Policies and Procedures
Manual
sujit
December 2017-18
Policies and Procedures Manual
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Table of Contents SECTION 1: ORGANIZATION AND GOVERNANCE ........................................................ 4
1.1. Vision, Mission, Strategic Goals & Objectives ..................................................................... 4 1.2. Review of Vision, Mission, Strategic Goals & Objectives .................................................... 5 1.3. Governing Entity: Board of Directors .................................................................................. 6 1.4. Responsibilities of Faculty and Administrative Personnel ................................................ 10 1.5. Standing Committees ........................................................................................................ 18 1.6. Organizational Chart & Reporting Protocols ..................................................................... 43
SECTION 2: QUALITY ASSURANCE ............................................................................. 45 2.1 Institutional Effectiveness Policy ...................................................................................... 45 2.2 Planning Policy .................................................................................................................. 51 2.3 New Course and Program Development Policy ................................................................ 52 2.4 Document Control Policy .................................................................................................. 53
SECTION 3: THE EDUCATIONAL PROGRAM ............................................................... 55 3.1 Undergraduate Completion Requirements Policy ............................................................ 55 3.2 Graduate Completion Requirements Policy ...................................................................... 57 3.3 Independent Study Policy ................................................................................................. 58 3.4 Policy on Intensive modes of delivery ............................................................................... 59 3.5 Academic Progress Policy .................................................................................................. 59 3.6 Grading and Assessment Policy ........................................................................................ 63 3.7 Examination Policy ............................................................................................................ 64 3.8 Curricula Approval and Revision Policy ............................................................................. 66 3.9 Internship Policy ................................................................................................................ 67 3.10 Course File Policy .............................................................................................................. 68 3.11 Class Size Policy ................................................................................................................. 69 3.12 Policy on Intensive Modes of Course Delivery .................................................................. 69
SECTION 4: FACULTY POLICIES ................................................................................. 70 4.1 Faculty Roles & Responsibilities ........................................................................................ 70 4.2 Definition of Faculty & Ranks ............................................................................................ 72 4.3 Faculty Recruitment Policies ............................................................................................. 75 4.4 Faculty Workload Policy .................................................................................................... 80 4.5 Advancement Of Existing Faculty ...................................................................................... 81 4.6 Faculty Performance Appraisal Policy ............................................................................... 83 4.7 Professional Development Policy for Faculty.................................................................... 89 4.8 Faculty Pay and Benefits Policy ........................................................................................ 92 4.9 Leave Policy for Faculty ..................................................................................................... 96 4.10 Travel Policy For Faculty .................................................................................................. 102 4.11 Faculty Disciplinary Policy ............................................................................................... 103 4.12 Faculty Separation Policies & Procedures ....................................................................... 105 4.13 Faculty Professional and Ethical Conduct ....................................................................... 107 4.14 Intellectual Property: Copyrights .................................................................................... 110 4.15 Internal Academic Governance ....................................................................................... 111 4.16 Faculty Grievance Policy and Procedures ....................................................................... 113
SECTION 5: STAFF POLICIES .................................................................................... 117 5.1 Definitions of Staff & Ranks ............................................................................................ 117 5.2 Staff Employment Policies............................................................................................... 118
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5.4 Policy on Staff Promotions .............................................................................................. 123 5.5 Compensation And Benefits For Staff ............................................................................. 124 5.6 Leave Policy For Staff ...................................................................................................... 127 5.7 Staff Evaluation Policy ..................................................................................................... 131 5.8 Staff Professional Development Policy ........................................................................... 133 5.10 Staff Disciplinary Policy ................................................................................................... 136 5.11 Staff Grievance Policy and Procedures ........................................................................... 139
SECTION 6: STUDENTS ............................................................................................... 140 6.1 Admissions Policy – Undergraduate Programs ............................................................... 140 6.2 Admissions Policy – Undergraduate Programs ............................................................... 144 6.3 Policy For Advanced Standing/ Recognition Of Prior Learning (RPL)/ Transfer Credits . 149 6.4 Fees Policy ....................................................................................................................... 151 6.5 Student Records & Information Release Policy .............................................................. 153 6.6 Career Service Policy ....................................................................................................... 157 6.7 Residential Life Policy ...................................................................................................... 158 6.8 Student Finance Policy .................................................................................................... 158 6.9 Student Disciplinary Policy .............................................................................................. 159 6.10 Student Activities & Publications Policy .......................................................................... 161 6.11 Student Rights and Responsibilities Policy ...................................................................... 170 6.12 Student Counselling Policy .............................................................................................. 172 6.13 Health Services Policy ..................................................................................................... 173 6.14 Academic Advising Policy ................................................................................................ 174 6.15 Student Academic Integrity Policy .................................................................................. 176 6.16 Student Appeals Policy and Procedures ......................................................................... 180 6.17 Student Grievance Policy and Procedures ...................................................................... 182
SECTION 7: LEARNING RESOURCES ........................................................................ 183 7.1 Circulation Procedures & Limitations ............................................................................. 183 7.2 Collection Development Policy ....................................................................................... 185 7.3 Library Resource Sharing Policy ...................................................................................... 187 7.4 Copy Right Policy ............................................................................................................. 189 7.5 Fair Use Policy ................................................................................................................. 191 7.6 Professional Development Policy for Library Staff.......................................................... 194
SECTION 8: PHYSICAL AND TECHNOLOGY RESOURCES ...................................... 195 8.1 IT Policy (Computing and Network Resources Use Policy) ............................................. 195 8.2 Health Policy.................................................................................................................... 200 8.3 Safety Policy .................................................................................................................... 201 8.4 Facilities and Equipment Management Policy ................................................................ 205
SECTION 9: FISCAL RESOURCES .............................................................................. 207 9.1 Audit Policy ..................................................................................................................... 207 9.2 Financial Policies ............................................................................................................. 208 9.3 Procurement and Inventory Control Policy .................................................................... 213 9.4 Risk Management Policies .............................................................................................. 219
SECTION 10: PUBLIC DISCLOSURE AND INTEGRITY .............................................. 224 10.1 Conflict of Interest Policy ................................................................................................ 224 10.2 Intellectual Property Rights Policy .................................................................................. 227 10.3 Teach-out Policy .............................................................................................................. 228 10.4 Publications Policy ........................................................................................................... 229
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10.5 Consultancy Policy........................................................................................................... 230 10.6 Documentation preparation and scrutiny ...................................................................... 232
SECTION 11: REASEARCH POLICY............................................................................ 233 11.1 Requirement to Undertake Research ............................................................................. 233 11.2 Statutory and Ethics Obligations ..................................................................................... 233 11.3 Research Management ................................................................................................... 234 11.4 Research Support Resources:.......................................................................................... 234 11.5 Research Planning ........................................................................................................... 236 11.6 Evaluation and Monitoring of Performance ................................................................... 236 11.7 Publication and Intellectual Property ............................................................................. 237 11.8 Recruitment and Staff Development .............................................................................. 237 11.9 Expert Committee ........................................................................................................... 238 11.10 Maintenance of records .................................................................................................. 238
SECTION 12: COMMUNITY ENGAGEMENT ................................................................ 239 12.1 Goals ................................................................................................................................ 239 12.2 Community Engagement Committee .............................................................................. 240 12.3 Action Plan ...................................................................................................................... 240 12.4 Responsibility .................................................................................................................. 240
SECTION 13: POLICY DEVELOPMENT AND DOCUMENT CONTROL ....................... 241 13.1 Policy Development .......................................................................................................... 241 13.2 Incorporation of Policy Changes ....................................................................................... 241 13.3 Dissemination ................................................................................................................... 241
Annexure I - Reimbursement for Overseas Journey ................................................. 242 Annexure II – Leave Travel Policy ............................................................................... 244 Annexure III - Policy on Salary Advances to Employees ........................................... 245 Annexure IV - Policy on Miscellaneous Allowances, Financial Assistance & Gifts 246 Annexure V – Guest House Policy .............................................................................. 247
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SECTION 1: ORGANIZATION AND GOVERNANCE
IMT-Dubai is located at Dubai International Academic City, a special purpose zone that
hosts universities and other learning institutions. In the five buildings, spread over almost
250,000 square feet, IMT-Dubai offers superior academic, entertainment and residential
facilities. Student housing is located within the campus, which is located not very far from
Dubai’s main attractions.
IMT-Dubai is accredited by the Ministry of Higher Education and Scientific Research
(MoHESR) in the UAE since 2006. The Institute offers undergraduate and postgraduate
programs to an international audience, all delivered in English language. The
organizational chart and reporting protocols of IMT-Dubai are indicated in Section 1.6.
1.1. Vision, Mission, Strategic Goals & Objectives
Vision
IMT-Dubai aspires to become a leading university for nurturing high quality
professionals.
Mission
The mission of IMT-Dubai is to develop young leaders and professionals who are
business ready, socially responsible and aware of challenges such as sustainability,
ethics, environment and multi-cultural societies. In that spirit, it is committed to engage
in high quality teaching and contemporary research.
Strategic Goals & Objectives
Goal-1: Offer high quality programs relevant to business and Industry in the
region.
Obj 1a: To design and deliver portfolio of programs and courses in the areas of
business, management and allied fields.
Goal-2: Create conducive and productive environment for student learning and
professional development.
Obj 2a: To adopt innovative pedagogical methods that will enrich student learning
and experience.
Obj 2b: To actively pursue student and faculty mobility with international partner
universities.
Obj 2c: To develop high quality teaching materials, text books, cases and
reference books to augment teaching and learning experience.
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Obj 2d: To provide IT enabled processes for teaching, learning and related
activities.
Goal-3: Attain National, Regional and International Recognition for High Quality
Academic Programs.
Obj 3a: To benchmark and improve curriculum and academic processes every
three years.
Obj 3b: To strive and achieve international accreditations for the programs.
Goal-4: Foster partnership with industry and government bodies for experiential
learning
Obj 4a: To offer executive education programs for professionals and executives.
Obj 4b: To engage with industry for collaborative projects and strengthen industry-
academia interface.
Goal-5: Promote international outreach with recognized universities and
institutions.
Obj 5a: To have a diversified mix of students and faculty from different
geographical regions.
Obj 5b: To create and develop partnership with institutions of repute.
Goal-6: Focus on applied business research relevant to industry, business and
society.
Obj 6a: To support high quality applied research in business and allied areas.
Obj 6b: To encourage faculty and students research publications in conferences
and journals.
1.2. Review of Vision, Mission, Strategic Goals & Objectives
Vision and Mission are adopted by the institute on a long term basis. The vision and
mission statements shall be reviewed every five years. The process of revising the
vision and mission involves abstracting the aspirations of different stakeholders and
agreement building exercise.
Workshops involving all faculty, staff and students generates diverse views in small
groups. Iteratively, consensus needs to be built to converge into a formal statement.
This process is used to write the vision and mission statements. Once they are
finalized, the strategic goals and objectives are derived to fulfill Vision & Mission.
The Board of Directors approves Vision, Mission, Strategic Goals and Objectives.
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The time table for periodic review of the mission, vision and strategic goals and
objectives is as follows:
Items Frequency of revision
Vision Every five years
Mission Every five years
Strategic Goals Every three years
Strategic Objectives Every three years
However, for the purpose of new programs there may be revised in Vision, Mission
Strategic Goals and Objectives earlier to the stated frequency.
1.3. Governing Entity: Board of Directors
Subject BOARD OF DIRECTORS
Effective Date Ongoing
Contact Director
The Board of Directors is the legal body formed responsible for IMT-Dubai and for policy
making. It oversees the functioning of IMT-Dubai, both in terms of financial performance
and operational & administrative aspects.
i. Members
The Board of Directors includes the following members:
1. Mr. Kamal Nath
Chairman of the Board
2. Mr Bakul Nath
Vice President
3. Mr Dipankar Chatterji
Vice President
4. Mr. Mohammed Ayub Shikh Mohammed Shahid
Member
5. Dr. Francois Therin
Director, IMT Dubai
IMT-Dubai
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ii. Objectives
The objectives of the Board of Directors are defined as:
i) To monitor the performance of IMT-Dubai in every aspect and to guide and
support IMT-Dubai in establishing itself as a world class business school.
ii) To determine its expansion plans, new courses of study to be established,
open new branches and generally to take all decisions on policy matters and
approve strategic plans.
iii) To promote, organize and facilitate study and research in all the branches of
learning and business administration.
iv) To promote policies for publishing books, magazines, periodicals, pamphlets
and other literature.
v) To approve plans to construct, or alter any buildings which may be
necessary or expedient for its purpose.
vi) To approve plans to provide hostels for students and scholars and
residential accommodation for teaching and staff.
vii) To purchase, take on lease or accept as a gift or otherwise acquire any real
or personal property or rights therein or privileges attaching thereto.
viii) To carry out any of the above objects in partnership, co-operation,
collaboration or other arrangements with any other persons, trust,
foundation society or institution engaged interested in any of the objects
which the Board is authorized to carry on.
ix) To do all such other acts and things, whether incidental to the objects
aforesaid or not, as may be requisite in order to further its function as an
educational institute and a seat of learning.
iii. Membership
The members of the Board of Directors are appointed and hold office at the
discretion of the Chairman of the Board.
iv. Responsibilities of the Board of Directors
The Board of Directors holds the following responsibilities:
1. To be the ultimate entity governing IMT-Dubai.
2. To set the strategic goals for IMT-Dubai.
3. To hire a Director and carry out his annual evaluation.
4. Subject to the approval of the Board take on lease or accept as a gift any land
or building which may be necessary or convenient to the purpose of IMT-Dubai
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on such terms and conditions as may be deemed fit and proper.
5. To construct any building(s), educational work-shops etc, that may be
considered necessary for the purpose of the Institute and to make any
additional or alternations or modifications therein subject to the necessary
funds being made available. To appoint any person(s) as Attorneys of the
Managing Committees and confer upon them such powers as it may deem
proper to act on its behalf.
6. To open bank accounts, draw, accept, endorse and negotiate promissory
notes, bills, checks or other negotiable instruments.
7. To invest the funds of IMT-Dubai in or upon such securities from time to time
and alter any investment so made.
8. To make such rules and regulations for grants or benefits as it may think fit and
proper for the financial help of employees of IMT-Dubai under such
circumstances as may be prescribed by such rules and regulations.
9. To make such rules and regulations as it may, from time to time, consider
necessary or proper for regulating the management and affairs of IMT-Dubai.
10. To grant scholarships to students belonging to any institutions affiliated with
IMT-Dubai whether India or abroad.
11. To secure necessary funds for the operational as well as developmental
requirements of the institute.
12. To authorize/award of new academic degree.
13. To appoint/approve the selection of external auditors.
14. To receive and review the report of the external auditors.
15. To approve the annual budget of the institute.
v. Meeting of the Board of Directors
The Board meets to review the functioning of IMT-Dubai, to discuss the Annual
Plans, review long term strategic plans, approve the annual budgets, approve and
adopt the audited and finalized accounts of the institute and to discuss any other
matters with the permission of the Chairman of the Board.
1. The Board of Directors will meet at least 4 times a year.
2. The time lapse between 2 successive meetings of the board should not be
more than 4 months.
3. A clear 15 days’ notice should be sent to the members for the meeting, along
with the agenda papers.
4. The Chairman can convene meeting earlier than the annual scheduled
meeting, provided he feels the need to take any urgent decisions or discuss
any other urgent and important matters that is in his sole opinion cannot be
postponed till the next annual meeting of the board.
5. A meeting can be also convened by the Chairman earlier than the annual
schedule meeting when 2/3rd
member express their request in writing to
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convene the meeting.
6. In case of a need for an immediate action that cannot wait for the annual
meeting, discussion and a vote may take place by conference call or email as
long as a quorum as specified is in effect.
vi. Quorum and Proceeding
1. Three members or 2/3rd
of the total members of the board, whichever is more,
would constitute a Quorum of a meeting of the board.
2. If a quorum is not reached, the General Meeting may be adjourned to the next
week at the same time, place and day. If a quorum is not present at successive
meeting, the members present shall constitute a quorum.
3. A declaration by the Chairman of the meeting that a resolution has been
carried by a majority and any entry to that effect in the minute book of the
proceedings of the meeting shall be conclusive evidence of the fact without
proof of the members present or voting or proportion in favor of or against
resolution.
4. Minutes of the meeting would be recorded for all the meetings along with the
attendance of the members present and kept in a place accessible for viewing.
vii. Alteration of the Objectives, Its Amalgamation or Dissolution
The alteration in the objectives of the Board of Directors can be incorporated after
they have been approved by a majority of members in the annual meeting of the
board or a special meeting convenes for the purpose. The amalgamation and
dissolution would be done at the sole discretion of the Chairman of the Board.
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1.4. Responsibilities of Faculty and Administrative Personnel
1. Director
The CEO (who shall be a Director) holds ultimate responsibility for all business
conducted within, for and in the name of IMT Dubai. The CEO’s major
responsibilities are:
i) Managing day to day operations of the Institute
ii) Implementing decisions and resolutions adopted by the Board of Directors
iii) Maintaining plans for the staffing needs of the Institute
iv) Ensuring administrative efficiency and effectiveness and compliance with
institute policies and relevant legislations.
v) Ensuring that reviews of performance and assessment of developmental
needs of staff in the institute are undertaken in accordance with institute
policy
vi) Ensuring timely and effective communication with staff and students and
community at large
vii) Promoting excellence in teaching and research
viii) Ensuring that the education and learning of all students is optimized
ix) Promoting the establishment of research linkages and collaborations with
foreign universities, research organizations, government and industry
x) Preparing budget and raising research grants from internal resources as well
as from funding agencies both national and international
xi) Planning and managing the institute’s financial resources efficiently and in
accordance with the policies and relevant legislation
xii) Representation of the institute with all external stake holders
xiii) Responsible for the Institutional Effectiveness and Quality Assurance
Department
xiv) Planning and organizing the resources of the institute
xv) Time to time revising & updating policies & getting approval of the Board
xvi) Implementing policies & Procedures
xvii) Based on market requirements, proposals for new programs to be proposed
by the Director to the Board for approval
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xviii) Review mission and vison and strategic plan
2. Chief Administrative Officer
The CAO’s major responsibilities are:
i) Day to day administration of support services of the Institute, which are non-
academic in nature.
ii) Managing the budget and accounts of the Institute.
iii) Managing the requirements for CAPEX.
iv) Responsible for admissions.
v) Managing the placements & career office.
vi) Overseeing the Office of Students Services
vii) Developing corporate relations
viii) Responsible for promoting and marketing activities of the Institute
ix) Responsible for regulatory affairs of the Institute
x) Ensuring the implementation of effective HR policies for non-academic staff
xi) Responsible for the development needs of the non-academic staff
3. Academic Dean
Major responsibilities include:
i) Conducting the academic program smoothly
ii) Developing a strong research culture and motivation amongst faculty members
to achieve Institute-wide research goals, policies, and initiatives.
iii) Encouraging inter-school and inter-disciplinary developments and providing
advice and support to academic staff on research matters.
iv) Facilitating the school's participation and leadership in inter-disciplinary
research activities to create, integrate, transfer and apply knowledge.
v) Providing consultation and specific technical assistance to the faculty members
in developing research proposals (searching for funding opportunities,
maintaining a grant opportunities database, grant-writing, budget preparation,
editorial, proposal preparation), disseminate information to appropriate
constituents concerning the school's research activities.
vi) Monitoring students’ progress during the course of the program.
vii) Promoting students’ involvement and participation in academic, cultural and
social activities.
3A. Associate Dean
i) The responsibilities of Associate Dean(s) is to assist Academic Dean in
operational activities and smooth conduct of the programs.
ii) Monitoring of the Action Plan along with the QAIE Office.
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4. Program Chairperson
The Program Chairperson’s major responsibilities include:
i) Primary responsibility of the Program Chairperson is to achieve program (MBA,
Executive MBA, BSBA, BCOM) objectives, and learning outcomes.
ii) The Program Chairperson will be responsible for organizing, planning, and setting
priorities for allocation of resources within the Program.
iii) To achieve this, she/he develops annual teaching plan in consultation with Director
and faculty members. Organizes Pre-semester planning meeting, Mid-semester
and Post-semester review meetings.
iv) The Program Chairperson works with admission team for selection and admission
of suitable and qualified students into the program.
v) Coordinates with faculty and students for effective delivery of program contents
and achievement of program outcomes.
vi) Coordinates assessment scheduling and conduct of assessments.
vii) Prepares annual program review and communicates to Director and for any
improvements.
viii) Program Chairperson extends support to QA&IE for on-going process of Program
review, including assessing student and institutional outcomes. The Program
Chairperson will provide academic leadership in the development and revision of
course syllabi.
ix) Monitors student progress in achieving program objectives takes corrective actions
as per the program handbook.
x) Coordinates with faculty and QA&IE for course files and documentation. The
Program Chairperson, together with the program faculty, will be responsible for
implementing the process for CAA, MoHESR, AACSB accreditation for the
program. The Program Chairperson will orient all activities within the Program to
fully meet the requirements of CAA, MoHESR, or any other accreditations.
5. Institutional Effectiveness Officer
The IE officer’s major responsibilities include:
i) Responsible for all aspects of relevant policies and programs related to
Accreditation and Licensing
ii) Planning, coordinating and conducting an effective Institutional Effectiveness
program.
iii) Planning, coordinating and conducting an effective assessment program.
iv) Support academic units in preparation and interpretation of annual outcomes
assessment reports.
v) Integrate outcomes assessment into strategic planning.
vi) Other duties as assigned by the Institute
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6. Faculty
IMT-Dubai Faculty members are expected to contribute not only to quality class room
teaching but also to devote time on quality research. IMT-Dubai also encourages the
faculty members to attend conferences and conduct Executive Development
Programs and Consultancy with the industry. The major responsibilities of faculty
members include:
i) Class room teaching
ii) Advising, Guiding, Supervising (Internship, Project work etc.)
iii) Research and Development
iv) Institutional Activities (Committees, Conferences, Colloquiums)
v) New Course Development
vi) Organizing and participating in Executive Development Programs, Conferences
and Seminars
7. Head of Marketing & Admissions
Major responsibilities of the Head of Marketing & Admissions include:
i) Managing the team of marketing and admissions
ii) Develop marketing strategy for the Institute
iii) Design and implement the marketing plan
iv) Develop and distribute marketing collateral and sales support material
v) Plan and attend exhibitions and events that will promote the Institute
vi) Develop the Institute’s brand to facilitate its growth in the market
vii) Responsible for all admission related activities
viii) Evaluate student applications and ensure that these are in line with the standards
of IMT-Dubai and MOHESR
ix) Coordinating with the Registrar to ensure that admission data is handed over
8. Registrar
The Registrar has the responsibility to:
i) Ensure that student records are in full compliance with the academic
requirements.
ii) Keep all records and files pertaining to students
iii) Keep a database of all pertinent information and data for the institution.
iv) Issue students’ transcripts and Degree.
9. Program Assistants
The major responsibilities of program assistants include:
i) Ensuring efficient operation of the academic activities.
ii) Scheduling of all courses, classes and assigning rooms.
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iii) Course registration for the students.
iv) Establish in liaison with the Academic Dean, the Academic calendar.
v) Coordinating with the Faculty Members for all course requirements and distribution
of pedagogical material.
vi) Coordinate between the faculty, the students’ body and the administrative staff for
daily program requirements
vii) Supervision of all administrative tasks related to the program such as handling of
examinations, internship reports and organization of presentation panels.
10. Administration/HR Manager
(I) Human Resource Responsibilities
i) Man power planning
ii) Training and Development
iii) Annual Performance Appraisal
iv) Internal Mobility
v) Wages and Salary Administration
vi) Employee Grievance
vii) Internal/External Communication
viii) Welfare and working conditions
ix) Staff Leave records
x) Staff personal records
xi) Medical Insurance administration
(II) Financial Responsibilities
i) Responsible for all cash disbursement, withdrawals from and deposits in the
Bank.
ii) Supervise/maintain all books of Accounts including Ledger, and Bank/Cash
Books.
iii) Preparation and finalization of P&L A/C and Balance Sheet.
iv) All Cash, Check, and Bank reconciliation.
v) Liaison with Auditors and finalization of Audits.
vi) Overall coordination for Budget preparation and final presentation of Budget.
vii) Monitoring performance against approved Budget, reporting the same
periodically, and conducting variance analysis.
viii) Disbursement of Salaries to employees, and payment to vendors.
ix) Maintenance and supervision of statutory requirements.
x) Tax / statutory financial compliance.
xi) Maintenance of Minutes of Board Meetings, Annual General Meetings and
other statutory registers.
xii) Loans and advances.
xiii) All liaisons with Banks.
xiv) MIS
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11. Accountant
i) Assisting the Finance Manager
ii) Preparing vouchers
iii) Submitting vouchers for approval
iv) Feeding entries in the accounting package
v) Handling papers and files
vi) Maintaining Fixed Assets Register
vii) Reconciliation of Subsidiary and control books
viii) Collection and accounting of fees from students and issuing receipts to them
ix) Preparation of monthly Bank Reconciliation statements
x) Coordination with the suppliers for payments and right time delivery
12. Facilities Manager
i) Maintenance, House-keeping, Pantry service, and general upkeep of the IMT-
Dubai and the students’ residence, including AMCs.
ii) Application and liaison for Visa and Medical checkup for IMT-Dubai staff.
iii) Travel and Hotel bookings, as well as arrangements for receiving the
students/visitors at the airport.
iv) Arrangements for official visitors, and various functions.
v) Insurance.
vi) Liaison with Government agencies and statutory administrative compliance.
vii) Upkeep of vehicles.
viii) Stationery and other office supplies.
ix) Telecommunication services.
13. Librarian
i) Faculty/ student interaction for collection Development and Selection of Resources
ii) Responsibility for circulation
iii) Classification and cataloguing of documents
iv) Procurement and Managing the online resources
v) Develop and manage the library website
vi) Managing the print / photocopy services at library
vii) Managing the audio visual media center at library
viii) Updating the library stock of books
ix) Renewal / subscription of Journals and Magazines
x) Online public Access Catalogue
xi) Support R & D of Faculty through identification / Necessary processing of required
documentation and resources
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xii) Support students’ research / report preparation / case studies etc., through access
to relevant sources.
14. Assistant Librarian
i) To assist the librarian for all his academic activities
ii) Classification and cataloging of resources as per the classification & cataloguing
rules
iii) Circulate every reminder for non-returned and overdue documents.
iv) Managing the circulation counter.
15. Student Services Officer
i) Managing student residences
ii) Application and liaison for Student Visa and Medical insurance for the students.
iii) Facilitate extra-curricular activities including sports, cultural and recreational
activities
iv) Organizing student transportation
v) Provide counseling to students through a professional and qualified counselor
16. Office of Internships & Projects
i) To provide the students career advising and guidance.
ii) To conduct workshops on Résumé writing, interview techniques, job search
strategies, salary negotiation, aptitude and skill assessment, and general career
advice.
iii) To liaison with local and multinational companies, creating a business network to
offer employment and internship opportunities to IMT-Dubai students and alumni.
iv) To provide information on available internship opportunities and coordinate with
sponsoring companies for project assignments.
v) Arrange in-campus recruitment activities and participate in career fairs.
vi) Coordinate with Faculty Members for assigning project work to students.
17. System Administrator (ICT Infrastructure)
i) To put in place all types of hardware and software needed for Teaching, Library,
Research and other functional needs of the Institute.
ii) To ensure that the IT policy is operational and followed in every respect
iii) To ensure that the IT security is fool proof and conduct periodic searches of the
hardware and software so that the security is ensured
iv) Ensure that there is no Copyright violation in any respect by anyone in the IMT-
Dubai including faculty and staff members.
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18. Office of Career Services
i) Responsible for Final Placements.
ii) Responsible for corporate networking for the purpose of facilitating job/placement
opportunity for IMT-Dubai students.
iii) Team up with recruitment agencies and placement consultancies to explore the job
market.
iv) Conduct workshops and preparatory sessions to enhance students’ career
prospects.
v) Build an ongoing relationship with companies and recruiters.
vi) Promote Industry-Institute Interaction for better visibility.
vii) Provide full support for MDP’s and other management programs organized by the
institute.
19. Office of Admissions
i) Handling enquiries from potential students
ii) Checking documentations sent by applicants
iii) Application form screening and processing.
iv) Organizing entrance test and personal interviews during selection process.
v) Constant communication with applicants.
vi) Coordination in the production of promotional material including brochure, flyers,
banners, stands etc.
vii) The making of admissions offers.
viii) Ensuring that applicant data is entered onto the student records data base.
ix) The dispatch of joining instructions.
x) Participating in promotional activities like exhibitions, road shows and events.
20. Alumni Relations
Office of alumni relations has following responsibilities:
i) Organize annual alumni meet
ii) Involve alumni in IMT-Dubai’s curricular and co-curricular activities
iii) Continuously update the alumni database
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1.5. Standing Committees
1.5.1 Academic Board – Terms of Reference
Subject ACADEMIC BOARD
Effective Date Ongoing
Contact Director
1. Members:
- Director, Dean, Program Chairs, Registrar (as Secretary), Faculty members nominated from each area by the Director and a Student Representative.
2. Roles and Responsibilities
- Responsible for all academic and examination matters of the institute.
3. Meeting Schedule: - As per the requirements with a Minimum of four times a year.
4. Records - The minutes of the meetings will be maintained by the Director.
5. Amendment History
Date Revision No. Summary of Change
Feb 20 2017 Office order 12 Role and Responsibilities were clearly defined.
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1.5.2 Admissions Committee – Terms of Reference
Subject ADMISSIONS COMMITTEE
Effective
Date Ongoing
Contact CAO/Director
1. Membership
- Chief Administrative Officer (Chair)
- Head, Marketing & Admissions
- Registrar
2. Role/Responsibilities
- The committee’s main responsibility is to make recommendations for consider
applications meeting the entry requirements for admissions to the programs.
3. Meetings
- Meetings shall be held at least two times in a year.
4. Records
- The minutes of the meetings will be maintained by the Head, Marketing &
Admissions.
5. Amendment History
Date Revision No. Summary of Change
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1.5.3 External Advisory Board – Terms of Reference
Subject EXTERNAL ADVISORY BOARD
Effective
Date Ongoing
Contact Director
1. Membership
- Eminent personalities from industry and educational institutions.
- Director
- Chief Administrative Officer
- Deans
- Program Chairpersons
2. Term
- Members shall be appointed for two years (renewable).
3. Role/Responsibilities
- To establish dialogue between the institution and professional community.
- To advice on curriculum development relevant to market needs.
- To propose new programs/courses related to the community needs.
- To consider internship and placement opportunities for students
4. Meetings
- The board shall meet every semester or at least once in a year.
5. Records
- The minutes of the meeting will be maintained by the Director/Chief
Administrative Officer.
6. Amendment History
Date Revision No. Summary of Change
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1.5.4 Library Committee – Terms of Reference
Subject LIBRARY COMMITTEE
Effective
Date Ongoing
Contact Director
1. Members:
- Program Chair MBA, EMBA & Bachelors Chairperson –Faculty and Student Affairs, one faculty member each from four faculty groups such as general management (HR/Strategy/Communications), Finance (Economics & Finance), Marketing and Operations.
2. Role and Responsibilities:
- Ensures smooth functioning of library, timely availability of textbooks and other issues related to library. The convener of the meeting shall be a faculty member from any of the four faculty groups. The convener is selected on a rotational basis.
3. Meeting Schedule:
- The committee shall meet four times in an academic year
4. Records - All the minutes will be maintained by the Librarian.
5. Amendment History
Date Revision No. Summary of Change
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1.5.5 Management Committee – Terms of Reference
Subject MANAGEMENT COMMITTEE
Effective
Date Ongoing
Contact Director
1. Membership
The Management Committee will consist of the following members:
- Chairman of the Board
- Vice President of the Board
- Director
- Chief Administrative Officer
2. Term
- Ongoing
3. Role/Responsibilities
- The Management Committee overseas the day to day running of the Institute.
- It provides for communication and consultation regarding policies and
procedures and operations matters.
4. Meetings
- As and when required
5. Records
- Management Committee records will be maintained by the Director
6. Amendment History
Date Revision No. Summary of Change
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1.5.6 Program Review Committee – Terms of Reference
Subject PROGRAM REVIEW COMMITTEE
Effective
Date Ongoing
Contact Director
1. Membership
The Committee will consist of the following members:
- Deans/Program Chairpersons
- Representative from External Advisory Committee
- Two Faculty Members
2. Role/Responsibilities
- To evaluate new program proposals with regards to quality and viability.
- To review the existing program curriculum and offer recommendations for
improvements.
3. Meetings
- Meetings shall be held at the end of every academic year.
4. Records
- The minutes of the meetings will be maintained by the Dean, Undergraduate
Programs/Graduate Program Chairpersons.
5. Amendment History
Date Revision No. Summary of Change
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1.5.7 Scholarship Committee – Terms of Reference
Subject SCHOLARSHIP COMMITTEE
Effective
Date Ongoing
Contact Director/ Dean
1. Membership
- Director,
- Deans
- Program Chairperson(s)
- Head, Marketing & Admissions
- Registrar
2. Role/Responsibilities
- The role of the committee is to review the scholarship applications for eligibility
and award the scholarships based on the approved policies.
3. Meetings
- The committee will meet prior to the start of the academic year to decide on
entry level scholarship and at the end of every semester to review the existing
scholarship holders’ performances for continuing the scholarship.
4. Records
- All the minutes will be maintained by the Registrar.
5. Amendment History
Date Revision No. Summary of Change
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1.5.8 Student Disciplinary Committee – Terms of Reference
Subject STUDENT DISCIPLINARY COMMITTEE
Effective
Date Ongoing
Contact Director
1. Membership
- Chair, a senior full-time faculty member, appointed by the Director
- One faculty member
- Program Chairperson
- Student Services Officer (for non-academic misconduct)
2. Term
- Members shall be appointed for one year (renewable).
3. Role/Process
a) Non-Academic Misconduct
The Office of Student Services is responsible for student discipline
pertaining to non-academic conduct.
When a student engages in conduct that is inappropriate as per the
Code of Conduct / Residence living manual, Office of Student Services
will nominate a Disciplinary Committee. The committee will be comprised
of three persons. They will look into the matter and hear the concerned
parties. They will then make a recommendation to the Director who will
then impose appropriate sanctions based on the recommendations.
Any non-academic violation may have the following disciplinary consequences:
Warning: verbal or written warning to the concerned student
Suspension: for a period of time
Dismissal: from the Institute
Payment of Damage: Fines and other penalties may be imposed in
case a student commits breach of Institute rules resulting in any loss /
damage to Institute property; misuses Library / computing /
communications facilities
If the concerned student is not satisfied with the decision, he/she can
lodge an appeal with the director.
The decision of the Director is final and no further appeals can be
made.
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b) Academic Misconduct
All cases of Academic misconduct will be reported immediately to the Chair
of the Student Disciplinary Committee.
The Chair of the Student Disciplinary Committee may refer the case to a
specially constituted Academic Standing Committee who will hear the
student within a week of the incident.
The committee shall analyze and evaluate the seriousness of academic
offence and misconduct while giving a chance to the concerned student to
represent his arguments. During the presentation of argument by the
student/s and the concerned faculty member who has charged the
student/s with the academic misconduct, only the presentation party and
members of committee shall be present. Based upon the circumstantial
evidence, arguments of faculty and students and discretion of the
committee, they will recommend a level of punishment to the Chair of the
Student Disciplinary Committee.
Any violation of the Institute’s academic rules, regulations and / or directives
may result in following disciplinary measures.
1. Verbal or written warning
2. Repeating the Semester or the course
3. Suspension for a period of time
4. Dismissal from the Institute
If the student does not agree with the Student Disciplinary Committee’s
decision, an appeal may be made for review to the Director. The Director is the
final authority for the revision of decision or any modification therein.
4. Meetings
- Meetings will be held as and when required.
5. Records
- All the minutes will be maintained by the Chair of the Student Disciplinary
Committee.
6. Amendment History
Date Revision No. Summary of Change
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1.5.9 Undergraduate Syllabus Review Committee- Terms of Reference
Subject UNDERGRADUATE SYLLABUS REVIEW COMMITTEE
Effective
Date January 2015
Contact Dean
1. Membership
The committee will consist of the following members:
- Dean, (Chairman)
- Four internal faculty members to be nominated by the Director
- Three external faculty members
- Two industry representatives
2. Functions of the Committee
This committee shall perform the following functions:
a. Bi-Annual review of the courses offered in the program.
b. Review the suggestions of the portfolio review committee and feedbacks of
various surveys conducted by IMT-Dubai
c. Benchmark program with the leading programs offered in the region.
d. Obtain feedbacks from the industry.
e. Suggest changes required in program and/or courses for improvements.
After reviewing, the committee shall submit its report to the Director. The
Director in turn shall submit such recommendations for approval of the Board of
Directors. If approved by the Board of Directors, QAIE shall initiate the process
to intimate the changes to the Commission of Academic Accreditation for
approval. Once approved by the CAA, changes shall be included in the
curriculum from the next academic year.
The Committee shall take into account the views of Industry Advisory Groups
formed as a part of Community Engagement (see Section 12).
3. Meetings
This committee shall meet twice every year after the end of every semester to
review the progress of the program and courses. Tentative month of meeting
shall be February and July.
4. Records
The minutes of the meetings will be maintained by the Dean, Undergraduate
Programs/Program Chairperson.
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5. Amendment History
Date Revision No. Summary of Change
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1.5.10 Graduate Level Program Syllabus Review Committee - Terms of
Reference
Subject GRADUATE LEVEL SYLLABUS REVIEW COMMITTEE
Version 1.0
Effective Date September 2016
Contact Director
1. Members:
The committee will consist of the following members:
- Dean
- Program Chairperson
- Two internal faculty members to be nominated by the Director
- Two external faculty members
- Two industry representatives
2. Functions:
This committee shall perform the following functions:
- The frequency of the program Review shall be once in two years.
- Review the suggestions of the portfolio review committee and feedbacks of various
surveys conducted by IMT-Dubai.
- Benchmark programs with the leading institutes and universities.
- Seek feedback from the industry and experts.
- Take into account the views of Industry Advisory Groups formed as a part of
Community Engagement
- Recommend relevant changes in program and/or courses for improvement.
The Committee shall submit its report to the Director. The Director shall finalize the
required changes in consultation with the faculty council. All syllabus changes are
subject to the approval of the Board of Directors. Once approved by the Board of
Directors, the QAIE shall initiate the process to submit the changes to the CAA for
approval. Changes shall be included in the curriculum from the next academic year
after obtaining approval from the CAA.
3. Records:
The minutes of the meetings will be maintained by the Chairperson MS Program.”
4. Amendment History
Date Revision No Summary of change
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1.5.11 Program Committee - Terms of Reference
Subject PROGRAM COMMITTEE
Effective Date Ongoing
Contact Program Chairperson
1. Membership
- Program Chairperson (Chair)
- Two faculty members
- One representative from QAIE Office
2. Role/Responsibilities
- Review class schedule before the commencement of each semester,
- Mid-semester review of courses,
- Review progress at the end of semester.
- Feedback of this committee is used to improve program delivery.
3. Meetings
- Meetings shall be held at least three times in a semester.
4. Records
- The minutes of the meetings will be maintained by the Program Chairperson and
QAIE Office.
5. Amendment History
Date Revision No. Summary of Change
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1.5.12 Student Committees
Committees, Clubs, and Student Organisations
IMT Dubai offers many diverse ways for students to not only participate in activities and
events but to shape student life and experience. We encourage all students to join and
actively participate in at least one committee, club, or student organisation. These
opportunities not only assure on-going fun, recreation, and stimulation, but provide
enriching learning experiences that can bolster a CV and increase the chances of getting a
good job. They develop and demonstrate team, communication, creative, project
management, and leadership skills, for example, and build invaluable networks and
relationships with industry and the community. Below are some of our current
opportunities.
1. Campus Engagement Coordination Committee. This committee is comprised of
representatives from all stakeholder groups / student batches (cohorts), and led by Dean,
Academic, Chair, Student Life, or other senior faculty or staff member initially, then on
rotational basis. Representatives may be members of other committees and groups, but
only the most outgoing and active students will be selected. The main purposes of the
committee are to ensure (1) harmony across an ample, vibrant, and continuous range of
campus events and activities and that there is the least possible conflict in sequencing and
timing amongst the multiple events and activities that arise in the course of an academic
year, and (2) maximum involvement and engagement of all members of the IMT Dubai
community and its respective stakeholder groups.
2. Academic Committee. Comprised of class representatives of each program / class,
this committee is chaired by the Dean, Academic, and responsible for academic conduct
and discipline of students, including but not confined to ensuring timely beginning of class,
monitoring attendance, cases of indiscipline, re-scheduling of classes, and identifying time
slots for guest lectures. One faculty member is assigned as coach / mentor, and points of
contact are the program chairpersons and Academic Program Office. (Also see IMT
Student Council, last item.)
3. Career Services Centre Committee. This committee focuses on three major, closely-
related aspects or functions of career services: short-term projects (STPs), internships,
and placement. STPs and internships are for students while they study, and placement for
those preparing to graduate and enter the full-time working world. Members of the
committee are a mix of postgraduates [DCP, MBA (and, in future, MIM)], and
undergraduates (BSBA (soon BBA)].
The committee works to ensure appropriate positions for students and graduates, healthy
relationships with industry and the community, a student body well-prepared to compete
for and perform well in their prospective positions, and contact is maintained with students
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and their supervisors while on STPs and internships, and there exists sufficient follow-up
with graduates once placed.
Mentorship is provided by standing member of Career Services along with a faculty
representative. Committee member responsibilities include: (a) identifying potential
suitable organisations where our students might find job and project opportunities and
gathering and compiling information regarding these on a continuous basis; (b) exploring
final placement opportunities for the students of MBA and DCP students and improve
overall industry-connect of the programs; (c) working intensely with students to help them
best prepare for interviews and the selection process, their learning experiences while on
STP or internship, and their successful employment once placed; (d) working diligently to
ensure best relationships are maintained with industry and community and to obtain
synergies across the internship, STP, and placement programs.
4. Alumni Committee. This committee (a) creates and updates a database of all the IMT
alumni, (b) invites IMT alumni to campus for guest lectures/talks, (c) organises and
participates in alumni evenings / meets, (d) initiates short-term projects / internships and
passes them over to internship or project coordinators, (e) improves alumni connect, and
(f) works to ensure alumni are involved in the wide range of campus engagement
activities. Committee members work closely with other Career Services staff to ensure
synergy across the engagement activities.
5. Innovation and Entrepreneurship Committee. As entrepreneurship and innovation
are key objectives of a modern and global academic institution and must feature in what
and how we teach, this committee promotes awareness of the need and possibilities for
innovation and entrepreneurship. In so doing, committee members build and demonstrate
their own I&E skills, knowledge, and disposition, whilst working to make IMT’s academic
curriculum and co-curricular activities and experiences more innovative, practical, and
attuned to commercial interests. Members will be inventive and passionate about
converting ideas into reality. They will create opportunities and build relationships that
enable the student body to extend their networks and access venues where their
innovative business and sustainability ideas can be brought closer to fruition.
6. Sponsorship Committee. This key committee takes the lead in identifying,
approaching, cultivating relationships, and following-through with sponsors and potential
sponsors. Members ensure a sufficient number of motivated students are available and
equipped to seek sponsorship, monitor the process, and communicate with senior
management relevant issues and requirements. Members of the Sponsorship Committee
are likely members of other committees, groups, and organisations, and they receive
tailored training and mentoring in sponsorship activity.
7. Media and Public Relations Committee. This committee is involved in and shows
leadership for: (a) designing promotional material for Student Life programs, events, and
activities; and, as directed, (b) developing and managing social and digital media presence
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of IMT programs across different social-media and digital platforms; (c) coordinating with
other committees to actively gather information about activities / achievements of IMT
Dubai; (d) improving the media presence and impact of programs; (e) demonstrating
strong presence at all engagement events and exploiting the “brand” and “buzz” potential
inherent in such events.
8. Social and Cultural Committee. The Social and Cultural Committee (a) plans and
organises cultural events on campus, including inter-institutional events and activities; (b)
improves participation in inter-college cultural festivals; and (c) works / coordinates with
other committees, clubs, and student organisations to ensure maximum publicity and
participation.
9. Corporate Relations Committee. The Corporate Relations Committee contacts
industry experts and representatives, and working with the Campus Engagement
Coordination Committee (and other committees, clubs, and student organisations, as
appropriate, e.g., Academic Committee and Alumni Committee), invites them for guests
talks. It also works to promote consultancies, training, and other opportunities for and to
industry and the community. Additionally, the committee works to champion and enhance
the IMT brand regionally and beyond.
10. Economy Forum. The Economy Forum of the institute (a) identifies major economic
blocks of the world, (b) continuously monitors and studies these economic blocks, (c)
collects, compiles, and shares information about these blocks; (d) creates platforms where
all the students get the opportunity to public express/discuss their views on economic
affairs. A Professor of Economics serves as mentor and advisor.
11. Marketing Club. This club promotes marketing as a discipline and career,
periodically compiles latest developments in the field of marketing and shares it with all
concerned in the form of internal communication. It also organises inter- and intra-college
marketing activities / games / events. The committee may also provide inputs to the
institute about marketing of its programs to the target audience. As one specific objective,
the club will organise a Marketing Conclave with the help of other committees by inviting
by senior practitioners from industry. A marketing professor serves as mentor and
advisor.
12. HR Club. This club includes students who wish to opt for HR as their major or minor
specialisation. It collects and compiles latest developments in the field of HR and shares it
with students and faculty members. As example, the club might organise an HR round-
table by inviting senior HR professionals from industry. As needed, the institute may also
involve the committee in designing / implementing some HR activities of the institute. A
senior faculty member in the Human Resource Management area serves as mentor and
advisor.
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13. Operations Club. Comprised of students who intend to specialise in Operations
Management, this club updates interested parties periodically about latest developments
in the field of operations management. It organises, for example, an operations conclave
by inviting stalwarts of the industry. If needed, they may also be involved in management
and maintenance of institute infrastructure. A senior faculty member in the operations and
logistics area serves as mentor and advisor.
14. Sports and Recreation Committee. The Sports and Recreation Committee shows
leadership in (a) organising various sports activities at IMT campus; (b) coordinating and
promoting participation of students in inter-college sports festivals; (c) planning and
organising financially self-sustainable inter-college sports festival on IMT campus; (d)
ensuring facilities and equipment are safe, clean, and in good, usable condition, reporting
deficiencies immediately to Chair, Student Life or delegate.
15. Public Speaking and Debate Club. This club organises a series of internal activities
and events to hone the communication skills of the students. It organises inter- and intra-
college events based around public speaking and / or debate, and promotes participation
in such activities offered elsewhere. A focus might be creating or supporting a local
chapter of Toastmasters. This club may organise Model United Nations events for the
Institute (see below). One of the communications faculty serves as mentor and advisor.
16. Mess Committee. Amongst the duties and activities of the Mess Committee at IMT
are: (a) preparing weekly mess menu in consultation with all the students and the local
management of the mess; (b) Monitoring quality of food / services in the mess and brings
deficiencies to the notice of mess management and to the Campus Engagement
Coordination Committee; surveying and reporting status; (c) suggesting ways to
continuously improve the variety and quality of food/services; (d) promoting nutritional
awareness and food appreciation, at times in concert with appropriate other committees
and clubs. Mentor for the Mess Committee is IMT’s very own Student Counsellor, Ms.
Nicole D’Souza.
17. Business School Competitions Committee. The committee actively looks for
business competitions for students, solicits student participation in such competitions, and
organises financially self-sustained business competitions on IMT campus. Members
work closely with other committees, clubs, and student organisations to ensure sufficient
publicity and participation. One expected activity is the Siemens Pearl Initiative Integrity
Programme GCC-wide case study competition, ‘Implementing Integrity Practices in GCC
Private and Public Businesses’, later this year.
18. Chess Club. Serving as chess ambassadors, members of the Chess Club organise
chess gatherings and competitions on campus for IMT students, faculty, staff, and alumni,
for other institutions in DIAC and the Dubai Region, and seek out other clubs and venues
for play and competition. They foster interest in chess, teach new players, and ensure
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chess boards and pieces are complete, in good condition, and available. Members of the
club also seek and arrange venues for play in and around campus.
19. Information Communication and Technology Club. This club promotes interest in
IT business applications and works to connect students and others in the area who share
similar interests and goals. The club strives to organise ICT-related events and activities
on and off campus. Members work with faculty teaching ICT courses to ensure the
curriculum is current, relevant, interesting, comprehensive, and marketed sufficiently to
attract the best students.
20. Photography and Visual Imagery Club. Members of this club are interested in
developing and demonstrating their skills, knowledge, and passion. They foster
appreciation and technique development, sponsor exhibitions and competitions, get
involved in all kinds of campus and community affairs where imagery is obtainable and
showable.
21. Arts Committee. Under the Director’s guidance, IMT Dubai is promoting
development of the arts and aesthetic appreciation. One initiative involves showcasing
regional artists (paintings, sculptures, and other genres and media. The Arts Committee is
chiefly involved in identifying and selecting artists, setting venue and arranging art
displays, managing publicity, and organising vernissages. While many clubs and
committees engage with the community, the Arts Committee plays a key role in community
engagement, dealing with artists, various arts organisations, and the regional populace—
more on campus, more draw for members of the surrounding community.
22. Adventure Club. Here, what matters most is getting as many people out and about
together as possible. Doing interesting and different things—cycling, hiking, exploring,
swimming and snorkeling, rollerblading, skydiving, desert safari; anything really, and not
necessarily physically extreme, but always fun and exciting. Club members organise,
publicise, coordinate with providers and other clubs and schools, and, especially, promote
adventure by example.
23. Dance Club. Members of the club promote dance in all forms possible, from
traditional and classical to hip hop. They plan, organise, and host competitions,
exhibitions, seminars and training, and bring in special guests performers and teachers.
Members of the club work closely with other committees, such as Sports and Recreation
and Social and Cultural Committee to ensure best participation and publicity. They
support and encourage campus dancers to prepare for and participate in inter-institutional
competitions and cultural events.
24. Campus Life News (name needed). This student organisation organises and
maintains one or more channels for showcasing campus life and student engagement
activities, and might include student achievements and creative endeavours (writing,
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photography, drama, music performance). Appropriate mode might be a newsletter and /
or suitable social media platforms. There may be overlap or chances to work with the
Media and Public Relations Committee.
25. Charity Committee. It is the responsibility of the Charity Committee to, firstly, identify
one or more charities (or possibly charitable endeavours / target groups, if unserved) with
which IMT Dubai wants to be affiliated (based on suitable criteria needing to be
articulated); and, secondly, to foster a partnership arrangement with the selected charity or
charities. Once established, the Committee will develop an on-going series of events and
activities through which IMT Dubai can show its commitment and altruistic spirit. This
could range from fund drives and fairs (or other activities) from which all profits go to the
charity or charities through to creative and novels ways of interacting with the
organisations (reading to the elderly, playing with sick children, food drives for the hungry).
(This could also be Community Service Committee, depending on students’ interests and
motives. See next.)
26. Community Service Committee. This committee develops and commits to service
in the Dubai area / region. One suggested activity is an “adopt a labour camp” initiative,
while another might be called “pristine desert”. A focus for one or more events might be a
recycling campaign, there is huge waste and inattention to recycling in the region. In any
event, many possibilities exist, anything where volunteerism and service to campus and
surrounding community are prime objectives. Partnership with other DIAC institutions
might be a key strategy (Dubai International Academic City, of which IMT Dubai is
resident).
27. Sustainability and Environment Committee. This committee promotes
sustainability and awareness of the importance of the environment and environmental
protection on campus and in the larger community. It develops opportunities for students,
faculty, and staff to get involved in regional events and with related organisations. The
committee and its initiatives link to IMT Dubai’s membership in the UN Global Compact
and PRME (Principles for Responsible Management Education). A hoped-for major
deliverable from this committee is Sustainability Day (or Ecological Day or Environment
Day)—an annual event hosted by IMT Dubai to rally people around key issues and
facilitate efforts to organise and accomplish in making a difference). This could comprise
or be in addition to enlisting sponsors and guests from a range of industry groups,
providing lectures and seminars, and sponsoring tours to endangered areas and / or
success sites.
28. CSR and Citizenship Committee. This is a committee whose major objective is to
promote awareness of and commitment to principles, values, and goals of Corporate
Social Responsibility and Citizenship—what it means to be a good citizen locally and
globally, individually and corporately. It is about ethics and doing the right thing. It is
about giving back and working to create and sustain healthy and vibrant workplaces and
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communities. IMT Dubai membership in the UN Global Compact provides a starting point,
and there are many ways in which members of this committee can show leadership. One
example might be sponsoring a children’s playground on or near campus grounds (or
suitable and needed area of profile); research leading to design that builds competencies
could be the academic angle. Another example might be providing free instruction to
designated community sectors, such as laborers or domestics. Research identifying
legitimate areas of need and developing strategies for interceding are tasks suited to an
educational and research institution. It is likely that the CSR&C Committee works closely
with the SEC and the CSC.
29. UN Global Compact Coordinating Committee. This is a committee whose major
objective is to promote and coordinate IMT Dubai’s participation in and fulfilment to the
Global Compact, including reporting. This is a major, extremely important, and very new
initiative requiring serious commitment and lots of work, but offering huge benefits to
members in terms of exposure, networking, skills-building, and professional development.
30. Cycling Club. This club promotes cycling as a means to health, fitness, recreation,
fun, and community-building. It maintains institution bicycles and fosters safety
consciousness, and arranges inter-institutional and community events and participation.
Club members seek to develop relationships with other clubs, merchandisers, and
manufacturers in order to build community, obtain discounts on equipment, and gain
sponsorships.
31. Drama and Theatre Club. This Club is for individuals who enjoy or want to develop
confidence and competence in drama and theatre, especially acting and expression.
Members will plan, organise, and deliver at least one major production in the year, as well
as supporting lesser performances and events such as Vaudeville. Members are likely to
participate in or support other IMT students in preparing for interinstitutional events. An
additional objective might be to coordinate with similar groups in other institutions to
arrange a regional event.
32. Book and Reading Club. This is a club for avid readers and reading enthusiasts.
The club would sponsor book reviews, arrange authors for readings and book signings, set
up trips to libraries, and tours of the city’s best bookstores. Club members would identify
similar groups in the region and attempt to unite in common interests and objectives.
Promoting reading and the value of books to others in the community would be a
particularly noteworthy aspiration.
33. Swimming Club. This is a club for swimmers and water-sports and recreation
enthusiasts. The job is to promote health, fitness, and fun through swimming and water
safety. Many activities and events are possible, but the prime objective initially is to find
accessible and affordable pools and swimming venues and develop interests amongst
students, faculty, and staff.
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There could be other clubs and teams, as per student interest (local emersion; gaming;
motorheads; cricket; tennis; and so on) and depending on one or more individuals
stepping-up to take an active leadership role.
There are also several major annual events for which organisers are required. These will
require their own dedicated student staff, and, thus, four more committees are:
a. Vaudeville—the annual variety show hosted by IMT (January-February)
b. TedX—a major corporate affair showcasing IMT and what it can do (February-
March)
c. Community Day. A once-a-year event inviting community and industry to
campus for a day of fun, frivolity, and friendship. Corporate sponsors could be
used to highlight relationships and defray expenses (January-March)
d. Business proposal competition (open to IMT Dubai and Indian affiliates,
and perhaps to other local institutions), individual and team categories.
Students develop and propose business ideas [that they could try out in Dubai
or back home]. The winner or winning team, having gone through rigorous
judging, which might include alumni and local industry partners, is awarded
10,000 Dirhams seed money and / or support in kind to help them get their
business up and running (September-December)
Students committing to any one of these major events can expect six months of planning
and organising in the lead-up, plus active and visible participation during the respective
event. They will have to work with a range of other committees and clubs such as
Sponsorship, Corporate Relations, Media and Public Relations, Alumni, and others. Dual
or cross-membership might be useful.
The major student organisation anticipated (non-committee or club) is the IMT Student
Council. The Student Council will represent the student body as advocate, as well as
serve as communication hub, and work with the Director and Dean, and the Academic
Committee. Details on selection, structure, and operating procedures to be determined.
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1.5.13 Examination Committee
1. Members: - Director, Program Chairs, and Chairperson- Student and Faculty Affairs
2. Roles and Responsibilities:
- Responsible for reviewing and approving grades submitted by faculty for all courses across all programs.
3. Meeting Schedule:
- The committee shall meet after every examination
1.5.14 Purchase Committee
1. Members: - Dean as chairman, Abdur Rahman as Convener, Vivek Anand as facility,
Accounts Department Representative and Head of respective department initiating the purchase proposal.
2. Roles and Responsibilities:
- Studies various quotations, makes negotiations and arrive at the best purchase price and recommend to Director for approval. Responsible for Vendor Development.
3. Meeting Schedule:
- Meetings are convened by the Chairperson, Students and Faculty Affairs. He will be responsible for collating the various purchase requirements of the Institute periodically before convening a meeting
1.5.15 Disciplinary Committee
1. Members: - Chair Students life, Two Faculty Members, Hostel Warden (Male), Hostel
Warden (Female) and two resident students selected each from programs.
2. Roles and Responsibilities:
- Deals with issues of student indiscipline.
3. Meeting Schedule:
- The committee shall meet when written complaints regarding indiscipline are received.
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1.5.16 Community Engagement Committee
Community Engagement Committee of IMT Dubai Plans various activities under
the preview of Institutes engagement with different stakeholders. It prepares
quarter-wise action plan that include activities that involve governmental and non-
governmental bodies, professional bodies, other universities, schools and industry.
It main role is to plan community engagement activities through variety of modes
such as organizing conferences and seminars in collaboration with governmental
bodies and professional bodies, intercollegiate cultural competition, alumni events,
MDPs, training programs, and guest lectures by prominent industry leaders, taking
the students for industrial visits, participation in school career fairs and participating
in social responsibility events such as blood donation camps, celebrating Earth
Day, etc.
1. Members
Chairperson Students Affairs
Chairperson Alumni relations
Faculty nominee
Students Services Officer
Program Office nominee
A Member from Career services
A member from Administration
2. Objectives:
This committee is responsible for preparing a community engagement plan
in sync with the mission of the institute.
Develop an activity calendar for the academic year.
Integrate the planned activities with the academic calendar of the institute.
3. Meetings:
This committee meets every quarter (January, April, August, and
December) to review the activities planned.
1.5.17 School Management Committee (SMC)
Role and Responsibilities:
The SMC’s primary responsibility is to discuss all the matters related to the
managerial and operational activities of IMT Dubai. Its role is to analyse any
decision pertaining to the activities of the institute, to discuss their implementation
and to the review their effectiveness. It prepares recommendations which can be
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presented to the Board. The SMC also plays an integrative and coordination role
by virtue of representation of all the departments of the school through their
respective heads.
Members:
- Director
- Dean, Academic, representing the faculty
- Head of Finance services
- Head of HR services
- Head of IT services
- Head of Facilities
Meetings:
Every fortnight or more often if necessary
1.5.18 Faculty Selection Committee
Faculty Selection Committee is an ad hoc committee formed specifically at the time
of selection of new faculty. Faculty Selection Committee will consist of faculty
members with expertise in the subject matter area or related areas.
Role & Responsibilities:
Review the CVs of faculty applicants
Give feedback on the CVs
1.5.19 Faculty Recruitment Committee
Faculty Recruitment Committee is an ad hoc committee formed specifically at the
time of recruitment of new faculty. Faculty Recruitment Committee consists of
faculty members with expertise in the subject matter area or related areas.
Role & Responsibilities:
Participate in the interview process
Attend faculty presentations
Give feedback on the faculty applicants
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1.6. Organizational Chart & Reporting Protocols
1.6.1 Organizational Chart
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1.6.2 Reporting Protocols
Reporting protocol of various functionaries shall be as follows.
Sr. No. Office/Committee/Head Reporting to
1 Director Board of Directors
2 Academic Dean Director
3 CAO Director
4 QAIE (Quality Assurance and
Institutional Effectiveness) Director
5 Associate Dean Academic Dean
7 Faculty Academic Dean
8 MBA & BSBA Chairperson Academic Dean
9 EMBA Chairperson Academic Dean
10 MS Programs Chairperson Academic Dean
11 Chairperson Undergraduate
Programs Academic Dean
12 Program office Academic Dean
13 Registrar Academic Dean
14 Office of Admissions Director
15 Library Academic Dean
16 Office of Internships & Projects Academic Dean
13 HR Manager CAO/ Director
18 Accounts Executive CAO/ Director
19 Facilities Manager CAO/ Director
20 System Administrator CAO/ Director
21 Students Affairs Officer CAO/ Director
22 Career Services Officer CAO/ Director
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SECTION 2: QUALITY ASSURANCE
Policy in-charge Director
Responsible for
Implementation Office of Institutional Effectiveness
Contacts QA & IE Officer
2.1 Institutional Effectiveness Policy
IMT-Dubai is firmly committed to constantly assessing itself in order to ensure
continuous improvement. Therefore, it is our responsibility to be constantly
introspective and carefully monitor each unit to ensure delivery of the highest quality.
IMT-Dubai follows an institutional Effectiveness plan that encompasses the entire
institute. All departments follow an annual assessment and evaluation in order to
constantly initiate improvement. The annual plan with its instruments is laid out in the
Institutional Manual, which is published annually with an updated calendar. An annual
manual is distributed each year that outlines what will be done and includes the
instruments used for assessment for the various departments.
2.1.1 Academic Program
The Academic Program is assessed annually to ascertain if the stated outcomes are
achieved in the courses. The program is reviewed to ensure it is meeting the stated
objectives and outcomes.
Quality assessments are conducted at IMT-Dubai through a variety of modes,
including both direct and indirect measurements.
Direct Measurements:
a) Tests and Examinations:
Academic departments have traditionally used tests to measure whether
students have gained certain process and content-related knowledge. IMT-Dubai
also uses a combination of tests and examinations in addition to other
assessment methods to see whether students have achieved the intended
learning outcomes.
b) Course Portfolio Evaluation:
The course portfolio is a compilation of documents prepared by Faculty at the
end of the semester which comprises the following documents:
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1. Course syllabus;
2. Course review report;
3. Copies of all teaching materials;
4. Copies of all assessments (such as Quizzes, Assignments, Projects, Case
Analyses etc.,) with answer keys, marking schemes, and samples of
students’ submissions along with feedback (best, average & poor
performance);
5. Mid-term exam paper with answer keys, marking schemes, and samples of
students’ submissions along with feedback (best, average & poor
performance);
6. Final exam paper with answer keys, marking schemes, and samples of
students’ submissions along with feedback (best, average & poor
performance);
7. Grade Sheet (with graphical presentation);
8. Attendance Sheet;
9. Course Feedback obtained from students; and
10. Portfolio review report.
The course outlines have been developed by faculty at IMT-Dubai and the
course portfolio is reviewed by the Review Committee. The New Course Review
Report is a tool which assists the Dean in preparing a comprehensive Program
Assessment form which has the details of the performance of the students and
how the learning outcomes have been achieved.
c) Capstone Course Evaluation:
Capstone courses integrate knowledge, ideas, and skills associated with an
entire sequence of study in a program. This method of assessment is distinctive
because the courses themselves become the instruments for assessing student
learning. Faculty evaluation of students' work in these courses is a means of
assessing student outcomes. For the Executive MBA Program at IMT-Dubai, the
Strategic Management and International Business Strategy courses are
considered as the capstone course for the Program.
d) Internship Evaluation by Faculty:
The internship report is submitted by the student and the presentation takes
place with a panel of faculty members. The rubrics for evaluation have been
developed by Faculty to encompass all the Program Learning Outcomes.
e) Comprehensive Test/Program Objectives Test:
A comprehensive test of about 60 questions from the core courses is prepared
by the faculty members every year. This test covers all the PLOs and is
administered by QAIE office as an exit examination. The test is evaluated by
the faculty members and the scores are compiled by QAIE office in its report on
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comprehensive test indicating the achievement level of each PLO. A committee
headed by the Dean of the program and other two senior professors reconcile
the PLO achieved through CLOs and comprehensive test. Reasons for any
differences are analyzed and corrective measures are suggested.
Comprehensive test can be substituted with simulation exercises
Indirect Measurements:
These assessments include surveys carried out by the administrative departments
such as QA-IE and Program Office and Internship evaluation by the company
supervisor. The indirect measures of student learning outcome used at IMT-Dubai
are:
a) Orientation Surveys:
This is a survey that is conducted within a week of the induction of new
students. This is used to assess the overall quality of the Orientation Program,
the Housing Rules, regarding feedback on the Social Activities conducted as a
part of the Orientation Program and all its other aspects.
b) Student Satisfaction Surveys:
This survey is used to evaluate the extent of students’ satisfaction with various
offices at IMT-Dubai namely Office of Admissions, Library, IT Office, Office of
Student Services, Accounts Department, Program Office, Office of Registrar,
Office of Internships and Projects, Office of Career Services and Facilities
Department.
c) Course Evaluation Surveys:
This survey is administered to the students at the end of each semester before
the commencement of each semester’s final exams. This survey assesses
three aspects of the course delivery – Methods of Course Delivery, Adequacy
of Material used for Course Delivery and the Skills of each Instructor. This
evaluation serves the purpose of assessing both the course and the learning
process. IMT-Dubai asks students to participate in the course evaluation so
that the Institute is aware of students’ perceptions and make improvements
accordingly.
d) Program Evaluation/Graduate Exit Survey:
A comprehensive Program Evaluation Survey/Graduate Exit has been
prepared recently and will be administered to students in the last semester of
the program. This survey will assess students’ levels of achievement of the
intended Learning Outcomes of the program.
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e) Internship – Company Evaluation:
The internship is a key element of the learning process of IMT-Dubai and an
integral part of the program. Internship provides students with opportunity to
work for 8 weeks in organizations and to apply tools and skills learned during
the course of their study to real business situations. It is closely supervised and
monitored by the company’s supervisor. The internship reports and student’s
performance is assessed by the company’s supervisor. Appropriate rubrics
have been developed in-line with intended Program Learning Outcomes.
In addition to this, every year all departments carry out an annual summary
analysis i.e. called the Office Assessment Form. This analysis will let the
departments know exactly what they have achieved and enable them to set
their priorities for the upcoming year.
Apart from the above mentioned institutional effectiveness process, each
academic program undergoes a “full review after 5 years”.
2.1.2 Assessing Program Effectiveness
Data from Direct & Indirect measures will be used to assess the effectiveness of
the Program, every 5 years for the Under Graduate program and every 3 years for
the Post Graduate program.
Teams involved for every program:
Dean
Program Chairperson
Faculty teaching in the Program
External Advisory Board
Coordinated by the Office of QA & IE
a) Process of evaluation
Each of the selected measures is analyzed individually and results are
collated and cross checked for internal validity
All data of 3-5 years is examined and compared
QA reports are analyzed and subsequent outlines monitored for compliance
with recommendations.
Consultation with faculty members, student feedback and input from the
External Advisory Board are compared and evaluated.
Lecturers analysis of their subjects include the following:
- Subject overview
- Area of focus
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- Learning outcomes and how they ensure that students are being
assessed on these outcomes
- Tracking of changes in texts, assignments, learning outcomes
- Identification of strengths and areas of improvement
- Plans for improvement.
Reviews include those of current core offerings as well as the introduction
of elective streams.
Results between these assessments are compared to ensure accuracy in
feedback process.
b) Identifying Strengths & Weaknesses
A thorough analysis of the Direct & Indirect measures will identify various
areas of strengths & areas of potential improvements in the Program. The
success of the Program is in ensuring that the respective learning
outcomes are met. Students are also made aware of the significance of the
learning outcomes.
Certain areas of improvement are also identified by this process of review.
Improvements and changes will be made in response to the identified
problems.
c) The list of changes which are recommended by the analysis will be sent to the
Academic Board for discussion & approval.
2.1.3 Administrative Units
Each IMT-Dubai Department does a self-evaluation of its performance based on
the actual versus expected performance of the department against its desired
goals, objectives and performance indicators. Annual departmental evaluation is
carried out on the following components:
Goals of the Department
Objectives and Key performance Indicators
Statistics of performance indicators for the Academic year
Support given for MBA / EMBA / BSBA programs
Areas of improvement
Overall comments
Further, external management auditor reviews performance. All assessment
reports shall be maintained by the Office of Institutional Effectiveness.
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2.2 Planning Policy
a) Principles of planning policy
The Office of Institutional Effectiveness is responsible for the evaluation of
all collegial functions, data collection and analysis, and reports preparation.
The objective is to develop long term and strategic plans for the academic
and support areas of the Institute, to recommend goals and objectives of
various departments and to develop a time table within which these should
be achieved. Towards this objective, the heads of all functional
departments at IMT-Dubai will prepare annual plans.
b) System of Institutional Planning & Evaluation
The objectives of the system of Institutional Planning are:
To develop a mechanism that provides IMT-Dubai with a model of planning,
performance evaluation of all its operational units and academic / non-
academic services
To improve continuously on the basis of regular evaluations
c) Developing and reviewing a long term strategic plan
The Office of Institutional Effectiveness will generate various evaluation /
assessment / audit reports concerning all units of IMT-Dubai
Students, staff, faculty and community representatives will be involved in
the evaluation process
This plan will be reviewed annually
d) Developing and reviewing of annual plans
The heads of all functional departments at IMT-Dubai will prepare annual
plans, which will cover all academic and support programs, services and
activities.
The effectiveness of these plans will be continuously reviewed from time to
time
e) Periodic review & update of Policies & Procedures manual
All policies of IMT-Dubai will be periodically reviewed and updated.
Changes made in the Policies & Procedures manual will be properly
documented. The head of various departments are responsible for ensuring
that policies concerning their departments are periodically reviewed and
kept up-to-date.
Proposals for new policies of significant changes to existing policies will be
formalized only after an approval by the Board of Directors.
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2.3 New Course and Program Development Policy
a) Principles
This policy provides guidelines for submitting proposals for changes in the
current program, new academic programs or new course offerings. Principles
that frame this policy include:
Academic programs should be aligned with the missions, objectives and
strategic plans of IMT-Dubai and with IMT-Dubai’s institutional goals and
strategic directions.
Academic programs should also be aligned with national qualification
framework (NQF), UAE
Proposals for academic programs should reflect common criteria: quality;
centrality; comparative advantage; need (including accreditation or
competitive requirements as well as the UAE labor market); efficiency and
effectiveness; potential for growth and leveraging of resources.
Decisions to offer, change, or drop academic programs or change the
curriculum require input from the Faculty, Deans and Director.
Approval for curriculum changes must be proposed by the respective
Dean and approved by the Director of IMT-Dubai.
Consideration and approval of academic program proposals must be
made first by the Director of IMT-Dubai, with final approval of the Board of
Directors.
Formal approval by the Commission for Academic Accreditation of the
Ministry of Higher Education and Scientific Research is required before
new and changed programs may be publicized or initiated.
b) Procedure for new course development or change in existing program
courses
A proposal for a new course or a change in existing courses of the current
program must be developed by the concerned faculty and submitted to the
Dean.
A new course proposal or change to the existing program course must
contain a complete syllabus.
The Dean will then submit his recommendation to the Director for final
approval.
c) Procedure for a new program initiation
The Dean will convene a committee to investigate and draft the proposal
for a new program. The Dean will chair the committee.
A needs assessment must be completed to show how the proposed
program supports the goals, objectives and strategies of IMT-Dubai, as well
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as how the new program supports the needs of the region.
If a program is to be proposed, curriculum must be put together with
complete syllabi
All enrollment projections, staffing and budget requirements are to be
submitted with the proposal. This is to cover a projection up to five years.
The Dean, will submit the proposal to the Director for review and approval.
If approved by the Director, the new program proposal will be submitted to
the Board of Directors for final approval.
Upon securing Board of Directors approval, the new program must apply
for accreditation eligibility from the Commission of Academic Accreditation.
Only upon granting of accreditation-eligible status, may the program be
advertised and initiated.
2.4 Document Control Policy
2.4.1 Purpose
The purpose of this procedure is to ensure that policy documents are
reviewed and approved by authorized designate prior to release and that
all records are identified and maintained.
2.4.2 Scope & Coverage
This procedure applies to all policy and procedure documents used by IMT-
Dubai.
2.4.3 Process for New or Changes to Policies
QAIE office shall be responsible for the initial approval process of these
documents. The new policy or any changes in policy shall first be prepared
and approved by the respective Department which is responsible for
implementation of policy. The approved copy will be forwarded to the QAIE
office which will review and forward to the Director for final authorization.
Normally, all policy manuals will be amended only once a year (in the
academic / financial year).
2.4.4 Policy Control Template
The header of each Policy shall contain the following information
Policy in-charge
Responsible for
Implementation
Contacts
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Any changes or additions made to the Policy document will be duly recorded in the
following “Amendment History” format.
AMENDMENT HISTORY
Name of the Manual
Date Revision No. Summary of Change Page No.
Signature Designation Date
Reviewed by
Approved by
Doc. Nu: IMT-EM Ver. No.: Date: Page 1 of X
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SECTION 3: THE EDUCATIONAL PROGRAM
Policy in-charge Director
Responsible for
Implementation Dean-Academic / Program Chairpersons
Contacts Registrar
3.1 Undergraduate Completion Requirements Policy
To be eligible to receive degrees, graduating students must meet all academic and
residency requirements. They should complete at least 50%, of the required
credits, in residency. They must also clear all financial dues and should have no
disciplinary actions pending against them.
3.1.1. BSBA Program:
1. The required courses for BSBA program are spread across eight semesters. In
each semester there are 15 credits courses.
2. The sequence of the courses are as per the program structure. Pre-requisite
courses must be completed before taking any course. The details of pre-
requites of courses is mentioned in the program structure.
3. In order to complete the program, students must complete the following
a. Foundation including general education : 60 credits
b. Core courses: 30 credits
c. Elective Courses : 24 credits
d. Internships: 6 credits
4. The students must complete at least 50%, of the required credits, in residency.
50% of the credits can be transferred from similar accredited institutions in
UAE and Abroad.
5. For BSBA program students must complete 30 credits of concentration courses
in chosen area of specialization. For double major the student has to complete
a minimum of 15 credits each in both the concentrations.
6. To be eligible to receive BSBA degree, graduating students must get a
minimum CGPA of 2.0 on a 4.0 scale.
7. The minimum duration of enrollment for the completion of an undergraduate
program in four years. The maximum period of enrollment is six years. Any
further extension may require the approval from the Dean of the program.
8. The required minimum cumulative grade point average to maintain good
academic standing is 2.0 on a 4.0 scale.
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3.1.2 B.Com in Accountancy Program:
1. The required courses for B.Com in Accountancy are spread across eight
semesters. In each semester there are 15 credit courses.
2. The sequence of the courses are as per the program structure. Pre-requisite
courses must be completed before taking any course. The details of pre-
requites of courses is mentioned in the program structure.
3. In order to complete the program, students must complete the following
a. General education : 21 credits
b. Core courses: 48 credits
c. Accounting Compulsory course : 36 credits
d. Elective Courses : 9 credits
e. Internships: 6 credits
4. They should complete at least 50%, of the required credits, in residency. 50%
of the credits can be transferred from similar accredited institutions in UAE and
Abroad.
5. For B.Com program there is only one major.
6. To be eligible to receive B.Com in Accountancy degree, graduating students
must get a minimum CGPA of 2.0 on a 4.0 scale.
7. The minimum duration of enrollment for the completion of an undergraduate
program is four years. The maximum period of enrollment is six years. Any
further extension may require the approval from the Dean of the program.
8. The required minimum cumulative grade point average to maintain good
academic standing is 2.0 on a 4.0 scale. However, students with higher CGPA
are conferred with Honor as below.
Grade Point
Average Honor Conferred
3.50 - 3.69 Graduate with honor (cum laude)
3.70 - 3.89 Graduate with high honor (magna cum laude)
3.90 - 4.00 Graduate with highest honor (summa cum laude)
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3.2 Graduate Completion Requirements Policy
3.2.1 MBA Program (2 years):
1. The required courses for MBA program are spread across four semesters.
Total credits completed in four semesters is equal to 56 credits. Semester-wise
distribution of credits is mentioned in program structure.
2. The sequence of the courses are as per the program structure. Pre-requisite
courses must be completed before taking any course. The details of pre-
requites of courses is mentioned in the program structure.
3. In order to complete the program, students must complete the following
a. Core courses : 36 credits
b. Elective Courses : 16 credits
c. Internships : 2 credits
d. Company Projects : 2 credits
4. The students must complete at least 50%, of the required credits, in residency.
50% of the credits can be transferred from similar accredited institutions in
UAE and Abroad.
5. For MBA program students must complete 16 credits of concentration courses
in chosen area of specialization. For dual specialization a student has to
complete 10 credit courses of major specialization and 6 credit courses of
minor specialization.
6. To be eligible to receive MBA degree, graduating students must get a minimum
CGPA of 3.0 on a 4.0 scale.
7. The minimum duration of enrollment for the completion of MBA program is two
years. The maximum period of enrollment is four years. Any further extension
may require the approval from the Dean of the program.
8. The required minimum cumulative grade point average to maintain good
academic standing is 3.0 on a 4.0 scale
3.2.2 Executive MBA Program:
1. Executive MBA program (EMBA) is offered on module system. The required
courses for EMBA program are spread across five modules. Students are
required to complete 38 credits for this program in five modules. Module-wise
distribution of credits is mentioned in program structure.
2. The sequence of the courses are as per the program structure.
3. In order to complete the program, students must complete the following
a. Foundations of Business : 9 credits
b. Core courses : 21 credits
c. Concentration : 8 credits
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4. For EMBA program students must complete 8 credits of concentration courses
in chosen area of specialization. EMBA doesn’t provide double major.
5. To be eligible to receive EMBA degree, graduating students must get a
minimum CGPA of 3.0 on a 4.0 scale.
6. The minimum duration of enrollment for the completion of EMBA program is
one year. The maximum period of enrollment is two years. Any further
extension may require the approval from the Dean of the program.
7. The required minimum cumulative grade point average to maintain good
academic standing is 3.0 on a 4.0 scale
3.2.3 MS in Supply Chain & Logistics Management Program:
1. MS in Supply Chain & Logistics Management (MS-SCLM) program is
structured on a module system. Students are required to complete 39 credits
for this program in four modules. Module-wise distribution of credits is
mentioned in program structure.
2. The sequence of the courses are as per the program structure.
3. In order to complete the program, students must complete the following
a. Business Core : 15 credits
b. SC&LM Core courses : 15 credits
c. Electives : 3 credits
d. Dissertation : 6 credits
4. To be eligible to receive a MS degree, graduating students must get a
minimum CGPA of 3.0 on a 4.0 scale.
5. The minimum duration of enrollment for the completion of MS program is one
year. The maximum period of enrollment is two years. Any further extension
may require the approval from the Dean of the program.
6. The required minimum cumulative grade point average to maintain good
academic standing is 3.0 on a 4.0 scale.
3.3 Independent Study Policy
IMT-Dubai expects class room teaching must be supplemented by self-study
outside the class hours. Students are required to study individually and in groups to
reinforce the class room learning. IMT-Dubai expects each credit hour of class
room teaching must be followed up with 30 hours of self-study. This enables
students to better absorption of the subject knowledge and intended learning
outcomes. Self-Study includes reading of recommended text books, related articles
form journals, carrying out assignment and project work, analyzing cases,
preparing for presentations and reflecting on the learning acquired. Details of
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relevant books, journal, websites, cases, activities etc. are stated in the course
outlines.
3.4 Policy on Intensive modes of delivery
In exceptional circumstances where IMT-Dubai wishes to invite scholars from
abroad for a shorter duration of time to teach a course, intensive mode of delivery
can be used depending on the availability of such visiting scholars.
Some of the students who are willing to do summer courses IMT-Dubai also offers
few selected courses during the summer where the normal 3 credit course of 45
hours is delivered in 8 weeks instead of a normal semester of 15 weeks. During
this summer semester IMT-Dubai allows sufficient time for preparation, reflection,
analysis and achievement of learning outcomes for courses that are offered. This is
achieved by limiting the number of courses to maximum of 2 that can be taken by
any student.
3.5 Academic Progress Policy
3.5.1 Minimum cumulative grade point average for satisfactory progress:
a) Undergraduate Programs:
Students are considered to have a good academic standing when they
have minimum CGPA of 2.00 on a 4.00 scale at the end of each semester.
Students whose CGPA has fallen below 2.00 are placed on academic
probation in the following semester and they are required to take a lesser
credit load in that semester.
They must revert to good academic standing (i.e. CGPA 2.00 or more) by
the end of the probation period.
Students who do not revert to good academic standing within two
semesters are dismissed from the program.
Following conditions will normally lead to the dismissal from the Program:
Number of “F” grades is more than two.
CGPA is below 2.00 following at the end of the probation period.
Academic progress of the students is reviewed by their academic advisors at
the end of each semester and they are advised in the following area:
1. Overall GPA
2. Credits successfully completed
3. Failed courses that need to be repeated
4. Courses with Unsatisfactory performance
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b) Graduate Programs:
Students are considered to have a good academic standing when they
have minimum CGPA of 3.00 at the end of each semester.
Students whose CGPA has fallen below 3.00 are placed on academic
probation in the following two semesters and they are required to take a
lesser credit load in these semesters.
They must revert to good academic standing (i.e. CGPA 3.00 or more) by
the end of the probation period.
Students who do not revert to good academic standing within two
semesters are dismissed from the program.
Following conditions will normally lead to the dismissal from the Program:
Number of “F” grades is more than two.
CGPA is below 3.00 following at the end of the probation period.
3.5.1 Criteria for add, drop, leave of absence, withdrawal and re-admission:
a) Course Load
Students with good academic standing will be allowed to register for the full
semester load in the Graduate program and up to 15 credits in under-
graduate program. Any student having a good CGPA and willing to take
additional course load has to get approval from the Program Chair Dean of
the Program for the same.
b) Course Drop
Students can add or drop a course only during the add/drop course
period. The University add/drop period is during the first two weeks of
the semester.
Course(s) can be added or dropped only with the permission of the
program Chairperson.
In case of Executive MBA program, a course can be dropped during the
first two sessions.
Students will be required to register and successfully pass the dropped
course(s) at the next available opportunity.
Students who drop courses might not be able to complete their program
in the specified duration.
c) Leave of Absence:
IMT-Dubai stipulates that attendance is mandatory in all programs.
Attendance is regularly monitored and students are accordingly advised.
The students are required to maintain a minimum attendance of 70% in
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each course to continue. In case of shortfall in attendance the students will
be penalized as per institute policy.
Attendance Policy:
Each faculty maintains a record of attendance in his/her respective
course and updates the Program Office on a weekly basis so their
records are kept up-to-date..
As a rule Attendance is compulsory in all classes.
Leave is allowed only in extenuating circumstances subject to approval.
Leave must be approved by the program in-charge.
Students showing repeated absenteeism in course will be warned by
the concerned faculty member.
Following penalty will be imposed for absenteeism:
Attendance range (%) Penalty
80% and above No loss of grade
70 - 80% One grade loss
Below 70% Removal from the course & F grade awarded.
d) Repetition of Course
Following policy is applicable for repetition of course at IMT-Dubai
All failed courses have to be repeated compulsorily and a passing grade
obtained in order to revert to Satisfactory Academic performance.
A course can be repeated only once. If a student repeats the course
and is not able to clear it in the second attempt too, then he/she is
dismissed from the Program.
If the course is repeated then R grade will be mentioned on the
transcript, along with the grade which the student gets after repeating
the course, to show that the course has been repeated. However, the
new grade obtained after repeating the course will be considered for the
purpose of calculation of CGPA.
Students on Probation and/or students who have to retake a course due
to poor academic standing will bear corresponding additional tuition
fees and if applicable the residency charges for the period required to
complete the course.
Student has to fill up the “Repeat Course Form” and submit it to
Chairperson for approval. Once approved, the form has to be
forwarded to the Office of Registrar and Finance Department.
Students can retake a course only at the next available opportunity.
e) Withdrawal Policy
Any students can withdraw from the program at any point of time by
informing the Dean/ Program Chairperson. Dean/ Program Chairperson
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may counsel the student and discuss with the parents for the reasons for
withdrawal. Once it is clear the following fee refund policy shall be
applicable.
f) Fee Refund Policy
Withdrawal before the commencement of the Program:
A fee of AED 4000 will be deducted from the Confirmation Fee. Any
costs incurred for Visa / books which has been paid by the student will
not be refunded.
Withdrawal within 1st Week of the commencement of the Program:
1. 30% of the 1st Semester Tuition and Residence Fee will be forfeited
2. Visa charges will be forfeited
3. Study Material Charges will be forfeited
4. Health Insurance Charges will be forfeited
5. Any additional cost incurred by the Institute will be charged
Withdrawal within 2nd Week of the commencement of the Program:
1. 50% of the 1st Semester Tuition and Residence Fee will be forfeited
2. Visa charges will be forfeited
3. Study Material Charges will be forfeited
4. Health Insurance Charges will be forfeited
5. Any additional cost incurred by the Institute will be charged
Withdrawal after 2nd Week of the commencement of the Program:
- After 2nd Week of the commencement of the Program, there will be
no refund and 100% Fee amount paid towards 1st Semester will be
forfeited.
Please note that the above Fee Refund policy is applicable irrespective of
whether the student attended classes or did not after the commencement of
the Program.
g) Disputes and Arbitration
The Institute’s decision on any and every subject will be final and binding
and disputes of any nature will be dealt with under U.A.E. jurisdiction.
h) Re-admission Policy:
Normally re-admission is not encouraged. However, due to some
exigencies if the student is unable to continue with the program, he/she
may apply to the Program Chairperson/ Dean for deferred admission.
Deferral from the program is approved by the Director for a maximum
period of one year.
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3.6 Grading and Assessment Policy
i. All students are assessed in every course they take and comprehensively at
the end of the program. The type of the assessments are based on the learning
outcomes and objectives of the course. Assessments are clearly defined in the
course outline provided at the starting of the course which is approved by CAA.
The following are examples of the types of assessment a student can be
expected to have:
a. Assessment will be comprised of Final Examination and various other
components such as (but not limited to) Projects, Assignments, Written
reports, Quizzes, Classroom participation etc. At the beginning of each
course, students will be formally informed of the assessment methods to be
used for their evaluation and the relative weight of each method in their
overall grade.
b. Examination shall be conducted to evaluate the analytical ability of the
students rather than only testing their memory.
c. Student presentations, in case of internship, company project & Course on
Independent Study, will be a compulsory component of the evaluation.
d. The outcome of the assessment will be shared with the students for their
future improvement.
ii. Faculty members are instructed to follow the course outlines approved by CAA
strictly and ensure the learning outcomes are achieved during the course
delivery. The assessments must be in line with the learning outcomes of the
course. The outcomes of the assessments must be shared with the students
for their future improvement.
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3.7 Examination Policy
IMT-Dubai believes in continuous evaluation and allows its faculty members to
design and assess the students as per the learning outcomes intended to achieve.
Final examination is mandatory for every course, weight assigned for final
examination is generally 30-40% of the total. The dates of final examination is as
per the academic calendar of the program. Final examination questions are
prepared by the faculty member and submitted to the program office in advance for
administration. External invigilators are used for invigilating the examination to
maintain strict administration of the examination. After the examination the
invigilators submit the answer paper to the program office. The faculty members
evaluate and submit the final results to the registrar office for publication of the
results as per the dates mentioned on the academic calendar. Following rules and
regulations are applicable for the students during examination.
Examination Rules and Regulations
If a student could not attempt the examination due to extenuating circumstances
then he/she can sit for a reexamination only after he provides relevant proof and
gets a written approval from the Academic Dean.
A student shall not be allowed to appear in the examination if he/she has any
outstanding financial obligations to IMT-Dubai.
All the students must bring their admit card for the examination.
The students should write their roll number immediately on receipt of the answer
sheets, continuation sheet, question paper, case studies or any other material
received by them during the examination, noncompliance to the rule would be
considered grounds for academic malpractice.
All kinds of conversation among students is strictly prohibited inside the exam hall.
Also any attempt to offer or receive help (exposing answer sheet, hand-signs etc.)
shall attract severe punishment. Under no circumstances mobile phones will be
allowed inside the examination hall.
Students are advised to ensure that the invigilating authority signs on all the
answer sheets / graph papers/ any other sheets used during the examination
including the sheet used for rough work (which has to be attached to the answer
sheet and submitted). The number of continuation sheets used by the student
should be clearly indicated on the front page of the main answer sheet. If any
unsigned/wrongly signed sheet is found later, the examination will be cancelled at
the responsibility of the student.
The students are not allowed to write anything (except their roll numbers) on the
question paper or case study. They should also not exchange the question paper.
If any student is found guilty of any kind of malpractice he will attract the action as
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per institution rules.
All kinds of books or support material (handouts) etc. (excepting in Open Book
Exam) should be handed over to the invigilator before the start of examination. Any
material found outside the classroom will be taken as a serious offence and the
guilty will be punished.
Students are responsible for the safekeeping of their belongings and if any item
belonging to a student is found missing, during/after the examination, institute will
not be held responsible for the same.
During the period of examination a student will not be allowed to go out. In case of
emergency, permission needs to be taken from the faculty in charge of invigilation.
Cheating during examination is a serious offence; if a student is caught cheating,
then the student will be asked to leave the examination room immediately and all
incriminating evidence will be retained by the invigilator. If a student violates any of
the other rules or instructions (except cheating) during an examination, it will be so
noted by the invigilator and reported to the Dean who will take appropriate
measures as mentioned under the policy and procedure for Academic Misconduct.
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3.8 Curricula Approval and Revision Policy
a) Principles
This policy provides guidelines for submitting proposals for changes in the
current program, new academic programs or new course offerings. Principles
that frame this policy include:
Academic programs should be aligned with the missions, objectives and
strategic plans of IMT-Dubai and with IMT-Dubai’s institutional goals and
strategic directions.
Academic programs should also be aligned with national qualification
framework (NQF), UAE
Proposals for academic programs should reflect common criteria: quality;
centrality; comparative advantage; need (including accreditation or
competitive requirements as well as the UAE labor market); efficiency and
effectiveness; potential for growth and leveraging of resources.
Decisions to offer, change, or drop academic programs or change the
curriculum require input from the Faculty, Deans and Director.
Approval for curriculum changes must be proposed by the respective Dean
and approved by the Director of IMT-Dubai.
Consideration and approval of academic program proposals must be made
first by the Director of IMT-Dubai, with final approval of the Board of
Directors
Formal approval by the Commission for Academic Accreditation of the
Ministry of Higher Education and Scientific Research is required before
new and changed programs may be publicized or initiated
b) Procedure for new course development or change in existing program
courses
1. A proposal for a new course or change in existing courses of the current
program must be prepared by the Program Review Committee.
2. A new course proposal or change to the existing program course submitted
to the Dean must contain inputs from faculty members, external experts
and QAIE Office.
3. The Dean will then submit his recommendation to the Director for final
approval.
c) Procedure for a new program initiation
1. The Dean will convene a committee to investigate and draft the proposal
for a new program. The Dean will chair the committee.
2. A needs assessment must be completed to show how the proposed
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program supports the goals, objectives and strategies of IMT-Dubai, as well
as how the new program supports the needs of the region.
3. If a program is to be proposed, curriculum must be put together with
complete syllabi
4. All enrollment projections, staffing and budget requirements are to be
submitted with the proposal. This is to cover a projection up to five years.
5. The Dean, will submit the proposal to the Director for review and approval.
If approved by the Director, the new program proposal will be submitted to
the Board of Directors for final approval.
6. Upon securing Board of Directors approval, the new program must apply
for accreditation eligibility from the Commission of Academic Accreditation.
7. Only upon granting of accreditation-eligible status, may the program be
advertised and initiated.
3.9 Internship Policy
The programs at IMT-Dubai incorporate practical understanding of business
operations and the Institute provides opportunities to students to learn real life
business through internships. The opportunities are designed into the course
curriculum itself and are included in the modules of the program in form of In-
Company individual Assignments.
The In-Company internship at IMT-Dubai is a key element of the learning process
and as such an integral part of the program. The internship provides the students
with the opportunity to work for a period of 8 weeks in a company/organization in
Dubai or abroad and to apply the tools and skills learned during the course of their
studies into real business situations.
The internship assignment is conducted on an individual basis and monitored and
supervised by IMT-Dubai Faculty members together with a designated company
supervisor.
For further details please refer to The Internship Manual.
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3.10 Course File Policy
The course portfolio is a compilation of documents prepared by Faculty at the end
of the semester which comprises the following documents:
1. Course syllabus;
2. Course review report;
3. Copies of all teaching materials;
4. Copies of all assessments (such as Quizzes, Assignments, Projects, Case
Analyses etc.,) with answer keys, marking schemes, and samples of students’
submissions along with feedback (best, average & poor performance);
5. Mid-term exam paper with answer keys, marking schemes, and samples of
students’ submissions along with feedback (best, average & poor
performance);
6. Final exam paper with answer keys, marking schemes, and samples of
students’ submissions along with feedback (best, average & poor
performance);
7. Grade Sheet (with graphical presentation);
8. Attendance Sheet;
9. Course Feedback obtained from students; and
10. Portfolio review report.
The role of the IE office is to collect and scrutinize the completeness of the course
portfolio. The complete course portfolios are then handed over to the Course
Portfolio Review Committee, which comprises of the Dean and two Professors
from the relevant subject area (other than the Faculty who taught the course).
The Course Review Report is a tool which assists the Dean in preparing a
comprehensive Program Assessment form which has the details of the
performance of the students and how the learning outcomes have been achieved.
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3.11 Class Size Policy
Program and course enrollments are determined by number of factors. The class
size is predominantly determined by the efficacy in attaining the course and
program outcomes. Other criteria that can have impact on class size decisions are:
i) Level of the course and learning outcomes
ii) Instructional and pedagogical methods used for the course
iii) Mode of delivery
iv) Class room capacity and availability of work stations
v) Other external considerations such as accreditation requirements also play a
role in deciding the class size.
Maximum Class Size:
At IMT, the class size is normally limited to 50 for the core courses, in case of
electives or skill based courses Maximum class size is 40 students.
Minimum Class Size:
A minimum class size to be maintained at 10 under normal circumstances.
However in extenuating cases this requirement may be relaxed with the approval
of the Dean on the recommendation of concerned Program Chair.
This policy will be reviewed once in two years for any improvement.
3.12 Policy on Intensive Modes of Course Delivery
IMT-Dubai normally prefers to offer the courses as per the semester duration. In
exceptional circumstances duration of few courses are condensed but the credit
hours are maintained and full content of the approved syllabi is covered. IMT-
Dubai ensures all the student services and support system are in place during
such courses.
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SECTION 4: FACULTY POLICIES
4.1 Faculty Roles & Responsibilities
Policy in-charge Director
Responsible for
Implementation Dean-Academic, Program Chairpersons
Contacts Director
Teaching, research, and service in the interest and growth of the Institute are the duties
expected from the faculty members at IMT-Dubai.
The Institute expects from each faculty member a high level of commitment and high
standards of conduct. It is also obligatory on the part of the Faculty members to respect
the dignity of other fellow members and acknowledge their right to expression. The
Institute believes in free expression of thoughts and ideas and in fact would create an
environment for intellectual honesty, freedom of inquiry and instruction.
It is the duty of the faculty members to promote and practice these principles.
a) General Responsibilities:
The basic responsibility of a faculty member is to guide and support students in their
learning process and to guide and advise them in their professional growth. Further,
IMT-Dubai expects its Faculty members to assume the following responsibilities:
Teach IMT-Dubai students
Maintain discipline, attendance and deadlines in conducting classes, examinations,
evaluation and declaring of results
Supervise student internship and project work
Provide academic advising and tutorials to the students.
Conduct research and publications in reputed scientific journals/volumes
Develop course syllabus and update existing course syllabus
Participate in Institutional development services and support activities
Represent the Institute within the community at large when necessary
Develop relevant case study materials
Develop new courses
b) Responsibilities towards students:
Promote scholarly values in students including honesty, the free pursuit of learning
and the exercise of academic freedom.
Act professionally in the classroom and in other academic relationships with
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students.
Evaluate students on the merit of their academic performance.
Provide consultation on course work
Acknowledge academic and scholarly contributions of students.
Not engage in any exploitation, harassment, or prohibited discriminatory treatment
of students.
It is highly suggested that all Faculty refrain from fraternizing with students at all
times.
c) Responsibilities towards other members in the Institute:
Not engage in any exploitation, harassment, or prohibited discriminatory treatment
of any members of the institute.
Respect and defend the free inquiry of associates.
Show due respect for the opinions of others
Acknowledge the academic contributions of others
Be objective in professional judgment of colleagues
Accept responsibilities for contributing to the governance of the institution.
d) Responsibilities to the public:
Strive to be accurate
To exercise appropriate restraint
Listen to and show respect to members of the society at large
To clearly and explicitly indicate that they are not speaking or acting for the
Institute when speaking or acting as a private person.
Moreover, the academic staff is expected to conduct themselves with integrity. All scholars
and researchers at IMT-Dubai are responsible for upholding the following principles:
Promote honest academic conduct
Use scholarly rigor and integrity in obtaining, recording and analyzing data; as well
as in reporting and publishing results;
Obtain permission for the use of unpublished material, and to use any type of
material in accordance with the rules of the source;
Use funds designated for research purposes in the prescribed manner;
Reveal to the Institute the sponsors, journals, or funding agencies etc.
e) Academic Freedom
Faculty Members are free to express and explore ideas and concepts related to their
subjects in the class rooms and research activities. However, the faculty members
must refrain from initiating and discussing controversial, religious sentimental and
cultural matters in the class room and remain with the framework of UAE laws and
regulations.
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4.2 Definition of Faculty & Ranks
Policy in-charge Director
Responsible for
Implementation Director
Contacts Director
IMT-Dubai values a rich and diverse pool of faculty members and their critical role in
teaching, research and institution building. The Institute has a policy of recruiting faculty
members with diverse backgrounds and expertise relevant to management education, and
education from different countries across the world.
To make the faculty policies compliant with standards, IMT Dubai has again reviewed the
Faculty Handbook. IMT Dubai has decided to restrict its faculty pool to the three
categories; Full-Time, Part-Time, and Visiting. The definitions of these categories have
also been revised accordingly. The three category definitions are as follows:
4.2.1 FULL TIME FACULTY
Full-time faculty is one who holds a full-time appointment with IMT Dubai and is
appointed on full-time regular basis in the ranks of Teaching Fellow, Assistant Professor,
Associate Professor, and/or Professor. Full-time faculty devotes 100% of his/her time to
engage in teaching, research and administrative responsibilities as assigned by IMT
Dubai and receives all compensation from the IMT Dubai and is also eligible for all
benefits as per the norms of IMT Dubai.
All full time faculty members will be appointed on contractual employment for 3 years with
a probation period of 6 months. During the probation period, there will be a notice period of
1 (one) month towards severance from either side.
After the completion of probationary period, a performance appraisal will be conducted
and upon finding suitable, a confirmation of 3 years contract, originally offered may be
made with a notice period of 3 (three) months towards severance from either side.
A Full-time faculty cannot take employment or accept any remunerated activity outside
the Institute. However, with the prior approval, participation in corporate boards as non-
executive members, consulting assignments for third parties and teaching and
conducting seminars in or with other educational or commercial entities may be permitted
by the Director in writing after taking into account the academic and administrative
commitments at the institute.
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4.2.2 PART TIME FACULTY
A part time faculty is an external faculty hired to teach a specific course in a specific
semester with a maximum of 6 credits in any specific semester.
Part time faculty will teach the designated course and discharge the associated
responsibilities such as grading and providing advice to the students in their respective
areas of instructions, and completing any relevant documentation required by the institute.
Part time faculty will be entitled to such remuneration and benefits as mentioned in the
respective terms of appointment. The roles and responsibilities of Part-Time Faculty will be
as follows:
a. Course: A part time faculty is an external faculty hired to teach specific/designated
course or courses in a specific semester.
b. Number of Teaching Hours: A Part Time Faculty member can teach up to 06
Credits in a Particular Semester equivalent of 90 Hours in a semester.
c. Duration: The Part-Time faculty is hired to teach a specific course and the contract
will be terminated at the end of the completion of that specific course.
d. Working Hours/Timetable: The working hours of Part Time faculty will be decided
on the basis of the schedule of IMT Dubai and availability of faculty. The Part Time
faculty is expected to be available to the students for outside class consultation for at
least 1 Hour per week for the duration of each course he/she is teaching.
e. Remuneration: A Part Time Faculty will paid an agreed upon remuneration that is
inclusive of:
i. Teaching as per the approved course outline.
ii. Conducting Assessments as per the plan included in the course outline.
iii. Providing feedback to students on the assessment components.
iv. Designing the examination question papers for both mid-term and final exams.
v. Exam invigilation.
vi. Grading of students.
vii. Submission of a course portfolio.
viii. Providing teaching material, if any
ix. Recording and submitting attendance of the students.
x. Local transportation
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4.2.3 VISITING FACULTY
Visiting Faculty is any faculty members holding a full time contract in another institution
and visiting IMT for teaching or research assignments up to a maximum of 11 months.
The workload/roles and responsibilities of such faculty would vary from faculty to faculty
and will be determined during the contract negotiations. The Visiting Faculty will be hired
primarily by invitation from other universities from different countries. The other source of
hiring such faculty will be under the exchange agreements with different business schools
or universities. The qualification of such faculty has to be similar to that of Full-Time
faculty as listed in section 3.4 below. The workload and conditions of such recruitment will
be based on the negotiations at the time of finalization of the contract. The maximum
teaching load of such faculty will not exceed the maximum stipulated load for the full time
faculty. Such faculty may engage in teaching or research or both.
The following chart gives explains the similarities and similarities across different
categories of faculty:
Full-Time Part-Time Visiting
1. Remuneration Based on Rank, Scales and Experience
Per Hour Basis As Per the Contract
2. Teaching Load Maximum of 18 Credits per year
Maximum of Six Credits in a Year
As per the contract with a maximum of 16 credits over 12 months
3. Insurance and Medical Benefits
As Per IMT policies and UAE laws
NO As Per IMT policies and UAE laws
4. Visa Sponsorship Yes No Yes
5. Annual Travel Yes No No
6. Medical Leave Yes No Yes
7. Annual Leave Yes No Yes
8. Working Hours As Per IMT policies and UAE laws
As Per the schedule mutually decided
As Per IMT policies and UAE laws
9. Responsibilities
1. Teaching
Teaching and Related Activities
1. Teaching
2. Research 2. Research
3. Administration 3. Students Project Supervision and Mentoring
4. Students Project Supervision and Mentoring
10. Duration of Contract
Full-Time Regular Duration of the Contract Full-Time contract with a Maximum of One Year Period
11. Appraisal and Performance Evaluation
As Per the Detailed IMT Policy as Listed in Section 5 of Handbook
On the basis of Students Feedback and Review of Course File
On the basis of Students Feedback and Review of Course File
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4.3 Faculty Recruitment Policies
Policy in-charge Director
Responsible for
Implementation Director
Contacts Director
4.3.1 Faculty Search and Appointment
IMT Dubai follows the rules of transparency and principles of non-discrimination in its recruitment of faculty.
i. Faculty appointments are made in accordance with the UAE employment laws and regulations
ii. The Director on the recommendations of the Selection Committee submits his recommendations to the Management Committee.
iii. All Full Time members will be appointed initially with a probation period of 6
months.
Up-to-date information on the documents required by IMT for the employment, including
visa sponsorship by IMT, will be provided at the time of signing the contract.
For more information on the policies and procedures for appointment and advancement of
faculty, please refer “The Faculty Handbook”.
4.3.2 Procedure for Faculty Recruitment and Appointment:
Faculty recruitment depends on the need-gap analysis that is linked to the mission of the
institute. The following steps would generally be involved the selection process of Full
Time recruitment.
i. Different program chairs to identify the needs for additional/replacement faculty will
carry out a periodic need-gap analysis and submit to the Dean. The Dean may
seek the help of some of Area Chairs/ Professors to define the qualifications and
description of the position on the basis of needs identified.
ii. Such faculty requirement(s) along with the description prepared will be submitted
to the Director for approval.
iii. After approval by the Director, a detailed description of the position would be
prepared and communicated internally.
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iv. The position then will be advertised on IMT Dubai website and in any other media
approved by the Director. In case services of any professional recruitment agency
are sought, the same description will be shared with that agency.
v. The Applications received will be reviewed by the Dean with the help of Committee
constituted for this purpose. The committee will shortlist the candidates to be
interviewed based on the needs identified and the description approved as per
point ii above.
vi. The Director will constitute selection committee(s) to review all applications,
conduct initial interviews, if required, and make recommendations to the Director.
The Dean will chair such committee(s).
vii. The shortlisted applicant(s) would be invited to the campus to make a presentation
before IMT Faculty and the Selection Committee. This presentation would be
based on the candidate’s research work/professional work. The will be of at least
20 minutes’ duration followed by at least 10 minutes of discussion and question-
answer session. An External Expert will also be invited to test the domain specific
knowledge of the candidate(s).
viii. Faculty members present during the presentation would evaluate each applicant’s
presentation on four parameters, i.e. Subject Matter Expertise, Clarity of
Communication, Ability to Handle Queries, and Presentation Style/Effectiveness. A
5-point scale will be used for the rating of each parameter. Comments will be
sought on overall suitability of the candidate in an open-ended section as an
addendum. The evaluations submitted by the faculty members would be submitted
to the Selection Committee in a prescribed format.
ix. Subsequent to the seminar, the Selection Committee would interview the
candidates, based on which the Selection Committee would decide their
recruitment recommendation.
x. Director will review the recommendation of the Selection Committee and will make
the decision on rank and pay to be offered to the selected candidates and letter of
appointment would be issued after the approval of the Management Committee.
xi. Any appointment will be made subject to meeting the conditions laid down by the
laws of UAE and the norms of IMT.
xii. Upon finalization of formal contractual agreement, a personal detail form will be
filled up for administration purpose as per the format attached (refer Appendix B).
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4.3.3 APPOINTING AUTHORITY
All Full Time and Visiting Faculty appointments shall be made on the recommendations of
a Selection Committee as described in 3.2.vi. The Selection Committee will be constituted
as follows:
Dean (Committee Chair)
One Program Chair
One Professor from the area the faculty is being recruited for.
One Professor/Associate Professor from any area of specialization.
The presence of Dean and two other members is must.
The Selection Committee will submit the recommendations to the Director and the Director
will be the deciding authority in terms of rank and scale to be offered to the faculty
candidates. The Director will proceed with the appointment and will make an offer after the
approval of the Management Committee.
For the appointment at the Professor level, the Management Committee is the final
appointing authority.
For Part Time Faculty:
Part Time faculty will be hired for teaching one particular course. The Program Chair/Area
Chair will identify such faculty and will submit the profile of such faculty to the Dean. On
the recommendation of the Dean, the Director can approve such faculty based on the
need of a particular program.
For Visiting Faculty:
The Visiting Faculty will be hired by invitation of the Director in consultation with the Dean
and the Program Chair. The workload and conditions of such recruitment will be based on
the negotiations at the time of finalization of the contract. The other source of hiring such
faculty will be under the exchange agreements with different business schools or
universities. Such hiring will be governed by the stipulations of Memorandum of
Understanding signed with respective schools. The Director will be the appointing authority
for such positions.
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4.3.4 Eligibility requirements for appointment of new Faculty members
Faculty is recruited at any of the following four ranks:
Professor
Associate Professor
Assistant Professor
Teaching Fellow/Senior Teaching Fellow
As a general rule, the faculty qualifications will be framed around the AACSB Standards.
The following qualifications will be used as guidelines for shortlisting candidates for
research active faculty Full Time faculty positions.
i. Professor: Ph.D. or equivalent in a discipline relevant to the position with a track
record of excellence in teaching, a minimum of 15 years of which at least 5 years
should be at the level of Associate Professor, ability to interact with a diverse
student body and executives, a record of publications in standard refereed
journals, ability to undertake research independently and guide Ph.D. scholars.
Candidate should have high research, training and/or consulting credentials.
ii. Associate Professor: Ph.D. or equivalent in a discipline relevant to the position,
with a track record of excellence in teaching, a minimum of 10 years of experience
of which at least 5 years should be at the level of Assistant Professor, ability to
interact with a diverse student body and executives, and ability to undertake
research independently. Reasonable record of research publications is desirable.
iii. Assistant Professor: Ph.D. or equivalent in a discipline relevant to the position, with
at least 3 years of corporate/research/academic experience; and ability to interact
with a diverse student body. However, in case of a fellow or PhD from any reputed
university/institute, the experience requirement of 3 years may be waived.
iv. Teaching Fellow/Senior Teaching Fellow: Academic personnel at final stage of
completion of their Ph.D. may be appointed as Teaching Fellow/Senior Teaching
Fellow. People with significant corporate/training/consulting experience may also
be considered for such positions. Such recruited faculty will be encouraged to do
PhD to be considered for a rank of Assistant Professor. The responsibilities and
workload of Fellows will include Academic and Administrative contributions as
assigned to them by the Director and Dean.
Visiting Faculty: The eligibility conditions for adjunct faculty are similar to Full Time faculty
requirements. The remuneration/workload and responsibilities will depend on the
experience and qualifications of individual candidates.
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Part Time Faculty: Eligibility criteria for the Part Time faculty may differ to the extent that
any professional from industry with significant amount of experience and who is working,
or has worked, at a senior level position may not be required to have a Ph.D. degree or a
record of research and publications. The remuneration will depend on the rates prescribed
by the Institute from time to time.
NOTE: To satisfy the requirements of reputed international accreditation bodies, for
example AACSB Standards, it is necessary to hire faculty with professional/practitioner
background. A professional / practitioner with a minimum of 10 years’ experience who has
made significant contribution to knowledge/profession and has established reputation in
his/her domain may be considered under this category, irrespective of not having a Ph.D.
degree.
4.3.5 Eligibility Requirements For Teaching At Graduate And Undergraduate Levels As a general rule, IMTD expects the faculty to have minimum doctoral qualifications along
with research and publications background to be eligible to teach at Graduate level. Since
IMTD is a business school where the Graduate level students need to have significant
inputs from the industry practitioners, IMTD invites professionals as speakers or part time
lecturers to teach at Graduate level. These professionals may not have a doctoral
qualification but have at least a Master’s Degree with a significant industry/corporate
experience.
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4.4 Faculty Workload Policy
Policy in-charge Director
Responsible for
Implementation Director
Contacts Program Office
In line with its mission, IMT gives priority to the various components of Faculty workload as
below:
1. Teaching 50%
2. Research and Scholarly Activities 30%
3. Administration and Institutional Development Activities 20%
The Director in case of a specific faculty, on the basis of specific skill set and intended
contribution, may alter this workload weights. It could be also the case for recruitment of
professionals with corporate experience and less research experience. This change will be
subject to the approval of Management Committee.
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4.5 Advancement Of Existing Faculty
4.5.1 Promotion To A Higher Rank a) Requirement for promotion to the rank of Associate Professor:
Faculty at the rank of Assistant Professor can be considered for Associate
Professor Rank after a positive evaluation of performance, which includes ongoing
publications and contributions to their field of expertise, excellent teaching
evaluations, contribution to the Institute’s development, community service,
academic and administration responsibilities.
b) Requirement for promotion to the rank of Professor:
Faculty at the rank of Associate Professor can be considered for Professorship
Rank after a positive evaluation of performance, which includes, but is not limited
to: classroom teaching observations, publications and research, institutional
development, community service and corporate responsibilities & engagements.
4.5.2 Eligibility Criteria for Promotion to a Higher Rank
The Institute has established the following minimum criteria for promotion to the
next academic rank(s) as mentioned below:
Assistant Professor:
a. Must hold a Ph.D. or equivalent in Management or related areas.
b. Minimum 3 years of Industrial/research academic experience including
minimum one year at IMT as Lecturer/Teaching Fellow/Senior Teaching
Fellow.
c. The candidate shall show a capacity and will to maintain teaching
effectiveness and the ability for continuing growth as a teacher, scholar,
and member of his or her profession.
Associate Professor:
a. At least five years in the rank of Assistant Professor including minimum
three years at IMT.
b. The candidate shall have a capacity to maintain teaching effectiveness and
the ability for continuing growth as a teacher, scholar, and member of his or
her profession.
Professor:
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a. At least five years in the rank of Associate Professor including minimum
three years at IMT
b. The candidate shall have attained an excellent reputation in his or her field
of expertise, evidenced by scholarly publications and teaching excellence
c. The candidate must be able to demonstrate outstanding performance in
teaching, hold a distinguished record of publications in international
journals; peer reviewed of publications, and effective service to the
institution.
4.5.3 Faculty Promotion Procedure:
The candidate prepares and submits his/her professional accomplishments in
the areas of teaching, scholarly research, and administration & institutional
development activities by including the supporting documents for evidence to
the Dean.
Preliminary Review to check the eligibility is done by the Dean.
Faculty Appraisal Reports (annual) will be a significant input to such decisions.
The Director will set up an Academic Promotion Committee (APC), that will
include the Director, Dean, and two faculty members who are of Professor
Rank. APC after reviewing the submitted documents would present its
recommendation to the Management Committee for its approval.
The Director will then inform the decision to the Faculty member.
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4.6 Faculty Performance Appraisal Policy
Policy in-charge Director
Responsible for
Implementation Director
Contacts Director
4.6.1 Faculty Performance Appraisal Process
The faculty appraisal process will involve self-appraisal (both qualitative and quantitative)
through the prescribed forms that are to be submitted to the Dean by May 15 every year
by each faculty member. The Credit Points discussed above will play a significant role in
the overall appraisal of the faculty.
IMT Dubai will follow the following Faculty Appraisal system:
The faculty appraisal will be done every year on the basis of faculty performance in
the areas of teaching, research and scholarly activities, consulting, academic
administration and general compliance with the rules/norms decided from time to
time. The Director will conduct such appraisal.
A comprehensive appraisal will be done every 3 years by the Faculty Appraisal
Committee (FAC) to be constituted by the Director with approval of the
Management Committee. The committee will comprise of at least two reputed
external academic experts, the Director, and the Dean.
The appraisal process will be as follows:
In the month of May every year every faculty member will prepare a plan of his or
her activities in a Proposed Plan of Activities (PPA) for the next academic year.
This PPA should be submitted to the Dean (Academics) by May 15 of every year.
The Dean in consultation with the program and area chairpersons, and keeping in
mind the academic needs of the institution may moderate this plan.
On the same day, each faculty member will submit a detailed document listing the
actual work done during the previous year in a Statement of Work (SOW).
This SOW, read with the PPA submitted and the PPA submitted last year, would
form the basis of performance appraisal for each faculty member.
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In the month of June every year, the Director will prepare a report on the
institutional and administrative contribution of each faculty member based on the
quantity and quality of tasks as assigned to them by the institute.
Further, the Dean and the Director will include in the above report their appraisal of
the faculty member's’ ADHERENCE/COMPLIANCE to institutional code of
conduct/ behavior & values thereby creating and fostering an environment of
positive and progressive collegial atmosphere.
o The following will be considered in the appraisal process: o Total Credit
Points Earned
o Teaching Evaluations or Student Feedback;
o Academic Program Office data on adherence to academic standards like
course outlines as per AACSB norms, wherever applicable;
o Submission dates of grades, accuracy of grades, number of times grades
revisited/revised;
o Submission dates of completed course portfolios;
o Mix of core and elective courses in the teaching portfolio, innovation in
pedagogy, evidence of coordinated team teaching, evidence of industry
involvement in their courses; and
o The report from the Director on the institutional and administrative
contribution of the respective faculty members. A detailed appraisal policy
has been cited in the following paragraphs.
FAC or Director and Dean (as the case may be in respective years) will give
feedback to every faculty at a second formal meeting after completing the appraisal
– preferably by August. Any grievances on appraisal by any faculty may be
addressed in these meetings.
NOTE: For Faculty members who join IMT Dubai during the academic year, the
Credit Points will be calculated proportionately, based on the above criteria but
taking into account the record of publication for the last one year
4.6.2 Faculty Appraisal Criteria
In the wake of the teaching philosophy of IMT Dubai, following will be the key
responsibility areas on which faculty’s contribution to the institute would be
measured and rewarded:
A. Teaching: A Holistic Approach to Teaching-Learning
The IMT Faculty is expected to achieve teaching excellence that will be measured
by using various parameters including but not limited to student feedback,
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pedagogical innovation and adaptation, industry engagement in teaching
pedagogy, new course development, etc.
B. Research
Alongside teaching excellence, IMT faculty is expected to engage in quality
research that leads to publications that impact the community in general and
faculty member’s teaching in particular. IMT uses a comprehensive scheme to
measure and incentivize the research effort of the faculty.
C. Leadership and Institution building activities
Faculty is expected to help IMT in institution building activities by assuming various
academic administrative responsibilities needed from time to time, including
engaging industry partnership by way of developing and/or delivering courses in
association with industry partnership, developing training programs, engaging with
industry partners in applied research activities.
4.6.3 Norms for Calculating Research Credit Points (RCP)
IMT Dubai follows a Credit Point System in which Faculty members are expected
to earn Credit Points that can be earned from each of the above-mentioned 03
categories viz. Teaching, Research and Leadership and Institution Building
Activities. The details on these Credit Points are presented below.
IMT Dubai follows a Credit System in which Faculty members are expected to earn
credit points through activities like publishing research papers and case studies,
leading research teams, guiding PhD students and obtaining research grants and
projects obtained from government/industry. The method of determining RCP for
each of the research component is described below.
a) Publication of Research Paper
The quality of publications will be assessed as per the categorization following five
categories, namely, A*, A, B, C and D. The ABDC journal classification will be
followed for this purpose till notified otherwise.
Category A* A B C D
Credit 8 4 3 2 1
NOTE: Credits obtainable from publications under "D” category is capped at a
maximum of 02 in a year for the purpose of calculation of such score.
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In case of joint authorship the faculty would get rewarded credit points as per the
below norms:
When the faculty’s publication is out of his PhD thesis work with his
supervisor, the faculty will get 75% credit.
For any publication with peers from IMT Dubai, each of the co-authors will
get proportional RCP.
Any co-authored publication with any of the Peers that do not have any
affiliation with IMT Dubai, the faculty will get his/her proportional share of
CRP plus an additional 10% of his/her proportion of RCP.
When the faculty’s publication is out of his PhD student’s thesis work, the
faculty will get 25% credit.
When the faculty’s publication is based on any student’s industry project,
assignment or any other work or where the student helped in data
collection, the faculty will give due credit to the student as a co-author and
will get proportional credit. The Credit Points earned will be proportionate to
number of co-authors including the student.
b) Case Study Publication
The classification would be done as follows (for each case study published):
Category A B
Case study Publication
Cases published by Harvard, Kellogg school of Management, Darden, Ivey, Babson,
Emerald Emerging Market Case Study, NAACRA,
Credits Case: 2 Case: 1
c) Professional and General Publications
Category A B C
Broad Audience Category
Articles published in WSJ, Financial Times, The Economist
Articles published in Regional/National Business Newspapers
Trade Journals and other Professional Journals and Magazines
Credit 1 0.5 0.25
Note: Credits obtainable from publications under "C category" a maximum of 02 in a year for the purpose of calculation of such score.
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d) Books
Category A B
Books Textbook Authored; and Published by reputed Publishers (If a publisher is reputed or not will be decided by the Director, Dean and Research Chairperson)
Adapted Books of Reputed Publishers
Credit 3 1
Note: In case of co-authorship, the CRP will be proportional
e) Other Publications
i Book Chapters 0.25/0.5 Depending on the Publisher
Note: The total CRP allowed from “Other” category should not be more that 02 in any academic year.
f) Number of PhD/DBA/FPM candidates guided
The faculty would be rewarded based on the number of candidates that they have
successfully guided for whom the degrees have been awarded. The credit points
awarded will be 1 per graduating candidate in this category.
g) Funded Research/Grants
Faculty members are encouraged to conduct research/consultancy activities
funded by external agencies. The following would be the credits associated with
such activities:
Category Greater than AED 150,000
Between AED 100,000 to 150,000
Between AED 50,000 to 99,999
Between AED 10,000 to 49,999
Credits 6 4 2 1
h) Journal Editorship
The faculty members will be entitled to the research credit points as per ABDC classification Journal
Journal edited is in the “A* & A” category of journals identified in ABDC.
Journal edited is in the “B” category of journals identified in ABDC.
Journal edited is in the “C” category of journals identified in ABDC
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Editorship
Credits 10 3 1
Note: For all the credits associated to research, IMT Dubai will only take them into
account when the primary affiliation of the faculty is clearly stated as “IMT Dubai”.
For More details, please refer to Faculty Handbook-2017.
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4.7 Professional Development Policy for Faculty
Policy in-charge Director
Responsible for
Implementation HR Department
Contacts Director
4.7.1 General Presentation
Faculty members are strongly encouraged to publish their work in academic and
practitioner journals of repute. In order to facilitate that, faculty members are encouraged
to present their research papers in UAE seminars/ conferences and International level
seminars/conferences. The following can be considered as a minimum expectation from
each faculty member.
National Seminars/Conferences : Minimum two per academic year
International Seminars/Conferences : One per year
To facilitate research and other professional development activities, there will be a
budgeted assistance allocated for IMT faculty members every year called the Professional
Development Fund (PDF). The faculty members can use the PDF for various
activities/purchases according to norms that will govern the use of such funds. Drawing on
the funds would require approval of Director.
The confirmed faculty members can use the PDF for the following purposes:
Attending, with the prior permission of the Director, a scholarly conference. The
PDF will be used to fund the registration fee, economy class airfare, hotel charges
and per-diem as per institute norms, Visa fee (if any). The faculty will be treated on
official duty for the duration of the seminar/conference plus journey days.
Paying Journal fee for publishing their papers where the journal charges
publication fee.
Case writing travel or research travel within UAE or abroad for Self/Research
Associate/Research Scholar, with the approval of the Director.
Fees for any faculty development program/educational program (including a
Ph.D./DBA) with approval of Director.
Membership fees to professional, academic bodies of reputation. Membership fees
to Alumni and Pan-Alumni networks/associations of reputed institutions.
Attending internationally recognized Faculty Development Program subject to the
approval by the Director.
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Procuring databases, engaging an outside agency in research activity, etc.
Travel, boarding and lodging expenses related to conducting joint research with
faculty from other partner or non-partner universities.
Travel, boarding and lodging expenses related to a pre-approved long-term/short
term teaching/research assignment at a reputed institute/university that may or
may not be partner of IMTD.
Any other activity that helps the faculty in professional development and research
activity, as decided by the director from time to time.
The PDF will be a COMMON FUND that will be available to all the faculty members for the
Weighted Average Credit Points (as explained in 5.3) earned by all the faculty members
put together in excess of the minimum 10 Weighted Average Credit Points expected from
every faculty. Each member’s claim on PDF will be proportionate to the excess Weighted
Average Credit Points earned by him/her in that particular year. There will be no carry
forward of such points. Since the budget year is April to March and the Credit Points will
be finalized only at the end of June, the PDF will be allowed to spill over to the first 03
months of the next financial year.
4.7.2 Consultancy and Management Development Programs:
Participation and contribution of Faculty members to consultancy activities and training
programs conducted by IMT-Dubai will be considered as over-load provided the
concerned Faculty member has completed his / her normal work-load.
IMT does not allow faculty members to enter into consultancy or executive education
activities with companies or higher education institutions, except under exceptional
circumstances with prior approval by the Director.
For consultancy activities done under IMT, the faculty will receive a remuneration equal to
50% of the invoice paid by the client.
For consultancy activities done outside of IMT, the faculty will need prior approval from the
Director and a fee of 50% of the invoice will be retained by IMT.
For executive programmes done under IMT, the coordinator of the programme will receive
a remuneration equal to 10% of the invoice paid by the client. The faculty teaching in such
programmes will receive a remuneration based on the part-time faculty hourly rate.
For executive programmes done outside of IMT, the faculty will need prior approval from
the Director and a fee of 50% of the invoice will be retained by IMT.
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4.7.3 Teaching in Other Educational Institutions
i. For teaching in any educational institutions (full course or part of the course)
with which IMT has an arrangement, with prior approval of the Director, the
faculty will retain 100% of the teaching allowance received at the partner
university.
ii. For teaching in any educational institutes with which IMT has no arrangement
(with prior permission from Director), 30% of the teaching allowance will be
retained by IMT.
iii. During the period of teaching in other educational institutions, as approved by
the Director, the faculty will be considered on official leave only in case the
assignment arises due to the faculty exchange commitment of IMT or IMT
assigns a faculty to teach a course outside IMT. In all other cases, the faculty
will have to use the annual leave for this purpose.
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4.8 Faculty Pay and Benefits Policy
Policy in-charge Director
Responsible for
Implementation HR
Contacts Director
4.8.1 Faculty Pay
The Board of Directors will approve the pay structure of all faculty members. For all
faculty members, the pay structure will be reviewed in the month of April every year
based on the annual appraisal.
Gross Salary Break up:
i) All full time regular Faculty members, covered by these rules, are given a gross
salary, the breakup of which is as follows:
Basic – 60%
HRA – 30%
TA / other allowances – 10%
For adjunct and visiting faculty members, the pay and other allowances will be
governed as per their respective terms of contract.
ii) For Faculty members who have been provided residential accommodation in
campus, a deduction from salary is done as per the Guest House policy of IMT
Dubai (refer Appendix E) or as per the terms of their respective contract.
4.8.2 Faculty Allowances and Benefits
All salary and benefits of IMT-Dubai employees require the approval of the
Management Committee.
i) Medical coverage:
The Institute would provide Medical Coverage to all full time regular employees
and their dependent spouses and 2 dependent children under the age of 18..
ii) Leave Travel Allowance:
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Eligibility:
All full time Faculty members, who are on institute’s visa, are eligible for
Annual Leave Travel reimbursement.
All full time Faculty members, who are not on Institute’s visa and claiming
Annual Travel reimbursement, will have to submit documented evidence that
the same facility of Annual Travel Reimbursement is not being reimbursed to
them by any other organization and it is also as per the terms of respective
contract.
Annual Leave Travel will be reimbursed only on the submission of proof of
travel.
Entitlement:
S. No Sector Annual Amount in
AED/ per person
(above 2 years of age)
1 GCC countries 1000
2 Indian Subcontinent, Middle East and North
Africa
2500
3 Europe, Australia, New Zealand and other
African countries
3500
4 North, Central and South America 4500
5 All other countries 3500
The sector will be based on the declaration of hometown given by the faculty
member while joining.
All full time faculty members will have to declare the dependents (Spouse &
maximum 2 children up to the age of 18 years) in the beginning of the fiscal
year (i.e. April) along with the documented evidence that the travel
reimbursement for the dependents are not claimed from any other organization.
The total amount for all full time faculty members will be based on dependents
declared to the institute subject to the above criteria.
Reimbursement for dependent family members (i.e. spouse and maximum of 2
children up to the age of 18 years) shall be based on production of original
UAE residence visa any time during the financial year. If the staff member has
already produced original UAE residence visa/Emirates ID for the purpose of
renewal of insurance, then this requirement is not applicable.
iii) Transfer:
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The Institute reserves the right to transfer the faculty member to another
position, should there be a requirement to fill up the relevant vacancy.
iv) Retirement Policy:
The age of retirement of all full time faculty members is 65 years.
Reappointment of any faculty member after the age of retirement may be
recommended by the Director and must have the approval of the Board of
Directors provided the visa (if applicable) could be processed.
v) End of Service Benefits:
All full time Faculty members will be eligible for payment of gratuity as per UAE
labor laws. A Faculty Member who completes one year or more in continuous
service shall be entitled to gratuity at the end of their service. Days of absence
from work without pay are not included in computing the period of service and
the gratuity shall be calculated as follows:
a. 21 day’s basic pay for each year of the first five years of service and
b. 30 day’s basic pay for each additional year on condition that the total of the
gratuity does not exceed the employee’s two year’s pay.
vi) Final settlement in the event of death:
a. In the event of death of an employee/faculty while in service, settlement of
his/her dues will be as in the case of resignation of an employee. In case
the family is not living in the UAE and if employees dies while in service,
IMT will cancel his/her visa as per rules, inform the appropriate authorities,
take necessary permissions and documents from the appropriate
authorities for taking the body to his native place. His settlement of dues will
be carried out as per UAE laws.
b. In case of the death of a faculty during the academic session, the
respective program chairs in consultation with the Dean will identify a
faculty member (internal or external) to continue the course(s) delivery
where such faculty was engaged in. If the faculty was engaged in any other
academic activity that needs to be continued, Dean will make appropriate
arrangements to ensure the continuity of such activity.
4.8.3 Faculty Increments
All eligible Full Time faculty members, will be given increments with effect from 1st
of September every year or as decided by the Management Committee. The
Director will recommend increments to all the eligible faculty members to
Management Committee for its approval. For the faculty members, increments will
be based on the yearly performance appraisal results as discussed in section 5.3.
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4.8.4 Norms for Pay and Settlement of Dues
The following shall be the norms for pay and settlement of dues:
i) The pay and allowances to the employees of the Institute for each month shall
be payable latest by the first working day of the succeeding month.
ii) On termination/resignation, the pay and allowances shall be released only after
the employee’s account is settled and after taking over charge from him / her
including surrender or return of the Institute’s assets in his / her possession. A
clearance certificate from the authorized person taking charge from him / her
will be necessary. Furthermore, a “No Dues” certificate from all relevant
departments will be a pre-requisite to the final settlement with the separating
employee.
iii) Payment will be made only after the visa cancellation process and removal of
the employee’s name from TECOM records for IMT or as approved by the
Director.
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4.9 Leave Policy for Faculty
Official Public holidays will be as per holidays announced by the UAE government
for private sector. Each faculty member can avail one day off on the occasion of his
or her religious festivals not exceeding four times in a year with prior permission
from the Director.
4.9.1 Working Hours, Holidays
i) Working Hours
The working hours in IMT Dubai are 9.00 a.m. to 5.30 p.m. from Sunday to
Thursday with 30 minute’s lunch break. Each faculty needs to be on campus for all
duties/meetings/activities that have to be carried on by them for as long as
required. It is also expected that these faculty will spend at least 6 hours on
campus on each working day.
ii) Holidays:
National Holidays and Festival Holidays will be as per the UAE Government
notification.
4.9.2 Types of Leaves
The types of leaves are as follows:
Type of Leave Allowed Every Year Accumulation & Cashable
Annual Leave 36 working days 10 working days leave can be
carried forward (subject to a
maximum of 40 working days
Medical Leave First 15 calendar days with full pay. Next 30 calendar days with half pay. Following period No pay.
Faculty member who have not completed 6 months of service are not entitled to
avail any leave other than Medical leave. However, in special cases, annual leave
can be availed with the approval of Director, provided it does not affect the delivery
of their academic responsibilities.
For Visiting Faculty, leave will be governed as per the terms of their respective
contract.
Any Medical leave of two consecutive days or more needs to be supported by a
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Medical Certificate.
a) Annual Leave
The leave calendar year is from April 1st to March 31st. The annual leave is
organized as follows:
A Full Time Faculty is entitled to three working days leave for every month if his
/ her service is more than six months and less than one year.
A Full Time Faculty is entitled to a maximum of Thirty-Six working days
annually, if his / her service exceeds one year.
A minimum of 26 working days of leave has to be taken in a year (between
April 1st and March 30th).
10 working days leave can be carried forward.
In case of campus closure, a compulsory leave has to be taken. For 2017-
2018, the campus will close from December 22nd, 2017 to January 1st, 2018. 6
days of leave will be automatically deducted from the leave accrued. For
subsequent years, the compulsory leaves will be announced by the Director in
due time, after approval by the Management Committee.
Transition period: Since there are two changes; one from Calendar Days to
Work Days and other in Carry Forward of Leave, the following rule will apply for
the transition from old to new system:
o For leave already accumulated, the total number of days accumulated by
an employee will be converted from calendar days to working days using
the formula Accumulated Leave*5/7 (rounded up). If this number is above
40, the Faculty won’t be entitled to any carry forward until the number of
days accumulated falls under 40 working days.
Leave application must be filled with full contact address and telephone
number during the leave period and submitted to the Administration
Department before one month prior to commencement of such annual leave.
b) Medical Leave As per UAE Labor laws, all faculty members are entitled up to 90 consecutive or
intermittent days of sick leave as follows:
First 15 days: Full pay
Next 30 days: Half pay
Following Period: No Pay
c) Maternity / Paternity Leave
Maternity Leave to the female faculty members who have completed 1 (one
year) of employment with IMT Dubai, will be granted 45 days of maternity leave
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with full pay & allowances including the period before and after delivery, for
their first two children. In addition, concerned faculty members are also entitled
up to 100 days of leave without pay based on medical reasons.
Female Faculty members who are on probation and/or have not completed 1
(one) year of employment with IMT Dubai will be eligible for the same with half
pay.
Paternity leave will be granted for 7 days.
The unpaid maternity leave can be continuous or intermittent, due to the illness
that prevents her from coming to work. A certified government physician
licensed by the competent health authority must confirm the illness.
Maternity leave in either of the above cases is not deductible/adjustable from
any other leave that a female faculty member is entitled to.
The Management reserves the right to recover an amount equivalent to the
salary paid to the employee during the period she had been on Maternity Leave
or any extended leave(s), should the concerned faculty member choose to
leave the services of IMT Dubai within 6 months from the date of joining back
the services after the Maternity Leave.
d) Bereavement
Bereavement Leave is granted in case of death of a close family member for a
period of 4 days or as may be defined by UAE Laws from time to time.
4.9.3 Encashment of Leave
All full-time faculty members are entitled to cash their respective accumulated
annual leave as defined in 7.3 at the time of retirement/separation from IMT Dubai.
4.9.4 Leave Sanctioning Authority
Application for leave, duly recommended by the concerned HOD, shall be
submitted in prescribed form to the Director-IMT, Dubai or the officer duly
authorized to whom the power may be delegated by the Director-IMT, Dubai from
time to time, who would either sanction or refuse the application of leave
considering the exigencies of work.
The leave approving authority for faculty members is the Director after
recommendation by the Dean- Academic.
4.9.5 General Conditions of Leave
i) Annual leave will be pre-sanctioned in writing on a prescribed form.
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ii) For Faculty members, annual leave cannot be taken more than four times in a
year.
iii) All types of leaves are calculated on the basis of the financial year, i.e. from 1st
April to 31st March. Annual leave or medical leave will be credited at the beginning
of the financial year. Annual leave cannot be availed unless the employee is
confirmed or has completed six months of service without prior approval from the
Director.
iv) Medical leave of two days or more will be sanctioned only on production of
evidence of sickness duly supported by medical certificate from a registered
medical Practitioner.
v) Sanction of all leave is at the discretion of the Sanctioning Authority. When due to
exigencies of work so required, leave of any kind except sick leave may be
revoked or refused or curtailed by the Sanctioning Authority.
vi) The Sanctioning Authority can take disciplinary action against any faculty member
who has availed sanctioned leave and not joining at the end of the sanctioned
leave and/or not providing evidence of medical documents, as required.
vii) A faculty member, who absents himself / herself without obtaining prior sanction or
providing information about the cause of absence, will be treated as unauthorized
absence and may also be liable for disciplinary action.
viii) Leave shall not be granted to a faculty member against whom a competent
authority is enquiring into the acts of indiscipline or has decided to terminate /
resign from the services of the Institute.
ix) No leave can be clubbed with any other type of leaves without the approval of the
Director.
x) Faculty norms for the purposes of Leave Entitlement shall apply to the Dean and
Director as well.
4.9.6 Proceeding on Lien to Another Organization
In circumstances, wherein a faculty member moves from one campus to another
campus, organization/institute/university, extra ordinary leave without pay may be
granted to a full time regular faculty member, up to a maximum period of one year.
A faculty member will not be entitled to any increments or benefits such as Leaves
and Annual Appraisal and only the continuation of service will be protected during
such extra ordinary leave.
To avail this leave, a faculty member has to put in at least 5 years of service with
the IMT and obtain an approval from the Director.
4.9.7 Sabbatical Leave
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i) If a full time regular Faculty member has been in continuous service with the
Institute for a period of minimum 6 years, he/ she will be eligible to go on a
Sabbatical for a period of 6 months, with full pay for higher studies/ research/
academic project at a reputed foreign/UAE Institution. This engagement with the
outside Institution shall be honorary and the Faculty member cannot receive any
salary / pay during this period from the outside Institution, other than an
honorarium and travel/ living expenses. It is, however, not mandatory for the faculty
member to be associated with an outside institution during this period. He/she
could also make use of this period either for writing books or case studies or doing
research, without being formally affiliated to any institution. At the end of the
Sabbatical, the faculty member will return to the parent institution on the pre-
existing employment terms and has to undertake to serve the parent institution for
a minimum period of 3 years. The faculty member has to submit a report on his
work during the sabbatical period along with documentary evidence on research
paper/books/case studies contributed by him/her. During the Sabbatical period, the
faculty member will be entitled to normal salary increases but no accrual of Leave
(Casual, Medical, and Earned) will take place. He / she will receive Basic Salary,
HRA and other allowances. This type of leave cannot be clubbed with or
exchanged with any other form of leave.
ii) Permission to go on Sabbatical to a reputed foreign/UAE institution will be granted
by the Director, and the Board of Directors will grant approval of Sabbatical on
other grounds.
4.9.8 Leave Without Pay
Leave without pay may be granted to full time faculty members for a maximum of
one academic year. Applications for leave without pay should be submitted in
advance in writing to the Director for his / her approval. The year, in which the
faculty member remains on leave without pay, will not be accounted for increment,
promotion and annual benefits such as leaves, gratuity and medical benefits.
4.9.9 Compensatory Leave
Whenever the faculty is teaching or engaging in some official activity on an off day,
the faculty may request for a compensatory leave in lieu of that day’s work. For
work that is up to 4 hours, a half-day compensatory leave will be granted and for
work more than 4 hours, a full day compensatory leave will be granted. This
compensatory leave must be availed during the next week on a day when that
particular faculty does not have any scheduled activity. In case the faculty member
has some scheduled activity on all the days during the following week, then the
carry forward of that leave to subsequent week(s) may be permitted to the
maximum of 30 days from the date of accruing of compensatory leave.
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4.10 Travel Policy For Faculty
The rules regarding traveling for IMT work purpose (Daily Allowance and
Conveyance during such travels) shall be framed / changed and informed by the
Management from time to time. FOREIGN TRAVEL
Foreign traveling expenses for the faculty members may be borne by the Institute
for the following purposes:
Academic or Research Conferences/Conclaves/Seminars to showcase IMT
Brand: as per the norms defined in the Faculty Handbook.
Consultancy Projects where travel expense is preapproved in the
consulting budget
Placement / Marketing / Admission purposes where the travel expense is
preapproved in the budget
Work in IMT sister campuses, abroad
NOTE: All the above types of travel are to be approved by the Director, sufficiently
in advance to the travel date.
All requests for air ticket must be made sufficiently in advance, prior to the
scheduled date for travel.
Where visas have to be processed for faculty members including visiting faculties /
guests, the request for the same must be made to the Head-Administration
sufficiently in advance before the travel date with all necessary documents.
Travelling Advance (TA) can be claimed for boarding and lodging for
approved travel program in the prescribed format (available at the
Accounts/HR Office).
Travel expenses bill along with travel report and original vouchers should
be submitted in the prescribed format (available at the Accounts/HR Office)
within seven days of return to the institute. The TA bill should be sent to the
Head of the Department. Normally, further travel advance will be given to
the faculty member only after the previous travel bill is submitted and the
earlier advances are fully cleared.
For more details please refer to the Faculty Handbook 2017.
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4.11 Faculty Disciplinary Policy
Policy in-charge Director
Responsible for
Implementation HR Department
Contacts HR Officer
The Institute has set guidelines wherein a faculty member may be separated from
employment with the Institute prior to the end of the member’s contract. The conditions
under which this applies may relate to academic non-performance of a faculty, financial
exigency and resignation. Institute, at its discretion, may also choose not to renew a
contract.
All employees are expected to maintain a high standard of discipline, good conduct and
behavior. They are also to follow the Rules and procedure issued by the Director from time
to time. Violation of any of these rules, will tantamount to “misconduct” and the concerned
employee will be liable for disciplinary action.
4.11.1 General Acts of Misconduct Without prejudice to the general meaning of the term “misconduct” the following acts will
constitute misconduct on the part of an employee:
i) Willful insubordination or disobedience, whether along 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.
ii) Theft, fraud or dishonesty in connection with the Institute’s business or property.
iii) Taking or giving bribes or any illegal gratification whatsoever.
iv) Habitual late attendance and habitual absence without leave or without sufficient
cause.
v) Negligence or neglect of work.
vi) Habitual Indiscipline.
vii) Causing damage to work in process or to any property of the IMTD by negligence
or with intention.
viii) Threatening or intimidating any fellow employee
ix) Giving of false information of any kind at the time of seeking employment or for
securing any facility given by the IMTD.
x) Giving of false information or production of false certificate for the purpose of
securing any privilege granted by IMTD.
xi) Abetment or attempt at any of the above acts of misconduct.
xii) Sexual advances or harassment of any of the employees, students, or visitors, or
any obscene gestures or behavior.
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4.11.2 IT related acts of misconduct (with respect to the use of public Internet and
Institute Intranet):
i) Dissemination of sensitive information as well as sharing of user IDs, passwords,
IP addresses etc. with people not authorized for the same.
ii) Accessing, downloading or distribution of any form of confidential information
about other employees of IMT or its stakeholders, or any obscene or other
offensive material
iii) Accessing, downloading or distribution of any message, graphics or pictures that
might result in bullying or harassment, on account of age, color, gender, race
iv) Sending unofficial mass e-mails through the Intranet / Extranet, seeking to malign
colleagues or co-workers or seniors
v) Offensive / inappropriate usage of words, phrases, sentences, while
communicating through Intranet / Extranet
vi) Accessing of unauthorized activities like online gambling, unauthorized software
vii) Taking private grudges & grievances to a public forum through Intranet / Extranet
and social networking sites like Twitter, Facebook, LinkedIn etc.
viii) Plagiarism in any form (presenting other’s ideas as one’s own or taking credit for
another people’s work or effort).
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4.12 Faculty Separation Policies & Procedures
Policy in-charge Director
Responsible for
Implementation Director
Contacts Director
4.12.1 Introduction
The Institute has set guidelines wherein a faculty member may be separated from
employment with the Institute prior to the end of faculty member’s contract. The
conditions under which this applies may relate to academic performance, non-
academic misconduct, negligence of duties & responsibilities, financial exigency,
resignation. Institute, at its discretion, may also choose not to renew a contract.
All terminations will require the approval of the Management Committee
The Director shall have the power to terminate the services of any faculty after
giving due notice as per their contractual terms or on payment of salary in lieu
thereof
During the probation period, services can be terminated from either side
without giving a notice, as per the UAE Labor Law (refer Annexure A)
Contractual appointments may be terminated during the contractual period as
per the terms specifies in the contract.
For details on the norms for pay & settlement, please refer to Faculty Handbook-2017.
4.12.2 Dismissal
The Institute may initiate dismissal process against a faculty member before the
end of the contract if it has sufficient reasons to believe that there has been lack of
academic performance, indiscipline, insubordination, dishonesty, academic and
non-academic misconduct of any kind. However, the Institute would ensure that the
rights of the individual are protected under these policies and that the dismissal
shall not violate the rights of an individual as per the UAE law. It will also ensure
that the Faculty is not restrained from his or her exercise of academic freedom.
For violations of any or more of the clauses as mentioned in Appendix-A, as per
Article 120 of the UAE Labor law, there will be immediate dismissal of the
concerned faculty. If a faculty member is found to be guilty for any violation of
Article 120 of UAE Law, he/she will have no right to appeal under the UAE Law.
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4.12.3 Procedure for Dismissal for Adequate Cause
1. The Director should notify in writing the concerned affected faculty member
mentioning the grounds of decision.
2. Immediate suspension can be invoked on charges of dishonesty in teaching or
research, negligence of duty, or if found unfit for his/her professional capability
as a teacher or researcher, or personal misconduct.
3. A committee shall be appointed by the Director to establish the facts within a
period of 7 days to investigate the charges and submit a report. The Committee
shall consist of at least three faculty members and two administrative personnel
who are not involved in the proceedings.
4. If the facts are proved in support of the charges, the Director will issue the letter
of dismissal to the concerned faculty.
5. The affected faculty member may submit a final appeal to the Board of
Directors, which will conduct a review of the facts and issues a decision within
15 days’ time.
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4.13 Faculty Professional and Ethical conduct
Policy in-charge Director
Responsible for
Implementation HR Department
Contacts HR Officer
IMT-Dubai has developed responsibilities, ethical principles, and behavior around the
individual Faculty member’s relation to:
1. General conduct
2. Teaching and Students
3. Scholarship
4. Colleagues
All Faculty members are expected to abide by the principles embedded here and any
proven violation may lead to disciplinary actions.
4.13.1 General Conduct:
i. Strive to perform their duties diligently, impartially and to the best of their abilities
and professional judgment.
ii. To maintain a dignified countenance, to carry out their duties in a professional
manner and to be accountable for their official conduct and decisions at all times.
iii. To be sensitive to the cultural aspects of U.A.E.
iv. Challenge and criticize ideas and methods in a constructive manner that avoids
any derogatory situation. Academic integrity and ethical sensitivity in statements
should be observed at all times
v. Respect others and act with courtesy and respect. A policy of non-discrimination
is to be adhered to.
vi. Public information or communication should clearly mention if it is a personal or
professional opinion.
4.13.2 Conduct towards Teaching and Students
i. Demonstrate respect for students as individuals
ii. Responsibility for course content
iii. Advising of students outside the classroom should be professional, confidential
and within the capabilities of the professor.
iv. Evaluations of students to reflect true merit.
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v. Acknowledge students’ scholarly input in presentations and publications.
vi. Faculty and their immediate family members may not accept money or in-kind
compensations from students for any services provided.
vii. To observe strict confidentiality with regards to non-public
4.13.3 Scholarly Conduct
i. Avoid fabrications, falsifications, plagiarism and other practices that deviate from
accepted scholarly work.
ii. Professional honesty in research work and within the public interest.
iii. Ideas, information or intellectual contributions of others should always be
acknowledged
iv. Respect for intellectual property and academic freedom of expression.
v. High standards of performance and stay up-to-date in their field of work
vi. Stay up to date in the discipline
4.13.4 Conduct towards Colleagues
i. Share dignity and respect at all times with everyone
ii. To observe strict confidentiality of any non-public information and not disclose it to
any other person without proper and official authorization.
iii. Avoid any misleading, damaging or false information or any act of disruption for
others
iv. Personal relationship or special personal interest should be avoided in professional
acts.
4.13.5 Model Code of Conduct
IMT-Dubai upholds a set of standards that govern its global activities and
stakeholder relationships. The standards mentioned below are the ethical
foundations of the Institute and ally to all transactions / dealings undertaken at the
Institute. IMT-Dubai believes that all employees must be aware of and abide by its
values and policies.
i. All faculty are expected to maintain a high standard of discipline, good conduct and
behavior.
ii. Being in a high end service industry of providing Education and Executive Learning
and Development, it is of utmost importance for all IMT-Dubai employees to
present themselves in an acceptable manner.
iii. All faculty members are expected to be enthusiastic, honest, professional, and
interested in all dealings with the various stakeholders of IMT-Dubai.
iv. All faculty members shall be regular in attendance and punctual in maintaining the
office timings.
v. All faculty members shall devote their whole time to the service of the Institute and
shall not engage directly or indirectly in any trade or business or occupation or any
other educational institute on part time whether honorary or otherwise. However,
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on a limited basis, Director may approve short-term visiting teaching assignments,
only in Institutions of repute.
vi. All faculty members shall not enter into any monetary dealings with Institute’s
suppliers or contractors or students, nor accept any present or gratification in any
form from them.
vii. All faculty members going out during office hours should always take permission
from their respective superiors. If immediate superior is not available, they must
obtain permission of next higher authority.
viii. All faculty members shall endeavor to continuously promote the interest of the
Institute and serve the Institute, its associates/branches in India/ abroad whether
existing or to be established in future in such capacity as the Institute may decide.
ix. All faculty members shall intimate to the Institute in writing about any change in
their residential address.
x. All faculty members shall not leak out any information or divulge any secret of the
institute pertaining to the affairs of the Institute.
xi. All faculty members shall not remove institutional documents or any other assets
under their control or from any other place of the Institute without prior permission
from the Director/CAO.
xii. If any money or property of the institute is placed in the possession of an
employee, it becomes his/her absolute responsibility to take care of it and to render
a proper account for the same.
xiii. Misleading/misinforming any employee within or outside the boundaries of the
IMT-Dubai premises for the purposes of spreading negative sentiments that is
detrimental to the functioning of the institute will face disciplinary action.
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4.14 Intellectual Property: Copyrights
The institute has laid down the following policies:
Authors will be given full credit for their work and will be entitled to retain
proprietary rights.
Publishable work of the faculty will be available to all interested scholars.
In cases where the produced materials are result of specific assignments
by the institute, the Institute will retain the right to determine the copyright
issues.
The Institute owns the copyrights to all multimedia, all electronic and
computer based instructional materials produced and delivered by faculty
while employed at IMT and retains the right to reproduce, update, distribute,
transmit, or/and alter the course materials.
Faculty member shall not include any content that constitutes libel, invasion
of privacy, infringement of copyright or literary rights or otherwise violate the
legal rights of any persons under UAE law.
If a faculty publishes something with the help of an IMT student in any form,
the student should be given due credit.
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4.15 Internal Academic Governance
The institute shall have the following standing committees for internal governance
of the institute. The term of the standing committees is at the discretion of the
director.
1. Academic Board:
Members - Director, Dean, Program Chairs, Registrar, Two Faculty members
nominated by the Director and a Student Representative.
Roles and Responsibilities - Responsible for all academic and examination matters
of the institute.
Meeting Schedule - As per the requirements with a Minimum of four times a year.
2. Purchase Committee
Members – Dean, Head of Administration, Facility Manager, Accounts Department
Representative, and concerned purchaser.
Roles and Responsibilities - Studies various quotations, makes negotiations and
arrive at the best purchase price and recommend to Director for approval.
Responsible for Vendor Development.
Meeting Schedule – Meetings are convened by the Chairperson, Students and
Faculty Affairs. The Chairperson will be responsible for collating the various
purchase requirements of the Institute periodically before convening a meeting.
3. Disciplinary Committee
Member - Resident Faculty Members, Hostel Warden (Male), Hostel Warden
(Female) and two resident students selected each from different programs.
Roles and Responsibilities - Deals with issues of student indiscipline.
Meeting Schedule - The committee shall meet when written complaints regarding
indiscipline are received
4. Knowledge Resource Centre Committee
Members - Program Chairs- MBA ,EMBA & Bachelors program, Chairperson –
Faculty and Student Affairs, one faculty member each from four faculty groups
such as general management (HR/Strategy/Communications), Finance
(Economics & Finance), Marketing and Operations.
Role and Responsibilities - Ensures smooth functioning of library, timely availability
of textbooks and other issues related to library. The convener of the meeting shall
be a faculty member from any of the four faculty groups. The convener is selected
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on a rotational basis. The Committee will only recommend the utilization or
procurement of knowledge resources.
Meeting Schedule - The committee shall meet four times in an academic year.
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4.16 Faculty Grievance Policy and Procedures
Policy in-charge Director
Responsible for
Implementation HR Department
Contacts HR Officer
a) Introduction
The grievance hearing principles of the Institute primarily deals with situations where
a Faculty member has a complaint against an administrative action or individual(s)
and seeks to provide a remedy within the institute. Considering, the seriousness of
the subject of Grievance remedy, the Institute advises its Faculty members to
proceed in good faith and make a sincere effort to resolve disputes before resorting
to the grievance process.
The institute’s makes it obligatory for its Faculty member to exhaust the procedures
within the institute. Though the internal procedures are non-judicial in nature but in
case where any provision of this procedure conflicts with any applicable law, the
applicable law prevails.
b) What is a Grievance?
A grievance is a formal complaint by a member of the Faculty or staff that his or her
terms or conditions of employment at the Institute of Management Technology,
Dubai or ability to act in his or her professional or academic capacity at the Institute
has been significantly disrupted. The reasons could be any, for instance, violation of
academic freedom, violation of non-discrimination principle or Violation of accepted
standards of behavior in the workplace.
c) Resolution procedures
The Institute outlines the following order in which grievances may be resolved
between the aggrieved:
1 Informal attempts of reconciliation
2 Submitting Grievance Application
3 Hearing on Application
Procedure
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1. Before a formal grievance application is submitted, it is expected that the
aggrieved will attempt all the possibilities to resolve the grievance informally.
2. Having exhausted all the possibilities under point 1 and finding no satisfactory
solution, the aggrieved can submit his application of grievances with the Director -
Dubai. On receiving the application, the Director - Dubai will convene a committee
of Faculty members or a committee of staff and Faculty members to look into the
grievances of the applicant.
3. For Faculty, a committee of three (3) members from the eligible full-time Faculty
members shall be constituted. Care should be taken not to involve a person who
is involved in the pending grievance process, one who has rendered a previous
judgment on any of the parties to the grievance in the case at hand. For staff, a
committee of three independent department heads shall be constituted.
4. As a first step the committee will decide if the complaint falls under the scope
grievances and if it is found so will follow the following action:
i) Elect a chair
ii) Establish procedures necessary for a fair and orderly hearing
iii) Forward a copy of the application to all parties against whom the grievance is
filed
iv) Solicit documents or other hard copy or electronic evidence from parties to
the grievance.
5. Decisions must be reached by a majority vote of members present, and votes
shall be tabulated and recorded without designating how any individual votes.
6. Parties to the grievance must complete their submissions no later than ten (10)
days after receiving the solicitation from the Committee.
7. Not more than five (5) days after the deadline for submissions of documents and
evidence from parties to the grievance, the Chair shall convene the first meeting
to consider the written documents and evidence submitted by the parties.
8. Beginning with the grievant, all parties will be invited to make oral presentations
and to submit supplementary written evidence.
9. At any time before or during its deliberations, the Committee may, by majority
vote, determine that it is necessary to seek further information and may call
witnesses for oral testimony, or may seek, from any source, including hard copy
or electronic questions to any party, any additional documents or other
information.
10. The Chair shall make all reasonable efforts to give all relevant parties a
reasonable amount of advance notice as to the procedures that will be followed
during the oral proceedings. At the discretion of the Committee, parties and their
advisors may be allowed to question witnesses.
11. Meetings of the Committee shall be recorded, and the Committee shall prepare a
report of its deliberations and its recommendations, specifying the rationale(s) for
its recommendation, to assist the Director in the final decision in the case.
12. The Committee shall submit within thirty (30) days the recommendations. Copies
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of the Committee’s recommendations and report shall also be forwarded to the
parties to the grievance.
13. The Director’s decision shall be submitted to the parties as soon as possible,
ordinarily within fourteen (14) days of receipt of the Committee’s report and
recommendations.
14. All recommendations at the various stages of the grievance process may be
challenged in writing to the Director. The Director’s decision, in all cases, is final.
d) Decision by the Committee
The responsibility of the Committee is to recommend which action should be
undertaken and to suggest a time frame for compliance. In reaching its
recommendation for relief, the Committee should consider the relief requested by
the grievant(s), but the Committee will have to use their own judicious discretion
viewing the factors such as:
1. Whether a violation was intentional or unintentional.
2. Whether a violation involved negligence or was a reasonable misinterpretation of
responsibilities.
3. The likelihood of the harm and its possible magnitude for situations in which
possible future harm is involved.
e) Confidentiality Requirement
The institution will not divulge at any times information deriving from the Grievance
procedure. However, information concerning a grievance may be provided to
appropriate officials if required by them. Any person so informed shall be bound by
confidentiality requirements.
f) Role of the Director
The decision by the Director will be final and is to be adhered to. In all matters, the
Institute expects the Director to adhere to the rules and regulations of the Institute
and personally to maintain high professional and ethical standards.
g) Grievance against the Director
Any Faculty or staff member (employee) having a complaint that the Director has
violated the rules and regulations and failed to abide by appropriate professional and
ethical standards may address his or her concerns in writing to the Board of
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Directors.
The Committee will inform the Director that a complaint has been lodged with the
Board of Directors. The Board of Directors will meet with the complainant and any
witnesses to ascertain the facts of the complaint. The Board of Directors will also
interview the Director in regards to the complaint. The Board of Directors will then
convene to discuss the facts, and then inform the Director and the complainant of
the result of the review. The Director as an ex officio member of the Board of
Directors will not be present at these meetings or be privy to any discussions of the
Committee except to the final decision of the Board of Directors. The Board of
Directors at this time may appoint any additional person(s) to be an official part of
the process to ensure a fair and equitable hearing.
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SECTION 5: STAFF POLICIES
5.1 Definitions of Staff & Ranks
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
5.1.1 Staff Definitions
By definition, a full time employee is one who works for 40 hours a week; while
a part time employee is one who works for less than 40 hours.
IMT-Dubai recruits Part-Time Staff members according to the same rules and
regulations used to hire Full-Time Staff.
Jobs at IMT-Dubai are divided in to three categories: administrative,
professional / technical, and classified jobs.
5.1.2 Staff Duties
All staff members at the IMT-Dubai are expected to:
a) Perform all their duties effectively as outlined in their job description and any
additional job as assigned by the department hear.
b) Behave appropriately in all situations. Deal with people with respect and
abstain from any verbal or physical offence against colleagues, students,
parents or other visitors to the Institution.
c) Be loyal to the institution.
d) Make sure that the property of the IMT-Dubai is well maintained and kept in
good shape.
e) Inform the administration about any delinquent act, which might defame the
IMT-Dubai.
f) Provide constructive ideas to improve the quality of the institution.
Staff members are strictly prohibited from:
a) Disclosure of confidential information.
b) Immoral behavior, which may affect IMT-Dubai’s reputation.
c) Taking advantage of his/her position to serve personal benefit.
d) Involvement in any political activities that are prohibited in the UAE.
e) Working outside the IMT-Dubai premises without the permission of the Director
in writing.
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5.2 Staff Employment Policies
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
IMT-Dubai adheres to the rule of transparency and principles of non-discrimination in its
recruitment of its Staff.
i. Staff appointments are made in accordance with the UAE employment laws and
regulations
ii. All Staff employment contracts are issued by the Director of the Institute.
iii. All Staff members are appointed with the initial probation period of 6 months.
iv. Once the probation period is successfully complete, it will be considered as part of
the overall employment term and will be taken into account while calculating
gratuity and other terminal benefits.
v. Employment terms are set in the employment letter of each staff member
5.2.1 Documents required for Employment:
i. Curriculum Vitae
ii. Original Passport with Valid Visa.
iii. No Objection Letter from his/her Sponsor or relieving letter if relevant.
iv. Original Certificates with attestations from UAE Ministry of Foreign Affairs.
v. Experience letter.
vi. Four passport size photographs in white background
5.2.2 Staff Recruitment Process
The Selection Committee will comprise the following:
• Director
• Head-Administration
• Head of the Concerned Department.
• At least one faculty member to be nominated by the Management Committee.
It is mandatory for the entire committee to be present for the recruitment process.
All staff appointments shall be based on prior approval of the Management
Committee. All staff appointments shall be approved by the Management Committee
based on the recommendation of the Director. All staff appointments shall be
reported to the management committee at the earliest.
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i. Staff recruitment will be subject to need based requirement. Based on the analysis
of the requirement, the shortlisted candidates will be called for an interview which
will be conducted by the constituted selection panel.
ii. All staff members are appointed with the initial probation period of six months
which can be reduced or extended solely at the discretion of the Director. The
employment is either confirmed or terminated at the end of probation period. The
Institute will issue a letter of confirmation if the employee successfully completes
the probation period. An employee who does not receive his / her employment
confirmation within two years of joining will be automatically terminated.
iii. All letters of appointment are subject to the candidate’s antecedents and
credentials being found genuine and satisfactory. If any discrepancy is found in the
credentials at any time after the issuance of appointment letter, the letter shall
stand cancelled and the employment will be terminated. At the time of employment,
the concerned candidate must submit self-attested photocopies of all certificates
and testimonials along with the originals which will be returned after verification.
iv. Acceptance of employment by a candidate constitutes acceptance of IMT Dubai
rules and regulations as stated in the staff handbook and any other subsequent
modifications from time to time.
5.2.3 Recruitment Requirements
i. Candidates for the post of a ‘Manager’ must have at least a bachelor’s degree.
ii. Candidates for positions in finance & accounts, library, I.T., or maintenance must have a suitable technical qualification in addition to the bachelor’s degree.
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5.3 CONDITIONS OF EMPLOYMENT
1. Standards and Principles:
Standard of employment with IMT Dubai (referred to as Employer) is mainly based
on the candidate’s eligibility to be employed in United Arab Emirates (UAE). Failure
to meet the eligibility requirements will result in termination of the offer.
2. Employment Contract:
The employment contract shall be signed by both the parties, i.e. the employee
and the employer (as authorized signatory assigned). The signed contract has
legal obligations.
3. Employment Visa and Passport
All Staff members are required to undergo a medical check-up, whenever required,
prior to their residence visa being approved by the immigration authorities. If the
medical test result is negative, they will be treated as having resigned.
4. Working Hours
The normal working hours are 9:00 AM to 5:30 PM from Sunday to Thursday with
30 minutes break for lunch. The timings for prayer and rest are in accordance with
the prevailing UAE laws.
Employees who are managing essential services will follow a 6-day week from
Sunday to Friday.
5. Work during holidays
In case the staff is regularly required during the weekly off and holidays, prior
approval from the concerned department head is required. The concerned
department head shall forward the same to the administration department. Such
staff will be entitled to get compensatory leave.
Compensatory leave shall remain valid during the financial year (i.e. April to March)
but needs to be taken in a period of one month after it is availed. No encashment
of compensatory leave is allowed.
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6. Deduction
IMT Dubai reserves the right to make deductions from the wages of employees for
any overpayment due to unauthorized absenteeism or where leave without pay is
authorized. Deductions are also made due to:
a) Loss or damage of any office equipment, uniform or property.
b) Damage to staff accommodation.
c) Leaving his/her job without giving the required notice d) Cash errors or stock shortages
The concerned employee will be informed in writing about any deductions made.
Upon termination of employment, the employer can deduct from his/her full and
final settlement, any money owed for the value of any damaged property or
equipment which was not settled earlier.
7. Payment of Salary
The salary will be paid through bank transfer either on the last working day of the
month or the first day of the following month.
8. Transfer and Promotion
i) All transfers are as per the discretion of the management. IMT Dubai reserves the right to transfer any employee to another position or any location, should there be a requirement to fill up the vacancy.
ii) An employee may be promoted based on his / her performance evaluation and subject to the approval of the Management Committee.
9. Increment Policy
i) For all full time regular employees, the date of increment will be 1st April every year.
ii) All increments and promotions will be approved by the Management Committee and the termination of non-faculty (staff) will be approved by the Director.
10. Termination of Contract:
During them probation period, the employer may terminate the employment
contract with immediate effect without providing a valid reason or notice. In such
cases, the employer will not be liable to pay end of service benefits or
compensation to the employee.
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11. Retrenchment/ Layoff
An employee, at any time, may be retrenched or laid off if he/she is declared
redundant by the Institute due to non-requirement of the position(s) or poor
performance. The Institute will give a written notice of retrenchment/ lay off and
provide termination benefits to the employee as per policy.
i. The Director can terminate the services of any staff after giving due notice as
per their contract terms or on payment of salary.
ii. Contractual appointments may be terminated during the contractual period as
per the terms specified in the contract.
12. Retirement Policy
The age of retirement for all full-time regular employees is 60 years.
The services of any staff beyond the retirement age can be extended based on the
recommendation of the Director and with the approval of the Management
Committee, provided the visa (if applicable) can be processed.
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5.4 Policy on Staff Promotions
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
Criteria for Promotion
The following list details the criteria for promotion of an employee:
Level of seniority.
Rating in the last performance appraisal.
Recommendation by the respective head of the department and head of
administration.
Availability of the position to which the staff member is to be promoted.
Promotion of any full-time regular employee can be considered after the employee has
completed two years of satisfactory service. However, an employee may be considered
for promotion before the completion of two years of service solely at the discretion of the
Director based on the above criteria.
All promotions shall be based on the evaluation of the staff as per Section 10.
All promotions are subject to approval of the Management Committee.
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5.5 Compensation And Benefits For Staff
5.5.1 Gratuity
An employee who completes one year or more in continuous service shall be
entitled to gratuity at the end of their service. The gratuity shall be calculated as
follows:
i. 21 days’ wages for each year of the first five years.
ii. 30 days’ wages for each additional year on condition that the total of the
gratuity does not exceed the wages of two years.
Gratuity is not applicable for an employee being terminated based on the current
UAE labour law or if the employee has resigned prior to completion of one years'
employment
5.5.2 Break-up of Gross salary
All full-time regular employees are given a gross salary with the following break-up:
Basic – 60%
House Rent Allowance – 30%
Travelling Allowance / Other Allowances – 10%
Deduction will be made (as per the guest house policy) from the salary of an
employee who has been provided residential accommodation inside the campus of
IMT Dubai unless the contract or appointment letter mentions otherwise. (Refer
appendix G – Staff Handbook)
5.5.3 Medical Coverage
The Institute would provide medical coverage to all full-time regular employees,
their spouses and two dependent children under the age of 18 as per the terms of
the contract or appointment letter.
5.5.4 Leave Travel Allowance
Leave Travel Policy for IMT Dubai staff is as per Appendix D of Staff Handbook. 5.5.5 Lunch Break
An employee may take half an hour as lunch break between 12.30 pm to 2.00 pm
however, he / she must ensure that at least one person is present in the
department during the lunch break. There is no lunch break during the month of
Ramadan.
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5.5.6 Transportation
An employee has to arrange his / her own transportation for coming to and
returning from the office.
5.5.7 Staff Accommodation
i. An employee who is provided accommodation during his / her working contract with the Institute is expected to clean and maintain tidiness of the premises.
ii. Alcohol, drugs, pornographic material, gambling or any other offense against the laws of UAE are strictly forbidden in the accommodation.
iii. An Employee should not damage any property. The cost of damage if any, will be charged to the employee.
5.5.8 Business Travel Reimbursement
The rules for business travel reimbursement are as follows:
a) Foreign Travel
Foreign traveling expenses for employees will be borne by IMT Dubai for the
following purposes:
Placement / Marketing / Admission where the travel expense is pre-
approved in the budget
Work in IMT sister campuses abroad
Any other matters related to IMT Dubai
Note: All foreign travels are subject to prior approval from the Vice President
based on the need of the Institute except travel within GCC region and travel
to India which will be approved by the Director.
All requests for air tickets must be made sufficiently in advance before the
travel date.
Travelling Advance (TA) can be claimed in writing for boarding and lodging
on the basis of approved tour program in the prescribed format.
Travel expenses should be submitted in writing in the prescribed format
within seven days of return from tour, duly supported by the approved tour
program, report and original vouchers. The TA bill should be sent to the
head of the department for approval. Normally, tour advance is given to the
concerned employee only once the tour bill is submitted and the earlier
advances are fully cleared.
Ceiling for stay in hotel and daily allowance applicable to different cadre of
employees and class of travel permissible are indicated in Appendix C.
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b) Local Travel:
Reimbursement for use of personal vehicle for official duties is made for each
round trip as per the following norms.
Dubai (all areas excluding Jebel Ali) - AED 35
Jebel Ali / Sharjah - AED 50
Ajman - AED 60
Other emirates including Al Ain - AED 80
In case of any employee traveling by any mode other than own personal vehicle,
the reimbursement for local travel will be based on supporting documents.
An employee will be required to submit his/her claim in writing in the prescribed
format for the amount after each trip within 3 days from the date of journey for the
approval by the Director.
Note: No person is permitted to approve his / her own expenditure of any kind. In
all cases, the bills shall be recommended by the concerned Head of the
Department. All bills shall be verified by HR & Administration Department. The
expenses of the Director will be approved by the Management Committee.
5.5.9 Final Settlement in the event of Death
In the event of death of an employee while in service, settlement of his / her dues
will be as in the case of resignation.
In case the family is not living in UAE and the employee dies while in service, the
Institute will have to cancel his / her passport in the local embassy, take necessary
permissions and documents from the police for taking the body to his / her native
place. The settlement of dues will be carried out as per UAE laws.
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5.6 Leave Policy For Staff
5.6.1 Leave Sanctioning Authority
Leave application will be submitted in writing to the head of department. The head
of department with his / her recommendations will submit it to the sanctioning
authority as listed below:
i. For staff – Head of the department and head administration
ii. For all the head of departments – The Director
5.6.2 Types of Leave
The types of leave are as follows:
a) Annual Leave
The leave calendar year is from April 1st to March 31st
The annual leave is organized as follows:
i. For every year of service, an employee is entitled to two working days leave for every month if his / her service is more than six months and less than one year.
ii. An employee is entitled to a minimum of twenty four working days annually, if his / her service exceeds one year.
iii. A minimum of 15 working days of leave has to be taken in a year (between April 1st and March 30th).
iv. 9 working days leave can be carried forward
v. In case of campus closure, a compulsory leave has to be taken. For 2017-2018, the campus will close from Friday, December 22nd, 2017 to Monday January 1st, 2018. 5 days of leave will be automatically deducted from the leave accrued.
Leave application must be filled with full contact address, telephone number and
submitted to the administration department before one month prior to
commencement of any leave period.
Transition period: for leave already accrued, the total number of days accrued by
an employee will be converted from calendar days to working days using the
formula *5/7 (rounded up). If this number is above 40, the employee won’t be
entitled to any carry forward until the number of days accrued falls under 40
working days.
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b) Sick Leave
As per UAE Labor laws, all staff members are entitled up to 90 consecutive or
intermittent days of sick leave. Details as follows:
First 15 days: Full pay
Next 30 days: Half pay
Between 46-90 days: Leave without pay
Sick leave cannot be carried forward.
c) Maternity / Paternity Leave
i. A female working employee is entitled to 45 days’ maternity leave with full pay
which includes the period before and after the delivery, provided she has served
continuously for not less than one year.
ii. The maternity leave is granted with half pay if she has not completed one year
of service.
iii. At the end of the maternity leave, a female working employee has the right to
extend her maternity leave for a maximum period of l0 days without pay.
iv. This unpaid leave can be continuous or interrupted, if the interruption is caused
by illness which prevents her from coming to work. The illness must be
confirmed by a certified government physician licensed by a competent health
authority.
v. Maternity leave in either of the above cases is not deducted from any other
leave that a female employee is entitled to.
vi. During the 18 months following delivery, a female employee who nurses her
child has the right to have two daily intervals which do not exceed half an hour
each for the purpose of nursing her child. These additional intervals are
considered part of her working hours and no deduction in wages can be made.
vii. Paternity leave will be granted for 7 days, including those on probation.
viii. Eligibility for maternity / paternity leave would be up to a maximum of two
children.
d) Bereavement
Bereavement leave is granted in case death of a close family member for a period
of 4 days as may be defined by the UAE law from time to time.
e) Encashment of Leave
All staff members are entitled to encash his / her accumulated annual leave only at
the time of retirement/separation from IMT Dubai.
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5.6.3 General Conditions of Leave
i. Annual leave will be pre-sanctioned in writing on a prescribed form available at HR office.
ii. Annual leave cannot be taken more than thrice a year.
iii. All type of leaves will be calculated on the basis of the financial year, i.e. from 1st April to 31st March. Annual leave and sick leave will be credited at the end of the financial year. Annual leave cannot be availed unless the employee is confirmed or has completed one year of service.
iv. Sick leave beyond one day will be sanctioned based on submission of evidence of illness supported by a medical certificate from a registered medical practitioner. A disciplinary action can be taken against an employee who fails to submit evidence related to his / her medical conditions.
v. Sanction of all leaves is at the discretion of the sanctioning authority. In the event of exigencies of work, leave of any kind may be refused or curtailed by the sanctioning authority.
vi. An employee who avails his / her sanctioned leave and does not resume work after the completion of the said leave will be subject to disciplinary action.
vii. Leave availed without prior approval or information to their respective Head of Departments will be treated as unauthorized and will be subject to disciplinary action.
viii. Leave will not be granted to an employee if:
A competent authority is enquiring about his / her acts of indiscipline.
He / she has been terminated from the services of IMT Dubai.
He / she has resigned from IMT Dubai. ix. No leave can be clubbed with any other types of leave without prior approval
from the Director.
5.6.4 Official Public Holidays
An employee is entitled to an official holiday with full wage on the following
occasions:
Occasion Time Off
1. Hijri New Year’s Day one day
2. Gregorian New Year’s Day one day
3. Eid Al Fitr (end of Ramadan) two days
4. Eid Al Adha and Waqf three days
5. Prophet Mohammed’s Birthday one day
6. Isra and Al Miraj one day
7. National Day one day
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The date(s) on which the above official holidays fall depend on the Ministry’s
announcements, which are published in the local newspapers shortly before they
occur.
On the occasion of an employee’s religious festival, he / she can avail such
holidays twice in a year with prior approval of the Director.
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5.7 Staff Evaluation Policy
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
At the end of every year (April to March), the performance appraisal of each staff will be
made by Administrative Staff Appraisal Committee (ASAC). The members of the
Committee will be:
a) Director – Chairman
b) Head – Administration
c) Head of the Department
d) One faculty nominated by the Director
The appraisal of the head of administration will be done by the Management Committee
on recommendation of the Director.
The ASAC will consider the following inputs:
a) A written appraisal from the respective Heads of the Departments of the employee
being appraised.
b) Review of his/her Personal File considering key areas like attendance,
absenteeism, performance, interpersonal behavior, etc.
c) A written appraisal will be forwarded by the Director for the head of departments
Based on the above inputs, the performance evaluation will be done according to ten
qualitative parameters listed below:
1. Work efficiency and effectiveness
2. Domain Knowledge
3. Dependability & Loyalty
4. Interpersonal relationships
5. Communication ability
6. Problem Solving
7. Ability to guide subordinates
8. Organized and systematic
9. Initiative
10. Punctuality
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Based on the Annual Appraisal, the ASAC will suggest the annual increment/promotion to
the Director, who will then recommend to the Management Committee for approval.
The performance of each employee will be monitored and reviewed by the head of the
departments as per the appraisal criteria on an annual basis. The head of the department
will inform the concerned employees working under them about their performance in their
respective roles and responsibilities. Suggestions for performance improvement, wherever
needed, will also be communicated to the employees by their respective head of the
department at the end of each annual review. All such performance reports will be
submitted to the office of the Director within 10 days.
Please refer Appendix B of Staff Handbook - Administrative Staff Appraisal Form
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5.8 Staff Professional Development Policy
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
a) The Management recognizes that continued success is dependent on the provision
of an adequate number of trained employees at all levels within the IMT Dubai. In
order to make this possible, the head of the departments along with HR identify
their staff development needs during the appraisal process and ensure that their
needs are addressed accordingly.
b) IMT Dubai provides opportunities for career development and training to all its
employees.
c) Training opportunities will be based on the job requirements and career
development will be based on employee’s abilities and merit.
d) Announcement of training programmes are extended to relevant employees
through the head of the department and HR. Employees who wish to enroll will be
required to have prior approval from the head of the departments.
e) The head of the departments may allow paid release time to attend such trainings
provided that the course / workshop is related to an employee’s existing or future
position to which an employee might be promoted.
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5.9 PROFESSIONAL CONDUCT CODE FOR STAFF
IMT Dubai upholds a set of standards that govern its global activities and
stakeholder relationships. The standards mentioned below are the ethical
foundations of the Institute and apply to all transactions / dealings undertaken at
the Institute. IMT Dubai believes that all employees must be aware of and abide by
its values and policies.
1. An employee is expected to maintain a high standard of discipline, good conduct
and behavior.
2. Being in a high-end service industry of providing Education and Executive Learning
and Development, it is of utmost importance for all IMT Dubai employees to
present themselves in an acceptable manner.
3. An employee is expected to be enthusiastic, honest and professional in all dealings
with various stakeholders of IMT Dubai.
4. An Employee should be regular in attendance and punctual in maintaining office
timings.
5. An Employee should fully devote his / her time serving the IMT Dubai and not
engage directly or indirectly in any trade, business, occupation or any other
educational business whether part-time, honorary or otherwise.
6. An Employee should not enter into any monetary dealings with IMT Dubai’s
suppliers, contractors, students or accept any presents in any form.
7. An Employee going out during office hours must always take permission from their
respective head of the departments. Permission of next higher authority must be
obtained in case of her/his head of department is not available
8. An Employee should endeavour to continuously promote the interest of IMT Dubai.
He / she should serve the Institute, its associates/branches in India/ abroad
whether existing or to be established in future.
9. An Employees should intimate to IMT Dubai in writing about any change in his / her
residential address.
10. An Employee should not disclose any information or divulge any secret of IMT
Dubai pertaining to its affairs.
11. An Employee should not remove books, articles, pictures, documents or any other
assets under his / her control or from any other place of IMT Dubai without prior
permission from the Director
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12. Whenever money or property of IMT Dubai is placed in the possession of an
employee, it becomes his / her absolute responsibility to take care of it and render
a proper account for the same.
13. Misleading/misinforming any employee within or outside the boundaries of IMT
Dubai premises with the purpose of spreading negative sentiments detrimental to
the functioning of the Institute will lead to disciplinary action.
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5.10 Staff Disciplinary Policy
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
IMT Dubai has set guidelines wherein a staff member may be discontinued from working
before the end of his/her contract. The conditions under which this applies may relate to
poor performance, financial exigency, resignation and any other ground which IMT - Dubai
may deem fit.
All employees are expected to maintain a high standard of discipline, good conduct and
behavior. They are required to follow the rules and procedures issued by the Director from
time to time. Violation of this will be considered as ‘misconduct’ and the concerned
employee will be liable for disciplinary action.
5.10.1 General Misconduct
Without prejudice to the general meaning of the term ‘misconduct’ the following acts will
constitute misconduct on part of an employee:
1. Wilful disobedience, whether along or in combination with others of any lawful and
reasonable order of a superior.
2. Theft, fraud or dishonesty in connection with IMT Dubai’s business or property.
3. Taking or giving bribes or any illegal gratification whatsoever.
4. Habitual late attendance and absence without leave or without sufficient cause.
5. Negligence or neglect of work.
6. Habitual Indiscipline.
7. Causing damage to work in process or to any property of IMT Dubai due to
negligence or with intention.
8. Threatening or intimidating any fellow employee.
9. Providing false information of any kind at the time of seeking employment or for
securing any facility given by IMT Dubai.
10. Providing false information or submission of false certificates for the purpose of
securing any privilege granted by IMT Dubai.
11. Encourage or attempt any of the above acts of misconduct.
12. Sexual advances or harassment of employees, students, visitors or any obscene
gestures or behavior.
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5.10.2 IT Related Acts of Misconduct (With respect to the use of public Internet and Institute Intranet)
1. Dissemination of sensitive information and sharing of user IDs, passwords, IP
addresses etc.
2. Accessing, downloading or distribution of any form of confidential
information about other employees of IMT Dubai, its stakeholders or any
obscene and offensive material.
3. Accessing, downloading or distribution of any message, graphics or pictures that
might result in bullying or harassment on account of age, color, gender, race etc.
4. Sending unofficial mass e-mails through intranet / extranet, seeking to malign
colleagues, co-workers or seniors.
5. Accessing unauthorized activities like online gambling, downloading unauthorized
software, etc.
6. Usage of offensive and inappropriate words, phrases and sentences or taking
private grudges & grievances to a public forum through intranet / extranet / internet
and social networking sites like Twitter, Facebook, LinkedIn etc.
7. Plagiarism in any form (presenting other’s ideas as one’s own or taking credit for
another people’s work or effort).
5.10.3 Disciplinary Actions
As per the UAE Law, IMT Dubai will impose the following disciplinary measures on
the employee:
1. Warnings.
2. Fines.
3. Suspension from work with a decrease in wages for not more than 10 days.
4. Prevention or postponement of periodic allowances.
5. Deprivation of promotions.
6. Termination of service without prejudice.
7. Termination of service and forfeiture of all or some of his / her gratuity. This
punishment cannot be imposed for any reason other than those mentioned
in Article 120 of the Law.
As per the UAE law any employee of IMT Dubai who deems to breach the
standards of performance and conduct will be subject to the following disciplinary
actions:
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1. No more than one punishment can be imposed for one violation. A
disciplinary punishment cannot be accompanied with a deduction of part of
the employee’s wages.
2. The punishments detailed above can be imposed on an employee unless
informed of the violation in writing and given a chance to defend himself /
herself. The employees’ statement and defense will be noted and written in
his / her personal file.
3. An employee will be informed in writing of the punishment imposed on him /
her stating its type and reason.
An employee may be temporarily suspended from work when he / she is accused
of committing a deliberate crime such as physical assault, property damage,
financial crime, crimes of honor or going on strike.
1. The suspension shall take effect from the date IMT Dubai is informed of the
incident until a decision is taken. An employee will not be entitled to his /
her wages during the suspension period.
2. An employee will be allowed to resume work and given full wage for the
suspension period if he / she is free from standing trail.
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5.11 Staff Grievance Policy and Procedures
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
Staff Grievances
a) IMT Dubai seeks to achieve and maintain good employee relations and
harmonious working conditions. To achieve this, IMT Dubai will resolve
grievances at the lowest possible level and respond promptly.
b) Any member of the staff who has a grievance should first approach his / her
head of the department for satisfactory resolution who will meet the employee
within 3 days of the complaint to discuss the problem and investigate the
matter before taking a final decision.
c) In case the issue is not resolved to the satisfaction of the employee within 15
days thereafter, he / she may approach the next higher level to discuss his /
her concerns. If the employee is still not satisfied, then he / she may file a
formal complaint with the head administration who will refer the case to the
Director.
d) The Director after initial review will refer the matter to the standing grievance
committee, constituted by the Director, to investigate the grievance within one
week of receiving such written complaint. The Committee will investigate and
give its verdict to the Director who will then inform the employee.
e) In case the issue remains unresolved despite personal hearing, the employee
may send a written memorandum to the Director, whose decision on the issue
will be final
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SECTION 6: STUDENTS
6.1 Admissions Policy – Undergraduate Programs
Policy in-charge Director, Dean
Responsible for
Implementation Office of Admissions
Contacts Registrar
6.1.1 Undergraduate Admissions Requirements
a) Satisfactory Academic Standing
Applicants to the undergraduate programs must be holding a recognized and
official secondary school certificate. Applicants are expected to have a CGPA
of at least 2.5 on a 4.0 scale.
b) Minimum Requirements
Below are the minimum requirements from some global curricula (if yours is not
listed, please contact our admissions office).
Qualification Minimum Requirement
American High School Diploma Overall average of Grade “C” (70% or
2.5/4.0)
Ordinary (O) Levels, AS Levels and/or
A Levels
with at least 7 GCE/GCSE/IGCSE
subjects Minimum 3 B’s and 4 C’s
CBSE Indian Examination Board 55% overall in grade 12
International Baccalaureate Diploma 26 Points
Shahadat Al-Thanawiya Al-
Amma (Secondary School Leaving
Certificate)
70% overall in Grade 12
WAECO/NECO Senior School Certificate
Examination
Minimum 3 “B” and 4 “C”
c) Proficiency in English
Applicants whose native tongue is not English are required to take any one of
the English Proficiency Test and obtain a minimum score as follows:
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English Language Test ENTRY SCORE *
1 IELTS (Academic) 5.0
2 Paper-based TOEFL 500
3 Internet-based TOEFL 61
4 Computer-based TOEFL 173
5 Pearson PTE (Academic) 36-41
6 Cambridge English Advanced Overall score of 41
7 EmSAT 1100-1225
8 IESOL/SESOL City and Guilds B1/B2 Borderline
(B1 First Class Pass); must get B1 in all
four components
6.1.2 Students Admitted on Probation
Applicants with the following conditions will be admitted provisionally to an
Undergraduate Program.
i. CGPA of below 2.50 on a scale of 4.00 or its equivalent score; and/or
ii. TOEFL score of 450 (139 CBT, 51 iBT) or its equivalent
iii. Equivalency certificate not submitted
Students admitted on academic probation must achieve an overall CGPA of 2.00
on a 4.0 scale or its established equivalent in the first semester.
Provisionally admitted students will not be allowed to take the full course load. An
Academic Standing Committee will look into provisionally admitted cases and
recommend to the Dean/Program Chairperson, the maximum course load for the
students. Based on the recommendations, the Dean/Program Chairperson will then
decide on the course load of the students.
6.1.3 Admissions Process
a) Document Submissions
To apply, candidates who fulfill the eligibility conditions should complete the
Application form along with the following documents:
Attested copies of Grade 10th & 12th marksheets
A Statement or Certificate of Completion of secondary school.
Original TOEFL, IELTS, PTE A or ITP score card (refer to 2.1 b)
2 passport-sized photographs.
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Copy of the passport (and Residence Visa, if resident in the UAE).
Copy of Emirates ID
Additionally, if you are seeking advance standing in your chosen program, you must submit the following:
Certified copies of official academic transcripts showing all courses studied and grades obtained
Syllabus details (including information on course content) of the courses you successfully completed
b) Application Screening
The Office of Admissions shall review the applications within three days from the date of receipt and will notify the students about the status of admission.
c) Issuance of Offer Letters
Applicants who have met all the admissions requirements will be issued a
conditional acceptance letter for joining the bachelor’s program.
d) Admissions Deadlines
Admission deadlines have been set as 1 week before classes start.
6.1.4 Attestation of Documents
All applicants for admission are required to obtain equivalency of their Secondary
School leaving qualifications from the UAE Ministry of Education located in Dubai,
UAE. The equivalency process is dependent upon whether the student has
completed his/her Secondary Schooling within the UAE or outside the UAE.
Applicants who complete Secondary Schooling within the UAE
Applicants must obtain an Equivalency Certificate issued by the Ministry of
Education for secondary schooling studies undertaken in the UAE.
Students who are unable to obtain their Equivalency Certificate will be
provisionally admitted to IMT Dubai and are permitted to commence the first
semester of study, subject to the student obtaining an Equivalency Certificate.
Applicants who complete Secondary Schooling outside the UAE
These applicants are provisionally admitted to the University and are permitted
to commence the first semester of study. However, they must have their
Secondary School Records and Certificates of Completion certified by:
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a. The issuing Board of Secondary Education or a recognized authority for
secondary education in the host country in which the applicant completed
their education
b. The Ministry of Foreign Affairs in that host country
c. The UAE Embassy in that host country
Additionally, the UAE Ministry of Education and Youth in Dubai, must attest all
secondary school certificates and transcripts issued outside the UAE.
In special cases where complying with the above mentioned conditions are not
feasible, the certificates may be verified against originals by Embassies in the
UAE and UAE Ministry of Foreign Affairs.
An applicant who is unable to secure the Equivalency Certificate as outlined
above will be asked to sign a “Consent to Provide Documents” form agreeing to
secure the equivalency. The applicant will be permitted to commence his/her
studies at IMT DUBAI, but will be given a maximum of one (1) semester to
obtain the equivalency certificate within this time period.
Failure to provide any conditions of their admission will result in suspension
from the program.
For more details, please visit the following link.
https://www.moe.gov.ae/En/EServices/ServiceCard/Pages/UniversiyCertificateEqui
lization.aspx
6.1.5 Admissions Committee
a) The entry requirements to the Institute are determined by the Board of
Directors. However, Office of Admissions is responsible for applying these
requirements and for the implementation of this policy. Application forms and
all supplementary information will be available with the Office of Admissions.
b) All applicants will be reviewed and evaluated on an individual basis. All
documents received by IMT Dubai in connection with the applications for
admissions will become the property of the Institute. Original documents will be
cited by the Registrar and attested copies will be kept as records in student
files.
c) The Admissions Committee will ensure the admissions at the Institute are
according to ministry standards. They will review admission policies and assess
the annual admissions activities.
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6.2 Admissions Policy – Graduate Programs
Policy in-charge Director, Dean
Responsible for
Implementation Office of Admissions
Contacts Registrar
6.2.1 Graduate Admissions Requirements
a) Satisfactory Academic Standing
Applicants to the graduate program must have an undergraduate degree
(Bachelor’s degree) from an accredited university recognized by MOEHSR,
UAE with a CGPA of 3.0 and above on a 4.0 scale or its equivalent score.
b) Proficiency in English
Applicants whose native tongue is not English are required to take any one of
the English Proficiency Test and obtain a minimum score as follows:
English Language Test ENTRY SCORE *
1 IELTS (Academic) 6.0
2 Paper-based TOEFL 550
3 Internet-based TOEFL 79-80
4 Computer-based TOEFL 213
5 Pearson PTE (Academic) 50-57
6 Cambridge English Advanced Overall score of 52
7 EmSAT 1400-1525
8 IESOL/SESOL City and Guilds B2 Pass
The English language proficiency requirements can be waived under the
following circumstances, on a case-by-case basis. (Institutions to be checked
with the Registrar’s Office)
1. If you are a native English speaker and completed your undergraduate
education in the English language at an institution in a country where
English is the official language.
2. If you have received your undergraduate degree from an institution, where
English is the language of instruction and the university requires a TOEFL
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score of 500 or its equivalent test score approved by MOEHSR, UAE, at the
time of your admission to that undergraduate program.
c) Work Experience
Students applying for Executive MBA program must possess a minimum of
three years of work experience.
6.2.2 Students Admitted on Probation
Applicants with the following conditions will be admitted provisionally to a Master degree program. i) CGPA of below 3.00 on a scale of 4.00 or its equivalent score; and/or ii) TOEFL score of 530 (197 CBT, 71 iBT) or its equivalent iii) Equivalency certificate not submitted
Students admitted on academic probation must achieve an overall CGPA of 3.00 on a 4.0 scale or its established equivalent in the first semester or first nine credit hours of credit bearing courses. Provisionally admitted students will not be allowed to take the full course load. An Academic Standing Committee will look into provisionally admitted cases and recommend to the Dean / Program Chairperson, the maximum course load for the students. Based on the recommendations, the Dean / Program Chairperson will then decide on the course load of the students.
6.2.3 Admissions Process
a) Documents Submission
All applicants must submit the following documents for admission to the master
degree program.
Resume reflecting educational and professional experience – whenever is
there a doubt the student would have to provide a company letter
supporting the resume provided.
Admission essay reflecting the motivations of the student for applying to
IMT-Dubai with a minimum of 300 words.
Copies of all academic transcripts and certificates (High School and
Bachelor Degree). In case the bachelor degree is not yet issued by the
University, then a provisional degree completion certificate/course
completion letter from the University/College must be submitted.
Proof of English language proficiency (IELTS / TOEFL / PTE A)
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If completed: Graduate Management Admissions Test (GMAT) or the
Combined Admissions Test (CAT) results
Passport size pictures (4)
Passport copy
Emirates ID (if available)
Additionally, if you are seeking advance standing in your chosen program, you must submit the following:
Certified copies of official academic transcripts showing all courses studied and grades obtained
Syllabus details (including information on course content) of the courses you successfully completed
b) Application Screening
The Office of Admissions shall review the applications within three days from
the date of receipt and will notify the students about the status of admission.
c) Personal Interview
Eligible candidates must clear the personal/Skype interview arranged by the
Office of Admissions.
d) Issuance of Offer Letters
Applicants having met all the admissions requirements and successfully
completed the personal/Skype interview will be issued an acceptance or
conditional acceptance letter and a financial support letter for joining the master
degree program.
e) Admissions Deadlines
Admission deadlines have been set as 1 weeks before classes start.
6.2.4 Attestation of Documents
All applicants for admission are required to obtain equivalency certificate of their
Bachelor’s degree from the UAE Ministry of Education located in Dubai, UAE. The
equivalency process is dependent upon whether the student has completed his/her
degree within the UAE or outside the UAE.
Applicants who completed their Bachelor degree outside the UAE
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In these circumstances, they will be provisionally admitted to the University and
permitted to commence the first semester of study. However, they must have their
Bachelor degree and transcripts/mark sheets certified by:
1. The issuing University and/or recognized authority for tertiary education in the
host country in which they completed their education.
2. The Ministry of Foreign Affairs in the host country
3. The UAE Embassy in that host country
4. The Embassy of the host country in UAE must attest the authenticity of the
documents and attestations.
Additionally, the UAE Ministry of Higher Education and Scientific Research must
issue an Equivalency Certificate. Applicants must have a valid UAE residency visa
when applying for an Equivalency Certificate.
In special cases where complying with the above mentioned conditions are not
feasible, the certificates may be verified against originals by Embassies in the UAE
and UAE Ministry of Foreign Affairs.
An applicant who is unable to secure the Equivalency Certificate as outlined above
will be asked to sign a “Consent to Provide Documents” form agreeing to secure
the equivalency. The applicant will be permitted to commence his/her studies at
IMT DUBAI, but will be given a maximum of one (1) semester to obtain the
equivalency certificate within this time period.
Failure to provide any conditions of their admission will result in suspension
from the program.
For more details, please visit the following link. https://www.moe.gov.ae/En/EServices/ServiceCard/Pages/UniversiyCertificateEquilizatio
n.aspx
6.2.5 Admissions Committee
The entry requirements to the Institute are determined by the Board of
Directors. However, Office of Admissions is responsible for applying these
requirements and for the implementation of this policy. Application forms and
all supplementary information will be available with the Office of Admissions.
All applicants will be reviewed and evaluated on an individual basis. All
documents received by IMT-Dubai in connection with the applications for
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admissions will become the property of the Institute. Original documents will be
cited by the Registrar and attested copies will be kept as records in student
files.
The Admissions Committee will ensure the admissions at the Institute are
according to ministry standards. They will review admission policies and assess
the annual admissions activities.
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6.3 Policy For Advanced Standing/ Recognition Of Prior Learning (RPL)/
Transfer Credits
Policy in-charge Director
Responsible for
Implementation Dean / Program Chairperson
Contacts Registrar
6.3.1 Advanced Standing Policy
IMT-Dubai allows advanced standing based on recognition of prior learning (RPL)
leading to credit waiver. Any candidate applying for RPL must submit transcripts
and relevant curriculum / course outline of the courses based on which he/she is
asking for credit waiver. The decision of the credit waiver will be taken by the
committee for advanced standing that is composed of the Dean, Program Chair,
relevant Faculty member and the Registrar.
Based on the committee recommendation a maximum of 25% of the courses in
any program can be exempted.
Types of Advanced Standing
a. Advanced Standing with Credits
Advanced standing with credits are granted to students who have undergone UAE
Recognized Professional Qualifications, Study Abroad Programs, Internships, and
Internationally Recognized Training Programs.
The criteria to grant an advanced standing with credits are as follows:
a) Course requirements
b) Course content
c) Learning outcomes
d) Assessment methods
e) Contact hours
f) Grades achieved
A maximum of 25% of credits hours can be waived under this policy.
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b. Advanced Standing without Credits
Advanced standing without credits are granted to students on the basis of their
work or life experiences.
The criteria to grant an advanced standing without credits are as follows:
a) Professional portfolio
b) Work experience certificates
c) Completed projects
d) national/international recognitions
Should the Institute grant an advanced standing without credit points, a student is
required to take a course with equivalent credit points as a replacement for the
course, which the advanced standing is granted.
6.3.2 International Exchange (for Graduate students)
Students can opt for International Exchange from 3rd Semester onwards i.e. in
the second year of study. They can earn up to 50% of credits of MBA program
at a partner institution having specific agreement to that effect with IMT-Dubai.
Such students who opt for full year exchange are exempted from academic
requirements pertaining to 2nd year of study of IMT-Dubai.
To be considered for an International Exchange, a student must have a
satisfactory academic record with a minimum CGPA of 3.0 at the end of first
year. Students on academic probation in first and/or second semester are not
eligible for international exchange.
Interested students can submit a written request to the Head of the Committee
of International Relations substantiating the reasons for applying for the
Exchange Program. International Relations (IR) will accept applications only
from students whose CGPA is 3.00 or above at the end of first semester with
the condition that CGPA is maintained at the end of their second semester.
After review, the committee will nominate the student. The decision taken by
this committee will be final. List of partners will be informed from time to time as
upgraded.
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6.4 Fees Policy
Policy in-charge Director
Responsible for
Implementation Accounts Department
Contacts Accounts Executive
1. The fees from the students normally will be charged in installments (every semester /
module).
2. The payment may be done either through a Local Cheque payable to “Institute of
Management Technology FZ LLC” or through Wire Transfer to the Institute’s Bank
Account.
3. Student's name should be clearly mentioned in wire transfer.
4. Bank charges are to be borne by the remitter.
5. The exchange rate for conversion of USD to AED is taken as 1 USD = 3.65 AED
6. IMT-Dubai reserves the right to change its fees and will notify all students of changes,
if any.
6.4.1 Late Fee Policy
1. It is the responsibility of students to pay all fees on time. Students must plan their
finances well in advance so that they have sufficient funds to pay their fees before
the relevant deadlines.
2. Students who do not pay their fees by the due date for each installment , will
be charged a Late Fee fine of AED100 for the first week and AED200 for each of
the next three weeks from the due date.
3. After four weeks from the Due Date of payment the student will be automatically
withdrawn from the course for which the fees are outstanding and their enrolment
will be cancelled.
4. Students will not be allowed to enroll in the subject again that semester or any
subsequent semester until all outstanding fees (including any relevant penalty
charges) are paid in full.
5. No student will be allowed to answer the Final Exam if any fees are outstanding.
6.4.2 Fee Refund Policy
Withdrawal before the commencement of the Program:
1. A fee of AED 4000 will be deducted from the Confirmation Fee.
2. Any costs incurred for Visa / books which has been paid by the student
will not be refunded.
Withdrawal within 1st Week of the commencement of the Program:
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1. 30% of the 1st Semester Tuition and Residence Fee will be forfeited
2. Visa charges will be forfeited
3. Study Material Charges will be forfeited
4. Health Insurance Charges will be forfeited
5. Any additional cost incurred by the Institute will be charged
Withdrawal within 2nd Week of the commencement of the Program:
1. 50% of the 1st Semester Tuition and Residence Fee will be forfeited
2. Visa charges will be forfeited
3. Study Material Charges will be forfeited
4. Health Insurance Charges will be forfeited
5. Any additional cost incurred by the Institute will be charged
Withdrawal after 2nd Week of the commencement of the Program:
1. After 2nd Week of the commencement of the Program, there will be no
refund and 100% Fee amount paid towards 1st Semester will be
forfeited.
Please note that the above Fee Refund policy is applicable irrespective of whether
the student attended classes or not after the commencement of the Program.
6.4.3 Disputes and Arbitration
The Institute’s decision on any and every subject will be final and binding and
disputes of any nature will be dealt with under U.A.E. jurisdiction.
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6.5 Student Records & Information Release Policy
Policy in-charge CAO/Director
Responsible for
Implementation Registrar’s Office
Contacts Registrar
IMT-Dubai believes in the principle of a good recordkeeping program which can ensure
accountability to decisions and actions by providing essential evidence in the form of
records.
The institute has identified the following benefits of good recordkeeping practices:
better performance of various activities in the institute;
support for consistency, continuity and productivity in management and administration
documentation of institutes’ activities, development and achievement
support for research and development activities.
protection and support for any litigation which may arise including the better
management of risks associated with the existence or lack of evidence in University
activity;
The institute will follow a sound recordkeeping practices which will make its business
accountable and efficient, ensure effective service delivery and the documentation for
future references.
a) Policy Statement
The records keeping system is:
planned
positioned at the most effective level within the organizational structure of the
institute
implemented throughout the organization
ensuring that the formal responsibility for all aspects of the records management
program is appropriately assigned
taking care of appropriate skills of personnel
audited regularly
Outcomes to be achieved through the implementation of the records keeping system
include:
The provision of records keeping services directly to different functional
departments and assistance for departments to manage their records.
better management of the risks associated with the existence or lack of evidence
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of organizational activity
recordkeeping infrastructures which help minimize the risk of mismanagement or
corruption
improved access to records and improved decision making
better performance of business activities in the institute
better accountability
b) Recordkeeping System
IMT-Dubai has established a recordkeeping program to ensure that institute records
are adequately created, managed and archived in the course of business.
c) Recordkeeping Areas and Release of Records
The major areas identified for this purpose are:
Students
A student’s education records are defined as files, materials, or documents including
those in electronic format that contain information directly related to the student and
are maintained by the institution.
Application form
Personal Details: the student’s name, address(es), telephone number(s), e-mail
address, photographs, birth date and place, program undertaken, dates of
attendance, credential awarded
Certificates and Transcripts of all documents.
Admission letter, visa copies, passport copies
Enrollment and registration to the program
Current transcripts of the semester exams
Health and counseling records
Miscellaneous relevant documents
Access to a student’s education records is available to authorized officials of the
institute for purposes of recording grades, attendance advising, academic progress
review etc. The confidentiality of student information is maintained and periodic
reviews will be made in order to check the efficacy of the system. There will be no
disclosure of student records to any third party unless a student gives permission in
writing. The only exception to this is to official accreditation bodies conducting a
review.
Students may request at any time to see the contents of his / her education records,
including grades, records of attendance and other relevant information. This request
must be made in writing and submitted to the Director.
The students may suggest and discuss reviews of their records. Such request can be
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put up in advance before the Academic Dean. In case, any change is desirable on
account of certain errors, request for review of the same may be put up before the
Academic Dean. A formal review will be done by competent authorities and the
student will be given opportunity for proper hearing and present evidences. The
decision will then be communicated to the student and recorded with all the
proceeding papers intact.
Student records will be kept on file for a period of five years, with the official transcript
on file for the lifetime of the student. Student records, with the exception of official
transcripts, will be disposed of by shredding all relevant materials.
Official transcripts will be issued to the students through the Registrar’s office. In case
a student loses / wants a duplicate copy of the original Mark Sheet/Certificate/Diploma
or any other document issued by Academic Office, he/she can request for the
duplicate copy with the pre-payment.
The Registrar has the authority to access the student records. The Registrar will have
the right to manage and update student records on receiving the final authorization by
the Academic Dean. Periodically, the Registrar in consultation with the Dean will
review the retention and disposal of records.
The Confidentiality of the students information will be maintained and periodic reviews
will be made in order to check the efficacy of the system.
d) Facilities Developed for Implementation
The institute has student records for all credit courses taken.
Facilities have been generated for official and original student academic records
keeping under the supervision of the Registrar.
Policy for maintaining complete back-up files in form of facsimiles and electronic
data banks is on place. A vault for this purpose is on place.
Arrangement for maintaining one set of copies of the data in a suitable location
outside the IMT-Dubai is provisioned for and accessible to the Registrar.
e) Electronic Records
Electronic records are records which are communicated and maintained by means of
electronic equipment and as such are a part of the recordkeeping program at IMT-
Dubai
f) Policy Management
An integral part of the recordkeeping system at IMT-Dubai will be the development of
systems to create, capture, codify and disseminate institutes policy to the members of
the institute.
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g) Standards, Legislation and Regulations
The recordkeeping program at IMT-Dubai will follow the relevant rules and guidelines
prevailing in the U.A.E., in particular the rules related to giving access to records or the
information to the authorities concerned and the agencies outside the IMT-Dubai
community.
h) Backup Policy
All records are backed up and stored on the IMT-Dubai server.
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6.6 Career Service Policy
Policy in-charge CAO/Director
Responsible for
Implementation Office of Career Services
Contacts Career Services Officer
The aim of the office of career services is to provide a platform for fresh graduates to
confidently step into the corporate world. To guide these students into the corporate world,
IMT-Dubai offers professional advice and career counseling by qualified experts, who lead
our students from the point of deciding which career path to choose to develop their
credentials using Curriculum Vitae Workshops, team building exercises and mock
interview sessions. These do not just enhance the student’s development process but also
imbibe in them the confidence required to tackle real world situations.
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6.7 Residential Life Policy
Policy in-charge Chairperson Students Life
Responsible for
Implementation Facilities Department
Contacts Facilities Manager / Chairperson Students Life
The Institute provides students with a safe and well-maintained living / learning
environment that supports individual progress. We offer our students quality services and
residential life in a caring and responsible manner.
IMT-Dubai has clear guidelines for what constitutes inappropriate behavior in student
housing. There are a number of important rules and regulations that govern student
housing. These guidelines can be found in the “Residence Hall Manual”. It is the
responsibility of students to abide by these rules at all times.
The Institute oversees security, receives and arranges for maintenance and repairs,
provides housekeeping facilities, handles roommate conflicts and general complaints,
enforces housing rules and regulations, and offers emotional support to students to ensure
a safe, comfortable, and peaceful living and learning environment.
6.8 Student Finance Policy
IMT-Dubai provides academic excellence scholarships based on previous qualifying
exams and any relevant competitive tests. These are applicable only to the undergraduate
& graduate programs (BSBA & MBA only).
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6.9 Student Disciplinary Policy
Policy in-charge Director
Responsible for
Implementation Dean / Program Chairperson
Contacts Registrar
a) Policy and Procedure regarding Student Conduct
IMT-Dubai expects its students to employ reason, show respect to others, and
take responsibility for their action. With regard to their personal behavior and
attitude towards others in the society, students are expected to respect the
religious beliefs, values and heritage, law and order, property and rights of
others. By their own initiative, students are encouraged to display a sense of
personal honor and integrity, and to conduct themselves in a manner becoming
an IMT-Dubai student.
Any student who violates the above mentioned standards of academic and /
or personal conduct exposes himself/herself to disciplinary measures under
IMT-Dubai rules.
b) Non Academic Misconduct
The Office of Student Services is responsible for student discipline pertaining to
non-academic conduct.
When a student engages in conduct that is inappropriate as per the Code of
Conduct / Residence living manual; Office of Student Services will nominate a
Disciplinary Committee. The committee will be comprised of three persons.
They will look into the matter and hear the concerned parties. They will then
make a recommendation to the Director who will then impose appropriate
sanctions based on the recommendations.
Any non-academic violation may have the following disciplinary consequences:
Warning: verbal or written warning to the concerned student
Suspension: for a period of time
Dismissal: from the Institute
Payment of Damage: Fines and other penalties may be imposed in case a
student commits breach of Institute rules resulting in any loss / damage to
Institute property; misuses Library / computing / communications facilities
If the concerned student is not satisfied with the decision, he/she can lodge an
appeal with the director.
The decision of the Director is final and no further appeals can be made.
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c) Academic Misconduct
All cases of Academic misconduct will be reported immediately to the Dean-
Undergraduate Program.
The Dean- Undergraduate Program will constitute an Academic standing
Committee who will hear the student during the day after which the incident
occurred.
The committee shall analyze and evaluate the seriousness of academic
offence and misconduct while giving a chance to the concerned student to
represent his arguments. During the presentation of argument by the student/s
and the concerned faculty member who has charged the student/s with the
academic misconduct, only the presentation party and members of committee
shall be present. Based upon the circumstantial evidence, arguments of faculty
and students and discretion of the committee, they will recommend a level of
punishment to the Dean, Under Graduate Program.
Any violation of the Institute’s academic rules, regulations and / or directives may
result in following disciplinary measures.
1. Verbal or written warning
2. Repeating the Semester or the course
3. Suspension for a period of time
4. Dismissal from the Institute
If the student does not agree with the Dean, an appeal may be made for review to
the Director. The Director is the final authority for the revision of decision or any
modification therein.
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6.10 Student Activities & Publications Policy
Policy in-charge Chairperson Students Life
Responsible for
Implementation Office of Students Services
Contacts Student Services Officer
The Office of Student Services aims to reach out to all students and encourage them to
interact and participate in campus activities. Activities / programs are designed to enhance
the students’ overall educational experience through involvement in social, cultural,
intellectual, and recreational activities.
The Institute encourages students to participate in various sports like badminton, tennis,
volleyball, swimming pool that provides students with the opportunity to engage in
extracurricular activities. Students are encouraged to engage themselves in other cultural
activities like organizing festivals, seminars, exhibitions etc. The Office of Student affairs
and services coordinates all activities.
Committees, Clubs, and Student Organisations
IMT Dubai offers many diverse ways for students to not only participate in activities and
events but to shape student life and experience. We encourage all students to join and
actively participate in at least one committee, club, or student organisation. These
opportunities not only assure on-going fun, recreation, and stimulation, but provide
enriching learning experiences that can bolster a CV and increase the chances of getting a
good job. They develop and demonstrate team, communication, creative, project
management, and leadership skills, for example, and build invaluable networks and
relationships with industry and the community. Below are some of our current
opportunities.
1. Campus Engagement Coordination Committee. This committee is comprised of
representatives from all stakeholder groups / student batches (cohorts), and led by Dean,
Academic, Chair, Student Life, or other senior faculty or staff member initially, then on
rotational basis. Representatives may be members of other committees and groups, but
only the most outgoing and active students will be selected. The main purposes of the
committee are to ensure (1) harmony across an ample, vibrant, and continuous range of
campus events and activities and that there is the least possible conflict in sequencing and
timing amongst the multiple events and activities that arise in the course of an academic
year, and (2) maximum involvement and engagement of all members of the IMT Dubai
community and its respective stakeholder groups.
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2. Academic Committee. Comprised of class representatives of each program / class,
this committee is chaired by the Dean, Academic, and responsible for academic conduct
and discipline of students, including but not confined to ensuring timely beginning of class,
monitoring attendance, cases of indiscipline, re-scheduling of classes, and identifying time
slots for guest lectures. One faculty member is assigned as coach / mentor, and points of
contact are the program chairpersons and Academic Program Office. (Also see IMT
Student Council, last item.)
3. Career Services Centre Committee. This committee focuses on three major, closely-
related aspects or functions of career services: short-term projects (STPs), internships,
and placement. STPs and internships are for students while they study, and placement for
those preparing to graduate and enter the full-time working world. Members of the
committee are a mix of postgraduates [DCP, MBA (and, in future, MIM)], and
undergraduates (BSBA (soon BBA)].
The committee works to ensure appropriate positions for students and graduates, healthy
relationships with industry and the community, a student body well-prepared to compete
for and perform well in their prospective positions, and contact is maintained with students
and their supervisors while on STPs and internships, and there exists sufficient follow-up
with graduates once placed.
Mentorship is provided by standing member of Career Services along with a faculty
representative. Committee member responsibilities include: (a) identifying potential
suitable organisations where our students might find job and project opportunities and
gathering and compiling information regarding these on a continuous basis; (b) exploring
final placement opportunities for the students of MBA and DCP students and improve
overall industry-connect of the programs; (c) working intensely with students to help them
best prepare for interviews and the selection process, their learning experiences while on
STP or internship, and their successful employment once placed; (d) working diligently to
ensure best relationships are maintained with industry and community and to obtain
synergies across the internship, STP, and placement programs.
4. Alumni Committee. This committee (a) creates and updates a database of all the IMT
alumni, (b) invites IMT alumni to campus for guest lectures/talks, (c) organises and
participates in alumni evenings / meets, (d) initiates short-term projects / internships and
passes them over to internship or project coordinators, (e) improves alumni connect, and
(f) works to ensure alumni are involved in the wide range of campus engagement
activities. Committee members work closely with other Career Services staff to ensure
synergy across the engagement activities.
5. Innovation and Entrepreneurship Committee. As entrepreneurship and innovation
are key objectives of a modern and global academic institution and must feature in what
and how we teach, this committee promotes awareness of the need and possibilities for
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innovation and entrepreneurship. In so doing, committee members build and demonstrate
their own I&E skills, knowledge, and disposition, whilst working to make IMT’s academic
curriculum and co-curricular activities and experiences more innovative, practical, and
attuned to commercial interests. Members will be inventive and passionate about
converting ideas into reality. They will create opportunities and build relationships that
enable the student body to extend their networks and access venues where their
innovative business and sustainability ideas can be brought closer to fruition.
6. Sponsorship Committee. This key committee takes the lead in identifying,
approaching, cultivating relationships, and following-through with sponsors and potential
sponsors. Members ensure a sufficient number of motivated students are available and
equipped to seek sponsorship, monitor the process, and communicate with senior
management relevant issues and requirements. Members of the Sponsorship Committee
are likely members of other committees, groups, and organisations, and they receive
tailored training and mentoring in sponsorship activity.
7. Media and Public Relations Committee. This committee is involved in and shows
leadership for: (a) designing promotional material for Student Life programs, events, and
activities; and, as directed, (b) developing and managing social and digital media presence
of IMT programs across different social-media and digital platforms; (c) coordinating with
other committees to actively gather information about activities / achievements of IMT
Dubai; (d) improving the media presence and impact of programs; (e) demonstrating
strong presence at all engagement events and exploiting the “brand” and “buzz” potential
inherent in such events.
8. Social and Cultural Committee. The Social and Cultural Committee (a) plans and
organises cultural events on campus, including inter-institutional events and activities; (b)
improves participation in inter-college cultural festivals; and (c) works / coordinates with
other committees, clubs, and student organisations to ensure maximum publicity and
participation.
9. Corporate Relations Committee. The Corporate Relations Committee contacts
industry experts and representatives, and working with the Campus Engagement
Coordination Committee (and other committees, clubs, and student organisations, as
appropriate, e.g., Academic Committee and Alumni Committee), invites them for guests
talks. It also works to promote consultancies, training, and other opportunities for and to
industry and the community. Additionally, the committee works to champion and enhance
the IMT brand regionally and beyond.
10. Economy Forum. The Economy Forum of the institute (a) identifies major economic
blocks of the world, (b) continuously monitors and studies these economic blocks, (c)
collects, compiles, and shares information about these blocks; (d) creates platforms where
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all the students get the opportunity to public express/discuss their views on economic
affairs. A Professor of Economics serves as mentor and advisor.
11. Marketing Club. This club promotes marketing as a discipline and career, periodically
compiles latest developments in the field of marketing and shares it with all concerned in
the form of internal communication. It also organises inter- and intra-college marketing
activities / games / events. The committee may also provide inputs to the institute about
marketing of its programs to the target audience. As one specific objective, the club will
organise a Marketing Conclave with the help of other committees by inviting by senior
practitioners from industry. A marketing professor serves as mentor and advisor.
12. HR Club. This club includes students who wish to opt for HR as their major or minor
specialisation. It collects and compiles latest developments in the field of HR and shares it
with students and faculty members. As example, the club might organise an HR round-
table by inviting senior HR professionals from industry. As needed, the institute may also
involve the committee in designing / implementing some HR activities of the institute. A
senior faculty member in the Human Resource Management area serves as mentor and
advisor.
13. Operations Club. Comprised of students who intend to specialise in Operations
Management, this club updates interested parties periodically about latest developments
in the field of operations management. It organises, for example, an operations conclave
by inviting stalwarts of the industry. If needed, they may also be involved in management
and maintenance of institute infrastructure. A senior faculty member in the operations and
logistics area serves as mentor and advisor.
14. Sports and Recreation Committee. The Sports and Recreation Committee shows
leadership in (a) organising various sports activities at IMT campus; (b) coordinating and
promoting participation of students in inter-college sports festivals; (c) planning and
organising financially self-sustainable inter-college sports festival on IMT campus; (d)
ensuring facilities and equipment are safe, clean, and in good, usable condition, reporting
deficiencies immediately to Chair, Student Life or delegate.
15. Public Speaking and Debate Club. This club organises a series of internal activities
and events to hone the communication skills of the students. It organises inter- and intra-
college events based around public speaking and / or debate, and promotes participation
in such activities offered elsewhere. A focus might be creating or supporting a local
chapter of Toastmasters. This club may organise Model United Nations events for the
Institute (see below). One of the communications faculty serves as mentor and advisor.
16. Mess Committee. Amongst the duties and activities of the Mess Committee at IMT
are: (a) preparing weekly mess menu in consultation with all the students and the local
management of the mess; (b) Monitoring quality of food / services in the mess and brings
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deficiencies to the notice of mess management and to the Campus Engagement
Coordination Committee; surveying and reporting status; (c) suggesting ways to
continuously improve the variety and quality of food/services; (d) promoting nutritional
awareness and food appreciation, at times in concert with appropriate other committees
and clubs. Mentor for the Mess Committee is IMT’s very own Student Counsellor, Ms.
Nicole D’Souza.
17. Business School Competitions Committee. The committee actively looks for
business competitions for students, solicits student participation in such competitions, and
organises financially self-sustained business competitions on IMT campus. Members
work closely with other committees, clubs, and student organisations to ensure sufficient
publicity and participation. One expected activity is the Siemens Pearl Initiative Integrity
Programme GCC-wide case study competition, ‘Implementing Integrity Practices in GCC
Private and Public Businesses’, later this year.
18. Chess Club. Serving as chess ambassadors, members of the Chess Club organise
chess gatherings and competitions on campus for IMT students, faculty, staff, and alumni,
for other institutions in DIAC and the Dubai Region, and seek out other clubs and venues
for play and competition. They foster interest in chess, teach new players, and ensure
chess boards and pieces are complete, in good condition, and available. Members of the
club also seek and arrange venues for play in and around campus.
19. Information Communication and Technology Club. This club promotes interest in
IT business applications and works to connect students and others in the area who share
similar interests and goals. The club strives to organise ICT-related events and activities
on and off campus. Members work with faculty teaching ICT courses to ensure the
curriculum is current, relevant, interesting, comprehensive, and marketed sufficiently to
attract the best students.
20. Photography and Visual Imagery Club. Members of this club are interested in
developing and demonstrating their skills, knowledge, and passion. They foster
appreciation and technique development, sponsor exhibitions and competitions, get
involved in all kinds of campus and community affairs where imagery is obtainable and
showable.
21. Arts Committee. Under the Director’s guidance, IMT Dubai is promoting development
of the arts and aesthetic appreciation. One initiative involves showcasing regional artists
(paintings, sculptures, and other genres and media. The Arts Committee is chiefly
involved in identifying and selecting artists, setting venue and arranging art displays,
managing publicity, and organising vernissages. While many clubs and committees
engage with the community, the Arts Committee plays a key role in community
engagement, dealing with artists, various arts organisations, and the regional populace—
more on campus, more draw for members of the surrounding community.
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22. Adventure Club. Here, what matters most is getting as many people out and about
together as possible. Doing interesting and different things—cycling, hiking, exploring,
swimming and snorkeling, rollerblading, skydiving, desert safari; anything really, and not
necessarily physically extreme, but always fun and exciting. Club members organise,
publicise, coordinate with providers and other clubs and schools, and, especially, promote
adventure by example.
23. Dance Club. Members of the club promote dance in all forms possible, from
traditional and classical to hip hop. They plan, organise, and host competitions,
exhibitions, seminars and training, and bring in special guests performers and teachers.
Members of the club work closely with other committees, such as Sports and Recreation
and Social and Cultural Committee to ensure best participation and publicity. They
support and encourage campus dancers to prepare for and participate in inter-institutional
competitions and cultural events.
24. Campus Life News (name needed). This student organisation organises and
maintains one or more channels for showcasing campus life and student engagement
activities, and might include student achievements and creative endeavours (writing,
photography, drama, music performance). Appropriate mode might be a newsletter and /
or suitable social media platforms. There may be overlap or chances to work with the
Media and Public Relations Committee.
25. Charity Committee. It is the responsibility of the Charity Committee to, firstly, identify
one or more charities (or possibly charitable endeavours / target groups, if unserved) with
which IMT Dubai wants to be affiliated (based on suitable criteria needing to be
articulated); and, secondly, to foster a partnership arrangement with the selected charity or
charities. Once established, the Committee will develop an on-going series of events and
activities through which IMT Dubai can show its commitment and altruistic spirit. This
could range from fund drives and fairs (or other activities) from which all profits go to the
charity or charities through to creative and novels ways of interacting with the
organisations (reading to the elderly, playing with sick children, food drives for the hungry).
(This could also be Community Service Committee, depending on students’ interests and
motives. See next.)
26. Community Service Committee. This committee develops and commits to service
in the Dubai area / region. One suggested activity is an “adopt a labour camp” initiative,
while another might be called “pristine desert”. A focus for one or more events might be a
recycling campaign, there is huge waste and inattention to recycling in the region. In any
event, many possibilities exist, anything where volunteerism and service to campus and
surrounding community are prime objectives. Partnership with other DIAC institutions
might be a key strategy (Dubai International Academic City, of which IMT Dubai is
resident).
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27. Sustainability and Environment Committee. This committee promotes
sustainability and awareness of the importance of the environment and environmental
protection on campus and in the larger community. It develops opportunities for students,
faculty, and staff to get involved in regional events and with related organisations. The
committee and its initiatives link to IMT Dubai’s membership in the UN Global Compact
and PRME (Principles for Responsible Management Education). A hoped-for major
deliverable from this committee is Sustainability Day (or Ecological Day or Environment
Day)—an annual event hosted by IMT Dubai to rally people around key issues and
facilitate efforts to organise and accomplish in making a difference). This could comprise
or be in addition to enlisting sponsors and guests from a range of industry groups,
providing lectures and seminars, and sponsoring tours to endangered areas and / or
success sites.
28. CSR and Citizenship Committee. This is a committee whose major objective is to
promote awareness of and commitment to principles, values, and goals of Corporate
Social Responsibility and Citizenship—what it means to be a good citizen locally and
globally, individually and corporately. It is about ethics and doing the right thing. It is
about giving back and working to create and sustain healthy and vibrant workplaces and
communities. IMT Dubai membership in the UN Global Compact provides a starting point,
and there are many ways in which members of this committee can show leadership. One
example might be sponsoring a children’s playground on or near campus grounds (or
suitable and needed area of profile); research leading to design that builds competencies
could be the academic angle. Another example might be providing free instruction to
designated community sectors, such as laborers or domestics. Research identifying
legitimate areas of need and developing strategies for interceding are tasks suited to an
educational and research institution. It is likely that the CSR&C Committee works closely
with the SEC and the CSC.
29. UN Global Compact Coordinating Committee. This is a committee whose major
objective is to promote and coordinate IMT Dubai’s participation in and fulfilment to the
Global Compact, including reporting. This is a major, extremely important, and very new
initiative requiring serious commitment and lots of work, but offering huge benefits to
members in terms of exposure, networking, skills-building, and professional development.
30. Cycling Club. This club promotes cycling as a means to health, fitness, recreation,
fun, and community-building. It maintains institution bicycles and fosters safety
consciousness, and arranges inter-institutional and community events and participation.
Club members seek to develop relationships with other clubs, merchandisers, and
manufacturers in order to build community, obtain discounts on equipment, and gain
sponsorships.
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31. Drama and Theatre Club. This Club is for individuals who enjoy or want to develop
confidence and competence in drama and theatre, especially acting and expression.
Members will plan, organise, and deliver at least one major production in the year, as well
as supporting lesser performances and events such as Vaudeville. Members are likely to
participate in or support other IMT students in preparing for interinstitutional events. An
additional objective might be to coordinate with similar groups in other institutions to
arrange a regional event.
32. Book and Reading Club. This is a club for avid readers and reading enthusiasts.
The club would sponsor book reviews, arrange authors for readings and book signings, set
up trips to libraries, and tours of the city’s best bookstores. Club members would identify
similar groups in the region and attempt to unite in common interests and objectives.
Promoting reading and the value of books to others in the community would be a
particularly noteworthy aspiration.
33. Swimming Club. This is a club for swimmers and water-sports and recreation
enthusiasts. The job is to promote health, fitness, and fun through swimming and water
safety. Many activities and events are possible, but the prime objective initially is to find
accessible and affordable pools and swimming venues and develop interests amongst
students, faculty, and staff.
There could be other clubs and teams, as per student interest (local emersion; gaming;
motorheads; cricket; tennis; and so on) and depending on one or more individuals
stepping-up to take an active leadership role.
There are also several major annual events for which organisers are required. These will
require their own dedicated student staff, and, thus, four more committees are:
a. Vaudeville—the annual variety show hosted by IMT (January-February)
b. TedX—a major corporate affair showcasing IMT and what it can do (February-
March)
c. Community Day. A once-a-year event inviting community and industry to
campus for a day of fun, frivolity, and friendship. Corporate sponsors could be
used to highlight relationships and defray expenses (January-March)
d. Business proposal competition (open to IMT Dubai and Indian affiliates,
and perhaps to other local institutions), individual and team categories.
Students develop and propose business ideas [that they could try out in Dubai
or back home]. The winner or winning team, having gone through rigorous
judging, which might include alumni and local industry partners, is awarded
10,000 Dirhams seed money and / or support in kind to help them get their
business up and running (September-December)
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Students committing to any one of these major events can expect six months of planning
and organising in the lead-up, plus active and visible participation during the respective
event. They will have to work with a range of other committees and clubs such as
Sponsorship, Corporate Relations, Media and Public Relations, Alumni, and others. Dual
or cross-membership might be useful.
The major student organisation anticipated (non-committee or club) is the IMT Student
Council. The Student Council will represent the student body as advocate, as well as
serve as communication hub, and work with the Director and Dean, and the Academic
Committee. Details on selection, structure, and operating procedures to be determined.
IMT-Dubai Committees Appointment and Monitoring Procedures
a. Students must apply to represent the Committee using Committee Application Form.
b. Students may apply to represent more than one Committee (i.e. maximum 2
committee) but if selected can hold membership of only one committees.
c. OSS and Staff-in charge will review applications and along with a Faculty member
interview candidates and nominate.
d. Committee will meet at least once a week.
e. Minutes of meeting and Activities report must be maintained by Committee Secretary.
f. Committee Treasurer will be in charge of Accounts. No expenditure must be
incurred without the written approval of Staff Representative of that Committee.
g. The Faculty/Staff Representative for each committee will monitor the performance of
each Committee and recommend dismissal of any non-performing member to the
faculty panel whose decision will be final.
Fiscal Control:
There is a specific budget allotted to support various student activities, all student
activities are funded from this budget.
There is a faculty member appointed as the head of student services who works
very closely with the student committees. In addition to the head of student
services, there are few other faculty members who are a part of student services
committee, and advice on matters pertaining to the office. There is also a dedicated
staff member designated as student services officer who manages day to day
activities of the office.
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6.11 Student Rights and Responsibilities Policy
Policy in-charge Chairperson Students Life
Responsible for
Implementation Office of Student Services
Contacts Student Services Officer
All students enrolled in the degree programs at IMT-Dubai enjoy the following rights:
1. Students’ Rights
a) Right to obtain quality education.
b) Freedom of expression - to discuss and express all opinions publicly on the
condition that the expression of freedom does not disrupt the normal operations of
the Institute and nor does it harm other members of the Institute
c) Right to be given the course outline at the beginning of each semester, indicating
the number of credits, description of the course, objectives, learning outcomes,
assessment and references that could be used as supplementary material.
d) Right to know: program graduation requirements, admissions procedures, course
descriptions, pre-requisites, co-requisites, course availability, timetable and costs.
e) Right to know the penalties for cheating and plagiarism and their consequences.
f) Right to know the attendance policy and the consequences of noncompliance.
g) Right to be informed by the instructor of any changes of any rules pertaining to
classroom procedures.
h) Right to review their grades with the instructor.
2. Student’s Responsibilities
a) To follow the IMT-Dubai procedures to register, drop/add or withdraw from a
course and/or program as outlined in the Student Handbook.
b) To arrive in class on time and to remain for the duration scheduled for classes and
activities.
c) To appreciate the instructor’s right to formulate and enforce attendance policy.
d) To observe the instructor’s right to set deadlines for assigned work and to establish
penalties for failure to comply with these deadlines.
e) To submit their own work.
f) To write tests and exams at the times scheduled by the instructors.
g) To assume responsibility for classes missed.
h) To follow and implement the regulations and policies of the institution.
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3. Institute’s Responsibilities towards students
Students at IMT-Dubai can expect to be treated with reason and respect. All
members of the faculty and staff of IMT-Dubai will act responsibly toward students
and respect them at all times.
Faculty will at all times:
Promote scholarly values in students, including honesty, the free pursuit of
learning and the exercise of academic freedom.
Act professionally in the classroom and in other academic relationships with
students.
Evaluate students on the merit of their academic performance.
Provide consultation on course work
Faculty will acknowledge academic and scholarly contributions of students.
Not engage in any exploitation, harassment, or prohibited discriminatory
treatment of students.
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6.12 Student Counselling Policy
Policy in-charge Head of Office of Career Services
Responsible for
Implementation Office of Student Services
Contacts Student Service Officer
IMT-Dubai provides personal counseling to its students. Any student who has the need for
counseling should contact the Office of Student Services and services to make an
appointment.
Counsellors provide consultation to students who are experiencing stress due to
academic, career or personal problems. Counsellors may also be involved in consultation
with Faculty & Staff.
The Office of Students Services maintains a file on each special needs student. This
Information is communicated to the instructors of special needs students at the start of
each term of enrollment.
To obtain any special facility or accommodation for a disability, a current medical
certificate from a recognized medical practitioner needs to be submitted. The certification
must not be older than one year from the date on which it is being submitted to the
institute.
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6.13 Health Services Policy
Policy in-charge CAO/Director
Responsible for
Implementation Office of Student Services
Contacts Student Service Officer
All Students must be covered by health insurance. In addition, the students must provide,
at the time of joining, a proof of having cleared all vaccination requirements Office of
Student Services and services will coordinate the provision of Health insurance and health
services to the students.
Dubai International Academic City has an ambulance on the premises on a 24 hour basis
for any medical emergencies.
For emergency after hours students must contact the security office/warden at the
Residences.
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6.14 Academic Advising Policy
Policy in-charge Director
Responsible for
Implementation Program Office
Contacts Program Officer
The regular advising process starts once the students register for the first semester at
IMT-Dubai. A Faculty member is designated as the advisor and during subsequent
semesters students receive advising and guidance from their advisors.
Students are encouraged to maintain close contact with their advisor during their program
duration at IMT-Dubai. Advisors provide them with information and guidance related to
academic policies, internship, project and specific course-related problems. Students have
also the possibility to call on their Academic Advisors for guidance and methodological
support related to their Internship Assignment.
The main purpose of the Institute’s academic advising program is to help the students
identify and achieve their academic goals and to become self-directed learners and
decision makers. However, the responsibility for fulfilling degree requirements rests with
the students and therefore they are expected to assume responsibility for program
planning and course selection. It is strongly suggested that all students familiarize
themselves with program requirements, necessary requisite coursework, as well as the
sequencing of courses.
The advisor’s role is to:
Guide the student and help him / her become familiar with the academic and
administrative policies and programs of the Institute.
Aid the student in understanding standards and requirements of different courses.
Provide a perspective on the likelihood of success in different areas of study.
Discuss with the student his / her educational and career objectives and how they
relate to current / expected courses of study.
Guide and provide necessary methodological support and supervision to students
during the Internship Assignment.
A student role is to:
Learn about the policies, procedures, and rules of IMT-Dubai.
Be proactive and search out information needed for course scheduling, program
planning, and successful completion of all graduation requirements.
Gather required academic and career related information
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Be aware of and monitor his / her academic progress.
Initiate contact with their advisory as needed particularly during the Internship period.
Be well prepared with questions and relevant material, while attending advising
sessions.
Be attentive and follow advisor’s guidelines.
Keep the advisor posted with their progress.
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6.15 Student Academic Integrity Policy
Policy in-charge Director
Responsible for
Implementation Program Office
Contacts Program Officer
IMT-Dubai expects its students to uphold high standards of academic integrity and
conduct. In particular, students are required to:
Abide by high standards of academic integrity, ethics and honesty. Refrain from
cheating on homework and examinations, plagiarizing other people's work by
submitting it as their own, and / or any other forms of academic dishonesty.
Adhere to the published test or examination rules and regulations.
The following are some of the examples of academic misconduct:
Cheating / using unfair means in examinations
Significant paraphrasing in student’s written academic work
Unacknowledged use of information, ideas unless such ideas are commonplace
Citing sources which student had not read or referred to
Breaching the word limit of assignments and mentioning wrong word count.
6.15.1 Plagiarism Definition
Plagiarism is the use of someone else’s ideas, words, projects, artwork, phrasing,
sentence structure or other work without properly acknowledging the ownership
(source) of the property (item). Plagiarism is considered as academic misconduct.
Students should understand what the plagiarism is and take well informed steps to
avoid it.
Plagiarism can take various forms. The main categories of use of unreferenced
work that could be construed as an act of plagiarism can be summarized as:
Using someone else’s quoted words without putting these words in quotation
marks.
Unauthorized borrowing of another person’s idea, research work or theories.
Failure to reference the other author’s written words, quotes or definitions.
Use of descriptions or quotations of another author without acknowledgement.
Cosmetic paraphrasing occurs when the acknowledgement is made. The
paraphrased quote is very similar to the original work.
‘Cut and paste work’ from electronic sources without explicit mentioning of
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complete URL. The inclusion of large amounts of pasted material, even if
acknowledged, raise doubts about authenticity of student’s work.
Wrong attribution is more technical but the acknowledgement is not from the
original work but from another secondary research source.
6.15.2 Plagiarism Check Process at IMT-Dubai
All work submitted by students is accepted on the understanding that it is their
own. Plagiarism is considered as a serious academic offense at IMT-Dubai. All
IMT-Dubai students should adhere to high standards of academic integrity that
includes referencing and acknowledging other’s work, good literature review
procedures while submitting assignments, projects or case studies.
The plagiarism check process can be listed as:
The student is responsible for submitting a proper referenced assessment.
The IMT-Dubai faculty member is responsible for implementing the acceptable
academic code of conduct through proper student orientation, citing examples
of assignments, projects and thesis work that have followed proper
acknowledgement and referencing standards.
Every faculty member provides and implements strict academic code of
conduct guidelines at the beginning of course.
The course faculty asks the students where appropriate to submit such
assessment for ‘plagiarism check’ as soft versions (in Word, PDF, or PPT
formats) on the Blackboard Portal. The Blackboard portal is linked to
SafeAssign (http://www.safeassign.com/) plagiarism software application
system. The course instructor shall create a link for submission of the
assessment component on SafeAssign plagiarism system on the blackboard
portal (http://myblackboard.imtdubai.ac.ae/). The students can view the link for
the submission of assessments on SafeAssign system.
SafeAssign plagiarism system follows a matching process that checks
submitted papers against the following databases
(http://kb.blackboard.com/display/SAFE/Student+FAQs)
o Internet - comprehensive index of documents available for public access on
the Internet
o ProQuest ABI/Inform database with over 1,100 publication titles and about
2.6 million articles from '90s to present time, updated weekly (exclusive
access)
o Institutional document archives containing all papers submitted to
SafeAssign by users in their respective institutions
o Global Reference Database containing papers that were volunteered by
students from Blackboard client institutions to help prevent cross-
institutional plagiarism (www.blackboard.com)”
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The SafeAssign plagiarism system generates originality report with percentage
of similarity and the citations from where plagiarism might have occurred. The
instructor uses the originality report to determine the similarity that is
acceptable. The student will also be able to see the originality report. The
instructor can provide the option to the students to revise the assessment upon
comparing with originality report and resubmit the assessment.
If an assessment is submitted by the student through e-mail to the instructor,
the instructor can check the plagiarism by uploading the assignment using
‘Direct Submit’ option available in Blackboard SafeAssign system.
6.15.3 Categories of Plagiarism
IMT-Dubai views all cases of plagiarism as academic misconduct and dishonesty.
However, for the purpose of academic discipline and penalization, three categories
(Level I, Level II, and Level III) of plagiarism are defined on the basis of similarity
index (percent of similarity).
Level I (25%-50%)
Level I of plagiarism occurs when a student indulges in unauthorized referencing,
copying from other author’s work in a smaller way. The small infringement can be a
case of cosmetic paraphrasing, incorrect referencing or inadvertent copying from
another fellow classmate, or copying from the internet directly.
Level II (51%-75%)
Level II of plagiarism is when a student is irresponsible in submitting his course
work and has a higher level of negligence and academic dishonesty. The
submitted plagiarized content occurs when a student is late in collecting the
required references and did not put enough time to paraphrase or reference
materials. Such cases might also include quoting from previously submitted own
work in the same course or other courses.
Level III (76%-100%)
Level III of plagiarism is seen when a student copies the whole from one article or
multiple articles. This extreme case of overall similarity is unacceptable. Such
academic misconduct is un-acceptable and is treated as a serious offense. The
high source similarity shows that the whole article was copied without proper
referencing or paraphrasing. This high level of dishonesty is a clear indication that
the student has not done the assessment component diligently. Level III is a
serious academic misconduct that requires attention of the IMT-Dubai Misconduct
committee.
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6.15.4 Penalties for Plagiarism
In order to deal with different levels of plagiarism, following penalties and
procedures will be followed.
Level I Plagiarism
All cases of Level I Plagiarism are handled by IMT-Dubai course instructor. The
instructor may choose to give another chance for submission or deduct marks
based on assessment guidelines followed uniformly for all students in the course.
Level II Plagiarism
All cases of Level II Plagiarism, found by the IMT-Dubai instructor during the
course assessment submission, are escalated to the IMT-Dubai Program Chair /
Academic Dean. The Program Chair / Academic Dean issues an Academic
Warning to the student mentioning the nature of plagiarism, supported by
SafeAssgn originality report along with suggestions for improving the assessment
submission.
Level III Plagiarism
Cases of Level III Plagiarism are treated as serious offenses and exhibit highest
level of dishonesty by the IMT-Dubai student. All these cases must be reported to
Academic Misconduct Committee. The committee will undertake investigational
review of course assessment reports, SafeAssign similarity reports and the course
assessment guidelines. The Academic Misconduct Committee, then, shall decide
the penalty that may range from awarding zero marks for the particular assessment
component to expulsion from IMT-Dubai program based on the severity of the
occurrence. For taking the final decision, Academic Misconduct Committee shall
consider circumstances of academic dishonesty by the student including the
seniority of student, nature and severity of past occurrences of plagiarism against
the concerned student.
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6.16 Student Appeals Policy and Procedures
Policy in-charge Director
Responsible for
Implementation Office of Registrar
Contacts Registrar
a) Academic Standing Appeals
Students may appeal to the Academic Standing Committee regarding their academic
standing status and request a review of probation / dismissal decision.
If the student on probation can provide evidence supporting the appeal, he/she may be
granted one additional semester to revert to Good Academic Standing.
b) Grade Appeals
It is assumed that IMT-Dubai policy of grading ensures that the Faculty grades the
student fairly and objectively. However, in the event of a student challenging a
particular grade, the following procedure must be followed:
Students should first consult with the concerned Faculty and discuss their
concerns. Most of the cases are expected to be sorted out by review of Final Exam
and discussion between the student and the Faculty member.
If the student is not satisfied then they may put in a formal Grade appeal with the
Office of the Registrar. The grade appeal must be submitted within a period of one
week following the notification of grade to the student by the Registrar.
All Grade Appeals must be submitted in writing to the Registrar on the official
Grade Appeal Form (downloadable from Blackboard). Reason(s) for Grade Appeal
must be substantiated clearly on the form.
Office of Registrar will forward the Grade Appeals to the concerned Faculty
Member(s).
Concerned Faculty Member(s) will have one week to review the case and respond
in writing to the Registrar, who will then intimate the same to the concerned
student(s).
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If the student is still not satisfied, an appeal can be made to the Dean
(Undergraduate Programs) who will form an Academic Committee, to look into the
case.
The Academic Committee after reviewing the student’s examination paper will
recommend the final grade to the Dean (Undergraduate Programs), who will take a
decision and intimate the same to the student.
The decision of the Dean will be held as final and no further appeals can be
lodged.
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6.17 Student Grievance Policy and Procedures
Policy in-charge Director
Responsible for
Implementation Office of Students Services
Contacts Student Service Officer
The purpose of the student grievance procedure is to resolve grievances, other than grade
complaints, that are introduced by students. If a student has a complaint or grievance
about any aspect of Institute life:
He / she should raise the matter at the earliest opportunity to the Office of Student
Services who will try to solve it by arranging a negotiation between the parties
concerned.
If the student is not satisfied with the result, he / she can submit his grievance in
writing to the Office of Student Services within two weeks from the occurrence of
the incident.
The latter in consultation with the Director may convene a Committee of Faculty for
academic issues or a committee of Faculty and administrative personnel for non-
academic issues, which will arrange a meeting to hear both parties, and eventual
witnesses.
The committee will then deliberate upon their findings and make recommendations
to the Director, who will take the final decision, to be communicated to both the
parties.
The Director shall be the final authority for the revision of decision or any modification
therein.
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SECTION 7: LEARNING RESOURCES
7.1 Circulation Procedures & Limitations
Policy in-charge CAO/Dean
Responsible for
Implementation Library
Contacts Librarian
a) Procedures
Issue
Resources are issued within the issue limit of the user.
The user should get the documents duly issued at the Circulation Counter.
The documents should be collected in person.
The latest issues of the journals will not be issued.
Annual reports and Career guides are issued for two days.
Reservation
Resources can be reserved only when they are on loan.
The availability of the reserved item would be informed through e-mail.
The reserved resource should be collected from Library within 48 hours
after intimation. Otherwise the reservation stands cancelled.
Return
Books should be returned on or before the due date mentioned in the Due
date Slip.
Reminders would be sent to the User accordingly.
Renewal
Books can be renewed once for 15 days if there is no reservation against
the particular item.
Journals and AV Resources will not be renewed.
Fine Schedule
A fine of AED 1/- per book/day would be charged for overdue books.
The fine details of each user would be submitted to the Accounts Dept. on a
quarterly basis for further action.
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Lost / Damaged Resources
The Users should replace the resource at his/her own cost within 30 days.
If the user fails to replace the book within the stipulated time, the Library
would initiate the purchase and the user would be charged the actual cost
of the resource plus 20% the additional charge depending on the type of
the resources.
b) Issue limit and duration for each category of users
Students
Resource Quantity Duration
Books 3 15 days
Journals (back issues) 2 3 days
Book Companions– CDs 2 2 Days
Faculty
Resource Quantity Duration
Books 10 4 months
Journals (back issues) 5 2 days
Book Companions– CDs 2 2 Days
Administrative Staff
Resource Quantity Duration
Books 5 1 month
Journals (back
issues) 3 2 days
Book Companions
– CDs 2 2 days
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7.2 Collection Development Policy
Policy in-charge Dean
Responsible for
Implementation Library
Contacts Librarian
a) Resources
The Library holds a hybrid collection of printed as well electronic resources which
include books, journals, databases, audio-visuals, CDs/DVDs, e-books, e-journals,
reports, conference proceedings, training manuals, etc. We play more emphasis on
online resources in order to keep the academicians abreast of the information using
the latest cutting edge technology. The Library's resources support the teaching and
research activities of the IMT-Dubai. The collection is primarily focused on the
curriculum offered by the Institute.
b) Acquisition Process
The Library gives priority to purchasing resources, which meet the curricular needs of
the students, faculty, and researchers, including modules papers, collateral reading,
and class assignments. We pay special attention to new programs in order to maintain
and make available the required basic resources at the outset. IMT-Dubai procures
three to five copies of all the essential and recommended reading lists, out of which
one is kept for reference and the rest are made available for open access. If the
purchase is outside of normal orders and a conflict arises, the Librarian will confer
with the Dean and Faculty as to which items take precedence for the Program.
c) Acquisition Criteria
All acquisitions are based on the following:
Importance/relevance to the curriculum
Contribution to depth or breadth of collection
Faculty recommendation
Demand by user
Adequacy of scope
Physical quality
Various formats
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d) Methods for Building Resources
Receiving suggestions from faculty members, scholars, and students
Publishers catalogues
Books reviews and announcements
New addition list from selected business school, in the country and abroad
Books received from vendors on an approval basis
Book exhibitions
e) Duplication of Books
We base decisions to procure a duplicate copy of books and other readings on the
following criteria:
Resource usage as indicated by the library automation system or through the
observation of the staff members
Curriculum related as suggested by faculty
Demand by the users
f) Recreational Readings
The Library acquires materials of general interest such as popular fiction, novels,
biographies and light reading titles, and such materials will constitute 3 to 5 per cent of
the total collection.
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7.3 Library Resource Sharing Policy
Policy in-charge Dean
Responsible for
Implementation Library
Contacts Librarian
7.3.1 For Academicians / External Members of IMT-Dubai
Following are the guidelines for Academicians/External Members of IMT-Dubai to
use Library services.
1. The use of Library services would be purely for academic and personal use
only.
2. The services under no circumstances would be used for commercial purpose.
Photocopying/Printing Services:
AED. 2/-* will be charged per A4 sheet + Normal Courier charges (Less than 100
pages)
* The above charges are applicable only for printing/photocopy of articles from Academic
Journals / Magazines or books.
However for any reference query on company profiles, market intelligence and
Industry trends, data and analyst reports from various sources will be charged @
AED 2/-per A4 sheet or 100 AED per query (whichever is highest) + Courier and
handling charges.
7.3.2 Alumni Services at IMT-Dubai Library
Following are the guidelines for Alumni Members to use Library services:
1. The use of Library services must be purely for academic and personal use
only.
2. The services under no circumstances would be used for commercial purpose.
3. The online resources will not be accessible outside the IMT-Dubai campus.
4. All the services will be charged and the charges are as follows:
a) Photocopying
AED. 2/-* will be charged per A4 sheet + Courier charges (Less than 100
pages)
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However for any reference query on company profiles, market intelligence
and Industry trends, data and analyst reports from various sources will be
charged @ AED 2/-per A4 sheet or AED 1,000/-per query (whichever is
highest) + Courier and handling charges as mentioned above.
b) Borrowing Facility:
Alumni members are allowed to use our borrowing facility as per the following
terms & conditions:
Alumni would be allowed to borrow up to 2 books at a time.
The books have to be returned within 3 weeks from the date that they were
borrowed.
Alumni have to deposit AED. 1000 with the Library if they want to borrow
any books. The payment of AED. 1000 can be made either by check or by
cash. Alumni will be issued a receipt by the Library after they have paid the
deposit.
If an alumni fails to return any book within 3 weeks, an overdue charge of
AED. 5 per day per book will be levied.
The deposit will be refunded to the alumni when they return all the books
that are lying with them, assuming they don't want to borrow other books in
place of the returned books and assuming that there are no overdue
charges that have not been paid.
If the outstanding overdue amount is AED. 500 or more, the Library will
temporarily terminate the alumni's right to avail of the Library facilities. The
alumni can continue using the facilities after returning the books and paying
the overdue amount.
Textbooks / Reference Books / Journals will not be issued, however
photocopies may be arranged for the requested chapters / articles from
books / Journals as per the Copyright Guidelines of IMT-Dubai.
Books that are in high demand will not be permitted to be taken out of the
Library.
Alumni are free to use Library facility whenever they are at Dubai for
reference. Alumni must carry their Identity cards whenever they visit the
IMT-Dubai Library.
The Librarian has the right to cancel the Library membership of any Alumni if found
violating the rules and regulations.
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7.4 Copy Right Policy
Policy in-charge Director
Responsible for
Implementation Library
Contacts Librarian
a) Definitions & Terminology Used
Copyright
The exclusive legal right, given to the originator or their assignee 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.
Intellectual Property
Intangible property that is the result of creativity, such as patents, copyrights.
Royalty
A sum paid to the patentee for the use of patent or to an author or composer for
each copy of the book sold or for each public performance of work.
b) Resource covered under Copyright
Books
Articles from Journals (Printed or Online)
Case Studies
Chapter/s from book/s
Databases
Software
Copyright issues are not to be taken for granted as violating copyright issues may
lead to legal disputes between publishers and IMT-Dubai.
The law states:
“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 author(s) will be asked to
transfer copyright of the article to the publisher.
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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.”
Hence, for all copyright clearance we should approach the publishers directly and
not the authors. In most of the cases, the publishers hold the copyrights.
Publishers grant authorization for individuals to photocopy copyright material for
private research use. This authorization does not extend any other kind of copying,
by any means, in any form, and for any purpose other than private research use.
Authors may use their own material in other publications provided that the journal
is acknowledged as the original place of publication and the publisher is notified in
writing and in advance.
Harvard Cases
If one is using Harvard Cases, the following statement must appear on the title/first
page of the material you are reproducing:
“One time permission to reproduce granted by Harvard Business School
Publishing.”
Teaching Notes/Instructor’s manual /Text Books
All the prescribed text books published by various publishers will be accompanied
with instructions/solutions manual to be used by the Faculty. Photocopying or Use
of these instructor’s manuals by students during the term is strictly prohibited.
Publishers such as Harvard Business School Publishing, European Case Clearing
House, etc hold the copyrights for all the publications published by them directly
and also by other leading publications such as MIT, INSEAD, etc.
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7.5 Fair Use Policy
Policy in-charge Director
Responsible for
Implementation Library
Contacts Librarian
Following guidelines would be of help in setting policy standards to be followed in
terms of having a fair use of all the materials at IMT-Dubai.
1. Books: A chapter of a book or less than 10% of the book can be photocopied for
personal use. For classroom use and for general distribution we need to take the
permission from the publisher.
2. Software: Points to be taken care of:
Circulation of archival copy
“Networking “ software without license or permission
Loading a single copy of a software program onto several computers for
simultaneous use
Making copies of copyrighted software for student use.
Perpetual license vs. annual license.
3. Databases & E-journals: Agreement should be made with various publishers of
Databases and E-journals for multi-user IMT-Dubai wide unlimited access.
As a policy, IMT-Dubai shouldn’t disclose the user ID and password to the outsiders.
Students, Faculty, and the staff of IMT-Dubai should not entertain downloading,
forwarding any content to an outsider who is not an authorized user. Following table
will be an easy tool to understand what is “Permitted” and what is “Not Permitted” and
abide by the rules of copyright protection.
Books
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, non-
copyrighted cartoon,
- Photocopying worn ditto masters etc.
- Single Copy: short story, short - Copying Consumables: workbooks,
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essay, short poem copyrighted exercise sheets, tests.
Multiple copies for classroom / 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
Audio Visual Materials:
PERMITTED NOT PERMITTED
- Creating slide sets from books,
magazines, etc., as long as only
one per source used.
- Copying audio tapes or video tapes
for archival or backup purposes
- Enlarging a map with an overhead
projector for tracing but not
duplicating colour scheme,
symbols, etc.
- Converting from one medium
format to another
.
Software:
PERMITTED NOT PERMITTED
- 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
Databases:
PERMITTED NOT PERMITTED
- May download searches - Downloaded searches shouldn’t be
retained
- Downloaded material may not be
used to create a derivative work.
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CD-ROM:
PERMITTED NOT PERMITTED
- May print out pages of reference or
other works for study or teaching.
- Printing out large section of work
Internet:
PERMITTED NOT PERMITTED
- Downloading public domain software - Collecting materials off the Internet
and compiling into a new work.
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7.6 Professional Development Policy for Library Staff
Policy in-charge CAO/Director
Responsible for
Implementation Library
Contacts Librarian
IMT-Dubai will support the professional development of the Librarian and Assistant
Librarian in keeping up with the advancements within their respective fields. The
Librarian and Assistant Librarian will be encouraged to attend professional workshops
and conferences within their area of expertise and participate in professional activities.
IMT-Dubai will support the attendance at two local or regional professional workshops
per year.
IMT-Dubai will support participation in professional activities and membership in
professional organizations.
In order to secure funding for such professional development, a proposal that includes
the rationale and benefit of the project, along with all costs involved must be submitted
for approval to the Director of IMT-Dubai.
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SECTION 8: PHYSICAL AND TECHNOLOGY RESOURCES
8.1 IT Policy (Computing and Network Resources Use Policy)
Policy in-charge CAO/Director
Responsible for
Implementation IT Department
Contacts Systems Administrator
The institute provides all its students, faculty and staff computing facilities without
any charges. IMT-Dubai has established facilities for IT resources in order to
facilitate all its academic and administrative needs. The objective is to support
faculty, staff and students for the purpose attaining their academic goals of
learning, teaching and research. The System Administrator is responsible to
ensure that all policies are followed and report any problems directly to the
Director IMT-Dubai.
Each of the individual has been assigned a User ID and individuals are prohibited
from accessing to or attempting to access or view any account for which they do
not have specific authorization. Anyone found involved with such unacceptable
actions will face disciplinary actions as per the internal rules of IMT-Dubai and if
action is needed, it will be taken as per the U.A.E. rules and regulations. The
institute prohibits any commercial activity from its facilities.
Use of computing and network resources is limited to the IMT-Dubai community
including the students, faculty, staff members and the institute expects its users to
act with responsibility while using these resources. The coverage of the above
policy includes:
computer hardware and software,
documentation and other reference materials,
all data residing on IMT-D machines,
all institutional data wherever it resides, media such as CD-ROM, tape and
other storage devices,
all temporary and permanent connections via the Institute network,
all telephone equipment
The institute provides technical support for its networks (e.g., infrastructure,
servers, applications on the network, and security) and hardware like desk-tops
(printers, scanners, etc.
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8.1.1 Misuse of resources
The users are advised not to damage any resources available in the computer
laboratory or elsewhere in the institute’s premises or make improper access or
modify information. The institute may decide on heaping a stiff penalty on the
accused.
The institute may decide to revoke access to the institute’s computing and telecom
equipment and facilities may be revoked for violating the security of the system,
modifying or exposing private information such as file or mail contents of other
users without their consent, modifying or destroying Institute data, or using the
networks in a manner contrary to the established guidelines.
The institute advises the user of responsible usage of the information available and
prevents the user from any accidental exposure and/or through the malice of
others who have broken into a system or are misusing their access privileges.
8.1.2 Storage usage
IMT-Dubai provides limited disk-based storage space for individual faculty, staff,
and students, for course-related materials, and for departmental materials.
Faculty/Staff & students are responsible for backing up their own data residing on
their PC's.
The policy expects its users to be responsible for bringing into the knowledge of
its authorities about any activity which may be in violation of a responsible
conduct. The institute will not tolerate any activities such as producing, viewing,
storing, replicating, or transmitting harassing, obscene, or offensive materials.
This includes, but is not limited to, material from the Internet, screen savers, etc.
In addition, printed copies of such material including those from magazines are
not permitted to be distributed.
All the users have the responsibility to use computing and network resources in an
ethical and legal manner.
8.1.3 Individual Responsibilities
Computing resources are intended for the pursuit of academic objectives only. No
usage for commercial purpose is allowed.
1. Users have been given a unique User account and they will be responsible for
its proper use.
2. The account holder will be responsible for any misuse of computing services
from their own account.
3. The users must protect their pass words and should not leave their account
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accessible to others in any circumstances. Similarly the users must not attempt
at accessing others’ accounts.
4. Users must respect the copyright status of the institute’s software. All the
software in the institute premises is copyrighted.
5. The IT security policy of the institute is very strict. The policy advises the IT
users not to attempt to circumvent or subvert any system security measures in
anyway to infiltrate the system, or use IMT-Dubai information technology
resources to attempt to infiltrate other systems. Any attempt towards
intercepting or decoding passwords or similar access of controlled information
in any manner will be seen as a serious violation of the policy and necessary
action will be taken as deemed fit.
6. Users must not attempt to modify system facilities, interfere with other users or
system operations or circumvent the limits and permissions associated with
their accounts
7. Users must be preventive of interfering with other users’ work or data.
8. Additional software from outside sources should not be either put on the
computer or server without permission.
9. Users must not access, copy, or remove programs or data that do not belong to
them without explicit permission from the owner. Lack of file protection does
not give the right to do these things.
10. Users are strictly prohibited from sending obscene, vulgar or unacceptable E
mails or by other forms of e communication.
8.1.4 Computer Equipment Replacement and Upgrade Policy
a) Replacement / Upgrade
It is IMT-Dubai’s policy is to provide with the latest technology in the campus.
Guidelines and procedures are in place to maintain a replacement cycle of IT
equipment & Software within the useful and expected lifetime of the equipment,
thus preventing a proliferation of aging, obsolete, out-of-warranty, unsupported,
and incompatible systems.
b) Cycle of Replacement/Upgrade
It is IMT-Dubai’s policy to cycle replaced computers through the major
classifications of technology users. PCs that have been replaced and are no
longer appropriate for one classification of technology users should be used to
upgrade and replace a PC with older technology within the institute. In this
manner, the PC with the oldest technology in the network is phased out and the
Institute can continue to benefit from their investment in equipment.
c) Replacement / Upgrade Ratio
Desktop computers, by their nature are relatively inexpensive IT equipment that
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have a limited life compared to other office equipment. The rule of thumb for
obsolescence of IT Equipments & Software is 3-4 years. However, changing
business practices, new technology, and new software applications can impose
increased demands on computing power that can force a more frequent
replacement cycle for employees affected by the changing business practices
or those using the new technology or software.
d) Replacement / Upgrade Schedule
The following is a general guideline for replacing PCs. Departments should
consult with Head of Departments for assistance in determining their specific
replacement needs. Replacement schedules vary according to the four major
classifications of technology users:
Leading Edge Technology Users
Maintain no more than two generations of technology. Consider replacing PCs
every second year, depending on applications in use.
Power Users
Maintain no more than two generations of technology. Consider replacing PCs
every three years
Mainstream Technology Users
Maintain no more than two generations of technology. Consider replacing PCs
every three or four years.
Conservative Technology Users
Maintain no more than two generations of technology. Consider replacing PCs
every three or four years.
e) Replacement Process
Once a computer is requested, Head of Departments will:
1. Determine the classification level of the requestor
2. Determine if there is a higher classification person that his/her computer
needs should be updated. If there is one, the higher classification person
will get the new computer, and his/her computer will be handed down to the
lower classification user. This is called a “Trickle Down” system and it
ensures the staff is always using the latest equipment and technology that
is appropriate to their work.
3. Determine the specifications for the new computer.
Upon arrival of the computers, an e-mail notification will be sent to the
recipients informing them of the arrival and the date/time of the installation.
Recipients must copy/move any data files and folders that they would like to
be transferred over to their new computer to their “Network folder”. This
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includes Outlook files and bookmark and favorite files for Netscape and
Internet Explorer.
Users should not attempt to copy/move the entire contents of their C: drive
and/or delete any files. Individuals who need help with this operation should
contact “IS”. An e-mail reminder will be sent to the recipients one day before
their installation date.
NOTE: Other IT Equipment’s needs will be reviewed by the IT team.
Performance and requirement of the network will be determined time to time
before suggesting the replacement of Hardware or Software.
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8.2 Health Policy
Policy in-charge CAO/Director
Responsible for
Implementation HR Department
Contacts HR Officer
In accordance with IMT-Dubai policy, all enrolled students MUST have health insurance.
Students have the option of purchasing their own health policy or taking the one
provided by the IMT-Dubai.
Health Procedures
The following steps will be followed in cases of any IMT-Dubai emergency:
During Business Hours:
If an accident occurs on IMT-Dubai, the Head, Office of Students Services will be called
in to handle the situation. In case the Student Services Manager is not on IMT-Dubai, the
Program Chairperson will assume responsibility. There is 24 hour ambulance service at
Academic City which is available to call. Transportation will be provided to the nearest
hospital.
Student Residences:
In the event that a student falls ill after hours in the residences, a staff member who
resides in the residences will be on call. The telephone number and emergency contact
number will be posted in all residences. The Staff member will be responsible for
ensuring that the student is conveyed to the nearest hospital for treatment.
In any after-hours situation, the Office of Students Services will be notified of the
situation, and will report it in writing to the Director or his designee as soon as possible.
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8.3 Safety Policy
Policy in-charge CAO/Director
Responsible for
Implementation Facilities Department
Contacts Facilities Manager
8.3.1 Introduction
The Institute of Management Technology-Dubai is committed to providing an
environment that is reasonably free from recognized safety hazards and complies
with applicable laws of the UAE and those of Academic City, concerning
hazardous chemicals fire prevention, occupational health and safety, handicapped
accessibility, and the environment. To effectively meet the goal of reducing
accidents and illnesses The Facilities Manager is in charge of monitoring safety
throughout IMT-Dubai, while managing the safety plan and reviewing it annually to
meet appropriate needs. The purpose of the plan is to provide guidance and
direction for the environmental health and safety program at IMT-Dubai.
8.3.2 Safety Policy
Protecting the health and safety of employees, students, visitors, and the
environment is of primary concern and IMT-Dubai takes an active role in identifying
hazards before injuries and illnesses occur. An effective safety program benefits
the IMT-Dubai community by reducing illnesses and injuries, preventing property
damage, and preserving the environment. IMT-Dubai will make every reasonable
effort to promote, create, and maintain a safe and healthful environment through
adherence to basic safety principles, sound management practices, and
compliance with applicable federal, state, and local standards. We are getting the
immunization certificates from all the students and staff enrolled in IMT-Dubai. The
Safety Plan outlines the basic responsibilities for occupational and environmental
health and safety concerns at IMT-Dubai, stresses efforts to reduce accidents,
confirms compliance with applicable health and safety regulations, and
emphasizes IMT-Dubai 's commitment to a safe and healthful operation.
8.3.3 Organization
Part of the mission of Facilities Department is to provide a safe environment for the
students, faculty, staff, and visitors to IMT-Dubai. The Facilities Manager
coordinates all safety functions at IMT-Dubai. These objectives are achieved
through inspections, environmental surveillance, training, hazardous chemical
management, and plans review. Efforts are channeled into several specialty areas
including: fire protection, occupational health and safety, asbestos management,
environmental health, emergency planning, and risk management.
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In accordance with Academic City regulations, the Facilities Manager conducts on-
site inspections, recommends methods to correct hazardous conditions, develops
regulations, provides training to employees and students, investigates accidents,
occupational illnesses, maintains records, and monitors and evaluates program
performance. The purpose of the program is to improve the safety and health of
the work environment by reducing hazardous conditions that can cause
occupational illnesses and injuries.
8.3.4 IMT-Dubai Security Agency
IMT-Dubai security plays a crucial role in protecting life and property at IMT-Dubai.
Because of its concern for the safety of all its employees and students, IMT-Dubai
has hired a security agency that provides 24 hour security both in the Institution
and residences. This agency is registered with Dubai Municipality and Dubai
Police. In addition to being the first responder to any emergency, they establish
and maintain crowd control, scene security and law and order in the event of an
emergency. IMT-Dubai security initiates mutual aid agreements with law
enforcement agencies and other emergency service support providers. In order to
have an effective health and safety program, staff (employee) participation and
cooperation is essential. Dubai Holding provides security for all Academic city
common and external areas.
8.3.5 Inspections
To ensure that IMT-Dubai's policy for a safe and healthy environment is carried
out, the Facilities Manager conducts periodic inspections of all IMT-Dubai facilities.
The goal is to reduce accidents and injuries by eliminating safety and health
hazards and eliminate unsafe practices among employees by conducting annual
inspections of all IMT-Dubai facilities. Inspections also ensure compliance with
UAE, Dubai and Academic City codes.
8.3.6 Fire Safety Plan
The Fire Safety Plan provides instructions for identifying, monitoring and
addressing fire safety issues at IMT-Dubai and is in accordance with the policies
and procedures of Academic City.
8.3.7 Fire Suppression Equipment
IMT-Dubai maintains various fire suppression systems to include: fire
extinguishers, standpipes and fire hose reel water pumps strategically placed
throughout IMT-Dubai. The Academic City and the Facilities Manager maintain an
inventory of all fire extinguishers on IMT-Dubai. We have annual contract signed
with registered fire equipments maintenance provider. While readily available, no
one is encouraged to use a fire extinguisher unless they have received training in
its use. Under no circumstances is anyone to endanger themselves or others in an
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attempt to extinguish a fire.
8.3.8 Drills
Fire Drills will be carried out at the beginning of each semester under the guidance
of the Facilities Manager and in accordance with the policies of TECOM. We have
assembly points marked in the Institute for the fire drills.
8.3.9 Reports
Deficiencies concerning unsafe conditions are reported to appropriate supervisors
in the inspected building and when appropriate to Facilities Manager. If the
Facilities Manager discovers a condition considered unsafe, it will be reported to
Academic City for immediate correction.
8.3.10 Emergency Notifications
Emergency notification lists are located with the Facilities Manager and the
Administration Office. Additionally, after-hours contact phone numbers for specific
personnel, as well as local Dubai national agencies, are separately distributed to
those individuals with a need to know. The list of numbers for TECOM is listed in
Appendix B.
8.3.11 Student Safety
IMT-Dubai’s safety program is extended to cover students as much as possible.
Work areas occupied by students must comply with applicable Academic City and
UAE regulations. All department heads are responsible for assuring that adequate
safety equipment and personal protective equipment is designated and available
for use in these areas. Faculty members are responsible for the safety of their
students while in class.
In event of an accident, Faculty will contact security immediately. In event of fire,
Faculty will ensure quick and orderly evacuation is done according to TECOM
rules.
8.3.12 Awareness Programs
Health and safety awareness programs will be developed for a regularly scheduled
for students at IMT-Dubai. The purpose of these programs is to promote a safer
and healthier IMT-Dubai environment by helping students become aware of their
behavior. The Student Services Office periodically will present programs dealing
with alcohol and substance abuse, CPR, stress management, and other health
and safety issues.
8.3.13 Individual Responsibilities
Facilities Manager
The Facilities Manager provides the faculty, staff, students, and visitors with an
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environment that is free from physical harm by identifying and correcting possible
hazards related to the daily operation of the IMT-Dubai. The Facilities Manager
develops, implements, and maintains IMT-Dubai safety regulations to ensure
compliance with applicable UAE, Dubai and TECOM requirements. Reporting to
the Director, the Facilities Manager is responsible for managing the IMT-Dubai
safety programs, including environmental hazards, asbestos, emergency
response, fire safety, hazardous waste, general safety, and safety training. The
Facilities Manager coordinates directly with external agencies and all IMT-Dubai
personnel.
TECOM
IDAMA is the Facilities Management provider appointed by TECOM to monitor all
activities of safety within Academic City. IDAMA provides 24/7 coverage within
Academic city for all external and common areas.
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8.4 Facilities and Equipment Management Policy
Policy in-charge CAO/Director
Responsible for
Implementation Facilities Department
Contacts Facilities Manager
8.4.1 Facilities (see Facilities Master Plan also)
The use of sites assigned to IMT-Dubai shall be under the direction of the Director,
in collaboration with the Facilities Manager. The following regulations on use of
facilities shall be applied to all sites assigned to IMT-Dubai. All sites assigned to
IMT-Dubai shall be subject to such regulations except when assignments or
waivers -provided for in such regulations -are made by the Facilities Manager with
approval by the Director and in accordance with TECOM rules.
8.4.2 General Regulations:
Written Permission of the Facilities Manager and/or Director:
IMT-Dubai buildings are intended for use by students, faculty and staff in support
of IMT-Dubai’s mission. The buildings may not be used by individuals, groups or
organizations not connected with IMT-Dubai except by written permission of the
Director and/or Facilities Manager, and then only in accordance with TECOM’s
rules and regulations for Academic City.
Requirements:
It is expected that proper care will be taken of the facility and that simple rules of
courtesy, decency and good manners will be observed at all times. Any failure to
abide by these requirements may cause the permission for the use of the facility to
be withdrawn at any time, or for future permission for use of IMT-Dubai facilities to
be denied.
The IMT-Dubai reserves the right to set reasonable time, place and manner
restrictions on all meetings, gatherings or get-togethers to assure that the most
beneficial use of the buildings and grounds of the IMT-Dubai are made and that
there is no interference with the right of students to obtain an education.
The use of IMT-Dubai facilities should not imply an endorsement of any individual,
group or organization and the name of the IMT-Dubai shall not be identified in any
way with the aims, policies, programs, products, or opinions of any individual,
groups or organizations which may meet in IMT-Dubai buildings or on IMT-Dubai
grounds in accordance with these regulations.
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The possession of and discharge of firearms, weapons and explosives on IMT-
Dubai property including IMT-Dubai labs and off IMT-Dubai facilities, if any is
prohibited except in regularly approved programs or by IMT-Dubai agents or
employees in the line of duty and in accordance with the laws of the UAE.
No IMT-Dubai building, or part thereof, or grounds may be occupied as living
rooms or bedroom except those duly set aside and operated for such purposes.
8.4.3 Use of Classrooms, Computer Laboratories and Office Space:
Assignment of space in IMT-Dubai buildings for continuing use by departments or
other units for use as research laboratories, offices or for other specific purposes
will be made by the Director.
Assignment of classrooms and Computer laboratories for scheduled classes and
examinations will be made on a semester-by-semester basis by the Program
office.
Members of the IMT-Dubai faculty, staff or students who are assigned office space
in a building on IMT-Dubai, and who have been authorized to have a key to the
main door of the building, shall be authorized to use such assigned office space
whenever their work may require such use.
Faculty may schedule facilities for rooms; equipments etc. upon approval of their
request on the exact requirement by the Director of IMT-Dubai.
Students can request for facilities through the Office of Student Services by
substantiating their request. The request has to be forwarded to the Director of
IMT-Dubai, who will allocate the facilities.
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SECTION 9: FISCAL RESOURCES
9.1 Audit Policy
Policy in-charge CAO/Director
Responsible for
Implementation Accounts Department
Contacts Accounts Executive
IMT-Dubai has appointed both Internal and External auditors.
The auditors have full access to all books of accounts, vouchers, supporting
documents and relevant records.
Internal audit is conducted by a professional and independent audit firm. Internal
Audit takes place twice a year. The results of the Internal Audit are communicated
to the Director IMT-Dubai for review and proper action. The internal audit covers all
accounting procedures, financial matters and ensures full compliance with set
procedures.
External audit is performed once a year by an independent firm of auditors. The
findings are communicated to the Management committee. External Audit can
assure particularly the fairness of books of accounts and recording of transactions
and compliance of all applicable laws and regulations.
Upon request, a copy of the audited financial statements will be provided to the
Commission of Academic Accreditation, Ministry of Higher Education and Scientific
Research.
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9.2 Financial Policies
Policy in-charge CAO/Director
Responsible for
Implementation Accounts Department
Contacts Accounts Executive
a) Accounting
Following is the organizational structure for the Accounts Department of the
Institute of Management Technology, Dubai, UAE:
1 Administration Manager will be the head of the department and report to
the Director IMT-Dubai and the Board of Directors. (see Job Descriptions)
2 Executive Accountant
3 Assistant Accountant
b) Fiscal Year
The IMT-Dubai fiscal year runs from April 1 through March 31 of each year
c) Financial
i) Monthly Accounts
Books of accounts are updated for every transaction on timely basis.
Monthly statements for management accounts are prepared and submitted
to the Director for the financial position.
On receipt of monthly bank statements for the previous month from the
bank, a bank reconciliation statement is prepared. Accounts are updated
monthly and financials and management reports are prepared and
submitted to the Director
ii) Annual Accounts
Annual financial statements are prepared after the year end within 4 weeks
time. All year end procedures for physical counting, reconciliation,
confirmation of balances, adjustments of accrued transactions are recorded
duly supported with the estimates and computations. These annual
financials are submitted to the Board of Directors for review and after
approval, the auditors should be asked to send their representative for
annual audit.
d) Budgeting
The annual budget is set by the end of March of each fiscal year. The
process involves:
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Starting at the beginning of May, each department, after analyzing their
goals and objectives, reviews the present annual budget to verify whether it
was viable enough as far as achieving their set goals was concerned.
Thereafter, they set the goals and objectives they wish to achieve in the
upcoming fiscal year. Accordingly, they decide upon their projected budget
in accordance with the goals and objectives already set by them.
All Departments should submit their respective drafts for the annual budget,
incorporating the list of requirements along with the tentative cost involved,
to the Finance Department for its compilation by February 15.
By the end of February, all departmental budgets should be finalized to be
incorporated after discussions with department heads.
The Final Consolidated Budget is presented for approval of the Director by
March
The Draft budget for approval from the Board of Directors is presented at
least 1 week before the Board meeting to the Board Secretary for printing
and distribution among Board members.
The Budget is reviewed and, if acceptable, approved in the Board meeting.
Any Amendments to the approved budget should be incorporated after
approval by the Board. The approved Budget Copy and time to time
amendments will be kept separately in a file for future reference.
e) Capital Expenditures
Capital expenditure is the purchase of furniture, equipment, vehicles etc., with
an estimated useful life of more than one year. Any purchase of equipment,
etc., with a price under having a useful life of less than a year would be
considered as consumable. Capital expenditures will be recorded directly in the
Fixed Assets. Consumables will be charged against Current Fund operating
budgets. Major Capital Expenditures in excess of the budgeted amounts will be
permitted only with the approval of the Board of Directors or their designee.
f) Depreciation Policy:
Assets capitalized would be depreciated over its useful life based on the useful
life to be estimated by the management.
g) Physical Verification
Periodic verification for counting and quality of assets is to be done for the
entire institute. Lists of Item names should be printed from the Fixed Assets
register and individuals selected from different departments for the physical
count and quality check. The Facilities Manager and a member from
Administration should be part of the team. On completion of physical counting
a comparison is prepared and variations should be supported with justified
reasons by custodians. The writing off of damaged assets should be reported
to the Director for approval and recorded in the books and Fixed Assets
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register.
h) Surplus Assets
Tangible assets belonging to the IMT-Dubai which are no longer needed are
Surplus Assets. The Administration Manager, with the Board of Directors
approval, has the primary responsibility for disposing of surplus property.
All proceeds from the sale of surplus property are recorded in the general
accounts, regardless of what budget was charged with the purchase of the
asset.
i) Revenues
A list of prospective and continuing students to be registered is communicated
to the Accounts Office from admissions. The revenue to be collected is then
posted to the Accounting system.
It is IMT-Dubai 's policy that fees for each academic term are to be paid in full
prior to the beginning of classes of each academic term or in four installments
for the duration of the two year program.
j) Collections/Cash Management
Students may pay by cash or by current dated check in person in the Accounts
Office or through wire transfer.
Newly Admitted Students must pay the tuition and other fees before the
commencement of the Program as below:
Tuition fees
25%
Hostel
25%
Books
50%
Health insurance
50%
Visa charges
50%
Refundable deposits (a) Hostel 100%
(b) Library 100%
For payment by cash, wire transfer and check, the Accounts Office will record
the transaction in the student's account and issue them a receipt. Cash and
current dated checks will be deposited in the bank account on the last working
day of the week. All cash receipts are recorded in a manual register which is
reconciled and verified by the account assistant and a daily cash closing
summary is submitted to the Administration Manager.
All cash transactions are updated and posted on a daily basis in the accounting
software by the accountant. PDC received will be posted in a separate ledger,
on realization date the reversal entries will be passed as contra entries.
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Mode of Payments
Check made out in favor of Institute of Management Technology FZ LLC
Wire Transfers for Bank details as follows:
Account Name Institute of Management Technology FZ LLC
Bank Name EmiratesNBD Bank, Mankhool Branch, Dubai,
U.A.E.
AED Account
No
1011409872502
IBAN No AE70 0260 0010 1140 9872 502
USD Account
No
1021409872501
IBAN NO AE35 0260 0010 2140 9872 501
SWIFT Code EBILAEAD
k) Scholarships and Tuition Reductions
IMT-Dubai provides academic excellence scholarships based on previous
qualifying exams and any relevant competitive tests. These are applicable only
to the undergraduate & graduate programs (BSBA & MBA only).
For EMBA, there are no scholarships, financial aid or tuition reductions.
l) Refund Policy
Refund of Tuition Fee
Withdrawal before the commencement of the Program:
1. A fee of AED 4000 will be deducted from the Confirmation Fee.
2. Any costs incurred for Visa / books which has been paid by the student
will not be refunded.
Withdrawal within 1st Week of the commencement of the Program:
1. 30% of the 1st Semester Tuition and Residence Fee will be forfeited
2. Visa charges will be forfeited
3. Study Material Charges will be forfeited
4. Health Insurance Charges will be forfeited
5. Any additional cost incurred by the Institute will be charged
Withdrawal within 2nd Week of the commencement of the Program:
1. 50% of the 1st Semester Tuition and Residence Fee will be forfeited
2. Visa charges will be forfeited
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3. Study Material Charges will be forfeited
4. Health Insurance Charges will be forfeited
5. Any additional cost incurred by the Institute will be charged
Withdrawal after 2nd Week of the commencement of the Program:
1. After 2nd Week of the commencement of the Program, there will be no
refund and 100% Fee amount paid towards 1st Semester will be
forfeited.
Please note that the above Fee Refund policy is applicable irrespective of
whether the student attended classes or not after the commencement of the
Program.
Refund of Residence Fee
1. If the student withdraws prior to commencement of the program, 80% of the
1st Semester Residence fees will be refunded.
2. If the student withdraws within the 1st week of commencement of the
program, 50% of the 1st Semester Residence fees will be refunded.
3. If the student withdraws after 1st week of the commencement of the
Program, he/she will not be eligible for any refund on the Residence fees.
Refund of Visa, Medical & Study Material charges
1. If the student withdraws 1 month prior to commencement of the program,
full fee will be refunded for Visa charges, Medical Charges and Study
Material charges.
2. If the student withdraws later than 1 month prior to commencement of the
program, he / she will not be eligible for any refund on Visa charges,
Medical Charges and Study Material charges.
Please note these dates and eligibility criteria are irrespective of the fact
whether the student attended classes or did not attend classes after the
commencement of the Program.
m) Bank Reconciliations
1. Daily reconciliation statements are prepared by accounts executive and
checked by the Administration Manager for reconciling the balance as per
books with bank statement balance.
2. A separate file is used to maintain the bank statements and bank
reconciliation statements.
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9.3 Procurement and Inventory Control Policy
Policy in-charge CAO/Director
Responsible for
Implementation Accounts Department
Contacts Accounts Executive
a) Purchase Requisition (PR)
The Administration dept. oversees the Business Services and coordinates
purchasing within the rules and regulations.
For every item required to be purchased, a Purchase Requisition (PR) must be
prepared by the concerned user department and sanctioned by the authorized
person as defined below. The duly sanctioned original copy of the PR should be
sent to the Administration department for Purchase action, and a copy retained in
the user department for record.
The Purchasing Department shall be responsible for purchase of all services,
materials, supplies, and equipment for IMT-Dubai purposes. The department will
initiate the process of getting a minimum of three quotations from vendors before
placing an order.
Purchase procedures shall be based upon the objective of securing services,
materials, supplies and equipment from a responsible and responsive vendor
offering the lowest cost. If the item is available in the stock the same would be
delivered immediately. At the time of delivery of the item an entry is made in the
stock register in order to monitor the level of stocks. The re-order levels should be
determined based on the level of stocks. The stock register shall be updated with
the physical inventory on a fortnightly basis.
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b) Purchase of Capital Items
1. Items having a life of over five years, and which need to be capitalized in the
institute’s Accounts Books and recorded as assets, are categorized as Capital
items. These would include Information technology products like Computer
Hardware and Peripherals, etc.; Vehicles; furniture and office equipment
exceeding Dhs 1000/-in value of each item.
2. Capital Items Purchase Sanction Form must be filled in addition to the PR by
the user/originating department, for all Capital items exceeding value of Dhs
1000/-, and prior approval for purchase be taken.
3. The duly sanctioned original copy of the Capital Items Purchase Sanction Form
should be sent to the Administration department along with the PR for
Purchase action, a copy sent to Accounts department, and a copy retained in
the user department.
c) Purchase Order (PO)
Purchase Order is required to be issued for all items exceeding individual rate
of Dhs 1000/- and/or value of the Purchase exceeding Dhs 1000/-. The PO
would be prepared in four copies – Original for the Supplier, 1st
copy for the
Accounts department, 2nd
copy for the Stores/Receiving section, 3rd
copy for
the Administration department. The serial number issued/control has to be
maintained in a PO Register in the Administration department.
d) Procurement Procedure
IMT-Dubai shall follow the following guidelines for the Procurement procedure:
i) On the basis of the approved PR, the Administration Department should take at
least three quotations from the potential suppliers, evaluate the individual
offers, prepare a comparative chart of the offers received, and put up their
recommendation for approval of the Head of Administration department, and
only after the approval, the Purchase Order should be released to the supplier.
ii) However, for an individual item with the Purchase rate up to Dhs 1000/ and the
Purchase value not exceeding Dhs 1000/-, the Administration Department
would arrange to procure the item(s) from the market, and the Cash
Memo/Invoice should be authorized for reimbursement/payment to supplier by
the Head of Administration Department.
iii) The Administration Department must seek help of any other specialist
person/dept. when the nature of item(s) to be purchased is technical (e.g.
Computer Hardware), the application/use is very critical for maintaining
operations, or the value of the item(s) is over Dhs 5000/.
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e) Limits Of Authorization
Data Director Administration
Manager
1 Books >1000 <1000
2 IT related items >1000 <1000
3 Procurements of
revenue nature
All budgeted
purchases
f) Issuance Of Purchase Order
In writing specifications and awarding a contract for a bid or proposal, the IMT-
Dubai may also take into consideration other relevant factors, including but not
limited to the skill, facilities, capacity, cost of and compatibility with existing
systems and operations, when major changes of practice would be required,
experience, ability, responsibility, previous work, the financial standing of the
bidder; the quality, efficiency, and construction of the equipment proposed to be
furnished; the period of time within which the equipment is to furnished and
delivered; and the necessity of prompt delivery of the items herein described and
warranties.
g) Receipt Of Goods And Services
After receiving goods, the goods are verified against the purchase order and
delivery order. Goods Received Note (GRN) is prepared and the entry is made to
the stock register by giving the reference of GRN number.
h) Documents For Processing Of Payment
The concerned department or the person receiving the goods / services and
issuing the Inventory receiving or task completion note should submit the said
document with deliver note and invoice from the vendor / service provider to the
reception desk and record in the IBR – Invoice Books of Register. The IBR is
forwarded to the Administration department for verification and further forwarded to
the Accounts department for payment.
i) Cash Payments
No payment can be made without prior approval of the Administration Manager.
Cash advances can only be given with the approval of the Administration Manager.
Documents must be submitted to justify the advance.
All payments for any expense are made after authorization of the Finance and
administration Manager. Verification of supporting documents should be performed
for financial statement assertions and then the signature from the receiver is taken
on a payment voucher as evidence of payment.
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Daily Cash payment vouchers are reconciled by the Administration Manager in
accounting software.
j) Bank Payments
On receipt of invoices from the parties against purchase / expenses, a journal
voucher to record the expenses and liability is posted after checking budget limits
and the following documents:
Original Invoice (amount to be matched with LPO, calculation of values to be
checked) Purchase order
Payment date to be matched with payment policies.
List of inventory / Task Completion report for satisfactory delivery / completion
should be accompanied
Allocation of expense to relevant head of account
Budgeted amount
Variance (if any) is documented and justified
The bank payment voucher is prepared by the accountant and checked by the
Administration Manager and then forwarded to the Director for approval.
k) Responsibilities
The Facilities Manager is responsible for monitoring and managing the
administrative coordination for material receiving as set forth below.
The Facilities Department is to service the IMT-Dubai community as a whole by
ensuring material acquisitions, retained records, and stock inventory are controlled
and effectively managed.
Maintaining written policies and procedures as deemed necessary to
supplement this policy, for safeguarding and controlling all equipment in their
possession, and complying with this administrative policy,
Assigning and training equipment liaisons/custodians for taking inventories,
Proactively ensuring that all the equipment in their custody is adequately
safeguarded and controlled, and
Promptly reporting status changes to the Administration Department.
Discrepancies (unexplained losses, possible thefts, etc.) must be reported
immediately to the Administration Office.
Assigned equipment liaisons/custodians should be classified staff or faculty
whose regular duties consist in whole or in part of managing the unit’s
equipment and acting as the point of contact for equipment. This includes
being the unit’s primary point of contact with the Facilities Department.
Stolen, or destroyed equipment.
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All amendments and additions to this Administrative Policy are to be reviewed and
approved by the Director, Administration Manager.
The Administration Manager has the responsibility of checking the IMT-Dubai
stock inventory before going ahead with the purchase.
l) Inventory Control
The policies provided herein apply to all IMT-Dubai faculty and staff during material
acquisitions.
Readily available inventory stocks eliminate the need for departments to maintain
large quantities of office supplies. Items should be purchased commercially only
when the standard stock items are either unavailable or do not satisfy the
requirement. Suggestions to add items to inventory are encouraged and should be
directed to the Purchasing Department. Every effort has to be made to ensure that
agencies used by the IMT-Dubai obtain high quality goods and services at a
reasonable cost; that competition is sought to the maximum extent possible; that
all qualified vendors have access to public business; and that procurement
procedures be conducted in a fair and impartial manner.
Purchasing activity will be conducted in a professional, efficient, expeditious and
compliant manner.
m) Periodic Inventories
Initial inventory is done by the Facilities Department, upon receiving goods or
equipment. All capital assets including equipment and furniture are given a code
number indicating its classification, serial number and date of purchase, and the
designated department or unit it will be located at. Data of initial inventory will be
added to the IMT-Dubai inventory database on the day of its acquisition by the
Facilities Department.
Physical inventories of IMT-Dubai controlled, centrally recorded equipment are
normally performed in the summer of each year. The inventory is performed by the
Facilities Department and with any department that has responsibility for
equipment providing assistance relative to access, location, etc.
The Facilities Department will carry out inventory and damage control of all
equipment and assets in both the Institution and residence facilities.
The final results of the inventory are communicated to the Director and
Administration Manager.
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Departments are responsible for safeguarding all equipment in their possession
and for promptly (within 15 days) advising the Facilities Department of all changes
in the status of centrally recorded equipment. Changes are to be reported to the
Facilities Manager via email. In addition, certain status changes (unexplained loss,
theft, damage, destruction, etc.) must also be reported to the Facilities Department
as soon as discovered. Departments may request listings of the equipment
assigned to them at any time.
Departmental/office budgets for the subsequent fiscal year will be reduced by the
book value of each piece of equipment that is not found during the process of
inventorying if the book value is AED 1,000 or more. Book value is the original cost
or other applicable value at the time of acquisition, less accumulated depreciation
at the time of the inventory.
Depreciable are based on the schedule used by IMT-Dubai for its Indirect Cost
Proposal. Items of equipment remain on departmental accounts or to the assigned
person until such time as they are properly reported to the Facilities Department as
lost, stolen, etc. or until departmental budgets are charged as explained above.
Thefts, destruction, etc. must be reported in a timely fashion to avoid a budget
reduction.
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9.4 Risk Management Policies
Policy in-charge Director
Responsible for
Implementation CAO/Dean
Contacts Dean
Introduction
IMT-Dubai engages a risk management firm which conducts a risk analysis of all
units of the institute every 6 months. The risk auditor reports to the Director and
CAO as to the risks that has been identified and Management response is
requested. The finalized internal audit report is presented to the Board which
directs measures that should be undertaken to mitigate the risk.
Following is the type of risks involved in the activity of the institution:
Operational risks
Financial risks
Natural Calamities.
The Director of IMT-Dubai is accountable for ensuring that the risk management
policy is established, implemented and maintained in accordance with this policy.
The Managers of the various departments must report on the potential risks within
their departments so that a directive can be issued to alleviate any of the potential
hazards. The Director is directly responsible to give a full disclosed report to the
Board of Directors.
9.4.1 Operational Risks
The types of Operational risks involved are the break down in the internal controls
and corporate governance. Other operational risks include major failure of
information technology systems or events such as fires or other natural disasters
as well as decreased enrollment that could cut the revenues needed to carry on
the daily operations of the institute.
The operational risks caused by any of the above mentioned factors could result in
financial loss to the institution. The probability of operational risk is assumed to be
moderate.
The financial loss in case of such type of event would be negligible. However the
loss of information and data could be of substantial damaging to the organization.
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MEASURES TO MITIGATE THE OPERATIONAL RISKS
1. All the computers are password protected. As a policy the employees shall be
advised to change the password at frequent intervals.
2. The entry to the server room is denied to persons other than authorized
persons. The person in charge of server room shall ensure that unauthorized
access to the server room is restricted. The System Administrator is
responsible to ensure 1 and 2 are carried out.
3. As a system the backup will be taken for all the data and would be stored at a
secured place in lock and key, i.e. bank vault at company’s bank. All
department Managers are responsible to back up all relevant information
quarterly and submit the information to be filed at the company’s bank
4. Electronic security controls on entry and exist are installed to the server room.
The System Administrator is responsible to ensure all is working order.
5. The institution has engaged internal auditors to monitor the operational risks.
Internal controls are seen as the major tool for controlling and managing the
operational risk: The Director of IMT-Dubai is given a full report and must
submit this to the Board of Directors.
As far as other risks factors are concerned like Fire, natural disaster appropriate
insurance coverage will be taken. A copy of this insurance is found in the Office of
Administration and is the responsibility of the Administration Manager. Break down
of internal control is assumed to be negligible. The assumption is drawn based on
the fact that there is a proper designed system of internal control and internal audit
in place in order to take care and flag mark any potential risks that the organization
would be facing in future.
The internal auditing will be an independent process. A draft of the audit program
is prepared by the internal auditor and is discussed with the Director and then the
Board of Directors. Monitoring and reporting the statutory compliances is also the
responsibility of the internal auditor.
Appropriate insurance cover is taken to protect and safe guard the assets. The
organization shall ensure that all its assets are adequately insured so that the
insured value fully covers the replace the lost/destroyed asset. The immovable
property shall also be insured against natural disasters like earthquake etc.
Under the risk management plan all the employees and the third parties working or
visiting the premises are provided with the insurance cover. These policies are
located in the Office of Administration. During the Board of Directors meeting the
insurance is discussed and a report is prepared by the administrative officer on the
adequacy and total coverage of all assets of the organization.
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The program devised by the institution to facilitate a proper internal control
includes:
1. There are comprehensive policies and procedures which are approved by the
Board of Directors
2. There are appropriate procedures and processes to implement the policies
3. There is a comprehensive code of conduct for staff and the code is periodically
reviewed.
4. The responsibilities and levels of authority required in relation to various types
of activities and exposures are clearly defined.
5. There is a proper and adequate segregation of duties
6. The auditors of the institute possess the necessary experience and expertise to
audit the institutions activities.
7. Audit reports are timely distributed to senior management.
8. There are adequate procedures for Recording, monitoring and reporting the
complaints received from the students.
9. There are adequate screening processes in place for recruiting. Staffs recruited
are with the necessary experience and professional capabilities.
10. Staff training programs are organized to provide adequate training to possess
the necessary experience and expertise.
11. There are instituted policies and adequate controls to ensure that all the
transactions documented are properly executed, confirmed and maintained.
12. There are adequate controls over the accounting and record keeping process.
Daily bank reconciliation, weekly cash counts and monthly balancing of books
of account are some of the control aspects exercised by the management.
13. Adequate management information system is in place like monthly income and
expenditure account and Balance Sheet for effective management and control
of all aspects of operations. Activities of Internal auditor are also seen as an
important element of operational risk management.
9.4.2 Financial Risks:
Mentioned below are the four aspects of financial risk management which will be
looked after by the Institute:
1. a positive corporate culture
2. actively observed policies and procedure
3. effective use of technology
4. Independence of risk management professionals.
In order to take care of the above mentioned four aspects of financial risk the
management has outlined the following preventive measures namely:
The institute maintains adequate controls over its accounting and other record
keeping processes for both on and off balance sheet assets and liabilities. It
ensures that the Administration Manager is responsible for accounting and
record keeping functions are independent of each other. The transactions
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recorded in the financial books are all valid transactions and describe the
transactions in sufficient details to permit proper classification of transactions
for financial and regulatory reporting.
The organization has devised adequate management information systems
herewith for reference .The key elements such as timeliness, accuracy,
consistency; completeness and relevance shall be considered at the time of
signing of the MIS. The accurate MIS and its timeliness shall be essential to
the organization’s risk management process.
The organization ensures that there is adequate physical security for its place
of business and cash in transit. Access to sensitive areas like server room,
accounts department is granted strictly on need basis to minimize the risk of
unauthorized transactions, fraud or disruption of operations.
Fire proof safe deposit vaults are in place for the storage and safe custody of
assets such as cash and students documents.
9.4.3 Risk Management Plan:
The institute has taken adequate protection to safeguard against potential key
element of risk in the following area:
a) Personnel recruitment:
The institute has a procedure in place whereby the recruitment of personnel is
done after proper scrutiny and verification of information as furnished by the
prospective employee in their resume. The reference, details as provided in the
resume by the prospective employee, is called upon in order to verify the
conduct and the job history of the prospective employee. After a thorough
check and procedure the employee recruitment is done.
As a matter of having a diversity of personnel the situation vacant in the
institute is advertised on the local/international media. This gives an
opportunity to recruit personnel from a diversified background. However the
same verification procedures are carried out in case of international recruits
also.
b) Competition:
The programs offered by the institute are not comparable with the programs as
offered by its immediate competitor. In addition to that IMT-Dubai’s programs,
as offered by the institute, are seeking accreditation by the MOHESR, which
gives the institute an edge over the other institutes operating in the region.
In regard to its employee retention, again a strategy is in place to offer market
prevalent remuneration in order to keep the employees satisfied. Regular
training programs are conducted for employee development and at all times it
is ensured that a healthy work environment is offered to the employee to
promote the institute’s goodwill.
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c) Revenue generation:
Due to a well built up plan in place for adequately marketing its programs and
having the advantage of accredited programs being offered, there is no
concern with regards to revenue generation which may be caused due to
limited enrollments. If for any reason, revenue decreases, a report will
immediately be made to the Board of Directors and appropriate safe guards will
be taken. If at any time, the revenue decreases to the extent that an exigency
financial situation exits, the Board will act accordingly.
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SECTION 10: PUBLIC DISCLOSURE AND INTEGRITY
10.1 Conflict of Interest Policy
Policy in-charge Director
Responsible for
Implementation HR Department
Contacts HR Officer
10.1.1 Purpose
The purpose of this policy is to provide clear guidelines to assist faculty and staff members
to recognize and avoid conflicts of interest in their employment with IMT-Dubai.
10.1.2 Definitions
A conflict of interest occurs when:
The activities of an IMT-Dubai member outside their employment with the Institute
leads, or could lead, to material benefit for the member concerned, either directly
or indirectly , to the detriment, or potential detriment, of the Institute.
The activities of an IMT-Dubai member interfere, or could interfere, with that
member’s fulfillment of their employment obligations.
Any reference to a conflict is a reference to a real, perceived or potential conflict.
10.1.3 Conflict of Interest Guidelines at IMT-Dubai
i. It is the policy of IMT-Dubai that members of the Board of Trustees, faculty
members, staff, and members of their immediate families should not seek
pecuniary gain by virtue of their association with the college for business activities
that are outside the responsibilities of that association.
ii. Faculty and staff should avoid any personal interest that might conflict with the
interests of the Institute. They are expected to adhere to all UAE labor laws and to
all College policies and procedures.
iii. All institute members should not accept or solicit any gift, favor, service, or benefit
that they should reasonably know is offered with the intent to influence their
decisions or actions. Likewise, employees and faculty members may not solicit,
accept, or agree to accept any unauthorized gift, favor, service, or other benefit
from having exercised the powers and responsibilities of their official college
position.
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iv. Faculty and staff members should not accept other employment or engage in any
business or professional activity that would require or induce them to disclose
confidential information acquired through their official Institute position.
v. It is also expected from faculty and staff members that they do not conduct private
business using Institute equipment, systems, supplies, or facilities, nor should they
transport or use Institute equipment, systems, supplies, or facilities for personal
purposes. Employees may not conduct private business with the Institute. Private
business on the part of employees may not conflict with the duties, responsibilities,
or time commitment required by the employee’s position with the Institute.
vi. Institute faculty and staff members whose positions allow/require them to
participate in the selection process for textbooks, or any materials from which the
employees might personally gain shall completely withdraw from such processes
by not participating in any discussion or by not voting on any recommendation
related thereto.
vii. All applications for vacant positions in IMT-Dubai must be considered in
accordance with the principle that all the Institute appointments shall be made
solely on merit. Where a relative of a faculty/staff member applies for a position at
the Institute and that faculty/staff member has recruitment authority or could
influence the appointment, the staff member shall declare their interest and take no
further part in the recruitment process.
viii. As per relationships with external organizations, Staff who are in a position to
influence any decision relating to the supply of goods and services to the Institute
shall notify their Head of Department if they, directly or indirectly, hold any financial
or other interest in an external organization negotiating with the Institute for the
supply of goods or services. Similarly, staff shall not recommend to the Institute an
external organization as a potential supplier without disclosing any interest held.
ix. Staff shall not personally accept inducements or gifts from suppliers of goods and
services to IMT-Dubai if the offer is related to any contractual relationship between
the supplier and the Institute.
x. Staff shall not use confidential information relating to the Institute acquired during
their employment to help any potential supplier of goods and services to the
Institute achieve advantage over other potential suppliers.
xi. Faculty and staff members at IMT-Dubai understand that they are required not to
participate, directly or indirectly, in activities that relate to or consist of the sale or
exchange of complimentary textbooks, software, laboratory manuals, or other
educationally related items.
10.1.4 Requirements of disclosure
Where an IMT-Dubai member considers a conflict of interest may exist, they
should disclose this in writing to their Head of Department.
Where the Head of Department determines that a conflict of interest exists, or is
perceived to exist, the Head of Department will acknowledge the conflict of interest
and either
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a) authorize the staff member in writing to continue in their current duties; or
b) put in place additional processes to ensure the impartiality of the staff member
in performing their duties; or
c) re-organize the duties of the staff member to remove the conflict of interest;
d) report the matter to the College’s President for determination of appropriate
action.
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10.2 Intellectual Property Rights Policy
Policy in-charge Director
Responsible for
Implementation Director
Contacts Dean / Program Chairperson
The Institute has laid down the following policies:
i. Authors will be given full credit for their work, and will be entitled to retain
proprietary rights.
ii. Publishable work of its faculty, staff, and students will be available to all
interested scholars.
iii. In cases where the produced materials are result of specific assignments
by the Institute, the Institute will retain the right to determine the copyright
issues.
iv. The Institute owns the copyrights to all multimedia, all electronic and
computer based instructional materials produced and delivered by faculty
while employed at IMT-Dubai and retains the right to reproduce, update,
distribute, transmit and alter the course materials.
v. Affiliation should be mentioned for all intellectual work carried out by the
faculty.
Faculty members shall not include any content which constitutes libel, invasion of
privacy, infringement of copyright or literary rights or otherwise violate the legal
rights of any persons under UAE law.
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10.3 Teach-out Policy
Policy in-charge Director
Responsible for
Implementation Dean / Program Chairperson
Contacts Program Office
10.3.1 Purpose
This policy deals with the decision to transfer, dis-establish or discontinue an
academic unit or program. Prior to taking such a decision, a regular or ad hoc
review of the unit or program must be conducted by a program director,
department chair, dean, or a program review committee. Broad consultation,
including faculty and students who are affected by the proposed change, as well as
peer review from outside the Institute is essential.
In case any program is discontinued, IMT-Dubai shall make appropriate refunds to
such students or make suitable teach-out arrangements to the affected students.
The policy below will be followed in the event that IMT-Dubai can no longer
continue teaching its one or many of its programs.
10.3.2 Policy
IMT-Dubai will provide appropriate fee refund and the staff and administration will
make every effort to support to the current student body in finding a college or
institute to continue their education. Prior to beginning closing procedure the
students will be notified forthwith through an Institute wide announcement with
printed/posted materials. A message will be posted on the website indicating the
intention to close and the last day of classes.
For this purpose, the IMT-Dubai administration should prepare following student
data:
1. A listing of all students (current and past) with their date of birth.
- This information will be generated from the College’s database.
2. Student Records (current and past) to include an original transcript of
courses, hours, dates, and instructors names for the courses taught by
each instructor and completed by the student.
- This information will be generated from the Student Affairs files.
3. Proof of paid and unpaid tuition, refunds due and account balances.
- This information will be provided from the institution’s accounting
Department.
4. The methods and timelines to be used to ensure the students are refunded
any amounts due.
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10.4 Publications Policy
Policy in-charge CAO/Director
Responsible for
Implementation Marketing & Admissions Department
Contacts Head of Marketing & Admissions
IMT-Dubai has developed a publication policy that aims to preserve quality, provide
uniformity in publications, and assure a proper institutional image.
The policy requires that all publications and printed materials be processed by or through
the Marketing Department at IMT-Dubai. Publications covered by this policy include all
printed materials, electronic productions representing the Institute or any of its constituent
programs or departments.
Responsibilities of the Marketing Department
1. Responsible for designing, editing, and supervising production for all information and
/or promotional publications and for periodical and/or continuing publications from
academic and administrative units for internal and external distribution.
2. Responsible for maintaining and updating the content of the Institute’s website in close
collaboration with the IT Department.
3. Responsibility of reviewing each publication request with regard to:
Economic production
Writing and general format consistent with the Institute’s policies (e.g., logo/graphic
marks policy)
4. Publications not processed through the Marketing Department will not be issued a
purchase order from the Purchasing Department and will be subject to cancellation.
5. The Marketing Department has facilities and budget for the production of publications
and other printed materials and is the initial contact for printing the Institute’s
letterhead, brochures, fliers for special events and/or conferences, envelopes and
business cards, office forms for internal use; and other printed materials.
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10.5 Consultancy Policy
Policy in-charge Director
Responsible for
Implementation Dean
Contacts Dean
IMT-Dubai believes that organization grows to the extent its people grow. Hence
continuous up gradating of knowledge and acquiring new knowledge is essential for
growth. Knowledge provides power to progress and stay ahead of others. The Institute
places a high premium on independence of thought and action. Learning, creativity and
innovation help its community to become agent of change. Carrying out research,
teaching, training, providing consultancy and interaction with practitioners enable the
institute to enhance capabilities, remain professional competent and academically
sound. Theory and practice go hand in hand. The institute therefore lays emphasis in all
these areas.
10.5.1 Consultancy Services
Mission
Be reputed world class institute providing consultancy and professional services in
management, administration and business.
Goal
To provide effective and practical business solution to client organization thereby
enhancing their competitiveness and facilitating them to achieve business objectives
Objectives
The objectives are:
To deliver high quality and professional services with added values to our clients
on agreed time table;
To identify new research opportunities in emerging management trends ,
technological innovations and human interface for meeting future needs;
To set high standards of management consulting.
10.5.2 Consultancy Areas
Few important areas of relevance identified presently are:
Financial management
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Market research
System analysis
TQM
Productivity enhancement
Supply chain management
Project management
Strategic planning
Leadership skills
People Management
Providers
Consultancy services are provided by the Institute’s highly qualified faculty (Full time,
Part time and Visiting) having rich and varied experience of different sectors of
manufacturing and service.
Guidelines
1. All consultancy assignments shall be taken up in the name of institute on the
basis of written agreement between the institute and client organization with prior
approval of the Director, IMT-Dubai.
2. No individual can enter into direct agreement or liaison with any organization
without prior approval.
3. All consultancy assignment must generate net income to the institute as outlined
in the income sharing policy. It should include all project related costs like: travel
and stay cost, infrastructure support cost, institutional \ Professional fee of faculty
time.
4. All consultancy assignments to be treated as integral part of institute activities.
5. Each consultancy project will be assigned a unique project code.
6. Before initiating the consultancy services, project leader must prepare project
proposal showing the team members, expected start and finish project timing,
budget estimate of expense involved, project income and expected net income.
Project leader will be responsible to keep track of project expenses
7. To maintain high standard personal conduct and business ethics
8. To maintain strict confidentiality of client information and findings.
9. On completion of project, project leader must prepare a statement of project
money received, expenses made and net income generated and basis of sharing
part of net income generated among the team members.
10.5.3 Income sharing policy
Participation and contribution of faculty members to consultancy activities and training programs conducted by IMT-Dubai will be considered as over-load provided the concerned faculty member has completed his / her normal work-load.
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IMT-Dubai does not allow faculty members to enter into consultancy or executive education activities with companies or higher education institutions, except under exceptional circumstances with prior approval by the Director.
For consultancy activities done under IMT-Dubai, the faculty will receive a remuneration equal to 50% of the invoice paid by the client.
For consultancy activities done outside of IMT-Dubai, the faculty will need prior approval from the Director and a fee of 50% of the invoice will be retained by IMT-Dubai.
For executive programs done under IMT-Dubai, the coordinator of the program will receive a remuneration equal to 10% of the invoice paid by the client. The faculty teaching in such programs will receive a remuneration based on the part-time faculty hourly rate.
For executive programs done outside of IMT-Dubai, the faculty will need prior
approval from the Director and a fee of 50% of the invoice will be retained by IMT-
Dubai.
10.6 Documentation preparation and scrutiny
Formation of core committee for preparing draft document as per the
guidelines.
Review and discussion on the draft document by senior faculty members
Sent for wider circulation and draft preparation.
Draft approval of the documents by the Director
Corrections and proofed for accuracy in English.
Scrutiny by QAIE for Consistency and correction of errors if any
Numbering of the document by QAIE
Final approval by the Director.
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SECTION 11: REASEARCH POLICY
Policy in-charge Director
Responsible for
Implementation Research Committee
Contacts Chair, Research Committee
Purpose
Research policy of IMT-Dubai provides an environment within which faculty, academic
staff, and graduate students carry out research. It acts as an overarching framework for
the research management at IMT-Dubai.
Policy Content and Guidelines
11.1 Requirement to Undertake Research
a. All faculty, academic staff, and doctoral students are expected to carry out
active research and publish their findings in peer reviewed journals. The choice
of channels may depend on the commercial sensitivities of the findings and
research outputs.
b. All faculty, and academic staff are encouraged to generate research
funds/grants to support their research. IMT-Dubai will actively support efforts
for external fund raising for research. IMT-Dubai supports the faculty with initial
funding for pursing new areas research, regional focused research and institute
theme based projects.
c. Research and publishing receives equal importance as the career expectation
of faculty, and will be balanced with the other obligations such as training and
administrative responsibilities.
11.2 Statutory and Ethics Obligations
a. Faculty, academic staff, graduate students and doctoral students are under
obligation to conduct research in compliance with the frame of all the
legislations, ethical guidelines and contractual requirements.
b. Research involving human subjects need to adhere to the ethical policies. The
guiding principles are:
Respect and dignity of individuals and local culture,
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Care for social and cultural contexts,
Sensitivity to gender issues,
Involvement by consent and avoidance of coercion,
Avoidance of conflict of interest,
Care for natural environment,
Potential impact on the human subjects,
Commitment towards any national and international treaties related to the
issues of conduct of research with human subjects.
11.3 Research Management
Implementation of research policy is carried out through research committees and
designated administrative positions.
a. IMT-Dubai Research Committee is chaired by the Director. This committee acts
as the overall research management and administrative body. This committee
has the responsibility of advising the Director and Board on Institute’s research
and publication strategies to be adopted; to develop, implement and review
research policy.
b. Institute Research Committee is comprised of Director, Dean, two full time
professors with research standing.
c. A designated staff would support the committee for day to day administration of
research in the Institute. The research facilitation office will:
Assist IMT-Dubai Research Committee, coordinate the activities of its
subcommittees, and monitor external research policy developments
Manage the internal administration of the Performance-Based Research
Fund
Secure and support external research funding from the public and private
sectors
Monitor and report on externally funded research grants
Provide professional development opportunities for staff to enhance their
research performance.
11.4 Research Support Resources:
IMT-Dubai recognizes the fact that the quality and performance of the faculty both
in teaching and research is a key contributing factor to the overall reputation and
recognition of the Institute by academic communities and other relevant
stakeholders. It is therefore the policy of the Institute to promote faculty skills and
qualifications on a continuous basis. Broadly the Institute supports the faculty
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professional development in following ways:
a. IMT-Dubai Research Fund
IMT-Dubai research funds allocation based on the principle that it is an
investment to achieve various outcomes that are expected from its faculty,
academic staff and student research. The Research Committee allocates
grants from this fund based on merit of the proposal.
Additional support may be extended to the early career researchers and
academic staff new to IMT-Dubai. Research Committee allocates a portion
of the research fund specifically for this purpose.
For details refer to Faculty Handbook Section 11 PROFESSIONAL
DEVELOPMENT FUND (PDF) AND RESEARCH INCENTIVES.
b. External Contracts/External Research Provisions and Obligations
i. All applications for external research funding must be submitted in the
name of the institute through the Research Office/Director.
ii. The Research Office manages/facilitates the contract, financial and non-
financial management services for the Institute’s grant management
process.
Faculty and academic staff are expected to comply with the
Management of External Research, Consultancy and Related Contracts
Policy with respect to the costing and pricing of external research and
consultancy.
Faculty members can also carry out research or consultancy with in the
stipulations of external research and consultancy norms. All such
activities should have prior approval from the Director. Faculty and
Academic staff carrying out externally funded research or consulting
work can manage their funds through the Research Office following the
Guidelines of the institution.
Academic staff can apply for leave for Research and Study Leave,
Overseas Conference Leave, GCC Conference Leave and Exchange
Leave. Approval of the Board is mandatory in case of any leave
extending for more than six months.
c. Professional Development Support:
IMT-Dubai is committed to support financially the participation of faculty in
training Programs and/or workshops, with the aim to enhance their professional
skills. The overall objective of the professional development policy is to
enhance the professional skills of faculty in their respective areas of expertise
and must be geared to the educational needs of the Institute. The objective of
professional development activities is to contribute to the development of new
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programs, to improve existing programs and to better serve the interests of
IMT-Dubai student’s community.
d. Conferences and Workshop participation:
Attending refereed international conferences provides opportunity to the
academicians to share and discuss their work with others of international
standing. It also helps in establishing recognition of the quality of the work and
the institution both.
The Institute has the policy of funding travel to refereed international
colloquiums, conferences, seminars etc. if a paper is being given. Attendance
per se is not encouraged by the Institute and scholarly contribution is a
condition of seeking support from IMT-Dubai. Expenses towards conference
registration fees, boarding and lodging in cases where required will be provided
by the institute.
The Institute policy allows a faculty member to present a paper at a refereed
international conference once every year. Requests for the participation may
be put up before the Dean of the program along with research paper to be
presented or justification for the relevance of the conference. Also the travel
budget, boarding and lodging expenses, participation fee has to be put up for
approval. All faculty members must submit their proposal to the Dean of the
program who will review it. The Dean will make proper recommendation to the
Director of IMT-Dubai for a final decision.
11.5 Research Planning
Each and every faculty member is expected to develop and implement their own
research plan. All research plans must be prepared at the beginning of the year,
and must be approved by the Director. Any new projects that may come up during
the year, also need to be approved by the Director before commencement.
11.6 Evaluation and Monitoring of Performance
a. The RC will monitor the progress on the basis of agreed criteria and will advise the
researchers on the outcomes.
b. The research performance of individual faculty, academic staff is monitored and
evaluated by Expert committee/Director as a part of the Staff Performance
Development and Career Planning process.
c. Faculty and academic staff are required to participate in the external assessment
of performance such as the Performance-Based Research Fund as directed.
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d. Staff are required to supply complete and accurate details of their research outputs
annually to the Research Office. The Research Office will compile and publish an
annual list of faculty, staff and student publications in the specified categories.
11.7 Publication and Intellectual Property
a. Faculty, academic staff, staff and students are expected to comply with the
institute’s intellectual property policy.
b. This expectation is subject to any considerations that may require either restricted
publication or delayed publication, along with the need to observe any contractual,
confidentiality or privacy obligations entered into with respect to the research and
intellectual property, and the need to protect the value of potentially
commercialisable intellectual property as required by the Institute’s Intellectual
Property Policy.
11.8 Recruitment and Staff Development
a. According to the Vision and Mission of the institute IMT-Dubai commits to engage
in research at a higher level with application and regional focus. Therefore, the
appointment of new faculty and academic staff must be in line with the quality of
their research record or research potential commensurate with the requirements of
the position.
b. Faculty and academic staff are required take part in the annual Performance and
Career Development process. Prepare a research plan in the beginning of the
academic year and review that plan annually in consultation with subject matter
experts and Director. Consultation will include a review of: research objectives,
anticipated applications for external research funds, opportunities for collaboration,
timelines and expected outputs. It must also reflect any special agreements
regarding teaching, administration, research duties and research training and/or
development opportunities for research depending on the career stage of the staff
member.
c. Director and Dean are expected to consider workload in the distribution of
supervisory responsibilities before approving enrolment proposals by postgraduate
research students.
d. Director and Dean must ensure that newly appointed faculty and academic staff
are familiar with research evaluations, research training and funding opportunities
and the importance of publishing in suitable avenues, both inside and outside the
institution.
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11.9 Expert Committee
Expert Committee appointed as per Sub-section 4.10.3 shall evaluate faculty
research and other academic works on an annual basis for promotion and
increment, and for designing future faculty development activities.
11.10 Maintenance of records
The Director shall maintain research evaluation record for each faculty members.
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SECTION 12: COMMUNITY ENGAGEMENT
Policy in-charge Director
Responsible for
Implementation CAO/Dean
Contact Dean
IMT-Dubai aspires to be an institution that is actively engaged with its communities –
nationally within the UAE as well as internationally, wherein the intellect, knowledge and
creative endeavor of its faculty, staff, students and alumni would be best capitalized to
improve the quality of work and social life of these communities.
IMT-Dubai strives to engage with diverse communities by fostering beneficial collaborative
partnerships in the fields of knowledge transfer, culture, environment, social and economic
initiatives adopting diverse modes such as organizing conferences, seminars, industry
interactions, cultural and business events.
12.1 Goals
To remain engaged with local and regional governmental and non-
governmental bodies (such as Dubai Chamber of Commerce, UAE
International Chamber of Commerce, Emirates Identity Authority, etc.) through
meetings, seminars and workshops;
To foster bonds with professional bodies (such as Dubai Quality Group,
Logistics Group, Emirates Centre for Organizational Learning, etc.);
To carry out outreach activities like national/international conferences,
seminars, awareness programs and industry interactions;
To carry out programs for school children and teachers;
To strengthen cultural bonds among student community through cultural meets,
sports events and other extracurricular activities;
To enhance industry interface with a purpose of improving the curricula and
identifying employment/training/internship opportunities;
To organize industry oriented training program for enhancing working
experience through industry visits, workshops by the industry experts, live
projects etc.;
To participate in the events organized by DIAC, other government agencies,
universities and institutes.
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12.2 Community Engagement Committee
The Director shall constitute a Committee to discharge the following
responsibilities:
- Preparation of annual action plan of community engagement along with
budgetary requirements.
- Invite community engagement ideas from faculty, staff, students and other
stakeholders.
- Quarterly review of implementation, progress, and benefit achieved.
The committee shall comprise of the following members:
1. Dean
2. Chairperson Student Life
3. Two faculty members
4. Two student members
5. Two staff members.
The Chairperson Student Life shall circulate the annual plan for community
engagement, and each community engagement event to all faculty, staff and
students. The Committee shall report to the Director. The Committee shall also set
targets/benchmarks achievement level in terms of number of participations,
achievement of the desired purpose etc.
12.3 Action Plan
The Committee shall prepare the community engagement plan during the last
quarter of every year to be pursued during the succeeding year. The plan shall be
approved by the Director.
12.4 Responsibility
Types of Activities Responsibility
Academic & Research Deans
Government and Corporate Chairperson Student Life
Student Engagement Office of Student Services
Alumni engagement Alumni Association
The person responsible for a particular activity shall maintain the detailed records
of the events, participation level, expenses incurred, etc. and all such information
will be compiled by the CAO.
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SECTION 13: POLICY DEVELOPMENT AND DOCUMENT
CONTROL
13.1 Policy Development
Director is responsible for reviewing existing policies and developing new
policies. Inputs for changes are generated internally and from external sources.
All existing policies are reviewed annually for evaluating their relevance and
applicability.
Director forms a committee comprising of faculty, staff and other stakeholders.
Based on the report of the committee and wider discussions, the necessary
policy is developed by the Director.
Policy so developed is scrutinized by the QAIE Office for consistency with the
CAA Standards and other regulations.
All policies are approved by the Board of Directors.
13.2 Incorporation of Policy Changes
QAIE Office assigns revision number and date of change.
QAIE Office incorporate changes in the relevant manual.
13.3 Dissemination
Director shall notify any new policy and policy changes.
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Annexure I - Reimbursement for Overseas Journey
For Director:
1. Hotel – Room Charge
(actual basis- subject to a
maximum of)
US $ 250/- per day Australia, Japan, Europe , North
America, UK
US $ 200/- per day Other countries including India
2. Per Diem
US $ 200/- per day Australia, Japan, Europe , North
America, U.K.
US $ 150/- per day Other countries including India
Permissible Class of Air Travel to overseas journey by Director : Business
For All Dean & Heads of Departments:
1. Hotel – Room Charge
(actual basis- subject to a
maximum of)
US $ 200/- per day Australia, Japan, Europe , North
America, UK
US $ 150/- per day Other countries including India
2. Per Diem
US $ 150/- per day Australia, Japan, Europe , North
America, U.K.
US $ 100/- per day Other countries including India
Permissible Class of Air Travel to overseas journey: Economy
For other Faculty & Staff Members:
1. Hotel
(actual basis- subject to a
maximum of )
US $ 150/- per day Australia, Japan, Europe , North
America, UK
US $ 100/- per day Other countries including India
2. Per Diem US $ 100/- per day Australia, Japan, Europe, North
America, UK
US $ 70/- per day Other countries including India
Permissible Class of Air Travel to overseas journey: Economy (Non Budget airlines)
Local Transport for Foreign Travel (for all):
The faculty/staff member will be reimbursed on production of actual bills for taxi/local
train/bus pertaining to official work if in excess of $30/day. In cases when bills are not
available, only $30/day for the duration of institutional workdays is reimbursable.
If a faculty/staff member chooses not to claim reimbursement of hotel accommodation
from the institute, then the applicable Per-Diem shall be 50% more
If free accommodation and food is provided by the host organization/Institute, then the
applicable Per-Diem shall be half.
Basis of calculation would be on 24 hour cycle basis, from office/ residence and back.
Per-Diem for overseas journey may be reviewed every year.
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Travel Policy for IMT-Dubai India related work
Any faculty or non academic staff traveling to other IMT campuses in India, for work related to
IMT-Dubai, needs to stay in the respective IMT campus only. This is not applicable for Director.
Out of pocket allowances for IMT-Dubai related assignment:
o If stay in other IMT campus is ≤ 15 days, Per-Diem of $50 per day is payable.
o If stay in other IMT campus is >15 days but ≤ 30 days, Per-Diem of $25 per day
from 16th day onwards is payable.
For faculty traveling to other IMT campuses for teaching purposes, above rules are not
applicable; and faculty members will be paid allowance for such teaching assignments as
per Faculty Handbook.
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Annexure II – Leave Travel Policy
• All those employees who are on institute’s visa are eligible for annual leave travel allowance.
• Those employees who are not on Institute visa and claim for leave travel allowance have to
give undertaking that leave travel allowance in not paid to them by any other organization.
• Annual Leave Travel will be reimbursed only on submission of proof of travel.
S.No Sector Amount in AED / Per person
(above 2 years of age)
1 GCC countries 1000
2 Indian Subcontinent, Middle East and North Africa
2500
3 Europe, Australia, New Zealand and other African countries
3500
4 North, Central and South America 4500
5 All other countries 3500
The sector will be based on the declaration of home town given by the employee while
joining.
All full-time staff members will have to declare their dependents (Spouse & maximum 2
children up to the age of 18 years) in the beginning of the fiscal year (i.e. April) along with an
undertaking that the travel allowance for the dependents is not claimed from any other
organization.
The total amount for all full-time staff -members will be based on the dependents declared to
the Institute subject to the above criteria.
Reimbursement for dependent family members (i.e. spouse & maximum 2 children up to the
age of 18 years) shall be based on production of original UAE residence visa any time during
the financial year. If the staff member has already produced original UAE residence
visa/Emirates ID for the purpose of renewal of insurance, then this requirement is not
applicable.
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Annexure III - Policy on Salary Advances to Employees
1. Salary advance will be paid only to full-time staff members on the pay rolls of IMT Dubai.
2. Concerned full-time staff member will be required to make an application with proper
reasons and submit the same to the Director.
3. Salary advance is not a right and is only an additional support given by the management to
tide over unforeseen emergencies and should not be treated as a source of interest free
finance. The decision of the Director will be final and binding on an employee.
4. Maximum advance against salary will be restricted to one-month gross salary of an
employee.
5. There shall be a minimum gap of two years for fresh advance between the month of
repayment of the previous advance and the next eligibility.
6. The advance given will be recovered in equal monthly installments, not more than 12 in
number.
7. When an employee resigns from service or the service ceases for any reason, the
outstanding advance will be recovered from the settlement amount in full.
8. An employee will be eligible to apply for advance only when he / she has completed the
probation period.
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Annexure IV - Policy on Miscellaneous Allowances, Financial
Assistance & Gifts
1. Working on Holidays/ Fridays/ Saturdays etc.
Any full-time staff member working on holidays including Fridays & Saturdays will be given
weekly off in lieu thereof.
2. Relocation Expenses on Joining/Transfer by Institute.
All full-time staff members selected for employment at IMT Dubai will be paid relocation
expense on the production of actual receipt subject to a maximum of AED 5000 (Dirhams
five thousand only).
An employee who serves IMT Dubai for at least a period of one year from date of joining /
transfer; otherwise the same would be recovered from the full and final settlement on
pro-rata basis.
3. Reimbursement of Mobile and data card Expenses
Reimbursement for Sim card of Du mobile (including data card) will be allowed to the
following categories:
All HODs in the areas of Administration, Accounts, Placements, Admission (subject to
approval of the Director)
4. No individual is authorized to pass his / her own bills. In all cases the bills will be passed by
concerned authority. All expenses of the Director will be approved by the Management
Committee.
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Annexure V – Guest House Policy
I) IMT-Dubai Faculty Member
1. All new faculty members from outside the country may be provided accommodation at the campus, free of cost, for the first 14 days from the date of arrival.
2. Faculty members may request accommodation at the campus by submitting an application to the Director at least 15 days prior to the date of occupancy.
3. The charges for availing accommodation (inclusive of water and electricity) will be as follows:
i. For studio AED 3000 per month
ii. For 1 Bedroom flat AED 4000 per month 4. Since it is an accommodation at the campus, faculty members may avail this
facility stay along with their spouse and dependants. 5. Accommodation at campus for faculty members is subject to availability and at
the discretion of IMT Dubai Management. 6. Faculty members availing the accommodation can be asked to vacate by giving 1-
month notice, in writing.
II) Visiting faculty
1. All visiting faculty, from outside the country will be given accommodation at the campus only, subject to availability.
2. Accommodation will be free of cost. However, they will have to pay for their food themselves.
3. No transportation / reimbursement of transportation charges will be paid; in case they decide to stay outside the campus.
4. Application for accommodation for a visiting faculty will have to be made at least 15 days prior to the date of arrival, by the Program coordinator, to the Head-Administration.
5. No transportation will be provided for their personal visits during their period of stay.
III) Other IMT campus employees
1. Accommodation and food for employees from other IMT campuses will be
provided, free of cost, if the stay is for a period of less than one week.
2. For those employees, whose stay is more than 1 week, only accommodation will
be given free of cost.
3. No transportation is provided to them for their personal visits.
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IV) Guest House Policy for Staff Members
1. All new employees from outside the country may be provided accommodation at the campus, free of cost, for the first 10 days from the date of arrival.
2. Employees may request accommodation at the campus by submitting an application to the head administration at least 15 days prior to the date of occupancy.
3. The charges for availing accommodation (inclusive of water and electricity) will be as follows:
i. For studio AED 2,500 per month
ii. For 1 Bedroom flat AED 3,000 per month 4. Or as specified in the respective contract 5. A staff member may avail facility of staying in the campus accommodation subject
to prior approval. However, his/her stay along with their spouse and dependents is subject to availability and at the discretion of IMT Dubai Management.
6. Employees availing accommodation can be notified in writing to vacate by giving one-month notice.