOSING OF DONATIONS,

GRANTS, BEQUESTS AND ENDOWMENTS

ARTICLE 48

The University Council may accept donations, grants, bequests and endowments. It may also accept conditional donations for special purposes that do not violate the University main objective.

These donations are deposited into an independent bank account to be spent on specified purposes according to the following rules:

1. These donations must be deposited into an independent bank account with the Saudi Arab Monetary Agency or any local bank and transferred over yearly.

2. Assets are valued as soon as they become possessions of the University.

3. All donations, grants, bequests and endowments inheritances are registered in a special registry.

4. Spending from donations, grants, bequests and endowments is subject to these rules:

(a) If the donation, bequest or endowment is in cash or an asset and the donator specifies how to use it, it must be fulfilled according to his request.

(b) If the donation, bequest or endowments is in cash or an asset and the donator does not specify how to use it, the University Council has the right to specify other ways of spending.

(c) Spending from the independent bank account is subject to possession of official documents and should be supervised by the auditor.

The University president can spend up to one million riyals. If any amount above one million is required, the approval of the University Council is necessary.

The auditor regularly monitors and reviews the donations, grants, bequests and endowments and the independent bank account, and reports on them.

The auditor must make sure that all the donated estates and materials are registered in the University records according to the accounting rules and report them.

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VENDOR-SPONSORED EVENTS: Prior to planning or attending a vendor-sponsored program, faculty and staff will need to consider if it may constitute a violation of the applicable governments ethics statutes, including any “anti-kickback laws”. Faculty and staff are urged to contact their immediate supervisor for advice on this matter.

PERSONAL USE OF UNIVERSITY/COLLEGE RESOURCES: Faculty and staff are responsible for protecting University and College resources, including but not limited to: property, personnel, time, equipment, vehicles, computer software, trademarks, and intellectual property. Limited personal use of University and College resources may be permitted under certain conditions. Faculty and staff are urged to contact their immediate supervisor with specific questions or concerns regarding use of University / College resources.

LOBBYING: Under no circumstances shall University or College resources may be used for lobbying or promoting or opposing an initiative under consideration by the government / university administration. This prohibition includes the use of employee work time to engage in these activities.

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Continuing Education (CE) Program of the CollegeCE programs at the College of Dentistry are to be strictly educational and non-promotional. 1. At the start of the program, CE faculty will formally disclose any potential conflicts of interest. (Conflicts of interest can include stock ownership, current or past employment, paid consulting services, paid speaking engagements, membership on advisory boards, or funded research activities.) 2. CE faculty will base their presentations on contemporary scientific evidence and /or proven clinical efficacy, and will include any limitations on scientific data. 3. Wherever possible, CE faculty members are encouraged to use generic names whenever specific products are discussed, and include a balanced discussion of competing therapies. 4. CE programs are to be created and presented in a manner that is independent from the promotional influences of any commercial entities. 5. CE faculty will separate commercial product displays from the classrooms or learning areas and formally disclose to all participants any sponsorship received for the CE programming. 6. CE faculty will provide opportunities for dialogue and debate, as appropriate, during CE programs.

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PART IIPolicies and Procedure for Vice Deanship for Academic

Affairs

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1. Policy and Procedure for Program Delivery

2. Policy for Teaching Methodologies

3. Policy for Monitoring Student Performance and Progress

4. Policies and Procedures for Retention of Dental Students

5. Policy and Guideline for Students’ Code of Conduct

6. Policy to Ensure Educational Privacy

7. Policy for Student Grievances and Grade Appeals

8. Policy on Academic Advising and Counseling

9. Policies and Procedures for Admission of New Dental Students

10. Examination & Assessment Policies

11. Policy and Procedure for New Dental Students’ Orientation

12. Policy and Procedure on Act of Plagiarism

13. Policy and Procedure for Election and Working of Student Leaders

14. Policy on Remediation

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POLICY AND PROCEDURE FOR PROGRAM DELIVERY

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POLICY STATEMENT:The policy for program delivery is to ensure awareness of programmatic and curricular specifications/ learning objectives to the department chairs, faculty, and students and to communicate any changes in a timely manner. The academic affairs and the departmental chairs will make sure that that course learning outcomes (LOs) are consistent with the program learning outcomes (LOs) and National Qualification Framework (NQF).RESPONSIBILITY: 1. Vice Dean for Academic Affairs 2. College Registrar 3. Department Chairs It is the responsibility of each Chair to ensure that the department’s faculty is: • Aware of program specifications and LOs • Familiar with the necessary requirements for a student to graduate • Familiar with NQF and National Commission for Academic Accreditation and Assessment (NCAAA) formats for course portfolio, course specifications, and course reports. 4. Course Directors should be familiar with the: • Teaching methodologies at the College • Policies and procedures implemented in the College and particularly those related to Academic Affairs.

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PROCEDURE: I. Planning and Scheduling of Courses The courses are scheduled in two semesters 1. Vice Dean for Academic Affairs (VDAA) and Registrar will prepare the list of courses for each semester and incorporate them into the teaching schedule. 2. VDAA will forward the tentative teaching schedule to department chairs for review and suggestions. 3. Upon approval by the departments, the teaching schedule will be forwarded to student leaders representing each level of the student body for their review and feedback, for finalization by the VDAA. 4. The agreed and approved teaching schedule will be signed by the VDAA and posted electronically on the appropriate College bulletin board for viewing by faculty, staff, and students.II. Selection of Course Directors and Student Academic Advisor: 1. Course Directors are nominated by each department chair and are approved by the department board. 2. The Course Director has the following duties: • Preparation of the course specification as outlined by NCAAA. • Align course specifications and learning outcomes with those of the program and NQF. • Discuss course specifications among the faculty and staff that are involved in teaching the course and get approval by the departmental board well before the academic year begins. • Monitor the course throughout the semester to ensure that all of the learning outcomes are being achieved. • Provide the approved course specification and the final course report to the Vice Dean for Academic Affairs through departmental chair at the conclusion of course. The vice dean will forward it to the office of the Vice Deanship for Quality and Development • Timely report cases of students’ academic difficulty to the appropriate student advisors.

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3. Student Academic Advisors are nominated by the office of the VDAA. Their responsibilities and duties are outlined in the College’s Policy on Academic Advising and Counseling.

III. CourseSpecification: 1. The course director prepares the Course Specification at the beginning of the semester.After the final examination, the completed course portfolio should be submitted to the department chair for review and approval. 2. The original Course Specification is to be maintained in the department, with a copy filed with the office of the Vice Deanship for Quality and Development. 3. The course director updates the Course Specification with new teaching material and documents during each semester in which the course is taught. 4. While updating the Course Specification, all additions or deletions must be mentioned therein with proper justifications.IV. Registration: 1. The Deanship Student for Registration and Admission at the University of Dammam announces the dates for course registration. 2. After consulting with their academic advisors, students will make online registration for the desired courses. 3. Students with academic difficulties will need to register through the Registrar’s office. 4. Students may withdraw from any registered course before the end of the eighth week of the semester, provided that their total number of remaining credit hours is not less than 12. 5. Students may withdraw from all of their registered classes before the end of the tenth week of the semester.V. Initiation of Classes and Issuance of Class Schedule, Laboratory and Clinics: The office of the VDAA will distribute the approved teaching schedule (lectures, laboratories, and clinics) to all students by email.

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VI. Scheduling of Examinations: 1. The Examination and Assessment Committee will prepare a preliminary draft of the schedule of assessments, including continuous assessments and final examinations. 2. The VDAA will consult with the student members of the Examination and Assessment Committee regarding the draft schedule of assessments. 3. Student’s representatives of the Examination and Assessment Committee will provide feedback regarding the proposed schedule. 4. Department Chairs will also provide feedback regarding the proposed schedule. 5. The Examination and Assessment Committee will consider the feedback and suggested changes and modify the schedule as appropriate. 6. The Vice Deanship for Academic Affairs will publish the final version of the assessment schedule at the beginning of the academic year.VII. Announcement of Course Grades:1. Course Director: • Notifies students of grades earned in the continuous assessments within 7-10 days following the exam. • After the grades are released, students are provided feedback regarding their performance, and a list of correct answers is also provided for their review. • Final exam grades and final course grades cannot be announced to students until they have been formally approved by the Department Chair, the Vice Dean for Academic Affairs, and the College Faculty Board.

2. Vice Dean for Academic Affairs: • After approving the final course grades, will submit them to the Dean and College Faculty Board for formal approval. • An identical process is followed for the finalization and announcement of grades for continuous assessments.

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VIII. Monitoring and Evaluation:The delivery of courses and program is monitored through various mechanisms. These include but are not limited to the following:1. Annual Program Report:The Vice Deanship for Academic Affairs prepares Annual Program Report (APR) on the NCAAA template and submits it to the College Faculty Board and the office of Vice Deanship for Quality and Development for review and monitoring of suggested improvement actions. 2. Course Report:At the end of the semester, all course directors will prepare a course report on NCAAA template that includes an evaluation of the course and any suggestions for improvement. All course reports are submitted to the office of VDAA for review. Salient features are included in the Annual Program Report with suggested improvement actions.3. Quality Evaluation Surveys:The Vice Deanship for Quality and Development at the College, in collaboration with Vice Deanship for Academic Affairs and the Deanship of Quality and Academic Accreditation at the University, will conduct a series of student surveys to assess the quality of the program and collect their feedback. These surveys include: • Course Evaluation Survey (CES) • Program Evaluation Survey (PES) • Student Experience Survey (SES) and • Student Survey of Lecturing Skills (SSLS) • Alumni Survey • Students Survey for Library ServicesResults of these surveys are analyzed and forwarded to the college Dean, Vice Deans, Departmental Heads and concerned course director for their information, feedback and any suggestions for further improvement in the course and program, which are included in the course reports and annual program report.

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POLICY FOR TEACHING METHODOLOGIES

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POLICY STATEMENTThe College of Dentistry has adopted a variety of standard teaching methodologies for delivery of the curriculum, aligning these to achieve the defined learning outcomes of the courses and program.RESPONSIBILITY: 1. Vice Dean for Academic Affairs 2. Department Chairs 3. FacultyPOLICIES: 1. College of Dentistry faculty members are responsible for utilizing contemporary and innovative teaching methods based on an integrated curriculum, which enables their thorough preparation for teaching and preparing students for their future profession. 2. Faculty and staff are expected to meet students’ diverse learning styles and expectations by ensuring the availability of contemporary resources and an appropriate learning environment to achieve the defined learning outcomes. 3. Course descriptions must be distributed to students at the beginning of each semester. 4. Teaching methodologies should enable the transfer of foundation knowledge to the student to facilitate achieving learning outcomes. 5. All teaching methodologies should be integrated to allow progressive reinforcement of foundation knowledge in the curriculum, while minimizing unnecessary redundancy. 6. Teaching methodologies should work collaboratively so that information is structured in a way that demonstrates relationships between key concepts. 7. Teaching methodologies used for each course should incorporate a horizontal integration to facilitate achievement of the learning outcomes. 8. Teaching methodologies used for each course should incorporate a vertical integration by linking to other types of learning experiences in the curriculum e.g. small group discussions, clinical demonstrations, etc.

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TEACHING METHODOLOGIES:1. Interactive Lectures:Fifty minutes PowerPoint Presentation during which the instructor delivers information by asking questions and providing feedback on their responses.2. Small Group Discussions:The students are divided into small groups (5-7 students), with each group assigned a certain task to be completed in a predetermined amount of time. This may include a clinical scenario, a research paper, or other exercise.3. Laboratory Demonstrations:The instructor demonstrates procedures to the students in step-by-step fashion, and students are subsequently expected to duplicate the procedure at the acceptable level of performance.4. Clinical Demonstrations:The instructor discusses and demonstrates the management of clinical scenarios, beginning with simple cases and progressing to cases that are more complicated.5. Assignment-Based Learning:Assignments that are predetermined in the course syllabus are distributed among the students either individually or in groups. The instructor explains and discusses the outline of each assignment with each group of students, who are expected to complete the assignment within a predetermined period of time. After evaluating the completed assignments, the instructor gives feedback to each individual or each student group.6. E-Learning:Selected courses are delivered online as e-courses. Each e-course includes the syllabus, the power point presentations for the lectures, the assignments, suggested questions and answers.

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POLICY FOR MONITORING STUDENT PERFORMANCE AND PROGRESS

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POLICY STATEMENT1. A methodical assessment of student progress toward the achievement of pre-established learning outcomes is continually utilized in the College. This enables College and University administrators to analyze and enhance the quality of teaching methods, learning outcomes and services provided. It also assists faculty in the development and improvement of their teaching methodologies.2. Confidentiality: Data collected regarding a student’s progress must be held in confidence, and no information should be disclosed to any individual without the consent of the student, with the exception of those College or University officials acting in their official capacity to serve the student’s educational interest.3. Modern statistical methods will be utilized to monitor the progression of students and analyze the results. Appropriate corrective action will be taken to support and improve the performance of underachieving students. Other traditional methods will also be used in this process to identify any potential barriers to students’ learning. 4. This policy aims at providing reasonable and effective guidance to monitor student progress and provide timely interventions when corrective action is needed to ensure the achievement of expected learning outcomes.

RESPONSIBILITY:1. Vice Dean for Academic Affairs2. Department Chair3. Faculty of Dentistry4. College Registrar5. Student

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STRATEGIES:1. Student progress and achievement are evaluated through a variety of measures, including written and oral examinations, practical examinations, evaluation of clinical competencies, and course assignments.2. Students must attain a minimum GPA of 2.75 in order to be considered for graduation, and they also must complete required experiential experiences in a variety of disciplines.3. The Academic Affairs Committee (ACC) reviews student grades and course progress and makes an assessment of each student’s achievement and personal conduct at the conclusion of each academic semester (or more often if determined by the committee). Recommendations regarding student academic status and promotion are made by the student’s academic advisors and are archived in each student’s portfolio.4. A 2.75 GPA is required for promotion to the following academic year, and all required prerequisite coursework and specified competencies must be successfully completed. Under no circumstances will students be allowed to begin patient care without successfully completing all prior course work.5. Students are expected to demonstrate professional behaviors in addition to succeeding academically. The student code of conduct contains specific guidelines for these expected behaviors. Students can be dismissed from the College for professional, ethical, disciplinary, and/or academic reasons.6. Students must complete their clinical responsibilities with discretion and must display concern for the dignity and importance of each patient.

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PROCEDURES FOR REVIEW OF STUDENT PERFORMANCE AND PROGRESSCourse directors will contact the student’s academic advisor if evidence exists that the student is experiencing difficulty with a course. 1. The advisor and Course Director will coordinate a schedule of remedial activities: personal tutoring, extra sessions, assignments, etc. 2. If the problem continues, the student’s advisor will notify the Office of the Vice Dean for Academic Affairs. Detailed procedures are available in the College document entitled “Student Advising and Counseling Policies and Procedures”. 3. The responsibility for reviewing each student’s overall performance, including final grades and clinical progression, rests with the Academic Affairs Committee (AAC) and its subcommittee, if necessary. 4. The AAC committee is composed of at least 5 full time teaching staff along with all department chairs or their representatives. The Vice Dean for Academic Affairs will chair the Committee. 5. The AAC or one of its subcommittees (e.g., the examination committee) is responsible for making the following recommendations: promotion to the next academic year; remediation of failed courses; repeat of the entire academic year; academic probation; suspension, and if appropriate, dismissal from the College of Dentistry.

SPECIFIC PROCEDURES FOR APPEALING ACADEMIC DECISIONS:The office of the Vice Dean for Academic Affairs offers the following specific information on the process of appeal for an academic decision: (suspension, repeat of a year, or dismissal): 1. After receipt of notification, a student has 10 business days to submit a letter stating the intent to appeal a decision of the AAC. 2. Once notice for the intent to appeal has been received by the office of Academic Affairs, the Vice Dean of Academic Affairs will arrange an appeal hearing with the ACC as soon as possible but no longer than 30 days after receiving notice.

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3. Once the notice for the intent to appeal has been received by the office of Academic Affairs, the student may continue to attend classes with their originally assigned class. 4. Once the date of the appeal hearing has been established, the student will be notified at least three (3) days in advance, and must confirm attendance at least 24 hours in advance. If the student cannot attend the appeal hearing, the ACC may conduct the meeting without the student present. 5. The student may bring a support person to the meeting with him/her as a parent, a faculty member, a fellow student, etc. 6. The student will be advised as to the decision of the ACC as soon as possible following the deliberations and decision of the committee. 7. The decision of the AAC on the student’s appeal will be considered final. Further review within the University is available only through an academic grievance filed according to published University procedures.

PROBATION, SUSPENSION AND DISMISSAL A. ProbationStudents are expected to maintain satisfactory academic progress toward graduation. Any student not making satisfactory academic progress may be placed on academic probation upon recommendation of the ACC. The ACC seeks to uphold the essence and the spirit of the College’s rules and regulations, and is therefore empowered to make exceptions in cases where regulations may be working to a student’s educational disadvantage. 1. A minimum cumulative GPA of 2.75 which must be maintained throughout the program to be considered for graduation from the program. 2. If a GPA below 2.75 minimum is achieved, or if the student earns an “F” grade in a course, the student is placed on probation with specific requirements that must be fulfilled. The student remains on probation until the course with the “F” grade is successfully remediated.

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3. A student will be placed on probation if either the semester GPA or the cumulative GPA falls below 2.75. A student will remain on probation until both the semester and the cumulative GPA are 2.75 or above. A student will remain on probation if the semester GPA falls below 2.75, regardless of whether the cumulative GPA is above 2.75. A student may be suspended or dismissed, as determined by the ACC if, while on probation, (1) the cumulative GPA falls below 2.75; (2)the student receives a failing grade; or (3) the semester GPA falls below 2.75 for two consecutive semesters. 4. A student on probation must successfully complete all requirements for academic performance developed by the ACC. If the student meets the requirements for academic performance and the semester and cumulative GPA are at least 2.75, the student may be removed from probation. If the requirements are met but the cumulative GPA is still less than 2.75, the student will remain on probation. If goals are not met, the student may be suspended or dismissed as determined by the ACC. 5. A student on probation for any reason, or who has a GPA less than 3.0 may not serve in a leadership position (i.e. class officer).

Probationary Procedures: 1. It is the student’s responsibility to be aware of his/her academic status, including the status of probation. The ACC Chair will contact the student regarding the probationary status and requirements for the student to be removed from probation. 2. A student will normally have one probationary semester to raise her/his term or cumulative grade point averages to 2.0 or above, or to remediate a failed course. 3. If the student’s semester or cumulative GPAs are between 2.0-2.74 at the end of the probationary semester, or if a course is not remediated by the end of the next term, the ACC will decide whether to place the student on probation for a second semester or to dismiss the student from the program.

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B. SuspensionWhen suspended, a student is no longer in the program and cannot register for University courses for one full academic year. Following the suspension period, a student must petition the College of Dentistry in writing at least 6 months prior to the beginning of the semester he/she is expecting to return if the petition is granted, the student will be provided with a specific contract for performance.

C. Dismissal Students may be dismissed/suspended from the program for scholastic and/or professional misconduct (refer also to the section of Codes of Conduct and University guidelines for disciplinary protocols), regardless of their grade point average. For expulsion and re-admission, please refer to University guidelines for Disciplinary Protocols.It may be noted that: 1. If a student is dismissed from the College of Dentistry, she/he may be readmitted only upon recommendation of the University’s Student Affairs Committee. Suspension has been corrected, together with convincing prospects that improved work will follow. 2. Readmitted students are placed on probation, and may be subject to immediate dismissal if progress is unsatisfactory. 3. Upon return to the College after petitioning to reenter, the student’s progress will be monitored. If the student does not successfully complete the contract, he/she shall be suspended again. 4. Students may appeal suspension decisions to the College ACC.

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POLICY AND PROCEDURES FOR RETENTION OF DENTAL STUDENTS

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POLICY STATEMENTThis policy is aimed at maintaining a high student retention rate at the College of Dentistry, University of Dammam, by providing high quality teaching, learning, and training opportunities, facilitated by a collegial atmosphere and professional student counseling and advising services.Annual retention rates are averaged to create a more representative and accurate account throughout the College’s history. This longitudinal data allows the College to monitor the retention rates, whether increasing or decreasing, and take corrective action as needed.Students may remain in the BDS Program as long as they maintain a cumulative GPA of at least 2.0 out of 5.0 and demonstrate ethical and professional suitability for the degree and the profession. Student retention rates are calculated by the Vice Deanship for Quality and Development at the end of each academic year to allow sufficient time for analysis and implementation of any corrective actions.DEFINITIONS: 1. Retention: refers to the ability of an institution to retain a student in the College from the time of enrollment through graduation (from that University / College). 2. Persistence: refers to the desire and ability of a student to remain enrolled within the system of higher education from matriculation through degree completion. 3. Attrition: refers to students who fail to enroll at an institution in consecutive semesters; 4. Dismissal: refers to students who are not permitted by the institution to continue their enrolment; 5. Drop-out: refers to students whose initial educational goal was to complete at least a Bachelor’s degree but who did not complete it; 6. Mortality: refers to the failure of students to remain in college until graduation; 7. Stop-out: refers to students who temporarily withdraw from an institution or system and later returns to resume their studies.

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8. Withdrawal: refers to the act of departure of a student from a college or university campus.RESPONSIBILITY:1. Registrar: is responsible for providing the data to the office of Vice Deanship for Quality and Development.2. The Vice Dean for Academic Affairs is responsible for monitoring and analyzing the student retention rate and taking appropriate actions when necessary.3. Department Chairs are responsible for monitoring the quality of the courses/curriculum and the College atmosphere and monitoring the students’ progress accordingly.4. Course Directors are responsible for monitoring the quality of the courses and the College atmosphere and monitoring the students’ progress accordingly.5. Student Counselor and Advisors are responsible for offering professional guidance to the students for any academic, personal or social issues.

STRATEGIES FOR STUDENT RETENTION:The College has established high expectations for the students, as these form the foundation for student success.

1. Screening for most suitable students: At the time of admission of new students, the Registrar and the Admission and Registration Committee should carefully review the following attributes of each student: • Prior academic performance; • Academic involvement with the institution; • Extracurricular activities / social activities; • Family background; • Aspirational goals; • History of student honesty and behavior

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2. Freshman Year: First year is usually the critical year in the student’s life. The freshman orientation and seminar presents the students with a clear picture of the program and its structure, the overall campus environment and its facilities, services, rules, regulations, and the expected behavioral conduct. The College administration, especially the Vice Deanship for the Academic Affairs, is committed to providing an educational environment that will enhance their learning and interest in the program.

3. Academic, social and personal support: Clear and consistent information will be provided to the students about institutional requirements and the availability of professional advisement services regarding the program of study and future career goals and opportunities. The Student and Career counseling Services will provide the students with a “road map” for the successful completion of the program. The College provides social and personal support to the students, if required, and assures that faculty and student advisors are readily available.

4. Student Activity Committee: The committee organizes a variety of social and sports activities for the students throughout the academic year to keep them physically fit and mentally active and alert. This provides multiple opportunities for interactions between senior and junior students as well as with the faculty in a more informal and friendly manner.

5. Students Centered Program: The College mission and goals have been developed with “student focus”. They are considered as the “valued members” of the institution. The Class Leader serves as their representative who closely works with the Course Directors and the Vice Dean for Academic Affairs for planning different academic activities. The College Dean has set up a Student Advisory Committee where the students are able to provide feedback for ongoing courses, faculty, facilities, and services, and conduct open discussions with the Dean for any concerns or issues faced by the students.

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6. Monitoring Student Performance: The performance of students should be reviewed by the Course Director at the end of each semester. • Students whose performance has been exemplary will be awarded a letter of commendation from the Course Director specifying those areas in which the student has demonstrated excellence in their performance. • Students whose performance is unsatisfactory will receive a letter of concern, will be counseled by the Course Director/student advisor/student counselor, and a plan for improvement will be developed.

7. Student Re-Enrollment: • A student whose enrollment has been cancelled may apply for re- enrollment with the same University ID number and academic record which he/she had before the suspension, pending the following conditions: • The student applies for re-enrollment within four regular semesters from the date of cancellation of his/her enrollment status. • The student is granted prior approval from the College / Faculty Board for re-enrollment. • If five or more semesters have lapsed from the date of cancellation of his/her enrollment status, the student may apply for admission in the University as a new student only after fulfilling all admission requirements. The previous academic record will not be considered. • The student has not re-enrolled and has not previously been academically dismissed.

8. Dismissal from the Program:A student will be dismissed if he/she is placed on academic probation for three consecutive semesters as a result of his cumulative GPA being less than 2.75 out of 5. However, the University Council, upon recommendation by the College Faculty Board, may allow the student a fourth opportunity to improve his/her cumulative GPA by taking any available courses.

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The University Council may exempt a student from the maximum limit restriction (additional period equal to one half of the period determined for graduation in the program), giving him the opportunity to complete graduation requirements with an additional period of maximum duration equal to double the original duration determined for graduation. In exceptional cases, the University Council may allow the student to complete the graduation requirements within an additional period of a maximum duration equal to a maximum of two semesters.9. Attendance Requirements: A regular student is expected to attend all scheduled classes and all scheduled clinical and laboratory sessions during the semester. The attendance rate for individual students should not fall below 75% of classes, clinical and laboratory sessions. The College Faculty Board may exempt a student from the provision of attendance and allow him / her to attend the final examination if he / she provide an acceptable excuse to the board. However, to be considered for this exemption, the minimum attendance rate may not fall below 50% for the scheduled lecture, clinical and laboratory sessions scheduled for the course.

10. Withdrawal: A student may submit an application to discontinue study in a particular semester and withdraw from one course if he / she can furnish an acceptable excuse.

11. Suspension of Enrollment / Leave of Absence: A student may submit an application for a Leave of Absence for reasons acceptable to the College Faculty Board, provided the suspension period does not exceed two consecutive semesters or a maximum of three non-consecutive semesters during his / her entire course of study at the College. The duration of the Leave of Absence is not considered a part of the period required to fulfill graduation requirements.

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12. Procedure for Monitoring Student Retention: TheOfficeoftheRegistrarwill: • Collect data at the beginning of the academic year to record the number of students who enrolled in the College for that academic year. • Collect data the following year for the number of students who are still enrolled at the College. • Divide the number calculated in Step 2 by the number of Step 1. The result of this calculation is the Student Retention Rate. • Graduating students should not be counted in the calculation of the Student Retention Rate.

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POLICY AND GUIDELINES FOR STUDENT CODE OF CONDUCT

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POLICY STATEMENTThe College of Dentistry provides a student support program with the goal of enhancing the success of its students. Student performance is monitored and additional academic assistance is offered through individual tutoring, seminars, and appropriate professional consultation for those in need. This program also encourages and promotes student study groups, a student mentoring program, and resource development with faculty and staff. For academic assistance and consultation, please contact:Names: Nasser Al Kaabi- RegistrarEmail: nsalkaabi@uod.edu.sa Telephone: 013-333-1406

RESPONSIBILITY: 1. Vice Dean for Academic Affairs 2. Faculty 3. Students

JURISDICTION:The Student Conduct Code applies to student conduct that occurs on the College / University premises or at the College / University-sponsored activities. At the discretion of the rector or delegate, the Code shall also apply to off-campus student conduct when the conduct, as alleged, adversely affects a substantial University interest and either: 1. Constitutes a criminal offense as defined by law, regardless of the existence or outcome of any criminal proceeding; or 2. Indicates that the student may present a danger or threat to the health or safety of the student or others.

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GUIDING PRINCIPLES: 1. The College seeks an environment that promotes academic achievement and integrity, that is protective of free inquiry and that serves the educational mission of the College and the University. 2. The College seeks a community that is free from violence, threats, and intimidation; that is respectful of the rights, opportunities, and welfare of students, faculty, staff, and guests of the College; and that does not threaten the physical or mental health or safety of members of the College community. 3. The College is dedicated to the responsible use of its resources and to protecting its property and resources from theft, damage, destruction, or misuse. 4. The College supports and is guided by law while also establishing its own standards of conduct for the academic community.

DISCIPLINARY OFFENSES:Any student or student organization found to have committed or to have attempted to commit the following actions is subject to appropriate disciplinary action under this policy:

1. Scholastic Dishonesty: Scholastic dishonesty includes plagiarizing; cheating on assignments or examinations; engaging in unauthorized collaboration on any academic activity; accepting, acquiring, or using test materials without faculty permission; submitting false or incomplete records of academic achievement; acting alone or in cooperation with another to falsify records or to obtain grades, honors, awards, or professional endorsement in a dishonest manner; altering, forging, or misusing a College academic record; or fabricating or falsifying data, research procedures, or data analysis. 2. Disruptive Classroom Conduct: Disruptive classroom conduct includes engaging in behavior that substantially or repeatedly interrupts either the instructor’s ability to teach or a student’s ability to learn. A “classroom” is intended to include any setting where a student is engaged in work toward academic credit or satisfaction of program-based requirements, clinical care, or related activities.

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3. Falsification:Falsification means willfully providing University/College offices or officials with false, misleading, or incomplete information; forging or altering without proper authorization official University / College records or documents, or conspiring with or inducing others to forge or alter University/College records or documents without proper authorization; misusing, altering, forging, falsifying, or transferring to another person University-issued identification; or intentionally making a false report of a disaster or other emergency to a University/College official or an emergency service agency.4. Refusal to Identify and Comply: Refusal to identify and comply includes the willful refusal to properly identifying oneself or willfully failing to comply with a proper order or summons when requested by an authorized University official.5. Attempts to Injure or Defraud: Attempts to injure or defraud includes accepting, creating, forging, printing, reproducing, copying, or altering any record, document, writing, or identification used or maintained by the University/College when done with intent to injure, threaten, defraud, or misinform. 6. Threatening, Harassing, or Assaultive Conduct: Threatening, harassing, or assaultive conduct includes engaging in conduct that endangers or threatens to endanger the health, safety, or welfare of another person, including, but not limited to, threatening, harassing, or assaultive behavior.7. Disorderly Conduct: Disorderly conduct includes engaging in conduct that incites or threatens to incite an assault or breach of the peace; obstructing or disrupting teaching, research, administrative, or public service functions; or obstructing or disrupting disciplinary procedures or authorized University/College activities.8. Illegal or Unauthorized Possession or Use of Drugs or Alcohol:Illegal or unauthorized possession or use of drugs or alcohol includes possessing or using drugs or alcohol illegally.

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9. Unauthorized Use of College Facilities and Services: Unauthorized use of College facilities and services includes the wrongful use of College properties or facilities; misusing, altering, or damaging fire-fighting equipment, safety devices, or other emergency equipment, or interfering with the performance of those specifically charged to carry out emergency services.10. Theft, Property Damage, and Vandalism: This includes theft or misuse of, damage to, destruction of, unauthorized possession of, or wrongful sale or gift of property.11. Unauthorized Access: It includes accessing without authorization College property, facilities, services, or information systems, or obtaining or providing to another person the means of such unauthorized access, including, but not limited to, using or providing without authorization keys and /or access codes.12. Disruptive Behavior: Disruptive behavior includes willfully disrupting University/College events; participating in a campus demonstration that disrupts the normal operations of the University/College and infringes on the rights of other individuals; leading or inciting others to disrupt scheduled or normal activities of the University/College; engaging in intentional obstruction that interferes with freedom of movement on campus, either pedestrian or vehicular; using sound amplification equipment on campus without authorization; or making or causing noise, regardless of the means, that disturbs authorized University/College activities or functions.13. Rioting: Rioting includes engaging in, or inciting others to engage in, harmful or destructive behavior in the context of an assembly of persons disturbing the peace on campus, in areas approximating the campus, or in any location when the riot occurs in connection with, or in response to, a University/College sponsored event. Rioting includes, but is not limited to, such conduct as using or threatening violence to others, damaging or destroying property, impeding or impairing fire or other emergency services, or refusing the direction of an authorized person.

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14. Violation of University/College Rules: It includes engaging in conduct that violates University, collegiate, or departmental regulations that have been posted or publicized, including provisions contained in University contracts with students.15. Violation of Laws: It includes engaging in conduct that violates a law, including, but not limited to, laws governing alcoholic beverages, drugs, gambling, sex offenses, indecent conduct, and/or arson.16. Persistent Violations: Persistent violations include engaging in repeated conduct or actions that are in violation of this Code.

SANCTIONS:Sanctions for Academic Dishonesty and Cheating During ExaminationsAccording to University Guidelines, the following sanctions may be imposed upon student (s) found to have violated the Code: 1. If a student commits actions disturbing or disrupting the examination process, the Dean may delegate the decision of whether or not student continues the examination to senior faculty who are supervising (proctoring) the examination. 2. The proctor has the authority to order the student out of the examination room. 3. The Dean may report the incident to the University’s Vice Rector for Academic Affairs, in order to discuss the incident in the Rectifying/Disciplinary Committee at the University. 4. The Rectifying/Disciplinary Committee will determine the appropriate sanction. 5. The University Rectifying Committee will decide whether the student’s examination in one or more courses will be cancelled or voided. 6. The student’s grade results will not be released until the Rectifying/Disciplinary Committee’s decision is finalized.

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For violations other than examination misconduct, the following sanctions may be imposed upon student(s) or student organizations found to be in violation of the Code: 1. Alert Note: The issuance of an oral or written notice of misconduct. 2. Warning: A written document that is to be maintained in the student’s file. 3. Injunction of University’s privileges for students 4. Cancelation/Voiding of one or more course examinations 5. Prohibited participation in one or more final examination(s) 6. Probation: Probation confers special status with conditions imposed for a defined period of time, and includes the probability of more severe disciplinary sanctions if the student is found to violate any institutional regulation(s) during the probationary period. 7. Required Compliance: Required compliance necessitates the mandatory completion of University requirements, work assignments, community service, or other discretionary assignments. 8. Confiscation: Confiscation means confiscation of goods used or possessed in violation of University regulations, or confiscation of falsified identification or identification wrongly used. 9. Restitution: Restitution means making compensation for any loss, injury, or damage. 10. Restriction of Privileges: Restriction of privileges includes the denial or restriction of specified privileges, including, but not limited to, access to an official transcript for a defined period of time. 11. Suspension: Suspension means separation of the student from the University for a defined period of time, after which the student is eligible to return to the University. Suspension may include conditions for readmission.

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12. Expulsion: Expulsion means the permanent separation of the student from the University.13. Withholding of Degree: Withholding of a degree means not releasing a degree otherwise earned for a defined period of time or until the completion of assigned sanctions.

For further details of misconduct and sanctions authorization, please refer to University Guidelines.

HEARING AND APPEAL OF STUDENT DISCIPLINARY DECISIONS:Any student charged with violation of the Code shall have the opportunity to receive a fair hearing. I. In cases of academic or general misconduct, the Dean will form a committee comprised of the following members: • Vice Dean for Academic Affairs Chair • Chair of department related to incident Member • College faculty member MemberII. The committee will investigate the incident.III. The committee will schedule a meeting not later than one week from the date of the incident.IV. A report with committee recommendations will be submitted to the Dean, who will forward it to the Permanent Disciplinary Committee at the University to determine the appropriate action.

Annexure: University of Dammam Students Discipline Bylaws

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University of Dammam Students Discipline BylawsAccording to the article number thirty eight and fifty two from bylaws of undergraduate study and examination issued rendering item six of article of higher education system that implies that higher education council are responsible for issuing joint regulations for universities with resolution No.13/27/1423 date 2/11/1432. As instructed in the article fifty two of bylaws referred to that university council is to develop implementing rules not in contradiction with the provisions of this bylaw, also included in article thirty eight of the same bylaws that punishing a university student on violation actions are in accordance with the disciplinary bylaws issued by the university council .Based on public interest, it determines to issue a student’s discipline bylaws at the University of Dammam and implementing rules as following :

Student Discipline bylaws-Definitions-

Article 1Provisions of these by-laws shall apply to: 1. Discipline of student’s behavior within the university, or in any of its facilities, or under the umbrella of participation or activities outside the university. 2. Refine and reform the behavior of student violators, and to address their behavior by educational methods available at the university 3. Adoption of disciplinary sanctions on violator students with the bylaws and regulations within the university

Article 2The following terms have the meanings assigned to them as stated in this bylaw:University: University of DammamStudents: All who are enrolled under the University of Dammam, regardless of their nationality or educational levels except graduate, male and female.

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College: College or deanship to which to student (his/her) issued violation belongs toMain Committee: Standing Committee to adjust the behavior of students at the University of DammamSub-Committee: Behavior control committees within the college or supporting deanships structured with deans decisionsChairman of the Committee: Vice dean of academic affairs, or his authorized representativeViolation: Any prohibit action that disqualify rules and bylaws of the universityPunishment: Disciplinary sanctions stated in this bylawExam: Every exam students take confined in various types, whether verbally or in writing and whether the exam is semester or yearly activity mark or final.

Article 3Undergoes all students enrolled in the university (regular and by affiliation) except for graduate students as well as students attending training programs and courses

Article 4The responsible authority to apply these bylaws is Deanship of Student Affairs, in association with related areas in the university; it also informs the punishment decision to the student, parents and college concerned within a week from the date of issuance of the decision

Article 5Do not apply the punishment in this bylaw on violator students outside the university or where it does not affect the university regulations, framework of its activities and various participations.Where it’s the responsibility of other areas, unless resolved to the university from other parties or the origin of the violation was a link to the university in any way.

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Article 6Standing Committee constitute to adjust the behavior of students by a decision of the university council for two years subject to renewal under the chairmanship of Vice Dean of Academic Affairs with the following members: 1. Dean of Admission and Registration 2. Dean of Student Affairs 3. Dean of the College to which the student belongs 4. Deputy Dean of Female Student Affairs (in respect of breaches attributed to female students) 5. Director of Guidance and Counseling Center 6. One of advisors members of the legal department at the university 7. Administrator- secretary of the Committee

Article 7Terms of reference of this committee are the following: 1. Deciding on students disciplinary issues 2. Apply Student disciplinary bylaws 3. Follow-up on investigations and discipline with students 4. Conduct investigations in matters referred to the committee and identify responsibility within it. 5. Address the relevant authorities within or outside the university, follow-up, receive and view results. 6. Follow-up on student discipline by-laws sub-committee procedures (if any) and approve it 7. Supervising the implementation of decisions issued in investigations 8. Analysis of provisions and punishments of the committee and extract results 9. Follow-up and develop work of committee or sub-committees related to it 10. Communication with relevant departments in colleges to educate students 11. Inventory of cases, then follow integrity taken against it in a special register

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Article 8The Committee considers violator students referred by the rector of the university, or one of the college deans, or their representatives, as well as deans of supporting deanships, and heads of the centers, it also follows up on cases seen by committee within the university, or outside – not in contradict with Article five and views the recommendations of the disciplinary actions towards students from colleges sub-committees under the provisions of this bylaws

Article 9Main Committee meetings are being held by the invitation of its Chairman, committee is not valid unless the presence of two-thirds of its members. A decision issued is by majority and when the votes are equal view of the Chairman is taken. In any case it’s not permissible to delay consideration of the violation for four weeks from the date received by chairman of the committee.

Article 10In each college, deanship of preparatory year and support studies has disciplinary subcommittee bylaws chaired by dean of college or one of the agents and two members of the faculty selected by the dean. Decision is issued by the rector of university. This committee is concerned in the investigation of violations issued from students, college or others .If violation occurs within boundaries of the college it has the power of recommendation of punishment prescribed in these bylaws and th1en hand over to disciplinary by-laws main committee for consideration and adoption

Article 11Various behavioral disciplinary committees have validity under this bylaw to make sure the investigation with the violating student in what is attributed to him of the violation.The committee can re-hear his statement in it. Also has a warrant to hear whom to be heard from the parties of the case

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Article 12The punishment signed by the main committee on the violator (him\her) according to what stated in this bylaws and has the power to reduce the sentence if needed in the interest or the suspension of the sentence on the condition of lute and repetition. Taking into account when signing the punishment, to be scalable, appropriate with the degree of the violation, considering precedents and mitigating circumstances and aggravating circumstances of each case.

Article 13(Violations)

Any misbehavior to others, Islamic values, regulations, bylaws, university instructions, government regulations, causing damage to others and facilities is considered violation particularly the following:1. Every action affects the honor and dignity or prejudice the good conduct and behavior inside and outside the university2. Prejudice to the test system, instructions and procedures or calm required3. Any cheating in the exam or initiation of it or attempt to cheat or take any material relevant to subject even though not benefited from it, also cheating in school reports and projects4. Taking an exam for another student or instead having another student taking an exam for other student. Whether inside or outside the university5. Establishing activities or associations contrary to the regulations existing at the university6. Any damage or attempt to damage universities facilities, devices, materials or books and all collectibles of the university library.7. Abuse of university facilities and contents8. Issuing and distributing brochures, collecting signatures or money without obtaining approval in advance by the University.9. Fraud in all its forms10. Smoking at the university11. Violation to maintain the cleanliness of the halls and university facilities12. Bad behavior with colleagues, staff or faculty members or companies based workers working in the university or infringement of them by word and action

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13. Non-compliance with the instructions regarding university campus dress code, dressing prohibited inside classrooms and campus provoking tribal or regional statements between students and formation of student groups to pick a quarrel and problems inside or outside the university14. Violation of entry and exit instructions of colleges and classrooms or going out of the campus contrary to the public morals and Islamic values15. Possession and use of prohibited electronic devices inside the halls or on campus, including imaging devices, recording or electronic storage pieces if used contrary to its own instructions16. Possession of hazardous substances, prohibited weapons and drugs of all kinds inside the university buildings and facilities17. Drop-housing without prior notice to housing administration for more than two weeks, or enter and hosting visitors without prior permission from the competent authority18. Violation of traffic rules and regulations inside university campus or facilities of the University which needs to be presented to the main committee.

Article 14Committing violation of behavior and appearance within the university and its facilities or outside – not in contradict with Article Five-a notification to dean of the college to take necessary measures as investigation and view necessary papers and documents to take the necessary action towards the punishment or submission to the controlling behavior committee to determine punishment

Article 151. (Disciplinary sanctions that may be imposed to student)2. Taking into consideration it’s banned to impose more than a penalty on the offending act.3. Disciplinary sanctions are limited to what follows:

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First: Fundamental disciplinary sanctions:1. Oral alert (warning)2. Written alert (warning) and took the pledge of non-repetition3. Warning ,original document to the student and notify parents4. Exclusion of registration in one course or more for one semester5. Exclusion of final exam or cancellation of grades for one course or more –not to exceed three courses, and consider it falling .Taking to account that the course is related to violation if found.6. Dismiss from university for one main semester7. Prohibit the student from final exam or cancelation of grades or consider falling all registered courses for the semester8. Dismiss from university for one semester or more9. Permanent dismissal with documents stamped “ disciplinary dismissal”10. In all cases, the student takes responsibility to what is destroyed plus the cost of repair or installation and the consequences upcoming including special rights

Second: Alternative Disciplinary Sanctions(A) Exclusion from one or more privileges or services for one semester or more as following:1. Exclusion from borrowing books from university library2. Exclusion from university campus accommodation3. Exclusion from participation in visits, trips and representing university student in delegations4. Exclusion from using university internet5. Exclusion from benefiting from the subsidy or loan from students fund, a period not exceeding two semesters6. Exclusion from Registration of student employment not exceeding two semesters7. Exclusion from reduce travel card not exceeding two semesters8. Exclusion from restaurant reduction card for one semester9. Enter negative index in student record system10. Exclusion from the use of sporting or entertainment facilities of university

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(B) Have some sanctions assigned to violate student to voluntary tasks needed in deanships and colleges for a specific amount of time .In order to improve student path with suitable tasks in period of time, not in contrast with student university schedule. Main committee should take advantage from available options and activities in the university to enable them to choose the best punishment that enhances student behavior and requiring students to attend awareness or educational courses determined by the Main Committee

Article 16Who commits the offense stipulated in item (3-4-5) from article 13 the observer directs the student from the testing room willingly, and writes detailed description in minutes then presents it with proof documents to the college that transmits the full papers to the College dean to present it to disciplinary bylaws subcommittee that determines appropriate punishment after conducting investigation with the violator, hearing his words and editing statement. Taking into account the gradual sanctions contained in article 15.

Article 17When necessary assistance is requested from university legal department for necessary investigations .Then results are presented to HE rector of the university, especially in cases that require confidentiality and privacy

Article 18None of the punishments provided in these by-laws may be imposed unless hearing is convened and student defends him\herself. If student declined to attend, main committee has the right to take action according to the minutes stated

Article 19Student must be notified with the violation against him and informed in advanced about the date for him with the committee. Punishment is not held until written investigation and hearing the testimonies against him. Student forfeits his right to be heard in the event of failure to attend on the date in which he was informed of the interview and investigation. Unless his excuse is acceptable, if not punishment is stated without his\her presence.

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Article 20No student is exempted from punishment due to lack of knowledge of university system rules and bylaws. Deanship of Student Affairs has the accountability to publish these by-laws and distributing them by all means available

Article 21University rector has all the power of the main committee to deal with some violations that require student privacy or confidentiality or exceptional and special circumstances without reference to the committee.

Article 22In criminal violation it is permitted to transmit the case to competent authorities to decide on action related to the case. University applies bylaws on the violator

Article 23Decisions from minutes of main committee are not considered approved until ratification by HE rector of university.

Article 24Student has the right to approach the university director with grievance issued against him within one month from the date of decision notification. To retain jurisdiction over the decisions of the committee or revoke or cancel or suspend implementation or hold on the lute and repetition in session from the University Council on the recommendation of director of the university

Article 25Decision of disciplinary sanctions are kept in students file at the Admission and Registration Deanship (paper and electronically). Competent authorities issuing punishment are entitled to announce punishment with student first name initials without explicit reference to the name in university newspaper, colleges and facilities

Article 26This bylaw is effective from date of approval and terminates all contradiction from previous disciplinary bylaws .University council has the right to interpret and adjust this bylaw when needed.

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POLICIES TO ENSURE EDUCATIONAL PRIVACY

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Policy StatementAt the College of Dentistry, student’s information including personal data, grading, counseling, etc. is treated as confidential unless students agrees to release parts of this data.

Policy On Access to Student RecordsI.Directory Information:The following information is considered public information: • Name. • Address • Phone number. • University-assigned email address. • Dates of enrollment. • Degree.• Adviser(s).• Class.• College.• Academic awards. • Honors.

2. Non-Public (Private) InformationStudent education records other than publicly available directory information are private and shall not be disclosed except under certain prescribed conditions.

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The following information is not to be released:1.Grades.2. Academic Schedule.3. Courses completed.4. Educational services received.

3. Students’ Rights: Students have the right to:1. Inspect and review certain areas of information the University maintains on them, except the following. Letters of recommendation that a student has waived the right to review.2. Request an amendment to their record;3. Consent to disclosure of personal identifiable information;4. Know what an institution has designated as public/directory information and the right to limit the release;5. Know the names of College officials who may access their records;6. File complaints to Vice Dean for Academic Affairs.

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4. General Guidelines:The following practices by University or College of Dentistry officials will help ensure compliance with the various laws and regulations:1.University officials have 30 days to respond to legitimate requests;2.Requests for information regarding educational records must be referred to the Office of the Vice Dean for Academic Affairs.3. Information will only be shared within the University and only with those who have a “legitimate educational interest”. Those are: university employees who have a need to know to carry out their defined job functions.4. Grades or graded materials will not be posted or distributed in such a way that one student can see or identify the grade of another.5. Written permission must be obtained from the student before any non-public information can be released.

4. Policy on Confidentiality of Student Grades:1. Under University regulations, examination scores, course grades, and similar indicators of student academic progress are not considered “public information”.2. Accordingly, such information cannot be released or made public without written student permission, except for normal educational and administrative uses within the University.3. Posting lists of examination scores or course grades, or returning test materials to students in ways which make it possible for students to obtain information about other students’ scores or grades is inappropriate and will not be permitted.

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4. It is not permissible to leave graded examination materials with students’ names on them in halls or other public places, or in mail folders (unless sealed in an envelope) for retrieval.

5. Disability Accommodations Statement and Process:1. The University of Dammam is committed to providing all students equal access to learning opportunities.2. Students who have, or think they may have, a disability (e.g. psychiatric, attention-deficit, learning, vision, hearing, physical, or systemic), are invited to contact Students Health Services for a confidential discussion.3. The Students Health Services liaison to the College of Dentistry will assist eligible students with referral and consultation for documentation of disability conditions, implementation of reasonable accommodations, and related information. All services are confidential.For more information, students are encouraged to contact the College of Dentistry Liaison, located at:

University Center for Student Assistance and Counseling,

Tel: +966-13-3330844 Email: cac@ud.edu.sa

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POLICY FOR STUDENT GRIEVANCES AND GRADE APPEALS

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Policy StatementThe administration and faculty of the College of Dentistry, University of Dammam, believe that it is imperative to provide students with appropriate support whenever needed. Issues regarding academic performance, student conduct, complaints, and appeals are managed for the benefit of the student.

The office of the Vice Dean for Academic Affairs is responsible for managing the procedures relating to the following areas:1. Academic Appeals relating to decisions made by Board of Examiners.2. Examination Misconduct & Disciplinary cases.3. Student Complaints.4. Fitness to Practice.5. Admissions Appeals.

Responsibility1. Vice Dean for Academic Affairs.2. Departmental Chairs.3. Course Directors.4. Students.

A: Violations of the academic standards on academic integrity: 1. Cheating - intentionally using or attempting to use unauthorized materials, information, or study aids in any academic exercise.2. Fabrication - intentional and unauthorized falsification or invention of any information or citation in an academic exercise.3. Facilitating Academic Dishonesty - intentionally or knowingly helping or attempting to help another to violate any provision of this code.

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4. Plagiarism - the adoption or reproduction of ideas, words, or statements of another person as one’s own without proper acknowledgment.

B. Grade Irregularities and AppealsI. Incomplete GradesCourse work is considered “incomplete” when a student fails to submit all required assignments when they are due, or is absent from the final examination. An ‘IC’ grade may be assigned instead of a failing grade only when:1. The student has demonstrated satisfactory progress and attendance in the course;2. The student is unable to complete all course work due to unusual circumstances that are beyond personal control (e.g. illness or family emergency)

The student must submit reasons supporting a grade of “IC” to the Course Director prior to the time that the final grades are due. The Course Director will make a determination based on these reasons. If the Course Director determines that the student should receive a grade of “IC”, the student must complete the coursework by the end of the subsequent semester or the ‘IC’ grade will be changed to an ‘F’ grade until remediated.

2. Make-Up ExamsA student who is unable to take an examination due to unavoidable circumstances (e.g., hospitalization, car accident, major illness) is expected to:1. Contact the Office of Academic Affairs prior to the time of the examination (except during unexpected circumstances), to notify the College about his / her absence.

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2. At the discretion of the course director, the student may make-up the examination at an alternative pre-arranged time only when the unavoidable circumstances have been substantiated by the Office of Academic Affairs in concert with the Course Director.3. Make-up exams are to be completed within 2 school days of the student’s return to the College.4. Make-up exams should cover the same content area of the missed examination, but should not be the same exam that was administered to other students.

3. Failing Grades1. Rectifying Failing Grades: The Course Director will provide input before the Committee on Student’s Circumstances to determine actions for remediation (whether the F can be remediated and/or what activities or assignments will be required to remediate)2. All Failure and Incompletes grades must be rectified by the end of the subsequent semester.

4. Grading and Testing Disputes1. Complaints regarding grades and testing must first be discussed with the Course Director.2. If the dispute is not resolved, the student must then discuss the matter with the department chair. 3. If the matter remains unresolved at that level, the Vice Dean for Academic Affairs should be notified in writing. It will be shared with the appropriate committee, and a meeting will be established for further discussion. The student will have the opportunity to discuss the complaint directly with the committee.

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The committee will then make a recommendation to the Vice Dean for Academic Affairs, who will make a final decision on the disposition of the complaint.Disputes, requests and complaints MUST be submitted and resolved according to announced deadline each semester.

Note: Please also refer to the “Policy and Guidelines for Student Code of Conduct” and annexure therein “University of Dammam Student Disciplinary Bylaws”.

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POLICIES ON ACADEMIC ADVISING AND COUNSELING

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Policy StatementIn higher education institutions and professional colleges, the academic load and competition among students may result in stress and anxieties which can compromise their academic performance. There may be additional contributing factors of a personal nature which may exacerbate the academic problems. The Counseling Services at the College of Dentistry and the University of Dammam help students learn to develop greater confidence in their academic performance, make better decisions, improve personal skills, and define career directions. Students are encouraged to explore any personal, academic, or career concern with the counseling services. Student counseling services require consistent feedback from faculty, staff, students and administration to ensure the availability of excellent and timely services.

The purpose of this policy is to:1. Accurately determine the nature of the student’s difficulties in order to properly advise the student who is not performing satisfactorily and also to appropriately advise the course director(s) and Vice Dean for Academic Affairs (VDAA) of these circumstances.2. Counsel assigned students regarding specific learning problems and personal issues which may be affecting the educational process, and to maintain student confidentiality unless permission is expressly granted by the student.

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3. Conduct all aspects of advising and counseling in a manner that is inclusive of all students, regardless of their affiliation, gender, age, disability, or learning style.4. Establish a mechanism for referral of students to the Vice Dean for Academic Affairs (VDAA) or Student Assistance Unit at the University.5. Guide reporting violations of the code of ethics and conduct to the VDAA.6. Define a procedure for reporting any difficulties encountered by students in specific course(s) to the VDAA and appropriate Course Director(s).7. Assign and post regular office hours for advising, as approved by the department chair.8. Schedule monthly meetings with students and arrange for more meetings if necessary.9. Make available the minutes of meetings with students who were unable to attend (Form 1).10. If confidentiality is requested by the student, the advisor may use Form 2 to report to the VDAA.

This policy will increase the awareness of faculty and staff for students’ academic difficulties, hardships, grievances, and enhance services available to correct these difficulties, creating positive interactions between students, their advisors, and the faculty.The policy will enable students to directly interact with their teachers in a confidential and collegial manner, so that they feel supported and their hardships are considered and appropriately resolved.

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Responsibility1. All staff members not performing administrative duties2. All students from year 2 to year 63. The policy is administered by the Vice Dean for Academic Affairs4. Advising staff reports directly to the Vice Dean for Academic Affairs, who will refer students to advisors as appropriate.

Procedure:1. The office of the VDAA provides the advisor with the list of students he/she will advise throughout the academic year.2. The advisor meets with students once per month unless more meetings are necessary.3. Students must be notified of the date, time and place of meeting.4. Advisors will forward a summary of those meetings to the VDAA, including recommendations for corrective action.5. The Academic Affairs Committee (AAC) is responsible for monitoring the performance of students who fail to attend 2 meetings with their advisor.6. The Vice Dean for Academic Affairs reports any incidents of misconduct to the appropriate advisor (see below).7. Course Director(s) will report any students who are experiencing academic difficulties to the appropriate advisor (see below).8. The advisor will respond appropriately to these students. If the difficulties remain unresolved, a report is forwarded to the VDAA for further action.9. At the end of the semester, the advisor will forward a summary report of all activities and interactions with students to the VDAA.

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There are 2 areas of focus regarding student advising:1. Student academic performance.2. Student conduct.

I. Academic Performance:• If student is experiencing difficulties in a specific course, the Course Director will immediately inform the advisor.• The Course Director and advisor will coordinate arrangements for tutoring, extra sessions or assignments, etc. to assist the student in the successful completion of the course.• If the student’s performance and grades do not improve, the advisor will file a report to the VDAA to suggest corrective action.

2. Student Conduct:• If a student commits any misconduct (refer to Policy on Student Code of Conduct), the Office of Student Affairs will report it to the appropriate advisor.• The VDAA will determine the subsequent appropriate actions (refer to the Policy on Ethics and Conduct):1. A meeting in the presence of the advisor.2. A meeting of the disciplinary committee.• A report of the appropriate meeting is forwarded to the student’s advisor with a copy maintained in student’s file.• For students placed on probation or compliance for a determined period, the advisor will continually monitor the student and provide monthly reports to the VDAA until the student is removed from probationary or disciplinary status.

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Form 1

Vice Deanship for Academic Affairs

Signature

Student Advising and Counseling 2012/2013

Date

Name of staff member Department

Minutes of meeting of (Month)

Serial Assigned students Attendance Comments1234567

Minutes

Specific problems/suggestions

Recommended corrective actions

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Form 2

Vice Deanship for Academic Affairs

Signature

Student Advising and Counseling 2012/2013

Date

Name of staff member

RE:

Confidential Form

Department

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POLICIES AND PROCEDURES FOR ADMISSION OF NEW DENTAL STUDENTS

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Policy StatementThe College of Dentistry (COD) at the University of Dammam (UOD) is committed to excellence in dental education and the provision of high quality oral health care to the community. The policy for admission of prospective students in the College of Dentistry ensures objective, transparent, and fair process for student selection. Consistent with the college’s mission, Admissions Committee at the college recruits applicants only with the required academic qualifications and demonstrated personal and professional attributes that will lead to their success in the dental college and eventually in their dental career; thereby providing high quality oral health care service to the community. At the beginning of every academic year, the Admissions Committee reviews the previous year’s admissions process and if necessary, makes recommendations for changes in the selection criteria to the Deanship of Admission and Registration at UOD. Since the number of qualified applicants significantly exceeds the number of available positions, not every qualified applicant will be offered admission. Selection for admission will be based on academic merit, a test of manual dexterity, and a personal interview. Applicants will be advised of decisions by the COD, and also in writing by the UOD’s Admission & Registration Office or the Admission and Counseling Steering Committee.

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Definitions1. Eligibility: Completion of minimum academic requirements for an applicant to be considered for the selection process.2. Selection Criteria: The basis on which the eligible candidates are distinguished from each other in order to be selected for the admission.3. Manual Dexterity Test: Test that assesses the candidate’s manual skills and hand-eye coordination.Responsibility1. Deanship for Admission and Registration, University of Dammam.2. Dean, College of Dentistry.3. Vice Dean for Academic Affairs.4. Admission Committee.5. Registrar.Eligibility CriteriaAll students must complete the following minimum requirements for their application to be considered for the selection process:• Earn a GPA of at least 3.5 in foundation year.•Score an average of at least 75% in the subjects of physics, chemistry, and biology in the foundation year at UOD.• Score at least 80% in English in the foundation year.• Successfully complete the Manual Dexterity Test.• Be medically fit and not have any disability that hinders dental education, training and practice.• Must provide evidence of a negative test for Hepatitis B.

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• If employed by any government or private agency, he/she must obtain the approval of the employer.• Must satisfy any other conditions the University Council may deem necessary at the time of application.•Must submit a ‘statement of purpose’. This document must not exceed 2 pages.

Selection CriteriaCompletion of the minimum requirements for admission does not guarantee acceptance. The number of qualified applicants significantly exceeds the number of available positions. Not every qualified applicant will be offered admission.Selection will be based on the following criteria, which will carry the following weight, with a maximum score of 100.1. Academic record in foundation year: (60%).2. Personal Interview: (40 %).

Personal Interview (40 %)The interview will assess the applicant’s intellectual capacity, interpersonal and communication skills, knowledge of the profession, and motivation for a career in dentistry.

A Committee consisting of not less than 3 members will interview potential candidates. The committee will utilize the opportunity provided by the interview process to evaluate the applicant in person and assess information that is not readily forthcoming from traditional application processes.

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Letters of Recommendation The interviewing panel will review the recommendation letters provided by the candidate in addition to the experience certificates. These will comprise 5% of the total 40% weight for the interview. The applicant will provide 3 letters of reference, at least 2 of which should be from faculty members who have known the applicant as a student and are able to discuss the following attributes:• Academic performance and initiative.• Leadership skills.• Capacity to work with others as a part of a team.• Interpersonal skills and personal characteristics.

Letters of recommendation can also be taken from a dentist with whom the applicant has worked.

ProcedureFollowing the receipt of foundation year grades, the last date for applying to COD will be announced.After receiving the applications from students seeking admission to the COD, the admission committee in collaboration with the Deanship of Admission and Registration will announce the date of interviews and Manual Dexterity test. Both will be conducted on the same day.

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I. Interview:• Each applicant will be interviewed for at least 10 minutes by a panel of at least 3 members.• The interview will be conducted in both Arabic and English.

2. Test of Manual Dexterity:• It is conducted on the same day as the interview in the College of Dentistry laboratories.• The pattern to be carved will be approved by the Vice Dean for Academic Affairs.• Each applicant will be issued written instructions and a sample carved pattern.• The sample will be distributed among applicants at the beginning of the session.• Each applicant will be given one pattern, a set of carving instruments, and a ruler.• Time allotted for the carving is 2 hours.• The evaluation of the carving will be by a committee of three faculty members assigned by the Vice Dean for Academic Affairs.

A pass or fail grade will be awarded based on:• Pattern reproduction: Completeness and accuracy.• Planes: Flatness and smoothness.• Angles: Sharpness and accuracy

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3. Knowledge of Dentistry:• Candidates should be able to document a minimum of 10 hours of clinical observation time.• The Vice Dean for Academic Affairs in collaborations with the Vice Dean for Clinical Affairs will formulate rules and regulations to organize high school students’ clinical attachments.• Each applicant who completes the observation time satisfactorily will be awarded a certificate that he/she can use in the admissions process to the College of Dentistry.

Attachments:• Interview Assessment Form.

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Interview Assessment Form

Applicant Name .............................

.............................

.............................

Evaluator Name

Academic No.

Applicant Serial No. .............................

.............................Evaluators Signature

Please verify the ID of the applicant.

Questions Grade out of 10

1. why do you want to join the College of Dentistry?2. If you are not accepted, what is your plan?3. Do you have any community activities outside university?4.1 What do you expect from the College of Dentistry?4.2 Where do you see yourself in 10 years?4.3 What was your favorite subject in preparatory year?4.4 How would you change teaching of this course to improve its curriculum?

Total

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EXAMINATION & ASSESSMENT POLICIES

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Policy StatementThe Examination and Assessment policies of the College of Dentistry will ensure that examinations are conducted ethically to provide valid assessment of academic performance and the achievement of proficiency of learning outcomes without adding undue stresses on students. These policies outline the rights and responsibilities of students in the assessment process so that this process can add to their learning experiences. These policies apply to assessment of students in the different courses offered by the College of Dentistry, University of Dammam. They encompass all types of assessment including continuous assessment and finals, examinations (written, OSCE, OSPE and others) and other types of assessments (assignments, presentations, practical/ clinical requirements, etc.). These policies govern the actions of teaching staff, administrators and students in assessment activities.

Responsibility1. Deanship for Admission and Registration, University of Dammam.2. Dean, College of Dentistry.3. Vice Dean for Academic Affairs.4. Registrar.5. Faculty.6. Students.

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Policies

Ethics of Assessment1. The assessment of a student’s performance in a course shall be just and fair. 2. All rules and arrangements related to examinations and assessments are transparently published and made available to students whose responsibility is to get nd clinical requirements).3. There should be more than one assessment for each course. This includes different types and / or different times during the course.4. Students shall be provided with a description of the means of assessment to be used in each course including: • the number and types of assessment• the date, time and location of assessment (dates of examinations, deadlines/ due dates for submission of assignments and clinical requirements)• the weighting to be accorded each assessment5. Pre-defined criteria are announced to students to indicate the method of grading and marking for different types of assessment in each course.6. Students who are faced with circumstances beyond their control such as illness or family tragedy that prevents them from attending an assessment can be granted (after following the indicated procedure) another opportunity for the same assessment or a replacement of it. 7. Every student has a right to review and discuss an assessment with the Instructor/Examiner provided the indicated procedure for this is followed. Students also have the right to appeal to the Chair of the Examination and Assessment Committee regarding a decision related to procedures of assessments and examinations but not an examiner judgment.

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8. Students are required to adhere strictly to ethical and responsible conduct through all types of assessments. Academic misconduct including cheating, plagiarism and others are subject to penalty according to College and/ or University rules.

Confidentiality of Assessment 1. All examination related materials including questions sheets and answer sheets are confidential and shall be returned to the Course Director unless otherwise determined.2. Assessment outcomes are confidential. No person involved in the process should divulge to any unauthorized person any information related to an individual students assessment or grades.

Validity of Assessment1. Assessment shall reflect the content of the course and its intended learning outcomes (ILOs). 2. Assessment activities and examinations are monitored by the Assessment and Examination Committee for the validity of the questions, their difficulty and discrimination ability.

Assessment as Part of the Learning Experience1. The learning process is guided by formative assessment where students can answer ungraded questions to train for exams and monitor their academic performance. 2. Feedback shall be provided about performance in assessments and examinations through discussion of correct/ model answers and announcement of grades to complete the learning cycle.

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Assessment Guidelines1. Basic Courses

Continuous Assessment Final Assessment Total

Exam 120%

Exam 220%

Dept. Discretion20%

Written40% 100%

2. Pre-Clinical Courses

Continuous Assessment Final Assessment Total

Exam 110%

Exam 210%

Laboratory30%

Dep.Discretion10%

Written30%

Laboratory10% 100%

3. Clinical Courses

Continuous Assessment Final Assessment Total

Exam 110%

Exam 210%

Clinical30%

Dep.Discretion10%

Written30%

Clinical10% 100%

4. General Rules1. In order to pass the course, the student must achieve a cumulative minimum of 60% in the didactic component (Continuous Assessment + Final Assessment) as well as a cumulative minimum of 60% in the clinical / laboratory component (Continuous Assessment + Final Assessment).2. Students must score a minimum of 60% in laboratory / clinical requirements in order to sit for Final Laboratory / Clinical and Written Examination.3. Students will not receive grades for attendance.

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4. Students who are absent from 25% or more of the classes will not be allowed to sit for the Final Examination, and therefore will be required to repeat the course.5. The percentage allocated for department discretion can be utilized in the form of: pop quizzes, written assignments, and presentations (not for attendance). Assessment procedures must be clearly identified in course specifications.

Assessment and Examination Procedures

Authority in Charge Procedure

1.Assessment Scheduling and Notification

• Examination and Assessment Committee

1. Prepare a preliminary draft of assessments schedule including all assessments both contin-uous assessment and finals with the following criteria:a. The maximum number of assessments (worth ≥10% of course grade) to be scheduled per day is 2. b. The same day and time of lecture or lab/ clinic session is used to the greatest extent possible for scheduling of continuous assessment and final exam/ assessmentc. Duration of exam/ assessment matches the num-ber of questions and number of marks d. Assessments (worth ≥10% of course grade) are scheduled in clusters (exam periods); exam 1 (week 5), exam 2 (week 11) and final exam (at the end of the semester after week 15). Assessments with less grades (<10% of course grade) can be scheduled in between these clusters.e. Include details of types, weights and locations of assessments with the schedule

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Authority in Charge Procedure

1.Assessment Scheduling and Notification

• Vice Dean for Aca-demic Affairs

2. Consult the students members of the Examina-tion and Assessment Committee as regards the schedule of assessment drafted.

• Students representatives in Examination and Assessment Committee.

3. Provide feedback for exam schedule.

• Department Chairs 4. Provide feedback for exam schedule.

• Examination and Assessment Committee

5. Consider and modify schedule and details according to students’ feedback.

• Vice Deanship for Academic Affairs

6. Publish final version of assessments schedule by the beginning of the academic year.7. Publish grading and assessment criteria by the beginning of the academic year.

2. Assessment Design

• Course Director• Course team

1. Prepare a blue print showing how the course ILOs will be assessed (type of assessment, weight and time). Indicate the topics, lectures and lab/ clinic sessions that are included in every type of as-sessment before the beginning of the semester.

• Course Director2. Review and approve the alignment of course ILOs and topics to assessment types, weight and time.

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Authority in Charge Procedure

2. Assessment Design

• Course Director. • Course team.

3. Develop grading criteria for practical/ clinical examinations, presentations and assignments. 4. Develop training questions for formative assess-ment and mechanism of providing feedback to students for them5. Develop question pool with model answers for different types of questions in written examinations covering all course units.6. Include different types of questions in written examinations (short notes, Complete, MCQs, True/ False, matching, extended matching) assessing dif-ferent levels of knowledge and understanding with different degrees of difficulty.

• Course Director.• Course team (indicated tasks only).

7. Select from questions collected from course team following the course assessment blue print. The percent of marks allocated for close ended ques-tions (MCQS, True/False, Matching and Extended Matching) should be at least 20% of all marks for written exams for the course.8. Prepare at least two different versions of the MCQs exam by shuffling questions and answer op-tions.9. Add suitable instructions and identifiers to exam sheet following the University and College rules.10. Have at least one other member of course team review the prepared exam to ensure clarity and avoid repetitions.11. Submit to Department Chair examination and model answers.

• Department Chairs.

12. Submit to Vice Dean for Academic Affairs examination and model answers at least 4 business days before examination time as shown in sched-ule.

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Authority in Charge Procedure

3.Conducting of Assessment Activities

• Vice Dean Office for Academic Affairs.• Examination and Assessment Committee.• Department Chairs (indicated tasks only)

1. Prepare examination/ assessment setting:a) Prepare a list of staff members responsible for Invigilation withequal and fair distribution of tasks with a ratio of one invigilator to ten students. Indicate a Chief Invigilator to supervise the invigilation of each ex-amination.b) Notify invigilators in writing of the date, time and location of exam. Indicate in the same docu-ment the responsibilities of the invigilator and his/ her authorities.c) Prepare a plan of students’ seating and/ or flow during exam. Change this plan from one assess-ment activity to the next.d) Schedule exams in lecture room where class is held during lecture time. Schedule OSCEs/OSPEs in appropriate designated locations. Change of loca-tion is allowed provided adequate justification exists and adequate notice is provided to all concerned. e) Prepare a list of instructions indicating when students should arrive and where they should leave, how they should behave during their stay in the exam premises.f) Prepare in consultation with department chairs a list of external examiners to join course team in the practical/ preclinical or clinical assessment activities.

• Vice Dean for Academic Affairs

2. Publish the list of exam setting instructions to students by the beginning of the semester and all the time in the area of exams.

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POLICIES AND PROCEDURES FOR NEW DENTAL STUDENTS’ ORIENTATION

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Policy StatementOrientation program serve as a foundation for college success. In many instances, orientation programs create a lasting impression for new students and their families.The College will provide an orientation program designed to welcome students to college life at the institution and to introduce them to the important aspects of the institution’s operations, other new students and academic and administrative staff.All students enrolled in the BDS program are required to participate in the College’s New Student Orientation Program prior to the commencement of academic year.

PurposeThe purpose of the New Students Orientation Policy is to establish an orientation program for the new students that describe the College/University’s policies & procedures, rules & regulations and expectations to enhance the student’s experience.

Responsibility1. All new students: responsible to know possibly everything about the institution and the program.2. Vice Dean for Academic Affairs: responsible for effective execution of the orientation program at the College.3. Registrar: responsible for coordinating activities for an effective delivery of orientation program.

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4. Departmental Heads: responsible for providing information about courses of their department.5. Dean of Student Affairs-UoD: will have the responsibility of introducing new students to the university activities and student clubs.6. Dean of Admission and Registration Deanship-UoD: will have the responsibility of defining services offered by the deanship.7. The designated faculty / staff: will have the responsibility of introducing new students to the campus life and its available services.8. Dean of Library Affairs-UoD: will have the responsibility of introducing new students to the library services.9. Director of Information Technology Center-UoD: will have the responsibility of introducing new students to the Information Technology Services for students or the IT system used in the collage.10. Director of Security-UoD: will have the responsibility of explaining the definition of statutory procedures, traffic and security needed by students.11. Designated faculty: will deliver lecture on the factors contributing to achievement and good adaptation to Undergraduate.12. Designated faculty: will deliver lecture on effective teaching.13.Director of Center for Student Counseling and Guidance-UoD: will have the responsibility of explaining the students’ need for counseling, counseling procedures and services rendered by the counseling center of the University.14. Director of the Centre for English Language Programs-UoD: will deliver lecture on the importance of and program for common and professional English learning.

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Definition1. Orientation: is a series of academic and social activities that are conducted to assist students to connect to their program and the Institution.2. ‘O’ Week: is the week immediately preceding Week One of the standard teaching semester. ‘O’ Week provides an opportunity for students to become familiar with the College and facilities by participating in course introductory sessions and various skilling and information programs. It also enables students to collect course outlines and address enrolment, timetabling and administrative matters prior to the start of the first teaching week. 3. A Re-enrolling student: is any student who is continuing in the same course of study.4. Transition: is conducted at many levels across the College and students are considered to be in transition upon entering the College/course, moving from semester to semester and upon graduation. 5. A Course Outline: informs students of the essential requirements of a course being studied.

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Policy1. Prior to the commencement of a course, students will attend an Orientation Program designed to assist them with their transition to study in the college.2. The orientation program is conducted through a series of short seminars presented by key staff of the Institutions. These seminars will cover course related matters, key policies and procedures, IT services, administrative matters, student services, library and learning services and a tour of campus facilities.3. Students will be provided with a comprehensive Student Orientation Package that includes all the required administrative and organizational information and documentation relating to the students enrollment.4. The orientation program also provides an opportunity for students to meet other students and the staff of the Institutions.5. Orientation is compulsory and students who do not attend will be required to make contact with the College Registrar to make arrangements for an alternative orientation session.

ObjectiveThe primary Objective of the University’s Orientation programs (including ‘O’ Week) is to orientate and introduce all students to the program, its purpose and requirements, facilities, academic, administrative and support staff and services to help students feel more comfortable coming to Week 1 classes.

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By the end of this session, students should: • Feel welcome and enthusiastic about starting their new subject. • Have met at least one other student studying the program. • Know what they should do to be prepared for next week, particularly in terms of timetables and buying course materials and textbooks.• Understand something about what is expected of them, and what they can expect from the college. • Have met key teaching staff in this program.• Have an idea of how the program is taught and assessed.• Know where to go for help and further information.

ProcedureIntroducing students to college life requires presenting as full a view as possible of all the College has to offer. Therefore, academics as well as extracurricular activities should be presented. During orientation, students should be made aware of importance of academics as well as opportunities to be socially integrated into the college culture, both works together in forming the college experience.

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Following is the schedule of orientation program for new students:

Day 1:

8:30 to 9:15 A.M. Meeting with the Dean of Student Affairs for the definition of activities and student clubs.

9:15 t0 9:45 A.M. Meeting with the Dean of Admission and Registration Deanship for the definition of offered services.

9:45 to 10:15 A.M. A meaningful scene representative for Campus Life. How? Who?

10:15 to 10:30 A.M. Break.

10:30 to 11:00 A.M. Meeting with the Dean of Library Affairs to introduce library services.

11:00 to 11:20 A.M. Meeting with the Director of Information Technology Center to introduce the Information Technology

11:20 to 12:00 P.M. Meeting with Director of Security for the definition of statuto-ry procedures and traffic and security needed by the student.

12:00 to 12:30 P.M. Prayer.

12:30 to 2:30 P.M.

Open meeting with students clubs for a detailed view of the different activities and methods of registration with the lunch-eon, which will be held in the pool and the gym to celebrate Prospective students.

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Day 2:

Day 3:

09:00 to 09:50 A.M. A lecture on the factors contributing to achievement and good adaptation to Undergraduate

09:50 t0 10:00 A.M. Comfort

10:00 to 10:50 A.M. A lecture on effective teaching

10:50 to 11:00 A.M. Break.

11:00 to 11:30 A.M. Meeting with the Director, Center for Student Counseling and Guidance

11:30 to 12:00 P.M. Meeting with the Director of the Centre for English Language Programs Learn English

12:00 to 12:30 P.M. Prayer

12:30 to 02:30 P.M. Complete the registration card and extract of the Deanship of Undergraduate Admission and Registration

09:00 to 12:00 P.M. Meeting with deans of colleges to define prospective work, followed by a college tour.

12:00 t0 12:30 P.M. Prayer

12:30 to 02:30 P.M. Complete the registration card and extract of the Deanship of Undergraduate Admission and Registration

Orientation of Parents: Parents can aid in the student’s transition into college life, the College needs to inform parents as well as students about the structure of the University and the College and where to find additional information.

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POLICY AND PROCEDURE FOR ACT OF PLAGIARSM BY STUDENTS

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Policy StatementThis policy describes academic integrity and the procedures for handling academic dishonesty and plagiarism at the College of Dentistry University of Dammam. This policy should also be seen in context with following policies:1. Policy for Monitoring Students Performance and Progress.2. Policy for Students Grievances and Grade Appeals.3. Policy and Guidelines for Student Code of Conduct.

Each student is obliged to be aware of the policy against plagiarism and lack of awareness of the policy does not excuse a violation of it. No student shall be permitted to graduate while charges of plagiarism are pending against that student.

Definitions1. Academic Integrity: It is the commitment to certain core values such as truth, honesty, fairness, respect, and responsibility. 2. Academic dishonesty: It is the failure to maintain academic integrity. Academic dishonesty includes but is not limited to:• Plagiarism – Plagiarism is the “wrongful appropriation” and “stealing and publication” of another author’s “language, thoughts, ideas, or expressions” and the representation of them as one’s own original work. The idea remains problematic with unclear definitions and unclear rules. Plagiarism is considered academic dishonesty and a breach of journalistic ethics. It is subject to sanctions like penalties, suspension, and even expulsion. Plagiarism is not a crime per se but in academia and industry, it is a serious ethical offense and cases of plagiarism can constitute copyright infringement.

http://en.wikipedia.org/wiki/Plagiarism

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• Cheating – the use or attempt to use unauthorized materials, information, or study aids in any academic exercise.• Fabrication - the falsification or invention of any information or citation in an academic exercise.• Offering bribery for grades, transcripts, or diplomas;• Obtaining or giving aid on an examination.• Submitting same assignment previously submitted in another course without the consent of the instructor.• Sitting for an examination by surrogate or acting as a surrogate.3. “Faculty Member” means any individual assigned to teach a course offered by University of Dammam College of Dentistry.4. “Student” means any person enrolled in a course offered by University of Dammam College of Dentistry.

Responsibility1. Vice Dean for Academic Affairs.2. Faculty.3. Students.

PolicyA. PlagiarismPlagiarism is unacceptable and will not be tolerated at University of Dammam College of Dentistry. Plagiarism is the submission of another’s work as one’s own. It includes: 1. Use of another’s exact words without use of quotation marks and acknowledgement of that use in a footnote or endnote.

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2. Use of another’s organizational scheme without acknowledgement of that use in a footnote or endnote.3. Either close paraphrasing of the work of another without attribution or submission of a work which is largely a paraphrasing of another’s work without attribution.

B. Options for Faculty Member Who Believes Plagiarism Has Been CommittedUpon discovering what is believed to be plagiarism on written work submitted by a student in a course, a faculty member may:1. Assign a grade to the written work based on the faculty member’s determination of plagiarism. This determination and the explanation thereof shall be expressed in writing and transmitted to the student with a copy to the dean; or.2. Refer the matter to the Disciplinary Committee or an Ad hoc committee formed by the dean with defined responsibilities. The committee will deal the situation according to the given mandate. A student found guilty of plagiarism by the committee may appeal to the Dean for review of the penalty assessed.

C. Institutional Response to a Faculty Member’s Finding of Plagiarism.

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Sanctions For Student PlagirismIn the academic world, plagiarism by students is usually considered a very serious offense that can result in punishments such as a failing grade on the particular assignment, the entire course, or even being expelled from the institution. Generally, the punishment increases as a person enters higher institutions of learning. For cases of repeated plagiarism, or for cases in which a student commits severe plagiarism (e.g., submitting a copied piece of writing as original work), suspension or expulsion is likely. A plagiarism tariff has been devised for UK higher education institutions in an attempt to encourage some standardization of this academic problem.

http://en.wikipedia.org/wiki/Plagiarism

1. Upon receiving notification from a faculty member of his or her determination of plagiarism, and determining that plagiarism has been committed, the Dean, shall appoint a committee of five faculty members to conduct a hearing to determine whether plagiarism has been committed by the student. A faculty member who does not feel capable of rendering a fair decision in a particular case shall refuse to serve on the faculty committee.2. At the hearing, the faculty member will introduce evidence relevant to the question of whether plagiarism has been committed. The student is entitled to be represented by counsel of his or her choice, to introduce relevant evidence and to confront and cross-examine any witnesses against him or her.3. To support a finding of plagiarism at least four members of the committee must identify plagiarism beyond a reasonable doubt. A finding of plagiarism by the committee in accord with the procedures established by this policy shall be final and binding on the dean and the student.

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4. The committee shall file with the dean a written report on its proceedings and its findings. If plagiarism has been found by the committee, the report shall include a recommended sanction. The presumptive sanction shall be a one- semester suspension, but the committee may recommend a different sanction, either more or less severe. Such sanctions include, but are not limited to, expulsion, suspension for a longer period, probation or remedial activity.5. The final determination of the appropriate sanction for plagiarism shall be made by the dean. It may be more or less severe than any sanction recommended by the committee. This determination shall be expressed in writing and provided to the student within 14 days of the filing of the committee’s report with the dean. The committee members and the complaining professor shall receive copies of the dean’s determination of sanction. The dean’s determination of sanction may be appealed to the provost of the University.6. In response to appropriate inquiries, the College shall make available to appropriate bar officials the written committee report and the dean’s final determination of sanction.

D. Decision in Favor of The StudentIn situations where:1. The Dean finds insufficient probable cause to impanel a faculty committee; or2. A faculty committee appointed under this policy fails to find plagiarism has been committed; or.3. The assigned committee fails to find plagiarism has been committed; the Dean shall assign to another faculty member the task of entering a course grade for the originally accused student.

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POLICY AND PROCEDURE FOR ELECTION AND WORKING OF STUDENT CLASS LEADERS

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Policy StatementCollege of Dentistry – University of Dammam is a student centered institution for dental education. The BDS curriculum and all policies and procedures are focused on students to meet their educational needs and campus life. Administration believes in grooming students as successful professionals and future leaders. Selecting students as Class Leaders is first step in this direction, involving and giving them opportunity to work closely with college administration help them develop leadership skills. Dean’s Student Advisory Committee is one of the important institutional committees where students interact directly with the Dean on varying agenda and issues.

Responsibility1. Vice Dean for Academic Affairs.2. Vice Dean for Female Students Affairs.3. Students.

PolicyStudents will be provided opportunity to choose their class leader and co-leader through polling to represent their class at administrative forums, contribute in academic planning and examination schedules. They will be involved in different institutional committees as members and given opportunity to share their perspective in college and program development and administration.

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Procedure1. Student Leader and Co-Leader will be elected by free voting.2. Students willing to represent the students as class leader will submit their names to the Vice Deans for Academic and Female Students Affairs.3. Voting for election of Class Leader and Co-Leader will be held in designated class room during first week of academic year.4. Each class will be scheduled to elect leader and co-leader.5. Student with maximum votes will be elected as Student Leader and runner up as Co-Leader of the class.6. Class Leader and Co-Leader will have one year term for the office and sign a contract with college administration to efficiently discharge their duties and responsibilities.

Skills to be A good Class Leader1. Know Your Class well: Your classmates, their personalities, talents in various areas etc.2. Know Your College well: You must know every nook and corner of your institution, your class timetable, the teachers and the administrative staff3. Volunteer to take Leadership: Once you know your classmates well it will help you make decisions better. Be the first to stand up, be there, Initiate, Lead.4. Build a Good Rapport With Your Classmates: The relationship between you and your peers must not be strained or else, once the link is lost you are no longer a good leader.

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5. Discipline Yourself: You must adhere to the rules and regulations of the College of Dentistry-University of Dammam. Dress neatly, complete all assignments, come early, and don’t copy in tests.6. Communicate: Clearly, unambiguously and accurately, communicate ideas and feelings through written and verbal statements.7. Build and Maintain Trust: Credibility and authenticity and a collegial working relationship that contributes to consensus.8. Show Enthusiasm: Emit a positive attitude.9. Manage Conflict: have the skills required for managing controversies constructively, including the ability to (a) explore all differences (b) look for ways to integrate ideas (c) search for a solution that accommodates the needs of all group members. Try to bring in a win-win solution in any conflict.

Role and ResponsibilitiesThe primary duties of the Class Leader and Co-Leader usually include liaising closely between administration and students to ensure students’ issues are being addressed, informing college administration of ideas emanating from the class and working with students to resolve problems. The class leader also has the responsibility of leading class meetings and organizing student activities and events. 1. Provide leadership and direction to the class and set the tone for the work that they do.2. Understand and communicate College’s mission, services, policies and program and uphold a personal commitment to its goals and objectives.3. Abide by policies and procedures including but not limited to student code of conduct.

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4. Deal with student problems, personal and academic.5. Liaise with the course instructor and department.6. Coordinate for assignments, exams and answering student questions.7. Attend meetings with students and administrators as deemed necessary by the organization. Review agenda and supporting materials prior to Class and Committee meetings.8. Chair class meetings and ensures meetings function effectively and information delivered is accurate and up to date and call special meetings when necessary.9. Maintain constant communication with the students making them aware that their student government is available to them, hearing any suggestions and concerns they may have, and informing them of any events, programs or services.10. Contribute in program planning and evaluation .11. Volunteer for and willingly accept assignments and complete them thoroughly and on time.12. Promote and conduct Professionalism.13. Prepare and submit a performance report for his / her tenure to the Vice Deans for Academic / Female Students Affairs. The report will include:• Major issues and problems faced by students and their resolution.• Overall impression for the courses taught in the class.• His / her experience as Class Leader and Co-Leader.• Suggestions / Recommendations.

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Student Leader

Note: We will conduct selection of new class leader and co- leader every academic year

Please give your overall assessment explaining why you are nominating this student to be the leader of your class...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................

Please feel free to nominate yourself if you believe that you have the skill to lead and submit your nomination before the end of the orientation day to the Female Students’ Affairs Office Ext. 206.

Nomination CriteriaSNمعايير الترشيح

المشاركة في األنشطة المصاحبة للمناهج الدراسية (الرياضة/ األدب/المناظرات/ أخرى)

Participation in co-curricularactivities (Sports /Literary / Debates/(Others

1

Compliance with rules and االمتثال للقواعد وأنظمة الكلية procedures of school2

Effective class participation3المشاركة الفعالة فى الفصول الدراسيةالقدرة على التعبير عن األفكار ومهارات

االتصال Ability to express ideas/communication skills4

/Academic Achievements األداء واإلنجازات األكاديمية Performance5

اإلبداع / أخذ المبادرة، والقدرة على التفكير بطرق جديدة للقيام باألمور

Creativity/taking initiative, ability tothink of new ways to do things6

English proficiency7إتقان اللغة اإلنجليزية

Ability to exercise positive influence القدرة على التأثير على أقرانه تأثيرا ايجابياon peers8

احترام االدارة العليا على الدوام وفي جميع األوقات

Respect for Higher Authority at alltimes9

Name of Nominee

Year Level

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POLICY AND PROCEDURE FOR COURSE REMEDIATION

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POLICY STATEMENT: Remediation is defined as the act of correcting or counteracting; to put right or reform. It includes all activities aiming at providing support to students with suboptimal academic performance or at modifying grades in response to problems in assessment. This policy should also be seen in context with the following policies.4) Policy for Monitoring Students Performance and Progress5) Policy for Students Grievances and Grade Appeals

RESPONSIBILITY:1. Vice Dean for Academic Affairs2. Course Director / Instructor/s3. Students

PROCEDURE:The remediation activities can be done following some or all of the continuous assessment tasks or at the end of the semester when it is time to award course grade. These include:

A. Modifying written tests’ grades based on the results of item analysis: Items or questions which are identified in the item analysis report as being very difficult (correctly answered by <20% of students) or questions with negative discrimination index, the course director may eliminate them from the question pool in this exam and the grade denominator modified accordingly. B. Adding a maximum of 2 percent grades so that students with percent grades approaching the borderline to the higher letter grade can achieve that letter grade. Examples are percent grades = 63%, 78%, etc. These can be

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changed into 65%, 80%, etc. The course director modifies the grades based on that before submitting the results to be approved by department heads and / or the departments.C. In courses/assessments without lab / clinical expectations: Assignments, presentations, etc., can be repeated to improve the continuous assessment grades. In this case, the course director can require student to submit one extra assignment or repeat the one where performance was poor (scoring <60% of this assessment mark). The mark recorded in the end is the average of attempted assignments. D. In case of incompletion of course requirements (clinical, lab, assignments etc.) by specified time at the end of the semester, the following applies1. The student is awarded incomplete (IC) grade. 2. The student sits for the final written exam (with his/ her class) and the student’s actual mark for written is recorded. 3. The final practical / clinical exam or other assessment is rescheduled during the first two weeks of the following semester. The grade the student gets in this assessment is reduced by a percent specified in the course specifications and announced from the beginning of the semester (in course specifications). This does not exceed 25% of all marks of the activities postponed for IC. 4. If the student gets an F in the overall course grade after (#2 and 3), he / she repeats the course whenever it is opened.

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PART III

Policies and Procedure for Vice Deanship for Clinical Affairs

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MAIN STORE 1. Policy for Material Issue

2. Policy for Purchase Orders

3. Policy for Purchase Records

4. Policy for Receiving And Inspection

5. Policy for Deliveries from Main Dental Store to Clinics and Laboratories

6. Policy for Expired Items MEDICAL RECORDS 1. Policy for Circulation / Check-Out of Medical Record Files 2. Policy for Confidentiality of Medical Records 3. Policy for Data Retrieval and Medical Records Review 4. Policy for Documentation Standards for Patient Medical Records 5. Policy for Filing of Investigation Reports/Other Documents in Medical Records 6. Policy for Missing or Lost Medical Records 7. Policy for Medical Record Completion 8. Policy for Medical Records Retention 9. Policy for Release of Information RADIOLOGY 1. Rules and Regulations for Radiation Protection 2. Policy for Chemicals Disposal in Radiology Section

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MAIN STORE

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POLICY FOR MATERIAL ISSUE

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POLICY STATEMENTThe Warehouse / Main Store maintain documented procedures for issue and replenishment of supplies to the supply centers at dental clinics and laboratories for routine functions. When an item is being issued in the event of an emergency and the authorized staff has not signed the requisitioning document due to non-availability, the Warehouse will deliver the requested supplies and obtain acknowledgement on a Material Stock Requisition (MSR). The signed requisitioning document must be completed within one business day.

RESPONSIBILITY:1. Manager Warehouse / Main Store2. In charge Dental Clinics Dispensary 3. In charge Dental Laboratories

MATERIAL ISSUE:The Warehouse is responsible for the prompt issue of supplies from inventory. The services must be to the degree that enables supply centers and other end- users / departments to provide a level of service that will maximize the institution’s ability to deliver a high standard and quality training to the dental students and care to the patients.

1. Material Stock Requisition (MSR)2. Transfer Note (TN)3. Receiving Document

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Material Stock Requisition (MSR): a. Supplies against a MSR shall be issued from the Warehouse. b. The MSR received must be duly authorized / approved. MSR for dental clinics and laboratories shall route through the Medical Director, Director of Laboratories and the Director Administration & Finance depending upon the source of requisition. c. Items requiring special storage condition may be requested for issue from the Warehouse.

Processing of MSR: a. Requisitioned department prepares MSR on system and gets approval from the Departmental Head. b. Warehouse staff will log the requested items into the system and then sends for the items to be delivered. c. The MSR is then sent to the office of the Director of Administration & Finance for approval. Posting is done in the system by the warehouse staff. d. Once the requested items have been delivered and receiver's acknowledgment has been obtained, the MSR status is "Closed". e. If some of the items are not issued, they should be cancelled into the system and posting of the issued items done into the system. f. After Posting the MSR is sent for authorized signature before filing.

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Transfer Note:Par Level Auto Replenishment Note: a. Par levels have been pre-determined by those in charge of the Warehouse in consultation with the in charge dental clinics and laboratories. The Par Level defines the item to be carried and frequency of replenishment. b. The Auto Replenishment Note is sent automatically to the staff in charge of the Warehouse. These staff then processes the note for replenishment of dental clinics and laboratories.

Ad hoc Transfer Note: The Ad hoc Transfer Note is used when items are transferred from one location to another on an ad hoc basis. The Note must be signed by the authorized person from both the requesting and lending departments along with the Director of Administration & Finance prior to the transfer being made.

Receiving Document:Non-stock items are purchased by completing a Purchase Requisitions form. When such items are delivered to the Warehouse, they are issued to the concerned department against Goods Receiving Note and appropriate posting is done in the system.

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POLICY FOR PURCHASE ORDERS

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POLICY STATEMENTA purchase order will be issued for all purchases made for the institution. The Purchasing staff will follow the guidelines defined under this policy while preparing or canceling any purchase order. The Purchase orders will be issued preferably in favor of approved suppliers but if required, it can also be issued to non-approved suppliers through centralized purchasing department at the University of Dammam.

RESPONSIBILITY: 1. Dean 2. Vie Dean for Clinical Affairs 3. Director Finance and Administration

PROCEDURE: 1. The purchase order should clearly mention the following details: 1.1 Purchase Order Number 1.2 Purchase Order Date 1.3 Delivery Date 1.4 Name of the Vendor 1.5 Vendor Number 1.6 Vendor Status (if applicable) 1.7 Name of the Buyer 1.8 Line Number 1.9 Item Number 1.10 Item Description 1.11 Unit of Purchase 1.12 Quantity Ordered

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1.13 Unit Price 1.14 Total Price 1.15 Gross Amount 1.16 Discount (if any) 1.17 Other Charges (if any) 1.18 Freight charges 1.19 Net Payable 1.20 Mode of Payment 1.21 Terms and Conditions 1.22 Authorization2. Purchase Order will not be issued in absence of a duly authorized purchase requisition. 3. Purchase Order numbers are automatically and serially assigned by the computer system.4. Any Purchase Order that is expired or void should be cancelled in the system5. Any agreed deviation to the stipulated conditions must be mutually accepted and a revised Purchase Order issued.6. Payment against a Purchase Order can only be made through and by the Central Budgeting and Finance Department University of Dammam. 7. A purchase order will not be authorized in the absence of a stated or agreed upon price.8. Follow up of Purchase orders which are due for delivery but not delivered will be done on a continuous basis with the supplier / vendor company. 9. Each Purchase Order is created in a set of two copies. One copy is sent to the vendor whereas the other copy is retained for record purposes. In cases where purchase order is sent to the vendor via email, only one copy is created which is retained by the buyer.

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POLICY FOR PURCHASE RECORDS

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POLICY STATEMENTTheofficeof theDirector forAdministration and Finance ensures thatprocedures are established and maintained to control all documents and data relating to Purchase Orders according to the requirements of the Central Budgeting and Planning Department and that such documents and data are approved prior to use. The purpose of this policy is to ensure that data relating to the purchase orders are stored in an appropriate manner and the confidential documents and data are controlled for the use of authorized personnel only.

RESPONSIBILITY: Director Administration and Finance, COD

PROCEDURE: 1. The processing of all purchasing documentation is done through the computer-based Materials and Management System and, therefore all records such as product history, supplier dictionary, and purchase requisitions, purchase orders etc. shall be maintained in the system and updated automatically. It is however, the responsibility of the requestor to ensure that all inputs relating to his/her product category are accurate and recent. 2. Records regarding approved suppliers will be maintained. 3. The Warehouse Manager will ensure that only the latest documents are available at the required locations. However, where necessary, obsolete documents may be retained for legal reasons or for knowledge preservation.

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4. International purchase orders will be filed separately. These files must contain the following documents: a. Authorized purchase requisitions (in case of capital items only) b. Quotation(s) / Performa invoice (not required in case of repeat purchases) c. Authorized purchase order d. Copy of Airway Bill / Bill of Lading e. Technical literature of the product purchased (in case of equipment only) f. Relevant technical department approval (in case of equipment only) g. File-note (where necessary) h. Release of payment (where required)

5. Domestic purchase order will be filed in the respective department’s files along with the following documents: a. Authorized purchase requisitions (in case of capital items only) b. Quotation(s) / Performa Invoice (not required in case of repeat purchases) c. Authorized purchase order d. Technical literature of the product purchased (in case of equipment only) e. Relevant technical department approval (in case of equipment only

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POLICY FOR RECEIVING AND INSPECTION

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POLICY STATEMENTThe warehouse will establish and maintain documented procedures for inspection and testing activities in order to verify that the specified requirements for the equipment and supplies are met. In the event of an emergency, it is the responsibility of the department receiving items directly from the supplier to ensure all aspects of receiving and inspection are fulfilled. As in the case above, the Head of the Department verifies by signing an authorization for the Warehouse to process the Receiving Document.

RESPONSIBILITY: 1. Vice Dean for Clinical Affairs 2. Departmental Heads 3. Faculty 4. Warehouse / main store staff

PROCEDURE:1. RECEIVING AND INSPECTION:Purpose of this procedure is to ensure that incoming supplies are not used or processed until they have been inspected or otherwise verified as conforming to specified requirement. 1.1 Suppliers will deliver supplies at the Warehouse or at a location specified by the ware house administration. The delivered material will either be kept in the holding area and sticker “Received, Not Inspected” will be pasted on it. They are randomly inspected upon opening and the following is checked.The material received corresponds to the details recorded on the consignment documents. a) The identity, specification and quantity received agree with that on the Purchase Order (PO). Where a formal PO has not been raised (such as for cash purchases and for items required urgently) the person receiving the goods uses his best judgment to check that the goods received conform to the requirement specified in verbal order.

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b) If an item has limited shelf life and its active life (un-expired period) does not conform to the instructions mentioned in the PO then Requisitioning Department / End-user approval must be obtained. c) The packing has been done according to the instruction mentioned in PO. d) Physical condition of the material, i.e. the condition in which it was received (open, damaged etc.) will be noted in the inspection report. e) Wherever possible quality of supplies shall be checked by the Warehouse personnel otherwise it will be the responsibility of the requisitioning department to evaluate the quality and provide feedback to the Warehouse. 1.2 Items requiring technical inspection. a) Upon receipt of consignment, a Technical Inspection Report (TIR) Form will be prepared and forwarded to the concerned Division/Department for inspection/verification of the product. b) Non-stock items that have passed technical inspection will be delivered to the requisitioning department and stock items shall be placed at their predetermined location. 1.3 Items for which a Discrepancy Report (DR) has been created shall be sent to the Director of Administration and Finance for onward transmission to the Purchasing Department along with the copy of the Technical Inspection Report. 1.4 Return Material Authorization (RMA)A RMA will be prepared by the end-user for returns that are in good condition with a written justification. The used or repaired items will be kept as Recondition Inventory.

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2. PROCESSING OF RECEIVING DOCUMENT: When the item is received at the Warehouse the receiver will check the items against PO and forward the delivery note to the office of Director Administration and Finance for preparation of Receiving Document by the assigned staff. • The staff of the Warehouse will check delivery note against PO and process the receiving document. • If there is any discrepancy then the same is noted and for the remaining items receiving document is prepared. Receiving document pertaining to the non-stock items will be sent to the requisitioning department for acknowledgement. The receiving document is then sent to the head of the appropriate department / Director Administration and Finance for approval. In case of capital items Asset Tag # is issued depending upon the nature of item. The separate record is maintained for the same

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POLICY FOR DELIVERIES FROM MAIN DENTAL STORE TO CLINIC AND LABORATORIES

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POLICY STATEMENTDispensaries in the dental clinics and supply centers in the dental laboratories will provide service to the faculty and students for issuing consumable items and or instruments to them.

PROCEDURE: 1. Ware House will provide required items to dispensaries in the dental clinics and supply center for dental laboratories on demand. 2. Ware House staff will verify and log complete information about the issued items on the system and will do the posting. 3. Dispensaries and supply center staff will issue activity # against items required. 4. Ware House staff will get acknowledgement and enter all the information in system and will do the postings. 5. Items issued from dispensaries and supply center will be replenished by the ware house through auto replenishment and transfer note. 6. Physical stock of dispensaries and supply centers will be done at least once in a year; any discrepancy greater than 5% of the original stock figure shall be investigated and reconciled.

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POLICY FOR EXPIRED ITEMS

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POLICY STATEMENTWarehouse shall establish and maintain documented procedures for expired items. The Warehouse will inform the users of near expiry dates. The supply centers and other inventory locations will first consume near expiry items.

RESPONSIBILITY: 1. Manager Ware house 2. In charge, Dental Clinics dispensary 3. In charge, Dental Laboratories

PROCEDURE:The Warehouse will carry out the following procedure: • At the time of receiving an item(s), the shelf-life is entered into the system. • Once an item is transferred or issued from the Warehouse to another location, the expiry dates are also transferred. • Same process is adopted by other storage locations while receiving, transferring and issuing supplies as described above. • The Warehouse regularly follows up nearest expiry with end-user through e-mails. • Moreover the Warehouse also generates reports from the system on quarterly basis stating the nearest expiry items and sends the same to the respective department for necessary action. • The department upon receiving the list, issue the items for their use or the items are disposed off upon expiry. • Warehouse staff will review expiry information available in the system and transfer expired items to a separate location WH-II in the computerized system for better control

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II

MEDICAL RECORDS

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POLICY FOR CIRCULATION/CHECK-OUT OF MEDICAL RECORD FILES

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POLICY STATEMENT: Patients Medical Records are available for the purposes of patient care, education and research at approved locations. This applies to all Medical Records and approved locations at the Dental Clinics and the College of Dentistry, University of Dammam. RESPONSIBILITY:Staff at the Medical Records Section (MRS)

PROCEDURE: 1. Medical Records can be checked out to the dental clinics for only one day and up to one week for educational or approved research activities. These times can be extended upon written request and approval from the Medical Director. 2. Medical Records cannot be removed from the clinics / College of Dentistry or other approved locations, except pursuant to the orders by the College Dean. 3. Reviewers can review the Medical Records in the designated areas of the dental clinics / College. 4. Reviewers are expected to return the Medical Records immediately if needed for patient care. 5. The location of Medical Records will be traceable by the Section of Medical Records. If Medical Record file is given to an attending dentist or moved to another location, a check-out slip will be completed and provided to Medical Records Section (MRS) in order to ensure traceability of the record. 6. Users are expected to return the Medical Records as soon as possible to the Section after usage.

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7. If the checked out Medical Record is misplaced, Medical Records personnel will make all efforts to trace it but it is the responsibility of the person who last checked out the record to be diligent in safe guarding the record. In the case of total loss of the Medical Record, a duplicate/temporary record will be created with available documents. 8. If the patient’s Medical Record is required for any legal purpose, a form is filled by the Medical Director requesting Medical Record Section (MRS) to place Medical Record in a Safe Custody (SC). MRS checks out the patient’s Medical Record to SC location. To ensure continuing patient care, the said Medical Records are photocopied and used in circulation

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POLICIES FOR CONFIDENTIALITY OF MEDICAL RECORDS

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Policy Statement:This policy ensures the confidentiality of patient medical information in the dental clinics and other locations of the college and safeguards unauthorized use and / or release of patient information.

Responsibility:1. Dean.2. Vice Dean for Clinical Affairs.3. Medical Director.4. Faculty.5. Students.6. Staff at the Section of Medical Records.

Policy:1. Ownership:Medical Records are the property of the College of Dentistry. The original medical record of a patient may be removed from the college premises only with the authorization of the College Dean.2. Patient’s Rights:The confidential information contained in the medical record is under the exclusive control of the patient or guardian. Only the patient or guardian can authorize its release.3. Safeguarding Information against Unauthorized Release:3.1 All medical information is confidential, regardless of location in which it is maintained. To safeguard against unauthorized use and / or release of patient information, staff will not relate information by telephone, except in the course of direct patient care.

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3.2 Medical information required by a dentist other than the attending dentist, would require consent from the attending dentist of the patient.3.3 In case of emergency, medical record personnel are authorized to retrieve the record from doctor’s office and interns lounge in the presence of security.4. Under the following conditions, medical information may be used and / or released without the patients authorization:4.1 Information may be used by professional staff presently providing care at the College of Dentistry.4.2 Information may be released to a physician and / or facility that referred the patient to the dental clinic for purposes of follow up care.4.3 Information may be released to a physician and / or a facility that has accepted referral from the college of dentistry, for purposes of follow up care.4.4 In an emergency, employing suitable precautions when verifying the emergency, the Section of Medical Records may release information, which would be of immediate benefit to the patient during provision of care.5. To assist with education of professional personnel:5.1 Information may be used by the students, faculty or other relevant staff of the College of Dentistry for educational activities.5.2 During the use of dental / medical information for educational purposes, no patient is to be identified by name without his / her consent and agreement.

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6. For Administrative purposes:Information should be made available, within the confines of the location where the information is maintained, to members of administrative and / or professional staff for audit purposes. Audit reports shall be held in confidence, and no patient shall be identified by name.

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POLICIES FOR DATA RETRIEVAL AND MEDICAL RECORDS REVIEW

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POLICY STATEMENT: This policy is aimed at ensuring the availability of Medical Records and patient clinical data for review by authorized personnel, i.e. Faculty, Students or designated Staff. This applies to all personnel, who have the privilege to review clinical data and Medical Records.

RESPONSIBILITY:Staff at the Medical Records Section

PROCEDURE: 1. All requests for clinical data and medical records review should be submitted to the in-charge, Medical Records Section with appropriate approvals from the concerned Head of Department / Vice Dean Clinical Affairs / Medical Director. 2. Medical Records staff will review the request for appropriateness and enter the completed request in the logbook. 3. Requestor must follow all instructions outlined on the form. 4. Medical Records staff will issue the requester an authorization slip for review of Medical Records with the data / M.R. #s. 5. Medical Records Section will issue the medical records to the reviewer. 6. Reviewer will review the medical record in his / her department / Library of the College.

A Medical Record can only be photocopied for an approved educational activity. When doing so, patient confidentiality must be maintained at all times. Ensure that all patient identification has been concealed.

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POLICIES FOR DOCUMENTATION STANDARD FOR PATIENT MEDICAL RECORDS

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POLICY STATEMENT: Medical Record documentation should be developed and maintained for each patient who receives assessment and /or treatment in any component of the Dental Clinics. The medical record at the College of Dentistry must contain sufficient information to identify the patient; support the diagnosis; justify the treatment; document the results accurately and to provide optimum patient care and facilitate activities related to education and research.

RESPONSIBILITY: 1. Vice Dean for Clinical Affairs 2. Medical Director 3. Faculty 4. Interns 5. Students

REGULATIONS:Documentation requirement for all Patient Medical Records1. Forms:Records of all patients at the College of Dentistry should be documented only on approved forms. All the forms should be approved by the Vice Deanship for Clinical Affairs and the Quality and Development2. Legibility:All handwritten notes must be legible. 3. AuthenticationEach entry in the patient’s medical record should be properly authenticated including the date, time, and signature of the author. The entries by dental students and interns should be countersigned or a suitable entry should be made in the progress notes stating that the attending / supervising faculty is in agreement with the orders, evaluation or specific treatment noted.

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4. Symbols and abbreviations:To avoid misinterpretation, only standard / approved symbols and abbreviations must be used in the medical records. Each abbreviation or symbol used must have only one meaning.5. Pen:All handwritten notes in the medical records should preferably be made with black / blue ballpoint pen.6. Correction of Errors:In the case of an error, a single line cross through is made so as to not obliterate the original entry. This cross through should be initialed and dated by the individual making the correction. Document the correct information. If the error is in a narrative note, it may be necessary to enter the correct information on the next available line documenting the current date and time and referring back to the incorrect information.7. Verbal Orders:Verbal orders of authorized practitioners should be accepted and written only by an intern / dental student and must be counter signed by the ordering faculty within 24 hours.8. Timeliness:Document the information as close to the time of actual event as feasible. Always mention date and time on the entry. Within 24 hours • Screening form • Verbal orders (countersigned after ordered by the Faculty / specialist ) • Procedure note • Treatment planned and executed Follow up • Progress notes • Faculty / specialist’s orders • Next appointment if needed

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MEDICAL RECORD CONTENTS:Each medical record should contain, at least the following:1. Registration Form (Patient identification data)2. Health Questionnaire3. Dental Screening Form4. History and physical examination5. Emergency room record (where applicable)6. Evidence of appropriate informed consent(s)7. Anesthesia record8. Diagnostic / Therapeutic / Surgical procedure note (where applicable)9. Consultation notes10. Diagnostic and therapeutic orders11. Clinical observation including results of therapy12. Progress Notes13. Clinical summary on discharge14. Report of tests and results, where needed15. Medication record

Patientidentification:A unique identification number (Medical Record Number) is assigned to all patients being assessed and treated at the College of Dentistry. The data should include the patient’s name, medical records number, sex, and date of birth, marital status, telephone number (landline and mobile phone), address and next of kin. When any of these data are not available, reason should be stated in the medical record.

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Screening FormThe documented history and physical examination shall include all positive and relevant negative information regarding problems identified, and should be documented within 24 hours after the patient’s admission to the clinics. As a minimum it includes: 1. Chief / Presenting complaints 2. History of presenting illness 3. Past medical history / dental history 4. Drug history/ allergies 5. Personal, psychosocial history 6. Physical and systemic examination performed at the time of admission, if needed 7. Vital Clinical Summary on Discharge:At the time of patient’s discharge from the clinic, the faculty / hospital staff / intern / student should complete clinical summary on discharge. Clinical summary should concisely recapitulate: 1. Date of admission and discharge 2. Diagnoses 3. Presenting history 4. Examination 5. Investigation, if any 6. Treatment given 7. Medication on discharge 8. Follow-up instructionsEmergency Room Record:Items that should be documented in Emergency Room Record include: 1. Pertinent history of the presenting complaint / chief complaint 2. Diagnostic and therapeutic orders and treatment. 3. Conclusion at the termination of treatment, including final disposition, patient’s condition on discharge and any instructions given to the patient or family for follow up care.

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Diagnostic/Therapeutic/surgical Procedure notes:All diagnostic and therapeutic procedures should be recorded and authenticated in the medical record. The surgeon shall record a pre-operative diagnosis prior to surgery and operation note should be written in the medical record immediately after surgery by the surgeon containing the following: 1. Patient Identification 2. Date of surgery 3. Name of procedure 4. Pre-operative diagnosis 5. Type of anesthesia 6. Indication for surgery 7. Operative findings 8. Description of surgery including complications if any 9. Postoperative instructions, if any 10. Condition of patient at the conclusion of surgery

Evidence of Appropriate Informed consent(s):The medical record must contain evidence of informed consent for treatment and procedures.

Request for Consultation:A consultation request and the consultant’s report should be documented. The request must contain a brief statement describing the reason(s) consultation was requested. The consultant’s report should contain findings, conclusions, and recommendations.

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Diagnostic and Therapeutic orders:Appropriate diagnosis should be documented and orders of therapy aiming toward the treatment of condition should be clearly documented.

Progress Notes:They are specific statements related to the course of the patient’s disease, response to treatment, and status at discharge. The attending faculty / hospital staff / intern / dental student are responsible for recording continuing observations of the patient’s progress. Progress note should include: 1. Summary of the general condition of the patient at the time of admission in the clinic. 2. Follow up progress note; summary of treatment and patient’s response including any complication which a patient develops. Also, state the patient’s general condition on discharge.

Leave Against Medical Advice (LAMA):If a patient wishes to discharge himself / herself against medical advice, the assigned dental assistant is responsible for obtaining the patient’s signature on a “Release from Responsibility” or LAMA note. In the event that the patient refuses to sign such a note, the circumstances of such refusal must be documented.

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POLICIES FOR FILING OF INVESTIGATION REPORTS/ OTHER DOCUMENTS IN MEDICAL RECORDS

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POLICY STATEMENT: Pathological Laboratory or radiographic investigation reports and other documents containing the patient’s name and medical record number will be filed in the patient’s Medical Record for the primary purpose of fostering continuity of patient care. It includes all reports / other documents of investigations performed at any authorized health care facility, government and private both.

RESPONSIBILITY:Staff at the Medical Record Section

PROCEDURE: 1. Investigation reports and other related documents received in the Medical Records Section will be filed by the Medical Records staff in the designated section of Medical Record folder in chronological order. 2. All reports will be counted and the total entered in a log. 3. In order to ensure accuracy, the Medical Record number on the reports will be matched with the Medical Record number on the folders during filing. 4. Leftover reports will be kept in the pending reports tray till the file is located and reports / documents filed. 5. The documents other than investigation reports relevant to the Medical Record will be filed in their corresponding section of the Medical Record folder.

All disclosures i.e. the reports that are from other hospital are filed in the patient’s Medical Record folder if they reach Medical Records Section containing the relevant medical record number. Medical Record Section staff will file them in the designated section of Medical Record folder.

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POLICIES FOR FILING OF INVESTIGATION REPORTS/ OTHER DOCUMENTS IN MEDICAL RECORDS

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POLICY STATEMENT:This policy provides guidelines for managing a missing or lost patient medical record and a procedure to address a lost or missing medical record on an immediate basis.

RESPONSIBILITY:In-charge Medical Record Section

PROCEDURE: 1. Upon notification of a missing medical record, in-charge Medical Record Section should facilitate comprehensive search for the missing record, focusing on most recent check out location, most recent patient encounter location, and most recent provider responsible for medical record entries or completion, and potential for patient to have inadvertently taken the record. 2. The in-charge, Medical Record Section should consider notification to the Security, SRACO and maintenance staff as well as any other involved department/s, which may be helpful to foster awareness and location of the missing medical record. 3. The in-charge Medical Record Section should raise an incident report. If the missing medical record is involved in a current or potential litigation, the Vice Dean for Clinical Affairs and the Medical Director must be notified. 4. While there is no obligation to notify the patient of the missing medical record, in-charge Medical Record Section should review the circumstances of the situation and decide if it is a suspected case of theft or if it is an oversight during routine operations (example, accidentally discarded). 5. To facilitate continuity of patient care in such cases, steps should be taken immediately to begin reconstruction of the records through documentation. A temporary medical record folder is thus created and marked as a “temporary folder” until such time as the original folder is located.

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POLICIES FOR MEDICAL RECORD COMPLETION

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Policy StatementDocumentation of Medical Records must be completed at the end of each clinical session with a 24 hour grace period. The attending faculty / hospital staff / intern / student are responsible for the written record of history, physical examination and tentative diagnosis on each patient under his / her care. This must be documented prior to any treatment or procedure commencing. It is also the responsibility of above said to complete the medical record upon discharge of the patient with accuracy and timeliness. It is essential all record entries are completed prior to proceeding on vacation or travel. The Medical Records Section (MRS) must be notified in writing concerning such vacation or leave.

Responsibility1. Vice Dean for Clinical Affairs2. Department Head3. Faculty4. Intern and Students5. In-Charge Medical Record Section

Procedure1. Medical Record folder will be assigned by the in charge Medical Record Section to the attending faculty / hospital staff / intern / student upon patient’s discharge, which must be completed within a maximum of one week from the day of discharge.2. Medical Record folder will become delinquent after 7 days from the date of discharge, if not completed.

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3. Delinquency of the folder requiring histopathology report will be counted from the day when the histopathology report is available for faculty of dentistry / physician’s review.4. Supervising faculty will ensure that the concerned students / interns complete the patient medical record folder in a timely manner.5. Notices of incomplete / delinquent records will be issued on the 3rd of each month to all attending faculty / Interns / students through their respective departments and office of the Vice Dean for Clinical Affairs with a copy to the Vice Dean for Academic Affairs.6. Final counting will be held on the 10th of each month.7. Status of incomplete / delinquent folders will be sent to the Heads of Departments and Vice Dean for Academics / Clinical Affairs after the final counting.8. Leaves / vacations of attending faculty / interns who fail to comply with the protocol will be withheld. Further clinical and patient assignment will not be given to the students who fail to complete their patient’s folders.9. Notice of withholding leaves / vacation of attending faculty who has delinquent records will be issued by the Vice Dean for Academic Affairs.10. If a faculty / intern / student are unable to meet his / her medical record folder completion obligations, the relevant department chair will assume responsibility for ensuring compliance with the Chart Completion Protocol.11. If a student / intern leave the College without obtaining clearance from Medical Record Section the relevant department chair will assume responsibility for ensuring compliance with this policy.

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POLICIES FOR MEDICAL RECORD RETENTION

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POLICY STATEMENT: This policy ensures easy accessibility / retrieves ability of active medical records. A Medical Record will become inactive after five years of inactivity at the dental clinics, College of Dentistry.

RESPONSIBILITY: 1. Vice Dean for Clinical Affairs 2. Medical Director 3. In-charge and staff at the Medical Records Section

PROCEDURE: 1. Inactive inpatient medical records will be purged, retaining only the key documents. 2. Medical Record documents will be destroyed through incineration/shredding having no possibility of reconstructing any of the information. 3. The confidentiality will be maintained throughout all stages of the destruction process. 4. The completed “Certificate of Destruction” will be maintained in the Medical Record Section for indefinite period.

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POLICIES FOR RELEASE OF INFORMATION

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POLICY STATEMENT: This policy ensures release ofrequested medical information of a patient in an appropriate manner from the Medical Records Section. This applies to all patients’ investigations / reports / progress notes filed in the patient’s medical Record.

RESPONSIBILITY: 1. Vice Dean for Clinical Affairs 2. Medical Director 3. Medical Records Section staff

PROCEDURE: 1. Release of patient medical information is a serious issue and falls under Patient Privacy and Confidentiality. All requests for release of information should be carefully reviewed, processed and authorized through the Medical Director’s office. 2. College of Dentistry Medical Record number is required before dental information is released. 3. Exceptions are where specific laws or administrative needs permit such access without consent. 4. Request for release of medical information will be processed after getting a consent form signed by the requester and authorized by the Vice Dean for Clinical Affairs / Medical Director. 5. Information can also be released on authorized letters or any alternate forms provided the required elements are included. 6. Information will be released to the patient within 2 working days of receipt of request, although all efforts will be made to release it as soon as possible.

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7. Urgent request for the release of information may be entertained depending upon workload of Medical Record Section at that time. 8. A new request will be required if the requested documents are not collected within 30 days. 9. Consent form is retained in the medical record file of the patient. EXCEPTIONS:If recognized that an emergency situations require the immediate exchange of information by telephone. As a safeguard, the Medical Record Section staff must ensure that the following precautions have been taken: 1. Obtain identification from caller (e.g. healthcare provider name, institution’s name and address, telephone number, etc.) 2. Indicate that a return call will be made after the information is verified. 3. Review the requested medical record for any prohibition for release of information; if present, shall refer the request to the Medical Director. 4. Return the call, providing limited information.

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IIIRADIOLOGY

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RULES AND REGULATION FOR RADIATION PROTECTION

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The aim of this report is to provide a practical guide to radiation protection for professional group of dentists and their assistants. This is based upon national guidelines for protection against ionizing radiation Adopted from King Abdul-Aziz City for science and Technology (KACST). These regulations are available at http://www.KACST.edu.sa. Dammam University follows these regulations for the safety of staff members, dental assistants, students and patients.

No exposure to X-rays can be considered completely free of risk, so the use of radiation by dentists and their assistants implies a responsibility to assure appropriate protection. The guidelines report is designed to give clear and comprehensive information on dental practices, relevant knowledge, available technology and considering guidance on the application of radiation protection principles in dental radiology to all individuals, including the patient and the personnel.

The main radiology clinics are located on the ground level of the building # 1. An extension of this division is present at the building # 2. The clinics are equipped with one Panoramic and Cephalometric Unit, forty- eight wall-mounted dental X-ray machines and two portable ones installed in old building. Full Mouth Radiographs (FMS) are available only in clinics # 31-34, 39 &40 in the old building. Three scanners are located in the old building and one scanner in the new one. One Cone Beam Computed Tomography (CBCT) machine (i-CATTM, 3-D imaging system, Imaging Sciences International Inc., Hatfield, PA, USA) is located in the building # 2 at 1st floor. Two mounted dental x-ray machines plus two portable ones are located in dental clinics of each floor of the building # 2 plus one mounted on ground floor located with Panoramic/Cephalometric x-ray machine in separate section.

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To minimize the biological effects of radiation on occupationally exposed individuals, special rules and regulations have been set in line with King Abdul-Aziz City for Science and Technology (KACST) guidelines.

Dose Limits/Monitoring Requirements:1. Annual dose limits: 2. Occupationally exposed -------- 50 msv/year.3. Non- occupationally exposed ------- 5 msv/year

Personnel radiation monitoring will be offered to those individuals who frequently make exposures or supervise students who request such service. Radiation exposure is monitored with a TLD (Thermo-Luminescence Dosimeter).

If assigned a badge: a- Always wear the badge when working around radiation source and make sure it is your own assigned badge. b- Wear the badge on your collar, if you wear a lead apron, the badge shall be worn outside the apron. c- When not in use, store badges in a low radiation area, do not wear your badge outside of the work place. d- The control badge should be stored in a radiation-free area. An assigned radiologic technologist is responsible for the exposure records and exchanging the badges. The radiographic exposure should be as low as reasonably achievable (ALARA). However, if the monitoring badge reflected excessive radiation, this wills trigger an action plan.

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Guidelines for Safe Operation of X-ray Equipment: • All radiographs should be prescribed by faculty members, radiographic technician or done by supervised undergraduate students for diagnosis & treatment planning • All radiographic examinations must be justified on an individual basis by demonstrating that the benefits to the patient outweigh the potential harm. Therefore, routine radiograph should be considered unacceptable practice. • Legal Persons (Radiographic technician, Radiographic staff and undergraduate students and interns) should receive adequate training to know ; Risks of ionizing radiation. Radiation protection measures. Possible risk to the fetus for female employees engaged in radiography. • Non Clinical staff should be provided with adequate basic information so, they are aware of the use of x-ray in the practice and requirements for x-ray exposure. • Radiographic request should be filled by staff and clinician before x-ray exposure. Students will fill special form included in medical questionnaire. • Radiographs shall be limited to the minimum number needed to obtain diagnostic information required for the patient’s dental needs and should follow American Dental Association/ Food and Drug Administration (ADA/FDA) guidelines for prescribing dental radiographs (selection criteria). • For pregnant women, the same guidelines as with other patients shall be applied, using proper leaded apron and technique. • A lead apron with thyroid collar shall be used for all children. • Thyroid collar is not indicated for panoramic radiography.X-ray Equipment • During x-ray examination, the operator should not be exposed to primary beam and he should keep distance of at least 3 meters from the x-ray tube.

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• Shield barrier should be provided for operator to stand behind. Patient should wear a protective apron of 0.5mm lead equipment. Aprons must be checked periodically for cracks and tears. Aprons must be properly stored and hanged as they protect the wearer from scattered radiation not from primary beam. • Kilo voltage of x-ray machines ranges from 60- 70 KV. Dental x-ray set using DC operating at 60 KV. • Filtration of x-ray beam depends on operating KV, 60 KV ----------------- 1.5 Al. 70 KV----------------- 2.5 Al. • Collimating device : The x-ray beam should be restricted to diameter of not more than 7 cm in diameter at the surface of the skin. It is highly desirable to add rectangular collimator that limit the size of the beam around dental film. • Exposure cord should be at least 6 feet in length. Exposure timer should be of dead man type. • For extra oral systems, restrict the x-ray beam to the area of clinical interest. The beam size must not be larger than the image receptor. • Use the technique chart or manual to determine proper exposure (time, kilo voltage, etc.). The technique chart should be updated as needed. • Shielding requirements for panoramic & Cephalometric facilities : a. The panoramic/Cephalometric unit operated in the range of 70 KVP to 100 KVP. b. Room diameter of panoramic unit at least 1.2×2.5meter. c. Room diameter of panoramic/Cephalometric units at least 1.5m×2.5m d. The X-ray workload per week does not exceed 50 films. e. Shielding is required to provide protection outside the room. • Digital radiography offers a significant dose reduction. Therefore, Semi-digital films, Photostimulate Storage Phospor (PSP) and fully digital films, Charge-Coupled Devices (CCD) are routinely used. Digital films are also available in Panoramic and Cephalometric units.

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The Basic Guidelines for using Cone Beam Computed Tomography (CBCT):

1 CBCT examinations must not be carried out unless a history and clinical examination have been performed.

2 CBCT examinations must be justified for each patient to demonstrate that the benefits outweigh the risks.

3 CBCT examinations should potentially add new information to aid the patient’s management.

4 CBCT should not be repeated, routinely on a patient without a new risk/benefit assessment having been performed.

5 When accepting referrals from other dentists for CBCT examinations, the referring dentist must supply sufficient clinical information (results of a history and examination) to allow the CBCT Practitioner to perform the justification process.

6 CBCT should only be used when the question for which imaging is required cannot be answered adequately by lower dose conventional (traditional) radiography.

7 CBCT images must undergo a thorough clinical evaluation (radiological report) of the entire image data set.

8 Where it is likely that evaluation of soft tissues will be required as part of the patient’s radiological assessment, the appropriate imaging should be conventional medical Computed Tomography (CT) or Magnetic Resonance Imaging (MRI) rather than CBCT.

9 CBCT equipment should offer a choice of volume sizes and examinations must use the smallest that is compatible with the clinical situation if this provides less radiation dose to the patient

10 Where CBCT equipment offers a choice of resolution, the resolution compatible with adequate diagnosis and the lowest achievable dose should be used.

11 A quality assurance program must be established and implemented for each CBCT facility, including equipment, techniques and quality control procedures.

12 Aids to accurate positioning (light beam markers) must always be used 13 All new installations of CBCT equipment should undergo a critical examination

and detailed acceptance tests before use to ensure that radiation protection for staff, members of the public and patient are optimal.

14 CBCT equipment should undergo regular routine tests to ensure that radiation protection, for both practice/facility users and patients, has not significantly deteriorated

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15 For staff protection from CBCT equipment, the guidelines detailed in Section 6 of the European Commission document „Radiation Protection 136. European Guidelines on Radiation Protection in Dental Radiology‟ should be followed.

16 All those involved with CBCT must have received adequate theoretical and practical training for the purpose of radiological practices and relevant competence in radiation protection

17 Continuing education and training after qualification are required, particularly when new CBCT equipment or techniques are adopted

18 Dentists responsible for CBCT facilities who have not previously received „adequate theoretical and practical training‟ should undergo a period of additional theoretical and practical training that has been validated by an academic institution (University or equivalent). Where national specialist qualifications in Dentomaxillofacial Radiology (DMFR) exist, the design and delivery of CBCT training programs should involve a DMF Radiologist

19 For dento-alveolar CBCT images, of the teeth and their supporting structures, the mandible and the maxilla up to the floor of the nose (e.g. 8cm x 8cm or smaller fields of view), clinical evaluation (radiological report) should be made by a specially trained DMF Radiologist or, where this is impracticable, an adequately trained general dental practitioner

20 For non-dento-alveolar small fields of view (e.g. temporal bone) and all craniofacial CBCT images (fields of view extending beyond the teeth, their supporting structures, the mandible, including the Temporo Mandibular Joint (TMJ), and the maxilla up to the floor of the nose), clinical evaluation (radiological report) should be made by a specially trained DMF Radiologist or by a Clinical Radiologist (Medical Radiologist)

References:1- European Commission. Radiation Protection 136. European Guidelines on Radiation Protection in Dental Radiology. Luxembourg: Office for Official Publications of the European Communities, 2004. Available from: http://ec.europa.eu/energy/nuclear/radioprotection/publication/doc/136_en.pdf.2- Horner K, Islam M, Flygare L, Tsiklakis T, Whaites E. Basic Principles for Use of Dental Cone Beam CT: Consensus Guidelines of the European Academy of Dental and Maxillofacial Radiology. Dentomaxillofac Radiol. 2009; 38: 187-195.

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POLICY FOR CHEMICAL DISPOSAL IN RADIOLOGY SECTION

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A. USED or SPENT X-RA FIXER: Waste Management Options: Radiology fixer used by dental clinics to develop x-rays is a hazardous material that should not be simply rinsed down the drain. Spent fixer solution contains approximately 4000 mg of silver per liter. By law, the current maximum concentration of silver in solution is 2mg/L. Onsite treatment of waste fixer minimizes the risks associated with this material. The best option is a Chemical Recovery Cartridge (CRC). CRCs are canisters filled with another metal, usually steel wool that reacts with the silver in the fixer. Essentially the iron dissolves into the solution and the silver plates out, can be obtained from most dental supply companies.

Note: CRCs may fail prematurely if they are not used and drained regularly.

Dentist should minimize the amount of silver that enters the sewer and septic systems by following the appropriate management practices.

Best Management Practice (BMP): 1. Use a silver recovery unit to recapture the silver from the fixer. Collect the silver in a container recommended by the manufacturer. Label the silver container properly. Once the container is full, contact a Certified Waste Carrier for recycling or disposal. The de-silvered fixer solution can be mixed with developer and water to dispose of down the sewer or septic system.

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2. Spent developer is permitted to be discharged into the sewer or septic systems provided it is diluted with water.

3. Utilize a digital X-ray unit to minimize the need for fixer solutions.

Good Management Practice (GMP): 1. Collect the fixer/developer solution in a container provided by the disposal company 2. Label the container "Hazardous Waste & Used Fixer/Developer Solution." Use a certified waste carrier for recycling or disposal . 3. Many cleaners for x-ray developer systems contain chromium, a toxic substance. Ask your supplier for a cleaner that doesn't use chromium 4. Ask your supplier about returning any date-expired unused developer. Recovered silver from these devices can be sold to precious metal recyclers or returned for credit to x-ray film suppliers.

Don’ts: • Do not pour fixer down the drain • Do not place silver recovery unit cartridge in the garbage • Do not discharge chromium- containing cleaners into a sewer or septic system

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B. SILVER CONTAINING WASTES:

Undeveloped Film:

Waste Management Options: Undeveloped film contains a high level of silver and must be treated as a hazardous waste. Silver can contaminate the soil and groundwater if it is sent to a landfill. Unused film should be recycled rather than being placed into the waste.

Best Management Practice (BMP):1. Collect any unused film that you will be disposing and place it in a container recommended by the disposal company such as a plastic alginate container 2. Contact your supplier about a take back program3. Once the container is full, contact a certified waste carrier for recycling or disposal4. Use a digital x-ray unit to minimize purchase of new x-ray film5. Developed film has little residual silver and can be placed in the regular solid waste stream

Don’ts: • Do not throw undeveloped film into the regular garbage

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C. LEAD CONTAINING WASTES: LEAD FOIL PACKETSWaste Management Options: 1. The lead foil inside each x-ray packet is a leachable toxin and can contaminate the soil and groundwater in landfill sites. 2. Lead foil packets should never be thrown in the regular garbage. 3. This material must be either recycled or treated as a hazardous waste.

Best Management Practice (BMP) Ask your film manufacturer about a lead recycling program

Good Management Practice (GMP) 1. Collect lead foil packets in a marked container 2. Once container is full, contact a certified waste carrier for recycling or disposal

Don’ts: • Do not throw lead foil packets into the regular garbage

LEAD APRONS:Lead aprons should not be thrown into the regular garbage since the lead can contaminate soil and groundwater via the landfills.

Best Management Practice (BMP) Contact a certified waste carrier to recycle or dispose of unwanted lead aprons.

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IVCLINICAL QUALITY

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CLINICAL QUALITY ASSURANCE PROGRAM

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POLICY STATEMENT: The purpose of the Clinical Quality Assurance Program (QAP) at the Dammam University College of Dentistry is to continually assess quality indicators as defined by the College and strive for correction of deficiencies in patient care wherever possible. As the result of this program, the QAP will assure that corrective measures will be made and follow-up assessments will measure the success or failure of these interventions.

RESPONSIBILITY: 1. Vice Dean for Clinical Affairs 2. Medical Director 3. Director Quality and Academic Accreditation 4. Clinical Statician

The Vice Dean for Clinical Care is responsible for administration and oversight of the QAP via Medical Director and Director Quality and Academic Accreditation. Data will be continually collected and summarized on an annual basis and maintained in the Office of the Vice Dean for Clinical Care.

AREAS of REVIEW:Three major areas will be reviewed on a regular basis. The twelve components of the QAP include:

I. Patient Reviews: 1. Emergency Clinic 2. Patient Exit Examination (at the last appointment of active care) 3. Post-Treatment Examination (after completion of active care)

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II. Record Reviews: 1. Student Assessment Record Audit (student self-assessment of patient records) 2. Medical Record Committee Audit (formal review of records by the committee members) 3. Patient Exit Examination (at the last appointment of active care)III. Other Reviews/Reports: 1. Patient Care / Clinical Incident Report 2. Infection control Audit Reports 3. Needle Stick Injury Report 4. Patient Satisfaction Survey (annual survey of completed patients) 5. Patients Complaints 6. Other Reports1. Emergency Clinic Patient Review Procedure: If a treatment deficiency is identified during a visit of a registered patient in the Emergency Clinic, a form is generated. On this form, the specific type of problem is noted (e.g., restorative procedure) and the action taken or needed is recorded. The attending faculty will submit the form to the Office of the Medical Director. Reports can be generated so that Medical Director can track any recurrence of deficiencies in the treatment.2. Patient Exit Examination The exit examination is a student self-assessment of treatment rendered that is conducted at the patient’s final appointment. This examination is designed to assess the completeness of treatment and quality of care the patient has received. Treatment deficiencies are identified by criteria based on the “Standards of Care.” Deficiencies are described as “unacceptable” and identified for replacement or retreatment if possible. Treatment needs, if any, are identified by attending faculty who are responsible for clinical supervision.

Form Used: CQA - Patient Exit Examination Form (Appendix 1)

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The CQA - Exit Examination Form is completed following the final treatment procedure planned for the patient. The student and attending faculty will check the appropriate indices as Acceptable (A), Unacceptable (U) or Not Applicable (NA). If a “U” is noted, comments are added to delineate the deficiency, the patient is informed, and the necessary treatment or retreatment is described that will eliminate the deficiency.

Procedure: During the patient’s final appointment to complete the last item on the Treatment Plan (e.g. cementation of a crown), the student will thoroughly examine the patient (including all new and pre-existing restorations and prosthodontics appliances) and complete the form, noting which areas are Acceptable (A), Unacceptable (U) or Not Applicable (NA). If a “U” is noted (e.g. caries discovered on another tooth that was not previously diagnosed), comments are added to the form that specify the tooth and area of caries, the patient is informed, and an appointment is made to treat the caries. The attending faculty will examine the patient and either confirms the student’s findings or point out any areas of concern (marked as “U” on the form) that were not identified by the student. All areas of concern are explained to the patient and an appointment is made to correct the problem. The attending faculty then signs the CQA Patient Exit Examination Form. The Form is then forwarded to the Medical Director for record and further action if needed.

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3. Patient Post-Treatment ReviewWithin six months of completion of active treatment, patients are contacted and invited to return to the College’s Dental Clinics for a post-treatment review. Completed patients will be appointed until approximately 5% of this pool has been scheduled. Treatment deficiencies are identified by criteria based on the “Standards of Care.” As described above, identified deficiencies are noted as “unacceptable” and identified for replacement or retreatment after informing the patient.

Form Used: CQA Patient Post-Treatment Examination Form (Appendix 2)

Within six months of completion of active treatment, patients are contacted to return to the college for a post-treatment review. Patients are invited for this review and an appointment is scheduled. Patients are appointed until approximately 5% of this pool of completed patients has been scheduled. Treatment deficiencies are identified by criteria based on the “Standards of Care.” Students and /or attending faculty will check the appropriate indices as Acceptable (A), Unacceptable (U) or Not Applicable (NA). If a “U” is noted, comments are added to delineate the deficiency, the patient is informed, and the necessary treatment or retreatment is described that will eliminate the deficiency.

Procedure: Students are assigned for patient post-treatment review and to fill up the form. This procedure is carried out (under faculty supervision and approval), as it is an excellent exercise for developing their skills in the evaluation of quality of care. It is also an efficient method of ensuring the regular completion of these QA procedures. However, this procedure could also be completed by faculty members of the Medical Record Committee.

All patients who have had their treatment completed (i.e., completion of all items on the approved treatment plan) in the last six months will be identified by a report generated by the Medical Record Section.

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Identified patients are invited to return to the clinic for a post-treatment examination until approximately 5% of this pool of completed patients has been scheduled.

The CQA Patient Post-Treatment Examination Form is identical to the CQA Patient Exit Examination Form, in order to ensure consistency of review – i.e., students and faculty will always be reviewing the same components of patient care.

The Medical Director will review these examinations, and if the patient requires correction of previous treatment, patient will be reassigned and the treatment will be expedited.

Record Reviews4. Student Self - Assessment AuditThe Student Assessment Audit is a self-assessment and quality assurance experience for students to monitor the quality of their own record keeping. Students use the Patient Record Guidelines that details record management. Students assess three of their own patient records every semester of each academic year, beginning in their first clinical year, and they will review these audits with their attending faculty, who will verify that all information is accurate, and sign the form. Results of these audits are forwarded to the Medical Director for tracking. The Vice Dean for Clinical Affairs will form Medical Record Committee which will be responsible for calibrating faculty or their designees regarding their activities. Deficiencies in record keeping will be noted and will become part of the student’s assessment of professionalism. Continual noncompliance with record keeping standards may result in a remedial program and disciplinary actions depending on the type and frequency of the errors.

Form Used: CQA Student Self-Assessment Clinical Record Review Form (Appendix 3)

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5. Medical Record Committee (MRC)Each semester the MRC will provide a formal quality assurance review of patient records in the predoctoral and internship programs. The MRC is responsible for reviewing and revising all record forms and management systems and for conducting audits and communicating findings to the Medical Director who will forward the report to the Vice Deans for Clinical Affairs and Quality and Development. Records to be reviewed will be selected from that group of patients who are in active treatment and have had several appointments. Approximately 20 cases of students patients records and interns each and 10 of faculty will be audited every semester, and results of the reviews will be forwarded to the student’s attending faculty and also to the Director of Quality and Academic Accreditation through Medical Director’s office to track the statistics.

Forms Used:CQA Medical Record Committee - Audit Tool for Faculty Clinical Records (Blue) (Appendix 4) CQA Medical Record Committee - Audit Tool for Intern Clinical Records (Green) (Appendix5)1CQA Medical Record Committee - Audit Tool for Student Clinical Records (Yellow) (Appendix6)

6. Patient Exit ExaminationThe Exit Examination is a quality assurance assessment measure that evaluates the quality of record keeping for every patient whose active treatment has been completed. This audit occurs throughout the year and is coordinated by the offices of Vice Deanship for Clinical Affairs and Quality and Development. The audit is an integral part of the patient recall program, as the patient may either choose further recall appointments or decides to discontinue further care at the College. Results of these audits will be forwarded to the departmental chairs, attending faculty, Vice Deans for Clinical Affairs and Quality and Development for further evaluation and action.

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Other Reports7. Clinical Incident ReportsA critical clinical incident is an unexpected occurrence involving death or serious physical or psychological injury and includes any process variation from which a recurrence would carry a significant chance of adverse outcome. The data of critical incidences will serve to reinforce the didactic and clinical program to carefully monitor and assess the skills of the students. This information will be communicated to students and interns in their appropriate academic courses and clinic orientation sessions.

Critical incidents in dentistry include the following: • Anaphylactic reaction • Cardiac arrest or stroke whilst undergoing treatment • Inhaling/ingesting foreign body • A missed diagnosis necessitating complex intervention e.g. Failure to diagnose leading to endodontic treatment or extraction. • Treatment of the wrong tooth / wrong patient • Medication errors / Prescribing error e.g. issuing Penicillin to a patient known to have allergy • Occupational exposure to blood or other body fluids • Needle Stick Injury • Medical Record mix-up • Laboratory work mix-up • An injury in the workplace • Unexpected resignation of a staff member • Patient complaint • Any other unexpected occurrences which have /could resulted / result in a serious adverse outcome to a patient.

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Procedure: Occurrenceofanycriticalincidenceshouldimmediatelybenotifiedto: • Supervisor of Clinical Session • Course Director • Senior Dental Assistant • Medical Director • Vice Dean for Clinical Affairs Every effort should be made to notify the Medical Director immediately as soon as a critical incidence occurs; however the Vice Dean for Clinical Affairs should be contacted if MD is unavailable. Initially notification should take place by telephone and then formally reported by filling out the Incidence Reporting Form, available with the Senior Dental Assistant and Clinic Coordinators. Formal notification should occur as soon as possible and maximum within 24 hours of the incident. This form should then be forwarded to the Medical Director who will complete formal procedure and notify the Dean, Vice Dean for Clinical Affairs and Vice Dean for Quality and Development as required.

InvestigationCritical incidents should be investigated by the course director in conjunction with the clinical supervisor of the session in case of a clinical teaching session. Incidents which occur involving the professional dental practice should be investigated by the Medical Director. If appropriate, depending on the seriousness of the incident, a root cause analysis framework should be utilized by an assigned committee, if required. A report should be written once the investigation is complete; the report should include the following: • Brief description of the incident • Brief description of the investigation and analysis • Recommendations to prevent further occurrence, to improve management, or to reduce the risk to the College

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ReportingThe written report should be sent to the: • College Dean • Vice Dean for Clinical Affairs • Vice Dean for Quality and Development • Medical Director Office of the Vice Dean for Quality and Development and the Medical Director will be responsible to ensure follow-up on recommendations and actions.

8. Patient Satisfaction SurveysPatient Satisfaction Surveys are conducted regularly on an ongoing basis through a standard form available to all patients in the dental clinics. The forms are collected and statistics are compiled and maintained in the office of Vice Deanship for Quality and Development. The survey reports are shared with the QAIC, Vice Dean for Clinical Affairs, Medical Director and the College Dean. Issues / problems / complaints highlighted by the patients will be appropriately resolved and patients informed for the outcomes. Record of the Patient Satisfaction Surveys and serious complaints will be maintained by the office of Vice Deanship for Quality and Development.

9. The Medical Director and the Director of Quality and Academic Accreditation will initiate other reports as needed to meet the needs of the College.Example:The patient electronic dental record will enable the College to track re-makes in such areas as operative dentistry, and fixed/removable prosthodontics by establishing specific procedure codes. Reports can be generated that can track certain trends in the re-makes, such as specific materials used. After appropriate analysis of these trends, corrective actions can be implemented and effectively documented as part of the entire QA process. (The electronic record can also be similarly utilized in clinical research protocols.)

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Appendix 1: CQA Patient Exit Examination FormAppendix 2: CQA Patient Post-Treatment Examination FormAppendix 3: CQA Student Self-Assessment Clinical Record Review FormAppendix 4: CQA Medical Record Committee - Audit Tool for Faculty Clinical Records (Blue) Appendix 5: CQA Medical Record Committee - Audit Tool for Intern Clinical Records (Green) Appendix 6: CQA Medical Record Committee - Audit Tool for Student Clinical Records (Yellow)

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POLICY FOR STANDARD OF CARE AND PATIENT SAFETY

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POLICY STATEMENT:Dentistry, like medicine, involves the performance of “highly technical and risky procedures in complex environment and uses a multitude of devices and tools. Documented adverse events have been known to occur during oral health care procedures, and the oral healthcare workforce is vulnerable to communicable diseases and percutaneous injuries. Consequently, patient care systems, including dentistry and oral health care, should fundamentally promote patient health and safety and also prevent injuries to patients, practitioners and related staff.

RESPONSIBILITIES: 1. Vice Dean for Clinical Affairs 2. Medical Director 3. Faculty 4. Interns 5. Students 6. Dental Assistants and 7. Support Staff

POLICIES: In order to promote the health and safety of patients, faculty, students, interns, and staff, and to ensure the highest standards of patient care, the following statements comprise the Policy on Standards of Care and Patient Safety of the College Of Dentistry - University Of Dammam: 1. The College will ensure the routine inspection of physical facilities regarding patient safety, including the development of medical emergency and fire safety protocols and the routine inspection and maintenance of clinical equipment.

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2. The College will ensure that all clinical faculty staffs who either participate in patient care, or are responsible for supervision of patient care, are appropriately credentialed. Documentation on each faculty will include the following: Copy of current Iqama and University ID card Copies of all college and professional diplomas, including advanced degrees; Copies of all certificates documenting completion of advanced clinical or specialty training; Copies of professional licenses from appropriate governmental / regulatory agencies; (DR. AWS TO GET A LETTER FROM UD AND SAUDI COUNCIL FOR LIMITED PRACTICE LICENSE) Copies of all Continuing Education completed during the past 3 years; Documentation of current BLS, CPR, ACLS, and / or PALS certification, as appropriate; Documentation of currency of appropriate immunizations for prevention of communicable diseases (e.g. Hepatitis Vaccine Series); Three (3) letters of recommendation from non-family members who can attest to the individual’s character and appropriateness for the position; Evidence of criminal background check, as appropriate.

3. All College clinical personnel, including faculty, students, staff, and dental interns, will be committed to comply with appropriate laws and professional practices that ensure patient privacy and protect patients against misuse of personal and health-related information. This will include documented annual training on contemporary aspects of this issue.

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4. All College clinical personnel, including faculty, students, staff, and dental interns, will wear appropriate clinical attire at all times while in clinical areas and in the Simulation Laboratory. In addition, all clinical personnel are required to wear or appropriately display their university-issued identification card at all times.

5. All professional faculty and staff will participate in regular continuing education in order to maintain their familiarity with current regulations, technology, and evidence-based principles of practice. Documentation of participation will be maintained in the Office of the Vice Dean for Clinical Affairs / Quality and Development.

6. The College will secure and maintain an accurate, and complete patient record that can be interpreted by a knowledgeable third party, using standardized abbreviations, acronyms, and symbols.

7. The College clinics will maintain an accurate, comprehensive, and current medical/dental history on all active patients, including vital signs, medications and allergies, to ensure patient safety during each dental visit.

8. All patients will have the right to receive treatment without regard to race, religion, national origin, disability, sex, or source of payment.

9. All patients will be registered at the Registration and Admission Desk before they are admitted for treatment. All patients will complete and sign a comprehensive Health History Form and a Consent Form that includes possible risks, benefits, and treatment alternatives. Patients who are below the legal age of consent and who are otherwise unable to give their own legal consent must have these forms completed and signed by their legal guardian.

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10. Patient dental record will be established, maintained, and secured to include the legal documentation of all demographic data, medical history, informed consents, consultation reports, charting, radiographs, risk assessments, diagnostic and treatment procedures.

11. As treatment progresses, progress notes in the patient’s record will reflect the following: date, treatment area, full description of treatment rendered including materials, any changes in medical history, consultations, approval of attending faculty, and any post-operative instructions.

12. Medical alerts will be appropriately documented and highlighted in the patient record and further described in the medical history for those medical conditions that may require alteration of routine dental treatment due to a medically compromising condition.

13. Registered patients and “walk-in” emergencies will have access to dental emergency services during normal hours of operation.

14. Medical emergency procedures for the College’s Dental Clinics will be in place during normal hours of operation. An “Emergency Response Plan” will be initiated when alerted to a medical emergency. Emergency carts with oxygen and appropriate equipment are located at various areas throughout the College clinics.

15. All clinical faculty, staff, and students will maintain current certification in Basic Life Support. Documentation of current certification will be maintained in the Office of the Vice Dean for Clinical Affairs. Without exception, any faculty, staff, or student whose certification(s) have lapsed will be immediately suspended from clinical activities until certification is renewed.

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16. All medical emergencies will be documented in the patient’s record and include the date, nature of the emergency, vital signs, and any treatment performed, as well as the resolution of the emergency. In addition, all medical emergencies will require the completion of an “Incident Report”. 17. Universal precautions for infection control and blood borne pathogens will be utilized for all patient care. The Vice Deanship for Clinical Affairs will provide annual training in this area to all faculty, students, interns, and staff. The College will provide appropriate personal protective equipment (PPE) to all clinical faculty, staff, students, and interns and enforce its appropriate use. In clinical areas where there is a likelihood of exposure to blood or other potentially infectious materials, eating and drinking is prohibited, and food/drink will not be kept in any refrigerators, shelves, cabinets, or countertops in the clinical areas.

18. Students with needle sticks and other percutaneous injuries will immediately report the incident to the attending faculty. Appropriate testing of student and patient will follow, according to established protocols. Attending faculty will ensure that a “Percutaneous Injury Form / Needle Stick Injury Form” is completed and submitted to the Office of the Vice Dean for Clinical Affairs.

19. A Material Safety Data Sheet (MSDS) will be maintained for each hazardous chemical known to be present in the workplace. Eye wash stations will be accessible in or near all clinical and laboratory areas where potentially hazardous materials are handled. An ongoing compliance and assessment program will monitor and ensure that the standards for infection and biohazard control are met.

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20. All patients seeking acceptance to the College’s Dental Clinics will be screened by General Dentists to determine if they are an appropriate teaching case for the comprehensive care program. However, not all who seek care will be accepted as comprehensive care patients.

21. Requests for radiographs will be made with due consideration to the patient’s medical history, dental needs, and history of exposure. The request and number of radiographs will be recorded in the patient record and will appropriately note approval of attending faculty.

22. Radiographs will be identified with the examination date and patient’s name. The patient will be protected with a lead apron that includes a thyroid collar, unless prohibited by the technique. The College “Policy on Ionizing Radiation Control” will be strictly followed by all clinical faculty, staff, and students.

23. All patients receiving comprehensive care will receive a complete clinical and radiographic examination. A treatment plan will be developed for each patient which will include the following: 1) Sequential treatment which prioritizes care (Urgent vs. Routine), 2) Problem List, 3) Logical order of treatment, 4) Alternative treatment, 5) Risks of treatment, and 6) Any financial responsibilities of treatment. Patients will sign the informed consent section of the Treatment Plan after a thorough written and verbal explanation of the proposed treatment. 24. Patients will be assigned to different clinics for comprehensive care by screening clinics. Assignment to the appropriate student will take place in a timely manner.

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25. Comprehensive treatment will take place in the appropriate clinical areas with strict adherence to the Department/Division Standards of Care. 26. The Office of the Vice Dean for Clinical Affairs will coordinate and conduct quality assurance patient record reviews for students, dental interns and faculty. Faculty on the Medical Record Committee will conduct quality assurance audits of a random selection of 20 patient records of students and interns and 10 records of faculty every semester and document their findings. These findings will be summarized and forwarded to the Office of the Vice Dean for Clinical Affairs.The following components of the patient record will be reviewed: Currency of medical/dental history, medications, allergies, vital signs, and medical alerts; Currency of signed patient consents; Documentation of current treatment plans with approval of attending faculty; Documentation of timeliness of care, treatment rendered in logical sequence, with any deviations noted and approved by attending faculty; Documentation of appropriate documentation of radiation exposure and evaluation of radiographs; Documentation of treatment dates, treatment areas, full description of treatment rendered including materials, consultations, and post-operative instructions; Documentation of any adverse incidents or events; Documentation of exit protocols and identification of additional needs and recalls.

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27. All patients must have an exit examination before they can be released as patients from the College. This process will ensure quality of care, timeliness of treatment, and identify any need for recall. 28. This Policy will be posted on the College website and will be formally communicated on an annual basis to all clinical faculty, staff, students, and interns.

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PART IV

Policies and Procedure for Vice Deanship for Quality and

Development

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1. Policy and Procedure for Conducting and Monitoring Quality Assurance Activities2. Policy and Procedures for Continual Improvement

3. Policy and Procedure for Monitoring Students Awareness with CoD Policies and Procedures

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POLICY AND PROCEDURE FOR CONDUCTING AND MONITORING QUALITY ASSURANCE ACTIVITIES

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POLICY STATEMENTThe college administration is committed to establishing an active quality assurance system in the college covering all aspects of the Bachelor of Dental Surgery (BDS) program, including various functions of the college. The mechanisms employed for this purpose are aimed at standardizing various practices, monitoring for consistency and acquiring feedback from major stake holders from their perspective. The results of monitoring and feedback will be translated into actions for program development and improvement. The policy & procedures outline the rationale, processes and responsibilities for the conduction of quality evaluation surveys. The surveys provide important data for measuring the quality of the above mentioned aspects and so provide a platform for the development of strategies that will support the continuous improvement thereof, where and when needed.

RESPONSIBILITY: 1. Dean, College of Dentistry 2. Vice Dean for Quality and Development 3. Vice Dean for Academic Affairs 4. Vice Dean for Clinical Affairs 5. Vice Dean for Postgraduate Studies and Scientific Research 6. Vice Dean for Female Students Affairs 7. Departmental Heads 8. Faculty 9. Students 10. Interns 11. Alumni 12. Administrative and support staff

*CoD- College of Dentistry

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The major stake holders of the program and college are: 1. University of Dammam 2. CoD Students 3. CoD Teaching staff 4. CoD Administrative and support staff 5. Employers and program directors of CoD graduates 6. Members of External Advisory Board (EAB) 7. PatientsI. MECHANISMS FOR QUALITY ASSURANCE Following mechanisms are implemented to ensure high quality in all components of its BDS program, research and clinical services at the College of Dentistry – University of Dammam (CoD-UoD) 1. Self-Study Process 2. Quality Evaluation Surveys 3. Key Performance Indicators (KPIs) 4. Performance Indicators of CoD Strategic Plan 5. External Reviews 6. Clinical Quality Assurance 1. SELF-STUDY PROCESSES: Self-study is an important quality tool used to internally assess compliance with quality standards. The following tools are recommended by the National Commission for Academic Accreditation and Assessment (NCAAA) for this purpose. • Self-study of the program every three years • Course Report, every semester by the course directors • Annual Program Report • Annual Committee Report • Faculty and staff self-evaluation

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2. QUALITY EVALUATION SURVEYS: Acquiring feedback about various practices and functions from the stake holders is highly valued and recommended by the quality experts for monitoring of subsequent improvements. The College of Dentistry uses various quality evaluation surveys for monitoring, reviewing and improvement of various aspects of the BDS program and college facilities. 2.1 Student Surveys: The surveys are designed to obtain feedback from students for teaching, learning, assessment, availability and adequacy of learning resources and facilities and student support services at different academical levels of study. 2.2 Faculty and Staff surveys: Evaluation Surveys are designed and implemented to measure the satisfaction level of teaching and support staff as related to their job related functions and the adequacy of facilities. 2.3 Alumni Survey: Considering the value of retrospective assessment and the impact of program quality on the careers of college alumni, a survey tool is customized to seek the feedback of college alumni as well. 2.4 Employers and Program Director Survey: The college administration values and seeks the opinion of employers and program directors of CoD graduates as practicing dentists and postgraduate students to reflect and give an external endorsement about the quality of the program. 2.5 Patient Satisfaction Survey: The dental clinics at the college offer patient care services for dental and oral health at various levels by faculty, interns and students in addition to providing adequate training facilities for students. Patient satisfaction survey is instituted to assess their experience and satisfaction levels for the facilities and care provided at the dental clinics.

2.6 Other Surveys:These include surveys for the identification of professional developmental needs of the faculty together with the evaluation of faculty developmental programs held in the college. The Quality and Development department will design more survey tools on a need basis.

2.7 Survey Design and Administration: a) Participation of the students in the evaluation surveys is voluntary. However, students should be encouraged to participate and complete the survey forms. b) The survey design and administration process must guarantee the privacy of any personal and other information collected through survey. c) The survey instrument should not allow the identification of respondents in surveys, however in case of the survey instrument where the identification of respondents may be necessary (e.g. Alumni surveys and Employer surveys etc.), participants must be accurately advised about the status of personal and other information collected - that it is confidential but not anonymous. d) The attendance status will be registered; NCAAA recommends an acceptable response rate of 50%.

2.8 Ethical Framework:Surveys should a) adhere to appropriate ethical standards; b) not compromise population samples through the overlap of surveys; c) not over-survey the college’s core stakeholders; d) be disseminated to stakeholders. e) be fair and transparent.

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2.9 Survey Instruments and Schedule:This will be maintained by the office of the Vice Deanship for Quality& Development (Q&D) and aligned with the academic calendar of the University. Of the below listed surveys, the following are done online through UD Quest in collaboration with the Deanship for Quality and Academic Accreditation (DQAA), University of Dammam. 1. CES - Course Evaluation Surveys 2. SES - Student Experiences Surveys 3. SSLS - Student Survey on Lecturing Skills 4. PES - Program Evaluation Surveys

Category Type Survey Schedule

CoD Faculty

Online Academic Job Satisfaction Survey (AJS) Annual

Online Faculty User Satisfaction Survey Annual

Online Library Services User Satisfaction Survey Annual

Online Need analysis survey for Faculty Development Sessions Annual

CoD Students

Online Course Evaluation Survey (CES) Semester

Online Program Evaluation Survey (PES) Annual

Online Student’s Experience Survey (SES) Annual

Online Students Survey on Lecturing Skills (SSLS) Annual

Paper-based Examination Survey Semester

Paper-based Dentistry Course Survey (DCS) Annual

Paper-based Student’s Library Services Satisfaction Survey Annual

Paper-based Extra-curricular Activities Satisfaction Survey Annual

Paper-based Counseling Services Satisfaction Survey Annual

Alumnus Online Alumni Program Evaluation Survey Tri-Annual

Employers Paper-based Employer’s Satisfaction Survey Annual

Program Directors Online Program Director’s survey for COD graduates Annual

Patients Paper-based Patient’s Feedback & Satisfaction Survey On-going

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2.10 Procedure for Surveys: a. All surveys conducted for the purposes of quality assurance are required to conform to the framework of this policy. New survey tools will require approval by the Quality Assurance and Improvement Committee and Faculty Board of the College. b. The survey schedule is approved by the Vice Dean for Quality & Development and endorsed by the Vice Deans for Academic Affairs, Post Graduate Studies and Scientific Research and Clinical Affairs. c. The Vice Deanship for Quality & Development (VDQ&D) is responsible for conducting surveys within its terms of reference and monitoring compliance with the survey procedure. d. The VDQ&D coordinates with the students through College Registrar and the Class Leaders. e. The VDQ&D administers the survey during the last month of the semester, arranged either as an exclusive evaluation session or conducted towards the end of the lecture in coordination with the concerned faculty in his / her absence. f. The purpose of evaluation is explained and appropriate time is given for the responses. g. The VDQ&D coordinates the online surveys (UD Quest) with the Deanship for Quality and Academic Accreditation (DQAA) at the university; schedule is prepared and students are placed in the college computer laboratory to access the online surveys on UD Quest through their university ID or through their own digital devices DQAA collects and analyses the results, and forwards the report to the college dean. h. For paper based surveys, the tool is distributed to the students in the class. All filled surveys are collected, verified and data entry done for analysis and reporting at Q&D.

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i. The Q & D will maintain the results of the surveys and share these with the Vice Deans, departmental chairs for authentication and dissemination to the course directors (relevant surveys only) The departmental chairs and the concerned course directors will review the survey results and submit improvement action plans, if required to the Vice Deans for Academic Affairs, Clinical Affairs, Female Students Affairs and to the Quality & Development. Likewise, results of the surveys conducted to evaluate the research facilities and their quality at the college and university will be shared with the Vice Dean for Postgraduate Studies and Scientific Research for validation, feedback and any improvement actions as a result. Whether the results of Patient Satisfaction Survey are shared with the Vice Dean for Clinical Affairs for his action whenever and wherever required. The College Dean is kept informed with the results of all surveys and subsequent actions.

3. KEY PERFORMANCE INDICATORS (KPIs)NCAAA has determined Key Performance Indicators for higher education institutions and programs. The Vice Deanship for Quality and Development at the College of Dentistry is monitoring 70% of the NCAAA recommended KPIs for the program and is maintaining a time series of the results. Six additional KPIs have been added to the list by the vice dean for the academic affairs with the approval of College’s Faculty Board.

4. PERFORMANCE INDICATORS OF COD STRATEGIC PLANThe first strategic plan of the college has been developed and implemented. Progress of the strategic plan will be monitored through performance indicators identified for action plans, so as to accomplish the objectives and goals.

5. EXTERNAL REVIEWSThe college administration strongly believes in fostering quality practices and culture and practices in the college. In addition to internal mechanisms, the review and assessment of the program is done on a regular basis by international experts and certification / accreditation agencies to ensure and to endorse high quality of the program and college processes. An External Advisory Board (EAB) has also been established comprising of national and international experts in the field. EAB has defined responsibilities for program development, review and improvement. The external reviews also include quality evaluation survey from employers and Program Directors of CoD graduates. 6. CLINICAL QUALITY ASSURANCE:Providing quality oral and dental clinical services to the community is an important aspect of the College’s mission statement. The Vice Deanship for Clinical Affairs is responsible for developing and implementing quality standards and practices in the dental clinics and laboratories of the college. Followings components of clinical quality assurance plan will be implemented by the Vice Deanship for Clinical Affairs. 6.1 Medical Record Review 6.2 Patient Satisfaction Survey 6.3 Patient Complaints Handling 6.4 Infection Control Guidelines 6.5 Protocol for Needle Stick Injury 6.6 Protocol for Adverse / Critical Incidences

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Results of reviews, survey and reports of adverse/critical incidences will be submitted to the Vice Dean for Clinical Affairs and Quality Assurance and Improvement Committee for their review and actions.

7. RESEARCH AND SCHOLARLY ACTIVITIES:University of Dammam and College of Dentistry have great focus on research and scholarly activities. Deanship for Scientific Research at the University and Vice Deanship for Postgraduate Studies and Scientific Research at the College promote research and scholarly activities in their jurisdiction. They encourage and facilitate faculty and staff to acquire grants and engage in research, independent and collaborative both to position the college among institutions well known for their research outputs. They have their mechanisms to monitor the performance for the assigned tasks and goals. Additionally, the Vice Deanships for Quality and Development and Post Graduate Studies and Scientific Research will collaboratively institute quality evaluation survey from the faculty as stated above and also from the Program Director of the CoD graduates pursuing Post graduate studies abroad. Results of these surveys will be shared with the Dean, Vice Dean for Post graduate Studies and Scientific Research and clinical committee.

II. MONITORING OF QUALITY ASSURANCE ACTIVITIES:It is essential that monitoring and evaluation information be communicated to the necessary individuals and departments throughout the community. Such interaction of information will begin with the senior management of the University and College and then disseminated to the teaching staff, students and EAB. Evidence of correspondence and minutes of meetings will be kept, and reports forwarded to the Q&D. Integrating quality improvement information contributes to the detection of trends, performance patterns, or potential problems that affect more than one department or clinics of the college. It also allows the information gathered to be used in performance evaluations and subsequent improvement planning.

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1. Self-Study Processes: 1.1 Periodic Self-Study of the program: It will be conducted every three years with the establishment of committees by the college dean with defined responsibilities. The final report will be prepared by the Q&D and submitted to the NCAAA through college dean and DQAA at the University. 1.2 Course Report: All course directors must submit a course report on NCAAA template at the conclusion of every semester, including any improvement strategies for the issues or problems identified during the delivery of the course or through a course evaluation survey. These reports will be reviewed by the departmental chair / departmental board for approval. The approved reports will be forwarded to the Vice Dean for Academic Affairs (VD AA) and Quality and Development. A committee will be constituted by the VD AA comprising of representatives from academic affairs, department of dental education (DDE) and Q&D. The committee will: a) review all course reports, prepare a summary report for all courses b) compile all action plans for implementation and monitoring of their progress. c) facilitate the implementation of action plans and liaise with the administration for the required resources. d) present progress report to the College Dean, VD AA and Q&D 1.3 Annual Program Report (APR): The vice deanship for academic affairs will prepare an annual program report following NCAAA guidelines and template at the end of each academic year and submit it to the college dean and Q&D. The dean assigns the task of program quality monitoring to the academic affairs, curriculum and quality assurance and improvement committees. These committees will follow-up with the action plans recommended in the APR and monitor KPIs as well. This group will prepare and present a monitoring report to the dean for information and any required decisions/actions.

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1.4 Annual Committee Report: All functional committees of the college will be required to submit an annual report of their activities on the prescribed template. The committees will submit their report to the college dean and Q&D. The VD Q&D will prepare a summary report of committee activities with suggested action plans for any improvements as identified by the committees and forwards it to the College Dean and Faculty Board. 1.5 Faculty and staff self-evaluation: All faculty and staff are required to self-assess their performance and to submit this to their departmental heads for further evaluation and actions if needed.

2. Quality Evaluation Surveys: a. All survey results which indicate the need for improvements should be monitored by the VD Q&D in coordination with the concerned departmental head. b. An action plan should be drawn up by the applicable departmental head to address the indicated areas for improvement. c. This action plan will be submitted to the office of the vice deanship for Q&D for monitoring the implementation and progress of the action plan. d. The results of the anticipated changes will be submitted to the office of the vice deanship for Q&D for verification of the impact of the envisaged improvements. e. Reports of other surveys i.e. alumni, employers and program director’s for COD graduates will be submitted to the college dean and VD AA by VD Q&D and improvement actions will be developed and implemented based on the feedback.

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f. Reports for patient satisfaction survey will be submitted to the Vice Dean for Clinical Affairs by office of the vice deanship for Q&D and improvement actions planned and implemented based on the received feedback and survey results. An annual report of the improvement action plans and their progress will be prepared by the VD Q&D in consultation with the concerned departments and submitted to the dean for information and approval. 3. Monitoring of Key Performance Indicators (KPIs) and Performance Indicators of COD Strategic Plan: The VD Q&D will monitor results of KPIs for program and performance indicators for COD Strategic Plan in coordination with the concerned departments / committees on a regular basis and submit an annual progress report to the college dean and the respective departmental heads for their review and feedback.

4. External Reviews:The reports and recommendations by the external reviewers are submitted to the Dean. The Dean forwards and carefully reviews the report with the Vice Deanship for Quality and Development. The recommendation for improvements are assigned to different committees for developing action plans to accomplish the recommendations. These action plans are implemented through Dean’s office and Vice Deanship for Quality and Development is given responsibility to work closely with the committees, monitor and prepare annual report for accomplishments and submit it to the Dean.

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5. Clinical Quality Assurance: Above mentioned components of clinical quality assurance plan will be monitored by the vice deanship for clinical affairs in coordination with the vice deanship for quality and development. Action plans will be developed when and where needed as a result of monitoring and reports submitted to the College Dean. The vice deanship for quality and development will ensure implementation and follow up on action plans with the vice deanship for clinical affairs and report back to the Dean for the progress.

6. Research and Scholarly Activities: The Vice Deanships for Postgraduate Studies and Scientific Research and Quality and Development at the College monitor research activities through faculty satisfaction survey certain defined KPIs and other indicators such as: 6.1 Number of approved vs disapproved research proposals in an academic year 6.2 Number of research grants acquired by the college faculty and staff 6.3 Number of nominations and awards obtained by the faculty and staff 6.4 Number of publications in scientific and peer review journals 6.5 Number of integrated researches in a year 6.6 Number of Staff members representing papers and scientific research 6.7 Number of teaching staffs sharing their research with undergraduate students in teaching.

Report on these indicators will be prepared by Vice Deanship for Quality and Development in coordination with the Vice Deanships for Postgraduate Studies and Scientific Research at the end of academic year. Researches with longer duration will be presented in the subsequent year report. A consolidated report will be submitted to the Dean office for information, feedback and approval.

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Consolidated reports for the above mentioned quality assurance activities will be presented to the senior management and college faculty board for information, reviews and any decisions where needed. The survey and KPIs results will be shared with the relevant stake holders to keep them informed about any improvements which resulted from their feedback and interest in the improvement of the program and the college.

III. RECORD KEEPING:A record of all quality assurance activities (electronic and paper based as the case may be) will be maintained by the Vice Deanship for Quality and Development. Any request for the release of confidential information will require the approval by the College Dean.

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POLICY AND PROCEDURE FOR CONTINUAL IMPROVEMENT

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POLICY STATEMENT:The purpose of this policy and procedures is to provide documented system for seeking opportunities on continuous basis to improve the effectiveness and efficiency of the quality management system of the BDS Program and the College. RESPONSIBILITY: 1. Dean 2. Vice Deans 3. Departmental Heads and Chairman 4. Faculty members 5. Assisting and support staff 6. Interns 7. Students

All faculty member are encouraged to identify opportunities for improvement in the College’s Quality Assurance and Management system by raising the “Corrective / Preventive Action Request” (CPAR) through their department or directly to the office of Vice Dean for Quality and Development.The assigned staff of the Vice Deanship for Quality and Development (VDQ&D) office will be responsible for: Maintaining the “Corrective / Preventive Action Log” Following up “Corrective / Preventive Action Log” The concerned departmental head is responsible for implementing the corrective and preventive actions related to his department within the specified timeframe.The departmental heads are responsible for reviewing quality evaluation surveys and to identify improvement opportunities from feedback / reports.

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DEFINITIONS:1. Correction Action to eliminate the detected non-compliance or reported incident / adverse situation / error. A correction can be made in conjunction with a corrective action. 2. Corrective Action Action to eliminate the cause of detected non-compliance or other un-desirable situation. 3. Preventive Action Action to eliminate the cause of a potential non- compliance or other undesirable potential situations. Corrective action is taken to prevent recurrence whereas preventive action is taken to prevent occurrence. There can be more than one cause for potential non-compliance.

PROCEDURE: 1. Improvement The improvements may be identified in the following manner: a) Initiating corrective actions on recurring problems b) Initiating preventive actions on potential non-compliance / any anticipated situation c) Providing written recommendations/suggestions for improvement 2. Initiating Corrective Actions Corrective Actions may be initiated in the following cases: Complaints by faculty, staff, students, interns and patients Non-Compliance Reports from internal and external reviews / audit Outputs from committee meetings and reviews Outputs from data analysis Outputs from Quality Evaluation Surveys Process Analysis Identification of major non- compliance or recurrent problems

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3. Requesting and processing of Corrective and Preventive Action Request (CPAR) 3.1 CPAR can be initiated by any person for any observed or potential non- compliance anywhere in the college and submitted to the office of Quality and Development (Q&D). The request should contain a description of the problem / issue that needs to be corrected and is addressed to the respective in-charge of the concerned area where problem occurred. 3.2 Assigned Q&D staff will review and enter the corrective action into “Corrective / Preventive Action Log” and forward it to the concerned departmental representative in QAIC. 3.3 Departmental head in consultation with his QAIC member will assign the task to either departmental or cross-functional committee or an individual to identify the root cause(s) and suggest the corrective action(s). 3.4 The responsible person / departmental or cross-functional committee will investigate the causes of the problem that initiated the request. The investigation process includes: Interviewing the concerned persons to gather their views about the possible causes of non- compliance/problem/issue/concern Observing and examining the concerned processes and related records where required Examining the supplier and his supplies, where required. If appropriate, make use of statistical techniques and/or problem solving tool to determine root cause(s). 3.5 Responsible person / departmental or cross-functional committee then propose a corrective action to be taken and indicate the date by which the corrective action will be fully implemented.

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4. Implementation of Corrective Action When a corrective and preventive action is decided upon, it will be implemented on trial basis and results closely monitored. Further measures or changes in the measures may have to be made during the trial period until satisfactory results are attained.

5. VerificationofCorrectiveAction 5.1 On or immediately after, the due date of implementation of a corrective action, the originator, designated member of the Q&D and concerned department’s member in Quality Assurance and Improvement Committee (QAIC) will follow up the progress to determine if the corrective action has been implemented and if it is effective. 5.2 When there is objective evidence that the corrective action is effective, the “Corrective / Preventive Action Log” can be closed by Q&D office. 5.3 If more work is needed to fully implement the action, a new follow up date is agreed upon. 5.4 When the corrective and preventive measures are found to be effective, they are incorporated in the quality system by making suitable changes in the relevant documents such as policies and procedures, rules and regulations, administrative functions, course and program specifications and quality system procedures. 5.5 The corrective actions log will be kept at Q&D office and reviewed at the end of each semester for monitoring progress of issues and preparing annual report at the end of academic year.

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6. Preventive Actions Preventive actions are taken to eliminate any potential causes of non-compliance to college / university policies and procedures and quality standards. The need for preventive action is brought out by analysis of the following information: Statistical data for quality monitoring (Surveys, KPIs, dental clinics performance, research output etc.) Course and Annual Program Reports Students examination and assessment Students Advising and Counseling Incidents reports ( Administrative, clinical and academic) Patient Feedback / complaints Feedback from faculty, students and staffs Internal / external reviews – Observations and recommendations for improvements Medical record reviews Performance reviews of processes, functions, equipment and suppliers etc. The procedure for processing, implementation and follow-up of preventive actions is the same as described in subsection 1, 4, and 5 above.

7. Suggestions from Students, Faculty and Staffs The College of Dentistry’s administration encourages students, faculty and staffs to make suggestions or recommendations for improvement in quality management system. Any person can give suggestion to the office of VDQ&D. The Q&D staff will review all suggestions with the concerned departmental head for review and action.

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• If the suggestion is not to proceed further, the initiator is informed. • If the suggestion is rejected, the reason for its rejection is given and the one who suggested it is informed. • In case the suggestion is approved, the concerned departmental head assigns it to a staff or cross functional / departmental committee and target date for implementation of suggestion. The concerned department head and Q&D staff may take it further to the concerned vice dean/s and committee(s). Q&D staff and concerned department’s QAIC representative are responsible for follow up of suggestion’s implementation. When it is verified that the suggestion has been effectively implemented, it is closed in the “Suggestion Log”, kept with Q&D office (refer 5.5 above please).

8. Patient Feed Back Patient’s Feedback is received through: Patient Satisfaction Survey Complaint Suggestion

a) Patient Satisfaction Survey: Patient Satisfaction Survey is conducted on regular basis to monitor their satisfaction, identify needs and expectations

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b) Complaint: All the verbal and written complaints are directly handled by Patients Relations Officer at the dental clinics, who tries to resolve the complaint with the patient. If the complaint is not resolved then it is logged, analyzed and corrective and preventive action taken if and where needed. The response to the complaint is communicated to the patient in four weeks, depending upon the nature of complaint.

c) Suggestion: Suggestions are received from the patients through “Patient Satisfaction Survey Form”. Patients fill this form and drop in the Suggestion Box located at various designated places. All Suggestions Boxes are unloaded every Thursday afternoon by the representative of the Q&D office. The data is then logged and analyzed. During analysis the patient may be contacted for further details where necessary. After analysis corrective and preventive action is taken and communicated to the patient through phone or letter. All actions are taken in four weeks, depending upon the nature of the complaint. For record and analysis, please see 5.5 above. 9. Committees Meetings Status of corrective and preventive actions and suggestions should be presented in departmental and functional committees meetings as input from various stake holders of the college. Designated Q&D staff will compile the status of corrective and preventive actions and suggestion with results (any changes and improvements in the processes, systems, policies and procedures) and submits it to the office of VDQ&D for dissemination of status / results to concerned departmental heads, Vice Deans and College Dean

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POLICY AND PROCEDURE FOR MONITORING STUDENT AWARENESS WITH COD POLICIES AND PROCEDURE

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POLICY STATEMENT:Policies and procedures provide a solid framework for functioning of any organization and system. It is essential for stake holders to be well conversant with institutional policies and procedures. Students being the nucleus of dental education program at the College of Dentistry – University of Dammam are expected to be aware of all policies and procedures that guide and affect their campus life at the College. To ensure this, Vice Deanship for Quality and Development at the College (VD Q&D) will execute a PPQ “Policies and Procedures Quiz”, 3 weeks after New Students orientation at the beginning of new academic year.

RESPONSIBILITY: 1. Dean 2. Vice Dean for Academic Affairs 3. Vice Dean for Female Affairs 4. Vice Dean for Quality and Development 5. College Registrar 6. Students

PROCEDURE: 1. The Vice Deanship for Quality and Development will develop questionnaire (MCQs and True or False) covering policies and procedures applicable to students. 2. The PPQ will be administered according to planned schedule for all enrolled dental students, males and females. 3. Results are announced and students scoring results 70% and more will pass the test.

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4. Students not able to achieve the passing percentage will retake the test as scheduled by the Vice Deanship for Quality and Development. Students who will not pass/attend in second attempt will be allowed to sit for quiz 1 of the semester but their grades will be held. 5. Students will not be allowed to sit for quiz 2 of the semester until they pass the PPQ or as otherwise instructed by the College Dean.

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Policies and Procedure for Vice Deanship for Post Graduate StudiesandScientificResearch

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1. Policies, Procedures, and Guidelines for Research 2. Policy on Procurement and Management of Research Equipment 3. Policy on Research Equipment Safety 4. Policy on Safety And Security of Research Equipment 5. Policy on Monitoring Research Strategic Plan

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POLICIES, PROCEDURE AND GUIDELINES FOR RESEARCH

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POLICY STATEMENT: Research is primarily considered the leading object of University of Dammam according to the charter. Research Unit (RU) of the College of Dentistry, University of Dammam strives to enhance the scientific quality of research proposals, heighten the scholarship, and promote the ethical practice particularly in the discipline of dentistry.The major role of the RU is to ensure that research proposals prepared by students, residents and interns affiliated with the department reflect rigorous adherence to high scientific and ethical standards. Prior to submission to funding agencies or initiation of internally supported research, the Unit reviews and evaluates the scientific and technical merits of all research proposals planned by undergraduate students, interns and faculty of the college and collaborating faculty who have a major role in the study. In addition, the Unit serves as a preliminary screen for issues concerning potential risks and benefits to human subjects and the welfare of animal subjects. Reviews and research consultations are provided by the Research Unit to the research or the group of researchers.The RU developed policy and procedure are for the students, interns and the faculty staff along with Guidelines (Annexure 2.a), Forms (Annexure 2.b) and Assessment Sheets (Annexure 2.c).

RESPONSIBILITY: 1. Vice Dean for Post Graduate Studies and Scientific Research 2. Faculty members 3. Staff 4. Interns 5. Students,

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POLICIES & PROCEDURES:1. Undergraduate’s research: Undergraduate students are required to conduct research as a part of their curriculum to enhance their research skills. 1.1. A student or a group of students shall select a topic of research. 1.2. The research topic requires a written pre-approval by the Research Unit (RU). 1.3. An undergraduate research proposal form (Form 1) must be completed by the student, reviewed by his research mentor, and submitted to the RU's registrar office. 1.4. The RU will review the proposal for approval. 1.5. Once the research project is approved, a written research approval letter will be sent to both the undergraduate student and his mentor. 1.6. The researcher must allow 2-4 weeks before receiving an answer.2. Intern’s research: An intern or a group of interns are required to conduct a research as a prerequisite for their graduation to improve their skills and knowledge in research and research methodology and evidence based practice. 2.1. An intern or a group of interns shall select a research topic. 2.2. The interns' research topic requires a written pre-approval by the Research Unit (RU). 2.3. Internship Program Research Project (Form # 2) must be completed by the intern, reviewed by his research mentor, and submitted to the RU's registrar office. 2.4. The RU will review the proposal for approval. The proposal then might be returned for revision according to the Internship Quarterly Research Progress Sheet (Form # 3) or will require submission to the university's ethical committee. 2.5. Once the research project is approved, a written research approval letter will be sent to both the interns and their mentor.

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2.6. The researcher must allow 2-4 weeks before receiving an answer. 2.7. The final research proposal must be pre-approved by the internship program director.3. Best Research Award for Students: All undergraduate students including interns are encouraged to participate in the "Annual College of Dentistry's Best Research Award". 3.1. An abstract must be submitted to the RU's registrar office no later than mid-March of each year. (approximately 6-8 weeks prior to the annual symposium) 3.2. The RU will review all abstracts. Then, participation letters will be sent to all successful candidates 4 weeks prior to the annual symposium date. 3.3. A review panel (nominated members from the RU) meeting will be held during the symposium to grant the award during the closing ceremony.4. Faculty’s Research: Faculty members are highly encouraged to expand knowledge by conducting a scientific research. The RU should have complete and detailed database for any research activity done in the College of Dentistry or under its name (Publications, Projects, and Grants). 4.1. At the end of each academic year all staff members should submit list of their publications in the last year to the registrar office of the RU. 4.2. An abstract of any research project that will be done in the College of Dentistry or under its name should be submitted to the registrar office of the RU. 4.3. Principle investigators should inform the RU about their accepted grants, budget, and progression of their research. ANNEXURE 2 (a)

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5. Prior approval of Ethical Committee: is required in case of Research includes human research mainly comprising pregnant women, human neonates, prisoners, children, adults who lack capacity in research, animal experiments research, which includes any type of radiation that includes hazardous materials. 5.1. Completed proposal with clear methodology should be submitted to the Registrar of the Research Unit. 5.2. Research project will be scheduled to the first coming meeting of the Research Unit. 5.3. If the research project requires ethical approval it will be forwarded to the Ethical Committee of Dammam University through the representative of the College. If the RU decided that the project does not need an ethical approval, the PI will be given a letter indicating there is no need for ethical approval. 5.4. Decision of the Ethical Committee, University of Dammam will be received by the Research Unit and forwarded to the principle investigator

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ANNEXURE 2 (a)

RESEARCH GUIDELINES: A. LAYOUT OF RESEARCH SYNOPSIS/ PROTOCOL: A.1. The protocol should not exceed 1000 words or 4 pages of A4 size paper excluding proforma / questionnaire. A.2. The protocol should be submitted under a covering letter. The protocol should contain objective(s) of the study and should be based on the data collected by the candidate. A.3. Research work must be initiated after receiving approval from the RU. A.4. A similar research should not have been conducted during the last five years at the same institute/ organization where the researcher to conduct his/her research work. A.5. The topic must be chosen very carefully. It must be of contemporary interest or innovative in nature. A.6. Contents of the synopsis/ protocol of research include: a) Title: Appropriate title that must reflect the rationale of study. b) Introduction/ background: containing comprehensive review and rationale of the topic to be selected for research and should not exceed 250 words. c) Objectives: Specific or multiple objectives should be written following SMART criteria. d) Operational definition or major outcome measures. e) Design: Clearly mention the research design specific to the observational or experimental study. f) Duration of study: Minimum duration of the research should be 6 months after the approval of research protocol g) Setting: Place of the study to be carried out e.g. emergency or treatment clinic/ unit and name of department of the college etc. h) Sample size: Sample size in terms of exact number of subjects/ cases based on the scientific reason should be mentioned.

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i) Sampling technique: Technique of the sample collection specific to the random or non-random sampling technique should be written. j) Sample selection criteria: Inclusion and exclusion criteria for the study sample for controlling bias and confounding factors should be explained. k) Data collection procedure: It must contain the steps of data collection include source of data, ethical consideration, use of innovative technique, main outcomes in terms of variables and contents of data collection tool/ proforma. l) Data analysis: The plan for statistical analysis includes use of statistical software, appropriate statistical methods and inferential test statistics should be written. m) References: Citation (Recent & not less than 5 in numbers) of the source of material includes books, journals, reports, websites etc. in the form of list preferable by following Vancouver style of citation. n) Annexure like data collection form/ proforma, questionnaire, standard operating criteria etc.

B. LAYOUT OF RESEARCH REPORT/ MANUSCRIPT:The major steps in research report/ manuscript writing are planning, preparation to organize the research material, time and resources, following the research protocol, supervision of research mentor/ supervisor, developing work plan for data collection, analysis and report writing as there is no rule which says you must first do all your research, and then spend three weeks for writing it up. Ensure that manuscript is written in accordance with the format of the report/ manuscript writing and finally present. B.1. The report/ manuscript may be in the form of computerized composed printed document on A4 size paper landscape page payout. B.2. Page margins for whole document should be 1.20˝ (3 cm) from each side i.e. left, right, top and bottom.

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B.3. Font size for text should be 12 and for heading, font size should be14 bold. B.4. Manuscript should consist of 2 parts. Part-1 should cover the prefatory elements title page, list of authors with qualifications and contact details, contribution of the authors, acknowledgement, list of contents, list of tables and list of figures etc. Part-2 should cover the report write up and annexure. B.5. Page numbers of part-I and part-II should be given respectively in the Roman numbers and Arabic numbers. B.6. Separate page for each table/ figure and should be properly captioned and key features (if any) should also be given along with the table/ figure. B.7. There should be limited number of tables and figures. The contents/ data presented in table/ figure should not be repeated in text. B.8. Contents of part-II/ study part are following: a) Abstract/ Executive summary which must contain brief but comprehensive description of the research report into 250 words; it may be structured or unstructured format. b) Introduction/ background of the topic under study containing the rationale of scientific research (approximately 10% of total words), should focus the scientific research question, hypothesis, importance of the topic, intension to derive new concept, novelty of the research topic and formulation of aim and objectives. c) Review of literature: Comprehensive review of what is already known and of the main themes or issues covering the past research and studies from relevant journals, books, newspapers, etc. with citation of the authorships (approximately 20% of total words). d) Methodology: Comprehensive description and evaluation of the methods, techniques and procedures used in the investigation and statistical procedures used for data analysis in accordance with the research protocol.

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e) Results: A systematic presentation and interpretation of collected data by using appropriate statistical methods and inferential tests. Results may be summarized in terms of tables and graphs. f) Discussion: Review and comparison of research findings with that of other research reports with the references of the authorships. Debate on the similar or variant findings include the appropriate reasoning, strengths, limitations, recommendations and conclusive concepts of the presented research (approximately 20% of total words). g) Conclusion: Sum up the main points of the argument, new findings and concepts of the presented research and suggestions for the future researches. h) References: Citations (Recent & not less than 20 in numbers) of the source of material includes books, journals, reports, websites etc. in the form of list preferable by following Vancouver style of citation. i) Annexure like data collection proforma, questionnaire and standard criteria etc. j) Copy of approved research protocol.

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Annexure 2b

Research Project Form for Interns:

Form B1

Details of Interns:

Department: _____________ Course title: ____________________ Year ________

Name of Intern (1): ____________________________________ St ID: _________________

Name of Intern (2): ____________________________________ St ID: _________________

Project details:

Research Title: _________________________________________________________________

____________________________________________________________________________

Proposal submission: Printed draft Email CD/DVD

Overall Project Plan: Research task

Selection of title

Literature review

Methods and materials

Results

Discussion/ Conclusion

Final review

Submission for publication

Undertaking: I have carefully read the research guidelines/ instructions and certify that all the information provided is complete and correct. I understand that withholding any information requested in this form or giving false information may make me ineligible for the further process. Name (1): ______________________________________ Signature (1): _________________

Name (2): ______________________________________ Signature (2): _________________

Consent of Supervisor and Intern’s Program Director:

Supervisor’s Name: _______________________ Director Program: _____________________

Supervisor’s Sign: _______________________ Director’s sign: _____________________

For Office use only:

Received by: _____________________________ Signature _____________ Date:_______

Processed by: _____________________________ Signature _____________ Date:_______

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Research project Form for Undergraduate Students: Form B2

Details of Student:

Department: _____________ Course title: ____________________ Year ________

Name of Student: ____________________________________ St ID: _________________

Project details:

Research Title: _________________________________________________________________ _____________________________________________________________________________

Proposal submission: Printed draft Email CD/DVD

Overall Project Plan: Research task

Selection of title

Literature review

Methods and materials

Results

Discussion/ Conclusion

Final review

Submission for publication

Undertaking: I have carefully read the research guidelines/ instructions and certify that all the information provided is complete and correct. I understand that withholding any information requested in this form or giving false information may make me ineligible for the further process. Name: _________________________________________ Signature: ____________________ Consent of Supervisor: Supervisor’s Name: ___________________________________________________________

Supervisor’s Signature: ___________________________________________________________

For Office use only:

Received by: _____________________________ Signature _____________ Date:_______

Processed by: _____________________________ Signature _____________ Date:_______

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INTERNSHIP QUARTERLY RESEARCH PROGRESS SHEET

Progress Tasks are achieved according to plan

Yes No

Indicate the stage that you have reached: Research Plan Revision: Intern I

Intern II

Supervisor name and signature:

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POLICY IN PROCUREMENT AND MANAGEMENT OF RESEARCH EQUIPMENT

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POLICY STATEMENTPrior to purchase, it must be determined that the desired equipment is essential to a research project and not already available and accessible in another academic unit of the college or university. Designation of Research Equipment Research equipment is defined as any apparatus used primarily for research. Computer software is not usually included as research equipment, and personal computers/printers are usually considered general office equipment and not research equipment, unless it can be demonstrated that they are used directly in the conduct of the research.

RESPONSIBILITYSeveral individuals/groups are responsible for the procurement, management, transfer, and disposition of research equipment. These include the following: 1. Principal Investigator (PI): responsible for identifying the need for research equipment; determining if such equipment is already available on campus, and (if appropriate) initiating purchase of new equipment. The PI must ensure that all research equipment under their jurisdiction is being properly used and maintained. 2. Department Chairs/Directors: responsible for assuring that all research equipment under their purviews are accurately accounted for and properly utilized. 3. Vice Dean for Post graduate Studies and Scientific Research: responsible for (1) maintaining an accurate inventory of each item of research equipment, and (2) assisting in the shared use of research equipment by identifying available items through current inventory records.

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PURCHASE OF RESEARCH EQUIPMENT Once the need for research equipment is established and the funding source is identified, the PI must submit a purchase request to the Vice Dean for Post graduate Studies and Scientific Research, who will forward the document to the appropriate unit for payment and procurement. TITLE TO RESEARCH EQUIPMENT Title to research equipment purchased with grants or other contract funds must be granted permanently to the College / University (“College / University-owned”) unless retained by the funding agency (“sponsor-owned”) if the contract indicated so. Specific information regarding title to research equipment will be written into the individual grants and contracts.

MANAGEMENT AND MAINTENANCE OF RESEARCH EQUIPMENT PI’s will be held responsible for the custody, care, and maintenance of all research equipment acquired through their grants, contracts, and other agreements. An asset tag shall be affixed to each item, which will become the property control identifying number. After the equipment is identified in this manner, all equipment information will be maintained in the Office of the Vice Dean for Post graduate Studies and Scientific Research, which will conduct a physical inventory of all research equipment at least biannually. PI’s are responsible for informing their respective department chairs/directors regarding significant changes in the location, condition, transfer, and/or disposition of all research equipment. Consequently, the department chairs/directors will immediately forward this information to the Office of the Vice Dean for Post graduate Studies and Scientific Research. Maintenance logs for each piece of equipment will be maintained by the PI and subject to review by the Office of the Vice Dean for Post graduate Studies and Scientific Research.

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SHARED MAINTENANCE/OPERATING COSTS Maintenance and operating costs may be shared by investigators in proportion to their anticipated shared use. Agreements must be written and signed by the investigators and their respective supervisors (department chair, vice dean, etc.) prior to obtaining the equipment. Original, signed documents will be filed and maintained in the Office of the Vice Dean for Post graduate Studies and Scientific Research.

DISPOSITION OF RESEARCH EQUIPMENT Sponsor-owned research equipment that becomes unserviceable or is no longer needed by the PI to conduct the sponsored research should be reported to the Office of the Vice Dean for Post graduate Studies and Scientific Research. Arrangements should be made to return the unserviceable or unnecessary equipment to the sponsor for disposing off the equipment, or initiate a title transfer to the university. Similarly, when a sponsored research program has been completed or terminated, arrangements should be made to return any sponsor-owned research equipment to the sponsor if conditioned in the agreement.

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POLICY ON RESEARCH EQUIPMENT SAFETY

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POLICY STATEMENTThe College of Dentistry - University of Dammam recognizes that the correct selection, use and maintenance of equipment are essential to minimize the risk of injuries to staff, students and visitors.

DEFINITION“Equipment” includes installations, machines, appliances and tools for use at work. This broad definition includes a wide range of equipment from simple hand tools to complex machines, and is intended to include furniture, IT equipment and disposable items.

RESPONSIBILITY 1. Vice Dean for Post graduate Studies and Scientific Research 2. Laboratory Technician 3. Principal Investigator 1. ARRANGEMENTSVice Dean for Post graduate Studies and Scientific Research must ensure that, at the time of purchase, the selected equipment is appropriate for its intended use. They must also ensure that all activities involving work equipment undergo a Risk Assessment to manage the risk of injury to staff, students, and visitors

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This will include: • installation and adjustments • normal use • maintenance • breakdown • removalThe Risk Assessment should consider the following: • suitability of work equipment for its intended purpose; • desired schedule of inspection and maintenance; • mechanical, electrical, radiation, thermal, noise, vibration, materials and substances, and ergonomic hazards of work equipment and control measures; • training and supervision requirements for staff and students working with this equipment; • formal instruction and information imparted to staff and students; • monitoring procedures; • list and timing of necessary inspections; and • log of maintenance, testing, and repair.

1. Vice Dean for Post graduate Studies and Scientific Research can delegate this task to research laboratory staff who will ensure that the equipment is inspected and maintained by competent individuals according to manufacturer’s specifications. Appropriate training, information and instruction for staff and students should be carefully documented to ensure that the equipment is used correctly.

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2. The risk assessment must be documented whenever a significant risk of injury has been identified, or if there is need for additional training, maintenance or inspection.

3. Vice Dean for Post graduate Studies and Scientific Research must ensure that risk assessments, inspection records, and maintenance logs are maintained for a minimum of 5 years.

4. Staff and students must use work equipment according to instructions and training, and must report defects in work equipment to their departmental head / supervisor.

5. The Vice Dean for Post graduate Studies and Scientific Research will designate a member from his office / Scientific Research Committee of for risk assessments and reporting non-compliance to him.

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POLICY ON RESEARCH EQUIPMENT SAFETY

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POLICY STATEMENTThe intent of the Policy on Biosafety is to protect public health and safety, animal and plant health and safety, and animal and plant products by: • providing a mechanism for determining where select agents and toxins are located; • ensuring that their transfer, storage, and use can be tracked; • screening of personnel with access to select agents or toxins; and • requiring those in possession of select agents and toxins to develop and implement effective biosafety, security, and incident response plans and procedures.

RESPONSIBILITIES 1. Laboratory Personnel Laboratory personnel under the direct supervision of a Principal Investigator, Researcher, or Lab Director have the responsibility to: • know the specific hazards of the select agent and toxins utilized in their work and how to access additional information on these agents; • immediately inform the university security of any suspicious activity or persons, theft, or emergency related to select agent use areas; • immediately inform the lab supervisor, principal investigator, or lab director of any: o loss or compromise of their keys, passwords, or combinations to areas where select agents and/or toxins are used or stored; o suspicious use of select agents or toxins; o loss or release of a select agent or toxin; and o suspected alteration or compromise to inventory records.

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• provide required information for inventory access and acquisition, room entry/exit, and transfers of select agents; • ensure that unauthorized individuals are either escorted or denied entry into select agent areas; • comply with the following safety practices: o wearing and properly maintaining any personal protective equipment necessary to perform each assigned task; o properly using engineering controls and safety equipment; o following good personal and laboratory hygiene practices; o participating in all required training; o reading, understanding, and signing off on laboratory-specific procedures and training; o informing the lab supervisor if any deficiencies are noted in the laboratory facility, equipment, and procedures; o ensuring all waste is properly packaged and promptly disposed of; o reporting, to the lab supervisor, any accident that results in injury or exposure to a hazardous substance; and o knowledge of all emergency procedures and what is expected of them during an emergency. 2. Laboratory Director, Principal Investigators, Researchers Laboratory Supervisor They shall assume responsibility for the daily operations of a laboratory or group of laboratories and shall • determine whether or not labs under their direction must comply with this program; • register their select agents and toxins with the University Biosafety Officer; • complete a risk assessment for each select agent or toxin; • annually review safety, security, and incident response procedures;

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• ensure that: o transfers comply with regulatory requirements; o safety, security, and incident response plans are developed and implemented; o security staff and University Biosafety Officer is immediately notified in the event of a loss, theft, or release; o all required records are completed and maintained indefinitely; o only approved individuals are allowed access to select agents and toxins; o individuals are trained on the requirements of this program, as well as university and lab-specific security, safety, and incident response procedures; o annual mock drills or tabletop exercises and information-sharing sessions are conducted with local emergency responders; and o experiments involving the transfer of any drug resistance trait or the formation of a lethal toxin are not conducted unless approved by the University Biosafety Officer and the Vice Dean for Postgraduate Studies and Research. • comply with responsibilities which will include: o ensuring all laboratory work is conducted in accordance with this program and all applicable guidelines regarding laboratory safety; o selecting the appropriate control practices for handling hazardous substances; o preparing procedures for response to accidents/incidents involving hazardous substances; o preparing lab-specific policies and procedures; o ensuring that laboratory employees are properly trained on the hazards and how to handle hazardous substances in the laboratory; o ensuring that engineering controls and safety equipment are properly maintained;

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o working with the University Biosafety Officer to correct any laboratory deficiencies; o ensuring all abandoned hazardous material is promptly disposed of; o conducting regular self-audits; and o completing all necessary accident and incident reports in a timely manner.

3. Dean / Vice Deans / Department Heads Deans, Vice Deans and Department Heads shall assume overall responsibility for ensuring their respective department and faculty complies with the requirements of this program. Accordingly they shall: • be aware of the requirements of this program; • ensure that Laboratory Director, Principal Investigators, Researchers, and Laboratory Supervisors are aware of the requirements of this program; and • ensure all facilities and activities under their supervision comply with all regulations/guidelines regarding health and safety.

RESEARCH BIOSAFETY PROGRAM: The Research Biosafety Program is established at the College to • Protect personnel from exposure to infectious agents or other viable research biological materials that may cause harm to them or others. • Protect patients, visitors, and others not employed by the college/university that may be on the premises or in proximity of research biohazards. • Prevent research bio hazardous waste and inadvertent release of bio hazardous materials from causing harm to the environment. • Provide an environment for high quality research and/or clinical care • Comply with applicable laws

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POLICY ON RESEARCH EQUIPMENT SAFETY

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POLICY STATEMENT:In the context of the recent rapid growth in sponsored program activities at University of Dammam, College of Dentistry, the Vice Deanship of Postgraduate Studies and Scientific Research (VD PGS&SR) has introduced efficiencies by enhancing the research administration function though electronic tools and centralized information on proposals and awards. One of these innovations has been the development of a web-based data portal that queries information as a function of faculty, departments, colleges, and centers. The system is now capable of producing standard reports that are regularly used by the College to monitor research productivity in terms of specific indicators such as proposals and external awards.

VD PGS&SR will continue to develop its reporting system to provide additional information and mechanisms that can be used, on a quarterly basis, to monitor progress in moving toward our national research goals. The following information will be tracked for benchmarking progress in increasing extramural funding: • Number of competitive proposals and awards, • Proposal success rates, • Proposals, awards and funding in specific research priority areas, • Number of proposals and awards above SAR500,000, and • Number of multidisciplinary proposals and awards.

Further, the VD PGS&SR will also provide enhanced financial expenditure report services to assist in monitoring account balances to ensure expenditures remain in line with grant budgets.

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College of DentistryDammam-Al Nawras (formerly Petromin)

King Faisal Street ( coastal road)Tel: 0066 13 8574928

Fax: 00966 13 8572624