EMPLOYEE HANDBOOK FOR STAFF

Employee Handbook- staff (september2020 – Updated ) 1 | P a g e

EMPLOYEE HANDBOOK FOR

STAFF


Table of Contents:

ITEM Page

- Welcome to the BUE

• Brief History about the BUE

4

- BUE Vision, Mission & Objectives 5

- General definitions

• Staff Member / Employee

• Types of Employment in the BUE

6 6 7

- HR Introduction

• About HR

• HR goals

• HR Values

8

- HR Functions

• Compensation & Benefits

• Recruitment & selection

• Personnel (employee Affairs)

• Organization Development

8 8 9 10 10

- HR Staff Members 11

- Forms & Procedures 12

- Employment Policies 12

- Compensation 12

- Benefits

• Free Transportation

• Medical treatment

• Discounts for BUE staff

12 12 12,13,14 14,15,16

- Health & safety 16

- BUE Full time staff Induction

• 1st day Enrolment process

• HR Process Hiring Forms

• HR post hiring procedures

• HR Services

• HRM

• Swiping Card

16 16 16 17 17 18 18

- BUE attendance Policy

• Swiping Cards

• Working Conditions/ Hours

• Attendance Calculation Conditions

• Extra Hours/ Day off/ Official Holidays

• Exceeding Balance Penalty

• Absence Without Notification

• Attendance Monitoring / Reporting

• Annual Leave

• Research Leave

19 19 19 19 20 21 21 21 22 22


ITEM Page

• Late Arrivals and Early leaves

• Half Day Annual Leave

• Sick Leave

• Child Care Leave

• University Business/ Professional development Leave

• Unpaid Leave

• Busses Lateness Leave

• Unpaid Study Leave

• Leave Forms

22 23 23 24 24 25 25 25 26

- BUE Sick Leave Policy 27

- Official Holidays 28

- Resignation Procedures 29

- Exit Interview Policy & procedures

• Policy Introduction

• Application of Policy

• Procedures

29 29 29 30

- Dress Code Policy 31

- Acknowledgement 32


Welcome to BUE

• Brief history about the University

• The formation of a British University in Egypt arose from a 1998 Memorandum of Cooperation between the

UK and the Egyptian Governments. It was envisaged that such an institution would produce graduates of UK

standards for key sectors of the Egyptian economy, particularly in the areas of engineering, computer science

and business studies.

• Planning for the new institution was put in train and financial support was provided by a group of prominent

Egyptian business and public figures, principal amongst whom was Mr. Farid Khamis, Chairman of Oriental

Weavers, a major international carpet manufacturing company. In 2004, with strong support from the British

Embassy and the British Council, a Presidential decree was issued establishing the British University in Egypt. The

initial phase of the University campus was already under construction and the University welcomed its first

cohort (only 200 students) of undergraduate students in September 2005.

• The University campus was chosen to be located in the area of El Sherouk, one of the new residential and

commercial cities in Egypt on the outskirts of Cairo. The campus on establishment compromised of only two

buildings including a large-scale auditorium with modern conference facilities but is set on a site of approximately

60 acres that will to develop over the years.

• The BUE was formally inaugurated by HRH Prince of Wales and HE Mrs. Mubarak, Egypt's First Lady, on 22

March 2006.

• The University has been supported by a high profile and influential Board of Trustees compromising individuals

drawn from UK and Egyptian business, public life and educational sectors.

• The academic staff consisted of highly qualified British, Egyptian and international academics experienced in

the British system of Higher Education.

• BUE was established initially with three faculties: Engineering, Informatics and Computer Science; and Business

Administration, Economics and Political Science, then more faculties were established: Pharmacy, Dentistry,

Communication and Mass Media, Nursing, Law, Energy & Environmental Engineering, Arts & humanities and Arts

& Design.


BUE Vision, Mission & Objectives:

• VISION To become the leading broad spectrum teaching and research university in the Middle East and

Northern Africa (MENA) offering a British ethos of higher education with a range of UK partners and

other global partners providing internationally recognized quality degrees that develop the

knowledge and skills to help our students shape and lead their countries.

• MISSION

To promote cultural, economic, social and technological development through the creation and

dissemination of new knowledge via research and capable graduates, educated to the best UK

academic standards, who are independent learners.

• OBJECTIVES

- To provide an academic environment which encourages and draws together research, learning

and teaching and engagement with the social, professional and business communities to

underpin high quality academic provision.

- To offer a range of academic programs and a learning environment which is attractive to both

Egyptian and international students and which, where appropriate, recognize the requirements

of employers.

- To provide responsive academic and learner services which give students the best possible

experience of higher education and opportunities to succeed.

- To provide an attractive and accessible university campus environment and range of facilities,

both educational and recreational, in the context of a long-term estates strategy.

- To provide a broad student experience, producing graduates who will be equipped with the tools

to continue to learn and develop through their careers and social and cultural experiences.

- To be an exemplary provider to business and industry across a broad subject range, offering high

quality expertise to stimulate and support demand for innovative solutions, knowledge transfer

and collaboration in support of economic development.

- To engender a culture across the University which encourages and supports student participation

in voluntary, community and employment based opportunities, including work and placements

and new business ventures.


- To foster and build mutually advantageous strategic alliances with other national and

international partners, in order to offer a range of well supported demand-led learning

opportunities.

- To recognize staff as a primary resource of the University and to promote an environment of

mutual respect where staff are valued, motivated and provided with professional development

opportunities.

- To attain financial stability, grow the range of income sources supporting the University activities

and operate cost effectively.

General Definitions

➢ Staff member/ employee A staff member/ employee is typically anyone who works for the British University in Egypt; whether on full-time or part-time basis. BUE Employees are expected to fulfill their duties and responsibilities as prescribed in their designated job descriptions. In return, the BUE provides a remuneration package, including salary, transportation, medical coverage, and other benefits (for more information refer to Benefits, p.11). The staff members / Employees are divided into three main types:

• Academic Staff: Academic Staff is Staff of Teaching in the university such as Professors, Associate

Professors, Lecturers, Assistant Lecturers and Demonstrators.

• Administrative Staff: Administrative staff is staff who provides Admin support in different faculties

and administrative Departments. Such as; Admin Assistant, Executive Assistant, coordinators,

specialists, Supervisors, Head of Department & Directors.

• Support Staff: Support staff means the labors (in different departments) that provide services such

as Drivers in the Transportation Department, office boys and cleaners in Campus, technicians in

Engineering and Maintenance Department ….etc.

Some of the staff members/ employees are foreigners with different nationalities. They are fulfilling both

Admin Positions and Academic positions.

.


➢ Types of Employments in the BUE

• Full-time Employment: A full-time employee –referred to as full-timer- works at the BUE the full number of hours (from 8:45 a.m. till 4:15 p.m.) from Saturday to Thursday for five days per week. Full-time employment entails that the employee provides all the required hiring documents, signs and receives a contract, is socially insured by the BUE and is entitled to a package of benefits.

• Part-time Employment: This type of employment involves two categories of employees; part-timers

and partial secondment.

o A Part-timer: is anyone who does not work on full-time basis in any other governmental/

private institute.

o A partial secondment: is anyone who works as a full timer in any other

governmental/private institute, and should, thus, provide an approval from that other

institute for working on a part-time basis in the BUE.

o A part-timer/partial secondment does not have a contract, is not socially insured by the

BUE, they do not follow the BUE attendance policy, paid according to actual working hours

provided to the Human resources department from their faculties with special hours rate

and is not entitled to the benefits package provided to full-timers.

• Fully Secondment: A fully secondment employee is anyone who works on full-time basis in the BUE,

but is registered on the headcount of another institute. Fully secondment staff are not socially

insured by the BUE (they are insured over by their original workplace) and are entitled to the BUE

benefits Package provided to full timers.

• Consultancy staff: A consultancy staff is a staff who attends only two days per week (specified in

their contracts (consultancy contract) and is not entitled to the benefits package provided to full-

timers.

• 50% staff: A 50% staff is an academic staff member who attends only for two days per week

(specified in their contract) and is not entitled to the benefits package provided to full-timers.


HR introduction

➢ About HR

In support of the mission, values, and aspirations of the University, the work of University Human Resources

(UHR) is focused on creating a positive campus culture , supporting the talent and development,

engagement, and staff achieving high performance and positive outcomes for the institution.

➢ HR Goals

1) Recruit and retain a diverse workforce to meet the needs of the organization

2) Provide development programs to help staff and managers accomplish their goals.

3) Insure our compensation and performance management processes are designed and executed to align

and maximize our people’s performance with the goals of the organization

4) Maintain a positive, value-based work environment.

5) Administer HR policy and programs effectively and efficiently, while maintaining internal customer

satisfaction and meeting budget constraints.

➢ HR Values:

1) Integrity: by Maintaining confidentiality and professionalism, treating others with respect and

courtesy

2) Excellence: Provide quality decisions and actions through our people, programs, and outcomes. 3) Commitment & Accountability bring the best of ourselves to what we do and Taking personal and

professional responsibility for our actions, maintaining a consistently high level of performance 4) Fairness: Treating employees in an equal way in all levels of employment

5) Freedom: Encourage inquiry, creative activity, and the pursuit of ideas.

Functions of HR

1) Compensation and Benefits (This part is running by the Compensation & Benefits Team) Purpose Classification and Compensation Services provides and monitors a competitive and equitable compensation system and maintains a standardized classification plan that supports employee career development which enables to hire and retain qualified employees.


Goals We accomplish our mission by focusing on the following goals: 1) Establish a philosophy for classification and compensation methods which promotes flexible and sound

classification principles and support beliefs and values.

2) Ensure that classification plans and job specifications promote the career mobility of the university’s’

employees by focusing on transferable knowledge, skills, and abilities.

3) Identify, promote, and encourage career paths that cross job series and department lines.

4) Research and recommend equitable, consistent, and competitive salaries for the university positions.

5) Work collaboratively with departments to plan and implement classification and organizational structure

changes.

6) Eliminate artificial employment barriers by assuring that qualifications, knowledge, skills, and abilities

required are appropriate for successful job performance.

7) Measure and monitor classification and compensation process completion and quality to ensure efficient

and responsive delivery of services

2) Recruitment and Selection (This Part is running by the Recruitment Team)

Purpose Recruitment and Selection provides innovative, responsive, fair, and consistent recruitment and selection services to university’ faculties, departments, employees and job applicants to ensure employing a qualified and diverse workforce that delivers essential services to the public.

Goals We accomplish our mission by focusing on the following goals: 1) Establish and enhance partnerships with departments to anticipate and respond to changes, priorities,

staffing trends, and support succession planning efforts.

2) Develop recruitment and selection plans with departments that are cost effective, content valid, and

measurable.

3) Actively recruit and refer qualified and diverse candidates to departments & Faculties

4) Expand technological capabilities that streamline selection and test administration procedures.

5) Measure and monitor exam process completion and quality to ensure efficient and responsive delivery of

services.

6) Foster understanding and awareness of equal employment opportunity and reasonable workplace

environment.

7) Establish and maintain clear and open lines of communication to prevent and resolve discrimination issues

and complaints in a fair and equitable manner.


3) Personnel (Employees affairs) (this part is running by the Personnel Team) Purpose The Personnel Division fosters individual and organizational effectiveness and supports the organization’s commitment to employee through providing accurate information and services which are representative to the customer needs

Goals We accomplish our mission by focusing on the following goals:

1) Improve coordination between the University & governmental offices

2) Providing accurate and reliable data through regular management reporting to facilitate decision making

for both employee and university

3) Improve the leaves & Attendance management of the University

4) Organization Development (this part is running by the OD Team) Purpose The OD Section plans, develops, implements and administers HR programs for BUE employees. It is also responsible for the development and integration of human resource programs and associated projects to achieve the strategic business goals and operational objectives.

Goals: We accomplish our mission by focusing on the following goals:

1) Conduct organizational needs analysis and lead the development of appropriate plans and programmes to

ensure all employees have the skills, knowledge and experience to perform their roles to the highest

standard and meet the future needs of the university

2) To identify specific work situations requiring employees to better understand changes in policies,

procedures, regulations, and technologies. Implement major changes in all aspects of operation

3) To contribute to the development of policies and procedures

4) To contribute research, analysis and ideas to the development of the HR strategy in order to ensure that

organizational development initiatives are appropriately integrated and aligned with strategic and business

goals.

5) To oversee the annual performance management system


HR Staff Members:

-Samah Abou El-Sooud Email: ([email protected])

Head of HR Department Ext: (1343)

-Marwa M. Hassan Email: ([email protected])

Deputy Head of department Ext: (1363) & OD Section Head

-Mohamed Nady Email: ([email protected])

C&B Section Head Ext: (1363)

-Mohamed Kelany Email: ([email protected]) Recruitment supervisor Ext: (1302)

-Mai Emera Email: ([email protected])

C&B Supervisor Ext: (1346)

-Mina Raafat Email: ([email protected])

Recruitment Specialist Ext: (1345) -Gehan Adel Email: ([email protected]) Recruitment Senior Specialist Ext: (1341)

-Maha Nady Email: ([email protected])

Recruitment Specialist Ext: (1339)

-Ahmed El- Bahnasawy Email: ([email protected])

Personnel Section Head Ext: (1348) - Farah Mohamed Email: ([email protected]) Personnel Senior Coordinator Ext: (2340)

-Islam Reda Email: ([email protected])

Personnel Senior Coordinator Ext: (1335)

-Mohamed Ayoub Email: ([email protected] ) Personnel Senior Coordinator Ext:

mailto:[email protected]












Forms and Procedures • Holidays/ Forms ( please refer to BUE website : Resources/ Administrative departments/ Human

resources)

• Medical Coverage (please refer to the BUE Medical treatment system P.13 )

• IT e-mail/ Phone (Please refer to the recruitment office)

• Staff Induction checklist, Personal development plan Form & Probationary Period Monitoring Form, ( please refer to BUE website : Resources/ Administrative departments/ Human resources)

• Transfer Form (Please refer to the recruitment office)

• Resignation Procedure and Forms (Please refer to Resignation procedures P.30)

Employment Policies Please refer to BUE website: Resources/ Administrative departments/ Human resources for the below Policies:

• Working Hours/ Staff Attendance Policy (please refer to P.18)

• Dress Code Policy (you can also refer to p.32)

• UK staff Employee Handbook & welcome to BUE and Sherouk (for Foreign staff only)

• Exit Interview (you can also refer to p.31)

• Data Protection Policy

• Policy for acceptable use of IT facilities (incorporating the BUE email Policy)

Compensation

• Pay Procedures ( Bank Account) (the Human Resources send the names of all newly hired employees to the Arab African International bank (AAIB) and the Commercial International Bank (CIB) every Thursday and the staff member is free to open an account in any bank of them then he/she is required to give the bank account number to Mr. Ibrahim Hamdy in the finance department in order to be able to transfer the monthly salary)

• Expense reimbursement (Please refer to the finance dep.)

Benefits

1- Free transportation: all BUE Staff are allowed to use the BUE buses for free.

2- Medical treatment System: All BUE Staff and their families are eligible for medical treatment as per the following BUE Treatment system:

Article (1)

The provisions of these regulations Applies to the Academic and Administrative BUE staff.

http://www.bue.edu.eg/pdfs/Data%20Protection%20Policy.pdf


Article (2)

It aims to provide medical care with the treatment system hereafter. The University Council may make appropriate adjustments to the treatment system and regulations if necessary.

Article (3)

➢ Any medical case among the BUE academic and administrative staff shall be examined first by the physician of the university clinic, if the physician perceives that there is a need to examine the case by a higher degree (a more precise specialization), the clinic of the university will transfer the case to the required specialization in one of the hospitals that the BUE is dealing with (a list of hospitals, laboratories and radiation centers is attached).

➢ If an accident or emergency occurs, the case (the employee) has go to the nearest hospital for instant examination, then the employee will reimbursed upon submitting the receipts .

➢ In cases of chronic diseases, the university covers monthly treatment up to a maximum amount of 2,000 Egyptian pounds per month (only two thousand Egyptian pounds).

➢ In case of physiotherapy, the university will cover 24 sessions during the academic year, depending on the needs of patient with maximum amount up to 5000 Egyptian pounds (only five thousand Egyptian pounds).

➢ In the case of a medical examination outside the places that the BUE deals with (i.e. employee’s own physician), the university clinic has to approve the receipts value first then the employee will be reimbursed in accordance with the rules of the medical regulations of the university. The reimbursement will be equivalent to the prices of the International Medical Center (IMC)or with the actual receipts value, whichever is lesser.

➢ Excessive costs, examinations, and test which are not linked to the medical case will be submitted to the medical advisor of the University for his Advice.

Article (4)

Cases that are not covered by the university.

➢ All Kinds of Plastic surgeries.

➢ Dermatology (cosmesis) and also all ointments and creams for hair and body.

➢ Treatment of infertility or masculine diseases related to reproduction and its required laboratory tests.

➢ Pregnancy, labour and contraceptives and all the required tests or tests related to pregnancy and reproduction.

➢ The university covers the cost of one glasses every three years with a maximum amount of 2500 Egyptian pounds (only two thousand five hundred Egyptian Pounds).

➢ Lenses and correction of vision.

➢ Cosmetic and Prosthetic dentistry.

➢ Nutrition and bariatric surgeries.


Article (5)

Every academic and administrative staff member can benefit from the reduced prices of the university in some of the hospitals, laboratories or radiation centers for the treatment of family members, using the university's ID card.( please refer to the BUE clinic to know the list of hospitals )

Article (6)

Treatment of oncological diseases and major operations requires prior approval.

Article (7)

Medical coverage for foreign staff and their families (according to their contracts) is carried out within the Arab Republic of Egypt at the International Medical Center (IMC).

3- Discounts for BUE staff: The Human Resources department have got some deals/ discounts for the

BUE by which the staff can have discounts for themselves and their families in the below places using their BUE ID card:

Benefit type

Name of the Institution

The Agreement Summary Validity and renewal date

Bank EG Bank

* Credit cards: 57 days grace period and 20% discount on 3 rides monthly at Careem DBR: 35% of net monthly salary * Loans: (10.57% flat rate and 19.25% reducing rate) – amount reach to 1 Million EGP.

Valid till Further Notice

Nursery Under 5 * Full time 3600 instead of 4200 EGP * Part time 3000 instead of 3600 EGP


Travel Agency

Misk Travel

* Prices are special and confidential to BUE Egypt only and to deduct 500 EGP per person as Discount Voucher for Employees and Students from all the packages plus facilitating the mode of payment to be to be 50 % as a first down payment before travelling and the rest to be installed on 3 months starting from arrival date



Bank

Arab African International Bank

AAIB

* Credit cards: 55 days grace period. * up to 90% of your monthly salary with the advance salary program with zero interest rate. * Q-Pay - merchant wallet


GYM Your Gym

For Ladies (Gym/ Physical fitness Center) in New Cairo and Nasr City. Nasr City: Annual 4000 instead of 6500 6 Months 3000 instead of 4000 3 Months 2500 instead of 3000 1 Month 1000 New Cairo: Annual 6000 instead of 12000 6 Months 4500 instead of 7500 3 Months 3500 instead of 5000 1 Month 1500


Benefit type



Bank ABC Bank

* Credit cards: 53 days’ grace period without interest on your purchases. * Pay your purchases on installments from any stores without interest for period from 3 months till 24 months. * Offers and discount on purchases from many stores, hotels and restaurants. * Ability to pay your credit card from any Fawry ATM stores. * If 10 staff members issued Credit cards à 50% of the fees can be refunded. * If 20 staff members issued credit cards à 100% of the fees can be refunded.

Valid till Further Notification


Benefit type



Restaurant El-Hadra restaurant

* In front of Intercontinental City Stars – Nasr city. * enjoy 10% discount on the total cheque and a free oriental tea pot with your family or friends. * All you have to do is just to show them your BUE ID card.


Application EFG HERMES - VALU

* Application that you can install on your mobile and can accordingly shop from many places and pay the amount of any item on installments. * Some places offer installments without interest in general and some places without interest only for limited time. * for those who are interested please call Mr. Hisham on 01064556145


Health & Safety • Health and Safety policy (please refer to BUE website: Resources/ Administrative departments/

Human resources)

BUE FULL TIME STAFF INDUCTION

**You can find a Video for Staff Induction on the HRM System

➢ 1st Day Enrolment Process • Receiving work and signing contract at recruitment office

• Issuing swiping card

• Creating BUE email

• Opening payroll bank account

• Completing hiring process documents (i.e. Signing SI form 1 & other related documents)

• Signing contract (in case of completing all required hiring documents) v

➢ HR Process Hiring Forms • Staff induction checklist

• Personal development plan

• Probation monitoring


➢ HR Post Hiring Procedures

• Email account

o Staff members have to sign on IT form to create a BUE e-mail account. This form is

signed at the Faculty administrator’s office in any faculty or the administrative

department. It also should be signed by the faculty dean or head of department then

sent to the IT department

• Bank Account

o After receiving work, the staff member should open an account in the Commercial

International Bank (CIB) or Arab African International Bank (AAIB) then, s/he should

give a copy of the account number to Mr. Ibrahim Ghanim in the finance department

so as to be able to transfer the monthly salary to the Bank.

• BUE’S Staffing Policies and procedures

o Any updates for BUE’s staffing policies and procedures, as specified on the HR website

(http://www.bue.edu.eg) by following these steps: Resources , Administrative

Department then Human Resources

• Work permit for international staff

o Work permits are discussed one to one because it differs from one to another

➢ HR Services

• HR letter

o To request an HR letter, the staff member should send an e-mail to

[email protected] mentioning the place the letter to be addressed to, if the letter

should include salary or not and in which language. If the letter will be addressed to an

embassy, the staff member should write his/her name exactly as it is written in his/her

passport. Also the staff member can add in his/her email any extra details that s/he

wants to be included in the HR letter.

o Normally the HR letter takes two working days to be issued, signed & stamped, and

once it is done an e-mail is sent to the staff member to go and receive the letter from

the compensation and benefits office.

• Change national ID:

o For socially insured staff members, they can go to Mr. Mohamed Ayoub

([email protected]) in the personnel office and he will issue a letter to be

addressed to the social insurance office , then the staff member will take it & stamp

the form from the social insurance office.

http://www.bue.edu.eg/




• Borrow a hiring document from employee file:

o Staff member can Send an e-mail to Ms. Farah Roushdy ([email protected]),

copying the dean or the Head of administrative department, with the required

document, then s/he can go to the personnel office on the same day after 3:00 pm to

have the requested document.

➢ HRM • Link: hrm.bue.edu.eg

• HRM is a HR system developed by BUE Software Developers, it covers attendance,

Performance Management systems and employee data update.

• Regarding attendance, HRM system enables staff to request a leave, check their attendance

records, status for their requested leaves and leave balance

• Attendance of all staff is recorded automatically by using the swiping cards

• All the Academic, Administrative and Support Staff are required to sign in and out while

entering or exiting the university at any time using the swiping card

• In case the employee misses to sign in or sign out on a specific date, he/she will be

considered absent on that day.

• In case of forgetting to swipe in or out, staff member shall refer to his/her faculty’s admin

assistant to register missing attendance records manually on HRM (maximum by four

records per month).

• Regarding Performance Management; it includes the evaluation forms for all grades and

levels of BUE staff based on competencies & objectives. It also includes guidelines for both

the evaluators & the evaluated staff members.

• You can log into HRM system using your BUE email username and password.

• Regarding Employee data update; every staff member is requested to fill/ update his/her

full data.

➢ Swiping Card • Must be issued on the first working day.

• New hires shall receive their swiping card from HR department at the end of their first

working (room 203).

• Staff member shall send a ticket to web development team to activate HRM system account

through this link support.bue.edu.eg

• In case of losing the swiping card, staff member shall go to personnel office to receive a new

one after sending an email to [email protected]


https://hrm.bue.edu.eg/

https://support.bue.edu.eg/



BUE Attendance Policy

➢ Swiping Cards:

• Attendance of All Staff will be recorded automatically by using the swiping cards.

• All the Academic, Administrative and Support Staff are required to sign in and out while entering or exiting the University at any time using the swiping card.

• Attendance records will be monitored by the Deans or Head of Administrative Departments.

• Deans and Head of Administrative Departments are responsible for internal attendance regulations in their faculty /department.

• Any anomalous attendance record should be addressed by the relevant Head of Department or Dean as appropriate.

• Staff Members are responsible for their own automatic signature.

➢ Working Conditions / Hours:

• The University’s normal working hours is from 8:45 am to 4:15 pm, five days per week from Saturday to Thursday.

• Minimum time to sign in is 06:00 a.m. and maximum time to sign out is 12:30 a.m.

• In case of signing in after 10:00 a.m. or signing out before 02:00 p.m. the day will be considered as absence and will be deducted from the leave balance if he/she does not fulfil the three below attendance conditions.

➢ Attendance calculation conditions:

There are three conditions that must be fulfilled by staff members (Academic/ Admin) for their attendance records:

1- No. of days:

• All BUE staff (Academic & Administrative) should attend at least five working days per week.

• Academic staff Member who has approval for a research day should attend at least four working days per week.

2- Hours/ week:

• All BUE Staff (Academic & Administrative) should attend at least 35 hours per week. (Average 7 hrs * 5 days).

• Academic staff Member who has approval for a research day should attend at least 28 hours per week. (Average 7 hrs * 4 days).


3- Core Hours:

• All BUE staff (Academic & Administrative) should attend the core hours from 10:00 am till 02:00 pm in order to be calculated as attended day then he/she can compensate the missed hours on any other day during the same week.

➢ Extra Hours / Day Off / Official Holidays: ** After fulfilling the three conditions regarding the minimum number of days, the minimum hours required per week and also attending in the core hours. BUE staff member who works more than 30 hours per week for staff who work four days per week or 37.5 hours for staff who work five days per week will be eligible to: o Academic staff:

• Maximum extra time to be added to their lieu balance is:

o 1 day per week in case of working more than 7.5 hours

o 2 days per week in case of working more than 15 hours

• Extra time will not be added to their lieu balance in case it is less than half a day per week

o Administrative staff : • Extra time during normal working will be considered

as overtime after the approval of his/her HOD o Maximum extra time to be added to their lieu

balance is 1 day per week in case of working more than 7.5 hours

• Extra time will not be added to their lieu balance in case it is less than half a day per week

*Extra working hour*

Extra working hours after 5:00 pm must be approved by dean or HOD to be added to lieu balance.

In case of working on an official holiday, it will be calculated as follows:

* For academic staff: two days will be added to leave balance as lieu.

* For administrative staff: double wage of the day will be applied.


➢ Exceeding Balance penalty

** In case of exceeding leave balance without permission the following penalties will apply after a

notification from the Dean/ HOD:

• First day; the day will be deducted from staff’s salary in addition to quarter a day.

• Second day; the day will be deducted from staff’s salary in addition to half a day.

• Third day: the day will be deducted from staff’s salary in addition to one day.

• Fourth day; a legal action will be taken by the legal affairs office.

➢ Absence Without Notification:

** In case of Absence without permission the following penalties will apply after a notification from

the Dean/ HOD:

• First time; the day will be deducted from the annual balance and a warning will be sent to the staff member.

• Second time; the day will be deducted from the annual balance in addition to quarter a day will be deducted from the salary.

• Third time; the day will be deducted from the annual balance in addition to half a day will be deducted from the salary.

• Fourth time: the day will be deducted from the annual balance in addition to the whole day will be deducted from the salary.

• Fifth time; a legal action will be taken by the legal affairs office.

➢ Attendance Monitoring / reporting:

• In case the employee does not enter the automatic signature on a specific date, he/she will be considered absent on the day(s) in question.

• In case of forgetting to sign, attendance can be recorded on HRM system by authorized person for each faculty/department after the Dean’s/ HOD’s approval specifying the correct entry/exit time on a specific date maximum by four times per month. The Human resources department will no longer be responsible for recording attendance records for staff who forgot to sign on HRM system.


• Human Resources Department will follow up on repeated absence and will be reported on monthly basis to the employees’ head of department/Dean and the senior management for appropriate action.

➢ Annual leave:

• Any Annual Leave should be requested within five days from the leave’s start date and it should be approved from the HOD / Dean within five days from the request date.

• If the leave is not considered as approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

➢ Research Leave:

• Academic Staff Members (except Deans, Vice deans & HODs) can take a weekly research day leave as per approval from the relevant dean.

• Teaching Assistants can take a weekly research day leave as per a primary approval at the beginning of each academic year from the relevant dean and a final approval from vice president for research & post graduate studies.

• Human Resources Department should receive within two weeks from the beginning of each Semester an accumulated report from each faculty a list with the names of staff who are eligible for research leave.

• Research day is not applicable during annual leaves and times of exams for all academic staff who are entitled a weekly research day. (i.e. In case staff member consumed one week as annual leave, this week will be counted as five days instead of four days).

➢ Late Arrivals and early leaves:

• All BUE Full Time staff (Academic & Administrative) shall be permitted to arrive late or depart early by up to maximum of two hours and half from normal working hours (i.e. till 11:15 am for late arrival & starting from 01:45 pm for early leave) without deduction from annual balance or the salary for a maximum of two occurrences per month subject to the approval by their line manager/ Dean.

• Early leave and late arrival leaves should be approved within five days from the request date, if it is not approved during this period, the leave will be automatically approved by the system.

• The leave can be requested within five days from the leave’s start date.


➢ Half day Annual Leave:

• Staff shall be permitted to apply for a half day’s annual leave on a given day.

• Staff who will request a morning half day shall be permitted to arrive maximum until 12:30 pm, staff who will request an evening half day shall be permitted to depart after 12:30 pm. Otherwise the whole day will be deducted from leave balance

• The leave can be requested within five days from the leave’s start date.

• Half Day leave should be approved within five days from the request date.

• If it is not considered approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

➢ Sick leave:

• A staff member can request a sick leave and submit the necessary documents to the clinic within ten days from his/her first day of absence. If the medical condition prevents submitting the leave within three days from absence, the staff member has to inform his/her line manager immediately by any means and his/her line manager shall inform the Human resources department in writing on the same day provided that the staff member shall request the leave & submit his/her medical report on the first day s/he returns to work. Otherwise it shall not be approved.

• The leave should be approved/rejected by the clinic within five days from the request date.

• If it is not considered approved or rejected by the BUE Clinic during this period, the leave will be automatically rejected by the system.

• Staff are permitted to apply for a half day sick leave on any day.

• Staff who will request a morning half sick day shall be permitted to arrive maximum until 12:30 pm. Staff who will request an evening half sick day shall be permitted to depart after 12:30 pm.

• Half sick day should be requested within five days and it shall be approved/rejected by the clinic within five days from the request date.

• The absence days will be deducted from staff member’s annual balance. If the clinic approves the sick leave, the deduction will be changed from the annual balance to the sick balance.


• If the clinic doesn’t approve the sick leave, the leave will be automatically rejected by the system and will be considered as annual leave to be deducted from the annual balance.

➢ Child care leave:

• Female staff members are eligible to Maternity leave for one hour daily as per the Egyptian labor Law rules & regulations.

• Female staff members can collect the hours and take one day per week instead of an hour each day except for academic staff who are given an approved research leave, they can only take it as one hour per day with the research leave.

• Staff member who will attend on her maternity leave, maternity hour/day will be added to her leave balance.

• Maternity day are not applicable during annual leaves. (i.e. In case staff member consumed one week as annual leave, this week will be counted as five days instead of four days).

** Any Sick or Maternity leave case not mentioned above, please refer to the Sick Leave Bylaw (Incorporating Maternity leave) on BUE website.

➢ University Business / Professional Development leave:

• University Business / Professional Development leaves will be divided into two types based on the duration of the leave.

• If the duration is less than or equal to ten days, any staff member can request it within five days from the leave's start date and it should be approved by the HOD/Dean within five days from the request date.

• If the duration of the leave is more than ten days, s/he should request it ten days before the leave's start date and it should be approved within seven days from the request date.

• Staff member can request a university business half morning leave and shall be permitted to arrive maximum until 12:30 pm.

• Staff member can request a university business half evening leave and shall be permitted to depart after 12:30 pm.

• University business half day shall be requested within five days from the leave’s start date and it shall be approved within five days from request date. If the leave is not approved during this period, the leave will be automatically rejected by the system.


➢ Unpaid leave:

• Unpaid leaves will be divided into two types based on the duration of the leave.

• If the duration is less than or equal to five days, any staff member can request it within five days from the leave's start date and it should be approved by the HOD/Dean within five days from the request date.

• If the duration of the leave is more than five days, s/he should request it ten days before the leave's start date and it should be approved within seven days from the request date.

• If the leave is not approved during this period, the leave will be automatically rejected by the system.

• Staff member is not allowed to request unpaid leave as long as s/he still has annual days

➢ Busses lateness leave:

• Staff shall be permitted to apply for a busses lateness leave on a given day if they arrived late because of busses delay or traffic jam.

• Staff who will request a busses lateness leave shall be permitted to arrive maximum until 10:45 am, otherwise the whole day will be deducted from leave balance

• The leave should be requested within five days from the leave’s start date and it should be approved from the HOD / Dean within five days from the request date.

• If it is not considered approved or rejected by the Dean/ HOD during this period, the leave will be automatically approved by the system.

• Staff members are entitled to request busses lateness leave up to 10 times per academic year

➢ Unpaid Study leave:

• Staff member shall be permitted to apply in written for an unpaid study leave.

• The leave will be registered on HRM manually by HR team based upon written approval from the Vice President for Research & post Graduate studies prior to the beginning of the academic year.


➢ Leave forms:

• All types of leaves should be submitted on the HRM System including annual leaves.

• In case of not approving leaves, the Administrative HOD or the Dean is required to state the reason for rejecting the leave to the Human Resources Department to follow the legal advice.

ID Leave Type Maximum time to request Available time to approve Auto

Approved

1

Annual /Late Arrive / Early Leave / Half-day Evening / Half-day Morning / Buses

lateness

5 Days from leave start date

5 Days from leave request date Yes

2 Sick 10 Days from leave start

date 5 Days from leave request date No

3

University Business / Professional Development /

University Business Half Morning / Evening Day / Sick Half-day Evening / Sick Half-day Morning / Unpaid Short

5 Days from leave start date

5 Days from leave request date No

4

University Business / Professional Development

(More than 10 days) / Unpaid Long

10 Days before leave start date

7 Days from leave request date No


BUE Sick Leave Policy

• Staff member is allowed to request 180 sick days per academic year as below:

o The first thirty days are paid

o There will be 25% deduction from the salary of each day (maximum for next 60 days)

o There will be 15% deduction from the salary of each day (maximum for next 90 days)

• BUE physicians are allowed to approve or amend sick leaves duration on HRM based upon:

o A medical report.

o BUE physicians’ decision if the employee goes to unaccredited authority or the case

does not require visiting a doctor

• In case sick leave is not approved by BUE physician on HRM system, absence days will be

deducted from the staff member’s annual leave balance

• If the medical condition prevents staff member from submitting the leave on HRM, staff

member has to inform his/her line manager immediately by any means and his/her line

manager shall inform the Human resources department in writing on the same day provided

that the staff member shall request the leave & submit his/her medical report on the first

day s/he returns to work, otherwise it shall not be approved


2120 – 20fficial Holidays 20O

The below table illustrates the Holidays for BUE Academic And Administration Staff

Date Description Remark

Tuesday, 6 October 2020 Armed Forces Day

Thursday, 29 of October 2020 Prophet Birth Day Tentative according to Islamic Calendar

Thursday, 24 December 2020 Till Saturday, 26 December 2020

Western Christmas , Boxing Day (for foreign staff only)

* For Foreign Staff only. * Western Christmas on 24/12 & 25/12 * Boxing day on 26/12

Friday, 1 January 2021 New Year

Thursday, 7 January 2021 Eastern Christmas Day

Tuesday, 19 January 2021 Epiphany Day For Coptic Staff Only

Monday, 25 January 2021 Revolution Day

Sunday, 4 April 2021 Western Easter for Foreign Staff only

Sunday, 25 April 2021 Palm Sunday & Sinai Liberation day

Palm Sunday for Coptic staff

Thursday, 29 April 2021 Maundy Thursday For Coptic Staff Only

Saturday, 1 May 2021 Labour Day

Sunday, 2 May 2021 Coptic/ Eastern Easter For Coptic Staff Only

Monday, 3 May 2021 Sham El - Nassim

Thursday, 13 May 2021 to Saturday, 15 May 2021

Eid El Fitr Tentative according to Islamic Calendar

Wednesday, 30 June 2021 Revolution Day

Monday, 19 July 2021 till Friday, 23 July 2021

Grand Feast ( Eid El Adha) Tentative according to Islamic Calendar

Friday 23 July 2021 Revolution Day

Tuesday,10 August 2021 Islamic New Year Tentative according to Islamic Calendar


Resignation Procedures

• In case of resignation, the resignation form should be submitted to the HR with two months’

notice period or as per your contract

• It should be signed by the faculty dean then BUE President

• Employee should visit HR department to sign social insurance form 6 and any other related

documents

• Clearance form should be signed by any leaving / resigned staff member from all the

concerned departments

• Employee should start getting the signatures on the last working day indicating the date of

signature for each department

• HR will be the last department to sign clearance from after being signed from all concerned

departments

• After finalizing clearance form from all concerned departments, kindly submit it to the HR

office in order to receive your hiring documents

• HR will not be able to send the payment settlement to finance department before finalizing

clearance form and receiving hiring document

Exit Interview Policy & Procedures Policy introduction: The University is seeking to monitor staff satisfaction levels with work. It is recognized that staff members who leave the University are in a position to provide valuable perspectives on their overall working experience at the University.

The purpose of this policy is to inform staff of the processes and procedures involved when participating in the Exit interview process. Application of Policy:

This policy applies to all Full Time (Egyptians & Expats) Academic, Admin and Support Staff in the University.


Procedures:

Staff members who are leaving the University are entitled to the exit interview. The results will be entirely confidential and will be used to monitor staff satisfaction with the working experience at BUE and identify key issues and ways in which the quality of the working experience might be improved for the benefit of the university as a whole and its intent to provide working life quality.

• On receipt of an approved resignation from the BUE President, The staff member will receive an email from the Human Resources Department with the date and time of the exit interview.

• The Human Resources Dep. will document the Exit Interview.

• The Head of Human Resources will undertake half yearly reviews and report to the BUE

President identifying key staff issues and possible ways in which the quality of working life at BUE might be improved.

• A report will be referred immediately to the BUE President if there is a significant matter.

• Confidentiality will be maintained with respect to all information collected via the Staff Exit

Interview.


Dress Code Policy Our dress code policy outlines the University’s expectations from Academic and administrative Staff regarding their appearance. The Policy’s guidelines are not meant to unreasonably restrict the freedom of expression that is conveyed through one’s attire. However, the way employees project themselves when they represent the University with visitors, students or other external parties can have direct consequences on how it is perceived. Therefore, they should be aware that appearance is seen as an integral part of the BUE culture and any inappropriateness could expose the university’s image and its reputation. Proper Attire Guidelines:

• All clothes must be clean and in good repair. Discernible rips, tears or holes will not be accepted.

• All clothes must be appropriate for the office. Clothes worn typically in workouts, outdoor activities or recreation ventures are not allowed

• All clothes must project professionalism. Clothes that are too revealing or inappropriate are prohibited.

• Employees should avoid clothes with stamps/slogans that might be perceived as offensive or inappropriate

• Proper formal attire must be worn during the working hours on weekdays, regardless of time

• Staff whose job duties require that they wear non-business attire in the workplace include, but are not limited to, physical education staff, coaches, Technicians, Site Engineers.

• In case of University events, formal meetings...etc., staff will be expected to come in complete formal attire.

Examples of unacceptable attire: For both academic & administrative staff, the following is considered as unacceptable attire:

• Shorts

• Miniskirts/ Short Skirts (e.g., skirts that are above knee length)

• Sweat(sports)suits / pants

• Transparent pants / skirts / Tops

• Sleeveless Shirts/ tops

• Clothes with offensive slogans or pictures, e.g., profanity and nude or semi-nude, pictures, offensive gestures, suggestive cartoons

• Flip Flops

• Crocs / plastic sandals

• Wrinkled, torn/ ripped, stained, dirty, faded, patched clothing or clothes with missing buttons are not appropriate.

• Very low cut neckline blouses / dresses.


Disciplinary Consequences If clothing fails to meet these standards, as determined by the Dean/Head of Department, the employee will be asked not to wear the inappropriate item to work again. If the problem persists, the employee will receive a verbal warning for the first offense. Progressive disciplinary action will be applied if dress code violations continue.

Acknowledgement “I hereby acknowledge receipt of the University Handbook. I certify that I have read and fully understand the rules and Procedures contained in it. I acknowledge my full responsibility to follow them faithfully in all respects.”

Documents

EMPLOYEE HANDBOOK FOR STAFF