Admin_Staff_Handbook

Administrative Staff Handbook 2021-2022

UoS Staff Handbook Page 1 Contents 1. About the University ....................................................................................................................... 3 1.1 Overview ....................................................................................................................................... 3 1.2 Vision............................................................................................................................................. 3 1.3 Mission.......................................................................................................................................... 3 1.4 Goals ............................................................................................................................................. 3 1.5 Core Values ................................................................................................................................... 4 1.6 Campus Map and Directory .......................................................................................................... 5 2. University Administration ............................................................................................................... 8 3. Employment.................................................................................................................................... 9 3.1 Institutional Diversity and Equal Employment Opportunity......................................................... 9 3.2 Employee Grades at the University ............................................................................................ 10 3.3 Categories of Employee at UoS................................................................................................... 10 3.4 Definitions of Categories of Staff ................................................................................................ 12 3.5 Employment System ................................................................................................................... 13 3.6 Applying for Employment ........................................................................................................... 13 3.7 Contracts ..................................................................................................................................... 13 3.8 Probationary Period .................................................................................................................... 13 3.9 Transfers and Promotions........................................................................................................... 14 3.10 Guidelines for New Employees at the University ..................................................................... 14 3.11 Faculty and Staff Records.......................................................................................................... 16 4. Staff Rights and Responsibilities ................................................................................................... 17 4.1 Salary, Benefits and Compensation ............................................................................................ 17 4.1.1 Salaries and Wages .............................................................................................................. 17 4.1.2 Salaries and Wages Policy .................................................................................................... 18 4.1.3 Benefits ................................................................................................................................ 18 Salary Payment Policy ................................................................................................................... 20 Overtime ....................................................................................................................................... 20 4.1.4 Demise Policy ....................................................................................................................... 21 4.2 Staff Responsibilities ................................................................................................................... 22 5. Staff Development ........................................................................................................................ 22 5.1 By-laws article ............................................................................................................................. 23 5.2 Procedures for supervision of staff............................................................................................. 23 5.3 Disciplinary Measures ................................................................................................................. 23 5.4 Raises and Allowances - In-Kind Advantages.............................................................................. 24 6. Code of Conduct............................................................................................................................ 24 7. Conflict of Interest ........................................................................................................................ 25 8. Staff Evaluation ............................................................................................................................. 26 8.1 Measures to Evaluate Employees ............................................................................................... 26 8.2 Evaluation Scores and Distribution ............................................................................................. 26 9. Staff Disciplinary and Grievance ................................................................................................... 26 9.1 Staff Disciplinary Measures......................................................................................................... 26 9.2 Staff Grievance Measures ........................................................................................................... 28 9.3 Nepotism and Employment of Relatives..................................................................................... 29 10. Safety ............................................................................................................................................ 31 11. Staff Communication and Representation ................................................................................... 31 11.1 Role of Staff in Governance ...................................................................................................... 31 11.2 Staff Affairs Committee ............................................................................................................ 31 11.3 Staff Satisfactions Survey.......................................................................................................... 32 11.4 Communication by E-mail ......................................................................................................... 32

UoS Staff Handbook Page 2 11.5 Suggestions and Recommendations ......................................................................................... 32 11.6 Collegiality................................................................................................................................. 32 12. Staff Services and Facilities ........................................................................................................... 33 12.1 Human Resources Department................................................................................................. 33 12.2 Counseling and Career Services ................................................................................................ 33 12.3 Financial Department................................................................................................................ 33 12.4 Physical Plant Department........................................................................................................ 34 12.5 Information Technology Center................................................................................................ 34 12.6 Public Relations Department .................................................................................................... 34 12.7 Medical Services Administration .............................................................................................. 34 12.8 Media Center ............................................................................................................................ 35 12.9 Sport Facilities........................................................................................................................... 35 12.10 Center for Continuing Education and Professional Development.......................................... 35 12.11 Food Services .......................................................................................................................... 35

UoS Staff Handbook Page 3 1. About the University 1.1 Overview The University of Sharjah was established as a non-profit institution for higher education in October 1997 by His Highness Sheikh Dr. Sultan Bin Mohammed Al Qassimi, Member of the Supreme Council, Ruler of Sharjah and Supreme President of the University, as the first university in the Emirate of Sharjah. In less than 20 years, the University has achieved academic accreditation for all its programs at the bachelor’s, master’s and PhD levels. The University of Sharjah aims at becoming an institution of higher education utilizing the most modern educational means and curriculum. The student is the University’s number one priority. The University endeavors to have students reach their highest potential through strengthening interaction between students, urging them to work hard, and instilling in them the desire to develop their own personal and cognitive skills so that they may become active members of the society. The University is conscious of its leading role in the society-at-large. Hence, it seeks to create an atmosphere conducive to developing its students’ intellectual capabilities driven by scientific and logical reasoning. 1.2 Vision The University of Sharjah is an innovative world-class teaching, learning and research institution providing a distinctive, inspirational, creative and supportive environment. 1.3 Mission The University of Sharjah is committed to providing a world-class educational experience that prepares lifelong learners and leaders with integrated knowledge and skills. We are passionate about building a collaborative and sustainable environment that cultivates twenty-first century skills and fosters pioneering research and scholarship. We seek to serve the current and future needs of our local community and beyond by offering innovative academic and professional programs. 1.4 Goals The University goals are categorized as follows: Student 1. Make the University of Sharjah campus more welcoming and supportive for all, focusing on the wellbeing of our students. 2. Enhance programs, services and facilities for people of determination. 3. Enhance student advisory and support for academic achievement. 4. Increase the employability of University of Sharjah students, while improving internship and cooperative opportunities. 5. Enhance facilities and services at our branches.

UoS Staff Handbook Page 4 People 1. Recruit, develop, retain talented faculty and professional staff. 2. Empower faculty and professional staff through professional development. 3. Develop the Emiratization program. 4. Enhance employee wellbeing, safety and healthcare. 5. Develop an environment of service excellence. Innovation 1. Build an agile governance and operating model with the aim of establishing a robust and efficient operations platform on which to grow. 2. Unify and integrate IT systems to serve education, research and operation activities. 3. Establish a financially sustainable institution with diverse sources of income. 4. Efficiently manage resources to establish a sustainable financial base and examine the distribution of resources across programs, revising uneconomical academic programs. 5. Improve the University of Sharjah branding and internationalization. Develop an environmentally sustainable campus. 6. Develop an environmentally sustainable campus. Research 1. Support research management and dissemination. 2. Support and reward researchers, while engaging students. 3. Establish sustainable dynamic priority research areas in service of the community. 4. Expand and equip state-of the-art research facilities. Industry and Community 1. Communicate more effectively with society to increase local, regional and international relations in a bid to foster research and innovation through greater collaboration. 2. Establish a philanthropy and endowment program. 3. Increase alumni involvement in fundraising and networking. 4. Provide professional development, continuing education and consultancy services for industries, the community and society. Teaching and learning 1. Enhance our teaching and learning environment by incorporating leading edge technology. 2. Develop and support innovative teaching methodologies and course design and delivery. 3. Review, develop and accredit academic programs to meet the 21st century job market. 4. Strengthen the pedagogical knowledge and skills of faculty members. 1.5 Core Values The University of Sharjah is united by six core values that underpin our daily actions as students, staff, faculty, administrators and alumni. They are as follows: 1. Integrity and Ethics: Ethical standards at the University of Sharjah are founded on ethical and civic responsibility in accordance with progressive Arab and Islamic ideals. 2. Dedication: Dedication to providing students with knowledge and support, so they are fully prepared to be the leaders of the future.

UoS Staff Handbook Page 5 3. Inclusiveness: We welcome and value each other and embrace the diversity of ideas and people. 4. Excellence with limitless Drive: For quality enhancement and continuance improvement. 5. Accountability and Transparency: We pride ourselves on our responsibility, and transparency in our actions, providing a fair and positive work environment. 6. Innovation and Creativity: We work without bounds to improve lives through creativity and innovation in the pursuit of academic excellence 1.6 Campus Map and Directory University Campuses

UoS Staff Handbook Page 6 Telephone Directory University of Sharjah P. O.Box 27272 Sharjah United Arab Emirates Tel: +971 6 5585000 Fax: +971 6 5585099 Email: info@sharjah.ac.ae Office / College / Department Telephone Number Fax Number Chancellor's Office +971 6 5050001 +971 6 5585185 Vice Chancellor for Academic Affairs +971 6 5053032 +971 6 5053034 Vice Chancellor for Medical & Health Sciences Colleges +971 6 5057201 +971 6 5585879 Vice Chancellor for Finance & Administrative Affairs +971 6 5050103 +971 6 5050101 Vice Chancellor for Community Affairs +971 6 5050524 +971 6 5050523 Dean for Academic Support Services +971 6 5053014 +971 6 5050139 Call Center for New Students 600-522251 Admissions and Registration +971 6 5050735 +971 6 5585184 Disability Resource Center +971 6 5053028 +971 6 5053112 New Dental Hospital Call Center 06-5057666 (External) Ext 7666 (Internal Within UOS Campus) Students Housing Men +971 6 5052778 Women +971 6 5051500 +971 6 5585487 +971 6 5585419 Passport Unit +971 6 5050066 +971 6 5050026 College of Shari’a & Islamic Studies +971 6 5050181 +971 6 5050334 College of Sciences +971 6 5050226 +971 6 5050225 +971 6 5050489 College of Arts, Humanities and Social Sciences +971 6 5053301 +971 6 5050644 College of Business Administration Men Women +971 6 5053500 +971 6 5053522 +971 6 5050100 College of Engineering Men Women +971 6 5050901 +971 6 5050952 +971 6 5585173 +971 6 5585191 College of Health Sciences Men Women +971 6 5057501 +971 6 5050801 +971 6 5057502 +971 6 5050802 College of Law Men +971 6 5050195 +971 6 5050140

UoS Staff Handbook Page 7 Women +971 6 5053187 +971 6 5053155 College of Fine Arts & Design +971 6 5053441 +971 6 5053444 College of Communication +971 6 5050695 +971 6 5050688 College of Medicine +971 6 5057201 +971 6 5585879 College of Dental Medicine +971 6 5057301 +971 6 5585641 College of Pharmacy +971 6 5057401 +971 6 5585812 College of Sciences +971 6 5050225 +971 6 5050224 +971 6 5050489 College of Graduate Studies and Research +971 6 5050550 +971 6 5050552 Deanship of Student Affairs Men Women +971 6 5050759 +971 6 5050701 +971 6 5585174 +971 6 5585160 Information Technology Center +971 6 5050014 +971 6 5585101 Physical Plant +971 6 5050058 +971 6 5050051 Human Resources +971 6 5050023 +971 6 5585200 Public Relations +971 6 5050020 +971 6 5585099 Media Center +971 6 5050020 +971 6 5585099 Finance Department +971 6 5050048 +971 6 5585183 Alumni Association +971 6 5050527 +971 6 5050523 Office of Grants and Sponsorships +971 6 5050530 Center for Continuing Education and Professional Development (CCE) +971 6 5057081, +971 6 5057087 +971 6 5057078 Central Laboratories +971 6 5053453 +971 6 5050444 Medical Service Department Men’s clinic Women’s clinic Emergency Phone Numbers Emergency Males Emergency Females Ambulance Medical Laboratory Pharmacy +971 6 5050207 +971 6 5050642 050/3619222 050/3619333 050/5272233 +971 6 5585416 +971 6 5053272 +971 6 5053222 +971 6 5053250 Libraries Medical Colleges College of Fine Arts & Design Men Women +971 6 5057161 +971 6 5053190 +971 6 5050245 +971 6 5050673 +971 6 5585186 +971 6 5053167 +971 6 5050249 +971 6 5050671 Business Services and Purchases Dept. +971 6 5050081 +971 6 5050419

UoS Staff Handbook Page 8 University City Security- Sharjah Main Number (Operator) is 06-5059555 Offices Extension No. Head of the Station 00 Secretary 89 Force Officer 91 Head of Traffic and Patrols Branch 33 Traffic Cases Follow-Up 21-20 Operations 55 Investigation Offices- 1 51-50 Investigation Offices- 2 61-60 2. University Administration The organization of the University of Sharjah is composed of the President, Board of Trustees, Chancellor, Vice Chancellors, Associate Vice Chancellors, Deans of Academic Units and Directors of Administrative Units. The President and founder of the University is the highest authority in the institution and acts as the chair of the Board of Trustees. The Board consists of fourteen members and holds the power of legislation, approving policies and supervising University performance. With the exception of the Chancellor, no board members are involved in the day-to-day operations of the University. The Chancellor is the chief executive officer of the University. The Chancellor is appointed by the Board of Trustees and is empowered to head all academic and administrative staff, implement policies and represent the University in national and international settings. The Deans’ Council, which is chaired by the Chancellor and includes the Vice Chancellors and College Deans. The Council is responsible for approving study curricula, study plans, academic calendar, faculty appointments, promotions, extra curricula activities, research and scholarship activities. There are six Vice Chancellors and one Assistant Chancellor for Branches. The Vice Chancellor for Academic Affairs and The Vice Chancellor for Medical and Health Sciences Colleges are delegated academic responsibilities, while The Vice Chancellor for Financial and Administrative Affairs is delegated the non-academic responsibilities along with The Vice Chancellor for Community Affairs which is responsible for Alumni and community relations and the Vice Chancellor for Public Relations. Moreover, there is Vice Chancellor for research and graduate study to be responsible for all graduate and research activities. In addition, the Chancellor appoints the Assistant Chancellor for Branches, Legal Advisor and Director of the Enrollment Management & Academic Guidance Unit. Academically, the University is composed of fourteen colleges divided into two sectors. The first sector reports to the Vice Chancellor for Academic Affairs and includes: College of Shari’a and Islamic Studies, College of Arts, Humanities and Social Sciences, College of Business Administration,

UoS Staff Handbook Page 9 College of Engineering, College of Law, College of Communication, College of Fine Arts and Design, College of Sciences, College of Computing and informatics and the Center for Continuing Education and Professional Development. The second sector reports to the Vice Chancellor for Medical and Health Sciences Colleges and includes: College of Medicine, College of Dentistry, College of Pharmacy, College of Health Sciences, Medical Education Unit, Medical Services Department, Clinical Training Center, Dental Hospital and Institute of Medical Research. The University organization also includes four Deanships. The Deanship of Academic Support Services supervises the Admission, Registration, IT, Libraries and Laboratories services. The Deanship of Student Affairs supervises students’ activities in the male and female campuses and administers issues related to Career Advising, Sports Complex, Student Counseling and Student Dorms. The Deanship of Graduate Studies and Research overlooks the research and scholarship activities in the institute. The Deanship of Quality Assurance, Institutional Effectiveness and Accreditation supervises activities related to institutional research, institutional effectiveness, faculty development and academic accreditation. UoS Organization Chart 3. Employment 3.1 Institutional Diversity and Equal Employment Opportunity As an institution dedicated to teaching, research, and community service, the University of Sharjah strives to provide its faculty and staff members with the most rewarding and fulfilling employment experience possible in order to allow all employees to work and achieve to the full extent of their capabilities. Equal employment opportunities and fair treatment are principles embodied in the UAE’s national laws and set out in the heart of the University’s policies and regulations. The

UoS Staff Handbook Page 10 University will recruit, hire, train, promote, and compensate employees in all job classifications solely on the basis of qualifications and productivity. No employee or prospective employee will be discriminated against because of race, color, religion, national origin, gender, age, or disability. The University has clear and published policies regarding ethical code of conduct and conflict of interest, ensuring a working culture of integrity, mutual respect, and transparency. The Human Resources Department applies up-to-date recruitment methods, applying both technical and scientific analysis in reviewing and evaluating applicants. This comprehensive and dynamic recruitment system ensures hiring the most qualified and skilled employees possible to help fulfill the University’s mission of providing academic services of the highest quality. 3.2 Employee Grades at the University The University has two pay scales for administrative staff members, one for UAE nationals and the other for non-national UAE employees, while grade categories are the same for both: Grade Category From grades 1 to 3 Leadership Positions From grades 4 to 7 Intermediate Positions From grades 8 to 14 (for nationals) and From grades 8 to 12 (for non-nationals) Support Positions 3.3 Categories of Employee at UoS Category 1: Academic staff This category includes: 1. Faculty (PhD holders) 2. Clinical faculty (carefully defined according to international standards and practices as this will have financial and professional consequences) 3. Research faculty 4. Postdoctoral fellows 5. Lecturers (Master holders) 6. Teaching assistants (includes also tutors) 7. Research assistants 8. Clinical tutors Category 2: Administrative staff This category includes other employees except certain positions, such as drivers, office attendants, and similar. The category includes: - Academic Accreditation Officer - Academic Applications Analyst - Academic Records Officer - Academic Support Officer

UoS Staff Handbook Page 11 - Accountant - Acquisition Specialist - Administrative Assistant - Administrative Officer - Admission and Registration Officer - Admission and Registration Specialist - Admission Officer - Admission Specialist - Alumni Officer - Archiving Officer - Athletics Coach - Career Advancement Officer - Coach - Coach-Athletics - Community Affairs Officer - Community Cooperation Officer - Compliance Officer - Contract Management Officer - Counselor - Counselor - Counselor - Counselor - Counselor - Customer Service Officer - Customer Services Officer - Customer Services Officer - Customer Services Officer - Customer Services Officer - Customer Services Officer - Data Analyst - Director - Engineer - Financial Planning Analyst - Fixed Assets Officer - Graphic Designer - Head of Department - Health and Safety Officer - Human Resources Officer - Laboratory Officer - Library Officer - Library Specialist - Marketing Specialist - Nurse - Office Manager - Project Management Officer - Project Manager

UoS Staff Handbook Page 12 - Public Relations Officer - Purchasing Officer - Receptionist - Registration Officer - Registration Specialist - Secretary - Security Guard - Student Activities Officer - System Analyst - Technician - Web Officer - Web Specialist 3.4 Definitions of Categories of Staff By-Laws article Based on the Article (38) from UoS of Sharjah By-Laws University President Decision No. (4) of 2019 In Issuance of the Administrative Employee Bylaws at the University of Sharjah 1. Subject to the provisions of this decision, administrative staff members shall be classified according to the following categories: a. First category: Vice and Assistant Chancellors. b. Second category: Directors of departments and centers. c. Third category: Other staff. 2. Delegation of staff members in the first category shall be by decision of the Chancellor. For all other categories, delegation shall be by decision of the Vice Chancellor. The decision shall include details on the nature of the mission, names of the persons to whom the mission is assigned, whether it is a delegation or one person, the destination and the period required to complete the mission. Definitions Staff (Non Academic Staff): University employees who are employed full-time and are not classified as faculty. All non-faculty appointments are included. Admin Staff: an employee in administrative jobs or in jobs of technical nature of all kinds Such as administrative assistant, administrative officer, executive officer, Coordinator, unit officer, specialist and technician. Professional Staff (Directors-Leaders-Supervisors): Persons employed for the primary purpose of performing academic support, student services, and institutional activities, whose assignments would require either college graduation or comparable experience. These activities are classified as one of the following: Executive, administrative and managerial or other professional duties. Support Staff: an employee in service support or technical support jobs such as driver, security officer, professional/craftsman, helper, users and office boys. Academic Staff: People who teach courses at UOS colleges. Faculty members may include professors, associate professors, assistant professors, Lecturer and instructors.

UoS Staff Handbook Page 13 Full Time Staff: The one who works at least 40 hours weekly with full time contract and has specific duties to do according to the position title and job description illustrated before in the contract. Part Time Staff: Persons on the payroll of the institution for specific period and classified by the institution as part time. 3.5 Employment System Through the Department for Human Resources (HR), the University recruits and appoints various administratively qualified personnel both from inside and outside the country. Priority is given first to UAE nationals, followed by nationals from GCC countries, Arab nationals, and other nationalities, respectively. The University adheres to the most up-to-date methods, applying both technical and scientific analysis in reviewing and evaluating applicants, to ensure hiring the most qualified and skilled administrative personnel possible to help fulfill the University’s mission. Positions are announced once approved in the University’s annual budget according to the following: A. Announcements are made on the University’s website and in local and foreign newspapers (if required). B. All announcements must be made locally (if not filled by someone in the University). If a suitable individual is not found locally, the vacancy must be announced outside the country. C. An employee within the University may apply for a position which is announced by the University if he/she meets the qualifications in accordance with the University By-Laws for reappointment. 3.6 Applying for Employment Anyone interested in joining the University may visit the University’s website through the following link: http://newhr.sharjah.ac.ae/en/Pages/JobOpportunities.aspx or enter the Job Opportunities page. Here one may fill out an application on the website, which will allow the University to contact the applicant for any additional information. Likewise, anyone interested in employment at the University may visit HR at the University to complete an application form by hand and submit the necessary documents. 3.7 Contracts The period of contract is two years renewable for similar periods based on the employee performance. 3.8 Probationary Period Employees at the University in all grades are subject to a compulsory probationary period for six (6) months from the date of commencing work. If an employee does not demonstrate full competence in his/her position, the University reserves the right to end his/her services during the probationary period. Otherwise, the employee will be considered instated in his/her position and the

UoS Staff Handbook Page 14 probationary period will be included as a part of his/her period of service, provided that the employee passes his/her evaluation by the concerned college dean, department director, or immediate supervisor and is recommended to the HR Department. 3.9 Transfers and Promotions An employee may apply for a transfer to another department in the University upon approval from both the departments from/to which he/she would like to transfer, provided that he/she has completed three (3) years in his/her current position. Further, the University may transfer an employee from one department to another, provided that the transfer is viewed as being in the best interest of the University. In all cases, the transfer of an employee shall not affect or cause a setback in his/her seniority required for promotion. Concerning promotion, an employee may be promoted after he/she has served at least four (4) years in a particular grade. Exceptions to this provision may only be made upon a decision from the Chancellor and recommendation by the Employee Affairs Committee, provided that seniority for promotion purposes is taken into consideration. Promotion shall be to a vacancy of the same nature to and the next grade above the position in which an employee is currently working in accordance with the By-Laws for Non-Faculty Members. 3.10 Guidelines for New Employees at the University The HR Department will familiarize new employees with all of the information that they will need during the hiring process and any required documents, summarized as follows: Stage One: Before Commencing Work at the University: After a candidate has been nominated for a position and the Chancellor has approved the appointment, an official decision will be issued by the Employee Affairs Committee upon which the candidate will receive both the decision and offer of employment. 1. Calculating Salaries: The salary of a candidate is determined according to an approved table of salaries based upon provisions issued by the Employee Affairs Committee with regard to appointing employees and grade availability in the department of hire. 2. Obtaining National Security Approval 3. Preparing the Offer of Employment: HR undertakes preparation of the offer of employment to the candidate, which clearly states the position title, department/unit to which he/she has been appointed, position grade, salary and other benefits, and entitlements to regular vacation. The candidate is given approximately one week to respond to the offer after which the offer will be considered void.

UoS Staff Handbook Page 15 4. Submitting Required Documents for Employment HR will request some supporting documents from the candidate through the offer of employment with which a new file for the candidate will be opened. 5. Completing Required Forms HR will require the candidate to fill out certain forms before he/she commences work. 6. Opening a Bank Account 1. All newly appointed employees joining the University are required to open a bank account and to provide the account information to the Salaries Section in HR no later than the 15th of each month. 2. If an employee wishes to change his/her account number or change his/her bank account from one bank to another, he/she must visit the HR Department to finalize arrangements upon which he/she will be asked to provide a bank release statement from his/her previous bank and an official letter from the new bank authorized for the direct deposit of his/her monthly salary. Stage Two: Commencing Work at the University After the employee has completed the first stage, and has submitted all documents to the HR Department, he/she may commence work in his/her department or unit, which will undertake the following: 1. Informing the HR Department of the employee’s commencement date. 2. Arranging for an office space for the employee and providing him/her with office keys. 3. Introducing the employee to his/her colleagues. 4. Specifying the employee’s computer needs and office furniture requirements through the concerned departments. 5. Arranging for a meeting between the employee and his/her direct supervisor so that he/she may obtain all pertinent information regarding the position. 6. Giving the employee an idea about the services available at the University such as transportation, mail services, health insurance, the Traffic Department, and University Security. Information on these matters may be found in this handbook. Stage Three: After Commencing Work at the University 1. Making Arrangements to join the General Pension and Social Security Authority (for UAE nationals only). a. UAE nationals working at the University of Sharjah should join the General Pension and Social Security Authority. All new national employees must go to the concerned staff member in HR to sign a form (Commencing Service for the Insured employee Form). b. If any new employee wishes to include years from his/her previous employment, he/she

UoS Staff Handbook Page 16 must go to the concerned staff member in HR to make the necessary arrangements for this. c. Upon ending service at the University for any reason, and once his/her work release has been completely authorized, a UAE national employee must go to HR to sign the (End of Services for the Insured employee Form). Electronic Fingerprinting System All administrative staff employees at the University from grades two and lower are required to use the electronic finger authorization system to sign in and out and should have their fingerprint documented in the system through the authorized staff member. Any delay in documenting one’s fingerprint is considered the employee’s sole responsibility. Portal System a. All employees at the University are authorized to enter the Portal System to submit vacation requests, return notices, and overtime hours by doing the following: b. Visiting HR to obtain a password. c. Inquiring on how to use the system (if needed) by speaking to either the administrative assistant of a particular department or college administrative coordinator, depending on the nature of the question. Submitting Vacation/Leave Requests and Return Notices All employees are required to submit vacation requests and return notices before the 15th of each month to prevent their salaries from being withheld by doing the following: a. Regular Vacations: An employee should submit his/her vacation request before vacation and present his/her return notice as soon as he/she returns from vacation. b. Emergency Vacation or Sick Leave: An employee should submit his/her leave request as soon as he/she returns to work. c. Parturition Vacation (Maternity Leave): An employee must submit his/her vacation request, along with required documentation, no later than a week following the date of the delivery. In all of the above cases, it is incumbent that the concerned department be informed of an employee’s absence. Contacting the Department for Human Resources (HR) The HR Department is prepared to answer any questions that an employee might have at any time at extension: (2036). 3.11 Faculty and Staff Records The institution maintains a record for each full-time faculty, part-time faculty, and professional staff member, including attested academic transcripts of academic preparation, the signed contract, and all documents required by the Ministry of Labor and Social Affairs in the U.A.E.

UoS Staff Handbook Page 17 The Human Resources Department maintains a file for each faculty member. This file contains all the pertinent information such as the educational achievement, academic rank and salary. Moreover, the institution demonstrates that faculty members are competent in the language of instruction. Authorized access to faculty and staff files All files and records are kept in safe cabinets at the Human Resources Department and access is limited to authorized personnel. Individually identifiable personal information contained in computerized data bases, whether maintained centrally or by colleges, departments or other units, is afforded the same confidential treatment that applies to written records. The following circumstances identify persons or cases to access personal faculty and staff files: - Persons designated by the Chancellor. - Both active and retired members of the faculty and staff have the right of access to their records when given permission by the Chancellor. - Legal representatives of deceased faculty and staff members shall have the right of access for five (5) years after the death of the individual. - Personnel records may be disclosed to University officials, and authorized individuals performing work for the University who require the information for the performance of their duties. - The University may release personnel records in response to a lawful subpoena, warrant, or court order, including disclosure to a government agency. - The University may disclose information contained in records to protect its legal interest when it believes the actions of an individual violate or have violated his/her conditions of employment or threaten injury to people or property. - Information may be disclosed if, in the judgment of the designated custodian of HR Records, such disclosure is necessary to protect the health, safety or property of any person. 4. Staff Rights and Responsibilities 4.1 Salary, Benefits and Compensation 4.1.1 Salaries and Wages Salaries are determined according to the Table for Salaries as approved by the Supreme President of the University, which includes all special allowances provided to employees at the University of Sharjah as per two variant salary tables, one for nationals and one for non-nationals: The salary table for nationals includes the total salary, social allowance, and children’s allowance, with no cap being placed on salaries according to position grade. The salary table for non-nationals includes the basic salary and housing allowance (55% of the basic salary for a married employee, ranging from a minimum of AED800 to a maximum of AED3500, and 45% of the basic salary for those who are single, ranging from minimum of AED600 to a maximum

UoS Staff Handbook Page 18 of AED2750). An allowance for increased cost of living may be up to 10 % of the basic salary, a maximum AED1500. 4.1.2 Salaries and Wages Policy Employees at the University are appointed on either unlimited or temporary contracts (fixed compensation or daily wages). The benefits applying to employees on unlimited contracts differ from those of employees on temporary contracts. Employees on unlimited contracts receive all benefits provided by the University including education for children, air tickets and health insurance, while employees on temporary contracts receive benefits as agreed upon between the two parties (the University of Sharjah and the employee) and may not claim the benefits provided on an unlimited contract. Please note that all allowances found in the Table of Salaries fall under the regulations of the University and are overseen by the Department for Human Resources in terms of entitlements. For questions or clarifications regarding the Table of Salaries, employees are encouraged to visit the HR Department. 4.1.3 Benefits Educational Fees for Children School tuition for children includes tuition for elementary school through high school and university tuition at the University of Sharjah as follows: First: Education for Children 1. The University shall cover the cost of annual tuition fees for children of administrative staff enrolled in primary school (KG1) through high school inside the country in the amount of at most (AED15,000) for one child and at most (AED30,000) for three children in accordance with the benefits table and the tables approved by the University Administration. 2. The payment of these fees and tuition fees shall be paid against original receipts or invoices. Second: Education for Children at the University of Sharjah 3. The University of Sharjah carries the educational fees for up to two children for all national and non-national employees at the University according to the approved provisions in this regard. Health Insurance 1. The University provides suitable medical care to its employees through contracts with insurance companies and provides health insurance for: All employees, wives of male employees, and up to three dependent children residing with them in the UAE; female employees who can prove their husband’s inability to work; divorced females; and widows responsible for supporting their children. 2. Also found at the University are two dental clinics in the Department of Medical Services at

UoS Staff Handbook Page 19 the University, where dental treatment is available in exchange for nominal fees. Incentives/Bonuses In order to motivate employees who are excelling in their performance, the University may grant an employee receiving ‘excellent’ in his/her performance reports for two consecutive years an incentive raise/bonus within the range of his/her regular allowance and the limits of his/her grade according to provisions in effect. General Vacation Policy Annual Vacation: 1. An employee may elect to take his/her vacation once accrued or may postpone his/her annual vacation in part or in whole (should his/her job necessitate remaining at work) to the following year provided that his/her accumulated vacation time does not exceed what he/she is entitled to over a two year period. 2. If an employee does not return to work immediately once his/her vacation has ended, his/her salary will be suspended beginning on the first day following the end of his/her vacation. Types of Vacations Employees at the University of Sharjah are entitled to various types of vacations, some paid and some unpaid according to the table below:

UoS Staff Handbook Page 20 Arranging Vacation and Return Notices 1. The University of Sharjah provides an electronic system to employees, which allows them to submit their annual vacation times and return notices once approved by their College Dean or Department Director. 2. As for sick leave and other types of leaves, an employee is required to submit his/her leave request and return notice immediately upon return from his/her sick/emergency leave or within a period of one-week maximum. Otherwise, the leave will be considered as part of the annual vacation period. 3. The Department for Human Resources provides all such documents, which may be filled out by hand and sent to the HR Department. Salary Payment Policy 1. Employees’ salaries are paid according to contract (unlimited or temporary), and the specifics of each employee as determined by HR, and approved by the Vice Chancellor for Financial and Administrative Affairs and the Director of HR, before being forwarded to the Finance Department for payment. 2. If an employee begins work after the beginning of the month, or if his/her services end before the end of the month, his/her salary will be calculated by the proportion of the number of days of work (including official holidays and weekends) to the total number of days in that particular month. 3. All employees’ salaries will be transferred to their bank accounts through the bank affiliated with the University of Sharjah whenever possible. 4. The Salaries Section in HR will provide employees with a salary breakdown and notify them of any deductions (if applicable). In applying the salaries payment policy, HR may enter and update the employees’ personal data base as related to monthly salaries, allowances, and entitled benefits according to the HR Department system. Likewise, employees are asked to present an annual statement indicating any change in their social status. If this information proves incorrect, the employee may be suspended and subject to investigation. Overtime The workweek at the University of Sharjah starts at 7:30 AM Sunday and ends at 5:00 PM the following Saturday. Overtime work is defined as work over 40 hours during this seven-day period. University policy requires that overtime work be approved in advance by the dean or director, except in emergencies where prior approval is not possible. Supervisors are responsible to determine and to assign work schedules. Work outside of approved schedules should not be allowed, unless approval is obtained or an emergency exists. Any time worked must be compensated if it is known by the supervisor and is suffered or permitted to happen. Where it appears that an employee may exceed in a workweek the 40 hours allowed, time off may

UoS Staff Handbook Page 21 be provided in the same workweek in order to keep the total hours worked to 40 or less. It is not allowed that overtime earned in one pay period to be carried over and compensated in a later pay period. Time worked must be compensated on a current up-to-date basis. This plan allows that when overtime is worked in one week of a pay period, it may be compensated by time off in another week at a time and one half rate, if both weeks are in the same pay period. For example, an employee who works 44 hours in a week, could be required to work only 34 hours in the other week and receive regular pay for the pay period, if both weeks are in the same pay period. This plan cannot be extended beyond the pay period. The overtime of the employees, other than members of the teaching staff, shall be calculated and paid as follows: - The Employee shall be indemnified in consideration of such overtime, at such rate equal to the wage of an hour of his/her amended salary. The number of the additional working hours during the ordinary working days shall be calculated at the rate of two working hours per day maximum. During the weekend, the actual working hours shall be calculated at the rate of 4 working hours’ maximum. - If the employee works during an official holiday, the Employee shall be compensated for the overtime at the rate of double the adjusted salary for the actual working hours, at the rate of 4 hours per day maximum. If the actual working hours of the Employee are less than two hours, they shall be considered as two actual working hours. - In coordination with the heads of organizational units, the additional working hours may be used as paid leave. This is to be added to employee annual leaves - The wage of the additional Work may not exceed the total salary for two months per one Year. 4.1.4 Demise Policy Demise vacation According to the UOS By-laws chapter 4 articles 31 state that: a. A Muslim female employee whose husband passes away is eligible to take a fully paid leave for the period of four (4) months and (10) days from the date of her husband’s death. b. Employees are entitled to a leave of mourning for the period of three (3) consecutive days in the event of the death of a spouse or the death of one of the following relatives (parents, children, brothers and sisters), provided that a death certificate is presented. Demise case of University employee According to the UOS regulation: a. The corpse companion from the University is given a seven-day paid vacation in case the corpse is to be dispatched abroad. b. The corpse companion from the University is given a two-way ticket in addition to 1500 AED as travel expenses. c. The family of the deceased shall be entitled to the following (unless the deceased otherwise wills): 1. The total salary of the month in which death occurs 2. The total salaries of the following three months

UoS Staff Handbook Page 22 4.2 Staff Responsibilities Whenever an employee joins any administrative department at the University, the concerned department provides the employee with a job description, whereupon his/her immediate supervisor will review it with him/her. The responsibilities of an administrative employee at the University include: 1. Performing all duties and responsibilities as assigned by his/her immediate supervisor. 2. Adhering to the by-laws and regulations in effect at the University. 3. Adhering to the official work hours of the University and not leaving work early without first obtaining permission. 4. Exercising confidentiality and not disclosing information or data he/she is made privy to as a part of the job. 5. Not accepting paid or unpaid work during official work hours or outside work hours without taking permission beforehand from the concerned department at the University. 6. Respecting the laws of the University as an educational academic institution and therefore not committing dishonorable acts and respecting the duties of his/her job. 7. Not asking for or accepting for him/herself or others any gift, advantage or promise in exchange for performing his/her duties. 8. Not keeping for him/herself any official work document or papers even if such are a part of his/her assigned duties. Attendance and Work Hours 1. Official work hours at the University are flexible time in and out system from 7:30 a.m. until 5:00 p.m. from Sunday through Thursday, with weekends falling on Fridays and Saturdays. Actual hours of work per day are eight (8) hours (40 hours weekly). The HR Department may determine other work hours for employees whose nature of work so does require. 2. An employee joining the University must adhere to the attendance system, approved and in place, for arrival to and departure from work. 3. If an employee is late for work daily, more than three days out of a month, he/she will be notified as a warning. If he/she continues to be late, this time will be deducted from his/her monthly salary. 4. If an employee stops coming to work for a period exceeding 20 days consecutively or 30 days separately, he/she will be considered as having resigned from work. HR will be responsible for taking the necessary measures to end his/her services. 5. Staff Development The University of Sharjah recognizes the value of its staff as an important asset in the community, and it encourages them to develop and consider University job opportunities as part of their

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