[FACULTY STAFF HANDBOOK] - Abu Dhabi Polytechnic · Document: Faculty/Staff Handbook Page No: Revision No: 9 Document No: 1 Revision Date: January 2016 2016 Abu Dhabi Polytechnic

Document: Faculty/Staff Handbook

Page No: Revision No: 9

Document No: 1

Revision Date: January 2016

2016

Abu Dhabi Polytechnic January 2016

[FACULTY / STAFF HANDBOOK]



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Document No: 3


Document Revision Form

Document name: Abu Dhabi Polytechnic Faculty/Staff Handbook

Release

# Date Revised by and reason for revision Approved by Approval

Date Rev 0 Rev 1 Rev 2 June

2013 Consolidation between Abu Dhabi Polytechnic and AAI AA Handbooks (Revised by Effectiveness and Assessment Manager)

Rev 3 Sept 2013

Amendments for PET CAA Accreditation (Revised by Effectiveness and Assessment Manager)

Rev 4 Oct 2013

P9 Updating mission statement (Revised Quality Assurance Coordinator and Effective and Assessment Manager)

Executive Committee 24th September 2013

Rev 5 Nov 2013

P22 Add Campus opening times P41 Add statement re location of related Job Descriptions Pages 48-58, Insert numbering system into IP Policy P62-63 Change Course Leader to Head of Programme P63 Change Homework to Class Homework P22 Update Academic Workload Policy

Rev6 Jan 14 Update on Committee structure p43‐47 Abu Dhabi Polytechnic Director

Dec 2013

Rev7 Oct 14 Change AD Poly to Abu Dhabi Polytechnic Director Oct 14

Rev8 Nov 15

Change Handbook title to Faculty/Staff Handbook

Response to CAA findings Nov 2015

Rev9 Jan16 P22 changes to Lectures to (Contact Hours) Response to CAA findings Jan 2016



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TableofContentsAbu Dhabi Polytechnic Overview .................................................................................................................. 9

Purpose of the Handbook ......................................................................................................................... 9

Vision ......................................................................................................................................................... 9

Mission ...................................................................................................................................................... 9

Organizational Charts .............................................................................................................................. 10

Faculty Role and Responsibilities ................................................................................................................ 10

INSTITUTIONAL RELATIONS CODE OF CONDUCT .................................................................................... 10

Description of the Policy ..................................................................................................................... 11

Who is covered by the Code? ............................................................................................................. 11

What happens if the Code is breached? ............................................................................................. 11

Abu Dhabi Polytechnic Disciplinary Procedures ..................................................................................... 12

How do staff address breaches of the Code by others? ..................................................................... 12

Where do staff get information about the Code? .............................................................................. 12

What can an employee do if they are concerned about how the Code is being applied to their

situation? ............................................................................................................................................ 12

Abu Dhabi Polytechnic Working Philosophy and Professional Ethics ..................................................... 14

Professional Ethics/Conduct Policy ..................................................................................................... 14

Ethical Conduct Procedures ................................................................................................................ 16

Academic Freedom ............................................................................................................................. 18

Working within the Law ...................................................................................................................... 19

Working with others ........................................................................................................................... 19

Working with Integrity ........................................................................................................................ 20

Working with Diligence ....................................................................................................................... 22

Working with Abu Dhabi Polytechnic Resources ................................................................................ 22

Work Load per Week .......................................................................................................................... 22

Abu Dhabi Polytechnic Job Description .................................................................................................. 23

Academic and Technical Ranks ........................................................................................................... 23

ABU DHABI POLYTECHNIC DIRECTOR ................................................................................................. 23

Department Heads – General Characteristics and Description .......................................................... 26



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Senior Faculty: ..................................................................................................................................... 28

Faculty ................................................................................................................................................. 30

Senior Lecturer .................................................................................................................................... 33

Lecturer ............................................................................................................................................... 35

Teaching Assistant .............................................................................................................................. 37

LABORATORY ENGINEER/INSTRUCTOR .............................................................................................. 40

LABORATORY TECHNICIAN .................................................................................................................. 41

ABU DHABI POLYTECHNIC COMMITTEES ................................................................................................ 44

The Purpose of Committees ............................................................................................................... 44

Common Committee Procedures ....................................................................................................... 45

Committees Hierarchy ........................................................................................................................ 45

Intellectual Property Guidelines & Policies ................................................................................................. 49

1. Intellectual Property Policy ............................................................................................................. 49

Description of the Policy ..................................................................................................................... 49

Objectives............................................................................................................................................ 49

2. Policy and its Application ................................................................................................................ 49

3. The Intellectual Property claimed by the Abu Dhabi Polytechnic .................................................. 51

4. Scholarly Works and Creative Works: rights waived and license rights ......................................... 51

The Abu Dhabi Polytechnic's license: .................................................................................................. 52

5. Scholarly Works and Creative Works: rights asserted .................................................................... 52

6. Educational Materials created by Staff: rights asserted and rights waived ................................... 53

7. Intellectual Property created by Students ...................................................................................... 54

8. Moral Rights .................................................................................................................................... 58

9. The Abu Dhabi Polytechnic's Confidential Information .................................................................. 58

10. Obligations of Staff, Students and Visitors in relation to Intellectual Property ......................... 59

Status of IP Policy .................................................................................................................................... 60

Review of IP Policy .............................................................................................................................. 61

Dispute Resolution .................................................................................................................................. 61

Copyright ................................................................................................................................................. 61

Felony or Misdemeanor Convictions .................................................................................................. 62

Gratuities ............................................................................................................................................ 62



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Media Contacts ................................................................................................................................... 62

Faculty/Staff‐initiated Abu Dhabi Polytechnic Procedures ..................................................................... 63

Objective ............................................................................................................................................. 63

Academic Advisers .............................................................................................................................. 63

Class Room Procedures ....................................................................................................................... 64

Student Misconduct ............................................................................................................................ 66

Course Assessment Files ..................................................................................................................... 66

ABU DHABI POLYTECHNIC HUMAN RESOURCES POLICIES ......................................................................... 68

Appointments ......................................................................................................................................... 68

Conditions of Appointment ................................................................................................................ 69

Age Limitation ..................................................................................................................................... 69

Internal/External Search ..................................................................................................................... 70

External Search ................................................................................................................................... 70

Confirmation of appropriateness ........................................................................................................ 70

Nepotism ............................................................................................................................................. 71

Probationary Periods .......................................................................................................................... 71

Employment contract – Regular Employees ........................................................................................... 74

Promotion ............................................................................................................................................... 75

Change of Grade ................................................................................................................................. 75

Re‐Employment .................................................................................................................................. 77

Legal Documentation and Visa Requirements ........................................................................................ 77

UAE Entry Visa and Legal Documentation .......................................................................................... 77

New Employees – Overseas Hire ........................................................................................................ 78

New Employees – Local Hires (ex. Pat) ............................................................................................... 79

Current Employees .............................................................................................................................. 79

Visa Cancellation ................................................................................................................................. 80

Emirates Identity Card ........................................................................................................................ 80

Competencies, Evaluation and Training ............................................................................................. 80

Salaries, Allowances and Benefits ....................................................................................................... 81

Rewards .............................................................................................................................................. 82

Acting Appointment ............................................................................................................................ 82



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Additional duties/overtime ................................................................................................................. 83

Assignment whilst on leave ................................................................................................................ 83

Vacation and Leave ................................................................................................................................. 84

Annual leave/vacation ........................................................................................................................ 84

Approved unpaid leave ....................................................................................................................... 85

Medical escort unpaid leave ............................................................................................................... 85

Study leave .......................................................................................................................................... 85

Examination leave ............................................................................................................................... 85

Sick leave ............................................................................................................................................. 86

Industrial injury, sickness .................................................................................................................... 87

Workmen’s compensation .................................................................................................................. 87

Special leave/emergency leave/compassionate leave ....................................................................... 87

Maternity leave ................................................................................................................................... 88

Nursing hour ....................................................................................................................................... 89

Hajj Leave ............................................................................................................................................ 89

Public/official holidays ........................................................................................................................ 90

Late/No Return from Leave ................................................................................................................ 90

Recall from vacation ........................................................................................................................... 91

Lieu days.............................................................................................................................................. 91

Citizenship/Country of Residence ....................................................................................................... 92

Hospitality on arrival ........................................................................................................................... 92

Accommodation .................................................................................................................................. 93

Relocation Allowance .......................................................................................................................... 94

Travel Tickets ...................................................................................................................................... 95

Transportation Class ........................................................................................................................... 96

Medical Benefit ................................................................................................................................... 96

Eligibility .............................................................................................................................................. 96

Education Benefit ................................................................................................................................ 97

UAE National Employee Allowances ................................................................................................... 99

Business Expenses ............................................................................................................................. 101

Employee Relations ............................................................................................................................... 102



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Suspension from work ...................................................................................................................... 104

Grievance .......................................................................................................................................... 105

Statement of rights ............................................................................................................................... 105

Sexual Harassment ............................................................................................................................ 107

Solicitation ........................................................................................................................................ 107

Subpoenas ......................................................................................................................................... 108

Whistleblower Protection ................................................................................................................. 108

Responsibility .................................................................................................................................... 108

Resource ........................................................................................................................................... 108

Faculty/Staff Professional Development Policy .................................................................................... 110

RATIONALE ........................................................................................................................................ 110

PRINCIPLES ........................................................................................................................................ 110

POLICY ............................................................................................................................................... 111

SCOPE ................................................................................................................................................ 111

DEFINITIONS ...................................................................................................................................... 112

ELIGIBILITY ......................................................................................................................................... 112

RESPONSIBILITIES .............................................................................................................................. 112

TRAINING PLANS DEVELOPMENT: .................................................................................................... 113

Travel to Scholarly Meetings and Field Research Travel .................................................................. 115

In‐house professional development ................................................................................................. 116

Evaluation ......................................................................................................................................... 117

TRAINING BONDS .............................................................................................................................. 117

Guidelines for Time Spent in Professional Development ................................................................. 119

Institute In‐Service Training and Development Opportunities ......................................................... 119

Compensatory Time .......................................................................................................................... 119

Associated Documents ...................................................................................................................... 119

Appendix A – Organizational Chart ........................................................................................................... 121

Appendix B – Professional Development – Forms and Associated Documents ....................................... 128



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AbuDhabiPolytechnicOverview

PURPOSEOFTHEHANDBOOK

This handbook provides information for Faculty/Staff while at the Abu Dhabi Polytechnic

(Abu Dhabi Polytechnic) and its campuses in Mohammad Bin Zayed City –Abu Dhabi,

and Alain City. This handbook applies to all members of staff. The handbook supports the

contract of employment which also comprises the standard conditions of service issued

with the letter of appointment and in certain instances provides extensive details of the

contents of contractual procedures. Detailed information is also available in the Abu Dhabi

Polytechnic Human Resources Policy Manual. Staffing is subject to applicable Abu Dhabi

Polytechnic policy (as amended from time to time) which, in cases of interpretative doubt,

shall prevail. Appointed faculty and staff are also subject to the Abu Dhabi Polytechnic

regulations. The Abu Dhabi Polytechnic reserves the right to amend from time to time the

conditions of service included in the handbook.

VISION

The vision of Abu Dhabi Polytechnic is to create skilled professional technologists and

engineers capable of performing at the highest international standards to build a knowledge-

based economy in the UAE.

MISSION

The mission of Abu Dhabi Polytechnic is to graduate technologists and engineers with an

accredited academic degree and industrially recognized skills and competencies. Abu Dhabi

Polytechnic accomplishes this mission through a dual educational-professional training

system with multiple high-tech specializations to produce the workforce to serve the UAE

industrial manpower for UAE aligned with Abu Dhabi Economic Vision 2030.



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ORGANIZATIONALCHARTS

Organizational chart of Abu Dhabi Polytechnic can be found in Appendix A.

FacultyRoleandResponsibilities

INSTITUTIONAL RELATIONS CODE OF CONDUCT

Abu Dhabi Polytechnic conducts all of its dealings in a professional manner with total

integrity. The Abu Dhabi Polytechnic expects all staff to be open, honest and ethical in

their dealings so that they earn and maintain the trust and loyalty of others.

Abu Dhabi Polytechnic, in fulfillment of its mission, has the responsibility of ensuring that

its staff are responsive to the needs of the society, that the educational and any other

services that they provide are of the highest quality and that the polytechnic and its

subsidiaries strives for continuous improvement in all of its operations. Abu Dhabi

Polytechnic will ensure that all actions and decisions will be based on fact and will be fair

and honest.

The Institute of Applied Technology expects that staff will avoid any conflict of interest.

All staff will be expected to refrain from engaging in any activity that may be construed

as conflict of interest. This includes but is not limited to the attainment of financial rewards

for personal gain. Members of staff should request clarification if they are not clear

whether a given instance constitutes a conflict.

Staff should not speak in an official capacity about any matter related to the Abu Dhabi

Polytechnic without the express written permission of the Director General. Staff should

ensure that any official information given to the press or pubic is impartial and is consistent

with the established practices and policies of the Abu Dhabi Polytechnic. The Abu Dhabi

Polytechnic will deal with any complaint or grievance in a timely and transparent manner

in accordance with the appropriate procedures.



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DescriptionofthePolicy

The Code of Conduct provides guidance on acceptable standards of behavior and how staff

should conduct their duties while working towards achieving the goals of the Abu Dhabi

Polytechnic’s Strategic Plan.

The Abu Dhabi Polytechnic expects that all staff will behave professionally and with

respect and consideration for others, including staff who report to them, colleagues,

students and internal customers. The Abu Dhabi Polytechnic recognizes the importance

of staff contributions to the Abu Dhabi Polytechnic workings and the impact that staff have

on the working environment. The Code of Conduct encourages an environment that makes

the Abu Dhabi Polytechnic an inspiring place to work.

Staff and individuals acting on behalf of the Abu Dhabi Polytechnic are required to

conduct their duties according to the Code as part of their employment/attachment with

the Abu Dhabi Polytechnic. Persons covered by this Code are also to act in accordance

with Abu Dhabi Polytechnic policies. Please note, for the purpose of this Code, policies

include any Abu Dhabi Polytechnic policy, procedure or guideline.

WhoiscoveredbytheCode?

All staff and individuals acting on behalf of the Abu Dhabi Polytechnic including:

continuing, fixed term and casual staff;

visiting, honorary and adjunct staff; and

Individuals acting in a voluntary capacity are encouraged to conduct their duties

according to the Code.

WhathappensiftheCodeisbreached?

While the Code’s purpose is educative, it also acts to regulate behavior. Staff whose

conduct falls below the standards documented in the Code will be counseled in accordance

with the appropriate Abu Dhabi Polytechnic policy. Significant departures from the

standards of conduct in the Code may amount to misconduct on the part of the staff



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member and the Abu Dhabi Polytechnic may discipline a staff member in accordance with

the regulations.

ABU DHABI POLYTECHNIC DISCIPLINARYPROCEDURES

HowdostaffaddressbreachesoftheCodebyothers?

The Abu Dhabi Polytechnic community is urged to monitor the application of the

principles documented in this Code and encouraged to challenge departures from these

principles. All staff are encouraged to discuss breaches of the application of the Code with

their manager, or other appropriate persons including HR staff. Suspected breaches of the

Code will be investigated and appropriate action taken.

The Code does not stop a staff member from pursuing critical and open inquiry and engag-

ing in constructive criticism on matters of public concern within the person’s area of exper-

tise.

WheredostaffgetinformationabouttheCode?

Line managers can discuss any issues concerning the Code and its contents. All staff

should be encouraged to approach their line managers to discuss any concerns. If there is

a conflict between the Abu Dhabi Polytechnic Code of Conduct and a staff member’s

professional Code of Conduct, then it should be discussed with the line manager.

The Code document also has some examples of behavior. The examples are intended to

demonstrate the principles of the Code, however, they are not exhaustive. If a staff member

is not sure about an issue, they should discuss it with their manager.

WhatcananemployeedoiftheyareconcernedabouthowtheCodeisbeingappliedtotheirsituation?

If an employee is concerned about the way in which the Code is being applied by others



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to them, they may seek clarification or remedial action through the relevant grievance

procedure.

StructureoftheCode: respect for the law and system of government;

respect for persons;

integrity;

diligence;

economy and efficiency.



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ABU DHABI POLYTECHNIC WORKINGPHILOSOPHY AND PROFESSIONAL ETHICS

ProfessionalEthics/ConductPolicy

StatementAbu Dhabi Polytechnic expects its employees to behave in a professional, businesslike

manner at work, on Abu Dhabi Polytechnic premises, and whenever representing the Abu

Dhabi Polytechnic. Employees also are accountable for behavior outside of work that

negatively affects their ability to perform their responsibilities on the job.

PhilosophyTo avoid damage to the integrity of Abu Dhabi Polytechnic (Abu Dhabi Polytechnic) or

its employees, and to protect the rights of employees, students, families, and the public,

Abu Dhabi Polytechnic has established guidelines concerning professional conduct of

employees.

PrinciplesAreas of conduct covered by this policy and standards of conduct include, but are not

limited to the following (Departments may establish more specific guidelines based on

departmental needs.):

Abu Dhabi Polytechnic will conduct all of its dealings in a professional manner with total

integrity.

Abu Dhabi Polytechnic expects all staff to be open, honest and ethical in their dealings so

that they earn and maintain the trust and loyalty of others.

Abu Dhabi Polytechnic, in fulfillment of its mission, has the responsibility of ensuring

that its staff are responsive to the needs of the society, that the educational and any other

services that they provide are of the highest quality and that Abu Dhabi Polytechnic and

its subsidiaries strives for continuous improvement in all of its operations.

Abu Dhabi Polytechnic will ensure that all actions and decisions will be based on fact

and will be fair and honest.



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Abu Dhabi Polytechnic expects that staff will avoid any conflict of interest. All staff will

be expected to refrain from engaging in any activity that may be construed as conflict of

interest. This includes but is not limited to the attainment of financial rewards for

personal gain. Members of staff should request clarification if they are not clear whether

a given instance constitutes a conflict.

Staff should not speak in an official capacity about any matter related to Abu Dhabi

Polytechnic without the express written permission of the IAT Managing Director. Staff

should ensure that any official information given to the press or pubic is impartial and is

consistent with the established practices and policies of Abu Dhabi Polytechnic.

Employees should report to work on time and sufficiently prepared for the workday.

An employee’s dress and appearance should be appropriate to the job functions and

performance standards established for the position. All employees are expected to

maintain an acceptable level of grooming and hygiene. In all cases, employees should not

depart from Abu Dhabi Polytechnic dress code found in the HR manual.

Unauthorized use of Abu Dhabi Polytechnic resources, such as telephones, copiers,

computers, fax machines, postage, courier services, office supplies, and other business

equipment and supplies is prohibited. Guidelines concerning the Incidental Use of

Electronic Resources are online at http://www.Abu Dhabi Polytechnic.ac.ae/.

The Abu Dhabi Polytechnic recognizes that its employees may occasionally need to use

Abu Dhabi Polytechnic electronic resources for personal matters and does not wish to

prohibit such use altogether. The overriding principle that should govern personal use of

these resources is that reasonable and incidental unofficial use of Abu Dhabi Polytechnic

electronic resources is authorized only so long as (I) the Abu Dhabi Polytechnic incurs no

additional cost from that use, other than the minimal cost incurred from ordinary wear and

tear and the use of minimal amounts of ink, toner, or paper; and (ii) the use does not

inappropriately interfere with official business.

During the course of their workdays, Abu Dhabi Polytechnic employees should only

conduct duties related to their jobs at Abu Dhabi Polytechnic. Employees may not

conduct personal business during work hours or use Abu Dhabi Polytechnic resources for



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personal business.

Employees who are members of outside professional organizations should ensure that

their involvement in those organizations does not negatively affect their ability to

perform their job duties at Abu Dhabi Polytechnic.

Unauthorized use, possession, or storage of firearms, dangerous weapons, explosives or

lethal materials on Abu Dhabi Polytechnic premises or at Abu Dhabi Polytechnic

sponsored activities is prohibited, whether or not a license to possess the weapon or

material has been issued.

Unauthorized visitors during work hours are prohibited.

Being under the influence of alcohol, illegal drugs, or controlled substances when re-

porting to work, while on the job, in connection with carrying out Abu Dhabi Polytechnic

responsibilities, or on Abu Dhabi Polytechnic premises, are prohibited.

Possessing or selling illegal or controlled substances while on the job, in connection with

carrying out Abu Dhabi Polytechnic responsibilities, or on Abu Dhabi Polytechnic

premises, is prohibited.

Abu Dhabi Polytechnic will deal with any complaint or grievance in a timely and

transparent manner in accordance with the appropriate procedures.

EthicalConductProcedures

ObligationsofallstaffAll staff at Abu Dhabi Polytechnic are expected to maintain a highly professional approach

to their roles, as such they should:

Perform their job roles with skill, due care, and diligence and any other such duties that

they are directed to perform, to the best of their ability.

Comply with any lawful and reasonable regulations directives, decisions, or instructions

given by a person having the authority to do so.

Seek to continuously improve their performance and pursue opportunities for personal

professional development.

Treat students, other staff, and members of the public with respect, courtesy, and



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sensitivity to their rights, obligations, and aspirations.

Avoid waste or extravagance in the use of public resources and treat such resources with

due respect.

Not to seek personal advantage from their position with Abu Dhabi Polytechnic through

dealings with outside agencies so as to obtain pecuniary or other benefits.

Staff should not seek to take advantage of their function by exerting unfair or improper

influence on others.

Staff should conform to the dress code of Abu Dhabi Polytechnic.

Staff should conform to the IT policy of Abu Dhabi Polytechnic.

Staff should refrain from swearing or making any reference to race, religion, or gender

unless in an approved learning environment.

Staff should refrain from any form of sexual harassment.

All staff should seek to promote relationships between the local community and Abu

Dhabi Polytechnic.

All staff should conform to the specified requirements of attendance.

All staff should conform to all relevant rules, regulations, and procedures to ensure the

health, safety, and well-being of all students and staff, applying best practice in relation

to the same.

All staff should conduct themselves in a manner that enhances the reputation of the Abu

Dhabi Polytechnic.

ObligationsofstafftostudentsIt is the responsibility of all staff to work for the success of all students and to treat them

with respect and care.

Teaching staff should attend classes or assigned meetings regularly and punctually.

Provide students with a supportive and caring relationship which respects confidentiality.

Serve as a positive role model.

Deliver the prescribed curriculum.

Actively promote the development of students as autonomous learners.



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Take part in and encourage students to participate in co‐curricular and extracurricular

activities.

Help students make informed, appropriate, and rational decisions.

Ensure students receive timely and constructive feedback on their performance.

Ensure that students understand and reinforce the requirement that students perform to

their highest ability and abide by all Abu Dhabi Polytechnic rules.

Respond to appropriate student needs in an efficient and effective manner.

Promote lifelong learning. Ensure students are graded appropriately and report any cases

of mark fixing, coercion or bribery.

Promote a safe, clean, and stimulating learning environment.

AcademicFreedom

Academic freedom derives from the fundamental principle of quest for knowledge. It is

essential to the full search for truth. Its free exposition applies both to teaching and

research, and shall not be abridged or abused. Academic freedom does not relieve the

employee of those duties and obligations, which are inherent in the employer-employee

relationship.

Freedom in research is fundamental to the advancement of truth. The teaching aspect of

academic freedom is fundamental for protection of teachers’ rights in teaching and for the

students’ freedom in learning. It carries with it responsibilities correlative with rights.

Each faculty member is entitled to full freedom in research and in the publication of results;

but research work, consultation and other work for financial gain should be based upon a

written agreement with the authorities of the institution. Faculty members are entitled to

freedom in the classroom in discussing their academic field, but should be careful not to

introduce into their teaching controversial matters, which has no relation to their subject.

The right of academic freedom for faculty shall accompany demanding requirement for

academic responsibility of faculty. A faculty member has responsibilities to the institution,



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the profession, the student and society-at-large. The rights and privileges of a faculty

member extended by society and protected by governing boards and administrators

through written policies and procedures, on academic freedom and tenure, and as further

protected by the courts; require reciprocally the assumption of certain responsibilities by

the faculty members. Some of these are listed below.

Faculty members should maintain competence in their fields of specialization and exhibit

this professional competence in the classroom, or laboratory and in the public arena by

such activities as discussions, lectures, and consulting and publication. Each faculty

member should present the subject matter of a course as announced to students and as

approved by the faculty in its collective responsibility for the curriculum. Faculty members

are bound by ethics rules governing public employees of the United Arab Emirates.

WorkingwithintheLaw

Working within law assumes a system based on the principles of responsible parliamentary

government and the rule of the law. It is acknowledged that respect for the law and system

of government does not detract from the rights of staff to engage in free inquiry and active

criticism on matters of public concern.

Workingwithothers

When working with others, staff are to treat members of the public and colleagues honestly

and fairly; and with proper regard for their rights and obligations. This principle also

expects staff members to act responsively in performing official duties. Table 1 depicts

the major guidelines that are to be followed when working with others.



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TABLE 2: GUIDELINES FOR WORKING WITH OTHERS

Staff will: Staff will not:

Acknowledge the laws of the country;

Make themselves aware of and work in

accordance with the Abu Dhabi

Polytechnic's regulations.

Be responsive and courteous when

communicating and dealing with staff,

students, clients or visitors to the Abu Dhabi

Polytechnic;

Be fair when dealing with others and

making decisions;

Treat all persons justly, irrespective of

gender, sexual orientation, race, disability,

religion, marital status, age, political

conviction or other grounds;

Avoid patronage or favoritism;

Protect the privacy of others and maintain

appropriate confidentiality regarding

personal

Engage in criminal or illegal behav-

ior while employed by the Abu

Dhabi Polytechnic;

Disregard Abu Dhabi Polytechnic

regulations when carrying out work

for, or on behalf of, the Abu Dhabi

Polytechnic.

WorkingwithIntegrity

Staff are placed in a position of trust. Staff are to maintain and enhance public confidence

in the integrity of the Abu Dhabi Polytechnic and advance the Abu Dhabi Polytechnic’s

common good. Staff should not improperly use their official powers or position or allow

them to be improperly used. Any conflict that may arise between a staff’s personal interest

and official duty should be resolved in favor of public interest. Table 2 depicts the major

guidelines that are to be followed to attain the required integrity to the working

environment.



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TABLE 3 WORKING INTEGRITY MAJOR GUIDELINES

Staff will: Staff will not:

declare potential conflicts of interest between

private and/or financial interests and their

work-related responsibilities;

declare their relationship when participating

in decisions affecting another person with

whom they have a personal relationship;

be honest, impartial and conscientious when

carrying out their duties;

observe procedural fairness (natural justice) in

all decision making;

report genuinely suspected fraud, corrupt

conduct or mal-administration to the

appropriate Abu Dhabi Polytechnic Officer or

external authority;

seek approval to use Abu Dhabi Polytechnic

resources for outside work;

utilize internal procedures in the first instance

when pursuing issues that require resolution;

inform their line manager of any offer of gift

or benefit;

participate in public debates and express

opinions about issues and ideas related to their

academic and professional areas, about higher

education issues as they affect the institution,

and higher education issues more generally.

accept any gifts or benefits in

connection with the performance

of their duties except for an

occasional gift;

conduct research in a manner that

would compromise intellectual

honesty and public interest;

claim others’ work as their own.



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WorkingwithDiligence

Staff are required to recognize that they have an obligation to perform their duties to the

best of their ability and to carry out duties in a professional manner.

WorkingwithAbuDhabiPolytechnicResources

While staff are performing their duties they are expected to ensure that resources are not

wasted, abused, used improperly or extravagantly.

WorkLoadperWeek

Abu Dhabi Polytechnic normally works a 40 hour week during Sunday to Thursday with

office hours usually being 9am – 5pm in Abu Dhabi and 8am -4pm in Al Ain.. During

Ramadan the working day is reduced by three hours. Employees are expected to work

their contracted hours and are required to notify their line manager in the event of lateness

or absence within the first hour of normal working time. The employee’s line manager is

responsible for ensuring that members of staff adhere to their work timings and note

deviations. Further details are provided in the Human Resources policies and guidelines

in the Human Resources Policies.

Directors will create a teaching workload schedule based the contact hours listed in the table below:

Senior Faculty PhD holders 20 hpw (Contact Hours) Faculty PhD holders 20 hpw (Contact Hours) Senior Lecturers PhD and MSc holders 20 hpw (Contact Hours) Lecturers MSc and BSc holders 20 hpw (Contact Hours) Lecturers BSc holders 22 hpw (Contact Hours) TAs BSc holders 24-26 hpw (Contact Hours) Lab Engineers BSc holders 20 hpw (Contact Hours)



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ABU DHABI POLYTECHNIC JOBDESCRIPTION

AcademicandTechnicalRanks

ABUDHABIPOLYTECHNICDIRECTOR

Reportsto: IAT Managing Director

Supervises: All Abu Dhabi Polytechnic personnel

Purpose:To serve as the chief administrator of Abu Dhabi Polytechnic in developing and

implementing policies, Programmes, and curriculum activities in a manner that promotes

the educational development of each student and the professional development of each

staff member.

Carry out the policies and directives of the Institute of Applied Technology, in particular:

Demonstrate high expectations for all students and staff and a commitment to providing

the support required to attain them

Provide leadership for Abu Dhabi Polytechnic in areas of curriculum, teaching and

learning, professional development, and quality assurance.

Ensure a safe and nurturing environment for students, staff, and families

Design and implement a professional development strategy that addresses instructional

improvement priorities defined by student achievement and the individual needs of staff

members

Align the use of time, people, money, and materials to Abu Dhabi Polytechnic

instructional priorities

Cultivate and sustain meaningful partnerships with industry, families and community

members that support student achievement and wellbeing and lead to successful career

outcomes

DutiesandResponsibilities: General Planning



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- The Director conceptualizes the broad goals of Abu Dhabi Polytechnic and plans accordingly to ensure that procedures and schedules are implemented to carry out the total Abu Dhabi Polytechnic Programme.

General Coordination

- The Abu Dhabi Polytechnic Director supervises Abu Dhabi Polytechnic’s educational Programme.

• Enhancement of Personnel Skills - The Abu Dhabi Polytechnic Director provides activities which facilitate the

professional growth of the Abu Dhabi Polytechnic staff and enhance the quality of the instructional Programme.

• Abu Dhabi Polytechnic Objectives - The Abu Dhabi Polytechnic Director identifies the annual objectives for the

instructional, extracurricular, and athletic Programmes of Abu Dhabi Polytechnic.

Curriculum Objectives

- The Abu Dhabi Polytechnic Director ensures that instructional objectives for a given subject and/or classroom are developed, and involves the faculty and others in the development of specific curricular objectives to meet the needs of the Abu Dhabi Polytechnic Programmes. The Abu Dhabi Polytechnic Director provides opportunities for staff participation in the Abu Dhabi Polytechnic Programmes.

Establishes Formal work-Relationships

- The AD The Abu Dhabi Polytechnic Director establishes, implements, and evaluates procedures used to carry out the daily routine of the Abu Dhabi Polytechnic.

Evaluates Performance

- The Abu Dhabi Polytechnic Director evaluates student progress in the instructional Programme by means that include the maintaining of up to date student data. The Abu Dhabi Polytechnic Director supervises and appraises the performance of the Abu Dhabi Polytechnic staff.

Facilitates Organizational Efficiency

- The Abu Dhabi Polytechnic Director maintains inter Abu Dhabi Polytechnic system communication and seeks assistance from central office staff to improve performance. The Abu Dhabi Polytechnic Director maintains good relationships with students, staff, and parents. The Abu Dhabi Polytechnic Director complies with established lines of authority.

New Staff and Students

- The Abu Dhabi Polytechnic Director orients and assists new staff members and new



Document No: 25


students and provides opportunities for their input in the Abu Dhabi Polytechnic Programme.

Community

- The Abu Dhabi Polytechnic Director encourages the use of community resources, cooperates with the community in the use of Abu Dhabi Polytechnic facilities, interprets the Abu Dhabi Polytechnic Programme for the community, and maintains communication with community members.

Supplies and Equipment

- The Abu Dhabi Polytechnic Director manages, directs, and maintains records on the materials, supplies and equipment which are necessary to carry out the daily Abu Dhabi Polytechnic routine. The Director involves the staff in determining priorities for instructional supplies.

Services

- The Abu Dhabi Polytechnic Director organizes, oversees, and provides support to the various services, supplies, materials, and equipment provided to carry out the Abu Dhabi Polytechnic Programme. The Director makes use of community resources.

Communication

- The Abu Dhabi Polytechnic Director assures that Abu Dhabi Polytechnic goals, policies, and procedures are accurately communicated to and followed by all campus employees. The Abu Dhabi Polytechnic Director develops and utilizes effective communication channels through staff meetings, written procedures, and any other means so that campus employees are able to carry out their duties. The Abu Dhabi Polytechnic Director keeps the IAT Directorate informed by making regular, timely, and relevant reports.

Administration

- Develop, monitor, modify, and apply sound administrative practices to assure all campus employees are properly assigned, supervised and evaluated.

Culture

- The Abu Dhabi Polytechnic Director creates and promotes a campus atmosphere which encourages student retention by treating all students fairly, with understanding, respect, and compassion while maintaining discipline.

Activities

- Staffing Student management Facilities Supervision Budgeting Curriculum management Administration Community development Student support Student development.



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MinimumJobRequirements:- Ph.D. degree; at least 15 years’ experience that is directly related to the job duties and

responsibilities

- At least five (5) years teaching experience

- Demonstrated success working within a high performing educational institution

Knowledge,SkillsandAttributesrequired:- Ability to communicate effectively, both orally and in writing

- Working knowledge of learning theories and instructional strategies

- Ability to communicate and collaborate with other professionals in the development of educational Programmes

- Critical Thinking and Problem Solving

- Collaboration

- Communication Effectiveness

- Decision Making

- Influencing and Leading

- Responsibility and Accountability

DepartmentHeads–GeneralCharacteristicsandDescription

Reportsto: Abu Dhabi Polytechnic Director

Supervises: Degree Requirements Unit faculty and staff

Purpose:

The Head, Academic Support Unit is responsible for overseeing all the academic and

administrative affairs within the unit.

Context:

Abu Dhabi Polytechnic is a learning organization. As such, all employees strive for

personal and institutional development within a culture of effectiveness that:



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values collaboration, teamwork and self; encourages ethical behavior; facilitates lifelong learning; Utilizes technology.

Duties and Responsibilities:

Develop, monitor, modify, and apply sound administrative practices to assure all staff are

properly assigned, supervised and evaluated.

Plan and monitor the entire unit’s academic courses and instruction teaching/instructional

staff to ensure they fulfill their roles in a professional, dynamic and energetic manner to

ensure all teaching and support activity is conducted to the highest standards.

Responsible for all aspects of academic and practical course Programming and time-

tabling, in conjunction with Heads of Divisions, and ensuring all training is conducted in

accordance with the Curriculum Strategy and Abu Dhabi Polytechnic instructions.

Responsible for all aspects of academic and practical course syllabus/assessment material

development, in conjunction with Heads of Divisions, and ensuring all devel-

opment/assessment is conducted in accordance with the Curriculum Strategy and Abu

Dhabi Polytechnic instructions

Ensure the timely production, approval and issue of all academic and practical general

instructions, weekly training Programmes, training instructions and dissemination of

strategic direction to the academic departments.

Oversee departmental Quality Control and internal validation for all academic and

vocational training documentation at Abu Dhabi Polytechnic according to the Curriculum

Strategy and policy.

Ensure all training is produced and conducted in a dynamic, challenging, realistic and

safe manner, in line with the training objectives and current (doctrinal) teaching and

methods.

Oversee, manage, educate and mentor staff in all aspects of personal development, where

relevant and appropriate.

To counsel, advise, encourage, interact with and develop all Abu Dhabi Polytechnic

students, in all aspects of their personal development, in order to achieve Abu Dhabi



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Polytechnic aims.

SeniorFaculty:

Reportsto: Appropriate Technology Division or Academic Support Unit Head

Supervises: NA

Purpose:

Senior Faculty members are subject matter experts whose primary role is to teach courses

in which they are experts to UAE national students in a practical learner cantered

environment. Every faculty member is encouraged to provide ideas and suggestions

leading to continuous improvement of local teaching and learning practices and encourage

alignment of Teaching, Learning, and Assessment practices with instructional and delivery

methods, in line with related performance improvement standards.

Context:



o values collaboration, teamwork and self;

o encourages ethical behavior;

o facilitates lifelong learning;

o utilizes technology.

DutiesandResponsibilities: Supervises Faculty Instructors in preparing of different tasks for courses according to the

curriculum guidelines.

Teach courses effectively at different levels (i.e. Diploma, Higher Diploma, and Bachelor

of Science).

Assists the Head of Department (HD) in planning, coordinating and initiating projects

scopes.

Collaborates with the Senior Manager Quality Assurance, Senior Faculty Examinations

and Curriculum and Senior Faculty of other departments.



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Ensures equitable allocation of teaching among the Technical Faculty Instructors.

Assists the Head of Department in initiating and maintaining performance management

of faculty staff (Performance appraisal).

Assists the HD in coordinating quality assurance activities within the faculty.

Assists the HD in evaluating trainee’s theoretical and practical performance and assists in

the evaluation of trainee’s projects.

Assists the Head of Department in curriculum and syllabi evaluation.

Assists the HD in drawing up and maintaining students’ performance records.

Assists the HD in writing technical reports and other documentation for use by staff.

Assists in developing staff, monitoring work, and evaluating results to ensure that project

and organizational objectives and operating requirements are met and are in line with the

needs and mission of Abu Dhabi Polytechnic.

MinimumJobRequirements:

Ph.D. degree in the technology Programme or related field.

Minimum of 8 years of successful experience preferably with teaching/training expe-

rience relative to qualifications, regard is given to teaching experience, experience in

research, creative achievement, and professional contribution.

A clear understanding of the academic sector.

Student centered, and an aptitude to work with Arab youth.

Committed to innovation in Teaching and Learning initiatives, with a positive “can do”

attitude and willingness to promote lifelong learning.

Commitment to student-centered, project based learning.

Strong written and verbal communication skills, good interpersonal skills and an ability

to work with diverse groups of people.

Sound understanding of technologies that support educational development and current

with technology developments.

Other duties as assigned, to facilitate the needs of the Head of the Unit including

conducting additional periods per week in a course related subject, if required.

Excellent oral and written English essential.



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Priority for native-Arabic speaker who is able to communicate effectively in English.

Minimum Job Requirements: Knowledge, Skills and Abilities required:

This position requires an experienced employee who possesses the following qualities:

o Can work under pressure

o Value and strong work ethic

o Integrity

o Can prioritize workloads, delivering on time

o Possess strong analytical and information organizational skills

o Excellent interpersonal skills

o Proven time management skills

o A logical and methodical documenter

o Keeps up to date with current trends by reading manuals, technical reports,

periodicals etc

Faculty


Supervises: NA

Purpose:

Faculty members are subject matter experts whose primary role is to teach courses in

which they are experts to UAE national students in a practical learner cantered

environment. Every faculty member is encouraged to provide ideas and suggestions

leading to continuous improvement of local teaching and learning practices and encourage

alignment of Teaching, Learning, and Assessment practices with instructional and delivery

methods, in line with related performance improvement standards.

Context:



values collaboration, teamwork and self;



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encourages ethical behavior; facilitates lifelong learning; utilizes technology.

DutiesandResponsibilities:

Teach courses effectively at different levels (i.e. Diploma, Higher Diploma, and Bachelor

of Science).

Assists the Senior Faculty (SF) in planning, coordinating and initiating practical projects

scopes.

Collaborates with the Faculty Instructors of other departments in preparing common

courses.

Assists the SF in coordinating quality assurance activities within the department.

Assists the SF in evaluating students’ performance and keeping examination results.

Prepares practical lessons and tasks for different courses.

Assists the SF in drawing up and maintaining performance records for students’ and

evaluating students’ examination results.

Assists the SF in writing technical reports and other documentation for use by technical

staff.

Assists SF in drawing up of examination questions according to curriculum syllabi.

Assists in developing staff, monitoring work, and evaluating results to ensure that project

and organizational objectives and operating requirements are met and are in line with the

needs and mission of Abu Dhabi Polytechnic.

Acting as a student advocate where appropriate.

Production of teaching materials for students.

Development of course material with appropriate guidance from the Programme division

head.

Limited administrative functions primarily connected with taught courses.

Recommending relevant changes to the curriculum committee as appropriate.

Attendance at divisional/unit meetings, faculty meetings, and membership in Abu Dhabi

Polytechnic committees.



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MinimumJobRequirements: Ph.D. degree in the Programme or related field.








Commitment to student centered, project based learning.








Priority for native Arabic speaker who is able to communicate effectively in English.

Knowledge, Skills and Abilities required:

The position requires an experienced employee who possesses the following qualities:

o Can work under pressure


o Integrity








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periodicals etc.

SeniorLecturer


Supervises: NA

Purpose:

Senior Lecturers are subject matter experts whose primary role is to teach courses in which

they are experts to UAE national students in a practical learner cantered environment.

Every senior lecturer is encouraged to provide ideas and suggestions leading to continuous

improvement of local teaching and learning practices and encourage alignment of

Teaching, Learning, and Assessment practices with instructional and delivery methods, in

line with related performance improvement standards.

Context:Abu Dhabi Polytechnic is a learning organization. As such, all employees strive for


o values collaboration, teamwork and self;

o encourages ethical behaviour;

o facilitates lifelong learning;

o utilizes technology.

DutiesandResponsibilities: The preparation and delivery of lectures and seminars provided that their skills and

experience demonstrate this capacity.


Involvement in professional activity.

Consultation with students.



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head.


Acting as instructor of record or section coordinators provided that their skills and





Ensuring own professional development by seeking learning opportunities as appropriate.

Performs other duties assigned by the Head of their Division/Unit.

MinimumJobRequirements: Masters in Applied Technology or equivalent. PhD is preferred.


















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KnowledgeandSkillsrequiredforthispositionareasfollows:o Can work under pressure


o Integrity







periodicals etc.

Lecturer


Supervises: NA

Purpose:

Lecturers are subject matter experts whose primary role is to teach courses in which they

are experts to UAE national students in a practical learner cantered environment. Every

lecturer is encouraged to provide ideas and suggestions leading to continuous im-

provement of local teaching and learning practices and encourage alignment of Teaching,

Learning, and Assessment practices with instructional and delivery methods, in line with

related performance improvement standards.

Context:






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encourages ethical behaviour;

facilitates lifelong learning;

utilizes technology.

DutiesandResponsibilities: Assists the Head of Department in planning, coordinating and initiating projects scopes.

Ensures equitable allocation of teaching among the Technical Instructors

Assists the Head of Department in curriculum and syllabi evaluation.

The preparation and delivery of lectures and seminars provided that their skills and







head.


Acting as instructor of record or section coordinators provided that their skills and






Performs other duties assigned by the Head of their Division/Unit.

Masters in Applied Technology or equivalent. PhD is preferred.








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Commitment to student-centered, project based learning.









MinimumJobRequirements:Knowledge,SkillsandAbilitiesrequired Can work under pressure

Value and strong work ethic

Integrity

Can prioritize workloads, delivering on time

Possess strong analytical and information organizational skills

Excellent interpersonal skills

Proven time management skills

A logical and methodical documenter

Keeps up to date with current trends by reading manuals, technical reports, periodicals,

etc.

TeachingAssistant


Supervises: NA

Purpose:



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Instructors, designated as assistant or senior, depending on credentials and experience,

laboratory section leaders, and tutors hold the position of Teaching Assistant. Their

primary role is to assist faculty in teaching to UAE national students in a practical learner

cantered environment. Every teaching assistant (staff member) is encouraged to provide

ideas and suggestions leading to continuous improvement of local teaching and learning

practices and encourage alignment of Teaching, Learning, and Assessment practices with

instructional and delivery methods, in line with related performance improvement

standards.

Context:




encourages ethical behavior;



DutiesandResponsibilities: To assist the instructor of record or section coordinator in the conduct of tutorials,

laboratories, practical classes, demonstrations, workshops, and/or student field ex-

cursions.

The preparation and delivery of tutorials, and seminars provided that their skills and





Marking and assessment primarily connected with courses in which the staff member

teaches.

Production of teaching materials for students for whom the staff member has re-

sponsibility.



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Development of course material with appropriate guidance from the Programme coordi-

nator, course lecturer or leader.

Limited administrative functions primarily connected with courses in which the staff

member teaches.


Attendance at staff meetings and/or membership on a limited number of Abu Dhabi



Performs other duties assigned by the head of applicable division/unit.

MinimumJobRequirements: Bachelor degree in field appropriate to division/unit assignment. Master’s degree pre-

ferred.



















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Knowledge,SkillsandAbilitiesrequired:The position requires an experienced employee who possesses the following qualities:

Can work under pressure

Value and strong work ethic

Integrity

Can prioritize workloads, delivering on time

Possess strong analytical and information organizational skills

Excellent Interpersonal skills

Proven Time Management skills

A logical and methodical documenter

Keeps up to date with current trends by reading manuals, technical reports, periodicals,

etc.

LABORATORYENGINEER/INSTRUCTOR


Supervises: NA

Purpose:

The Laboratory Engineer/Instructor is responsible for developing course related laboratories under the direction of the appropriate Technology Division or Academic Support Unit Head or their representative course Instructor of Record or Section Coordinator/Leader.

Context:

Abu Dhabi Polytechnic is a learning organization. As such, all employees strive for personal and institutional development within a culture of effectiveness that:






Document No: 41



DutiesandResponsibilities: Manages day-to-day operations of all teaching laboratories, including equipment

preparation and maintenance, safety standards/training compliance.

Prepares and oversees equipment scheduled for use during laboratory teaching sessions.

Demonstrates care and use of equipment, according to health and safety standards and

practices, to teaching staff and students.

Ensure that all equipment and operations are audited to ensure highest levels of ad-

herence to health and safety protocols.

Supports teaching staff in the development and implementation of teaching modules and

projects.

Trains teaching staff and students in application and use of new equipment.

Coordinates with curriculum management to determine equipment/consumables purchase

priorities based on budget allowances, condition of existing equipment, and scheduled

laboratory activities.

Implement any changes to the lab facilities necessary to accomplish technology edu-

cation.

Reasonably related duties as assigned.

MinimumJobRequirements: Bachelor degree in science or engineering as appropriate to assigned laboratories.

Minimum 2 years of experience with operation and maintenance of instrumentation

related to those in the Abu Dhabi Polytechnic; demonstrated experience with general

laboratory operations and safety standards, and laboratory management.


Spoken Arabic skills are preferable.

LABORATORYTECHNICIAN




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Supervises: NA

Purpose:

The Laboratory Technician is responsible for preparing and maintaining the operation of the lab under the direction of the appropriate Technology Division or Academic Support Unit Head or their representative course Instructor of Record or Section Coordinator/Leader.

Context:

Abu Dhabi Polytechnic is a learning organization. As such, all employees strive for personal and institutional development within a culture of effectiveness that:





DutiesandResponsibilities: Manages day-to-day operations of all teaching laboratories, including equipment

preparation and maintenance, safety standards/training compliance.

Prepares and oversees equipment scheduled for use during laboratory teaching sessions.

Demonstrates care and use of equipment, according to health and safety standards and

practices, to teaching staff and students.

Ensure that all equipment and operations are audited to ensure highest levels of ad-

herence to health and safety protocols.

Supports teaching staff in the development and implementation of teaching modules and

projects.

Trains teaching staff and students in application and use of new equipment.

Coordinates with curriculum management to determine equipment/consumables purchase

priorities based on budget allowances, condition of existing equipment, and scheduled

laboratory activities.

Implement any changes to the lab facilities necessary to accomplish technology edu-

cation.



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Reasonably related duties as assigned.

MinimumJobRequirements: Higher diploma in science or engineering as appropriate to assigned laboratories.

Bachelor degree is preferred.

Minimum 2 years of experience with operation and maintenance of instrumentation

related to those in the Abu Dhabi Polytechnic; demonstrated experience with general

laboratory operations and safety standards, and laboratory management.


Spoken Arabic skills preferable

Forjobdescriptiononallotherjobrelatedrolesrefertopages10,13‐62inthePOLICIESANDPROCEDURESMANUAL:

ACADEMICWORKLOADTeaching,LearningandCourseDevelopment:

All teaching staff are allocated a teaching workload based on the following activities, These activities include:

Direct classroom, laboratory and workshop contact time

Programme and course development, including development of materials and obtaining professional accreditations

Preparing and conducting lectures, tutorials, demonstrations and workshops, and course delivery via alternative modes

Examination and student assessment (including invigilation of tests and examinations)

Internal moderation of courses

Student consultation and academic counseling including ‘on-line’ communication with students

Development and maintenance of multimedia teaching resources

Field supervision of students on in-service-training and excursions

Graduation projects student supervision

Field trips and industrial visits



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Academic Workload of Heads of Programme: Due to the essentially managerial role played by Heads of Programme and Directors, the following lecture loads shall apply for such staff:

Directors:

• Teaching –One course per year if needed up to 10% of the Faculty Teaching Load. • Research – 10%. • Administration and Service – 80%.

Heads of Department:

• Teaching –Two lectures per week up to 30% of the Faculty Teaching Load • Research – 10%. • Administration and Service – 60%.

Implementation and Governance: Directors and Heads of Programmes should implement the workload policy under the overall supervision of the Director and with the guidance of Academic Affairs and Timetabling Committees. (The Academic Workload Policy is available in the Abu Dhabi Polytechnic Policies and Procedures Manual p298)

Directors and Heads of Department have the flexibility to negotiate different combinations of the

percentage splits between the three major performance areas with lecturers to a variance of 10%,

provided that lecturers and/or junior lecturers who are unable to make any contributions in Research

in a particular year, may be allowed to make up for this by increasing their contribution in Teaching

or Administration or both. Faculty with the rank Senior Lecturer or higher must make contributions

in all three performance areas, provided that such faculty may negotiate bigger deviations from the

prescribed proportions with their Heads of Department with approval of the Dean.

ABU DHABI POLYTECHNIC COMMITTEES

ThePurposeofCommittees

Abu Dhabi Polytechnic decisions and actions are supported by numerous standing and ad hoc committees, working groups, and subcommittees. Committees are a basic need and a necessary aspect of organizations of any significant size. They keep the number of participants manageable; with larger groups, either many people do not get to speak and feel left out, or discussions are quite lengthy and many participants find them duplicative and often boring. It is common to have smaller committees with more specialized functions, for example, assessment committee, community activities committee, search committee, etc.



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Committees are often formed to do research and make recommendations on a potential or planned project or change. For example, if Abu Dhabi Polytechnic is considering a major equipment acquisition requiring a significant capital investment, a temporary ad hoc committee of several people may be created to review options and make recommendations to upper management. Such committees are typically dissolved after issuing recommendations (often in the form of a final report).

Abu Dhabi Polytechnic has established near-term committees and plans to establish committees in the intermediate-term and long-term as their need arises. The near-term committees are the committees which were immediately convened to advise and conduct Abu Dhabi Polytechnic affairs. These are the Executive Committee, the Academic Affairs Committee, and the Quality Assurance Committee. Intermediate-term committees are those committees that will be formed (for example, their charter and bylaws will be developed) by inaugural members once the need has been recognized and members elect to gather. Examples of these groups are the Student Council, the Infrastructure Committee, and the Advisory Board of Directors. In the further future there are committees envisioned to be established once Abu Dhabi Polytechnic has grown to a sufficient size and stature in the community, which will enhance the reputation and expand the influence or impact of Abu Dhabi Polytechnic, such as a Community Activities Committee, Outreach Committee, and Industrial Relations Committee.

CommonCommitteeProcedures

All committees recognized by Abu Dhabi Polytechnic will have a charter which defines the authority of their establishment and bylaws which define their structure including member-ship, terms of services, meeting frequency, quorum, voting rules, and reporting procedures.

It is common for a chairperson (or simply “chair”) to organize a committee. This is done through an agenda which is usually distributed in advance. The chair is responsible for running the meetings such as keeping the discussion on the appropriate subject, recognizing members (calling on them to speak), and calling for votes after a debate has taken place. The chair is responsible for deciding how formal the committee’s processes will be (within the guidelines of their charter).

A record of the discussion and decisions of the meeting should be recorded by a person designated as the secretary of the committee. For committees that meet regularly, the minutes of the most recent meeting are often circulated to committee members before the next meeting, and are available to the membership. Committees may meet on a regular basis, often weekly, monthly, or quarterly, or meetings may be called irregularly as the need arises.

CommitteesHierarchy

Committees have different functions and authority. Table 3.1 lists the committees, their levels, and purview currently envisioned for the Abu Dhabi Polytechnic. The Executive Committee is the Level 1 committee and has the authority to approve and implement policies and procedures. Level



Document No: 46


2 committees recommend major policies and activities to the Executive Committee and implement, as authorized, policies and activities. Level 3 committees are ad hoc committees that have special tasks. These committees can be permanent such as the Admissions Committee or temporary or “as needed” such as search committees. Level 3 committees tend to conduct research and provide recommendations to Level 1 or Level 2 committees. Level 4 committees are the purely advisory committees such as the Advisory Board of Directors or Student Council that tend to be self-governing but provide significant information up to the highest level of management. The committee structure is illustrated in the following figures.

Abstract description on the committee’s role and responsibilities is depicted in the following

table.

TABLE 1 ABU DHABI POLYTECHNIC COMMITTEE’S ROLES AND

RESPONSIBILITIES

Level 1 Committee

Executive Committee

Provides strategic, business and academic leadership and oversees the overall activities of Abu Dhabi Polytechnic.

Academic Programmes Advisory Committee

Consists of heads of departments and 4 members from outside (2 academic and 2 industrial).who provide counsel, professional networking, and community connections to promote and support the objectives of Abu Dhabi Polytechnic and its technical division interests to the Executive Committee.

Level 2 Committees

Academic Affairs Committee

Responsible for implementing recruitment, admissions, and curricular policies of Abu Dhabi Polytechnic. It reviews all curricular proposals, including addition and deletion of courses, changes in course numbering, in credit hours, and in course descriptions. The committee reviews the establishment of new majors and all new degree Programmes. The committee also oversees the regularly scheduled reviews of academic Programmes. Campus-based

Quality Assurance Committee

Monitors the academic performance of the Abu Dhabi Polytechnic against agreed targets or benchmarks. The committee is also responsible for investigating and preparing for eventual ABET accreditation and other associations impacting Abu Dhabi Polytechnic's quality and reputation.

Infrastructure Committee

Reviews all proposals for changes in infrastructure that has been allocated to Abu Dhabi Polytechnic such as building modifications, large equipment acquisition, and utilization of office, lab, and storage space. The committee provides information and recommendations to the Executive Committee.

Outreach and Recruitment Committee

Responsible to develop (and submit for approval) outreach and recruitment strategy including web-based marketing, social media, brochures, and other recruitment and outreach efforts. Implement outreach and recruitment activities as authorized. There are two campus based committees (Abu Dhabi and Al Ain) which are overseen by a main steering committee.

Personnel Affairs Committee

Responsible to monitor and oversee all issues related to staff in terms of professional development, disciplinary, support, and enforcing HR policies and procedures.



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Student Affairs Committee

Responsible to monitor and oversee all issues related to students in terms of academic progress, disciplinary, admission, registration, and student activities. There are two campus based committees (Abu Dhabi and Al Ain) which are overseen by a main steering committee.

Level 3 Committees (examples only, non-exhaustive)

Admissions Committee

Reviews applications and provides recommendations for admissions to the Abu Dhabi Polytechnic diploma Programmes to the Outreach and Recruitment Committee. One committee per campus reporting to the Student Affairs Committee.

Curriculum Committee

Review all issues related to curriculum and teaching. The Curriculum Committee reports its findings and recommendations to the Academic Affairs Committee

Events Management Committee

Prepares the materials and equipment for events and manages registration from such events. There is one committee per campus who report to Outreach and Recruitment Committee

Health & Safety Committee

Develops and promotes a healthy and safe environment for all students, employees, and visitors to Abu Dhabi Polytechnic facilities through the involvement of all individuals with regards to education, communication and safe work practices. The committee reviews all proposals for new work and provides recommendations to the Infrastructure Committee.

Staffing Committee Temporary ad hoc working committee that conducts advertisement, application reviews, applicant down-selection and interviews, and final recommendation for hire to the appropriate committees, division heads, and the Executive Committee. Reporting to the Personnel Affairs Committee.

Student Disciplinary Committee

There are two Disciplinary Committees for Behaviour and Academic issues. Students sponsor may also be a member of the Committee. One committee per campus reporting to the Student Affairs Committee.

Level 4 Committees (examples only, non-exhaustive)

Advisory Board of Directors

Consists of community leaders who provide counsel, professional networking, and community connections to promote and support the objectives of Abu Dhabi Polytechnic and its technical division interests to the Executive Committee.

Student Council An effectively self-governing committee of students that provides recommendations and insights from the student perspective to the Executive Committee and elsewhere as appropriate.



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Infrastructure Committee Chair: Senior Manager of Student & Support Services

LEVEL 4 LEVEL 1 LEVEL 2 LEVEL 3

*Plus two campus based Committees chaired by Manager, Student Services

Quality Assurance Committee (D006) Chair: Head of Programme, AET

Staffing Committee Chair:

*Student Affairs Committee (D009) Chair: Manager Student & Support Services, AD

*Academic Affairs Committee (D004) Chair: Campus based, Student Services

Executive Committee (D003) Chair: ADP Director

Admissions Committee (D011) Chair: Campus based, Manager Student Services

Advisory Board of Directors

Student Council

Personnel Affairs Committee (D008)Chair: Head of Campus: Al Ain

Student Disciplinary Committee (D010) Chair: Campus based, Manager Student Services

Events Management Committee (D005) Chair: Manager Student & Support Services

Academic Programme Advisory Committee

*Outreach Recruitment Steering Committee (D007) Chair: Senior Manager Support Services

Curriculum Committee Chair: Campus based, Manager Student Services

Health & Safety Committee Chair:



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FIGURE 1 ABU DHABI POLYTECHNIC COMMITEES FLOW‐CHARTIntellectualPropertyGuidelines&Policies

1. INTELLECTUALPROPERTY POLICY

DescriptionofthePolicy

The Abu Dhabi Polytechnic’s approach to Intellectual Property (IP) is set out in two

separate Policy and Procedures documents. All necessary definitions are contained in an

appendix to both documents to allow proper interpretation.

Objectives

The objective of this IP Policy is to enable the Abu Dhabi Polytechnic to protect and

commercialize intellectual property while:

ensuring that the transmission of knowledge into the wider community is not unrea-sonably constrained;

dealing fairly and equitably with staff, students and other contributors;

recognizing and respecting the contribution of staff (and students who assign ownership of their intellectual property to the Abu Dhabi Polytechnic) through sharing of financial rewards and attribution;

acknowledging that students who are not staff own the intellectual property that they create and only under certain circumstances will the Abu Dhabi Polytechnic require students to assign the ownership of their intellectual property to the Abu Dhabi Polytechnic.

2. POLICYAND ITS APPLICATION

2.1 This IP Policy has the following effect:

Except as provided in this IP Policy and the IP Procedures, the Abu Dhabi Polytechnic



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asserts and does not waive its rights to the ownership of intellectual property, including

intellectual property referred to in section 3 of this IP Policy, created by all staff while

employed by the Abu Dhabi Polytechnic and in the course of their employment by the

Abu Dhabi Polytechnic.

The Abu Dhabi Polytechnic will own all intellectual property, including intellectual

property referred to in section 3 of this IP Policy, that is devised, made or created:

by all visitors to the Abu Dhabi Polytechnic who have access to Abu Dhabi Polytechnic

confidential information (or confidential information of a third party where the Abu

Dhabi Polytechnic is bound to maintain the confidentiality of that information) where the

Visitor utilizes that confidential information for the further development of existing

intellectual property or to develop new intellectual property;

by all students of the Abu Dhabi Polytechnic who, as a consequence of their involvement

or intended involvement in research with commercial potential being undertaken at the

Abu Dhabi Polytechnic, will have access to Abu Dhabi Polytechnic confidential

information (or confidential information of a third party where the Abu Dhabi

Polytechnic is bound to maintain the confidentiality of that information) where the

student utilizes that confidential information for the further development of existing

intellectual property or to develop new intellectual property.

by all persons engaged by the Abu Dhabi Polytechnic as contractors (including without

limitation persons engaged under contracts for services, consultants and subcontractors),

during the course of or incidentally to that engagement.

2.2 The Abu Dhabi Polytechnic’s rights under this IP Policy in relation to any particular

intellectual property are subject to and may be modified by:

any express waiver or modification by the Director by agreement in writing with the

Person whose rights are affected by the waiver or modification;

the conditions of any contract by which the Abu Dhabi Polytechnic is bound; and

any express waiver under this IP Policy, including sections 4.0 and 6.0,

provided that to the extent of any inconsistency between these instruments, the



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documents have priority in the order set out above.

3. THE INTELLECTUAL PROPERTY CLAIMED BY THE ABU DHABIPOLYTECHNIC

The intellectual property of which the Abu Dhabi Polytechnic claims ownership under

sections 2.1 and 2.2 of this IP Policy includes (without limitation) intellectual property in

relation to:

patentable and non-patentable inventions, together with field and laboratory notebooks

relating to such inventions;

registered and unregistered designs, plant varieties and topographies;

databases, computer software, firmware, courseware, and related material;

works generated by and/or with computer equipment or software, except where

specifically exempted under other provisions in this IP Policy;

Abu Dhabi Polytechnic commissioned works;

Confidential information associated with each and every item listed in this section 3.0;

Copyright in works and materials except for those specifically excluded by this IP Policy;

and

Educational materials except for those specifically excluded by this IP Policy.

4. SCHOLARLY WORKSAND CREATIVE WORKS: RIGHTS WAIVED AND LICENSE RIGHTS

References to scholarly works or creative works are references to such works created by

staff while employed by the Abu Dhabi Polytechnic and in the course of their employment

by the Abu Dhabi Polytechnic. Subject to the exception in section 5.0, the Abu Dhabi

Polytechnic waives its rights to the ownership of intellectual property in scholarly works

and creative works created by staff.



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The Abu Dhabi Polytechnic expects staff to acknowledge the Abu Dhabi Polytechnic in

all scholarly works or creative works and in any form of communication or publication of

those works.

This waiver is subject at all times to the Abu Dhabi Polytechnic reserving to itself a non-

exclusive, royalty free, perpetual, irrevocable, worldwide license (including the right to

sublicense) to use, reproduce, adapt, exploit, distribute, broadcast, perform, communicate

to the public or exercise any other rights in intellectual property in scholarly works or

creative works for educational or research purposes or for the purposes of promoting the

Abu Dhabi Polytechnic, whether or not the staff member who created the works remains

an employee of the Abu Dhabi Polytechnic, and the staff member grants to the Abu Dhabi

Polytechnic the license rights.

TheAbuDhabiPolytechnic'slicense:

is subject to the staff member's moral rights in the Scholarly Work or Creative Work, and

is also limited by any transfer of intellectual property in a Scholarly Work or Creative

Work by the staff member to a publisher or recording company where this is a necessary

condition for publication or broadcasting, for instance for publication of a scholarly

article in a journal or the release of a sound recording, provided that the staff member

must notify the Abu Dhabi Polytechnic of the limitation.

5. SCHOLARLY WORKSAND CREATIVE WORKS: RIGHTS ASSERTED

A. The Abu Dhabi Polytechnic asserts and does not waive its rights to the ownership of

intellectual property in scholarly works and creative works created by a staff

member while employed by the Abu Dhabi Polytechnic and in the course of their

employment by the Abu Dhabi Polytechnic:

B. where the scholarly works and creative works are commissioned works, or are brought into

existence in the course of the creation of such works;



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C. where the staff member creates the scholarly works and creative works by the use of Abu

Dhabi Polytechnic Resources beyond the level of Abu Dhabi Polytechnic Resources and salary

commonly provided by the Abu Dhabi Polytechnic to staff;

D. where the scholarly works and creative works are the subject of contractual obligations

pursuant to which the Abu Dhabi Polytechnic is bound to grant interests in intellectual property

to other persons, or are brought into existence in the course of the creation of such works; or

E. to the extent that the scholarly works or creative works incorporate intellectual property owned

by the Abu Dhabi Polytechnic,

F. and to the extent required, the staff member grants the Abu Dhabi Polytechnic ownership of

the intellectual property in these works to the extent provided in paragraphs (A) to (D).

If the Abu Dhabi Polytechnic requests a copy of the scholarly works and creative works owned by or licensed to the Abu Dhabi Polytechnic or intellectual property in relation to which the Abu Dhabi Polytechnic wishes to assess its rights, the staff member must provide a copy to the Abu Dhabi Polytechnic as soon as reasonably possible after the request.

The Abu Dhabi Polytechnic's rights under these sections are subject to the staff member's moral rights in the scholarly works and creative works.

6. EDUCATIONALMATERIALSCREATED BY STAFF: RIGHTS ASSERTEDANDRIGHTS WAIVED

A. References to educational materials in this section are references to such materials

created by a staff member while employed by the Abu Dhabi Polytechnic.

B. The Abu Dhabi Polytechnic asserts and does not waive its rights to the ownership of

intellectual property in educational materials.

C. to the extent that those educational materials are created or developed by staff em-

ployed by the Abu Dhabi Polytechnic

D. with the view to commercialization; or

E. by the use of Abu Dhabi Polytechnic Resources beyond the level of Abu Dhabi



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Polytechnic Resources and salary commonly provided by the Abu Dhabi Polytechnic

to staff;

F. to the extent that the educational materials incorporate intellectual property owned by

the Abu Dhabi Polytechnic,

G. and to the extent required, the staff member grants the Abu Dhabi Polytechnic ownership

of the intellectual property in these works to the extent provided in paragraphs (A) and (B).

For other educational materials not falling within this section created by staff, the Abu

Dhabi Polytechnic waives its rights to ownership of the intellectual property, subject at all

times to the Abu Dhabi Polytechnic reserving to itself a nonexclusive, royalty free,

perpetual, irrevocable worldwide license (including the right to sublicense) to use,

reproduce, adapt, exploit, distribute, broadcast, perform, communicate to the public or

exercise any other rights in intellectual property in the educational materials for the

educational and research purposes of the Abu Dhabi Polytechnic or for the purposes of

promoting the Abu Dhabi Polytechnic, whether or not the staff member remains an

employee of the Abu Dhabi Polytechnic; and the Abu Dhabi Polytechnic reserving the

right to request and retain a copy of the educational materials for its own use and to meet

recordkeeping requirements, and the staff grants to the Abu Dhabi Polytechnic the license

rights set out in this section.

If the Abu Dhabi Polytechnic requests a copy of the educational materials owned by or

licensed to the Abu Dhabi Polytechnic under this section or intellectual property in relation

to which the Abu Dhabi Polytechnic wishes to assess its rights, the staff member must

provide a copy to the Abu Dhabi Polytechnic as soon as reasonably possible after the

request.

The Abu Dhabi Polytechnic's rights under this section are subject to the staff member's

moral rights in the educational materials.

7. INTELLECTUALPROPERTY CREATEDBY STUDENTS

Subject to the remainder of this section, students own all intellectual property that they



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generate and, for the sake of certainty, students own the copyright in their theses. A student

will not own intellectual property that he or she generates where the student has entered

into a written agreement binding the student to assign his or her intellectual property to the


Students may not, without the Abu Dhabi Polytechnic's consent, grant rights to intellectual

property inconsistent with those provisions of this section which entitle the Abu Dhabi

Polytechnic to rights in intellectual property generated by students.

Except any ownership of intellectual property in any thesis generated by a student, the Abu

Dhabi Polytechnic asserts and does not waive its rights to the ownership of intellectual

property generated by students:

in the course of employment by the Abu Dhabi Polytechnic, if the students are also staff

(except as provided in the exceptions for ownership of staff intellectual property in this IP

Policy),

where the student is also a staff member and the subject matter of his or her study is also

the work for which the staff member is employed by the Abu Dhabi Polytechnic, in

which case the Abu Dhabi Polytechnic as employer will own any intellectual property the

member of staff creates in his/her course of study (except as provided in the exceptions

for ownership of staff intellectual property in this IP Policy); or

to the extent that the intellectual property incorporates intellectual property owned by the


Students grant the Abu Dhabi Polytechnic a nonexclusive, royalty free, perpetual,

irrevocable, worldwide license (including the right to sublicense) to make available for

consultation, loan, or copying, at the discretion of the Abu Dhabi Polytechnic, any copy

of a thesis subject to any preexisting lawful confidentiality agreement binding the student.

Where a student's supervisor makes a contribution to intellectual property, and the Abu

Dhabi Polytechnic is entitled to ownership of the intellectual property in the supervisor's

contribution, the intellectual property will be owned jointly by the student (who is not a

staff member), and the Abu Dhabi Polytechnic (as the supervisor's employer), as tenants

in common.



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Where a student participates in a research team whose members include staff, and the Abu

Dhabi Polytechnic is entitled to ownership of the intellectual property in the staff's

contribution, the intellectual property arising from or created or developed by the research

team will be owned jointly by the student (who is not a staff member), and the Abu Dhabi

Polytechnic (as the staff’s Employer), as tenants in common, subject to any contract to

which the Abu Dhabi Polytechnic is bound and which has implications for the ownership

of the intellectual property.

The proportions of the intellectual property owned by the student and the Abu Dhabi

Polytechnic respectively as a result of the above sections will be determined by agreement

between the student and the Abu Dhabi Polytechnic; or if the Abu Dhabi Polytechnic gives

30 days-notice to the student and the student and the Abu Dhabi Polytechnic are unable to

agree on the proportions within those 30 days, by the Director.

Where students undertake research that is publicly funded (that is, the research is not fund-

ed by an industry collaborator); and has no commercialization horizon or objective,

Students will own their interest in the intellectual property that they create or develop,

subject to any written agreement or arrangement that the student might enter into with the

Abu Dhabi Polytechnic or another Person concerned.

Where it is proposed that a student participate in research projects which are funded by

industry collaborators; or have commercialization horizons or objectives, the student must,

prior to commencing work on the project, assign their interest in the intellectual property

that they create or develop to the Abu Dhabi Polytechnic. This is necessary to enable the

Abu Dhabi Polytechnic to meet its legal obligations with industry collaborators, and to

commercialize the intellectual property. Students may seek to obtain the assistance of the

Abu Dhabi Polytechnic, through its Director and BOT, to commercialize their intellectual

property, and for this purpose volunteer to assign their intellectual property to the Abu

Dhabi Polytechnic.

If a student is required to assign, or volunteers to assign, his or her intellectual property to

the Abu Dhabi Polytechnic, the terms of the assignment must be in writing and provide

that:



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the student will share in net financial proceeds arising from commercialization by the

Abu Dhabi Polytechnic, if any, with all other joint creators or inventors, and any other

parties whose ownership of intellectual property is governed by any contracts to which

the Abu Dhabi Polytechnic is bound;

the student will retain copyright in the student's thesis;

the student must not be impeded in submitting a thesis for examination and completing

requirements for the award of a degree or other relevant award;

the student will be encouraged to submit academic papers to scholarly journals, subject to

any necessary delays to protect the intellectual property before finalizing of patents;

the student must maintain confidentiality in relation to the project;

the student will obtain independent legal advice in relation to the assignment document; and

if a student is unable to afford legal expenses for that advice, the Abu Dhabi Polytechnic will pay for that advice, up to an amount approved by the Director and will be entitled to make the first call on any income arising from commercialization of that intellectual property for recovery of such payment.

The Abu Dhabi Polytechnic cannot require a student to assign any of his or her intellectual

property in order to qualify for enrolment or to remain enrolled in a course. Students are

free to choose not to engage in research or a project that requires them to assign any

intellectual property. If a student chooses this option, the Abu Dhabi Polytechnic will

endeavor to support the student in developing and undertaking an alternative research

project which is of equal academic merit, which is not funded by an industry collaborator

and is not commercially focused.

If the Abu Dhabi Polytechnic requests a copy of the student intellectual property owned

by or licensed to the Abu Dhabi Polytechnic under this section or intellectual property in

relation to which the Abu Dhabi Polytechnic wishes to assess its rights, the student must

provide a copy to the Abu Dhabi Polytechnic as soon as reasonably possible after the

request. The Abu Dhabi Polytechnic's rights under this section are subject to the students'

moral rights in the student intellectual property.



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8. MORALRIGHTS

The Abu Dhabi Polytechnic acknowledges the moral rights of its staff and students. Where

the Abu Dhabi Polytechnic permits the use of intellectual property created by staff or

students or endeavors to cause the creator's authorship to be clearly and prominently

identified in former staff or students for Abu Dhabi Polytechnic functions, the Abu Dhabi

Polytechnic will use its reasonable accordance with longstanding codes of good academic

practice unless the individual concerned has expressed an alternative form of attribution

that is made known to the Abu Dhabi Polytechnic in writing and agreed to by the officer

of the Abu Dhabi Polytechnic responsible for the implementation of the relevant part of

this IP Policy.

Where the intellectual property is coauthored by two or more individuals, and the co-

authors have entered into a relevant agreement in respect to their moral rights in the work,

the Abu Dhabi Polytechnic will use its reasonable endeavors to respect the arrangements

set out in the agreement according to its terms, provided the Abu Dhabi Polytechnic has

been advised of these terms in writing.

Where changes need to be made to later editions incorporating the intellectual property

and other authors are involved, the Abu Dhabi Polytechnic will use its reasonable

endeavors to cause appropriate forms of attribution to be provided. Before the intellectual

property is used or changed in a way that has not been expressly or by implication

approved by the staff or student or former staff or student concerned, the Abu Dhabi

Polytechnic will use its reasonable endeavors to obtain their approval.

9. THE ABU DHABI POLYTECHNIC'S CONFIDENTIAL INFORMATION

Students, staff and visitors who receive or develop Abu Dhabi Polytechnic confidential

information must, unless expressly otherwise agreed with the Abu Dhabi Polytechnic:

keep all Abu Dhabi Polytechnic confidential information strictly secret and confidential;

not make any use whatsoever of Abu Dhabi Polytechnic confidential information except



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for the purpose for which the Abu Dhabi Polytechnic confidential information is

disclosed to them;

take such steps as are reasonable to preserve the confidentiality and secrecy of the Abu

Dhabi Polytechnic confidential information; and

not make copies or duplicates of the Abu Dhabi Polytechnic confidential information

except to the extent that it is reasonably necessary for the purpose for which the Abu

Dhabi Polytechnic confidential information is disclosed to them; and

not reveal any of the Abu Dhabi Polytechnic confidential information to any person

whatsoever except for those persons who have a need to know the Abu Dhabi

Polytechnic confidential information for the purpose for which the Abu Dhabi

Polytechnic confidential information is disclosed to the student, staff member or Visitor.

The obligations under the above section shall remain in effect indefinitely.

Despite the above, the obligations of confidentiality under this IP Policy do not extend to

information that (whether before or after this IP Policy) becomes effective:

is rightfully known to or in the possession or control of the recipient and not subject to an

obligation of confidentiality on the Person who receives or develops the Abu Dhabi

Polytechnic confidential information;

is public knowledge (otherwise than as a result of a breach of this IP Policy or any other

confidentiality obligations on the Person who receives or develops the Abu Dhabi

Polytechnic confidential information); or the Person who receives or develops the Abu

Dhabi Polytechnic confidential information is required by law to disclose, to the extent

that the law requires it to be disclosed.

10. OBLIGATIONS OF STAFF, STUDENTS AND VISITORS IN RELATION TO INTELLECTUAL PROPERTY

Staff, students and visitors must take reasonable care when developing and dealing with

Abu Dhabi Polytechnic intellectual property to minimize the risk of:



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infringing the intellectual property of other persons;

exposing the Abu Dhabi Polytechnic to any claims from or liability to other persons; and

conflicts between agreements dealing with intellectual property;

do all things reasonably necessary to assist the Abu Dhabi Polytechnic in protecting,

securing, confirming and perfecting its ownership of intellectual property, including

executing any documents and providing assistance to the Abu Dhabi Polytechnic in

obtaining statutory registration of intellectual property in its name where appropriate.

STATUSOF IP POLICY

This IP Policy applies as amended by the BOT from time to time, has effect as an exercise

of the BOT's powers to manage and control the Abu Dhabi Polytechnic’s affairs and

property, and is also incorporated in any contractual terms governing the Abu Dhabi

Polytechnic's relationship with any persons, including but not limited to the conditions of

employment for staff and employees, enrolment for students, and appointment of visitors.

To the extent, if any, that this IP Policy purports to have the effect that a Person grants

rights in respect of or an interest in any intellectual property to the Abu Dhabi Polytechnic,

or the Abu Dhabi Polytechnic grants rights in respect of or an interest in any intellectual

property to a Person, the grant will be deemed to have been made in writing signed by the

grantor. Part or all of any provision of this IP Policy that is illegal or unenforceable may

be severed from this policy and the remaining provisions of this policy continue in force.

All intellectual property created by staff, students and visitors on or prior to the date on

which this IP Policy is approved by the BOT, is intellectual property governed by the terms

of the Abu Dhabi Polytechnic’s intellectual property policy in force at that time.

Unless the intellectual property has been assigned or otherwise dealt with by the Abu

Dhabi Polytechnic, a creator may, by notice in writing to the Director, apply for this IP

Policy, in lieu of any previous intellectual property regime, to apply to the intellectual

property created by that creator prior to the date referred to above. Any assignment by the

Abu Dhabi Polytechnic will only take place if agreement is reached between the Director

and the creator and upon such terms as are agreed in writing between them.



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ReviewofIPPolicy

This IP Policy will be reviewed by BOT five years from the date on which the IP Policy

was approved or at such earlier date as BOT may from time to time decide.

DISPUTE RESOLUTION

The resolution of disputes under this Policy is to be dealt with quickly and fairly. The

intent of this clause is to resolve any matters in dispute through mediation rather than legal

proceedings.

Where a staff member, student, contractor or visitor involved in the creation, development

or ownership of intellectual property disputes ownership and rights under this policy this

is to be raised, in the first instance, with the Abu Dhabi Polytechnic Director.

If the dispute cannot be resolved by the Abu Dhabi Polytechnic Director or the matter(s)

is not resolved within 14 days, the dispute will be referred to the Managing Director. The

Director, or his/her nominated Officer, will attempt to resolve the dispute by mediation or

appoint an independent expert in the area of Intellectual Property to investigate the matters

in dispute and recommend a resolution to the Managing Director. The Managing Director

will then make a determination within 30 days.

Failing resolution, within a further 14 days, either party may commence legal proceedings

to resolve the dispute.

All matters associated with the resolution of disputes under this clause will be held

confidential.

COPYRIGHT

Copyright issues are increasingly relevant and important to members of the academic com-

munity. Copyright laws affect not only the protection of the Abu Dhabi Polytechnic’s work

but also the ways in which the works of others are used in teaching, learning, and research



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or in the production of new works. They also implicate the Abu Dhabi Polytechnic itself

when members of the community use the Abu Dhabi Polytechnic’s networks to carry out

illegal activities. Abu Dhabi Polytechnic ’s resources may not be used to violate copyright,

and the Abu Dhabi Polytechnic has developed copyright guidelines and other important

materials about peer to peer file sharing (including potentially illegal sharing of music,

movies, software, and other media), as well as information about the Digital Millennium

Copyright Act (DMCA) and other relevant topics.

FelonyorMisdemeanorConvictions

If an employee is convicted of a felony or misdemeanor while employed by Abu Dhabi

Polytechnic, the employee must notify his or her supervisor immediately following the

conviction. Moreover, Abu Dhabi Polytechnic may terminate the employee as a result of

the conviction or for failure to provide notice of the conviction.

Gratuities

Abu Dhabi Polytechnic policy mandates that employees must refuse personal gifts or

gratuities in connection with the procurement function. The Purchasing and Contracts staff

may not accept personal gifts or gratuities from any current or potential supplier of goods

or services.

In addition, employees may not accept gifts, tips, or gratuities from students, families of

students, patients, or families of patients.

MediaContacts

Employees may not comment on Abu Dhabi Polytechnic business to representatives of the

press (radio, television, print, online, or other media) without authorization from the

appropriate Abu Dhabi Polytechnic public relations office or the appropriate supervisor.

Inquiries from campus media must be referred to the appropriate department head or higher

level of management. Employees may not represent themselves as spokesperson for the

Abu Dhabi Polytechnic unless authorized to do so.



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FACULTY/STAFF‐INITIATEDABU DHABI POLYTECHNIC PROCEDURES

Objective

This section of the Faculty/Staff Handbook contains procedures developed by faculty/staff

mainly at their regular faculty and staff meetings and approved by senior management.

These procedures address operational issues rather than general institute level policies that

may require high-level institutional approval before becoming official policy. Therefore,

these procedures are subject to change and this section of the Handbook is expected to be

discussed and updated frequently.

AcademicAdvisers

For the Academic Year 2011, a 15:1 student to adviser ratio is needed to cover all of the

students. Students are assigned their academic adviser at the start of their enrollment at

Abu Dhabi Polytechnic (typically Programme specific faculty will be matched with

students from their Programme) and this relationship should be at least a one year.

Afterwards, either the student or the adviser may request a change.

The following is guidance for academic advisers:

Sense if the student’s issues are academic, personal, or financial and guide and refer to the right officers.

Provide advice and guidance.

Act as the student’s advocate to bring up issues to senior management. This will also dissuade students to go directly to senior management.

Act as the students’ advocate to bring up issues to senior management. This will also dissuade students to go directly to senior management.

If students have issues with their academics, they may be referred, by their instructors, to the advisor. For example, if the student is weak in Maths, find out why they are weak in Maths. Find out why failing before they fail and help them to pass.



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ClassRoomProcedures

AttendanceandstartingandendingtimeofclassClass durations for lecture, tutorials, and laboratories are fixed by the catalog and cannot

be changed without going through the Academic Affairs Committee and officially

changing the catalog.

Many student sections will have classes that are back-to-back. All classes should start at

their scheduled time. Students arriving 5 minutes after the start of the class will be marked

“Late.” Students arriving 10 minutes after the start of class will be marked “Absent.”

Attendance should be taken by the instructor in all lectures, laboratories, and supervised

tutorials.

The instructor should provide the names of late and absent students to the Head of

Programme by the end of the week. The Head of Programme provides an electronic list

per course per section to the Registrar’s Office at the beginning of the following week.

For those students who have an excused absence, it is the responsibility of the student (not

the instructor) to get their absence excused through the Student Services Office. It is not

the responsibility of the instructor to follow up or review any documentation. The student

must abide by the requirements of the Student Services Office.

The Student Services Office established the method for calculating absences. This method

is based on 15% of contact hours (not 15% of classes) as the criteria.

Each hour of a class constitutes 50 minutes of contact time. For example, classes that are

scheduled for one hour shall last 50 minutes of contact time. Classes that are scheduled for

1.5 hours shall last 1:15 minutes. Classes that are scheduled for 2 hours shall last 1 hour

and 40 minutes.

It is recommended to not give a break in the middle of a two-hour class as experience has

shown students return later than their allotted time.



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InstructorAbsencesInstructors who know in advance that they cannot attend a class should inform the Head

of Programme and arrange an agreed upon substitute (likely an instructor from another

section) or guest speaker Instructors who are running late or who have a last minute

absence should call and arrange a substitute with the following personnel from highest

priority to lowest: Head of Programme, other section instructors, division head, teaching

assistances/laboratory engineers, Student Services Office. (Therefore, instructors should

have all of the contact information for these individuals readily accessible.)

The last recourse if a colleague cannot be reached is to let the Student Services Office

know and if they cannot find a substitute, to inform the students that the class is cancelled

and may need to be rescheduled.

BreaksStudents requesting to take a break such as to use the toilet may be granted leave by the

instructor unless the instructor feels that the student does not have a serious reason and is

taking advantage of the policy. Students have ample time between classes to make prayer

times, so they should not need to take a break from class for prayer.

LecturesandTutorialsLectures should be scheduled early in the week and tutorials should be about two days

later, for example a lecture on Sunday should have their tutorial on Tuesday.

In general, and particularly for Mathematics and Sciences courses, the instructor during

lecture should not be the instructor during tutorial. The instructor during lecture may give

optional recitations prior to major examinations.

ClassHomeworkAs students take up to 6 courses a quarter, it is requested that instructors limit the length

of homework to no more than 2 hours a week which could be completed during tutorial.

AtRiskStudentsInstructors of students who are performing poorly in a class and run the risk of failing the

class should provide the names and situations of the students to their academic advisers.

The academic adviser should play the role of the student’s advocate and meet with the



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student and delicately assess and propose ways for the student to improve their

performance

StudentMisconduct

CheatingMobile phones and exchanging calculators could be used for cheating. All mobile phones

must be off, silent, or away of the reach of the students. Students may not share calculators.

Invigilators at examinations must monitor constantly.

ProcedureforIncidentReports1. Incident report goes to Faculty Adviser for individual discussion with

student.

2. If warranted, incident report goes to the student’s Programme head

for investigation.

3. If warranted, incident report and investigation goes to the Academic

Affairs Commit tee which may convene an Academic Review Board

if deemed grounds for removal

CourseAssessmentFiles

Hard copies of each Course Assessment File (CAF) will be located in the Administration

Office.

Hardcopy documentation of assessments (even if computer-based assessment) such as

sample homework must be kept in the CAF. At a minimum, the best, average, and lowest

assessment should be on file.

The grade sheet from the CAF (thus, one sheet for each section for each course) is to be

turned into the Senior Officer of the Registrar’s Office by the day after the last day of the

quarter. So if there are six courses and five sections, the Registrar’s Office should receive

30 grade sheets.



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General exams such as midterms and finals may be curved using the entire student popula-

tion taking the exam provided that the same exam was administered on the same day at the

same time to a group of students numbering 50 or more. Faculty may also determine

threshold values when assessing grades. There is no quota on A’s or F’s.



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ABUDHABIPOLYTECHNICHUMANRESOURCESPOLICIES

Abu Dhabi Polytechnic adopts the general policies of the Institute of Applied Technology.

The Institute of Applied Technology realizes that human resources constitute its success

in achieving the desired objectives. It is essential therefore to formulate, develop, and

maintain a comprehensive and coherent set of Human Resources Policies that will assist

in attracting, retaining, and motivating employees. Towards this end, the IAT has carefully

prepared the Human Resources Policy Manual. Policies appropriate for Abu Dhabi

Polytechnic and relevant to its faculty/staff are provided below.

APPOINTMENTS

The purpose of the policy on appointments to Abu Dhabi Polytechnic is to ensure that only

persons who meet the required standards of educational and experience are appointed. In

addition to this, appointees will understand and adopt the vision of Abu Dhabi Polytechnic

and will constantly strive for higher levels of achievement for both themselves and Abu

Dhabi Polytechnic. The policy will ensure that all applicants and employees are treated in

a fair, consistent and transparent manner.

ClassificationofPositionsandAppointmentApprovals Employees in E grades

o Employees in grade E1 are appointed by the IAT Board of Trustees. Appointment

regulations and remuneration for this position are determined by the Chairman.

o Employees in E2 grade are appointed by a Resolution of the IAT Board of Trustees

upon the Managing Director’s recommendation. Appointment, regulations, and

remuneration of these employees will be determined by the Chairman.

Employees in T1 to T5 and M1 to M4 grades

o These employees are appointed by the IAT Managing Director. They shall have

appropriate proven academic and professional qualifications, training, and

experience as defined in approved job descriptions. They will also have satisfactory



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references from prior employers.

Employees in grades M5 to G2 and below

o These employees are appointed by the Senior Manager of Support Services.

Appointment of employees to all grades should be routed through the Line

Manager concerned and the IAT Human Resources Committee prior to approval

by the concerned party.

Consultants and Advisors

o Consultants and advisors are appointed on special contracts by a resolution of the

IAT Board of Trustees. The contract shall set out specific conditions of

appointment, including details of remuneration.

ConditionsofAppointment

The employee will have the appropriate skills, experience, and qualifications for the

position.

Wherever possible, preference will be given to UAE national applicants who meet the

required criteria.

The candidate will have a record of good performance and conduct from any previous

employment.

Instructors and Teaching Assistants should provide transcripts to support claims of

educational attainment. All other staff should supply transcripts of attested certifi-

cates.

Candidates and current employees must not commit any fraud; cheating; falsification

of documents, experience, or personal data; or, withhold information that might have

influenced the decision on employment or contract agreement.

Decisions on appointment or extension of service will be at the discretion of the IAT

Managing Director.

AgeLimitation

The minimum hiring age of employees is 18 years and the maximum is 60.



Document No: 70


In specific instances a decision to appoint a candidate or extend an appointment past 60

years of age of service can be recommended by Line Managers and approved by the IAT

Board of Trustees.

Internal/ExternalSearch

Prior to placing any recruitment advertisements externally, the Human Resources office

will:

Ensure that Managers/Heads have given serious consideration to candidates within Abu

Dhabi Polytechnic to fill vacancies by transfers or promotion.

Reviewed former employees of Abu Dhabi Polytechnic recommended by the

Managers/Heads concerned and the Human Resources office, and approved by the IAT

Managing Director, provided that they meet the position requirements and their previous

performance was of an exemplary standard.

ExternalSearch

Where no suitable candidates are available within Abu Dhabi Polytechnic, the Human

Resources office will offer the position to external applicants through advertisement on

the Abu Dhabi Polytechnic website, advertisements in newspapers, specialist journals and

online recruitment sites and for specific hard to fill or specialist positions, recruitment

agencies.

Confirmationofappropriateness

It is the policy of Abu Dhabi Polytechnic to verify the validity of all claimed qualification

and experience of potential candidates and confirm statements made within the application

or at the interview either through requests for official educational transcripts or requests

of awarding bodies and written or verbal references from prior employers. These

confirmatory processes will be done prior to employment and in specific instances may be

carried out during employment.

Should it be proven that false information is given either at application or interview stage



Document No: 71


or unsatisfactory references are received then no offer of employment can be made.

If false information given at application or interview stage is identified during

employment, then disciplinary proceedings will be instigated which could result in

summary dismissal without notice.

Appointments can only be confirmed following receipt of security clearance.

All recommendations to appoint will be confirmed by the IAT Managing Director.

Nepotism

Individuals involved in the supervision or the hiring process should protect themselves

from any perception of favoritism or conflict of interest whether actual or imaginary. To

avoid such allegations employees should:

Declare all potential conflict of interest to their immediate supervisor.

Must remove themselves from any hiring process which may involve the recruitment of a

family member or close acquaintance.

That no family member will report one to the other.

Family members of employees at management level will not be employed within the

same directorate, and only in exceptional circumstances may an appointment be made

elsewhere in Abu Dhabi Polytechnic. The appointments of family members of employees

at management level require IAT Board of Trustee approval.

ProbationaryPeriods

Employees appointed to any position within Abu Dhabi Polytechnic will be required to

undertake a probationary period as determined by their contract type:

New teaching staff will undergo a probationary period that extends over two teaching

quarters. New teaching staff who commence employment after the start of a quarter will

undergo six months’ probation from the first day of employment.



Document No: 72


Senior Administration (T1, T2, M1, M2, M3, and M4) will undergo three months pro-

bationary period from the start date of their contract.

Grades T5, M5 to M7 and G1 and G2 will undertake a two month probationary period

from the start date of their contract.

The probationary period is to enable both the employee and Abu Dhabi Polytechnic to

evaluate each other during this period and allow new employee to understand the

organization and its performance standards. New employees will be provided with

guidance and support during the probationary period and continuous performance

evaluation will be conducted during this time.

A full probationary evaluation will take place towards the end of this period and

established employment will be confirmed or denied without prejudice. Where the

performance is deemed as not quite meeting the required level, the probationary period

may be extended to enable the candidate to develop within the role. If the performance

still does not meet the requirement following the extended period of probation then the

employment will be terminated.

During the probation period employees are not entitled to the following benefits until the

probation period has been successfully completed:

Extended periods of vacation of more than five days, unless in a teaching grade and the

probation extends over the quarter break.

Vacation ticket allowance. Entitlement to claim this benefit will only be effective after

six months of continuous employment.

If the employer or employee chooses to discontinue the employment during the probation-

ary period, each will be required to give the other party notice of termination of

employment as follows:

ContractCategories



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RegularEmployees:Regular Employees are described as a fulltime employee, filling an established position in

the Organizational Chart and holding an employment contract of 1-to- 3 years. The terms

and conditions of employment are determined by Abu Dhabi Polytechnic and the

employee acknowledges and operates within the scope of the Abu Dhabi Polytechnic

contract offer, Abu Dhabi Polytechnic Job description and Abu Dhabi Polytechnic policies

and procedures.

TemporaryEmployees:Temporary employees will be employed on a fixed term basis to fulfill specific

employment needs. A temporary employee’s appointment is made on the recommendation

of a line manager and the budget controller and approved by the IAT Managing Director.

Temporary employees submit timesheets and are paid at the end of each month on an

hourly basis. For temporary teaching staff a teaching period is considered an hour.

Temporary employees should show that they have the educational qualifications and

experience to meet the requirement of the job and are entitled to work within the UAE.

Whilst in the employ of Abu Dhabi Polytechnic, temporary employees operate within the

scope of their temporary contract, the relevant job description, and the Abu Dhabi

Polytechnic policies and procedures.

In specific circumstances a temporary employee may be employed on a fixed term contract

of not more than one year, to fulfill a specific job role with predefined working hours and

remuneration. In these instances the employee will receive payment on a monthly basis

into their nominated bank account, without the requirement to submit timesheets.

No benefits or vacations will be payable to any fixed term temporary employees unless

specifically mentioned in the offer letter. Abu Dhabi Polytechnic will not sponsor any

temporary employee.

All temporary employees must show evidence of permission to be employed both on their

residency visa and on submission of a No Objection Letter from their sponsor.

ConsultancyContractEmployeesPersonnel who are employed directly or through specialist contracting companies to



Document No: 74


provide specific services will work under the terms of a Consultancy contract which will

be drawn up on an individual basis to service the needs of the contractor and Abu Dhabi

Polytechnic. Payment for these services are generally on an achievement basis and do not

include any benefits.

SecondedEmployeesShould an employee of another organization be seconded to work for Abu Dhabi

Polytechnic for a specified period of time, the Terms and Conditions of service applicable

to such employees in terms of work requirement, reporting structures, duration, and

compensation will normally be according to an agreement with the parent organization.

Such employees will return to their parent organizations on completion of their assignment

with Abu Dhabi Polytechnic. In specific circumstances Abu Dhabi Polytechnic will make

agreed payments to the secondee to cover incidental expenses incurred as a result of the

secondment and which are not paid by the parent organization.

VolunteersVolunteers are members of the community who give their services to Abu Dhabi

Polytechnic with no expectation of remuneration. Their qualifications will vary depending

on the area of contribution; however, it is mandatory that all volunteers are proficient in

English and that they are over the age of 18 years. Volunteers will work under the direction

of the appropriate Manager/Head. Volunteers will not take the place of a classroom

instructor or teaching assistant (i.e. no substitution) or be fully responsible for any part of

a class. Volunteers must not supervise or become involved in any type of assessment or

evaluation. The volunteer waives Abu Dhabi Polytechnic from all liability in the event of

an accident to person or property and agrees to abide by the confidentiality of information

relevant to Abu Dhabi Polytechnic. Volunteer recognition is at the discretion of the

Managing Director.

EMPLOYMENT CONTRACT – REGULAR EMPLOYEES

Regular employees will normally be for three years with an adjustment where necessary

for the end of an academic year. Employees will generally be informed three months in

advance of a contract end and whether Abu Dhabi Polytechnic intends to renew the



Document No: 75


contract.

PROMOTION

A regular contract employee may be promoted to one grade above their current grade based

on merit as recommended by their line manager and after successfully completing one year

of service. (See Application forms in Appendix B)

A regular contract employee may be promoted following successful application to be ap-

pointed to a vacant position at one grade higher than their current position.

Where the employee applies for appointment to a vacant position at a grade above their

current position, the employee should apply through the normal recruitment process. Prior

to application the employee should seek approval from their direct line manager for the

application and they should complete a Transfer/Promotion request form. This should be

forwarded to the recruitment section along with the relevant application for the vacancy.

The application will be considered along with all internal and external applicants and, if

following screening and interview a suitable internal candidate is identified, then a new

contract based on the terms and conditions of the new grade will be prepared. Any End of

Service benefits accrued under the old contract will be paid and the accrual year will start

from the date of the new contract.

ChangeofGrade

Changes of grade may result from necessary organizational restructure and where the alter-

native to re-grading would be termination of employment. Changes of grade may also be

recommended following performance review where an employee is not performing at their

current grade and has not responded sufficiently to remedial action. In these instances Abu

Dhabi Polytechnic may reassign an employee who is not able to demonstrate satisfactory

performance in the role that they had been assigned.

Recommendation for position reassignment must be submitted by the Manager/Head to

the Human Resources office for approval and will receive final approval from the IAT



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Managing Director.

Reassignment can only be made to vacant positions and to jobs that the employee is quali-

fied to undertake.

If the reassignment is approved a new contract will be drawn up describing the terms and

conditions at the new grade and the employee’s salary will be adjusted to that of the new

pay grade payable from the date of reassignment.

An End of Service payment will be made starting from the date of hire or in the event of

prior payout, the date of the current employment term the calculations are based on the

pre�reassignment salary.

If a reassigned employee is required to move to new housing, Abu Dhabi Polytechnic will

give an allowance towards the cost of the relocation. Affected employees should complete

the Reimbursement of Relocation Costs Form and submit it to the Human Resources office

for approval and processing.

Organizational Structure Change

In certain circumstances it may be necessary to make changes to the organizational struc-

ture to align it to the operational needs of Abu Dhabi Polytechnic. In these instances

redundancy or reclassification of jobs to higher or lower grades may be required.

All documentation for the positions that are to be reclassified including a job description

describing the new role, an organization chart describing the reorganization, a budget for

the change and an explanation of the necessary change will be forwarded to the IAT Board

of Trustees for review and approval. The IAT Board of Trustees will issue a relevant

directive describing the reorganization and the application of the change.

In these instances all affected positions (including those that have an incumbent) will be

advertised for recruitment. All affected staff will be eligible to apply for the reclassified

positions if they have the relevant qualifications and experience for the reclassified

position. If, due to reclassification there are fewer jobs available, unsuccessful employees

may be made redundant.



Document No: 77


Re‐Employment

Employees who leave Abu Dhabi Polytechnic and apply to return within one year of

resignation will only be considered for reemployment if they left Abu Dhabi Polytechnic

in good standing and for valid reasons. Application for reappointment will be considered

by the Human Resources office and approved by the IAT Managing Director. Reemployed

staff members will have salary assessments made on current scales. Standard recruitment

entitlements would be available to re-employ staff.

LEGAL DOCUMENTATION ANDVISA REQUIREMENTS

The purpose of the policy on Legal Documentation and Visa Requirements is to define

responsibilities and costs incurable with regard to any legal documentation or visas

required by an employee to enable employment with Abu Dhabi Polytechnic.

Abu Dhabi Polytechnic has a legal responsibility to ensure that all staff employed within

the institution is entitled to do so whether this is though attainment of the required level of

education and experience and/or by legal permission to reside and take up employment

within the UAE as granted by the Ministry of Interior.

UAEEntryVisaandLegalDocumentation

All potential employees to Abu Dhabi Polytechnic are required to submit documents and

images which are submitted to the Immigration and Naturalization department for pre--

employment legal formalities, this must occur before a formal offer of employment can be

made. Any interim offer given to a potential employee is made on the understanding that

if their submitted documents are not approved for employment then Abu Dhabi

Polytechnic must withdraw the offer.

All new employees recruited from outside the UAE are required to enter the country on an

Employment visa. This visa is obtained by Abu Dhabi Polytechnic and deposited at the

entry point (usually the arrival airport) where it is collected by the new arrival from the

visa collection point.



Document No: 78


If an employee intends to travel with his/her spouse and family then it is the new employ-

ee’s responsibility to check any visa requirements for the family before travel. If a visit

visa is required for any family member to enter the UAE then Abu Dhabi Polytechnic will

obtain the visit visa.

Many things within the UAE are dependent on having residency status such as taking a

loan, buying a car, getting a driving license etc. Therefore within the first week of arrival

the Public Relations Officer will ensure employees undergo the necessary formalities to

transfer the Employment visa to a Residency visa. On securing the Residency visa an

employee will be able to sponsor their dependents.

Expat employees recruited from within the UAE who have accepted an offer of

employment with Abu Dhabi Polytechnic will be required to:

Cancel their residency visa sponsorship with a prior employer prior to taking up Abu

Dhabi Polytechnic employment and taking sponsorship from Abu Dhabi Polytechnic.

Transfer their residency visa from their previous employer to Abu Dhabi Polytechnic.

Where an employee’s residency is sponsored on the visa of a parent or spouse then the

recruit should obtain a Letter of No Objection from their sponsor to enable them to take

up the offer of employment.

NewEmployees–OverseasHire

Abu Dhabi Polytechnic will cover the costs of employment visas, visit visas, residency

visas, transfers and required medicals for new recruits, spouse and up to three dependent

children who will reside with them in the UAE. This also applies to family members who

may relocate to UAE at a later stage. (The definition of dependent children for visa

sponsorship purposes are male or female children related by birth or legal adoption from

birth to not more than 18 years. In the case of unmarried females, from birth until full time

employment or marriage. Unemployed and or divorced females who return to the family

may be regarded as dependents for the purpose of visas.)



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NewEmployees–LocalHires(ex.Pat)

Abu Dhabi Polytechnic will cover the costs of medical and visa costs incurred in visa

sponsorship transfer for employee, spouse, and up to three dependent children. In

exceptional cases where visa cancellation and exit of the UAE is required prior to taking

up employment, the medical expenses and visa costs will be paid by Abu Dhabi

Polytechnic.

Any visit visa extensions or fines payable as a result of delays in visa processing will be

payable by the party incurring the delay. Any costs arising from documents requiring

translation to enable visa application will be borne by the new employee.

It is the responsibility of new recruits to ensure that all evidence of educational attainment,

i.e. degree certificates, are attested in the country which they were awarded and the cost

of the attestation is borne by the new employee.

It is the responsibility of recruits where required, to submit original transcripts from the

awarding authority to validate claims of educational attainment and they bear any costs

incurred.

To enable any benefit claim for spouse and children, new recruits should ensure that copies

of original marriage and birth certificates for applicable dependents are attested in the

country in which they were generated. The new recruit will bear the costs of the

attestations.

CurrentEmployees

Abu Dhabi Polytechnic will bear the costs of medicals and residency visa renewal for

employee, spouse, and up to three dependent children. Abu Dhabi Polytechnic will initiate

the visa renewal process for employees. Staff will be responsible for ensuring that the visa

renewal process is initiated for sponsored dependents in collaboration with the Public

Relations office.

Employees will be responsible for securing permits and visas for other family members or

domestic employees.



Document No: 80


VisaCancellation

Abu Dhabi Polytechnic will be responsible for all costs related to cancellation of residency

visa at the end of employment for staff and sponsored family members. Should a member

of family repatriate earlier than the employee then Abu Dhabi Polytechnic will pay for the

cancellation for the visa.

Any staff member who leaves the employment of Abu Dhabi Polytechnic or their

sponsored dependent who departs the UAE without visa cancellation will be declared as

absconded.

EmiratesIdentityCard

Employees are responsible for obtaining, renewing, and costs related to Emirates Identity

card for themselves and their dependents.

Competencies,EvaluationandTraining

Job Descriptions are developed at the time of appointment to describe the core require-

ments of the job role and the competencies required for an employee to perform that role.

These are reviewed annually at the time of performance review and amended as required.

Utilizing the annual strategic goals of Abu Dhabi Polytechnic and the content of the job

description, annual goals of achievement will be developed for each member of staff; each

of these goals will ultimately feed into Abu Dhabi Polytechnic’s strategic objectives.

The annual goals will be achievable and measurable. Where training is required, this will

be identified at the outset and a training plan will be developed to ensure goals are met.

All staff will receive regular update meetings to review continued appropriateness of set

goals and to evaluate progress in achievement of goals.

Where appropriate, a team or departmental goal or goals will be set and individual goals

will feed into the team/departmental objectives and ultimately Abu Dhabi Polytechnic’s

objectives. Where this is the case, regular team briefings will take place to ensure that both

individually and team/department goals are being evaluated for continued appropriateness



Document No: 81


and are being met. Where appropriate both team and individual achievement will be

evaluated.

Personal performance evaluation is to be regarded as confidential.

Performance evaluation meetings are to be pre‐arranged with both parties having all

documentation and information relating to the evaluation prior to the meeting.

Evaluation meetings should not be confrontational. They should be an opportunity to

discuss performance on the basis of achievement, what has helped or hindered

achievement, and what future plans are.

Disciplinary or grievance issues must not be discussed during an evaluation meeting.

Documentation of the content of the evaluation meeting should be made on Abu Dhabi

Polytechnic approved Performance Evaluation forms which should be signed and dated by

both parties. Both the interviewer and interviewee may comment on the content of the

document. Members of staff may keep a copy of their own personal evaluation for record

and review. Original performance review documents should be forwarded under

confidential cover to the Human Resources office where it will be filed in the employee’s

personnel file. The Human Resources office will conduct random audits on the

performance evaluation documents to ensure fairness and accuracy. Both line managers

and employees should recognize that the performance evaluation does not stop once the

annual review has concluded. Performance evaluation should be a continuous process of

plan review do.

Salaries,AllowancesandBenefits

Salaries will be paid monthly in arrears to a UAE bank account nominated by the

employee.

IncrementsAll regular, established employees will receive an annual increment to basic salary as de-

scribed within the approved salary scales, to provide for any ongoing increases related to

economic adjustments, unless otherwise determined through poor performance evaluation.



Document No: 82


Employees who reach the top of their incremental scale will receive a onetime payment of

4% of annual salary per year, payable as per their contract anniversary date.

IncrementonattainmentofadditionalqualificationsAbu Dhabi Polytechnic recognizes the importance of employee professional development

and the benefit this brings to the workplace.

If an employee receives an additional qualification at master’s or doctorate level from a

recognized educational institution which is relevant to their field of work, then the

employee may apply to the Human Resources office for recognition of the additional

qualification and award of one additional incremental step on the relevant salary scale.

Application should be made in writing with the attachment of original transcript.

Rewards

Regular established employees may be eligible for monetary or non�monetary rewards

based on measured and consistent excellent performance and in accordance with

guidelines approved by the IAT Managing Director. Where designated, monetary rewards

will be paid as a merit bonus and will be a onetime payment per academic year. Candidates

for merit bonus payments will be reviewed and approved by the IAT Board of Trustees.

Staff receiving a merit bonus in one year will not be excluded from competition in

subsequent years.

ActingAppointment

An Abu Dhabi Polytechnic employee may be assigned to undertake the responsibilities of

a position of higher level in an acting capacity. The ‘acting’ position maybe vacant or the

current incumbent unable to perform the duties of the position for various reasons, e.g.

secondment, sickness, or maternity leave. Nomination of an employee to undertake an

acting duty should be initiated by the respective line manager and approved by the IAT

Managing Director.

The acting duties may or may not be in addition to regular duties. The assignment of acting

appointment status shall only be to one position for a specified period which should not



Document No: 83


normally exceed one year or until the vacant position is filled whichever is earlier

The acting employee will receive a monetary acting allowance for the full period of the

acting appointment that is 15% of the basic salary of the higher ‘acting’ position.

Additionalduties/overtime

As specified in the individual contract of employment, certain employees may receive

financial compensation for the completion of pre-approved additional duties/overtime. The

additional duties/overtime payments will be payable to a maximum of one month’s salary

in every academic year, specific to the grade and pre-approved by the IAT Managing

Director.

Payments of additional duties may be made periodically or in total at the end of a specified

period of additional duty. The payment rates for additional duties will be reviewed and

approved by the IAT Board of Trustees.

Assignmentwhilstonleave

All members of staff should endeavor to utilize all vacation leave entitlement as mentioned

in their contract of employment; however, there may be occasions where it may be neces-

sary to undertake a work related assignment while on vacation. In these instances preap-

proval must be sought from the IAT Managing Director before the commencement of the

assignment. The pre�approval should document the type of assignment, the reason for the

assignment, its anticipated duration and its anticipated outcome. The approval should be

sought not less than one month prior to the commencement of the assignment.

If approval is given for the employee to undertake the assignment, they should keep a

documentary record of time spent on the assignment which should be countersigned by

their line manager and project leader at the end of the assignment. This should be

forwarded with an End of Assignment Report to the IAT Managing Director to authorize

payment. Retrospective applications for approval will not be entertained. Emergency

requests should be made to the IAT Managing Director prior to any work being

undertaken.



Document No: 84


VACATION ANDLEAVE

Annualleave/vacation

Annual leave/vacation entitlement is determined by grade and following a directive from

the IAT Managing Director after approval from the IAT Board of Trustees.

For teaching staff teaching days and non-teaching days will be determined by the academic

calendar. Nonteaching days will, on average, amount to 40 days annually. Vacation days

cannot not be taken at any other time than the officially notified semester breaks. Teaching

staff vacation will accrue at a rate of 3.33 days per month, the accrual year will align with

date of commencement of employment.

Non�teaching staff will accrue vacation at a rate of 2.5 days per month to a maximum of

30 days per year. Nonteaching staff should ensure that any vacation request does not

conflict with the needs of the organization. Vacation requests should be made to the line

manager and should not conflict with the requirements of the academic calendar.

The vacation accrual cycle will commence on the first day of employment (the contract

start date) through to the completion of one year of service. The contract start date is used

as the annual start date for the accrual cycle.

New contracts issued due to position modification either to a higher or lower grade will

start a new accrual cycle.

Contract modifications which do not affect the current employee grade will not result in

any change to the leave accrual cycle.

There is no provision for the carry-over of leave from one year to the next. In exceptional

cases there may be a provision for buy back of unused vacation, but this should not be

regarded as a norm and every effort must be made to take the full benefit of annual leave

within the year of accrual. An official case for buy back should be made to the line manager

who would add supporting evidence and present it to the Director of Support Services for

consideration by the IAT Board of Trustees.

Where an employee resigns and has taken more leave than accrued, then the value of that



Document No: 85


leave will be deducted from any End of Service settlement.

Where an employee resigns and has not taken all current accrued leave then this will be

paid as part of the End of Service settlement.

Approvedunpaidleave

In exceptional circumstances the IAT Managing Director may approve leave without pay

for a maximum of 30 days. Employees should apply in writing by completing a Leave

Request form and provide supporting documentation.

Medicalescortunpaidleave

From time to time there may be a requirement for UAE staff members to request unpaid

leave to escort a close family member for medical treatment abroad. In these circumstances

the employee should complete the vacation request form and attach documentary evidence

from the appropriate government department to show that the employee is required to es-

cort the patient. The duration of the required leave should be clearly stipulated. Permission

to take Medical Escort leave is granted at the discretion of the IAT Managing Director.

Studyleave

UAE National employees who have completed at least one regular contract and who are

studying on a part time basis for a recognized qualification may be given permission to

attend classes providing that this does not conflict with working hours. Evidence of

enrolment and class timings should be provided along with a Leave Request form.

Examinationleave

UAE National employees who are enrolled in recognized degree Programmes at

authorized educational institutions are entitled to paid leave to prepare for and take any

required examinations.

To be considered for such leave the employee should complete the Leave Request form

and attach an official examination date proof at minimum of 15 days in advance of the

examination. The application will be reviewed by the IAT Managing Director who will



Document No: 86


approve the appropriate number of days depending whether the examination is to be taken

in the UAE or overseas.

Sickleave

The approved procedures for notification of sick leave must be observed before any pay-

ments are made.

Sick leave is applicable for personal illness and injury only.

Regular employees are entitled to noncumulative sick leave at the rate of 15 working days

full pay per contract year followed by an additional 30 working days at half pay per each

contract year and finally 30 working days unpaid.

Sickness must be reported to the line manager within one hour of the normal start duty

time. Absences of more than two days should be supported by a medical doctors’ sickness

certificate from an authorized medical establishment.

If due to a prolonged period of illness and on the exhaustion of all sick and vacation leave

an employee remains unfit to return to work then the employment contract can be termi-

nated on the grounds of unfitness.

If an employee falls sick during their annual leave and is hospitalized, such sickness is

considered as sick leave and the annual leave is extended by the number of days of

hospitalization. Such hospitalization must be duly certified and approved by Abu Dhabi

Polytechnic management. Application for change of vacation leave to sick leave should be

made on the Leave Request form and should be accompanied by certified documentary

evidence from the appropriate hospital.

Sickness absences will be monitored within the Human Resources office. Employees who

record frequent sickness absences of not more than two days which are not supported by

a medical certificate will be required to attend a Human Resources meeting to ascertain

the problem. The meeting may result in a request for a medical evaluation at a medical

facility nominated by Abu Dhabi Polytechnic. Abuse of the system will be dealt with under

disciplinary policy.



Document No: 87


Industrialinjury,sickness

Regular employees who incur a proven employment injury or an occupational disease

while in the employment of Abu Dhabi Polytechnic and which prevents the employee from

carrying out their work, will be entitled to full pay throughout the period of treatment up

to a period of six months. The employee will be entitled to half pay for a further period of

six months or until they have fully recovered or the disability is confirmed, whichever

comes first. The costs of treatment and compensation (if applicable) will be in accordance

with UAE Laws, the National Health Insurance Scheme and most appropriate practices.

Workmen’scompensation

Abu Dhabi Polytechnic has a Workman’s Compensation Insurance Policy to protect Abu

Dhabi Polytechnic against third party liability claims. The insurance policy provides

compensation for death and disability and covers medical expenses for work related illness

or injury. All claims for payments for work related illness or injury should be made in

writing to the IAT Managing Director accompanied by appropriate supporting evidence.

Specialleave/emergencyleave/compassionateleave

Regular employees can apply for a noncumulative period of five working days paid leave

in each contract year to deal with specific unforeseen eventualities that may occur within

the family. Such instances will be confined to:

A Life threatening illness or death of:

o A spouse o A parent, by birth, adoption or step o A son or daughter by birth, adoption or step o (b) And death of: o A mother or father in law

o A sibling

Life threatening illness is classified as an accident or illness which results in hospital inten-

sive/critical care treatment with life being at imminent risk. The leave will only be

approved for payment by the IAT Managing Director on receipt of the appropriate leave

request and supporting documentation, e.g. death or medical certificate.



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The five working days special leave are separate to vacation leave.

The five working days special leave include any days required for travel.

In exceptional cases, special leave without pay may be granted on application to the IAT

Managing Director using the approved documentation and supporting evidence.

Bereavement leave for Muslim women (Al Uddah Leave)

On the death of her husband a Muslim women is entitled to take paid leave as prescribed

by Islamic Sharia.

The period of leave shall be no more and no less than four months and ten days.

Any bereavement leave not taken at the time of bereavement will not be compensated in

terms of encashment or time off in lieu.

Maternityleave

Regular employed females who have completed not less than one full year of continuous

service are entitled to 42 working days full pay maternity and childcare leave commencing

on the date of birth of the child. This leave comprises 31 days working day actual maternity

leave and eleven working days paid childcare leave. The leave may be taken continuous

or discontinuous until the child reaches two years of age.

Female employees who have not completed one full year of service will be entitled to half

pay during the maternity leave period.

Any pregnancy related sickness will be deducted from normal sick leave.

Maternity leave is separate from annual leave and will continue to accrue.

In specific circumstances application may be made to the Managing Director to take an

additional 30 days of unpaid leave following exhaustion of regular maternity leave. The

application should be made on the leave application form with supporting request for leave

approval. It is at the discretion of the IAT Managing Director to approve all applications

based on work need.



Document No: 89


Should a female employee be unable to return to work following childbirth and on exhaus-

tion of maternity, annual, and sick leave through an illness related to childbirth then she

should submit a medical certificate issued by a duly authorized medical institution or

authenticated by the competent health authority confirming that the illness is a result of

childbirth. The document should also specify the expected date of return to work. The

period of this additional leave will be unpaid.

Nursinghour

A regular contract female employee who has completed a full year of service and who

returns to work after taking maternity leave having given birth to a live child will be

entitled one hour per day for the purpose of breast feeding.

The nursing hour can be taken until the infant achieves eighteen months of age.

Verification of entitlement period will be ascertained from the birth certificate.

The nursing hour should not conflict with any work requirement and should be agreed in

writing by both the employee and her line manager; a copy of the agreement should be

placed in the employees personnel file. Ideally the nursing hour should not be taken within

the last working hour. The nursing hour does not apply during the Holy month of Ramadan

as work hours are reduced for all staff.

HajjLeave

It is Abu Dhabi Polytechnic policy to encourage all Muslim employees to undertake the

Pilgrimage to Mecca by providing ten working days of paid leave to perform Hajj.

Muslim Regular Employees in all grades who have completed one full three-year regular

contract of employment will be eligible to apply for Hajj Leave once during their employ-

ment, provided that such leave does not conflict with Abu Dhabi Polytechnic’s work

schedules or operation requirements.

Priority for granting Hajj leave is at the discretion of the IAT Managing Director and will

be based on the above criteria. No compensation will be given for any public holidays

announced during the period of Hajj leave.



Document No: 90


Payment for Hajj leave will only be made on proof of entry and exit from Saudi Arabia

during the Hajj period. Hajj leave is separate from annual leave.

Public/officialholidays

Religious and national holidays shall be observed by Abu Dhabi Polytechnic as declared

by the UAE Government. The IAT Managing Director will announce these days as public,

paid official holidays. Mourning Days officially announced as public holidays by UAE

Government and applied to the Educational sector will be treated as official holidays.

Late/NoReturnfromLeave

An employee who fails to return to work upon the end of his approved leave period shall

be considered absent.

If the delay is due to circumstances beyond the employee’s control, this should be reported

to the employee’s line manager immediately the delay arises giving the reason for the delay

and the anticipated return.

Any additional days required will be deducted from any leave balance or will be

considered unpaid leave if there is insufficient leave balance. Where possible, supporting

documentation should be provided to confirm the delay. For unapproved absences or if

justifiable evidence cannot be supplied to support a late return, the absence will be

deducted from salary and the employee shall be liable for disciplinary action.

If an employee fails to return to work and makes no contact with their line manager, the

Human Resources office will try to contact the employee to determine the reason for the

“no show” and to determine that there is no medical/emergency issues that may have

prevented the lack of contact. If no contact can be made then a message should be left at

the last contact address/email/phone. The message should request that the employee should

either make immediate contact or should return to work within five days from the date that

the message was left. If the employee fails to return to work within the prescribed period

they will be declared as absconded.



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Recallfromvacation

If, due to unavoidable circumstances an employee has to be recalled from vacation or ap-

proved vacation is cancelled, the number of days unused will be credited back to the vaca-

tion leave account. Should any costs be incurred through the enforced cancellation of

leave, then these shall be reimbursed on production of supporting documentation.

Lieudays

Where an employee is required to work on an official public holiday or on a weekend,

those days worked will be credited to their vacation account as lieu days employees should

submit supporting approved evidence to their line manager.

BenefitsDefinition and rules of application

Dependents:

A legally married spouse is considered a dependent; a common law partner is not

considered a dependent.

Children by birth or legal adoption who are below the age of eighteen (18) years

are considered dependents. Dependents should reside with the employee in the

UAE.

For the purpose of collecting benefits employees should provide the Human Resources

office with copies of attested marriage and birth certificates. Benefit entitlement will not

be enabled until these are received in the Human Resources office and entitlement will

only commence from the date of receipt.

The Human Resources office should be notified immediately of changes in benefit entitle-

ment, e.g. marriage, divorce, change of spouse employment status, or the birth of a child

using the appropriate Declaration and Verification of Benefit forms and supporting

evidence.



Document No: 92


Citizenship/CountryofResidence

For the purpose of establishing country of residence, Abu Dhabi Polytechnic recognizes

the passport of the employee that contains the residency visa.

Abu Dhabi Polytechnic may consider a change to the country of residence or vacation

airport only in exceptional cases and where an employee can meet and provide evidence

of the following:

The employee lived in the named country/city for a minimum of three years prior to

employment with Abu Dhabi Polytechnic.

The employee owns a property in the named country/city and is able to show recent

utility bills for the property.

The employee can show evidence of regular travel to the named country/city.

Application for change of country/city of residence should be made to the IAT Managing

Director on the Change of Home Country/City of Residence form with the required

evidence.

Hospitalityonarrival

Overseas recruits in grades E2 to T5 and M1 to M4 and one accompanying dependent will

be provided with an air ticket from their departure airport to the UAE at the start of their

employment. If the dependent does not travel with the employee at the time of hire they

will be entitled to claim the ticket for their relocation within six months of the employee’s

arrival.

Employees in grade M5 and M6 are entitled to a single ticket for themselves.

Employees in grades M6 and below should be locally hired, however where no suitable

local hire can be identified and the IAT Managing Director has approved the appointment

then the appropriate on‐boarding package can be applied.

Relocation air tickets for new hires are normally booked by the Human Resources office



Document No: 93


and are made on the basis of the flight being from the new employee’s home try/city.

Where this is not the case, the ticket will be booked from the departure point that will fly

the employee into the UAE. Where a new employee makes their own travel arrangements

reimbursements will be made at the same rate as if Abu Dhabi Polytechnic had booked the

ticket. Reimbursements will only be made on arrival of the employee in the UAE and

submission to Human Resources office of the reimbursement form with accompanying

boarding pass stubs and passport page with entry visa stamp.

On arrival in the UAE and at the start of employment, new recruits will be provided with

hotel accommodation on a bed and breakfast only basis for a period of five nights. The

Human Resources office will negotiate corporate rates with appropriate hotels in locations

close to Abu Dhabi Polytechnic. In exceptional instances which are out of the new

employee’s control, permission may be sought from the Director of Support Services to

extend the hotel stay to a maximum of a further five days. Any further periods should be

on the approval of the IAT Managing Director only. If the arrival falls during the night or

very early morning hours this will be considered the first night.

Accommodation

Abu Dhabi Polytechnic will provide housing or an accommodation allowance to eligible

employees on Regular Contracts. The allowance amount is based upon location of employ-

ment, grade and marital status and details can be found in the IAT Human Resources Man-

ual.

Divorced and widowed female or male employees will be entitled to Housing or

Accommodation Allowance on single status basis unless they are financially responsible

for any children of the marriage. On submission of authenticated evidence of court order

confirming they are financially responsible for their children, married housing or

accommodation allowance will become payable. Where accommodation allowance is

given, this will be paid monthly through the payroll.

Where an employee opts for housing allowance and the employee’s entitlement changes

due to marriage, divorce, relocation, promotion or demotion the eligibility for the

modification to the allowance will start on the first day of the month following the event



Document No: 94


provided valid documentary evidence is supplied. If the change is due to marriage, the

employees must to submit to HR a completed Verification and Declaration of Benefits

form, attested marriage certificate, and a copy of the spouse’s passport/visa showing

residency before entitlement to the married housing allowance will be given. If these are

provided within 15 days from the marriage date, then the new housing allowance will start

from the marriage date. Eligibility for housing allowances will be reviewed and checked

on an annual basis. False declarations to gain benefit entitlements will be treated as a

disciplinary matter.

When the lease is directly agreed upon between the landlord and employee concerned Abu

Dhabi Polytechnic is not responsible for the cost of the annual lease or for any extra costs

related to the lease.

Where the lease is in the name of Abu Dhabi Polytechnic then the employee has an

obligation to maintain the property in a clean and habitable condition. On termination of

employment, the property will be checked by the Public Relations Officer prior to

departure and deductions will be made from End of Service payment for any excess

cleaning or repair that may be required if the property is not returned in good condition.

On termination of employment the employee will present evidence of payment and clear-

ances of all utilities attached to the property. Keys will be returned to the Public Relations

Officer on departure.

RelocationAllowance

Overseas recruits will be provided with a relocation allowance at the beginning of their

employment to assist them with the establishment of a home. The relocation allowance

will be paid on arrival in the UAE. Under normal circumstances the allowance check will

be available on the first day of arrival.

The amount payable is dependent on the employment grade. The schedule of payments is

agreed by the IAT Board of Trustees and reviewed on an annual basis. A locally recruited

employee who is required to transfer accommodation location from another Emirate to

take up employment with Abu Dhabi Polytechnic will be entitled to a relocation allowance.



Document No: 95


If employment ends for any reason (other than death in services, termination due redun-

dancy, or unfitness for work) within the first year of employment the employee is liable to

pay back the full relocation allowance benefit. If an employment ends for any reason other

than redundancy, unfitness for work, or death in service or after one year of service and

before the lapse of three years the employee will be required to pay back to Abu Dhabi

Polytechnic a percentage of the actual amount paid for Relocation Allowance as follows:

The initial allowance amount paid is divided by 792 to give a working day amortization

rate over a three year period.

The period of employment is calculated on the basis of working days in employment.

The number of working days is multiplied by the working day amortization cost of the

allowance to give the actual amount of repayment required. This amount is deducted

from the End of Service payment.

TravelTickets

For overseas hires, Abu Dhabi Polytechnic will provide an annual allowance towards

vacation travel tickets for regular employees and spouse. In the first year of employment,

the ability to claim this allowance only becomes available on completion of six months of

service. Payment will be made into the employee’s bank account during April or December

whichever is appropriate.

In subsequent years, established regular staff will receive the payment for the allowance

into their bank account during April payroll.

Any travel allowance not claimed within the year of entitlement will be lost, no carry over

is allowable.

In the event of an employee leaving after they have taken the travel allowance for that

year, the cost of the ticket allowance will be divided by 264 to give the work day amortiza-

tion rate and the number of work days of the full year not completed will be reclaimed

from End of Service or due salary. For example:



Document No: 96


Value of allowance: 6000 AED – 264 work days

Work daily value: 22.73 AED (6000/264)

Resignation 8 months into second year = 176 work days

Number of days to reclaim: 88 (264‐176)

Amount of ticket benefit to reclaim: 88 x 22.73 AED = 2000.24 AED

TransportationClass

Depending on employment grade, one eligible dependent may be eligible according to the

employment status as explained below. The same air transportation class is applied on

initial arrival, contracted leave, repatriation and duty/training trips.

For UAE National employees only, an allowance in lieu of travel ticket benefit will be

paid annually. The allowance will equate to one month’s basic salary at the employees

current level on the due date of vacation ticket payments to all other eligible staff.

MedicalBenefit

In compliance with Emirati Employment Law No. (23) Of 2005, Abu Dhabi Polytechnic

provides an adequate and competent medical insurance scheme for regular contract

employees and their eligible dependents through an appropriate Health Insurance

Company as per the Executive Regulations Regarding Health Insurance Scheme for the

Emirate of Abu Dhabi.

The annual insurance premium for the eligible employees and their eligible dependents is

paid by Abu Dhabi Polytechnic.

Eligibility

Regular Employees in all grades, their spouse, and up to three dependent children are

eligible to receive medical care under the National Health Insurance Scheme.



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Dependents must reside within the UAE and be sponsored on the employees residency

visa.

A dependent child is from birth to not more than 17 years and 11 months of age.

No maximum age for a disabled child. Type of Membership

Employees in Grades E1,E2,T1,T2,M1,M2: Regional Plan

Employees in all other grades: UAE Plan

Employees are liable for all medical costs related to circumstances, medication, and treat-

ments specified within the Policy exclusion document. Details are available from the

Health Insurers website or from the Human Resources office.

Where the spouse of an Abu Dhabi Polytechnic employee is provided with the same or

better health insurance cover by their employer, the policy rules governing Duplication of

Benefits will apply.

EducationBenefit

Abu Dhabi Polytechnic will provide a benefit amount per family to assist with the tuition

costs of education at private schools within the UAE for eligible dependent children.

The benefit rate is agreed by the IAT Board of Trustees on recommendation from the Hu-

man Resources Office. The education must be undertaken at recognized private schools

unless otherwise approved by the IAT Managing Director.

Tuition costs are classified as:

Tuition Fees

Text Books

Examination fees Tuition costs do not include:



Document No: 98


Uniform

Travel

Extracurricular activities

Any refundable deposit

Meals Eligibility

Employees on Regular full time contracts in grades E1 to�M7

Dependent children who are 5 years old or will attain 5 years of age before July 31st in

their first academic year of education to the end of formal secondary school, normally 18

years of age.

Dependent children are by birth or by attested legal adoption Special Circumstances On

an individual and case by case basis the IAT Managing Director may approve the Educa-

tion Allowance being paid.

Employees whose children are studying through distance education or through other

non�conventional methods.

To employees whose children have a handicap for which suitable education facilities are

not available in main stream education or in the UAE.

For schooling outside the UAE where suitable education facilities are not available lo-

cally.

Responsibilities

The employee will provide attested birth or legal adoption certificates for all eligible

children.

The employee will complete the necessary Verification and Declaration form to ensure

no duplication of benefit.



Document No: 99


The employee will select an appropriate school and complete the registration process at

the school.

On a semester or annual basis, the employee will complete the request for tuition fees

form and submit the appropriate official invoice from the school for the requisite tuition

fees, books and exam fees only, for payment. Photocopies will not be accepted. A check

will be made payable to the school for the applicable costs

Where an employee pays the tuition fees themselves and claims. The employee must

submit the request for tuition fees form and original receipts, photocopies will not be

accepted. Reimbursement will be made through payroll.

Tuition fees are not payable for nursery, kindergarten, or post-secondary education.

UAENationalEmployeeAllowances

Employees who are UAE Nationals will receive the following monthly allowances in

addition to basic salary, the rate being determined by the IAT Board of Trustees on

recommendation by the Human Resources office:

Cost of living allowance

Social allowance

For married male employees a social allowance is payable for each dependent child until

the child takes up gainful employment; or for an unemployed male child until he reaches

24 years of age. The social allowance is also payable for an unmarried, widowed, or

divorced daughter living with the employee who is unemployed.

For widowed or divorced female employees who have sole financial responsibility for

any children as defined by law, the social allowance will be payable for each dependent

child as mentioned above.

Widowed or divorced female employees who have sole legal responsibility for dependent

children will be entitled to receive the married person’s accommodation allowance.



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Child allowance is payable for all disabled children male or female above the age of 24

years on confirmation that the disability is preventing employment. This confirmation

should be given by an approved medical authority.

An annual allowance in lieu of vacation ticket based upon one month basic salary at the

time of issue of vacation tickets.

Federal Law No. (2) of the year 2000, concerning Civil Retirement Pensions and Benefits

Fund, will apply in respect of regular employees who are UAE nationals.

Pension contributions payable by the employer and employee will be based on 100% of

salary plus allowances. Currently employees pay a 5% contribution and Abu Dhabi

Polytechnic pays a 20% contribution to an employee’s retirement pension fund.

Allowances included are cost of living allowance, social allowance, social allowance for

children, and housing allowance.

New members of staff that are not already enrolled with the Abu Dhabi Retirement Pension

and Benefit Fund will be required to undergo a medical examination prior to enrolment.

DuplicationofBenefitsIf both husband and wife are in the service of Abu Dhabi Polytechnic then the benefits

attached to the job will only be given to the employee receiving the higher salary. If at the

time of initial appointment, the spouse of an employee is in the service of the federal

government or a government in any Emirate, or public corporation or institution or

company where the government has a 50% or more share; then the benefits will be re-

stricted to those that are not received by the spouse.

If the spouse obtains such employment any time after the employee’s initial appointment

the benefits entitlement will be validated through completion of a verification of benefits

form.

If the husband and wife both work for Abu Dhabi Polytechnic or for any other government

department or business entity where duplication of benefits would arise, but are assigned

to permanent duties in different locations within the UAE, which are at least 100



Document No: 101


kilometers apart, each will be provided single accommodation/accommodation allowance

at the rate applicable to their grade in their respective locations. If the employees have

children then one employee will received the married allowance at the location where the

children will reside and the other will receive single allowance.

If the spouse works for a different government organization, proof of eligibility for hous-

ing/accommodation due to different residential location requirement should be submitted

along with completion of a Verification of Benefits form duly completed by the spouse’s

employer.

BusinessExpenses

All business travel should be approved in writing using the approved request form. The

request form and supporting documentation should be presented to the Abu Dhabi

Polytechnic Director at least 30 days before the trip is due for overseas travel and 48 hours

for internal travel.

All overseas trips or missions require prior approval from the IAT Managing Director.

Travel should always be arranged to serve the best interest of Abu Dhabi Polytechnic.

Employees should use the most direct route and the most economical form of

transportation taking into consideration travel time, expense, and convenience.

Duty travel allowance is paid according to continental destination and grade of staff.

Employees who undertake work in the UAE which requires them to travel to a location

which requires an overnight stay will be reimbursed at the same regional/grade rate.

Where overseas travel is indicated, the Human Resources office will book flights and ac-

commodation on behalf of the employee where required.

Where an employee travels by road, Abu Dhabi Polytechnic motor pool transport should

be used. If no motor pool car is available, and the journey has prior approval, either taxi

or personal transportation can be used.

While on business trips either within or outside the UAE, an employee is entitled to receive



Document No: 102


a per diem allowance to cover daily incidental expenses including meals, drinks, and local

transport.

Accommodation and travel arrangements will be made through the Human Resources

office.

PerDiemRates(daily)Any requirement to provide business meals, entertainment, or intercity travel is not

covered by per diem payments and should be claimed back using supporting receipts.

Per Diem payments will be calculated on the basis of number of nights away from home

base.

OwncaruserallowanceWherever possible an employee travelling within the UAE on Abu Dhabi Polytechnic

business should use a motor pool car. Where this is not possible, and the employee uses

their own vehicle then a payment based on fils per kilometer is payable based on journeys

over 100 kms using the most direct point to point route between the destination and return.

To claim the travel allowance an employee should complete the appropriate petty cash

voucher stating the nature and destination of travel. The petty cash voucher should be

signed by the employee’s line manager approving the payment and confirming the trip.

The petty cash voucher should be submitted to the campus finance officer for payment.

Other Business Expenses

All other business expenses incurred by the employee will be dealt with on an ad hoc basis

upon submission and approval of the supporting documentation and petty cash claim form

from the Abu Dhabi Polytechnic Director.

EMPLOYEE RELATIONS

The purpose of the policy on employment relations is to ensure Abu Dhabi Polytechnic

has established rules and regulations for its effective legal, ethical, and safe operation. It

is a requirement that all employees will display high moral and ethical standards in relation



Document No: 103


to the integrity of the education systems by respect for the laws of the UAE; avoidance of

conflicts of interest; support of Abu Dhabi Polytechnic policies, procedures, goals and

objectives; and, respect for colleagues, students, and others.

Abu Dhabi Polytechnic also has an obligation to its staff to ensure that employees have

confidence in Abu Dhabi Polytechnic to provide them with an environment conducive to

effective work by promoting effective communication channels, building mutual trust, and

dealing with all issues where either discipline or grievance arises in a fair, transparent, and

efficient manner.

Abu Dhabi Polytechnic has developed a number of initiatives relevant to discipline and

grievance:

Code of ethics

Conduct in the workplace

Bullying and harassment

Safety Issues

Abu Dhabi Polytechnic will establish and maintain communication channels for the

discussion and resolution of common problems.

Abu Dhabi Polytechnic will inform all employees on expected standards of work,

appearance, behavior at the outset of their employment and will enable the policy and

procedures on all matters relating to employee relations to be available to view.

Changes in policy or procedure will be published.

All employees will be expected to perform their assigned duties at a high standard. Each

employee’s performance will be evaluated once a year. During probationary periods,

evaluation may take place more frequently. The evaluation is normally conducted by the

employee’s supervisor.

A written record of the evaluation will be retained in the employee’s personnel file.



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An employee who is deemed to be in breach of any of the standards of conduct or following

remedial action continues to perform below requirement will be subject to disciplinary

procedures, without prejudice to civil or criminal liability, as necessary.

After investigation, if disciplinary action is considered appropriate then the disciplinary

procedures will be acted upon.

The level of action applicable will depend on the degree of severity of the disciplinary

issue but may result in:

o Verbal warning

o Written warning 1 & 2

o Final written warning

o Dismissal with notice

o Dismissal without notice

Following thorough investigation of an issue, any level of action can be applied depending

on the severity of the case.

Suspensionfromwork

If an employee commits a serious breach of discipline that may possibly result in

termination or dismissal, the employee will be immediately suspended from work without

pay if their continued physical presence is considered undesirable and until the results of

the investigation into the offense are known.

If the employee is allowed to return to work following suspension, then the employee will

be paid in full for the period of suspension unless any disciplinary action results in a

specified deduction from salary.

If following investigation a decision is made to terminate a suspended employee then the

effective date of termination or dismissal will be the date on which they were initially

suspended from work.



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A copy of all matters relating to an employee’s conduct or discipline will be retained within

the personnel file.

Grievance

Abu Dhabi Polytechnic is committed to providing a fair environment of integrity and

respect for all staff and endeavors to foster the values of openness, honesty, tolerance, and

responsibility in social and moral, as well as academic, matters. Abu Dhabi Polytechnic

encourages managers and staff to communicate regularly to reduce the likelihood of

misunderstandings and to ensure the interests of staff and Abu Dhabi Polytechnic are best

served.

In order to assist staff who may consider that they have a valid grievance; Abu Dhabi

Polytechnic has a range of mechanisms available.

STATEMENT OF RIGHTS

All Abu Dhabi Polytechnic staff has the right to deposit a valid grievance claim to address

unresolved work related issues.

All grievance claims will be treated with confidentiality, in the event of the need to consult

with other parties not directly involved with the grievance, to obtain pertinent information,

both the grievant and the respondent will be notified.

In the first instance the grievance should be raised with the line manager. Where this is not

appropriate or the line manager is the cause of the grievance, then the claim should be

raised, in writing to the Human Resources office. Ideally this should be done at the divi-

sion/department level, but again where this is considered inappropriate the claim should

be made in writing to the Human Resources office.

The Human Resources office will:

Discuss concerns with the staff member and/or supervisor.

Assist the staff member in clarifying facts, issues, and concerns.



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Advise the staff member/supervisor on policy and procedures relevant to the situation.

Inform the staff member/supervisor of their rights and responsibilities and time frames.

Serve as facilitators in discussions between the staff member, supervisor, and/or other

representatives.

Investigate or coordinate investigation of all issues relating to the grievance.

Where appropriate, advise on possible resolutions to the issue.

Wherever possible the matter should be dealt with at the division/department level. If no

resolution can be found, if the matter is deemed too grievous or the staff member requests,

a report will be taken to the appropriate representative in Senior Management and if the

grievance is confirmed as valid then a grievance hearing panel will be formed made of

three impartial staff members and will not include any staff member involved in the initial

investigation, however the panel should contain a panelist who can advise on policy and

procedure. The grievance procedure is designed to provide a fair and equitable resolution

to the grievance issue.

Copies of all documentation relevant to the grievance will be sent to panel members for

review no later than 48 hours before the meeting.

A date and time will be given for the hearing. All relevant parties will be given appoint-

ments. The meeting will be held in a neutral location.

All relevant staff may be accompanied by a supporter if required; staff should inform the

meeting organizer 48 hours prior to the meeting of the name of any supporter.

All relevant staff will be given a copy of the grievance procedure and an outline of the

grievance before the meeting.

The hearing will be conducted in a professional but non�confrontational manner where

the panel will be able to review the facts and provide an opportunity for the aggrieved

member of staff to discuss the grievance fully and thoroughly. The meeting has no legal

force and should not be treated as such.



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The staff member and the respondent will be allowed to provide evidence and invite wit-

nesses; the meeting will not be open to anyone other than by invitation.

All notes taken during the meeting will be treated with the utmost confidence.

Following the meeting, and not later than five (5) days following the meeting, a summary

of the hearing and the panel recommendations duly signed as a true statement by each

panel member, will be presented to the IAT Managing Director who will make the final

decision on the outcome. This will be made in writing to all parties involved no later than

ten (10) days following receipt of the summary and recommendation from the panel.

The decision made by the IAT Managing Director is final.

SexualHarassment

Sexual harassment by students or employees at Abu Dhabi Polytechnic is prohibited and

will subject perpetrators to disciplinary action. It is the policy of Abu Dhabi Polytechnic

to prohibit harassment on the basis of age, color, disability, family responsibilities, gender

identity and expression, genetic information, marital status, national origin, personal

appearance, political affiliation, pregnancy, race, religion, sex, sexual orientation, source

of income, veteran’s status or any factor prohibited by law.

This policy on harassment will be widely disseminated to members of the Abu Dhabi

Polytechnic community, and will be consistently enforced. The policy will be reexamined,

updated as appropriate, and distributed regularly to all students, faculty, and staff. All

employees are responsible for completing training provided by the Abu Dhabi Polytechnic

to prevent harassment and promote a respectful community.

Solicitation

To avoid unnecessary interruptions of Abu Dhabi Polytechnic services and business,

solicitation and distribution of written material by employees or others on Abu Dhabi

Polytechnic property or by employees via email is prohibited unless approved in advance.

Solicitation includes, but is not limited to:



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Raffles; Sale of merchandise; Posting or distributing notices or written material; Soliciting for membership in organizations; and Requests for support of social, community, or other organizations.

Subpoenas

Subpoenas and any other request or demand for the release of information for a legal pro-

ceeding must be referred to the Office of Abu Dhabi Polytechnic Director before release

of any information.

WhistleblowerProtection

The Abu Dhabi Polytechnic’s Whistleblower Protection Policy reads as follows: “Abu

Dhabi Polytechnic strives to operate in an ethical, honest and lawful manner and expects

its faculty, administrators, staff and students to conduct their activities in accordance with

Abu Dhabi Polytechnic policies and applicable law. The Abu Dhabi Polytechnic strongly

encourages all faculty, administrators, staff and students to report suspected or actual

wrongful conduct by employees through channels that the Abu Dhabi Polytechnic

establishes for such reporting. No Abu Dhabi Polytechnic faculty, administrator, staff or

student may interfere with the good faith reporting of suspected or actual wrongful

conduct; no individual who makes such a good faith report shall be subject to retaliation,

including harassment or any adverse employment, academic or educational consequence,

as a result of making a report”. The Abu Dhabi Polytechnic will take whatever action is

necessary and appropriate to address violation of this policy.

Responsibility

All Abu Dhabi Polytechnic employees must follow the procedures outlined above, other

Abu Dhabi Polytechnic policies concerning employee conduct, and specific departmental

guidelines.

Resource

Contact the Human Resources department if you have questions or if you would like more



Document No: 109


information about this policy.



Document No: 110


FACULTY/STAFF PROFESSIONAL DEVELOPMENTPOLICY

RATIONALE

The Institute of Applied Technology (IAT) Academies (Abu Dhabi Polytechnic) are

committed to the vision of employee continuous improvement, through the development

of a culture that motivates employees and provides them with the opportunities and tools

for self-advancement.

PRINCIPLES

The following principles underlie the Faculty/staff Professional Development policy (see

Professional Development Policy page 278 ADP Policies and Procedures Manual) at all

IAT academies:

Theprofessional development should be distributed so that academic staff

haveequalopportunities fordevelopmentunder theprevailingoperational

constraints bearing in mind the differing requirements accompanying

differentexpertiseandsenioritylevelsofstaff

Professionaldevelopmentwillbeaccessibleandavailabletoeverymemberof

staffandfaculty.

Professional development is a responsibility shared by the individual staff

member,theindividualstaffmember’sDirector/sandtheIAT.

ProfessionaldevelopmentisanintegralpartoftheIAT’sstrategicplanning.

Annual priorities for professional development activitieswill be developed

fromIAT’skeyobjectivesandplanningprocesseswithineachPortfolio.

TheIATPortfolioswillprovideappropriateprofessionaldevelopmentand/or

staff training toensurestaffdevelopormaintainspecificspecialistskillsas

well as generic skills andknowledge required tomeet external compliance

requirements and/or to competently apply IAT systems, policies and

processes.



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DevelopmentactivitiesofferedthroughIATwillfocusonactionlearningand

work‐based learning strategies. Wherever appropriate, development

activitieswillbeunderpinnedbymentoringandcoaching.

Staff accessing internal or external development activitieswill be expected

andsupportedtoshareandapplytheirnewskillsandknowledgeintheirwork

practice.

Directors/Managerswillmanage individual and teamwork soas toensure

thatprofessionaldevelopmentisincorporatedintoeverystaffmember’srole.

POLICY

It is the Policy of the Abu Dhabi Polytechnic (Abu Dhabi Polytechnic) institute to provide

assistance and support to staff employees to increase the effectiveness of their performance

in their present Abu Dhabi Polytechnic positions, as well as to encourage employees to

obtain skills, knowledge, and abilities, which may improve their opportunities for career

advancement within the institution.

This Policy stems from the view that professional development and continuous learning

are necessary to maintain the quality of the Abu Dhabi Polytechnic staff and their

continued readiness and ability to contribute effectively to the mission and goals of the

institute.

The aim of this policy is to affirm the IAT (Abu Dhabi Polytechnic) commitment to:

fosteringacultureofprofessionallearning,inassociationwithandinformed

byinstitutionallearninganddevelopment

developing staff capabilities which support the achievement of strategic

directionsandorganizationalgoalsoftheInstitute

Incorporating professional development performance measures alongside

otherkeyperformanceindicatorsoftheinstitute.

SCOPE

For purposes of this Policy, professional development Programmes and activities may



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include but are not limited to: opportunities for on-the-job training, cross-training,

coaching, internships, attendance at courses, seminars, conferences, institutes, lectures,

meetings, workshops, and participation in professional and technical associations.

To facilitate an employee's participation in professional development activities, the

department head may approve: flexible work options such as alternate work schedules; a

period of paid or unpaid leave; partial or full payment or reimbursement of training

expenses; or a temporary or part-time work assignment in another department.

DEFINITIONS

Professional Training Programmes shall be classified as position or job related, career

related, or educational enrichment based on the judgment of the department head in

consultation with the director. Position- or job-related Programmes are directly related to

the work assignments or conditions of the employee's current position. Career-related

Programmes are related to the development of skills, knowledge, and other qualifications

which prepare an employee for additional assignments or positions within the Institute for

which the employee, in the judgment of the department head, has some reasonable chance

of attainment. Educational enrichment Programmes are related to an employee's avocation

or career talents outside the Institute and are not related to Institute positions for which an

employee might, in the judgment of the department head, be an effective competitor.

ELIGIBILITY

This policy applies to all employees (staff and faculty members) of the Abu Dhabi

Polytechnic. An Abu Dhabi Polytechnic employee is eligible for the benefits provided by

this policy and procedures for position or job related Programmes and activities if the

employee has completed the probationary period, if required, and the job performance is

rated as satisfactory or better. (See Professional Development Plans in Appendix B)

RESPONSIBILITIES

It is the responsibility of:

Employees



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o embracelifelonglearningo undertakecontinuousprofessionaldevelopmento Havetheprimaryresponsibilityfortheirownprofessionaldevelopment.o MakeprofessionaldevelopmentinterestsknowntotheirDepartment

Heads.o InitiaterequeststoparticipateinProgrammesrelevanttothe

developmentgoalsidentifiedjointlywiththeirDepartmentHeads.o Attendandparticipateindevelopmentactivitiesasapprovedorrequired

bytheirDirectors/departmentheads.

DepartmentManagement

o IdentifytrainingopportunitiesderivedfromthePersonalEvaluationgoalssetwhichaligntotheoverallIATstrategicplan.

o InconsultationwithHumanResourcesasappropriate,assessemployeeprofessionaldevelopmentneeds.

o Approve/denydevelopmentrequestsofemployeesinconsultationwithDirectors.

o Consideremployeedevelopmentinbudgetaryplanning.o Ensureperformanceappraisalsofemployeesincludeadiscussionof

educationalanddevelopmentobjectivesasappropriate.o Developanappropriatetrainingbudgettomeetthe

needsofstafftraining.

HumanResources

o Assesscampuswidedevelopmentneedsandbasedonavailabilityofresources,sponsorappropriatedevelopmentProgrammes.

TRAININGPLANSDEVELOPMENT:

Training plans are developed through:

Identification of skills gaps through new employee status, employee

evaluationprocess,orinthecourseofwork.

Emergingworkrequirements,e.g.institutionalgrowthordirection.

OrientationAll new members of employees undergo a period of orientation. This period begins before

the employee starts working and is conducted by the Personnel Officer and the receiving

line manager who will give information as appropriate to a new employee.



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On arrival the employees are introduced to their working environment and their colleagues

and if possible are allocated mentor or ‘buddy’ to offer support and guidance.

Employees receive information on Abu Dhabi Polytechnic mission, vision and culture.

Related key subjects are addressed such as: rules and regulations, code of conduct, dress

code, Internet policy, contractual terms and conditions, personnel administration processes

for vacation leaves, benefits, sick leave, etc. and issues related to the health and safety of

themselves and the wider Abu Dhabi Polytechnic community.

Individuals may undergo specific orientation in relation to their job. Instructors and

Teaching Assistants will undergo specific curriculum delivery, classroom management,

and where necessary cultural awareness and ethical consideration orientation.

OnthejobtrainingOn the job training is an important part of an employee’s development. Being able to do a

job correctly with commitment and on time demonstrates an employee’s potential.

On the job training comprises an initial induction into the work and either intermittent or

continuous guidance and supervision until full competence against measurable criteria is

achieved. This type of training applies to new employees or whenever a new process is

being introduced. Professional Development in�house courses can supplement on the job

training. All employees undergo some degree of on the job training. The requirement for

on the job training is evaluated at the start of employment and is evaluated annually.

FormaloffthejobtrainingIn specific instances where a training need has been identified which cannot be delivered

in�house, and it is for the specific achievement of a strategic need, a line manager should

prepare and present in good time a case to the IAT Managing Director for approval using

the Training Request Form. The case should describe:

theneed

thecourse

theanticipatedoutcome

attendeesandwhychosen(allattendeesshouldberegularemployeesonly)



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thelocationofthecourseandtheduration

thecostofthecourse

the need and cost of any incidentals, e.g. transport, accommodation,

subsistenceallowance,learningmaterials,etc.

The Training Request Form should be submitted to the Human Resources office for final approval by the IAT Managing Director.

Approvals are given on the undertaking that a full evaluation report is presented to the

IAT Managing Director by all attendees and all learning and course materials are shared.

Details of procedure for claiming expenses related to undertaking external training are detailed in Policy 10 Business Expenses of the Abu Dhabi Polytechnic Human Resources

Policy Manual.

TraveltoScholarlyMeetingsandFieldResearchTravel

Since acquisition and dissemination of new knowledge are essential parts of the Institute’s research function. discretionary funds are budgeted at each campus to finance grants to qualified individuals for travel to meetings of learned societies and organized conferences called to present and discuss important research results, and for field research travel.

A.TraveltoScholarlyMeetingsGrants from the Abu Dhabi Polytechnic budget for travel to scholarly meetings shall

conform to the following provisions:

1. Grants shall be restricted to faculty members who are Institute appointees and

academic staff if such an individual has been designated to represent the academic

department.

2. Grants may be made for travel to present works of art or to present other forms of

creative expression, but only for the initial presentation of such creative endeavor.

3. The sum granted for travel to attend a meeting of a learned society or a conference

may include the cost of transportation and subsistence, in accordance with the

Institute Policy and Regulations Governing Travel.

4. At the discretion of the Director, upon recommendation of the respective department

and depending on the availability of funds, allowance may be limited to the partial

reimbursement of the allowable travel expenses.



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5. A grant in exception to any of the above provisions may be authorized by the

Director or his/her designee upon recommendation of the respective department

B.FieldResearchTravelTravel for the purpose of developing knowledge, designated here as field research travel, is distinguished for administrative reasons from travel for the purpose of disseminating knowledge, that is, travel to scholarly meetings as defined and regulated above. Grants

for field research travel shall conform to the following provisions:

1. Funds for field research travel for the purpose of gathering data and research

materials may be awarded by the Director upon recommendation of the respective

department

2. Allowance may be made for transportation and subsistence in accordance with the

Institute Policy and Regulations Governing Travel. When the travel regulations of a

sponsoring agency differ from those of the Institute, the more restrictive regulations

will apply.

In all cases, the Director may issue supplementary instructions which are consistent with

the provisions in parts A and B of this policy.

In‐houseprofessionaldevelopment

In the strategy for the achievement of Abu Dhabi Polytechnic’s objectives, line managers should actively develop the culture of skills and information dissemination

utilizing the in�house pool of skills and educational attainment of its staff.

Managersshouldidentifytrainingneedsfrompersonnelevaluationsorfrom

changingoremergingworkneeds.

Line managers should identify members of staff from within their

team/departmentorfromwithintheinstitutewhohastherequiredskillor

knowledge.

Trainingsessionsshouldbedevelopedinconjunctionwiththelinemanager

andtrainingdeliverertoensurebestfit.

Wherenon‐specifictrainingisbeingdelivered,thetrainingcourseshouldbe

publishedacrossAbuDhabiPolytechnicandbeopentoanyonewhohasan

appropriateneed.



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Staffshouldeitherbenominatedtoattendorshouldrequesttoattendusing

theTrainingRequestForm

Evaluation

All employees who undergo professional development training have to complete a course/training evaluation form to ensure that the delivery and content of the course were appropriate and effective.

TRAININGBONDS

Where an employee undertakes external training which is funded by Abu Dhabi Polytechnic, then, dependent on cost, there may be a requirement to enter into a training bond agreement where the employee agrees to remain in the employ of Abu Dhabi Polytechnic for a pre�agreed period of time following the training. The training bond agreement should be drawn up and agreed by both parties before any external Abu Dhabi Polytechnic funded training takes place.

Following approval to undertake external Abu Dhabi Polytechnic funded training given by the IAT Managing Director, the Human Resources office will draw up the necessary agreement and discuss the terms with the employee.

REIMBURSEMENT1. If the professional development Programme or activity is related to the employee's

existing position or one to which the employee is to be promoted, and the Institute

requires the employee to attend because of departmental needs, the benefits are:

o A100%reimbursementofcoursefeesandbooksatthebeginningofthecourse;

o Outofemirate/CountrytravelexpensespaidinaccordancewithInstitutetravelregulations,ifapplicable;

o AlltimeinthecourseisconsideredtimeworkedandsubjecttotheprovisionsofAbuDhabiPolytechnicPersonnelPoliciesandProcedures.

o AnalternateworkschedulemaybedevelopedsubjecttolocalimplementationprovisionsofAbuDhabiPolytechnicPersonnelPolicies.

2. If the professional development Programme or activity is position-related or career-

related, and there is mutual agreement that the employee attends, the possible

benefits are:



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o Upto100%reimbursementoffeesincludingoutsideoftheAbuDhabiPolytechnicuponevidenceofsatisfactorycompletionofcourses.

o AnalternateworkschedulemaybedevelopedsubjecttothelocalimplementationprovisionsofAbuDhabiPolytechnicPersonnelPoliciesandProcedures.

PROCEDURESThe employee and department head should jointly discuss professional development goals, review available opportunities, and determine applicable benefits identified by the department in accordance with Abu Dhabi Polytechnic Personnel policies and

procedures.

Discussion about professional development goals may occur at any time during the performance review cycle and should occur as part of the annual performance appraisal. The department and employee may jointly formulate an individual development Plan (IDP) to work collaboratively to build on the employee’s effectiveness in performing the current position and/or preparing the employee for future positions.

When requesting professional development leave, the employee must have a current approved IDP in place. If a professional development activity is not on the current IDP, then an addendum must be completed and submitted to the department head for approval.

CriteriaforDeterminingDepartmentalSupportThe department head, in consultation with the Director shall determine whether, and the degree to which, an employee's participation in a professional development activity shall be supported by the department. In making this determination, the department head shall consider: the employee's need for development as reflected in the individual development plan (IDP) and the employee's career goals; needs and resources of the department; advantages one type of development activity has over the other types available; professional development needs of other department employees; and the effect of the determination on workload and other employees. When participation in a professional development activity requires attendance during the employee's normal

work schedule, prior approval by the department head is required.

Time Worked When time in attendance is not approved as time worked and the activity is unavailable outside normal working hours, the department head is encouraged to provide the employee the opportunity to participate by arranging an alternate work schedule to make up the time in attendance.



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The department head may approve an employee's attendance at position-related or career-related Programmes as time worked. When a department head requires an employee to attend a position-related activity, the time spent in attendance shall be counted as time worked. However, when an individual is hired with the understanding that specific additional training is to be obtained or completed, that individual may be required to participate in such training on off-duty time. An employee's participation in

educational enrichment Programmes shall not be counted as time worked.

GuidelinesforTimeSpentinProfessionalDevelopment

The amount of time spent on professional development Programmes will vary with the individual employee. The amount of leave to be granted depends upon the specific developmental activity. As a guideline, exempt employees may be granted 10 workdays of approved paid release time annually, and non-exempt employees may be granted 80 hours of approved paid release time annually.

InstituteIn‐ServiceTrainingandDevelopmentOpportunities

All departments offer courses and Programmes designed to meet the diverse knowledge and skill or competency needed during work time, e.g., in-house training and on-the-job performance Programmes. As a general policy, such courses and Programmes are considered as actual hours of work.

CompensatoryTime

Time spent by an employee on the employee's own initiative to take any development Programme is not counted as "hours worked" even if the Programme is position-related. However, if the employee is required to take a development Programme, then Programme hours must be counted as "hours worked" for Fair Labor Standards Act

purposes.

AssociatedDocuments

Documents can be found in Appendix B.

o ProfessionalDevelopmentApplicationForm/TrainingRequestFormo acourse/trainingevaluationform(course‐dependent)o travelrequestform



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AppendixA–OrganizationalChart



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AppendixB–ProfessionalDevelopment–FormsandAssociatedDocumentsForm A

ProfessionalDevelopmentApplicationFormName:

Division:

Jobtitle:999999

Activity,Event,Course:

Organizer,Institution:

Location:

OutsideUAENO

Description--Select--

StartDay Month

Year

EndDay Month Year

Cost

Registration Travel Accommodation

Meals Other Expenses Total

StatehowPDfulfillspersonal,divisionandAbuDhabiPolytechnic goals:

Applicant

LineManager

AbuDhabiPolytechnicDirector

Date

Oncecomplete,pleaseprintthisform,haveitsignedbytheaboveparties,andsubmitittoyourAbu



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DhabiPolytechnicPDrepresentative.ReadthePDPolicyformoredetailedinstructions.



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Form B

TravelRequestFormGeneralDataAcademicYear,QuarterDepartment

Faculty/StaffDataApplicantNamePosition/RankDateofAppointmentEmployeeNumberNo.ofsponsoredTravelsDuringCurrentAY Funded(0)NotFunded(0)

TravelPurpose

ConferenceAttendanceonly

ConferenceAttendanceandpresentationProgrammeDevelopmentOfficialdelegation

TravelRequestJustification………………………………………………………………………………...………………………………………………………………………………...RecommendedTravelBudgetDetails

AirfareRegistrationPerDiem(No.ofDays)TotalReasonsforRecommendation ……………………………………………..

……………………………………………..……………………………………………..

ApplicantSignature DirectorRecommendation ManagingDirectorApprovalResearchPaperTravelRequest

PaperTitle

ConferenceTitleConferencePeriodDestinationCity/Country



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CriteriaFulfillment(1)Reputation&professionalismoftheorganizingassociationorsociety,andthatofthesponsors(1)

OrganizedbySponsoredbyInternationalRegionalParticipationofwell‐recognizedscholarsinthefield(ifavailable)

(2)Inclusionofthepaperintheconferenceproceedingsasfull‐lengthpaper(2).Thepaperisacceptedbasedon:

ShortAbstract Full‐LengthAbstract Full‐LengthPaper OralPresentation PosterPresentation

OtherInformationinSupportofApplication(ifany)………………………………………………………………………………...………………………………………………………………………………...

Department Signature DateSubmitted DateReceived

(1) Pleaseprovidealldocumentationsupportingthequalityoftheconference,organizingassociationstatus,well‐recognizedscholarsinthefield(ifavailable)andthebasisfortheacceptanceofpresentationandpublication.

(2) Submissionofthecopyofthepapertakenfromtheproceedingswiththetravelreportafterthetravelorsubmissionofaletterfromtheorganizingcommitteeguaranteeingtheinclusionofthepaperintheproceedings.

Comments&RecommendationsoftheDirector………………………………………………………………………………...………………………………………………………………………………...ApprovaloftheManagingDirector



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FormC

Nomination Form for Promotion

Name of Faculty:

Employee Number:

Institute:

Date of Appointment:

Promotion From:

Promotion To:

Highest Qualification:

Date Obtained:

Please provide justification for your nomination in the following categories. Add more pages if necessary. Attach any evidence or documentation to support

Teaching and Learning:

Student Advisement and Mentoring:



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Professional Development:

Academic Contribution and Leadership:

Institute Contribution:

Potential for Academic Leadership

Nominated by: _______________________________________ Date: _______________

Signed: _____________________________________________



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Document No: 135 Revision Date: January 2016

FormDPERFORMANCEAPPRAISALFORM

[Itwillbeanadvantagetoattachadditionalevidenceordocumentation]

Domain Guiding Questions (these are not exhaustive)

Staff’s Remarks Staff’s Self‐ Grade

Supervisor’s Remarks Spv’s Grade

Director’s remarks Dir’s Grade

Teaching and Learning

Is the staff knowledgeable and well‐prepared in his subject area?

Does the staff promote critical thinking and active class participation?

Does he/she communicate and express his thoughts clearly and logically?

Does the staff gauge the learning style of the students and adjusts accordingly?

Does the staff plan his lesson properly?

Does the staff manage the class well?

Does he/she create a strong supportive learning environment?

Is the staff punctual for class?

Is the staff well‐dressed and groomed in conformance to the Institute dress code?




Student Mentoring and Advising

Is the staff student‐centered and makes time for students outside class?

Is the staff impartial to every student?

Is the staff a willing mentor to students?

Is the staff approachable by students?

Is the staff committed to the learning and progress of the student into his or her career?




Professional Developmnt

Is the staff IAT to date with technology and ICT? Does he/she use ICT for teaching and learning?

Does the staff collaborate with professionals and members of the community to enhance student learning, student achievement, and the development of school Programmes?

Does the staff seek out development opportunities for himself?

Has the staff attended any relevant conferences or published any papers during the year?

Is he or she active in his professional body?

Is the staff well‐connected with industry?

Does he/she undertake any applied research?




Academic Contribution and Leadership

Does the staff exhibit knowledge of different pedagogies and is able to identify a suitable one?

Does the staff lead by example?

Does the staff contribute to curriculum development and teaching materials?

Does the staff suggest or use additional teaching resources?

Does the staff exhibit high integrity and ethical behavior?

Does he show respect to his colleagues?

Does he collaborate well with others and work as part of a team?

Does the staff mentor and assist junior staff?

Does the staff exhibit initiative and leadership qualities?




Staff Signature: __________________________ Supervisor: ______________________________ Approver: __________________________

Date: ____________

Institute Contribution

Is the staff committed to enlarging his network of contacts in industry?

Is he contributing to the Academy, IAT or community through committee appointments?

Does the staff collaborate with professionals and members of the community to enhance student learning, student achievement, and the development of school Programmes?

Does the staff actively promote the Academy or Institute through outreach and seminars?

OVERALL Given the staff’s appointment and grade, what is his overall performance?

Document: Faculty Handbook Page No: Revision No: 7 Document No: 140 Revision Date: October 2014

ANNEXAPERFORMANCE APPRAISAL RUBRIC

Grade Descriptors Description

A/5

Exemplary; Exceeds Expectations; Great; Always.

The employee far exceeds the requirements of his/her current grade, demonstrating high initiative and desire to excel. The employee is a role model for others to follow. This grade can be given to not more than 10% of a similar group.

B/4

Highly proficient; Exceeds most expectations; Highly capable; Good; Often.

The employee exceeds the requirements of his current grade with little or no shortcomings. He is well‐motivated and tries to do better. This grade is usually given to about 25% of a similar group.

C/3

Competent; Meets most expectations; adequate; Average; Usually.

The employee meets the requirements of his current grade. He is motivated to do a competent, but not a great job. This grade is given to about 50% of a similar group.

D/2

Performs below expectations; Needs Improvement; Inadequate; Occasionally.

The employee is underperforming. However, it is judged that he has the potential to do so with further counseling and professional development. This grade is given usually to about 10% of a similar group.

E/1

Performs far below expectations; poor unfit for job; Seldom/never.

The employee is underperforming, is unable to meet expectations and is unlikely to have the potential to do so. This grade is given usually to less than 5% of a similar group.

Note that the expectations of performance of each staff member will need to be calibrated according to the current grade and pay

scale. For example, a senior faculty member should be expected to exhibit more leadership and guidance than a junior instructor.

Document: Faculty Handbook Page No: Revision No: 7 Document No: 141 Revision Date: October 2014

ANNEXB

ACADEMIC STAFF PROMOTION GUIDELINES

From To Teaching and

Learning

Student

Mentoring and

Advising

Professional

Development

Academic Contributions

and Leadership

Institute Contributions

Teaching

Assistant

Lecturer At least 2 B’s and none below C grade

Lecturer Senior

Lecturer

At least 3 B’s and none below C grade

Senior

Lecturer

Faculty At least 1 A, 2 B’s and none below C grade

Faculty Senior

Faculty

At least 2 A’s, and none below B grade

Notes:

1 All promotion cases must meet the minimum appointment criteria in the first instance

2 Ratings are from A to E (A= Excellent, E=Poor)

3 For promotion, the above requirements are to be met for 2 of the past 3 years of assessment.