Policies and Procedures
Manual
2016-2017
Ref: UMSPPM161020
University of Modern Sciences
Policies and Procedures Manual
Table of Contents
Table of Contents
1. Mission, Organization and Governance .......................................................................................6
a. Vision, Mission and Objectives: ....................................................................................................6
.1 Vision .......................................................................................................................................... 6
2. Mission ....................................................................................................................................... 6
3. The University Objectives ........................................................................................................... 6
b. Organization .................................................................................................................................7
c. University Council ...................................................................................................................... 10
b. Standing Committees ................................................................................................................ 11
1. Audit Committee........................................................................................................................11
2. Executive Committee .................................................................................................................13
3. Appeals Committee ...................................................................................................................14
4. University Advisory Board..........................................................................................................15
d. By-Laws of the Governing Body ................................................................................................ 15
e. Policy on Board Appointments, Term of Office, and Replacement........................................... 18
f. Board Self-Evaluation .............................................................................................................. 19
2. Quality Assurance ...................................................................................................................... 20
a. Quality Assurance/Institutional Effectiveness Policy. .............................................................. 20
b. Planning Policy .......................................................................................................................... 21
c. Strategic planning ...................................................................................................................... 22
d. Institutional Effectiveness Policy ............................................................................................... 29
3. The Educational Programs ......................................................................................................... 31
a. Undergraduate Completion Requirements Policy..................................................................... 31
b. Graduate Completion Requirements Policy. ............................................................................. 31
c. Independent Study Policy. ......................................................................................................... 32
d. Academic Progress Policy. ......................................................................................................... 33
1. Minimum Grade Point Average .................................................................................................34
2. Policy for add, drop, leave of absence, withdrawal, and re-admission.....................................34
3. Probation, Academic Suspension, and Dismissal Policy. ...........................................................35
f. Examinations and Student Attendance Policy. .......................................................................... 36
g. Curricula Approval and Revision Policy. .................................................................................... 44
1. Internal Policy ............................................................................................................................46
2. External policy ...........................................................................................................................46
3. Notice to the Commission .........................................................................................................46
h. Internship Policy. ....................................................................................................................... 47
i. Course File Policy ........................................................................................................................ 48
j. Class Size Policy. ......................................................................................................................... 49
k. Policy on Intensive Modes of Course Delivery. ......................................................................... 49
4. Faculty and Professional Staff ................................................................................................... 50
a. Faculty and Professional Staff Role Policy. ............................................................................... 50
b. Employment Policies. ................................................................................................................ 57
C. Criteria of Graduate Faculty ...................................................................................................... 59
c. Compensation and Benefits Policy ............................................................................................ 65
1. Policy regarding the weighting of the criteria for promotion.............................................. 78
2.
Policy Regarding Promotion for Administrative staff ............................................. 82
d. Faculty/Staff Personnel Records Policy. ................................................................................ 83
e. Professional Development Policy for Faculty and Staff............................................................. 87
f. Faculty Workload Policy. ............................................................................................................ 90
g. Policy on Professional Requirements for Teaching. Please refer to employment policy .......... 91
h. Policy of Faculty Evaluation ....................................................................................................... 91
i. Disciplinary Policy. ...................................................................................................................... 93
j. Faculty and Professional Staff Appeals Policy and Procedures. ................................................. 96
k. Faculty and Professional Staff Grievance Policy and Procedures. ............................................. 99
l. Graduate Assistants Policy. Not Applicable .............................................................................. 101
5. Students ................................................................................................................................... 101
a. Undergraduate Admissions Policy. .......................................................................................... 101
b. Graduate Admissions Policy. ................................................................................................... 104
c. Admission with Advanced Standing. ........................................................................................ 106
d. Recognition of prior learning policy (RPL) ............................................................................... 107
f. Student Records Policy. ............................................................................................................ 107
g. Information Release Policy. ..................................................................................................... 108
h. Career Service Policy. .............................................................................................................. 109
i. Residential Life Policy. .............................................................................................................. 110
1. Campus Dining Services ...........................................................................................................110
2. Bookstore.. ..............................................................................................................................110
3. Campus Recreation..................................................................................................................110
4. Career Services Center ............................................................................................................110
j. Student Finance Policy.............................................................................................................. 110
1. Tuition and Fee Payment .........................................................................................................110
k. Student Disciplinary Policy....................................................................................................... 111
l. Student Activities Policy. .......................................................................................................... 114
m. Student Publications Policy. ................................................................................................... 115
n.Student Union Elections Policy:................................................................................................ 116
o. Student Rights and Responsibilities Policy. ............................................................................. 117
1. Student Rights: ........................................................................................................................117
2. Student's Responsibilities ........................................................................................................118
p. Student Counseling Policy. ...................................................................................................... 119
1. Confidentiality .........................................................................................................................119
2. Student Counseling Services....................................................................................................119
q. Health Services Policy. ............................................................................................................. 120
1. Overview.. ................................................................................................................................120
2. Scope…….. ................................................................................................................................120
3. Definitions ...............................................................................................................................120
4. Objectives ................................................................................................................................120
5. Policy Principles .......................................................................................................................121
UMS Alcohol and Drugs policy .................................................................................................... 121
Statement of Disciplinary Action ..................................................................................................121
Sex Offense Policies ..................................................................................................................... 121
UMS Sexual Harassment Policy ................................................................................................... 121
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Consensual Relationships Policy.................................................................................................. 122
1. Guidelines.. ...............................................................................................................................122
2. Procedures ................................................................................................................................122
3. Noncompliance with Policy ......................................................................................................123
r. Academic Advising Policy ......................................................................................................... 123
s. Student Academic Integrity Policy. .......................................................................................... 123
t. Student Appeals Policy and Procedures................................................................................... 127
u. Student Grievance Policy and Procedures. ............................................................................. 128
1. Overview.. ................................................................................................................................128
2. Scope…….. ................................................................................................................................128
3. Policy Principles .......................................................................................................................128
4. Procedures ...............................................................................................................................130
6. Library Resources .................................................................................................................... 135
a. Library Policy, Procedures and Regulations............................................................................. 135
1. Library access, circulation, acquisition, and collection reduction ...........................................135
2. Role of Librarians, teaching faculty, and researchers .............................................................137
3. Operational matters (such as opening hours, staff availability)..............................................140
4. Library services ........................................................................................................................140
5. A code of conduct for the use of library resources .................................................................141
6. Image reproduction and copyright law ...................................................................................142
b. Equipment and Software Technical Support Policy. ............................................................... 143
1. Maintenance and schedules for replacement and upgrading ................................................143
2. Technical support for student-owned hardware and software ..............................................143
7. Physical Resources................................................................................................................... 145
a. Equipment and Software Replacement Policy. ....................................................................... 145
1. Appropriate uses and handling of abuses of IT system ...........................................................145
2. Academic and administrative needs for IT resources .............................................................146
3. Confidentiality and integrity of the academic systems, the administrative systems, and the
institutional networks ............................................................................................................147
b. Health and Safety Policy. ......................................................................................................... 147
1. Requirements of UAE laws and regulations ............................................................................147
2. Safety equipment in labs and other areas...............................................................................149
3. Safety measures and emergency evacuation procedures Orientation ...................................151
4. Special consideration for those with disabilities .....................................................................153
5. Special consideration for female students ..............................................................................153
c. Data Security Policy ................................................................................................................. 154
d. Policy on Appropriate Use of Technology Resources .............................................................. 155
8. Fiscal Resources ....................................................................................................................... 156
a. External Audit Policy. ............................................................................................................... 156
b. Financial Policy. This policy covers: ......................................................................................... 157
1. Revenues.. ............................................................................................................. ……………….157
2. Receipting ................................................................................................................................158
3. Deposits…. ...............................................................................................................................159
4. Expenditures ............................................................................................................................160
5. Authority to enter into contracts ............................................................................................162
6. Bank reconciliation ..................................................................................................................162
7. Production of regular (usually monthly) financial reports ......................................................163
8. Distribution of financial reports ..............................................................................................163
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9. Internal Auditing ......................................................................................................................164
c. Purchasing and Inventory Control Policy. ................................................................................ 166
1. Authorization for purchases ....................................................................................................166
2. The assurance of competitive pricing......................................................................................168
3. A mechanism for receipting purchases ...................................................................................176
4. Inventory maintenance and updating .....................................................................................178
5. Reporting requirements for purchases and inventories .........................................................180
d. Cash Management Policy. ....................................................................................................... 180
1. System for safeguarding of institutional funds .......................................................................180
2. Handling of cash receipts by authorized persons only ............................................................181
3. Use of duplicate receipt forms and maintenance of hard copies of records ..........................182
4. Maintenance of electronic files of hard copy receipts ............................................................182
5. Secure holding of receipts prior to deposit .............................................................................182
6. Regular depositing of receipts within approved time frames .................................................182
e. Risk Management Policy.......................................................................................................... 182
f. Auxiliary Enterprises Policy ...................................................................................................... 187
9. Public Disclosure and Integrity ................................................................................................ 189
a. Conflict of Interest Policy......................................................................................................... 189
b. Copyright and Intellectual Property Policy. ............................................................................. 190
c. Teach-out Policy....................................................................................................................... 195
d. Publications Policy. .................................................................................................................. 195
e. Institutional Relations Policy. .................................................................................................. 196
10. Research ................................................................................................................................ 199
a. Ethical Issues Policy ................................................................................................................. 199
b. Research Support Policy .......................................................................................................... 200
11. Community Engagement ....................................................................................................... 203
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UMS Policies and Procedures Manual
The University of Modern Sciences (UMS) adopts policies and related procedures to
dictate and guide the operations of UMS when statutes, rules, and regulations do not
provide specific guidance or do not offer procedures or implementation directives
necessary for efficient University operations. UMS Policies and Procedures Manual is the
official storehouse of the University policies and related procedures. UMS Policies and
Procedures Manual includes most of the general University policies and have been
developed to provide a clear and concise Policy and Regulatory Resolutions of the
Governance Board and to state policies and procedures concerning the following:
1. Mission and Institutional Effectiveness
2. Organization, Governance and Leadership
3. Academic Programs
4. Faculty and Professional Staff
5. Students
6. Learning Resources
7. Physical Resources
8. Fiscal Resources
9. Public Disclosure and Integrity
10. Research and Scholarly Activities
11. Community Engagement
The University policies and related procedures have been developed in accordance to the
Standards for Licensure and Accreditation set by the Commission for Academic
Accreditation - Ministry of Higher Education and Scientific Research - United Arab
Emirates. These guidelines on University policies and related procedures are applicable to
all members of UMS community and UMS shall enforce them and ensure the
implementation of these policies and procedures effectively.
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1. Mission, Organization and Governance
a. Vision, Mission and Objectives:
1. Vision
UMS aspires to be a leading university in the region which provides a variety programs
equipped with lifelong knowledge, skills and higher quality education.
2. Mission
UMS is a comprehensive educational institution that offers high quality education
programs which promotes research and scholarly activities. UMS is committed to offering
career oriented programs in modern sciences that meet the international standards. It also
aims to prepare students for employment in regional and international job market. UMS
will be known for the purposeful integration of applied learning that provides its students
with the knowledge, skills, moral and intellectual virtues that form the basis for life-long
learning and contribution. UMS through its dedicated professional administration faculty
and staff seeks to provide a learning environment for students with diverse interest.
3. The University Objectives
To accomplish the University mission, the University team and staff members will
work hand in hand to achieve the following objectives:
1. To provide academic programs based on local, regional and international
employment needs for students seeking immediate employment upon graduation.
2. To offer a community service programs that help to meet the recreational, cultural,
educational, scientific and social needs of the area.
3. To develop and maintain the quality and stature of academic departments and to
promote research and support creativity and scholarly activities.
4. To maintain effective student support to assist the students in reaching their
educational goals.
5. To prepare the students for regional and international labor market and improve
their research ability.
6. To develop and maintain innovative approaches to learning.
7. To maintain comprehensive programs for professional growth and development
of faculty and staff.
8. To promote and maintain educational system that is continuously adaptive to the
ever-changing socio-economic, technical, scientific, cultural and development
needs of the UAE and the region.
9. To ensure that the University’s physical and learning resources are utilized
effectively, well maintained and continue to enhance the scope of their utility.
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Approval and Review of Mission Statements
UMS Mission and Goals are approved by the Board of Trustees prior to declaration. They
are periodically re-evaluated to ensure its usefulness in providing overall institutional
direction. The mission provides overall direction to institutional planning. The review of
UMS’s vision and mission statement is planned to take place every five years. However,
such review may take place more frequently during the first five years of UMS
establishment.
Approval of UMS’s mission statement takes place through a meeting of the University’s
Board of Trustless.
b. Organization
Administrative Organization of UMS
The administrative organization of UMS is flexible and adaptive to the changing needs of
the students and allows the institution to carry out its vision, mission, and goals. The
University Organization Chart is shown in Figure 1. UMS is managed primarily by The
President, Assistant President, The Vice Presidents, The Colleges’ Deans, The Academic
Department Heads, The Manager of Institutional Research /Quality Assurance (IR/QA),
The Registrar, The Human Resources Manager (HRM), The Librarian , The Head of
Information Technology and Students Services Manager.
The President is the leader of the UMS and its representative with the main constituencies
nationally, regionally, and internationally. The President administers and coordinates all
operations and programs, identifies strong foundations to advance the UMS’ growth and
maintain its success. The President promotes and develops effective educational programs
that will distinguish the UMS’ stature nationally, regionally and globally.
Assistant President (AP) Internal Audit
In carrying out his/her responsibilities, President’s Assistant reports to the University
President in regards to internal audit for reviewing and ensuring the compliance with
academic policies and quality assurance procedures by all colleges and supporting
departments at UMS. President’s Assistant will work closely with the Vice President for
Academic Affairs (VPAA), and with the Quality Assurance Manager to develop a
semester-based internal audit work plan. Assessment of the implementation and outcomes
of this work plan will form the basis of annual performance evaluation of the President’s
Assistant.
The Vice President for Academic Affairs (VPAA) reports directly to the University
President on academic matters within the university and is dedicated to carrying out the
academic mission of UMS through administering and overseeing its academic programs.
The Vice President for Academic Affairs supervises the Colleges’ Deans on academic
matters.
Vice President for International Relations and Research (VPIRR)
The Vice President for International Relations and Research works to create, promote and
advance international initiatives within and outside UMS in three key areas: scholarly
investigation of regional, national and international issues under the cooperative
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arrangements; international partnership and collaborative projects with overseas
institutions; academic, educational and commercial exchanges with overseas institutions.
In carrying out his/her responsibilities, the Vice President for International Relations and
Research reports to the University President in regards to UMS international activities
involving foreign exchange programs, research and teaching collaborations with overseas
institutions, cooperative arrangements for international development projects and the
international benchmarking of the UMS academic curriculum.
Vice President for Financial and Administrative Affair (VPFA) reports directly to the
University President on matters related to administration and finance in the University. In
addition, the VPFA has responsibilities of University marketing to enhance the
University’s public relations and collaborations internally and externally.
The College Deans the academic leader for his/her College with many responsibilities
related to academic policy development, academic program recommendations, promotion
and professional development of faculty members. The College Dean reports directly to
the Vice President for Academic Affairs and supervises the programs’ leaders within the
College.
The Academic Department Heads lead, oversee, coordinate and develop all academic
activities of the Department and ensure that the results of the Departments’ teaching and
research meet the highest possible levels – in teaching quality, research profile and student
achievement.
The Institutional Research /Quality Assurance Unit (IR/QA) reports directly to the
president and responsible for implementing, monitoring and evaluating the research
program and plan for UMS.
The Registrar provides leadership to plan, organize and manage all of the activities related
to the Records and Registration Department, including serving as the official authorized
keeper of the University student records.
The Human Resources Manager provides human resource leadership to UMS and
designs, implements and oversees broad-based human resource strategies, programs,
practices and procedures that support the business, mission and goals of UMS.
The Librarian provides leadership for the acquisition of books and serial publications in
all formats.
The Head of Information Technology oversees the design, development, deployment,
and maintenance of networked computer systems and software applications serving the
needs of the academic and administrative entities affiliated with UMS.
All the administrative unites work together in a harmonic and homogenous manner with a
major goal of serving the students and facilitating their requirements and needs in a
smooth and friendly environment.
Students Services Manager provide all services that will improve the student’s campus
life and help students to understand learning styles and Increase students’ confidence,
enhance skills, and general knowledge.
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c. University Council
The University Council consists of the following:
a.
The university President as the chairman,
b.
Assistant President (AP)
c.
The Vice President of the Academic affairs (VPAA),
d.
The Vice –President for International Relations & Research,
e.
The Vice- President of the Administrative and Financial Affairs (VPAF) of the
University or the acting VPs,
f.
The Deans or the acting Deans,
g.
The faculty members of each college chosen by the dean of the college, up to a
maximum of four members whom the University President believes in their
contribution in the Council, and
h.
A Rapporteur who is appointed by the University President for a one year tenure
(with right of renewal of another term of one year).
The University Council has the right to do the following:
 Consider all matters relating to the general policy of the University in the
planning, organization, following-up and making of the appropriate decisions
in matters referred to it by the Board of Trustees or the University President.
 Coordinate the general policy of the university in the areas of education,
training, scientific research and community services.
 Review and put forward proposals to establish colleges, academic departments
and centers and decisions of cancellation them.
 Make suggestion of requirements for admission and registration of students.
 Make suggestion of study plans and conditions for granting degrees.
 Approve of university calendar.
 Setting all the executive instructions for all university academic and
administrative and financial affair.
 Prepare projects, internal systems and the annual budget and submit them to the
Board of Trustees.
 Develop academic and administrative plans of the university programs and
improvement trends.
 Evaluate academic performance and educational achievement for students of
the university.
 Coordinate between the various academic departments and following their
scientific activities.
 Follow up the implementation of the general plan for education and scientific
research and University development.
 Recommend to increase or decrease tuition fees and other activities.
 Appointment of faculty members and consider their professional affairs within
the scheduled budget.
 Granting undergraduate degrees and different scientific certificates on the basis
of what college boards or relevant academic departments agreed upon.
 Review and evaluate scientific projects and cultural agreements and approve
them.
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 Ensure quality assurance in all policies and procedures of the university.
b. Standing Committees
The institution has terms of reference for all its standing committees.
The University comprises nine (9) Standing Committees, which are:
1.
2.
3.
4.
Audit Committee
Executive Committee
Appeals Committee
Advisory Committee (Advisory Board)
1. Audit Committee
Terms of Reference
The Audit Committee has responsibility to Governing Board to assist Governing Board in
fulfilling its due diligence, fiduciary, financial reporting and Audit responsibilities and to
approve, monitor, evaluate and provide advice on matters affecting the external Audit,
internal Audit, risk management and the financial reporting and accounting control policies
and practices of UMS.
Financial Reporting
Without restricting the generality of its role, and within its delegated authorities, the Audit
Committee will:
a) Ensure the integrity of the financial statements by:

Receiving and reviewing the accounting principles and critical accounting policies
adopted by management, including alternative treatments.

Receiving and reviewing any significant accounting provisions, accruals and
estimates included in the financial statements.

Reviewing with management any proposed changes in significant accounting
policies, key estimates, or judgments that may be material to the financial
statements.
b) Receive advice on developments in current accounting and financial reporting
practices, compliance with legal and regulatory requirements and their applicability
to UMS.
c) Receive and review any litigation, claim, or other contingency that could have a
material effect upon the financial position or operating results of UMS, and the
manner in which these matters will be disclosed in the financial statements.
d) Ensure that any disagreements between management and the Auditors regarding
any aspects of the University's financial statements in the event that they arise, are
resolved.
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e) Receive and review any report on policies where internal control weaknesses may
be identified and ensure that the internal control weaknesses have been corrected.
f) Receive and review any report on management items identified in the external
Audit.
g) Receive the annual financial statement letter of representation executed by the Vice
president for Administration and Finance.
h) Review and forward the draft of the audited financial statements to the University
president.
Internal Controls
The Audit Committee will obtain reasonable assurance from management and internal
audit that the internal control systems are effectively designed and implemented.
a) Annually, the Audit Committee will review the report by the external Auditor
describing the external Auditor's reliance on the adequacy of the University's
internal control systems related to the external Auditor's work.
b) The Audit Committee will receive and review reports of the internal control systems
and accounting procedures used by UMS periodically undertaken by independent
external Auditors.
Statutory Auditor
a) The statutory Auditor is an "external Auditor" during the first 5 years of the
University life.
b) The external Auditor reports directly to the Audit Committee.
Internal Audit
The Audit Committee will:
a) Ensure that the internal Audit is not subject to undue influence.
b) Review, approve and monitor compliance with the annual internal Audit plan.
c) Review the reports of the internal Auditor and management's response and
subsequent follow-up of identified weaknesses.
d) Ensure the internal Auditor has direct access to the Chair of the Audit Committee.
e) Review and approve the annual internal Audit plan.
f) Review the results in relation to the internal Audit plan, results of work,
recommendations and issues, and resolution of previously identified
recommendations.
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Risk Management
The Audit Committee will ensure that appropriate procedures are in place within
Governing board and UMS to identify, understand, monitor and control major risk
exposures affecting UMS including:
a) Identifying responsibility for risk management activities between Governing Board
and Standing Committees of Governing Board.
b) Ensuring appropriate coordination and communication among committees and
between Governing Board, Standing Committees and management with respect to
risk management.
c) Ensuring appropriate and timely reporting is provided to Governing Board on risk
management issues and activities.
d) Ensure appropriate certification processes whereby management regularly verifies
compliance with key risk management policies.
e) Monitor the effectiveness of procedures established for the confidential submission
by the Chair of the Audit Committee of employees' concerns regarding internal
control, financial and Auditing matters.
2. Executive Committee
Terms of Reference
a) The Executive Committee shall act on behalf of and with the full authority of
Governing Board on matters that require immediate action. The Executive
Committee considers and approves the policies and mandates governing the terms
and conditions of employment, including salary, benefits and succession plans for
the officers of the University.
b) Without restricting the generality of its role and within its delegated authorities, the
Executive Committee will:
i.
Meet as required to deal with matters delegated by Governing Board and/or
referred by another committee.
ii.
Deal with any matter that is within the responsibility of Governing Board and
may act with the full authority of Governing Board in situations which, in the
judgment of Executive Committee, require immediate action prior to the next
regular or special meeting of Governing Board.
iii. Annually receive and approve the personal goals and objectives established by
the president for the following year.
iv. Annually review and approve the University's Succession Plan for officers.
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v.
Act as a consultative body to the Chair of Governing Board and the University
president.
vi. Annually review the Terms of Reference for the Committee and recommend
any changes to Governing Board.
3. Appeals Committee
Terms of Reference
a) Purpose of an Appeals Committee
i.
Each college or academic division of UMS must establish an appeals committee to
consider student appeals where there is dissatisfaction with an assessment result
and/or progress status.
ii.
Appeals will only be heard from a student who has previously followed the
procedures set out in these regulations for reconsideration of a result at the level of
the head of Department and the dean. Then if matters did not resolve at this level,
appeals could be sent to the VPAA
b) Minutes of Meetings
The proceedings of each meeting of an appeals committee must be recorded in a
minutes of meeting, and the minutes must be made available to the student
concerned, following confirmation by the members of the committee.
c) Summary Dismissal of Appeals
The chair of an appeals committee may summarily dismiss an appeal if:
i.
in the committee judgment, the appeal is based solely on disagreement with an
academic assessment made by an academic unit (College) and the evidence
available shows that the assessment has been arrived at using the method
described in the Assessment Mechanism Statement and provides no reason to
suspect that the process of assessment was unfair; or
ii.
in the committee judgment, the appeal is based solely on a disagreement with
the criteria used to determine the award of a progress status; or
iii. in the committee judgment, the appeal is based solely on a disagreement about
the criteria for the application of scaling or other adjustment systems rather than
the application of these criteria; or
iv. in the committee judgment, the appeal is based solely on a disagreement about
the content of the Assessment Mechanism Statement rather than on adherence
thereto; or
v.
The student submitting the appeal has not already appealed at the level of head
of department and/or dean, or higher degrees committee, as required in these
Regulations.
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vi. in the committee judgment, the stated reasons for the appeal are so wide or
imprecise that there is no reasonable case for consideration; or
vii. The
student has not replied to a request for additional information
within twelve working days, or within a longer period if a longer period has
been allowed in light of special circumstances.
d) Constitution of the Appeals Committee
An appeals committee chaired by the Dean of each college will comprise of one or two
members from each Department assigned by the dean after consultation with the
Departments Chairs. The final appeals’ status should be reported to the VPAA
4. University Advisory Board
The University Advisory Board (AB) is an external committee consists of a
distinguished selection of prominent individuals with high-level profile roles
representing a wide range selection of the community’s economic, social, private and
governmental sectors. The AB members are expected to:

Commit to address major trends in the University’s developments and in doing so
accommodate the needs of the University.

Provide input on the strategic plan for the University and advice on relevant issues
and concerns of the University in order to elevate the University’s level and
promote its sustainable growth in the country and the region.

Understand the University’s mission, structure, programs, strengths and challenges and
meet with the University’s constituents to share views and or concerns.
Policy:
(In addition to the above four Standing Committees, university management will form
other standing committees to support the academic process and strategic development
should future situation requires).
d. By-Laws of the Governing Body
The by-laws of the Board of Trustees regulate its responsibilities and procedures. In this
document, a clear distinction is drawn between the policy-making and fiduciary functions
of the board and the responsibility of the administration and faculty to administer and
implement policy; this is evident both in the by-laws and in the operation of the board. The
Board of Trustees is responsible for the by-laws of the University of Modern Sciences
The By-Law aims at facilitating the execution of Law, providing a framework for the
authority to be exercised by the administrative and academic departments/units concerned
and setting out the policies and decision-making procedures to be observed in all aspects
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of the UMS activities, in a way that would enable the UMS to play its role and to achieve
its vision, mission and goals.
Membership and Protocol
a. The composition of the Board of Trustees is set in accordance with the UMS
By-laws and is subject to alteration and amendment by the by-laws upon the
agreement of at least 51% of its members
b. When the Chair of the Board of Trustees calls for nominations or applications
to fill vacancies among the Public Members (representing UAE community),
Governing Board members shall nominate candidates to fill such vacancies.
c. The Chair will preside at all meetings of the Board of Trustees. If the chair is
not available at the meeting day, he/she will nominate someone from the Board
of Trustees members to preside on behalf.
d. The Board of Trustees states that investors in UMS do not form the majority of
board members.
e. The Board of Trustees established a policy concerning conflict of interest
including prohibitions and limitations on financial dealings between board
members and UMS:
In order to preserve independence of judgment in the exercise of their official duties, Board
Members shall not have any interest, financial or otherwise, direct or indirect, or engage in
any business or transaction or professional activity or incur any obligation of any nature,
or accept any governmental or non-governmental employment, which is in substantial
conflict with the proper discharge of the Board Member’s duties in the public interest.
a. The Governing Board will approve the institution’s by-laws, meets at least twice
annually and will maintain official records of all meetings.
b. The board ensures maintaining and recording the minutes of each meeting and will
pass through the board members in the next meeting for adoption.
Responsibilities
The Board of Trustees Responsibilities are:
a.
b.
c.
d.
e.
f.
g.
Appoints the president.
Establishes broad institutional policies.
Approves and reviews the institution’s mission and strategic plans.
Approves educational programs of a quality consistent with the institution’s mission.
Confers, or authorizes the conferring of academic degrees.
Secures financial resources to support the institutional goals adequately.
Approves the annual budget.
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h.
i.
j.
k.
l.
Approves major facilities, contracts, and campus plans.
Ensures that the institution is subject to an annual external Audit.
Approves the selection of an external Auditor and receives the Auditor’s report.
Approves the inter-institutional collaborations and agreements.
Evaluates the performance of the President and approves his/her contract and
continuance in office.
m. Evaluates its own performance and the performance of individual members and
uses that evaluation for improvement.
Jurisdictional Limitations
The Board of Trustees authority:
a. Does not interfere in management decisions or with internal academic bodies.
b. Is not involved in the day-to-day operation of the institution.
Conflict of Interest Policy
Conflicts of interest are defined as:
Situations in which Board member may have the opportunity to influence UMS’s business
decisions in ways that could lead to personal gain or give improper advantage to
themselves, members of their families or to associates.
In order to preserve independence of judgment in the exercise of their official duties, Board
Members shall not have any interest, financial or otherwise, direct or indirect, or engage in
any business or transaction or professional activity or incur any obligation of any nature,
or accept any governmental or non-governmental employment, which is in substantial
conflict with the proper discharge of the Board Member’s duties in the public interest.
Guidelines for Identifying Potential Conflicts of Interest
The following examples can serve as guidelines for helping identify potential conflicts of
interest and commitment that should be disclosed. It is not a comprehensive list of all
potential situations that could present Board members and UMS with difficulty.
Activities clearly permissible (do not have to be disclosed):







Royalties for published scholarly works and other writings
Honoraria for commissioned papers and occasional lectures
Royalties under institutional royalty sharing policies
Prizes and royalties from past and previously disclosed activities
Service on boards and committees of organizations, public or private, that does not
distract from the Board member’s obligations to UMS or that does not interfere or
appear to interfere with a Board member’s objectivity
Reasonable travel and lodging expenses related to presentations of private work
Investments in mutual funds
Activities that present potential for conflict and should be disclosed:
17



Relationships that might enable a Board member to influence UMS dealings with
an outside organization in ways leading to personal gain or improper advantage for
the faculty member or his/her associates or family members. (For example, a Board
member or family member could have a financial interest in an organization with
which the university does business and could be in a position to influence relevant
business decisions. Ordinarily, making full disclosure of such relationships and
making appropriate arrangements to mitigate potential conflicts would resolve such
problems.)
Situations in which the time and creative energy a faculty member may devote to
external activities appear substantial enough to compromise the amount or quality
of his or her participation in the governance or administrative work of UMS.
Situations in which a Board member directs faculty into research areas from which
the Board member may realize a financial gain.
Activities that may present unacceptable conflicts and should be disclosed:



Situations in which a Board member assumes executive responsibilities for an
outside organization that might seriously divert his or her attention from university
duties. Board members should consult with the president before accepting any
outside management position.
Use for personal profit of unpublished information from sponsored agreements or
confidential university sources, or assisting an outside organization by giving it
exclusive access to such information, or consulting with outside organizations that
impose obligations upon the Board member or the university that conflict with the
Board member’s or university’s Intellectual Property Policy or with the university’s
obligations under sponsored projects.
Any activity a Board member undertakes as an individual that (1) involves or
appears to involve the university significantly through the use of its resources,
facilities or the participation of academic colleagues, students and staff; and (2)
involves use of the university’s name or implied endorsement.
e. Policy on Board Appointments, Term of Office, and Replacement
Board Meeting
All meetings of the Board shall be held in compliance with the provisions of applicable
law. The Board shall meet a minimum of twice yearly, and/or in emergency cases. The
Board shall establish the time and place for meetings during the balance of the calendar
year at the annual meeting, and shall also establish the time and place of the next annual
meeting. Additional meetings of the Board may be held upon the call of the Chair, or the
call of two members thereof. The Executive Committee of the board shall determine the
agendas of the meetings.
Place of Meetings
18
The annual meeting of the Board shall be held at the University or at the Board's principal
office. Other meetings of the Board shall be held within the Emirate of Dubai as directed
in the call thereof.
Quorum
A majority of all members of the Board qualified to serve and vote at said time shall
constitute a quorum of the Board to transact business. An affirmative vote of a majority of
all members of the Board qualified to serve and vote at said time shall be required for the
adoption of any resolution relating to the budget, or the By-laws unless otherwise provided
by law. In all other matters a majority of those present at the meeting shall control action
of the Board.
Appearances before the Board
The Board shall consider all requests for personal appearances before it, and shall establish
rules of procedure governing such appearances that take into consideration both the right
of persons to appear before the Board and the time required to conduct the business of the
University.
Terms of Appointment
The elected officers of the Board shall consist of the Board Vice-Chair and Board
Secretary. The Board Vice-Chair and Secretary shall be elected for one term; however,
they shall retain their office until a successor is elected. The position of Board Vice-Chair
may be held by the same Board Member for no more than two consecutive terms. In case
of a vacancy in an elective office, for any reason, the Board shall hold an election to fill
the office for the unexpired term.
Vacancies and removal from office
Any vacancy occurring on the Board through death, resignation, or otherwise, shall be
filled by appointment by resolution of the Board. If the vacancy occurs on a Board whose
members are elected at large/by position, the person appointed to fill the unexpired term
shall serve until the next regular election of members to the Board, at which time the
position shall be filled by election for a term appropriately shortened to conform with what
regularly would have been the length of the term for that position.
f. Board Self-Evaluation
The Board of Trustees evaluation is a process that allows to the board of directors to
examine their own performance and improve their work and make use of the information
for developmental purpose.
The board is evaluated for its effectiveness every two years according to the selfassessment questionnaire that should be completed by a board members.
19
2. Quality Assurance
a. Quality Assurance/Institutional Effectiveness Policy.
UMS Institutional Effectiveness Policy is based on the following key domains:
1. As an emerging and an institution willing to progress rapidly, UMS will:
a) Review the mission, goals, vision, and values of the institution.
b) Plan, implement, and assess effectiveness of the institution as a whole and each of
its units.
c) Demonstrate mission accomplishment.
d) Provide a basis for improvement.
2. To provide the leadership for planning and assessment process, UMS president will
annually communicate the institutional mission, vision, values, and strategies to the
Executive Leadership Team and charge them to plan initiatives and outcomes that
support those institutional goals.
3. To facilitate the planning and assessment process, UMS will:
a) Annually, establish and communicate a timeline to integrate institutional planning,
overall budget planning, assessment, and implementation of the above to ensure
continuous improvement of the institution.
b) Provide guidance and standardized method for the academic programs or support
units to document planning and assessment.
c) Support institutional assessment system through administering student surveys,
classroom evaluations, employee surveys, service agencies survey and
administration of general education assessment.
d) Maintain a commons for institutional assessment and planning and assessment guides.
e) Collect, report and implement upon the institutional research and assessment data
f) Annually document the effectiveness of the institution in accomplishing the
mission.
4. The academic program will:
a) Have a purpose statement.
b) Determine student-learning outcomes, based on the academic program purpose
20
c) Identify three to eight student learning outcomes to assess as a guideline.
d) Ensure that student learning outcomes is stated in behavioral terms that are
measurable and precise enough to enable accurate assessment.
e) Plan systematic research-based assessment methods to determine the effectiveness
of the academic program and provide a basis for improvement.
5. As a guideline, direct assessment methods are set. Direct assessments measure the
knowledge, skill, or ability stated in the student learning outcome and include:
a) Standardized tests.
b) Faculty observations or evaluations. When multiple faculty members are observing
or evaluating student learning, reasonable efforts will be made to increase interrater reliability.
6.Multiple assessment methods are to be implemented in the future.
7. The University will evaluate the results of assessment data annually and implement
upon it to measure continuous improvement of the curricula pedagogy.
8. Annually report to the Academic Leadership Team and the Institutional Effectiveness Office:
a) The effectiveness of the academic program.
b) Plans for improvement.
c) The impact of improvements.
9. Each institutional support unit will:
a) Have a purpose statement.
b) Determine appropriate operational outcomes.
c) Where applicable, establish outcomes that reflect the impact of support programs
or services on student learning.
d) Plan systematic research-based assessment methods to determine the effectiveness
of each unit and provide a basis for improvement.
10. Unit staff will annually evaluate the results of assessment data to determine if
improvements are necessary.
b. Planning Policy
The planning policy statement of UMS covers short-term and long-term planning,
and the institution’s mission and its strategic plan
1. Short Term Planning Goals
a) Graduate well-educated students with the knowledge and skills necessary for
employment in the global market.
b) Provide a learning environment that promotes the acquisition of students’
knowledge and the development of skills.
21
c) Place value on quality of undergraduate and graduate education and an atmosphere
of collegial support through the appropriate allocation of resources.
d) Emphasize on the quality of teaching and provide appropriate faculty-development
resources to support teaching excellence.
e) Provide student development services and programs that assist students in
achieving educational, career, and personal goals.
f) Provide the appropriate library resources and information technology services in
support of teaching and public service.
g) Provide individuals with opportunities for lifelong learning and cultural
enrichment.
h) Develop and maintain partnerships with other entities to better serve the educational
needs of the geographic region.
i) Demonstrate the accomplishment of the mission of the University and continuous
improvement in its educational programs and services.
2. Long Term Planning Goals
a) To establish a center of Excellence for training recognized not only in Dubai and in
UAE but also internationally.
b) To foster global and international collaboration in teaching and scholarship
c) To help identify innovative projects that have the potential to serve the community.
d) To establish UMS as a preeminent international location for education inmodern
sciences.
c. Strategic planning
Vision
UMS aspires to be the leading university in the region which provides a variety programs
equipped with lifelong knowledge, skills and higher quality education.
Goal
GOAL I: Strengthen and expand academic offerings
GOAL II: Expand and strengthen student support services
GOAL III: Expand and diversify the student population
GOAL IV: Provide an environment conducive to teaching and
learning
GOAL V: Broaden community awareness and support
GOAL VI: Develop appropriate partnerships that support the
University’s mission
GOAL VII: Evaluate annually the University’s progress toward
attaining its goals, objectives, strategies, and tactics
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Responsibility
VPAA
Deans
Marketing
VPAA & Deans
VPAA
Academic Advisor and
VPAA
the president
GOAL VIII: Strengthen planning, budget, and assessment
VPFA
GOAL IX: Attain appropriate local and international President & VPAA
accreditations
GOAL I: Strengthen and Expand Academic Offerings
Objective A: Develop and implement degree programs to meet baccalaureate level
program needs of the region.
Strategies
1. Identify and adapt those baccalaureate degrees for which a strong needs-based case can
best be made and for which UMS can most reasonably provide the necessary
infrastructure.
a) Collect statistical evidence regarding student enrollment patterns in existing
baccalaureate degree programs.
b) Review UMS common general education curriculum to determine if it fully
supports all baccalaureate degree programs presently offered through other
international institutions.
c) Develop program-specific upper-level course requirements for the degree programs.
2. Obtain funding to increase UMS salaries and academic support budgets.
a) Identify, seek, and secure grants to support increases in academic support funding.
b) Establish the University endowments.
3. Develop an academic infrastructure for baccalaureate degree-granting campus.
a) Structure faculty and staff organization to accommodate both baccalaureate and
graduate studies status.
b) Recruit and hire qualified faculty sufficient to offer baccalaureate and graduate
degree programs.
c) Identify and hire sufficient support staff for educational programs.
d) Evaluate and provide sufficient databases and other electronic resources which
support degree programs offered by UMS.
e) Procure adequate educational equipment and various learning resources to support
all courses in the proposed degree programs.
4. Develop policies and procedures that support additional both baccalaureate and
graduate programs.
GOAL II: Expand and Strengthen Student Support Services
Objective A: Provide high quality and accessible student support services, with
appropriate office hours.
Strategies
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1. Examine the organizational structure of Student Services to determine most effective
utilization of personnel.
2. Establish a full-time, permanently staffed Advise Center to operate year round.
a) Examine and/or visit comparable campuses with Advise Centers.
b) Develop referral service arrangements with community psychological
individuals and organizations for students in need of personal counseling.
3. Broaden the scope and availability of academic support services.
a) Hire/train appropriate personnel to provide these additional services.
Objective B: Provide a student-friendly enrollment and registration process.
Strategy
1. Strengthen the interrelationships between admissions, registration, and financial
department to create a unified process for students.
2. Develop an on-line registration system.
Objective C: Provide student retention by offering career planning and placement
services.
Strategy
Establish a career planning/placement office.
Objective D: Supply and continuously strengthen connectedness among students,
faculty, and staff.
Strategies
1. Offer campus-wide activities involving students, faculty, and staff.
a) Offer convocations at the beginnings of each semester.
b) Study other campuses offering convocations to determine their structure and
strategies for participation and effectiveness.
c) Annually re-examine the Orientation programs to include more faculty and staff
participation.
2. Survey the student population to determine the interests and needs of students as related
to extra-curricular activities.
a) Initiate the presence of student clubs and activities, both on campus and on the UMS
Web site, and survey the student population to determine the extra-curricular needs
and interests of the students.
3. Supplement the process of collecting feedback from students by using an exit
questionnaire, which assesses student satisfaction and their perception of the
University’s strengths and weaknesses.
GOAL III: Expand and Diversify the Student Population
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Objective A: Develop and implement an enrollment management system.
Strategies
1. Develop a comprehensive recruitment plan (including a marketing plan).
2. Explore nontraditional calendars, course times and locations for degree programs to
recruit students.
3. Develop and implement an application management process.
a)
Explore application process at similar Universities within UAE.
b)
Review the current application process which exists at each of our sites.
c)
Define elements to be incorporated into the management of the application process.
d)
Develop and utilize admissions letters specific to academic majors.
e)
Develop and utilize a calendar of follow-up activities related to the application process.
f)
Develop and utilize a tracking system for those applicants accepted but not
enrolled (cards, phone calls, etc.).
4. Improve access and opportunity for student financial support.
a) Schedule informational sessions regularly on campus.
b) Publish dates for ongoing financial aid advisement in the course offering schedule.
GOAL IV: Provide an Environment Conducive to Teaching and Learning
Objective A: Provide adequate maintenance, custodial service and landscaping.
Strategies
1. Provide maintenance, custodial service and landscaping for the campus.
a) Identify systems, areas, and utilities that need maintenance, custodial service
and landscaping.
b) Identify maintenance and custodial service on campus that must be completed
by contractors.
c) Ensure that properly trained personnel have been hired for each of the areas of
in-house maintenance and custodial service.
d) Ensure effective maintenance and custodial service on the campus.
2. Reduce deferred maintenance to minimum levels on all campus facilities.
a) Identify deferred maintenance on each campus facility.
b) Compile and prioritize the deferred maintenance on campus.
c) Identify deferred maintenance on campus that can be done in-house.
d) Identify deferred maintenance on campus that must be completed by contractors.
e) Identify sources and budgeting strategies to fund deferred maintenance.
f) Ensure deferred maintenance is accomplished in a timely fashion.
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Objective B: Provide adequate and appropriate facilities, utilities, storage, and
furnishings for instruction including course offerings, and support
(e.g., library, labs and networked classrooms) for these activities.
Strategies
1. Evaluate current and future physical environment needs.
a) Develop a detailed list of current and anticipated facilities.
b) Identify the facilities, utilities, storage, and furnishings needed for
undergraduate course offerings.
c) Identify the facilities, utilities, storage, and furnishings needed for continuing
education.
d) Identify the facilities, utilities, storage, and furnishings needed for extended
graduate offerings.
e) Identify the facilities, utilities, storage, and furnishings needed for the libraries.
f) Identify the facilities, utilities, storage, and furnishings needed for the
computer, science, and art labs and networked classrooms.
g) Identify the facilities, utilities, storage, and furnishings needed for support activities.
2. Provide mechanisms for meeting the physical environment needs.
a) Develop a space utilization plan.
b) Identify possible additional space that could be utilized.
c) Seek additional funding for buying and/or leasing space.
d) Purchase additional furnishings.
Objective C: Provide adequate and appropriate facilities, utilities, storage, and
furnishings for faculty, staff, administration, and student
organizations.
Strategies
1. Evaluate current and future physical environment needs.
a) Develop a detailed list of current facilities.
b) Identify the facilities, utilities, storage, and furnishings needed for faculty.
c) Identify the facilities, utilities, storage, and furnishings needed for staff.
d) Identify the facilities, utilities, storage, and furnishings needed for administration.
e) Identify the facilities, utilities, storage, and furnishings needed for student organizations.
2. Provide mechanisms for meeting the physical environment needs.
a) Develop a space utilization plan.
b) Identify possible additional space that could be utilized.
26
c) Seek additional funding for buying and/or leasing space.
d) Purchase additional furnishings.
Objective D: Ensure compliance with all governmental safety, workplace and access.
Strategies
1. Identify those facilities that are not in compliance.
2. Identify sources to fund the needed improvements.
a) Obtain funds from budget.
3. Correct conditions of non-compliance.
a) Utilize appropriate reference materials, individuals or organizations to
determine appropriate course to come into compliance.
b) Take corrective action.
Objective E: Provide adequate multimedia support within the University.
Strategies
1. Determine campus needs.
a) Identify multimedia support needed within the University.
b) Survey faculty, staff, and administration on needed multimedia equipment.
c) Visit other Universities to observe use of multimedia.
2. Address needs.
a) Purchase additional multimedia equipment and software.
b) Provide development opportunities in multimedia technologies including
training, resource availability, and actual applications.
c) Provide a “multimedia help desk.”
d) Provide training to Computer Service Personnel.
e) Provide intranet and Internet access to all facilities including classrooms,
offices, and labs.
Objective F: Meet communication technology needs.
Strategies
1. Evaluate current and anticipated needs.
a)
b)
c)
d)
Identify the bandwidth needed for communication in UMS campus.
Determine bandwidth needed for state-of-the-art equipment.
Determine bandwidth needed for voice communication.
Determine bandwidth needed for Internet access.
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2. Purchase and install appropriate hardware and software.
a)
b)
c)
d)
Upgrade all network equipment to current standards.
Improve the phone and voice mail system on all campus sites.
Install additional central office truck lines on both sites.
Provide state-of-the-art equipment for all UMS modes of instruction.
GOAL V: Broaden Community Awareness and Support
Objective A: Increase community awareness of the education programs the
University offers.
Strategies
1. Develop the recognition of UMS.
2. Develop consistent messages and communication with community partners.
3. Develop and produce a consistent image which is easily recognizable to the public.
4. Develop a marketing program and calendar to get the message to the public on a regular
ongoing basis.
5. Develop a consistent, timely and identifiable mailing process for invitations, flyers,
newsletters, lectures, etc.
6. Develop good relationships with local communications media.
7. Develop website.
Objective B: Increase community support for the University programs.
Strategies
1. Develop procedures and guidelines for establishing and coordinating existing and
prospective partnerships.
2. Identify those partnerships, which will lend support to those baccalaureate degree
programs most urgently needed in the region.
GOAL VI: Develop Appropriate Partnerships that Support the University’s Mission
Objective A: Establish partnerships in the area of education (including life-long
learning).
Strategies
1. Develop partnerships with area public and private schools.
2. Develop partnerships with literacy programs and English as a second language
programs.
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GOAL VII: Evaluate annually the University’s progress toward attaining its goals,
objectives, strategies and tactics
Objective A: Determine status of stated goals, objectives, strategies, and tactics.
Strategies
1. Determine whether an individual, office, administrator or committee should check for
satisfactory progress of stated goals, objectives, strategies and tactics.
2. Appoint or designate appropriate individual, office, administrator or committee to
evaluate and report to the administration on progress of stated goals, objectives,
strategies and tactics.
GOAL VIII: Strengthen planning, budget and assessment
Objective A: Secure financial resources that will support the University’s strategic
plan and promote institutional improvement.
Strategies
Campaign for operations funding parity for UMS among teaching sector institutions.
Objective B: Prepare and annually revise a five-year pro-forma budget reflecting
institutional priorities for use in department budget planning.
Strategies
Evaluate financial performance and develop budgetary assumptions to build a realistic fiveyear budget plan.
GOAL IX: Attain appropriate local and international Accreditations
Objective A: Comply with the Core Requirements, Comprehensive Standards and
Foundations for Quality Enhancement.
Strategies
Provide resources to support accreditation process.
Objective B: Establish plan for securing academic program accreditations.
Strategies
1. Develop a plan to obtain accreditation
2. Determine compliance with the national standards for human services worker
education and training.
d. Institutional Effectiveness Policy
UMS Institutional Effectiveness Policy is based on the following key domains:
4. As an emerging and an institution willing to progress rapidly, UMS will:
e) Review the mission, goals, vision, and values of the institution.
29
f) Plan, implement, and assess effectiveness of the institution as a whole and each of
its units.
g) Demonstrate mission accomplishment.
h) Provide a basis for improvement.
5. To provide the leadership for planning and assessment process, UMS president will
annually communicate the institutional mission, vision, values, and strategies to the
Executive Leadership Team and charge them to plan initiatives and outcomes that
support those institutional goals.
6. To facilitate the planning and assessment process, UMS will:
g) Annually, establish and communicate a timeline to integrate institutional planning,
overall budget planning, assessment, and implementation of the above to ensure
continuous improvement of the institution.
h) Provide guidance and standardized method for the academic programs or support
units to document planning and assessment.
i) Support institutional assessment system through administering student surveys,
classroom evaluations, employee surveys, service agencies survey and
administration of general education assessment.
j) Maintain a commons for institutional assessment and planning and assessment guides.
k) Collect, report and implement upon the institutional research and assessment data
l) Annually document the effectiveness of the institution in accomplishing the mission.
5. The academic program will:
f) Have a purpose statement.
g) Determine student-learning outcomes, based on the academic program purpose
h) Identify three to eight student learning outcomes to assess as a guideline.
i) Ensure that student learning outcomes is stated in behavioral terms that are
measurable and precise enough to enable accurate assessment.
j) Plan systematic research-based assessment methods to determine the effectiveness
of the academic program and provide a basis for improvement.
6. As a guideline, direct assessment methods are set. Direct assessments measure the
knowledge, skill, or ability stated in the student learning outcome and include:
c) Standardized tests.
d) Faculty observations or evaluations. When multiple faculty members are observing
or evaluating student learning, reasonable efforts will be made to increase interrater reliability.
11. Multiple assessment methods are to be implemented in the future.
12. The University will evaluate the results of assessment data annually and implement
upon it to measure continuous improvement of the curricula pedagogy.
30
13. Annually report to the Academic Leadership Team and the Institutional Effectiveness
Office:
d) The effectiveness of the academic program.
e) Plans for improvement.
f) The impact of improvements.
14. Each institutional support unit will:
e) Have a purpose statement.
f) Determine appropriate operational outcomes.
g) Where applicable, establish outcomes that reflect the impact of support programs
or services on student learning.
h) Plan systematic research-based assessment methods to determine the effectiveness
of each unit and provide a basis for improvement.
15. Unit staff will annually evaluate the results of assessment data to determine if
improvements are necessary.
3. The Educational Programs
a. Undergraduate Completion Requirements Policy.
1. The University program provides an appropriate sequence of courses. The student
cannot enroll in advanced courses unless the prerequisite courses have been
successfully completed.
2. The total credit hours required for each program is indicated in the University
Catalog.
3. The student must pass each course of the program enrolled in and a minimum
cumulative GPA of 2.00 on a scale of 4.00 must be obtained by graduation.
4. The minimum residency required is 4 years while the maximum is 7 years.
b. Graduate Completion Requirements Policy.
1. The University program provides an appropriate sequence of courses. The student
cannot enroll in higher advanced courses unless the prerequisite courses have been
successfully completed.
2. The total credit hours required for each program is indicated in the University
Catalog.
3. The student must pass each course of the program enrolled in and a minimum
cumulative GPA of 3.00 on a scale of 4.00 must be obtained by graduation.
4. The minimum residency required is one and a half academic years while the
maximum is 4 academic years.
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c. Independent Study Policy.
Policy on Independent Study
Students who are taking independent courses are ensured with adequate student supervision
and compatibility in content and assessment methods to other courses.
UMS does not encourage students to take courses as Independent Study. However, students
may be allowed to complete 1 to 3 hours of independent study work if there is a legitimate
reason.
Students who wish to do an Independent Study Course must have completed at least 30
hours of credits at UMS with a minimum cumulative GPA of 3.0.
A 3-hour Independent Study Course should involve about 6 to 10 hours of work per week
for students. Accordingly, an Independent Study Course easily could entail reading several
books on a selected topic and writing a research paper.
Students must submit their application for Independent Study 2 weeks before the beginning
of the semester in which the work is to be completed.
Students who want to do an Independent Study Course must produce a written justification.
The written justification and explanation must include:

reasons for wanting to complete an Independent Study Course;

a detailed plan for the Independent Study Course;

a description of the final product envisioned for the Independent Study Course;

the name of the faculty member who will be supervising the Independent Study
Course and a written note from the faculty member indicating his or her willingness
to supervise the project;
Initial approval is made by the concerned College Dean who will meet with the student
Academic Advisor to decide if the Independent Study Course will be allowed. The case is
then referred to the VPAA for final approval. Then students will be notified of the decision
within two weeks of the application submission.
A student may take up to two courses (6 credits) of an undergraduate degree as independent
study. No independent study is allowed in graduate degree programs.
Policy on Advanced Placement
UMS may award course credits for courses in which students achieve minimum grade
equivalent to B (3.0 out of 4.0 point scale) in the International Baccalaureate high level,
A-level courses of the GCE/ISCG, the French Baccalaureate, the German Abitur, or the
American Advanced Placement Tests. A maximum of 9 credits (typically three 3-credit of
100-level course accepted for advanced placement.
Policy on Teach out
UMS will offer programs that are accredited by the CAA. This enables its students to
transfer to other institutions that are licensed by MOHESR.
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In the unlikely event that one of the programs at UMS is phased out, due to low demand,
or low enrolment, or due to unavoidable economic circumstances, UMS will guarantee to
continue offering courses to the remaining students for a period of at least one full year,
during which UMS will come, with help of the CAA into agreement with other institutions
in the UAE which offer similar programs, to ensure smooth transfer of students to the new
institutions.
Task forces comprised College Dean and Chair of the concerned program and academic
advisors will work closely with individual students to offer advice to the students and
communicate with other institutions and the CAA to facilitate student transfer.
Policy on Publications
Whether electronically or in print, UMS’s fundamental policy is to be accurate, current,
clear, and informative in presenting itself to students, prospective students and other
members of the public. UMS’s publications and advertisements will describe the institution
accurately, providing sufficient detail about its admissions requirements, academic
programs, degree requirements, expected educational outcomes, educational costs and
University life so that students and their families can make informed judgments about UMS.
The principle document is the University Catalog. The information in all publications and
other forms of communication is consistent with the University Catalog.
In responding to requests, University policy is to balance the disclosure of information with
the obligation to respect the confidentiality of students, employees, and other members of
UMS community.
Student society at UMS will be allowed to publish its own magazine, to be the student’s
voice. Such student's publication is guided by a general principle of dealing with university
activities and student life at UMS, and refrains from dealing with any political or specific
ethnic or religious activities or arguments.
d. Academic Progress Policy.
The Academic Progress Policy set out below balances the need to assist those students who
are not performing well academically with the University’s necessity to maintain the high
quality of its qualifications.
Students attending UMS are expected to perform at a satisfactory academic level. The
Policy sets out a transparent and equitable process for students with academic performance
problems. Students who are not achieving satisfactorily will receive specifically targeted
advice and assistance at an early stage.
The Academic Progress Policy is intended to provide a benchmark for students of minimal
academic achievement, in tandem with a constructive system of support to help students to
achieve that benchmark.
The Policy’s staged processes gives students who are having difficulties the opportunity to
be involved in the identification of problems restricting achievement and in planning their
future study carefully with an Adviser of Studies.
33
1. Minimum Grade Point Average
A minimum cumulative grade point average of 2.00 (on a 4.0 scale) is required to meet all
undergraduate graduation requirements.
2. Policy for add, drop, leave of absence, withdrawal, and re-admission
a) Course Add or Drop Policy
Students may add or drop courses without penalty during add/drop period each term.
Students who drop classes, after add/drop period, are entitled to a tuition refund as stated
below.
b) Tuition Refund Policy:
Refunds are governed by the following regulations and will be processed within 30 days
of request. In the event that a student withdraws or is dismissed from all classes during the
term, refunds of tuition and fees will be calculated according to the following schedule:
Week
Refund %
First week
Second week
Third week
Fourth week
100%
75%
50%
25%
c) Leave of Absence Policy
Occasionally, students may have to take a semester or two off because of circumstances
beyond their control. Leave of absence policy is designed to assist such students. Students
who have an approved leave of absence for a semester or a year may register for the
semester in which they plan to return without applying for readmission.
A leave of absence maintains the student status while he/she is away from UMS for up to
two semesters. Students who wish to take a leave of absence from an academic program
must do so through the Dean's office or department head by completing the leave of
absence form.
All requests for Leave of Absence require Dean’s approval and will be reported to the
VPAA. If the Leave of Absence process is completed satisfactorily and approved by the
Dean, and the student has cleared all financial obligations to UMS, the effective date of
Leave of Absence will be noted on the student's permanent academic record. The effective
date is the basis for calculating billing or refunds by the University.
d) Course and University Withdrawal Policy
Students who wish to withdraw from all classes for the term or withdraw permanently from
the University must notify the Dean’s Office in writing and indicate the last date of the
student's class attendance. If notification is postmarked by the last day of the add/drop
period, the grade posted will be W.
34
A student who fails to attend classes or leaves UMS for any reason must formally withdraw
through the Dean’s Office in writing and indicate the last date of class attendance. Failure
to complete the withdrawal process will result in a failing grade for the course(s). Students
who withdraw after the last date to withdraw will have an F grade.
e) Readmission Policy
When a student is readmitted to UMS after a period of absence, he or she must fulfill the
requirements for the class with which he or she will graduate. However, any courses
previously taken to satisfy the Program requirements will be counted. A student should
contact the Registrar's Office and his or her faculty advisor to determine degree
requirements applicable.
A freshman student returning after a period that is less than three semesters will follow the
academic policy of the University Catalog of the year of his/her original admission. If a
freshman returns after more than three terms of leave, he/she will follow the academic
policy existing at the time of readmission. A student who has been away for more than a
year must submit a valid medical certificate.
3. Probation, Academic Suspension, and Dismissal Policy.
a) Probation
Once a student's cumulative GPA falls below 2.00, he/she is placed under academic
probation. Due to this constraint, students who are under probation are allowed to repeat
courses with a grade below A during this period under the supervision of an academic
advisor in order to improve their cumulative GPA. The higher grade of repeated course is
used in the GPA calculation. Senior students are allowed to repeat failed and lower grade
courses as well until they fulfill the graduation requirements. Students enrolled in graduate
programs who fail to maintain a minimum CGPA of 3.00 on a scale of 4.00 or its equivalent
will be placed on probation and will be allowed to repeat courses once only with a grade
below A as necessary to bring their CGPA up to the minimum requirement for graduation.
The higher grade of repeated course is used in the GPA calculation
b) Academic Suspension
Students are subject to academic suspension if their CGPA falls below 2.00 on a scale of
4.00 in an undergraduate program for 4 successive semesters. Suspended students may not
re-enroll for the next academic session without permission from the college Dean.
Permission to re-enroll for the next session should be requested through the Academic
Advisor. A written appeal and a personal interview are required.
c) Academic Dismissal
Students, who do not pull the cumulative GPA to 2.00 on a scale of 4.00 in an
undergraduate program after 8 semesters, are academically dismissed from UMS. Any
appeals to academic dismissal actions are considered by the College Dean. Once dismissed,
students are not allowed to re-enroll at the College until they have been academically
reinstated. Academic dismissal is placed on the student’s academic record as a permanent
notation. The official transcript of a student who has been dismissed includes a “not in
good academic standing” notation.
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Graduate students who fail to maintain cumulative GPA for three semesters or who fail one
of the courses twice shall be dismissed from the program.
f. Examinations and Student Attendance Policy.
Faculty Guidelines and Standards: writing examinations and giving assignments
a) General Guidelines for Writing Examinations
i.
Examinations are based on the curriculum guide and the recommended resource
materials.
ii.
Final examinations are two hours for the undergraduate programs and three
hours for the graduate programs and midterm exams are for 1.5 hours. Students
should be prepared to use the full time allotment to complete the examinations
and to check their work.
iii. Students should look over the entire examination before beginning to answer
any of the questions. This will give them an idea of the length of the
examination and the kinds of questions to expect.
b) Common Test Item Terminology
i.
Analyze: Divide a concept, an event, a set of data, or a text into parts in order
to explain the concept, event, data, or text.
ii. Compare: Identify similarities and differences among two or more people,
places, or things. Example: “When comparing plant and animal cells, the
similarities and differences are . . . .”
iii. Contrast: Identify dissimilarities or differences among two or more people,
places or things. Example: “Contrast the way three different characters react to
injustice.”
iv. Critique: Make judgments about the positive or negative aspects of something.
Critical discussion may approve or disapprove or both. Example: “Which of the
following statements most effectively critiques the adoption of recombinant
DNA technology in agriculture?”
v. Define: Precisely state the meaning of a word, phrase, or concept. Determine
the extent or boundary of something. Example: “The term ‘osmosis’ is best
defined as”
vi. Describe: Provide a picture or idea of something through the use of spoken or
written words. Example: “Which of the following statements best describes
how the addition of a catalyst affects the rate of reaction at equilibrium?”
vii. Evaluate: By discussing advantages and limitations, judge the worth or
value of something. Example: “Which of the following statements best
evaluates the merits of the CANDU reactor?” In math, the word “evaluate”
means “find the numerical value of.”
36
viii.
Explain: Make clear or understandable, or give reasons for something.
Example: “Explain why you think joy is an essential emotion for people to
experience.”
ix. Illustrate: Make clear or understandable by using examples. Example: “Which
of the following statements best illustrates the concept of natural selection?”
x. Interpret: To judge (e.g., persons, events) in a personal way or present your
thinking about something. Example: “Which of the following statements best
interprets the graph showing the results of the experiment?”
xi. Justify: Show good reason, or present evidence in support of a position.
Example: “Justify the actions of the protagonist.”
xii. Prove: Show something to be true or genuine by providing evidence or
logical arguments, or in mathematics to verify the accuracy of something such
as a calculation.
xiii. Summarize: State or express concisely, or briefly provide the main points.
Example: “Which of the following statements best summarizes Hess’s Law?”
xiv. Support or Refute: Support means to argue in favor of something; refute
means to argue against something or to prove an assertion to be in error.
Examples such as illustrations, quotations, and statistics help support or refute.
Example: “Canadians are a dull people. Support or refute this statement.”
e)
c) Dictionary Use Policy
No dictionaries, electronic dictionaries, translation dictionaries, or any other notes
or reference materials are allowed.
d) Disturbing Content on Exam Responses
Although examinations are treated in confidence, there may be cases where a
written response contains offensive and inappropriate language or suggests that the
student is experiencing emotional difficulties, poses a threat to self or others, or is
involved in a criminal activity. In these cases, the faculty may refer the student’s
response to the Dean for further action. The Dean will report all cases for the VPAA
for final approval.
e) Special Provisions Policy
Special provisions may be made for students with sensory disabilities, physical
disabilities, acute or chronic illness, and learning disabilities.
The special provisions must not compromise the integrity of the formally stated
foundational and learning objectives. Requests for special provisions must be based
on assessment of need by qualified personnel.
The special provisions that may be made include:



Extended writing time.
Use of a separate room for writing.
Specially printed examination paper (e.g., large print, colored paper).
37

Use of a word processor (Students are not permitted use of program utilities
such as spell check, thesaurus, dictionary, or grammar check.).
Procedures and regulations for the late submission of coursework
The greater use of coursework as a form of learning and assessment requires a policy on
the late submission of such work. A policy that enforces submission deadlines is desirable,
in the sense that it develops the important skill of planning work and completing it to a
deadline. It is necessary on grounds of equity, in that it is unfair for students to gain
advantage by choosing to submit their work late. The student mobility within the College
arising from the implementation of modularization requires that this policy be uniform
across the University.
Policy
a. The due date for each item of coursework must be clearly indicated to students.
b. Coursework must be delivered by hand to the Faculty Office (or other location
designated by the Faculty) or submitted electronically via an approved system.
Coursework may of course be submitted in advance of the due date. Coursework
should not be submitted directly to individual members staff, placed directly in staff
post-boxes, or delivered to or deposited in any location other than that designated
by the Faculty.
c. Coursework received at any time within two weeks of the due date will be graded,
but a penalty will apply. For assignments marked out of 100, 10 marks are deducted
if the work is up to one week late and 20 marks are deducted if the work is up to
two weeks late. Work submitted more than 2 weeks late will not be graded.
d. Where a faculty grades work and offers feedback to students within two weeks of
submission, the faculty may decide not to accept work submitted after the feedback
date, provided this is made clear to all students well in advance of the submission
date.
e. Submission dates may be extended in exceptional circumstances; students must
apply for an extension in writing to the faculty, using the standard University proforma and stating the reasons for seeking the extension.
f. Where coursework is submitted late due to unanticipated exceptional or extenuating
circumstances, students must present an explanation to the faculty, using the
standard University pro-forma. The faculty may, at their discretion, retrospectively
award an extension in such cases.
Policy and Procedures – Exam Control Committee
The Exam Control Committee (ECC), University Of Modern Sciences is a special
committee formed by the President. The purpose of this committee is to ensure that all
examinations are scheduled, administrated and invigilated in an organized and effective
manner. These policies include procedures and regulations for all forms of examinations.
38
1. Definitions

Final examination period The College's official final examination period begins
on a Sunday, Monday immediately following the last day of classes and continues
through the last day of scheduled final examinations.

Scheduled final examinations are those scheduled by Enrollment Services.

Final examinations can either be comprehensive, covering all course materials, or
non-comprehensive, covering only a part of the course.

In-term examinations Major examinations during the semester.
2. Policies
a) In-term Examinations
i.All in-term examinations should be given during the regularly scheduled class time.
However, if the exam requires additional time to complete, then examinations may
be administered outside of regularly scheduled class time.
ii. The instructor administering an exam (or another required class event) that falls
outside class time must make any and all reasonable accommodations to provide an
alternative time to students who have conflicts with the proposed time period,
including those conflicts due to activities, meetings, other classes, etc. (provided
that the instructor is notified of such conflict in a timely manner).
iii. No student shall be required to take more than two full-period in-class or out-ofclass examinations on the same day. It is the responsibility of the student to notify
the instructor in a timely manner of his/her circumstance so that appropriate
accommodations can be made.
b)
Student attendance and Absenteeism warning policy
Attendance is compulsory at UMS; Student’s attendance and participation in all
classes and lab sessions are essential to the process of education at UMS since
students benefit from lecture inputs and discussions with their instructors and
fellow students. For this reason, students are expected to attend classes for no less
than 75% of the total class hours. Absence hinders study progress for the class as a
whole and affects students from achieving course learning outcomes and
satisfactory grades.
UMS regulations for student class attendance and absenteeism warnings imposed on
all courses are as follows:



Weekly course teaching hours are delivered in two consecutive/separate classes of
one hour and twenty minutes each with 10 minutes of break time.
Students are sent warnings through their UMS e‐mail account when their absences
reach 10% and 20% of class time for a given course.
Once a student has been absent for 25% of class time for a course, he/she will be
deprived from attending the final exam. A grade of Fail by Absence (FA) will be
recorded for the course and counted towards the student’s GPA. If a student’s
39

absence is for a valid reason that is deemed acceptable by the Registrar, the student
is considered to be “Withdrawn” from the course(s). Deprived students may not
attend any further exams; however, they still have the right to attend the classes.
Absenteeism percentages are calculated according to the table below:
1st Warning
10%
3 classes (Lectures)



2nd Warning
20%
6 classes (Lectures)
3rd Warning
25% (FA)
8 classes (Lectures)
An accepted valid excuse does not nullify the absence but will cancel any penalties
normally imposed for absence at a quiz or midterm.
Warnings are issued to the student irrespective of the validity of his/her absence
excuse.
Course instructors are imposed to take student attendance on the faculty portal
within the scheduled class hours.
Should be included in student/faculty portal & all course syllabus:
ATTENDANCE POLICY
Students are expected to attend all class sessions for which they are registered. Students
are also responsible for the material covered in each class session and completion of
assigned work by the announced due dates. Students must be familiar with the Student
Attendance and Absenteeism Warnings Policy. Course instructors are imposed to take
student attendance on the faculty portal within the scheduled class hours.
 Absenteeism percentages are calculated according to the table below:
1st Warning
10%
3 classes (Lectures)
2nd Warning
20%
6 classes (Lectures)
3rd Warning
25% (FA)
8 classes (Lectures)
c) Final Examinations
i. The final examinations for each semester are scheduled by the University
Examinations Officer. The responsibility of scheduling, assistance and supervision
of proctors falls under the jurisdiction of the Examination Control Committee.
ii. The exam periods are generally set at the start of the semester however, changes may
occur under unforeseen circumstances. Students who schedule personal events (such
as travel plans) during the exam period do so at their own risk.
iii. The exam control committee will release exam schedules at least two weeks prior to
the start of examinations. Both students and faculty will receive an electronic copy
of the schedule and several hard copies will be posted throughout the university. In
case of any changes in the scheduled dates, faculties and students will be informed
of the changes as soon as they occur.
iv. Instructors are expected to return all work assigned no later than the last regular day
of classes in courses for which there is a final examination.
40
v. No other coursework, including laboratory work, will be due during the final
examination period unless it is assigned in advance and in lieu of the course’s final
examination. Regardless of whether there is a final examination in the course, no
classes other than review sessions shall be held during the final examination period.
Review sessions should be scheduled for optimal attendance, and a serious effort
should be made to accommodate students who cannot attend. In appreciation of the
time required to prepare for final examinations, no other examinations, portfolio
reviews, critiques or juries shall be scheduled for the last class day of a course with
a final examination.
vi. Students are expected to present themselves in the designated examination room at
the start; late arrival will reduce the total time a student has to complete the
examination.
vii. Concerns related to final examination, complaints about violations of the final
examination policy or alterations of the final examination schedule should be
directed to the department head of the instructor offering the course or to the Dean.
viii. Absence for Final Exam: Acceptable evidence for failure to attend final
examination consists of the following:
1
2
3
Illness certified in a medical report approved by the university doctor.
Death certificate of a first or second degree relative.
Arrest or summons before a court or other legal body
In these cases the student must complete and submit a request form within three days of
the examination date. He/she also must present the relevant documents to the Exam Control
Committee. The application will be processed only if the student has no financial
obligation to the university and has an absence record of less than 25%.
3. Exam Preparation and Record Keeping
o Faculty members are responsible for:

Providing the ECC with a copy of exams and model answers.

Photocopying and preparing midterm exams.

Entering student course work and midterm grades directly into SIS or MSIS
systems before the commencement of the final exams.
o The ECC is responsible for:

Storing hard copies of all student midterm exams

Photocopying, securing and storing of final exams prior to testing.

Ensuring exams are marked blindly and have been through the control room prior
to grading.

Storing and providing security for all final exam records, which are to be held for
5 years.
41
4. Grade Release
 Grades for final examinations are generally released 7-14 days after the exam
period concludes. All grades will be posted in accordance to the ID number at the
university campus.

Grades for students who have not settled their tuition bills will be blocked until they
have clearance from finance.

The ECC will be responsible for the posting of grades both in hard copy and on the
university SIS system and UMS website.
5. Exam Proctors
Proctoring means observing that examinations run smoothly and misconduct either in
behavior or cheating does not occur during the test. The ECC is responsible for
management of proctors.
Proctors are responsible for:

Commencing and ending the exam within the allotted time period.

Preventing students from communicating verbally or physically during the exam.

Removing items such as cell phones, notes, or computers which may provide an
unfair advantage to students.

Informing the Exam Control Committee of any misconduct during the exam.
Supervising any other issues which may occur during an examination.
Proctor’s rights:

Proctors should sit no more than one examination per day unless they have
volunteered to do so.

Proctors will be provided substitutes for breaks.

Any abuse lodged at proctors either by a student or faculty member will be
investigated and promptly dealt with.
6. Exam Instructions for Students
It is your responsibility to attend your exams at the approved date, time, and place. To
attend the exam, you are required to carry the UMS ID card with you.
Exam Start Dates and Admission

You should report to the exam room 15 minutes prior to the start time.

You will not be permitted to enter the examination room after 30 minutes from the
commencement of the exam.

Once you have entered the exam room and testing has begun the option of a deferred
examination is not available.
Materials in the Examination Room
42

Any materials authorized during the examination will be indicated by your
instructor. It is your responsibility to comply with the instructors regulations.

Cell phones, laptops, bags, baseball caps, jackets, and any written materials must
be placed at the front of the exam theatre or other location determined by the proctor.
Cell phones must be switched off. You will be able to collect your items once you
have handed your exam over to a proctor. Please note that the university is not
responsible for lost belongings.

Cell phone calculators are not permitted.

Water bottles and small snacks are permitted in the exam room. You must place
these items on the top of your desk, so they can be checked by a proctor.
Conduct during the Exam

You must listen to and follow all instructions delivered during the exam. You are
responsible for reading all the instructions on the examination and answer pages.

There is no sharing of materials such as calculators during examinations.

Use only approved exam papers or answer sheets for answering.

If you wish to leave the room temporarily, you must inform a proctor. Restroom
breaks are permitted for only one student at a time.

No materials from the exam may be taken from the examination room whether used
or unused.

You may not communicate with other students in the exam room whether the
examination is in progress or not. This also means communication is not permitted
when exiting the exam room.
 If your instructor is in the examination room you may ask him/her questions directly.
7. Policies and Procedures for filing an Incomplete
An incomplete is awarded when only a student fails to attend final exam due to a reason
that is accepted by the Dean of the College. In such cases with valid reason, students have
the option of filing an incomplete for a course (s).The application will be processed only if
the student has no financial obligation to the university and has an absence record of less
than 25%. Students are responsible for collecting an incomplete form from the ECC and
filing it with the instructor.
The following regulations apply:
1. The student must submit the incomplete form within two days of the completion of
the exam.
2. Good reasons for filing an incomplete may include: illness, work-related issues,
family matters including pregnancy, and legal obligations. The student should
specify their reason and provide any documents that support their petition.
3. The Incomplete status must be granted by the instructor of the course and the Dean
of the college.
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4. If the Incomplete request is granted the UMS Registrar will fix the ‘I’ on the
student’s transcript and advice the student on future scheduling to retake the course.
g. Curricula Approval and Revision Policy.
The Dean is responsible for the academic operations of each college in the University. In
consultation with his/her deputies, faculty members, departmental chairs, and others, the
Dean develops goals, policies, and administrative procedures relating to the following:

Undergraduate and graduate curricula

Engagement, evaluation, and retention of faculty and contract persons

Faculty development

Undergraduate and graduate student admissions

Supervision of laboratories and other academic support facilities

Administration of grants and sponsored research

Preparation of undergraduate bulletin materials

Preparation and administration of capital equipment and renovation budgets

Maintenance of faculty records

Preparation and administration of an annual academic budget

Summer sessions

Preparation of academic material in the Courses of Study Bulletin.

Advising and assisting in the admissions process.

With the assistance of the Registrar, the assigning of faculty advisors to
undergraduate students and monitoring the advising system, evaluating the faculty
advisors, reassigning advisors, and conducting a continuing program directed
toward the improvement of academic advising on all levels.

Approval of grade changes, overloads, and exceptions to policies with regard to
academic records, monitoring grading practices and grade distributions.
Program planning goals
The three key goals of the Programs Planning process are:
1) To promote a continuous internal review and planning process that will provide the
program with purposeful future direction.
2) To serve as a vehicle to help program support the mission of the University.
3) To provide an opportunity for the program to systematically assess course
offerings, achievement of student learning outcomes, and the faculty and
instructional resources necessary for providing an excellent educational experience
to students.
44
Program planning process
Program planning is evidence-based and future-oriented; program goals and objectives
should guide assessment of student learning outcomes, faculty hiring, student recruitment
and retention efforts, and interaction with the community. Program planning and evaluation
involve faculty at the University and culminate with the Dean's approval of clearly
articulated goals and a corresponding framework for resource management. The program
planning process will deal with the following points after the approval of the VPAA:





Changes in career opportunities, professional practice, technology, or other relevant
discipline characteristics are students completing this program likely to face four
years from now
Expected changes in the characteristics or academic backgrounds of students
coming into the program four years from now
Changes in the curriculum (e.g., for lifelong learning, good citizenship, living in a
complex, multicultural society, etc.) should be in effect four years from now to
better prepare students
Alternative modes of instructional delivery that help students achieve program
outcomes
Faculty recruitment and development opportunities needed during the next four
years to support the program
Changes in support resources (e.g., staff, equipment, infrastructure, travel funds,
etc.) needed to maintain or change the program quality, size, and achievement of
student learning outcomes in the next four years
The focus of program planning is (a) student achievement of the learning outcomes
specified in the curriculum, and (b) analysis of the resources and strategic decisions
necessary to achieve those outcomes. The process begins with the department preparing a
document, called the self-study, describing past achievements, evaluating student learning
assessment data, analyzing the current status of student demand and program resources and
preparing future goals and priorities.
One or more external experts in the discipline will review the self-study, visit the campus,
and provide observations and recommendations in a written report. After program faculty
have had an opportunity to respond to the report in writing, the University curriculum
committee (faculty) and the dean, who offer University-wide perspectives on the program,
review all relevant documents. The faculty and the dean provide written responses to the
self-study and external review and recommend actions to the VPAA such as (i) acceptance
of the plan without modification, (ii) provisional acceptance of the plan with suggestions
for improvement and/or requests for additional information, (iii) rejection of the plan for
explicit reasons, or (iv) initiation of program termination review for specific reasons.
a) Curricula Approval and Revision Policy.
This policy covers the procedure for the approval and revision of curricula, including
individual courses
45
1.
Internal Policy
Rationale
To facilitate the approval process for all curriculum revisions. The decision to develop and
propose curriculum revisions is a department responsibility. The intent of the policy is to
ensure approval from the Dean, the VPAA and from the CAA on all proposed curriculum
revisions.
Process
All proposed curriculum revisions by the University must include the Dean's and the VPAA
signatures and be submitted, electronically as well as a hard copy, to the CAA for
approval. All submitted requests must include the academic program’s entire existing and
proposed curriculum reflecting the requested changes. Submitted curriculum information
should include course titles, numbers and credit hours in a format similar to those found in
the UMS Catalog. Only the documentation and information requested should be submitted.
The Dean will verify that the request form is complete and any pertinent documentation
included. The VPAA will approve it and the vice president for administration and finance
will compile the fiscal considerations of the proposed curriculum change. Following
approval by the Dean and the VPAA, all the documents will be sent to the Commission for
Academic Accreditation (CAA) office for approval.
2. External policy
These changes initiated after the most recent review for licensure or program accreditation
must be reported to the CAA and reviewed for approval before it is made. The University
will discuss prospective changes with the staff of the Commission which will determine
the type and extent of review the change warrants, whether it is to be an on-site review by
a Commissioner or an external review.
The University will inform the CAA of changes like the ones noted below. They include,
but are not limited to:
a) Significantly alter the mission, goals, or objectives of the University or of the
program.
b) Establish instruction in a significantly different format (such as an intensive term)
or method of delivery (such as e-learning programs).
c) Close the University's location.
d) Make major reductions in program offerings.
e) Increase or decrease the number of credit hours awarded for successful completion
of a program or the length of the program.
f) Offer non-credit courses or activities that affect the mission or alter faculty
workload.
3. Notice to the Commission
a) Before the change, UMS should notify the Commission early in its planning and
meet with a Commissioner shortly thereafter. This provides an opportunity for the
Commission to counsel UMS about the potential impact of the change in its status,
if any, and the procedures that need to be followed.
46
b) Upon deciding to initiate the change, UMS must give the Commission a report at
least six months before the date on which the change is to be implemented. The
report should provide the necessary information and analysis in as concise a
presentation as possible, preferably fewer than 25 pages; a one page executive
summary should be attached. Reports are to include
i.
A justification of the change with a detailed description and analysis of it,
evidence of the need for it, and authorization by the governing body and other
relevant parties, and
ii.
A projection of any developments anticipated as a result of the change. The
following information should be included:

Rationale for change, relationship of change to mission.

Descriptions of changes in program or institutional design.

Faculty and staff needed to implement changes, qualifications of University.

Library and other learning resources and facilities required.

Physical plan expansion and equipment required.

Projection of other needs over the next several years, including estimates of
the additional costs.

Evidence that the institution has adhered to the Standards for e-Learning if
proposed.

Change involves offering e-learning programs or courses.
Notification and Status
Only after the Commission has notified the University that the change is acceptable may it
assume that it has not affected and will not affect the institutional licensure or program
accreditation.
Notification and Status: After the Commission has notified UMS that the change is
acceptable, UMS may assume that the change has not affected and will not affect its
institutional licensure or program accreditation.
h. Internship Policy.

Internship course may be required as part of the curriculum in certain majors which
are of professional nature. In such programs, the internship course constitutes an
important part of the student’s graduation requirements, and is considered an
essential natural extension of UMS’s role in helping students to increase their
employability. By undertaking a supervised compulsory internship course, students
will have the opportunity to put into practice what they have learned in theory.

The supervised internship course will be a credited course and will be planned by
the College department concerned in such a way that ensures efficient execution of
47
this program. The academic department concerned will prepare guidelines for this
purpose, outlining its objectives, organization, and provisions for the internship
course.

The internship course will be treated as zero-credit course, but must be taken as a
degree completion requirement.

Detailed information on training site, roles and responsibilities of each of the academic and
field supervisors, and assessment of student performance during the internship period will
be included in the “Internship Manual”, to be published by UMS.
i. Course File Policy
Course files should be submitted by the instructor of each course at the end of each semester
or summer term to the Program Chair. The Program Chair checks each file for
completeness and evaluates the contents as part of the faculty assessment which is
forwarded to the Dean of the academic College. The office of Institutional Effectiveness
stores the course files, each in an individual packet, for a period of ten years in order that
they can be examined by representatives of the Commission on Academic Accreditation.
Course files are also used by the registrar in responding to grade appeals, by the Program
Chair designated mentor to train new instructors, and by the Vice President Academic
Affairs to supervise the quality of courses, programs, and academic schools.
Course file material submitted by the instructor for each course every semester or term
must contain the following elements as mentioned in CAA Standard 2011:










syllabi for the current and previous offerings of the course;
copies of all instructor teaching materials;
copies of all assessment instruments;
instructor worked answers and marking scheme for all assessment instruments;
examples from across the range of student performance of graded responses to all
assessment instruments;
a comprehensive instructor review of the presentation of the course, covering:
1. appropriateness of the course learning outcomes;
2. extent to which the syllabus was covered;
3. extent to which learning outcomes were met (with evidence)
4. appropriateness of textbooks and other learning resources;
5. appropriateness of assessment instruments in relation to learning outcomes;
6. appropriateness of the balance of assessment;
7. appropriateness of prerequisites;
8. general comments on any problems encountered with the course.
quantitative analysis of student performance during the course presentation (e.g. grade
distributions);
summary of student feedback on the evaluation of the course.
Turnitin service report
Students attendance sheets
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j. Class Size Policy.
This procedure is to illustrate UMS policy to identify the suitable number of students
allowed for various class rooms, laboratories and other activities within UMS campus that
may influence students learning experience. In order to ensure that UMS teaching and
learning environment is compatible with the learning objectives of the various programs
and courses at the UMS. This policy applies to all course taught at UMS campus.
UMS strongly believes in the student-centered teaching and learning approach, and
encourages students to be life-long learner by involving in active learning modes of
teaching. To achieve this direction, UMS believes that class size is an important influence
on the quality of educational effectiveness. Therefore, to allow for more individual
attention, and to reduce the time and effort devoted by instructors to classroom
management.
This policy will support UMS learning and teaching approach by the following:
1.
2.
Allow more interaction between instructors and individual students.
Instructors could better monitor student progress and were more consistent in
managing behavior.
3. Instructors can cover the curriculum faster and in greater depth.
4. Students in small classes are more motivated and collaborative.
5. The outcomes will be as positive.
6. Using grouping strategies in small classes can help create an active learning practice.
UMS sets the following policy on class sizes:
Regular classes and remedial classes: The maximum number of students to be enrolled in
one lecture room is 40 students. This rule applies to all colleges and all class levels.
English preparation classes: the maximum number of students to be enrolled in one
English language class for preparing students to pass IELTS and TOEFL will be 20
students.
Computer labs: The maximum number of students to be enrolled in one computer lab is
24 students in all colleges and at all levels.
Science - related Labs: The maximum number of students to be allowed in Science-related
labs is 20 students.
k. Policy on Intensive Modes of Course Delivery.
When an academic College intends to offer a course or program through intensive
modes of delivery, it must comply with the CAA requirements as specified in its
standards. The University should receive the approval of the commission prior to the
start of the program or courses. During summer semesters, courses are delivered over
a short period of time but do not require the approval of the CAA.
When considering intensive course delivery, the academic school must ensure:
 Comparable duration of class contact time and expectations for out-of-class
study time, as in the same courses offered during regular semesters or terms.
49



The learning outcomes of the courses can be achieved during the short period
of time.
Students may register up to three courses when week-end course delivery is
used during a regular semester. If the course delivery involves the shortening
of the semester, students may register up to two courses.
Faculty are given enough time for course delivery and preparation, in addition
to all other duties, as required by the CAA standards.
4. Faculty and Professional Staff
a. Faculty and Professional Staff Role Policy.
1. Faculty Roles and Responsibilities
Faculty members’ involvement in the academic affairs is recognized as a critical
component in the educational process of UMS. Faculty members participate in developing
and achieving the purposes of UMS and have the prerogative to make recommendations to
the administration and the University on all matters relating to academic affairs: the
curriculum, teaching, student support, research and/or scholarship, management and
administration.
1.1 Curriculum Planning and Revision
Actively participates in curriculum deliberation and recommends actions related to
additions, deletions, and modifications in curricula. Regularly examines the effectiveness
of curricula in the realization of the program goals.
1.2 Teaching Responsibility
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
Judiciously prepare a syllabus for each course as required by UMS and the
departmental policies and ensure that it is effectively followed through.
Deliver and teach the course according to the syllabus outline included in the
University Handbook.
Ensure that all lectures and tutorials are delivered in their respective specified
time.
Provide help to students.
Coordinate the delivery of the course to include innovative learning methods.
Review the adequacy of the learning resources to support the course including
teaching accommodation, laboratories and workshops, books, journals, software
and equipment.
Enforce UMS policies regarding student participation at instructional and related
levels.
Prepare, schedule and distribute to students course work assignments with
accompany assessment criteria and submission dates.
50
ix.
Ensure the prompt return of graded class assignments, tests, reports, and others to
students.
1.3 Student Support Service
Closely monitor the performance of all students and provide support and advice.
1.
Advise students on solving academic problems and the procedures to be followed.
2.
Advise students on career placement and training opportunities while keeping
abreast of the guidelines provided by the UMS career planning office.
3.
Review attendance excuses.
4.
Receive student appeals and complaints and forward them to the Dean.
5. Participate in academic advising.
6. Oversee and assure the implementation of the policies governing the student
advisory and scholarship program as related to instructional requirements.
7. Evaluate and follow-up on the student academic performance.
8. Help students explore career and educational goals.
9. Advise students in course selection and registration.
10. Timely performance of all instructional obligations.
11. Perform and implement policies and procedures for testing and assessment of
student academic achievement.
1.4. Research and Scholarship
1. Participate in and implement the policies and issues concerning the improvement
of the environment within UMS.
2. Promote interdisciplinary research and scholarship operation of research on
campus.
3. Obtain external funding and assist in administrative and financial management of
sponsored research, scholarship, and training projects.
4. Participate in research proposal preparation, funding strategies, program
development, grant and contract administration.
5. Actively conduct research, present papers in conferences and publish in scholarly
journals.
1.5. Management and Administration Duties and Responsibilities
1. Ensure that the instruction is in accordance with the approved learning and teaching
strategies.
2. Ensure that the syllabus covers the students' learning requirements for the course.
3. Ensure that requests are submitted to acquire adequate resources needed for
supporting the program and maintaining quality.
51
4. Participate in the process of reaccreditation whenever required and monitor
compliance with the requirements.
5. Participate in the process of program assessment and report updates to the Dean.
6. Participate in University and departmental committees as needed.
Course management requirements
a) Office hours:
a. Full Time faculty members are expected to keep a minimum of ten regular office
hours each week in 2 hours blocks.
b. A Part Time faculty member is required to give students at least one hour each week
for each course taught.
c. It is recommended that office hours are maintained in both mornings and
afternoons. Office hours should be posted on or near the office door.
b) Syllabus: The faculty member is responsible to develop and provide a syllabus for
each course he/she teaches, consistent with the ones approved for accreditation.
c) Grading and examination duties: Prepare, monitor and assess test examinations
according to UMS assessment policy and procedure.
2. Roles and Responsibilities of Academic Administrative Staff
Full-Time Faculty
Full-time faculty members have instructional and non-instructional duties as assigned by
the University. Instructional duties include, but are not limited to, the teaching of assigned
classes, evaluating the students in the classes, and meeting with those students who require
assistance. Non-instructional duties include but are not limited to conducting research and
other scholarly activity, advising students, serving on committees, sponsoring
organizations, and participating in professional organizations.
Academic Administrators:
This section refers to the roles and responsibilities of the senior administrators
a. The President
The President is appointed by the Board of Trustees and reports directly to UMS Board of
Trustees. The President should be a strong and visionary leader with sufficient knowledge
of and experience with operating business of large institution.
The responsibilities of the President are the following:

Being leader for the University and its representative with the main constituencies
nationally, regionally and internationally.

Administration and coordination of all operations and programs UMS
52

Identification of strong foundations to advance the UMS’ growth and maintain its
success.

Promote and develop effective educational programs that will distinguish UMS’
stature nationally, regionally and globally.
A candidate for this position must have a doctorate or terminal degree with sufficient
integrated credentials to stimulate building the University and the community at large. The
President should be a distinguished leader with an excellent record of executive leadership,
community engagement and effective leadership to successfully integrate and maximize
available resources within the University internally and externally for the stimulation and
attainment of institutional uniqueness.
b. Vice President for Academic Affairs (VPAA)
The VPAA is appointed upon recommendation of the President by the Board of Trustees.
The VPAA reports directly to the University President on academic matters within the
university and is dedicated to carrying out the academic mission of the University through
administering and overseeing its academic programs. The VPAA supervises the Colleges’
Deans on academic matters. In addition, the core duties of the VPAA include the following:

Advising and assisting the President on making necessary actions and changes to
maintain strong academic programs and institutional success.

Overseeing the academic operational strategies within the different colleges to
ensure constant improvement of the different academic programs.

Identifying potential opportunities to maintain the academic growth of the
University and to promote its uniqueness in order to maintain a sound competitive
edge.

Ensuring the administration and delivery of an outstanding array of programs that
guarantee academic integrity in accordance with the UMS Vision, Mission and
Goals.
Minimum requirements for this position include a doctorate or terminal degree with
sufficient academic credentials to stimulate building the University. The VPAA serves as
an academic catalyst to enhance and maintain academic level of the University and to
provide a connection between higher administrations and the different Colleges within the
University.
c. Vice President for Financial and Administrative Affair (VPFA):
The VPFA is recommended by the President and appointed by the Board of Trustees. The
VPFA reports directly to the University President on matters related to administration and
finance in the University. In addition, the VPFA has responsibilities of University
marketing to enhance the University’s public relations and collaborations internally and
externally. In addition, the core duties of the VPFA include the following:

Advising and assisting the President on making necessary actions and changes to
the University Administrative and Financial Systems.

Identifying potential opportunities to maintain the support growth of the University
and to promote its uniqueness in order to maintain a sound competitive edge.
53

Supervising the Administrative non-teaching university staff.
d. College Deans
The Dean is the academic leader for his/her College with responsibilities related to
academic policy development, academic program recommendations, faculty members’
promotion and professional development. The College Dean reports directly to the VPAA
and supervises the programs’ leaders within the College.
The College Dean is also responsible for the following







Possessing full responsibility of all aspects of academic operation and advances and
serves as the primary representative for the College.
Directing the administration, revision and changes of the existing programs while
maintaining high educational standards.
Recommending new high quality programs and developing new documentations
consistent with the University’s mission to enhance the College overall
performance and promote its growth according to the University’s mission.
Enhancing and maintaining diversity among students, staff and faculty members
within the College.
Overseeing the overall performance of the students in the College and encouraging
them to achieve their academic goals.
Facilitating the academic standards, policies and procedures for the College’s
students, staff and faculty members.
Identifying potential opportunities for growth within the College to promote the
College’s uniqueness among its peers within the University.
The successful candidate must have earned a terminal degree, preferably, doctorate. The
College Dean demonstrates exceptional leadership skills in development, implementation,
maintenance and advancement of the College and is committed to excellence in teaching.
e. The Head of Department
Position Description
The head of academic department’s job is to lead, oversee, coordinate and develop all
academic activities of the Department and to ensure that the results of the Departments’
teaching and research meet the highest possible levels – in teaching quality, research profile
and student achievement.
Qualifications
1. Evidence of significant and successful leadership and management experience at an
appropriate level, e.g. deputy head of department, admissions tutor, or at another
institution, particularly in times of change, or evident capability in this area.
2. Evident commitment to deliver the University's strategic aims and to be part of the
management of the University.
3. Evidence of successful management of resources (finance and human) related to
the furtherance of teaching, academic quality and the development of program.
4. Excellent communications, interpersonal and consulting skills.
5. Evident appreciation of the importance of relationships with students; experience
of taking successful initiatives in relation to developing the student experience at
54
6.
7.
8.
9.
departmental level; understanding of the issues, opportunities and difficulties
surrounding widening participation.
Evidence of an ability to deal sensitively with concerns and complaints raised by
students.
Judgment and decision–making capability – particularly where political, academic
and institutional priorities might conflict or information is incomplete.
Evidence of successful and imaginative academic or related initiatives in a relevant
area.
Able to command the confidence of the department and the University's Senior
Management Team
Responsibilities
1. To provide academic leadership of staff within the department.
2. To manage and develop effectively and efficiently those human, physical and
financial resources for which they are responsible in manner consistent with the
policies and practices of UMS.
3. To develop the process of teaching and learning and create a productive and wellregarded learning environment for students in a manner consistent with the
University's strategic plan.
4. To facilitate greater access to courses through the development of more flexible
patterns of course provision and through a more imaginative entry policy.
5. To facilitate, within available resources, the development of those research,
consultancy and scholarly activities which will enhance the academic reputation of
the department and contribute to the personal development of faculty members.
6. To create and foster relationships with appropriate external agencies to promote
departmental and the University's aims in general.
7. To provide a focus for communication within the department.
8. To contribute to the development and implementation of UMS policies and
practices consistent with UMS mission statement
9. To secure, monitor, and manage the departments' operational compliance with
UMS standards.
10. To undertake all activities with a view to promoting equality of opportunity.
11. To prepare and submit to the Dean annual reports on the status of the department..
12. To discharge other departmental duties as assigned.
13. To plan and conduct effective annual assessment of the academic programs of the
department.
Role of Faculty in Governance
The role of faculty members in UMS governance is a critical factor in planning. A strong,
meaningful role for faculty members in governance enhances recruiting and retention of
55
quality instructors and the overall well-being of UMS as progressive institution. Faculty
members actively engaged in governance are more likely to exhibit a higher level of
commitment to the vision, mission and goals.
The faculty member is primarily responsible for the following:
a) Curriculum, planning, review and regular modifications.
b) Subject matter and pedagogical research.
c) Participation in UMS and departmental committees.
d) UMS good will.
e) Participation in guiding student services that have bearing on their academic
performance. Also, the faculty member is co-responsible for:
1. Participation in long term planning.
2. Participation in utilization of physical facilities. unclear
3. Participation in budgetary planning.
4. Participation in the deliberation of UMS evaluation and promotion.
5. Participation in the academic planning of UMS.
Academic Freedom
a. Faculty members are entitled to academic freedom regarding research and in the
publication of the results, subject to the adequate performance of their instructional and
non-instructional duties. Patent and copyright ownership will vest consistent with
Board policy.
b. Faculty members are entitled to academic freedom in the classroom in discussing their
subject, but faculty members should be objective in teaching of a controversial matter
which has relation to that subject and of controversial topics introduced by students. A
Faculty member should not introduce controversial matters which have little or no
relation to the subject of instruction.
c. Faculty members are individuals, members of a learned profession, and representatives
of a University. When faculty members speak or write as individuals, they should be
free from institutional censorship or discipline. However, they must be aware that their
position in the community imposes special obligations. As persons of a learning
community, the faculty members should remember that the public may judge the
profession and University by extramural utterances. Hence, each faculty member
should, at all times, try to be accurate without offending the community, exercise
appropriate restraint, show respect for the opinions of others and make every effort to
indicate that as a member of UMS faculty does not speak on behalf of UMS.
d. Academic freedom should be distinguished clearly from constitutional freedom, which
all citizens enjoy equally under the law. Academic freedom is an additional assurance
to those who teach and pursue knowledge and, thus, pertains to rights of expression
regarding teaching and research within specific areas of recognized professional
competencies.
56
Organizational Reporting Structure
The organizational and reporting relationships in the University are governed by the
institutional hierarchy system. The reports should go through the following tiers of
academic administration. The University organization Chart is presented below.
College Deans report any financial or administration issues to the Vice President for
administration and financial, and report any academic issues to the Vice President for
academic affairs.
Standards of Professional Ethics and Cultural Norms
Faculty members have a responsibility to the university community, their profession, their
students, and society at large. The faculty member, guided by a deep conviction of the
worth and dignity of the advancement of knowledge, recognizes the special responsibilities
placed upon faculty members. The primary responsibility to one’s field is to seek and to
state the truth as one sees it. To this end, the faculty member devotes time and energy to
developing and improving scholarly competence. The faculty member accepts, as well, the
obligation to exercise critical self-discipline and judgment in extending and transmitting
knowledge.Faculty members are expected to interact in an atmosphere of mutual respect,
with integrity, honesty, and regard for academic freedom. They should work with each
other responsively in the day-to-day activities that further the mission of UMS and the
success of students, colleagues and UMS as a whole. Faculty members should be
professional in their conduct in the classroom and in relationships with students. They
should maintain respect for each student and for each student's posture as a learner and
should be appropriately available to students for consultation on course work.
b. Employment Policies.
1. Part-time and Full-time Faculty Ratio
The part-time faculty members teaching in each program will not exceed the 25% of
the total number of the faculty member in the program.
2. Academic Ranks and Qualifications
Faculty Ranks and Qualifications
1. Full-Time Faculty Members
a) Teaching Assistants
An appointee to this rank must:
- Have a Bachelor or equivalent qualification in a discipline of their College from an
accredited institution,
- Demonstrate promise of future professional growth in his/her field, and
- Expect to participate in all UMS affairs.
Teaching assistants will be only assisting in course laboratory preparation.
b) Instructor (Appointed in Colleges)
An appointee to this rank must:
- Have a masters or equivalent qualification in a discipline of their College from an
accredited institution,
57
- Have demonstrated the potential to achieve excellence in teaching and scholarly or
creative activities,
- Demonstrate promise of future professional growth in his/her field, and - Expect to
participate in all UMS affairs.
c) Instructor (appointed in the English Language center)
An appointee to this rank must:
- Have completed a bachelor and/or professional certification of equivalent,
- Have demonstrated the potential to achieve excellence in teaching,
- Demonstrate promise of future professional growth in his/her field, and
- Expect to participate in all UMS affairs.
d) Assistant Professor
An appointee to this rank must:
- Have a doctoral or equivalent qualification in a discipline of their College from an
accredited institution,
- Have demonstrated the potential to achieve excellence in teaching and scholarly or
creative activities,
- Demonstrate promise of future professional growth in his or her field, and - Expect to
participate in all UMS affairs.
e) Associate Professor
An appointee to this rank must:
- Have a doctoral or equivalent qualification in a discipline of their College from an
accredited institution,
- Have demonstrated excellent teaching ability and shown continuing active engagement
with students in and outside the classroom,
- Have demonstrated significant scholarly or creative accomplishments appropriate to
his/her discipline,
- Show potential of becoming a scholar or artist of distinction, and have achieved
professional recognition and growth. He/she should have had at least five years of fulltime teaching and research experience as assistant professor, and - Expect to participate
in all UMS affairs.
f) Professor
An appointee to this rank must:
- Have a doctoral or equivalent qualification in a discipline of their College from an
accredited institution,
- Have achieved all of the qualifications for Associate Professor,
- Have achieved a record of international distinction in the academic or creative aspects
of his/her field,
- Have demonstrated excellent teaching ability and shown continuing active engagement
with students in and outside the classroom,
- Have a record of relevant and effective professional service and demonstrate an ability
to continue to take an active role in the development and progress of his/her field, and
58
- Have had at least ten years of full-time teaching and research experience in a university
or college, including at least five of those years in a rank of Associate Professor.
g) Visiting Faculty
A person who is on leave from the full-time teaching College of an accredited University
or from a comparable educational, research, or policy institution may be appointed on a
semester or annual basis as Visiting Faculty. All appointments will meet the relevant
criteria.
2. Part-Time Faculty
Part-time faculty are members that are engaged in UMS’s Colleges and centers but have
full-time duties elsewhere. They are basically recruited for teaching purposes, in addition
to other functions that are mentioned below. The appointment of part time faculty will be
done according to criteria of the full-time faculty. Part-time faculty in UMS will not exceed
25% of the teaching faculty. Part time faculty will receive the same pay rate per hour given
to full time faculty when they carry overload. They will be subject to the same orientation
program as the full time faculty and will be evaluated on the same bases.
C. Criteria of Graduate Faculty
Faculty Members who teach undergraduate and postgraduate courses may have varied
academic backgrounds. Holders of PhD degrees from a well-known or a highly ranked
university, must obtain approval from the Ministry of Higher Education in United Arab
Emirates.
1. Faculty Members teaching postgraduate courses must meet their institution's
minimum required subject hours after having successfully completed a specific
number of graduate-level specialty courses.
2. Faculty Members teaching postgraduate courses must have prior five years teaching
experience at graduate level.
3. Faculty Members teaching postgraduate courses must have active research with at
least (4) research papers published in a well recognized journals in the past 3 years.
4. Faculty Members must show evidence of research that was published with a
renowned publication press/agency.
5. Faculty Members (full Professor, Associate, and Assistant Professor) must show
evidence of experience in research supervision.
6. Faculty Members must also show evidence of participation in:
- Conferences
- Symposia
59
Characteristics of Graduate level Faculty:
1. She/he must be very knowledgeable and have at least 5 years of experience in teaching
graduate level courses.
2. Graduate degree program professors must be active researcher with at least (4)
research papers published in a well-recognized journals in the past 3 years.
3. Graduate faculty must have experience in research supervision about their subject
matter. Usually he/she will be a recognized expert in their field of study.
4. Candidate will be asked to demonstrate the above criteria in a 15-20 minutes
presentation to the Selection Committee on any subject of his/her choice.
Probationary Period and Terms of Contract
Probationary appointments
According to UAE’S Labor Law, Part III, Article 37, a faculty member may be engaged
on probation for a period not exceeding six months, during which his/her services may be
terminated by the employer without notice or severance pay, provided that he/she shall not
be engaged on probation more than once in service of any one employer. Where a faculty
member successfully completes his/her period of probation and remains in his/her job, the
said period shall be reckoned towards his/her period of service. Credit for prior service
shall be recognized when determining faculty’s salary.
Hiring policy
Appointment to full-time faculty member status shall be based upon possession of terminal
degrees completed at accredited institutions only or, in exceptional cases, upon approved
doctoral equivalency. UMS does not recognize terminal degrees from unaccredited
institutions.
a. Hiring Committees
Each department shall have hiring committees which consist of at least three members.
When there are too few eligible faculty members to serve on the hiring committee within
the department, the department shall elect members from among the qualified faculty
members in related disciplines. The department head may serve on the hiring committee in
addition to the elected members. Only in the event the department head does not chair the
Hiring Committee, he/she will write a separate recommendation. The Dean will report all
cases for the VPAA
b. Policy for recruiting and hiring full-time and part-time faculty member
All full-time and part-time positions are allocated by the President upon recommendation
of the Dean. Recruitment for any position may begin only after the Dean has acted upon
the head of department’s recommendation and allocated a position and after the Dean have
approved the announcement and recruiting plan for the position. The Dean will report all
cases to the VPAA.
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It is the responsibility of departmental hiring committees, with appropriate consultation, to
develop the required and preferred qualifications, criteria for screening, and position
descriptions for each allocated position. The criteria should be clearly stated and related to
the position.
The notice of the position vacancy (full-time or part-time) must be disseminated nationally
and regionally, and posted in the department and other appropriate on-campus locations.
The position must be open for a minimum of 45 calendar days beginning with the date the
advertisement is first published or disseminated. Exemption from the 45-day requirement
may be granted only by the Dean or the VPAA.
All applicants, whether full-time or part-time, must be subjected to the same requirements
and treated equally in all phases of the screening process. The department shall maintain
adequate recruitment records so that a rejected applicant, upon request, may be given the
reasons for non-selection. All applications and supporting material must be kept in the
department for at least two years from the time of hire. These pre-employment files must
be maintained separately from the personnel files of employed faculty member. Failure to
recruit in accordance with the university policy and procedures may cause the search to be
extended or the recommended appointment to be disapproved by the Dean. No offer of
employment is official and binding upon the faculty member except for the written offer
prepared by the University and signed by the Dean or the VPAA.
c. Procedures for recruiting and hiring full-time and part-time faculty members.
Position Requests Departments will submit written requests for new position(s) to the
dean. The dean may make a request for a position at any time. However, these requests will
normally be made at the beginning of the academic year and no later than the deadline
established annually by the President for considering position requests. The Dean will
notify the President as soon as possible after this deadline of his/her decision, to allow
adequate time for a full and thorough national search.
Step 1. Prepare a Position Announcement and Recruitment Plan
The position announcement should be sufficiently detailed to provide applicants with
essential information and departments with a document from which to develop screening
criteria.
The position vacancy announcement will include:








Position title
Position description
Required and preferred qualifications
Salary range
Date position is to be filled
Application deadline
Application procedure (to whom to apply, documents required)
Information about the department and College (optional)
Departments will submit copies of position announcements and recruitment plans to the
Dean, who shall submit it to the VPAA, who, in turn, submits it to the President for his
61
approval. Recruitment may begin only after President has approved, announced the
recruitment plans and notified the College.
Step 2. Advertise Position
Full time and part time position vacancies shall be advertised nationally and regionally in
appropriate media for the discipline, and shall be posted in relevant department and
University offices for a minimum of 30 calendar days prior to closing the search. The
recruitment effort should include a mailing to other institutions or organizations
appropriate to the discipline and announcements in newsletters or journals, in addition to
UMS website.
Step 3. Acknowledge Applications
The HR departments shall receive all applications and shall send all applicants an
acknowledgement of their application which also requests additional information if needed
and Referral Information.
Step 4. Screen Applicants
Applications shall be forwarded from HR department to the concerned academic
department, via the College dean. Applicants shall not be either excluded or included solely
because of their geographical proximity to UMS. Departments shall notify applicants of
the status of their candidacy as the screening process proceeds. Applicants who do not meet
the minimum qualifications or who are otherwise rejected in the first screening should be
notified in writing by the HR department at the conclusion of this screening. At subsequent
points in the search at which the department is no longer interested in a candidate, the
candidate shall be notified. After the pool of semi-finalists (group from which finalists will
be selected for interviewing) has been agreed upon, the Department shall submit to the
Dean a list of the semifinalists, along with the selection criteria for the position. Any
candidate whose candidacy remains viable shall not be notified until a final offer has been
made and accepted.
Step 5. Check References
Hiring committees are responsible for checking references of top candidates prior to the
interviews. Before obtaining information from references or any other sources, the
committee shall contact the candidates and obtain their permission.
Step 6. Interview Finalists
Only the top candidates for a position should be interviewed. Departments shall consult
with Dean regarding finalists to be interviewed prior to interviews being conducted. The
interview process shall be consistent for all candidates.
Step 7. Recommend Candidates
When the hiring committee and department head (when not a member of the committee)
agree on the recommended candidate(s), they shall forward their joint recommendation to
the Dean. The Dean will report all cases for the VPAA, who, in turn, reports them to the
President for final approval. After the President has reviewed and approved the
recommended appointment, an official and binding offer letter is prepared in the
department for the President signature. The letter shall makes it clear that hiring becomes
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complete only after official security clearance is granted as per the UAE government
regulations.
Contract renewal
A decision to recommend reappointment shall be based on the following criteria:
1. Quality of teaching.
2. Quality of scholarship, research, or professional achievements.
3. Service to the department, UMS, the profession, and the community.
The accomplishments and potential of the individual shall be the major basis for the
decision. However, the present and future needs of the University shall also be carefully
weighed. A decision to reappoint a faculty member indicates satisfactory progress.
Notification of the terms and condition of reappointment will be given to all faculty
members by March 31.
Academic Contracts
All Academic contracts shall include terms for the:
- Time period of the contract,
- Salary, Benefits, and Job Duties,
- Criteria for renewal of the contract, and
- University commitments if applicable
The following is description of the main criteria of academic contracts:
Time period of the contract
A faculty member is normally appointed for a period of two (2) years; this is renewable on
an annual basis. The first six months of employment are considered the probationary period.
Upon successful completion of the probationary period, the faculty member will complete
the contract period. The contract will then be renewed for a period of another term of two
years, depending on satisfactory annual performance reviews. Some faculty members may
be issues with contract for periods longer than two years.
Contract Termination
During the probationary period, UMS has the right to terminate the contract without
providing reasons for such action. Unless the faculty member is informed of the termination
of his/her contract by the end of the probationary period, the faculty member will complete
the period of the contract.
After the probationary period must be notified at least six month before the end of his/her
contract. If not notified on time the faculty will be entitled in this case to receive
compensation equal to the total of his/her salary for two months or the salary of the
remaining period until the end of the first year, whichever is smaller.
UMS has the right to terminate the contract of any faculty member due to reasons
such as: not obtaining residency visa or work permission, legal order, violation of code of
conduct against governmental policies etc. In all cases the Federal Labor Law in United
Arab Emirate will be implemented.
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Resignation of Appointment
A faculty member may resign by issuing a letter of resignation to the Dean of the respective
College, at least six months prior to the intended date of terminating his/her contract.
Failure to submit resignation on time results in losing the end of service benefits.
It will be considered a resignation if a faculty member absents him/herself for more than
three weeks without prior approval, even if this period of absence immediately follows his
regular holiday, or travel period. The faculty contract will be considered terminated as from
the date of his/her absence. If the faculty member returns to assume his/her responsibilities
after a maximum of three months and presents an excuse for his/her absence that is
acceptable to the President, the period of absence may be considered as an unpaid leave.
Termination of Appointment
Termination or dismissal of a faculty member will only occur for cause, which could
include one or more of the following:
- Failure to perform adequately the duties of the position, through actions such as
incompetence and/or habitual neglect of duty,
- Misconduct related directly and substantially to the professional capacity of the faculty
members,
- Conduct or commit an action not protected by the constitution or laws and which is a
clear interference with the academic functions of UMS,
- Prolonged inability for medical reasons to perform the duties required for the position.
Termination of a faculty member for medical reasons will be based on convincing medical
evidence that the faculty member cannot continue to fulfill the terms and conditions of
appointment, or
- Reduction in staff which may be caused by financial exigency or by discontinuance or
reduction in size of a program or instructional unit for reasons not related to financial
exigency.
Process of Appointment Termination
Evaluation for the purpose of renewing or terminating a contract is conducted based on
evaluation of the faculty member’s academic performance. The following procedure will
be followed:
- The faculty members complete annual performance report according to the criteria set by
the University.
- The department Chairperson critically analyses the faculty performance report and
submits his/her detailed assessment and recommendation to the Dean.
- The Dean reviews the report, adds his/her own comments and recommendation, and
forwards the report to the Vice President for Academic Affairs for evaluation at the
University level.
- If the recommendation of the Dean is different from that of the Chair, the Vice President
for Academic Affairs will meet with the Chair and the Dean to attempt to reconcile the
differences.
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- The Vice President for Academic Affairs reviews the file, reports it to the President who
decides on the case, and informs the faculty member.
- The President may form a University wide committee to revise all renewal or termination
cases.
- The University Council reviews the file and adds its own recommendation.
- In all cases, the faculty member will be informed of the outcome of the process at least
six months before the end of his/her contract.
- The faculty member has the right to appeal the final outcome.
Appeal of Appointment Termination
Faculty Grievance Committee will be formed at the beginning of each academic year by
the President. This committee will look into grievance cases and appeals submitted by
faculty members; among these cases is the appeal of appointment termination.
A faculty member can appeal his/her appointment termination in writing to the Vice
President for Academic Affairs within 15 working days of receiving the letter of
appointment termination. The appeal should be supported by the proper documents. The
Vice President for Academic Affairs shall forward the appeal to the faculty grievance
committee. The committee shall study the particular grievance and make a
recommendation to the Vice President for Academic Affairs.
An appeal of the grievance committee decision can be made to the President within seven
working days of notification of said decision. The President will appoint a three person
appeals committee to hear / review a written appeal, and make a recommendation to the
President. The President will issue a final written decision within seven working days of
the appeal committee decision.
c. Compensation and Benefits Policy
Compensation and Benefits
The salary allowances and other benefits for a faculty member will be paid as indicated
below:
Basic Monthly Salaries and Academic Allowance (AED):
Professor
12,000 – 14,000
Associate Professor
10,000 – 12,000
Assistant Professor
8,000 – 10,000
Instructors
6,000 – 7,000
Academic Allowance: Faculty at all ranks receives monthly academic allowance equal to
50% of the basic salary.
Special Allowance: A faculty may be provided special allowance, up to 50% of the basic
salary, as approved by the President upon recommendation of college dean and the VPAA.
Special allowance may be given to faculty in rare specialization or to faculty with
distinguished performance, qualifications, and experiences.
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Housing Allowance: Each faculty will be provided by appropriate housing, depending on
marital status, family size, rank and other considerations. If housing is not available the
faculty will receive an amount of AED 24,000 to 50,000 per year (For all ranks except
Professor: normally AED 30,000 for singles and 40, for married with children. For
Professors, AED 40,000 for singles and 50,000 for married with children with children).
Housing allowance shall be paid in two half-yearly equal installments.
Furniture Allowance: If the University does not provide furnished housing each faculty
member is entitled to a one-time furniture allowance, normally provided at the start of
employment, depending on his/her academic rank. Professor is entitled to a furniture
allowance of AED (20,000) Twenty thousand dirham. Associate Professor and Assistant
Professor and Instructor are entitled to a furniture allowance of AED (12,000) twelve
thousand dirham. If the length of service at the University is less than four years, the
furniture allowance shall be partially paid back to the University according to a linear
depreciation model.
- Each faculty member is entitled to an annual gratuity equals to one month of basic salary
for every complete year of actual service.
Education Allowance: Each faculty member is entitled to children education allowance
of a maximum of two children, with a maximum of 10,000 AED per child and for a
maximum of AED 20,000 per family. Children should be residents of UAE and are enrolled
in UAE private schools (up to grade 12). Actual receipts must be submitted to claim the
educational allowance.
Air Travel Allowance: Each faculty member is entitled to a Round Trip Economy Air
Ticket for himself/herself, his (her) spouse, and up to two unmarried children (under the
age of 18) from Dubai to his/her home of permanent residency according to documents
presented at the time of contracting. Cost of air travel may be paid in cash, based on the
current market value of economy class travel. This travel cost is paid on the condition that
the faculty (and his dependents, as appropriate) does travel outside the UAE.
Health Insurance: Each faculty member, his (her) spouse, and up to two unmarried
children (under the age of 18) are entitled to a co-health insurance coverage to be provided
by UMS.
The female employee is alone entitled to a health insurance coverage to be provided by
UMS.
In the case of divorce up to two unmarried children (under the age of 18) are entitled with
her to a co-health insurance coverage to be provided by UMS.
Supplementary Compensation for Administrative Duties
Faculty members will be compensated for administrative duties as follows:
President
Vice President
Dean
Chairperson
Director of a Unit or Center
8,000
6,000
4,000
1,000
1,000
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Other duties and compensations will be evaluated on an individual basis.
Compensation Categories
1. Base Salary
The base salary for most faculty members is for work obligations incurred and work
performed during the academic year, defined as the period beginning with the first day of
the Fall semester registration and ending with Spring semester commencement. The base
salary for certain members of the faculty performing administrative duties and other duties
beyond the usual academic assignments and for most other salaried employees is for the
fiscal year.
All base salaries will be paid in twelve (12) monthly installments except as specified in
UMS Regulations. Required deductions will be taken from salary payments for specific
purposes as may be authorized by the individual, or as required by law.
Supplementary Compensation
From Funds Disbursed through UMS
Full-time employees during their regular terms of service will not have their salaries
supplemented from University grants, contracts, or other University sources except for:
- Employment in noncredit programs, and similar activities scheduled through UMS
education programs,
- Occasional employment at UMS sponsored events,
- Overtime payments when required by the contract of the employee,
- Employment as part-time instructor, lecturer or professional employee,
- Employment on grants, contracts and UMS-funded activities where the work is in addition
to the individual's regularly assigned duties under limited conditions and for a limited
period of time,
- Conditioned with UMS approval, full-time employees on academic year appointments
may earn a percentage of their salary.
From Community Organization Sources
UMS is committed to share knowledge and experience with community organizations. The
costs of such services normally are not included within UMS budget and must be covered
by funds from the organizations or from other non-university sources, including
appropriate overhead costs. UMS will make every effort to release the individual to the
community organization for the time required, with an appropriate salary adjustment to be
made between the community organization and UMS.
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Consulting
During the period of full-time UMS employment a faculty may, with prior approval of the
concerned authorities, perform professional and consulting work with or without
compensation. The faculty must ensure that:
1. The commitment to professional and consulting work will not normally exceed thirty six
(36) calendar days per academic year for academic year employees and forty-nine (49)
calendar days per fiscal year for fiscal year employees;
2. The work must not interfere with normal UMS duties, including those extra
responsibilities expected of all such employees;
3. The work must be in addition to, rather than a part of, normal full-time UMS duties,
4. The work must also be related to the employee's regular campus duties and must
contribute to the effectiveness of the employee's regular work;
5. When faculty members perform professional and consulting work, they must furnish
written statements signed by them and the clients attesting that the efforts are
independent of UMS employment and any affiliation thereto, that UMS will be held
harmless in relation to any product thereof, and that UMS is not to be connected with
the results and may not be involved in publicity, advertising or other activities related
to the work, except for publication of scholarly works;
6. The appropriate Dean, director or Vice President at UMS, will make a determination that
the foregoing requirements have been met. The President will receive notification of
each request prior to initiation of the professional or consulting work;
7. The facilities of UMS may not be used for outside work without the recommendation of
the appropriate Vice President, Dean or Chairperson/Director and approval of the Vice
President for Administrative and Financial Affairs who shall establish the
compensatory schedule for facilities used;
8. This regulation shall not apply to work that:
a. Does not involve use of UMS facilities,
b. Does not represent UMS, and
c. Is performed outside an individual's overall commitment of time and effort to UMS,
or conducted during approved vacation. Activities undertaken outside the individual's
overall commitment to UMS will be disclosed to the appropriate Dean,
Chairperson/Director, Vice President or President.
Failure to comply with this regulation will constitute a conflict of commitment and may
result in disciplinary action.
3. Policy on Professional Requirements for Teaching
1. UMS requires that the preparation and qualifications of all faculty members (fulltime and part-time) are appropriate to the field and level of their assignments with
degrees earned from internationally recognized institutions of higher education.
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2. The faculty members must have an earned terminal degree to be considered for a
teaching position in the University.
a) Part-time faculty members
The University requires that part-time faculty members must meet the same qualifications
as that of full-time. Part-time faculty are usually contracted for 1-2 semester, to teach
maximum of 6 credit hours per week. The number of part-time faculty must not exceed
25 % of the total number of faculty teaching in a given program.
b) Parity for faculty members
It is the University's policy that part-time and full-time faculty members are equally
evaluated and parity in meeting the requirements for professional, experiential and
scholarly preparation. All faculty members (part-time and full-time) have equal
opportunity in professional privileges.
LEAVES
Annual Leave
a) Faculty Annual Leave
i. Full-time faculty members with at least one year of employment are entitled to
forty five (45) days of paid annual leave per calendar year. This total of forty five
(45) calendar days annual leave includes days of fall and spring semester breaks
included in the UMS calendar. They, however, do not include Islamic and UAE
national holidays. Normally, faculty paid annual leave are taken outside the
normal semester working days.
ii. The scheduling of a faculty member's annual leave shall be subject to the approval
of his or her head of Department or other individual designated by the Dean to
authorize leave requests.
iii. The maximum number of unused days of annual leave that may be accrued and
carried forward from one year to the next shall be (7) seven work days.
Non-faculty Employee’s Leave
Taking time off that has not been properly authorized is inappropriate behavior which could
be considered job abandonment and may result in pay reduction, ineligibility for pay
adjustment for the coming year, and disciplinary action. In the event a staff member decides
not to take the requested absence after it has been approved, the staff member must notify
the appropriate supervisor in writing that the day was not used or the day will be charged.
The head of the department is responsible for notifying the Human Resources of the
change.
a. Staff members with at least one year of employment are entitled to thirty (30) calendar
days of paid annual leave per calendar year. (According to AE’S LABOUR LOW Part
VI Article 75).
b. The scheduling of a Staff member's annual leave shall be subject to the approval of his
or her head of Department or other individual designated by the Vice President for
Administration and Finance to authorize leave requests.
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c. The maximum number of unused days of annual leave that may be accrued and carried
forward from one year to the next shall be 7 calendar days.
Holidays
Staff members (faculty and non-faculty) are granted a paid leave for religious and public
holidays immediately after starting employment. The calendar of holidays will be
published annually, and usually determined by UAE government.
i.
ii.
iii.
iv.
v.
vi.
vii.
Al Isra'a Wal Miraaj
Eid Al Fitr
National Day
Eid Al Adha
New Year's Day
Al Hijra New Year
Prophet's Birthday
a. Training Leave
The University supports the educational and development of employees to expand their
personal and professional growth. A training paid leave of absence may be granted, with
the approval of the department head and the Vice President for Finance and Administration.
The University will consider reasonable release time for attendance at conventions,
seminars, training, and workshops, provided it does not duly interfere with the staff
member’s duties and assignments. The applicant should submit official documents
including all the details about the proposed training (title, field, duration, location,
expenses, etc) combined with a letter indicating the rational and the importance of this
training to the applicant. However, it is the responsibility of the Staff members to ensure
that duties and assignments be covered during his/her absence. A Staff members receiving
financial assistance from UMS is expected to return to his position and to serve UMS a
period of time equivalent to the leave period. Moreover, a report on the work done and
progress made during the leave is to be submitted to the head of the Department.
b. Maternity Leave
i. Staff members with at least one year of employment may, upon request obtain
maternity leave related to pregnancy, childbirth, and nursing an infant for a
period of up to 45 days, as per the UAE labor law.
ii. An eligible Staff members must give her department Head at least three (3)
months' written notice of her intention to take maternity leave, her anticipated
date of departure and her expected date of return to full-time work. If a medical
emergency perverts her from giving of three months' notice that will not
disqualify an eligible Staff members from obtaining maternity leave. However,
she should state in writing, as soon as possible, her intention to be on maternity
leave for a specified period and her intention to return to full-time work by a
designated date within four months.
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iii. A Staff members on maternity leave must not use the period of maternity leave
to pursue actively other employment opportunities or to work full- or part-time
for another employer.
iv. After an eligible Staff member has given notice of her intention to take
maternity leave, her department Head will begin efforts to cover temporarily
the responsibilities to be left unattended by the person on maternity leave. If,
after reasonable efforts, a temporary replacement cannot be found, the Staff
members may be notified that her position has been determined to be unique
and, for that reason, her maternity leave is limited to a specified period of less
than six months. In such a situation, the Staff members may be required to return
to work in less than six months.
c. Compassionate Leave
Compassionate leave is contributions of vacation hours from one staff member to
other staff member who are unable to work due to a catastrophic personal illness or
injury, or who are absent due to a catastrophic illness or injury within their
immediate families (wife, husband, children, mother, father, brother or sister,
grandmother, grandfather). Catastrophic illness is defined as a severe condition or
combination of conditions that affects the physical or mental health of you or an
eligible family member, requires treatment by a licensed practitioner for a
prolonged period, and has resulted in a life threatening condition and/or has a major
impact on life functions.
Eligibility
i. Anticipated duration of staff member's disability is forty-five consecutive
calendar days or more and is confirmed in writing by a certified physician.
ii. Staff member is unable to perform the entire job duties in the position held
at the time of the injury/illness.
iii. Staff member is unable to perform available light duty work.
iv. Staff member is eligible to accrue and use vacation leave.
v. All forms of paid leave have been exhausted.
Procedure
i.
Recipient obtains a physician's statement confirming a catastrophic illness
or injury and its anticipated duration.
ii.
Recipient completes the Compassionate Leave Request form and returns
both the request form and physician's statement to the Department Head
and a copy for the payroll representative.
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iii.
Contributor informs his/her departmental payroll representative of desire
to contribute vacation hours to recipient by completing the Compassionate
Leave Contribution form.
iv.
Contributor's departmental payroll representative confirms that the
contributor has sufficient vacation hours available to donate. The
contributor must have a remaining balance of 80 vacation hours after the
donation.
v.
Contributor's payroll representative completes the processing information
section on the Compassionate Leave Contribution form and forwards
completed paper work to the payroll representative of the recipient's
department.
vi.
The recipient's payroll representative reviews the Compassionate Leave
Request form and physician's statement to confirm employee's eligibility
to receive contributions.
vii. The recipient's payroll representative completes the Compassionate Leave
Processing Information form. Contributions must not be more than what
is needed according to the duration of illness/injury which has been
certified by the physician's statement.
viii. Recipient's payroll representative forwards ALL completed forms and the
latest physician's statement to the Human Resources and the Vice
President for Administration and Finance before the employee's paid
leave is exhausted.
ix.
This leave has no impact on the employee's benefits.
d. Hajj Leave
Full-time Staff members with at least one year of employment are granted a twenty
one (21) days paid leave for Hajj. The Staff members is requested to submit official
documents (Hajj VISA, Invitation for Hajj, copy of a valid passport and air ticket
booking etc) and a letter requesting hajj leave to the Vice President for
Administration and Finance through the Dean. Before the leave is taken, the
Department Head will begin efforts to cover temporarily the responsibilities to be
left unattended by the person on Hajj leave.
e. Sick Leave
a. According to UAE’S LABOUR LAW Part IV Article 82, Where a Staff members
contracts an illness otherwise than as a result of an employment injury, he/she shall
report his/her illness within a maximum of two days and the employer shall
thereupon take the necessary steps to have him/her medically examined
immediately for the purpose of verifying his illness.
b.
According to UAE’S LABOUR LAW Part IV Article 83;
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1. The Staff members shall not be entitled to any paid sick leave during the
probation period.
2. The Staff members completed more than three months after the probation
period in the continuous service of the employer and fall ill, he shall be entitled
to sick leave not exceeding 90 days whether continuous or otherwise, in respect
to every year of service. Such leave shall be calculated as follows:
i. The first 15 days with full pay.
ii. The next 30 days, with half pay.
iii. Any subsequent periods without pay.
c. According to UAE’S LABOUR LAW Part IV Article 84; No remuneration shall be
payable during sick leave if the illness is the direct result of the Staff member’s
misconduct.
d. A serious health condition is defined as a medical condition, which requires
inpatient care at a hospital, hospice, or residential medical care facility, or a
condition, which requires continuing care, by a licensed health care provider.
e. As a condition for approving a request for Sick Leave because of his/her own
serious health condition, UMS will ask the Staff members to obtain certification of
the serious health condition from a licensed physician. The Staff members must
respond within fifteen (15) days of the request or provide a reasonable explanation
for the delay. Failure to provide a certification by a licensed physician will result in
a denial of continuation of family and Sick Leave and or disciplinary action.
f. Certification of the serious health condition shall include the date when the
condition began and its expected duration. If the Staff members must take Family
and Sick Leave for his/her own medical condition, the physician’s certification
must also include a statement that the Staff members is unable to perform the
essential functions of his/her position.
g. UMS administration may initiate Sick Leave by referring a staff members to a
physician to certify that it is safe for the staff members to continue working and
performing duties as required by the job description or to certify that the staff
members does not pose a direct threat to the health or safety of other staff members,
faculty, students or visitors at the staff member’s work location.
h. If a Staff members takes paid sick leave for a condition that progresses into a serious
health condition, and the Staff members requests unpaid Family and Sick Leave,
UMS will deduct the time the Staff members used as paid sick leave from his/her
twelve weeks of Family and Sick Leave .
i. UMS will measure the twelve-month period measured backwards from the date a
Staff members uses any leave. Each time a Staff members takes leave, UMS will
compute the amount of leave the Staff members has taken and subtract it from the
12 weeks of available leave, and the balance remaining is the amount the Staff
members is entitled to take at that time.
j. A Staff members who takes leave under this policy will be offered on return, the
same job or one which entails substantially equivalent skill, effort, responsibility,
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authority, equivalent status, pay, benefits and other employment terms provided the
leave (paid or unpaid) does not exceed twelve (12) weeks.
k. Department Heads must submit approved sick leave requests to the Human
Resources (HR) Department on a monthly basis. HR maintains the records of usage
of sick leave. Holidays or other authorized absences during a sick leave will not
reduce the accumulated days earned. Sick leave is to be used only as needed and
not taken automatically.
l. When Staff members plan to take leave under this policy, they must give the
Department Head, the Dean, or Vice President for Administration and Finance of
the University at least 30 days’ notice for approval, prior to the starting date of
leave. The Vice President for Administration and Finance will review and approve
the request. The thirty (30) days’ notice will not be required in the case of a medical
emergency. In the case of a medical emergency the Staff members must give notice
as soon as it is practical. Someone representing the Staff members should notify
UMS in the case of a true medical emergency and inform UMS as to approximately
when the Staff members will be contacting his/her head of Department or Vice
President for Administration and Finance.
m. A Staff members undergoing planned medical treatment is required to make a
reasonable effort to schedule the treatment at a time that would minimize
disruptions to his/her academic assignment. If a staff member fails to provide 30
days’ notice for a planned leave with no reasonable excuse for the delay, the leave
request may be denied until at least 30 days from the date UMS receives notice.
n. Two weeks prior to the end of the Staff member’s leave, the Staff members must
notify his/her immediate supervisor, in writing, of the date that he or she is returning
to work. If the Staff members is on Sick leave because of his/her, own serious health
condition, the Staff members must obtain a physician’s letter authorizing the Staff
members to return to work. The physician must also list any restrictions the Staff
members may have or accommodations the staff members may need in performing
the essential function of his/her position.
g. Leave of Absence without Pay
i.
Full-time Staff members with at least one year of employment, with the
approval of their supervisor(s) and Vice President for Administration and
Finance, may be authorized to take leaves of absence for up to two years for the
following reasons:-



Sickness and disability (including pregnancy).
Serious illness of a member of the employee's family.
Governmental service, if elected to a full-time position for the term of office
(subsequent elections may extend this leave).
To accompany spouse when spouse travels abroad.
Extended vacation.


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

Mutual agreement leaves where both the Staff members and the department
agree on granting the leave (departments are required to hold the position for
the employee's return).
Other reasons deemed appropriate by UMS.
ii.
All leaves without pay will be granted without loss of seniority. Contractual
benefits or rights accumulated by the Staff members prior to the effective date
of the leave will be carried forward and credited to the Staff members upon
his/her return.
iii.
Staff members will not accrue sick leave nor vacation leave credits while on
leave of absence without pay.
1. Non-faculty Employee Compensation Policy
UMS maintains a compensation program reflective of its mission and values. The total
compensation program offered includes housing, travel, education, furniture, repatriation
and death benefits. UMS considers the competitive market place, the relative value of each
position to the University, individual performance, qualifications, and experience when
compensating employees. The compensation program is designed to enable the University
to successfully attract, develop, retain, and reward employees for their knowledge and
contributions. UMS compensates all employees on an equal basis without regard to race,
color, sex, national origin, or disability. In addition, UMS provides an amount equivalent
to one month’s salary for each year of complete service. Understandably, this benefit (often
called “gratuity” pay), is in lieu of retirement benefits.
The following descriptions are intended to provide some basic information about the
compensation program and benefit plans. All benefits plans are subject to change.
a. Housing
UMS provides a financing mechanism to assist UMS employees with their house purchase
or renting. It is the responsibility of the UMS employees to arrange for housing
maintenance.
Housing Allowance: Employees are granted a housing allowance, which is built in as part
of the gross salary.
Non-faculty Employee Travel Expenses
The employee shall be entitled to receive round trip tickets (Couch class) to his home
country, tickets for his spouse and for only 2 kids under the age of 18. This policy is for
each completed period of twelve months of employment in lieu of airline tickets to be taken
at such time or times as may be agreed on 3 months prior to travel with the management.
Business Travel Policy
1) It is University policy to reimburse employees for necessary and reasonable travel
expenses incurred for authorized University business. The intent of this policy is that
reimbursement be fair and equitable to both the traveler and UMS. Individuals traveling
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on business are responsible for complying with University travel policy, and should
exercise the same care in incurring expenses as they would in personal travel. Expenses
should be submitted in a timely manner, usually within 10 working days of returning
from a trip, or incurring of the expense. Expenses submitted more than 60 days after
completion of travel, or incurring the expense, will be reported as additional income to
the individual.
2) Authority and responsibility for approving travel by employees and guests of the
University rests with the person responsible for the account/activity to which the
expense is to be charged. Travel expenses are reimbursable only when all required
approvals are obtained prior to incurring the expense. Employees may not authorize
travel or approve expense reimbursement for himself or herself, nor for a person to
whom they report directly or indirectly.
3) The traveler may be reimbursed for the actual costs of reasonable and necessary
transportation, meals, lodging, and incidental expenses. In any case, payments for
alcohol are not reimbursed.
4) Weekends, holidays, and other necessary standby days may be counted as business days
only if they fall between business travel days. If they are at the end of a traveler's
business activity and the traveler remains at the business destination for non-business
reasons, reimbursement is not allowed for the additional days. The only exception is
when travel is at a lower total cost if the traveler stays over a weekend or holiday, with
department approval. The traveler must document the total cost savings in order to
support the non-business day reimbursement. This must be documented at the time of
booking of the actual flight, comparing the actual flight to the cost of the airfare for
business days only. If post-travel dated airfare comparison is submitted as backup,
Disbursements will calculate an on-line comparison at the time of processing, and will
reimburse based on the lower of the two equivalent airfares.
5) Dated original receipts or invoices must be provided to the HR department, the receipts
must support the cost and business character of the transaction, and, for a
reimbursement, must show evidence of payment. Credit card statements are proof of
payment, but are not considered itemized receipts, and is generally not enough
documentation standing alone. If proof of payment by check is required, a copy of the
cancelled check or bank statement is sufficient. Where expenses are being shared with
external organizations, the use of a duplicate copy of the receipts by the originator will
suffice if the reimbursement request contains a detailed explanation of who is paying
the balance of the expenses. In case of missing Original Receipts, a memorandum or
statement, signed by the person incurring the expense and the person approving the
expense, stating that:
 No original receipt is available
 The expense was on behalf of the University
 The item and amount of the expense are accurate
 No other reimbursement of expense has been, or will be, sought or accepted from
any source
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This statement may be included in the notes section of the reimbursement request. In those
rare cases when all attempts have failed to yield an acceptable receipt, a suitable
explanation also must be included by the traveler's supervisor with their online approval.
c. Death Benefits
In case of death of an employee, 50,000 AED will be compensation and according to the
UAE’S LABOUR LAW, Schedule No. 3, Provisions regarding distribution of death
compensation to the family members of the deceased the following applies:
1. If the widow, the parents and the son who were under the care of the deceased were
present the compensation shall be distributed that the widow shall have 1/8, in case
of more than one widow the same 1/8 be divided among them. The mother shall
have 1/6 and the father 1/3, the parents will have 1/3, the son shall have the
remaining part. In case of absence of the son the widow/widows shall have 2/3 of
the compensation amount and the remaining part shall be to the father, the same
remaining part shall be to the parents. Upon absence of the parents the
widow/widows shall have 1/8 and the remaining part of compensation shall be to
the son, upon absence of the parents and the son the widow shall have the entire
compensation, in case of more than one widow amount shall be distributed among
them.
2. If a son and a father, who was under the deceased care, and present and there was
no widow the son shall be entitled for 2/3 and the rest shall be paid to the father or
to be divided between the parents if they are present.
3. If the sons who were maintained by the deceased worker are present and no widow
or widows are present or father or parents or full brothers or sisters who were
maintained by the deceased worker the compensation shall be distributed equally
among the sons; if one son is present, he shall be entitled to all the compensation.
4. If the parents who were maintained by the deceased worker are present and there
are no sons, widow, or widows, the compensation shall be distributed equally
between the parents, and if one parent is present is he shall take all the
compensation. The brothers and sisters, who were maintained by the decreased
worker at the time before his death, shall be treated in the same manner as the
parents in the absence of such parents.
Funeral Expense
In the case of an employee who dies as a result of a compensable injury or occupational
illness an allowance of up to AED 15,000 is payable toward funeral expenses.
a) Promotion criteria; and procedures
UMS has a statutory, contractual, and moral obligation to advance equal employment
opportunity through affirmative action. Individuals and committees throughout every stage
of the promotion process will take every precaution not to apply standards and criteria in a
manner that discriminates against any Staff members based on race, creed, sex, disability,
life style, family status, age or national origin.
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1. Policy regarding the weighting of the criteria for promotion
Promotion results from the recognition of excellence in a Faculty member’s overall
performance. The Criteria according to which a candidate could be promoted to a higher
rank (from Assistant to Associate, from Associate to Professor) is based upon the
following:Each Faculty member applying for promotion will be evaluated on the following three
criteria:
a) Teaching effectiveness;
b) Continuing scholarly growth and mastery of subject matter
c) Service, including contributions to University and/or the community
The following criteria are to help candidates in addressing each of these points. However,
candidates are encouraged to provide other supportive materials and not be restricted to
these criteria.
a) Teaching effectiveness
Evidence of effective teaching will include: i. Student evaluations: Copies of all student-evaluation summaries should be
included in the candidate’s dossier. In addition, the candidate should provide an
analysis of these summaries, specifically addressing any points of concern.
ii. Peer evaluations: Classroom visitation summaries; departmental evaluations;
peer-coaching analyses; and solicited and unsolicited letters of support are all
considered in this category. Where appropriate, the candidate may provide
comments that address any statements made in these documents.
iii. Student mentoring: The candidate should document evidence of direct and
indirect student support, including academic advising; overseeing student
project work; identifying off-campus learning opportunities; guiding student
research; and interaction in other realms beyond the obligatory and contractual
classroom and laboratory responsibilities.
iv. Teaching materials and philosophy: The candidate is urged to include course
schedules, course-related handouts, assignments, examinations or other
assessment tools, and any other materials that provide insight into the overall
level and quality of teaching.
v. The candidate should provide explanations of materials that may not be obvious
to those outside of the specific teaching environment.
vi. Other: The candidate may provide evidence of the implementation of
innovative pedagogical methods, materials, or strategies. In addition, specific
details of course development or program revision should be documented.
b) Continuing Scholarly Growth and Mastery of Subject Matter
Continuing scholarly growth is necessary for a faculty member to increase the mastery of
subject matter. Evidence for continuing scholarly growth includes some or all of the
following:
i.
Graduate work beyond the terminal degree in a discipline that is related to the
courses taught by the candidate.
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ii.
Attendance at professionally recognized workshops, seminars, institutes, and
short courses related to the discipline or to pedagogy.
iii. Participation in organizations advancing the candidate’s professional field or
discipline.
iv. Development of new scholarly or practical insights because of systematic
investigation by the candidate.
v. Program and course development based upon original concepts that
demonstrate new possibilities within the candidate’s discipline.
vi. Mastery of Subject Matter: Evidence of such mastery should be based upon
some or all of the following:

Attention is given to the highest degree the candidate has earned in the
discipline. Furthermore, additional course work and formal investigations
in the discipline, including post-doctoral research, should be indicated.

Publications: Both the number and quality, as measured by reviews,
citations, adoptions, outside professional evaluations, and stature of
publishers will be taken into consideration. Note: an anthology that is
merely a collection of another author’s work is not the same as one
containing the candidate’s original essays. An article in alumni news
publication is considerably different from an article published in a peer
reviewed professional journal. A minimum of 5 publications in peer
reviewed professional journals is required for promotion from assistant to
associate professor and a minimum of 7 publications in peer reviewed
professional journals is required for promotion from associate professor to
professor.
Invited or juried papers, artistic presentations/performances, review article
and book chapters are not considered the required number of publications,
however, the number and quality of such should be taken into consideration
as scientific activities


Program development and accreditation efforts.

Consulting opportunities, both the number and professional importance of
these opportunities should be taken into consideration.

Grant applications. Include copies of applications whether or not they were
funded.
c) Service
This criterion includes contributions to the University and/or the greater community.
Evidence for such service will be based upon some or all of the following:
i.
Significant contributions to University committees, mere membership on
such a committee does not indicate that a candidate has participated
significantly or made any important contributions to the work of the
committee
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ii.
iii.
iv.
v.
vi.
vii.
Special individual assignments benefiting the University
Development of curricular or extracurricular proposals which benefit UMS
Significant contributions to University governance, document the details as
to the degree of participation
Significant contributions to departmental committees, document the degree
of participation
Significant contributions to student organizations or activities
Participation in the greater community in a manner that brings recognition to UMS
Weighting of the criteria:
The respective weighting of the three factors in promotion—teaching effectiveness,
scholarly growth, and service will be as follows:

Teaching Effectiveness points (50 points)

Scholarly Growth points (35 points)

Service points (15 points)
2. Procedures for applying for promotion
a) Minimum qualification for promotion to specific ranks
A candidate for promotion must satisfy the following minimum qualifications. Meeting
these qualifications is necessary for consideration, but is not sufficient to warrant a
recommendation. UMS Promotion Committee recommends for promotion only those
applicants who demonstrate excellence as measured by the criteria explained above.
i. Requirements for promotion to the rank of Assistant Professor
 Master’s degree if it is a terminal degree in the field taught from an
institution whose graduate programs correspond to those of reputable
universities.
 Ph.D. degree related to the field taught from an institution whose graduate
programs correspond to those of reputable universities.
ii. Requirements for promotion to the rank of Associate Professor
 Earned doctorate equivalent that is related to the field taught.
 Six publications at least, in peer reviewed professional journals.
 Five years of full-time teaching experience or equivalent at the rank of
Assistant Professor or equivalent.
iii. Requirements for promotion to the rank of Professor
 7 publications at least in peer reviewed professional journals,
 Five years of full-time teaching experience or equivalent at the rank of
Associate Professor or equivalent.
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b) Promotion Application
Candidate's application file should be submitted to the Human Resources Office (HRO) by
the Chair of the candidate’s department and must be complete as submitted. The HRO,
however, reserves the right to request additional information during the review process.
The application file includes:
i. Candidate-Data Form/Personnel-Release Form: a two-sided form that must be
completed by the candidate applying for promotion. The Personnel-Release
Form allows a member of the HRO to access a candidate’s personnel file for
review purposes only.
ii. Justification Letter: a letter written by the candidate to the Head of the
department stating that the minimum requirements for promotion have been met
and that the candidate’s abilities and achievements warrant promotion.
iii. Candidate’s Narrative and Supporting Documentation: a file comprising
specific and detailed documentation of the candidate’s abilities and
achievements in each of the criteria listed above. A current curriculum vita is
required.
3. Procedures for considering and awarding promotions
a) Promotions are made by the Dean and will be submitted for the VPAA and the
President. Recommendations for promotion are due in the Office of the Dean no
later than the date indicated yearly by the Dean.
b) Upon recommendation by the head of the department or by request of the Faculty
members, UMS Promotion Committee reviews recommended Faculty members
who are eligible for promotion to a higher rank.
c) Ordinarily the head of the department will initiate recommendations for promotion
by submitting these (on the annual University evaluation forms) to the Dean.
d) A Faculty member may initiate a request to be considered for promotion.
e) It is the responsibility of the Faculty members to provide to the committee all
appropriate documentation concerning Service, Teaching, and Scholarship after
petitioning for review and prior to the review itself.
f) Information and recommendations on Faculty members to be considered will be
discussed and deliberated upon according to the criteria and the weighting of the
criteria for promotion between ranks.
g) Those who are recommended for promotion and approved by the Dean. The Dean
will send report to the VPAA and the President.
h) Faculty members who are not recommended for promotion by the Committee may
request, through the Dean, a review of their cases. These cases will be reported to
the VPAA. But all appropriate documentation concerning Teaching and
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Scholarship should have been submitted to the Committee before the first decision
was made
i) The Dean exercises the right to vote in case of a tie.
2. Policy Regarding Promotion for Administrative staff
a. Promotion:
Promotion is transferring an employee to a job with tasks and responsibilities
higher than the job he or she currently has. Promotion doesn’t necessarily mean
just personal appreciation for the promoted employee or a reward for his/her effort,
but it must be associated with increasing the bulk of his/her responsibilities.
b. Promotion Rules:
An employee is promoted due to the following:
1. Once there is a vacancy available at university.
2. Once the financial burdens at the university increase more the increase of
substitutional money of the employee before the promotion.
c. General Policy
1. The job that the employee is promoted to should be really vacant and it should
be within the official frame structure of the university or the targeted department.
2. A job should not be created just to suit the promoted employee, but if there is
real need to found this job, there should be prior approval from the Ministry of
Higher Education for this amendment. Then, there should be amendment in the
frame structure of department that hosts it and its location in hierarchy.
Regarding the nominated employee for promotion:
1. He/she should have the proper qualification that meet with the job description.
2. He/she should have the required experience that enables him/her to carry out
the duties and tasks associated with the new job.
3. His/her evaluation for the previous two years should not be less than “good”
according to the formal evaluation forms and he/she should not have any penalty
or warning during this period.
4. He/she should have completed at least two years at the university in his/her
current job before he/she is promoted to the new job.
5. He/she should be one of the best who could take the new job.
6. He/she should pass successfully all the required interviews for the new job.
7. Once an employee is promoted, he/she benefits from the salary increase or any
other advantages only after three months, after being observed and evaluated
successfully.
8. Once a job is vacant, the administration should look for more than one candidate
whether from the same department or from other department to choose the most
suitable and to recommend him/her to Vice President’s for Financial and
Administrative Affairs to choose and approve the promotion for the new vacancy.
9. If there is no match within the university for the given job description then, the
search takes place from outside the university.
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10. Any salary increase or fringe benefits for the employee are due to his/her
annual performance as his/her evaluation should not be less than “good” as
illustrated in standard evaluation forms and he/she should have never received any
penalties or warning during that period.
11. If there is no match within the university for the given then the search takes
place from outside the university.
d. Faculty/Staff Personnel Records Policy.
Introduction
UMS must respond to requests from members of the public by saying whether it holds the
records requested and releasing them for inspection within 20 working days. The
University must therefore have a coherent records management policy to do so in the most
efficient and cost-effective manner. More efficient record keeping will also benefit the
college’s own administration, as evidence of its transactions and activities will be reliably
preserved and information will be easy to retrieve.
Policy
The University will maintain accurate and appropriate records and effective record-keeping
systems in order to meet its legal obligations and ensure efficient administrative practice.
All records in all formats - paper and electronic- created, received or maintained during the
course of the Faculty’s business fall within the scope of this policy. They will be subject
to efficient and systematic controls in respect of their creation, receipt, maintenance, use
and final disposition. University will ensure that Fellows and staff are made aware of their
responsibilities under this policy and given guidance on how to meet them.
1. Aims
1.1 To preserve information that is important and useful and ensures the timely and
appropriate disposal of what is not.
1.2 To ensure that appropriate, accurate and up to date information can be found
quickly.
1.3 To establish an audit trail for records throughout their lifecycle.
1.4 To enable the University to ensure complete record-keeping.
1.5 To make maximum use of resources of time and space available to the University.
1.6 To minimize the risk to the University through loss or inappropriate use of
information.
2. Responsibilities
2.1 The University has a responsibility to maintain its records and record-keeping
systems in order to ensure efficient practice.
2.3 Individual employees must ensure that the records for which they are responsible
are accurate and appropriate and are maintained and disposed of in accordance
with the agreed strategies.
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2.4 In the same way, Fellows are responsible for record-keeping in respect of any work
they carry out for the University.
3. Relationship with existing policies
3.1 Compliance with this policy will in turn facilitate compliance with any other legal
and regulatory requirements affecting the University, such as finance, audit, equal
opportunities and health-and-safety legislation.
3. Independent Review
d) Where the complainant wishes to proceed with a formal complaint when the issue
has not been resolved, he/she will address their complaint in writing requesting an
independent review. The request in writing must also include: details of the
complaint, actions that have been taken to attempt to resolve the matter, reasons
why the complainant is not satisfied with the determination .The written request
will be sent to the Dean.
e) The Dean will organize an independent review of the issue and seek to resolve the
matter. The nature of the independent review will depend on the circumstances of
the issue/s to be reviewed.
f)
The Dean shall ensure that the independent review is completed within 20 working
days of receipt of formal complaint.
g) The Dean shall determine the procedures for the purpose of considering the
independent review based on the principles of fairness, equity and natural justice.
h) The outcome of the independent review will be final, subject only to an appeal as
detailed below.
4. Appeals
a) Where the complainant wishes to appeal the outcome of a decision made by an
independent review, he/she will address this in writing requesting an appeal. The
request in writing must also include: details of why the complainant is not satisfied
with the findings of the independent review. The written request will be sent to the
Dean.
b) The Dean will organize an Appeals Committee to seek to resolve the matter.
c) The Appeals Committee shall consist of three nominees of the Dean. The nominees
are to include:
i. Faculty members:


The head of the department;
One other Faculty member, as nominated by the Dean.
ii. Participants:



One of the head of department, to act as Chair.
One other Faculty member, nominated by the Dean.
One participant representative, nominated by the Dean
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d) The Appeals Committee shall not consist of any person who has been directly
involved in the complaint.
e) The Appeals Committee shall be serviced by a person who is nominated by the
Dean. This person will keep a record of all proceedings, outcomes and
documentation, including maintaining the Complaints/Appeal Record of
Correspondence.
f) The Appeals Committee shall complete its review within 20 working days of receipt
of the appeal by the Dean.
g) The appellant may be supported by a person of his/her choice during the
proceedings of the Appeals Committee, provided that no representation for fee or
reward by a legal counsel qualified person or family member shall be allowed. A
staff appellant may draw their support from any other Faculty member. A
Participant appellant may draw their support from another participant, a member of
staff or external person.
h) The Appeals Committee shall determine its own procedures for considering the
appeal based on the principles of fairness, equity and natural justice.
i) The Appeals Committee shall, prior to beginning its deliberations, receive copies
of all documentation relating to the complaint.
j) The Appeals Committee shall ensure that:
i.
All meetings/hearings are conducted at times and venues that allow the
opportunity for all persons entitled to be present to attend.
ii.
All persons, whom the parties regard as relevant and in the opinion of the
Committee can provide relevant information be heard and their submissions
considered by the Committee.
iii. The complainant is provided with opportunities to make written submissions.
iv. The complainant is provided with opportunities to call witnesses and to be
present while other evidence is being presented.
v. All discussions are to be treated with the strictest of confidence.
vi. All parties have access to relevant information at least three (3) working days
in advance of any meeting/hearing.
k) Decisions of the Appeals Committee shall be by consensus. If the complaint has
not been resolved the applicant can send an appeal to the VPAA for review and
further action.
l) Within five (5) working days of the conclusion of the Committee’s deliberations,
the Chair of the Appeals Committee shall, on behalf of the Committee, prepare a
written report to the complainant.
m) The report shall include:
i.
Details of any decision and reasons for the decision of the Appeal Committee.
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ii.
Details of any settlement reached between the parties and the reasons, if any,
for the settlement.
iii. Recommendations
concerning any process improvement that is required by
UMS because of issues arising from the complaint.
5. Record Keeping
a) UMS Complaints/Appeal Record of Correspondence shall be used throughout the
complaints/appeals process. Written notes of outcomes, agreements and actions are
to be kept at all stages of the process, including the informal stage.
b) If the complaint/appeal moves to an independent review and/or panel, it is a
requirement that the record continues to be maintained.
c) On completion of a complaint/appeal all hard copy records relating to any and every
stage of the complaint and appeal shall be collated for appropriate filing and
storage. Provision
Harassment
UMS is committed to providing a work environment that is free of discrimination. Actions,
words, jokes, or comments based on an individual's gender, race, ethnic background,
religion, disability or any other legally protected characteristic will not be tolerated. As an
example, sexual conduct (both overt and subtle) can serve to create an offensive work
environment and is thus prohibited. Employees, students or other individuals who feel
aggrieved because of conduct that may constitute sexual harassment should immediately
inform the person engaging in such conduct that such conduct is offensive and must stop.
Anyone who feels victimized by this behavior should notify his or her immediate
supervisor and/or the Human Resources Office with specific, written information
concerning the matter. Upon such notification the Human Resources Officer shall within
two working days begin an investigation, said investigation shall be concluded and
recommendation for action made to the Dean within a timely manner. The Dean shall take
action on the recommendation within three working days. Should the Human Resources
Officer be named in the harassment charge and/or should the Dean hold that the charged
individual has such a relationship with the Human Resources Officer that a report could
legitimately be contested on the grounds of bias, then an alternate investigator shall be
appointed. At every step of the procedure, confidentiality will be maintained to the extent
possible to protect the individuals involved. Employees or students failing to restrict
confidential information or who knowingly provide false information will be subject to
disciplinary action. Any employee found to be engaging in any improper harassment will
be subject to appropriate disciplinary action, up to and including possible discharge. The
Dean will report all cases for the VPAA
Drug Free Workplace
UMS recognizes that drug and alcohol abuse diminishes the integrity of the University and
erodes the strength and vitality of its human resources. It is the intent of the University to
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educate students and employees about the dangers of drug and alcohol abuse, and to
discourage the illegal possession and distribution of drugs and alcohol. Accordingly, UMS
adopts the following policy:
The unlawful possession, use or distribution of illicit drugs and alcohol by students and
employees on University property, or as a part of any University sponsored activity, is
strictly prohibited. All students and employees must abide by this policy as a condition of
enrollment or employment. Continuance of employment or enrollment following receipt of
this policy constitutes acceptance of this policy by the employee or student. Sanctions will
be imposed for violation of this policy.
Violence in the Workplace
The University strictly forbids verbal or written threats, or any behavior that is likely to
lead to violence. Any employee who feels they have been the victim of a violent act should
notify their immediate supervisor and/or the Human Resources officer. In severe instance,
where immediate response or assistance is required the employee should contact the
Campus Police or contact local law enforcement.
Employees who are the victim of a violent act should be prepared to report who the
assailant was, names of witnesses, and information detailing the events that led up to the
violent act. UMS is strongly committed to providing a work environment that is free of
violence. Towards this goal all employees are encouraged to report any act of violence
which occurs to them in the workplace.
Security Inspections
The University wishes to maintain a work environment that is free of illegal drugs, alcohol,
firearms, explosives, or other improper materials. To this end, UMS prohibits the control,
possession, transfer, sale, and/or use of such materials on its premises including work areas,
lockers, toolboxes assigned to employees, or items brought onto the University's premises
by employees. The University requires the cooperation of all employees in administrating
this policy.
Note: The University prohibits any non-law enforcement officer to have in their possession
(including personal and vehicle) a firearm while on University property.
e. Professional Development Policy for Faculty and Staff.
UMS is committed to developing high standards and quality of its education. Thus, its
professional development is considered an essential long-term investment, aiming to
enhance good teaching practice by implementing new instructional strategies to enable the
Faculty members to respond positively to the changing needs of students. Therefore, UMS
is committed to provide sufficient funding for faculty professional development to cover
research cost including seed money for research and for publication in referred journals
and travel costs for accepted paper in conferences. Faculty member is entitled at least one
conference per year for full funding. UMS encourages excellence in teaching and scholarly
activities through offering programs to enable the Faculty to improve personal and
professional qualities as educators.
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a) Opportunities for University development include:
i. New Colleague Orientation and Mentor Program
The Orientation Program, designed to acclimate Colleague to UMS community, has three
primary components: (1) a two-day orientation seminar held in late summer; (2) a series of
fall workshops on topics helpful to new Colleague; (3) a Mentor Program through which
experienced Colleague work with new Colleague during their first year at UMS, offering
them opportunities to discuss professional and personal concerns.
ii. Release time for creative/scholarly projects
All faculty members are encouraged to apply for three hours release time to develop
creative/scholarly projects.
iii. Travel to Professional Conferences
Support for travel to professional conferences is available through the Dean. Faculty
members should submit a copy of all forms, along with a memo explaining the purpose, to
the head of the department who, provided he/she approves the request, will forward the
document to the Dean who submit it to the VPAA, then to the President for his final
approval. Travel expenses are calculated according to the guidelines set by the Vice
president for Administration and Finance. Written report on funded travel and an Expense
Report with attached receipts must be submitted to the head of the department within one
week after the travel is concluded.
Approval of financial support to attend conferences is made by the President, and is subject
to budget allocation for each College for conference attendance.
UMS shall normally cover registration fees, air travel, and per diem of AED 1500 per day.
Such approval is subject to the faculty presenting an accepted paper in refereed conference
proceeding, covering UMS name as affiliation.
In cases where a number of applications is submitted for travel funds, the college Dean
shall prioritize their approval, after consulting the relevant department heads.
Financial support to attend local scientific meetings in the UAE shall normally cover
registration fees only.
iv. Workshops on Advancement of Teaching
The workshops aim at advancing the art of teaching, particularly through effective and
innovative uses of technology. The workshops are not limited to supporting faculty
members’ use of technology, it support a broad range of initiatives aimed at improving
teaching and student learning, supporting faculty members and student research, and
exploring issues in higher education in general. Examples of the latter include faculty
members’ discussions on plagiarism, scientific writing, scientific editing etc.
v. Workshops on Undergraduate Research
The overall mission is to increase the number of students involved in research (creative
scholarship/activity). In this context, workshops, sponsoring internal funding
opportunities, hosting the annual Festival of Scholars are provided for students and faculty
members. Specifically, the workshops help faculty members develop grant proposals that
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involve undergraduate research/scholarly opportunities, provide faculty members training
on how to effectively mentor undergraduates as they complete a scholarly project, and
explore ways in which teaching and research can be integrated.
b) Eligibility
All faculty members (part-time or full-time appointments) are eligible to participate in the
University's development programs. Special eligibility requirements associated with the
individual programs are described with each program.
c) Required Approvals
Applications for all faculty members’ Development Programs require departmental and
Dean's signatures. These signatures certify that (1) the applicant meets the requirements
for the given program, (2) the proposal merits support, (3) acceptance of the award in an
individual case will not impair the instructional activities of the department, (4) the
proposal is consonant with the University's strategic plan, and (5) the application follows
the requested format.
d) Announcements of Opportunities and Award Recipients
The University annually announces the developmental opportunities available to faculty
members along with the procedures and deadlines governing each such opportunity. This
information is also continually available on University web site, which is updated on a
regular basis. Following the review and evaluation of proposals submitted for each
developmental program, the recommended proposals are forwarded to the Dean for his/her
approval.
e) Relevant criteria for selection of applicants
Applications for faculty and staff members’ development program are evaluated by the
Dean. In every case, the evaluation focuses on the following:
1. The productivity and achievements of the applicant.
2. Academic experience and practices characterizing the applicant's field of study.
3. Project's potential for contributing to the faculty member's professional
development.
4. Quality of professional products in relation to field and years of academic service.
5. Consistency of professional productivity, in relation to years of academic service.
6. Awards, fellowships, grants, and other honors earned.
7. Consultant-ships, editorial assignments, review assignments, and other invitations
that imply peer recognition.
8. Conferences, displays, guest lectures, and other professional contributions.
9. Special assignments and services performed for UMS.
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6. Leaves
Although leave policy differs and depends on the type of leave, the following principles
are common:

Leave is a privilege which may be granted upon proper application; it is not a
guaranteed right.

The applicant must demonstrate a valid reason or need for the leave.

It must be determined that the granting of a leave request is consistent with the best
interests of UMS. The best interests of UMS will be evaluated by reference to the
teaching, research and service needs of UMS. In particular, arrangements for
appropriate substitute staff member will be considered, and faculty members
requesting leave are expected to assist in making such arrangements.

All leaves applications should be submitted to the University Dean through the head
of the department for approval before taking the leave.

The Head of the Department must submit approved leave requests to the Human
Resources (HR) Office on a monthly basis. HR maintains the records of usage of
leave.
Training Leave
The University supports the educational and development of employees to expand their
personal and professional growth. A training paid leave of absence may be granted to full
time faculty members only, with the approval of the department head and the University
Dean. The University will consider reasonable release time for attendance at conventions,
seminars, training, and workshops, provided it does not duly interfere with the faculty
member’s duties and assignments. The applicant should submit official documents
including all the details about the proposed training (title, field, duration, location,
expenses, etc.) combined with a letter indicating the rational and the importance of this
training to the applicant. However, it is the responsibility of the faculty member to ensure
that duties and assignments be covered during his/her absence. A faculty member receiving
financial assistance from UMS is expected to return to his position and to serve UMS a
period of time equivalent to the leave period. Moreover, a report on the work done and
progress made during the leave is to be submitted to the head of the Department.
f. Faculty Workload Policy.
The maximum teaching load for master's degree holders teaching in undergraduate
certificate, diploma, associate degree, and designated courses in baccalaureate programs is
15 credit hours per semester and 12 credit hours per semester for faculty members teaching
in baccalaureate programs, 9 credit hours per semester for University teaching in graduate
programs, 6 credit hours for part-time faculty members and Deans and for chairs of
departments. The workload of a faculty members scheduled to teach a new course or new
courses with no duplicate sections during a given semester is 8 hours.
The minimum release time for program coordinators and department Heads is 3 credit
hours and 6 credit hours for University Deans as appropriate for other major assignments.
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g. Policy on Professional Requirements for Teaching. Please refer to
employment policy
h. Policy of Faculty Evaluation
1. Introduction
This is one of the many steps in the effort to develop Institutional Research activity in
general and program's assessment in particular.
The main objective of the Faculty evaluation to raise the importance of all of the areas of
their activities (teaching, research, scholar activities, community service, and faculty
annual work plan (for next academic year).
The survey queries all UMS faculty members about their contribution in areas of Teaching,
Research and Community service.
UMS recognizes the importance of the formative relationship between faculty evaluation
and faculty professional development, for the purpose of enhancing the effectiveness of all
its educational programs. As indicated through the comprehensive coverage of the
components used in the faculty evaluation process, the process allows each component of
the covered (teaching, research, and university, community services and faculty annual
work plan (for next academic year).
The faculty evaluation feedback will reflect the strengths and areas for development of
each evaluated faculty member. Subsequently, individual as well as departmental
development plans will be established based on the relevant feedback generated.
2.
Categories of Faculty Evaluation:
Three (4) specific categories of promotion criteria will be used during review:
-
Teaching,
-
Research and Scholar Activities, and
-
Community Service.
-
Faculty Annual work plan (For next academic year)
2.1.
Teaching
This category refers to classroom teaching, directed studies, supervised fieldwork or
student training. Also, under this category, other academic activities such as academic
advising, course planning and student supervising will be assessed.
All teaching services must be documented and presented in a Teaching Portfolio, (AAR)
(CFR) prefaced by a personal statement that links the contents to the promotion criteria
related to the quality and relevance of teaching.
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The applicant's Teaching Portfolio must also include services provided, outcomes and
relevant evaluations, especially workload records. It should also include evidence of
continued excellence in the classroom. This may include, but not be limited to, the
following:
Providing whole-class student evaluations of consistent teaching effectiveness in a variety
of courses over a reasonable period of time since appointment,
External assessment/reviews of student accomplishments/creative work which have a
direct link to the faculty member.
2.2.
Research and Scholarship Activities:
The applicant's Scholarship Portfolio must include documented evidence of continued
excellence in scholarly activities that may include, but not be limited to, the following:







2.3.
Refereed scholarly publications, including books, journal articles, refereed
conference proceedings, etc.,
Other scholarly publications, including textbooks, monographs, book chapters,
translated books which contribute to a body of knowledge or reflect significant
scholarly activity and expertise.
Technical reports and similar publications that present new ideas or incorporate
scholarly research that contributes to the professional literature, the advancement
of professional practice, or the improvement of professional education,
Intellectual property developed, such as software or patents,
Research projects and grants as well as activities in international organizations and
networks,
Research, creative work, and performance records as documented in visual media
or through reviews that are of national or international scope.
Reputation of journals, sources of reviews, and book publishers.
Community Service
Community Service must include documented evidence of services provided, outcomes
and relevant evaluations. It should include involvement in University committee work,
faculty leadership roles, and demonstrated record of community services and/or business/
professional service. It should also include increased administrative responsibilities and
leadership roles, an active and constructive role in departmental meetings and committees
and in University/Faculty-wide service, including academic advisement, faculty and
student recruitment, and in student service activities. Also, cooperative efforts in assisting
various administrative and student services departments, Active role in the resolution of
issues in professional and/or community Institutions, Active participation in regional and
national professional institutions.
2.4. Faculty Annual work plan
The faculty annual work plan include the following:
-
Course development Plan.
Research and scholarly Activities plan.
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-
Professional Development plan.
3.
The Weighting of Faculty Member's Evaluation
The Faculty Member's Evaluation consists of three main parts, which cover the most
important aspects. Weights for each criterion are defined through percentage as follows:
A.
Teaching
50%
B.
Research and Scholar Activities
35%
C.
Community Service
15%
The main parts divided on sub-categories, with goal to establish a proper balance among
the different performances (as follows):
A.TEACHING (50%):
A1.
Teaching content and diversity of courses
A2.
Course plans and teaching materials
A3.
Innovative and diverse teaching methods
A4.
Course planning/coordination/advising
A5.
Teaching performance - student evaluation
SUM A. Teaching
15
5
5
5
20
50
B. RESEARCH AND SCHOLARSHIP (35%):
B1.
Journal and conference papers (incl.B1b.)
B2+ B3 Projects, Cooperation, Other scholar activities
SUM B. Research and Scholarship
max 20
max 15
35
C.COMMUNITY SERVICE (15%):
C1. Institutional Appointments and Assignments (administration, committees, assignments)
C2. Other institutional commitments (voluntary)
C3. Outside Activities / Community Involvement
SUM C. Community Service
7
5
3
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i. Disciplinary Policy.
UMS has a right to expect a certain standard of behavior from its Faculty. Safety,
productivity, and human relations are at stake. UMS work force deserves an
impartial, fair, and firm method of handling disciplinary action for the protection of
each person's own rights and safety, as well as that of fellow Faculty. This policy lists
UMS guidelines for handling disciplinary problems and sets forth rules of conduct and
action to be taken when violation of these rules occurs. Since all faculty members are
faculty-at-will, and therefore can be terminated at any time, with or without cause, and for
any reason, the following policies represent guidelines only.
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UMS expects each Faculty to act in a mature and responsible manner at all times. A nonexhaustive list of examples of inappropriate conduct, which may lead to discipline, up to
and including termination of employment, is set forth below. The fact that a particular
behavior is not included on the following list does not mean that it is acceptable or
appropriate in the workplace, or that it will not result in disciplinary action, up to and
including dismissal. UMS has the right to discipline or discharge Faculty for other grounds
not included in the following list.
Unacceptable Conduct
1. Falsification of the employment application, any other work, or faculty member's
record, the unauthorized removal of information, or the release or disclosure of
confidential information.
2. The making or publishing of false, vicious, or malicious statements concerning a
faculty member, the administration or an administrator, UMS, or a student or group
of students.
3. Being other than drug-free or alcohol-free when reporting to work or while on
University premises, while on University business, or during working hours.
4. Failure by a Faculty to promptly report the Faculty’s use of any prescribed drug
which may alter the Faculty’s physical or mental ability at work, including, but not
limited to, making the Faculty drowsy or having other side effects that may pose a
safety problem or tendency toward errors.
5. Use, possession, manufacture, distribution, dispensation, transfer, receipt or sale of
illegal drugs or drug paraphernalia, alcohol, or an unauthorized controlled
substance while on the University campus, while on University business, during
work hours, or while in vehicles supplied by the University.
6. Tardiness or unauthorized absence.
7. Unauthorized use of University equipment.
8. Damage, destruction, or defacement of University property or the property of
another associated with the University.
9. Theft from the University, fellow faculty member, students.
10. Transportation of, possession of, or use of firearms, explosives, or other weapons
while on the job or while on University premises.
11. Refusal to follow directions assigned by a supervisor or insubordination.
12. Acts of dishonesty.
13. Swearing, use of abusive or profane language, or disrespectful conduct towards
management, the administration or an administrator, other faculty member or
students.
14. Failure to report on-the-job injuries or accidents.
15. Disregard for laws and/or safety rules
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16. Unsatisfactory, careless, or poor work or failure to meet production or quality
standards.
17. Inability or unwillingness to work harmoniously with other Faculty; disorderly
18. behavior; fighting, threatening, intimidating, coercing, harassing or engaging in any
act of violence towards fellow Faculty, supervisors, students, or others while
working or while on University premises.
19. Violation of the University's anti-discrimination, anti-harassment or any other rule
or policy of the University.
20. Excessive personal calls while on job
21. Stopping work before the time specified, leaving work before the end of a workday,
taking unauthorized breaks, or not being ready to work at the start of the workday,
without prior authorization from the supervisor.
22. Sleeping on the job, loitering or loafing during working hours and chronic wasting
of time.
23. Immoral conduct or indecency.
24. Consumption of alcohol or illegal substance while on the job.
25. Plagiarizing.
26. Discriminatory behavior or prejudicial attitude
Guidelines for Handling Disciplinary Problems
Each supervisor is responsible for ensuring that all faculty members follow the established
work rules. All faculty members are obligated to follow the same set of rules. Where
appropriate, a Faculty will be given notice that a continuance of improper action can bring
about further disciplinary action, up to and including discharge.
A report (in writing) will be made of all oral warnings given and disciplinary measures
taken. A written report of disciplinary action will become a part of the faculty member's
record.
A Faculty who engages in unacceptable behavior may be disciplined up to and including
termination of employment. Disciplinary action can take any one of the following forms:

Verbal Warning: - Usually given for first time or minor concerns. A verbal
warning is instructive and informs the Faculty that additional occurrences will lead
to further discipline, up to and including termination of employment. When a verbal
warning is given, the supervisor will typically review the facts with the Faculty and
inform the Faculty that further disciplinary action can occur, if another violation
occurs. Written confirmation of the verbal warning is given to the Faculty and
placed in the Faculty’s personnel file.

Written Warning: - Usually given for more serious or repeated concerns. A
written warning notifies the Faculty that additional occurrences will lead to further
discipline, up to and including termination of employment. When a written warning
is given, the supervisor will typically review the facts with the Faculty and inform
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the Faculty what action will be taken if another violation occurs. The Faculty will
be asked to sign the written warning and may make written comments on the
disciplinary form. A copy of the written warning is given to the faculty member
and another copy is placed in the faculty member's personnel file. A record of the
meeting with the Faculty is to be prepared and placed in the Faculty’s personnel
file.

Suspension: - Suspension without pay may occur for more serious or repeated
concerns, or if both verbal and written warnings have been given to the Faculty
within the past year. A Faculty may also be suspended when all the facts relating to
an alleged violation of University policy or rules are not available and UMS needs
to investigate. In this situation, the supervisor may suspend the Faculty while the
investigation is being conducted and until a final decision is made as to whether a
violation occurred and what discipline is appropriate. When an investigation is
conducted, UMS will attempt to gather the facts as promptly as possible. A meeting
will be scheduled with the Faculty, which will typically include the Faculty’s
supervisor and the Human Resources Officer. At this meeting, the Faculty will be
given the opportunity to state his or her position. Once all of the facts are gathered,
a determination will be made as to whether a violation occurred and what discipline
is appropriate. If it is determined that the suspended Faculty committed no violation
of any policy or rule, the Faculty may be placed back in his or her position. The
length of any suspension without pay will depend on the seriousness of the offense
or the time necessary to conduct an appropriate investigation. When a suspension
is imposed, the Faculty will be notified of the suspension and will be notified of
further disciplinary action that may occur if another offense takes place.

Discharge: - Faculty may be discharged from employment due to a very serious
concern or for performance or conduct that is not corrected by previous discipline.
UMS reserves the right to use any of the forms of discipline set forth above in any
order, as UMS, in its sole discretion, deems necessary and appropriate, after
considering the seriousness of the matter and the surrounding circumstances. In
addition, the Faculty may issue more than one instance of the same type of discipline
to the University, as it deems necessary or appropriate, in its sole discretion. Discipline
may begin with any one of the forms of discipline listed above, including dismissal, as
the University in its sole discretion deems appropriate.
j. Faculty and Professional Staff Appeals Policy and Procedures.
UMS acknowledges that the Staff and Faculty members have the right to raise concerns
and have them addressed promptly and appropriately. Complaints are handled objectively
and with sensitivity The most desirable outcome in cases of complaints is the determination
about whether there has been any unsatisfactory or inappropriate practice or action. This
determination must be done as early as possible and in the fairest and most objective
manner possible. This analysis of complaints aims at the implementation of any necessary
changes designed to bring about better educational, or administrative outcomes, as
96
appropriate, the achievement of reconciliation between the parties and the establishment of
a renewed confidence in the Staff or the other Faculty member. This procedure identifies
the means of handling, in a fair, equitable and effective manner, the actions that are to be
taken when any Faculty member files a complaint. The procedure applies to all the Faculty
and staff in reference to any communication with the following exceptions:
a) Health and safety matters shall be dealt with in accordance with the University's
Occupational Health and Safety policy and procedures.
b) Discrimination, bullying and any issue relating to equal opportunity and managing
diverse issues such as sexual harassment shall be dealt with in accordance to UMS
Equal Opportunity Policy, Sexual Harassment Policy, Bullying/Occupational Violence
Policy and Access and Equity Policy.
c) Situations relating to matters of staff misconduct shall be dealt with in accordance with
UMS Policy and Procedures for Staff Warning, Discipline and Code of Ethics.
d)
Matters relating to the Staff/Faculty member misconduct shall be dealt with in
accordance with UMS Code of Ethics.
1- Complaints and Appeals Policy
Complaints and appeals will be settled, in a fair, equitable and effective manner using the
procedures listed below. UMS ensures that each complaint or appeal and its outcome is
recorded in writing; each appeal is heard by an independent person or panel; and each
appellant has an opportunity to formally present his or her case; and is given a written
statement of the appeal outcomes, including reasons for the decision. It acts upon the
subject of any complaint found to be substantiated. It is the policy of UMS that receipt of
complaints, whether received from within UMS or externally, will be handled promptly
and effectively and the complainant will receive a response within a reasonable timeline.
Policy principles are listed below:
a) All Faculty members and participants are entitled to fair and consistent treatment,
and prompt consideration and resolution of complaints.
b) No complainant shall be discriminated against for lodging a complaint.
c) All complaint processes shall be enacted to ensure that confidentiality is maintained
at all times.
d) All complaint processes shall be resolved as close to their source as practicable with
the emphasis on conciliation.
e) The complainant has the right to withdraw the complaint at any time.
f) A Faculty member who is the complainant may request the assistance of another
person nominated by him/her, or another Faculty member, at any time during the
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complaints process. Any such assistance/representation will exclude the legal
profession and family members.
g) Written records of the outcomes, agreements and actions are to be kept at all stages
of the complaints process.
h) During the complaints process, the Dean has a duty of care to identify and assess
any foreseeable risks to the individuals involved and/or UMS and to take the
necessary steps to communicate or to mitigate the risk(s). The Dean will report all
cases for the VPAA
2- Procedure
Note: It is essential that accurate records be maintained throughout each stage of the
process.
a) Complaints may be received internally from Staff/Faculty members by a variety of
means, verbally, in writing or by mail to the Dean's office. The Dean distributes the
complaints to Faculty members to solve. The Faculty member receiving the
complaint will:
i. Respond directly to the complainant, within five (5) working days, indicating that
the issue will be investigated.
ii. Forward the communication to the relevant Faculty member to investigate the
issue, prepare response and organize a meeting to discuss the complaint.
iii. The relevant parties and complainant must meet and discuss the matter, and, if
possible, resolve the dispute within 20 working days after the complaint has
been received. If the complaint has been made directly to the Dean or his/her
representative, the Dean must exercise judgment and determine whether to
attempt an informal resolution or immediately commence the formal resolution
procedure.
iv. Following the meeting, the relevant Faculty member will provide a written
response to the complainant detailing any actions that have been, or will be,
taken to resolve the issue.
v. In the event that it is determined that there are no grounds for the complaint, the
complainant will be advised in writing why no further action is to be taken. If
the complainant is not satisfied with this decision, he/she may request an
independent review. This request must be in writing and must include: details
of the complaint, actions that have been taken to attempt to resolve the matter,
reasons why the complainant is not satisfied with the determination.
b) If the complaint has been resolved at this stage all records are to be retained,
including details of the actions taken to resolve the issue completed using the
Complaints/Appeal Record of Correspondence, and filed/archived according to the
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Faculty Administration and Records Management Policy and Procedure. If the
complaint has not been resolved, the case will be reported to the VPAA for further
action.
k. Faculty and Professional Staff Grievance Policy and Procedures.
1. General Policy
As a service to faculty members, personnel are available to advise and assist the faculty
members who have a question, problem, or complaint about working conditions. Most
concerns can be resolved by informal discussions between the parties involved. The Human
Resources Officer is available to counsel faculty members who have grievances. Fair and
prompt consideration will be given to any personal concern or dissatisfaction about
employment. The Human Resources Officer should be contacted if a person feels there has
been employment discrimination due to race, color, national origin, religion, gender or
qualified disability. The following steps are suggested to resolve questions of employment
dissatisfaction:
Talk to your supervisor first. To ensure that employment problems are resolved effectively,
the Faculty should discuss the area of concern with his or her immediate supervisor. If
necessary, continue up the ladder. If the question is not resolved at this level, the employee
may request an appointment to discuss the problem with the appropriate person at each
administrative level up to and including the Dean and the VPAA. A formal hearing may be
requested. If a complaint is not resolved through informal procedures, then a written
grievance may be filed to provide for hearings before a committee or for reviews at various
management levels.
2. Formal Complaint grievance
A formal complaint is defined as the dissatisfaction that occurs when a Faculty believes
that any condition of his/her employment is unjust, inequitable, a hindrance to effective
operation, creating a problem or is leading to denial of promotion. Suspensions, demotions,
or discharge from employment shall be considered as formal complaints, but shall be
considered as basis for appeal. Salary increases, job classifications, and fringe benefits are
matters determined during budget deliberations and are not considered items for formal
complaint. The formal complaint procedure does not apply to action taken during the
Faculty’s introductory period or to action taken under the Reduction of Work Force Policy
or the non-renewal of an individual's appointment. Adequate Faculty representation for
University grievances and adequate staff representation for staff grievances is guaranteed
to ensure fairness.
3. Determination
Meetings and investigations shall be conducted during the Faculty's regular working hours
whenever possible. At any step or level of the review procedures, the Human Resources
Officer may elect to arbitrate a decision to resolve the situation or make a recommendation
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to the Dean. The Dean will report all cases for the VPAA. In addition, the Human
Resources Officer shall serve in the capacity of an information gathering and advisory
person. Each step or level should occur in a timely manner to be determined by the Human
Resources Officer. The Human Resources Officer may choose to appoint a committee to
make recommendations to him/her regarding individual complaints.
4. Procedure
The Faculty shall present the facts in writing to his/her supervisor, sending a copy to the
Human Resources Officer. A formal complaint must be in writing and contain the
following:
a) A clear and detailed, signed statement of the complaint
b) the specific remedial action or relief sought
c) A summary outlining with whom the points of dissatisfaction were discussed and
with what results
d) The reason(s) why remedial action or relief is sought.
At any time the Faculty receives an unsatisfactory reply or fails to receive a reply, he/she
has the right to submit the complaint to the next level from the previous supervisor. The
supervisor at this level shall review all of the facts of the case and the decision rendered by
the previous supervisor, and then renders a decision in writing to the Faculty. At each level,
a copy of the reply to the complaint must be forwarded to the Human Resources Officer.
This procedure shall be followed when applicable through the levels of progression. The
decision of the Human Resources Officer shall be final at this time unless, the Human
Resources Officer opts at his/her discretion to make a recommendation to the Dean for
decision, The Dean will report all cases for the VPAA in which case, the decision shall be
final. An appeal's provision must be made beyond the Human Resource Officer Decision
and prior to the final decision. Faculty member may contact the Human Resources Office
for additional information regarding grievance procedures.
k) Risk Management
All University employees are covered by liability coverage provided through the efforts of
the University.
If while performing within the scope of their assigned job duties, an employee is threatened
with litigation by a third person, that employee should notify the Dean, as soon as possible.
Notification can be made through the employee's supervisor or directly to the Dean either
by phone or in person. Generally coverage provided insures for actual or alleged "wrongful
acts," which are defined as any breach of duty, neglect, error or misstatement, misleading
statement, or act of omission by any employee in their capacity as such, committed solely
in the course of one's employment with and the activities of UMS, including but not limited
to:
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1) Discrimination, whether based upon race, gender, national origin, religion, or disability;
2) Motor vehicle accidents which occur within the employee's scope of duty;
3) Sexual harassment;
4) Libel, slander, defamation, or publication or utterance in violation of an individual's
right o privacy.
5) If an employee is involved in an accident or witnesses an incident in which a
possible tort, legal wrong, may have been committed against a third party the
following steps should be taken:

If possible, ensure the personal safety of individuals involved and take steps
to prevent further damage.

Notify the Dean as soon as possible following the incident.
6) Employees desiring additional information concerning risk management should
contact their supervisor or the Dean. The Dean will report all cases for the VPAA
for further action.
l. Graduate Assistants Policy. Not Applicable
5. Students
a. Undergraduate Admissions Policy.
UMS Undergraduate Admissions Policy has clear criteria some of which are qualitative
and others are quantitative. These criteria are consistent with the University's mission and
set appropriate admissions criteria to the requirements of the program that are offered. It is
published in the University Catalog and other relevant documents. This policy is applied
consistently to all applicants and is evaluated regularly.
1. Undergraduate Admissions Policy Aims
As UMS aims to maintain a high academic standard, create a student body that is balanced
and diverse in terms of background and experience, with all the educational and cultural
benefits that this brings and to recruit students who will engage with and contribute to the
intellectual and cultural vitality of UMS community. It assesses each application carefully
and fairly and offers places to applicants who have the potential to do well.
The Principles and Procedures through which UMS assesses applications and accept
applicants are designed to be:
a) Easily understood by candidates
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b) Transparent
c) Fair
UMS will continue to review its Principles and Procedures annually in the light of
experience, research and best practice.
2. Criteria for assessing candidates
a) The University must set criteria that support the University's Admissions aims and
be in accordance with the principles and procedures stated in this document.
b) Admissions staff is expected to use professional judgment in assessing the
academic potential of individual candidates, taking a number of factors into
consideration, including educational and social context. In exercising their
judgment, admissions staff must operate in a way that is consistent with the
University's Admissions Aims.
c) Only students with a Secondary School Certificate, or its equivalent, who meet
minimum admission requirements, can be accepted.
d) The primary language of teaching in the University is the English language, Hence,
the University must be confident that the candidate has the proficiency in the
English language necessary to succeed. A minimum TOFEL score of 500 (173
CBT, 61 IBT) or its equivalent in a standardized English language test, such as 5.0
IELTS or another standardized, internationally-recognized test that is approved by
the Commission; UMS applies this condition to all students, including those who
have previously been admitted to a non-credit bearing intensive English language
program (or remedial English courses) offered by UMS.
e) Candidates are not discriminated against on the grounds of race, ethnicity,
nationality, gender, sexuality, religion or disability.
f) Consideration of applications from students who declare a disability is based on the
same criteria and principles as for other candidates. UMS is seeking to reduce any
barriers that might confront a student with a disability. A decision may need to take
into account any overriding health and safety concerns, barriers relating to
professional requirements, or the University's ability or inability to make any
necessary adjustments. Such cases will be addressed on an individual basis.
Implementation of the Admissions Principles and Procedures will be sensitive to
the different experiences of disabled applicants, and will take into account their
response to the opportunities and challenges they have encountered, on the
understanding that these may be individual to the applicant.
g) Attending a non-accredited preparatory course or summer school can help students
prepare for University life, but does not in itself guarantee a place, although it may
be taken into account as an indicator of motivation and commitment.
3. Application Procedure
The following documents should been closed along with the admission application form:
1.
UAE Secondary School Certificate*, or its equivalent issued by the Ministry
of Education and a grade transcript. Certified copies are equally acceptable.
2.
A copy of valid passport.
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3.
4.
5.
6.
A copy of UAE National Identity card.
Four recent colored photos.
A certificate of proficiency in English language, e.g. IBT TOEFL with a
minimum score of 61 score / equivalent, or IELTS (Academic) with an
overall score of at least 5.
1500 AED non-refundable application Fees.
For International Student
Should submit the basic admission requirements in addition to the following Documents:
1. A document issued by the student school proving that the student completed
12 years of schooling.
2. A document to prove that the High School Certificate is accepted by the
public universities in the country from which the certificate was obtained.
3. Equivalency letter from MOHESR at UAE.
For Transferred Students
Should submit the basic admission requirements in addition to the following Documents:
1. Official Transcript (attested from Ministry of Higher Education and Scientific
Research)
2. Course syllabus of the courses achieved in the previous institution/s.
3. Grading system of the previous institution/s.
4. Accreditation letter from the Ministry of Higher Education & Scientific Research
in the UAE (for students who have obtained their certificates outside the UAE).
*A minimum of 60% in High School; Students with GCE qualifications are also accepted. A total of 7 O
level or GCSE/IGCSE subjects are needed or alternatively, a combination of O level and AS/A levels is
acceptable, provided that the subjects cover at least four of the following fields: Math, Science, Languages,
Humanities and Social Sciences, Arts and Design. The minimum required grade for the accepted subjects is
“C” for the O level, “D” for AS level, and “E” for the A level.
Admission Criteria & Requirements for Visiting Students
1. Students must have passed all the prerequisites for the required subjects.
2. Students cannot register for more than 2 consecutive regular semesters (Short
semesters are not counted).
Required documents
1. A copy of a valid passport
2. A copy of UAE National Identity card.
3. Four recent colored photos.
4. Original transcripts from the university in which the student is currently
studying.
4. Registration Procedure
Upon acceptance, each student will be informed by the Admission Office that he/ she is
permitted to register. New and returning students register on specifically announced days
at the beginning of each semester and summer semesters. The Dean and Department Heads
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must approve the appropriate courses for the student's program. A student may not attend
classes unless registered. The student's registration is finalized by the payment of tuition.
5. Readmission Policy
When a student is readmitted to UMS after a period of absence, he or she must fulfill the
requirements for the class with which he or she will graduate. However, any courses
previously taken to satisfy the Program requirements will be counted. A student should
contact the Registrar's Office and his or her faculty advisor to determine degree
requirements applicable.
A freshman student returning after a period that is less than three semesters will follow the
academic policy of the University Catalog of the year of his/her original admission. If a
freshman returns after more than three terms of leave, he/she will follow the academic
policy existing at the time of readmission.
A student who has been away for more than a year must submit a valid medical certificate.
b. Graduate Admissions Policy.
For graduate programs, UMS admits holders of recognized baccalaureate degree in a
discipline appropriate for the Master’s degree if they fulfill the following minimum general
requirements:
(a)Full admission
Eligibility for full admission requires that the applicant must satisfy the following:
i. Holder of a four year Bachelor degree in a discipline appropriate for the field he/she is
considering applying for.
ii. A minimum cumulative grade point average of 3.00 on a 4.00 scale, or its established
equivalent, in the applicant’s completed Bachelor degree. The degree must be awarded
from an accredited university by the Ministry of Higher Education and Scientific
Research within the UAE or an internationally recognized institution
iii. For programs taught in English, one of the following must be submitted at the time of
admission:

At least 550 score in TOEFL on the paper based, or 213 on the computer based, or
79 on the internet-based, or
 At least 6.0 IELTS, or
 Any other standardized, internationally recognized test and approved by the
Commission of the MOHESR
(b)Conditional admission
UMS offers a conditional admission if the applicant fulfils the above listed general
conditions but his/her CGPA is below 3.00 or his/her TOEFL score is between 530 and
550 or its equivalent.
Conditional admission due to non-fulfillment of CGPA requirement:
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A student with a CGPA less than 3.00 on a scale of 4.00 may be admitted conditionally to
a graduate program due to non-fulfillment of CGPA requirement.
Students admitted conditionally due to non-fulfillment of the CGPA are restricted to
register for a maximum of 9 credits during their first semester of study and will be allowed
to continue in the master program only if they achieve at least a GPA of 3.00 on a scale of
4.00.
Conditional admission due to non-fulfillment of English Proficiency requirement:
Students admitted conditionally due to non-fulfillment of the English proficiency
requirement are restricted to register for 6 credit hours during the first semester of their
study and are requested to register in an advanced level of the intensive English program.
Students admitted under this category will be allowed to continue in the Master program
only if they get at least 550 score in TOEFL or its equivalent by the end of their first
semester of study and achieve an overall GPA of 3.00 on a 4.00 scale or its established
equivalent in the first 9 credit hours of credit-bearing courses studied for the graduate
program. Otherwise they will be dismissed from the program.
(c)Admission of “professional” applicants with waiver of the CGPA requirement
For “professional” applicants, UMS may waive the requirement of the CGPA condition
(minimum CGPA of 3.00) and the applicant may be admitted to a graduate program if
he/she has at least five years, after graduation, of professional experience.
(d)Admission with exemption from English language proficiency
Applicants for a graduate program may be exempted from the English proficiency
requirement (minimum score of 550 in TOEFL or its equivalent) if he/she satisfies the
following criteria at the time of admission.


o The applicant has completed his undergraduate studies from a university
where the language of instruction was English.
o English is the native Language of the applicant,
o The applicant had completed his/her Bachelor degree in a country where
English is the native Language.
The applicant graduated from an English-medium institution and can provide
evidence of acquiring a minimum score of 500 in TOEFL or its established
equivalent
For programs taught in Arabic, the English proficiency may be waived
Transfer students from accredited institutions
a. Eligibility for Transfer to UMS
A Graduate student who wishes to transfer from another accredited institution of higher
education may apply for a graduate program in the same or similar field of study if:
1. He/she satisfies the conditions of UMS admission policy
2. He/she had been in good academic standing
3. He/she had not been the subject of disciplinary dismissal.
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b. Conditions for transfer of credit hours earned outside UMS
The transfer of credited courses is considered for graduate student who are transferring to
a similar program in UMS if:

the course is not a course of the Pre- Master foundation Program

the applicant must be in good academic standing

The maximum number of transferred credit hours for the graduate course may not
exceed 12 Credit Hours.

The applicant passed the course in his previous program with a minimum score of (B).

the course content at the institution previously attended should be on average 70%
similar to that of the corresponding course offered at UMS
Only grades obtained from courses taken at UMS will be considered for calculation of the
student’s GPA and CGPA

A completed application form, which may be obtained from the admission and
registration office

Certified copy of the Bachelor degree certificate or its equivalent. (If the Bachelor
degree is obtained abroad, the Equivalency certificate from UAE Ministry of
Higher Education & Scientific Research is required

Certified transcripts copies of all earned undergraduate courses in a discipline
appropriate for the intended program with a CGPA of 3.00 on a 4.00 scale or its
equivalent

Certificate of proficiency in English language (as established in the admission policy)

A copy of valid passport

A copy of UAE ID card for UAE residents

Four recent passport-size photographs
Application for admission is processed only after payment of the non-refundable
Application & Registration fees of AED 1500.
c. Admission with Advanced Standing.
1. UMS specifies that transfer students eligible for admission must be transferring from a
licensed institution in the UAE or a recognized foreign institution of higher learning.
2. All transfer students must be qualified to meet UMS's regular admission criteria.
3. Transfer applicants to the program must submit their official transcripts.
4. All transfer criteria apply to transfers through articulation agreements that UMS will
manage to sign.
5. UMS accepts only students who are in good academic standing for transfer to
undergraduate programs. A minimum of 2.0 GPA is required for consideration for
admission; first preference is given to applicants with higher GPA.
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6. Only courses successfully (no grade below "C") completed at other post-secondary
institutions will be accepted in transfer. All courses accepted in transfer must also be
equivalent to required and elective courses in the program of study.
7. UMS informs all applicants for transfer admissions or re-admission of the transfer
credits earned for previous courses after being approved by the Transfer Committee.
8. UMS does limit transfer of credits to less than 50% of the total credit hours required
for the program.
9. UMS does not grant credit twice for substantially the same course taken.
d. Recognition of prior learning policy (RPL)
Recognition of prior experiential learning (RPEL) is the official recognition of learning,
which has occurred through life and work experience or training/study, which has not been
formally attested through any educational certificate. This learning will be demonstrated
for the award of credit by reflecting on those experiences gathered outside formal education.
Recognition of prior certificated learning (RPCL) is the official recognition of courses
previously recognized by an accredited education provider where such learning has been
formally assessed.
UMS Recognition of prior learning is only applicable to certified earlier learning (RPCL).
f. Student Records Policy.
UMS has specific guidelines concerning the release of information and the student's
privileges to inspect and review their own educational records. UMS maintains various
student records, to document academic progress as well as to record interactions with the
University staff, Faculty, and officials. Copies of this policy are kept mainly at the
Admission office, in addition it is available at the Registrar's Office, and are published in
UMS catalogue.
To ensure continuous maintenance of student records, an additional set of the records is
stored in a secure location, in a fireproof cabinet, as well as special security measures are
taken to protect and back up computer-generated and stored records.
a. Confidentiality of records:
Confidential Information and the right to access student records, including students’ access
to their own records. Students' records are generally considered to be confidential. The
following policies govern access to confidential student records.
1. The responsible faculty member or employee may release records to the University
employee who have a legitimate need for the information in order to carry out their
responsibilities. They should act in the student’s educational interest within the
limitations of their “need to know.”
2. All student records are reviewed and updated periodically. Information concerning
the frequency of review and expurgation of specific records is available in the
Registrar's Office.
3. A student may waive the right to review a specific record by submitting in writing
a statement to this effect to the official responsible for that record.
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4. College personnel who have access to student educational records in the course of
carrying out their College responsibilities shall not be permitted to release the
record to persons outside UMS, unless authorized in writing by the student or the
Dean or the vice dean for academic affairs or as required by a court order. Only the
official responsible for the records has the authority to release them.
5. All personal educational information about a student released to a third party will
be transferred on condition that no one else shall have access to it except with the
student's consent. A record is maintained showing who has had access to student
records, and this record is open to inspection by the student.
b. When records may be withheld
The appropriate College official may request that the student’s record not be released in
the case the student has a delinquency in an account with UMS. The effect of this action is
that transcripts are not released, and enrollment is withheld. In order for the action to be
rescinded, the Registrar’s Office must receive authorization from the official who
originally requested the action, indicating that the student has met the obligation. To contest
the withholding of a record, a student must attempt to settle the dispute with the official
who requested that the record be withheld.
c. Complaints
A student who believes UMS has not complied with the regulations may send a written
complaint to the Dean or to the VPAA.
d. Retention and disposal of record
Records retention and disposal is the process by which UMS decides whether records
should be destroyed or transferred to the archive. All the University records fall into three
categories:
a) Current (when data may be added to it);
b) Semi-current (when it has been closed but is used as a reference tool for
administrative purposes); and
c) Archived (when it has been selected for permanent retention in UMS archive).
All student files held within the College fall within the category of ‘current’ or ‘semicurrent’ records. While a student remains at UMS, their file is considered to be ‘current’.
Once departed (either through graduation or withdrawal), their file becomes ‘semi-current’.
e. Pruning Procedures
In accordance with the above procedures, at the end of each academic year in which
individual student files are held as ‘semi-current’, they are pruned and stored for a further
five academic years.
g. Information Release Policy.
Student Record Confidentiality Security and confidentiality of student educational records
are a matter of concern for all individuals who have access to files or computerized
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databases owned by UMS offices. Each person working with the Student Information
System or a subset of Student Information System holds a position of trust and recognizes
the responsibility of preserving the security and confidentiality of the information. No staff
is permitted to make unauthorized use of any information on the computer or hard copy
files. UMS considers the following to be publicly available and can be published or
released by the College.
 Student’s name
 Student’s address(es)
 Student’s telephone number(s)
 Student’s email address(es)
 Student’s major field of study
 Whether the student is currently enrolled
 Enrollment status (full-time, part-time)
 Anticipated date of graduation
 Dates of attendance
 Degree(s) earned, including date and level of distinction
 Participation in officially recognized student activities and sports
In compliance with the provisions of the Ministry of Higher Education and Scientific
Research, the University of Modern Sciences (UMS) protects students’ rights and privacy
and does not release names and addresses of students if the request is for selection by any
non-directory criteria, such as gender, ethnic background, grade point average, high school,
etc. UMS does not release any student’s educational records or any other information
personally identifying a student (other than directory information) without the student’s
signed, dated, written permission. This restriction extends to the release of a student’s
records, such as grades, class schedules, academic standing, and other personal information,
to the student’s parents. However, students who wish to grant their parents access to their
academic records and transcripts and any other information that may be of interest
regarding their attendance at UMS may complete a waiver form in the Registrar’s Office.
In addition, those who wish to have a copy of their transcripts sent to their parents can
complete a request from in the Registrar’s Office.
h. Career Service Policy.
This policy covers the use of career development services by students, alumni, and
employers.
The Career Services Center provides services to assist students in determining career and
educational choices. Both group and individual counseling will help students better
understand themselves, their interests, and abilities. With a better self-understanding, the
student can determine career objectives that are meaningful and satisfying. The Center
provides information on careers and current job trends. The Center also develops, sponsors,
and coordinates career-oriented programs for all students throughout the year. The Center
maintains the latest books and literature on interview preparation, job-hunting techniques,
companies, government agencies, and careers. Placement services are provided for students
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and alumni to assist them in finding full-time, part-time, temporary, and summer
employment in industry, government and education. Placement records are maintained in
the Center under the supervision of the Dean. These records are released to institutions
only after authorization of the student. Placement credential files will be active in the center
for three years. After that time, the file must be up-dated to reactivate it. The placement file
contains the following: (1) resume, (2) letters of recommendation, and (3) transcript at the
student’s request.
i. Residential Life Policy.
1. Campus Dining Services
The University food service program assures students of a healthful and balanced diet
essential to successful studies and healthy mental and physical well-being. Food served is
considered mainly as fast food i.e. pizza, sandwiches, etc… The Campus Dining Services
hours of operation are from 8:30 am to 5:30 pm Sunday through Thursday.
2. Bookstore
The University Bookstore welcomes everyone to browse through the selection of
textbooks, trade books, University supplies, and more. Textbook reservations are available.
Hours of operation are 8:30 a.m. to 5:30 p.m. Sunday through Thursday with extended
hours during Rush and Buyback.
3. Campus Recreation
Intramural Sports - Not everyone can be an athlete, but all can participate in intramural
sports at the University. The campus is designed to provide an opportunity for every
student, faculty and staff to participate in organized recreational sports competition such as
table tennis.
4. Career Services Center
The Career Services provides services to assist students in determining career and
educational choices. Both group and individual counseling will help students better
understand themselves, their interests, and abilities. With a better self-understanding, the
student can determine career objectives that are meaningful and satisfying. The University
provides information on careers and current job trends.
j. Student Finance Policy.
This policy covers tuition and fee payment, refunds, and financial aid.
1. Tuition and Fee Payment
Overview
This policy recognizes the need for consistency across UMS on the setting of tuition fees,
refunds, and the introduction of changes to tuition fees.
Scope
This policy applies to the setting and payment of tuition fees for undergraduate and
graduate students, and the refunding of tuition fees for students.
Tuition Fees
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The University tuition fees are determined by the Board of Trustees with the approval of
the President of the University on an annual basis. Any tuition fees increase is subject to
the Board of Trustees approval and applies only to new students and is advertised ahead of
time. Tuition fees are set at AED 1300 per credit hour for all Undergraduate programs, and
Tuition fees are set at AED 3000 per credit hour for all Graduate programs.
Methods of paying fees
Generally, University fees should be paid in full before completing the registration process
during the registration week as announced on the academic calendar published on UMS
website. However, for those unable to pay the full fees upon registration, the University
has implemented the following payment installment options:
1. 25% of the tuition fees is due at registration time.
2. Students are allowed to pay fees in installments during the semester, however
students must pay all fees in full before setting the Semester’s Final Exams. No
student is allowed to set the final exams unless all fees are paid in full.
3. Fees may be paid in Cash, Cheques issued in the name of the University, or by
Credit Card.
4. Students who fail to register in the registration period, they may abide to pay late
registration penalty set at 1000 AED.
Tuition Fees Refund policy
Refunds are governed by the following regulations and will be processed within 30 days
of request. In the event that a student withdraws or is dismissed from all classes during the
term, refunds of tuition and fees will be calculated according to the following schedule:
WEEK
Refund %
First week
Second week
Third week
Fourth week
100%
75%
50%
25%
k. Student Disciplinary Policy.
This policy is accompanied by regulations and full operational procedures
1. This Policy governs awards and punishments pertaining to UMS students
unless otherwise provided.
2. Awards and punishments pertaining to students include the following:
a) Awards: Citation, merit, grand merit and conferment of commendation
certificate
b) Punishments: Reprimand, demerit, probation, suspension and dismissal
3. A student will be awarded with a citation or a merit if he/she:
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a) Demonstrates outstanding performance of his/her duties or provides
enthusiastic service to the community, rendering assistance which can be
proven.
b) Gets an “excellent” or “A” grade while hosting or participating in social body
activities.
c) Demonstrates outstanding performance while participating in inter-school
activities or services on behalf of the University.
d) Demonstrates outstanding deeds other than those listed above.
4. A student will be awarded with a grand merit if he/she:
a) Performs in an outstanding manner in various inter-University activities or
competitions on behalf of UMS, thus enhancing the University's reputation.
b) Performs in an extraordinary manner, making remarkable contributions while
serving as student body leader.
c) Performs a heroic act disregarding risks to serve or rescue others.
d) Makes a remarkable contribution to UMS or general society.
e) Performs in another remarkable way, not listed above.
5. A student will be awarded with a commendation certificate if he/she:
a) Achieves A in overall conduct for the entire semester.
b) Demonstrates remarkable performance and enhances UMS reputation while
participating in a national or international competition on behalf of UMS.
c) Demonstrates other extraordinary performance worthy of a commendation
certificate.
6. A student will receive a reprimand or demerit on his/her record if he/she:
a) Fails to submit certificate of selected classes within the specified time limit.
b) Disturbs discipline while participating in an official assembly.
c) Upsets public order and defies authority.
d) Removes or covers UMS announcement or lawful posters or impedes posting
without a permit.
e) Endangers public safety by unintentional fault, a misdemeanor.
f) Damages or embezzles the University property, a misdemeanor.
g) Commits indecent act, a misdemeanor.
h) Allows another person to falsely use his/her identification, a misdemeanor.
i) Fails to assume responsibility while taking charge of the University property, a
misdemeanor.
j) Insults or assaults in bad faith faculty or classmates as proven, a misdemeanor.
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k) Beats another or participates in a physical altercation, a misdemeanor.
l) Defies examination rules
m) Disrupts teaching or damages University peacefulness
n) Obstructs faculty and staff from performing duties
o) Violates laws in network use or Copyright and thus spoils the University's reputation
p) Commits other acts similar to those listed above.
7. A student will receive a grand demerit on his/her record or be put into
probation if he/she
a) Repeats an offense
b) Tampers with, fakes or uses without permit others’ identification.
c) Violates discipline outside University, by defaming UMS as informed by the
competent authorities concerned.
d) Commits larceny, misappropriation or embezzlement
e) Stores hazardous articles or unlawfully possesses banned articles inside
University.
f) Cheats during an examination.
g) Tampers with University records or examination
h) Unlawfully uses or possesses illegal drugs.
i) Breaches law as proven by court or UMS after investigation
j) Commits other offenses similar to those listed above.
8. A student shall be expelled if he/she:
a) Accumulates three grand demerits after offsetting merits and demerits.
b) Repeats an offense deserving a reprimand or commits a more serious penalty
during the period of probation.
9. A student shall be expelled or dismissed from student accreditation if he/she:
a) Commits a gross offense after a period of probation.
b) Cheats in an examination
c) Tampers examination results or University records in a gross offense. Commits
larceny, misappropriation or embezzlement in gross offense.
d) Injures another person critically or damages University security in a provable
offense.
e) Carries a lethal weapon or leads a mob on a rampage.
f)
Spreads rumors, leads a mob to disturb the peace, or sows seeds of unrest as
the mob leader and defies authority.
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g) Breaches law as officially verified by court or the University after investigation,
in critical offense.
h) Commits other offense which warrants expelling or dismissal from student
accreditation according to the University Rules Governing Students and
Academic Affairs.
i) Commits other offenses similar to those listed above.
10. Procedures for disciplinary affairs:
a) Where a student receives a citation, merit, reprimand or demerit, the Dean will
directly inform such student after verification. Where a student receives a grand
merit, grand demerit or higher level merit or demerit, the Dean will resolve the
final decision before reporting to the Vice President for Academic Affairs.
b) The student’s parents or guardian shall be informed immediately upon
verification of a demerit or a higher-level punishment; and shall be informed by
making a remark on the conduct report at the end of a semester in case of awards
or punishments in other categories.
c) Awards and punishments received by a student during University period may
offset each other but shall not be expunged from the records. A student who
deserves expelling shall not be exempted from such punishment even if he/she
has received awards previously.
d) A punishment of probation shall continue and shall not be expunged unless the
Dean resolves to expunge it
e) A student shall receive an aggravated punishment if he/she willfully
misrepresents papers or data during the process of being investigated for his/her
offense by the University and this is verified by the Dean
f) Other than what is set forth in this Policy, the Dean may, as well, duly change
the level of awards or punishment on grounds of the students’ age, University
year level, motivation, purposes, attitude, measures, behaviors and the
consequence and propose to the Vice President for Academic Affairs a final
decision.
g) During normal procedure, all award and punishment cases will be closed after
the cases are completed, but they may be reopened in the event that new proof
or data, which were previously unavailable, are subsequently discovered.
h) If not satisfied with the action of the dean, the student may, within five business
days, appeal to the Vice President for Academic Affairs.
l. Student Activities Policy.
This policy covers the supervisory role of the University over student activities and student
life.
1. Only approved student organizations may conduct student activities on or off
campus. All University activities conducted by an officially recognized student
organization and must be approved by the president. Initial scheduling and planning
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should begin early enough to have administrative approval five days prior to the
event. These events should be cleared and entered on the University calendar before
any arrangements are made for food, bands, meeting facilities, etc.
2. The University holds the officers and Faculty Advisor of organizations responsible
for the planning, scheduling, and over-all conduct of the activities of their
organizations. The officers and the advisors of the organizations sponsoring the
activity also have the primary responsibility of seeing that these activities are in
accord with the University policy regulations.
3. University groups are encouraged to hold their activities on campus. When an on
or off campus facility is used by an organization, the organization is expected to
observe fully the rules and regulations governing the establishment. The University,
however, is not responsible for actions of members of organizations or their guests
at functions held off campus.
4. Organizations may use facilities such as buildings, grounds, etc., subject to the
regulations of the University. Requests for facilities not regularly designed for
student activities must be made through the President
5. University regulations governing students and visitors will be maintained at all
approved social affairs.
6. Any student parade, serenade, demonstration, rally, and/or other meeting or
gathering for any purpose conducted on the campus must be scheduled with the
President at least forty-eight hours in advance of the event. Names of the
responsible leaders of the group must be submitted to the University at the time of
scheduling. The terms and conditions, including all audiovisual aids used to
promote such assemblies and demonstrations, are determined by the University.
The use of any statements, signs, and/or pictures that are normally considered in
poor taste are not permitted. Organizations, which meet at regular times and places,
may at the beginning of each semester, schedule such meetings with the designated
official. Students assembling for meetings not authorized in accordance with these
regulations are subject to disciplinary action which may result in dismissal from the
University. A student present at such
m. Student Publications Policy.
Whether electronically or in print, UMS’s fundamental policy is to be accurate, current,
clear, and informative in presenting itself to students, prospective students and other
members of the public. UMS’s publications and advertisements will describe the institution
accurately, providing sufficient detail about its admissions requirements, academic
programs, degree requirements, expected educational outcomes, educational costs and
University life so that students and their families can make informed judgments about UMS.
The principle document is the University Catalog. The information in all publications and
other forms of communication is consistent with the University Catalog.
In responding to requests, University policy is to balance the disclosure of information with
the obligation to respect the confidentiality of students, employees, and other members of
UMS community.
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Student society at UMS will be allowed to publish its own magazine, to be the student’s
voice. Such student's publication is guided by a general principle of dealing with university
activities and student life at UMS, and refrains from dealing with any political or specific
ethnic or religious activities or arguments.
n.Student Union Elections Policy:
This policy covers the Student Union Elections, Student Union in UMS is set up to
represent students both within the institution and externally, and it is also responsible for
providing a variety of services to students.
UMS adopts the policy of direct voting in the student union elections. The dates are always
announced for nominating and voting. The Election will occur during the first week of
April each year. The Students services office is responsible for conducting student Union
elections, plebiscite, and report directly to Students' Council.
The terms of nominating for the election are as follows:
1. Every student has the right to nominate himself for the presidency position or the
membership of the union.
2. The nominee should have a GPA of no less than “very good” or “B”.
3. The nominee should complete one whole year at the university before being able to
nominate himself.
4. The nominee for the president position should be a UAE national.
5. The nomination card should be signed by the students’ academic advisor before
submitting it to the chair of the elections committee.
The following terms should be taken into consideration:
a. Each student has the right to vote for two tickets: one ticket running for President and
Treasurer and for another ticket for college representatives.
b. Student should show their UMS student ID card to vote at the polling place.
c. Any candidate or person who uses an ID of a person other than his/her own ID card will
be immediately disqualified from the election and the act will be recorded against him/her
as an act of dishonesty.
d. Any candidate who attempts to tamper with any or all voting mechanisms will be
immediately disqualified from the elections.
e. T-shirts, Stickers or any campaign material should be covered when entering an official
polling place. Candidates are responsible for ensuring compliance with this rule. The E.C
is responsible for monitoring the official polling place to verify compliance with this rule.
f. Voting shall be held at such a place or places as the Student Services Office deem to be
acceptable and will notify in the polling notices accordingly.
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g. The Student Services Office shall ensure that the date and time of closing of nominations
and the date or dates of the polling day or days and the date, the time and place of election
meetings are publicised as widely as possible in the form of posters, publications, and other
means; such posters to be displayed at a reasonable time (as it sees fit) before each of these
dates.
h. In the election for the positions of President, Vice Presidents, and Treasurer no member
may be nominated for more than one position.
o. Student Rights and Responsibilities Policy.
The goal of the Student Rights and Responsibilities Policy is to ensure appropriate student
behavior is maintained in a diversified educational environment. It ensures transparency
and consistency in expectations for conduct, as well as the address of and remedies for
misconduct that are corrective, not punitive. This policy governs the non-academic
behavior of students, identifies student rights and responsibilities, identifies behavior that
is considered non-academic student misconduct, ensures transparency, consistency and
predictability in policies and procedures, identifies the process by which student nonacademic misconduct will be addressed and the avenues of appeal and ensures all members
of UMS have access to the Student Rights and Responsibilities Policy.
UMS is a community of scholars in which the ideals of freedom of inquiry, freedom of
thought, freedom of expression, and freedom of the individual are sustained. UMS is
committed to supporting the exercise of any right guaranteed to individuals by UMS and
to educating students relative to their responsibilities.
1. Student Rights:
UMS seeks to maintain an environment where students have the following rights:
a) Expression - Students can freely examine and exchange diverse ideas in an orderly
manner inside and outside the classroom.
b) Association - Students can associate freely with other individuals, groups of
individuals and organizations for purposes which do not infringe on the rights of
others.
c) Freedom from Discrimination - Students can expect to participate fully in UMS
community without discrimination as defined by UMS regulations;
d) Safe Environment - Students can function in their daily activities without
unreasonable concerns for personal safety.
e) Privacy - Students are free of unreasonable intrusions into personal records and/or
matters relevant to identity, living space and well-being;
f) High Quality Resources - Students have access to high quality resources which
support intellectual and social development;
g) Counseling - Students have access to support in managing personal adjustments,
understanding self and others, and career planning and personal decision making;
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h) Grievance Process - Students have access to established procedures for respectfully
presenting and addressing their concerns/complaints to UMS;
i) Learning Beyond Formal Instruction - Students have access to a variety of
activities beyond the classroom, which support intellectual and personal
development.
j) Education - Students have access to excellent faculty, academic technology,
classrooms, libraries, presentations and other resources necessary for the learning
process.
k) Participation in Community Affairs - Students have opportunities to interact with
people and institutions both within and beyond UMS community.
l) Prompt Responses from Administration - Students have the right to expect prompt
and courteous responses from the University's academic and administrative
departments.
m) Academic and Administrative Policies - Students can expect academic and
administrative policies that support intellectual inquiry, learning, and growth.
2. Student's Responsibilities
In order for students to learn and Faculty to teach, an environment conducive to learning
must prevail. Therefore, in order to generate a positive University environment, students
will be responsible for and held accountable for exhibiting the following behaviors:
a. Students are to practice, in words and actions, courtesy and respect to Faculty members,
University employees, fellow students, and visitors.
b. Students are expected to complete all assigned class work by the assigned deadline. This
includes written work, studying, and other classroom projects that promote learning.
c. Students are expected to be punctual and to attend all classes.
d. Students can insure the safety of themselves and others by walking in an orderly manner.
This will be the only acceptable means for students to move throughout the building.
e. Students are expected to adhere to all classroom rules as set forth by Faculty and
administration.
Standards of Conduct
Generally, prohibited conduct for which a student is subject to discipline is defined as
follows:
a) Conduct which intentionally or recklessly threatens the health or safety of
any person on University-owned or leased property, at a University sanctioned
function, at the permanent or temporary local residence of a University student,
Faculty members, employee or visitor.
b) Unauthorized entry into or occupation of University facilities which are locked,
closed to student activities or otherwise restricted as to use.
c) Intentional disruption or obstruction of teaching, research, administration,
disciplinary procedures, other University activities, or activities authorized to take
place on University property.
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d) Unlawfully blocking or impeding normal pedestrian or vehicular traffic on or
adjacent to University property.
e) Violation of University policies or regulations including policies concerning the
use of University facilities.
f) Alteration, fabrication, or misuse of, or obtaining unauthorized access to
University identification cards, other documents, or computer files or systems.
g) Any violation of local law, if such directly affects the University's pursuit of its
proper educational purposes and only to the extent that such violations are not
covered by other Standards of Conduct and only where a specific provision of a
statute or ordinance is charged in the complaint.
h) Failure to comply with directions of University officials including failure to
give identity in situations concerning alleged violations.
p. Student Counseling Policy.
The University years are times of change, meeting new people, possibly living in a new
environment, and making decisions about the future. The transition is not always easy. The
Admission office helps the students successfully to adjust University life. Our staff has a
strong commitment to the students' personal, educational, and career development. UMS
offers a wide range of services to assist the students in meeting the challenges and choices
faced throughout their University years. The Admission office is designed to meet a broad
spectrum of needs within the context of a short-term counseling model. Counseling can
help students to understand themselves better. The staff will be present to listen and help
the students to sort out the present or the future. Students come to the Admission office for
a variety of reasons, including anxiety, shyness, depression and clarification of academic
or career goals.
1. Confidentiality
The Student Counseling staff maintains strict professional standards of privacy and
confidentiality. Information will be released only with student’s written consent or as may
be required by UAE law.
2. Student Counseling Services
a) Personal Counseling
Counseling offers the students the opportunity to identify, clarify, and resolve
issues of importance to them in an atmosphere of trust and confidentiality. Within
the context of the counseling relationship, students are able to freely express their
thoughts, feelings, and concerns to someone who listens and is prepared to work
with them to arrive at new ways of looking at things. Students seek help for reasons
as diverse as building self-confidence, improving relationships, overcoming
shyness, reducing stress, and exploring life options.
b) Academic Counseling
Full-time Faculty members will help those students uncertain about their choice of
courses or where it will lead, those having a difficult time adjusting to the
University workload or Confused about their plans after University.
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Resources are available to assist students in developing the effective study skills,
time management skills, and test-taking strategies critical for success in University.
The full-time Faculty members help students to select areas of study compatible
with their interests, abilities, and educational goals which facilitates their academic
progress.
c) Assessment Services
The Student Counseling offers a wide variety of assessment procedures aimed at
helping students identify their strengths and weaknesses relevant to their University
careers. Evaluation of one's intelligence, aptitudes, personality, interests, and values
is available. Students with special learning disabilities are encouraged to use these
assessment procedures and other supportive services at the University.
q. Health Services Policy.
1. Overview
a) UMS is committed to maintaining the highest possible standard of health, safety
and well-being for all employees and students (and others) while they are at work
at UMS. The University recognizes the importance of integrating the continuous
improvement of health and safety into all organizational activities, ranking this
equal with all other operational considerations.
b) This policy and supporting guidelines describe the framework and responsibilities
for the management of occupational health & safety at UMS.
2. Scope
This policy applies to all management, Faculty, staff, students, visiting academics, of UMS
and where appropriate to all other visitors.
3. Definitions
a) Occupational Health & Safety Management System (OHSMS) is defined as the
OHS system which describes the following elements:
 Organizational structures,
Reporting arrangements,
 Policies, processes and guidelines that ensures the systematic management of
hazards and risks and prompt and effective response to mitigate the effects of
accidents and injuries. A comprehensive OHSMS will incorporate all the
elements to ensure that the system is pro-active, self-sustaining and transparent
and is regularly reviewed to ensure it remains effective.
4. Objectives
a. The objectives of this policy are to:-

Prevent injuries of University staff, Faculty members, students and visitors and
provide effective rehabilitation and support to those whose health has been
affected by their work or study activities;
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


Ensure prompt, fair and equitable management and resolution of workers
compensation claims;
Minimize property damage due to accidents in the workplace;
Fully integrate health and safety with all other operational responsibilities of UMS;
b. In order to achieve this, UMS will implement and maintain a comprehensive system
in all areas, which will ensure the following:-




Ongoing identification and evaluation of existing hazards and implementation
of suitable control measures to prevent injury or illness;
where possible, the prevention of the introduction of new hazards;
staff, Faculty, students and visitors are adequately informed about the hazards
remaining and are instructed in ways of working with them safely;
procedures are in place to minimize the severity of injuries, illnesses and
property damage when accidents do occur;
5. Policy Principles
a. UMS requires all management personnel to implement and maintain a
comprehensive Occupational Health & Safety management system (OHSMS) in all
areas under their control. They should regularly monitor the system, in order to
protect staff, Faculty, students and visitors from risks to their health, safety and
welfare, whilst engaged in education, research or other work-related activities of
UMS.
b. UMS will ensure that injured workers receive prompt, effective rehabilitation and
that any workers compensation claims are managed effectively.
UMS Alcohol and Drugs policy
The University is committed to the maintenance of a drug and alcohol free work place and
the encouragement of a standard of conduct for employees and students that discourages
the unlawful possession, use or distribution of controlled substances and alcohol on its
property or as a part of any of its activities. Therefore, the unauthorized or unlawful
possession, use, manufacture, or distribution of controlled substances or alcohol on
University property or as a part of any of the University's activities is expressly prohibited.
Statement of Disciplinary Action
Students violating the University policy on alcohol or drugs are subject to sanctions up to
and including expulsion from the University and referral for prosecution. Students who use
or possess drugs or alcohols are typically suspended from the University and will have
his/her parents notified.
Sex Offense Policies
Students committing sex offenses, whether on or off campus, are subject to University
disciplinary action as well as criminal action.
UMS Sexual Harassment Policy
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Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors or
other verbal or physical conduct of a sexual nature. Sexual harassment is a violation of both
law and University policy and will not be tolerated at the University. The University
considers sexual harassment a very serious issue and shall subject the offender to dismissal
or other sanctions following the University’s investigation and substantiation of the
complaint and compliance with due process requirements.
Consensual Relationships Policy
Basic functions of a University are the discovery and transmission of knowledge, activities
which are founded upon the free and open exchange of ideas. For productive learning and
the work that supports it to occur, members of the campus community should pursue their
responsibilities guided by a strong commitment to principles of mutual trust, respect and
confidence, as well as professional codes of conduct. Relationships between faculty, staff
and students may involve power differentials that can carry risks of conflict of interest,
breach of trust, abuse of power, and breach of professional ethics. Trust and respect are
diminished when those in “positions of authority” are perceived as abusing their power.
Those who abuse their power in such a context violate a duty to the University community,
undermine professionalism and hinder fulfillment of the University’s educational mission.
1. Guidelines
It should be understood by all members of the campus community that consensual
relationships that occur in the context of educational or employment supervision and
evaluation are generally deemed unwise because they present serious ethical concerns.
Employees, whether faculty or staff, shall not engage in consensual relationships with
students whenever the employee has a “position of authority” with respect to the student in
such matters as teaching or in otherwise evaluating, supervising, or advising a student as
part of the University program or employment situation. Even in instances in which the
employee, especially faculty member, has no direct professional responsibility for a
student, the employee should be sensitive to the perceptions of other students that a student
who has a consensual relationship with a faculty member may receive preferential
treatment from the faculty members or the faculty member’s colleagues. Consensual
relationships between Faculty members and students occurring outside the instructional
context may lead to difficulties particularly when the Faculty members and student are in
the same academic unit or in units that are academically allied.
The Faculty members may face serious conflicts of interest and should be careful to
distance him/her from any decisions that reward or penalize the student involved.
Supervisors, whether faculty or staff, shall not engage in consensual relationships with
employees when the supervisor has a “position of authority” with respect to the employee.
Other faculty and staff may be affected because it places one in a position to favor or
advance another’s interest and implicitly makes obtaining benefits contingent on the
relationship.
2. Procedures
When a consensual relationship exists or develops between an individual having a “position
of authority” with respect to another within the University, the person with the greater
position shall immediately terminate the “position of authority” and report it to an
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appropriate supervisor. The supervisor shall make suitable arrangements for the objective
evaluation of the student’s academic or employee’s job performance and for the protection
of individual and University interests.
3. Noncompliance with Policy
Faculty and staff who fail to remove themselves from a “position of authority” over a
student or employee with whom a consensual relationship exists will be deemed to have
violated an ethical obligation to students, employees, colleagues, and the University.
Credible allegations of Faculty member’s failure to avoid or terminate a relationship
involving a “position of authority” while in a consensual relationship obligates the
immediate or other appropriate supervisor to conduct a prompt and thorough inquiry to
determine whether there is any validity to the allegation. Where it is concluded that a
relationship involving a “position of authority” exists, the immediate or other appropriate
supervisor shall terminate the “position of authority” and may impose sanctions against the
parties involved.
r. Academic Advising Policy
Student advising is part of the academic duties of every faculty member. The Dean or the
Chair of the College concerned is responsible for assigning student advisors so that the
number of advisees per faculty member is as small as possible.
Student advising should not be limited to registering students, but should encompass all
aspects of academic advising, including selection of electives, counseling on any academic
difficulties or problems encountered, and monitoring the academic progress of advisees.
An academic advising guide has been prepared by the Dean office and is distributed to all
academic advisors.
Students receive notification of their faculty advisor and a listing of all students. Prior to
actual course registration, faculty should be available to advisees during their scheduled
office hours to discuss academic programs and issues related to vocational, career and
educational goals. It is recommended that a record be kept on file of advisory meetings.
Adjunct faculty shall not be responsible for the academic advisement of their students.
Each student shall have an appointed full-time faculty advisor. This does not preclude
informal advising with a student regarding progress in the course being taught.
s. Student Academic Integrity Policy.
This policy includes plagiarism and cheating, and is accompanied by regulations and
full operational procedures.
Academic dishonesty includes cheating, knowingly providing false information,
plagiarizing, and any other form of academic misrepresentation. Should incidents of
academic dishonesty occur, the following procedures would be followed:
1. A Faculty members suspecting dishonesty will confer with the student so accused, within
a reasonable time after the alleged offense has been discovered.
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a) If the student denies responsibility and the Faculty members is convinced that the student
is not responsible, the matter is dropped.
b) If the faculty member is convinced that the apparently unethical behavior was
unintentional, the Faculty members will help the student to understand what was done
wrong and how to avoid doing so in the future. Unintentional violations should be reported
by the Faculty members.
c) If the student admits the act of dishonesty, the penalty will be an “F” on that
assignment/test, a final grade of “F” for the course, or other appropriate penalty, as
determined by the Faculty members depending on the severity of the infraction and the
significance of the assignment. When an “F” is levied on an individual assignment/test, the
Faculty members may require the student to complete additional work in order to continue
in the course. Violations should be reported by the Faculty members. If the faculty member
believes that the dishonesty is severe enough to warrant suspension or dismissal from the
University, he or she should refer the case to the Dean who might report to the Vice
President for Academic Affairs. If the student wishes to appeal the severity of the grade
assigned by the Faculty members, the student will follow the procedures stated in the
University academic policy for appeal of grades. If not satisfied with the action, the student
may, within five business days, appeal to the Vice President for Academic Affairs.
d) If the student denies responsibility and the Faculty members is not convinced that the
student is not responsible, the case is referred, with supporting documentation, to the Dean
for action. The Faculty members will delay assigning a grade for the course or the
assignment until the Dean makes a determination of responsibility or no responsibility and
takes appropriate Faculty disciplinary action.
e) A student suspected of academic dishonesty may not withdraw from the course until the
charges have been resolved. A student who receives an “F” in the course for academic
dishonesty cannot obtain a “W” from that course.
2. The Dean will be convened to hear cases of academic dishonesty when any of the
following occurs:
a) The student denies responsibility and the Faculty members is not convinced that the
student is not responsible.
b) The faculty member is not convinced that the admitted violation was unintentional.
c) The faculty member believes that the violation is severe enough to warrant suspension or
dismissal from the University.
d) The student has been involved in a previously documented incident of academic
dishonesty.
The Dean will recommend to the Vice President for Academic Affairs the action to be taken.
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3. Whenever academic dishonesty occurs, a faculty member will provide the head of the
department, the Dean and the student with a written report of the violation, any penalty
imposed and the counseling provided by the Faculty members. In order to insure that a
pattern of misconduct is not established, the Dean will notify the Vice President for
Academic Affairs who will place a copy of the Faculty member’s statement in the academic
dishonesty file. This statement will be destroyed no later than three months after the
student’s graduation. Decisions of the Dean will be placed in the student’s personnel file.
Materials placed in the academic dishonesty file may not be released to outside agencies.
Contents of the student’s personnel file may be released only as stipulated in the University
Records Policy.
4. If a student witnesses an act of academic dishonesty; he/she should report it to the faculty
member of the course involved. That Faculty members will handle the matter according to
the steps as outlined above.
Plagiarism:
For the purpose of this policy, plagiarism shall be considered deliberate representation of
someone else’s words or ideas as one’s own or the deliberate arrangement of someone
else’s material(s) as one’s own.
Any one of the following constitutes plagiarism:
1. Direct quotation without appropriate punctuation and citation of source;
2. Paraphrase of expression or thought without proper attribution;
3. Dependence upon a source for a plan, organization or argument without appropriate
citation.
Examples of plagiarism include the following:
- Copying another person’s work either word for word or making some changes but
keeping the structure, much of the language, and main ideas the same. Even if the
work is not published, it should be treated as someone else’s work and not one’s
own work.
- Buying, borrowing, or otherwise obtaining and handing in a paper, project or course
assignment as if it were one’s own.
- Turning in someone else’s paper as if it were one’s own is strictly prohibited, even
if the paper is enclosed in quotation marks. A large part of a paper cannot simply be
quotations.
- Allowing someone else to edit, rewrite or make substantial changes in one’s work
and turning it in as if one had done it all, without acknowledging the other person’s
contribution and without prior permission of the instructor.
- Using someone else’s words or ideas without crediting that person.
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If a student uses someone else’s words, the student must identify them by putting quotation
marks around them and citing the source. If a student downloads a picture from the Internet,
the student must cite the source of the picture. If a student paraphrases someone’s work,
the student must specify the source of the statement. Every source used in a paper must be
identified in the bibliography. At any time, if a student thinks that someone’s work may
have been unknowingly plagiarized, the student should discuss it with the instructor before
turning in the assignment. Faculty have been provided with various electronic resources to
assist students in recognizing and correcting plagiarism and to assist faculty in detecting
and confirming plagiarism.
Procedures for detecting and dealing with student plagiarism:
1. Identifying alleged plagiarism.
University of Modern Sciences has a subscription agreement with Turnitin, the plagiarism
detection service. All student coursework assessments are imposed for submission through
Turnitin service. The originality reports provided by Turnitin service should inform and
assist students in the acquisition of good academic writing skills and referencing
conventions. Course instructors are imposed to investigate and report suspected student
plagiarism when the originality report by Turnitin service indicates more than 20% of
copying materials in a student’s submitted coursework. The faculty member’s discretion is
needed since the Turnitin service may wrongfully detect plagiarism while the student is
quoting from the resource.
2. Course coordinator determining the process to:
a. Case does not treat as plagiarism, case closed.
b. Case treat as plagiarism and open case file.
3. Case send to the Committee of Investigative who can determine the level of
plagiarism and also if the case has prior record or not.
4. The committee of investigative determine the penalties of the case.
Committee of Investigative
1. Vice President for Academic Affairs
2. Dean of the College
3. Program coordinator
4. Course coordinator
5. Registrar
Penalties for plagiarism
- Student can fail the course.
- Suspended for semester.
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- Suspended from the university.
To be included in university portal AND all course syllabus:
PLAGIARISM POLICY
Plagiarism is a serious offense of student misconduct that can lead to expulsion from the
university. All student coursework assessments are imposed for submission through
Turnitin service. Course instructors are imposed to investigate and report suspected student
plagiarism when the originality report by Turnitin service indicates more than 20% of
copying materials in a student’s submitted coursework. Students must be familiar with the
Plagiarism policy which outlines the procedure that will be followed in case of plagiarism
as per the University Policy of Student Academic Integrity.
t. Student Appeals Policy and Procedures.
The University provides students an opportunity to appeal decisions or policies affecting
their academic standing. Avenues of appeal are as follows:
1. Grade Appeals
A student who wishes to appeal the final grade in a course should first seek a resolution of
the issue informally with the Faculty members. If an informal resolution cannot be reached,
the student may appeal the grade formally, beginning with the Faculty members and, if
necessary, proceeding, at the request of the student or of the Faculty members, through the
levels of appeal (faculty members, Department head and then the Dean then the Vice
President for Academic Affairs as a final level of the appeal. At each stage of the appeal,
the student must provide a written justification for the appeal and an explanation of the
desired resolution; reviewers at any stage of the appeal may request appropriate additional
documentation from any party to the appeal.
2. Student Fee Appeal: Fee Appeal Forms are available in the Admission office.
Appeals submitted without supporting documentation will automatically be denied.
Student may re-appeal if they can provide the necessary documentation to support
their appeal. Appeals are approved only if extenuating circumstances exist beyond
the student’s control that justifies an exception to the refund/cancellation policy. It
is the student’s responsibility to be aware of University policy.
3. Special Admissions Appeal: Deals with all appeals relating to student
undergraduate admission. A student may file an appeal for special consideration if
unusual or extenuating circumstances prevented him/her from meeting the
admission standards, meeting the application deadline and from meeting the
requirements of provisional status. Students should provide any documentation of
the situation. Forms should be picked up and returned to the Admission office.
4. Appeal to drop a class after the deadline: If students need to drop a single class
in a current semester after the published deadline, but before the end of the
semester, they must appeal to the Dean. In most cases, the Dean has delegated this
to a faculty and the process may vary. The student must make an appeal in writing
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and provide documentation of extenuating circumstances that would justify an
exemption from the deadline policy. If the faculty member gives permission, the
student will complete the “Appeal to Drop after the Deadline” form and can then
proceed to request approval and signature from the instructor.
5. Appeal to completely withdraw after the deadline: If a student needs to
completely withdraw (drop all courses) after the published deadline, but before the
finals week of the current semester, they must appeal through the Registrar’s Office.
The student must provide a thorough, written explanation regarding their
circumstances, as well as, documentation of extenuating circumstances beyond
their control that prevented them from both completion of their courses and from
withdrawing within the confines of the deadline dates. If a student needs to appeal
to drop their only class, that is a complete withdrawal. Forms may be picked up
(mailed or e-mailed) and then returned to the office of the Registrar.
u. Student Grievance Policy and Procedures.
1. Overview
a) UMS encourages feedback on all aspects of University life. It recognizes students’
right to express dissatisfaction or make complaints about services provided by
UMS, and monitors the nature, progress and outcome of complaints. Complaints,
comments and expressions of concern are analyzed to identify problems and
improve academic and other services.
b) UMS recognizes that time is of the essence in dealing with student complaints, and
that delay in acknowledging and acting on complaints can exacerbate them, and
lead to further delays in resolving them.
2. Scope
This policy covers complaints relating to:
i. The delivery of academic services;
ii. The delivery of administrative services; and
iii. The provision of support services or facilities.
3. Policy Principles
a. Types of Complaint
A student may have a complaint about an individual action or decision that affects
only them, or a service or process that also affects other students. Students may be
dissatisfied with such issues as:
i.
Academic services: refusal of an application for supplementary assessment, the
mark received for an assignment.
ii.
Administrative services: refusal of an application for a refund of tuition fees
paid the administration of their enrolment.
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iii. Support
services or facilities: services offered by the Student Centre, the
International Student Centre; IT or Library services; building structures that
appear dangerous, inadequate or unsuitable.
b. Limitations of Complaints Resolution
When considering whether to proceed with a complaint or appeal, students may
need to consider a range of factors and circumstances that can impose practical
limitations on the potential scope and effectiveness of resolution processes. For
example:
i. Disagreements: A student’s objecting to or disagreeing with a particular
University process or decision does not necessarily mean that that process or
decision is unreasonable or unfair, and does not by itself constitute sufficient
grounds for having it changed, or for appealing against a decision not to change
it.
ii. Academic Judgments: A student may believe that a particular assignment
warrants a high mark, but if two academics with expertise in the relevant field
agree that a lesser mark is appropriate, and the general processes involved in
the marking and re-marking are fair and reasonable, then a University
committee or other Faculty member is not usually in a position to overrule the
academic judgments that determined the mark.
c. Overview of Student Complaints System
i. Underlying Principles





Procedural fairness: Student complaints and grievances are handled
according to the principles of procedural fairness
Transparency: The processes for handling student complaints and appeals
aim to be easily accessible to all staff and students, with transparent
operation and outcomes, and capable of resolving complaints and appeals
in a timely manner with clear deadlines for each stage of resolution. Reasons
for each decision are provided to all parties.
Confidentiality: All information provided in the complaints process is
strictly confidential and can be used only for the purposes for which it was
collected.
Equity: Complaints are dealt with in an equitable and culturally sensitive
manner, and are judged strictly on their merits.
Individual rights: This policy does not derogate the private or public rights
of an individual to make or pursue a complaint through an external agency.
ii. Procedural Elements
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

Local handling: Complaints are initially handled locally - that is, in the
academic or administrative area providing the service or process that is the
subject of the complaint - with the fewest people possible involved.
Local review: Complaints are reviewed locally.
4. Procedures
a) Summary of Complaints Process
i.
Stage 1 - Informal discussion with the person who made the decision or
provides the service.
ii.
Stage 2 - Written complaint to the person who made the decision or provides
the service.
iii. Stage 3 - Review of resolution offered by a more senior person in the area.
iv. Stage 4 – The Dean for a determination.
v. If not satisfied with the action of the dean, the student may, within five business
days, appeal to the Vice President for Academic Affairs.
b) Stage 1 - Informal Discussion
Students who are not satisfied with a particular University service can raise their
concerns with the person or area responsible for providing it. This does not
constitute a formal complaint. The vast majority of issues are resolved at this stage..
c) Stage 2 – Formal Written Complaints
i.
Making a Complaint


ii.
A student who is not satisfied with a University service, decision or process
can make a formal written complaint (by letter, on paper, or by email) to the
person or area responsible for providing it. The student must make clear that
it is a complaint, as opposed to comments, feedback or a suggestion, to alert
the Faculty member to the fact that a direct response is required.
Students are usually required to initiate the formal complaint process within
10 days of the specific incident or decision that forms the substance of the
complaint. They may make a complaint about an on-going service or
process at any time during their admission, enrolment or attendance.
Students are advised to keep notes of any incidents or actions that form part
of their complaint.
Acknowledging Complaints

Faculty members who receive a formal student complaint must take
reasonable and prompt action to try to resolve the complaint. Faculty
members who receive a formal complaint will acknowledge receipt of the
complaint in writing to the student within 5 business days.
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
The acknowledgment will include:



The name and contact details of the Faculty member handling the
complaint; and
An outline of the process being used to resolve the complaint; and
The estimated time frame for resolving the complaint.
iii. Investigating Complaints
In addition to acknowledging it, Faculty members receiving a formal student
complaint must also investigate it, using their personal and professional
judgment to offer a resolution within the framework of guidelines in this policy.

The Faculty member may consult with and seek advice from any
appropriate department head or Faculty member, discussing the complaint
as a “case in principle” where possible. However, the name of the student
may need to be revealed in order to fully investigate and resolve the
complaint; or the identity of the student may become obvious in describing
the nature and/or circumstances of the complaint. Any Faculty member
consulted regarding the complaint will be advised of the confidential nature
of the information provided.
iv. Decision/Resolution

The resolution offered will depend on the nature of the complaint and any
special circumstances that exist, but will usually include at least one of the
following components:
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


v.
Providing more detailed information on why the original decision was
made or process was used
Remedying an identified mistake
Revoking an initial decision
Waiving a debt or charge
Retraining staff.
Notification of Decision/Resolution

The final details of the decision must be sent to the student in writing in a
timely manner. The actual time will depend on the nature and circumstances
of the complaint and the complexity of the investigation, but will usually be
within 15 business days of receiving the complaint. The notification will
include:

Details of the decision;

Summary of the reasons for the decision;
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
Information on the most appropriate person or committee the student
can approach to review the decision.
The acknowledgment and the offer of resolution may be provided to the
student at the same time if the complaint is received, investigated and
decided on within 5 business days.
d) Stage 3 - Review
i. A student who is not satisfied with the resolution offered may request in writing,
within 20 business days of receipt of written notice of the resolution, that a
more senior Faculty member or committee review the case. A waiver of this
timeline may be granted in special circumstances at the discretion of the person
responsible for conducting the review.
ii. The Dean will usually conduct the review and report to the Vice President for
Academic Affairs.
e) Stage 4 - Student Appeals Committee
All students who have followed the procedures have the right to appeal the outcome
of local resolution and review, regardless of the details of the case. The Student
Appeals Committee is the final point of appeal within UMS.
i. Lodging an Appeal





No appeal will be instituted unless the appellant has sought local resolution,
and requested a review of the initial resolution..
A written, signed appeal must be lodged within 20 business days of the date
of written notification of the outcome of the local-level review.
If the Appellant lodges the Student Appeal Form and submission after the
20 business day’s timeline, he/she must include a separate statement
outlining the reasons for the delay and requesting a waiver of the timeline.
If the statement is accepted as a reasonable and adequate explanation for the
delay, and/or considers the length of the delay as not significantly
undermining procedural fairness to the respondent(s), and grants the waiver,
the appeal will proceed according to the normal timelines.
If the statement is not accepted as a reasonable and adequate explanation
for the delay, and/or considers the length of the delay as significantly
undermining procedural fairness to the Respondent(s), and does not grant
the waiver, the Secretary of the Student Appeals Committee will bring the
appeal process to a halt and accordingly notify the Appellant(s) and
Respondent(s).
ii. Appeal Submissions

Appeal submissions must be reasonably comprehensive self-contained
documents, to the extent that they provide sufficient information for Student
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Appeals Committee members with no prior involvement or knowledge of
the circumstances of the appeal to gain a clear appreciation of what the
Appellant is appealing against, what he/she wants out of the appeal, the
events and decisions leading up to the appeal, and the people involved in
those decisions and events, without their having to seek significant
additional supporting materials, documents or background information.

Appeal submissions must include all of the following:






A clear statement of the decision or action being appealed against.
A clear statement of what appeal outcome or outcomes the Appellant
wants or would be satisfied with.
Detailed statements on each of the central claims being made by the
student.
The names and titles of all faculty members or committees involved in
the decisions or actions under appeal.
A brief summary of the relevant events leading up to the decisions or
actions under appeal, in chronological order, with references to the
relevant supporting document(s) provided in the appeal submission.
All of the available documentary or other evidence supporting each
relevant event and each of the Appellant’s central claims.
iii. Appeal Hearing Notification

Within 5 business days of receipt of the completed, signed Student Appeal
Form and submission, the Secretary will notify the Appellant and the
Respondent of the composition of the Committee and the date and place of
the hearing. Except with the express consent of both parties to the appeal,
the hearing will be held on a weekday within a semester within 20 business
days of receipt of the Student Appeal Form and submission. The Secretary
will notify both the Appellant and the Respondent if either or both of these
timelines have to be extended due to staff availability problems and/or
scheduling conflicts, indicating when the hearing is expected to occur.
iv. Hearing an Appeal



The Appellant will appear at the hearing in person unless the Chair exempts
him /her from personal attendance before or at the hearing.
An Appellant formally exempted from personal attendance may select any
other person to represent him/her at the hearing, or may be represented only
by his or her written submission.
The decision of the Committee carries the full authority of the Dean and
will be effective upon its written notification, and no further formal order or
direction will be necessary for it to become operative.
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
The notification of the outcome of the appeal and the materials generated
during its lodgment and hearing will be retained in a separate confidential
University file.
v. Outcomes of Student Appeals Committee Hearings

The Committee’s determination will be based on one or more of the
following possible outcomes:





Endorse the original findings on the complaint.
Determine an alternative resolution.
Adjourn pending further investigation based on evidence not available
at the time of the initial appeal hearing.
Recommend a review of certain procedures.
Dismiss the appeal on the grounds that it lacks substance.
f) Complaints or Appeals Lacking Substance
i.
Complaints or appeals are deemed to lack substance if they:




ii.
Are unsubstantiated or unverifiable, and/or
Are misconceived, and/or
Are not made in good faith, and/or
Contain demonstrably false or misleading information.
If the Faculty member handling it believes a complaint or appeal to be lacking
substance, he/she must provide any relevant documents and a brief explanatory
statement within 10 business days of receiving the complaint or appeal.
g) Withdrawing a Complaint or Appeal
Students may withdraw a complaint or appeal at any stage in the process by writing
or emailing to the person handling the complaint or appeal, who will notify relevant
parties in writing that the complaint or appeal is concluded. If the complaint or
appeal was against another person, that person may address a written statement to
the person handling the complaint for circulation to Faculty involved in the case.
h) Victimization, Harassment and Influence
i.
Actions that cause or have the potential to cause the victimization and/or
harassment of any party to a student complaint or appeal are prohibited, and
constitute misconduct.
ii.
Actions that influence or have the potential to influence the impartiality of any
party to a student complaint or appeal are prohibited, and constitute misconduct.
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6. Library Resources
a. Library Policy, Procedures and Regulations.
UMS Library is an equal opportunity, affirmative action educator, and employer. It is the
policy of UMS Library not to discriminate against any individual based on race, color,
religion, national origin, sex, marital status, or disability in matters of admissions,
employment, or services or in the educational program or activities it operates, in
accordance with civil rights legislation and University commitment.
a) Library Policy, Procedures and Regulations
1. Library access, circulation, acquisition, and collection reduction
a) Library Access
i. The Library is open for the purpose of study and research to the following users
a.
b.
c.
d.
e.
f.
g.
Members of the board of UMS.
Current members of staff of UMS.
Registered students of UMS.
Graduates and retired staff members of UMS.
Members of the academic staffs of other universities.
Persons satisfying the Librarian that they are engaged in academic research.
Students of other universities (in UMS vacations only or as authorized by UMS
Librarian).
h. Members of non-University profit and non-profit organizations on a negotiated
basis.
i. Other persons as may on application to the Librarian, are granted authority to
use the Library.
j. Members of institutions affiliated with UMS, as from time to time agreed by
the Librarian.
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If it appears that their presence in the Library will impair the use of the Library by members
of UMS, users specified in categories (i) and (j) above may, at certain times, be refused
access to the Library or parts of the Library at the discretion of the Librarian.
ii. All users must possess a current University Library Membership Card, or
approved identity document, and are required to show it on request. Admission
may be refused to any user who does not do so. Use of Library facilities and
borrowing rights are personal to the cardholder and are not transferable.
Applicants for a Library Membership Card who are not members of UMS may
be required to provide evidence of status, or a letter of recommendation. The
Librarian may, from time to time, prescribe fees to be charged to certain
categories of cardholders, or for certain Library services.
iii. It is UMS policy to ensure that no qualified student with a disability is denied
the benefits of, excluded from participation in, or otherwise subjected to
discrimination in any University program or activity. In response to a request
made by a qualified student with a disability, UMS will arrange, at no cost to
the student, for the provision of educational auxiliary aids, including sign
language interpreters, determined by UMS to be necessary to afford such
student the opportunity for full participation in University program.
iv. Failure to observe any of the foregoing provisions by any user, who is not
subject to the laws of UMS, or to formal institutional agreements with the
Library, may result in the user being excluded by the Librarian from using the
Library's facilities and services on a temporary or a permanent basis.
b) Circulation Policy
i. An official photo-ID is required to check out books.
ii. Books loaned to UMS students or external borrowers circulate for thirty days.
iii. UMS Students and staff are limited to eight books out at a time. Other external
borrowers are limited to 3 books out at a time. UMS Faculty members are
limited to twenty-five books.
iv. Loans from the circulating collection are due the last day of classes each
semester. Other loans to faculty members are normally due the next day or
whatever due date the library determines for the particular item.
v. Circulating books may be renewed once unless they are placed on hold by
another or they are overdue. Renewals may be granted by telephone or email
request. A hold may be placed on any book already checked out; Instructors
occasionally request that the library recall a book so that it may be placed on
Reserve. Recalled books are due back immediately. The library operates on “a
fine” system. This system continues to operate because of the cooperation of
each user. Reference materials and microfilm do not circulate. (Some reference
materials are in the stacks.
vi. Subject to the laws of UMS, fines will be levied for failure to return books or
other library materials either by the due date, or when recalled for the use of
another user. The Librarian may also levy a fine on any user who fails to comply
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with other provisions of this Regulation, up to a maximum amount determined
from time to time by the Board, according to the seriousness of the offence.
Failure to pay fines levied may result in the user being excluded by the Librarian
from using the Library's facilities and services on a temporary or a permanent
basis.
vii. The assessment result for any student may be withheld if he or she, on
completion of his/her program of study, fails to return all items borrowed from
the Library, or fails to pay all outstanding charges or fines.
viii. Any user to whom such penalties as provided for above have been applied
may appeal to the Registrar.
c) Library Collection: Acquisition & Removal
i.
The Library acquisition and removal are delegated to the UMS Librarian and
the Dean. They meet four times a year and reports to Senate the sums needed
for the purchase of books, periodicals and electronic resources and their
allocation among faculty members. Final decisions for the purchase of all
Library materials rest with the Dean.
ii.
The Library preference is for electronic access to full-text journals, where
available. New subscriptions to journals may be limited by budgetary
constraints. They may be funded through the cancellation of existing
subscriptions, with the proviso that all interested departments must be consulted
before a subscription is terminated. Journals are now often acquired in multititle packages and contractual arrangements with publishers can restrict the
candidates available for cancellation at a particular time. Freely available
Internet resources are selected by the Librarian. Suggestions for additional
Internet sites should be made to the appropriate subject Librarians.
2. Role of Librarians, teaching faculty, and researchers
The Collection Development Policy is a planning document which identifies and
communicates the long and short-term collection goals and policies of UMS Library
system. It aims to provide a general framework for the development of all collections, and
is devised and maintained in consultation with academic staff taking into account the
mission and goals of UMS.
a) The collection development policy aims to
i. Support the teaching, learning, creative and research functions of UMS by
acquiring, organizing and providing access to a relevant and well-balanced
collection in a wide variety of formats.
ii. Respond to changes in teaching and research programs, in consultation with
academic staff.
iii. Maintain the physical condition of the collection at an appropriate level.
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iv. participate in resource sharing and networking at a regional, national and
international level
b) Setting of Library policy is delegated to the Dean.
c) The Librarian shall have the authority to issue, and from time to time review, policy
statements and procedures, in respect of the following:
i. The use of Library materials, within the Library or elsewhere, including the
use of rare books, manuscripts, and archives, other special collections,
material and electronic information resources.
ii. The use of allocated special study areas.
iii. The terms on which Library material may be borrowed.
iv. Loan procedures and loan periods.
v. Lost items of Library material.
vi. The bringing of personal belongings into Library premises.
vii. The conduct of users in the Library.
d) Material selection is made by Library staff and other academic staff. Other
University staff and students may also make recommendations for purchase of
library materials.
General Information on material selection
Material selection is the joint responsibility of the faculty and the librarians. Requests for
acquisition may be originated by departments, individual faculty members, or librarians.
Faculty and academic departmental requests must be made through the designated
department Library liaison. Other UMS staff members and librarians may make
recommendations directly to the head of the departments.
The Acquisitions department of the Library handles all ordering of new materials after the
request has been reviewed and approved by the Dean.
There are three basic types of purchases:
1. One-time purchases - such as books, reports, pamphlets, electronic data sets.
2. Standing order purchases - such as annuals, continuations, electronic databases.
3. Subscription purchases (new and renewals) - such as journals or periodicals.
Policy
Standing order and subscription recommendations are handled by the Purchasing
department with budget oversight resting with the University Librarian. Recommendations
for purchases are accepted through departmental liaisons, subject to available funds,
collection policy criteria, and approval by the Dean.
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The total annual book budget is established by the University. Each fall the Purchasing
department generates recommended departmental allocations through a formula developed
by the University Librarian. The University Librarian oversees this process and presents
any recommendations for changes to the Dean.
Requests originated by University and departments are charged against the relevant
departmental allocation. Requests originated by librarians, Faculty staff, or by University
from departments not having a separate book allocation are charged, at the discretion of
the head of Collection Management, against the Library allocation.
Procedure
To request a purchase of a book (one-time):
1. Complete a Book Request form, available from the Purchasing department,
with as much of the requested information as available.
2. Indicate special handling requests such as:
a. If the publication is to be placed on the reserve shelf immediately on arrival.
Be sure to include the academic course number and instructor's name on the
request form.
b. If the requestor is to be notified when the publication is available for use.
Be sure to include requestor's telephone number.
3. Send the order to the department's library liaison who reviews the request,
records any data required by departmental policy, signs the order card, and
forwards it to the office of the Dean.
NOTE: If the publication is already in the Library, the Request Form is returned to the
requestor indicating the call number of the publication or that it is already being
ordered on another request.
e) Criteria for selection depends on the type of material being considered and the
particular subject area criteria, including:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
Relevance to the actual or potential needs of UMS program.
Scope and content
Depth of the existing collection in the subject
Quality
Currency
Timeliness
Price
Language and country of origin
Criteria for electronic resources also include:
i.
ii.
iii.
iv.
Level of access
Method of delivery
Relationship to the print version
License terms and conditions offered by the publisher
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f) Librarians, teaching faculty members and researchers are encouraged to donate
books or other printed material to the library. Library staff share the donor's concern
that gift material will actually be used at the library. Therefore, those who are
considering donating to the library are urged to first contact the Gifts Coordinator.
When it seems advisable, library staff can make a personal visit to the donor to
review the gift material for the following items:
i. The library is ready to receive new books and replacements for items
missing from its shelves, rare books, scholarly works, or works on out-ofthe-way or little-known topics, video tapes, selected archival materials and
musical scores/recordings.
ii. Some of the items people often wish to donate are excluded as inspirational
literature, newspapers, magazines, mass media paperbacks and materials
which are photocopies, damaged, or extremely brittle. In addition, valuable
materials which may be standard editions of classic works but are likely to
duplicate the library collections are excluded.
iii. The library will help the donor in finding alternative donation options if it
turns out that his/her gift does not fall under University Library's collection
needs.
g) Books and other library materials given to UMS Library become the property of
the Library. The Library will add to its collections all gift material that supports the
research and teaching mission of UMS. Other gift material may be sold at book
sales sponsored by the Library, or at auctions; sale proceeds are used to buy new
books. Gifts may also be sold to or traded with other libraries. Any materials which
upon receipt are found to be so deteriorated, as to make them unfit for either use or
sale, will be discarded. Each gift to the library is acknowledged with an
acknowledgement letter from the library, stating the number of volumes and the
date of receipt.
3. Operational matters (such as opening hours, staff availability)
As the opening hours may vary from time to time, Visitors are asked to check the Library
Web site or library notice boards further details. Any revision of hours for holidays will be
announced through these channels.
The Library opening hours for the initial phase (first working semester) will be from 9:00
am to 3:00 pm.
4. Library services
Every library has limited human and material resources. Resource sharing through
cooperative arrangements is increasingly the means by which libraries attempt to meet
efficiently the information needs of their constituencies. As information plays a more
important role in society, many public agencies are offering information services. This has
forced libraries to evaluate their own services, to become more responsive to their users’
needs, and to be more aggressive in the delivery of their services. UMS Library is
committed to providing quality library and information services to support and enhance the
teaching, research, scholarship and creative work of UMS, these services include:
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a) The e-Library which provides access to electronic resources (including e-journals),
available to UMS staff and students. Users can access UMS electronic resources 24
hours a day, both on and off campus.
b) Equivalent support for distance education program. Effective and appropriate
library services for distance education may differ from those services offered on
campus but they should be designed to meet a wide range of informational and
bibliographic needs. The requirements of academic program should guide the
Library in its response. Elements of library support available to students taking
distance education courses may include courier and electronic document delivery,
electronic journals, full-text databases, end-user searching, reference assistance and
instruction, network access, reciprocal borrowing and interlibrary loan services,
cooperative arrangements with other libraries for collection access, cooperative
development of databases, and other strategies that emphasize access to resources.
c) Information and IT Skills Development Program which provides training and skills
development in the areas of Information Technology and Information and Research
Skills (discovering, locating and accessing primary and secondary materials). The
Training program is delivered either through face-to-face training sessions or online skills support materials. The Course is primarily for staff and postgraduate
research students at UMS, although undergraduates may attend on the personal
request of a tutor.
d) The library offers orientation sessions to all new patrons. These sessions are
designed to acquaint the users with the physical layout of the library and standard
library services, as well as to inform them of the variety of information resources
available for their researching needs. Through the Orientation Program, patrons
will learn briefly about library services, policies, collections and facilities. By the
end of the Orientation Program, the user will gain the general knowledge needed to
begin proper and efficient usage of the library and its facilities.
5. A code of conduct for the use of library resources
All users of UMS Library and its branches must comply with UMS Library regulations. In
addition, all visitors are required to register as they enter the Library. The general
regulations listed below apply unless specific exceptions are noted in individual policy
statements of branch libraries.
a) Access to the Libraries after 5 p.m. on weekdays, is limited to members of UMS
community who must show their current I.D. card for admittance.
b) Consumption of food and beverages is not permitted in UMS Library.
c) Smoking is not permitted in UMS Library.
d) Dogs and other pets are not permitted in the Library.
e) Motorized vehicles are not permitted on the Library Plaza.
f) Users are reminded that the Library is designed primarily for serious study and
research. Conversations should be confined to lounge areas.
g) Non-circulating library materials are to be used only within the department or area
in which they are housed. Exceptions may be made for persons with disabilities.
h) UMS students, faculty and staff have priority over all other library users for access
to library collections, services, and facilities.
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i) The borrower is responsible for library materials charged on his/her card.
j) When users leave the library, Cases, bags, purses and other parcels must be
displayed for inspection. Attempted theft or mutilation of library materials will
result in heavy penalties. Such penalties can include:
i. Suspension for UMS students.
ii. Termination of employment for non-student members of UMS Community.
iii. Criminal charges for external individuals.
k) Where there is a formal agreement between UMS and other institutions whereby a
user of either institution may use the library facilities of the other, UMS user may
be subject to penalties set out hereunder, or elsewhere in the laws of UMS, for a
serious breach of the regulations of the other institution (provided that the user is
not penalized twice for the same breach).
l) All members of the Library staff are authorized to require compliance with the
provisions of this Regulation on request, in particular those relating to conduct
within the Library. Failure by a user to comply with such a request shall normally
be reported to the Librarian or an authorized deputy, who, subject to the laws of
UMS, shall determine the action to be taken.
6. Image reproduction and copyright law
The digital age presents new challenges to fundamental copyright doctrines that are legal
cornerstones of library services. Libraries are leaders in trying to maintain a balance of
power between copyright holders and users. Libraries are perceived as a voice for the
public good and its participation is often sought in "friend of the court" briefs in important
intellectual property cases. Copyright issues are among the most hotly contested issues in
the legal and legislative world. Legal principles and technological capabilities are
constantly challenging each other and every outcome can directly affect the future of
libraries.
Ownership of materials, faculty compensation, copyright issues, and the utilization of
revenue derived from the creation and production of software, tele-courses, or other
media products shall be agreed upon by the UMS as follows:
Image Reproduction
a) If an image is still in copyright then a notation indicating this will be included in
the rights field. In all cases where an image is still in copyright, permission to copy
must be obtained from the copyright owner.
b) The responsibility to identify the copyright owner and to obtain permission to use
the image rests with the person who wishes to use the image. The Librarian may be
able to assist in this matter provided that the Library holds the relevant
documentation.
c) The Library does not charge for the use of images in its collection.
d) Copyright clearances, where necessary, are the responsibility of the user who shall
indemnify the Librarian against any action whatsoever taken by the copyright
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owner(s) against the Library arising in any way whatsoever from the publication of
the Photographic Materials by or on behalf of the Applicant.
e) The Library requests that images are acknowledged.
f) The Library requests that a complimentary copy of the item in which the image is
published is received for the collection.
b. Equipment and Software Technical Support Policy.
a) Equipment and Software Policy
This policy is utilized to assure appropriate and equitable issuance to staff and faculty
members of basic technology equipment. This policy is a guide for administrators, faculty,
staff and students for the acquisition, utilization and support of computer and peripheral
needs and basic network access, as well as personal responsibilities of the employee and
supervisor. Through this policy UMS strives to maintain an acceptable level of support
allowing faculty and staff to meet their job responsibilities.
1. Maintenance and schedules for replacement and upgrading
UMS has established a computer maintenance and replacement cycle.
a) Maintenance is done on a monthly basis for all the University's computers except
when a problem is discovered. In this case, spontaneous maintenance should be
done within a maximum of 48 hours. Maintenance is the responsibility of the IT
Unit.
b) Replacement schedule is done through an exchange of each University supplied
machine on a three (3) year average based on sufficient University budget
allocations. The replacement initiatives will follow the Replacement Cycle
Schedule by departments/units.
The cycle is based on an average of three (3) years. Depending on equipment
condition, budgeting and job requirements, replacement may occur in two (2) years
or be delayed until four (4) years.
2. Technical support for student-owned hardware and software
UMS server unit provides free support for students interested in using the data, voice,
internet and cable television services at UMS. This includes students in classes,
laboratories and University campus in general, as well as data services for students who
reside off-campus. In addition, the Server Unit provides assistance to identify
alternative solutions for students interested in acquiring similar services from outside
(commercial) providers. Listed below is a description of the types of services available,
the limitations of those services, and recommended methods for getting help when
needed.
a) Services Include:
The Server Unit provides, at no additional fee to the student, the following services:
i.
Access to the Internet via direct connection data ports in classes, computer
labs, and other work areas throughout the campus.
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ii.
Access to the Internet via a wireless connection in the Library and on campus.
iii.
GroupWise email on campus, with web access to email through the Internet.
iv.
Personal storage space on the network servers with web access to files and
documents saved to the network drive.
v.
First 250 pages printed through laser printers in the computer labs per
semester at no charge. Additional pages beyond the first 250 must be
purchased in advance from the cashier.
vi.
Antivirus software and spy-ware software on campus.
vii. Technical assistance for configuring student-owned computers to connect to
the data port within UMS.
viii. Internet access to information about grades, schedules, billing accounts, and
demographic information.
ix.
Access via University-owned computers to the following software programs
and applications:
 Microsoft Office Suite (Word, Excel, FrontPage, PowerPoint, Publisher,
and Access)
 Library electronic resources
 Internet Explorer
x.
Online access to library catalog and the materials available on line.
xi.
Online access to students to conduct routine University business.
xii. Online access available to data banks, official policy documents, selected
records for the use of faculty, staff, and senior administrators.
Note: UMS automatically blocks access to Internet sites containing content not
consistent with the mission and vision of UMS.
b) Services Not Included: The Server Unit does not provide the following services
or support:
i. Telephones, televisions, or computers beyond those available in computer labs
and various work areas throughout the campus.
ii. Technical support for student-owned computer hardware or software, including
modems, network interface cards, and peripherals.
iii. Technical support for computer components required for data connections (ex:
troubleshooting and/or replacing modems or network interface cards).
iv. Access to blocked Internet sites.
c) Support Limitations:
The Server Unit cannot support the items listed below. This eliminates the risk of
violating the product warranties of equipment owned by students. Items include:
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i. Software programs and applications purchased, owned, or borrowed by
individuals
ii. Fax machines
iii. Copiers
iv. Printers
v. Scanners
vi. Digital camera/camcorders
vii. Digital music players
7. Physical Resources
a. Equipment and Software Replacement Policy.
Each member of UMS community will be accountable for appropriate use of the
information asset as it pertains to his/her work assignment, the terms of this policy, and the
procedures established for this purpose in the member’s work area. Appropriate use is
defined as wise and prudent use of information so that resources are not wasted, damaged,
or corrupted. Inappropriate use includes erasing or modifying information without proper
authorization, defacing or removing pages from books, using information to embarrass,
intimidate or harass, or attempting to subvert the flow of information, such as purposefully
attempting to crash or slow down computer systems, modifying or removing posted
information without authority, and other such actions.
1. Appropriate uses and handling of abuses of IT system
The following notes indicate ways to direct undergraduates for use of computers. It is
not intended to be a complete list of possible abuses of the equipment.
a) Undergraduate students are not normally granted access to the computers in the
network, or to other students' files. The student should not attempt to use another
student's account even if he/she has not set a password. Of course, it is still
important to set a password for the student's own privacy and security
b) Abuses of the information technology system include:
i. Tampering with another user's files
ii. Tampering with another user's screen
iii. Setting up processes which persist
after the student log out and annoy
subsequent users of the machine
iv. Broadcasting of offensive messages
v. Display or storage of offensive pictures
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vi. Abuse of the mail system
vii. Occupying a machine to play games while other students need it to do their
laboratory work
c) The Head of Department would have to be convinced that any such use of the
machines would not conflict with their primary purpose.
d) Students are not allowed to write or introduce a virus program, even if it is never
executed
e) Student are allowed to take copies of their laboratory work home, or make copies
of non-copyright material, but they are not allowed that the student take random
pieces of software away on a floppy. The student should assume that all material is
copyright unless it specifically states otherwise. If in doubt, the students have to
ask.
f) Students need permission if they want to store personal information such as names,
addresses, mailing lists, etc.
g) The student agreed to abide by UMS rules when he/she registered.
2. Academic and administrative needs for IT resources
Information technology resources needs, including software, databases, computers and
networks support UMS academic program and management/operations at appropriate
levels. Academic and administrative needs can be summarized as follows:
a) Institutional Planning. UMS, in its planning, recognizes the need for management
and technical linkages among information resource bases (libraries, academic
computing resources, administrative computing resources, telecommunications
networking, and other learning resource centers).
b) Access. Information technology resources in conjunction with other learning
resources are conveniently accessible to all students, faculty, and staff.
c) Staffing. Professional staffs with appropriate expertise are available to assist the
faculty, students, and staff in making effective uses of all information technology
resources.
d) Academic Program Support. The academic program is supported by the
appropriate information technology resources such as software, documentation,
databases, hardware, networks, etc.
e) Management Support. The University's senior administration recognizes the need
and supports the effective uses of information technology resources. The
University's operations and management are supported by the appropriate
information technology resources including applications software, databases,
documentation, hardware, networks, etc.
f) Resources. The University's resources (staff, budget, equipment, facilities, etc.)
adequately support the information technology resources and services function.
g) Information Technology Planning. A well-developed planning process involving
faculty, senior administrators, staff, and students is in place for the University's
information technology resources and services.
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3. Confidentiality and integrity of the academic systems, the administrative systems,
and the institutional networks
The confidentiality and integrity of the academic systems, the administrative systems, and
the institutional networks is the major responsibility of the Server room. The prime
responsibility of the Server room is protecting the integrity of the information asset across
UMS community. The Server room will accomplish this by:
a) Assisting all departments throughout UMS to develop sound and consistent
information system practices and procedures
b) Working with the application and data security officers to develop: i. The required security interfaces between application systems and the technical
infrastructures
ii. Change control rules for application programs and database updates
iii. Data storage, backup, data integrity, and recovery requirements
c) Researching the latest technological advances in information software and
practices, and recommending appropriate changes and improvements to UMS
information systems environment
d) Monitoring UMS information systems environment, and apprising management
and Internal Audit of suspected breaches of security, procedures and/or policy.
b. Health and Safety Policy.
UMS seeks to maintain a healthy work environment, as well as the safety and well-being
of its employees. All employees and contractors shall take responsibility in achieving this
aim. Employees and contractors shall comply with the Health and Safety policies,
guidelines and principles set by relevant authorities in UAE. Employee who violates any
of these policies or principles shall be subject to disciplinary actions or legal prosecution if
needed.
1. Requirements of UAE laws and regulations
a) Health
The aim of UMS is to protect and promote the health of UMS community and their
visitors, to enhance public health practice and support workforce development.
Actions will be taken directly by UMS to prevent the development and spread of
disease and illness. It includes activities such as health surveillance and the
introduction of regulations to prevent the exposure of individuals to health hazards.
Consequently, the public health standards will be applied for the following:
i. Food Control
Concerning the conditions of public health, this required to be available in UMS
cafeterias and restaurants. The Food control Department of Dubai Municipality
handles the checkup responsibility of food and drinks in the restaurants and
cafeterias at UMS campus.
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
Restaurants and Cafeterias at UMS campus technically are under the control
of Dubai Municipality Food Control Department.

The schedule for the inspectors visits program to University campus for
checking the food and drinks in the restaurants and cafeterias is periodically
(Twice per month),

The violations or any unacceptable performance is subject for taking
precautions and sanction procedures by public health inspectors such as,
confiscate the materials, warning letters, and closing the outlet.
ii. Drinking Water

Drinking water will be subject for the lab analysis if there was any failure
has been noticed concerning the water tanks.

UMS is responsible for taking any precautions or improvements will be
required for the drinking water.
iii. Environmental Control
UMS takes the responsibility (direct or indirect) to: 
Remove the rubbish from UMS campus on daily bases, including the
official holidays and days of weekend.

Conduct pest control operations outside UMS buildings permanently

Prevention of flies conducting on weekly bases.

Prevention of mosquito conducting on weekly bases.

Prevention of rats be conducted if needed and after prior permission
b) Safety
All students, management, staff and faculty are required to abide by these rules,
which are incompliance with the requirements of UAE laws and regulations for
health and safety.
i.
Each person employed by or studying at UMS has a responsibility to care for
his/her own safety and for the safety of others. All persons working at UMS
should aim to improve the safety environment of the community.
ii.
All those having a supervisory role at UMS are expected to identify and report
the hazards in their area of control, and propose solutions within their area of
expertise.
iii.
Specialized safety persons should carry out risk assessments and propose
adequate solutions to remove identified hazards.
iv.
Specialized persons should take the appropriate control measures to reduce
the level of risk associated with the identified and potential hazards.
v.
All personnel who may be affected by such hazards must be made aware of
the risk assessment and the control measures introduced to reduce the risk in
that particular area.
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vi.
Visitors working in a department do so with the permission of the head of the
department or an authorized deputy, and are required to follow departmental
safety procedures. A visitor is any person who is not a member of the staff or
a student of that department.
vii. All injuries and hazardous conditions must be reported to a supervisor
immediately.
viii. Students, staff and faculty must follow the safety rules defined in each
department at all times, and implement the procedures to minimize safety
hazards.
ix.
Approval of an authorized supervisor is required before any staff and/or
faculty member can make any changes in established safety rules and
procedures.
x.
Direction and monitoring from a supervisor is required before any staff or
faculty member can proceed with any hazardous job or the operation of any
machine with which he is not familiar or unsure of its hazards.
xi.
All faculty, staff and students are required to know the following:

The evacuation plan and the emergency procedures to be followed in the
event of fire or any other emergency that will put personnel at risk. Each
building will have an evacuation plan tailored to the personnel in the
facility and the types of hazards associated with the activities in the
facility.

All the escape routes that are posted near the area where they are working.
The escape route floor plans will be clearly posted in very building.

The location and operation of fire extinguishers and alarms, and how to
operate them. Instructions and training on the use of this equipment is
mandatory.

Each building should have fire extinguishers appropriate for its activities.

The fire extinguishers should be checked regularly by qualified personnel.

Elevators (lifts) must not be used in the event of a fire. Any person trapped
in an elevator should call the Security Department
xii. Personal protection equipment, such as goggles, earmuffs and respirators
must be worn when required.
xiii. All workers should familiarize themselves with the location of the first-aid kit
and its use.
xiv. Use, store and/or transport flammable and toxic substances and compressed
gases only according to the procedures posted.
xv. Obey the non-smoking policy of UMS.
2. Safety equipment in labs and other areas
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There are many different types of safety equipment in laboratories at UMS. The
laboratory supervisor should ensure that laboratory workers are familiar with the
location and proper operation of safety equipment available to the laboratory. Some of
more common pieces of laboratory safety equipment include:
a) Ventilation Systems
The design of laboratory ventilation systems is considered and integrated into the
building’s supply and exhaust systems. System components include the supply air,
exhaust requirements and general room ventilation.
b) Chemical Fume Hoods
Chemical fume hoods are the most common equipment to protect against inhalation of
chemicals at UMS. Annual inspection of chemical fume hoods will be performed to
ensure they are functioning properly. If a laboratory worker suspects that a chemical
fume hood is not functioning properly, he/she should report to the head of the
department.
When using a chemical fume hood, laboratory workers should follow these guidelines:
i.
On sashes that open vertically, keep the sash as low as possible. The sash
should never exceed the maximum sash height indicated on the inspection
sticker.
ii. Keep only what is needed for the task in the hood. Excess equipment in the
hood can reduce the provided protection.
iii. Work as far back in the hood as possible; ideally, at least 15 centimeter from
the opening.
iv. Taping a light paper “flag” to the bottom of the sash can serve as a rudimentary
airflow indicator. If the flag does not indicate inward airflow, stop work, lower
the sash, and report the problem to the head of the department.
c) Chemical Spill Containment Kits
Chemical Spill Containment Kits are provided in common areas to provide laboratories
with basic equipment to contain a chemical spill. These kits are stocked with general
material to help contain a large chemical spill. The Laboratory Supervisor is
responsible for providing spill containment/clean up material appropriate to the
chemicals used in the laboratory.
d) Eye Wash Station
The emergency eyewash station provides a means to remove chemical
contamination and other hazardous materials from the eyes and/or face. Laboratory
personnel should follow these guidelines when using the eyewash station:
i.
Eyewash stations are inspected annually to ensure they meet appropriate
standards and regulations.
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ii.
Laboratory workers should flush their eyewash stations weekly to ensure clean
water is available in the event of an emergency.
iii. Eyewash stations should be clearly marked and kept free from obstructions.
iv. In the event of eye contamination, the laboratory worker should hold his/her
eye open and rinse for a minimum of 15 minutes, then seek medical attention.
e) Fire Extinguishers and Blankets
Some laboratories are provided with fire blankets. Fire blankets are only required
in the event the laboratory works with flammable materials, but no safety shower
is available. The laboratory is responsible for maintaining fire blankets.
Fire extinguishers are provided to laboratories in the event a fire blocks a means of
egress and the laboratory worker must fight a fire to save his/her own life. No
laboratory worker is expected or required to use a fire extinguisher except to escape
a life-threatening situation.
Fire extinguishers are inspected annually and replaced as needed. Laboratories
should have the appropriate class of extinguisher for the fire hazards in the lab.
f) First Aid Kit
First aid kits shall be readily accessible to laboratory staff at all times while they
are at work. Lab workers shall be trained to know the location of the kit. Hazardspecific first aid supplies shall be made available, as appropriate, when work
involves particular chemicals such as cyanides or hydrofluoric acid. Exposures to
these severely toxic agents warrant immediate application of special remedies.
3. Safety measures and emergency evacuation procedures Orientation
a) Orientation of the campus community to safety measures
The staff members and employees will be informed through orientation sessions
about their responsibility and how to act and respond to certain safety measures.
The orientation sessions will address the follow: i. Department Responsibility
In order to achieve the objectives of the Health, Safety and Environment policy,
the Department shall adhere to:






Setting health and safety norms and standards as well as the procedures and
practices governing them.
Acquainting all employees and visitors with health and safety procedures
Providing appropriate safety gear to employees as per their job
requirements.
Providing adequate training, information, instructions and supervision.
Ensuring that all equipment, machinery, and tools are in good working
conditions.
Ensuring that all hazardous substances are stored in accordance with safety
standards and norms.
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
Promptly investigating any accidents or dangerous situations to rectify the
risk.
ii. Employees Responsibilities
The employees shall adhere to:

Performing duties in a way that would ensure their safety and the safety of
others

Complying with the health and safety policy set by the Department

Not misusing any safety equipment or gear provided by the Department

Reporting to management any hazardous situation, equipment or material

Abstaining from undertaking any tasks that they are not qualified to perform

Personnel discovering an actual fire should activate the building alarm
along with calling the police.

A person may become aware of a bomb threat by a telephone call, e-mail,
letter, etc. The person shall notify UMS security after getting as much
information as possible. After notifying the security, the person should then
notify his or her supervisor and Department head as quickly as possible. A
decision will be made to determine if a building evacuation is warranted. If
it is warranted, evacuation should take place as outlined in the Emergency
Evacuation Procedure.
iii. Emergency Evacuation Procedures:
In the event of a decision to evacuate a University building because of Fire,
Bomb Threat, or other confirmed life threatening circumstance the following
procedure will be followed.

Once it has been determined a dangerous or life threatening condition exists.
Evacuation will be announced by the sounding of the emergency evacuation
bells, horns or fire alarm.

All University personnel are expected to promptly respond to the
emergency evacuation alarm and to follow the emergency evacuation plan
for the building in which they are located.

Unless unusual conditions dictate otherwise, the best evacuation route is the
nearest stairway and out the nearest exit.

Building code requirements result in stairways being the safest locations in
a building in the event of a fire. Stairways are routinely checked for people
needing assistance by the firefighters.

Elevators should not be used as a means of evacuation. The high potential
for electrical or mechanical malfunctions coupled with the increased risk of
smoke inhalation makes elevators an unsafe means of evacuation.
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
Individuals on elevators when the alarm bells sound are advised to exit at
the first opportunity and evacuate via the nearest stairway.

Evacuees should not stop immediately after exiting the building, but
proceed well away from the building to be clear of any danger and to not
impede the movements of emergency response personnel and/or equipment.

Classroom instructors are expected to interrupt class activity and advise
students to evacuate the building. Students are obligated to follow
emergency procedures in accordance with the Code of Student Conduct.
4. Special consideration for those with disabilities
Disabled students and personnel (e.g., persons with physical, visual, or hearing
impairments, etc.) have the primary responsibility for requesting assistance.
Instructors/supervisors determine, in advance, if any students/personnel require assistance
during an emergency. If assistance is requested, the instructor should so advise the class
without making any specific individual arrangements. Should the evacuation alarm sound,
the instructor/supervisor should request assistance to move students/personnel with
physical disabilities to the nearest enclosed stairway or designated evacuation point. Other
arrangements can include: assisting a blind or visually impaired person from the building,
informing a deaf student that an alarm is sounding. Instructors/supervisors must inform
emergency officials of the location (s) of disabled students/personnel. Unless specifically
requested and considered advisable by those providing the assistance, moving persons in
wheel chairs down a stairway is not recommended. One individual should remain with the
disabled person, if this can be done without unreasonable personal risk. Others should
evacuate the building and advice of the location of the persons remaining in the building
so that the emergency personnel may complete the evacuation.
5. Special consideration for female students
a) Faculty staff should be made aware of the relevant action to take to safeguard the
health and safety of new and expectant mothers and their unborn child
b) Female students should be made aware of the need to notify their Supervisor of
their pregnancy at the earliest opportunity
c) Upon notification of the pregnancy of a student who has been identified as being
exposed to a potential risk, action must be taken to protect both her and her unborn
child.
d) Female students should have the priority in getting assistance through the
evacuation procedure
e) Certain facilities will be available in the female bathrooms for female student's
personal use and discharge of their feminine materials in safe and protected
packages.
f) Female lockers are separated from male lockers.
g) Female bathrooms are separated from male bathrooms.
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h) Special entrance is made for female students which, is separated from males'
entrance.
c. Data Security Policy
User
Each user of the UMS is provided with a username and a password. It is the responsibility
of the user to not disclose their credentials to any other persons under any circumstances.
Best practices for password selection are to be used and password changes will be
automatically enforced every 90 days.
Network
The University of Modern Sciences has a state of the art computer network to be able to
provide users with the best service to maintain the integrity, accessibility, availability and
security of data and resources. Under no circumstances can someone other than designated
staff plug a network device into the university server unit without the written approval of
the university server unit. Any devices must be pre-approved by the university server unit
and configured accordingly to maintain the integrity of the network. Wireless (Wi-Fi)
devices can connect to the network and do not require the pre-approval of the IT
Department. Users will be prompted to enter their credentials before being able to access
network resources.
Information
Information stored on the Universities network should not be copied and transported by
users including files with personal information. Any portable devices used by staff shall
have encryption hardware or software in place prior to transportation of such device.
Portable hard drives, USB flash drives and laptops are all devices in which data can easily
be compromised if stolen or lost.
Personal files such as pictures, music, video and other media are not recommended to be
stored on University equipment and users will be asked to remove such content if it is not
work related. If users are asked to remove such data and the user fails to do so within a
reasonable amount of time the university server unit reserves the right to copy and remove
these files by copying them to a storage device at the expense of the user.
Backups
Daily incremental backups are performed of data stored on the university server unit; this
does not include documents saved on your desktop computer, laptop or other device. If you
require a backup it is your responsibility to store you data on the network or use your own
encrypted external device. Weekly complete backups are performed however the same
rules apply as the daily backups. Data can be recovered for up to one month upon request
to the university server unit with justification as to why the restoration is required.
Firewall
The University has a firewall in place to prevent unauthorized access and use of the
computer network. If certain access is required by staff or faculty in order to deliver course
content or perform work related duties the request can be made to the university server unit
to allow certain access as required based on approval.
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d. Policy on Appropriate Use of Technology Resources
The University President or designee shall implement, monitor, and evaluate electronic
media resources and their uses consistent with the purposes and mission of the University
and with laws and policy governing copying and shall be authorized to develop and
implement administrative regulation, guidelines, and user agreements consistent with this
policy.
These policies apply to the use of computers and networks at the UMS, and of computers
and networks elsewhere if you use UMS resources to gain access to those computers or
networks.
General Policy
All registered students, faculty and staff have computing privileges free of charge. Each
individual is assigned a computer account code (their user ID) that provides access to
computing resources to assist them in carrying out the instructional, research, and
administrative goals of the University.
Access to UMS's computer facilities (networks, laboratory computer systems, residence
hall systems, including software licensed by the University or its agents for use on
University systems) is a privilege, not a right. Many members of the University community
use these facilities, relying on their availability to accomplish their work and assignments,
and to store important and confidential data, including software or computer programs. It
is prohibited, and ethically wrong, for individuals to access or attempt to access or view
any account for which they do not have specific authorization; actions which intentionally
disrupt, delay, endanger or expose another person's work or University operations are also
prohibited. Individuals engaging in such actions will be prosecuted under the internal rules
of the UMS and applicable criminal statutes of the Emirate of Dubai and the UMS.
Individuals harmed by such actions may also bring civil charges against the person(s)
responsible.
Computing accounts are provided for UMS work only. No commercial activity is permitted
unless approved in writing in advance by the Vice President for Finance and
Administration (VPFA).
Protect Yourself!
Each account is assigned to a single individual, who is responsible for all computer usage
under that account. When prohibited activity is alleged or detected, the University will
pursue the owner of the account. To protect yourself, prevent unauthorized access by
keeping your password a secret.
There is always the possibility of a system crash, network outage, or some other
interruption of your work, which may result in loss of your data, files, or software. Please
take steps to minimize your risk by frequently backing up your work. If you have special
needs, the university server unit may be able to help you work out any necessary extra
procedures.
Privacy
In an operational sense, the university server unit generally regards files in your account
and data on the network as private; that is, employees of the university server unit do not
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routinely look at this information. However, the University reserves the right to view or
scan any file or software stored on University systems or transmitted over University
networks, and will do so periodically to verify that software and hardware are working
correctly, to look for particular kinds of data or software (such as computer viruses), or to
audit the use of University resources. Violations of policy that come to the Network and
Telecom Systems unit's attention during these and other activities will be acted upon.
You should be aware that electronic mail and messages sent through computer networks,
including the Internet, may not remain confidential while in transit or on the destination
computer system.
Your data on University computing systems may be copied to backup devices periodically.
University server unit makes reasonable efforts to maintain confidentiality, but if you wish
to take further steps, you are advised to encrypt your data. Although you may use
encryption software, you are responsible for remembering your encryption keys. Once your
data is encrypted, the university server unit will be unable to help you recover it should you
forget or lose the key.
8. Fiscal Resources
a. External Audit Policy.
External Auditors
External Auditors are any Auditors or investigators conducting reviews at UMS who are
not employed by UMS system or the Internal Audit committee. External Auditors include
public accountants, Auditors, and Auditors from local governments and agencies.

The Dean shall engage an external Auditing firm which will conduct an
examination of the financial records of UMS System at the close of each fiscal year.

The Finance Committee shall establish the qualifications and standards desired and
shall prescribe and carry out the selection process and make appropriate
recommendations to the Financial Committee and the Dean. The selection process
shall consider the firm's experience in the auditing of higher educational
institutions, with particular attention to the auditing of universities.

External Auditing firms shall be engaged from among the major national public
accounting firms, subject to the University continuing satisfaction with the firm's
services and with proposals to be reviewed after each five to seven year period.
1. All Audits must be conducted in accordance with generally accepted accounting
principles.
2. The external Auditor must be approved by the governing body represented by the
Dean or the Vice President for administration and finance.
3. The external Auditor must have open access to all financial records and to all
persons within the organization who are involved in financial transactions.
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4. The Auditor's report must include a management letter as a part of it.
5. Financial Officers or other employee within UMS must not interfere in the Auditing
process.
6. The external Auditor will report to the Dean directly and to a committee formed
especially for that purpose.
7. A copy of the audited financial statements and management letter must be delivered
from the external Auditor to the Commission for Academic Accreditation upon
request.
8. The external auditors must not make any direct connection with UMS either
personally or professionally.
b. Financial Policy. This policy covers:
This policy governs:
The financial policies are policies that apply to UMS and its campus. The Vice President
for administration and finance has the authority to approve policies for financially related
areas.
1. Revenues
The revenue, income, receivable functions, and their associated operations consist
of those business processes concerned with the recording and control of amounts
due to and received by UMS, as well as the collection of deferred amounts due to
UMS from various sources such as sales of goods and services.
The Vice President for administration and finance has the responsibility for the
proper classification and accounting of revenue, income, and receivables.
The Vice President for administration and finance has been delegated responsibility
and authority for the following:

Develop and issue necessary operating policies and procedures for the handling
of revenue, income, and receivables on their campuses.

Provide general supervision of these operations.

Develop and maintain processes and systems as may be required.
a) Operations Responsibility/Authority
The Vice President for administration and finance after consultation with the deans and the
President has the responsibility and authority for the day-to-day operations of the revenue
and income function.
b) Revenue And Income Function
Revenue and income are generic terms representing the money received by UMS in order
that it may buy the goods and services necessary to carry out its missions. The income and
revenue function is composed of those business processes utilized to control these amounts
to insure that the money due to UMS is received, recorded, and properly applied.
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Although there is a technical difference between the terms income and revenue, they are
often used interchangeably as general terms of reference in many of the policies and
procedures to indicate the inflow of funds to UMS.
c) Current funds revenues are divided into two general categories:
i.
University Income Fund Revenue
Revenue from tuition and other related sources which is retained locally by UMS. Basically
this is operating revenue which UMS earns itself.
ii.
Other Revenue
Other revenue is from a variety of sources such as:

Grants and Contracts: UMS will manage to get grants from variety of
sources for academic research.

Endowment Income: UMS will manage to participate in national and
international events with financial rewards.

Interest Income: Interest of fees in the UMS bank account.
d) Receivable Function
The receivable function is a campus determination subject to the Financial Policies. The
receivable function is divided into three general areas, each containing several subfunctions.
i.
Accounts Receivable
This area is concerned with the business processes of recording, controlling, and collecting
amounts due from the sale of goods and services:

General accounts receivable - These are accounts of a "commercial" nature
for amounts due to the public and University staff.

Hospital and medical care receivables - These are accounts for medical
services due from the general public, health care agencies, insurance
companies, and governmental units.

Sponsored project accounts receivable - These are amounts due from
governmental agencies and other sponsors for grant and contract work.

Student accounts receivable - These are accounts for amounts due from
students for goods, services, tuition, fees, and fines.
ii.
Other Receivables
This area is concerned with miscellaneous cash advances made to staff members.
2. Receipting
Cash and cheques are received by University Departments through the Vice President for
administration and finance as part of the month-to-month management of the department.
The receipts may result from cash sales or the payment of invoices issued previously by
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departments. This section describes the procedures for collecting (receipting) and banking
(departmental banking) cash and cheques.
The Vice President for administration and finance is responsible for the administration and
supervision of all University banking.
To ensure all funds are properly deposited and recorded, the unit must reconcile all funds.
The reconciliation process is done in two steps: daily and monthly. Reconciliation of all
funds received is done daily, and a reconciliation of all funds deposited and recorded is
completed monthly.
Daily Procedures
Someone other than the person receiving funds must be responsible for a daily
reconciliation of receipts. The reconciliation should include the preparation of an adding
machine tape of all cash receipt forms, less all voided or refunded transactions, and a
comparison of this tape to the total of cash received. For units using cash registers, the
reconciliation should include a comparison of the register tape to the total of cash received.
The person responsible for the cash accounting function should not have access to the cash
collections.
If the daily receipts reconciliation reveals an overage or shortage, the amount must be
recorded. Any significant shortage (or theft) must be reported to the Vice President for
administration and finance and the Dean in a timely manner. If the loss appears to be due
to theft or embezzlement, UMS Police and the Office of University Audits should also be
notified. The shortage must be charged to the appropriate unit fund on an invoice voucher.
Overages must be credited to the appropriate unit fund on the report of cash receipts form.
Whenever funds are deposited with, finance committee, the committee should compare the
sums recorded by the cash register validation with the sum on the report of cash receipts
form. Discrepancies must be reconciled. In addition, the cash register's non-resettable
accumulating total(s) should be recorded and compared at the end of one period's business
to the total(s) at the beginning of the next period's business. Discrepancies must be
reconciled.
a) Monthly Procedures
The report of cash receipts form should be compared to the monthly transaction report for
the fund. This comparison should include the verification that all funds received and
deposited are recorded. Any discrepancies should be reconciled immediately.
This reconciliation should be documented on a reconciliation worksheet and retained in the
unit's files.
3. Deposits
All money collected for UMS from any source must be deposited with the finance
committee daily if AED 2000 or more has been collected, or when AED 2000 has been
accumulated from collections over a period of days, or at least once a week if the amount
collected is less than AED 2000. No part of any monies collected may be used to pay bills
or expenses of any kind, nor may the monies be deposited elsewhere unless authorization
has been received for the use of a bank depository or direct deposit to a University bank
account.
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a) Cash collection
i. Units authorized to collect money - Only those units approved in writing
by the dean or the Vice President for administration and finance, are
authorized to collect or receive money for UMS whether from cash sales
or from other sources. Once authorization is received, it is the unit head's
responsibility to designate employees who are authorized to handle
money, and to see that they are properly instructed in the procedures to be
followed.
ii. Money received by unauthorized units - Money received through the
mail by a unit or individual not authorized to receive money, or money for
other purposes received by units or individuals authorized to receive
money, is to be immediately delivered to the Cashier in the campus Office
of Business and Financial Services (OBFS), along with any pertinent
information concerning its source and application.
iii. Shortages - Any significant cash shortages in collections must be reported
immediately to the Cashier, the Vice President for administration and
finance and the president.
iv. Crime Insurance - All employees of UMS are covered by insurance.
UMS retains a high deductible per loss. Any settlement for losses resulting
from the improper handling of cash on the part of an employee is reduced
by the amount of the deductible. The deductible is charged to the unit
sustaining the loss. UMS reserves the right to seek reimbursement from
any employee who UMS deems to have improperly safeguarded assets, or
misused assets.
v. Audits - Cash handling units are subject to an Audit anytime by the Office
of University Audits and/or the Vice President for administration and
finance.
b) Deposits
All money deposited with finance committee is recorded on an approved cash
report form or deposit ticket. The Vice President for administration and finance
approves and controls the development and printing of report forms for units
authorized to collect cash.
4. Expenditures
a) Advertisements In Program Books, Ad Books, And Brochures
Program Books and Brochures for a University Event - Advertisements in
Program Books and Brochures for a University Event are allowable.
i. Allowability/Funding: Allowable from Government, self-supporting from
faculty staff members (when directly related to generation of the account's
revenue), gift and endowment income, and service plan funds.
Community or Charitable Event - Advertisement in a Program Book, Ad
Book or Brochure for a community or charitable event is allowable.
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ii. Allowability/Funding: Allowable only from gift and endowment income,
and service plan funds.
Political Event - Advertisements for a political event.
iii. Allowability/Funding: Unallowable from any funds.
b) Beverage And Food Equipment And Supplies For Office Reception Areas
i. Official Public Reception Areas - University offices that function as
official public reception areas (such as Dean, department heads, or major
research offices) that typically receive and provide courtesy refreshments
to visitors may purchase coffee, tea, bottled water, soft drinks, related
supplies, and small electrical appliances (such as, coffee pots, microwave
and small refrigerators) as necessary.
ii. Items for Personal Use of Employees - The purchase of coffee and tea
supplies, soft drinks, water, and small appliances (such as coffee pots,
microwaves, small refrigerators, decorative accessories, and artwork) for
the personal use of employees.

Allowability/Funding: Unallowable from any funds
c) Contributions From University Funds
i. From one University unit to another - Contributions from one
University unit to another are allowable only when the funds are used in
a manner consistent with all restrictions established by the donor and
UMS (this must be documented).

Allowability/Funding: Allowable only from gift and endowment
income funds, but must be consistent with the terms of the donor.
ii. Non-University entity -Contributions to a non-University entity, such as
a professional, civic, social, or political entity (including the purchase of
advertisement in fund-raising books and brochures).

Allowability/Funding: Unallowable from any funds.
iii. In Lieu of Flowers - Contributions in lieu of flowers (for example, death
of a civic leader or dignitary).

Allowability/Funding: Unallowable from any funds
d) Personal Expenditures
Expenses of a personal nature are not allowable from University funds.
Following are some examples or items that are considered personal in nature.
i.
Childcare expenses - Childcare expenses of employees.

ii.
Allowability/Funding: Unallowable from any funds
Library fines - Library fines incurred by faculty and staff.

Allowability/Funding: Unallowable from any funds.
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iii. Health/Athletic Club Memberships - Membership in a health/athletic club
for an employee's personal use.

Allowability/Funding: Unallowable from any funds.
e) Exceptions
Occasionally, facts and circumstances may justify exceptions to restrictions on certain
expenditures. Exception requests must be sent to the Vice President for administration and
finance, University Payables for review and determination. If an item is marked
"unallowable" from any funds, but an exception is approved, the expenditure must be
reviewed by the Dean to ensure that it is excluded from the indirect cost study, if applicable,
following the instructions in the next section. The Dean will then report to the VPAF.
5. Authority to enter into contracts
The head of departments may delegate authority to sign official financial documents to
other responsible employees under conditions approved by the Dean. Such delegation does
not relieve the head of departments of the responsibility for any action taken.
6. Bank reconciliation
a) Purpose and scope
UMS System Administration maintains a number of bank accounts to support the activities
of their institutions. It is the responsibility of Bank Reconciliation staff to reconcile each
account monthly and to track all outstanding items, including discrepancies, to satisfactory
resolution in a timely manner.
b) Policy statement
The Vice President for administration and finance will develop and maintain procedures
for reconciling each bank account.
Each bank account will be reconciled within 15 working days of the receipt by the Vice
President for administration and finance of the bank statement. Bank discrepancies will be
communicated to Treasury for resolution with the bank within five working days of
reconciliation. Posting discrepancies will be communicated to General Accounting for
inclusion or correction in the accounting system within five working days of reconciliation.
Each bank account will be reconciled and certified by an account analyst and by the Vice
President for administration and finance. Their signatures will accompany a summary of
the account reconciliation. The signatures will confirm that current procedures were
followed and that the reconciliation accurately presents the status of the account at the bank
as well as on the books. A copy of the reconciliation summary and all supporting
documentation will be filed in a central file in the Bank Reconciliation office. The files will
be maintained in accordance with record retention guidelines.
By the last working day of each month, the Vice President for administration and finance
will provide a copy of the summary report to the President indicating the accounts’
reconciliation status. The copy will be maintained in the President office for the current
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fiscal year. Access to this file, as well as the Bank Reconciliation files, will be made
available to the Deans upon request.
c) General bank reconciliation
Treasury is responsible for depositing, disbursing, and transferring funds in and between
banks daily.
Treasury confirms certain bank activity by written confirmation that is delivered to General
Accounting throughout the month. Treasury receives communications (debit and credit
advices) from the bank throughout the month as well as monthly printed bank statements.
Treasury is responsible for ensuring these communications and bank statements are
forwarded to Bank Reconciliation within three business days of receipt. Treasury, as the
primary liaison between the banks and UMS, is responsible for contacting the banks
regarding discrepancies and untimely bank statements.
The General Accounting staff is responsible for accurately recording the confirmations
received from Treasury and for accurately processing transactions received from
departments throughout the month.
Copies of accounting entries affecting the bank accounts are forwarded as they are
processed.
The staff responsible for the bank account reconciliation will not initiate corrections to the
bank or in the accounting system.
The Vice President for administration and finance requests reports from the financial
system within one working day of the closing of the books.
Treasury has electronic access to certain bank data, and will send electronic copies of this
designated data to the Vice President for administration and finance within three business
days after the end of the month.
The Vice President for administration and finance will notify the president of items not
resolved within 30 days of being referred to another area.
7. Production of regular (usually monthly) financial reports
The Accounting Services Office is responsible for the distribution of the Monthly Financial
Report to the Vice President for administration and finance. The report contains both
financial and statistical data reported on a cumulative basis as to projected revenue and
expense, key financial indicators, fiscal year-to-date enrollment for UMS as a whole, and
selected financial statements.
8. Distribution of financial reports
UMS financial reports provide information helpful in evaluating how resources are
managed to attain the University's goals. To do this, the principal financial reports of UMS
include:



Statement of net assets
Statement of revenues, expenses and changes in net assets
Statement of cash flows
a) Annual Reports
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The annual public financial report of UMS, Annual Financial Report, presents the
University's financial activities for the fiscal year covered and the financial position at the
close of the period and prior year partial comparative information. Also contained in the
Annual Financial Report is an aggregate financial statement presentation of the
University's related organizations in a separate column as components of UMS. The report
contains basic financial statements, supplementary schedules, and the independent
Auditor's opinion of these statements issued by the Special Assistant Auditors. This
information is published so the public and members of groups responsible for the
University's support have necessary information about its financial affairs.
Other separate annual reports, as required by law or by bond indentures, are also published
and distributed.
b) Basic Reports
i. Statement of Net Assets - Statement of the financial position of UMS at
the end of the fiscal year, which includes all assets and liabilities of UMS
using the accrual basis of accounting.
ii. Statement of revenues, expenses, and changes in net assets - Reports the
University's results of operations for the fiscal year.
iii. Statement of cash flows - Reports information about the University's
financial results by reporting the major sources and uses of cash during the
fiscal year.
iv. Supplementary materials - Supplementary schedules and materials
prepared and published as necessary to provide details in support of the
basic statements that may be useful to various interest groups.
9. Internal Auditing
The mission of the University Audits is to protect and improve UMS and its related
organizations through independent, objective assurance and consulting services that
evaluate the effectiveness of risk management, internal control, and Governing processes.
The purpose of University Audits is to determine whether the University's control, risk
management, and Governing processes, as designed and implemented by management, are
adequate and functioning to ensure:






Risks are appropriately identified and managed.
Interaction with the various Governing groups occurs as needed.
Financial, managerial, and operating information is accurate, reliable, and
timely.
Employee actions are in compliance with University policies and procedures,
and applicable laws and regulations.
Resources are acquired economically, used efficiently, and protected
adequately.
Plans and objectives are achieved.
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

Quality and continuous improvement are fostered in the University's control
process.
Significant legislative or regulatory issues influencing UMS are recognized and
addressed appropriately.
University Audits reports functionally to the president of UMS and The three deputies
through its Budget and Audit Committee.
a) Internal Auditing Responsibilities
University Audits responsibilities include:
i.
Develop a flexible two-year plan identifying Audits scheduled for the
pending fiscal year, using an appropriate risk-based methodology, including
any risks or control concerns identified by management, and submit the plan
to the president for approval by June 30 of each year.
ii. Implement the Audit plan, as approved by the president, including as
appropriate any special tasks or projects requested by management and the
Budget and Audit Committee.
iii. Issue periodic reports to the president and the two deputies summarizing
results of Audit activities.
iv. Report annually to the Budget and Audit Committee regarding Audit plans,
activities, staffing, and the organizational structure.
v. Report to the Budget and Audit Committee by September 30 of each year
the scope and results of Audits and the adequacy of management’s
corrective actions.
vi. Maintain sufficient knowledge, skills, and experience to meet the
requirements of this Charter.
vii.
Assist University management by conducting special services to
assist management in meeting its objectives, where appropriate.
viii.
Establish a follow-up process to monitor and identify whether
management actions have been effectively implemented, or senior
management has accepted the risk of not taking action.
ix. Consider the scope of work of external Auditors and regulators as
appropriate for the purpose of providing optimal Audit coverage to the
institution.
x. Periodically provide the Internal Audit Charter to the Budget and Audit
Committee for review and approval.
b) Authority
The general scope of Audit coverage is University-wide and no function, activity, or unit
of UMS or related organization is exempt from Audit and review. No officer, administrator,
or staff member may interfere with or prohibit internal Auditors from examining any
University or related organization’s record or interviewing any employee or student that
the Auditors believe necessary to carry out their duties. Additionally, the Executive
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Director has the authority to Audit the accounts of all organizations required to submit
financial statements to UMS.
In performing their work, internal Auditors have neither direct authority over, nor
responsibility for, any of the activities reviewed. Internal Auditors do not develop and
install procedures, prepare records, make management decisions, or engage in any other
activity that could be reasonably construed to compromise their independence or impair
their objectivity. Therefore, internal Audit reviews do not, in any way, substitute for or
relieve other University personnel from their assigned responsibilities.
c) Professional Standards
University Audits has the responsibility to carry out its duties. Those responsibilities
include performing Audits in accordance with The Institute of Internal Auditor’s
International Standards for the Professional Practice of Internal Auditing, which the
Internal Audit Advisory Board has adopted as the standard of performance for all internal
Auditors.
c. Purchasing and Inventory Control Policy.
This policy covers:
1. Authorization for purchases
a) Purpose
This policy provides basic guidance for University staff using University funds to purchase
items for business use.
b) Plan
The Procurement Services Division of the Finance Area is responsible for purchasing and
contracting, and related negotiations and contract administration, for all goods and services
purchased by UMS as described below. There are three exceptions: Food Service is
responsible for food purchasing, the Library is responsible for library acquisitions and the
Office of University Planning and Implementation coordinates land, space, and building
acquisition, subject to approval by the Dean. Any contract for purchase may be subject to
the review and approval of the Vice President for administration and finance to ensure
compliance with UMS Law.
c) Policies and Procedures
i. General Guidelines
With the exceptions noted in the Policy section, above, no individual has the authority to
enter into purchase contracts, or to obligate UMS for Procurement Indebtedness unless
specifically authorized to do so by Procurement Services.
Users who are properly using Petty Cash, Direct Payment, or UMS purchasing card are
individually authorized within the limits of those policies.
Otherwise, all purchases must be made by submission of a Requisition to the Vice President
for administration and finance office. That office will purchase the item by issue of a
Purchase Order to the vendor.
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ii. Vendor Selection
It is the responsibility of the Vice President for administration and finance to select sources
of supply. Other University departments shall not make commitments to vendors, either
expressed or implied. However, departmental preference and past performance of vendors
are important factors in vendor selection. The Vice President for administration and finance
Office is committed to recruiting new vendors, including minority or disadvantaged
business enterprises whenever possible. UMS is committed to dealing only with Equal
Opportunity Suppliers.
iii. Personal Purchases

Items for Personal Use
UMS will not purchase goods or services for the personal use of University employees, nor
will it arrange to create buyer-seller relationships between staff members and University
suppliers.
Individuals may not use University vendor contracts or buying power for personal
purchases. Any attempt to purchase personal goods or services in the University's name,
even if it is the individual's intent to pay out-of-pocket or to fully reimburse UMS, is a
violation of this policy.

Inessential Items
The purchase of such items as briefcases, expensive desk pads, or other such appointments
is not permitted using University funds. Such items are considered personal items.
Examples are listed below:








Flower vases and arrangements.
Briefcases.
Chair cushions.
Coffee making equipment (except for public areas or official break
rooms).
Plate glass desk tops.
Ornamental items such as pictures, pillows, plants, etc.
Repairs to personal property.
Area rugs for offices.
iv. Land and Building Acquisition
Acquisitions of land, space, buildings, and any associated lease or loan agreements, are
coordinated through the Vice President for administration and finance Office and are
subject to approval by the President.
Arrangements for leases of space by University departments in facilities not owned by the
University are also coordinated by the Office of University Planning and Implementation,
with review as appropriate by other University offices such as Facilities Management. Such
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lease agreements are prepared by the Vice President for administration and finance and are
contingent on approval by the UMS President.
v. Conflict of Interest

Proprietary Interest by the Employee, Spouse, or Dependent Child
Acquisitions from a business enterprise (including an unincorporated entity), in which a
University employee has a significant proprietary interest are prohibited. Significant
proprietary interest is present if a single University employee or employee's spouse or
minor children own 5% of the assets of an unincorporated organization or 5% of the
outstanding stock of a corporation.

Interest by Family or External Business Associates
A University employee may not authorize or otherwise use the authority or influence of his
or her position to secure approval of a University purchase from a business in which he or
she, a member of his or her family, or any of his or her external business associates has an
interest - i.e., if such persons will profit or benefit from UMS purchase. For the purposes
of this policy, "family" is defined as including: Grandparents, parents, children whether
dependent or not, grandchildren, brothers and sisters, or any person related by blood or
marriage and residing in the same household.

Allowable Purchases
Acquisitions such as those described above are allowable only if:

A full disclosure of the background facts is presented in writing to the
Vice President for administration and finance.

Prior written permission for the acquisition is given by the Vice
President for administration and finance, based on compliance with
UAE law.
vi. Cross References
Reviewers
Proposed revisions of this policy should be reviewed by:



The UMS President
Vice President for administration and finance
Dean
2. The assurance of competitive pricing

Competition shall be obtained from a sufficient number of qualified vendors by the
Central Purchasing Unit for all commodities and services that are procured by
UMS. The Finance committee shall be responsible for obtaining the best value
for purchases by evaluating bids on the basis of price and other pertinent factors
(e.g., quality, service). The lowest responsible responsive bidder shall be selected
for all purchases when in the best interest of UMS.
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
All exceptions to the competitive bidding procedure must be approved by the dean.
The Dean has the authority to exempt purchases from the competitive bidding
procedure if the purchases qualify as "Exemptions to Competitive Bidding
Procedure".

The procedures for preparing and administering bids shall be determined by the
estimated amount on the Request for Purchases, as dictated by the parameters of
the competitive bidding procedure. Competitive prices shall be solicited by the
following methods for purchases within the specified AED amounts: AED 0 – AED
2,500 Verify cost is fair/reasonable; AED 2,501- AED 15,000 Telephone
Quotations; AED 15,001 – AED 25,000 Informal Bid; AED 25,001 and up Formal
Sealed Bid.

All informal and formal bids submitted by bidders shall be binding for 30 to 45
days after the bid opening date. Finance committee shall be impartial in conducting
business with all vendors.
Procedures
a) Preparation for Invitation for Bids
The buyers will be responsible for preparing invitations for bids and executing the bid
solicitation process. The following paragraphs set forth the procedures to be used for
soliciting competition, and the documentation required for the process.
University Purchasing Policy is amended to permit the procurement of goods and services
by means of negotiation more so than formal advertisement for small purchases not
exceeding AED 2500 reducing administrative costs for acquisition of items considered as
small purchases. In addition to reducing administrative cost, other benefits for increasing
this limitation include improved opportunities for minority and small business enterprises
to obtain a fair proportion of University purchases and contracts; elimination of costly and
time consuming paper processes thus expediting the issuance of orders; delivery of goods
and services permitting the full utilization of negotiation techniques and expertise of
finance committee to expand and further assure UMS obtains quality materials and service
in addition to fair and reasonable prices.
i. Small Purchases
Small purchases are defined as those requirements for materials and services where the
aggregate amount involved in any one transaction does not exceed AED 2500.
AED 0– AED 2500. Small purchases may be accomplished without securing competitive
quotations and bids if the price quote is considered reasonable and terms and delivery
dates are conducive to our needs. In situations where prices are determined to be
questionable, competitive quotations will be obtained by the buyer. Regardless, finance
committee will be responsible to assure reasonableness of pricing is monitored in both
cases based on personal knowledge and market conditions. When necessary conduct a
comprehensive cost analysis of the procurement transaction.
ii. Telephone Quotations
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For purchases estimated to be over AED2500, quotations from a minimum three different
vendors should be obtained by the buyer. The buyer shall obtain telephone quotes from
the selected vendors and record the results on the Telephone Quotation Form. The
successful bidder and pertinent bidder information shall be recorded on the Telephone
Quotation Form.
AED 2500.01 – AED 15000 - Purchases in this range estimated not to exceed AED 15000
may be solicited by the buyer orally by telephone quotation, provided the supplier is
located in the local area. Written quotations shall be obtained for purchases not in excess
of AED 15000 in such circumstances as where suppliers are located outside of local area;
detailed specifications are involved; a large number of items are included in a single
proposal, or obtaining oral quotations is not considered logical or efficient. In cases where
UMS has negotiated a purchasing agreement/contract is available this information shall
be used in lieu of obtaining individual quotations each time a purchase is contemplated.
In the case where oral quotations are obtained informal records shall clearly document the
propriety of placing the order at the price indicated with the supplier concerned. Such
documentation shall consist of notations on the informal record noting the names of
suppliers contacted to include the supplier representative providing the quotation, their
prices, terms, and conditions as quoted by each. Further the basis of award decision shall
be documented. In any case a minimum of three quotations shall be solicited.
If fewer than three vendors are solicited, the buyer must document the reason on the
Telephone Quotation Form. Similar documentation must also be provided if other than
the lowest bidder is selected.
iii. Informal Bids
AED 15000.01 – AED 25,000 - Purchases in this range estimated not to exceed AED 25000
shall be affected by written quotation in all cases. Written quotation shall be in response
to University prepared specifications. Quotations will address pricing, delivery, discounts,
terms, conditions, and other factors critical to an award decision. For this policy, request
for purchases shall not be divided or broken down into several purchases which are less
than AED 15,000 for the purpose of permitting negotiation or abuse to small purchase
methods and procedures. Written documentation supporting the prices paid shall be
maintained in the purchase order file. In any case a minimum of three written quotations
shall be required.
Each solicitation is assigned a bid number from a consecutive series of numbers to be used
for informal solicitations during the year. Bidders are then selected from the appropriate
bidders' list and a bid submission date is designated. The date for bid submission should
be within two (2) weeks of the date of the solicitation. Bid specifications are prepared by
the buyer from the commodity description on the Request for Purchase.
The Request for Informal Bid is prepared by the Buyer, who is responsible for verifying
that the bidder's list has been properly referenced and that a bid submission date has been
established. The Request for Informal Bid which the bidder completes is sent to all
bidders. The original copy is retained by the buyer and filed in the pending informal bid
file, by reply date.
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Vendors are required to return their bids in a sealed envelope. The Informal Bid is dated
and time stamped when it is received and the document is placed in the pending informal
bid file.
Buyers should refer daily to the pending informal bid file to determine which bids, if any,
are due. Bids are received and opened simultaneously, reviewed, and tabulated on the Bid
Tabulation Sheet. In accordance with established policies, awards are made to the lowest
responsible responsive bidder. Awards not made to the lowest responsible responsive
bidder will be determined by the Vice President for administration and finance and
justification for action taken will be indicated in the designated area on the Bid Tabulation
Sheet. The Bid Tabulation Sheet will be available for inspection by the public upon
request.
The name of the successful bidder is typed on the Request for Purchases, and the
comptroller's copy of the Request for Purchases is sent to Accounts Payable.
iv. Formal Bids
AED 25,000 - and above - Requirements in excess of AED 25,000 shall be obtained by the
competitive formal bid process (Invitation for Bid). The exception to this requirement
shall be in cases where UMS has established a contract with the supplier or a Supply
schedule exists.
All formal bids are assigned a bid number from a consecutive series of numbers to be used
for formal solicitations during the year. The buyer also assigns a bid opening date and
time. As a general rule, the bid opening date should be within two (2) to three (3) weeks
from the date of solicitation.
Bid specifications are prepared by the Vice President for administration and finance office,
if the commodity or service is of a more general nature. If the procurement is for
construction or renovation, a date is assigned for bidders to visit the site.
The assigned buyer completes an Invitation for Bid form which describes the commodities
under bid, and sets forth the general conditions and specifications for the bid. Solicitations
involving less than AED 25000 will be reviewed by the Procurement Analyst; those in
excess of AED 25,000 must be reviewed by the Dean. The original copy of the Solicitation
and Award form is filed in the open formal bid file, by bid opening date. A memorandum
of solicitation is prepared by the buyer and sent to the user department, advising that the
solicitation is under way.
As vendors submit their sealed bids to the Vice President for administration and finance
office, the time and date of receipt should be recorded on the bid envelope, and filed them
unopened in the pending formal bid file with the original copy of the formal bid. At the
designated time for the public bid opening, all bids will be opened and recorded by the
Vice President for administration and finance or in his absence the financial officer.
b) Vendors to be Solicited
To the extent practical, bidders will be selected from the bidders' list on a rotational basis
to ensure complete coverage of entire bidders list. A minimum of three bidders shall be
selected from the appropriate bidders' list except in the case of the formal bidding process
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which requires that all vendors on the bidder's list be solicited when list is a composite of
8 vendors or less.
c) Receipt and Opening of Bids
The sealed bid process is predicated on the assumption that all bidders submit their bids
without knowledge of the prices offered by their competitors. To accomplish this it is the
University's policy under the formal bidding to have public bid openings and in all cases
to require tabulation of bids that are recorded and made available to the public when
requested.
i. Bid Changes
Modifications to a bid may be made by a vendor any time prior to the established bid
opening date and time. Although changes may be transmitted by telephone, written
confirmation of such changes must be sent by the bidder to the Vice President for
administration and finance either by letter or telegram and must be received prior to bid
opening for the change to be instituted. No changes will be permitted after the set date and
time for bid opening.
ii. Late Bids
A late bid is considered to be a bid which arrives at the Vice President for administration
and finance office after the scheduled bid submission time. For formal and informal bids,
late bids are not accepted. All late bids shall be returned unopened, to the bidder, with the
designation LATE BID on the envelope.
iii. Bid Withdrawal
Bidders shall be permitted to withdraw their formal or informal bids at any time prior to
the bid opening. Bidders must submit their intention to withdraw bids in writing to the
Vice President for administration and finance for appropriate action.
iv. Bid Opening
All formal bids shall be publicly opened by the Vice President for administration and
finance. All bidders and the public are invited to attend. Each bid shall be opened, the bid
quotations read, and quotations recorded on the Bid Tabulation Sheet. Bidders will not be
permitted to amend their bids and must abide by terms and conditions as set forth in their
bids. The bid Tabulation Sheets and bid files will be available for public inspection once
a successful bidder has been selected.
The bid award should be made to the lowest responsible responsive bidder. If the lowest
bidder is not selected, justification for the action must be indicated on the Bid Tabulation
Sheet and approved by the Vice President for administration and finance.
The successful bidder's name is placed on the Request for Purchases and the document
encumbrance to verify fund availability.
 Contract Award Letter
A notice of award confirmation shall be sent to all bidders, successful and unsuccessful,
for awards over AED 15000 identifying awardees. The notice will indicate the following:

Name and address of the bidder.

Bid name, bid number, and description.

Amount of contract award and the name of the awardees.
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
Unsigned Bids
All bids submitted in writing to the Vice President for administration and finance office
must be signed by an authorized representative of the vendor. The vendor's prequalification statement exhibits the signatures of all authorized contracting personnel and
shall be referenced by the Vice President for administration and finance personnel to
ascertain that proper vendor personnel are signing contracts. All unsigned bids will be
returned to the vendor with a written explanation of why the bid has been returned.
v. Samples
Samples may be required for bids for various commodities. Bidders must submit samples
no later than the bid opening date and at their own expense. When samples have been
submitted to the Vice President for administration and finance office, they become the
property of the Vice President for administration and finance and may be kept to insure
that materials delivered meet the original specifications contained in the solicitation. If
samples have not been damaged or are no longer needed, the Vice President for
administration and finance will return them to the bidder upon written request.
vi. Performance Bonds
Performance bonds may be required where one or any combination of the following
conditions are present:

The commodity is of high value, e.g., over AED25000. A value criterion is
based on individual items, not on the total amount of the bid.

UMS could sustain material damages, monetary losses and/or interruption
of University operations, if vendor failed to deliver commodity.
The Vice President for administration and finance or, in his absence, the financial officer,
shall determine if a performance bond is required. Should this requirement be considered
necessary it will be set forth in the bid solicitation by indicating that a performance bond
will be required from the successful bidder. Successful bidders have five working days to
submit their performance bond to the Vice President for administration and finance office.
If the performance bond is not submitted within the designated time, then the bidder shall
be considered to be in default and appropriate action shall be taken, which may include
the selection of the next lowest responsible bidder or re-solicitation of bids.
All performance bonds must meet the following requirements:
 The surety company issuing the bond must be licensed to do business in
Dubai.
 The Vice President for administration and finance must sign the surety
bonds, and indicate their position in the organization.
Performance bonds may be submitted in the following forms:
 Specific Performance Bonds - this bond is submitted on an individual bid
basis and shall be expressed as a certain percentage of the total bid amount.
 Blanket Performance Bond - this type of bond is based on the estimated
value of purchase orders the vendor expects to obtain from UMS during the
fiscal year. Bonds may be submitted anytime during the fiscal year, but shall
become effective on the approval date and continue to be effective to the
end of the fiscal year. This alternative allows the bidder to use a single bond
to secure several bids throughout the year.
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d) Bid Evaluation and Award
Contract awards will normally be made to the lowest responsible responsive bidder. The
following paragraphs describe the criteria for determining the lowest responsible
responsive bidder, as well as other pertinent factors and circumstances that enter into bid
evaluation.
i. Definition of the Lowest Responsible Responsive Bidder
The lowest responsible responsive bidder is defined as the bidder who submits the lowest
bid quotation in accordance with all requirements set forth in the bid specification, with
consideration given to such factors as:


Lowest price - offered as determined by appropriate cost analysis.
Reliability and integrity - does not have a record of contract default or
malfeasance in attempting to secure a contract.

Financial ability - has a sound financial condition as evidenced by financial
statements, service and delivery - capable of delivering the specified
products, in the required quality and quantity, on time.
The lowest bidder is not always the lowest responsible responsive bidder.
Judgment must be exercised in evaluating the criteria to determine the lowest
responsible responsive bidder and, therefore, obtaining the best value for UMS.
ii. Tie Bids
In the event that two or more equally qualified bidders submit the same bid amount, which
are also the lowest bids, the Vice President for administration and finance shall award the
contract by publicly drawing lots. The drawing shall be conducted in the presence of two
witnesses and shall be documented to that effect.
iii. Failure to Meet Bid Specifications
Bidders are required to submit bids in accordance with the specifications set forth in the
Bid Solicitation and Award form of the Formal Bid. If substitute commodities or
variations from the desired specifications are submitted for bid, there shall be appropriate
documentation noting this fact. Departures from the requested specifications shall not be
considered unless no other bids are submitted and the requesting department, in
conjunction with the finance committee, modifies its requirements. All amendments to bid
specifications must be approved by the Vice President for administration and finance.
iv. Failure of All Bidders to Meet Bid Specifications
When all bids submitted do not meet bid specifications, the Vice President for
administration and finance shall review all bids and investigate the reasons for
noncompliance. The requesting department shall be contacted and informed of the Vice
President for administration and finance's findings. If the Vice President for
administration and finance determines that it is highly unlikely that the initial
specifications can be met by any known vendor, revised specifications will be developed
by the using department and the commodity will be re-solicited. However, if the
specifications are considered reasonable and representative of the commodity, finance
committee will request bids from other vendors on the bidder's list who may not have been
contacted during the original solicitation.
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e) Exceptions to the Normal Competitive Bidding Process
Although competition should be required whenever practicable, a degree of latitude should
be permitted when competition may not be feasible for specific commodities, services,
and circumstances. Single source items, compatible parts, and commodities and services
required on emergency bases are major categories of purchases which typically cannot be
acquired through the normal competitive bidding process.
i. Sole Source/Best Source Requests for Purchases:
When the department determines a contractor as ‘Sole Source or Best Source’ to provide
specified goods/services, they must provide a memorandum to finance committee
indicating how the determination was made. Sole source applies when there is actually
only one source that can provide the goods and services requested. In this instance, the
suggested company is the manufacturer and direct distributor of the product or the sole
authorized vendor to provide requested services.
Best source justification applies when there is more than one source for the requested
product or service. However, there should be justifiable/compelling reasons to select a
particular vendor more so than others.
Since the procurement policy of UMS stipulates that maximum competition be obtained
for purchases, Request for Purchases for sole source and best source vendors must be
reviewed and approved by the Vice President for administration and finance prior to
purchase.
ii. Emergency Requirements:
UMS does not encourage the issuance of Emergency Purchase Orders caused by poor
planning of requestors. However, consideration will be given with adequate justifications
to protect the interests of UMS. All emergency requests must be approved by the dean prior
to an order being placed with a vendor. An emergency may be defined as:




An act of God or other uncontrollable events which may disrupt the normal
operation of UMS.
A situation exists that threatens or endangers the life, health, safety or wellbeing of Faculty, Students, Staff and/or the interacting General Public.
Serious damage to property where immediate remedy is required.
Educational program or other special events will be seriously hampered or
disrupted which may embarrass the reputation of UMS.
When an emergency arises, an emergency should be submitted to the Vice President for
administration and finance with written justification. However, whenever possible,
informal proposals or telephone quotes must be obtained from more than one vendor and
it must be recorded. After approval by the dean, an emergency PO is issued to fulfill the
necessary requirement.
iii. Professional Services:
Purchase and contracts for personal or professional services may be exempted from
competitive bidding process:
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

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
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Services performed by an individual of special skills, e.g. Doctor, Attorney,
Teacher, Accountant, Photographer, etc.
Services provided by a University, faculty, or other educational institutions
Educational or vocational training services
Experimental, developmental or research work
Analysis, studies, or reports
Medicines and medical supplies
Supplies purchased for authorized resale
Perishable or nonperishable subsistence supplies
Electric power or energy, gas, water or other utility services where the prices
are controlled by the Public Service Commission or government agencies
Acquisition of training film, motion picture production, manuscripts or
similar products or services
Technical non-personal services involving the assembly, installation, or
servicing of equipment of highly technical or specialized nature
Parts or components as replacement parts of equipment specially designed
by the manufacturer
When acquiring construction where a contractor or group of contractors is
already at work on the site, and it would not be practicable to allow another
contractor to work on the same site
Technical equipment requiring standardization and interchangeability of
parts
Rental of hotel facilities for guest accommodation, or conference where
specifications may be vague or requirement may be unique based on
individual or group demands

Advertisement to attract a particular ethnic or gender group for special
research purpose.
3. A mechanism for receipting purchases
This includes Receiving / Inspection / Documentation
a) Receiving
Receiving and inspection of supplies and equipment is very important, but often
overlooked aspects of procurement. Without adequate receiving procedures, the effort
expended in writing specifications, bidding, and buying is meaningless. Only with
effective receiving and inspection can UMS be assured of obtaining the correct products
ordered.
Each receiving department is provided either electronic or paper copies of all purchase
orders issued by UMS as well as the Research Center. Change orders or cancellations are
also shared in the appropriate format with the receiving areas.
Receiving accepts all shipments. Supplies and equipment will not be released or delivered
until an approved purchase order has been received or it is confirmed that the purchase was
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against UMS credit card. It is our goal to deliver goods to the destination shown on the
purchase order within two working days.
Personal packages shipped to UMS are the sole responsibility of the individual. Neither
security nor delivery can be provided with University supported resources.
When making inquiries to the Receiving Department as to receipt of material, departments
are required to have the vendor’s name and purchase order number available. Because of
the huge volume of daily deliveries it is impossible to locate items without good
information.
b) Inspection
All packages are checked for visible damage before acceptance. The packages are then
opened and examined for concealed damage and specific requirements as to the correct
quantity, catalog number, make, model, and general description of the item(s) against our
purchase order. However, credit card shipments are not; they are simply delivered to the
department.
A delivery ticket and receiving report are generated for each purchase order. The receiving
report will insure that accounting will issue proper payment of invoices. For this reason, it
is extremely important that all deliveries of goods come through Receiving.
Problems can occur when receiving material against purchase orders. All errors and
damages found at the time of receipt will be reported to the vendor by the Receiving
personnel. If concealed damage or errors are discovered after delivery has been made to
the department, the department is to contact receiving immediately. Do not use any of the
material and save all packing material. Please note that material ordered incorrectly by the
department may result in restocking and shipping charges which the department must pay
to the vendor. Problems with credit card shipments, including duplicate shipments, are the
responsibility of the department.
c) Documentation
After the equipment or supplies are signed for by the department, one copy of the delivery
ticket will be given to the department for its files and the original shall be kept in Receiving.
If the item is an inventorial piece of equipment, the serial, model, and inventory tag
numbers shall be annotated on the packing slip or other receiving documents for the
particular order.
Delivery tickets shall be kept in Receiving by date in a monthly file. Packing slips and
freight bills shall be filed similarly; or, they may be filed together in purchase order number
sequence.
Since both UMS departments and Research Center generally provide hard copy purchase
orders, a copy shall be maintained in Receiving. Proof of delivery to the department,
packing slips, and freight bills will be filed with the appropriate purchase orders. These
files shall be maintained in purchase order sequence. Receipts of goods shall also be
reported to the Finance office.
Personal packages, free textbooks, and replacement or complimentary materials shall be
received and delivered in a normal manner. Since Receiving cannot be responsible for
personal packages, the recipient will be notified and told to come to receiving to pick up
the material. Textbooks will be delivered to the department without a delivery ticket,
because this is generally unsolicited material. So called "white slips" will be used to
document the receipt of important or replacement items. Generally such items are not
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being shipped against a purchase order. However, proof of delivery may be important.
These files shall be maintained in date sequence.
4. Inventory maintenance and updating
a) Purpose
This policy establishes a process for the recording, identification, and accountability of all
University owned movable equipment items having a minimum cost of AED 1,500 each
and a life expectancy of over one year.
b) Plan
It is the responsibility of the Equipment Inventory Officer, within the Finance committee,
to maintain proper equipment records and to ensure that all items of equipment meeting
the AED 1,500 and one-year criteria are identified by means of a University tag number.
In the rest of this policy, "department" and "department head" will be used generically to
refer to the administrative or academic area of accountability and its responsible leader.
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c) Policies and Procedures
i.
Receipt of New Equipment

When received directly in the using department from the supplier, the
Finance office will locate and tag the equipment.

When equipment is ordered on a p-card, a copy of the transaction receipt
must be sent to the Finance Office within 5 business days of receiving the
item, with transaction number noted on the receipt. The following
information must be put into the notes screen:
Manufacturer's name

Serial number

Model number

Date received

Location

Unit acquisition cost (if not already clearly identified)

Name of department taking ownership

Name of person to whom the equipment has been assigned.
Equipment received as gifts are to be tagged with the assistance of the
recipient's department head. The necessary information required for the
inventory records will be determined by the department.


ii.
Equipment Records Maintained by the Finance Office
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

The tag number assigned to a piece of equipment serves as the central
mechanism for establishing a unit record in the inventory control system.
Each record will contain information on the item including:

Description

Serial or manufacturer identification number

Original cost

Purchase order number (if applicable)

Acquisition date

Disposition date

Category

Department to which equipment is assigned

Person to whom the equipment is assigned

Location: Building and room.
At least four times each year equipment inventory reports will be sent to all
department heads for verification. These reports will be in tag number
sequence by person and then by department. Other special equipment
inventory reports are available for review in the Finance Office.
iii. Departments Reporting Changes in Status of Equipment

All equipment that is transferred, stolen, scrapped, traded in, etc., must be
reported to the Vice President for administration and finance Office. Status
changes are to be reported as they occur.
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
Equipment owned by UMS may be removed from campus only with the
permission of the President. Equipment taken off campus must be under the
supervision of an employee of UMS. A form must be filled out and a copy
sent to the Vice President for administration and finance office prior to
taking equipment off campus, and when the equipment is returned.
iv. Audits
Equipment inventories will be periodically audited by University accounting personnel.
Therefore, it is imperative that all transactions affecting movable equipment be properly
recorded.
Reviewers
Proposed revisions of this policy should be reviewed by:
 The Vice President for administration and finance
 The Dean
5. Reporting requirements for purchases and inventories
The University departments should report their requirements for the upcoming semester in
advance. These requirements should be reported to the finance committee at least one
month before the beginning of the semester. The requirements should include all the
equipment, chemicals, tools, etc. that will be required throughout the semester, not just for
the first month.
After delivering the requirements report to the finance committee, it will check with the
inventory to calculate precisely the exact amount required from each item. After calculating
the amount, the finance office will begin the purchase according to its internal procedures
stated before, so that all the requirements must be present within the department issuing
the report before the first day of the upcoming semester.
d. Cash Management Policy.
This policy includes
1. System for safeguarding of institutional funds
Cash represents one of the University's most sensitive issues. Due to its nature, there should
be clear accountability for cash, in its receipt for deposit and custodianship.
UMS decentralizes cash handling through extensive delegations of responsibility to
facilitate operations and provide for convenience and flexibility. The cash handling
function is the ultimate responsibility of the Finance Committee. Delegation of this
responsibility has been made to the Finance Committee.
The finance committee works with the Dean and the Vice President for administration and
finance to ensure that adequate internal controls are in place for appropriate stewardship of
public funds and employee protections. This cooperation is important because cash
handling is often a decentralized function of the units. Department heads must ensure that
unit managers have appropriate training and supervision for this delegation and
decentralized process to be effective.
a) Cash Handling Function
The cash handling function is divided into two general areas:
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i.
Cash collections - The collection, control, and deposit of amounts due to
UMS from cash sales, collection of accounts receivable, credit card sales,
and other sources.
ii.
Cash disbursements - The dispensing of cash (both currency and check)
for expenditures for miscellaneous reasons and the control of funds set up
for this purpose.
b) Cash Handling Operations
The Finance Committee formulates, after obtaining the necessary approvals from the Vice
President for administration and finance, publish policies, guidelines, and procedures
required to define responsibility for the proper handling of cash.
Deposits
All money deposited with Finance Committee is recorded on an approved cash report form
or deposit ticket. The Vice President for administration and finance approves and controls
the development and printing of report forms for units authorized to collect cash.
2. Handling of cash receipts by authorized persons only
All money collected for UMS from any source must be deposited with the finance
committee daily if AED 2000 or more has been collected, or when AED 2000 has been
accumulated from collections over a period of days, or at least once a week if the amount
collected is less than AED 2000. No part of any monies collected may be used to pay bills
or expenses of any kind, nor may the monies be deposited elsewhere unless authorization
has been received for the use of a bank depository or direct deposit to a University bank
account.
a) Cash collection
i. Units authorized to collect money - Only those units approved in writing
by the Dean or delegate, are authorized to collect or receive money for
UMS whether from cash sales or from other sources. Once authorization
is received, it is the unit head's responsibility to designate employees who
are authorized to handle money, and to see that they are properly
instructed in the procedures to be followed.
ii. Money received by unauthorized units - Money received through the
mail by a unit or individual not authorized to receive money, or money for
other purposes received by units or individuals authorized to receive
money, is to be immediately delivered to the Cashier in the finance
committee, along with any pertinent information concerning its source
and application.
iii. Shortages - Any significant cash shortages in collections must be reported
immediately to the Vice President for Administration and Finance.
iv. Audits - Cash handling units are subject to an Audit anytime by the Office
of University Audits.
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b) Deposits
All money deposited with Finance office is recorded on an approved cash report form or
deposit ticket. The Vice President for administration and finance approves and controls the
development and printing of report forms for units authorized to collect cash.
3. Use of duplicate receipt forms and maintenance of hard copies of records
Receipt forms must be used as duplicates. Hard copies of records must be kept in safe
place. In case of electronic transition, maintenance of backup files is secured through the
server room.
4. Maintenance of electronic files of hard copy receipts
Hard copy receipts are converted to electronic version for security purposes. These
electronic files are maintained through the finance committee and a copy is kept in the
server room.
5. Secure holding of receipts prior to deposit
All receipts are securely held within the financial department prior to deposit.
6. Regular depositing of receipts within approved time frames
Receipts should be deposited regularly to the finance committee on a weekly base.
e. Risk Management Policy
This policy addresses a broad range of risks including financial, health and safety, and
enrollment risks.
1. Preamble
Risk Management is the culture, processes and structures that are directed towards the
effective management of potential opportunities and adverse effects within UMS
environment.
Risk is inherent in all academic, administrative and business activities. Every member of
UMS community continuously manages risk. Formal and systematic approaches to
managing risk have evolved and they are now regarded as good management practice.
Consequently UMS acknowledges that the adoption of a strategic and formal approach to
risk management will improve decision-making, enhance outcomes and accountability.
The aim of this policy is not to eliminate risk, rather to manage the risks involved in all
University activities to maximize opportunities and minimize adversity. Effective risk
management requires:

A strategic focus,
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Forward thinking and active approaches to management,

Balance between the cost of managing risk and the anticipated benefits, and

Contingency planning in the event that mission critical threats are realized.
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Risk management also provides a system for the setting of priorities when there are
competing demands on limited resources.
2. Key Definitions
The key definitions for this policy follow:
a) Risk: The chance of something happening that will have an impact on the
achievement of the University's objectives. Risk is measured in terms of
consequences and likelihood.
b) Risk Assessment: The overall process of risk analysis and evaluation.
c) Risk Management: The culture, processes and structures that are directed towards
the effective management of potential opportunities and adverse effects within
UMS environment.
d) Risk Management Process: The systematic application of management policies,
procedures and practices to the tasks of establishing the context, identifying,
analyzing, evaluating, treating, monitoring and communicating risk.
3. Policy Statement
UMS will maintain procedures to provide UMS with a systematic view of the risks faced
in the course of our academic, administrative and business activities. This will require UMS
to:
a)
Establish a context. This is the strategic, organizational and risk management
context against which the rest of the risk management process in UMS will take
place. Criteria against which risk will be evaluated should be established and the
structure of the risk analysis defined.
b)
Identify Risks. This is the identification of what, why and how events arise as the
basis for further analysis.
c)
Analyze Risks. This is the determination of existing controls and the analysis of
risks in terms of the consequence and likelihood in the context of those controls.
The analysis should consider the range of potential consequences and how likely
those consequences are to occur. Consequence and likelihood are combined to
produce an estimated level of risk.
d)
Evaluate Risks. This is a comparison of estimated risk levels against pre-established
criteria. This enables risks to be ranked and prioritized.
e)
Treat Risks. For higher priority risks, UMS is required to develop and implement
specific risk management plans including funding considerations. Lower priority
risks may be accepted and monitored.
f)
Monitor and Review. This is the oversight and review of the risk management
system and any changes that might affect it. Monitoring and reviewing occurs
concurrently throughout the risk management process.
g)
Communication and Consultation. Appropriate communication and consultation
with internal and external stakeholders should occur at each stage of the risk
management process as well as on the process as a whole.
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Responsibility for Risk Management
1. General
Every staff member of UMS is responsible for the effective management of risk
including the identification of potential risks. Management (both academic and
generalist) is responsible for the development of risk mitigation plans and the
implementation of risk reduction strategies. Risk management processes should be
integrated with other planning processes and management activities.
There is legislation in place for the management of specific risks such as
Occupational Health and Safety, Equal Opportunity and Research Ethics. The Risk
Management policy does not relieve the University's responsibility to comply with
other legislation. Training and facilitation will, in the first instance, be the
responsibility of the Office of Internal Audit in conjunction with the Office of
Human Resources.
2. Audit Committee
The Audit Committee will be accountable for the oversight of the processes for the
identification and assessment of the general risk spectrum, reviewing the outcomes
of risk management processes, and for advising the Senate as necessary.
3. Senior Executives
Senior Executives are accountable for strategic risk management within areas under
their control including the devolution of the risk management process to operational
managers.
4. Dean responsibilities

Annual reporting on the status of the risk register, insofar as it impacts on his
responsibilities, as part of the annual planning and review cycle;

Ongoing maintenance of the risk register insofar as it impacts on his
responsibilities; and

Ensuring compliance with risk assessment procedures.
Generic sources of risk and their areas of impact.
Identifying sources of risk and areas of impact provides a framework for risk identification
and analysis. A generic list of sources and impacts will focus risk identification activities
and contribute to more effective risk management.
a) Generic Sources of Risk
Each generic source has numerous components, any of which can give rise to a risk.
Generic sources of risk include:
Commercial and legal relationships including but not limited to contractual risk,
product liability, professional liability and public liability.
Economic circumstances
i.
Human Behavior such as riots, strikes, sabotages.
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ii.
Natural Events. These can include fire, water damage, earthquakes, vermin,
disease and contamination.
iii. Technology and Technical Issues. Examples of this include innovation,
obsolescence and reliability.
iv. Management Activity and Control such as poor safety management, the absence
of control and inadequate security.
v. Individual Activity including, misappropriation of funds, vandalism, illegal
entry, information misappropriation and human error.
b) Areas of Impact
A source of risk may impact on one area only or on several areas. Areas of impact
include:
i. Asset and resource base including personnel,
ii. Revenue and entitlements,
iii. Costs both direct and indirect,
iv. People,
v. The community,
vi. Performance,
vii. Timing and schedule of activities,
viii. The environment,
ix. Intangibles such as reputation, goodwill and the quality of life, and
x. Organizational behavior.
Risk treatment options
a) Actions to Reduce or Control Likelihood
These can include but are not limited to:
i. Review and compliance programs.
ii. Contract conditions.
iii. Formal reviews of requirements, specifications, design, engineering and
operations.
iv. Inspection and process controls.
v. Investment and portfolio management.
vi. Project management.
vii. Preventative maintenance.
viii. Quality assurance, management and standards.
ix. Research and development; technological development.
x. Structured training and other programs.
xi. Strategic, operational and tactical planning processes.
xii. Supervision.
xiii. Testing.
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xiv. Organizational arrangements.
xv. Technical controls.
b) Procedures to Reduce or Control Consequences
These can include but are not limited to:
i. Contingency planning.
ii. Contractual arrangements.
iii. Contract conditions.
iv. Design Features.
v. Business continuity and disaster recovery plans.
vi. Engineering and structural barriers.
vii. Minimizing exposure to sources of risk.
viii. Portfolio planning.
ix. Pricing policy and controls.
x. Separation or relocation of activities and resources.
xi. Succession planning.
xii. Insurance.
xiii. Public Relations.
xiv. Ex Gratia Payments.
Health and safety risks
1. Risk Management Guidelines (On Campus Activities)
Emergency Information:
a) Identify location and use of fire pulls.
b) Review both location and content of evacuation maps including meeting area for
your department. Instruct students to identify at least two exits from their location
in class.
c) Review emergency procedures in case of fire, medical emergency, hazardous
materials release, and earthquake.
d) Invite any students with special needs to contact you about specific requirements in
case of an emergency and make appropriate arrangements.
e) Identify location of nearest phone to use in case of emergency and have change
available to use public phones.
f) Review campus procedures regarding the use of human subjects.
g) If hazardous materials or processes are present:
i. Identify all materials that may be potentially hazardous.
ii. Review each Material Safety Data Sheet (MSDS).
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iii.
Identify any necessary personal protective equipment (PPE) required for the
class.
iv. Review use and maintenance of PPE.
v. Identify any hazardous waste generated. Review campus handling and
disposal procedures.
vi. Identify potential hazards of equipment or processes used in
department/classroom.
vii. Review hazardous material release procedures.
viii. Review safe work practices.
2. Risk Management Guidelines, Electrical safety
Accidents involving electricity pose a high risk of serious injury. The guidelines below will
assist campus staff and students to use common electrical equipment safely.

Do not use 2-prong ungrounded electrical devices.

All department purchased electrical equipment must be 3-prong grounded with very
limited exceptions.

Do not use extension cords or power taps (“Waber Strips”) as a substitute for
permanent wiring.

Extension cords and temporary power taps may be used for experimental purposes
for no longer than six months or for portable tools or appliances that must be moved
frequently. All other electrical equipment must be plugged into a permanent
receptacle.

Do not use equipment having worn or damaged electrical cords, plugs, switches,
receptacles, or cracked casings.

Do not attempt repairs unless you are a qualified electrical technician assigned to
perform electrical work by your supervisor.

Do not use 2-pole to 3-pole adapters, cube taps, 2-prong (ungrounded) extension
cords, or similar grounding bypass devices.

All electrical devices fabricated for experimental purposes must meet campus
construction and grounding requirements.
f. Auxiliary Enterprises Policy
All auxiliary services will be under the financial manager.
Accounting Policies for Auxiliary Enterprises

Each auxiliary enterprise will be accounted for separately on the accrual basis, (i.e.,
revenue is recorded when earned and expenses recorded when incurred), regardless
of when, whether, or how much cash has been received or paid.
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
Each auxiliary enterprise will normally establish an auxiliary fund balance which
may be used for the following purposes: unbudgeted expenditures, equipment and
furnishings replacements, and new acquisitions of equipment and furnishings.

Each auxiliary enterprise's auxiliary fund balance will retain its separate accounting
identity and will be reported separately.

The designated responsible parties, with respect to each auxiliary enterprise budget,
and the President will receive annual reports on accumulated auxiliary fund
balances.

The designated responsible parties, with respect to each auxiliary enterprise budget,
and the appropriate President must authorize any major expenditure which would
result in a draw against auxiliary fund balances.

At the end of each fiscal year, the excess of income and subsidies over expenditures
will accrue as an addition to each respective auxiliary enterprise's auxiliary fund
balance.

At the end of each fiscal year, deficits in excess of expenditures over income and
subsidies will be charged against each respective auxiliary enterprise's auxiliary
fund balance.

With respect to the auxiliary enterprises that receive non-mandatory transfer
payments from the general fund, these transfer payments will not be considered as
amounts necessary to cover operating budget deficits, but rather as operating budget
subsidies from the general fund.

Each auxiliary enterprise will earn all interest income that the university generates
from the investment of its auxiliary's excess cash, and this interest income will be
credited as an addition to the auxiliary fund balance.

Using auxiliary fund balances for purposes other than their designated purposes
must be with the concurrence of the president in consultation with the appropriate
vice presidents.
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9. Public Disclosure and Integrity
a. Conflict of Interest Policy.
Conflicts of interest are defined as:
Situations in which Board member may have the opportunity to influence UMS’s business
decisions in ways that could lead to personal gain or give improper advantage to
themselves, members of their families or to associates.
In order to preserve independence of judgment in the exercise of their official duties, Board
Members shall not have any interest, financial or otherwise, direct or indirect, or engage in
any business or transaction or professional activity or incur any obligation of any nature,
or accept any governmental or non-governmental employment, which is in substantial
conflict with the proper discharge of the Board Member’s duties in the public interest.
Guidelines for Identifying Potential Conflicts of Interest
The following examples can serve as guidelines for helping identify potential conflicts of
interest and commitment that should be disclosed. It is not a comprehensive list of all
potential situations that could present Board members and UMS with difficulty.
Activities clearly permissible (do not have to be disclosed):







Royalties for published scholarly works and other writings
Honoraria for commissioned papers and occasional lectures
Royalties under institutional royalty sharing policies
Prizes and royalties from past and previously disclosed activities
Service on boards and committees of organizations, public or private, that does not
distract from the Board member’s obligations to UMS or that does not interfere or
appear to interfere with a Board member’s objectivity
Reasonable travel and lodging expenses related to presentations of private work
Investments in mutual funds
Activities that present potential for conflict and should be disclosed:



Relationships that might enable a Board member to influence UMS dealings with
an outside organization in ways leading to personal gain or improper advantage for
the faculty member or his/her associates or family members. (For example, a Board
member or family member could have a financial interest in an organization with
which the university does business and could be in a position to influence relevant
business decisions. Ordinarily, making full disclosure of such relationships and
making appropriate arrangements to mitigate potential conflicts would resolve such
problems.)
Situations in which the time and creative energy a faculty member may devote to
external activities appear substantial enough to compromise the amount or quality
of his or her participation in the governance or administrative work of UMS.
Situations in which a Board member directs faculty into research areas from which
the Board member may realize a financial gain.
Activities that may present unacceptable conflicts and should be disclosed:
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


Situations in which a Board member assumes executive responsibilities for an
outside organization that might seriously divert his or her attention from university
duties. Board members should consult with the president before accepting any
outside management position.
Use for personal profit of unpublished information from sponsored agreements or
confidential university sources, or assisting an outside organization by giving it
exclusive access to such information, or consulting with outside organizations that
impose obligations upon the Board member or the university that conflict with the
Board member’s or university’s Intellectual Property Policy or with the university’s
obligations under sponsored projects.
Any activity a Board member undertakes as an individual that (1) involves or
appears to involve the university significantly through the use of its resources,
facilities or the participation of academic colleagues, students and staff; and (2)
involves use of the university’s name or implied endorsement.
b. Copyright and Intellectual Property Policy.
Copyrights and Intellectual property are important assets to the educational community and
to a broad range of intellectual endeavors. Consequently, the rights to intellectual
property—a term used to denote legal rights to products of the mind and the intended or
unintended access to such property whether by electronic, oral, written, or other methods—
require clear institutional direction regarding ownership, compensation, copyrights, and
use of revenue derived from such property as the issue pertains to students, faculty, and
staff. Policies outlining such rights apply to students, faculty, and staff.
1. Purpose
a) To serve the public good by promoting and facilitating the dissemination of the
products of research, authorship and invention by UMS community.
b) To recognize and encourage research, authorship and invention by UMS
community by providing for the sharing of tangible rewards resulting from the
commercialization of such research, authorship and invention.
c) To define the ownership, distribution and commercialization rights associated with
the products of research, authorship and invention by UMS community, and to
define the policies and procedures for managing such products.
2. Applicability
This policy shall apply to all forms of Intellectual Property created or developed, in whole
or in part, by Members of UMS (1) making Substantial Use of University Resources, (2)
as a direct result of University duties, (3) pursuant to the terms of an agreement to which
UMS is a party, or (4) in the course of or related to activities on grants.
3. Ownership of Intellectual Property
a) General Rule:
i.
The Creator shall own all rights in Copyrightable Works.
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ii.
UMS shall own all rights in other Intellectual Property.
b) Exceptions and Clarifications to the General Rule:
i.
Sponsored Research. Ownership of Intellectual Property resulting from
Sponsored Research shall be determined pursuant to the terms of the agreement
between UMS, as the case may be, and the Sponsor, or as otherwise required
by applicable law. If ownership is not defined in the agreement, Intellectual
Property shall be owned pursuant to the General Rule.
ii.
Commissioned Work. UMS shall normally own Intellectual Property resulting
from Commissioned Work. In all cases of Commissioned Work, ownership and
royalty rights shall be specified in a written agreement. Any such agreement
which provides for ownership by other than UMS shall also provide UMS with
a royalty-free, non-exclusive license to use the Intellectual Property for internal
educational and research purposes.
iii. Copyrightable Work Created Within the Scope of Employment. Copyrightable
Work, other than Scholarly or Pedagogical Work, prepared by an employee of
UMS within the scope of his/her employment shall be owned by UMS, as the
case may be. Examples of Copyrightable Work subject to this provision include,
without limitation, personnel manuals, written policies, administrative
handbooks, public relations materials, archival Audio and video recordings of
the University events, and official University web pages.
iv. Electronically Published Course Materials. Courses designed to be delivered
over the internet, by computer or through similar technologies may involve both
Copyrightable Works and other Intellectual Property. Consistent with its intent
to recognize the Creator as the owner of Scholarly or Pedagogical works, UMS
claims either no ownership rights in the intellectual content of such courses, or
the tools and technologies used to present them, unless the work was the result
of Sponsored Research or is Commissioned Work.
v.
Negotiated Agreements. A Member of UMS who wishes to conduct work
making Substantial Use of University Resources under terms different from
those set forth in the General Rule above may enter into an agreement for the
use of such resources with the University where such work shall be conducted.
Such agreement shall be negotiated and approved by the President of the
University. The agreement shall specify who shall own any Intellectual
Property resulting from such work, any arrangement as to equity sharing,
royalty-sharing, and/or the amount of the fee, if any, to be paid for use of UMS
Resources.
vi. University
Media. Copyrightable Work prepared for publication in official
University media, such as television and radio stations, newspapers, magazines
and journals shall be owned pursuant to the individual policies of such media
or as defined in their contracts with Creators. In the absence of a policy or
contract, copyright shall be owned by UMS.
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c) Creator's Non-Commercial Use. Where UMS owns the Intellectual Property under
this policy, the Creator is permitted to continue to use the work for his/her own noncommercial purposes. Any distribution by the Creator to academic colleagues
outside UMS beyond the limits of "fair use" shall be permitted pursuant to written
agreement from UMS through the University President
4. Administration of this Policy
Authority and responsibility for this policy shall reside with the President. The
President may seek the advice and assistance of the Intellectual Property Committee.
The responsibility for administration of the policy at the University level is delegated
to the Designated Individual at the University.
5. Management of Intellectual Property
a) Disclosure of Intellectual Property.
i.
Disclosure Required. Creators shall disclose to the President any Intellectual
Property that is owned by UMS under this policy, including improvements
and reductions to practice and Intellectual Property created under Sponsored
Research.
ii.
Timing. Disclosure shall be made prior to submission of the Intellectual
Property for publication, other release to the public domain or attempt to
license, distribute or manufacture the Intellectual Property commercially.
iii.
Multiple creators. Where more than one Member of UMS has participated in
the creation of Intellectual Property, all participants must sign the disclosure
notice.
b) Determination of Ownership Rights.
i.
Determination of Rights. The President shall determine whether UMS has
reason to exercise ownership rights over Intellectual Property disclosed to it,
and, if UMS has such rights, whether it desires to obtain protection for or
pursue licensing of such Intellectual Property.
ii.
Notice to Creator. The President shall promptly notify the Creator of his/her
determination to disclaim or assert ownership of the Intellectual Property.
iii.
Time Limit. UMS shall make every reasonable effort to act expeditiously
under the circumstances in arriving at all decisions and taking all actions.
c) Legal Protection and Commercialization.
i.
Forms of Protection. Intellectual Property determined by the President to be
owned by UMS may be patented, registered with a Copyright Office in UAE
or otherwise legally protected by UMS.
ii.
Assignments. The Creator of such Intellectual Property shall cooperate with
UMS in the application for legal protection of the Intellectual Property,
including executing appropriate assignments, declarations and/or other
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documents required to set forth effectively the ownership and rights to the
Intellectual Property pursuant to this policy. In the event of any dispute
between the Creator and UMS, the Creator's obligations under this provision
shall be without prejudice to the Creator's rights.
iii.
Costs of Protection. All costs involved in obtaining and maintaining legal
protection of University-owned Intellectual Property shall be borne by UMS,
unless UMS disclaims, releases or waives its ownership rights or unless a
licensee accepted by the Creator agrees to bear such costs pursuant to the
terms of a written license agreement.
iv.
Commercialization. The Creator has primary responsibility for identifying
parties having an interest in using, developing or commercializing Universityowned Intellectual Property.
v.
Progress Reports. The UMS President shall regularly inform the Creator of
the progress of the University's protection efforts and licensing of Universityowned Intellectual Property disclosed by such Creator.
d) Creator's Additional Rights.
vi.
Request for Release. The Creator may request assignment to the Creator of
some or all of the University's rights in Intellectual Property (a ''Release'')
under the following circumstances:

If UMS notifies Creator that it elects not to protect or commercialize
University-owned Intellectual Property, or that it has decided to abandon
protection or commercialization.

If, within 90 calendar days of disclosure to the President, the Creator has
not received notice from President that UMS: (i) disclaims ownership of
the Intellectual Property or (ii) has taken steps to protect or commercialize
University-owned Intellectual Property.
Such request shall disclose the date of any publication of the Intellectual Property.
i.
Release or Proof of Continuing Effort. Within 30 calendar days of the date of
a request from a Creator for a Release, UMS shall either (a) disclaim
ownership of the Intellectual Property, (b) execute a Release, or (c) document
that UMS has exercised and continues to exercise due diligence in attempting
to protect or commercialize the Intellectual Property.
ii.
Form of Release. UMS may condition the granting of a Release on the
assignment to UMS of a Share, not to exceed 10 %, of net proceeds. For
purposes of this section, ''net proceeds'' shall mean earnings to the Creator
from the Intellectual Property over and beyond reasonable costs incurred in
the process of legal protection and management. UMS shall retain a royaltyfree, non-exclusive license to use any Intellectual Property released to the
Creator for internal educational and research purposes.
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iii.
University Waiver. UMS shall be deemed to have waived its rights in the
Intellectual Property if: (a) it fails to meet the deadline, or a mutually
agreeable extended time period; or (b) in the case of a patentable Invention, it
fails to file a patent application within 90 calendar days of the date of
publication as set forth in the Creator's request for a Release.
iv.
Creator's Right to Protect. If UMS disclaims, releases or waives ownership of
Intellectual Property, the Creator shall have the right to obtain protection for
or pursue licensing of such Intellectual Property in his or her own name and
at his or her own cost.
e) Sponsored Research Requirements. The Research Foundation shall monitor
disclosure and reporting requirements and other obligations to Sponsors regarding
University-owned Intellectual Property developed under a Sponsored Research
agreement or grant, including but not limited to obligations to the UAE government.
f) Management Organization. UMS may make an agreement with one or more
intellectual property management organizations to undertake the legal protection
and/or, with the permission of the Creator. Any such management organization
shall be required to abide by the time limits.
6. Distribution of Income from Intellectual Property
a) Policy. A Creator of University-owned Intellectual Property is entitled to share in
the income, including royalties, equity interests (subject to any University conflict
of interest policy), and dividends, earned from the commercialization of that
Intellectual Property.
b) Distribution. Subject to the terms of any Sponsored Research agreement and unless
otherwise agreed by UMS and the Creator, gross income created from
commercialization of University-owned Intellectual Property shall be distributed as
follows:
a) First, to pay for any out-of-pocket expenses incurred by UMS or the Research
Foundation in connection with the administration, protection and
commercialization of such Intellectual Property, including, but not limited to,
fees paid to outside legal, consulting, marketing and licensing organizations and
any other out-of-pocket costs incurred by UMS or the Research Foundation.
b) Then, 10 % applied to a fund at UMS for payment of costs related to patent
filing, prosecution and maintenance fees.
c) The resulting ''Net Proceeds'' shall be distributed as follows:
- 50 % to the Creator;
- 25 % to UMS for the support of research and scholarly activity; and
- 25 % to the Creator's Faculty(s), with 50 % of such amount going to the
Creator's academic or research unit(s) for the support of research and
scholarly activity.
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c) Multiple Creators. Where two or more Members of UMS contributed to the creation
of Intellectual Property, the Creator's share of revenues shall be divided among
them equally, unless the Members of UMS agree upon a different distribution
among them and notify UMS in writing of their agreement.
7. Resolution of Disputes
This policy constitutes an understanding which is binding on UMS and Members of
UMS for the use of University Resources and for participating in research programs at
UMS. Any questions of interpretation or claims arising out of or relating to this policy,
or dispute as to ownership rights of Intellectual Property under this policy, shall be
settled by the following procedure: The issue must first be submitted, in the form of a
letter setting forth the grievance or issue to be resolved, to a review panel including a
representative of the Creator, and designees. The panel shall review the matter and then
advise the parties of its decision within 30 calendar days of submission of the letter.
The decision of the panel may be appealed by either side to the President. The decision
of the President shall be final.
Trademarks
UMS owns all right, title and interest in Trademarks related to an item of Intellectual
Property owned by UMS, or to a program of education, service, public relations,
research or training program of UMS.
8. Effective Date
This policy is effective from the date of approval by the President with respect to
Intellectual Property created after that date and shall remain in effect until modified or
revoked.
c. Teach-out Policy.
UMS will offer programs that are accredited by the CAA. This enables its students to
transfer to other institutions that are licensed by MOHESR.
In the unlikely event that one of the programs at UMS is phased out, due to low demand,
or low enrolment, or due to unavoidable economic circumstances, UMS will guarantee to
continue offering courses to the remaining students for a period of at least one full year,
during which UMS will come into agreement with other institutions in the UAE which
offer similar programs, to ensure smooth transfer of students to the new institutions.
Task forces comprised College Dean and Chair of the concerned program and academic
advisors will work closely with individual students to offer advice to the students and
communicate with other institutions and the CAA to facilitate student transfer.
d. Publications Policy.
Whether electronically or in print, UMS’s fundamental policy is to be accurate, current,
clear, and informative in presenting itself to students, prospective students and other
members of the public. UMS’s publications and advertisements will describe the institution
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accurately, providing sufficient detail about its admissions requirements, academic
programs, degree requirements, expected educational outcomes, educational costs and
University life so that students and their families can make informed judgments about UMS.
The principle document is the University Catalog. The information in all publications and
other forms of communication is consistent with the University Catalog.
In responding to requests, University policy is to balance the disclosure of information with
the obligation to respect the confidentiality of students, employees, and other members of
UMS community.
Student society at UMS will be allowed to publish its own magazine, to be the student’s
voice. Such student's publication is guided by a general principle of dealing with university
activities and student life at UMS, and refrains from dealing with any political or specific
ethnic or religious activities or arguments.
e. Institutional Relations Policy.
This policy details the roles and responsibilities in the areas of development and fund
raising, communication with internal and external offices and media relations.
Purpose
UMS, being aware of the value of building up relations with other private and public
organizations in helping the University to achieve their goals, adopts these guiding
principles and policies as the framework within which it will work with affiliated
organizations to attain the following objectives:
1. To preserve the independent operation of an affiliated organization that is
associated with UMS.
2. To ensure that affiliated organizations and UMS conduct their business in
accordance with specified principles that are the basis for their joint activities or
agreements.
Affiliated Organizations
These are organizations that raise funds or carry out other activities primarily in support of
the teaching, research and public service missions of UMS.
Guiding Principles
UMS, while recognizing that it cannot and should not interfere in the operation of an
affiliated organization, has a responsibility to assure the citizens of UAE that the University
conducts its activities with affiliated organizations in a proper manner. The following are
the guiding principles of the University's policy:
1. The activities of affiliated organizations should enhance the mission of UMS and
must be compatible with the University's purposes.
2. Any University payments for services to an affiliated organization must be made in
accordance with an existing agreement that complies with all University and
Governing Board' policies.
3. Affiliated organizations must use sound fiscal and accounting procedures.
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4. Support received from affiliated organizations is supplemental in nature and not a
substitute for appropriated funds.
Responsibilities of UMS
In order to assure both the Governing body and the public that the institution is receiving
assistance and services in an appropriate manner, UMS has developed the following
policies and procedures to be incorporated in its agreements and contracts with affiliated
organizations.
Policies
1. UMS and any affiliated organization shall maintain their independence from each other.
a. All University payments for services rendered shall be memorialized in formal
agreements.
b. All such agreements and contracts shall comply with applicable law and with
the Governing Board's and the University's rules and regulations.
c. Arrangements between UMS and an affiliated organization concerning the use
of the other's office space, storage space, office furniture and equipment,
utilities, telephones, photocopying services, computer systems, or similar items
shall be specified in a formal document.
d. No University employee shall serve as an employee of an affiliated organization
without written approval by the president.
e. The transfer of real and personal property from an affiliated organization to
UMS shall be formally documented.
f. University employees who would normally authorize or accept a transfer of
funds or donations from an affiliated organization to UMS must not act in cases
where the transfer could benefit them personally, but shall request that their
administrative superior act in their place.
g. The terms and conditions governing joint fundraising on behalf of UMS shall
be established through a formal agreement.
2. Affiliated organizations shall not receive or hold funds, property, or services which
belong to UMS. Such funds, property or services shall be turned over to UMS where
they will be handled and expended as University funds in accordance with
applicable laws and University and Governing body's rules and regulations
governing the use thereof.
3. Gifts made to UMS shall not be transferred to an affiliated organization unless
accompanying documents demonstrate that the affiliated organization is the
intended recipient.
4. All agreements between UMS and an affiliated organization shall include a
provision that protects both parties against conflicts of interest in the execution of
the agreement or contract.
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5. University agreements or contracts with affiliated organizations shall provide
assurance that the organization's fiscal and accounting practices in the area involved
are sound, prudent, administered, and reported in accordance with law.
6. Affiliated organizations must periodically assure UMS that appropriate fiscal
reviews and/or Audits are being conducted. Any organization that solicits gifts for
the benefit of UMS shall provide the University's vice president for administration
and Finance with a document proving this.
7. The use of the University's name and trademarks by an affiliated organization shall
be in accordance with the terms of a separate licensing agreement, which shall
specify that the organization is barred from using the University's name if the
University's relationship with the organization is terminated.
8. Before accepting a solicited gift for the benefit of UMS, an affiliated organization
should take steps to assure that the prospective donor (a) is informed of the
distinctions between UMS and the affiliated organization, and (b) is given the
choice of directing the gift to UMS or the affiliated organization (except where
UMS and the affiliated organization have previously agreed in writing that gifts for
that purpose shall be held by one or the other organization).
UMS Rules
1. Accounts for the benefit of the University departments or University members shall
not be established with an affiliated organization or other non-University entity
without the prior written approval of the University President.
2. An affiliated organization must obtain prior approval of the University's vice
president for administration and finance before establishing any banking
relationship. Checks made payable to any University entity may be deposited only
in a University authorized account. Checks made out to the University that have
accompanying documentation indicating that the intent of the donor was to donate
to an affiliated organization shall be forwarded to that organization along with the
endorsement of the vice president for administration and finance.
3. The responsible University administrator involved in transactions with an affiliated
organization shall be certain that UMS receives fair consideration or is reimbursed
for its expenses incurred as a result of organization operations, if those expenses
would not otherwise have been incurred by the University.
4. Requests for expenditures from an account at an affiliated organization may not be
considered official requests from UMS unless they are accompanied by the written
approval of the President.
5. University employees may not receive or accept supplemental compensation,
bonuses, or incentive payments from an affiliated organization, except with the
prior approval of the President.
6. Deficit spending shall not be permitted for affiliated organization accounts
wherever they are established, without prior written approval of the University's
President.
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7. No University entity shall establish a foundation or other University affiliated
organization or initiate any fundraising program or activity without the prior
approval of the President.
10. Research
a. Ethical Issues Policy
a) Research Strategy
The University's vision is to be a research-led institution. UMS strongly believes that
research underpins all of its teaching and intends that being research-led will enrich the
intellectual life, inform the curricula and raise the academic standing of UMS. UMS values
and seeks to foster the integration of learning and research, and their application to real
problems. The Research Strategy of UMS aims to support this vision through stimulating
and sustaining research of highest quality, relevance, and timeliness which advances
academic understanding and enhances the social, cultural and economic base of the
regional, national and international community.
The Research Strategy is underpinned by the University's core values as set out in the
Strategic Plan and in the policies.
1. UMS Research Strategies
UMS has clear strategies in research, which support and lead to its vision of being
a research-led University. These strategies are as follows:
a) To initiate a number and the proportion of research-active staff and
research students
i. UMS will develop and maintain a thriving academic staff comprised
almost wholly of research-active individuals.
ii. UMS is committed to investing in research excellence and will distribute
posts to research areas where impact and prominence are likely to be
followed.
iii. UMS recognizes the relationship between research and teaching and is
committed to the view that greater research activity amongst its academic
staff will drive curricula development and teaching quality and will
enhance the student experience.
iv. UMS will maintain the high number of research studentships available in
UMS and subject groups and will require bids for external project funding
to include studentship costs wherever possible.
b) To promote a research culture which stimulates the highest levels of
research achievements of individuals and research groups and encourages
collaborative partnerships within UMS
i. UMS will support new and existing members of staff in undertaking or
completing research through the development of an extensive program of
initiatives designed to enhance and maximize research output. These will
include a program designed to provide seed corn funding for newly
recruited staff; the strategic employment of study leave to give staff time
to write and publish their research.
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ii.
UMS will use conferences, research seminars and inaugural and
professorial lectures to update the knowledge of academic staff and
students and to provide staff with an opportunity to share their research
with a wider Audience.
c) To encourage collaboration with external partners and to contribute to
wealth creation, knowledge and quality of life at a local, national and
international level
i. UMS is committed to initiate improving its ability to spread knowledge
and technology to local, regional and national industries.
ii. UMS is committed to forming partnerships with business and other
institutions in order to commercially exploit technological and scientific
research. UMS will actively seek and promote such links.
iii. UMS will continue to promote the effective exploitation of industrially
and socially relevant research.
Monitoring the Strategy
The dean will monitor the performance of UMS research against agreed annual targets, by
the use of the research plans, and data retrieved from Faculty members, students and
financial databases. In addition, it will oversee the implementation of the Strategy. The
Dean will monitor research output, income generation, recruitment at regular intervals.
b. Research Support Policy
With a reference to guidelines for research involving human subjects.
It is University policy that only those with whom UMS has or intends to have an on-going
contractual relationship may serve as principal investigators (PI) for projects, research or
otherwise, supported by external funding sources.
1. Roles and Responsibilities of PI
While UMS is ultimately responsible for any sponsored project, the Principal
Investigator (PI) bears primary responsibility for directing both the research and
administration of a grant, cooperative agreement, training or public service project,
contract, or other sponsored project.
a) The PI is responsible for the completion, accuracy, and timeliness of all technical
reports required by the sponsor.
b) The PI is responsible for ensuring that all financial aspects of the project are done
in a timely manner so that financial reports can be submitted as required by the
sponsor.
c) In consultation with the head of the department, the PI ensures sufficient financial
administrative oversight to manage the financial and other administrative functions
related to the grant.
d) In conjunction with the departmental financial administrator, the PI ensures
compliance with all applicable financial and administrative regulations and UMS
policies and procedures.
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e) The PI is responsible for validating his or her own effort certification report in
accordance with the University's General Accounting Procedures and for validating
the effort certification for any staff who work under the PI’s supervision.
2. Conflict of Interest
UMS is committed to ensuring an open and productive environment in which to conduct
teaching and research. However, the ever-increasing complexity of our society and the
various relationships between faculty members and outside institutions require attention to
ensure the avoidance of real or apparent conflict of interest. A conflict of interest can be
said to exist when a member of UMS community has a relationship with an outside
organization such that his/her activities within UMS could be biased by that relationship in
a direction that would ultimately provide direct financial benefit to the individual or a close
family member. In addition to UMS policy, principal investigators must also adhere to
sponsor policies governing conflict of interest.
3. Conflict of Commitment
A conflict of commitment can be said to exist when a member of UMS community has a
relationship that requires a commitment of time or effort to non-University activities, such
that an individual, either implicitly or directly, cannot meet the usual obligations to UMS.
In addition, the distribution of a faculty member's effort among, for example, research,
teaching, committee responsibilities, and outside consulting may raise issues of conflict of
commitment. Problems of conflict of commitment do not normally arise, unless UMS or
the government is misled in its understanding of the amount of intellectual effort actually
being devoted to the activity in question.
4. Misconduct in Research
Misconduct in research is defined as fabrication, falsification, or plagiarism. Misconduct
does not include honest error or honest differences in interpretations or judgments of data.
Misconduct in research is not acceptable by UMS and is governed by the Disciplinary
Policy
5. University-Industry Guidelines
Contracts received from private industry may include provisions that are contrary to
University policy or that put UMS at risk. Recognizing the potential conflict between the
primary missions and interests of a University and those of private industry, UMS has
adopted a policy on industry-sponsored research. All research grants and contracts held by
UMS must conform to these University-Industry Guidelines.
6. Use of Human Subjects in Research
In order to conduct research with human subjects, investigators at UMS must do two things:
a) Become certified to conduct research with human subjects.
b) Obtain approval for research protocols from recognized international institute.
Both the certification of investigators and the approval of protocols are required of
UMS by the Government.
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7. Animal Care and Use
All research, educational, and testing protocols performed by UMS faculty members, staff,
or employees, involving vertebrate animals either at UMS or other sites, regardless of
funding source, must be reviewed and approved by UMS CEO. All animal care or use must
be conducted in strict observance of governmental guidelines and accreditation policies in
UAE. All University-approved protocols must comply with the institutional policies and
operating procedures for animal care and use. Protocols involving animals are approved
for three years from the date of the original approval, contingent upon the timely receipt of
annual progress reports. Protocols should describe all animal use activities planned for the
entire three-year period, not just those planned for the coming year. At times, it may
become necessary to include activities that are projected for a time beyond the three-year
period of protocol approval. If the animal-use activity is funded by an external sponsor that
requires institutional certification, the protocol must include all animal-use activities
proposed in the grant application, regardless of their timing. In such cases, the entire grant
application must be reviewed with the protocol to document concordance.
8. Use of Hazardous Chemicals
All work involving the use of hazardous materials must comply with UAE regulations
regarding the shipment, handling, and disposal of such materials. Use of such materials
may require the review and approval of the dean. Hazardous materials include infectious,
radioactive, carcinogenic, teratogenic, mutagenic, corrosive, and flammable materials.
Certain chemical materials have been designated as “Particularly Hazardous”. These
include materials that are highly toxic, carcinogenic, or affect human reproduction.
Investigators using any of these materials are required to prepare a written standard
operating procedure that specifically identifies the methods of use as well as required
protective measures.
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11. Community Engagement
The university recognizes the importance of community outreach services in the higher
education institutions and is keen on maintaining effective community engagements to
contribute to society locally and regionally. The main aim of community outreach services
at the university is to develop, enhance and maintain the university’s position as effective
contributor intellectually, academically and culturally in the UAE and the region.
The community outreach services include commercial and non-commercial activities. The
university ensures the following:
• Ensuring that all community related activities are consistent with the university
mission
• Promoting the university services within the larger community
• Involving faculty, staff and students in community outreach through the various
activities
• Facilitating sharing of resources between the university and the community
• Strengthen the university relation with the community
• Recording all the community outreach related activities
• Including the community activities of faculty and staff as part of the periodic
evaluation
• Receiving employers’ advices, suggestions and comments related to enhancement
of program development and enhancement
The university plans to establish office of community outreach, headed by a director who
plans, implements and oversees the various community services. The office of community
outreach will be responsible for:
11.1 Community Outreach Office
The office of community outreach ensures the following:
• Planning community activities and services that involves the university’s students,
faculty and staff
• Documenting its community engagements activities.
• Directing overall responsibility for specific community service to designated
individual or an office within the university
• Periodic evaluation of the university’s community engagement activities and its
benefits.
• Preparing an annual report for community outreach activities and including the
community activities of faculty and staff members in the report
11.2 Employer Engagement
The office of community outreach ensures the following:
• Involving potential employers of the community in evaluating and developing
programs curriculum through forming advisory groups for related programs
• Involving community organizations and industries in providing the students with
various training and work experiences.
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• Providing opportunities, if possible, for faculty and staff developments and research
through partnerships in businesses and industry
11.3 Community Relations
The university’s office of community outreach ensures the following:
• Involving the university’s community (students, faculty members and staff) in
activities which are consistent with the university’s mission and vision
• Assuring that the students, staff and faculty are up to date on the community
outreach agenda
• The university’s community are encouraged to contribute to the community by
initiating and suggesting new ideas
The community outreach plan will be periodically assessed and modified to meet its targets
and achieve its stated goals. The university is keen on serving the local community in a
variety of ways and believes that community outreach will bring mutual benefits to both
the served community and the university. By doing so, the university will occupy a core
position in the UAE community which is the ultimate stakeholder in developing and
enhancing the university’s programs and services.
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