STAFF HANDBOOK - Al Falah University · AFU STAFF HANDBOOK 2015-2016 1. INTRODUCTION This Handbook...

STAFF HANDBOOK

2015-2016

H.H. Sheikh

KHALIFA BIN ZAYED AL NAHYANPresident of United Arab Emirates

H.H. Sheikh

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

H.H. Sheikh

MOHAMMED BIN RASHID AL MAKTOUMDeputy Ruler of Duabi

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AFU STAFF HANDBOOK 2015-2016

TABLE OF CONTENTS

Message from the University’s Chancellor

Overview / AFU Vision /AFU Mission / Institutional Goals

1. Introduction

2. Administration Organization

3. Employment Policy

4. Terms of Employment

5. Employment Status and Records

6. Employee Leave Policy

7. Employee Compensation Policy

8.TimeKeeping and Payroll

9. Work Conditions and Hours

10. Conduct and disciplinary Actions

11. Staff Grievance Policy and Procedures

12. Staff Appeals Policy and Procedures

13. Harassment Policy

14. Drug Free Workplace

15. Violence in the workplace

16. Security Inspections

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12-13

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26

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35

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Message from the University’s Chancellor

Dear Colleagues,Welcome to the new Al Falah University in Dubai!

We aim to be the premier private university in Dubai with your help. We welcome you to join us and the entire AFU community.

This staff handbook describes the university’s policies, procedures and benefits.

Your participation is so important to the success of our new university. Your dedication and commitment is essential to the smooth operation of this university and we appreciate the all your efforts and professionalism you bring to your work here at AFU each day.

We take great interest in the well-being of each staff member and are completely committed to providing you with a safe, stable, conducive environment.

Together, we can carry out both the university’s mission as well as your own professional development as a valued employee, it is a great pleasure to have you onboard to help us provide excellent support services to our students and I hope you will find your work here very rewarding.

Dr. Noor Aldeen AtatrahChancellor AFU University Dubai, United Arab Emirates

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OVERVIEW AL FALAH University (AFU) is approved and licensed by the UAE Ministry of Higher Education and Scientific Research (MOHESR). As a brand new institution of higher education, we will use English and Arabic as the medium for instruction.The main AFU campus is located near Festival City Mall, the Dubai Creek and in the city and Emirate of Dubai, United Arab Emirates.AFU will be accepting student’s from both the UAE and many foreign countries.The university offers accredited Bachelor degree programs through its various colleges (the College of Business Administration, the College of Media and the College of Law. AFU will also offer a number of graduate programs at the Masters levels. The university plans to apply for additional new programs to the Ministry of Higher Education and Scientific Research. Should these programs be granted accreditation, they too will be offered by AFU, in the future.

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

AFU MissionAFU is committed to providing comprehensive, multi-disciplinary education that engages their students in free thinking, cross-disciplinary course work, research and applied learning so as to become the future leaders in the UAE and GCC region.

AFU’s Mission and Vision statements are approved by the Governing Body (Board Trustees) prior to declaration. They will be reviewed and reevaluated periodically to ensure their adherence and usefulness in providing overall strategic direction to AFU.

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Institutional Goals

a. Short Term Planning Goals The short-term planning goals of AFU are to:• Promote the acquisition of students’ knowledge and the development of

the multi-disciplinary skills.• Emphasize and continually improve the teaching quality and support

appropriate faculty development resources to achieve local and international recognition.

• Graduate students equipped with free thinking, logical reasoning, cross-disciplinary knowledge and skills necessary for employment in the global market.

• Appreciate the quality of education and promote an atmosphere of applied skills and creativity support through the appropriate allocation of resources.

• Provide the appropriate library resources and information technology services in support of teaching and public service.

• Assist students in achieving educational, career, and personal goals by providing comprehensive development services and programs that assist students.

• Establish and maintain business collaboration and partnerships preserving local cultural and ethical values of the UAE and GCC to better serve the educational needs of the geographic region.

• Demonstrate the accomplishment of the mission of the University and continuous improvement in its educational programs and services.

b. Long Term Planning Goals• To foster excellence in education through international collaborations in

teaching methodology and blended learning • To establish center of Research and Professional Development through

joint research collaborations and interdisciplinary research• To develop comprehensive and holistic student development through

applied learning and practical experiences contributing to employer needs of the community.

Institutional Objectives To accomplish the AFU mission, the University team and staff members will work hands on hands to achieve the following objectives: -

Goal One: To foster excellence in education through international collaborations in teaching methodology and blended learning

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Objectives1a. Provide a learning environment for free thinking, logical reasoning, cross-

disciplinary knowledge for students and faculty members1b. Provide highest quality education (knowledge and skills) by promoting

an atmosphere that values intellectual curiosity and pursuit of knowledge while preserving academic freedom and integrity

1c. Promote multi-disciplinary skills of the students through cross-disciplinary programs and courses

1d. To ensure that the infrastructure of the University are utilized efficiently for blended learning

1e. To develop and maintain innovative approaches to learning.

Goal Two: To establish center of Research and Professional Development through applied learning experiences and interdisciplinary research.

Objectives2a. Provide the research infrastructure and budgets to initiate and develop

scholarly activities2b. Develop the “DUBAI Center of Excellence for Scientific Research and

Professional Development” through collaborative industrial partnerships, external grants and alumni sponsorships

2c. Promote interdisciplinary research through innovative multi-disciplinary programs meeting the research needs of the UAE community and GCC community

2d. Maintain comprehensive self-development and professional programs for professional growth and development of faculty and staff at AFU

Goal Three: To develop comprehensive and holistic student development through applied learning and practical experiences contributing to employer needs of the community.

Objectives3a. To promote and maintain an educational system that is continuously

adaptive to the ever changing socio-economic, technical, scientific, cultural and development needs of the UAE and the GCC region.

3b.To provide technical programs based on local, regional, and international employment needs for students seeking immediate employment upon graduation.

3c. To expand the physical and extracurricular activities for students to engage in effective collaboration and lifelong learning

3d. To develop community service programs that help to meet the recreational, cultural, educational, scientific and social needs of the area.

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

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

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

2. ADMINISTRATION ORGANIZATIONThe administrative organization of AFU is flexible and adapted to changing needs of the students and allows the institution to carry out its mission, purpose, and goals. AFU is managed primarily through: The Chancellor, the President, and the Vice President for Academic Affairs, Admin and Finance Director, Colleges’ Deans, The Academic Departments’ Heads and the Human Resources Officer (HRO) in addition to some other administrators (The Registrar, Librarian and the Head of Information Technology). The Chancellor is the leader for the University and its representative with the main constituencies nationally, regionally and internationally and administers and coordinates all operations of the University. The President is the chief academic officer of the University. The president is responsible for administering and coordinating all programs of the University by identifying strong foundations to advance the University’s growth, sustain its success, and promote and develop effective educational programs to achieve the university mission and vision as a distinguished educational entity nationally, regionally and globally. The Vice President for Academic Affairs reports directly to the President on academic matters within the university and is dedicated to carrying out the

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academic mission of the University through administering and overseeing its academic programs. The Vice President for Academic Affairs supervises the Colleges’ Deans and Directors on academic matters. The Admin. And Finance Director is responsible for the strategic oversight of all matters relating to administration and finance in the University. The Admin. And Finance Director also responsible for directing the financial Affairs, controlling the flow of cash through the University and maintaining the integrity of funds to insure the University a continuous secured financial stability. The Quality Assurance Director reports directly to the president and is responsible for providing vision and strategic leadership in all quality assurance matters of the university to ensure that the planned and systematic academic activities are of the university are implemented as required. QAD monitors the processes of the university in a feedback loop to confer error prevention. The Human Resources Officer provides innovative human resource leadership to AFU and designs, implements and oversees broad-based human resource strategies, programs, practices and procedures that support the business, mission and goals of AFU. The Registrar provides leadership to plan, organize and manage all of the activities related to the Records and Registration HR Unit, including serving as the official authorized keeper of the University student records. The Librarian provides leadership for the acquisition of books and serial publications in all formats. The Head of Information Technology oversees the design, development, deployment, and maintenance of networked computer systems and software applications serving the needs of the academic and administrative entities affiliated with AFU. All the administrative unites are working together in a harmonic and homogenous.

3. EMPLOYMENT POLICY

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

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

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

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

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

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

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

1) Staff members should not knowingly receive directly or indirectly, any money or other valuable item(s), for the performance or nonperformance of their duties, other than the compensation allowed by AFU.

2) Staff members should not use their official position to solicit or secure special privileges, exemptions or compensations for themselves or others except in performance of the duties as may be allowed by AFU.

3) Staff members should not disclose or offer to disclose confidential

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information acquired by reason of their official position, nor use such confidential information for their own personal gain or benefit.

4) Staff members should not accept or solicit compensation or employment that would impair the independence or judgment in the performance of their duties.

5) Staff members should not rent, lease, sell, offer to sell either (as an individual or through any business enterprise in which you hold a substantial financial interest) goods, services, buildings or property to AFU.

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

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

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

h. Position AnnouncementsIn an effort to provide consistent employment practices which provide the employees first opportunity for consideration.The following procedures shall be used for the announcement of employee vacancies:Position Requests of Administration Units will submit written requests for new position(s) to the HR manager. The HR may make a request for a position

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at any time. After the approval, the HRU will notify the Unit(s) head(s) as soon as possible after this deadline of his/her decision, to allow adequate time for a full and thorough national search.Prepare a Position Announcement and Recruitment Plan. The announcement should be sufficiently detailed to provide applicants with essential information and units with a document from which to develop screening criteria.

The position vacancy announcement will include:• Position title• Position description• Required and preferred qualifications• Salary range• Date position is to be filled• Application deadline• Application procedure (to whom to apply, documents required)

Advertise Position: AFU is responsible for vacancy recruitment. Full time position vacancies must be advertised nationally and regionally in appropriate media for the discipline, and must be posted in relevant HR Unit and University offices for a minimum of 45 calendar days prior to closing the search. The recruitment effort should include at a minimum: 1) a mailing to colleges and universities, and other institutions or organizations appropriate to the discipline; 2) announcements in newsletters or journals or the website. AFU will also participate in career fairs and utilize its own alumni database.

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

Screen Applicants: Applicants shall not be either excluded or included solely because of their geographical proximity to AFU. HR Unit shall notify applicants of the status of their candidacy as the screening process proceeds.The Human Resource Unit is responsible for the coordination of all procedures involved in the recruitment process. AFU shall give preference to the UAE national over non-nationals and internal candidate over external provided they are equally qualified. The successful applicant must fulfill the following requirements:• To be physically fit and free from transferable diseases.• To have good conduct and behavior• To have not have been convicted of any crimes such as theft, fraud,

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

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

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

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

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

Procedures in the event of disagreement over hiring recommendations

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

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4. TERMS OF EMPLOYMENT

A staff member contract must be properly signed by the Chancellor. The staff member who signs a contract with AFU is bound to the terms of the contract and should fulfill them in good faith and at his/her maximum performance. This contract comprises salary, position, and dates of appointment period, key obligations and benefitsThe standard contract for administration staff is one (1) year and it is renewable if both parties mutually agree.

a. Resignation:A notice of resignation may vary according to the nature of the position. The staff are requested to refer to their employment contracts before the submission of the resignation. The minimum notice period for standard contracts is 1 (one month). When a staff member fails to submit the required notice, the procedures mentioned in the UAE’s Labor law no. (08) of 1980 will apply. A resignation letter must be submitted to the head of the relevant Unit. Once the resignation letter is approved, it must then be forwarded to the HR Unit for further processing.

b. Termination of Employment:In case the employment contract is terminated by AFU, the concerned staff member will receive the notice as stipulated in the employment contract. AFU may choose to waive the notice period and the compensation salary at its sole discretion.Termination of Employment can be due to any of the following reasons:1. Government directives;2. Workforce reduction; 3. Restructuring; 4. Failure to return from approved leave of absence; 5. Release due to medical unfitness; 6. Continued poor performance ;7. Gross misconduct.

In accordance with article 120 of UAE’s Labor law no. (08) of 1980, AFU may terminate the contract without prior notice and without severance pay in any of the following cases:1. If the worker adopts a false identity or nationality or submits forged

certificates or documents;2. If the worker is engaged on probation and is dismissed during the probation

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or on its expiry;3. If the worker makes a mistake resulting in substantial material loss for the

employer, on condition that the latter notifies the Ministry of Labor of the incident within 48 hours of his/her becoming aware of its occurrence;

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

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

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

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

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

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

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

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

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

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

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

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

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

5. EMPLOYEE LEAVE POLICY

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

guaranteed right.• The applicant must demonstrate a valid reason or need for the leave.• It must be determined that the granting of a leave request is consistent

with the best interests of AFU. The best interests of AFU will be evaluated by reference to the teaching, research and service needs of AFU. In particular, arrangements for appropriate substitute staff member will be considered, and Staff member requesting leave are expected to assist in

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making such arrangements.• All leaves applications should be submitted to the Head of HR through the

head of the Unit for approval before taking the leave.• The Head of the HR Unit must submit approved leave requests to the

Human Resources (HR) Office on a monthly basis. HR maintains the records of usage of leave.

a. Maternity Leave • According to UAE’S Labour Law Federal law No.(8) OF 1980 Section 3

Article (30):• Maternity Leave with full pay for 45 days including the time before and

after delivery is entitled for a working woman.• Continuous period of service with her employer should not be less than a

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

maternity leave with half pay only.

b. Hajj Leave• According to UAE’S LABOUR LAW Part IV Article 87, Staff member with at

least one year of employment are granted a one week paid leave for Hajj. • The staff member is requested to submit official documents (Hajj VISA,

Invitation for Hajj, copy of a valid passport etc.) and a letter requesting hajj leave to the Head of HR through the Unit Head.

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

c. Sick Leavea. According to UAE’S LABOUR LAW Part IV Article 82, where a staff

member contracts an illness otherwise than as a result of an employment injury, he shall report his illness within a maximum of two days and the employer shall thereupon take the necessary steps to have him medically examined immediately for the purpose of verifying his illness.

b. According to UAE’S LABOUR LAW Part IV Article 83;1) The staff members shall not be entitled to any paid sick leave during

the probation period.2) The staff members completed the probation period in the continuous

service of AFU and fall ill, he/she shall be entitled to sick leave not exceeding 90 days whether continuous or otherwise, in respect to every year of service. Such leave shall be calculated as follows:• The first 15 days with full pay. • The next 30 days, with half pay.• Any subsequent periods without pay.

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c. According to UAE’S LABOUR LAW Part IV Article 84; No remuneration shall be payable during sick leave if the illness is the direct result of the staff member’s misconduct.

d. A serious health condition is defined as a medical condition which requires inpatient care at a hospital, hospice, or residential medical care facility, or a condition which requires continuing care by a licensed health care provider.

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

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

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

h. Administration Heads must submit approved sick leave requests to the Human Resources (HR) HR Unit on a monthly basis. HR maintains the records of usage of sick leave. Holidays or other authorized absences during a sick leave will not reduce the accumulated days earned. Sick leave is to be used only as needed and not taken automatically.

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

f. Annual Leavea. Staff members with at least one year of employment are entitled to thirty

(30) days of paid annual leave per calendar year. (According to UAE’S LABOUR LOW Part VI Article 75).

b. The scheduling of a staff member’s annual leave shall be subject to the

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approval of his or her head of Unit or other individual designated by the Chancellor to authorize leave requests.

c. The maximum number of unused days of annual leave that may be accrued and carried forward from one year to the next shall be 30 work days.

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

6. EMPLOYEE COMPENSATION POLICY

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

a. Travel AllowancesThe employee shall be entitled to receive round trip tickets (Economy class) to his /her home country, for an amount up to AED 2,000 (except for Americas, Europe, Australia) This policy is for each completed period of twelve months of employment in lieu of airline tickets to be taken at such time or times as may be agreed on 3 months prior to travel with the management.

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

c. Benefits and Restitution for deceased staff membersThe family who survives a deceased AFU staff member is entitled to the following benefits:1. The entire monthly salary during which month the death occurred.2. The staff member’s heirs are entitled to a maximum restitution of three (3)

times the employee’s gross monthly salary.3. Should a staff member be physically incapacitated and consequently his/her

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

7. TIMEKEEPING AND PAYROLL

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

b. PaydaysAFU uses a once per month pay schedule. Each paycheck will include earnings for all work performed through the end of the previous pay period. In the event the regularly scheduled pay date does not fall on a work day (i.e., weekend or holiday), the pay date shall be the last work day prior to the regularly scheduled pay date. Paychecks will not be given to spouses, family members, or friends without a written signed request by the employee to the Human Resources Office.

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

d. Guidelines for AdministrationThe Human Resources Office will review all salaries on a routine basis. It is the responsibility of the Human Resources Office to determine whether existing salary ranges are competitive and if the salaries of individual employees accurately reflect their job responsibilities. Supervisors may make a written recommendation for higher starting rates based upon the prospective employee’s experience and/or education. Salary surveys are to be conducted regularly.

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

8. WORK CONDITIONS AND HOURS

a. Working HoursThe normal working hours are from 9:00 AM — 5:30 PM Sundays—Thursdays. Working hours are subject to change by the university.

b. SafetyEstablishment and maintenance of a safe work environment is the shared responsibility of the University and all employees. The University will attempt to do everything within its control to assure a safe environment. Employees are expected to obey safety rules and to exercise caution in all their work activities. They are asked to immediately report any unsafe conditions to their supervisor. Not only supervisors, but all employees are expected to correct unsafe conditions as promptly as possible. All accidents that result in injury

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must be reported at once to the appropriate supervisor, regardless of how insignificant the injury may appear.

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

d. Lunch PeriodsEmployees are provided with one lunch period of not more than one half hour for lunch each workday. Supervisors will schedule lunch periods to accommodate operating requirements. Employees will be relieved of all active responsibilities and restrictions during lunch periods and will not be compensated for that time.

e. Smoking policyAccording to Dubai law and in keeping with the University’s intent to provide a safe and healthful work environment, smoking in any University facility is prohibited.

f. Employee ID CardsThe University provides an identification card “ID” to all employees. The Employee ID Cards are provided at no cost to the employee and are valid for two years or upon termination of employment. ID cards are to be returned to the Human Resources Office upon termination of employment. ID cards are valid only during the period of employment and do not authorize the holder to obligate the University in any manner.

g. Sales and SolicitationsPrivate vendors (to include all University employees who may be engaged in a private enterprise business whether as an agent, sales representative, or owner) are not allowed to use AFU facilities for the purpose of sales solicitations to The University employees.

h. Open Door PolicyEmployees are encouraged to use the chain-of-command to resolve any issue that causes them concern about working conditions, pay, or any other subject

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that affects their employment with the University. AFU, in a spirit of willingness to listen, believes in an open door policy. Employees are encouraged to visit their immediate supervisor with questions or concerns relating to their job duties and assignments. Employees may also exercise their privilege of requesting a meeting with any administrative representative, without regard to his or her position in the University. Employees may talk over any matter of concern directly with any administrative representative. Employees are encouraged to remember a solution cannot be reached if no one is aware of the problem. Employees may use the communication chain without fear of reprisal

9. CONDUCT AND DISCIPLINARY ACTION

AFU has a right to expect a certain standard of behavior from its staff members. Safety, productivity, and human relations are at stake. AFU work force deserves an impartial, fair, and firm method of handling disciplinary action for the protection of each person’s own rights and safety, as well as that of fellow staff members. This policy lists AFU guidelines for handling disciplinary problems and sets forth rules of conduct and action to be taken when violation of these rules occurs. AFU expects each staff member to act in a mature and responsible manner at all times. A non-exhaustive list of examples of inappropriate conduct, which may lead to discipline, up to and including termination of employment, is set forth below. The fact that a particular behavior is not included on the following list does not mean that it is acceptable or appropriate in the workplace, or that it will not result in disciplinary action, up to and including dismissal. AFU has the right to discipline or discharge staff members for other grounds not included in the following list:

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

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b. Unacceptable Conduct1. Falsification of the employment application or any other work, the

unauthorized removal of information, or the release or disclosure of confidential information.

2. The making or publishing of false, vicious, or malicious statements concerning the administration of AFU.

3. Being other than drug-free or alcohol-free when reporting to work or while on The University premises, while on The University business, or during working hours.

4. Use, possession, manufacture, distribution, dispensation, transfer, receipt or sale of illegal drugs or drug paraphernalia, alcohol, or an unauthorized controlled substance while on the University campus, while on University business, during work hours, or while in vehicles supplied by the University.

5. Tardiness or unauthorized absence.6. Unauthorized use of the University equipment.7. Damage, destruction, or defacement of the University property or the

property of another associated with the University.8. Theft from the University, Faculty, Fellow staff, students9. Transportation of, possession of, or use of firearms, explosives, or other

weapons while on the job or while on the University premises.10. Refusal to follow directions assigned by a supervisor or insubordination.11. Acts of dishonesty.12. Swearing, use of abusive or profane language, or disrespectful conduct

towards management, the administration or an administrator, other, Staff member, Faculty or students.

13. Disregard for laws and/or safety rules.14. Unsatisfactory, careless, or poor work or failure to meet production or

quality standards.15. Inability or unwillingness to work harmoniously with others16. behavior; fighting, threatening, intimidating, coercing, harassing or engaging

in any act of violence towards fellow Staff members, Faculty, supervisors, students, or others while working or while on the University premises.

17. Violation of the University’s anti-discrimination, anti-harassment or any other rule or policy of the University.

18. Excessive personal calls while on job19. Stopping work before the time specified, leaving work before the end of

a work day, taking unauthorized breaks, or not being ready to work at the start of the work day, without prior authorization from the supervisor.

20. Sleeping on the job, loitering or loafing during working hours and chronic wasting of time.

21. Immoral conduct or indecency.22. Consumption of alcohol or illegal substance while on the job.23. Discriminatory behavior or prejudicial attitude

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c. Guidelines for Handling Disciplinary ProblemsEach supervisor is responsible for ensuring that all staff members follow the established work rules. All staff members are obligated to follow the same set of rules. Where appropriate, a staff member will be given notice that a continuance of improper action can bring about further disciplinary action, up to and including discharge.

A report (in writing) will be made of all oral warnings given and disciplinary measures taken. A written report of disciplinary action will become a part of the staff member’s record. A staff member who engages in unacceptable behavior may be disciplined up to and including termination of employment. Disciplinary action can take any one of the following forms:

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

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

c. Suspension: - Suspension without pay may occur for more serious or repeated concerns, or if both verbal and written warnings have been given to the staff member within the past year. A staff member may also be suspended when all the facts relating to an alleged violation of the University policy or rules are not available and AFU needs to investigate. In this situation, the supervisor may suspend the staff member while the investigation is being conducted and until a final decision is made as to whether a violation occurred and what discipline is appropriate. When an investigation is conducted, AFU will attempt to gather the facts as promptly as possible. A meeting will be scheduled with the staff member, which will typically include the staff member’s supervisor and the Human Resources

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

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

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

10. STAFF GRIEVANCE POLICY AND PROCEDURES

a. General Policy• As a service to staff member, personnel are available to advise and assist

the staff member who have a question, problem, or complaint about working conditions. Most concerns can be resolved by informal discussions between the parties involved. The Human Resources Officer is available to counsel staff member who have grievances. Fair and prompt consideration will be given to any personal concern or dissatisfaction about employment. The Human Resources Officer should be contacted if a person feels there has been employment discrimination due to race, color, national origin, religion, gender or qualified disability. The following steps are suggested to resolve questions of employment dissatisfaction:

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

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

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

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

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

d. ProcedureThe staff member shall present the facts in writing to his/her supervisor, sending a copy to the Human Resources Officer. A formal complaint must be in writing and contain the following:a) A clear and detailed, signed statement of the complaint b) The specific remedial action or relief soughtc) A summary outlining with whom the points of dissatisfaction were discussed

and with what resultsd) The reason(s) why remedial action or relief is sought.At any time the staff member receives an unsatisfactory reply or fails to receive a reply, he/she has the right to submit the complaint to the next level from the previous supervisor. The supervisor at this level shall review all of the facts of the case and the decision rendered by the previous supervisor, and

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then renders a decision in writing to the staff member. At each level, a copy of the reply to the complaint must be forwarded to the Human Resources Officer. This procedure shall be followed when applicable through the levels of progression. The decision of the Human Resources Officer shall be final at this time unless, the Human Resources Officer opts at his/her discretion to make a recommendation to the President for decision, in which case, the President’s decision shall be final. An appeal’s provision must be made beyond the Human Resource Officer Decision and prior to the President final decision. Staff member may contact the Human Resources Office for additional information regarding grievance procedures.

11. STAFF APPEALS POLICY AND PROCEDURES

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

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

• Policy principles are listed below:a) All staff member are entitled to fair and consistent treatment, and prompt

consideration and resolution of complaints.

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b) No complainant shall be discriminated against for lodging a complaint.c) All complaint processes shall be enacted to ensure that confidentiality is

maintained at all times.d) All complaint processes shall be resolved as close to their source as

practicable with the emphasis on conciliation.e) The complainant has the right to withdraw the complaint at any time.f) A staff member who is the complainant may request the assistance of

another person nominated by him/her, or another AFU member, at any time during the complaints process. Any such assistance/representation will exclude the legal profession and family members.

g) Written records of the outcomes, agreements and actions are to be kept at all stages of the complaints process.

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

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

a) Complaints may be received internally from staff members by a variety of means, verbally, in writing or by mail to the President’s office. The President distributes the complaints to staff members to solve. The staff members receiving the complaint will:i. Respond directly to the complainant, within five (5) working days,

indicating that the issue will be investigated.ii. Forward the communication to the relevant AFU member to investigate

the issue, prepare response and organize a meeting to discuss the complaint.

iii. The relevant parties and complainant must meet and discuss the matter, and, if possible, resolve the dispute within 20 working days after the complaint has been received. If the complaint has been made directly to the President or his/her representative, the President must exercise judgment and determine whether to attempt an informal resolution or immediately commence the formal resolution procedure.

iv. Following the meeting, the relevant staff members will provide a written response to the complainant detailing any actions that have been, or will be, taken to resolve the issue.

v. In the event that it is determined that there are no grounds for the complaint; the complainant will be advised in writing why no further action is to be taken. If the complainant is not satisfied with this decision, he/she may request an independent review. This request

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must be in writing and must include: details of the complaint, actions that have been taken to attempt to resolve the matter, reasons why the complainant is not satisfied with the determination.

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

12. HARASSMENT POLICY

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

13. DRUG FREE WORKPLACE

AFU recognizes that drug and alcohol abuse diminishes the integrity of the University and erodes the strength and vitality of its human resources. It is the intent of the University to educate students and employees about the dangers of drug and alcohol abuse, and to discourage the illegal possession and

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distribution of drugs and alcohol. Accordingly, AFU adopts the following policy:The unlawful possession, use or distribution of illicit drugs and alcohol by students and employees on the University property, or as a part of any University sponsored activity, is strictly prohibited. All students and employees must abide by this policy as a condition of enrollment or employment. Continuance of employment or enrollment following receipt of this policy constitutes acceptance of this policy by the employee or student. Sanctions will be imposed for violation of this policy.

14. VIOLENCE IN THE WORKPLACE

The University strictly forbids verbal or written threats, or any behavior that is likely to lead to violence. Any employee who feels they have been the victim of a violent act should notify their immediate supervisor and/or the Human Resources officer. In severe instance, where immediate response or assistance is required the employee should contact the Campus Police or contact local law enforcement. Employees who are the victim of a violent act should be prepared to report who the assailant was, names of witnesses, and information detailing the events that led up to the violent act. AL FALAH is strongly committed to providing a work environment that is free of violence. Towards this goal all employees are encouraged to report any act of violence which occurs to them in the workplace. 15. SECURITY INSPECTIONS

The University wishes to maintain a work environment that is free of illegal drugs, alcohol, firearms, explosives, or other improper materials. To this end, AL FALAH prohibits the control, possession, transfer, sale, and/or use of such materials on its premises including work areas, lockers, tool boxes assigned to employees, or items brought onto the University’s premises by employees. The University requires the cooperation of all employees in administrating this policy. Note: The University prohibits any non-law enforcement officer to have in their possession (including personal and vehicle) a firearm while on University property.

STAFF HANDBOOK - Al Falah University · AFU STAFF HANDBOOK 2015-2016 1. INTRODUCTION This Handbook...

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