Staff Handbook (2016/2017) - IDAP · PDF fileStaff Handbook (2016/2017) 2 ... the need may arise to amend, rescind, ... Increase the number of internship, service-learning,

Staff Handbook

(2016/2017)

American University of

Ras Al Khaimah

Version 1.0

Staff Handbook (2016/2017) 2

Table of Contents Welcome from the President ........................................................................................................................... 3 Introduction to the Staff .................................................................................................................................. 4 The University's Vision, Mission, Goals and Values .................................................................................... 6 University Organization and Governing Board .......................................................................................... 11 Staff Recruitment .......................................................................................................................................... 13 Terms and Conditions of Employment .......................................................................................................... 15 Probation and Confirmation of Employment ................................................................................................ 21 Relocation to the UAE ................................................................................................................................. 23 Remuneration ................................................................................................................................................ 25 Benefits ......................................................................................................................................................... 26 Leaves ........................................................................................................................................................... 30 Ending Service with AURAK ....................................................................................................................... 37 Re- Employment ........................................................................................................................................... 42 Evaluation of Staff ........................................................................................................................................ 43 Disciplinary Policy ........................................................................................................................................ 44 Release of Information Policy ....................................................................................................................... 46 Professional Development ............................................................................................................................ 47 Information Technology Policies ................................................................................................................. 48 The Saqr Library Information Resources and Services ................................................................................... 61 Other Policies, Procedures and Forms Relevant to Staff .............................................................................. 65 Administrator’s Teaching Policy .................................................................................................................. 65 Appendices .................................................................................................................................................... 67


Welcome from the President

Dear Staff Members:

Welcome to the American University of Ras Al Khaimah and thank you for being a part of

the AURAK family. I strongly believe that the focus of any great university is its students;

the faculty is its foundation and the staff its supporting pillar. Very little at the University

can be accomplished without your intellect, experience, help, continuous support and

commitment to AURAK's mission. Please know I value all that you bring to our campus,

and everything that you contribute to AURAK.

This Staff Handbook specifies the policies, procedures, roles and responsibilities for all

faculty and staff members as well as the rights and privileges each is accorded. As an

evolving document, this Handbook is reviewed throughout the year. If you have any

suggestions or questions regarding its contents, please refer them to the Vice President for

Academic Affairs or Vice President for Administrative Affairs. We depend on your

informed input and look forward to hearing from you. I hope you have a happy and

productive academic year at the American University of Ras Al Khaimah.

Thank you for all that you do.

Hassan Hamdan Al Alkim

President, American University of Ras Al Khaimah


Introduction to the Staff

The University places high value on its staff members and their development. Your colleagues

are pleased you have chosen to join us and look forward to your assistance in

making the American University of Ras Al Khaimah the institution of choice in the UAE

and the region. The administrative team is committed to providing high quality support

services to assist all the staff in adjusting to the University and to assure ongoing support for

personal and professional needs. The purpose of this Handbook is to outline the University

policies, procedures, terms and conditions of service most relevant to staff.

Disclaimer

The staff handbook cannot anticipate every circumstance or question about policies or

procedures. As the university continues to grow, the need may arise to amend, rescind, add or

supplement policies and procedures in the handbook. These changes will be made at the

University’s sole discretion and will be circulated to staff in a timely manner. Staffs are

responsible for keeping abreast of changes to the handbook. The most current iteration of

policies or procedures will be the one that stands and to which staff must adhere.

About the American University of Ras Al Khaimah

The University originated from the vision of His Highness Sheikh Saud Bin Saqr Al

Qassimi, Ruler of Ras Al Khaimah, who wanted to found a university based on the American

model that would serve the needs of community, the country, and the region. He wished to

provide high quality educational opportunities to students that emphasize a global outlook and

are also rooted in the region's context and culture. Consequently, The American University

of Ras Al Khaimah was established as an independent institution by Royal Decree in April

2009, and was accredited by the Ministry of Higher Education and Scientific Research on

August 1st, 2009.

Purpose and Philosophy of the American University of Ras Al Khaimah

The University is a place for exploring and building sustainable futures, a learning

community that combines student-centered teaching and discovery, promotes opportunities

for investigation and research, and builds meaningful partnerships with others to solve

the many challenges facing humankind.

Student growth and success and developing each individual's capacity for excellence serves as

the underlying purpose of the University. AURAK is committed to creating a climate that

motivates all students to achieve their potential. Similarly, AURAK is dedicated to developing

the inherent capabilities of employees so they may become highly skilled, knowledgeable

professionals who can achieve the mission and vision of AURAK.

The University values and promotes open dialogue to enhance learning and understanding


among individuals and cultures, and creates environments that stimulate innovation,

entrepreneurship, creativity, problem-solving, and critical thinking skills. AURAK values and

supports change, self-examination, and assessment for continuous quality enhancement.


The University's Vision, Mission, Goals and Values

Vision

The American University of Ras Al Khaimah (AURAK) will be a leading institution of

higher education through the impact of its education and research on the region.

Mission

The American University of Ras Al Khaimah (AURAK) is an independent, public, state-owned,

non-profit, coeducational institution that offers undergraduate and graduate degrees. AURAK is

an institution of higher education that provides comprehensive academic programs based on the

North American model and the cultural characteristics of the gulf region. Its undergraduate

programs combine a strong grounding in the major subject with a broad general education, and

its graduate programs prepare students for the demands of professional life.

AURAK is committed to the highest standards of teaching, research, ethics, and service to the

community, and its graduates are prepared to be knowledgeable, thoughtful, creative, and

responsible individuals.

Values People

To create a student learning environment that develops social and cultural understanding

for individual growth and concern for others; to build skills of independence, self-direction,

critical and reflective thinking, innovation, and entrepreneurship; to recruit high quality faculty

and staff by capitalizing on and recognizing their contributions.

Quality

To offer high quality academic and professional programs that build mastery and commitment to life-long learning.

Scholarship and Research To advance knowledge through discovery, dissemination, and application.

Cultural Authenticity To serve as a center for cultural dialogue and understanding, promoting cultural heritage, and as a community resource for language development.

Engagement

To enable students, faculty, and staff to contribute to the solution of local, regional, and


global problems, and offer opportunities to engage with the community; to maintain partnerships with schools, higher education institutions, local and regional governments, business, and industry.

Improvement and Productivity To seek continuous improvement through reflection, assessment, and quality enhancement, setting and rewarding high standards and being proactive, efficient, and effective within the context of high quality.

Academic Freedom To create an environment of open, critical thought, enquiry, and exchange of ideas, of tolerance for divergent views and beliefs.

Integrity

To maintain the highest standards of integrity and instill those standards as an important

value for sustaining humankind.

Enterprising To value innovation and entrepreneurship in teaching, research, service, and other enterprises.

Global To promote multicultural understanding, knowledge, and citizenship to enhance world peace and prosperity for a sustainable future.

Strategic Plan – Goals and Objectives Goal 1 Develop innovative, challenging and high quality academic programs that are relevant, demand-driven and set the University at the forefront of education in the UAE and the region.

Objectives:

1. Develop and promote at least three new undergraduate programs and two new graduate programs, new areas of emphasis within existing programs and additional

certificate programs that are demand driven in the UAE and the region and that expand the range of the university’s offerings.

2. Attract, retain and nurture a strong faculty that is recognized for excellent teaching,

scholarship, and creative activity. 3. Improve technology for teaching and learning in all campus facilities. 4. Maintain effective preparatory programs.

5. Increase the student body by expanding student recruitment and success. 6. Ensure adequate campus facilities and infrastructure development for the growing

university.


Goal 2 Build a learning environment that focuses on students, promotes advanced critical thinking skills, fosters creativity, and instills a commitment to lifelong learning.

Objectives: 1. Continuously improve the quality of library collections, services, and facilities. 2. Promote opportunities for undergraduate students to develop research expertise.

3. Increase the number of programs in the continuing education department.

4. Improve technology for teaching and learning in all campus facilities.

5. Provide the infrastructure and tools required to sustain academic success.

Goal 3 Create an environment that values diversity, promotes cultural understanding and fosters civic responsibility.

Objectives: 1. Increase broad-based community support for student life and learning. 2. Develop student-leaders.

3. Develop, implement, and promote opportunities for students’ appreciation and

analysis of diversity and multiculturalism.

4. Engage student in civic activities.

Goal 4 Maintain a student life program that focuses on students’ needs, one that renders them capable of adapting professionally to multicultural, global environments and of becoming responsible citizens.

Objectives: 1. Enhance the quality of student life. 2. Support students’ successful transition from high school to university.

3. Improve the quality of advising and counseling.

4. Develop and improve greater integration between the academic and co-curricular

activities that promote leadership, volunteerism, and social responsibility.

5. Develop partnerships with campus activity units at other universities and opportunities

for student life involvement in off campus services

6. Promote an atmosphere that is conducive to creating an appreciation, understanding,

and acceptance of cultural, ideological, and individual differences and lifestyles

regardless of physical abilities, race, ethnicity, religion, age, gender.


Goal 5 Support and promote the personal and professional development of faculty and staff to realize their potential and contribute to the mission of the University.

Objectives: 1. Recruit and retain high quality faculty and staff by identifying the market and

competition, ensuring equity with salary and benefits, and providing a supportive

environment through professional development opportunities.

2. Create a comprehensive Faculty Development Program grounded in curriculum and

scholarship that prepares faculty to engage the student intellectually and pedagogically

and to advance learning in a competitive, global environment.

3. Develop self- and peer- evaluation systems on teaching effectiveness for faculty.

4. Promote excellence in teaching among faculty. 5. Develop a performance appraisal system with a focus on setting goals and objectives.

Goal 6 Establish linkages and liaisons with regional and international businesses and educational institutions to meet mutually beneficial needs and respond to emerging trends.

Objectives: 1. Develop relationships with educational institutions. 2. Develop relationships with local and international business communities, state agencies,

and civic organizations.

3. Increase the number of internship, service-learning, and other experiential opportunities.

4. Develop and implement comprehensive fund-raising strategies for activities with

individuals, corporations and businesses to secure enough support for the university.

5. To build relationships with potential and current donors, including alumni, community

members, and local, regional and international organizations.

Goal 7

Develop the capacity to advance knowledge and create sustainable environments through relevant research that serves the Ras Al Khaimah Emirate, the greater region, and the world.

Objectives: 1. Promote through research and other means environmentally sustainable processes and

reasonable development that foster livable communities and healthy environments. 2. Provide expertise to local and regional planning and development authorities to

promote environmental stability and integrity.

3. Develop and offer continuing education programs that lead to environmental

sustainability.


Goal 8

Develop and maintain a quality assurance and institutional effectiveness system that engages the University in ongoing, integrated, institution-wide research based activities which result in the improvement of institutional quality and demonstrate the effective accomplishment of the University's mission through its Strategic Goals.

Objectives: 1. Establish a continuous quality improvement process that measures outcomes against

stated program objectives. 2. Maintain a high standard of institutional excellence through its comprehensive,

integrated institutional effectiveness system.

3. Strengthen existing programs by ongoing assessment of learning outcomes and the

strategic allocation of resources.

4. Create, maintain, and develop an effective assessment process.

5. Develop and maintain a system of tracking and monitoring assessment and

accreditation activities.

6. Acquire international accreditation for the university and all relevant degree programs.

Goal 9

Promote dynamic professional development for clients and community service to meet the needs of business, government, and schools in Ras Al Khaimah and the Emirati community.

Objectives: 1. Expand opportunities for the community and University interaction.

2. Develop outreach activities to sustain growth and to ensure continued viability of

its programs.

3. Collaborate with community stakeholders, academic institutions, and service sectors to

address community needs.

4. Provide support and educational consultation to local school districts and families.

5. Improve the visibility and role of educational outreach programs within the RAK

community and in the UAE.


University Organization and Governing Board

Board of Trustees

Mr. Mohammad Hassan Omran

(Chairman)

Chairman and Chancellor of the Higher Colleges of

Technology.

Prof. Abdel Rahman Sultan Al

Sharhan

(Member)

Professor of Geology, Faculty of Science at UAE

University and a Consultant for Petroleum Geology of

the Middle East and North Africa.

Dr. Mohamed Abdullatif Khalifa

(Member)

Secretary-General of the Executive Council of the

Emirate of Ras Al-Khaimah, Managing Director for

Sheikh Saud Bin Saqr Al Qasimi Foundation for

Policy Research, the Director for Sheikh Saqr Program

for Government Excellence, and the Director for Civil

Service Department, RAK Government

Former academic experience includes:

Associate Professor of Business Administration

Dr. Naceur Jabnoun

(Member)

Senior Consultant at the Sheikh Saqr Program for

Government Excellence

Associate Professor, former Head of Department of

Business & Public Administration, University of

Sharjah, UAE.

Dr. Ateeq Abdul Aziz Jaka Al

Mansouri

(Member)

Director of the UAEU Center for Public Policy and

Leadership, and Associate Professor of Public

Administration in the Department of Political Science

at United Arab Emirates University (UAEU)

Dr. Nedal Al Teneiji

(Member)

General Director of Zayed House for Islamic Culture,

Abu Dhabi Government.

Prof. Hassan Hamdan Al Alkim

(Ex-Officio Member)

President, American University of Ras Al Khaimah

Staff Handbook (2016/2017)

12

Organization of the University Administration


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Staff Recruitment

Requests for Recruitment

- Requests to recruit employees shall be initiated by respective Department Heads in accordance

with the approved manpower plan. Such requests shall be made utilizing the Resource

Requisition Form (RRF) (Appendix A). The RRF must include

Job Description (standard JD template provided by HR)

Organizational Chart showing the vacant position

- For administrative staff hiring; the Resource Requisition Form should be signed by the Hiring

Manager, the Head of Human Resources, the Head of Finance, the Vice President of the

Division the vacancy belongs to, the Vice President of Administrative Affairs, and final

approval and signature by the President.

- Requests for Manpower not budgeted shall be accompanied by a justification of such

requirement attached to the Resource Requisition Form (RRF). The justification shall be

prepared by the line manager requesting the Manpower and approved by the president, before

being forwarded to the HR department for processing.

Employment of UAE Nationals

AURAK will provide employment opportunities as a matter of priority to UAE Nationals who have

appropriate qualifications, skills and experience.

Advertising the Position

HR works with the Hiring Manager to prepare advertising and coordinate recruitment efforts via the

appropriate channels, such as CV data bank, referral, AURAK website, recruitment portals,

newspapers, and regional and/or national agencies if necessary

Selection (Administrative Staff)

a. The optimum sourcing method for a particular vacancy will be recommended by the HR

Department.

b. If the vacancy’s grade is four or above then the hiring manager together with the HR

department shall shortlist at least 3 final candidates. The shortlisted candidates will be

interviewed by the Staff Recruitment Committee (the Hiring Manager is part of this

interview) using the Staffing Assessment for Recruitment & Selection Form. Final

selection decisions have to be approved by the committee.


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c. If the position is between grades 5-9, then candidates should be interviewed by the hiring

manager in addition to the HR department using the Staffing Assessment for Recruitment &

Selection Form (Appendix B). The Vice President for Administrative Affairs reserves the

right to attend these interviews.

d. When applicable, the Human Resources Department shall arrange for any required skills or

technical tests to be administered to candidates before introducing him to the Hiring Manager

for the required official interview.

e. Due to visa rules and regulations. No employee can commence work without having a valid

employment visa sponsored by AURAK.

Employment Categories

Full Time Senior Administrators: Typically serve in executive level leadership positions such as

Presidents and Vice Presidents.

Full Time Administrators: Typically serve in managerial positions. They manage a department or

an office and usually report directly to a member of the Senior Administrators.

Full Time Staff: Employees who regularly work a minimum of forty (40) hours per week; they are

monthly- paid staff filling approved, budgeted positions. Regular full-time employees are eligible for

University benefits.

Part Time or Temporary Employees: Employees who are scheduled to work fewer than forty (40)

hours per week, they work on contractual basis and are not paid through AURAK’s payroll system.

They are not eligible for University benefits.


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Terms and Conditions of Employment

Expectations of AURAK Employees

Employees are expected to perform all of their assigned duties satisfactorily, to respect and abide

by the Obligations of the Employee as set out in their contracts, and to adhere to the Professional

Code of Conduct as outlined in the Policies and Procedures Manual. Employees should also

take care of University property and respect and honor the local culture, fellow employees,

students, and any others with whom contact is made while carrying out University-related

duties. Any act that violates these expectations or in any way damages the image or standing

of the University may lead to corrective action. All employees are governed under Article 120

of the UAE Labor law, shown in Appendix C.

Confidentiality

AURAK employees are expected to respect and guard all information related to their

employment. This entails keeping operationally-sensitive information regarding personnel and

other documents of the University confidential and ensuring that other confidential information is

not divulged to any third party without the express permission of an authorized University

official. All employees are obliged to adhere to the confidentiality clause while they are employed

by the University and after they leave the University (Appendix D)

Code of Ethics

The American University of Ras Al Khaimah policy on Code of Ethics requires that all

employees of the institution, and the members of the Board of Trustee, will perform their duties

and conduct themselves in an ethical manner. Accountability related to the Code of Ethics will

follow all applicable provisions of legal codes, policies, procedures, regulations, or

interpretations of the Ras Al Khaimah Emirate laws and UAE Federal laws. Non adherence to the

provisions of the legal statute may result in personal liability and other negative consequences as

described in such documents.

The University shall provide all new hires and newly elected or appointed public officials to serve

the University with a publication describing the general application of the Code of Ethics.

Where there are conflicts or inconsistencies in the interpretation of this policy and related

procedures the Ras Al Khaimah Emirate laws and the UAE Federal laws will prevail.


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Code of Ethics Guidelines

All employees, legal representatives or authorized agents of AURAK shall uphold the

University’s Code of Ethics as set out below:

a. Accept and commit to executing their duties and responsibilities as described in their

contract/agreement with AURAK in a manner that upholds all ethical statements

constituting this Code of Ethics;

b. Conduct all business of the University based on the Mission of the University;

c. Safeguard their ability to make objective, fair, and impartial decisions by adhering to

the policies and procedures set forth in their contract/agreement;

d. Bring about desired changes through legal and ethical procedures, upholding and enforcing

all applicable laws, statutes, regulations, and court decisions pertaining to the University;

e. Refrain from soliciting, accepting, or agreeing to accept gifts, loans, gratuities, discounts,

favors, hospitality, or services from any person, association, or corporation under

circumstances from which it could reasonably be inferred that a major purpose of the

donor is to influence the AURAK employee, legal representative or contracted agent in

the execution of his/her official duties in the past, present or future;

f. Refrain from engaging in any conduct which is unbecoming of an associate or contracted

agent, constitutes a breach of public trust or may compromise the operation of AURAK;

g. Refrain from using any information imparted to him/her confidentially in the

performance of his/her duties as a means for making private profit;

h. Maintain the highest level of personal honesty and integrity in all matters related to

the business of AURAK, including relationships and interactions with fellow AURAK

personnel;

i. Avoid even the appearance of a conflict of interest in an effort to ensure that his/her

official actions are not motivated by private or personal interests.

Conflict of Interest

Rationale

Typically, individuals employed in government agencies are subject to the laws governing ethical

behaviors and are subject to the consequences of violating such laws. Employees of the American

University of Ras Al Khaimah, a government owned entity, shall be subject to upholding any

such laws and any penalties or negative action which may result from such violation. In addition,

employees, legal representatives or contracted agents of the University are subject to the

University Code of Ethics and Conflict of Interest. These documents provide details of expected


17

behaviors of employees, legal representatives and/or contracted agents that are intended to protect

the University from any external influence and to ensure the University operates in keeping with

the values of integrity, excellence, accountability, and respect. Any violations thereof shall be

investigated and appropriate action taken in keeping with the AURAK Dismissal Policy and

Procedure. Consequently, all employees, legal representatives and/or shall review and declare

their acceptance of these policies in writing.

In accordance with the policy, employees will be made aware of common conflict situations,

expectations set forth by the University regarding the avoidance of conflicts of interest, and

mandatory processes required for disclosing potential conflicts of interest.

Conflict of Interest Policy

It is the policy of the American University of Ras Al Khaimah that all University employees take

steps to avoid conflict of interest or the appearance of conflict of interest between their financial

or other personal interests and those of the University as they perform their duties on behalf of the

university towards achieving its missions and goals.

Conflict of Interest Guidelines

The faculty, staff, and administrators at the American University of Ras Al Khaimah are aware of

their responsibilities towards conducting themselves in an objective manner while performing

their duties on behalf of the University. To that end, it is important that the University and its

employees provide safeguard against conflicts of interest. Employees must carry out their

University duties and utilize University resources only to achieve the mission and goals of the

University. As such, they shall not use their positions at or experience from the University and

improperly influence courses of actions that may lead to personal gain for them, their family

members, or their friends.

In accordance with the Conflict of Interest policy at the American University of Ras Al Khaimah,

employees are expected to adhere to the following:

Identification of Conflict of Interest

An employee, legal representative or contracted agent shall be considered to have a conflict

of interest if he or she has existing or potential interests, financial or otherwise, that impair

or reasonably appear to impair his or her ability to provide independent, objective and

unbiased judgment in carrying out his or her responsibilities to AURAK. Additionally, an

employee, legal representative or contracted agent shall be considered to have a conflict of

interest if he or she is aware that a family member has interests, financial or otherwise, that

would impair or appear to impair the an employee, legal representative or contracted

agent’s unbiased judgment. For purposes of this stipulation, a family member is defined as

a parent, child, sibling or spouse. Additionally, any other relative residing in the same

household is also classified as a family member.


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The University Code of Ethics clearly identifies actions that violate an employee, legal

representative or contracted agent’s behavior and present a conflict of interest.

Disclosure

An employee, legal representative or contracted agent shall declare any conflict or potential

conflict of interest concerning a matter that arises, and remove himself/herself from

the deliberations and decision of said item. The individual with such a conflict shall

complete and submit a Conflict of Interest Form to the appropriate University

administrator who shall note the conflict of interest and act to ensure the conflict of

interest does not interfere with decision(s) to be made. If the conflict of interest becomes

evident during the execution of duties, responsibilities or contracted services, the affected

individual shall immediately remove himself/herself from the deliberations and the related

decision.

Any employee, legal representative or contracted agent who is unsure as to whether or not

a conflict may exist in any matter shall request that the University take appropriate action to

resolve the existence of any such conflict.

Documented disclosure that a conflict has been identified shall be signed by the affected

individual and retained as part of University documentation.

Noncompliance

In congruence with the policy, employees are required to disclose potential conflicts of

interest in writing and obtain advance approval prior to initiating or engaging in any

activities on behalf of the University. Failure to do so may result in disciplinary action

by the University up to and including termination.

Refrain from any information imparted to him/her confidentially in the performance of

his/her duties as a means for making private profit.

Maintain the highest level of personal honesty and integrity in all matters related to the

business of AURAK, including relationships and interactions with fellow AURAK

personnel;

Avoid even the appearance of a conflict of interest in an effort to ensure that his/her

official actions are not motivated by private or personal interests.


19

Academic Freedom and Civil Liberties

A major responsibility of a university is the critical examination of ideas and institutions. It is

essential that Faculty members have the right to express their views responsibly without fear of

censorship or penalty. The University defines academic freedom as: the right to unrestricted

exposition of subjects (including controversial questions) within one‘s field, both on and off

campus, in a professionally responsible manner, and the right to unrestricted scholarly research

and publication in a professionally responsible manner within the limits imposed by the

acknowledgment of teaching as a faculty member‘s obligation and the limits imposed by the

resources of the institution.

The University is fully aware that in addition to academic freedom faculty members must

enjoy the same civil liberties as other citizens. In the exercise of their civil liberties, faculty

members have an obligation to make clear that they are not representing the AURAK or its

Board. Without appropriate approval all faculty members must avoid any action which

appears or purports to commit the institution to a position on any issue. Faculty members are

also obliged to respect the religion, laws, culture and customs of the UAE and are expected to

follow the employee code of conduct.

Employment Contract

The Terms and Conditions of Service form the basis for the contract. An employment contract

includes details regarding but not limited to the following:

- Term of appointment

- Position title

- Employee obligations

- Basic salary and benefits.

The official date of employment is stated in the contract. This date is used for

calculating benefits or deductions required to be paid or refunded and is used to confirm

the length of service, leave entitlement, annual salary adjustments, gratuity, and repatriation

benefits. In some cases an employee officially commences his service after the stated date in

the employment contract; in these cases the date the employee officially commenced duty as

recorded in the joining report is the official date used to calculate benefits, length of service,

leave entitlement, etc.

Each employee is responsible for ensuring that the date of employment is accurately recorded

in all relevant documents. Any discrepancy should be reported to the HR Department. A

sample copy of a contract is Appendix E.


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Personnel File

Each employee has an official personnel file currently housed in the HR Department, which

includes the following documents, among others:

Employee ID number, Department, Section, Location

Absence and leave records

Employment contract

Joining Report

Employment Confirmation (Successful Probation Letter)

Signed Professional Code of Conduct

Signed Confidentiality Agreement

Signed Conflict of Interest

Job Description

Ministry of Higher Education approval and required documents copies

Signed Offer letter

Recruitment Documents

Request Requisition Form (RRF)

Performance Appraisal

All letters issued regarding this employee (e.g. promotion, salary increase,

warnings etc.)

Copy of the ID card and passport and visa page

Photo

Medical Insurance (card copy & claims documents)

Medical examination report

Police clearance

Employee Information Forms (Personal Details & Bank Details)

Employee's curriculum vitae

Academic degree and degree verification Statement (if relevant)

Experience certificates (Previous Employment)

Copies of all academic and professional qualifications

Certificate of Trainings / Conference Attended

Access to the file is restricted to the employee, the custodian of the file (the HR Manager), the

Vice President for Administrative Affairs, and President. No document in the file may be

duplicated without the expressed consent of the employee. A log is maintained of those

accessing the file, which may not be removed from the Office of Administration.


21

Job Title and Job Description

Each position at AURAK has a job title and a job description. Job descriptions, available from

the HR Department, provide an overview of the general duties and responsibilities of positions.

Job descriptions are reviewed and updated annually to ensure their currency and the evolution of

the university. Job descriptions form the basis of the development of an employee's goals and

objectives and performance-related reviews every three years. They are referenced when

decisions are made regarding probation, promotion, demotion, transfer, merit award, retention or

dismissal or other salary-related issues. Employees should ensure the relevance of their job

description and are responsible for reporting any discrepancies to their supervisor.

Probation and Confirmation of Employment

- All new employees are subject to a probationary period of six (6) months.

- The probationary period for all employees will commence on the first day of their

duty commencement. (joining report)

- Where an employee successfully completes the probation period, the time spent shall be

included towards his period of service and End of Service Benefits (EOSB).

- Termination of employment, without notice, during the probation period shall apply to

both employer and employee.

- General leave of absence with/without pay is not permitted during the probation

period unless for very emergency reasons and sick leave for not more than three (3)

working days throughout the probation period.

- Should an employee’s contract be terminated during the probation period, the

University shall have an obligation to pay the employee dues accrued to date on a pro-

rata basis and, if applicable, provide a repatriation ticket.

- If an employee resigns during the probation period, he is required to repay the

university all expenses incurred such as those for visas and relocation costs, and

advances on salary or housing allowance, etc.

Confirmation/Non-confirmation of employment

At the end of the probationary period, a report concerning the employee’s performance

is prepared by respective supervisors or their line manager. Then report is forwarded to

HR Department to confirm the employment or termination of the employee and update the

records and payroll system. Unless notified otherwise by the line manager, HR Department

shall consider probation successful after the end of the probation period. (Appendix F Probation

and Evaluation Form)


22

Location and Hours of Work

The working location for all AURAK employees is the University campus Ras Al Khaimah.

It is the responsibility of the administration of the University to ensure that each employee has a

dedicated work station conducive to engaging in the work required. It is the responsibility of each

employee to respect their allocated work station and those of other faculty and staff members.

The normal working days at the University are Sunday through Thursday, and All

Administrative Offices shall be open from 8:00 am through 6:00 pm. Staff have the following

options, which they are expected to work out with their supervisor's approval:

- Option 1: 8:00 to 5:00, with 1 hour lunch break

- Option 2: 8:00 to 4:00, without lunch break

- Option 3: 9:00 to 6:00, with 1 hour lunch break



Offices are expected to be open continuously between 8:00 am and 6:00 pm, and office managers

are expected to coordinate staff hours and lunch hours accordingly. These hours are subject to

change if deemed necessary to ensure the efficient operation of AURAK. Faculty are governed

by their teaching load.


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Relocation to the UAE

At the discretion of the AURAK management, relocation benefits may be extended to

employees hired from outside the UAE.

Air Fare

Upon joining AURAK, staff members recruited from outside the UAE may be eligible for a one

way ticket from their country of residence.

Excess Baggage

AURAK may reimburse an excess baggage allowance of 40 kg or equivalent with a maximum

cap of AED 2000/- to be availed within 3 months of the joining date. Official receipts are

required for reimbursement.

Hotel Accommodation

On arrival in Ras Al Khaimah, the University may provide hotel accommodation for a

maximum period of ten days for the employee if housing has not been secured. During the

employee’s hotel stay, the accommodation allowance is not payable.

With the assistance of the HR Manager the employee is expected to locate and

secure accommodation within these ten days. To extend the hotel stay beyond the allotted ten

days, the employee must obtain prior approval of the Vice President for Administrative

Affairs. If approved, fifty percent of the cost of the hotel accommodation is paid by the

University for an additional 10 days. Beyond that time, hotel costs are the responsibility of the

employee.

A locally-recruited employee, who is working in the UAE at the time of recruitment, is not

eligible for relocation allowances.

Resident Visa

New employees are required to have a UAE resident visa. The HR Department will arrange the

visa under the sponsorship of the American University of Ras Al Khaimah, and the University

will cover the cost. The cost of dependents' visas is the responsibility of the employee and all

costs related to obtaining their resident visa is borne by the employee. In addition to the visa

application, each employee must undergo a medical test conducted by the preventive health care

department of the RAK government, which includes a blood test for HIV/Hepatitis and an X-ray

to check for tuberculosis. Failure of either of these medical tests results in immediate deportation

to the home country and immediate nullification of the contract. Residents must also register their

fingerprints at the police department.


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All visa charges and any other expenses necessary to recruit the employee and regularize his

employment status are payable by the University, except the cost of obtaining the Emirates ID

card, which is borne by the employee.

Upon arrival of the employee, the following documents are required to be submitted to HR

department:

If the candidate was hired locally:

- 4 photographs white background.

- Original passport

- Employment visa with visa status change stamp

- Visa medical report (A medical exam will be coordinated at a local hospital) the

residence visa will not be issued without the medical exam.

- AED 370/- towards payment of Emirates ID.

- Copy of valid tenancy contract and latest electricity bill.

If the candidate was hired from outside UAE:

- The HR department will send a scanned copy of the visa to the candidate via email, and

deposit the original visa at the arrival airport two hours before the employee arrival.

The candidate will then collect the original visa upon his arrival at the UAE from the

visa collection counter in the airport.

- 4 photographs white background.

- Candidate to submit AED 370/- towards payment of Emirates ID.

- Copy of the candidates’ newly signed tenancy contract, otherwise, a letter confirmation

from hotel that the candidate is currently staying in the hotel.

These requirements are subject to change based on the Immigration Office’s regulations.

Identity Card

University ID card will be issued to the employee by the Information Technology Department

upon joining.

Requirements for Spouse and Dependents’ Visa

The cost of residence visas for dependents is borne by the employee.

In order to sponsor a spouse for a residence visa, U.A.E law requires a legal marriage certificate

attested by the U.A.E. consulate in the employee's home country. In order to sponsor a dependent


25

child, the employee must submit a birth certificate with a copy of a valid passport. Civil Unions,

common law marriage, or partnerships are not recognized in the U.A.E. and are not therefore

accepted by the University for any benefit.

Remuneration

Method of Payment

Employees are requested to set up accounts with a local bank, so that salaries can be directly

deposited. Employees must provide bank details so that RAK Bank, the official bank of

AURAK, may transfer funds. Any required deductions from an employee‘s salary are made as

agreed with the employee.

Staff Overtime Policy

Additional payment will be given to staff that work more than the prescribed official working

hours, subject to the approval of the Vice President of Administrative Affairs. Only staff

members on grades 7-9 are eligible for overtime payment.

Overtime Payment Procedure:

a. If the nature of work demands employing the Full-Time staff members beyond normal

working hours, the additional time will be considered overtime and will entitle

the employee for remuneration corresponding to Basic Salary divided by 160 hours and

multiplied by number of overtime hours in the specific month ( i.e. basic salary /160 X

no. of overtime hours ).

b. Any Full-Time staff member on grade seven, eight and nine who works beyond the

normal working hours during working days, the additional time will be considered

overtime and the employee will be entitled for remuneration. For each extra hour, the

payment shall be a time and quarter (1.25) from the basic salary.

c. Friday and Saturday are the official weekend for all employees. The Full-Time staff

member on grade seven, eight and nine who works during the weekends they will be

entitled for remuneration. For each extra hour, the payment will be a time and half (1.50)

from the basic salary.

d. The remuneration of work during the official holidays will be as the weekend

remuneration.

e. The total over time hours shall not exceed 44 hours per month.

f. The employee shall not work more than two hours per day during the working days and

not more than two successive Fridays.

g. The Overtime shall be paid on a monthly basis along with salary payments.


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h. For the overtime remuneration only the basic salary shall be considered.

This Policy covers all full time permanent employees on grade 7 and below (8, 9)

Employees may claim overtime compensation by completing an approved Overtime

Authorization Form.

Should employees be requested to work overtime, immediate line managers shall pre-authorize

the overtime prior to commencement and the Vice President of Administrative Affairs shall

authorize the overtime worked. Overtime Recording Sheet– Appendix G

Benefits

Housing Allowance

The University provides a housing allowance to employees based on their remuneration

package. Housing allowances for staff members are usually incorporated into the monthly salary.

This allowance is excluded in calculating gratuity.

Transportation Allowance

All full-time employees of AURAK receive a monthly transportation allowance. Details

regarding transportation allowance are listed in the benefits table. Transportation allowances are

paid as a part of the monthly salary and are excluded in calculating gratuity.

Nature-of-Work Allowance

Depending on the nature of the work, exposure to different types of materials can have adverse

effects on the individual performing the work. The University does everything possible to

safeguard all its employees against any such situations. However, individuals who work in

laboratories may have negative reactions to certain agents during the execution of their duties

and responsibilities. Consequently, Laboratory engineers, laboratory technicians and teaching

assistants at the American University of Ras al Khaimah (AURAK) shall be entitled to a Nature-

of-Work Allowance of AED 1,500 per month.

Education Allowance AURAK provides Staff on grade A an education allowance for their children starting from

kindergarten KG2 (five years old and onward).

The education allowance will be reimbursed against receipt from a local school for two of

his/her dependents/children up to the age of eighteen under the sponsorship of the employee, at


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the rate of AED 20,000 total per employment year.

Staff is no longer eligible for the education allowance if his/her spouse is employed in the UAE

and receives an educational allowance for their children from his/her current work.

The payment of the education allowance for authorized children shall be through the payroll; the

employee must submit the original school receipts to the Department of Human Resources

before the 16th

of every month, if it is submitted after the 16th

, it will be processed in the

following month’s payroll.

Medical Insurance

Medical Insurance is provided to all AURAK’s employee, as follows:

- All staff members on grade A, B, one, two, three and four are entitled to medical

insurance for self, spouse and one child up to age of 18.

- All staff members on grade five, six, seven, eight and nine are entitled to medical

insurance for self only.

Health insurance benefits will be extended up to the spouse and children only if they are under

the sponsorship of the employee.

Medical benefits may change from one year to another based on the approved budget and the

medical provider’s policy. Notification of changes shall be circulated among all employees by

the Human Resources Department.

Airline Ticket

- Provost and Vice President for Administrative Affairs are entitled to annual round-trip

business class airline tickets for self, spouse and two children up to the age of eighteen, to

point of origin or the passport holding UAE residence visa on completion of each year

of service (two semesters).

- Staff members on grade B are entitled to annual round-trip economy class

airline tickets for self, spouse and one child up to the age of eighteen, to point of

origin or the passport holding UAE residence visa on completion of each year

of service (twelve months) as per the joining date. The maximum cap shall not

exceed AED 12,000.

- Emirati Staff members on grades A are entitled to one month basic salary on

completion of each year of service (twelve months) as per the joining date.

- The airline ticket benefits for grades 1 – 9 will be paid as a fixed sum based on the

employee’s grade as follows:


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Grade one: AED 2,500 every year of service. If the spouse is under the

sponsorship of the employee, then the employee will receive AED 5,000 every year

of service in lieu of air tickets for self and spouse.

Grades two, three and four: AED 2,500 every year of service as per their joining

date.

Grades five, six and seven: AED 2,000 every two years of service as per their

joining date.

Grades eight and nine: AED 1,500 every two years of service as per their joining

date.

- Staff members will automatically receive the air ticket allowance through the

payroll based on their joining date.

- The payment of airline ticket allowance shall be through the payroll. Payment

through check or cash advance is not allowed.

- The Department of Human Resources and Administrative Services is not

responsible for doing any booking or travel arrangement to the staff unless it is a

business trip or new joiner.

- The airline ticket benefit will be extended to the dependents only if they are sponsored by

the employee. If the spouse is working in the UAE but is under the employee’s

sponsorship the airline ticket benefit will be extended if he/she does not receive the

airline ticket benefit from their current work.

- In cases where there is a discrepancy between this policy and the terms of an

employee’s contract; the terms of the employee contract shall prevail.

Spouse in the Workplace Policy

In the situation where both the husband and the wife are employees of AURAK, benefits related

to Housing, Medical, Education, Leave Travel Assistance and relocation will be provided as a

single package for both as per the benefits pertaining to the employee with highest

salary/benefits.

Telephone Allowance

The University provides a telephone allowance to employees based on their remuneration

package mentioned in the staff benefits.

Emirati Allowance

All locals occupying Grades Two to Nine are entitled to localization allowance AED 1000/- to

AED 1500/- per month. Others are subject to contract.

Petrol Allowance


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Petrol allowance is subject to the type of job the employee is handling. In some cases, this is also

upon the approval of the President.

Mobile Phone Policy

- The University pays a monthly telephone allowance as per the Staff Salary and

Benefits Scale.

- The University administration may hand out a mobile or a Smartphone to any employee if

it deems necessary.

- The University pays for all international calls carried by any employee for the

University business.

- The University must settle all the pending bills for any mobile before handing it over to

someone else.

- The University settles the President's monthly bill.

- The Vice Presidents and the Deans are entitled for a Smartphone and monthly

international tariff subscription.

UAE National Benefits Policy

All Emirati employees at AURAK are eligible to UAE National Benefits such as Pension and

Children social allowance, as follows:

Pension

It is a fixed amount paid each month to a retired UAE National employee. Both the Emirati

employees and the AURAK contribute towards the Pension Fund. The amount of pension

payment will be according to the Federal Pension Authority policy, as follows:

- On confirmation of employment with the university, the employee is entitled to pension

deduction (unless he/she already has an account with the pension).

- A portion of 5% shall be deducted from salary of the Employed Person (Insured) on a

monthly basis, and shall be transferred by the AURAK to the Fund (as per the UAE

Pension Authority Policy).Also, an additional 15%shall be paid by AURAK.

- The deduction from salary shall mean the basic monthly salary, children social

allowance, UAE national social allowance, and housing allowance.

- Retiring UAE Nationals shall be entitled to the end of service benefits.

- UAE Nationals terminated for medical unfitness are entitled to pension. As per UAE


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Pension authority and regulation (clause 16).

- UAE National is entitled to buy up to 5 working years as per UAE Pension authority and

regulation (clause 17)

Leaves

General

Fridays and Saturdays shall be taken as official weekend rest days. Should work require

warrant working on rest days, a day off in lieu shall be given to the employee after the day

worked in question. Days given in lieu should not be accumulated for taking as extended

absences nor added to annual leaves.

Annual Leave

Annual Leave is an absence from work granted to employees on an annual accrual basis in line

with contract and UAE Labor Law.

• Employees shall apply for Annual Leave through the Human Resources Information

System (HRIS) according to their grade, and forward these for approval.

• Salary during annual leave includes all elements of Cash Reward.

• With the exception of non-confirmed employees, an employee may utilize annual leave

after completion of six (6) months continues service on a pro rata basis.

• Annual leave should be scheduled at the mutual convenience of the department manager

and the employees.

• AURAK encourage employees to utilize the full vacation allowance during the year in

which it is accrued. In case the employees does not utilize the entire annual allowance in

its accrual year, it must be understood that limitation apply to carry forward unused

leave, as described elsewhere in this section.

• All employees shall be entitled to the number of working days annual leave specified

in their contract, or as applicable to their grade:

- Staff members on grades 1-9 are entitled to twenty-two (22) working days per

employment year.


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- Staff members on grade B are entitled to thirty-three (33) working days per

employment year.

- Staff members on Grade A, and Senior Managers are entitled to forty (40)

working days per employment year.

• Failure to report back to duty on the specified date after any type of leave, without prior

notice and approval, will lead to disciplinary action and treatment of additional days

of absence as 'leave without pay'.

• In case where the employee does not report back to work for a period exceeding seven

(7) calendar days after the last day of any type of leave (annual or otherwise), and does

not communicate the need to extend the leave, his service may be terminated without

any further notice or action.( Appendix C - Article 120- UAE labor Law)

• Employees must use their leave within the year the leave was accrued. Only up to 50% of

the leave entitlement may be carried forward to the next year and can only be utilized in

that year.

• Leave will be credited to employees based on their appointment date.

• Weekend and recognized public holidays which fall during annual leave periods

will not count as leave days.

• Should an employee fall sick during his annual leave, the period of illness will not be

considered as sick leave, but will be treated as part of the annual leave to the extent

accrued.

• The period for which an employee is on annual leave will be included in calculating

the total period of service for all purposes

• Instead of carrying forward leave days into the following year; leave encashment can be

done upon' request by the employee and subject to the approval of the President.

Payment is subject to the basic salary.

Sick Leave

"Sick leave" is leave granted to employees to take time off work during their illness.

Salary during sick leave includes employee's basic salary plus all allowances.

Sick leave shall commence after the probation period. With exception of 3 days to


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employees during their probation period.

Employees who will not be able to report for work should call the Immediate

Supervisor or the HR Personnel at the earliest possible time in the morning and

he/she is expected to give an acceptable reason to HR. Upon reporting for work, the

prescribed sick leave form must be completed, signed and submitted by the relevant

employee to the HR Department. Failure to submit a leave form would mean that the

absence/s shall be deducted from annual leave or /the salary.

The employee who completed his probation period will be entitled to sick leaves

provided illness is confirmed by an approved medical authority, as follows

(Article83- UAE Labor law):

- 15 days leave with full pay per year

- 30 days leave with half pay per year

- 45 days leave with no pay per year

Sick leave for 1 to 3 days at a single time should be supported by an authorized medical

certificate which covers the 1 to 3 sick days. In case of continuous days of sickness i.e., beyond

3 working days, this should also be supported by a doctor’s certificate which should be attested

by the Health Authority.

Sick leave entitlement shall not be carried from one year to another.

Any claim for sick leave not accompanied by the appropriate medical certificates, will be treated

as annual leave or / as unpaid leave.

Maternity Leave

• Maternity leave shall commence after probationary period

• Female employee will be granted fully paid (basic salary and allowances) maternity

leave of forty-five (45) calendar days to be taken before or after delivery so long as she

has been with the University for at least one full academic year. The female employee

who has not completed this period shall be entitled to forty-five (45) days leave with half

(1/2) pay.

• Maternity leave can commence up to four (4) weeks prior to the date of delivery.

• Maternity leave may be combined consecutively with the employee's annual leave.

• Maternity leave starts automatically if the employee is absent from work for a pregnancy

related illness during the four weeks prior to the delivery date, irrespective of the


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employee's choice of start date for Maternity leave.

• Weekends or holidays occurring during a Maternity leave are counted as part of the

leave, except where the weekend or holiday occurs immediately before or after the leave

period.

• During the four (4) months following her delivery, a female employee nursing her child

shall be entitled to two (2) hours additional break each day for this purpose.

Leave without Pay

1. A leave without pay is defined as an excused absence that lasts longer than 10 workdays.

A leave without pay may be granted at the discretion of the President, and consistent

with the laws of the UAE and the policies of the American University of Ras AI

Khaimah. The term of a leave without pay may be up to one full semester, and may be

extended with the approval of the President.

2. A leave without pay is a privilege that involves responsibility on the part of the employee

and on the part of the department in which the employee works, and it is therefore

not granted automatically or as a courtesy. In recommending a leave without pay, a

department agrees to accommodate the absence and hold open the position because the

employee's services are of particular value to the department and the university. In turn,

the employee must give assurance that he or she will return to active employment at the

end of the leave for a period of not less than one year. A leave without pay ensures the

employee the same or a similar position upon return. The department is responsible for

working with the employee to document the agreement in advance of the leave.

Pilgrimage (Haj) Leave

Muslim employees are entitled to fifteen (15) calendar days Haj leave with full salary and

allowances once during the employee's period of service with the University so long as they

have completed at least twenty four (24) months of service with the University.

Escort Leave

- Any Emirati employee at AURAK is eligible to Escort Leave when any of the

employee's immediate family members; spouse, child, parent or sibling is under

unstable health condition and they want to accompany their immediate family

member(s) on their overseas medical treatment (subject to letter issued by government

authorities).


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- The maximum number of escort leave days that can be availed is 30 calendar days

annually.

- Any employee using Escort leave, shall not have his/ her annual leave affected.

- The employee shall provide all the documents and forms required for escort leave days to

the Human Resources Department.

Compassionate Leave

- Compassionate leave of up to five (5) working days with full salary and allowances will

be granted to an employee in the case of death of a first degree/immediate family

member (i.e. Father, Mother, Spouse, Son, Daughter, Brother, Sister).

- Compassionate leave of up to three (3) working days with full salary and allowances will

be granted to an employee in the case of death of a second degree/ extended family

member [i.e. Uncle, Aunt, First Cousin, Nephew, Niece, Brother-Law, Sister-in Law,

Father- in Law, Mother in Law, Grand-Parents).

- Compassionate leave year shall commence from the date of joining.

- Weekends and other holidays occurring during a compassionate leave are counted as part

of the compassionate leave, except where they occur immediately before or after the

compassionate leave period.


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Types of compassionate leave are: please see the below schedule

Reason for leave Number of days

Death of an immediate family member (i.e. Father,

Mother, Spouse, Son, Daughter, Brother, Sister) 5 Working days

Death for extended family members with (Uncle, Aunt,

First Cousin, Nephew, Niece, Brother-Law, Sister-in Law,

Father-in Law, Mother-in Law, Grand-Parents)

3 Working days full pay

Uddha (Mourning) /AII full time female Muslim employees 40 calendar days

Marriage (employee is getting married) 3 Calendar days

Paternity (birth certificate required) 3 Calendar days

Moving (employee is moving into new housing) 1 day

Pilgrimage (All full time Muslim employees) 15 Calendar days

Maternity Leave 45 Calendar days

Holidays

U.A.E official holidays are observed as announced by the Government.

Lieu Day

Staff from grades 6 and above are not eligible for overtime monetary compensation, instead,

should work require/warrant working on official weekends, a day off in lieu shall be given to

the employee after the day worked in question. (Appendix H - Lieu Day Pre-Authorization

Form)

Working on non-official days should be pre authorized in order to be considered for lieu day

compensation; final approval to work in a non-official working day and receive a lieu day in

compensation should be approved by the Vice President for Administrative Affairs in advance.

The procedure for the administration of lieu days is as follows:

- Any time worked outside official hours for employees belonging to Grade 6 and above

should be pre-authorized.

- Lieu days can only be taken for working a full shift in a non-working day (Friday –

Saturday).


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- The working hour on a non-working day is a flexible time and either 8 hours (without

lunch break) or 9 hours (with lunch break) full shift should be completed.

- Failure to complete either 8 working hours or 9 working hours will risk the lieu day being

cancelled.

- Pre authorization means obtaining the required approvals. Lieu days cannot be granted to

staff without the final pre-authorization of the Vice President of Administrative Affairs,

as per AURAK authority matrix.

- Employees must also plan when they will take their lieu days and indicate it in the form.

The purpose is to ensure that there will be no over accumulation of lieu days.

- Lieu days expire 3 months after they are earned or it will be forfeited.

- Days given in lieu should not be accumulated for taking extended absences nor added to

annual leaves. Lieu days are granted to employees who are not entitled to overtime.


37

Ending Service with AURAK

Resignation

Employees may resign from the University’s employment by giving notice in writing in

accordance with the terms of their employment contract. Resignation at a date earlier than the

completion of an employment contract without giving the required notice period mentioned in

the employee's contract will forfeit an amount equal to the pay for the time of the shortfall in

notice period, unless there is a good reason accepted by the President.

The resignation of employees should be addressed to the Vice President for Administrative

affairs through the immediate Supervisor, and copy furnished to the Human Resources Manager.

The resignation is upon the approval of the Vice President for Administrative Affairs through the

immediate Supervisor‘s recommendation so that an orderly transition of responsibilities can be

arranged. In case of abrupt resignation, the employee shall compensate the University with an

amount equivalent to his/her notice period. No notice period is required if the employee resigns

or is terminated during the probation period. In case of a resignation, the University shall recover

from the employee the initial recruitment costs as stated in the next paragraph. In case the

employee decides to leave the University prior to completion of six months of service, the

University reserves the right to recover from him/her the initial recruitment costs, to be

calculated on a pro-rata basis, as follows:

Work/Residence Permit related expenses.

Medical examination and health insurance (if applicable).

Agency fees (if applicable).

In addition, he/she will be responsible for all repatriation costs to his/her point of

hire, including the air ticket (if applicable).

The notice period will not start earlier than the date of receipt of a letter of resignation by the

immediate Supervisor concerned. The Human Resources Manager will interview the employee

concerned to determine the reasons for resignation. The resignation will be filed in the

employee's file and the employee will be notified immediately in writing whether his/her

resignation is accepted or not.

Termination

The President has the right to terminate any employee if he deems that this action is necessary

for the benefit of the University. A termination letter will be sent to the Human Resources

Department stating the effective date and reasons for the termination to be filed in the

employee's file. The Human Resources Department will arrange to notify the related employee

and his/her immediate Supervisor in writing immediately.


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The University may terminate the services of an employee by giving notice in writing in

accordance with the terms of the relevant employment contract.

Employees should be notified regarding their termination at least one month before or in

accordance with the terms of their contracts if otherwise stated. At the discretion of the Vice

President for Administrative Affairs, the notice period can be waived while the employee

reserves his right for his total compensation relating to the notice period.

Termination without Notice

An employee may be dismissed and his/her service terminated without notice in the following

cases:

1. Termination at the request of Government Authorities.

2. If the employee assumes a false identity or nationality or if he/she submits forged

or falsified documents or certificates, or provided information which proves to be false or

misleading as part of his/her application to the University for employment.

3. If the employee is appointed subject to a probationary period, and dismissal occurs

during this period.

4. If an error or act is committed causing substantial financial or material loss to

the University and is properly attributable to the relevant employee.

5. If the employee violates a serious University regulation resulting in a grave outcome.

6. If he/she divulges any confidential information about the University to a person

or institution not authorized by the President to receive such information.

7. If an employee is convicted of a criminal offense.

8. If during working hours he/she is found drunk or under the influence of narcotic drugs.

9. If in the course of his/her work, he/she commits an assault on his/her superiors and/or

on any of his/her colleagues.

10. If he/she absents himself/herself without lawful excuse for more than seven (7)

successive days or more than twenty (20) days in total during one year.

11. If he/she engages in religious or political activity harmful to the University or the U.A.E.

12. If he/she uses University property without proper authorization. This includes the use

of University property for personal profit or gain.

13. If he/she gets involved in any unacceptable act with the students.

14. If he/she was proved preaching improper religious or unacceptable social teachings.

The University may terminate the services of an employee by giving notice in writing at any

time during their initial probationary period.


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Retirement

Employees are allowed to retire at the age of 60. UAE National employees will be subject to

the UAE Government laws with regards to retirement. The Human Resources Department will

keep track of the employee’s age where they are required to communicate in writing the

necessity of retirement to all employees reaching the compulsory retirement age before at least

six months of the retirement date. A copy of this letter should be furnished to the Vice President

for Administrative Affairs, the immediate Supervisor and the Department Manager of that

employee.

Termination upon Death Policy

An employment contract shall be automatically terminated upon an employee's death.

- In such an event, the employee's legal beneficiaries, first degree family member (father,

mother, spouse, son, daughter, brother, or sister) or the emergency contact person, and with

the power of attorney, shall be entitled to the accrued pay, any unused annual leave pay to the

last date of service, and end of service benefits (EOSB).

- The University shall arrange, at its expense, to send the deceased expatriate employee's

personal belongings to the deceased's country of origin.

- The University shall cover the travel expense of one of the above mentioned person which

includes a return economy airline ticket and full board accommodation for 7 days hotel stay.

- For expatriate employee, the University will attend, as far as possible, to all legal and official

matters pertaining to death within the UAE and will bear the cost of such, providing that the

employee is not criminally liable in the circumstances of death.

- The University shall arrange through its medical provider the repatriation of the mortal

remains to the country of origin.

Unjustifiable Discharge

In case the employee has reasons to believe that his/her termination was not justifiable, he/she is

allowed to complain in writing to the President who, in turn, will consider the reasons set in the

letter and decide whether the termination was justified or not within two (2) weeks. In case it

was not justified, the President can cancel the termination note retroactively. Cancellation of the

termination note should be given to the Human Resources department to be filed in the

employee's file. The Human Resources department will issue a letter to the employee to inform

him/her regarding the cancellation.


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Pension & End Of-Service Benefits

The rules covering the computation of pension and end-of-service benefits payable to

UAE nationals and expatriate employees are outlined in Salary & Benefits

1. In case an employee has decided to submit his/her resignation. The resignation

should be submitted to appropriate channels for approval, after that it is sent to the HR

department. The last working day will then be set, and communicated to the employee.

2. Employees leaving the University will have to hand over all University related

resources or documents or other items in their possession owned by the University. An

exit form (Appendix I) has to be filled by the employee and signed by concerned

departments.

3. HR will prepare the resignation acceptance letter, and communicate the same to the

resigned employee. The letter should specify the employee’s last working day.

4. If the employee is an expatriate he/she should submit his/her passport to HR for visa

cancellation

5. End of service calculation will be prepared by HR, reviewed by the Finance

department and approved by the Vice President of Administrative Affairs. After that is

done, the calculation is given to the resigned employee to sign.

6. After signing the end of service an exit interview (Appendix J) will be conducted by HR to

the resigned employee.

7. End of service will be submitted to Finance and then transferred to employee’s

account after cancelling his/her visa. No final settlement will be granted until the following

documents are obtained:

- Completed Exit Form with all required signatures.

- The receiving and cancellation or transfer of the employee’s University visas.

8. All University property and equipment must be returned in good condition the

employee is responsible for reimbursing University for any excessive damages.

Additionally, any advances or outstanding amounts due to the University must be settled,

otherwise these amounts will be deducted from the End-of-Service Benefits and the

relevant employee's last paycheck. The employee is responsible for reimbursing

University for any damages in excess of this amount. Failure to do so may result in legal

action.

9. On termination of service, the University will provide air tickets for repatriation of

employees to their point of origin. The granting of repatriation tickets should generally

not extend beyond one month after the cancellation of the University

residency/sponsorship and departure from UAE. As a result, the Immigration Authorities

will also cancel the sponsorship of the relevant employee's family members.

10. On termination of service or resignation, family members sponsored by the employee will


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not be eligible for repatriation assistance. Their repatriation is the specific responsibility

of the relevant University employee. Prior to final financial settlement and repatriation,

all University property and equipment must be returned in good condition, other than

normal wear and tear. The employee is responsible for reimbursing the University for

any excessive damages. Additionally, any advances or outstanding amounts due to the

University must be settled, otherwise these amounts will be deducted from the end-

of-service benefits and the relevant employee's last paycheck. The employee is

responsible for reimbursing the University for any damages in excess of this amount.

Failure to do so may result in legal action. The University will repatriate a deceased

employee to his/her point of origin.

11. Non-U.A.E. National employees become eligible for End-of-Service Benefits after

successful completion of one year of service. The End-of-Service Benefits will then cover

the entire service period at the rate of:

- Twenty-one (21) days of final Basic Salary per year of service for the first five

years.

- One (1) month of final Basic Salary per year of service for each additional year of service provided that the total amount shall not exceed two (2) years remuneration.

12. U.A.E. Nationals are governed by the rules and regulations of the General Pension

and Social Security Authority as stated in this chapter or by their contracts.


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Re- Employment

- An employee made redundant for operational reasons may be considered for re-

employment if his previous employment record with the University has been good.

- An employee whose services have been terminated for disciplinary reasons will not

be considered.

- Other former employees may be re-employed on a case by case basis after a review of

the University’s personnel file by the Human Resources Director who is required, in

conjunction with the Vice President for Administrative Affairs or the Supervisor in

question, to make an unequivocal recommendation for the same to the President.

The President has the final authority/discretion in respect of the same.


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Evaluation of Staff

Staff Performance Appraisal Policy

The purpose of the performance appraisal (evaluation) form is to allow employees, among other

things, to be counseled on how to improve their performance, provide a basis for rewarding and

point out areas for potential improvement.

Direct supervisors are required to monitor the progress and performance of all employees

through the use of standard University performance appraisals (Appendix K - Staff

Performance Appraisal Form and Appendix L - Administrator Evaluation Report). The Vice

President for Administrative Affairs is responsible for conducting performance appraisals for

line managers that report to him.

Performance appraisals will be prepared for the following purposes:

- Probationary period

- Annual review

- As required by management

The following factors should be considered while performing the evaluation:

- Objectivity.

- Covering the employee's performance during the period of the evaluation rather than last

incidents.

- Being firm and consistent.

- Not involving personal feelings.

- Being prepared to defend any comments made. Including and citing examples whenever

possible.

- Points to improve and constructive criticism.

- Sufficient time should be given to fill each evaluation.

- Comments should be communicated to employees on a day to day basis rather

than retained to be written in the evaluation.

Annual performance appraisals shall be conducted at least a month before the academic year

ends.

Performance Appraisal Forms must be discussed with and signed by the employee and the

appraiser. The appraiser will present the signed Appraisal Form to the Direct Supervisor for

endorsement and forward it to Human Resources Manager for further processing.


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Interviews will be conducted by the relevant employee's Head of Department to obtain

feedback from co-workers who have worked directly with the person being appraised during

the last appraisal period. Additionally, the relevant Department Head will provide input into

the appraisal based on personal observation and evaluation of work performed.

The Vice Presidents shall be evaluated by the President.

Disciplinary Policy

Misconduct

All employees are expected to maintain a high standard of discipline and good conduct. The

following acts constitute misconduct on the part of an employee:

- Willful insubordination or disobedience, whether alone or in combination with another or

others, of any lawful and reasonable order of a superior or refusal to receive or reply to a

communication sent by a superior.

- Theft, fraud, or dishonesty in connection with AURAK‘s business or property. - Accepting or giving bribes or accepting any illegal gratuity;

- Consistent late attendance and absence without permission or without just cause,

including habitual neglect of work.

- Causing damage to work in process or to property of AURAK through negligence or

with intent.

- Giving false information of any kind at the time of seeking employment or giving false

information or production of false certificates for the purpose of securing any privilege

granted by AURAK.

- Sexual advances or harassment of any employee, student, or visitor or performing any

obscene gestures or behavior.

Alcohol and Smoking Policy

AURAK has a smoke-free policy in all buildings on campus. Smoking is permitted only outside

in designated areas. AURAK follows the dictates of the UAE in regard to alcohol, which forbids

its use. Any staff member found violating the law on campus will summarily be dismissed.


45

Professional Staff Grievance

Any staff member at AURAK who has a complaint may file a grievance to the Vice President for

Administrative Affairs. The following procedures are to be followed:

- The complaint must be submitted in writing to the Vice President for Administrative

Affairs who will discuss the matter with the complainant, trying to resolve the situation

informally.

- If the situation cannot be resolved through discussion, the Vice President for

Administrative Affairs will convene a Committee within three working days consisting of

three members, two appointed by the President and one chosen by the grievant.

- The Committee will investigate the facts of the case and make a recommendation to the

Vice President for Administrative Affairs within seven working days.

- If the grievance is against a Vice President for Academic Affairs, Vice President for

Administrative Affairs, Dean or a Director, the Committee’s recommendation is

forwarded to the President of AURAK, whose decision is final.

Staff Appeals Policy

A staff appeal is a request for a formal review of a decision of the University. The university's

appeal process is designed to provide prompt and orderly resolution of issues arising in the

course of employment. It consists of three steps, starting with the supervisor in most cases, then

moving to the department head or designee, and then to a university-wide committee that makes

a recommendation to the president then to human resources who communicate or execute the

decision. An appeal is initiated by submitting a completed appeal form, available in the human

resources office or from the web site. (Appendix M)

- The appeal should identify the issue and the requested resolution. A copy of the appeal

should be sent to the human resources office.

- Your appeal must be in writing, and presented within ten (10) work days of the issue.

- For disciplinary suspension or termination appeals. It must be submitted in writing directly

to the department head or designee within five (5) work days following the receipt of

notice of suspension or termination.

- Within five (5) work days of receiving the appeal, the supervisor is to provide a written

response. The department head or designee is to provide a written response within ten (10)

work days after receipt of the appeal. If additional time is needed to investigate the appeal,

either the supervisor or the department head or designee will notify the employee in

writing. The written notice is to include the date the decision will be provided.

- If you have any concerns before filing a formal appeal and you would feel more

comfortable discussing the matter with someone other than your supervisor, you can

contact the human resources office.


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- When an appeal is submitted to the president, who will recommend an investigation

committee. This committee of at least three individuals, including a committee chairperson

and two individuals from the university community. The committee members will make a

recommendation, and the president will make the final decision for the university.

Release of Information Policy

Press Releases

All news releases or articles pertaining to the American University of Ras Al Khaimah (AURAK)

must be sent to the Marketing and Public Relations for review and release to respective

newspapers. The office of Marketing and Public Relations reserves the right to edit and/or correct

any information submitted. Deadlines for release should be clearly noted on each submission.

Photography to accompany articles may be requested or included with the submission.

Release of Information on Personnel

Information classified as "Directory Information" (name, teaching field, degrees earned, public

service activities, etc.) may be released by AURAK unless an individual specifically informs the

University in writing that his or her directory information should not be released.

Release of Information about Students

Personnel are asked to refer to "Privacy Act Information" in the University Catalog for guidelines

on release of student information. Requests for student information will usually be directed to

the Student Affairs Office or the Registrar’s Office; however, the following guidelines are

provided for those situations when other personnel are asked for information.

No one should release student or employee information that is acquired because of one's

position; examples are grades, private telephone numbers, or information gained in a counseling

relationship. If a caller affirms an emergency situation and wishes to contact someone, take a

number and have the named individual return the call if he or she wishes to do so.

In a situation of affirmed emergency, it is safer to release information than to withhold any

information that could help to prevent loss of life or property. The principles of professional

ethics should be followed in discussing a student, present or former, with anyone.

Court Orders and Information on Students

All personnel should be aware that the counseling relationship within an educational institution is


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not protected as privileged in court under the United Arab Emirates law. A faculty member

or counselor who has heard a student in a counseling relationship may be required by a court to

divulge information gained in that counseling relationship.

Professional Development

Professional Development Policy for Staff

AURAK encourages employees to engage in professional development. To meet this end, the

university supports employees to take courses to update skills, attend professional seminars or

conferences, or acquire appropriate credentials.

As part of its stated mission, AURAK is committed to being an institution of life-long learning

and professional development and that includes providing the same to its staff As a result, the

University has implemented a staff development program (SOP) that supports employee

development by providing partial or full reimbursement of the cost of courses, seminars and

workshops that enable employees to improve performance in current jobs or prepare him or her

for appropriate advancement within AURAK. The direct supervisor and the Office of HR are

responsible for the training and development of all University employees and, therefore, all

requests should come through them. However, identifying the specific needs of each employee

comes about as a result of multiple discussions between the employee and his or her supervisor

throughout the year, but especially in the annual performance process. Development objectives,

in particular, should be defined and documented as part of the overall annual goals established

by an employee and his or her supervisor. Additionally, these objectives should be in line with

the stated goals and objectives of the University and its efforts to accomplish its mission.

Training may be defined as:

1. A formal course given for academic credit or certificate of completion by an

accredited college, university, technical/vocational school or institute, special skills

school, or adult education school.

2. A seminar, workshop or special emphasis short-duration program presented by an

approved provider, or Training obtained at a conference or professional organization (the

employee's supervisor must approve the training provider).

Staff members submit a formal request to the HR Manager outlining their proposed plan for

professional development.

The HR Manager reviews the plan, requests the approval of the supervisor, if relevant, and then

submits it to the Vice President for Administrative Affairs for approval.


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All costs for approved professional development are covered by AURAK

Information Technology Policies

Procurement, Maintenance and Replacement Policy

This section governs the planning, procurement, maintenance and replacement of all IT related

hardware, accessories and software.

Procurement

Procurement necessitates first analyzing the need for the item of Hardware or Software

(Hw/Sw) involved. With the approval of department heads, staff members determine what

Hw/Sw is needed and inform the IT Department. It is the policy of AURAK to entertain only

one platform of computers with Microsoft Windows Operating system. All the IT materials

must be reviewed and approved by the IT Department before purchase. IT hardware/software

procurement involves the following procedures.

a. Identifying what is required and requesting it b) Assuring there is budget provision

b. Analyzing the justifications and obtaining approval from the Senior IT Manager/ Vice

President for Administrative Affairs or from the President

c. Purchase officer inviting quotations from vendors/suppliers.

d. After receiving at least three competitive quotes, preparing the comparative statement.

Once the shipment of Hw/Sw arrives at AURAK, the IT Department verifies it

physically and acknowledges its receipt to the vendor or supplier. The invoice is

forwarded to the accounts department with the Stock statement and Task

Completion Report (TCR) by Purchase Department for the purpose of releasing

payment to the vendor/supplier.

Issuance of Computers Staff

Members of staff are each issued a desktop or a laptop computer based on their needs.

Maintaining, Updating and Replacing Computing and Network Resources

a. The IT Department is responsible for periodic updates and the maintenance of all

network and computer resources, which includes all hardware and software on


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AURAK.

b. IT Helpdesk Staffs are responsible for monitoring the operation and performance of all

hardware and software resources in the Computer Labs and classrooms.

c. IT department should be contacted immediately in case of any malfunction of PCs or other

computing or network resources.

d. A period of four years is the lifecycle of a computer before it is either upgraded or

recycled. At least three major software upgrades like Operating System upgrade and

office suite are required within the lifecycle of computers before a hardware upgrade is

considered.

Security Requirements

Private access points for departments, i.e. other than public access points deployed by the IT

Department, should be configured to disable ―Broadcast SSID if this function is supported

on the equipment. This requirement is needed to prevent interference with public access points

deployed by the IT Department. All the laptop or desktop computers using wireless access

points must install updated antivirus software in their computers.

Compliance

The IT Department is authorized to take whatever reasonable steps are necessary to ensure

compliance with this, and other network-related policies that are designed to protect the

integrity and security of the AURAK network backbone.

Security Policy

A centralized antivirus system is functional at AURAK to tackle with the viruses and Trojans,

whereas a number of gateway firewalls, and anti-spam technologies are also up and running in

order to secure the internet and email communication of AURAK users. The firewall works to

prevent the users from watching unintended materials, h e a v y streaming videos, and restricts

listening to live radio which takes up a large amount of internet bandwidth. As per the levels

set by the administration some of the users have the rights over some areas of internet for

educational and research purposes.

Centralized Data Storage Policy

A centralized File Server is present at AURAK, which enables faculty, staff, and students to store

their official data. An “Administration” drive is present on the file server for each department on

campus comprised of two main directories for the department with full read & write privileges,

one of which is a “Home” folder and the other one is the “Restricted” folder. The “Home” folder,


50

having read privileges for all the other departments, contains information that is to be shared

between the departments. The “Restricted” folder contains information that is to be shared with in

the department and has no read/write privileges for any other department. A “Docu-share” drive is

present on file server specifically for Faculty/Student usage. A “Faculty” folder is present in the

“Docu-share” drive which contains folders for each faculty member. Each faculty member has

complete privileges for his/her folder and can save or delete his/her data accordingly. At the

beginning or during the semester a faculty member may ask the IT Department to assign

read/write access to his/her folder to the student's group by providing the list of students to the IT

department. The privileges of the student's groups may be removed at the end of each semester.

Computer Systems Usage Policy

The purpose of the Information Technology Usage Policy is for authorized users to have access

to computers, programs, and files. Respect for the privacy of others is maintained unless access is

explicitly authorized by those users. Theft, mutilation, or abuse of public or private computing

resources violates the nature and spirit of the academic environment. Theft includes theft of

services. Acts of theft will be referred to both the appropriate University authority and University

Security.

- Computer systems, software, applications and other resources are provided for the

benefit of individuals within the AURAK community. Deliberate or suspicious introduction of

computer viruses or deletion or removal of software programs or files is a violation of

computer usage policies. Acts of this nature will be referred to the appropriate University

authority for action.

- Protection of computer accounts is accomplished by not divulging one's password to

others, by changing one's password frequently, and by deleting unwanted files. If another user

should gain access to one's password, the password should be changed immediately.

Usage

- Computer connection in the faculty and staff offices is for use by authorized persons only.

- Activity on allocated computers is considered to be under the control of the assigned user.

- No server other than those implemented by AURAK and the policies as ratified may be run

on AURAK Network. This includes, but is not limited to, game servers, Windows Servers,

Novell NetWare Servers, or any form of UNIX in a server configuration.

- Institutionally owned systems may not operate recreational peer-to-peer applications or any

peer-to-peer messaging application that is exploitable due to improper configuration or

application weaknesses.

- Institutionally owned computers and privately owned computers performing institutional

business must have current managed anti-virus software installed.


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- AURAK maintains public access computing labs for use by faculty, students, and staff.

- Proper use of public computer laboratory facilities is required.

- Anyone engaged in an activity or use of the facility which hampers or interferes with the

ability of others to do their work may be asked to quit the activity and/or leave the facility.

Examples include loud conversation, disruptive behavior, excessive computer volume or

display of pornographic, offensive or obscene materials.

- Electronic mail (email) is a resource widely distributed and supported by AURAK.

- Electronic mail (email) is to be used for appropriate educational, research, and

administrative purposes only.

- It is a violation of the Computing Policies of AURAK to start or forward chain letters.

- University policy prohibits users from sending threatening, obscene, or harassing messages to

other users.

- The policy and practice of AURAK is to respect the copyright protection given to

software owners.

- No student, faculty, or staff member is permitted to copy or reproduce any licensed

software or other copyrighted material on University computer equipment except as expressly

permitted by license.

- Appropriate laws and copyrights are to be respected.

- Requests for the duplication or installation of software will not be honored without proof of

license or proof of purchase.

- All faculty, staff, and student use of computers is governed by this guideline statement.

- Users requesting access to AURAK computing resources will be required to sign a

statement on the appropriate user account request form indicating that they have read,

understood, and agreed to abide by these guidelines.

User Accounts and Personal Laptop Computers: Every student, faculty, and staff member at

AURAK is required to have a network user account consisting of an authorized user ID

and a password in order to access University computing resources including access to the

Internet. User accounts can be obtained from the Information Technology Department.

Personal laptop computers may be used on campus for educational purposes. Users must adhere

to the rules and regulations of AURAK as well as local and federal laws in the U.A.E. In

order to obtain access to AURAK computing resources, users must bring their laptop

computers to the IT Department to register them.

Computer Usage Policy

Responsibilities


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- The Information Technology Department manages computers and administers policies

related to computing resources. The IT Department has the authority to override alternative

access controls, configurations and passwords. This is exercised with great care and integrity.

- If the staff of the IT Department observes someone engaging in activities that would

seriously compromise the security or integrity of a system or network, such as intrusions,

breaking-in, unauthorized use or Trojan horses, the IT Department may take immediate

action to stop the threat or minimize the damage. This may include termination of

processes, scanning for rogue programs, disconnecting from a network, protecting and holding

evidence for an investigation, or temporary suspension of an account. Account suspensions

must be reported immediately to the Dean of Student Affairs.

Rules of Use

Access to AURAK computing resources is a privilege granted with the presumption that every

member of the AURAK community will exercise his responsibly. Because it is impossible to

anticipate all the ways in which individuals can damage, interrupt, or misuse AURAK

computing facilities, this policy focuses on a few simple rules. These rules describe actions that

users should avoid and the principles guiding the rules. Each rule is followed by a list of actions

that violate it.

1. Use AURAK computing resources consistently within the stated priorities. The use of

AURAK computing resources follows these priorities:

High: All educational, research and administrative purposes of AURAK

Low: Other uses indirectly related to university purposes that have an educational or

research benefit, including news reading, Web browsing, chat sessions and personal

communications.

Forbidden: Engaging in commercial activity not sanctioned by AURAK authorities.

2. Accounts should be used only for legitimate purposes.

You are held responsible for another person's use of your account. If someone using your

username violates any policies, you may be held responsible. If you have a legitimate reason to

give someone access, keep it strictly temporary, and change your password after that person

finishes using your account. If someone else offers you the use of an account that you are not

authorized to use, decline. If you discover someone else's password, do not use it; report

access of the password to the owner or to the IT Department.

3. Honor the privacy of other users.


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Respect the desire for privacy, and refrain from inspecting users' files, except in certain well-

defined cases. IT Administrators or Network Administrators authorized by the IT Department

who carry out standard administrative practices, such as backing up files, cleaning up trash or

temporary files, or searching for rogue programs, do not violate privacy.

• Accessing the contents of files of another user without explicit authorization from that

user is not permitted.

• Intercepting or monitoring any network communications not explicitly meant for you is

prohibited.

• Use of the systems to transmit personal or private information about individuals unless

you have explicit authorization from the individuals affected is not permitted.

Distributing such information without permission from those individuals is also not

permitted.

• Creating or installing programs that secretly collect information about users is

prohibited. Software on AURAK computing resources is subject to the same guidelines for

protecting privacy as any other means for gathering information. Users are not allowed to

use AURAK computing resources to collect information about individual users without

their consent. Note that most systems keep audit trails and usage logs (e.g., for ftp, login,

object access etc.); these are not secret and are considered normal parts of system

administration.

4. Do not impersonate any other person.

Using AURAK computing resources to impersonate someone else is wrong. If you use

someone else's account without their permission, you may be committing acts of fraud because

the account owner's name will be attached to the transactions you have performed.

5. A University computer should not be used to violate any policies or laws.

Do not extend the AURAK network without explicit permission from the IT Department.

Unauthorized use of routers, switches, modems and other devices can impact the security and

stability of the network.

Compliance First Warning: The IT Department Manager sends a warning letter to alleged perpetrators of

improper use of AURAK computing resources. This warning ensures that the alleged perpetrators

are aware that a policy violation has occurred and that there was a complaint. It offers a chance to


54

avoid a repetition without having to admit guilt and a chance to secure an account against

unauthorized use.

Second Warning: If a second offense occurs from an account that received a first-warning

letter, after consultation with the Vice President for Administrative Affairs, the IT Department

will issue a second warning and may require that the account holder be interviewed. The IT

Department can authorize the temporary suspension of access to the user's account if the

individual fails to attend the interview.

Disciplinary Procedures: If the previous two warnings do not convince perpetrators to desist, the

matter is turned over to the IT Committee. IT Department makes available all the information and

evidence it has concerning the case to the IT Committee. After reviewing the case, the IT

Committee recommends appropriate disciplinary actions to the President.

Computer Lab and Library Computer Lab Usage

Rules to be followed in Computer Labs

• Food and drinks are not permitted inside the computer labs.

• Installation of any software that is not approved by the IT Department from CD, floppy

disk, LAN, internet, flash disks and the like is strictly prohibited.

• Reconfiguring the hardware configuration by unplugging the plugs and moving the

hardware physically is prohibited.

• Downloading copyright protected video, audio, pictures, or other material from the

internet to a computer is prohibited.

• Messengers or any other chat services should be used for educational purpose only. No

chatting is allowed during class hours.

• Installing or playing games, listening to streaming music, watching videos and similar

activities are not allowed in the computer labs.

Storing Extremely Sensitive Data on Mobile Devices

• Only a handful of employees of AURAK have been authorized to store ―extremely

sensitive data# on a mobile device, such as a laptop, CD or flash drive. Those

authorized to store such data on a laptop computer have been issued or will be issued,

Storing such data on a mobile device, including laptops, without this authorization is a

violation of university policy.

• Extremely Sensitive Data# (aka ―toxic data#) is defined as Data that, if accessed by


55

unauthorized persons, could cause severe reputational, monetary, legal, or operational

damage. Data in this category includes, but is not limited to classified or sensitive

research, medical records, accusations or investigations of criminal activity, files of

passwords to university systems, social security numbers, passport-type information,

donation information and bank account and credit card PINs and passwords.

Electronic Mail

One's personal e-mail, electronic files maintained on AURAK equipment and personal Web

pages are part of a unique electronic information environment. This environment creates

unique privacy issues that involve UAE laws as well as AURAK Policies.

• Email user name creation policy of AURAK for an individual is first name and last

name separated by a full stop followed by the AURAK domain name.

• IT Department reserves the right, to the fullest extent permitted by law, to inspect user

files and communications for the purposes of investigating allegations of illegal

activity, violations of AURAK policies, or to protect the integrity an d safety of

network systems.

• E-mail is not secure. It is easily forwarded to a multitude of recipients and may be

altered. Intruders to the network may be able to bypass your password protection. The

backup system may contain deleted e-mail for about 30 days. Mail undelivered for any

reason may be copied to the mailbox of a ―postmaster# on the sender's or recipient's

computers. For these reasons and others, one should not expect total privacy when

considering your email messages.

• No user may intentionally read personal files, including those storing e -mail, without the

owner's consent. In the event of a lawful investigation of misconduct, law enforcement

officials and University authorities involved in the investigation may inspect user files

and communications.


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World Wide Web

The official Web pages contain public information about the University, its offerings,

programs, and accepted obligations to students and the public. These pages project

the public identity of the University and are its first electronic point of contact with

the general public, students, parents, and employers. The University exercises editorial

control over the content of its official Web pages.

The University is not responsible for information, including photographic images,

published on or accessible through personal Web pages, including personal home pages.

Personal Web pages, created and maintained by employees, students or University-

recognized student groups, are the sole responsibility of the person or student group

identified by the account. The University does not monitor the contents of these

personal Web pages. The individual creating or maintaining personal Web pages may

be held criminally or civilly liable for the materials posted on the Web site. An

individual who posts obscene material, for example, may be subject to criminal

prosecution and an individual who posts copyrighted material might be liable to

the owner of the copyrighted material under copyright law.

Personal Web pages contain the personal expression of their creators. The contents,

including link identifiers, of these pages include academic subjects, hobbies, religion,

art, and politics as well as materials that some viewers may find offensive. Neither

the contents nor the link identifiers are reviewed or endorsed by the University. If you

feel you might be offended by material following a link identifier, or material on the

page itself, you should not continue.

The University will investigate all complaints involving personal Web pages and will

remove or block material or links to material that violate laws of the United Arab

Emirates, the Emirate of Ras Al Khaimah, or any University policy.

Deployment by Students

Students are not permitted to connect wireless access points to the AURAK network, unless they

are working under the direction of IT Department.

Public Access Points

Responsibility for deploying wireless access points that are intended for use by the general

University community resides with the IT Department.

Telephone Usage Policy AURAK provides access to telephones for all faculty and staff, including wage and contract

employees. The AURAK telephone system is available to conduct University business. Abuse of

the telephone system, making or receiving excessive personal calls, and disclosing

confidential information over the phone may result in disciplinary action, including termination.


57

As a general rule, faculty and staff are discouraged from making or receiving personal

telephone calls through AURAK's telephone system or designated university mobile/cellular

telephones. AURAK recognizes that under certain circumstances, an employee will need to make

or receive a telephone call of a personal nature from a business phone, but such calls should be

held to a minimum in both length and frequency. Faculty and staff members are responsible for

informing supervisors of any need to make personal calls regularly in connection with family

care. They are also responsible for timely reimbursement of charges for personal long distance

calls.

Permission Levels

AURAK provides desk phones to faculty and staff. Phones have designated levels based on

concerned policy from the Administrative Affairs.

a) Intercom only

b) Intercom and calling facility within RAK

c) Intercom within UAE and cell phones

d) Intercom, cell phones within UAE, and International calls

Mobile/Cellular Phones

It is the policy of AURAK to provide appropriate communications to faculty and staff based

on concerned policy for salary scale. The employee is responsible for all personal calls, and is

expected to keep the phone with him/her and turned on at all times.

Other Policies

ID Card Policy

Each AURAK employee/student should have an AURAK ID card which can be obtained from

IT Department after providing complete information for the individual by filling up an AURAK

ID card form. The AURAK ID card can be collected within two working days after providing

the complete information. In case of any AURAK employee/student leaves the university

permanently, the AURAK ID card should be returned to the IT Department.

In House Application Development Policy

This policy is for departments, employees, and students inside and outside the AURAK

campus; we are planning and developing software for the AURAK production database and

website.

1. All projects involving production data need to be approved by the IT Manager before

migrating or importing to the new developed software. No work should proceed on any

project without a formal Data release, request and approval.


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2. After approval, the project will be assigned to one of the IT personnel or Software

Developer who has a current assignment over the specified data or software. The IT

personnel will act only as a marshal to ensure the proper design, and that the

programming, testing, implementation and maintenance specification meet AURAK IT

standards.

3. All projects must be developed and coded using only approved computer languages and

development tools that meet AURAK I.T. standards. Unauthorized and incompatible

software will not be allowed in a production environment.

4. If any web pages are generated, they must be approved by the Web Master, who will

review for content, style, and design. Web development standards must be compatible

with the university's current production hardware and software web architecture.

5. Ensure that all resources such as application source codes, programming tools, backup,

servers, and all parts of the development process are in place for other purposes that may

arise in the future.

6. All employees should cooperate in the development process of the application so that we

can be familiar with the daily needs for their jobs.

7. Any exception to this policy must be presented and approved by the management and IT

Manager.

Intellectual Property and Copyright Policy

The University follows the copyright laws of the UAE and the U.S.A regarding intellectual

property and copyright.

Intellectual Property is the intangible property that is the result of creativity, such as patents and

copyrights. Copyright is the exclusive legal right, given to originators or their assignees for a

fixed number of years, to print, publish, perform, film, or record literary, artistic, or musical

material, and to authorize others to do the same. Resources protected by copyright include:

• Books

• Articles from Journals (Printed or Online)

• Case Studies

• Chapters from books

• Databases

• Software

Violating copyright law leads to legal disputes between publishers and AURAK. The following

excerpts from the copyright law cover its most relevant provisions:


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• No part of these publications [articles, cases, books] may be produced or transmitted in

any form or by any means, electronic or mechanical, including photocopy, recording,

scanning or any information storage and retrieval system, without prior permission.

• Upon acceptance of an article by the journal, the authors will be asked to transfer

copyright of the article to the publisher. The transfer will ensure the widest possible

dissemination of information. The Journal and the individual contributions contained in

it are protected by the copyright of the publisher and the following terms and conditions

apply to their use.

• Single photocopies of single articles may be made for personal use as allowed by

copyright laws. Permission of the publisher and payment of a fee is required for all other

photocopying, including multiple or systematic copying, copying for general distribution,

for advertising or promotional purposes, for creating new collective works, for resale, and

all forms of document delivery. Special rates are available for educational institutions that

wish to make photocopies for non-profit educational classroom use.

The following table provides an overview of what is permitted and what is not permitted

in terms of copyright protection.

PERMITTED NOT PERMITTED

Teachers

Single copy: chapter of a book Copying several chapters of per book.

Single copy: article from magazine or

newspaper

Copying several articles per magazine.

Single copy: chart, graph, diagram,

picture, non-syndicated, and non-

copyrighted cartoons.

Photocopying worn ditto masters.

Single copy: short story, short essay,

short poem

Copying consumables: workbooks, copyrighted

exercise sheets, tests.

Multiple copies for classroom I instructional purposes

Complete poem less than 250

words (not more than 2 pages)

Using/making multiple copies of same

material semester after semester

Excerpt from long poem not to exceed

250 words

Creating anthologies

Article, story, or essay less than

2,500 words

Copying workbooks and other works meant to

be used once by one student


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Creating slide sets from books and

magazines as long as only one per

source used.

Copying audio tapes or video tapes for archival

or backup purposes


Copying into RAM if copying is

necessary to run the program.

Circulation of archival copy.

One copy for archival purposes. ―Networking# software without license or

permission.

Library lending of public domain software


May download searches

Downloaded searches shouldn't be retained

Downloaded material may not be used to create a

derivative work.


May print out pages of reference or other

works for study or teaching.

Printing out large section of work


Downloading public domain software Collecting materials off the Internet and

compiling into a new work.

Audio Visual Materials

Software

Databases

CD-ROM

Internet


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The Saqr Library Information Resources and Services

I. Saqr Library Mission and Vision

Mission

The mission of the library is to provide access to, and effectively deliver of accurate and timely

information resources to AURAK students, faculty, and staff in support to the research, and

instructional mission of the University.

Vision

The AURAK Library is an active participant in the academic development of the university and

responds to the needs of the learning community. The Library facilitates access to information

through the acquisition of materials, the use of information technology, the provision of quality

information services and the sharing of resources at national, regional, and international levels.

The library supports AURAK’s overall vision which is to promote strong partnerships with the

university’s teaching and research endeavors, and to make direct and meaningful contributions to

the civic, business, and social life of Ras al Khaimah and the region.

II. Library Collections

Other than books, the Saqr Library houses a wide range of relevant materials including reference

sources, periodicals, multimedia presentations, and electronic databases. Electronic Database

subscriptions include: EBSCO Academic Search Complete, EBSCO Ebooks Collection,

SpringerLink E-journals. Springer Link E-books, Proquest ABI Inform (Business), ProQuest

Telecommunications (Engineering), Euromonitor (Business), ERIC (Education), Greenfile

(Environmental Sciences), LISTA (Library and Information Science), Architecture Database, and

Oxford Business Group Database, covering the content of full-text e-books and e-journals. These

databases are available and can be accessed remotely through the University Library Webpage

using the computer account (username and password) provided by the IT Department. Library

holdings can be checked on the Library Online Public Access Catalog (OPAC) available also at

the library webpage (http://library.aurak.ac.ae).

III. Library Collections Development The selection of library resources is a shared responsibility of faculty members and the

librarians. Staff members may also send to the library, their requests and recommendations for

new titles as needed by their department.

http://library.aurak.ac.ae/


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IV. Library Information Services

1. Circulation Services:

a. -Access to the Library

The library is open to all students, faculty and staff, as well as to RAK nationals and RAK

business community. In accordance with AURAK Information Technology Policy, access to

the wireless network and on-line resources is limited only to authorized users through a secure

authentication system.

b. -Borrowing

Borrowing privileges are provided to all registered students and currently employed faculty and

staff. A University ID card is required to check-out circulating items. ID cards are issued by

the University IT Department. Any RAK national or community member may use the library

circulation collection including access to e-resources of periodicals and books. Print periodicals,

reference books and some audiovisual materials do not circulate outside the library.

c. -Loan Periods.

Staff may borrow up to 3 items for 3 weeks loan period. These may be renewed up to two

times. Videos, CDs, DVDs are limited to 3 items of each type and can be borrowed for three

days.

d. -Renewals

Circulating items may be renewed online or at the library circulation desk. Patrons may renew

items twice in succession unless the item has been requested by another patron.

e. – Holds

Through the library‘s online catalog, patrons may place online requests for an item

currently borrowed by another patron. Once the item is returned to the library, the patron is

notified that the item will be held at the circulation desk for three days. Items not picked up

within those three days are returned to the circulating collection or placed on "hold" for the next

requesting patron.

f. –Recalls

Patrons may recall any checked out item after a minimum of one week, regardless of the

borrower's status and standard loan period. Patrons receive recall notices by e-mail and must

return the item to the circulation desk by the revised due date to avoid fines. Any item checked

out or needed for Reserve will also be recalled.

Type of Item Patron Status Loan Period Recall Renewals

Circulating Book Staff 3 weeks After 1 week 2

Audio-visual item Student/Staff/Faculty 3 days After 2 days -

Periodicals Student/Staff/Faculty Item does not circulate -

Reference Book Student/Staff/ Faculty Item does not circulate -

http://magik.gmu.edu/cgi-bin/Pwebrecon.cgi?DB=local&PAGE=pbLogon


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g. -Lost and/or Damaged Items:

Borrowers are responsible for items checked out from the general or reserve collections. They

must pay any fee associated with overdue, lost or damaged materials. Replacement fines for

the lost or damaged library materials are the actual price of the materials, as listed in

library records.

h. -Book Returns

All checked out library materials must be returned only to the Library Circulation Desk.

2. Reserve Services:

Reserves are class reading assignments, textbooks, periodical articles, and other library

materials temporarily placed within the Reserved Collection with limited circulation period.

Reserved items are kept behind the Reserve Desk. These materials can only be used

inside the library and can be checked out from the Circulation Desk on an overnight basis.

3. Reference Services:

The Library provides reference and information service for all students, faculty, staff and

library visitors. Patrons are encouraged to contact the Librarian on duty for help in

using reference services and sources, particularly the online resources. Reference services

include:

- Assistance with answers to specific questions or provision of resources or methods to

obtain information needed.

- Assistance in the use of library information tools and resources including print,

audio, audio-visual, and electronic-based resources.

- Assistance with evaluation criteria regarding quality and reliability of

Information sources.

- Assistance in the verification and construction of bibliographic citations.

- Directions for locating library materials and services

- Assistance with and/or instruction in the use of related library services (e.g.,

circulation, document delivery services, reserves).

- Email Reference service

- Referrals to other University or community resources as warranted.

4. Interlibrary Loan (ILL)/ Document Delivery / Resource Sharing Recently, Saqr Library has established cooperative agreements with the following academic,


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research, and cultural institutions:

1. ANKABUT (UAE Advanced Network for Research and Education), a member of the

Consortium of Academic and Research Libraries, established within ANKABUT at

Khalifa University in 2012

2. RAK Medical & Health Sciences University

3. RAK Public Library / Ministry of Culture

4. University of Dubai

These library cooperative agreements with different institutions, support and assist the

programs and courses offered by the university through the sharing of resources.

Through these agreements, resources that are not available at the university library may be

found in other libraries or institutions. Therefore, with these agreements, students, faculty, and

staff of the university might gain access to use of resources belonging to other libraries in their

studies and research. A University ID is required in visiting and using cooperative libraries.

V. Library Working Hours:

Semester hours

Sunday-Thursday: 8:00 a.m. - 9:00 p.m.

Friday: 10:00 a.m. - 4:00 p.m.

Saturday: 2:00 p.m. - 8:00 p.m.

Summer Semester

Sunday-Thursday: 8:00 a.m. - 5:00 p.m.

Friday: Closed

Saturday: 10:00 a.m. - 6:00 p.m.

Semester Break

Saturday -Thursday: 8:00 a.m. - 5:00 p.m.

Friday: Closed

Declared Holidays: Closed


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Other Policies, Procedures and Forms Relevant to Staff

Sexual Harassment Sexual Assault Policy

Sexual Harassment is a form of misconduct that compromises the integrity of human

relationships, affects morale and performance, and threatens an individual's sense of security

and well-being. The University is committed to creating and maintaining a harassment-free

environment for all of its students, employees, and visitors. Behavior such as making unwelcome

sexual advances, requests for sexual favors, or displaying verbal or physical conduct of a sexual

nature that creates or maintains a hostile or offensive work, study, or living environment is

prohibited.

The University is committed to providing an institutional environment in which all persons

may pursue their studies, careers, duties and activities in an atmosphere free of all threat of

sexual assault. It strongly condemns sexual offenses and will not tolerate sexual offenders. A

student, employee or visitor may file a complaint and have it redressed either through formal or

informal complaint processes by contacting the Office of the Vice President for Administrative

Affairs.

Alcohol and Smoking Policy

The University has a smoke-free policy in all buildings on the campus. Smoking is permitted

only outside in designated areas. The University follows the dictates of the UAE in regard to

alcohol. No alcohol may be consumed. Any employee found violating this law on campus

will summarily be dismissed.

Business Card Request

Any staff member would like to request for new Business Card, he / she needs to submit the

Business Card Request Form (Appendix N) to the Department of Facilities Management &

Logistics.

Administrator’s Teaching Policy Rationale:

Administrators at different levels in the academy often continue to become engaged in their

disciplines as professors, depending on their level of credentialing. It is not unusual also to find

that, despite a desire to engage in instruction, administrators, depending on their level of

assignment in a college or university, may not have the time to commit to such activities;

however, they may want to still be engaged in the delivery of instruction in limited and

acceptable ways.


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Universities have tried to accommodate these desires to ensure that administrators are still

able to keep abreast of developments in their area of credentialing, pedagogy, and the use of

technology in providing instruction to a changing student body. Additionally, being able to

engage in instructing students also helps administrators to become more in tune with the

requirements of modern day students, their needs and desires and enablers of academic

success.

AURAK acknowledges the merits, both from a personal and professional view, that accrue

to the institution as well as to the administrator and students. As such, the University deems

it prudent that accommodations for this type of involvement be formally addressed to

ensure maximum and mutually desirable outcomes from the engagement of administrators in

teaching at the University.

The Policy:

Administrators may teach a maximum of one course (3/4 credit hours) per semester

with approval in keeping with the approval process and the terms and conditions

established by the Department of Human Resources. Senior Administrators are not eligible

for additional compensation regardless of the time of instruction or the mode through which

instruction is provided. Administrators at the line manager level may receive compensation

ONLY if instruction is provided outside regular work hours. In such cases, he/she will be treated

as Adjunct Faculty


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Appendices

Appendix A: Request Requisition Form


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Appendix B: Staffing Assessment for Recruitment & Selection Form


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Appendix C: Article 120 of the UAE Labor Law


Appendix D: Confidentiality Agreement



Appendix E: Template for Staff Contract







Appendix F: Probation Evaluation Form


Appendix G: Overtime Authorization Form - Permanent Staff


Appendix H: Lieu Day Pre-Authorization Form


Appendix I: Exit Form


Appendix J: Exit Interview Form



Appendix K: Staff Performance Appraisal Form




Appendix L: Administrators' Evaluation Report




Appendix M: Appeal Process Form




Appendix N: Business Card Request
